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Minutes 10-25-01 MINUTES OF THE RECREATION AND PARKS BOARD MEETING HELD IN CONFERENCE ROOM B, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, OCTOBER 25, 2001 AT 11:30 A.M. P resent Betty Thomas, Chairperson Wally Majors, Recreation Director James McMahon (arrivedat 11:45 a.m.) John Wildner, Parks Director Elizabeth Pierce Bali Ramnarace Tom Williams Dan Winters Margaret Murphy, Alternate Absent Ed Harris William Orlove, Alternate I. CALL TO ORDER Chairperson Thomas called the meeting to order at 11:35 p.m. II. ATTENDANCE Mr. Majors introduced Dr. Ananda Mitra, the consultant from Management Learning Laboratories, who will be performing the needs assessment for Parks and Recreation. Chairperson Thomas requested that members introduce themselves. A quorum was declared present. II1. NEW BUSINESS (Addressed out of Order) Dr. Mitra stated he has been performing needs assessments for over 12 years. He first meets with community members, staff, commissioners and city administrators to gain input for the questionnaire regarding the community's needs. The questionnaire is sent randomly to residents of the City. It is anticipated that the answers will provide a sense of residents' needs, interests, opinions and behavior with respect to recreation. The questionnaire will be prepared after all the input is gathered. Dr. Mitra had met with staff earlier this morning. After meeting with the Board, he will be meeting with City administrators and Community members. The purpose of the Board meeting is to gain input as to what the Board members would like included in the questionnaire. Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2001 Mr. Winters said that it was very important to get the residents' attention when they receive the questionnaire in order to get them to respond. Dr, Mitra would like to have a person that is well known and respected in the community sign the cover letter that is included with the questionnaire. Certain phrases will be stated in the cover letter to generate people's interest. The letter will be mailed first class and the envelope will contain a catch phase entitled "help Boynton Beach plan for the future". Five days after the questionnaire is mailed, a reminder postcard is sent out. The letter and post card contain an "800" number if anyone has any questions. Chairperson Thomas inquired how the people were notified regarding the focus group meetings taking place later today. Mr. Majors replied that a letter was sent out. Dr. Mitra stated that if any board member had any specific questions they would like asked to let him know. Mr. Winters felt it was a priority to take care of the children in the City, which means offering services as inexpensively as possible. He would like to see more money allocated to the programs to assist parents who cannot afford them. Mr. Winters would like to see the focus taken off the cost-recovery method employed by the City to cover the expenses of programs. Mr. Majors explained that since 1993 the City excluded incl'ad~d all revenue-generated programs i~ from the General Fund and requested that they be self-sustaining. Mr. McMahon asked how the budget is determined. Mr. Majors replied that the majority of his department's budget pays for staff. The General Fund covers the direct costs of operating facilities, programs, staff and expenses. The Revenue Budget is directly related to running the programs, which is approximately $550,00 this year. This year the City gave 100%, as well as 75%, and 50% scholarships. More than $15,000 was used for scholarships for summer camps this year. Mr. Wilfred Hawkins, Assistant City Manager, joined the meeting. Mr. McMahon inquired if the City has a five-year plan that includes land acquisition. Dr. Mitra inquired if the Board would like to include a question regarding land acquisition in the questionnaire. Mr. Wildner responded that it should be included. Mr, Wildner pointed out that there is a recreation element to the Comprehensive Plan and staff would like to have the needs analysis prior to in updating the Plan. Dr. Mitra will include some questions concerning land. Ms. Pierce stated at the last meeting of her homeowner's association she asked people what they would like to see in the City recreationally. Many people said they would like to have bike trails. Mr. Wildner pointed out that this was also an issue raised by staff. Ms. Pierce mentioned that some of the pocket parks should be upgraded to make them more accessible and better lighted. People also 2 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2001 questioned if some type of meeting facility would be built at Intracoastal Park for residents' use. Mr. Winters would like to see the old Winn Dixie Shopping Center on Federal Highway torn down and the location used for an entranceway to the City. Also, it would enhance the new pond and pavilion located behind the shopping center. Secondly, it would tie in with the Promenade Project, Ms. Murphy spoke to residents in her retirement community and they would like to have a "heart trail" in the City for walking, similar to the one in Jupiter. Mr. Ramnarace noted that Rolling Green has a very large park that is underutilized and contains many facilities. Mr. Ramnarace would like to see more security at the parks. Mr. Winters noted that the Board had discussed employing a Park Ranger for this purpose. Members discussed linking various parks within the City. Mr. Mitra stated this is quite popular in communities throughout the country. Chairperson Thomas felt that there was still interest among residents in having a skateboard park in the City. Ms. Pierce pointed out that skateboard parks can be dangerous. Mr. Mitra stated that the parks could be built so that they are not as dangerous, but then they don't get used. People want skateboard parks that offer the extreme features, but this could create liability issues. Dr. Mitra stated this is something that could be looked at. Mr. Winters suggested that these types of activities could be privatized and that ice skating rinks and skateboard parks could be built by the private sector. Mr. Winters also suggested that the City needs an amphitheater. Ms. Pierce felt that the Intracoastal Park would be a good place for a small amphitheater. Another suggestion brought up by Mr. Winters is that he would like to have the local churches and charities supply the food at the G.A.L.A. Mr. Majors explained G.A.L.A. to Dr. Mitra. Also, he would like staff to consider having another entity other than the Chamber of Commerce run the beer and wine concession. Mr. Winters felt that the G.A.L.A. needs to be expanded. Mr. Ramnarace suggested holding G.A.L.A. at Intracoastal Park when it is ready. Members discussed whether the questionnaire should be sent solely to City residents or whether people living outside the City limits should be included. Mr. Majors pointed out that the citizens are paying for the study and questioned if it would be appropriate to include non-residents. Mr. Wildner pointed out that a great many customers are non-residents. Dr. Mitra stated that if ~the Board wished to include non-residents, it could present political problems because the Boy~lton Beach residents are paying for a questionnaire. Dr. Mitra suggested 3 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2001 that the size of the mailing could be increased to include non-residents, which would incur additional costs. Dr. Mitra felt if the mailing was increased from the original 3,000 residents to 4,000 to include 1,000 non-residents, the cost might be in the area of an additional $2,000. Messrs. Wildner and Majors did not think this would be a problem. Mr. McMahon suggested sending the survey to residents first and after their needs are determined, non-residents could be surveyed. Dr. Mitra stated this approach would be more costly. Mr. Wildner pointed out that some of the money to fund the study is coming from the Recreation Revenue Fund and this Fund receives money from all customers, many of whom are non-residents. Chairperson Thomas called for a motion to include non-residents in the questionnaire. Motion Mr. Winters moved that the questionnaire be sent to non-residents for their participation in the survey, the cost not to exceed more than $2,000. Motion seconded by Ms. Murphy. Dr. Mitra suggested leaving the dollar amount out. Mr. Winters amended his motion to exclude the phrase "the cost not to exceed more than $2,000." Dr. Mitra suggested that the number of questionnaires be increased from 3,000 to 4,000 and suggested the motion be amended to "increase the mailing size to 4,000, which would include non-residents." Ms. Pierce asked what the anticipated response rate was and Dr. Mitra stated approximately 15% or 600 people would probably respond. Because of current events, Ms. Pierce questioned whether the Board wanted to rethink doing a mailing and to consider other ways to gather information, such as through the City's web site. Dr. Mitra understood Ms. Pierce's concerns and noted that the mailing would not take place until after the first of the year. Dr. Mitra pointed out that if the survey was performed using a computer, you would not obtain a random sampling, because you would not be reaching all the population. Further, he noted when people respond using a computer, they would have to give up their anonymity, which might discourage participation. Mr. Winters amended his motion as follows: 4 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2001 Motion Mr. Winters moved that the questionnaire be sent to non-residents for their participation in the survey and that the mailing be increased from 3,000 to 4,000. Ms. Murphy seconded the amended motion. The motion carried 6-1 (Mr. McMahon dissenting). Dr. Mitra suggested that they proceed as planned and to re-examine the mailing process in January. Next discussed was the length of the questionnaire. Research indicates that anything longer than four pages would reduce the response rate. Dr. Mitra pointed out that when the survey was performed for the City of Port St. Lucie the response rate was around 17%. Ms. Murphy suggested that a copy of Port St. Lucie's survey be furnished to staff for their information. Dr. Mitra said he would provide this. Three thousand questionnaires were sent out and 460 useable responses were received. Chairperson Thomas inquired if surveys would be sent out in more than one language. Dr. Mitra said that this was not necessary. The 800 number provided on the questionnaire is available for people that have difficulty completing the questionnaire. Mr. McMahon asked about the times of the focus group meetings later today. Mr. Majors responded that the locations and times are as follows: 4:00 p,m, - Senior Center 5:15 p.m.- Boynton Beach High School 6:30 p.m. - Hester Center 7:45 p.m. - First Presbyterian Church Mr. McMahon would like expansion of the Senior Center addressed. Ms. Pierce noted that many seniors are left out because the current center cannot accommodate everyone. Mr. Majors noted that a question would be included in the survey to determine whether the City needs a teen center. He pointed out that one of the focus group meetings is scheduled at the High School in order to obtain the input of the students. Mr. McMahon felt it was important to make sure that the residents are kept informed of the aCtivities and programs being offered in the City. Mr. Majors pointed out that the Recreation Department now has a marketing and promotion section. 5 Meeting Minutes · Recreation & Parks Board Boynton Beach, Florida October 25, 2001 Mr. Wildner stated that the City Commission directed this Board to investigate the recreational needs in the southeast section of the City and this should be included. The City recently purchased a 2 1/2 acre site in this quadrant. Mr. Majors stated that one of the questions that will be asked is whether people would be willing to go into other areas of the City, The cultural diversity of the Senior Center needs to be improved. The Hester Center has made progress in this area. If Board members have any other questions they would like included they Should contact either Mr. Majors or Mr. Wildner. Mr. Wildner suggested that Board members could bring their ideas and suggestions to the next Board meeting in November. Chairperson Thomas inquired if the Board would have an opportunity to review the questionnaire before it is sent out. Mr. Majors confirmed that they would. The first draft should be available prior to the November meeting. IV. APPROVAL OF MINUTES OF SEPTEMBER 24, 2001 The minutes were accepted as distributed. V. OLD BUSINESS A. Items for City Manager's Attention - N/A B. Monthly report - Included in the agenda packet. VI. NEXT MEETING: November 26, 2001 at 7:00 p.m. VII. ADJOURNMENT There being no further business, the meeting properly adjourned at 1:00 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary · (two tapes) (October 25, 2001) 6