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Minutes 09-24-01 MINUTES OF THE RECREATION AND PARKS BOARD MEETING HELD IN THE FIRST FLOOR CONFERENCE ROOM, CITY HALL, BOYNTON BEACH, FLORIDA, MONDAY, SEPTEMBER 24, 2001 AT 7:00 P.M. Present Betty Thomas, Chairperson Wally Majors, Recreation Director Jim McMahon John Wildner, Parks Director Ed Harris Elizabeth Pierce Dan Winters Tom Williams Margaret Murphy, Alternate William Orlove, Alternate Absent Bali Ramnarace I. CALL TO ORDER Chairperson Thomas called the meeting to order at 7:05 p.m. II. ATTENDANCE The roll was called and a quorum was declared present. III. APPROVAL OF MINUTES OF AUGUST 27, 2001 The minutes were filed as distributed. IV. UNFINISHED BUSINESS A. Needs Assessment (participation by the Board) Mr. Majors distributed informational material, which had been prepared by the consultant hired to undertake a needs assessment. The assessment will determine the City's needs, both present and future, for recreation and parks. The information garnered will also be used to update the Comprehensive Plan. It is estimated that the process will take 16 weeks. From the information gathered at the focus group meetings, a questionnaire will be sent to approximately 3,000 residents, staff would like to have the focus groups represent four different quadrants of the City: northeast, southeast, northwest and southwest. Included in the information distributed was a timetable of meetings with the consultant on Thursday, October 25th. ~ Meeting Minutes Recreation & Parks Board Boynton Beach, Florida September 24, 2001 The selection of the 3,000 people will be done randomly from the various quadrants. The following is a sample timetable for October 25th: 9:00 to 11:00 a.m. Staff meeting 11:30 a.m. to 1:00 p.m. Advisory Board Meeting Afternoon Individual meetings with political leadership 4:30 p.m. to 8:00 p.m. Four (4) Focus group Meetings Mr. Harris inquired if there was anyone on City staff that could prepare a questionnaire. He further inquired about the cost for the consultant. Mr. Wildner responded that staff would be preparing a list of concerns and the Board members will also be asked for their opinions. After reviewing all the concerns and comments, the consultant will develop the questionnaire. Board members will be asked to provide names of people that they would like to invite to the focus group meetings. The consultant recommended that only 12 to 15 people attend a meeting at one time. The cost for the consultant is $20,500 and was approved by the City Commission. Members felt it was very important that the focus groups be publicized to attract attendance. Mr. Wildner said that places being considered for the meetings are Fire Station #3, Ascension Lutheran Church, the Senior Center and the Hester Center. Mr. Wildner said it was not necessary for the Board members to attend the focus meetings, but if members wished to attend a meeting, they could. With regard to publicity, Mr. Majors stated they would utilize newspapers, flyers and the City's newsletter. A notice may also be placed on the City's utility bill. Mr. Harris would like to have one of the focus meetings concentrate on the youth of the City and members felt that one of the meetings should be scheduled at the new High School. Mr. Harris questioned whether one day was if enough time for the consultant to gather input from the citizens. Mr. Majors stated that he spoke to other cities that had needs assessments performed by the same consultant. Everyone he spoke with felt that they were very beneficial. The following places and times were set for the focus group meetings to be held on Thursday, October 25th: 4:30 p.m. to 5:30 p.m. Senior Center 5:45 p.m. to 6:45 p.m. Boynton Beach High School* 7:00 p.m. to 8:00 p.m. Hester Center 8:15 p.m. to 9:15 p.m. Ascension Lutheran Church *This meeting will be geared to the youth in the City. Mr. Majors will contact the Advisory Board on Children and Youth to participate at this meeting. 2 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida September 24, 2001 The times for the meetings may be adjusted. Members will be notified of any changes as soon as possible. Members were requested to furnish staff with the names of people they would like to invite to the focus group meetings. B. Palmetto Greens Park Expansion C. Wilson Center Land Acquisition Mr. Wildner reported that community meetings were held. The City is applying for a grant for expansion of the park and acquisition of land surrounding the Wilson Center. The public was very enthusiastic about the plans for the parks and their expansion. The grant application will be submitted on the due date and the match for the grant is included in the budget. The grant application is being made to the Recreation Development Assistance Program. If an applicant meets the minimum number of points, which is 52, the funding is usually approved. Mr. Wildner anticipated that the City's grant application will be way over the minimum required points and should receive the grant. Ms. Pierce inquired why staff was now focusing on the Palmetto Greens expansion before completing Boat Club and Intracoastal Parks. Mr. Wildner noted that these two parks will be under construction long before the plans for Palmetto Greens and Wilson Center begin. F. Boat Club/Intracoastal Parks (out of order) Mr. Wildner reported on the following: · Plans for Intracoastal Park are currently being revised. · The bid for Boat Club Park was approved by the City Commission at $945,000, with a contingency of up to $1,100,000. · Construction should begin within two months. · Seventy-five additional boat trailer parking spaces will be added. · A holding dock will be added at the lagoon to facilitate boat loading. · The ramps will be completely renovated. · Maintenance dredging of the channel from Boat Club Park to the inlet out to the ocean will be performed. · A new picnic shelter is under construction and another picnic shelter is being relocated to the east side of the present building. D. Hester Center Breezeway Enclosure, Pavilion, PAL Pressbox Mr. Majors reported that there would be approximately a four-week delay in completing the breezeway since the original design did not include sprinkling certain areas. The Fire Department, during a routine inspection, determined that sprinklers were necessary; therefore, sprinklers are being added to the design to cover the entire new enclosed area. The pavilion is complete and is now being used. 3 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida September 24, 2001 Mr. Williams reported that the large shade trees along the walkway to the new breezeway prevent grass from growing. Mr. Wildner will follow through on this to determine if trimming is necessary. E. Senior Center The Senior Center will be celebrating its second anniversary and many events are being planned. New computers have been added through a cooperative effort with the Library. Mr. Williams complimented the Senior Center staff on doing a wonderful job. Vice Chair McMahon inquired on the status of the grant for Phase 2. Mr. Majors said that he and Mr. Wildner will be meeting with the Palm Beach County Legislative Delegation on this. Also, the City's Grant Coordinator will be reapplying to the Lattner Foundation for an additional grant. Chairperson Thomas noted that the Area Agency on Aging has no representative from Boynton Beach and requested that this be added as an item for the City Manager's attention. Chairperson Thomas felt it was very important that the City have a representative on that committee. The representative has to be appointed by the Department of Elder Affairs. It was agreed that this item would be added to the list for the City Manager's attention. F. Boat Club/Intracoastal Parks (previously addressed) G. Special Events Mr. Majors reported that the bid for the holiday lighting was under $40,000. It was originally projected at approximately $80,000. The lights will begin on Ocean Avenue from 1st Street down to 6th Court and then north towards the pond. Thero will also be many freestanding decorations throughout that corridor. The Season of Peace and evening Holiday Parade will be on Saturday, December 6th at 6:30 p.m. Other events planned are a concert, a choral contest and the holiday decorating contest. Ms. Pierce reported that the Holiday Concert is scheduled for December 21st at Mangrove Walk. A special events media luncheon had been scheduled for September 12th at the Banana Boat, to which all the local media had been invited to showcase the City's events for the next year. Because of the events of September 11th, the luncheon has been rescheduled for Wednesday, September 26th at the Banana Boat from 11:00 a.m. to 1:00 p.m. The First Annual Teen Conference, which is being organized by Carolyn Sims, is scheduled for Saturday, September 29, 2001 at the Civic Center from 3:00 p.m. to 7:00 p.m. A variety of programs and events will be offered. 4 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida September 24, 2001 Mr. Orlove suggested holding movie nights, which are very popular throughout the country, and could be held at the Children's Museum Amphitheater. Chairperson Thomas distributed a letter she received from former Mayor Jim Warnke suggesting names for the Intracoastal Park. Mr. Warnke also suggested having a statue to honor Nathan Boynton. Mr. Wildner stated that a memorial is being planned for the veterans at the Intracoastal Park. Chairperson Thomas stated that at the last City Commission meeting, Ms. Virginia Farace, chairperson of a City Initiatives committee to establish an Arts Commission, provided a status report. Mr. Majors and Mr. Wildner were also members of the committee. A copy of that report was distributed. - H, Greenways Network A consultant's study for $60,000 was approved in the CIP Program. It is intended to tie together existing traffic patterns and pedestrian walkways into a Greenways Network to connect preservation areas, park areas and other greenspace. The intent is to come up with a series of pedestrian and bicycle paths that would interconnect the greenspace. I. Items for the City Manager's Attention Mr. Winters commented that the City does not have an entranceway. He suggested that the shopping plaza at the end of Boynton Beach Boulevard be razed and a public park put in its place. This would make the pond area visible. Boynton Beach needs something to get people off the highway into the City. Mr. Wildner pointed out that this was within the CRA boundaries and discussions about this area have been taking place. Mr. Winters suggested that the Board's regular October meeting be combined with the luncheon meeting scheduled for October 25th. Motion Mr. Winters moved that the regular October meeting be changed to Thursday, October 25th at 11:30 a.m. Motion duly seconded and unanimously carried. Mr. Williams raised concerns regarding the curve located at 17th and Seacrest. Mr. Williams would like to see a traffic light installed to allow people to cross the street safely. Mr. Wildner said that the Public Works Department has been coordinating with the County to have a light installed. Mr. Wildner will report on the status of the light at the next meeting. Members thanked staff for their nameplates. 5 Meeting Minutes ', Recreation & Parks Board Boynton Beach, Florida September 24, 2001 J. Monthly Report Not discussed. V. NEW BUSINESS A. Guest Readers for After School Program Mr. Majors reported that the Recreation Department received a grant from the Downer Foundation for a reading program at Rolling Green School. Guest readers are being recruited to read to the children during the months of October, November and December. The readings take place every Friday from 3:00 p.m. to 4:00 p.m. at the School. Anyone interested in volunteering should contact Ms. Debbie Majors at 742-6241. VI. NEXT MEETING: THURSDAY, OCTOBER 25, 2001 AT 11:30 A.M. Place to be announced VI. ADJOURNMENT There being no further business, the meeting properly adjourned at 8:30 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (September 25, 2001)