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04/22/1996PARKS AND RECREATION BOARD CITY OF CLEARWATER April 22, 1996 Present: Charles Weaver Donald Harris Gary Giordano William Kirbas Gary Meritt Larry Lindner Freda Clayton (arrived 6:32) Chair Vice Chair Board Member Board Member Board Member Board Member Board Member   Ream Wilson Art Kader Steve Miller Gwen Legters Parks and Recreation Director Parks and Recreation Assistant Director Recreation Superintendent Board Reporter   The Chair called meeting to order at 6:30 p.m. in City Hall. To provide continuity, the items are listed in agenda order although not necessarily discussed in that order. Minutes Approval - March 25, 1996 Member Harris requested a correction on page 4, paragraph 1, stating he did not question when the two vacancies would be filled, but if the size of the board could be reduced from nine to seven members. Member Harris moved to approve the minutes as corrected. The motion was duly seconded and carried unanimously. One member expressed concern the minutes are too vague. More specific detail and more mention of members’ names was requested. It was indicated the summary minutes being seen now are prepared in this manner to provide more consistent customer service to a larger number of boards. Another member requested minutes sooner. As indicated at the last meeting, draft minutes are submitted for staff liaison review within two weeks of each monthly meeting. After final edits, the pre-approval version is sent to staff for inclusion in the agenda pack. Mr. Wilson offered to mail the minutes as soon as he receives them, instead of waiting for the agenda packs. Member Weaver suggested saving postage by including minutes in agenda packs, and mailing packs earlier. Mr. Wilson agreed to try preparing the agenda earlier in the month. Correspondence Member Weaver received a suggestion to install divided benches in Crest Lake Park to create more seating and less sleeping area. Mr. Wilson will investigate fabricating dividers for existing benches. A note expressing concerns regarding pedestrian safety in Clearwater beach crosswalks was received in the City Manager suggestion box and copied to a number of entities. Member Kirbas offered to relay the citizen’s suggestion for stop signs on Jolley Trolleys to augment the trolleys’ flashing lights. A question regarding underground sprinklers was reiterated to staff in response to a letter from the Clearwater Beach Association. Mr. Wilson said a test of an underground sprinkler system was conducted on a property along Gulf Boulevard. It was determined the systems in use currently serve the City’s needs as well, if not better than, the underground system. Upcoming Recreation Events - Report by Steve Miller Mr. Miller distributed handouts highlighting programs and events scheduled for the month of May. He called attention to 1) nursing home games at the Long Center; 2) summer camp registration; 3) the Counselors in Training program; and 4) boys’ baseball and girls’ softball. A question was raised regarding radio advertisements of a big band concert at Coachman Park. Mr. Miller said staff notifies radio stations of many City concerts and public service announcements are made by the stations. Old Business A. Parks Usage Intern Survey - General Discussion / Ream Wilson Mr. Wilson reviewed the results of the survey presented last month by City government intern Crystalyn Rosene. He said two primary concerns revealed by the survey regarded participant cards and more advertising. He spoke at length regarding who was surveyed, why one third of Clearwater citizens do not use park facilities, and how cleanliness and safety concerns are being addressed. He addressed comments about facility and equipment maintenance, programs wanted in more areas, fees and taxes. Birgit Dowd, Public Information Specialist, joined Mr. Miller in reporting the marketing and advertising approach currently in use. They displayed a sampling of newsletters, magazines, postcards, brochures and flyers available to the public. They explained literature is distributed through public schools, and mailed to past participants, participant card holders and as utility bill stuffers. Television, radio and print media do public service announcements, and the City library public information guide (FROG) carries information. Staff does not feel a shortage of advertising materials exists, so they looked at the following ways of improving distribution of existing literature with minimal financial impact: 1) Information kiosks in Clearwater Mall and the City Marina; 2) Listing recreation services and contact telephone numbers in the Leisure Services Guide; 3) Through a proposed “City Hall in the Mall” partnership between the City and Pinellas County; 4) Greater use of utility bill stuffers and direct mail services; 5); Advertising on the Internet; 6) Network marketing through apartment and condo associations and special interest groups; and 7) Extensive use of the City’s C-View television channel. Mr. Wilson invited comments regarding circulation, advertising and promotions. While several members supported greater use of utility bill stuffers to save postage, Mr. Wilson said timing is difficult to coordinate and not always successful due to the lead time required and bills being mailed at different times. A suggestion was made to contact Florida Power about mailing stuffers in power bills. One member said studies have found direct mail nets only six percent response and felt that money could be put to better use. It was indicated statistics suffer from a self-selection process and staff was cautioned to base decisions on more criteria than just surveys. Staff requested more information about one member’s suggestion to place sealed information boxes in parks and transportation terminals where citizens have time to stand and read the advertising. Ms. Dowd said they are excited about the information kiosks being created by Silver Image. She reported the massive amount of electronic data the kiosk computers will contain concerning City recreation programs. Discussion ensued regarding whether or not electronic touch-screen technology is an effective way to relay information to the public. In response to a question, Mr. Wilson said staffed recreation facilities report over one million visitors a year. Mr. Kader noted word of mouth advertising about the City’s quality programs and staff is very powerful tool. Staff felt increased use of Clearwater Parks and Recreation participant cards would result in greater participation. They looked for ways to encourage citizens to acquire cards. Discussion ensued regarding acquisition and use of participant cards at pools, tennis courts, and other facilities. The board supported the $3.00 resident fee for the card to cover administrative costs. Discussion ensued regarding resident versus non-resident park usage and participant cards. It was indicated the tri-annual Communiqué publication contains updated information of facilities where participant cards may be purchased. Concern was expressed with the requirement for two forms of identification. It was indicated residency verification is needed. Mr. Wilson reported what is being done to add and augment walking, jogging, and skating trails. He indicated the survey confirms staff is moving in the right direction and the data will be helpful in future planning. Member Weaver left the meeting at approximately 7:30 and Member Harris assumed the chair. B. Tennis Courts Mr. Wilson opened discussion regarding costs, popularity and demand for soft versus hard surfaced tennis courts. He felt the demand for soft courts is probably being satisfied by private clubs. He pointed out the City would have to charge more for the use of soft courts to meet the expense of building and maintaining them. One member felt this would be appropriate at a facility such as the McMullen Tennis Complex. It was noted Bardmoor will be closing and those patrons will be looking for somewhere to play. A question was raised if soft courts could be added to accommodate those who cannot play on hard courts. Mr. Wilson said he would investigate the possibility of diverting racquetball funds to create soft courts, but recommended keeping the hard courts as they are. Discussion ensued in response to a member’s suggestion regarding annual memberships or season passes for tennis courts, such as those issued for swimming pools. Staff did not support memberships, stating the fee structure in place is adequate, based on public input. Mr. Wilson pointed out memberships can result in fewer people taking a larger percentage of the court time, resulting in lower revenue per use. It was questioned if season passes, or slack time versus peak time passes, junior, or early bird passes may be the answer to better utilization. Staff will investigate. Mr. Kader reported tennis court lighting has been moved up to #10 in the budget priority listings. Mr. Wilson said it is requested for the fiscal year 1996/97 budget for October 1. Priority for the Clearwater beach pool, or recreation aquatic park has been moved up to #20, immediately after the ongoing maintenance projects. The board was hopeful funding will be approved. Staff was requested to look at painting a net line on the tennis wall behind the handball courts at Forest Run Park. Mr. Kader will check into it. C. Capital Improvement Projects Status for 1995/96 - Report by Art Kader Mr. Kader distributed a handout listing 25 current projects and the status of each. He highlighted details of Countryside Center, Crest Lake Park restrooms, Lake Chautauqua Park, picnic shelters, tennis court resurfacing, and light replacement. Of these, he was happy to report all are on, or ahead of schedule, except tennis court lighting. Mr. Wilson reported Sand Key Park development has been moved up in support of beach renourishment. The site plan design will begin and this project will be on the CIP list for next month. New Business A. Activity Presentations Mr. Wilson said the Divisions of the Parks and Recreation Department are Nursery, Recreation Facilities, Parks, and Recreation Programming. He distributed a handout listing the main areas of responsibility associated with each division. He questioned which division the board wished to review next. Member Kirbas moved to request the Nursery Division to prepare the next presentation. The motion was duly seconded and carried unanimously. It was suggested to invite the Beautification Committee members so Nursery Superintendent Mark Roether can make his presentation to both groups at once. Mr. Wilson will invite the committee and advise Mr. Roether of the board’s request. B. Board Tour of Parks and Recreation Facilities Discussion ensued regarding the best day and time to set up a van tour. Consensus was to schedule an early evening tour on Monday, June 10, 1996, from 6:00 to 9:00 p.m. Mr. Wilson will bring a proposed itinerary to the next meeting. Ms. Legters was asked to take minutes, schedule permitting. C. Proposed Skateboarding/Roller Skating Ordinance Mr. Wilson distributed copies of the first draft of the ordinance being prepared by Assistant City Attorney Rob Surette. Mr. Wilson said staff has concerns about the ordinance. He asked the board to review the draft and bring recommendations to the next meeting for forwarding to Legal. Board and Staff Comments In response to questions from Member Lindner, Mr. Kader said the new fitness area planned for Crest Lake Park is a court, not a trail. The stations will be set up in a group, allowing users to determine their own walking/running course between stations. It is hoped the court will be set up in the shade. Mr. Wilson said it will be located in the northeast quadrant of the park, by Lake Street and Cleveland Street. It was indicated the trail has disappeared. Mr. Kader will pursue remarking. He said grant money is available for a soft, rubberized surface for the fitness court. In response to Member Clayton’s question, he did not believe the grant money would be enough for a rubberized tennis court surface. Member Giordano said he received positive feedback regarding new sidewalks in the Meadows subdivision. He questioned why access to the nature trail was closed. Mr. Wilson said that area is a wetland that became difficult to maintain. Concerns were raised about snakes, also. He will check with Environmental Management to see if anything can be done to reopen the area to pedestrians. Member Kirbas expressed concern that correspondence between board members and staff should be addressed to the entire board. Mr. Wilson concurred, reminding members he is available to speak with them by phone, also. Member Harris noted the board has been running smoothly for several months with seven members and questioned the board’s feelings about making this a permanent change. Consensus was to recommend the City Commission consider a code amendment reducing the permanent membership of the Parks and Recreation Board from nine to seven members. Mr. Wilson will forward this recommendation to the City Commission. Adjournment The meeting adjourned at 8:28 p.m.