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01-13-2014 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON January 13, 2014 CALL TO ORDER The meeting came to order at 6:03 PM in the Withers- Maguire House, 16 E. Oakland St. Ocoee, FL 34761. The roll was called and a quorum was declared at that time. PRESENT: Vice Chair Lewis, Members Applegate, Barber, Heard, McKey, Rainer, Rhodes, Parks and Recreation Director Jeff Hayes (Director Hayes), Sr. Administrative Assistant Dottie Godek and Ex- Officio Member Rosemary Wilsen. ABSENT: None GUESTS: Introduction of New Board Members Wendell Singrey (West Orange Seniors President) and Sandra Hudson (affiliated with the Ocoee Bulldogs) A. Approval of Minutes Member Heard, seconded by Member Barber moved to accept the regular meeting minutes from the November 18, 2013 meeting. The motion passed unanimous /y. B. Election of Officers Both the chairman and vice - chairman positions are open. It was noted that Member Lewis is the acting chair as the previous chairman, Ves Baxter, resigned earlier this year. Nominations from the floor were opened for the chairman position. Member Barber, seconded by Acting Chair Lewis nominated Member Rainer as Chairman. The motion passed unanimous /y. Member Heard seconded by Member McKey nominated Acting Chair Lewis as Vice Chairman. Motion passed unanimously. C. Christmas Event Director Hayes said that the event was a big success and we received quite a few compliments and thanked everyone that helped out. There are things that do need some improvement and some things that we would like to add to make it bigger and better. The West Orange Senior Choir and the Ocoee High School Choir performed however the sound system didn't work. They made the best of it and put on great performances. Director Hayes said that Santa was a big event as was Mrs. Claus. The puppet show was not quite as interesting as some of the other events. The Friends of Ocoee History Preservation conducted tours and were very happy with the turnout. Member Singrey said that the tree was very nice and Director Hayes mentioned that the West Orange Seniors made a generous donation to fund the tree and it was greatly appreciated. Chairman Rainer asked if the date of the event will remain the same and Director Hayes said the date may have to change due to the renting of the facilities. Member Barber said that advertising for the event needed to go out sooner and event times needed to be communicated to the volunteers as they were asked to arrive at 4:00 PM but the house wasn't open until 5:30 PM. The board then had a general discussion regarding the event with comments and suggestions for next year. Sr. Administrative Assistant Godek read a thank you note from the Parks & Recreation Staff. D. Holiday Light Judging Event Chair Rainer said that it is a fun event however it needs to be better advertised as it is the same people that enter and win every year and that the board needed to start planning the event at the September meeting so we can get the word out well in advance. Member Applegate said that when the event first started there were about 20 entries and now we are down to 7 or 8 entries. He said that perhaps we should change the entire format. Member Barber said that.the biggest drawback is privacy — that perhaps the homeowner's don't want the publicity. Chairman Rainer asked the board to think about different ideas and bring them back to the Now board. 1 Member Barber, seconded by Member McKey made a motion to bring up the Holiday Light Judging Event at the September meeting. Motion passed unanimously. k Spring Fling The date of Spring Fling is March 8 2014. Member Hudson said that is the same date as the opening day of the West Orange Girls Club softball season (which is a daylong event). Director Hayes said that Parks & Recreation does the Bike Rodeo and also has a booth featuring water safety but that a Committee organizes the event. Chairman Rainer mentioned that perhaps the Parks & Recreation Advisory Board could sponsor swim lessons; perhaps there could be a raffle at the Parks & Recreation booth. The board had a discussion regarding the possibility of offering swim lessons out of their budget. Member Barber, seconded by Member McKey made a motion to put aside $200.00 for swim lesson scholarships to be raffled at the Spring Fling event. The motion passed unanimously. F. Tour of Community Center Director Hayes said that unfortunately there will not be a tour tonight. We are hoping that it will be completed very shortly, perhaps in another week or two. Director Hayes said that the board can do a tour in March; that it can be done as a group or if the board members would like to take individual tours, those can be arranged. Member Heard asked if there would be a ribbon cutting ceremony and Director Hayes said that he thought there would be one, possibly scheduled for a weekend. He also mentioned that there were two bookings coming up; the first one is the West Orange Chamber of Commerce "Big Orange" awards and the next day Westbrook Elementary will be having a Father /Daughter dance. Vice Chair Lewis asked if a "Bridal Expo" was in the works and Director Hayes said that the marketing firm that we are working with will be having that event. Director Hayes also said there will be a photo shoot in the near future and that we are going to use the pictures to further develop the center. Director Hayes also said that the Withers- Maguire house may or may not be involved as it is not finished and we do not have a firm completion date. G. Other Business Senior Administrative Assistant Godek asked the Board if they would like to judge the coloring contest at this year's Easter kiw Eggstravaganza event. Member Barber asked if there was a contract on the Coke Property and Director Hayes said yes but that he didn't have any details. Member McKey asked if there was any update on security cameras and Director Hayes said that there was no update at this time. Member Heard seconded by Vice Chair Lewis made a motion to purchase shirts and nametags for our new members. Motion passed unanimously. H. SET NEXT AGENDA 1) Approval of minutes of the March 17, 2014 meeting 2) Spring Fling Recap 3) Easter Eggstravaganza & Coloring Contest 4) Tour of Community Center 5) Update on a potential park off of Montgomery Road, south of White Road 6) Update on the sale of the Coke Property 7) Update on the parks security 8) Update on Parks signs per ordinance ADJOURNMENT The meeting was adjourned at 6:55 pm. 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