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HomeMy WebLinkAbout11-18-2013 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON November 18, 2013 CALL TO ORDER The meeting came to order at 6:10 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, Members Barber, Heard, Rainer, Rhodes, Parks and Recreation Director Jeff Hayes (Director Hayes), Sr. Administrative Assistant Dottie Godek and Ex- Officio Member Rosemary Wilsen. ABSENT: Members Applegate (excused) and Member McKey (unexcused). GUESTS: None A. APPROVAL OF MINUTES Member Barber seconded by Member Heard moved to accept the regular meeting minutes from the July 15` 2013 meeting. The motion passed unanimously. B. FOUNDERS DAY CRAFT BOOTH Member Heard said that the craft booth was very busy and the crowd was more than the three members that were working could handle. The Christmas craft with the picture spaces were the most popular. It was mentioned that there definitely should be more members working the booth. Member Barber said that any future crafts need to be peel and stick as that was the easiest for the children. Member Heard also said that there had been some discussion about donating the "turkey hats" to the Before and After School program as no one wanted to make them at the craft booth. Member Rainer also mentioned that perhaps there could be a cooler with water for the volunteers in the booth as there were times the booth was so busy no one could leave. Member Barber, seconded by Member Heard made a motion to donate the turkey hats to the Before & After School program before Thanksgiving. Motion passed unanimously. C. HAUNTED HOUSE Director Hayes said the Haunted House event was very successful this year. The house was open four days this year with an approximate total of 3,500 people at the event. About 2200 people visited the house, about 2,100 rode on the hayride and close to 1,200 people went through the haunted walk. Member Rainer asked who did the walk, Director Hayes said it was a private group of volunteers that did the walk and they have been doing it for approximately four years. It was not done last year because some of the volunteers were not able to work. Next year the plan for the Haunted House event is for 4 days, to include Friday, Saturday of one weekend and Friday, Saturday of the following weekend. There most likely will not be a Thursday as that was the least attended evening. The Parks and Recreation Advisory Board made $257.00 at the concession stand. Member Rainer said that she thought the concession stand pricing should be consistent for the entire event; the other organizations had different pricing and the thought was that the pricing needs to be the same throughout the event. The board had a discussion of pricing and stated that there needs to be communication with the other organizations next year. D. CHRISTMAS EVENT DECEMBER 7 2013 Director Hayes said that the 1 Tree Lighting event is scheduled for December 7 The Withers- Maguire house will be utilized, Santa will be in the same room as last year which will be closed off from the rest of the house, there will be a Mrs. Clause (Sherrall Applegate) decorating cookies. There will also be a puppet show in one of the rooms. The Friends of Ocoee History Preservation will be holding tours of the second floor museum. The rooms will be decorated in keeping with the time period of the house and there will be volunteers dressed in period outfits. Also, there will be activities on the grounds, choirs (West Orange Seniors and Ocoee HS) at the tree lighting, horse drawn carriage rides, pony rides, a s'mores making area, rock climbing wall, bounce houses, some food trucks and a train ride. We had hoped to be able to use the Community Center however it is not finished. Member Rainer asked who would light the tree and Director Hayes said it was not finalized yet, but they were leaning toward having Santa arrive on a fire truck or perhaps the Mayor will light the tree. Member Heard inquired regarding the hours of the event. Director Hayes said the event was from 4:30 until 9:00 PM. Member Barber asked if the Parks & Recreation Advisory Board members were needed and Director Hayes answered in the affirmative. Director Hayes went on to explain the rest of the activities that were being planned and the 1 board had further discussion regarding the event. Member Rainer asked if the board can advertise the Holiday Light Judging event on the sandwich board stands. Director Hayes answered in the affirmative. E. HOLIDAY LIGHT JUDGING Ex- Officio Member Rosemary Wilsen said she had it on her calendar for December 16 Sr. Administrative Assistant Dottie Godek said that the date had not been voted on at the last meeting so a date needed to be decided on at this meeting. The prize amount of $225.00 comes out of the Parks & Recreation Advisory Board budget; however, that amount did not include the plaques. Member Heard said that the winners should be given a gift card and sign, and that is enough. Member Barber asked if the board wanted to consider giving the community a prize if they apply and win. Sr. Administrative Assistant Dottie Godek mentioned that there have been no communities that applied to be judged for the past three years. Member Rainer, seconded by Member Heard made a motion that plaques no longer be given out to the winners. The motion passed unanimously. Member Barber suggested some wording changes to the flyer advertising the Light Judging contest. The board had a discussion regarding the wording and it was decided to change it to "all family residences ", and move the line about "Communities: show your holiday spirit - decorate your entrances" to the bottom and add "winners will be recognized ". Member Barber, seconded by Member Rainer made a motion to move "Communities: show your holiday spire to below the www.ocoee.orq on the Light Up Ocoee flyer. The motion passed unanimously. Member Barber asked if the light judging was going to be held on December 16 at 6:00 PM starting at the Beech Center and Director Hayes answered in the affirmative. F. OTHER BUSINESS Member Heard asked about the ordinance being rewritten so there can be signs posted in the parks. Director Hayes said that it was approved by the City Commission. Director Hayes also said that he would check to see if the signs had been posted. Member Rainer asked if the next board meeting needed to be changed as it falls on January 20 2014 which is the Martin Luther King holiday. The board had a discussion and the decision was made to move the meeting to January 13 2014. G. SET NEXT AGENDA 1) Approval of minutes of the November 18 2013 meeting 2) Election of Officers 3) Christmas Event 4) Holiday Light Judging Event 5) Spring Fling 6) Tour of Community Center URNMENT he me ing was adjourned at 7:fS pm. fv i5 Vice air Qube iah Lewis Sr. Administrative Asst. Dottie odek 2