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HomeMy WebLinkAbout2011 08 02 Parks and Recreation Advisory Committee Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING AUGUST 2, 2011 CALL TO ORDER The Regular Meeting of Tuesday, August 2, 2011 of the Parks And Recreation Advisory Committee was called to Order by Chairman Arnie Nussbaum at 7:00 p.m., in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708. Roll Call: Chairman Arnie Nussbaum, present Vice Chairman Joseph Bonura, absent Committee Member Larry Brickel, present Committee Member Arsenio Calle, present Committee Member Pamela Carroll, present Committee Member Yvonne Froscher, absent Committee Member Arthur Gallo, absent Committee Member Geoffrey Kendrick, present Committee Member Clare Mumey, present Next, a moment of silence was held followed by the Pledge of Allegiance. Mr. Chris Caldwell, Director, Parks and Recreation Department introduced Mr. Michael Barclay, Recreation Superintendent and Mr. Brian Dunigan, Program Coordinator, Special Events. Continuing, Mr. Caldwell advised the Committee that future Agendas will be more specific. Also at future meetings, Mr. Caldwell noted, "We will also give you an opportunity — we'll bring back any information in detail to discuss and to get your advice and recommendations on — if there's anything at tonight's meeting — we'll be prepared to discuss it again." INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - AUGUST 2, 2011 PAGE 2 OF 9 CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Approval Of The May 3, 2011 Parks And Recreation Advisory Committee Regular Meeting Minutes. Chairman Nussbaum remarked, "We have a Motion to Approve those Minutes ?" "AYE." MOTION BY COMMITTEE MEMBER CALLE. SECONDED BY COMMITTEE MEMBER KENDRICK. DISCUSSION. ASSISTANT TO THE CITY CLERK GAYLE COUTANT ASKED, "JUST TO CLARIFY — (COMMITTEE) MEMBER CALLE, YOU WERE MAKING A MOTION TO APPROVE THE MINUTES ?" COMMITTEE MEMBER CALLE REMARKED, "YES." CHAIRMAN NUSSBAUM ADDED, "OF MAY 3 2011." VOTE: COMMITTEE MEMBER CARROLL: AYE COMMITTEE MEMBER CALLE: AYE CHAIRMAN NUSSBAUM: AYE COMMITTEE MEMBER BRICKEL: AYE COMMITTEE MEMBER KENDRICK: AYE COMMITTEE MEMBER MUMEY: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS Chairman Nussbaum mentioned that the Office of the City Clerk received an email that Committee Member Art Gallo was not available for this meeting. PUBLIC INPUT No one addressed the Committee. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - AUGUST 2, 2011 PAGE 3 OF 9 PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. Parks And Recreation Department Review Recommendations From The Parks And Recreation Advisory Committee In Relation To Analyzing The City Of Winter Springs' Comprehensive Plan. Mr. Caldwell introduced this Agenda Item and referred to a document entitled, "City of Winter Springs Fiscal Year 2011 -2012 General Fund - Capital Considerations ". Mr. Caldwell mentioned the items listed on this document were for Capital consideration and said, "This process will come to completion sometime in September (2011) through the Commission as Approved." "Desktop computers ", "Park bathroom improvements ", "Senior Center Carpet ", "Trotwood Tennis Courts ", "Outdoor Adult Exercise Course ", "Bleacher Shade Structures ", and "Civic Center Aesthetic Renovation" were reviewed in detail. When Mr. Caldwell discussed the "Tennis Courts" he noted, "If we get the funding through — Impact Fees, then as that money comes in that's how these will be funded and /or Grants. We are working on some Grants for some facilities. Mike (Barclay) is actually working on a USTA (United States Tennis Association) Grant for Trotwood (Park)." Continuing, there was explanation that Trotwood Park would be a site for developmental tennis accommodating children ten (10) years and under. Next, Mr. Caldwell commented, "That's not going to take away from the recreational tennis. There will be three (3) courts out there that will still be used for recreational tennis. Along with that, there'll be twelve (12) — or sixteen (16) courts available for the ten (10) [years] and under which are within the regulation size courts. So it's a really unique thing and by doing that, we qualify for additional funding through the USTA (United States Tennis Association)." Committee Member Pamela Carroll asked, "Where are you going to place sixteen (16) courts ?" Mr. Caldwell reviewed the proposed courts layout. Committee Member Geoffrey Kendrick inquired about the direction of the tennis court placement. Mr. Caldwell replied, "All the courts should be facing north/south." Discussion ensued on outdoor adult fitness for seniors, concerns of equipment usage year round, usage of stationary equipment inside the Senior Center and social exercise activities which could include shuffleboard. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - AUGUST 2, 2011 PAGE 4 OF 9 Mr. Caldwell shared a concept of outdoor fitness equipment and a fitness trail. Further comments. "I WOULD LIKE TO MAKE A MOTION THAT WE DIRECT THE STAFF HERE TO PLEASE FURTHER EXPLORE SOME OF THE OPTIONS WE HAVE DISCUSSED TONIGHT. TO LOOK AT LIFE SPAN OF THE EQUIPMENT AND TO PROVIDE TO THIS BOARD THE SAME PRESENTATION THE COMMISSION SAW ON THE EQUIPMENT. I KNOW THAT THEY ALSO HAD MENTIONED SPREADING IT AROUND THE CITY SO IT IS NOT FOCUSED JUST AT THE SENIOR CENTER. IT IS SUPPOSE TO BE ADULT EXERCISE EQUIPMENT, NOT JUST SENIORS WHO BELONG TO THE SENIOR CENTER. SO, IF YOU COULD COME BACK TO US AND INCORPORATE SOME OF — THE INFORMATION WE HAVE DISCUSSED TONIGHT AND SUGGESTIONS FOR OUR NEXT MEETING." MOTION BY COMMITTEE MEMBER CARROLL. SECONDED BY COMMITTEE MEMBER MUMEY. DISCUSSION. VOTE: COMMITTEE MEMBER CALLE: AYE CHAIRMAN NUSSBAUM: AYE COMMITTEE MEMBER BRICKEL: AYE COMMITTEE MEMBER CARROLL: AYE COMMITTEE MEMBER KENDRICK: AYE COMMITTEE MEMBER MUMEY: AYE MOTION CARRIED. Following, there was discussion regarding the "Bleacher Shade Structures" to which Mr. Caldwell said, "They'll be over each of the dugout areas at Central Winds Park on the game fields." A review of the "Civic Center Aesthetic Renovation" was heard next, with a comparison to the "Lake Mary Events Center ". Further comments relating to the Senior Center were addressed. With discussion in regards to surplus computer assets, Mr. Caldwell remarked, "It was asked by one of the Commissioners last year to Joanne (Dalka, Director, Information Services Department), `Could the Senior Center use any of the surplus items that we had ? ' Mr. Caldwell added, "We did explore that and the answer was `No'. So, I will explore that again next year." CITY OF WINTER SPRINGS, FLORIDA M INUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING — AUGUST 2, 2011 PAGE 5 OF 9 REGULAR 601. Parks And Recreation Department Providing An Update On Revenue Expenses Associated With Parks And Recreation. Mr. Caldwell apologized for not supplying the Committee with documentation prior to the meeting and mentioned, "We will bring this back if at anytime you need to." With no objections, Mr. Caldwell reviewed the document in detail stating, "What we do, just to give you an overview of our budgeting process, is that we do a Zero Based Budgeting theory. We don't just do incremental increases. We look at what it takes to operate and we have a process that we go through." Mr. Caldwell then mentioned, "We've reduced the overhead for the entire City — the personnel costs, headcount, has been reduced by seventeen (17) over the past year. In our department, we have actually reduced it by seven (7) employees. So, seven (7) employees in one (1) department is a pretty significant hit and we've reduced our expenses two hundred thousand dollars ($200,000.00). And so we are serious about doing more with less and keeping our standards high. So, we're looking for different ways to not only reduce costs but increase efficiency and productivity. We've done that through outsourcing. We have done that through creating processes that were not in place. We've done that through being resourceful on our purchases, asking for discounts, Grant funding. We've done it through sponsorships, through our community events. Brian (Dunigan) has done a great job — he's reduced our Budget by two thousand dollars ($2,000.00) and gave us a — great July 4 event." Continuing, Mr. Caldwell commented, "Mike (Barclay) has done a good job leading the Staff and looking for ways to reduce our cost for our park operations." Discussion ensued on the Budget. Committee Member Arsenio Calle inquired about Fee charges for the parks and facilities. Mr. Caldwell provided an example with approximate revenues from the sport programs and said, "I can bring that to you though. I would be glad to provide that for you all." Revenues and expenses for the Senior Center and Summer Camp Programs were discussed. Mr. Caldwell mentioned, "We're working towards identifying what our costs centers are on all of our facilities, for all of our programs so that we can operate like a business and yet still provide the service that we want to for the residents." Comments ensued in regards to the banners at "Hound Ground Dog Park ". Tape 1/Side B CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - AUGUST 2, 2011 PAGE 6 OF 9 Mr. Caldwell explained, "The Banner Program was designed to cover what was estimated as maintenance cost of twenty- thousand dollars ($20,000.00). That is just what they estimated the time to cut the grass and maintenance on the facility would be on an annual basis. So they thought that they could sell banners at five hundred dollars ($500.00) a piece and there's forty (40) spots identified where they could be hung down there. So that was going to be the wash on that twenty thousand dollars ($20,000.00) maintenance cost. Further, Mr. Caldwell noted in relation to the "Splash Pad ", "It did have its own Budget at one time, but the Finance Department actually wanted to consolidate cost centers and asked if we could consolidate some of where there would be the best fits to do that so that's what was done." Committee Member Carroll asked, "Where are Torcaso Park and the rest of the Parks ?" Mr. Caldwell replied, "They are all in the `Parks and Grounds'. All eleven (11) of our parks are in the `Parks and Grounds' Budget. Continuing, Committee Member Carroll asked, "So you no longer will have a way to segregate costs of `Hound Ground' ?" Mr. Caldwell noted, "They've never been segregated. So, what we've done this year is we've asked that project codes be associated with expenditures." Further discussion. REGULAR 602. Parks And Recreation Department Update On Calendar Of Events. Mr. Barclay introduced this Agenda Item and referred to a document entitled "Winter Springs Special Events" and commented on upcoming events such as the "Winter Springs Art Festival" and the "Hometown Harvest ". Next, Mr. Dunigan talked about a new event to take place at the "Ground Hound Dog Park" and noted, "What we're looking to do is to offer a free event to the public on November 19 (2011) at the dog park, which is located at Central Winds Park." Continuing, Mr. Dunigan remarked, "We want to debut the dog training program with Pawfection' that has recently gotten approved by the City Commission at the most recent City Commission meeting. Some of the things that we are looking at doing is, we would have different vendors on -hand on pet related and non pet related vendors, contest, and giveaways; and it's a great opportunity for kids and families and pet owners of the community to come together to learn more about the program that we're launching; as well as our dog park which has been open for a few years now." Additional discussion about the "Winter Springs Festival of the Arts" and the "Pawfection" events followed. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - AUGUST 2, 2011 PAGE 7 OF 9 REGULAR 603. Parks And Recreation Department Review Of Survey Regarding Fitness Preference Of The Senior Population. Mr. Caldwell relayed information acquired from a survey done by the Senior Center Members in March 2011. Continuing, Mr. Caldwell said, "We take this seriously, this survey, and we've been asked to do an additional survey six (6) months from this point of time, which is coming up in September (2011). So we are going to do another survey and I would like to have your direction, possibly on some of those topics that we would like to ask." Committee Member Carroll recommended, "I would just suggest that you add to your follow up survey, `How many feel that they would use any outdoor fitness equipment ?' and offer them some options; `Would you use some like...' and show them the equipment that was from the presentation for the Commission, which showed the different stations. `Would you use this — in the summer ?' `Would you use it in the winter ?' `Would you use it maybe just spring and fall ?' `Would you rather some additional equipment somewhere that was portable ?'; that you could move in to use it and move it out to get it out of the way if you were having an event at the Senior Center." Continuing, Committee Member Carroll added, "Do you have relatives who are also Seniors, but do not belong to the Senior Center who would be interested in fitness equipment at one of the other parks ?' Just to get a better feel for Budget item of seventy - five thousand [dollars] ($75,000.00) in the Comp[rehensive] Plan. Is it realistic or should it be revisited ?" Mr. Caldwell, "We would love to do that and to develop a very comprehensive survey and bring that back to you." Chairman Nussbaum encouraged a Committee Member to make a Motion. "I MAKE A MOTION THAT WE ASK STAFF TO INCORPORATE IN YOUR FOLLOW -UP SURVEY MORE DETAILED INFORMATION PROVIDED TO SENIORS ABOUT THE FITNESS STATIONS AVAILABLE. HAVE THEM THINK ABOUT HOW MUCH USE THEY THINK THEY WOULD GET OUT OF IT AND WHAT OTHER ALTERNATIVE OPTIONS, LIKE THE PATH AROUND THE SENIOR CENTER OR SOME PORTABLE EQUIPMENT THAT COULD BE MOVED IN FOR TUESDAYS, FROM THIS TIME TO THIS TIME, ETC. IF YOU COULD INCORPORATE THAT." MOTION BY COMMITTEE MEMBER CARROLL. SECONDED BY COMMITTEE MEMBER CALLE. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - AUGUST 2, 2011 PAGE 8 OF 9 VOTE: COMMITTEE MEMBER CALLE: AYE CHAIRMAN NUSSBAUM: AYE COMMITTEE MEMBER BRICKEL: AYE COMMITTEE MEMBER KENDRICK: AYE COMMITTEE MEMBER MUMEY: AYE COMMITTEE MEMBER CARROLL: AYE MOTION CARRIED. REGULAR 604. Parks And Recreation Department Follow Up Discussion Relating To Water Access Of The City's Surrounding Water Bodies. Mr. Caldwell mentioned that at the last meeting, Advisory Committee Member Joe Bonura inquired about water access in the City and then stated, "We did go and research the options for City's water bodies and there were questions specifically on the (Winter Springs) Golf Course. The (Winter Springs) Golf Course is a private piece of property and there's no access to that or those lakes on the property." Continuing, Mr. Caldwell then said, "We did discover that there is public access on all of our City parks, Torcaso Park, Trotwood Park, Sam Smith Park, Ranchlands, and Central Winds Park; all have access to fishing." REGULAR 605. Parks And Recreation Department Providing Report Relating To Citizens Concerns With Parks And Recreation Facilities And/Or Programs. Mr. Caldwell remarked, "We have had some very good comments, positive comments on customer service and that's our goal. We want to provide excellent customer service." Continuing, Mr. Caldwell mentioned, "As a Department, we want to hear what the community has concerns about." Mr. Caldwell commented on the "Tuscawilla Today" publication and gave special thanks to Committee Member Carroll and Mr. Mike Walsh, Photographer. Additional comments ensued regarding the community involvement with the "Celebration of Freedom" event. Further, Mr. Dunigan explained to the Advisory Committee that the talent show winners from the "Celebration of Freedom" event may be performing at the Christmas Tree Lighting event. Mr. Caldwell remarked, "This is a good example of excellent customer service, not perfection, but excellent customer service. And that is what we want to do in the community." CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING — AUGUST 2, 2011 PAGE 9 OF 9 Next, Mr. Caldwell mentioned, "We've developed a really good, healthy relationship with our Orange Avenue neighbors." Continuing Mr. Caldwell said that over the last ten (10) months, "We've gone out, we've reached out. We've had a breakfast with them. We've emailed them. We have constant communication with them. They are now very appreciative of what we've tried to do as a Department and to reach out to the neighbors and be considerate of their dwelling and of their homes and of their kids and of their schedules. We want to do this in all of our parks and we count on you as an Advisory Board to give us that direction. And so, we also would like to know if there are citizens out there that are sharing concerns with you all." Furthermore, Mr. Caldwell asked Assistant to the City Clerk Coutant, "Could citizens share with our Advisory Board any concerns that they have and the Advisory Board could then bring it to us and how would that take place so we could address these concerns ?" Assistant to the City Clerk Coutant responded, "It's not a Violation of the Sunshine Law if they are talking to the citizens." Chairman Nussbaum noted that he as well as other Committee Members who serve on Homeowners Association Boards may receive comments from citizens within the community. Discussion ensued on the eCitizen program and corresponding and meeting with the citizens of Winter Springs. ADJOURNMENT Chairman Nussbaum adjourned the Regular Meeting at 8:18 p.m. RESPECTFULLY SUBMITTED: - AYLE CO - `ANT ` SSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the November 1, 2011 Parks and Recreation Advisory Committee Regular Meeting.