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HomeMy WebLinkAbout07-15-2013 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON July 15 2013 CALL TO ORDER The meeting came to order at 6:15 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 Lewis, Barber, Heard, Rainer, Rhodes (arrived at 7:00 PM) & McKey, Parks and Recreation Director Jeff Hayes (Director Hayes) Sr. Administrative Assistant Dottie Godek and Ex- Officio Member Rosemary Wilsen. ABSENT: Chairman Baxter (unexcused) Members Applegate and Gleason (excused) GUESTS: Lillian Lassiter Director Hayes introduced Lillian Lassiter — a member of the Friends of Ocoee History Preservation. That group is working on staging the Withers- Maguire House upstairs exhibit — similar to what was downstairs. Right now they have 4 rooms set up and are working with a concept presented by the city commission. The downstairs of the Withers- Maguire house is still being remodeled. The back porch will be enclosed and will have a small storage area and 2 restrooms. The work on the house is anticipated to be finished the end of October. The entire house is considered a museum — the downstairs will be used for rentals and the plan for the museum is to put displays will be put on the walls of the downstairs. Member Heard asked if renters of the downstairs rooms will have access to the upstairs. Director Hayes said that when the rooms are rented there will be a staff member present so the upstairs will be locked off. Member McKey asked if the concept was still to have the brides and grooms rooms in the building. Director Hayes said yes, the bride's room is downstairs and the groom's room is directly upstairs. Member Rainer asked if there were inquiries as far as rentals and Director Hayes said yes there have been. A. APPROVAL OF MINUTES Member Rainer seconded by Member Barber moved to accept the regular meeting minutes from May 15 2013. The motion passed unanimously. B. ADVISORY BOARD SHIRTS Sr. Administrative Assistant Godek noted that only one person preferred the dry fit shirt; the two grey shirt samples were equal in preference. She noted that the first grey sample only came in uni -sex sizes and that the second sample had both men's and women's sizes available. The board had a discussion regarding the pros and cons of both shirts. Member Rainer made a motion to purchase shirts that come in both men's and women's sizes Member Barber seconded. The motion passed 5 to 0 with Member Heard abstaining. Then the board discussed the color choices of the chosen shirt. Sr. Administrative Assistant Godek said that the lightest gray color available will be ordered. Member Barber seconded by Member Rainer made a motion to go with the color gray shirt that offered both men's and woman's sizes. The motion passed unanimously. C. Founders Day Craft Event Sr. Administrative Assistant Godek reported that there were quite a few "turkey hats" still) available but there were a just a few of the scratch off crafts and necklaces. Sr. Administrative Assistant Godek will get the actual count and let the board know. Member Barber said that the board had also discussed getting a Christmas craft to be featured. Sr. Administrative Assistant Godek said that the board had set money aside at a past meeting for new crafts for this year's booth. The board had a discussion regarding new items for the Founder's Day craft booth. Sr. Administrative Assistant Godek will send an email with a new craft and what items are left in the Parks & Recreation storage tub. Ex- Officio Member Rosemary Wilsen asked if the board still wanted to be in the pavilion and it was decided to stay in that location but requested that signs be printed for the sandwich boards with the information and times of the free crafts. The board also asked if they could get small directional signs with an arrow to indicate where the booth is located. The board had a discussion regarding the posting of the closing times of the booth and decided that the signs should say Free Children's Crafts and leave a space so the time can be added in (and the signs can be used another year). 1 D. Haunted House Director Hayes said that HH will be two weekends — October 19 and October 24, 25 and 26 He said that we are planning to staff it as we have in the past and that volunteers are welcome. Director Hayes said that in the past the concessions have been done by Bulldogs, Soccer & Little League. Member Rainer said that last year the Bulldogs couldn't do one evening. She also said that Soccer doesn't really make money at the concession stand but that they will do the concession stand one night if needed. Member Rainer said that it was enjoyable when the Parks & Recreation board had done the concession stand. Member Barber said that she will be available for the 19 but not the following weekend. Member Heard said that 4 nights would be too much for the advisory board but that one or two nights would be good. A discussion of the concession stand at the Haunted House event ensued. Director Hayes said that if the board wants to do one or two nights that would be fine. The funds for food and beverages will be available from the new fiscal year budget. Member Heard seconded by Member Barber made motion that any moneys left over after the advisory board's expenditures from this year's budget shall be used for non-perishable items for the Haunted House concession stand. The motion passed unanimously. Member Rainer asked what will happen to any money made at the concession stand, and Director Hayes said that it cannot go back into the P & R advisory board fund. He will check into where any money made at the concession stand will go and said that perhaps it will go into a general revenue account that will be used for programs. Member Rainer mentioned that the Soccer organization donated food and that the city provided the beverages for the Haunted House workers. Member Rainer seconded by Member McKey made a motion that the Parks & Recreation Advisory Board will run the concession stand on Oct. 19"' for the Haunted House event and that if any other date is available, the board will do that as well. The motion passed unanimously. E. UPDATE ON CAMERAS Director Hayes said one camera is in Prairie Lake Park. It's a portable unit so can be relocated if necessary. It takes still photos. It has a motion sensor and is set up to take pictures after the park closes. There were issues at Prairie Lake Park so that is why there is a camera at that location. It will give a warning that the person needs to leave the premises and that their picture has been taken. He also said that various camera systems had been investigated but this this camera was deemed the best for what was needed at that location. These individual cameras run about $6,000.00 each. The city is currently looking into another camera system with a live feed option which will run about $2,500.00 per camera. Member Heard asked if the city has tracked the cost to the city of the vandalism done to the city during a year. Director Hayes said that Risk Management does track costs and that once the new web page is in effect, he would like to establish a page whereby citizens can assist the city with information on any issues. F. UPDATE ON BIG ORANGE GAMES FOR 2014 Member Rainer said they should look into how to expand or get the word out about the games. Member McKey asked if there was any interest in the Parks & Recreation Board supporting the games. Director Hayes said that it was started by Mr. Jim Beech and that the Parks and Recreation Department has been in charge of it. Director Hayes said that the biggest challenge is informing the prospective participants about the program. Director Hayes reported that the games will be in April having been moved up from the first weekend in May because it is a bit cooler. Ex- Officio Member Wilsen said that it is just nice to have people there to clap and encourage the kids that participate. The board then had a discussion regarding ways to advertise the games and what future participation the Advisory Board could do. G. UPDATE ON RECREATION PROGRAMS Director Hayes passed out a calendar of recreation programs. He said that the Parks & Recreation department was planning several events in December in addition to the Christmas Parade and the department was looking into a tree lighting ceremony and other events to be held on the grounds of the Withers- Maguire house and Bill Breeze Park. He also said that we are thinking about changing the date from Dec. 6 to the 7 Director Hayes gave an overview of some activities that are possibilities as well as having Santa in the Withers- Maguire House. Director Hayes said that he would welcome board involvement and that it has the potential to be a very exciting event. Lillian Lassiter asked if there would be any interest in having the museum decorated. The board then had a discussion of various activities that might be offered. Swimming Pool Director Hayes said that the pool has had an up and down year due to the weather; averaging about 185 people per day. The swim lesson program is going very well. Member Rainer asked about a water polo program but Director Hayes said that it had been tried 2 and there was no interest. Member Barber asked if pool parties were offered. Director Hayes said that pool parties were offered and were quite popular. There was a board discussion of the pool facilities. Summer Camp Director Hayes said that there were about 4 weeks left in the summer camp program. Member Rainer said that her son does enjoy the program and the field trips. Member Heard said that although the kids have tables and chairs set up for the summer camp program in previous years the Before and After School program kids were eating on the floor. Director Hayes said that he would look into that issue. Director Hayes mentioned that registration has started for the Before and After School program. He also mentioned that the Parks & Recreation Department was running a youth basketball program this summer for the first time with about 120 participants. Softball and Kickball These programs are coming to an end. Director Hayes told Member Rainer that team names used by some of the softball teams are a freedom of speech issue. H. UPDATE ON THE FEE SCHEDULE FOR PROGRAMS AND FACILITIES Director Hayes passed around a proposed fee schedule for all of the Parks & Recreation Facilities and explained that the fees will be done by resolution not by ordinance. Director Hayes went through and explained the various changes to the fees and why some increases were felt to be necessary. A discussion of the new fee schedule ensued. Member McKey seconded by Member Barber made a motion to support the new fee schedule. The motion passed unanimously. OTHER BUSINESS Director Hayes said there will be a proclamation read at the next commission meeting proclaiming July as Parks and Recreation Month. It is scheduled to be read at the very beginning of the meeting. The meeting starts at 7:15 and if any of the board members are in the audience, the Mayor will call them up and present the proclamation to them. Member McKey asked if Lillian Lassiter would like to sit in on our meetings. She said that the FOHP would like to have representation on the Parks & Recreation Advisory board if they thought that would be appropriate. Director Hayes said the commission has identified organizations such as Little League, Bulldog Football and Soccer that should be included as voting members of the Parks & Recreation Advisory Board. Currently we have Little League and Soccer represented and the next vacancy would possibly be filled by someone representing Bulldog football. Director Hayes cautioned the board regarding having special interest groups represented rather than the general public. He also said that he attends the FOHP meetings as does Mark Johnson Recreation Operations Manager, and that the FOHP is updated on a regular basis. It was stated that as a public meeting visitors are allowed to speak but can't make motions or vote. Director Hayes informed the board that the Parks & Recreation Department is getting a state grant for $91,000.00 for improvements to the Little League ball field lighting. The grant is through the Department of Energy. I. SET NEXT AGENDA 1) Founder's Day 2) Haunted House 3) Christmas Event 4) Light Judging 5) Tours of the Withers - Maguire House ADJOURNMENT The meeting was adjourned at 8:27 pm. 13 AAP MIS ,■... • Vice' .ir L-wis Sr. Administrative Asst. Dottie Godek 3