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07-13-1983 . -~ u o CITY OF EDGEWATER Parks and Recreation Board Regular Meeting July 13, 1983 The meeting was called to order by Mr. Wolfe, Vice Chairman, in the City Hall at 7:10 p.m. ROLL CALL Members present: and Mr. Richards. Mr. Wolfe, Mrs. Thomas and Mr. Griesse. Absent: Also present: Mr. Norman and Mrs. Taylor. Mr. Jones APPROVAL OF MINUTES A motion was made by Mr. Griesse and seconded by Mrs. Thomas to approve the minutes of the February 22, 1983 and March 24, 1983 minutes. The motion carried 3-0. NEW BUSINESS Community Center Usage and Rental Fees - The Board reviewed the recommendations for changes in rental fees prepared by the office staff. The members felt that most of the rates were fair, but questioned the $20.00 per hour charge for the use of the football/baseball field, commenting that it was high. If this is the new football field which is going to be put in, it would have more lights on it, and they did not object to the $20.00 fee in this instance. A motion was made by Mrs. Thomas to accept the rates as they are presented (see copy attached). The motion was seconded by Mr. Griesse. Mr. Wolfe asked who takes the inventory on the kitchen equipment. The motion to recommend acceptance of the "Suggested Activity and Rental,Fee Schedule" CARRIED 3-0. Shuffleboard Maintenance - After a brief discussion the members agreed that this subject should be tabled until more information could be obtained and until Mr. Ted Buell, President of the Shuffleboard Club, could be present. Mrs. Thomas motioned to TABLE the discussion on shuffleboard maintenance until the fall. The motion was seconded by Mr. Griesse and CARRIED 3-0. Purchase of a tree for live Christmas tree in front of City Hall - The members discussed the type of tree most suitable for this area and decided that the kind of tree should be left up to the nursery. Mrs. Thomas motioned to recommend to City Council that they buy a Christmas tree. The motion was seconded by Mr. Griesse and it CARRIED 3-0. Christmas tree lights - This item was on the agenda at the request of Councilwoman Bennington. Mrs. Thomas noted that at the present time the Christmas tree decorations are still up and are unsightly. Mr. Norman said that the City would need to pay the F.P.L. to remove the lights, because the City does not have a bucket truck. Mr. Norman explained that the street light decorations are turned off by a policeman, who must go to each pole. The Chairman asked the secretary to send a memo to City Council advising that the Parks and Recreation Board is forming a committee from the Board to investigate the Christmas lighting program. Mr. Wolfe asked the secretary to look into ordering with the County "piggy back" to save money. He said that the State put out a bid list every year and he would like to get one for the City so that he could order items at a savings. It was agreed that if Christmas lights are to be recommended it should be done so quickly so that it can be included in the upcoming budget. There was a lengthy discussion of the cost of running the ballfields. Mr. Norman was of the opinion that there would need to be a lot more money for running the lights; he has not been able to get together a softball league because there is no money in the budget for lights; the lighting for the ballpark during baseball season averages $600 per month. Mr. Wolfe said he would get together with Mrs. Kinsey about the budget, and call a Special Meeting. Fund raising - Holding a flea market was discussed. The members felt ~ , . o o this should be put off until September. Mr. Richards is familiar with making arrangements and Mrs. Thomas said she would talk to him about it. Organizational Meeting - Election of Chairman and Vice Chairman - The organizational meeting for election of Chairman and Vice Chairman was postponed until next month in anticipation of a full board. Prepare Job Description - Buildings and Grounds Superintendent and Parks and Recreation Director Mr. Norman said his position as part-time recreation director was effective until the end of this fiscal year. He submitted his suggestions for a job description for Parks and Recreation Director, omitting Building and Grounds. There was some discussion of Mrs. Kinsey's letter of Feb. 9, 1983, in which she recommended three headings for accounting purposes: Parks & Recreation, Building Maintenance and Special Recreational Facilities. The Board was advised that the classification should be for one position of Buildings and Grounds Superintendent and Parks and Recreation Director. There was some discussion of requirements of the job and the number of hours he should be required to work. Councilman Asting arrived to the meeting. The members noted how fast the city was growing, and discussed the salary the position should pay. A recommendation to Council would include a job description and" recommendation as to salary. The position would be for the new budget year, and would be advertised. Councilman Asting noted that the job descriptions being considered did not include the scheduling of activities by the recreational director. He feels this should be very specific. This involves a lot of responsibility; the director should have an assistant or a lead person to put to work in main- taining buildings. Mr. Asting suggested that the Board get a copy of the present budget and add to it as necessary. Mr. Wolfe said he would like to have Mrs. Kinsey attend a Special Meeting on the Budget. Mrs. Bennington arrived to the meeting. Councilman Asting spoke about the need for cost estimates for the proposed recreation. Mr. Norman said they estimated the lighting at $300 per month for each ballfield, saying that they needed another baseball field now, plus another concession stand building and storage. More restrooms should also be considered. Mr. Wolfe told the members that Pop Warner wanted to hold the national championships in this area, as there are three stadiums, one in New Smyrna, one in Deland and one in Daytona; if they get the bid it could bring a quarter of a million dollars into the community. Councilman Asting suggested that all the items discussed be included in the recommendations for the budget. A budget could be drafted. Referring to the job descriptions, Mrs. Bennington said she recommends putting the building maintenance under Public Works. Mr. Norman was asked to prepare the job descriptions for the special meeting. Mr. Wolfe said they should hold off on reviewing the application for recreational director until the special meeting. Mrs. Bennington said the position of full-time recreational director has not been advertised, and would not be advertised until they were ready for it in the budget. MISCELLANEOUS Land containing 38.4 acres located at Mango Tree Drive and 12th Street which belongs to the City of New Smyrna Beach was discussed. It was felt that this piece of land would be an excellent site for a bicycle motor cross tract and recreation area. Mrs. Thomas asked about the lease with the School Board; Mr. Wolfe said that the land included in the agreement went all the way to the Cameron property. He noted that any further construction needed to have the approval of the school principal. Parks and Recreation Board meeting, 7/13/83 - 2 - ,. o o Menard-May Park grant was briefly mentioned. Mrs. Taylor advised that we are presently waiting for the agreement from the State. The agreement must be approved by City Council before consideration is given to the plans for the park. The meeting was adjourned at 9:05 p.m. Minutes submitted by Joan Taylor Parks and Recreation Board minutes, 7/13/83 - 3 - , I {?uu of fEbg.cmut.cr () POST OFFICE BOX 100 EDGEWATER. FLORIDA 32032 ACTIVITY and RENTAL FEE SCHEDULE SU~~ARY SUGGESTED I. CHARGES FOR CITY CIVIC CLUBS A~~ SOCIAL ORGINIZATIONS ~ A. COMMUNITY CENTER 1. Large Hall - $10.00 per 4 hours 2. Large Hall & Kitchen - $15.00 per 4 hours B. SHUFFLEBOARD CLUB HOUSE 1. Hall - $8.00 per 4 hours 2. Hall & Kitchen $13.00 per 4 hours C. YOUTH ROOM COMMUNITY CENTER 1. Hall $8.00 per 4 hours 2. Hall & Kitchen $13.00 per 4 hours D. Damage Deposit - $10.00 per useage (refundable) E~o .. Alchol ic Beverages: ok but damage deposita must plus normal rental rate 0 II. PRIVATE FUNCTIONS - Individuals or Organizations A. COMMUNITY CENTER 1. Large Hall - $20.00 per 4 hours 2. Large Hall & Kitchen - $25.00 per 4 hours B. SHUFFLEBOARD CLUB HOUSE 1. Hall - $12.00 per 4 hours 2. Hall and Kitchen $15.00 per 4 hours C. YOUTH ROOM COMMUNITY CENTER 1. Hall $10.00 per 4 hours 2. Hall & Kitchen - $15.00 per 4 hours D. Damage Deposit - $25.00 per usage (refundable) E. Alcholic Beverages: ok but damage deposit a must plus normal rental rate ~ III. MUNICIPAL BALL PARK A. No lights and-no preparation - no charge B. Little League and Softball field - S10.00 per hour C. Football/ Baseball Field- $20.00 per hour D. Field preparation fo be determined per field . The~rp:;Jtion Djr(;lf't-gr rC.::.Ci .<..;:0. i.he rlghL La d1J~ or ~GtllY :fa..ci 1 i..tv uc;p rg(luesr:- Exemptions for fee include 1. Boy and Girl Scouts 2. Volusia County Council on Aging 3. School Functions 4. DBCC- rates "set as per director 5. Veterans organizations 6. E.A.A. and organized little league teams 1,J~~yY "0 ,,~ fl .kr q. 1/'-' DJ(Y\~- IO'~ NOTE: '(rr it 11 0 f fEll g ClU at u9 POSTOFFICE BOX 100 EDGEWATER. FLORIDA320J2 'lliE FULlDWING CLUBS 00 NOT PAY FUR 'lliE USE OF 'mE CD.ThfiJNI'IY CE}..'TER OR TI:IE SHUFFLEBJARD CWBHOOSE: SHUFFLEBOARD Stamp Club Girl Scouts Shuffle Board Members COMMUNITY CENTER Garden Club American Legion Fire Dept. Daytona Beach Community Center Schools Scouts City Council City Boards Civil Defense E.V.E.R. Library. Art Show S.U.N. Program :- ,.