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Minutes 10-25-04MINUTES OF THE RECREATION AND PARKS BOARD REGULAR MEETING HELD AT THE SENIOR CENTER, BOYNTON BEACH, FLORIDA, ON MONDAY, OCTOBER 25, 2004 AT 6:30 P.M. Present Betty Pierce, Chair William Orlove, Vice Chair Margaret Murphy Lisa Peterfreund Betty Thomas Tom Williams .]ohn Spannuth, Alternate Wally Majors, Recreation & Parks Director Absent .]ohn McVey, Alternate I. Call to Order Vice Chair Orlove called the meeting to order at 6:35 p.m. II. Attendance The Chair took attendance and declared that a quorum was present. III. Approval of Minutes of September 27, 2004 Mr. Spannuth made corrections to the minutes as follows: On page 2,. section B, paragraph 4, the 2nd sentence should be revised to read "He thought that the Board should give serious consideration to all the ideas that both the people at the homeowners' associations gave when they were surveyed by the Vice Chair and the Board has for the Boundless Park." On page 3, section heading "Nomination", ist paragraph, the ist sentence should be revised by changing the word "nomination" to "selected". On page 4, paragraph 4 should be revised by adding the words "and emergency needs" to the end of the Ist sentence. Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 Motion Vice Chair Orlove moved to approve the minutes of September 27, 2004 as submitted with corrections. Betty Thomas seconded the motion that passed 7-0. IV. Unfinished Business A. Recreation & Open Space Element of the Comprehensive Master Plan Mr. Majors informed the Board that, per invitation, guests from various community organizations are present at this meeting to hear the Recreation & Open Space Element presentation. He clarified that representatives from the Children & Youth Advisory Board were also present and have been invited to attend specifically because their organization and Board will be affected, both directly and indirectly, by this significant project. He further stated this meeting is public and everyone's comments and feedback are both solicited and welcomed. David Barth, Principal, Glatting Jackson et al, presented an overview of the Recreation & Open Space Element of the Comprehensive Master Plan. He explained that the purpose of a Comprehensive Master Plan (Comp Plan) is to lay out where the community would like to go in respect to its land usage so the State can see where the community is going and see that they comply with all the development requirements, etc. Traditionally, Comp Plan Elements have not been very meaningful because they often lack substance; they tend to be numerical formulas submitted to the State as a form of checklist so that the State can tell whether the community meets the requirements. Glatting Jackson has proposed that the Comp Plan Element should be based on a vision and the vision should be based on the community's needs. This way the Comp Plan Element isn't just in formulas or words, it is actually is based on where the community says it wants its park system to be at any given time (i.e. 20, 30 or 40 years.) The ultimate product is to update the Recreation & Open Space Element of the Comprehensive Master Plan, but Glatting Jackson is accomplishing this with a long- range vision first. Mr. Majors commented that Recreation and Parks were separate departments but have now been combined into one department. This reorganization is a more traditional structure. As a part of the reorganization, it was determined that someone should come in and provide feedback on ways to improve the department's services. Also, it is necessary to identify what items are currently provided to the community as well as in the long term. The current capital improvement program that the department is going through forces them to question if there are enough facilities provided in the City or is there an area that is lacking. 2 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 Mr. Majors explained the vision that Mr. Barth referenced earlier is very important from a managerial perspective because they want to make sure that staff has an idea of where the department is going and what the department will look like 5-10 years from now. When an organization is set up it is important to have a unified vision within the department and with those that interact with the department such as the City Manager's office, Engineering, and all other related departments within the City. This Strategic Plan is really an internal audit of the strengths and weaknesses of the department, as well as the threats and opportunities to improve. The Strategic Plan is a useful tool in the accreditation process as well. Mr. Barth explained the biggest part of the Comprehensive Plan is looking at growth. The City is changing from a suburban community to a more urban one. That means there isn't as much vacant land to buy. Given that, how does a community meet the recreation needs of the new urban people? As people start living in vertical buildings as opposed to horizontal buildings, do they have the same recreational needs as those living in traditional subdivisions? Mr. Barth stated the Comp Plan is a citywide plan and specifically addresses only those areas within the boundaries of the City of Boynton Beach. However, there is a recreation center in West Boynton that must be taken into consideration of the City's future plans. The Comp Plan project is a strategic planning process - where are we now, where do we want to go, and how do we get there. If these questions can be answered, this will be a successful project. One issue is there is no inventory of private recreation facilities. For planned communities that have a recreation center, the recreation center is not mapped anywhere. Tt is unrealistic to ignore private recreation facilities when those facilities are meeting the needs of so many residents within the City. Quantitative tools used are a Level of Service Analysis that measures the number of acres per thousand residents and the number of facilities per thousand residents. Service Areas are used to calculate how far people have to walk, drive or ride their bikes to get to a park. At the November 17, 2004 Visioning Workshop, staff will have the opportunity to brainstorm through these issues. Vice Chair Orlove requested that each board member receive a hard copy of the presentation and asked for a homework assignment for anyone not able to make the November ~7th Visioning Workshop. The assignment given is to provide commentary on the following: what one believes the lifestyle will be in the future of different parts of the City and what people will do for recreation. To accomplish this, Mr. Barth instructed everyone to think about the changing lifestyles in the community, changing needs of the community and, how differences are seen between suburban and urban lifestyles. Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 Mr. Majors commented the department was remiss in not inviting the Senior Advisory Board to attend this meeting and would greatly benefit from their input on this assignment. However, at least the Children & Youth Advisory Board representative was at the meeting so that board will have time to solicit this information from their members. Mr. Majors encouraged each organization present to do the same and return with their thoughts/concerns to the Recreation & Parks Board meeting scheduled for November 22, 2004. Mr. Lindsey, a representative from BI~G, Boynton :[ntracoastal Group, brought up a concern about inadequate parking becoming an issue very soon when accessing the Oceanfront Park. His organization is concerned they won't be able to access this park because parking is so limited. Residents from Boca Raton, Delray Beach, Deerfield Beach, and West Boynton (County) use this park because they feel it has a much nicer beach and worth paying the parking fee. The question was asked what plans can be made to make the beach accessible for the elderly residents in the area. Mr. Lindsey expressed his concern about parking meters being installed and feels this will be a great problem because walking back and forth from the beach to replenish meters is not physically viable for older people. Mr. Majors clarified that the option of meters was discussed by the City but is not something that will take place in the near future because staffing levels can't support the concept at the present time. Mr. Majors feels that it is, however, something that should be discussed eventually because the parking situation will become more of an issue for this park. He stated the City has contemplated a "pay & display" program. This type of program provides residents with a decal. Non-residents would purchase a pre-paid card that is inserted into a meter. The meter would deduct from the card only the amount used for the time that the person was in the space. Mr. Majors squelched the rumor that the County Park adjacent to Oceanfront Park would be taken over for parking. Mr. Barth encouraged everyone to consider the Oceanfront Park situation utilizing the tools cited in the homework assignment. Think of these things: in 20 years, will the population still be the same; will going to the beach still be a major recreational activity? ]:t's safe to say that in 20 years, parking will be a luxury and the City should be talking about how to move people to the beach without using their own cars. ]:n 20 years, will that parking lot be used for a tram turnaround or have trolleys' going back and forth every 20 minutes? ]~f this concept is built into the vision, then everyone can start thinking about resolutions. Ms. Heavilin, representative for the Sister Cities and Community Redevelopment Agency (CRA), offered that the CRA is beginning a trolley service in November with two routes 4 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 connecting the marina to City Hall, and eventually the Mall. The CRA recognizes there will be major parking issues. She stated there is no reason why they couldn't get together with the City to expand the routes of the trolley service. Mr. Barth challenged the participants to think of the scenario as follows: rather than spending the money on a parking attendant, we will subsidize the trolley because trolleys never make any money especially for the first x- amount of years. Chair Pierce commented that Mr. Barth's presentation was helpful and reiterated that copies of the presentation would be helpful for Board members to have. She feels it is useful to see what the priorities are that have already been identified as the project moves forward. Vice Chair Orlove asked who/where to respond if someone chooses to do the homework assignment and cannot attend the November ~7th Visioning Workshop. :It was decided Mr. Majors should receive the assignments prior to the November 22nd Board meeting. Ms. Heavilin asked for the CRA to be invited to both the November 17 and November 22 meeting. Vice Chair Orlove commended Mr. Majors on the event celebrating the first anniversary of Oceanfront Park that was held a couple of weeks ago. B. Senior Center Mr. Majors said staff held a pm-qualification meeting regarding people that are going to submit bids for the final phase of the facility. They are hoping to start construction for the final phase of the Senior Center soon. The roof damage from the storms is located on the newly developed area but should be repaired soon. C. Congress Avenue Community Park - Boundless Playground Vice Chair Orlove said last week he attended, by phone, the first meeting of the park that dealt with the Boundless Playground. Ginny Shea of Parks & Recreation chaired the meeting. Several people from the City and County Parks & Recreation staff were present. They determined that several committees would be formed. The meeting was specifically about the playground and he made it clear this board was in favor of the Boundless Playground but wanted to make sure it was a component of a larger park and a larger system with various other possible amenities. The City will be conducting the survey of the land. They will be meeting again within the next 6 weeks or so to go over the survey, and to see if there are any volunteers Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 who would want to be part of the planning process. He asked the Board to provide names of any potential volunteers that would be interested in participating in fundraising, design of the park, marketing/public relations and any other committees that would be established as this project moves forward. Ms. Heavilin stated the Sister City organization in China had been interested in participating in the project. It has been determined they will not be able to do so and are now proposing to be a partner to create cultural awareness in the park. One of the ideas they had was have either a garden, pathway or walkway area representing each of the different population groups within the community. Ms. Heavilin said there is a large Indian population within Boynton Beach who has a beautiful temple. They might want to do something similar within the park. There are also Caribbean and Hispanic populations in the City as well. She suggested making it a cultural park, representing the diversity within the City. ]~f the Board approves the cultural diversity concept, the Sister Cities organization would like to coordinate the development of the design and fund raising. Ms. Heavilin feels there are potential funds and grants available through Sister Cities International. They would like to be a part of this project and just need the Board to inform Sister Cities of the needs. They will then determine if it is something the organization can provide or accomplish. We could probably do some pavilion gardening. Chair Pierce likes the idea of the Pavilion area near the water that Sister Cities presented in one of the sketches at a previous meeting. She also agrees with the walkways and pathways idea because there is an elderly community next door as well as Hunter's Run. The Hunter's Run population has already indicated that they like to take jogs and walks so the concept fits in well with their needs. Ms. Thomas questioned whether the area is large enough to incorporate all of this. She was informed the entire park area is 15 acres but the Board doesn't want the playground to take over the entire space. They prefer for the playground to be a portion of a park that will incorporate other facilities so other people can enjoy its use. Chair Pierce explained that's why Mr. Orlove is speaking with the other communities to get their input (i.e., building, small amphitheater, paths to walk, a place for wheelchairs, seeing eye dog paths.) There are a lot of different things that the Board wants to see with this park but they feel that if they gain the community's input, the park will be more utilized. Mr. Schneider, a representative of Active Lifestyles, Inc., has previously been involved with Delray Beach. He stated that Delray has had a relationship with Sister Cities for Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 many years. IVls. Heavilin's approach of having a multi-ethnic park representing the diversity of the City is a unique approach that should receive a lot of publicity. A discussion ensued and the cultural diversity concept was accepted for the remainder of the park. Vice Chair Orlove cautioned that whatever is built should be something that can easily be maintained financially. Ms. Heavilin stated Sister Cities didn't envision any formal landscaping, whatever is there must be indigenous and xeriscaped. She will put something in writing to the Board requesting their participation outlining the cultural diversity concept as presented. Vice Chair Orlove stated the YMCA in Boca opened a Boundless playground, which now makes three for the County. Mr. Majors cited they are'. Easter Seals (NW of .lohn Prince), John Prince Park, and the one in Boca. Vice Chair Orlove stated the Board should be mindful of what amenities are in the other parks in order to complement area usage. This doesn't mean that some things cannot be duplicated. John Prince park is less than 10 acres and it has all the bells and whistles. The park the Board is working on is 15 acres. Ms. Peterfreund suggested asking the Quantum and Pickouer Foundations, who supported the John Prince Park project, for donations to this park. She said they might not provide the same amount as was donated to .lohn Prince Park but it is possible to get something from them. ]:t would be especially helpful if, in the request to these foundations, the correlation between .lohn Prince Park and the needs of Boynton Beach's population were addressed. Sister Cities asked if they could use the City's grant writer. Mr. Majors said there was a good chance they could, because Sister Cities will be involved with this project. The ES]:B]:S program is made available to government agencies to allow them to do effective research to locate grant opportunities. V. New Business A. Employee Recognition Program Winners 1. Dwight Saulter - Park Maintenance Supervisor with the Parks Division. The kudo is for Dwight and the entire Park Division because of the amount of work they did recently in cleaning up after each hurricane. 2. _lanice Phillips- Recreation Division. coordinating and running the Summer Camp Program. children during the summer months. These children activities they were involved in daily. .]anice did an excellent job She accommodated over 300 had a wide menu of positive Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 Ms. Thomas requested the Board pen a congratulatory letter to each winner. Mr. Majors said a survey was completed of all employees as part of the Certification process and it was noted that the employees wanted to be recognized for their contributions. This will be a monthly event. He said their names will appear on the marquee, a gift certificate to the mall is given to them, and the department will be doing a couple of other special things for them. B. Monthly Report The monthly report was reviewed and no comments were made. C. Items for the City Manager's Attention Chair Pierce commented that she did not get the letter out to the City Manager in regard to items for his attention; therefore, she would get together with Vice Chair Orlove to proceed. VI. Next Meeting: November 22, 2004 at 6:30 p.m. at the Senior Center. The Holiday parade is December 5, 2004. The Arts Center Open House is November 13, 2004. The City Clean-Up is scheduled on November 6, 2004 from 8:00 a.m. - 12:00 noon. Chair Pierce will coordinate this event and will be at Intracoastal Park from 7:30 a.m. - 8:30 a.m. while people come to collect things. She requested assistance from any Board members for this hour. Announcement Ms. Heavilin asked the board for assistance with distributing information about the Sister Cities' Young Artist Competition. She is targeting Middle and High School students who are home schooled. This is the 2nd year that Boynton Beach has participated in this event. Mr. Majors directed her to provide at least 500 brochures and his staff will distribute them at the Mall, the Arts Center, Wilson Center, and the After School program. She was also directed to speak with the School Board and the Arts Commission regarding this event. A discussion ensued regarding recognition for Mr. Wildner, Deputy Director, who retired September 27, 2004. Suggestions were made for Marlins tickets, recognition at the Volunteer's Dinner, a plaque, and contribution to the Memorial Tree Fund. Mr. Majors will coordinate gathering the ideas to present at the next Board meeting for consensus. 8 Meeting Minutes Recreation & Parks Board Boynton Beach, Florida October 25, 2004 VII. Adjournment Since there was no further business before the Board, the meeting was duly adjourned at 8:00 p.m. Respectfully submitted, Deanna Ewing --> Recording Secretary (102504) 9