Fort Walton Beach Council agenda — 10-13-2009 regular — reading text

MEMORANDUM To: Robert T. Mearns, City Manager From: Christy R. Johnson, AICP, Principal Planner Through: Michael D. Beedie, P. E., City Engineer Date: October 2, 2009 Subject: Request Approval to Expend $ 500 of CRA Funds for the Event to Reopen Chester Pruitt Park 1. BACKGROUND: 1. 1. A community event to celebrate the reopening of Chester Pruitt Park is scheduled for 24th, Saturday, October from 1: 00 p.m. to 4: 00 p.m. at the park located at 8 Harbeson Avenue NE. A ribbon cutting will take place at 1: 15 p.m. 1. 2. The BealParkway Neighborhood Association is 400 attendees and is expecting providing the food and entertainment for the event. 1. 3. The Beal Parkway Neighborhood Association is requesting $ 500 in CRA funds to help with the event. If approved, Staff will use funds budgeted for promotional activities to purchase items for the Neighborhood Association. 2. DISCUSSION: 2. 1. On September 2, 2009, the CRA Board voted to allow the Chairman of the Board to work with Staff to determine how the Board can support the promotion and the reopening of Chester Pruitt Park and how much of the funds budgeted for promotional activities, up to $ 500, can be used. 2. 2. According to Section 21 of the Interlocal Agreement between the City and the Board, the City Council has final approval for the expenditure of funds. 2. 3. The Beal Parkway Neighborhood Association has requested the CRA purchase the following items: 2. 3. 1. 1. A total of 25 T- shirts for volunteers at a cost of $8 per shirt. The T -shirts will be imprinted with a logo of the Gateway Park clock tower. 2. 3. 1. 2. One ( 1) handicapped portalet at an estimated rental cost of $150. 2. 3. 1. 3. Hamburgers or hot dogs at an estimated cost of $100 147-  2. 3. 1. 4. Cleaning supplies purchased from the City' s warehouse and delivered to the park at an estimated cost of $50. 2. 4. No CRA funds will be given directly to the Neighborhood Association. 2. 5. The City is promoting the event through a notice in the water bills, snipe signs in the neighborhood, a billboard, and a press release. 3. FINANCIAL INFORMATION: 3. 1. If approved, there are sufficient funds available in CRA Account No. 109- 2000 -552- 4800 ( Promotional Activities) to cover the estimated $ 500 in expenditures. 4. RECOMMENDATION: 4. 1. Staff requests City Council authorization to utilize up to $ 500 in CRA funding to support the Beal Parkway Neighborhood Association in conducting a community event celebrating the reopening of Chester Pruitt Park on October 24, 2009. Sufficient funds are available in CRA Account No. 109- 2000 -552 -4800 ( Promotional Activities). 5. ATTACHMENTS: 5. 1. CRA Board Minutes, dated September 2, 2009 6. SIGNATURE BLOCK: in. 6. 1. Submitted By: Christy R. Johnson, AICP, Principal Planner 6. 2. Reviewed and Concur: Michael D. Beedie, P. E., City Engineer 6. 3. Reviewed and Concur: 5 B y Wunker, inancial Servi es Director 6. 4. Reviewed for Agenda: R T. Mearns Manager 148-  BOARD OF COMMISSIONERS OF THE FORT WALTON BEACH COMMUNITY REDEVELOPMENT AGENCY SEPTEMBER 2, 2009 INTRODUCTION A regular meeting of the Board of Commissioners of the Fort Walton Beach Community Redevelopment Agency was held on Wednesday, September 2, 2009, at 5: 30 p. m. in the Council Chambers of City Hall with the following members present: Dr. Joyce Gossom, Chairman; Chuck Kennedy, Vice- Chairman; Dean Covey; Daike Klement; Jason Legg; Doug Reed; Tom Tona Also Present: Christy Johnson, Principal Planner; Samantha Abell, Senior Planner; Michael Beedie, City Engineer; John Hofstad, Utilities Director; Toni Craig, City Attorney CALL TO ORDER /PLEDGE OF ALLEGIANCE The Chairman called the meeting to order and led in the Pledge of Allegiance. APPROVAL OF MINUTES Mr. Covey moved to approve the minutes of the regular CRA meeting of August 5, 2009. Mr. Reed seconded motion and it carried unanimously with Covey, Gossom, Kennedy, Klement, Legg, Reed and Tona in favor. NEW BUSINESS -- CHESTER PRUITT PARK REOPENING EVENT Discussion of the Chester Pruitt Park Reopening Event. Veronica Prim of the Park Reopening Event Committee advised the activities for the reopening of Chester Pruitt Park will be on October 24, 2009, from 1 to 4 pm. Ms. Prim advised the event is free to the community and encouraged members of the CRA to attend. Ms. Prim informed the Association was hoping the Board could help in some way to make the event a success by possibly donating $ 500. 00. She also reported she has spoken with Staff about having inserts placed in the water bills to notify residents of the event. On behalf of the Association, Ms. Prim thanked the CRA and the City for the support they have provided throughout the duration of this project. Charles Scott, President of the Beal Parkway Neighborhood Association, advised that the Association needs about $ 2, 500 for the event and they already have $ 1, 000 donated. Attractions will include " bouncies" for the children, food to include hamburgers and hot dogs, goodie bags for children, and a story board on the history of Mr. Chester Pruitt. Mr. Scott advised the problem they are having is getting the word out, they are having signs and banners made up around the park, and they are working on getting something in the newspaper and on the radio. Discussion included Staff contacting Lamar Advertising as the City has a certain number of spaces on the billboards that could be used to publicize the event. Also discussed was the importance of the story board that would provide historical information and photographs of Mr. Chester Pruitt and the park which bears his name. The Chairman advised she has some ideas she would like to propose and that she would speak with Staff about them and run them by the City Attorney to ensure they are appropriate. Mr. Scott advised the Association will be meeting again on October 6 and that the Chairman could be placed on their agenda if needed. 149- CRA 09/ 02/ 09 PARK REOPENING CONT Mr. Reed noted there is an avenue in the Board' s promotional fund that could be used for refreshments. The City Attorney advised that the Board would need to vote to recommend to Council to approve a budget amendment in the amount requested. The City Attorney also advised the Board needs to be careful how to spend the money and what account it is being taken from. The Board was informed that refreshments for ribbon cuttings for the CRA is usually under 75. 00 and is taken from the operating budget. Mr. Reed suggested giving the Chairman and Staff the latitude to spend up to $ 500. 00 in whatever way they see fit for the Chester Pruitt Park reopening event, without having to go before Council with a recommendation. The City Attorney advised it is her opinion if an amendment is being made to the budget and there is money in another account besides the CIP, generally it would have to go back to Council. The Chairman stated her understanding that funds have been allocated for promotional activities and events in the past as it is in the budget, and questioned whether the Board has the latitude to determine and decide how to utilize the funds and what to promote. Christy Johnson, CRA Planner, advised there are planned activities in the promotional account, and in the past the Board has recommended an activity and the funding has come from the contingency fund, which can be used to fund an activity as long as the planned activities are done. Mr. Reed moved to allow the Chairman to work with Staff to determine how the Board can support the promotion and the reopening of the Chester Pruitt Park, especially highlighting historical significance of the park, and how much of the funds budgeted for promotional activities can be used. Mr. Kennedy seconded motion. Mr. Covey amended the motion to limit the amount to be used up to $ 500. 00. Mr. Kennedy accepted the amendment. Mr. Tona received clarification that the request of the Beal Parkway Neighborhood Association was a donation for $ 500. 00, and that the Board will not be making a donation; rather, the Board will determine how it can allocate up to $ 500. 00 of the promotional budget to promote the reopening of the park, and reiterated they are not handing over a check for $500. 00. Mr. Tona expressed his feeling that this is a worthwhile project and he will do whatever he can to promote or fund the event on a personal basis, but as a Board member he does not believe taxpayer money should be used. The Chairman noted all of the projects that the Board has expended funds for in the past and that she would like to see if there is a way that historical storyboards could be made that would remain in the park so patrons will be aware of the history of the park, and that is something she would like to explore with staff and the neighborhood association and communicate back to the Board. The City Attorney clarified that Section 21 of the Interlocal Agreement between the City and the Board states that the City Council has final approval for the expenditures of funds. The Chairman called for the vote on the motion, as amended, and it carried by a vote of 6 to 1 with Covey, Gossom, Kennedy, Klement, Legg, and Reed in favor and Tona opposed. 150- CRA 09/ 02/ 09 RECYCLING PROGRAM IN THE CRA AREA Discussion of implementing a recycling program in the CRA area. John Hofstad, Utilities Director, advised there has been some interest from the Board to expand recycling operations into the CRA area. Mr. Hofstad gave a history of the recycling program in the City and stated that it was not economically feasible so the City discontinued it, but that two recycling areas remain, on Robinwood Drive and at the tennis court complex in the Kenwood area. Mr. Hofstad explained if there was interest to recycle in the CRA area, the City will have to come up with an arrangement with the transfer station. Mr. Hofstad also advised that discussions are being held with Waste Management to offer single stream recycling, which means that recycling materials do not have to be separated and can be tossed into one bin, since at this time the City's contract with Waste Management does not provide single