Good afternoon.

Um, my name is Rosemary Call, 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 combine 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.

Hi, I'm doing the voice.

I'll be the Clerk Specialist.

I'm Bianca Hapala.

I've met most of you, I believe.

It's nice to be working with you again.

Yes.

I'm Kelly Kelly, and I was on the Parks and Rec board with Candace.

I was a former environmental consultant.

I just retired and I've lived in the Clearwater since 1969.

Hi, I'm Tim Hughes.

I was on the environmental advisory board.

And uh I'm retired.

I've spent over 20 years doing watershed studies, stream assessments, stormwater BMPs.

Hi, yes, I'm Candice Gardner, 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 Wintworth.

Uh I was on the board of the environmental advisory board for five years.

Um president of Morningside Meadows Homeowners Association and a graduate of the Citizens Academy 2018.

Thank you.

So to the next item.

So uh as we go through today's agenda, they'll give you an idea as to how the agendas will be created moving forward.

Um, hopefully it was clear.

Uh so just like in council where the agenda title is descriptive of as to what is expected of the board, um, that's exactly how it's going to be created.

So if there is uh 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 um public input and engaging the public on how well the community not only um 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 um and staff that it was focused in two specific areas.

So one of the things that's gonna 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 um Mr.

Rubino, we just started.

We went over um introductions.

If you want to introduce yourself real quick, yes, love to.

Uh my name is Michael Rabina.

For those that don't know me, I was on the environmental advisory board, and uh we consolidated as you all know, and I'm very excited to be here.

So um one of the aspects of this board specifically is focusing on two areas of our strategic plan.

So uh staff and council are working on the budget for next year's for next year's uh budget.

Part of that is identifying projects that fall under the strategic uh 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 start 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 is 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 um initiatives or seeking public input on those areas, the idea is to look at this pro this list of projects or priorities annually to determine what the board wants to do in terms of education outreach or um 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 are um have placed uh 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 um also looking or 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 um public works and the environmental uh 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 gonna be a little a little tricky, but we will figure it out, and then as it get develops, um the board will start uh reviewing items and uh actually also telling me what you guys want on the agenda, and that's also on the agenda, and that 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, uh, 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 uh 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 and 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?

Oh, okay.

We'll move to the next one.

So review of sunshine law in the case.

Excuse me.

Yes, I do have one question about the um uh the board purpose.

Yes.

Um we'll see which one, two, three, four, five, six, seven dots down in the summary is uh provide insight to city council on environmental activities within and affecting the city.

That was lifted directly from the environmental advisory board's uh mission.

Yes, and with one exception, the uh the word citizen was left out, provide citizen insight to city council on environmental.

I don't know if that was an oversight or uh this is just a summary.

I did attach the agenda, I did attach the ordinance to the to the agenda item.

So it was just a summarized bullet of the of the ordinance.

So I've but that is the intent of the of the board is to seek public input or citizen input, but so it is in the it is in the um I believe it's in the ordinance, ma'am.

In the ordinance and powers and duties, okay.

Yeah, this of course the board could also receive a task from the council directly, and so whatever that task is as well.

Okay, I have a question.

Sure.

So as it relates to the strategic plan, um 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 uh 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 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 gonna move forward with.

Thank you.

Well, I have one more question.

Is there will there be uh citizens to be heard as a part of this agenda?

Yes, not on today's agenda, but I'll explain that later in the agenda.

Okay, thanks.

Anything else?

All right, so review of sunshine.

So in your agenda pack, I did provide information regarding um a memo regarding the sunshine law overview.

Um just as a reminder, you are sub are are subject to the sunshine law, so that means um in no two board members or more than one board member cannot discuss items that could potentially come before the board, uh, and that is because that is the sunshine law uh because all the discussions related to the board must occur at a publicly noticed meeting.

So the meet this meeting has been noticed, we will take minutes.

Uh and so that if you are ever in in doubt or you question, I'm not sure if this is gonna come before me in terms of what the board in the board's function, uh, then you can always email me.

Uh of course we understand the law even contemplates if you socialize in individually and out your circles, that's okay as long as it's not an item.

And so, for instance, like if somebody's talking to you about a potential appeal or um a potential renaming of a parks facility, you 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 we shouldn't really be talking about this, or if you're you question it, just hey, let me let's find out, and then I will I will respond and and provide that direction whether or not it's okay.

But usually that's the the rule.

If you ever in doubt, just ask prior to because what you don't want to do is give that impression that you are discussing uh board business outside of a notice hearing.

Any questions?

I only have one question, not not related to that.

I think that's pretty clear, but uh one of the things that we felt pretty hamstrung on uh for the EAB was the lack of working sessions.

Okay, um there's a lot that needs to get discussed and done in a board meeting.

I mean, sometimes we would we would be here what two three hours and then you know, trying to try to get everything done in terms of uh giving some advice to city council.

Um just keeping that in mind uh with the sunshine law, obviously we are limited in being able to get together and write a letter, right?

Um so there's some limitations there, obviously, that the just to consider will there be working sessions with there's a need for the board to meet outside of the every other month schedule, we can schedule a meeting, but there 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 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's a need to actually meet, but to meet to meet um outside of that meeting schedule.

Um we would 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 we can get core if I can get quorum from the board members, then chambers is available.

Uh I am always supportive of that.

Thank you.

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.

Um the chair will obviously uh 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 uh 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 Lotlow 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 Glena Wentworth to be chair, please.

All right.

So in order of precedence, we first have a motion.

So well, Miss 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, but um, or somebody can do a motion.

Our second vote.

Okay.

All right.

So all right, so we have a motion on the floor by Miss Kelly to nominate Miss Latvala as chair, and that was seconded.

Do we have a vote?

All in all A's.

Hey, all right.

Any nays?

Okay.

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 Lavala.

I apologize for the mask, but my husband has been sick and I'm trying to protect him from the flu.

Um 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 um have graduated from the Sheriff 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.

Um 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 um I love to read.

So it's kind of a nice combination for me.

Very cool.

Yes, sir.

Um 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.

We have okay, or so Mr.

Hughes, Mr.

Rubino, are we A's or nays or oh I I'm I'm I'm A's for both uh candidates.

They're they seem excessive.

Right now we have the motion on the floor for Ms.

Lambala for chair, so I just need to close this vote in order to move on to the map.

She's trying to record.

Are you yeah?

Are you voting yes or no?

I would vote yes, sure.

Absolutely.

And Mr.

Hughes?

Yeah.

Yes.

Okay, all right.

So then now that we have chair, do would Mr.

Um Hughes would you like to amend the motion for Miss Wentworth to be vice chair, or we have other nominations for vice chair?

I'm just asking.

I know.

I know, I know.

Um I'm looking at you.

I'd be willing to be vice chair.

Okay.

Yes, let's continue that motion.

All right, so as vice chair.

Wentworth.

Do I have a second?

I'll say it.

Okay.

Okay.

Okay, oh so we're gonna go ahead and vote.

So all the A's.

Okay, all right, unanimous.

All right, Miss Lot Valais, 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 gonna take this off so you guys can hear me.

Um, 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 um, 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 um another report if it's awarded, or do they anticipate the board to have a another public education or outreach session?

So that's uh one as well.

And last but 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?

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 FDAX.

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.

The grant submital included extensive detailed information, including site plans, planting details, photos of each specific planting site, a three-year maintenance plan, and ongoing uh reporting required to FDAX.

All the proposed trees uh 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, pignut hickory, bald cypress, sweet bay magnolia, yapun 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 cents.

With a 25% minimum grant match requirement, we are requesting 44,117.62 cents 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.

Do you have 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?

Um, 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.

Um yeah, I think it's wonderful.

Um increasing Clearwater's urban canopy uh forest is part of the uh resiliency that we need to do.

Um especially it's one of the um vulnerability planning.

Yes, it's one of the vulnerability assessment uh action plans, uh action items.

So full support, 100% support for increasing our urban forest canopy.

Um I'm done.

Thank you.

Thank you for your comments, but Julie.

Yes, will these will these be planted by city personnel or contract personnel?

Uh 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, this that will also be conducted by city staff.

Correct.

Okay, thank you.

Ms.

Kelly.

I'm all for trees.

But Coachman Park, is it gonna be shade trees or just not shade trees?

Yeah.

Um I'm not sure.

100% familiar with all of these uh tree species, but I do know that uh live oak and turkey oak are uh it really needs shade.

That's all I hear from people.

Yeah.

I think that also, I mean, they're uh around the lake, the trees the nearest to the lake, I think are cypress, and they look really dead.

Right.

The ones in in the immediate vicinity of near near the water look bad.

Those could be some that are up for replacement given this, but I think he knows my name is Mark Parry.

I'm uh manager in parks and recognizable vault cypress tend to go dormant, so if they look bad right now, it's it might they just might be going dormant.

They might be are they going 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 the a little bit.

I don't they're not used in 27 degree weather.

Yeah, yeah, actually I I just put together a uh a post-freeze calendar checklist for our folks.

So yeah, there's we we've got we do have a lot of damage out there, and depending on the species, uh this coniferous trees, you really would need to give them almost 12 weeks uh before you can ascertain if they're dead or they'll recover.

So we for a lot of our trees, both uh deciduous and non-deciduous, we we have to give them some time to see if they're gonna leaf back out again.

So they may look bad right now, but we're we're gonna keep an eye on them.

Yeah, give in the fall, they was like first complaint I got about them in the fall.

Um that that's kind of normal for that species that's pretty normal.

Okay.

So it that that's fine.

All right, good.

Yeah.

Thank you.

Does anyone else oh go ahead?

Um, so there are a total of 93 trees.

Did I hear that correctly?

Correct.

Yeah, 93.

And how many species?

Uh one, two, three, seven.

Seven.

And uh 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 uh we probably have a height limit that we try to keep.

Yeah, uh, I don't recall the exact height, but uh typically we will plant them at around eight feet tall.

So they're 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 uh 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 you get this sort of instant effect, but there are numerous studies that show that uh 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.

Um we also don't want to put twigs in, so you know it they'll it'll look like a tree, um, but I it'll be in the one and a half to two inch caliper range.

And that's really the sweet spot that all the studies that that are available that show that it's that sort of perfect blend of you know, is 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 and one at 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 unless you're rich and you can afford to do all that, uh you know, it doesn't make any sense to plant a tree that's too big.

Um that was probably more information than than you wanted.

No, that was excellent.

Thank you.

Perfect.

Is there an anticipated timeline for a decision on the grant?

Uh 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?

I or is it not evolved that far yet?

Um 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.

And yeah, I mean uh what once we get the the grant awarded.

Are are you asking when the state's gonna make a stick?

No, I meant so when we're gonna do it.

Yes, if they if they grant this by the end of the fiscal year, which it kind of sounds like is what they do, then in what time frame will our city staff be able to complete this project or at least begin it.

It it would well, it would be pretty quick after that.

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.

I expect that we'd probably get going on it very quickly.

I mean, we'd we'd we want it all done this fiscal year, if not the you know, or at least the calendar year, but yeah, very very quickly, you know, because we have the capacity, we have the we have the resources to get them planted, so that's that's not an issue.

Right.

So yeah, we're we're in good shape to 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 uh 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 if you have dormant trees, you know, if you're gonna do deciduous trees, and then they're gonna be dormant during the winter anyway, so it you know it doesn't matter, but typically you'd you'd probably want to do it during the rainy season.

That cuts down on on the amount of water you have to provide.

Right.

Um and the um the sustainability and resiliency division is also applying for a grant for um to do a tree study in relation to the vulnerability study.

Um, to do a site study, basically, as I understand it.

I don't know if we'll have a presentation from them on that.

Um but we can ask, but I I want the board to focus on this project.

Yeah, I was just asking if there's any you're not really having any are really two different issues, aren't they?

I mean, basically you're you're working only in the parks.

Correct.

Yeah, these are only going on parkland 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, but they're looking for at heat exposure where to, you know, looking in um uh places that are don't have tree canopy and are vulnerable to heat exposure in the community, so this one is more directed towards uh resilient trees to wind primarily as it's in response to the hurricanes.

I do have one just quick fundamental question.

Um just to understand the communication patterns between the different departments.

Have you seen the vulnerability study?

I have not personally, okay.

Um 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 the where we connect the dots, are is the plan to cross-collaborate from department to department?

So if it were if it were an efficient way to pursue a grant, we certainly would.

If the opportunity presents itself, absolutely.

We try not to work in silos.

But you know, when when parks and rec is submitting a grant, you know, we're we're focusing on parks and rec own property.

So it 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 and right-of-way ownership and things like that.

So, like for this particular grant, you know, I did have somebody from uh sustainability reach out, but you know, it's like the day before we were gonna submit talking about can they get in on it?

I'm like not really enough time.

We're literally shipping it out.

Um plus the complexity just skyrockets once you get into the right-of-way.

Part of the things that are uh our folks uh, you know, we we have specialists that are arborists and everything on staff when they're picking out these sites, you know, they they considered you know access, utilities, underground and overhead, um, you know, in addition to 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 uh you know conflicts with roots and things like that over time or the crown if you're talking about overhead.

So but big picture, yeah, we would definitely uh you know work with other departments on 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 uh board members.

So since we're meeting every other month, uh I did ask to see and hopefully you have feedback regarding your availability on the um the second and the fourth week of the month.

And the reason why is uh it just doesn't conflict with council meetings.

So that's really the only reason why I requested that specific time frame.

But um first is four o'clock a good time.

We can start there.

Yeah, I think that's a great time.

That's good, yeah.

Okay.

Should I ask people who are working?

You said the second and fourth of every month.

Uh every other month.

Every other month.

So what happens if you have a radio show and it follows on second or 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 Wednesday?

It doesn't have to be on a Wednesday, just anyway.

The second and fourth 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.

Okay.

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 nine to five job or 8 30 to 5 job and would not be able to make five o'clock work every other month?

Four o'clock, I thought.

Yes, four o'clock, sorry.

Four 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 four 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, do you 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.

Wednesday.

Wednesday is great for me.

Wednesday's good for me.

Any of the Wednesdays.

Okay.

So can someone make a motion, please for or I guess can I make a motion?

Um at this point, we don't have any rules of procedure.

Okay.

Um so I'd like to make a motion that we meet at 4 p.m.

on the fourth Wednesday of the month.

Every other Monday.

Every other month.

Every other month.

Wednesday Wednesday.

Okay.

I'll second.

Oh, okay.

I thought you were showing the second weekend.

The motion is the fourth Wednesday at 4 p.m.

So when our next every other month.

So when we're going to be able to do only if you can say it 10 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.

April 22nd is the fourth Wednesday.

It's like birthday.

I will be out of town.

I'll be out of the country actually.

But I'll be back on in May, but May will work perfectly.

Okay, great.

Can we 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 we're 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 uh we'll check and see for the fourth Wednesday, but I will send an email to see what we're doing.

And the fourth Wednesday uh 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 the time?

So are we gonna 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.

Okay.

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.

In April.

I sorry.

Okay, everyone in favor?

Okay.

I don't did we conduct a vote for second or the fourth?

Yeah, for did we conduct an official vote for our no.

I'm just looking right now.

No.

Okay.

Yeah, first and motion and a second.

I did mokay.

So then everyone in favor of our official schedule that is the fourth Wednesday at four every other month beginning in April.

Please say aye.

I think all right.

Our last item on the agenda is 2.7 to set the agenda for the next meeting.

Yes.

So on the um what I have listed as an item on for the next agenda is to adopt your rules of procedure.

Well which which will include your agenda order.

So unless there's something else that you want, please let me know now what if 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 yeah, so I'm gonna I'm gonna 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 uh anything, then it's just usual, pretty similar to what the other board's rules of procedure had, with the exception is now that it's gonna be catered to this, and we'll describe um the meeting schedule and then uh also include rules, uh, your quorum.

So if there's anything else besides adopting that and just discussing and adopting that, I 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 seem 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?

Okay, 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.

We're about to start it next week.

So next week council is gonna re have their first strategic planning session.

That's just the first step.

There will be another one in March.

Um, 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 that 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 I will ask as I did before with this meeting, I will ask the library and sustainability as well as Parks Direct to see if there are any other grants items that need to come before the board.

So I'm 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's was not directed by the board, I I'll place it on the agenda and the 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, yes, okay.

So then we are requesting uh 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 board board liaison, but what I can do, because I'm on 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 does that meanable?

Okay.

I was just thinking whoever from each department is the most likely for us to uh that's fine.

Silly question engage with.

Uh is the name of the board itself up for discussion.

No, well, yes, and I don't think you're that was asked earlier of me.

And so just keep in mind one, this is a new board.

So um, but two, in order to change the board's name, will require um 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.

That's it.

So it's not permanent, but I get it.

I would suggest let's 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 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.

Yeah, you just have resiliency and leisure in the same way.

I know just you know how 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 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.

Okay.

Did you want to speak now?

Yes, I I asked that question to her about two and a half hours ago.

And um, I'm just gonna refer to it as the community leisure board.

You know, could they can have this long name if they want, but nobody's gonna remember it.

I think it comes down to us to this was something that we did in parks and rec.

It 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?

Well, because library, I think it's like a general like activities because library and parks are in general.

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 um comes into effect.

It's not just about the environmental resiliency of a community, but how we also um 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 to the library director, she did say that that's more uh representative of today's.

Okay.

Yes.

Uh, when are we gonna have the public first speak?

I think maybe April.

Yes, and I I received an email and I explained that today was just an organizational meeting, it was to a elect a chair and establish a meeting schedule.

That's part of your rules of procedure, so 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 of procedures will include the order of business.

I would like to suggest maybe that what we do is in our next meeting, we're in 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 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.

Are is anyone object to that?

I like that idea.

Okay, then 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 and then we can have 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 we want a list of projects?

Oh, yes, and the list of projects.

Is everyone okay with us conducting our business first and then next meeting's agenda?

Okay, yes.

Well, did you did you want to take anything that the public had to say any consideration specifically for the working session?

No, because I think that's when they're gonna come tell us.

Okay, because we're setting the agenda right now, right?

So we can how late can we add things to the agenda?

I'd like I like to publish the agenda prior a week prior so that you have an opportunity to review it a week 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.

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 agenda on landings uh 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 support already approved by pro by council, there is in the ordinance that there is something that we the board cannot review an item that's already been approved in the in the effort of trying not to cause any um budgetary, but I'm not aware of anything going on with the 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 rep that's been presented to council, right?

Has it it hasn't formally been presented?

It's it's with the city manager right now.

I don't know where it's at, but it has not been presented to council.

So I I can find out what the status of the project is.

Um but that'd be great.

And I I can provide that information to the board, but um I'll 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.

So 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 I'd it may be something that they're discussing, but nothing has come about from it yet.

Thank you.

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 gonna 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's in March or in April?

No, um August.

Oh, okay.

Well, we will make sure that we are prepared for August.

Yeah, April 22nd is Earth Day, that's fine.

Oh, it sounded like birthday.

Oh, I thought you said it was your birthday.

Because I thought someone offered you a code.

I do have an issue.

Apparently, there is a conflict on the fourth Wednesday of the month that we have code board in here.

So March.

March fourth Wednesday.

So they meet every month.

Period.

That's they meet every month.

Okay, so we can't be the opposite month from them.

Does anyone have a major objection to us shifting to the second Wednesday?

In which case I might suggest we don't meet our March meeting by well, no, we could do the March meeting in the second week of March.

That'd be fine.

So when are we meeting next?

She's saying we can no longer like fourth when we voted for on the fourth 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 second 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 second Wednesday?

Yeah.

I can't do so.

It's pretty rough for me to second second week of every month's 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, because is there a conflict on the fourth Thursday or the four, like in either the second now?

Okay.

The fourth Wednesday or first fourth Thursday.

This is getting confusing.

Is um available I think works for me.

I think it's fine for me.

Does anyone have any objections to the fourth Thursday at 4 p.m.?

Okay.

So then we will meet in March.

Yes, of every month.

We would still meet in March.

So the fourth Thursday of every month is available.

Yes.

How about I I put this in the form of a motion because I think I have it organized in my head.

Yeah.

I motion that we instead of meeting on the fourth Wednesday, we move our meetings to the fourth 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 fourth Thursday of March, which is so what is the date?

The 26th.

No, you're fine.

So March 26th.

My motion is for March 26th for our organizational meeting.

Second.

Okay.

Yeah, can we do a motion that long?

Well, I was trying to amend what we'd already agreed to.

Yeah, we can.

Okay.

Second.

Yeah.

I think he seconded.

All in favor?

Okay.

Can you repeat that back so we can make sure we all know what day we've just got to do?

So it's a fourth Thursday of every other month beginning in April, but you will be meeting on March 24th.

6th.

26th, sorry.

26th.

Is the fourth Thursday?

Right.

And March 26th.

And April is April 23rd.

March 26th.

And then April 24th.

Yeah, 20th 24th.

23rd of the first.

And then we will not meet again after that until June.

Until the fourth Thursday in June.

Yeah.

Great.

Well then I figure in this meeting.

Thank you.