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Minutes 03-23-09 MINUTES OF THE RECREATION AND PARKS ADVISORY BOARD MEETING HELD ON MONDAY, MARCH 23, 2009, AT 6:30 P.M. AT THE SENIOR CENTER, BOYNTON BEACH, FLORIDA PRESENT: William Orlove, Vice Chair John Allard Robert Lapin John McVey Corey Cook, Alternate Betsy Wallshein-Radin, Alternate Wally Majors, Recreation and Parks Director ABSENT: Betty Pierce-Roe, Chair David Barie Janelle Sloan I. CALL TO ORDER Bill Orlove, Vice Chair, sat as Chair and called the meeting to order at 6:28 p.m. II. ATTENDANCE Self-introductions were made. A quorum was present. Vice Chair Orlove introduced new Board Alternate, Corey Cook. Mr. Cook advised he has lived in Boynton Beach since 2004 and elsewhere in Florida prior to that. He graduated from Indiana University with a degree in Outdoor Recreation and Resource Management. He interned with the Palm Beach County Parks and Recreation Department, but was recruited and worked outside the industry for several years. He was trying to re-enter the field. Currently, he is the Community Resource Liaison at Forest Park Elementary School. Mr. Cook interfaced with volunteers, business partners and was starting up a Parent Teacher Association at the school. Vice Chair Orlove welcomed Mr. Cook to the Board. III. APPROVAL OF MINUTES FROM: January 26 and February 24, 2009 Motion Mr. McVey moved to approve the minutes as presented. Mr. Lapin seconded the motion that unanimously passed. 1 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida March 23, 2009 IV. UNFINISHED BUSINESS Wally Majors, Recreation and Parks Director, advised the Meadows/Nautica Park Capital Improvements Project (CIP) was discussed at the March 17, 2009 City Commission meeting regarding what amenities would be incorporated. There was ongoing discussion if restrooms and parking would be included. The community did not want those amenities. The Building Director indicated there was discretion regarding whether restrooms had to be included. When the department moved forward with the Betty Thomas Park, staff's position was it should be at the discretion of those using the facilities. Staff's concern was the size of the park and abiding by the Ordinances for parking and accessibility. The Department recently scored 20 proposals submitted for the park improvements, which would be forwarded to Procurement to tabulate and bring back to the Department and the City Commission. Congress Avenue Park was moving forward. Staff was awaiting an opinion from the consultant regarding the proposals for the design and construction plans. It was anticipated they would be received in the near future. The Department was also moving forward with the development of the 501 (c)3 corporation. Mr. Majors saw the Board having a role in its development and he requested the members provide names of individuals who could be part of the corporation's board. The intent was to have a non-profit to allow the Department and City to receive monies from sources they would not otherwise be able to obtain. At the next meeting, an updated facility manual would be presented to the new members. Congress Avenue Community Park, which was just south of the Tennis Center, would be a 13.5 acre, barrier free, Boundless Park. The first phase was $2.9 million. The second phase would have therapeutic amenities, and other uses. It was hoped the non-profit would be able to assist in raising funds. The master plan for the park put the cost at over $9 million. Another large project was the replacement of the boardwalk at the beach. The department was awaiting feedback from the Department of Environmental Protection (DEP) regarding a permit application. Mr. Majors anticipated receiving a response within the next two to six weeks. Once received, the project would be forwarded to the Ocean Ridge Town Commission for their endorsement. The information would then be submitted to DEP for final approval. The public restrooms at Boat Club Park were being replaced through County funds. The greenways were being extended through State Department of Transportation funds. Mr. Majors explained greenways were linear corridors that allowed citizens to access points of interest without travelling on roads, thereby minimizing traffic. A 2 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida March 23, 2009 request was made to the City Commission to allow the Department to enter into a contract with a design firm for the greenways. Mr. Majors added the City was in a challenging environment, as it pertained to the economy, and projects were subject to change, contingent on the budget. A ground breaking ceremony for Congress Avenue Community Park was planned and targeted for the month of May. The department was finishing the paperwork regarding the wetland management areas within the project site. There are stringent requirements regarding what could occur with the wetlands and the areas around it. The 501 (c)3 corporation was discussed further. The purpose of creating the corporation was to benefit the City, which included parks development. The corporation would also focus on projects for other departments. Mr. Lapin inquired if there would be a fund to subsidize different projects, or if there was any expected allocation to parks. Mr. Majors did not think so, but pointed out that was why staff thought it was appropriate to bring in individuals experienced in developing these kind of Boards. The consultant has a great background in Palm Beach County with these types of projects. He advised an analysis was conducted a few years ago to determine if there was a realistic expectation that funds could be raised for this type of a park and other City-wide endeavors. Ultimately, a consultant was selected through a formal bid process to assist in the development of the 501 (c)3. Other than the funds for the consultant, no other funding has been designated for any project. Mr. Majors advised the City Liaison for the Board could attend a Recreation and Parks Advisory Board meeting and discuss it. At some point, the Board would have to be involved with a recommendation of who could be part of the Board. They needed individuals who could leverage and generate funds. Mr. Lapin cautioned a similar group promised a set salary to an individual on a 501 (c)3, regardless of the amount of funds that were raised. It was costly and ended in a lawsuit. The playground at Oceanfront Park was being replaced. Mr. Majors explained the project was included in the Capital Improvement Plan. The playground would be completed before the Boardwalk. Vice Chair Orlove received complaints about the bathrooms at Oceanfront Park and assumed they were cleaned weekly. Mr. Majors explained they are cleaned daily during the week, and twice daily on the weekend. He was aware there was a problem with seepage and hoped it would be addressed as the odor was foul. That restroom was scheduled to be addressed in the CIP but it was two years out. He suggested the Board look at the CIP and hoped it would be addressed sooner. The members discussed building a two-story complex there with a multi-purpose social area. Mr. Majors responded the project was in the plan and believed it was two or three years out. It was; however, something the Board could consider. . 3 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida March 23, 2009 V. NEW BUSINESS A. Budget Mr. Majors advised the City Commission has begun discussing the budget and it was grim. The City was facing a shortfall this year of about $7 million. The City Commission was reviewing everything and Mr. Majors could not speculate what would occur. He acknowledged it was a huge challenge, and options were limited. The bulk of the budget was public safety. The reserves were tapped and the City Manager indicated they do not have any excess. Mr. Majors would keep the Board apprised of the matter. B. Monthly Report The report was put together for the City Commission to summarize the larger activities of the department. On a different matter, Mr. McVey inquired if there was any way to advertise the Challenger program. Mr. Majors responded the City was looking for material all the time. Mr. McVey would contact Mr. Majors and be put in touch with the proper individuals. C. Items for the City Managers Attention None. Mr. Lapin advised he attended six meetings and many projects were discussed. He was unsure of the one priority for the Board. He thought it was important to focus on one thing so when the 501(c)3 was formed, they could put that project forward. Vice Chair Orlove explained the Board supports the Capital Improvement Plan. The plan is built five years out into the future. The Board reviews the plan, and monies are allocated for certain projects. The CIP program included adding new facilities and repairing old ones. Mr. Majors noted the boardwalk at Oceanfront Park was installed in 1992, and it was anticipated the product would last for a certain amount of time, but it did not. It was now more of a maintenance issue than an attraction. Mr. Orlove used Congress Avenue Park to explain. The Board discussed Congress Avenue Park two or three years ago. It was a good opportunity, but at that time, they did not have the funds. Boat Club Park used Palm Beach County monies left over from Commissioner McCarty, and funding played into the schedule. J3ycee Park W3S not in existence until Mr. McVey 3dvised they could obtain State funding from the Florida Inl3nd N3vigation District (FIND). They also obtained County funds. When the money was received, they developed the park. Several projects were on the back burner. The next major projects would be Quantum Park and Girl Scout Park. Funding opportunities arise unexpectedly; however, Mr. Majors and Ms. River regularly provide updates. 4 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida March 23, 2009 The long-standing Board members were aware the process was long and drawn-out. The City Commission has to agree to the project, then it had to be permitted and go through the bid and design processes. The community residents also have to want a park. The CIP was a fluid document and projects could change from year to year. Many projects include utilities and fire and public safety services. Over the next few months, the CIP program would be reviewed to determine which projects would move forward, and which would be red-flagged. Some projects may be unaffordable at the time. The Board would conduct its due diligence. The Board attends CIP workshops to identify priority projects; however, with the budget, the priorities could change. Another activity the Board was involved with was to host a meeting to obtain community feedback for the Nautica/Meadows Park. The consultants, staff, and residents exchange information regarding what they would like to see in the park. Past practice has been they make some comments regarding the project. The Strategic Plan, which includes a parks plan, was the Board's visioning plan and the Board endorsed it on an annual basis. The last time it was endorsed by the City Commission was in January, and it came before the Advisory Board a few months before that. This year the Board requested the plan be posted on the City's website and the members were asked to review it. The Strategic Plan included identifying priorities, and was reflective of what was currently available, which was why they update it every year. The next update would be in 2010 and it would be brought before the Advisory Board in September. The more the Board was engaged, the better, as the members are active advocates for parks and need to be sensitive to the community. Ultimately; however, the City Commission makes the decision. . Mr. McVey noted Little League has a 501 (c)3 and they received monies from several sources. He opined once the corporation started, funds would be available from a variety of sources. Touring sites that have potential for future development was suggested to occur in May or June as the tours were beneficial. Mr. Majors agreed to put a discussion of having a bus tour on the next agenda, and it would focus in on future projects. The members would determine which parks they would tour. Four or five parks were usually viewed on each tour; however, the Board can take two tours. It would be advantageous to look at the top projects and, as a Board, decide how to move them forward. VI. NEXT MEETING: APRIL 27, 2009, 6:30 p.m. The next meeting would be held at the Senior Center. 5 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida March 23, 2009 VII. ADJOURNMENT There being no further business to discuss, the meeting properly adjourned at 7:28 p.m. Ucu:JLvw 1lt O)LUkLA ~ Catherine Cherry ([ Recording Secretary 033009 6