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Minutes 09-24-07 MINUTES OF THE RECREATION AND PARKS BOARD ADVISORY BOARD MEETING HELD AT THE ART CENTER ON SEPTEMBER 24, 2007 AT 6:30 P.M. BOYNTON BEACH, FLORIDA PRESENT: Betty Pierce-Roe, Chair John Allard Janelle Sloan Kurt Godfrey John McVey, Alternate Jody Rivers, Parks Superintendent Wally Majors, Recreation & Parks Director ABSENT: David Barie Patti Hammer Bill Orlove, Vice Chair I. CALL TO ORDER Mr. Majors called the meeting to order at 6:30 p.m. II. ATTENDANCE Chair Pierce-Roe called the roll. III. APPROVAL OF MINUTES FROM: August 27,2007 Ms. Rivers requested the following sentence at the top of page S, be stricken: "The structure was the only facility that could accommodate dances." Consensus The board agreed to approve the minutes as amended. IV. UNFINISHED BUSINESS A. CIP Update Mr. Majors announced the Intracoastal Park Clubhouse had opened for registration, and the furniture had been moved into the building. Several punch list items had remained open, and staff was in the process of obtaining security for the building. A reception was anticipated at the facility some time in October 2007. 1 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida September 24, 2007 The Wilson project was currently 70% completed and was expected to be fully completed pursuant to the contract in November 2007. Ms. Rivers advised a groundbreaking was held for Jaycee Park and was attended by Ms. Sloan. Construction would commence within a few days, and it was anticipated the project was would be completed in 180 days. With regard to the Park and Boundless Playground, Mr. Majors announced a first charrette was held, and staff met with the consulting engineers in order to develop construction plans. It was noted more could be accomplished in phase one than anticipated, including installation of the Alpha, Gamma and Beta sections of the playground. Approximately SO% of the landscaping should be completed, as well as most of the site work (hills, contoured terrain, trails and restrooms). Staff estimated the construction plans would go out for bid in approximately 12 months. Mr. Majors pointed out the lights had been turned on at the beach, and he believed the contract was awarded to the engineers to design the boardwalks for the beach, Jaycee Park and Boat Club Park. Light exposure to sea turtles continued to represent a challenge. v. NEW BUSINESS A. Sand Sifters Volunteer Group, "Be Green, Start Clean - Don't Litter" Presentation Gary Solomon, appeared on behalf of the Sand Sifters, a Boynton Beach volunteer organization which performed monthly beach cleanups for the City of Boynton Beach, and Palm Beach County. Mr. Solomon provided a presentation on a new campaign, "Be Green, Start Clean - Don't Litter." The group was hoping the board would accept the logo and concept for use in the City's parks. The logo would include an illustration of a pelican throwing fish bones into a trash receptacle, and the wording, "Don't Litter." They would also like the logo to include language similar to the following: "If you are interested, call this number for formation of additional groups throughout Boynton Beach Parks and the County. We will help you start up and coordinate with you to get the groups up and running." The board viewed a video pertaining to the program, produced by Robin Halasz, of the Sand Sifters. The intent of the program was to increase awareness of the importance of maintaining the parks. The program included use of the video, and artwork for use on tee-shirts, banners, posters and signage, with the logo to be displayed at all parks. 2 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida September 24, 2007 The Sand Sifters sought the cooperation of the City of Boynton Beach, Palm Beach County, and all local municipalities and organizations with regard to the program. It was also intended that the conveying of the pelican in the logo would bring the issue closer to heart. The Sand Sifters also recommended a "Be Green, Start Clean-Don't Litter" award be presented annually by City or County officials to a deserving group of citizens. Palm Beach County Commissioner Mary McCarty had agreed to do a public service announcement in cooperation with the Sand Sifters and Lisa Kuntzman, Recreation Specialist for the County's Parks and Recreation Department. The public service announcement would be broadcast on television within the next few weeks and would be made available to the City for its cable channel. Another component of the campaign would include classroom education. The Florida Coalition for Preservation also worked with the Gulf Stream School District to inform the children in the schools about the detrimental effects of littering. Mr. Solomon advised the Sand Sifters believed promotional tee-shirts would be a good way to publicize, "Be Green, Start Clean." The City of Boynton Beach could distribute free tee-shirts at the beach cleanups. The Sand Sifters would provide a special price to the City, as the Sand Sifters were offered the shirts at a wholesale price of approximately $3.00 for a front and back, two-color printed tee-shirt. The price could change as the tee-shirts were reordered. The Sand Sifters had hoped the City might consider the purchase of the tee-shirts for promotional purposes. The Sand Sifters were looking into the cost of media advertising, as they believed a monthly newspaper advertisement with the "Be Green, Start Clean" logo attached to a beach cleanup or other park project would be beneficial. Mr. Solomon commented if the campaign came to fruition and the board supported the Sand Sifters in their efforts, the group would reach out to new organizations including the National Public Lands and National Environmental Education Foundation, and utilize these organizations as a marketing tool to attract additional volunteers. The group had volunteered for approximately 2S,000 hours in cleaning up beaches in the City of Boynton Beach, and recently celebrated its second-year anniversary. The Sand Sifters expressed their hope that the board would approve their concept. 3 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida September 24, 2007 B. Florida Recreation and Parks Association, "It Starts in Parks" Award Mr. Majors announced the Florida Recreation and Parks Association (FRPA) created a campaign approximately two years ago, to increase awareness of the benefits of parks and recreation, which not only promoted opportunities for children to play, but also promoted the environment. Through partnerships, FRPA promoted economic development, a sense of heritage, and unity. Through this initiative, FRPA invited departments to showcase their efforts in bringing attention to this campaign. Recreation and Parks staff member Vicki Robertson contacted Robin Halasz with regard to the campaign. The Boynton Beach Recreation and Parks Department entered the contest and, with the support of Ms. Halasz, won the award for a city of its size. Mr. Majors expressed his appreciation to Ms. Halasz for her assistance and the use of her video. The award was recognized statewide and was presented at a conference attended by approximately 1,200 delegates. Mr. Majors also thanked Ms. Robertson for her assistance. C. Community Relations Plan An accreditation application process had beeR identified ~nd 'N~S ncccss~ry for additional plans and documents to be added to the Strategic Plan. A component of the accreditation application process was the establishment of a Community Relations Plan. The Community Relations Plan had been developed and would become part of the Strategic Plan, and would go back before the City Commission in May 2008 for approval. The board's endorsement of the Community Relations Plan was required. Mr. Majors suggested the board members review the document and provide comments by next month. He added Ms. Rivers had done an excellent job in creating the Strategic Plan for the department. Ms. Rivers indicated staff would bring other items, as they were developed, before the board. D. Monthly report The report was provided for the board's review. Board discussion ensued and an inquiry was made with regard to the availability of meeting spaces at Intracoastal Park Clubhouse, and the fees with respect thereto. Mr. Majors indicated he would provide a fee schedule at the next meeting. The public had been made aware that the facility was by far the most premier building in Recreation and Parks' inventory, and the fees would be reflective of that. Over the next few years, staff would be looking closely at revenues and expenses, and would endeavor to become as efficient as pOSSible in terms of resources and creating revenues. He discussed estimated fees to be paid by non-profit organizations to meet at the Clubhouse, adding that staff would work with these organizations in terms of fees. If a non-profit organization wished to dedicate 4 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida September 24,2007 five hours of volunteer service per month in lieu of a fee, staff could enter into an agreement with the organization. Discussion ensued with regard to holding meetings at Boat Club Park. Mr. Majors noted Boat Club Park was slated for improvements at an approximate cost of $380,000. E. Items for the City Manager's Attention Discussion ensued as to whether the board wished to support the Sand Sifters. Mr. Majors mentioned Mr. Solomon worked with the Solid Waste Authority, and Palm Beach County Beautiful, and he wished to take his campaign to Palm Beach County Parks in order to "get the message out." Consensus The board agreed it would formally support the Sand Sifters. Discussion ensued with regard to the board holding its meetings at the Art Center. Mr. Majors spoke of the merits of the center, which consisted of approximately 5,000 square feet. The Art Center primarily hosted art-related functions, and after-school activities as well. The building contained two studio rooms, one of which was adapted for use by younger children, and a kiln was on the premises. Mr. Majors commended the staff at the Art Center, which consisted of Ginny Shea, Senior Recreation Manager, Heather Spillane, Art Center Supervisor, and Jennifer Fall, BPreparation Specialist, as well as a full-time Administrative Clerk, and several part-time instructors. Approximately 300 children registered daily at the center, including 108 children in pre- school, 66 children in the Art Showcase, and 75 children in the Kids Club Program. All of the programs were well attended. VI. NEXT MEETING: 6:30 p.m., October 22, 2007; location - Intracoastal Club Park VII. ADJOURNMENT There being no further business before the board, the meeting properly adjourned at 7~{L Stephanie D. Kahn Recording Secretary 092607 5