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10-16-1985 Special . , , " \ t'" Q o .' CITY OF EDGEWATER PARKS AND RECREATION BOARD SPECIAL MEETING OCTOBER 16, 1985 7:00 p.m. MINUTES The Chairman called the special meeting to order at 7:00 p.m. in the Chambers of City Hall, announcing the special meeting was called because of lack of a quorum at the regular meeting held October 9, 1985. ROLL CALL: Members present were: Messrs. Jones and Sheridan; Mrs. Gilchrist~ Mrs. Curry and Mr. Montgomery were excused. Also present were Mr. Garrett, Parks and Recreation Director, and Mrs. Kay Bennington, Guest. APPROVAL OF MINUTES Mr. Jones informed the Board that the new procedure will be to move and second the reading of the minutes for approval. Mrs. Gilchrist made a motion the minutes be approved as read, seconded by Mr. Sheridan. Mr.. Jones then announced the minutes stand approved as read. CARRIED 3-0. OLD BUSINESS Edgewater Elementary School P.T.A. Request for Permission to Purchase Playground Equipment. Mr. Jones informed the Board Attorney Alvarez had replied in the negative to our memo as to the legality of purchasing playground equipment through impact fee monies. After discussion, Mr. Sheridan made a motion we send a letter informing the P.T.A. that the impact fee money was not designated for this purpose. After discussion, and due to lack of a second, the motion died. Mrs. Gilchrist then made a motion we send a letter to the P.T.A. explaining why we cannot legally assi~t them~ but sugg~sting they seek assistance from the City of Edgewater; motion seconded by Mr. Sheridan. Mr. Jones suggested perhaps we could try and help them in the future if they received the playground equipment by helping with the installation, but Mr. Sheridan believed we should not get involved in this, and Mr. Jones agreed we do have o~r own responsibilities in our own parks without helping everyone ~lse. A discussion then followed on the 99 year lease held by the/School, with the City of Edgewater, which now has 300 more children than it was designed for. If the School Board decides next ~ek to close this school down and build somewhere else, where would this leave the City of Edgewater, with their 99 year lease, and all the money they have spent on the playground equipment, and everything else. Mr. Garrett said they would be reimbursed on a pro-rata bases. Mr. Jones believed we should deIinitely look into it. Mrs. Gilchrist asked if there could be a clause inserted that would be contingent if the school ever relocated that the lands presently being used for parks and recreation could automatically be turned over to the County, continuing that 99 year lease. Mr. Garrett stated there could be a clause in there stating this could be severed at any time, and believes that clause is in there now. Mrs. Gilchrist then asked what about selling it, could a clause be added that the . ,," o o land could be sold. Mr. Garrett said in that case they would just go with whatever would be to their advantage, it would just be a straight business deal. Mr. Sheridan added they are going to get top dollar for it, and Mrs.Gilchrist asked if it would be sold twenty years from now would it be at the value the land is at the time of the leasing, but Mr. Sheridan said no, they would sell it at the fair market value. Mr. Garrett suggested we look for the Lease of the Elementary School and look into this. All were in favor of stopping debate on this matter. Mr. Jones then asked for a vote on the motion to write a letter to the P.T.A. which had been moved and seconded. Motion CARRIED 3-0. Discussion of Flag Poles - Reply from Council Mr. Sheridan suggested any area we develop that is up to the size we determine, that flag poles, landscaping, etc. will be included in future plans. Mr. Garrett suggested not just size, but location would be very important, especially where there is an office or an entrance to a major attraction. That way, when the office closes the flag comes down, when it opens the flag is up. Mr. Jones added that basically it is up to us, when we get to developing the parks, we can use our discretion, since Council has given us approval to decide. Mr. Sheridan suggested dividing the area for parks by the measure of an acre, or 43,560 square feet; one half an acre 21,780 square feet; just multiply the acreage by the 43,560 square feet and come up with approximately 2 acres or 3 acres for a minimum except with special exceptions where there is an allowance La' offices or patriotic nature. Mr. Garrett st ated you cannot necessarily go by the size of the lot, it's more the availability of people who can put up the flag, take it down, maintain it, protect it from vandalism, etc. Mr. Sheridan then spoke about making a determination to Council so it can be recorded and we know what we are doing. Mrs. Gilchrist suggested perhaps three acres or a little over, and Mr. Jones stated we are really limiting ourselves if we state, perhaps an acre; every piece of land that's an acre to have a flag pole; this could create a problem. Mr. Jones then discussed the idea of sending a letter to Council acknowledging their giving us the authority to determine where flagpoles should go, and that we will use our best iudgment when it comes due, and see '.there will be a flag pole where it is needed. Mr. Sheridan did not agree with this and stated we should determine an area where we are going to put a flag pole, no matter what size we determine, perhaps a minimum of two acres, which will eliminate 90% of what we have, outside accepted areas. Mrs. Gilchrist then added this could end up with a flag in really a "no-man's" land, and Mr. Jones suggested we table this until we have more members present to discuss it. Mrs. Gilchrist then made a motion to table this matter until more members are present to thoroughly discuss it, seconded by Mr. Sheridan. TABtED;"3-0~'~.' Discussion of Purchase of Land being considered by Council As Corrected. Mr. Sheridan stated he wondered why Council tabled this until they could go out and look at the property, that this is not consistent with their usual action. Mr. Garrett stated they did go out and look at other property before they gave him permission to go ahead, and Mr. Sheridan stated yes, but they did not table it until they could go out and look at it. This action they are taking now is not consistent, and Mr. Sheridan added they have no idea when they are going out to look at it. Mr. Sheridan also stated he Parks and Recreation Board Minutes of October 16, 1985 -2- . " . . '. o o believes one of the reasons they tabled it is because we haven't done anything with the property we already have. The Board agreed it has done everything it can to date. Mr. Sheridan then made a motion that a letter be sent to City Council requesting that this property we have, that has not been developed, be developed by a contractor, and if the Parks and Recreation Department does not have the time or manpower for supervision, it will be turned overtulthe Building Officials and let them super- vise it. He also stated we should have this done. Mrs. Gilchrist seconded the motion. The motion was then open for discussion. Mr. Jones then stated that buying up a lot of property is not too wise; what will happen if there is a recession or we are not getting along with construction, etc., or if the impact fee money falls. Mrs. Gilchrist stated she would rather have the land, it will be there; maybe nothing will be done for ten years, but the land is there. Mr. Jones stated the people from our area all go to New Smyrna for their various activities and we, as the Board, are working toward solving this by trying to make it a little more convenient for our people. He also stated the fourteen acres and Umbrella Tree Park should now see some action if we can get some designs together for the park. Mr. Sheridan then brought up the matter of the impact fee money still being available and that so much property should be available for every 1,000 people; and that we are so far behind in what we have now. Mr. Sheridan then stated the entire amount of the impact fee would be available to us at any time, and Mr. Garrett stated that in order to expend the money, say, if we are going to spend $50,000, we have to show where it is; that if we need the money, they can have a budget amendment to bring all the money over. Mr. Jones then reminded the Board we are still on the discussion of the motion to send a letter to Council, requesting that the property we have now that is not being developed be developed by a contractor, and if the Parks and Recreation cannot furnish super- vision, that it be turned over to the Building Officials. Mr. Garrett stated he believes Council is waiting on plans for the fourteen acres and Umbrella Tree Park. Mr. Jones explained we are.maiting for a survey, and Mr. Sheridan suggested it should be sketched into a plan and it could then go to Council for approval. Mr. Jones asked for suggestions of a sketch, and Mrs. Gilchrist stated she could do this. Mr. Sheridan then stated he will secure the canvas board and Mrs. Gilchrist will do the sketching. A lengthy discussion followed on this subject, including a discussion on land fill and land clearing. Motion CARRIED 2-1, Mr. Jones voting no. (Delete) ~t/./php~h/t~~p/Ah*~~/tht/4A~htAhpf,/t~At/A~1/ip/tAftht/pffi/hthpptpg/ dh'hAt~/ higpJtfy / 'hid hAfyi/1g/ !'Afy~!'/,/ t'/1~/ 'PhAt~/ /vhtipg/ th/ ~h/ hh/ /3f-fJ/. / / / I) Halloween House Mr. Jones then introduced Mrs. Kay Bennington and asked if she would like to listen in, to which she agreed. Mr. Garrett stated Halloween House is going very smoothly, that volunteers from the City Hall itself and their children have been very good. Mr. Garrett also stated we have about $1,200; that we are buying trophies and candies, and a lot of things were left over from last year, such as makeup, strobe lights, costumes, etc. He also stated last year's figures were around $600. Mr. Garrett also stated he plans on having a meeting of everyone concerned. Mr. Jones then stated the great help Mrs. Bennington had been last year and asked Parks and Recreation Board Minutes of October 16, 1985 -3- . ~ ~ \ l.' o o Mrs. Bennington if she planned on helping again this year. Mrs. Bennington stated she believed she has an apology coming to her, because of the report in the newspaper, which was disparaging to her. Mr. Jones then explained to her that Sam Smith, reporter, had called our office and apologized for the article, as it did not appear as he had reported. Mr. Jones apologized for any misunderstanding, and assured Mrs. Bennington her help would be most appreciated. Mrs. Bennington stated she has been so involved, that they have over 1,000 children every year off the streets, that vandalism has gone way down. Again, Mr. Jones asked her to come down and help, that it would be most appreciated. He assured her the City would be behind her.*~/~~1~~19t/~~~/~9~~1 Mrs. Bennington stated she will get in touch later. Umbrella Tree Park Plat A very lengthy discussion followed as to what has been done to get work started on the park projects. Mr. Jones explained the projects that have been done by the Board in various aspects. Mrs. Gilchrist asked if we could just go out and get started now. Mr. .Jones explain:ed the land~ fill~' is very minoT, and V!e' just have to go in there and do it. He also added that now we have the necessary plat, we can come up with some playground equipment, put it on the plat, and present it to Council for their approval. A discussion was held on the basketball half-court offer to which Rotary Club has never .repl.ied. Mr. Jones then suggested we have a special meeting to go over just this subject of Umbrella Tree Drive and asked if it would be possible to have plywood, or whatever, to present a sketch model. Mrs. Gilchrist will be the artist, and Mr. Sheridan will secure the board or canvas. Further discussion followed, and Mr. Jones asked the secretary to contact Mrs: Susan Wadsworth and secure a date and time for a special meeting. After glancing at the November calendar Wednesday evening, November 6th at 7:00 was decided, the place to be determined after a call to Mrs. Wadsworth. The secretary will then inform all Board members after this has been determined. Mrs. Gilchrist stated she will get busy on the model plan. Roberts Road Plat Mr. Jones asked for suggestionsas to whether we should get started on this project, also, and Mr. Sheridan suggested the first thing to do is get a road in there from Roberts Road up to 28th Street, and after that has been done parking areas can be determined, with parking on the West side so people don't have to cross the road to get into the park. cA discussion ensued as to ideas for this park, and Mr. Jones expressed the belief that perhaps we could get Umbrella Tree started before going into this one, too. Mr. Sheridan believed that for around $3pOO. a cement job could be had, and to hold the road over to the East side of the property, with parking area to the west side. Mr. Jones then interrupted and stated he hoped that at the next meeting we could have a full Board and at that time decide just where we can put a road. A discussion of Duck Lake also came up, especially just putting in picnic benches and some shrubbery, and it could be completed. Mr. Garrett said yes, as soon as we can get the tables constructed. Mr. Garrett stated his work load has been so heavy and he has asked for help, but did not get it. He stated due to the heavy rains they had double work, using their equipment twenty four hours a day. Mr. Jones then asked that the discussion on - Roberts Road property be tabled ".until the next meeting and he so ordered. Parks & Recreation Board Minutes of October 16, 1985 -4- ,. . '\ o o New Business Mr. Jones announced there was no new business to be discussed. Miscellaneous Mr. Sheridan asked about the $67,000 in the Parks and Recreation Board budget, if it is for the Veteran's War Memorial Park. Mr. Garrett stated it is $37,000 and the money is not available at this moment due to the Port Authority being taken over by the County. Mr. Sheridan stated he was concerned that we are losing pine trees in that area and believes there i~ trio much money invested in them to let this happen. He also stated to go out and buy trees similar would run into five or six hundred dollars, and just wondered when the grants would be available to go in that area. There was no further disucssion on this subject. Mrs. Gilchrist then asked if the City of Edgewater has anything in their Ordinances pertaining to trees, as someone is going around in her area cutting down trees, and as far as she knows there is not a residential tree ordinance. She stated a resi- dential propery owner can come in and level every tree, and recounted the story of someone coming onto her own property at 8:00 in the evening, with a chain saw and flashlight, and cut down a poplar on her property. Mrs. Gilchrist then asked to recommend to Council we believe there is a need for a tree ordinance, but Mr. Garrett stated we would then be taking away a man's rights as to what he can do with his own property. After further discussion on this matter Mr. Jones asked if we could send a letter to the City Attorney asking his advice on setting up a tree ordinance, and Mr. Sheridan stated we should investigate and see if there is a Code dealing with this tree problem. l f I , Mr. Sheridan then suggested we look further into the Jurgenson property as it would give the Parks and Recreation Board four areas on the river. Mr. Sheridan then made a motion that we request Council for use of the Jurgenson property now owned by the City for the purpose of developing a recreational park area. Mrs. Gilchrist seconded the motion. .CARRIED 3-0. Mr. Jones then asked all in favor of stopping debate signify by saying "aye", the board voting to do so 3-0. Mr. Jones then suggested we finalize the discussion on the tree ordinance and the secretary was asked to contact Mrs. Martinez and if it is found there is not an ordinance, Mrs. Gilchrist could make a motion at our next meeting to institute a tree ordinance for the conservation of trees and wildlife in the City of Edgewater. Mr. Sheridan discussed so~e property along the river that he could never locate and believed it could be the Jurgenson property, and the Board agreed it could be. Mr. Jones stated he had been looking at some Deeds, the Mary Helen Pointer Subdivision, and went to the County Courthouse where they directed him to the Court of Records in Deland where they could tell him how that subdivision was made. Mr. Jones continued that in order for the County to give part of the Pointer Subdivision, they had to allot that certain part for a park, and it seems to have gotten covered up somewhere down the line. Mr. Jones asked that if we dig and find out it was in that agreement, is there any way we can legally secure that. land for development, and stated he is going to delve into this matter -5- Parks and Recreation Board Minutes of October 16, 1985 ~ I i ~ ~ i p 1 ., / /" o o There being no further business, it was moved and seconded to adjourn the meeting. Mr. Jones then adjourned the meeting at 9:00 p.m. Minutes prepared by Dorothy C. Garrity Parks and Recreation Board Minutes of October 16, 1985 -6-