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03-13-1985 ~. u Q CITY OF EDGEWATER Parks and Recreation Board March 13, 1985 Meeting Minutes Chairman Jones called the regular meeting to order at 7:04 p.m. in the Community Center. ROLL CALL Members present: Messrs. Jones, Sheridan, Montgomery and Mrs. Begel. Excused: Mrs. Curry. Also present: Mr. Garrett, Recreational Director and Joan Taylor, Secretary. APPROVAL OF MINUTES The minutes of the February 13, 1985 meeting were approved as submitted. OLD BUSINESS Community Center Use - Request for Board recommendation Mr. Sheridan said that the City should have a fair and equitable charge for usage and it should be for the,degree of usage. He explained that Karen Rickelman is getting the breakdown on the costs for him and this will be available by the next meeting. This will enable the City to come up with a formula for the fee charges. It was noted that the Board has been asked to provide some guidance about which organizations should be exempt from paying the fee for usage. Mr. Jones recommended that the damage fee deposit be increased. Mr. Sheridan said that there should be a determination made whether or not an organization is non-profit; if they are they should have a statement from the IRS stating that. Mr. Garrett pointed out that some groups which are not non-profit may wish to use the facilities for another non-profit group, such as the Fire Department. There was a lengthy discussion concerning how an organization is determined to be exempt. It was suggested that Mr. Garrett be authorized my the Council to use his judgment in those cases which are not listed as exempt. Mr. Sheridan suggested that the Board wait until they get the analysis made then they can present the fee schedule together with the list of exempt organizations and the rules and regulations. Mr. Montgomery moved that he be authorized to use his judgment in deciding which groups should be exempt from paying fees. Mr. Sheridan said that he felt this suggestion would be putting undue burden on Mr. Garrett. He recommended that a list be made up and posted and if you are not on the list, you pay. Mr. Garrett said that scheduling of the hall comes through his office. What he needs is some guidelines. It was agreed to use the existing procedure and fees and suggest that Mr. Garrett use his discretion concerning requests for exemption from paying fees for the City facilities, and to review the fee schedule at the next meeting after the figures have been received from Mrs. Rickelman. Mr. Sheridan felt that the fee waiver statement should be worded that the organization is making a direct contribution to the welfare of the citizens of the City, or they will not be exempt. Mr. Montgomery reworded his motion that the Board write to the City Council and recommend that David Garrett be given the authority to oversee the usage and exemptions for all the City facilities using the present fee schedule until the Board recommends a revised schedule of fees and exemptions based upon its research findings. The motion was seconded by Mrs. Begel and CARRIED 4-0. NEW BUSINESS - Use of City property at Umbrella and 15th Street The members referred to Mrs. Kinsey's letter of February 20,1985 and the minutes from the February 18, 1985 City Council meeting concerning the Q o facilities proposed for this site. The petition submitted to the City Council by 15 residents requested that the property be made into a park which can be used by all the residents. Mr. Sheridan said that he was present at the Council meeting and it was explained at that time that the half-basketball court would take up an area of approximately 40' by 40' and the rest of the area would be benches and playground equipment. The Council is insisting on a plan for this site. He understands that the City Clerk has talked to Mr. Copeland, but to date nothing has been done. The Council has authorized the Public Works Department to clear and fill. Mr. Garrett said that he has approached Mr. Copeland about putting fill dirt on the site, but they have other places which need fill dirt also. There was a lengthy discussion about the need for progress to be made on this site. Mr. Garrett pointed out that the Public Works Department is very busy. Mr. Sheridan suggested that if the City does not have the people to do the work then a contractor should be hired to do the work, using impact fee funds. Mr. Garrett said that even if you have a contractor it comes back to him to give direction and right now he doesn't have the time. Mr. Jones recommended that the members submit their suggestions for the park and perhaps David Garrett can help them draw up a plan which can be presented to the Council. Mr. Sheridan asked if the Rotary Club has been approached and suggested that they should come up with some- thing in writing to present to Council. Mr. Jones said he felt the Board's next direction would be to get the proper measurements, perhaps go out to look at the property together and mark the trees they wished to keep and prepare a plan. Mr. Garrett agreed and said that once the plan is accepted the work can be done as soon as they have the men to do it. The members discussed the petition submitted to Council. and Mr. Sheridan said he thought their questions were answered at the Council meeting. It was agreed that these people should be advised by a letter of the plans for the park. Mrs. Begel suggested that the Board write to the Rotary Club to get a firm commitment, advising them that the Board needs this information so that they can design the park. Mr. Garrett agreed to talk to them. Mrs. Begel moved that Mr. Jones write a letter to the persons who signed the petition explaining the plans for the site. Mr. Montgomery seconded the motion which passed UNANIMOUSLY. Report from the Recreational Director Mr. Garrett mentioned that landscaping around the sign at the north end of the City was done by the Garden Club and the department employees. Ground was broken this day at Menard-May Park and it is anticipated that the park will be completed by May 30. The contractor has completed the work on the concession stand at the ballfield. City crews will go in and do the wiring, plumbing, etc. Mr. Garrett said he could use a couple of block layers if any of the Board members were interested. Mr. Jones said he has never done it but he will try to be there Saturday morning. The purchase of the 14 acres will go before Council Monday night. If the $55,000 figure is approved by them the purchase will go through. Mr. Garrett reminded the members that previously there was discussion of a Junior Recreation Committee. He has been informed that there are several youths at the Junior High School who are interested in this and he hopes to hear from them soon. A few of the young people said that they would like to see a bicycle motorcross tract. He explained to them that if there is enough interest in a motorcross tract the City would consider it. Regarding the bike path for Park Avenue, Mr. Garrett said he needs to see more information from the City Engineer regarding some of the bridges. There are two locations where they are needed. Parks and Recreation Board March 13, 1985 - 2 - ~ u u ; Mr. Jones said that pioneer Custom Kitch~ns is interested in donating the counter tops for the concession stand at th~ ballpark and installing same for the privilege of putting up a 4 x 8 sign on the fence. He would be willing to sponsor a team next year. Mr. Garrett said this was agree- able with him and has been done in the past with other companies. Mrs. Begel asked to be excused at 8:20 p.m. Land in Pointer Subdivision The members discussed the property on Palmetto Street which is offered for sale, and agreed that the asking price is extremely high. The members suggested that further research be done on the property regarding the street and the appraised value before making an offer. r MISCELLANEOUS Mr. Sheridan mentioned that the Daytona Beach Community College is negotiating with the Florida East Coast Railroad for 95 acres west of the railroad, and remembered that the college had previously been talking to New Smyrna Beach concerning the use of the old junior school. Because of this new plan Mr. Sheridan felt that the land off Mango Tree Drive and owned by the City of New Smyrna Beach may now be available, and suggested further investigation. Mr. Garrett said that he has continued to check on this~ Mr. Sheridan asked if he would try to find out what they are asking for the property if it is available, and whether they will give Edgewater any concession on it. The members talked about the amount of land presently targeted for parks and recreation and Mr. Sheridan recited demographic projections made for 1990, which said that there would be 15,600 people in the City of Edgewater. This works out to 75.5 acres of land which should be reserved for parks, open space and recreation. The City presently has approximately 23 acres, with 9 acres leased, so they are 22 acres short now. he stated. Mr. Garrett agreed to check with New Smyrna Beach concerning the land on Mango Tree Drive. Mr. Montgomery moved for adjournment, seconded by Mr. Sheridan. The meeting was adjourned at 8:45 p.m. Minutes prepared by Joan Taylor Parks and Recreation Board March 13, 1985 - 3 -