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Minutes 11-29-10 MINUTES OF THE RECREATION AND PARKS ADVISORY BOARD MEETING HELD ON MONDAY, NOVEMBER 29, 2010, COMMENCING AT6:00 P.M. AT THE CIVIC CENTER, BOYNTON BEACH, FLORIDA PRESENT: Betty Pierce-Roe, Chair John McVey, Vice Chair Corey Cook Charles Kanter Robert Lapin Catherine Scantlan Janelle Sloan Wally Majors, Recreation and Parks Director GUESTS PRESENT: Ed Sloan "Racquel" I. CALL TO ORDER The meeting was called to order at 6:30 p.m. II. ATTENDANCE Chair Pierce-Roe called the roll. She noted Jody Rivers, Parks Superintendent, would not be in attendance. III. APPROVAL OF MINUTES FROM: October 25, 2010 Ms. Scantlan wished to note for the record that with regard to the third paragraph on page 3, "The Meadows did have an officially-endorsed vote of the people through the Homeowners Association, and the yea votes in favor of the Park exceeded the nay votes. " Motion Mr. Lapin moved to approve the minutes as amended. Mr. Cook seconded the motion that passed unanimously. 1 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 Chair Pierce-Roe welcomed new member Charles Kanter, who provided his credentials. Chair Pierce-Roe also welcomed Mr. McVey, who had been out while recovering from surgery. She urged those members whose terms were to expire to submit their applications. IV. UNFINISHED BUSINESS A. Parade Grand Marshal - Letter from Gene Moore Mr. Moore's letter had previously been mailed to the members and was circulated for review. Chair Pierce-Roe noted the Parade would commence at 5:00 p.m. on Saturday, December 4th, and the members of the Boynton Beach Community High School Choir were looking forward to participating in the Extravaganza. The viewing stand would be located on SE 2nd Avenue next to the SunTrust Bank. V. NEW BUSINESS A. Annual Report B. PowerPoint presentation about the Department Mr. Majors pointed out Items "A" and "B" would be addressed simultaneously. He spoke about the Financial Advisory Committee established by the City, advising that each of the City Departments provided a presentation to the Committee members. In its presentation, the Recreation and Parks Department imparted both a financial and conceptual representation of the Department. The Annual Report and PowerPoint presentation provided a summary of the achievements and goals of the Department and the manner in which Recreation and Parks fit into the scheme of local government. The Department's presentation likened local government to a car, explaining how to "sell the car" or in essence convince someone to choose Boynton Beach over another municipality. First impressions were crucial. If local government was a car, the Police, Fire and Risk Management Departments would make the car safe, the City Manager's Office, Planning and Zoning and ITS Departments would guide and direct the car, the Utilities and Public Works Departments would maintain the car, and the Recreation and Parks Department would create the first impression. Photographs taken by staff evidenced City facilities and the programs offered. Numerous testimonials had been collected by staff from delighted program participants. The photographs were not "stock" images, and the people shown were members of the community. The Recreation Division boasted seven facilities and the Denson Pool. It was noted 2,200 youngsters participated in the swimming program. The Sims Center housed the Youth Empowerment Center and addressed teen and gang-related crime. 2 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 The Hester Center was a vital component of the community and offered activities sponsored by the Police Athletic League. Well over 200 boys and girls participated in the dance classes at the Civic Center, and more than 200 programs were offered each year including sports, pre-school and visual arts. The Parks Division developed 29 green spaces, and maintained well over 165 acres of property. Other items discussed included opportunities for intergenerational programming and appreciation of nature through the City's Parks. The Recreation and Parks Department budget included the Revenue and General Funds. The Revenue Fund was established in 1992, and since that time, fees associated with self-sustaining programs were transferred out of the General Fund and into the Revenue Fund. The Department's budget also included the Transportation Division, Cemetery and Mausoleum. The General Fund budget for Recreation and Parks totaled approximately $4.5 million. More than $600,000 in revenues had been generated from pavilion, facility and ball field rentals, as well as beach parking permits and boat- launching permits at Boat Club Park. The Recreation Division's Operating Budget had decreased over the past four fiscal years. In fiscal year 2007-2008, the Operating Budget decreased from almost $2.8 million to approximately $2.5 million. The budget for the Parks Division had decreased as well. A per-capita analysis performed by the City's Fire, Police and Recreation and Parks Departments revealed the City spent a little more than $66 per resident. The Transportation Division was funded through the City's Gas Tax. The service included four Shopper Hoppers ("Transit Coaches") made possible through a County grant. The coaches were maintained and operated by Division staff. Two other buses owned by the Department were used for after-school programs and the Senior Center. The Department had received accreditation and was currently going forward with the re-accreditation application process. Mr. Majors noted the Board's involvement in the Department's Strategic Plan and the Board's approval of the conceptual system map. The Department had been engaged in a cost-recovery project and was attempting to identify core services such as parks and playgrounds. It was believed the core services were crucial and as such, should be available to everyone. However, it was felt the Department should be able to recover direct and indirect costs incurred for programs such as "Jazzercise" or a one-on-one tennis class. A cost-recovery pyramid had been implemented, and it was determined the parks and playgrounds would fall at the bottom, while programs for which recovery costs were sought, would be placed at the top. The project was being completed in-house, saving the City between $50,000 and $60,000. 3 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 The Department had been aggressive in seeking grants. Since 2001, more than 38 grants had been received, with Jaycee Park being the most significant. For every $2.50 invested by the City in the Department for the grants, the Department had returned almost $9. A discussion ensued during the presentation regarding the impact to the Department if a 15% cut were necessary. It was explained that a 15% cut would result in the loss of 12 positions, a reduction and/or elimination of building hours and programs, and it would be difficult to maintain the parks as they are currently maintained. Mr. Majors noted the presentation had been well received and the feedback received from the Financial Advisory Commission had been positive and encouraging. (Ms. Sloan left the meeting at 6:55 p.m.) Mr. Majors discussed the downward trend at the Tennis Center and Oceanfront and Boat Club Parks in terms of the number of permits sold. While the beach parking fee had increased from $30 to $40, the number of permits sold had decreased. Discussion ensued as to possible measures that could facilitate the purchase and sale of permits. Marketing the downtown area was discussed, and it was thought visitors could be attracted to the area to view the monuments at Veterans/Bicentennial Park. Mr. Majors suggested Ginny Shea, the City's Marketing and Promotions Manager, be invited to a future meeting. The members concurred. C. Pence Park conversion to a Dog Park Mr. Majors noted Commissioner Holzman had inquired as to the feasibility of converting Pence Park into a dog park and was asked to direct his inquiry to the Board. Pence Park consisted of approximately 5 acres, dominated by a multi-purpose field. Staff had investigated other dog parks, and it was revealed most were divided into three zones, one for small dogs, one for large dogs and a rest area. The dog parks located in Boca Raton and Palm Beach County consisted of three or four acres and cost approximately $100,000 to maintain. The cost to maintain Pence Park in its current condition was approximately $40,000-$45,000. Commissioner Holzman had indicated he felt the conversion would be beneficial to the downtown area by making it more of a destination point. Concerns expressed by the Board members related to parking issues, the potential for dogs running loose in the park, and the fact that the conversion would be too much of a compromise for the community. It was suggested another downtown area be explored. Mr. Majors proposed residents from the community be invited to the next Board meeting. The 4 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 feedback provided could be taken into consideration, and a recommendation for the appropriate use of the Park could be made by the Board. D. Future Meetings. This item was not discussed. VI. Items for the City Manager's Attention None. Mr. Majors provided a replacement page for the orientation manual which reflected the name change of Bicentennial Park to Veterans/Bicentennial Park. VII. NEXT MEETING: The next meeting would be held on Monday, January 24, 2011, 6:30 p.m., at the Senior Center. VIII. Adjournment There being no further business to discuss, the meeting adjourned at 7:47 p.m. ,.J(;~<~~. _ 0 ~ Stephanie D. Kahn Recording Secretary 12-6-10 5 MINUTES OF THE RECREATION AND PARKS ADVISORY BOARD MEETING HELD ON MONDAY, NOVEMBER 29, 2010, COMMENCING AT6:00 P.M. AT THE CIVIC CENTER, BOYNTON BEACH, FLORIDA PRESENT: Betty Pierce-Roe, Chair Wally Majors, Recreation and Parks Director John McVey, Vice Chair Corey Cook Charles Kanter Robert Lapin Catherine Scantlan Janelle Sloan GUESTS PRESENT: Ed Sloan "Racquel" I. CALL TO ORDER The meeting was called to order at 6:30 p.m. II. ATTENDANCE Chair Pierce-Roe called the roll. She noted Jody Rivers, Parks Superintendent, would not be in attendance. III. APPROVAL OF MINUTES FROM: October 25, 2010 Ms. Scantlan wished to note for the record that with regard to the third paragraph on page 3, "The Meadows did have an officially-endorsed vote of the people through the Homeowners Association, and the yea votes in favor of the Park exceeded the nay votes." Motion Mr. Lapin moved to approve the minutes as amended. Mr. Cook seconded the motion that passed unanimously. 1 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 Chair Pierce-Roe welcomed new member Charles Kanter, who provided his credentials. Chair Pierce-Roe also welcomed Mr. McVey, who had been out while recovering from surgery. She urged those members whose terms were to expire to submit their applications. IV. UNFINISHED BUSINESS A. Parade Grand Marshal – Letter from Gene Moore Mr. Moore's letter had previously been mailed to the members and was circulated for review. Chair Pierce-Roe noted the Parade would commence at 5:00 p.m. on Saturday, December 4th, and the members of the Boynton Beach Community High School Choir were looking forward to participating in the Extravaganza. The viewing stand would be nd located on SE 2 Avenue next to the SunTrust Bank. V. NEW BUSINESS A. Annual Report B.PowerPoint presentation about the Department Mr. Majors pointed out Items "A" and "B" would be addressed simultaneously. He spoke about the Financial Advisory Committee established by the City, advising that each of the City Departments provided a presentation to the Committee members. In its presentation, the Recreation and Parks Department imparted both a financial and conceptual representation of the Department. The Annual Report and PowerPoint presentation provided a summary of the achievements and goals of the Department and the manner in which Recreation and Parks fit into the scheme of local government. The Department's presentation likened local government to a car, explaining how to "sell the car" or in essence convince someone to choose Boynton Beach over another municipality. First impressions were crucial. If local government was a car, the Police, Fire and Risk Management Departments would make the car safe, the City Manager's Office, Planning and Zoning and ITS Departments would guide and direct the car, the Utilities and Public Works Departments would maintain the car, and the Recreation and Parks Department would create the first impression. Photographs taken by staff evidenced City facilities and the programs offered. Numerous testimonials had been collected by staff from delighted program participants. The photographs were not "stock" images, and the people shown were members of the community. The Recreation Division boasted seven facilities and the Denson Pool. It was noted 2,200 youngsters participated in the swimming program. The Sims Center housed the Youth Empowerment Center and addressed teen and gang-related crime. 2 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 The Hester Center was a vital component of the community and offered activities sponsored by the Police Athletic League. Well over 200 boys and girls participated in the dance classes at the Civic Center, and more than 200 programs were offered each year including sports, pre-school and visual arts. The Parks Division developed 29 green spaces, and maintained well over 165 acres of property. Other items discussed included opportunities for intergenerational programming and appreciation of nature through the City's Parks. The Recreation and Parks Department budget included the Revenue and General Funds. The Revenue Fund was established in 1992, and since that time, fees associated with self-sustaining programs were transferred out of the General Fund and into the Revenue Fund. The Department's budget also included the Transportation Division, Cemetery and Mausoleum. The General Fund budget for Recreation and Parks totaled approximately $4.5 million. More than $600,000 in revenues had been generated from pavilion, facility and ball field rentals, as well as beach parking permits and boat- launching permits at Boat Club Park. The Recreation Division's Operating Budget had decreased over the past four fiscal years. In fiscal year 2007-2008, the Operating Budget decreased from almost $2.8 million to approximately $2.5 million. The budget for the Parks Division had decreased as well. A per-capita analysis performed by the City's Fire, Police and Recreation and Parks Departments revealed the City spent a little more than $66 per resident. The Transportation Division was funded through the City's Gas Tax. The service included four Shopper Hoppers ("Transit Coaches") made possible through a County grant. The coaches were maintained and operated by Division staff. Two other buses owned by the Department were used for after-school programs and the Senior Center. The Department had received accreditation and was currently going forward with the re-accreditation application process. Mr. Majors noted the Board's involvement in the Department's Strategic Plan and the Board's approval of the conceptual system map. The Department had been engaged in a cost-recovery project and was attempting to identify core services such as parks and playgrounds. It was believed the core services were crucial and as such, should be available to everyone. However, it was felt the Department should be able to recover direct and indirect costs incurred for programs such as "Jazzercise" or a one-on-one tennis class. A cost-recovery pyramid had been implemented, and it was determined the parks and playgrounds would fall at the bottom, while programs for which recovery costs were sought, would be placed at the top. The project was being completed in-house, saving the City between $50,000 and $60,000. 3 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 The Department had been aggressive in seeking grants. Since 2001, more than 38 grants had been received, with Jaycee Park being the most significant. For every $2.50 invested by the City in the Department for the grants, the Department had returned almost $9. A discussion ensued during the presentation regarding the impact to the Department if a 15% cut were necessary. It was explained that a 15% cut would result in the loss of 12 positions, a reduction and/or elimination of building hours and programs, and it would be difficult to maintain the parks as they are currently maintained. Mr. Majors noted the presentation had been well received and the feedback received from the Financial Advisory Commission had been positive and encouraging. (Ms. Sloan left the meeting at 6:55 p.m.) Mr. Majors discussed the downward trend at the Tennis Center and Oceanfront and Boat Club Parks in terms of the number of permits sold. While the beach parking fee had increased from $30 to $40, the number of permits sold had decreased. Discussion ensued as to possible measures that could facilitate the purchase and sale of permits. Marketing the downtown area was discussed, and it was thought visitors could be attracted to the area to view the monuments at Veterans/Bicentennial Park. Mr. Majors suggested Ginny Shea, the City's Marketing and Promotions Manager, be invited to a future meeting. The members concurred. C.Pence Park conversion to a Dog Park Mr. Majors noted Commissioner Holzman had inquired as to the feasibility of converting Pence Park into a dog park and was asked to direct his inquiry to the Board. Pence Park consisted of approximately 5 acres, dominated by a multi-purpose field. Staff had investigated other dog parks, and it was revealed most were divided into three zones, one for small dogs, one for large dogs and a rest area. The dog parks located in Boca Raton and Palm Beach County consisted of three or four acres and cost approximately $100,000 to maintain. The cost to maintain Pence Park in its current condition was approximately $40,000-$45,000. Commissioner Holzman had indicated he felt the conversion would be beneficial to the downtown area by making it more of a destination point. Concerns expressed by the Board members related to parking issues, the potential for dogs running loose in the park, and the fact that the conversion would be too much of a compromise for the community. It was suggested another downtown area be explored. Mr. Majors proposed residents from the community be invited to the next Board meeting. The 4 Meeting Minutes Recreation and Parks Advisory Board Boynton Beach, Florida November 29, 2010 feedback provided could be taken into consideration, and a recommendation for the appropriate use of the Park could be made by the Board. D.Future Meetings. This item was not discussed. VI. Items for the City Manager's Attention None. Mr. Majors provided a replacement page for the orientation manual which reflected the name change of Bicentennial Park to Veterans/Bicentennial Park. VII. NEXT MEETING: The next meeting would be held on Monday, January 24, 2011, 6:30 p.m., at the Senior Center. VII. Adjournment There being no further business to discuss, the meeting adjourned at 7:47 p.m. Stephanie D. Kahn Recording Secretary 12-6-10 5