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HomeMy WebLinkAbout02-18-2013 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON February 18, 2013 CALL TO ORDER The meeting came to order at 6:09 PM in the Withers-Maguire House, 16 E. Oakland, Ocoee, FL 34761. The roll was called and a quorum was declared at that time. PRESENT: Vice -Chair Baxter, Members Applegate, Barber, Lewis, Gleason, Rainer & McKey, Parks and Recreation Director Jeff Hayes (Director Hayes), Ex- Officio Member Rosemary Wilsen and Sr. Administrative Assistant Dottie Godek. ABSENT: Chairman Heard (unexcused) GUESTS: None A. APPROVAL OF MINUTES Member McKey, seconded by Member Rainer, moved to accept the regular meeting minutes from September 1/ 2012 with one correction. The motion passed unanimously. B. HAUNTED HOUSE Director Hayes said the Haunted House was held October 27, 28 & 29 During the 3 days of the event there were over 4000 people attending. Director Hayes doesn't have the numbers available of actual tours through the house but the event was successful. This year concessions were divided between the youth organizations and they will do the same for next year. The event may be expanded to 4 days, breaking it up on Friday and Saturday, 2 days on each of 2 consecutive weekends instead of 3 nights on the same weekend. Member Rainer asked why the city wanted to do that, and Director Hayes replied that other Haunted House events are run 2 or 3 weekends, and we are looking at ways to expand the number of days the house is open. It is difficult to staff the house during the week so that's why we are thinking of the two weekends before Halloween. Member Rainer asked why we wouldn't have it on Halloween night & Director Hayes said it goes back to staffing. He also said the idea is still in the planning stages and as the event gets closer we'll have more definitive information. There was no haunted walk as one of the people who did it was ill. Member Gleason asked how much it cost the city to do the Haunted House. Director Hayes said that he doesn't have the numbers off the top of his head but he could look it up. He also said that they were looking at increasing the admission price. Member Rainer mentioned pre- selling tickets at a bit of a discount and Director Hayes said that was a possibility. Director Hayes said that if Halloween does fall on a Thursday, the board may want to do something at the house — perhaps have it open for "trick or treaters" or maybe do something inside the house. Member McKey asked if we could do a "ghost tour" of the house & grounds and Director Hayes said it was just a thought and perhaps the board could discuss it. 1 C. PARKS & RECREATION ADVISORY BOARD BUDGET Director Hayes said he wasn't sure exactly what the board wanted with the budget discussion since it had been such a long time since there was an actual meeting. Director Hayes said that the city budgeted $1000.00 for the advisory board. Sr. Administrative Assistant Dottie Godek said that the only expense this year so far has been for the "Light Judging Prizes" and said that we haven't received the invoice for the plaques yet. Director Hayes said that since it had been a while since the board had a quorum they might want to discuss how to allocate the remaining funds. Director Hayes said that there will be approximately $600.00 to use and if the board wanted to allocate say $200.00 for crafts, $200.00 for purchases or something like that the money will be allocated and could always be re directed later. There was a short discussion on the possible uses of the board funds and Vice -Chair Baxter said to go through the rest of the agenda items and then perhaps the board will have come up with items to allocate the money for. D. WITHERS - MAGUIRE HOUSE UPDATE Director Hayes said that it was too bad that everyone didn't get to see the decorations and that staff really did a nice job. Director Hayes said that we are in the process of making modifications to the house to meet certain codes. Director Hayes also said we will have a liquor license to cover the Withers- Maguire house and future community center. We have obtained liquor licenses for the Ison, Vignetti & Beech centers as well. The plan is to be the provider of the alcohol so the renter of the facilities will have to purchase their alcohol through us and that we are doing that to generate some extra revenue. Member Barber asked if there will be a bartender attached to the city at the events and Director Hayes said that right now the caterer will provide the licensed bartender. Director Hayes said we are developing the fee structure for the Withers- Maguire house and the new community center and also possibly modify the fee structures for the other facilities. At present the license will be for beer & wine only. Perhaps in the future mixed drinks will be added. There are some necessary changes we have to make to the house and our facilities department will be doing the changes. We will be closing in the back porch (when the house was purchased in the 1980's the back porch was enclosed but it was modified later), adding a couple of restrooms, modify the existing restrooms, adding a storage closet, a custodial closet, an elevator lift and will make some improvements to the entry coming in off the north parking lot and a short handicapped ramp on the west side of the building which will enable wheelchairs to enter the front door instead of going in the back. Director Hayes is not sure when the construction will begin so it's hard to say when the facility will be available. The Parks & Recreation Department is going to be having a staff meeting to come up with program ideas for the potential use of the house. There was a short discussion regarding potential programs that might work in the building. 2 E. COMMUNITY CENTER UPDATE Director Hayes asked if everyone had seen the design plans. He brought the conceptual layout plans and explained to the board the various areas of the building and grounds. Member Lewis mentioned that the place she held her wedding at had a vendor open house to get awareness of the facility to the public. Director Hayes said the completion date will be in the end of October and that Founder's Day will be the first function of the new building. Vice -Chair Baxter asked if both facilities will be open on Founder's Day and Director Hayes said that yes he would like to see that happen. He also said that he hoped to have the upstairs set up as a "museum" for tours. F. PARK ORDINANCE UPDATE Director Hayes said that the ordinance is going to the commission for its 1 reading on Feb. 19 and that he hopes that it will be well received . The second reading and public hearing will be held in March. The ordinance is moving through the process. G. FOUNDERS DAY RECAP Mary said that one of the crafts they picked didn't go over too well, but one of the other ones was very popular. Member Rainer said that more signage was needed to bring the children to the booth and since we have the big sign boards perhaps several of them could be used. The Parks & Recreation Advisory Board area is sort of set back and last time there was a truck right in front of the booth. Member Rainer said that she thought we needed to advertise that the Parks & Recreation Advisory Board is doing free arts and crafts at the event. Ex Officio Member Rosemary Wilsen said that maybe some vendors with children's items could be put in the area but then she said that the vendors with children's items are requesting to be placed close to the carnival. Member Rainer asked if the Parks & Recreation Advisory Board can be advertised on the bottom of the Founder's Day flyers and Director Hayes said its something that can certainly be looked into. H. HOLIDAY LIGHT JUDGING CONTEST UPDATE The event went well. Member Rainer asked if there were a lot of participants and the board said yes and said that there were some new folks entered as well. Member Rainer asked why the board decided not to allow neighbors to enter neighbors. There was a general discussion regarding the possibility of allowing neighbors to enter other neighbors. Member Gleason asked how it's done now — and it was explained that entries were turned in and we go and judge the entries. Member Applegate asked how the person calling would get the phone number of the nominated party and it was decided that the phone number must be included on the application. Member Rainer, seconded by Member McKey made a motion that neighbors can nominate neighbors for the Holiday Light Judging Contest with someone calling to verify that the nominated party wants to participate in the event. The motion passed unanimously. 3 I. Eggstravaganza Event The date is March 30 Easter Weekend. Director Hayes said it will be at the Beech Center again and the coloring contest will be held again as well. The Parks & Recreation Advisory Board members will be judging the coloring contest on Friday night March 29 at the Beech Center - judging will be at 5:00 PM. Member Barber asked if help was needed for the Eggstravaganza event. Director Hayes said that he would check with the staff and let everyone know. Vice -Chair Baxter asked how people found out about the coloring contest and it was said that flyers go to the schools and it is on the city website. Vice -Chair Baxter also mentioned that he has seen parents of all the age groups run in and help their children when it should only be the "babies" that have parental assistance. In the past all the age groups have been set up in advance but this year the staff will lay out the first area, and then while that event is going on, then staff will go to the far end and lay out another section. Instead of having all the events laid out they will do one area (age group) at a time to see if that will help the situation. There was a general discussion of the best ideas of how to control the event. OTHER BUSINESS SPRING FLING Member Rainer asked the theme of spring fling and Ex Officio Member Rosemary Wilsen said it's totally free and it's used to educate. Parks & Recreation is going to be doing the bike rodeo down by the lakeshore. There will also be rain barrel painting and perhaps plants being given out. Vice -Chair Baxter asked if bike helmets will be given out and Ex Officio Member Rosemary Wilsen said that Ocoee Police Department will be doing that again this year. Member Rainer asked if bikes are going to be given out and Ex Officio Member Rosemary Wilsen said that several organizations are donating bikes to be given away. Director Hayes told the board that the organization that ran the bike rodeo last year are not doing it anymore and the Parks & Recreation department got 40 or 50 bikes to use from that organization. Several Parks & Recreation staff are certified to teach bike safety and the plan is to eventually go out into the community and teach bike safety. Member Gleason asked the date and was told it was March 23` from l 0 AM until 3 PM. Ex Officio Member Rosemary Wilsen said there are 4 -5 citizens that work the spring fling but didn't know what assistance Director Hayes may need with the rodeo. Director Hayes said that there are things that can be done with the rodeo as well as with the entire event that volunteers can be used for. 4 PARKS & RECREATION ADVISORY BOARD BUDGET Member Rainer said that the board should allocate a certain amount of money to several projects. There was then a discussion about what funds should go in which areas. Member Rainer, seconded by Member Gleason made a motion to allocate $200.00 for Founders Day crafts, $300.00 for Parks & Recreation Advisory Board shirts and $100.00 as miscellaneous funds of the remainder of the Parks & Recreation Advisory Board's budget. The motion passed unanimously. UPDATED BOARD ROSTER Vice - Chair Baxter asked that we get an updated contact list. Director Hayes said that we will include a roster for the board. QUESTIONS /COMMENTS Member Applegate said that his question does not reflect on a person but on the position. He said that as an ex chairman he feels that at least the chairman should at least be at each meeting. The chair should be asked if there is still interest in participating. Director Hayes said he will meet with Clerk & City Manager to discuss the situation and he said that he thought the City Clerk then sends a letter to the member asking if they are still willing to participate. Member Applegate asked about elections. Director Hayes said that elections are held every year. Member Applegate asked to have Elections put on the agenda. Member Barber asked if we were meeting at the Withers - Maguire IIouse and Director Hayes said yes. Next meeting will be March 18` ADJOURNMENT The eeting was adjourned at 7 :48 pm. \ 177 °-------."---% ___atp--- , I e / / Vice Chairman Baxter Sr. Administrative A st. Dottie Go.ek 5