Recreation Advisory Committee (RAC)

PUBLIC NOTICE AND AGENDA OF THE GROVELAND RECREATION ADVISORY COMMITTEE MEETING SCHEDULED TO CONVENE AT 6:30 P.M. TUESDAY, OCTOBER 11, 2022. IN THE LAKE DA YID COMMUNITY CENTER LOCATED AT 450 S. LAKE A VENUE, GROVELAND, FLORIDA 34736 CHAIRPERSON JOSCELYN CAMPBELL jo cclyn.campbcl l@grovcland-t1.gov VICE-CHAIRPERSON LINDA COWELS linda.cowels@,grovelancl-fl.gov COMMITTEE MEMBER AMANDA TRAYWICK amandn.traywick(lr,gr velo nd- tl.gov COMMITTEE MEMBER PAULA HALL paula.hall(ci, groveland-fl .gov COMMITTEE MEMBER DA YID BADILLO david .b dil lo(a,gro la nd-fl.go\' COMMITTEE MEMBER CHUCK KENZIG charles. kenzig(Zi-groveland-tl .gov COMMITTEE MEMBER SHANA MARTIN shana.rnartin @, gr eland-fl .u.o\ COMMITTEE MEMBER MICHAEL GRIS michael.gri s(Zi groveland-fl .go v SCHOOL BOARD REP LASHAWN IRVIN lashawn.in in(fi,gro vel and-tlgo\ PARKS/RECREATION DIRECTOR MIKE WALKER mike. walker(ZL'.gro veland-fl.gov RECORDING SECRETARY LEOTA BARGER le la.banrcr@grovelaod-tl.gm, Please note: Most written communication to or from government officials regarding government business are public records available to the public and media upon request. Your e-mail communications may therefore be subject to public disclosure. CALL TO ORDER PLEDGE OF CONDUCT • We may disagree, but we will be respectful of one another. • We will direct all comments to issues. • We will avoid personal attacks. • Audience members wishing to speak must he recognized by the Chairperson . • Speaking without being recognized will be considered "Out of Order." OPENING CEREMONIES a. Pledge of Allegiance ROLL CALL CONSENT AGENDA Consideration of Approval: • July 12, 2022 RAC Meeting Minutes • September 13, 2022 RAC Meeting Minutes PRESENTATIONS 2022/2023 Calendar of Events • September Post Event Report • Upcoming Event Update OLD BUSINESS 1. Capital Improvement Plan (For Review) 2. Update Cherry Lake Park 3. Update South Lake Regional Park NEW BUSINESS 1. Christmas Holiday Theme Recommendation - For Submission to City Council 2. Christmas Parade Grand Marshall Recommendation - For Submission to City Council REPORTS a. Elise Tomlin Center b. Committee Member Reports PUBLIC COMMENT ADJOURNMENT Groveland Code of Ordinances Sec. 2-58 (j). Any person desiring to address the Council shall first secure the permission ofthe presiding officer and shall give his name and address for the record. All remarks shall be addressed to the Council as a body and not to any member thereof unless permission to do so is first granted by the presiding officer. Unless further time is granted by the presiding officer or the council, member ofthe public shall limit their discussion or address to no more than five minutes. No question shall be asked a council member or city official except through the presiding officer. Ifyour address is exempt from public record, you are not required to state it. In addition, do not give out your Social Security Number, phone number, email address or any other information you do not want others to have access to as the meetings are recorded and those recordings are considered public record. Pursuant to the provisions of Chap. 286, F.S., Sec. 286.0105, if a person decides to appeal any decision made by this body with respect to any matter considered at this meeting, he or she will need a record ofthe proceedings, and that for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record may include the testimony and evidence upon which the appeal is to be based and is advised to make such arrangements at his or her own expense. *In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statute, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk's Office no later than 5:00 p.m. the day ofthe meeting.  City of Groveland Minutes Recreation Advisory Committee Meeting Tuesday, July 12, 2022 The Groveland Recreation Advisory Committee (RAC) held a regularly scheduled meeting on Tuesday, July 12, 2022 in the Lake David Community Center located at 450 S. Lake Avenue, Groveland, FL 34736. Chair Joscelyn Campbell called the meeting to order at 6:30 p.m. with Vice Chair Linda Cowels and the following Committee Members present: Amanda Traywick, Paula Hall, Chuck Kenzig, Shana Martin. Michael Gris and Lashawn Irvin. Also present was City official, Mike Walker, Parks and Community Services Director. Absent was board member David Badillo. OPENING CEREMONIES Pledge of Allegiance led by Committee Member Chuck Kenzig ROLL CALL Vice Chair Linda Cowels called the roll. CONSENT AGENDA Consideration of Approval: A. April 12, 2022, RAC Meeting Minutes Motion: Committee Member Shana Martin moved to approve the April 12, 2022, RAC Meeting minutes as presented and Committee Member Hall seconded the motion. Motion passed with unanimous approval, 7-0. B. May 1O, 2022, RAC Meeting Minutes Committee Member Paula Hall requested the May 10, 2022, RAC Meeting minutes be pulled for correction regarding the conversation between Committee members Traywick, Hall and Badillo with event staff regarding their concern of lack of planning a Memorial Day event. Minutes will be corrected and brought back to the next regularly scheduled RAC meeting for review and approval. PRESENTATIONS Strategic Plan Update - Tim Maslow, Community Development and Economic Director Mr. Maslow gave a presentation on the Strategic plan and noted they put together a planning committee in October of last year and the task was to create a city wide strategic plan that was not specific to internal city operations, but was to involve everyone citywide; city government, local businesses, and residents, something that everyone could get involved in and be a part of.so that we are all working towards a common goal. The plan was adopted in June of 2022 after eight months of work and presentations by the committee. He reviewed the Mission statement, Vision statement, Core Values, with five focus areas of Intentionality, Connectivity, Vitality, Knowledge and Heart noting this presentation is targeted towards what Groveland will look like in 10 years. 1  JULY 12, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES Mr. Maslow reviewed the core fundamentals : o Informed and Engaged Community o Preservation and Conservation o Eco-Agrarian Lifestyle o Community Livability o Financial Health Implementation - Committee Member Chuck Kenzig noted he would like to see the RAC committee involved in the implementation of parks and open areas. Mr. Maslow suggested that some or all of the RAC attend future meetings to show their support. Chairperson Joscelyn Campbell noted she hoped that consideration to special needs individuals will be addressed as they build out more parks and Mr. Maslow indicated that would definitely be taken into consideration. 2022 Calendar of Events - Mike Walker, Parks and Community Services Director Director Walker reviewed the 2022 Calendar of Events to include: • Wacky Wednesday throughout the month of July • Summer Program Schedule had 29-35 children fishing • Volleyball • Back 2 School Backpack Drive Committee Member Chuck Kenzig suggested that the registration process being online provides an opportunity to gather resident and non-resident statistics that could be put into a format that would help you to analyze at the end of the year when planning future events and Director Walker agreed. OLD BUSINESS Mike Walker, Director Parks and Community Services 1. Capital Improvement Plan Director Walker reported the splash pad shade structures have been ordered however the quantity was cut back from 4 down to 2 shade structures. The reason for the cutback is the David Blanks Park Restroom which Is about 40% completed and was originally budgeted at $75,000 has incurred an increase in cost. Since the scoreboards at Jimmy Thomas Memorial Park are working, they have transferred the funds for new scoreboards in the amount of $30, 000 and the funds for the additional 2 shade structures to the David Blanks project. He noted there is park signage funding in the 2023 budget as well as kiosks for the parks and above ground water features for the splash pad. Director Walker noted that Groveland was chosen as one of 10 agencies by the National Recreation and Park Association to compete in the Niagra Perk Your Park contest where the top three voted agencies will receive $75,000 funding for their splash pad. As soon as 2  JULY 12, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES he receives all of the information on voting he will get that information out to you, so please share with your friends and family. 2. Update -Cherry Lake Park Director Walker noted that at the April meeting we had an update with handouts but now we have something a little more professional to see. We had several budget workshops with City Council last month and they have supported the Master Plan process and identified what they would like to see in Phase 11, ie. "Natural Charm Playground Zones with elements consisting of Swings, Spinners, Climbers, Ramped structures, a Zip line, Seesaws, Toddler Swings, Toddler structures, and picnic tables. He scrolled through slides of the proposed playground elements showing shade structures. He also reviewed the Construction Cost Estimate noting the project was originally estimated at $2.4 million but Chris Coghill and the procurement team worked with their vendors and actual figures are $1.9 million with a $500,00 savings. City Council has given us a budget of 1.3 million FY23 to be added to the 3 million which will carry forward. Design and construction documents should be completed by AugusUSeptember. NEW BUSINESS 3. Challenged Champions and Heroes - Chairperson Joscelyn Campbell Chairperson Joscelyn Campbell noted the Challenged Champions and Heroes Awards, and Family Fun Afternoon will happen on July 30 th . She noted July 29 th is National Challenged Champions and Heroes Day and our city has followed that as well with a proclamation to make July 29 th Challenged Champions and Heroes Day here in Groveland as well. We are partnering with Parks and Rec Department and the Back 2 School Backpack Day. The way it will work is while children are picking up their back packs starting at 10:00 am, the specials needs children will be in respite care inside the sanctuary from 10:00am - 11 :30am. At 11 :30am the special needs children will get to pick up their back packs for themselves with their families which will be a first for them, then they will go right into the event with hotdogs, bounce house, vendors, etc., and it's just going to be a family fun day. Also, between 12:00pm and 2:30pm they will be presenting the challenged champions and heroes awards to care givers, we are also presenting to leaders of the community and city employees. She noted she would love for the RAC members to be there. 4. Recreation Advisory Committee Responsibilities - Chairperson Joscelyn Campbell Chairperson Joscelyn Campbell noted this is something the committee needs to discuss. She began by explaining the Committee Member Chuck Kenzig had originally brought up the idea of splitting up RAC responsibilities, not to take away the individual reporting responsibilities, but a way to effectively utilize our responsibilities and at the same time help Mike by splitting up our best assets. Committee Member Chuck Kenzig asked everyone to look at the current RAC duties and see if you have the desire to take on some of these duties based on your experience or interest. 3 JULY 12, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES Committee Member Amanda Trawick asked if there was a liability with the city if one of them volunteers to do something and they get injured. Vice-Chair Linda Cowels noted the suggestion on the floor is that we read through the responsibilities listed, and we should read them out loud, so we understand them. These are our responsibilities and duties as an advisory board member and when we came onboard, we signed on to fulfill these responsibilities. Committee Member Chuck Kenzig is asking you to see if there is an area that you would like to give more of your time and attention to help this committee and this city advance Vice-Chair Linda Cowels read the responsibilities as follows: 1. Serve in an advisory capacity to the Council and City Manager on matters pertaining to public recreation, parklands, and related facilities. 2. To serve in an advisory capacity to the Council and City Manager on matters pertaining to art, literature, music, theatre, and other related activities. 3. To serve in an advisory capacity to the Council and City Staff with respect to the establishment of user/rental fee schedules for parks, sports fields, and public facilities. 4. To recommend solutions to scheduling and use conflicts of City recreational facilities . 5. To recommend rules and regulations for use and improvement of public parklands, recreation areas, squares, and grounds, including playgrounds, concessions and recreational and related facilities and programs installed and maintained therein. 6. To serve in an advisory capacity to the Council and city staff with respect to policies for the acquisition, development and improvement of parklands and recreational areas. 7. To recommend to the Council a comprehensive recreation and parkland use program based on the needs and interests of the community to assure and stimulate public interest, and to solicit to the fullest extent the cooperation of schools, local youth and public and private agencies. 8. To give input on park and recreation grant requests and assist the City Council and City Staff with lobbying granting agencies or organizations for funding . Vice-Chair Cowels stated these are our responsibilities and duties, and for her personally, she understood what Committee Member Chuck Kenzig suggested from the beginning, because she thought the same thing. She noted when she is going to a board or an organization, one of her first things to do is look at what are the duties on this board, it's like a job description. She noted that she gravitated to number 8, that is one of the fields that she felt she had expertise in and knew she would be applying for grants for the benefit of the city, not just the benefit of her organization. but for the benefit of the community in which she serves. Chairperson Joscelyn Campbell noted there was no liability in fulfilling these duties of the board which are our responsibility. 4  JULY 12, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES Committee Member Chuck Kenzig suggested they go around the table to see who might see an opportunity they want to volunteer for. He feels he would be best at numbers 5 and 6 as well as 8. Vice-Chair Linda Cowels volunteered for number 8 and number 7. Committee member Shana Martin volunteered for number 1. Committee Member Michael Gris volunteered for number 5. Committee Member Paula Hall volunteered for number 4. Chairperson Joscelyn Campbell encouraged the RAC members to be present at City events. It has been mentioned and is noticed when RAC is not present at City events. She explained that as board members of the RAC it is expected that we not only help Mike and his staff but that we are also in attendance at city events. Committee Member Chuck Kenzig suggested that Mike let them know when it is particularly important to have RAC presence at a particular meeting or event. Discussion took place regarding board members desiring to communicate with each other outside of board meetings. Director Walker reminded them that Sunshine Law prohibits board members from talking about board issues outside of a board meeting. 5. 2023 Calendar of Events - Discussion and Approval Director Walker noted the 2023 Calendar of Events was included in the City Council Budget Workshop and does contain budgetary factors therefore it will require approval. The calendar is the same other than the Centennial event has been removed and we will hold a Founders Week Celebration instead. He noted there is a typo in August, "Back to School Event should read, "Back to School Movie". Chairperson Joscelyn Campbell shared her desire to have an event for Challenged Champions and Heroes added to the July Calendar since the City has proclaimed July 29 th as Challenged Champions and Heroes Day. Committee Member Martin motioned to approve the 2023 Calendar of Events with the addition of an event for Challenged Champions and Heroes in the month of July, date yet to be determined. The motion was seconded by Committee Member Chuck Kenzig. Motion carried unanimously. PUBLIC COMMENTS Mr. Richard Skyzinski shared his desire of having pickle ball courts in the City of Groveland and he noted he would be supportive and willing to work with City Staff to facilitate the process. 5  JULY 12, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES ADJOURNMENT Chairperson Joscelyn Campbell adjourned the meeting at 9:22 p.m. n. ~ Groveland FLORIDA Cir; w,th Norum/ Cham, Joscelyn Campbell, Chair Attest: Dodie Barger, Recording Secretary *** A Recording Secretary was unable to be present at the July 12, 2022, Recreation Advisory Committee (RAC) meeting, this meeting was recorded utilizing a Zoom Meeting "online" recording and had no in-person transcription. Due to the acoustics in the Lake David Center, the recording was difficult to understand and at times was totally inaudible. These minutes were presented at the September 13, 2022, RAC meeting for review and approval. Some of the RAC members commented at the September 13th meeting that some discussion comments had not been captured in the minutes from the July 12, 2022, meeting, and they felt it was important to include those comments. At the direction of the City Clerk and the City's Attorney, this disclaimer is being added to these July meeting minutes, explaining the issue and referencing the discussions can be found in the September 13, 2022, RAC meeting minutes. 6  City of Groveland Minutes Recreation Advisory Committee Meeting Tuesday, September 13, 2022 The Groveland Recreation Advisory Committee (RAC) held a regularly scheduled meeting on Tuesday, September 13, 2022 in the Lake David Community Center located at 450 S. Lake Avenue, Groveland, FL 34736. Vice Chair Linda Cowels called the meeting to order at 6:30 p.m. with the following Committee Members present: David Badillo, Michael Gris, Paula Hall, Chuck Kenzig, Shana Martin, Amanda Traywick and School Representative Lashawn Irvin. Also present was City official, Mike Walker, Parks and Community Services Director and Recording Secretary, Dodie Barger. Excused Absence - Chair Joscelyn Campbell. OPENING CEREMONIES Pledge of Allegiance led by Committee Member Gris. ROLL CALL Recording Secretary Dodie Barger called the roll with all present excluding Chair Joscelyn Campbell who has an excused absence. CONSENT AGENDA Consideration of Approval: A. May 1O, 2022, RAC Meeting Minutes Motion: Committee Member Traywick moved to approve the May 10, RAC Meeting minutes as presented and Committee Member Martin seconded the motion. B. July 12, 2022, RAC Meeting Minutes Committee Member Traywick noted at the July 12th meeting there had been discussion on committee member participation and both she and Committee Member Martin had made comments that are not reflected in the minutes and she requested the minutes be revised to reflect the comments. Recording Secretary Barger noted she had great difficulty transcribing the minutes from the July 12th meeting due to the poor quality of the recording and the fact that there was not a recording secretary at the meeting to take physical notes increased the difficulty. Director Walker asked Committee Member Traywick if there was a specific discussion that took place and noted that he was aware that she and several of the committee members had received copies of the recording and asked if they were able to hear the specific comments in question. Committee Member Traywick noted the recording was terrible and she could not hear the discussion. She proceeded to comment the committee meeting should be moved to a better location or have better quality recording capabilities. She proceeded to ask Committee Member Martin if she would like to make a comment and Committee Member Martin made the following comment: "Chair Campbell had made a comment that nobody on the committee attended any outside events other than the RAC meetings and she had 1 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES commented that Paula Hall and Amanda had been to so many things outside of our meetings and Chair Campbell said that was a long time ago but it wasn't that long ago and she just wanted to make note that it wasn't like nobody ever went to anything. When Amanda was President and we had a Chair and Vice-Chair, they attended all the time." Committee Member Traywick proceeded to recite the following comments: "What I brought up was that I have always stated that this committee should always be the first line of volunteers and I still believe that but what I did speak on was that I asked what the difference was between last year and this year. You still have all the same people with the exception of one and the majority of these people on this committee were not at any of the functions and like Committee Member Martin stated, it was mostly Paula, David and myself and so I think that needed to be addressed in the minutes because it wasn't as if this committee had not been represented because it had quite thoroughly and if other people didn't attend, that is not on the rest of us that did attend. So I felt like, I hate to do this when our Chair is not here, but I felt like she came on kind of threatening and challenging to Committee Member Martin and I felt like she threatened Committee Member Hall, she wouldn't stop talking and accused her of I believe it was threatening her and Committee Member Hall said if you would stop talking you would hear what I am trying to tell you, and she didn't, just like when she challenged Committee Member Martin. You know we still have to listen whether we agree or disagree, that's not the issue, the issue is we still have to listen and allow each person to speak and when it comes to this committee, I am very passionate about it because we have done a lot of good things in the city and I'm sure that will continue but I just wish that there would have been an explanation because there was not and nothing I stated was in the July 12th minutes, nor were Committee Member Martin's comments.so I do not concur with the July 12th minutes, they need to be amended." The Recording Secretary again stated the comments on the recording were inaudible and could not be transcribed and asked if Committee Member Traywick wanted to meet with her to listen to the recording and try to obtain the verbiage. Committee Member Traywick stated that she has the recording and she understands that it is inaudible and that is why she is bringing this point out tonight because it is extremely difficult to hear, you can't make any heads or tails out of anything and that doesn't need to continue, going forward we need to rectify this situation to either get a better microphone system, or move back over to the Puryear building because the echo is so bad in here you do have issues. Director Walker noted the unfortunate part of the problem is the fact that there was not a recording secretary at the meeting to hear and take notes to understand what happened so there are some compounding issues with that meeting. If we would have had a person in place it might have helped. Committee Member Traywick stated that she agrees but she still stands on that she had said: "You cannot force people to volunteer for positions to do anything, this is a volunteer 2 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES position and we do what we choose to participate in. It's always been that way and she doesn't see it changing because it's not like this is a paid position, we are strictly volunteers, we might like certain things, but I don't think we should be constricted to one type of committee or other." Committee Member Hall noted that she would like to add just a little notation: "While we can't change yesterday, we can change tomorrow and how we move on from this point" and I think that is a very valid and important thing. I have been really distraught about the comments that were made, name calling, different things, and it was definitely inappropriate, it's definitely unprofessional but more importantly we do need to work as a team and gentlemen I've worked with each of you over the years and you know what, there is no "I", there is no one in this room that's making everything happen by themselves. Without the team we can't progress so until people start treating others like they didn't vanish into thin air and like they are not sitting here and treat each other with respect I see major problems coming. I feel like, I don't want to say I'm being ousted but I feel like, and I do want all of this recorded, for the simple fact since I moved here, I've wanted to make a difference, there's things I have never missed from day one, doing the backpacks, I have been here every single time to help. I was not there this year and I had many reasons for not being there and it broke my heart, and I thought about it all day long but until we can treat each other with respect and move forward and know that we are all equal, there no one better or worse in this room, we all have challenges, we are all trying to make the best of it, maybe some of us are a little bit more outspoken, maybe some of us talk about it quietly behind others which is wrong, and unfortunately I'm one of the ones who speak out because you know what, I feel this way, you know what I'm thinking and if you want to say something to me I might not like it but I'm a big girl and I'll handle it. So, from this point I can't change yesterday but I can change tomorrow and how it's being addressed, and I will." At the completion of this discussion regarding the minutes Vice Chair Cowels asked for a Roll Call on the May 10th RAC meeting minutes. Roll was called with four yay's and three abstaining, minutes were approved with a majority vote. Vice Chair Cowels questioned status of the July minutes and Director Walker noted they will be tabled and we will try to regroup and capture the discussion. He noted we have comments from Committee Members Traywick and Martin, he would ask if the committee members agree with the comments provided and noted we will see if we can make the amendment, we will check with the City Attorney and the City Clerk's office to verify that we are able to make those adjustments since the audio is not clear and we will be able to confirm that the committee was in agreement. Vice-Chair Cowels asked for a motion. 3 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES Committee Member Gris made a motion to table the July 12th RAC meeting minutes for one month and add the notations from Amanda, Paula and Shana then bring the minutes back to the next meeting for approval. Motion was seconded Vice-Chair Cowels. Recording Secretary called the roll and the motion was approved unanimously PRESENTATIONS 2022 Calendar of Events Mike Walker, Parks and Community Services Director Director Walker reviewed the following : August Post Event Report 07/30/22 Back to School Backpack Event - had ten vendors including City of Groveland Police and Fire Departments, LaMesita de Pupusas, lceelicious, Supreme Party Machine, and Florida Tents and Events who provided a rock wall and bounce house. We had event sponsors from: Niagara Water, Bike Florida, Waste Connections, Community Health Centers, South State Bank, Marion Baysinger Library, and Kiwanis. The event was held at Hope International where over 650 families were served with food and fun and backpacks filled with supplies. 08/12/22 Second Friday Market - South Lake High School band and Cheer Team had a pep rally at the beginning of the market. We had 50 vendors - 38 retail and 12 food, (6 of the 12 were Food Trucks), with a kid zone and entertainment provided by DJ Mix on wheels Niagara Perk Your Park Contest- Contest began in August and ended on September 12th . City of Groveland was in the running as one of ten communities nationwide who received votes daily with the top three in votes receiving $75,000 to improve their Splash Pads. Unfortunately, we did not place in the top three, however last year we did not make it into the contest so we are improving. He noted how much he appreciated everyone who voted in the contest. Committee Member Kenzig complimented Director Walker and the department on all of the programs we have held and he counted 35 plus events on the calendar for this year and questioned the cost of putting on these events and how is affecting the department's budget and the ability to manage the budget as we continue to add programs because it seems like we are adding programs continually. Director Walker explained that we budget accordingly, we've done better the last couple of years putting an event calendar in front of the RAC then getting it blessed by City Council in so far as saying this is what we want to do and we put dollars accordingly with the budget and last years was higher because of Centennial but just to run through some numbers, this year we have $5,000 per month for the monthly market and holiday events such as Easter, Juneteenth, Arbor Day, Memorial Day, etc., that's $60,000 per year to cover those type of events and the twelve markets. We then had $10,000 which is broken out as the Christmas Holiday Parade budget, $40,000 for July 4th , $20,000 of that is for fireworks, so we are very detailed in our budget request for council so they know what they are blessing and I believe this current year the budget was $185,000 for the special event budget with 4 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES $100,000 of that being for Centennial. He noted going into our final budget reviews, the City Manager asked for budget cuts and he was able to cut about $50,000 out of the event line item by decreasing the monthly event budget to $4,000 and then instead of paying for both entertainment and sound we will target bands that have their own sound systems. He noted we have made an impact with your guidance to create this calendar of events and several City Council members have commented that Groveland is really offering a lot and other cities are looking and recognizing. We will also be looking to cut out 4th of July budget to include looking for more sponsors. It takes a lot of effort, staff time and dollars to put on these events. Committee Member Kenzig noted that special events are great for bringing our community together and bringing people to our city but the other side of that is that the Parks department as a recreation department is here to serve individuals also so recreation programming is also important, possibly more important and he doesn't want to see recreation programming suffer because of special events as personnel only go so far. He just wants to be careful on how many special events we promote or suggest for Mike to do because it impacts budgets and personnel. Director Walker noted we also had $25,000 in the budget for summer programming. This year we did do a little bit more which was mentioned at the July meeting so far as fishing, Wacky Wednesday, arts and craft, basketball, and volleyball camps. Committee Member Hall commented that all our staff are outstanding workers, and it had been noted in the past how over stretched they have been and she would like to know: 1. Have we added to our staff, can the overtime be reduced by volunteers? 2. Are we keeping track of and saving items purchased for events so they can be reused.at future events? Director Walker replied possibly with the overtime but your event coordinators are going to have to be at the events because they know the vendors. A lot of the overtime came from the Centennial events and 4th of July because of manual labor, staff has to work the event to do trash, get the streets cleaned up and reopened, unhook the generator and wiring, etc., so yes and no. So far as recreational supplies I agree and think as you do, items we purchase are now kept in our locked garage that only staff has access to. Committee Member Kenzig noted that $25,000 for recreational events and $185,000 for special events seems very unbalanced and he would like to see the programming side be elevated and some of the special events be reduced or combined if needed to get some balance because individuals are who the parks department should be accommodating Committee Member Martin noted she thinks the special events are important and what brings the community together. Director Walker noted we are working on it but you need the facilities to offer programing and we are currently building them while we are offering programming. Committee Member Gris inquired about the fees schedule for vendors and events. 5 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES Director Walker noted are vendor fee is only $10 for our markets and around $25 for our larger events like Centennial. So far as attending the events, they are free to the community. Committee Member Hall noted we had discussed in the past the idea of offering discounts to vendors for committing for a full year and wanted to know if we had implemented that. Director Walker noted that every vendor is different, some pay monthly, some pay 6 months and some pay for 12 months. Have we given a discount, no, we are only talking about $10 but it is a good point, if we escalate the fee in the future. Committee Member Hall clarified that her idea of a discount would be committing and paying for 12 months and giving them one month free. Also, by committing to 12 months it would ensure they get the same spot for every market. Director Walker said he would talk to Steven about this and noted even before Steven and Francesca came on board, it has been a battle at every market with 50-60 vendors, laying out the spots because the number of single and double spots change constantly and we do need to get to a point where we have identified all of the single spots, double spots, etc., and they are consistent, we just aren't there yet. Committee Member Gris asked how the committee can become ambassadors to help get more vendors and Director Walker responded that sharing out the flyer on each committee members Facebook page would be helpful. Committee Member Hall noted that in the past she has gone to Clermont and approached vendors at their events and invited them to come to our market. Director Walker noted that we are consistently pushing 45-50 vendors at our market, and it is a real job to get them loaded in between 2:30 and 5:00 so he doesn't think we are ready to handle 100 vendors at this point and time. He noted that he thinks Steven and staff have done a good job of growing the market and word of mouth has definitely helped. If you will recall two years ago, we started with about 14 vendors. Upcoming Events Update Director Walker noted our Second Friday Market was rained out last week and had been moved to this coming Friday. We will be celebrating Hispanic Heritage Month as part of our Market and have asked the vendors to decorate their booths accordingly. We will have 45 vendors and the entertainment will be a band called Ney Ney Ray along with a Mariachi band. 10/01 /22 - Bike Florida will be bringing a cycling event to Groveland Hay Roll contest has begun with hay rolls being delivered this week to be decorated and will be placed by October 1. They will be left out until Thanksgiving. 10/31/22 -Annual Trunk or Treat event will be held in the same footprint as our market. 6 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES Youth Basketball flyers have been placed around town and will also be going out to the local schools and will be held at Hope International. Registration will run through 10/03, skills assessment will take place on 10/10, first practice is 10/17 and actual games will start on 11/5, every Saturday, excluding holidays and will end on 01/14. We hope to continue that with an adult season and then return to a youth season and cycle like that throughout the year. We have youth baseball provided at South Lake Dixie Youth League which has been held at Jimmy Thomas Memorial Park for decades and we also have South Lake Pop Warner football program. Committee Member Kenzig asked how the fees were determined and Director Walker explained he came up with it based on his experience. He noted that $65 is not bad and he can guarantee that any child wanting to participate will play whether they can afford it or not. Committee Member Kenzig noted that he believes it is really important to charge for programs to encourage participation, even if its nominal, otherwise they won't make the commitment. OLD BUSINESS Mike Walker, Director Parks and Community Services 1. Capital Improvement Plan Director Walker noted the members have a spreadsheet in their packets which shows the percentages approaching 100%, we know the restrooms are done. The Lake David Splash Pad shade structures are at 75% and will be delivered next week and will be installed within the next few weeks. The David Blanks Restroom is at 50% and the restroom has been ordered and he confirmed we expect to receive it by mid-November and expect it to be completed by December. It will be placed adjacent to the playground within the fenced area. 2. Update - Cherry Lake Park Director Walker noted the Cherry Lake Plan Review is at 90%. The plans have been sent to the planning review committee at the city. Some of the comments from the planners were to explore alternatives to asphalt paving for the entry drive and parking lot areas to be more natural so we are currently working on that. There are concerns about the synthetic and recycled materials in the playground so we are looking at options to see how we can have fewer synthetic materials and have more natural materials. Committee Member Gris offered to help review the irrigation plans and Director Walker agreed to get with him next week. Director Walker noted we hope to be at 100% very soon and we are working on a groundbreaking ceremony for the middle of next month which will be attended by City Council and the various contractors. More information to follow. 7 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES 3. Update - South Lake Regional Park Director Walker noted they have gone out to bid and bids closed today at 2:00 pm. There were two bids received, the engineer estimate was 5.7 million. He has not reviewed the bids yet. We have an evaluation of the bids on September 27th and the goal is to go to City Council on October 17th to award the bid. This means South Lake Regional and Cherry Lake could be beginning simultaneously. Committee Member Gris inquired as to who the two bidders were and Director Walker replied it was Malever Construction and Olerich Construction. Committee Member Gris commented about emails he has received in his City email and he was suspicious so he wanted to get information on it. Director Walker noted it was wise to be careful and he will reach out to IT. NEW BUSINESS Vice-Chair Cowels shared that the Elise Tomlin Center had a great summer, the children received a scholarship from South Lake Community Foundation and South Lake Aquatic Club for 6 weeks of swimming lessons at the South Lake NOC center in Clermont. They received five bids on the Elise Tomlin Empowerment Center project. One bid was eliminated due to not meeting the requirements criteria and the remaining four are being considered. Senior Services Community Based Initiative was recognized by Governor Desantis with a Certificate of Recognition. The Senior Center currently has 22 seniors with three new seniors signed up today. The center has extended from 3 days a week to now 5 days a week and they expect to double in the near future. REPORTS a. Committee Member Reports Kenzig did research on State Funding sources and he will print them out and bring them to the next meeting for discussion and input from committee members. Director Walker asked School Representative Irwin when Middle School Basketball starts and she replied the middle of October for sign ups and practice then the actual games start in January. PUBLIC COMMENTS None ADJOURNMENT Vice Chair Cowels adjourned the meeting at 7:30 p.m. 8 SEPTEMBER 13, 2022, RECREATION ADVISORY COMMITTEE (RAC) MEETING MINUTES ~ ~ Groveland FLORIDA Cltywlrh \ ur,m,/ Cllarm Linda Cowels, Vice-Chair Attest: Dodie Barger, Recording Secretary 9