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HomeMy WebLinkAbout1996 06 24 Consent Item A . . COMMISSION AGENDA ITEM A REGULAR CONSENT .x INFORMA TIONAL 6/24/96 Meeting MGR. y(W~ /DEPTQa) Authorization REQUEST: The Parks and Recreation Department requests permission to explore the idea of working in a cooperative effort with the Civic Association and the BOWS Board in discussing the feasibility of incorporating a "Tree Lighting Ceremony" with the annual Christmas Parade. PURPOSE: The purpose ofthis board item is to present the general concept parameters of a "Tree Lighting Ceremony" which could be held in conjunction with the annual Christmas Parade and produced through the coordinated efforts of the BOWS Board. CONSIDERATIONS: * The Beautification of Winter Springs Board has discussed several project concepts in the past relative to the Christmas Holidays which it would like to promote in order to get the public involved on a community wide basis. * The BOWS Board has tentatively decided that it would like to promote a Christmas Tree decorating event with its lighting staged at the conclusion of the Christmas Parade at one of the City parks. This concept needs to be presented and reviewed by the Civic Association. * The BOWS Board's preliminary thoughts are to contact the local businesses and request donations for the event. * Schools, churches and businesses could participate in the community wide tree decorating event by sponsoring and donating an ornament for the tree, such as; an ornament/figurine from each class at Keeth Elementary, one from each church's Sunday School class, etc. .' ~. ISSUE ANALYSIS: FUNDING: * It has been suggested that should the Commission give its approval for development of the event that the decorating of the tree theme remain generic in order not to offend anyone. Example: no mention of religion; no angel on top ofthe tree, etc. (See attached BOWS Board minutes of February 14, 1996). * It is not known at this time whether any City funding would be necessary, however, after further investigation of the event is initiated a more through and detailed report will be made to the Commission by the BOWS Board for further consideration and any authoritative action which it may deem appropriate. RECOMMENDATION: * The Parks and Recreation Depa11ment recommends that the Commission consider granting preliminary approval for the BOWS Board to approach the Civic Association and investigate as to their willingness to endorse the Parade and Tree Lighting event concept. * That the BOWS Board be requested to proceed and gather all pertinent information relative to the conceptual event and report back with its findings and proposals for further action through the Commission. IMPLEMENTATION SCHEDULE: ATTACHMENTS: * BOWS Board should report back to the Commission with its findings by the August 12,1996 City Commission meeting. #1- BOWS Board Meeting Minutes of February 14,1996. COMMISSION ACTION: /agendal2 ATTACHMENT III ". . i ; MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD FEBRUARY 14, 1996 MEETING 1. Call to Order Chairperson Brown called the meeting to order at 7:00 p.m. in the conference room, city hall. 2. Roll Call Tom Brown, Chairperson, present Marilyn Dickinson, absent John Herbert, present Dawna Ferguson, absent Sarah Watson, present Russ Robbins, present Carol Morrison, present 3. Approval of the January 10. 1996 Minutes Chairperson Brown asked for errors or corrections to the minutes. There were no comments. The minutes stand approved as read. 4. Discussion of parks brochure with Parks/Recreation Director. Don Wilson. Dickinson arrived. Chairperson Brown welcomed Don Wilson, the Parks/Recreation Director to the meeting. Wilson distributed brochure drafts to the board members. The graphics shown are the areas in which pictures of the parks are to be inserted. Mayor Bush is reviewing the "message from the mayor" portion. Also, Wilson is researching to find the names of the retention ponds at a couple of the parks. Wilson asked for comments from the board. Dickinson commented on the two bridges in the Trotwood Park. Wilson said his department is working on the bridges, and an exercise course for that area. Eighteen thousand dollars of the proposed budget for next October is for cleaning out the lake. Trotwood Park will be re-master planned. He wants to get the communities input on the subject. He hopes to make the lake the focal point of the park. The tennis courts will be relocated. Robbins asked if there could be rules posted, commenting on language. Wilson said it is freedom of speech; the way we live today. Robbins said maybe if it is noted, then the younger generations will get the message that bad language is not the way of life. Wilson added, a maintenance worker has been assigned full-time at the park. The park is also going to be fenced with a six-foot, green vinyl-covered chain link fence. A four-foot, brown vinyl-covered fence will be installed at Sam Smith Park. The gate will be locked at dark due to problems at night, then re-opened about 7:00 a.m. for the children who walk through the park on their way to school. . Minutes Beautification of Winter Springs Board February 14, 1996 Meeting Page 2 Chairperson Brown asked who presents the brochure to the city, and how it is budgeted. Wilson said the first step should be for the board to get some photographs ofthe.parks. Chairperson Brown asked if the city is looking for the photography to be donated. Wilson said, if possible. Chairperson Brown said that he would take care of the pictures, and have something at the next meeting. Wilson said, after the pictures have been selected, we get the cost for printing (economical and color). Chairperson Brown mentioned that he would like to get publicity in the Oviedo Voice or the Sentinel. Robbins asked how long the brochure is suppose to last. Wilson answered, 24 to 30 months-maximum. Robbins said that there is no room on the brochure for expansion for the three or four other parks which will be completed within the next five to seven years. Chairperson Brown said to make the brochure bigger. Wilson said the brochure could be done in a matrix style. Chairperson Brown stated that Herbert will be in charge of getting the cost for the printing. Wilson said he was told the brochures cannot be inserted in the utility bills. Chairperson Brown said, between homeowners associations and schools around the city, the brochure will get distributed. Dickinson mentioned that "recreation" to her meant "children's recreational programs", but there isn't any listed in the brochure. Wilson said that the only city-sponsored programs are softball and special events such as the art festival and the Easter egg hunt. There are 10 to 15 volunteer youth organizations, but there is no youth programming at this time; there is also no facility. Dickinson also asked about plans for Sam Smith Park regarding the ground's wet areas. Wilson said that an exercise court will go in, and the fence will be put up. The following year, there are hopes of meandering a sidewalk through the park: entering from the main road, by the playground, by the exercise course and around the pond. Robbins asked what it would cost to mail the brochures bulk Wilson said 15 or 18 cents each. He also mentioned that the brochures could be handed out to parents on opening day of Little League. Robbins suggested that the brochures be inserted in the Winter Springs Bulletin. Chairperson Brown designated Robbins to put together something on the distribution of the brochure. Wilson mentioned that there's a group in the city, like the Welcome Wagon, and he suggested giving them brochures for distribution. Chairperson Brown asked if he presents the issue to the city manager prior to the Commission. Wilson explained that he (Wilson) first takes a product to the senior staff meeting which is then presented as an agenda item at the Commission meeting. All of the Commissioners know all of the particulars of an agenda item at least a week in advance. Wilson suggested printing 50% more than the total households in the city. Herbert said he would get ballpark figures on 5,000 and 10,000 copies. Chairperson Brown asked the board ifit was okay for he and Herbert get something back to Wilson before the next meeting. The members said okay. Minutes Beautification of Winter Springs Board February 14, 1996 Meeting Page 3 Morrison asked if a target date was set for distribution. Chairperson Brown said by early Spring of this year. Wilson said that the Commission may say they want the City logo on the brochure. Herbert said he would like to ask Speedy Printing because they do a good job with his fraternal organization. Chairperson Brown said that was no problem. Robbins suggested getting three estimates on printing. Wilson announced that there will be an Easter egg hunt on April 6th at the Central Winds Park. Flyers should be distributed in a couple of weeks. Brief discussion on details of the hunt. Wilson informed the board of bid specs on a bridge for Moss Park which is looking like an eight thousand dollar project. His department is also getting specs together for the two basketball courts for the Central Winds Park, the two tennis courts for Trotwood Park, and the refurbishing of the tennis courts at Sunshine Park. The balance of most of the capital after that is for drainage and grading plans for the parks. Watson asked about the tennis court at Moss Park. Wilson said that it may be able to get squeezed in, if there is money left after the capital. He added, Moss Park also needs a ne"Y pavillion. Robbins stated that Winding Hollow is close to 200 acres in comparison to Central Winds Park being 68 acres. He inquired about plans which would call for such a big park. Wilson said that the only reason that is such a big park is because the developer was required to give the city 25 acres. Driving into Winding Hollow, on the right hand side, over the bridge, is 25 acres which are to be used for park activities. On the left side there will be a nature park which is 175 acres of environmentally sensitive land. Chairperson Brown thanked Wilson for attending the meeting and informed him that he will be asked to attend future meetings. 5. Unfinished Business Chairperson Brown asked the members of the board to read page 3 of the January 22, 1996, Regular Commission Meeting Minutes (Resolution 774). He said that it pertains to things discussed at B.O.W.S. meetings, and the board may want to have a general discussion about the issue. Chairperson Brown said that he will call and ask the city manager to come to the March B.O.W.S. Meeting. He said he wants the city manager to tell the board what the city expects from the B.O.W.S. Board. Chairperson Brown turned the meeting over to Morrison. She said she was up on the idea of Christmas, but now the bubble is sort of burst because if they don't have the money for the brochure...Are we going to have to beat the bushes to get things donated, or is it going to be something we can go to the city for with an "x" amount of dollars? He told Morrison to go ahead with what she wants to do. Morrison said that the board previously said they would start on a small scale. She spoke with a gentleman from Mt. Dora. They decorate on a grand scale ($30,000.00). He told. her that he would be glad to attend one of their meetings. Copies ofMt. Dora's Christmas budget were distributed. She mentioned playing Minutes Beautification of Winter Springs Board February 14, 1996 Meeting Page 4 phone tag with a gentleman from City of Maitland. She wanted to find out what it cost their city to float the Christmas tree in the lake. She spoke with a lady from Casselberry who told her that they get many items donated. Target stores will provide sponsorship papers. Casselberry has a grand contest; they meet with the homeowners associations. She told Morrison that each year they expand. Next year they plan to have street contests. They have a grand prize, and first and second places. The contest is broken up into catergories such as: window, electrical (moving), and yard decorations. Casselberry has a budget to buy lights for outside of city hall, and adds something each year. She suggested Morrison contact the following: Lake Eola; Orange and Seminole County, Parks and Recreation Departments; and Orlando's Parks and Recreation Department. Morrison shared her idea of putting a floating tree in the retention pond at the park on Edgemon. Morrison suggested starting by getting items donated such as the tree, the platform, and battery operated lights. a) 1996 Budget To regress back to the brochure, Chairperson Brown stated that Department 7200 (Parks and Recreation) has the second largest allocation of funds. He asked "Is it more valuable to. tell the city that we have parks or to put up a swing?" That is what the Commission has to make their decisions on as far as finances. He said that is why he requested the budget, so the board could self-educate themselves. He requested the . board members to look over the budget in their leisure time, and start figuring in where the board could inject... He asked, "Do we need to get a break down of the Parks and Recreation Departments monies?"... These are the types of questions that we need to present next month. Morrison said that the lady from Casselberry told her to keep the Christmas decorating generic in order not to offend anyone. Example: Don't mention religion, or don't put an angel on the tree, etc. Robbins suggested sticking to the original plan ending with a climactic weekend. Example: Contact Target to see if they will donate a decorated tree, award the contest winners, people funnel in to see the Christmas cards, a chorus. In later years, maybe monies could be raised by concessions and such. We will need to cover as many bases as possible before presenting this to the Commission. He added that maybe the chorus could be recorded and played on loud speakers, then have a live performance one night. Morrison asked ifthere are trees at the park that could be decorated. Robbins said that they would probably have to bring in a cut tree. Chairperson Brown added that something should be done to the entrance of the park. Chairperson Brown said that if the Public Works and Parks Directors support this function, then they will need to attend a B.O.W.S. meeting. Morrison asked if the board should start with them or the City Manager. Chairperson Brown said that all of the board members should prepare themselves to ask a lot of generic type questions at the next meeting. Chairperson Brown said the board wants to invite Tom Grimms back in April. He added that the board needs direction. Robbins suggested that the board may want to outline for the city manager next month the issues which the board has been discussing such as Christmas, Arbor Day, etc. so that he will have an idea of what the board is trying to project, and hopefully he will offer some constructive criticism. J . . Minutes Beautification of Winter Springs Board February 14, 1996 Meeting Page 5 6. New Business Dickinson commented on page 3 of the 01-22-96 Commission meeting minutes. She said it didn't matter to her who is considered for working on the beautification of S.R. 434, as long as it gets done. 7. Agenda Item for March Meeting Discussion with the new City Manager, Ron McLemore. 8. Adiournment The meeting was adjourned by Chairperson Brown at 8:35 p.m. Submitted by, Martha Jenkins, Deputy City Clerk APPROVED: Tom Brown, Chairperson