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Minutes 06-27-05 MINUTES OF THE RECREATION AND PARKS BOARD REGULAR MEETING HELD AT THE SENIOR CENTER, BOYNTON BEACH, FLORIDA, ON MONDAY, JUNE 27, 2005 AT 6:00 P.M. Present: Betty Pierce-Roe, Chair William Orlove, Vice Chair Janelle Sloan Betty Thomas Pamela Winters John McVey, Alternate (arrived at 6:28 p.m.) Patti Hammer, Alternate Wally Majors, Recreation Director Jody Rivers, Recreation Superintendent Absent: Ralph Diaz Tom Williams Also Present: Jeffrey Livergood, Public Works Director I. Call to Order Chairperson Pierce-Roe called the meeting to order at 6:05 p.m. II. Attendance Chairperson Pierce-Roe called the roll and declared a quorum was present. Chairperson Pierce-Roe announced that due to the rain, the tour of the parks had been postponed until the July meeting at 6:00 p.m. Ms. Hammer thanked Ms. Rivers and Mr. Majors for taking her on a tour of the City's parks. Ms. Hammer noted their professionalism and knowledge and wished to acknowledge them publicly for doing a wonderful job. III. Approval of Minutes of May 23, 2005 Mr. Majors noted on Page 4 the park referred to in (3) was the Meadows 1/Nautica Sound site. The park referred to by Ms. Rivers in the next paragraph was the Nautica Park site. Motion Vice Chair Orlove moved to approve the minutes, as amended. Motion seconded by Ms. Winters and unanimously carried. Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27,2005 IV. Tour of Southeast Area Parks Cancelled V. Unfinished Business Mr. Majors requested that Item V.C. (CIP Update) be moved up on the agenda since Mr. Livergood, who is a member of the CIP, was present to address the CIP budget. Members agreed by consensus to move up Item V.C. C. CIP Update (moved up on the agenda) Mr. Majors introduced Mr. Livergood, Public Works Director, who distributed the CIP Budget for 2004/2005. This budget is being revised for fiscal year 2005/2006 and will be presented to the City Commission in July. Since the new CIP budget is still in the draft stages, Mr. Livergood did not bring this document. Mr. Livergood next explained the capital improvement process and noted that Bill Mummert, the City's Finance Director, is a key member on the CIP team. Other members of the team are representatives from Utilities, Engineering, and the Facility Maintenance Division of Public Works. Members referred to the General Government section of the Budget, which was the first page of the handout. The team tries to place a majority of the projects into the budget, regardless of the dollar amount. They also work closely with the Utility Department so staff would know if the Utility Department intended to put in a water main on a street that was earmarked for pavement two years later. Coordination is detrimental to the success of the CI P budgeting process. Mr. Livergood noted departments sometimes have to compete for funds for their particular projects and needs. Funds from the General Fund are used to fund many items, some of which are the Intracoastal Park Clubhouse, the City's sidewalk program, and general building improvements for the Police Department. The team also discusses whether it would be better to build something new, as opposed to repairing or maintaining. They also try to balance the needs of the community to provide the amenities the residents would like to have and how to maintain those amenities. Mr. Livergood noted with regard to Parks and Recreation, the new Southeast Neighborhood Park and the Clubhouse at Intracoastal Park are being built. The City also needs to come up with approximately $1.4 million to keep Oceanfront Park up and running. Unfortunately, the City does not have these funds. Also, the City would like to install more sidewalks along streets used by grade school children who have to walk to school. The City uses approximately $75,000 to $100,000 2 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27, 2005 on public sidewalks alone, yet there are many existing sidewalks that need to be repaired as well. Next reviewed were the Parks and Recreation projects on Page 2 of the handout. Mr. Livergood explained that any funds not spent would be rolled over into the next year. The CIP budget is actually a five-year projected budget. By doing projections, the Finance Director can properly budget for the projected items. Mr. Livergood noted this same function is done for Departmental Operating Budgets and could include labor and materials, personnel costs, etc. so departments would know what their expenses would be over the next five years. Another function of the CIP Budget involves projections of revenues for the next five years so the projects could be funded. When the CIP Budget is presented, staff wants to make certain the staff resources are available, the finances are in place and goals can be accomplished. Ms. Hammer inquired if the income from all the new projects going up in the City were projected and included in the budget. Mr. Livergood explained they have to make an "educated guess" with regard to projection of future income. The Finance Director works with the Planning Director to determine this. Mr. Livergood pointed out it takes at least 18 months from completion of a project, before the project is included in the books, the revenues would be received by the City much later. Mr. Livergood pointed out transportation improvements are funded by the gasoline tax, based upon a formula at a certain number of cents per gallon. Therefore, as the cost of gas goes up and people consume less, this results in less gas tax being received by the City. Gasoline taxes also pay for sidewalks and the City's transportation system. Vice Chair Orlove asked about the timetable for the CIP Budget. Mr. Livergood stated staff has met monthly over the past 12 months to work on the CIP Budget that will be presented to the Commission at the Budget Meeting in July. There are three budget meetings scheduled for July 12, 13 and 14. Two meetings will be devoted to operations and the third meeting will be devoted to capital improvements. Vice Chair Orlove felt it would be appropriate for the Board to determine its priorities prior to those meetings. Mr. Livergood thought that this would be beneficial for the Commission. He pointed out that the CIP team had to eliminate repair to the boardwalk at Oceanfront Park for lack of funds. At the May meeting, they were asked by the Finance Director to cut $2.8 million over a five-year period, or approximately $560,000 per year. Staff will, however, look at other things that could be done to maintain the boardwalk in order to minimize the risk of people slipping and falling Chairperson Pierce-Roe asked what the life expectancy of the boardwalk was when it was originally installed. Mr. Livergood responded this was not known, but noted it was a 3 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27, 2005 first generation recycled lumber material. Ms. Rivers agreed it was unknown when it was installed. Mr. Livergood stated staff is looking at various options, including something maintenance free for the next 15 to 20 years. Ms. Thomas inquired where the funding comes from for all the general items and Mr. Livergood responded from the City's General Fund. Sources that contribute to the General Fund include sales taxes, property taxes, and various fees. Ms. Sloan asked about the East Water Treatment Plant expansion. Mr. Livergood explained a consultant has been hired to consider what the best use would be for both City plants. It is anticipated improvements to the plants will cost approximately $150 million to $180 million over the next 10 years in order to provide up to 36 million gallons of water per day. Currently, the City can provide approximately 20 million gallons, but it must be expanded to build out at 36 million gallons per day. Mr. Livergood explained the Utility projects are self-funded and do not use any General Fund money. Ms. Rivers noted the Utility Department is operated as a self-sustaining fund called an "Enterprise Fund." Mr. Majors stated this same scenario applied to the City's Golf Course. Chairperson Pierce-Roe asked if Quantum Park would ever be developed. Mr. Majors responded the Board should look at this and other sites to determine the Board's priorities for projects they would like to see moved up. Other projects the Board expressed an interest in were the FP&L site; Girl Scout Park; Meadows1/Nautica Sound site; and the Winchester site. Mr. Majors also pointed out that funds are necessary to maintain the existing parks. Mr. Livergood acknowledged that there is playground equipment throughout the City that is in dire need of replacement. Mr. Livergood reported last year the City had to take $1.5 million from the reserves to balance the budget. Ms. Sloan asked about the size of the City's reserve, and Mr. Livergood thought it was around three to three and one-half months, but Mr. Mummert would be able to respond to this question. Mr. Livergood pointed out a certain number of months should be kept in reserve. Ms. Thomas inquired as new developments come 0 line, how much does a developer have to contribute to the park impact fee fund. Mr. Majors responded this would vary depending upon the development and an impact fee would come into effect when three or more units are being developed. It would also depend upon the type of construction. Ms. Rivers noted the revenue page was not included in the handout indicating where the revenue comes from. Mr. Majors pointed out any grant monies received would assist a project to move forward. A grant in the amount of $440,000 from FDOT for the greenways project should be forthcoming in a couple of years that would move the project along. In connection with the grant, Ms. Rivers noted the City has to budget the engineering costs 4 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27,2005 next year so they would be ready to utilize the grant money for the project. Mr. Livergood pointed out most grants require matching funds. Ms. Thomas inquired about the development going up downtown and was informed the revenue from that goes to the Community Redevelopment Authority (CRA). Ms. Thomas noted they still have to provide recreation. Ms. Rivers acknowledged this and stated City staff is working with the CRA to assist with funding parks in the CRA District. Mr. Majors noted the CRA is contributing to the improvement of Bicentennial Park that is located near the City's animal shelter. Mr. Majors reported that the impact fee for single-family homes is $940; $771 for single- family attached (townhouse); and $656 for multi-family (apartments). Mr. McVey pointed out there is never enough money for staffing, and he would like the City to consider staffing a priority and to budget more money for that purpose. Mr. Livergood pointed out this was the purpose for these types of meetings, to allow Board members and the public to express their views on what they feel are priorities. This is how the Commission can find out what people's priorities are. Mr. Majors noted if this Board wanted to support certain projects, they could recommend the City going out to bond to fund them. He noted the tremendous work that the City's Arts Commission had done to develop a plan for funding art in public places in the City. There was discussion regarding the new clubhouse at Intracoastal Park that should be a good revenue generator for the City. Chairperson Pierce-Roe acknowledged this, but pointed out this Board has on several occasions felt it should have been built to hold a larger capacity. Mr. Livergood noted the size of the building was a policy decision the City Commission made. The City Commission favored having a smaller-type facility that could seat 75 to 100 people in a dining-type setting. He pointed out a building any larger than this would cost more than what was budgeted. Mr. Majors also noted there was not enough room to accommodate parking that a large building would generate. Ms. Hammer recommended the Board go before the Commission and ask them to increase the size of the building. Mr. Livergood pointed out the City has already expended $50,000 for the design of the building. Ms. Rivers stressed the City has very strict parking guidelines in its Land Development Regulations that must be adhered to. Ms. Hammer noted the code is always being changed and recommended they ask for a variance in this instance. Chairperson Pierce questioned why a third story could not be added to the building to increase the capacity. Mr. Livergood reiterated the site cannot support a larger building. Mr. Majors noted the City cannot change rules to favor the City. Vice Chair Orlove inquired if there was a dollar figure that this Board would want to spend on parks and recreation. Mr. Livergood pointed out the proposed CIP budget for 5 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27, 2005 Parks and Recreation in 2004/2005 is $7.6 million, which comes to approximately $2.6 million per year. This does not mean that all the money is earmarked for new construction; it could also be used for maintenance of existing facilities. Ms. Rivers pointed out the figures were not exact because not all the projects would be completed and some funds would rollover to the next fiscal year. Mr. Majors would like the Board to set priorities for City park sites, and Mr. Uvergood would like the Board to set priorities to maintain existing facilities first. After the Board makes its recommendations, staff will bring them to the City Commission for the CIP budget. Mr. Majors noted Wilson Center, Southeast Neighborhood Park, the Clubhouse at Intracoastal Park and Jaycee Park are moving forward at this time. The City cannot handle any more large projects at this time because there is not enough staff. Mr. Majors also noted the infrastructure of some parks is over 40 to 50 years old. Recently, the fence at Pence Park, the City's oldest park, was replaced for the first time. Ms. Hammer reported the playground equipment at Galaxy Park was in very bad condition and she felt this should also be a priority. Members thanked Mr. Livergood for taking the time to address the Capital Improvement Plan with the Board. Mr. Majors suggested the Board determine their priorities for the CIP budget that could be discussed at the July meeting. He noted that park sites are defined as "undeveloped," as opposed to "parks" that are developed and maintained. Ms. Sloan inquired if a Chinese theme park would be included on the Boundless Playground site. Mr. Majors felt that the Boundless Park could be on line in three to four years. Mr. Majors noted they are going to have to raise money for the Park and pointed out the Senior Center received funds from a private foundation. Commissioner Ensler has stated he would be assisting in securing funds for the Park. Ms. Sloan felt the Beach should also be a priority because everyone in the community utilizes it. Ms. Sloan asked about the Arts Commission. Mr. Majors responded they developed an art in public places program that would be funded through impact fees charged to developers for this purpose. An Ordinance is being drafted to put this process in place that would impact any development project over $250,000. Mr. Majors noted this could involve many of the City parks that would be available for this type of endeavor. Mr. Majors approached the Arts Commission about doing a project that would honor Carolyn Sims, who was with the City for over 25 years and is now deceased. Mr. Majors requested the members provide him with their E-mail addresses so he could notify them whenever he would like to contact them quickly. 6 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27,2005 Vice Chair Orlove recommended the Board make a decision on its priorities. He also recommended that Board members attend the CIP meetings if they were able to do so. He noted that he, along with other Board members, addressed the Commission at a former CIP meeting, with the Board's priorities. Vice Chair Orlove inquired what the costs would be to replace old equipment at the City playgrounds. Ms. Rivers reported she did an inventory of all the playground equipment in the City and prioritized the replacement needs park-by-park. She estimates that over five years they will be able to replace all playground equipment in the City. Mr. Majors stated equipment was being replaced now at Meadows and Boynton Lakes Park. He noted maintenance issues were more staff related and recommended the Board focus and prioritize developing sites as identified in the Comprehensive Plan. Members expressed their priorities and Chairperson Pierce-Roe felt Jaycee Park was important. Vice Chair Orlove thought the Greenways was a priority. Mr. Majors pointed out that both these projects are underway and recommended the Board consider other sites as priorities. Ms. Hammer thought Girl Scout Park should be considered. Chairperson-Pierce noted the residents of Chapel Hill were opposed to developing the park. Mr. Majors stated if this site were developed, it would be designed so that residential streets would not be utilized. Mr. Majors pointed out if the Board decided to prioritize Girl Scout Park, the next step would be to engage the public and invite them to a meeting for input or go out to the neighborhood instead. Mr. Majors referred to a small park in the Woolbright Leisureville area the residents would like to see developed. Another site that could be considered for prioritizing could be the Quantum site as well. Chairperson Pierce-Roe questioned if it was too early to address the Quantum site since the area is still being developed. Ms. Rivers stated they could begin to develop a conceptual plan now so people would know what to expect when they move into the area. Another area for consideration is the Meadows 1/Nautica Sound site. Because of the shortage of boat ramps in the area, the FP&L site could be developed for this purpose. Mr. Majors distributed a diagram of the FP&L site and noted the substation should not pose a problem. Because of the way the site is laid out, it would be possible to build a substantial buffer to keep people away from the substation. This site could be developed for a boat ramp, picnicking and could be tied into the greenway plan. Ms. Hammer would like to see the train station, off Boynton Beach Boulevard, developed. Chairperson Pierce-Roe suggested the Board choose five priorities they would like to see developed, as well as endorsing that all playground equipment be replaced and maintained properly. Ms. Rivers noted replacement of playground equipment also 7 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27,2005 included benches, signage, park furniture, trashcans, picnic tables, etc. Chairperson Pierce-Roe noted the Arts Commission included some of these items in their program and would like to be involved in refurbishing of the parks. Ms. Rivers reported the parks at Boynton Lakes and the Meadows have been completely refurnished. She will have available before and after pictures. The costs for redoing these two parks were approximately $150,000. Ms. Rivers noted funds have been allocated in the CIP budget for the next five years for park furnishings, landscaping, signage and equipment. Mr. Majors pointed out the southwest area of the City is deficient in parks and he would like the Boundless Playground considered a priority. Vice Chair Orlove questioned why the Boundless Playground should be included since it is already in the design stage, although he does feel it is very important that the Park be built. Chairperson Pierce-Roe also thought they needed to start addressing the Winchester property. Mr. McVey asked about the status of the property and Ms. Rivers provided an update. Discussion ensued whether to include the Boundless Park since it was already in the loop. Members wanted assurances that it would move forward by including it with their priorities. Vice Chair Orlove also had some concerns for the Greenways. Ms. Sloan inquired if the Board was prioritizing projects for the next budget year and Vice Chair Orlove responded these would be projects that the Board would like to see moved forward now. Motion Vice Chair Orlove moved that the five priorities that the Chair pointed out be accepted to be this Board's priorities for the CIP Budget Workshop in July. Motion seconded by Ms. Hammer and unanimously carried. A. Senior Center Mr. Majors reported they are addressing the leaking roof. B. Update Recreation & Open Space Element of the Comprehensive Master Plan Not addressed C. CIP Update Previously addressed. 8 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27, 2005 VI. New Business A. ASH (Action on Smoking and Health) Mr. Majors distributed literature from an organization that would like to have smoking prohibited at beaches. Vice Chair Orlove inquired if there are any beaches that have, in fact, banned smoking. Mr. Majors will check on this. B. Nomination of New Chair and Vice Chair Motion Ms. Hammer nominated Betty Pierce-Roe for Chair. Motion seconded by Ms. Thomas and unanimously carried. Motion Ms. Winter nominated Bill Orlove as Vice Chair. Motion seconded by Ms. Sloan and unanimously carried. C. Monthly Report Vice Chair Orlove commended staff, especially Ginny Shea, for the great publicity that the City's recreation and parks receive in the newspapers and on television. Vice Chair Orlove felt if the City wanted to really move forward with parks and recreation, they need to consider doing a bond issue, similar to what Delray Beach has done. He thought the problem with the last bond issue was that too much was included in the mix and it was not promoted properly. Vice Chair Orlove requested that it be placed on the August agenda to be addressed further. He inquired when the next municipal election would take place and Mr. Majors will determine this. D. Items for the City Manager's Attention None VII. Discussion Mr. Majors recommended that the Board take the bus tour for its July meeting, which members agreed to. It was decided to meet at 6:00 p.m. at the Senior Center. 9 Meeting Minutes Recreation and Parks Board Boynton Beach, Florida June 27, 2005 VIII. Next Meeting: July 25, 2005 6:00 p.m. at the Senior Center IX. Adjournment There being no further business, the meeting properly adjourned at 8:15 p.m. Respectfully submitted, '-~l..J~UL It, fit an<<. Barbara M. Madden Recording Secretary (July 5, 2005) 10