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HomeMy WebLinkAbout03-18-2013 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON March 18 2013 CALL TO ORDER The meeting came to order at 6:02 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: Chairman Heard, Members Applegate, Barber, Gleason, Lewis, Rainer & McKey, Parks and Recreation Director Jeff Hayes (Director Hayes) and Ex- Officio Member Rosemary Wilsen. ABSENT: Vice -Chair Baxter (excused), Member Rhodes (unexcused). GUESTS: None Director Hayes mentioned that Judy Rhodes is the newest member of the Parks & Recreation Advisory Board. The City Clerk's Office as well as the Parks & Recreation Department have tried to get in contact with her but we have not received a response. A. APPROVAL OF MINUTES Member Rainer seconded by Member McKey moved to accept the regular meeting minutes from January 25 2013. The motion passed unanimously. B. ELECTION OF OFFICERS Director Hayes asked for nominations for the position of Chairman. Member Rainer asked what would happen if someone was nominated that was not present at the meeting and Director Hayes responded that if the person was elected but did not want the position they could decline at the next meeting. Member Rainer nominated Member Baxter for the position of Chairman, seconded by Member McKey, Member Baxter was unanimously elected as Chairman. Member Barber nominated Member Lewis for the position of Vice- Chairman, seconded by Member McKey. Member Lewis was unanimously elected as Vice- Chairman. Director Hayes said that in the absence of newly appointed Chairman Baxter, former Chairman Heard could continue running the meeting Member Heard said that she thought there was more to being on a board than attending meetings. She continued by saying that everyone on the board should participate in the various Parks & Recreation activities held throughout the year. Board discussion ensued on the ordinance regarding attendance, removal of members and participation of members of the Advisory Board. C. UPDATE ON PARK ORDINANCE Director Hayes handed out copies of the revised ordinance that the City Commission approved at the March 5 2013 meeting. He continued by saying the ordinance has been worked on for quite a while. It has remained pretty much intact except for the wording that the City Attorney had to change regarding the word "firearms ". Changes to the ordinance include new park hours, and bike riding and skate boarding through spectator areas such as Central Park and on tennis courts is prohibited. The board members were asked to review the ordinance and put it on the agenda for the next meeting 1 D. EGGSTRAVAGANZA Director Hayes gave the members a flyer with information regarding the event. There will be a coloring contest which is being judged by the board as well as the egg hunt. The board will judge the pictures at 5:00 PM on Friday March 29 2013 at the Jim Beech Center. Staff will purchase the ribbons for the participants and winners for the board to hand out. Director Hayes asked to be notified if a member was going to attend the judging so that all judges can be present before the ribbons are handed out. This year the event will be done a bit differently. As one age group is "hunting" for eggs, staff will be in another area setting out the eggs for the next age group. Hopefully this will prevent the rushing of the fields that has taken place in the past. Staff generally handles all the events at the Eggstravaganza. If anyone is available, help is appreciated especially at each of the four corners of the fields to prevent "rushing" by the participants. E Spring Fling Director Hayes said that the Withers - Maguire house will be open during the event and he planned on being there. Commissioner Wilsen said that the hours are 10:00 AM until 3:00 PM and that all the events are free and that flyers were going out to the schools within the next day or two. Member Lewis asked if Clarcona Elementary School was included in the handouts because she rarely saw anything. Member Barber said that it is probably considered a "passive" handout which meant that they have to be picked up in the front office. Commissioner Wilsen also mentioned that this is the 8 Spring Fling and due to the rebuilding of the community center and having to coordinate with the Woman's Club the date of the event was further in the month than normal. The board then had a discussion of the various events at Spring Fling. F BIG ORANGE GAMES Director Hayes said that the games will be held on April 20 2013 at Ocoee High School. The games have been expanded to include Special Olympics with the hope of expanding the numbers of participants. Prior to the Autism group joining the event, the numbers had been declining but since they started participating the numbers have been holding steady. Director Hayes said they were looking for people to help and that it is a great opportunity to work with kids with a variety of disabilities. F. PARKS & RECREATION ADVISORY BOARD SHIRTS Director Hayes handed out information from a company that the Parks & Recreation Department gets their shirts from. Member Rainer asked if the new shirts will have the new City logo. Director Hayes said that the City is in the process of changing the logo. Commissioner Wilsen said that the Commission voted to change the logo but as a "phase -in" i.e., when things are being replaced the new logo will be on it. Commissioner Wilsen mentioned that the board might like to try on some sample shirts as the sizes run quite differently and &so that there are Men's and Women's styles. Board discussion ensued as to the types and colors of the shirts. Commissioner Wilsen said that she will bring some of her shirts to the next meeting and Director Hayes said that he will have some samples for the board as well. 2 OTHER BUSINESS Director Hayes handed out a flyer for the next Food Truck /Movie in the Park event. Member Applegate asked if the Parks & Recreation Advisory Board could pick out the movies. Director Hayes said that staff picks out the movies about three months in advance but sometimes it is difficult because the company changes the release date and then staff has to find the next best movie that will be available. Staff chooses general movies because the movies that are more geared to adults do not bring out the same number of people. Commissioner Wilsen said that perhaps Director Hayes could bring a list of movies so that the board could take a look and offer their input. Member Heard asked if there were scholarships available for Summer Camp. Director Hayes said that scholarships are not offered at this time. Member Rainer mentioned that she had heard some opinions regarding the older campers going to the Vignetti building. Director Hayes said that he also had heard comments, both good and bad. The children at the Vignetti center also go to the Beech Center for swimming, and they have field trips just like the campers at the Jim Beech Center. Director Hayes mentioned that there will be an Arbor Day Proclamation at the April 2 Commission Meeting and please let him know if any of the board members can attend. Member Rainer mentioned that April 17 is the City's Volunteer Appreciation Dinner. Commissioner Wilsen said that people should bring a water bill to Spring Fling if they were interested in getting a plant, and if interested in doing a rain barrel, they should email the water department. It was noted the Members Heard and Rainer will need new badges. Director Hayes said that the Parks & Recreation Department had made a commitment to Commissioner Wilsen that she would always have a key to the community center after having to call someone to open the center at 7:00 AM one Spring Fling. He then presented her with the key to the "old" community center. ADJOURNMENT The meeting was adjourned at 7 ;•36 pm. Gik_g_jj.LND i z Member Heard Sr. Administrative Asst. Dottie Godek 3