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09-15-2014 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON September 15th, 2014 CALL TO ORDER The meeting came to order at 6:03 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, Vice Chair Lewis, Members Applegate, Barber, Hudson, McKey, Singrey, Parks and Recreation Director Jeff Hayes (Director Hayes), Ex- Officio Member Commissioner Rosemary Wilsen and Sr. Administrative Assistant Dottie Godek. ABSENT: None GUESTS: None A. Approval of Minutes Member App legate, seconded by Member McKey, moved to accept the regular meeting minutes from the July 21 2014 meeting. The motion passed unanimously. B. Ordinance regarding Swimming in Lakes Director Hayes said that he had done more research regarding the postings at Starke Lake and hasn't been able to find Commission approval of the signs placed around the lake. The signs say "Health Department advises that swimming is not recommended in the area" and other signs say "No Swimming ". Director Hayes said that he will discuss the issue with the Risk Management Department and City Attorney to determine the risk to the city of not enforcing the posted signs. Director Hayes also said they will review the Lake Moxie issue stating that the reason that lake was posted originally was concern over all the broken glass found around the lake. The Fire Department did a survey at the time finding that there wasn't a lot of glass but the Commission decided to keep the posting due to the fact that the lake is about 30' deep in the center. The board had a discussion regarding the issues of swimming or not swimming in the city lakes. C. Proposed Recreation Fees Director Hayes handed out the proposed fee increases for the programs /facilities and swimming pool use. The board was asked to review the old fees (in red with strike - through) and the new fees (in blue and underlined). The first two pages cover the rental fees for our centers including Ison, Vignetti and Beech, but it does not include the Community Center or the Withers- Maguire House. There are no proposed increases to facility rentals. The athletic fields do not have any proposed increases at this time either. Director Hayes explained that we will rent the fields to various teams (youth & adult) for practices and /or games. Director Hayes said that the Ocoee based teams receive the use of the fields at no charge as long as 80% of the team is verified as Ocoee Residents. The park pavilions and the gazebo will have recommended rate increases as described on the handout. Director Hayes went over the Gazebo rental policies and reasons for the policies. He then went over the Recreation Program increases which will be minimal. The Aquatic Center will have a minimal increase to the Swim Lessons but not to admittance. The next increase discussed was to the Lakeshore Community Center. Director Hayes went over the various rental possibilities and the proposed increases. The Withers- Maguire House will not have a rental fee increase except if the white resin chairs are used. The board had a discussion of the proposed increases and changes. D. Founders Day Participation November 7 and 8 2014 Chairman Rainer said that the P & R Board doesn't usually participate on Friday evenings but they do the Arts & Crafts booth on Saturday. The board was given a list of the remaining craft supplies and determined that there was $514.00 left in the Parks & Recreation Advisory Board budget with which to purchase supplies. Chairman Rainer asked if the board was in agreement on participating in the Arts & Crafts booth again and what type of crafts to purchase with the remaining funds. There was a general discussion of the different types of crafts to purchase. The board had previously decided to open the booth at 10:00 AM this year with set up starting at 9:30 AM. Member Hudson mentioned contacting the High School Football Team to see if they need community service hours and if they are working, they would need to bring their service record sheets to be signed. 1 Members signing up for the Arts & Crafts booth are: Chairman Rainer 10:00 AM to 3:00 PM, Member McKey (and Patty) from 10:00 AM until 12:00 PM, Vice Chair Lewis from 10:00 AM until 12:00 PM, and Member Barber from 10:00 AM until closing. Member Barber, seconded by Vice Chair Lewis, moved to spend $250.00 on crafts and supplies for the 2014 Founders Day Arts & Crafts booth. The motion passed unanimous /y. E. Haunted House Concession Stand Member Singrey said that the West Orange Senior group will do all three nights of the concession stand and donate the profits (after expenses) to the Parks & Recreation Department. Director Hayes said that the profits can be deposited into the Haunted House fund. The board had a discussion regarding the operation of the concession stand for the 2014 event. Member Singrey proposed the menu, pricing and mentioned that he brought sign -up sheets for each night and that the members should come "dressed up" to work. McKey, seconded by Member App legate, moved to purchase the inventory for the Haunted House concession stand for three nights; the amount not to exceed $264.00. Members McKey, Applegate, Barber, Chairman Rainer & Vice Chair Lewis voted in favor of the motion and with Member Hudson abstaining. F. Holiday Tree Lighting Director Hayes stated that this year's event will be held on December 6th 2014 starting at 4:00 PM. Member McKey asked if the Parks & Recreation Advisory Board would be needed in the house; Member Barber asked what they can help with. Director Hayes explained that Santa & Mrs. Claus will be in one room of the Withers- Maguire House and that the living room and dining room will be decorated for photo opportunities. He also mentioned the other activities planned for the evening including some of the food truck vendors. Chairman Rainer said that last year the board worked in the Withers- Maguire house and Director Hayes said that Sr. Administrative Assistant Godek will be sending out an email with any volunteer opportunities. Chairman Rainer asked if the board was interested in participating in the event with the consensus being yes. G. Christmas Light Judging Event Chairman Rainer explained the event for the newer board members. Director Hayes asked if the board would like to present the winners at the last City Commission meeting in December otherwise the presentation will have to be at the January meeting. Member McKey asked if the notification of winners can be sent out the day after the Tight judging and Director Hayes said that the votes can be tallied and put into a presentation however without adequate notice the winners may not be able to attend the Commission meeting. The light judging will be December 15 meet 6:00 PM at the Jim Beech Center. Member McKey, seconded by Member Hudson, moved to have the light judging by the board on December 15` with notification to the City Commission and the formal presentation of awards to be done at the January Commission meeting. The motion passed unanimously. H. Other Business None I. SET NEXT AGENDA A. Approval of minutes of the September 15 2014 meeting B. Recap of Founders Day C. Recap of Haunted House D. Discuss Tree Lighting Winter Event J. ADJOURNMENT The meeting was adjourned at 8.17 pm. ) 4011 ! Ch.if an Rainer Sr. Administrative Asst. Dottie Godek 2