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HomeMy WebLinkAbout2011 11 01 Parks and Recreation Advisory Committee Regular Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING NOVEMBER 1, 2011 CALL TO ORDER The Regular Meeting of Tuesday, November 1, 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, present Committee Member Arthur Gallo, absent Committee Member Geoffrey Kendrick, absent Committee Member Clare Mumey, present A moment of silence was held followed by the Pledge of Allegiance. Chairman Nussbaum asked for clarification as to who may make Motions. City Clerk Andrea Lorenzo - Luaces reviewed with the Board that the Chairperson, Vice Chairperson, and /or any Board Member can all make Motions. Continuing, Chairman Nussbaum added, "If anybody on the Board has a question, any time, they can just push the button - and we want to have as much input obviously as possible." INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 1, 2011 PAGE 2OF9 CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Approval Of The August 2, 2011 Parks And Recreation Advisory Committee Regular Meeting Minutes. Chairman Nussbaum remarked, "Do we have a Motion to Approve those Minutes ?" Discussion followed on the August 2, 2011 Parks and Recreation Advisory Committee Regular Meeting Minutes. Committee Member Pamela Carroll mentioned she had not received the Minutes from the City due to an e -mail issue. Further comments. Mr. Chris Caldwell, Director, Parks and Recreation Department, asked for a change to the Minutes and referred to page 6 regarding the "Pawfection" event that had been scheduled for November 19, 2011. Mr. Caldwell stated, "We have moved that date to February 11, 2012. There were other dog events that conflicted with that, so we moved that date." City Clerk Lorenzo - Luaces remarked, "If I could ask the Committee to make a Motion that if the rest of the Minutes are okay with you, what we will do is just take out the date because that is what was said - so, that would be correct, but we can take the date out and just put `Upcoming date', if that's okay with you." Mr. Caldwell also said, "Sure." City Clerk Lorenzo - Luaces added, "So, it would be a Motion to Approve with that change." Further brief discussion. Chairman Nussbaum commented, "Based on the information, would somebody like to make a Motion or like to Amend it now ?" "AYE." MOTION BY COMMITTEE MEMBER CALLE. SECONDED BY COMMITTEE MEMBER FROSCHER. DISCUSSION. MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 1, 2011 PAGE 3OF9 400. REPORTS There were no Reports given. PUBLIC INPUT No one addressed the Committee. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA REGULAR 600. Parks And Recreation Department Winter Springs Senior Center Survey -(Part 11) A Follow Up Requested By Our Commission To Insure Excellence In Customer Service. We Will Also Try To Better Understand The Need For Outdoor Fitness Needs/Equipment. Survey Will Be Administered In November. Mr. Caldwell addressed the Committee and introduced two (2) members of his staff who were in attendance at this meeting, Mr. Michael Barclay, Recreation Superintendent, Parks and Recreation Department; and Mr. Brian Dunigan, Program Coordinator, Special Events, Parks and Recreation Department. Brief discussion followed on Agenda Items being sent to the Committee Members. Mr. Caldwell gave a brief overview of this Agenda Item and mentioned he was providing a follow -up Survey as requested at a previous meeting. Mr. Caldwell shared a success story which was highlighted in a document entitled, "THERAPY POOL SUCCESS STORIES" and which was also noted as being on the City's Website. Mr. Barclay then presented some slides showing various equipment and their functions that could be used for outdoor fitness use. With discussion, Committee Member Arsenio Calle noted the costs for such equipment and hoped that usage would match any expenditures. Mr. Caldwell remarked, "We are going to do our due diligence. You're right, we are going to do the best we can to determine that." CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 1, 2011 PAGE40F9 Committee Member Carroll thought that illustrations /photographs of the outdoor fitness equipment should be shown along with the Survey, as she thought this would be helpful. Mr. Caldwell added, "We could easily provide that." With further comments on the merits of illustrations /photographs of proposed equipment, Mr. Caldwell stated, "We will do that." Committee Member Yvonne Froscher mentioned the Minutes from the last Parks and Recreation Advisory Committee Meeting and in terms of question number 6. on "Customer Service Survey #2 ", an attachment to this Agenda Item, Committee Member Froscher suggested that boxes with different Seasons could be included on the proposed Survey, and could be marked accordingly by those who take the Survey. Mr. Caldwell agreed and commented on including more details once viable options have been determined. REGULAR 601. Parks And Recreation Department Discussion And Evaluation Of Community Events For 2011. Will Show Revenues And Expenses Along With Community Partnerships Which Enabled Us To Have A Successful Year In 2012. Mr. Caldwell referenced additional information related to this Agenda Item which the Committee had been now provided with. Mr. Dunigan mentioned that the document they were looking at, had also been provided to the Mayor, City Commission, City Manager, and Staff Committee Member Carroll inquired about overtime costs. Discussion included that overtime costs were related to employees from the Police Department, the Public Works Department, and the Parks and Recreation Department; and that usually, the majority of overtime costs were related to public safety. Further comments followed on "In- kind" expenses and costs affiliated with advertising and promoting events. Mr. Caldwell remarked that "Brian (Dungan) has just done an excellent job for our Department. This is his first full year; in fact, this is his first time planning the upcoming Christmas events. He did not plan them last year. So, he has come and done an excellent job, very detailed oriented. He saved us a couple thousand dollars on every event that we have done! He's analyzed the expenses and has gone out and done a great job getting partnerships. Mike (Barclay) has given some good leadership." Mr. Caldwell added, "He has done a real good job - thank you Brian (Dungan)." REGULAR 602. Parks and Recreation Department Discussion. Review of the Fiscal Year [20]'12 Calendar of Events. We Are Proposing A New "Spring Event" for 2012. It Will Have The Same Atmosphere As Our Hometown Harvest Family Event With A Different Theme of Springtime..." Our Family Festival "! Mr. Caldwell and Mr. Dunigan introduced this Agenda Item. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING — NOVEMBER 1, 2011 PAGE 5OF9 Continuing, a proposed 2012 Calendar of Events was discussed and it was mentioned that this proposed schedule would then go before the City Commission before the end of this calendar year. Mr. Dunigan added that a possible Spring event might be added, and if so, then such an event would probably be held on March 10 2012 beginning at 5:00 p.m. Discussion. Committee Member Carroll inquired if there might be any possible conflicts with any Mardi Gras events that might already be planned for the Spring. Staff then asked the Committee Members for any recommendations they might have for a Spring event, to which Committee Member Calle suggested a possible egg hunt. Further discussion. Regarding other ideas, Committee Member Froscher suggested a planting theme, perhaps with a Master Gardener; and Committee Member Carroll suggested a program related to the use of rain barrels and /or a Horticulturist could meet with local children. Chairman Nussbaum thought that area school programs could also be incorporated into such an event. Discussion. REGULAR 603. Parks and Recreation Department Revenues For Fiscal Year 2011 And Proiected Revenues For Fiscal Year 2012. Related to this Agenda Item, Mr. Barclay reviewed Revenues related to the Parks and Recreation Department. Discussion. REGULAR 604. Parks And Recreation Department Refund Policy. There Has Never Been An Official Refund Policy For The Parks And Recreation Department When Refunds Have Been Requested For Use Of Facilities, Fields, And Programs. This Will Allow For Consistent Operations And Accountability. Mr. Caldwell introduced their Department's new formal "Refund Policy ". Tape 1 /Side B With further comments, it was explained that this new Policy has been in effect since October 20, 2011 and has been well received. Chairman Nussbaum noted, "When I saw this, I thought it was very clear and very special that you even had a disclaimer at the end; that you had the ability to make special circumstances if a unique situation arose - and that is as best as customer service can be." CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 1, 2011 PAGE 6OF9 REGULAR 605. Parks And Recreation Department Fee's Charges For Park And Recreation (Attachment). We Are Currently Evaluating Our Fee Structure For Facilities And Programs, While Considering How To Apply The Winter Springs Resident And Non - Resident Fees Charged. We Will Evaluate Like Facilities And Programs In Seminole County To Assess The Other Municipal Agencies And Their Pricing Structure. We Are Developing Cost Center And How Much It Costs To Operate Our Department. We Are Seeking Additional Sources Of Revenues, Grants And Partnership Funding. This Agenda Item was presented by Mr. Caldwell. Discussion followed on industry standards, and Splash Pad costs for Winter Springs residents versus non - resident rates. On this last point, Mr. Caldwell explained, "We are under the guidelines of the FRDAP (Florida Recreation Development Assistance Program) that was a Grant that was funded to build that facility. We have one more year under their guidelines which says that we can't delineate between a Winter Springs resident and a Seminole County resident. We're actually planning though — in January of 2013, when we're released of those restrictions, that we will have a Winter Springs resident rate and a non - resident rate at the Splash Pads." Further comments followed on pavilion rentals, Weddings, renovating the Civic Center, and athletic camps. REGULAR 606. Parks And Recreation Department Presentation Of Life Trail Outdoor Fitness Equipment. Discussion And Suggestions For Consideration Of Outdoor Fitness Eauimnent. Mr. Barclay presented a PowerPoint presentation highlighting some outdoor fitness equipment known as the "Life Trail Advance Wellness System ". Discussion followed on costs of such equipment; warranties; climate condition in Florida such as rain and extreme heat which could limit when such equipment could be used; and on a related note, the investment value for limited use of such equipment. Committee Member Carroll asked if the Parks and Recreation Department had researched other communities using this equipment and how many residents actually use similar equipment. Mr. Caldwell suggested, "We could go on a field trip if you would like to." Mr. Caldwell commented on current use of similar equipment when something new is used, then usage drops to "minimal ". Mr. Caldwell then said, "I don't have the numbers. I will find those numbers out though." CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 1, 2011 PAGE70F9 Chairman Nussbaum inquired about similar equipment and asked if they were installed in communities with similar climate cycles. Mr. Caldwell mentioned checking out other area parks and noted, "They said they would gladly provide us a reference sheet of where they're installed and give us some `data', as they call it, on `usage'." Discussion followed on other types of fitness trail equipment being used; and perhaps we could contact Seminole County to see about the equipment they have used in the past and how their equipment has fared; and if such equipment is purchased by the City of Winter Springs, then perhaps we could consider having it placed at Central Winds Park so it is available to all Winter Springs residents. "I WOULD LIKE TO MAKE A MOTION THEN THAT YOU RESEARCH, PERHAPS WITH THE COUNTY, THE RED BUG (LAKE) FACILITY; I THINK IT IS WINTER PARK, BUT I AM NOT SURE, THAT DOES THE `MINNEHAHA', AND FIND OUT — WHAT PERCENTAGE OF THE YEAR IS IT USED; WERE THERE PARTICULAR TIMES, ETC.? BUT THEN SEE IF YOU CAN LOCATE ANY OTHERS THAT MAY BE ON THE REFERENCE LIST; AND TALK AS YOU SAID, WITH THEIR PARKS AND RECREATION PEOPLE - HAS IT BEEN SUCCESSFUL? WHAT COSTS HAVE BEEN HIDDEN FROM US THAT PERHAPS YOU DIDN'T KNOW OF? WHAT PART OF THE YEAR DON'T THEY USE IT? WAS IT WORTH IT?" MOTION BY COMMITTEE MEMBER CARROLL. SECONDED BY COMMITTEE MEMBER FROSCHER. DISCUSSION. COMMITTEE MEMBER CALLE SUGGESTED THAT MORE MODEST SELECTIONS BE USED AT TWO (2) OR THREE (3) MORE LOCATIONS, TO DETERMINE WHAT THE INTEREST THERE IS. MR. CALDWELL REMARKED, "WE WILL BRING YOU BACK ALL THE OPTIONS AND I THINK THAT IT'S UNANIMOUS THAT WHAT WE'VE HEARD - THIS BOARD SUGGESTS IS THAT IT'S USEFUL TO ALL AGE GROUPS, AND AT ALL RESIDENTS, AND AS MANY LOCATIONS AS POSSIBLE. SO, I THINK WE ARE GOING TO CONSIDER THAT AS PART OF OUR INFORMATION — BRINGING THAT BACK TO YOU." COMMITTEE MEMBER FROSCHER SUGGESTED CONSIDERING WHETHER THE FEASIBILITY OF HAVING FANS MIGHT ALSO BE CONSIDERED. FURTHER COMMENTS FOLLOWED ON MAKING SURE THE EQUIPMENT WAS SECURED; AND THE POSSIBILITY OF WHETHER THERE WAS AN AVAILABLE AREA ADJACENT TO THE CHILDREN'S PLAY STRUCTURE AT CENTRAL WINDS PARK. MOTION CARRIED WITH NO OBJECTIONS. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING — NOVEMBER 1, 2011 PAGE 8OF9 In other City business, Mr. Caldwell commented on issues with vandalism in several City Parks and noted, "That will be on our next Agenda — just to give you an update of what is going on." Discussion ensued on video surveillance. Further comments followed next on the safety of the parks and recreation equipment in various City parks, to which Mr. Caldwell said, "What we're going to do is make a plan. We're going to go through this process with our City Safety Committee, make a determination and evaluation currently of what the condition of our parks are at. We will have a complete park inventory. That's what we will be bring back to this Board and we will let you also look at that complete park inventory, look at the current condition of our parks, and make future recommendations on how we can move forward." Tape 2 /Side A Committee Member Froscher commented on spray paint on buildings and broken lights that she was aware of and asked if this been taken care of Mr. Caldwell commented on what he also knew about this situation. Next, Committee Member Carroll commented on some Oviedo residents who had commented positively to her on some of the features at Sam Smith Park. On a related note, Committee Member Carroll noted that at Trotwood Park and Sam Smith Park, "On the swings, the piece that is supposed to come down, to get the little fingers not getting caught, seems to be a repetitive problem; and I was wondering if you had come up with exploring a new solution to putting a covering on the chain." Mr. Caldwell explained, "We've actually asked because it's a constant replacement." Continuing, Mr. Caldwell added, "We are looking into that and we are going to upgrade everything to have consistent equipment." Furthermore, Mr. Caldwell said, "We're going to evaluate that and we'll bring something to this Board that will tell you the conditions of our parks." PUBLIC INPUT No one addressed the Committee. CITY OF WINTER SPRINGS, FLORIDA MINUTES PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING — NOVEMBER 1, 2011 PAGE 9 OF 9 ADJOURNMENT Chairman Nussbaum adjourned the Regular Meeting at 8:40 p.m. RESPECTFULLY SUBMITTED: DONNA L. WADE, ASSISTANT TO THE CITY CLERK AND AND T�ORENZO- LUACES, MMC Ci' '`i CLERK NOTE: These Minutes were Approved at the February 7, 2012 Parks and Recreation Advisory Committee Regular Meeting.