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07/23/2013 PARKS & RECREATION BOARD MEETING MINUTES CITY OF CLEARWATER July 23, 2013 Present: Ray Shaw Chair Candace Gardner Vice-Chair Allen Weatherilt Board Member Brooks Hammac Board Member Jerry Thompson Board Member Norene M. Marlow Board Member Ric Ortega Board Member Also Present: Kevin Dunbar Parks & Recreation Director Patricia O. Sullivan Board Reporter The Chair called the meeting to order at 6:30 p.m. at Bright House Field. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2 —Approval of Minutes —April 22, 2013 Member Thompson moved to approve the minutes of the regular Parks & Recreation Board meeting of April 22, 2013, as recorded and submitted in written summation to each board member. The motion was duly seconded and carried unanimously. 3 —Citizens to be Heard re Items Not on the Agenda: None. 4— New Business 4.1. Park Classifications Parks & Recreation Director Kevin Dunbar reviewed department park classifications: 1) Mini Parks; 2) Neighborhood Parks; 3) Community Parks: 4) Environmental Parks; and 5) Special Use Facilities. It was commented that pocket parks are not listed. Mr. Dunbar said classifications are based on park amenities. All parks are zoned Recreation/Open Space; the Moccasin Lake Nature Park Stakeholder Advisory Committee had requested a portion of that park be zoned Preservation. In response to a question, he said Northwood Park is a utility property. Years ago, neighborhood residents requested installation of playground equipment, which requires weekly inspection and repair; it will not be replaced when it no longer can be repaired. Concern was expressed that the park has no parking. It was felt that money should not be spent on something no one uses; it was said the park was used only three times in 15 days. Mr. Dunbar said relocating the equipment to another park would be costly; playground park equipment has a useful life of 12 to 15 years. Coachman Ridge Park playground equipment also is slated for removal; equipment was not replaced behind Countryside Library. Ongoing complaints by residents about equipment removal demonstrate the need to update the Master Plan. Concern was expressed that "Morningside Complex," as it is identified by signage, is classified as a Neighborhood Park yet many people living outside the one-mile radius patronize Parks & Recreation 2013-07-23 1 the tennis courts and playground. Mr. Dunbar said Morningside is a neighborhood park with a recreation complex designed to support the neighborhood; anyone can use open public space. 4.2. Parks and Recreation Master Plan Update Mr. Dunbar invited the board to view streaming video of the June 28, Special Council Work Session discussion re the Parks & Recreation Master Plan (posted online). Assumptions in the 20-year plan, unveiled in 2002, did not anticipate significant budget reductions that began in 2009. The plan for the next 10 years requires reevaluation. Beginning August 8 and over the next 6 months, a 20 stakeholder steering committee will review the Plan, the City's model of 109 parks, the distribution of discretionary funds, and make recommendations. Board members are invited to participate. Public input is being gathered via phone and online surveys and public meetings. In response to questions, Mr. Dunbar discussed the City's budget, current deficit, retained earnings, revenue sources, and City Council policy re reserves. 5— Unfinished Business 5.1 Pier 60 Playground Mr. Dunbar reviewed a memorandum regarding the board's April 23, 2013 vote to transmit a letter to Council opposing spending $400,000 for the Sandcastle Playground at Pier 60 Park and supporting spending that money on parks in residential areas. The letter was not sent as minutes were not received until the day after Council discussed the issue at its May 13 Work Session and decided not to fund the playground. A note regarding the board's request was placed in the Pier 60 Park File. Concern was expressed that the letter to the City Council was never sent. Mr. Dunbar said since letters have to be consistent with minutes, the department process is to generate letters after receipt of the minutes. Previously, the department produced the minutes and issued them sooner when they included time sensitive information. At the Work Session, he advised the Council regarding board member opposition to the playground. After the Council determined it would not fund the playground, the issue was dead and no letter was generated. Discussion ensued regarding Mr. Dunbar's presentation to the Council and if the Chair should write future letters. Concern was expressed that past board letters supporting Parks & Recreation Department plans were generated quickly, while this letter, which opposed department plans, never was written. It was felt the letter should be written as part of the public record. The Chair noted some board letters requested by staff address technical issues and need to be generated by the department. Consensus was for staff to write the letter to Council as the board requested and for the Chair to write future letters requested by the board; staff will continue to write letters requiring technical terminology. 6 - Items not on Agenda Mr. Dunbar reviewed the Sunshine Law; board members should not email each other. Even if the City retains all emails, the public would be unaware that correspondence had occurred and would not know to search for it. Parks & Recreation 2013-07-23 2 Discussion ensued regarding CIPs (Capital Improvement Projects). Mr. Dunbar said Sid Lickton field plans were not presented to the board as the City Council had approved the project. Concern was expressed that the Parks & Recreation Board cannot accomplish its task of making recommendations to the City Council if it does not receive project information before it is presented to Council. It was requested that staff provide to members before meetings future projects and conceptual plans before the start dates to provide board members an opportunity to ask questions and written CIP updates, including costs. It was stated the board should have the ability to advise the City Council re its support or opposition to projects. Discussion ensued regarding the difficulty of being effective when the board only meets quarterly. 7 - Adjourn The meeting adjourned at 7:57 p.m. followed by a brief tour of the facility. NEXT MEETING — October 22, 2013 at the Long Center Attest* Beard Reporter Chair Parks & Recreation Advisory Board Parks & Recreation 2013 -07 -23 3