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07-21-2014 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON July 21 2014 CALL TO ORDER The meeting came to order at 6:04 PM in the Community Center, 125 N. Lakeshore Drive, Ocoee, FL 34761. The roll was called and a quorum was declared at that time. PRESENT: Chairman Rainer, Members Applegate, Barber, McKey, Singrey, Parks and Recreation Director Jeff Hayes (Director Hayes) and Sr. Administrative Assistant Dottie Godek. ABSENT: Vice Chair Lewis and Member Hudson. GUESTS: None A. Approval of Minutes Member McKey, seconded by Member App legate, moved to accept the regular meeting minutes from the March 17th 2014 meeting. The motion passed unanimously. Member McKey, seconded by Member Barber moved to accept the notes from the May 15 2014 meeting as meeting minutes. The motion passed unanimous /y. B. Eggstravaganza Recap Chairman Rainer asked if the certificates the board had set aside for (4) swim lessons were distributed at the Eggstravaganza event. Director Hayes said that the certificates were awarded and that some were turned in for swim lessons. Member McKey asked for a current balance of the Parks & Recreation Advisory Board fund; Director Hayes said that currently it is $714.00 but when the swim lessons are taken out there will be $514.00 remaining. Chairman Rainer asked if the disbursal of funds discussion should be left until the September meeting and Sr. Administrative Assistant Godek recommended that the board go through the agenda and re open a discussion at the end of the meeting. C. Review of Parks & Recreation Ordinance: Director Hayes said that he would like to have a general discussion regarding swimming in lakes that abut park properties. A question had been presented to the City Manager regarding the restrictions on swimming in lakes. The ordinance currently has no provision to regulate swimming; the only thing mentioned is that there is no diving or jumping off a fishing dock or boat ramp. There is an area at Starke Lake that is posted as "No Swimming "; it is posted for safety purposes. There are also permanent signs along the Lakeshore indicating that is a health risk to swim in the lake because of the amoeba problem, but it's posted using a county ordinance. There are no signs at any other lakes within a park or that abut a city park. Director Hayes and the City Clerk did searches within the archives but no ordinances or resolutions were found. However, the City Clerk did come across an ordinance from 1971 that prohibited swimming at Lake Moxie due to the amount of debris in the lake. Member McKey asked if the City Attorney was questioned regarding the liability of persons swimming in the lakes but Director Hayes stated that a Parks & Recreation Advisory Board discussion first would be helpful to determine if an ordinance was thought necessary. The board had a discussion regarding the pros and cons of prohibiting by ordinance swimming in city lakes or lakes and the general consensus was that there should not be any prohibitions. Director Hayes said he will do more research as to why Starke Lake was posted with a County Ordinance instead of a City Ordinance. 1 D. Founder's Day Involvement Director Hayes requested a discussion regarding the Parks & Recreation Advisory Board's involvement with the Founder's Day event. In the past the Board had an arts and crafts event and if they wanted to do it again this year, the supplies will have to be purchased by the end of September. Chairman Rainer asked if there was something else the Board could do or if someone else had asked to do the Crafts. Director Hayes said that no one has asked to his knowledge and the Board members that had initiated the event are no longer on the board. He also mentioned that in the last few years it has come down to 2 -3 members running the whole event for the entire day — that the problem is getting members to staff the event. There was a general discussion of asking various school groups that may need community service hours come out and work the booth for the Advisory Board. Chairman Rainer asked if Member Barber would be willing to do it again this year and Member Barber said yes — if she was in town. Chairman Rainer said that she is available to work. Member Barber recommended that the start time be changed to 10:00 AM. Member Singrey asked if perhaps groups like the Girl Scouts, Jaycees, Rotary or others might like to be involved. Member Barber said that in the past we have asked the high schools. Chairman Rainer said that there seems to be interest on the board to continue doing the event; that we will just need to find staffing. Chairman Rainer also said that a decision on what supplies to purchase and the exact times of the booth can be determined at the September 15 meeting. E. Haunted House Saturday October 18 and Friday October 24 and Saturday October 25 2014. Director Hayes said that we are not doing the event on Thursday evening because that night was very lightly attended. Member McKey asked if the Parks & Recreation Department was looking for participation from the Advisory Board. It was mentioned that the concession stand was run by the youth organizations; Little League, Pop Warner Football and OSYL in the past with the Advisory Board running the stand on Thursday evening. Director Hayes asked what the board would like to do; one, two or three nights. There was a general discussion regarding the possibility of doing one night however Member Singrey said that he would like to do all three nights. He mentioned that the West Orange Seniors would be available to help out for all three nights. Member Singrey said that they would get the hot dogs and buns. Chairman Rainer asked if the city sign department would make signs saying "Food for Sale ", etc. Chairman Rainer also said that the final details will be determined at the September 15 meeting. F. Holiday Tree Lighting Director Hayes stated that this year's event will be held on December 6 2014 starting at 4:00 PM. The Lions Christmas Parade is also that day but the Winter Garden portion is in the morning and the Ocoee portion starts at 1:00 PM finishing up at about 3:00 PM. Member Applegate suggested that this year the tree be moved further toward the road and also to have more garbage cans available. Director Hayes said that last year the Board's involvement was in the Withers- Maguire house but his year there will be a few changes — Santa & Mrs. Claus will be together for pictures and we will have two decorated rooms (one traditional and one "Grinch" style for regular photo opportunities. The upstairs of the house will be used as the museum with the FOHP group doing tours. There will also be a staff member downstairs in each room. If the board members would like to participate in the house that's fine or there may be other opportunities outside the house. Director Hayes said that staff is still working on the lineup; some of the events will be the same but there will be new events as well — that we are trying to incorporate more kid activities. The same DJ that was at last year's event will be back and staff is also looking at showing a movie (no sound) for people standing in line. Sr. Administrative Asst. Godek mentioned that staff is planning on having crafts; Director Hayes said that volunteers are needed and that staff will be contacting schools as well. Director Hayes also mentioned that the city wants to grow the event and that more information will be provided to the Parks & Recreation Advisory Board at the September 15 meeting and a determination can be made if the board would like to participate. 2 G. Light Up Ocoee Event Chairman Rainer requested that if the board does the Christmas Light Judging event this year it be advertised using the sandwich board at the Winter Event. Director Hayes said that would not be a problem but that he would like to start promoting it even earlier in the year, perhaps at the Food Truck events, Haunted House and also Founder's Day. Chairman Rainer said perhaps if it is advertised earlier we will get more participants and that if we don't get any more houses, perhaps the board should think about scrapping the event. Member Applegate had a suggestion of a new way of structuring the judging however Chairman Rainer recommended that we try advertising earlier and then revisit it next year. Member McKey mentioned that we should include the Senior Group in the event this year. H. Other Business 1) Chairman Rainer asked about Member Heard and Director Hayes said that we had received a letter of resignation just before the meeting. 2) Director Hayes said "Thank You" to Member Barber and Member McKey for attending the commission meeting where the Mayor presented the proclamation of July as Parks & Recreation month to the Parks & Recreation Advisory Board. Member McKey suggested having an "Open House" at each of the parks next year during the month pf July to celebrate Parks & Recreation month. Chairman Rainer asked if something could be done in conjunction with Arbor Day — Member Barber said perhaps we could purchase trees and plant them. 3) Member Applegate reminded Sr. Administrative Asst. Godek to make a copy of the pictures taken at the Volunteer Appreciation Dinner. I. SET NEXT AGENDA A. Approval of minutes of the July 21S 2014 meeting B. Information regarding the research of the Ordinance regarding swimming in lakes C. Founder's Day Participation D. Haunted House (finalize details) E. Holiday Tree Lighting Event (finalize details) F. Set dates for the Christmas Light Judging (Light Up Ocoee) G. Signage for the Haunted House Concession Stand and the Holiday Light Judging event H. ADJOURNMENT The meeting was adjourned at 7 :30 pm. UI.•.A_ Ck-� ,n�o� ter. Ch • •r an Rainer Sr. • ministrative sst. Dottie Godek 3