My name is Rosemary Call. I'm the city clerk, and I will be your board liaison. So this is the first meeting of the Community Resiliency and Leisure Services Advisory Board. So first, I'd like to thank you for taking the time and for volunteering to be on this board. So I know that many of you have been involved with the other boards that we kind of collaborated together with staff, and then we combined them into this one board. So today is just strictly an organizational meeting. And so before we start, what I would like to do is have everyone go around the dais, and I'll start and we can go counterclockwise, to state your name and maybe just provide a little bit of background. So again, my name is Rosemary Call. I'm the city clerk, and I will be your board liaison.
I'm Bianca Havala. I've met most of you. I believe it's nice to be working with you again.
I'm Kelly Kelly, and I was on the Parks and Rec Board with Candace.
I'm Nana Westmark. I was a former environmental consultant. I just retired, and I've lived in Clearwater since 1969.
Hi, I'm Tim Hughes. I was on the Environmental Advisory Board, and I'm retired. I've spent over 20 years doing watershed studies, stream assessments, stormwater BMPs.
Hi, yes, I'm Candace Garner, and I was on the board with Kelly, and before that, I was on the Parks and Rec for six years. Yes, thank you.
I'm Glenna Wentworth. I was on the board of the Environmental Advisory Board for five years. I'm also president of Morningside Meadows Homeowners Association, and a graduate of the Citizens Academy 2018.
Thank you. So to the next slide. So as we go through today's agenda, they'll give an idea as to how the agendas will be created moving forward. Hopefully it was clear. So just like in council, where the agenda title is descriptive of as to what is expected of the board, that's exactly how it's going to be created. So if there is a report or seeking direction, we'll provide attachments, as we did today. So the first item of business I have is just to review the board purpose. I know that many of you, because you were involved, whether it was a library, environmental, or parks and recreation board, there's that anticipation. It's exactly the same, but it's not. This is like a reset. We're starting new. And so the intent of the board is really, it's not just about being the environmental aspect of it or parks and rec or leisure services, as it's now being referred to. It really is a reset in terms of seeking public input and engaging the public on how well the community not only withstands, but also bounces back from an event. And that does include the environmental aspect of it. So that's where the environmental expertise comes in. But also council wanted to make sure that, and staff, that it was focused in two specific areas. So one of the things that's going to be different with this board is that you will be focusing on two areas of our strategic plan, which is a living document. And I'll pause right now. So, Mr. Rubino, we just started. Yes. We went over introductions. If you want to introduce yourself real quick.
Yes. I'd love to. My name is Michael Rubino. For those that don't know me, I was on the Environmental Advisory Board. And we consolidated, as you all know, and I'm very excited to be here.
So one of the aspects of this board specifically is focusing on two areas of our strategic plan. So staff and council are working on the budget for next year's budget. Part of that is identifying projects that fall under the strategic plan priorities. This board will specifically focus on the community well-being and environmental stewardship. So you will see the objectives as staff starts working on the budget and council starts giving direction to staff in terms of how that budget is going to be developed. Staff will start identifying projects under those objectives. Once those projects or once those objectives have been finalized and approved by council through the budget process, I will make sure that this board receives that information so you know what those projects are. Because one of the objectives of the board is also to engage and educate the public on those areas. So although you will be looking at initiatives or seeking public input on those areas, the idea is to look at this list of projects or priorities annually to determine what the board wants to do in terms of education outreach or seeking public input in specific areas. So that's one of those things that is different with this board. In addition, the board has been delegated the authority to review appeals or challenges from individuals who have placed appeals with the library director in terms of materials that are included or not included in circulation. You'll be doing that. You'll be also posting or holding public hearings regarding the renaming of public parks or portions of public recreation facilities. So that hearing process has now been delegated to this board. In addition, the parks and recreation director and the public works and the environmental division has asked also to review grant applications. And you have one presentation today to kind of give you an idea as to what is being expected of the board. Of course, this is the first year, and I know the first year is going to be a little tricky, but we will figure it out. And then as it develops, the board will start reviewing items and actually also tell me what you guys want on the agenda. And that's also on the agenda, and that will be something that I will have on the agenda each month or each month when we do meet, because we'll be meeting every other month, what you anticipate on the agenda for the next meeting. So I can make sure that if it's to review a project or if you have a board member that wants to schedule a public input session on a specific topic, or you have a question regarding a project that's been identified under one of the priorities in the strategic plan, that I can get that staff expert here at that meeting. So that's the idea. And that way everybody else knows, the public knows what is being expected at the next meeting. Any questions? And we'll move to the next one. So review of Sunshine Law and public... Wait, excuse me. Yes.
I do have one question about the board purpose. Yes. Let's see. Seven dots down in the summary is provide insight to city council on environmental activities within and affecting the city. That was lifted directly from the Environmental Advisory Board's mission. Yes. And with one exception, the word citizen was left out, provide citizen insight to city council on environmental. I don't know if that was an oversight.
This is just a summary. I did attach the agenda. I did attach the ordinance to the agenda item. So it was just a summarized bullet of the ordinance. So that is the intent of the board is to seek public input or citizen input.
So it is in the... It is in the...
I believe it's in the ordinance, ma'am.
In the ordinance? In the powers and duties? Okay. Yeah, the sentence just didn't make much sense to me.
The board could also receive a task from the council directly. And so whatever that task is as well.
I have a question. Sure. So as it relates to the strategic plan, will we get a list of priority projects that are...
Yes. As I said earlier, we're now... This is the current one. So we're now working on next year's list of priorities or we're updating the strategic plan. Based on council's direction in terms of the budget, that's where the departments will start identifying once we know what council is directing staff to do. Before the budget is approved, we'll start identifying projects that fall within those areas. And so that is... That strategic plan and then the budget, that goes hand in hand. And that is what basically is marching orders for the city manager and for staff in terms of what we're going to move forward with. Thank you.
Well, I have one more question. Is there... Will there be citizens to be heard as a part of this agenda? Yes.
Not on today's agenda. Moving forward. But I'll explain that later in the agenda. Okay.
Thanks.
Anything else? So review of Sunshine. So in your agenda pack, I did provide information regarding a memo regarding the Sunshine Law overview. Just as a reminder, you are subject to the Sunshine Law. So that means no two board members or more than one board member cannot discuss items that could potentially come before the board. And that is the Sunshine Law. Because all the discussions related to the board must occur at a publicly noticed meeting. So this meeting has been noticed. We will take minutes. And so that if you are ever in doubt or you question, I'm not sure if this is going to come before me, in terms of what the board... In the board's function, then you can always email me. Of course, we understand. And the law even contemplates if you socialize individually and out your circles, that's okay. As long as it's not an item. And so, for instance, like if somebody is talking to you about a potential appeal or a potential renaming of a parks facility, you know that that's one of those aspects that falls within the board. And that would be one item that you would have to say, I'm sorry, we shouldn't really be talking about this. Or if you question it, just, hey, let's find out. And then I will respond and provide that direction, whether or not it's okay. But usually that's the rule. Well, if you're ever in doubt, just ask prior to... Because what you don't want to do is give that impression that you are discussing board business outside of a notice hearing.
I only have one question.
Sure.
Not related to that. I think that's pretty clear. But one of the things that we felt pretty hamstrung on for the EAB was the lack of working sessions.
Okay.
There's a lot that needs to get discussed and done in a board meeting. I mean, sometimes we would be here, what, two, three hours? I mean, you know, trying to get everything done in terms of giving some advice to city council. Just keeping that in mind, with the Sunshine Law, obviously we are limited in being able to get together and write a letter, right? So there's some limitations there, obviously, just to consider. Will there be working sessions with this board?
If there's a need for the board to meet outside of the every other month schedule, we can schedule a meeting, but there has to be a purpose for it. And so if there is a need and the chair, and that would be one of the things that we'll discuss later in terms of the rules of procedure, the chair would be able to call for a meeting if there is a need. I've always supported that if there is a need to actually meet. But to meet outside of that meeting schedule, the board would have to discuss it. So that's one of the reasons why I included at the end of each agenda to set the meeting agenda for the next meeting so that you have all that information beforehand. And so let's say there is a letter of support, we can include that as well as part of the agenda. But if something comes up where it falls outside, if I can get quorum from the board members and chambers is available, I am always supportive of that. Any other questions regarding the Sunshine Law? Okay. So this is one item I do have for the board. So elect a chair. It's item 3.4. The chair will obviously run the meeting, and in the absence of the chair, the vice chair. So I will need two motions. One to act for chair, and then we'll take the vote, and then one for vice chair. And then once we have a chair, if the chair is willing, I can hand over the rest of the meeting to the chair. Yes, ma'am.
I'd like to nominate Bianca Lovato as chair. I've seen her meetings, and she does a great job.
Do I have a second?
Oh.
Or do we have more nominations? Yes, sir.
Yeah, I'd like to make a motion for Glenna Wentworth to be chair, please.
All right. So in order of precedence, we first have a motion. So, well, Ms. Kelly, did you make that as a motion? Yes. Okay. Sorry. So I need a second. If I don't have a second, then we move to the next one, or somebody can do a motion.
I second that.
Okay. So, all right. So we have a motion on the floor by Ms. Kelly to nominate Ms. Latvala as chair, and that was seconded. Do we have a vote? All A's? A. All right. Any nays?
Unfortunately, I haven't had the wonderful pleasure of working with you just yet.
Would you like me to introduce myself again? Yeah, that'd be great. My name is Bianca Latvala. I apologize for the mask, but my husband has been sick, and I'm trying to protect him from the flu. I have lived in Clearwater for quite a few years now. I'm a very active citizen, and I was a member of the Parks and Rec Board before it was disbanded to become this board. I have graduated from the Sheriff's Citizens Academy, the Pinellas County Citizens Academy. I made it about halfway through Clearwater before my husband was sick, and I had to leave town with him. But I've been a very active community member here in Clearwater.
That's awesome. Thank you for that.
Yeah. And personally, I work in digital marketing, and I wanted to be on this board because I enjoy and use all of our parks. I like to play tennis. I go to the ballpark, which I consider part of those. And I love to read. So it was kind of a nice combination for me.
Very cool.
Yes, sir.
Could you tell us your environmental experience, please?
My environmental experience extends as far as my government and community involvement. So the majority of my work is in government and politics, and so I've had to learn and keep up with the relevant issues to our community based on that and being able to communicate those things. So it's not my personal experience, but I have to understand it enough to be able to communicate those issues. So I'm very good at listening to them and then being able to convey those to other people.
Okay. Or so, Mr. Hughes, Mr. Rubino, are we A's or Nays?
Oh, I'm A's for both candidates. They seem excited.
Well, right now we have the motion on the floor for Ms. Lombardo for chair, so I just need to close this vote in order to move on to that.
She's trying to record. Are you voting yes or no?
I would vote yes, sure. Absolutely.
And Mr. Hughes?
Yes.
Okay. All right. So then, now that we have chair, Mr. Hughes, would you like to amend the motion for Ms. Wentworth to be vice chair, or we have other nominations for vice chair?
I know.
I know. I know. I'm looking at you.
Well, I'd be willing to be vice chair.
Yes, let's continue that motion.
All right. So, as vice chair, do I have a second?
I'll second.
Okay. Okay. So, we're going to go ahead and vote, so all the A's. Okay. All right. Unanimous. All right. Ms. Latvala, since you're now chair, do you wish to take over the meeting?
I will take over the meeting, but please feel free to let me know if I have – I'm going to take this off so you guys can hear me. So, please feel free to provide me direction if I do something.
Of course, always. Okay.
So, we're going to move on to item 2.5, provide feedback on Parks and Recreation, FDACS, Hurricane Ian grant application.
Correct. And so, before staff comes up to do the presentation, this is one of the items that is new to the board. And in the sense that, one, I want the board to ask questions of staff regarding the proposed project as it relates to the grant application. Two, it's appropriate for the board to ask staff if they anticipate another report, if it's awarded, or do they anticipate the board to have another public education or outreach session. So, that's one as well. And last, most importantly, if I can get some feedback from the board, and that is, do you support the application, or are there any areas that are of concern to staff?
Okay.
Welcome.
Good afternoon, board. My name is Nathan Pandy. I am a management analyst with the Parks and Recreation Department. Our team has recently pursued a state grant funding opportunity that we believe is going to be a great help in restoring urban tree canopy in the city. So, this grant opportunity was distributed by the Florida Department of Agriculture and Consumer Services, also known as FDACS. The formal name of the grant is Community Forestry Hurricane Ian Recovery Grant Program. The brief synopsis of their program is that it aims to restore and enhance urban forests across 29 counties in Florida's peninsular region that suffer damage from Hurricane Ian. Its central objective is to strengthen the resilience of these forests against future storms. Parks and Recreation Department has put together a grant application pursuing this grant to request funds for the purchase, planting, and long-term care of 93 resilient trees at eight separate Parks and Recreation sites. This particular grant opportunity was posted on December 1st, 2025, and its closing deadline was January 30th. We submitted our application on the 29th. The grant submittal included extensive detailed information, including site plans, planting details, photos of each specific planting site, a three-year maintenance plan, and ongoing reporting required to FDACS. All the proposed trees of those 93 have been selected off of the state of Florida's list of native and wind-resistant trees. Those would include live oak, turkey oak, pig nut hickory, bald cypress, sweet bay magnolia, yawpun holly, and pond cypress. The total projected project cost of the purchasing and planting of these trees has been estimated to be $58,823.49. With a 25% minimum grant match requirement, we are requesting $44,117.62 in grant funding. The selected parks that these trees will be planted in are Del Oro Park, Forest Run Park, Woodgate, Cliff Stevens, McMullen Tennis Complex, Coachman Park, Cooper's Bayou, and Wood Valley. And again, the application was submitted on January 29th. The anticipated award notice is June 30th of 2026, and I'm available for any feedback or questions or concerns.
Does anyone have any questions?
Yes. Can you present a list of the parks?
Yes. The parks that these are going to be planted at are Del Oro Park, Forest Run Park, Woodgate Park, Cliff Stevens, McMullen Tennis Complex, Coachman Park, Cooper's Bayou, and Wood Valley.
And would you happen to have a site plan for each one?
We did not bring a site plan with us today, fortunately.
Well, I think the concept's wonderful.
Give me a minute, and I'll recognize you both to make a comment. Are you done? Do you have further questions, or can I acknowledge someone else?
Yeah. Can I continue? No, go ahead.
I just – they both wanted to respond, so I'm just making sure I don't cut you off.
Thank you so much. Yeah, I think it's wonderful. Well, increasing Clearwater's urban canopy forest is part of the resiliency that we need to do, especially – it's one of the –
Vulnerability plan.
Yes, it's one of the vulnerability assessment action plans, action items. So full support, 100% support for increasing our urban forest canopy. I'm done. I'm done.
Thank you. Thank you for your comments. But Julie. Will these be planted by city personnel or contract personnel?
Yes, by city personnel. Part of the factor of what made this so cost-effective for our Parks and Beautification team was that we have full capability with the staff in that division of Parks and Rec to carry out all of the planting and maintenance.
So the maintenance on this, that will also be conducted by city staff?
Correct. Ms. Kelly?
I'm all for trees. Coachman Park, is it going to be shade trees or just – not shade trees?
I'm not 100% familiar with all of these tree species, but I do know that live oak and turkey oak are –
It really needs shade. That's all I hear from people.
I think that – also, I mean, around the lake, the trees, the nearest to the lake, I think, are cypress, and they look really dead. The ones in the immediate vicinity near the water look bad.
Those could be some that are up for replacement given this, but I don't have those cypresses, unfortunately.
This is Mark Parry. I'm a manager in Parks and Rec. All cypress tend to go dormant, so if they look bad right now, they just might be going dormant.
They might be –
Going dormant.
Yeah, they may be dormant right now.
So they may look bad right now, but that's normal.
Yeah, I wasn't sure of that because they just look worse than the ones next to them that are further up a little bit.
I mean, they're not used to 27-degree weather?
Yeah, actually, I just put together a post-freeze calendar checklist for our folks. So, yeah, there's – we do have a lot of damage out there, and depending on the species, this coniferous trees, you really would need to give them almost 12 weeks before you can ascertain if they're dead or they'll recover. So we – for a lot of our trees, both deciduous and non-deciduous, we have to give them some time to see if they're going to leaf back out again. So they may look bad right now, but we're going to keep an eye on them.
Yeah. In the fall, that was the first complaint I got about them in the fall. That's kind of normal for that species. And that's pretty normal. Okay. Yeah, so that's fine. All right, good. Yeah. Thank you.
Does anyone else – oh, go ahead.
So a total of 93 trees, did I hear that correct? Correct, yeah, 93. And how many species? One, two, three, seven.
Seven.
And how tall are these trees that you're planting in the ground?
I do not have that statistic in front of me, but I believe we probably have a height limit that we try to keep consistent.
Yeah, I don't recall the exact height, but typically we'll plant them at around 8 feet tall. So you don't want to plant them too large. Also, the state had some requirements of – I think it was like a minimum of like an inch and a half caliper or two-inch caliper. And there's sort of a sweet spot where you don't want to plant a tree that's too big. And, yes, you get this sort of instant effect. But there are numerous studies that show that if you plant a tree that's too big, one, the mortality rate is really high, plus the watering in rate is really high. And so the mortality rate, plus the amount of water that you have to use to keep larger trees to get them established, isn't worth it. We also don't want to put twigs in. So, you know, it'll look like a tree, but it'll be in the one-and-a-half, two-inch caliper range. And that's really the sweet spot that all the studies that are available that show that it's that sort of perfect blend of, you know, it's a tree of a decent size. It doesn't take an extraordinary amount of water to keep it going. And the mortality rate is much lower. And they've done studies where they planted two trees, you know, like one of like a four-inch caliper or one of a two-inch caliper. And after three years, they're about the same size. And it's just because that larger tree just has a much harder time getting established. So there's, I mean, unless you're rich and you, I told them not to call me here. So unless, you know, unless you're rich and you can afford to do all that, you know, it doesn't make any sense to plant a tree that's too big. That was probably more information than you wanted.
No, that was excellent. Thank you.
Perfect.
Is there an anticipated timeline for a decision on the grant?
We anticipate to be at least noticed on the award by June 30th.
Okay. So then what is the timeline from there as far as getting trees in the ground? Or is it not evolved that far yet?
I believe it would probably enlighten us on the grant website. But I think as long as we get awarded, we can carry out the project as it is.
Yeah, I mean, once we get the grant awarded, are you asking when the state's going to make us do it? No, I meant so. Or when we're going to do it? Yes.
If they grant this by the end of the fiscal year, which kind of sounds like is what they're doing, then in what time frame will our city staff be able to complete this project? Or at least begin it?
It would, well, it would be pretty quick after that. But I can't give you an exact date because –
I just wanted to know if you had to wait for a specific season or if you were able to just go ahead.
No, I expect that we'd probably get going on it very quickly. I mean, we want it all done this fiscal year, if not the – or at least the calendar year. But very quickly, you know, because we have the capacity. We have the resources to get them planted. So that's not an issue. Right. So, yeah, we're in good shape to fulfill this grant.
I was just going to ask, were those parks selected because they did experience damage and loss from Hurricane Ian or recently?
Correct, a combination of Hurricane Ian and the other more recent hurricanes.
Okay.
And there is a sweet spot for planting season. What is that? Typically early spring.
Well, you want to plant during the rainy season. I mean, really. I mean, if you have dormant trees, you know, if you're going to do deciduous trees, then they're going to be dormant during the winter anyway. So, you know, it doesn't matter. But typically you'd probably want to do it during the rainy season. That cuts down on the amount of water you have to provide.
Go ahead. And the Sustainability and Resiliency Division is also applying for a grant to do a tree study in relation to the vulnerability study, to do a site study, basically, as I understand it. I don't know if we'll have a presentation from them on that.
We can ask, but I want the board to focus on this project.
Yeah, I was just asking if there's any, you're not really having any, these are really two different issues, aren't they? I mean, basically, you're working only in the parks. Correct.
Yeah, these are only going on park land.
That's correct.
And also with the quick turnaround of this grant, we didn't really collaborate with other departments.
Right. Yeah, I don't know what their deadline is, too. They're looking at heat exposure, where to, you know, looking at places that don't have tree canopy and are vulnerable to heat exposure in the community, so.
This one is more directed towards resilient trees to wind, primarily, as it's in response to the hurricanes.
I do have one just quick fundamental question. Just to understand the communication patterns between the different departments, have you seen the vulnerability study? I have not, personally. Okay. Is there any collaboration? And the reason I'm asking is because structurally, we've just combined the board here. So just to understand where we connect the dots, is the plan to cross-collaborate from department to department?
If it were an efficient way to pursue a grant, we certainly would. Yeah.
If the opportunity presents itself, absolutely. We try not to work in silos. But, you know, when Parks and Rec is submitting a grant, you know, we're focusing on Parks and Rec-owned property. So, you know, not necessarily property that's owned by the fire department or property in the right-of-way, which would have its own can of worms with regard to underground utilities and right-of-way ownership and things like that. So, like, for this particular grant, you know, I did have somebody from Sustainability reach out. But, you know, it was like the day before we were going to submit, talking about can they get in on it. I'm like, hmm, not really enough time. We're literally shipping it out. Plus, the complexity just skyrockets once you get into the right-of-way. Part of the things that our folks, you know, we have specialists that are arborists and everything, on staff, when they're picking out these sites, you know, they considered, you know, access, utilities, underground and overhead, you know, in addition to the specific tree species and the microclimates and all that other stuff. So, you know, we purposely stayed away from any kind of utilities because we don't want any, you know, conflicts with roots and things like that over time or the ground if you're talking about overhead. So, but big picture, yeah, we would definitely, you know, work with other departments on grants. That's not an issue. That was the short answer after the really long answer.
Yeah, perfect. Thank you.
Does anyone else have other questions? All right. Thank you. I appreciate your time and for answering all of our questions.
Thank you.
Let's move on to your item 2.6, establish a meeting schedule.
Yes. So, board members, so since we're meeting every other month, I did ask to see and hopefully you have feedback regarding your availability on the second and the fourth week of the month. And the reason why is that it just doesn't conflict with council meetings. So, that's really the only reason why I requested that specific time frame. But first, is 4 o'clock a good time? We can start there.
Yeah, I think that's a great time. That's good, yeah. Okay.
There's people who are working.
You said the second and fourth of every month?
Every other month.
Every other month. Yes. So, what happens if you have a radio show and it falls on a second or a fourth? I mean, it's not something that... I'm sorry, say that again?
What is the anticipated... So, are you trying to keep it on a Wednesday? And are you asking... Is it the second Wednesday and the fourth Wednesday?
It doesn't have to be on a Wednesday, just any chapter of the week.
The second and fourth week. Yes. Okay. So, then from there, if there are no conflicts with the second week of the month or the fourth week of the month, we can move on to day of the week and then maybe time.
So, we still have to establish what day?
Yes. So, but she's asking for a day of the week. So, either the, you know, second Tuesday or the fourth Tuesday so that the chambers are available. Do we have any other limitations with other groups that are meeting?
If we keep it around this time, it should not be an issue.
Okay. Before we move forward, how many people work a 9 to 5 job or 830 to 5 job and would not be able to make 5 o'clock work every other month?
4 o'clock, I know.
Yes, 4 o'clock. Sorry. 4 o'clock, yeah. Yes. I just want to check because, obviously, that is the biggest conflict for people. As long as everyone's okay with moving forward with 4 o'clock, then we can move to a day of the week in either the second week or the fourth week at 4 p.m.
4 p.m. works.
Okay. Not Mondays. Mondays do not work for her. Sorry. Okay. Would you guys like to proceed with a Wednesday on either the second week or the fourth week?
The fourth Wednesdays are best for me. I have other meetings, like, right after this that I have to travel to. So, Wednesday is great for me.
Wednesday is great for me.
Any of the Wednesdays.
Fourth Wednesday works for me.
Okay. So, can someone make a motion, please, for, or can I make a motion?
At this point, we don't have any rules of procedure. Okay.
So, I'd like to make a motion that we meet at 4 p.m. on the fourth Wednesday of the month. Every other month. Every other month. Second.
I'll second.
Oh, I thought you were saying the second week. No, no, sorry. I'll second that. So, the motion is the fourth Wednesday at 4 p.m. So, when would our next meeting be? Every other month.
Only if you could say it ten times fast, guys.
Our next meeting would be then in April, the fourth week of April. So, April. So, we're kind of actually pushing ourselves pretty far out as far as the every other month. But if that's going to be our regular schedule, that's fine. So, in April. Yes, ma'am. The last week of April. I don't know what date that is. April 22nd is the fourth Wednesday.
I will be out of town on that day. Okay, we're going to have a birthday party. I'll be out of the country, actually. But I'll be back in May, but May will work perfectly.
Okay, great. Can we meet sooner?
Well, that was kind of what I was thinking. I'm okay with us moving. Because we're trying to establish our rules, could we maybe have a discussion about meeting again in March? Only because the best schedule that we've picked for ourselves is really not allowing us time to begin to work.
Agreed.
I agree.
I'll have to look at the calendar, but we'll check and see for the fourth Wednesday. But I will send an email to the board members. So, you're talking about meeting in March then?
Yes, ma'am. So, our initial schedule would be the fourth Wednesday in March at 4 p.m. and the fourth Wednesday in April at 4 p.m. so that we can kind of catch up, establish what we need to. And our every other month schedule will begin in April. So, then our next meeting would be in June.
So, what about the time? So, are we thinking of changing the time earlier or something?
No, ma'am. I think everyone was okay with the 4 p.m. as long as there's no objection.
The fourth Wednesday in March is the 25th.
25th, yes. That's what she just said. So, I'd like to make a motion that we add one additional meeting pending the availability of this chamber to meet on the fourth Wednesday of March at 4 p.m. so that we have additional working time to establish the guidelines for this committee before we go into our regularly scheduled meeting in April.
I second.
Okay. Everyone in favor? Aye. I second. Okay. I don't. Did we conduct a vote for second or?
The fourth?
Yeah. Yeah. Did we conduct an official vote for our? Technically, no.
I'm just looking right now. No.
Okay.
You had motion and then a second.
I did. Okay. So, then, everyone in favor of our official schedule that is the fourth Wednesday at 4 every other month beginning in April, please say aye. Aye. Aye. All right. Our last item on the agenda is 2.7 to set the agenda for the next meeting. Yes.
So, on the, what I have listed as an item for the next agenda is to adopt your rules of procedure, which will include your agenda order. So, unless there's something else that you want, please let me know now what you need for the next meeting. But that's what, that is my to-do list.
So, it sounds like we need to spend some time setting procedural rules for our committee?
So, yes. So, I'm going to provide a draft of what we typically do. The only item that I want the board members to start thinking about is where you would like the citizens to be heard, at the beginning of the agenda or at the end of the agenda. And anything, then it's just usual, pretty similar to what the other board's rules of procedure had. But the exception is now that it's going to be catered to this. And we'll describe the meeting schedule and then also include rules, your quorum. So, if there's anything else besides adopting that, discussing and adopting that, I need to know.
All right. Does anyone have any specific issues? I think maybe an overview of the special projects, like, that are being considered. That kind of seemed to be something that was being talked about. So, maybe information like that, that would be a good basis for us to all be on the same page as far as knowledge goes so that when we start meeting regularly, we're up to date on what the priorities we should be thinking about are.
Do you want me to provide the current projects as opposed? Because we don't really know what council has.
Let's start with the current projects because then as conversation comes to us about projects for the following year, we'll be able to compare them to the current year. Okay.
The budget process is just going on right now or just starting, right?
We're about to start it next week. So, next week, council is going to have their first strategic planning session. That's just the first step. There will be another one in March. But the budget process in terms of what the projects will be based on, what council provides direction in terms of what actual budget costs are based on, what that final number is going to be. That won't be determined until afterwards. So, I would not provide next year's priorities until council has approved the budget because that's basic. At that point, we will have marching orders.
Great. So, are there any other topics? I think our goal for setting an additional meeting was really to establish ourselves. So, are there any other areas?
I will ask, as I did before with this meeting, I will ask the library and sustainability as well as Parks and Rec to see if there are any other grants items that need to come before the board. So, I'm trying to get them used to that idea as well. So, I will always reach out prior to a meeting so that if there is an item that was not directed by the board, I'll place it on the agenda and you will receive that information prior.
I do not want to be wasteful of people's time, but would you all find it beneficial to have the most likely individual who will come to work with us from each of those departments going forward so that we can familiarize ourselves with them before we have to truly begin making decisions? Yeah. Okay. So, then we are requesting an individual that will be most likely the board liaison that we will work with on our issues going forward.
All right. So, not necessarily the board liaison, but what I can do, because I'm that board liaison, but what I can do is I'll ask the respective departments to maybe present an update or a report to the board in terms of what they're working. Is that meanable? That's fine. Okay.
I was just thinking whoever from each department is the most likely for us to. That's fine.
Silly question.
Engage with.
Is the name of the board itself up for discussion?
No. Well, yes and no. So, that was asked earlier of me, and so just keep in mind, one, this is a new board, but two, in order to change the board's name, will require an adoption of an ordinance. So, council would need to amend the code in order to change the name, because it's already, it's been codified into code.
I see.
So, it's not permanent, but I would suggest let's work through the process a little bit before we start asking council to change the name.
I agree. I think we should establish our purpose and kind of start working through that, and then it might lead to a more efficient name as we start to kind of work through all of our issues.
You just have resiliency and leisure in the same, you just, you know.
And what exactly does that mean? If you aren't resilient, you can't enjoy leisure activities in the city.
Right.
Yeah.
I get it.
So, I think, I hope that you all would agree that I think, especially in our next session, as we're establishing ourselves more, I think some of that might solve itself before we try and come up with something and go back to council when we've just started.
Sure. Fair enough.
That sounds good. Did you want to take note?
Yes, I asked that question to her about two and a half hours ago, and I'm just going to refer to it as the Community Leisure Board, you know, because they can have this long name if they want, but nobody's going to remember it.
I think it comes down to us to, and this was something that we did in Parks and Rec, was engage with community members a lot to see what they were getting the most value out of their parks and what we were not getting. And I think that in that same vein, the way we had to communicate to people who we were so that they were felt open to tell us what they wanted, it's going to fall upon us as committee members to convey the purpose and the goals and the intention of this committee. So, even if this name isn't super reflective, it allows us an opportunity to educate people on how they can utilize us.
I like that.
So, leisure is a Parks and Rec term, or is it a library term?
Because library, I think it's like a general, like activities, because library and parks are. It's a general term, yeah.
It's a general term, and there is a movement nationwide now to move Parks and Rec under that. And it used to be, back in the day, it used to be under Leisure Services Library and Parks and Rec, and now we're making a full circle of it, and that's where the whole resiliency comes into effect. It's not just about the environmental resiliency of a community, but how we also withstand and bounce back as a community itself using our leisure services. Because our parks have evolved over time, and so have our libraries. Our libraries are more than just books. We offer so much more services. So, it really, I think it's, at least when I spoke with the library director, she did say that that's more representative of today's. Okay.
When are we going to have the public first speak? I think maybe April, because I've already gotten e-mails.
Yes, and I received an e-mail, and I explained that today was just an organizational meeting. It was to elect a chair and establish a meeting schedule. That's part of your rules and procedures, and that's why I was asking to keep in mind where you would like the citizens to be heard, at the beginning or at the end, because your rules and procedures will include the order of business.
I would like to suggest maybe that what we do is, in our next meeting, we spend the first portion establishing what we've already talked about on our agenda, and then we can have some time for an open session where, if people want to come, this is new. So, if people want to come and express what they think we should be doing with this new committee opportunity, I would be open to that. But then I think maybe in the April meeting, we're actually taking, like, real comments on issues that we can begin to work on. But we don't have a lot of foundation until we take the time to set our rules next time.
Yeah.
But I'm open to having them come, because obviously that input would help us establish whatever it is we're trying to focus on. Does anyone object to that? I like that idea. So, then we are asking to have brief presentations from each of the departments that we will be working with, and we would like to discuss rules and procedures. I assume vote on those so that we have an establishment. Of course. And then we can, at least at that meeting, we will conduct open comment second. Okay. That will be at the end of the meeting for March. Is that?
And we want a list of projects.
Oh, yes, and a list of projects. Is everyone okay with us conducting our business first, and then? Next meeting's agenda. Okay. Yes.
Well, did you want to take anything that the public had to say into consideration specifically for the working session?
No, because I think that's when they're going to come tell us.
Okay.
Because we're setting the agenda right now, right?
Mm-hmm.
So, how late can we add things to the agenda?
I'd like to publish the agenda a week prior so that you have an opportunity to review it a week ahead.
My suggestion would be that we express when they are here that we desire to hear what they would like from us, but as long as it's not a pressing issue, since we are going to meet just one month later, if there's specific things that we need to, like, take under consideration, we do it in another meeting. Because that gives the most time for citizens to speak at our organizational meeting in March.
Fair enough.
Does anyone have any objections to that? I think until we know if we should be overseeing something, it's kind of hard to say, let's take this under consideration. But I think we did ourselves a favor by agreeing to meet three months in a row to get started.
Okay.
Does anyone else have any input about our next agenda?
I'm very curious about one particular project, the landings project that is being proposed. But that can wait until after our organizational meeting.
Well, I will say this. Obviously, things are on a timeline. So if there is a specific issue that you would like to be able to hear or put input on that would come up before the fourth week of April, then I think, I hope I speak for all of us, that we would all be open to adding it to the agenda if necessary. But I don't know if you have a specific issue before. Does anyone have any issues that we know are going to be coming up that we'd like to provide input on before the end of April?
I have no idea what the timeline is on that landings deal.
So then I'm not aware of anything regarding the landings. And so I'd like to just remind the board that really we need to focus on those two areas. If it's a project that has been identified or already approved by council, there is in the ordinance that there is something that the board cannot review an item that's already been approved in the effort of trying not to cause any budgetary. But I'm not aware of anything going on officially with the landings yet.
Yeah, that won't be a concern with the landings. It's purely a conceptual design right now.
It's a project that's been presented to council, right? No. It hasn't formally been presented with the city manager right now?
I don't know where it's at, but it has not been presented to council. So I can find out what the status of the project is.
That would be great.
And I can provide that information to the board, but I'll take a look. But I really want the board to focus on those two areas, and I'll get the projects on those two areas of the strategic plan so we can start rolling on that.
Well, that's a parks and – I mean, that is a recreational facility that they're proposing. Community well-being is part of this too.
No, it is. It's one of those areas, and I don't know where that project is, but I'll find out. To the best of my knowledge, it has not come before council. So I said at the meetings that I have not heard of anything official. So it may be something that they're discussing, but nothing has come about from it yet. Thank you.
Can we conclude our discussion on the next agenda?
Yep.
All right. Well, then we can adjourn. I look forward to working with all of you. Does anyone have any final comments before we leave here?
Yeah. Are we going to take a team photo?
Sure. We can do that before we leave. Sure. Does anyone else have anything? Well, and did you say your birthday is in March or in April?
No. August. Oh.
Well, we will make sure that we are prepared for August.
April 22nd is Earth Day. That's all. Not my birthday. Oh, it sounded like birthday.
Oh, I thought you said it was your birthday because I thought someone offered you a cake.
Board members, I do have an issue. Apparently, there is a conflict on the 4th Wednesday of the month that we have code board in here. March. March. 4th Wednesday. So they meet every month. Just a period.
They meet every month?
Mm-hmm.
Okay. So we can't meet the opposite month from them. Does anyone have a major objection to us shifting to the 2nd Wednesday?
Yeah.
In which case, I might suggest we don't meet our March meeting. Well, no, we could do the March meeting in the 2nd week of March.
That'd be fine. So when are we meeting next?
She's saying we can no longer, like, what we voted for on the 4th Wednesday is not an option because this room is not open. So we need to move on. And the other time frame she asked us to consider was any weekday during the 2nd week. So we can start, begin with Wednesday because that seemed to be a good day of the week. Is there any objections to the 2nd Wednesday?
I can't do 2nd Wednesday.
It's pretty rough for me, too. Okay.
The 2nd week of every month is really rough.
So then maybe let's move to another day of the week.
What about Thursday?
So.
I don't know.
Is there, well, so what I was going to ask first is is there a conflict on the 4th Thursday or the 4th, like, in either the 2nd? It's the 4th Thursday now. Okay. The 4th Wednesday or 4th Thursday. This is getting confusing. It is available.
It works for me.
I think it's fine for me. Does anyone have any objections to the 4th Thursday at 4 p.m.? So we will meet in March. Yes, of every month. We would still meet in March.
So the 4th Thursday of every month is available?
Yes. How about I put this in the form of a motion because I think I have it organized in my head. I motion that we, instead of meeting on the 4th Wednesday, we move our meetings to the 4th Thursday at 4 p.m. And we continue forward with an every-other-month schedule beginning in April, but we will conduct a March meeting to organize ourselves as previously planned. But it will take place on the 4th Thursday of March, which is?
So what is the date March? The 26th.
The 26th. I'm sorry. No, you're sorry.
Yes, the 26th.
So my motion is for March 26th for our organizational meeting. This is a very long motion. Second. Okay.
Yeah, can we do a motion that long?
Well, I was trying to amend what we'd already agreed to. Yes, we can. Yeah, we can. Okay. I think he seconded. All in favor? Aye. Okay. Can you repeat that back so we can make sure we all know what day we've just agreed to?
So it's the 4th Thursday of every other month beginning in April, but you will be meeting on March 24th. 6th? No. 26th, sorry. 26th.
No, March 26th.
When was that?
March 26th.
It's the 4th Thursday.
March 26th.
And April is April 23rd.
March 26th. And then April 24th. 24th.
23rd. 23rd. And then we will not meet again after that until June, until the 4th Thursday in June. Yeah. Great. Well, then I adjourn this meeting. Thank you.