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Recreation & Park Committee Minutes 2/11/2009


Wednesday, February 11, 2009
Avon Town Hall, Building #1
I.      Call to Order - 6:30 p.m. – By Vice-Chairman, Douglas Evans
A.              Attendance
        1.      Members & Staff Present

Glenn Marston, Director                              
Sharon VanDeusen, Admin. Coordinator       
Douglas Evans, Vice-Chairman
Donald Droppo                             
Michael Trick
Peggy Roell
Kathy Thompson

2.       Members & Staff Absent
        Peter Ponziani, Chairman            
        David Jadovich

II.     Minutes – Minutes of December 3, 2008 meeting were tabled until the March meeting.
III.    Public Comment – None

IV.     Director’s Report
A.      Director reported to the committee that a group of senior citizens have spoken to him regarding the fees that the Recreation Department is charging for some of its exercise classes.  They feel that classes that have the same number of sessions should be the same price.  Glenn explained to them the formula that is used to calculate the price of a class and they were not satisfied with his answer and they went to the Town Manager.  Glenn informed the committee that some of those senior citizens might attend the next Recreation and Park Committee meeting to discuss this issue further. Mr. Marston gave committee members a copy of the formula that the department uses to calculate the fee for a class. After some discussion, Kathy Thompson suggested leaving the formula the way it is if it has been working for all other classes. Committee members concurred.

B.      Mr. Marston told the committee that there was a preliminary call made to the Town Manager regarding consolidating the Sycamore Hills Pool with Mills Pond Pool in Canton in the near future. The Town Manager has commissioned Glenn to study the feasibility of a consolidation.  Mr. Marston said he has a meeting with John Bennett, the Director of Recreation in Canton, next week to discuss this issue. Glenn will report back to the committee with the results of that meeting and after he researches the feasibility further.

V.      Correspondence - None

VI.     Committee Communication – None at this time.

VII.    Old Business

A.      Fisher Meadows Field Project
1.      RFP for Soil Testing
        Glenn reported that he is still working on this and will get back to the committee at a later date.
2.       RFP for Architectural Services
        Glenn reported that he will send out draft copies on the Scope of Services to committee members and then he will contact Mr. Simmons.

B.      Review of Fees – Further Discussion
1.      $ 5.00 per registrant fee recommendation for all leagues.
Glenn told the committee that he had spoken to all the non-school sports groups about the Recreation Department charging them a $5.00 per registrant fee.  He said none of the groups had any problems with the fee.  Glenn explained to them that the fees would go into the Facility Maintenance account to offset the expenses of maintaining the facilities and to cover part of the cost of the department’s part time secretary.  After some discussion as to when to implement this fee, Mike Trick motioned to accept charging the non-school sports groups a $5.00 per registrant fee to be implemented beginning April 1, 2009. Don Droppo seconded the motion, which passed unanimously.     

2.      Senior Center – Building Use & Supervisor Fees – discussion and time line for presentation to Town Council (next TC meeting is March 5, 2009).
Glenn handed out the amended Appendix B of the Public Place Regulations – Public Place Fees that had the updated fees on it. The purpose of adding and/or charging higher fees is to help offset some of the facility maintenance expenditures and to help cover staffing costs.  Mr. Marston was looking to the committee for approval to have the fees be effective April 1, 2009. After review and some discussion, Peggy Roell motioned to approve the fee changes as presented with the exception that non-profit groups will not be charged to use camping areas. Don Droppo seconded the motion, which passed unanimously.

Mr. Marston told the committee that Building Use & Supervisor Fees for the Senior Center would have to go to the Town Council and he would like to present this to them at the next Town Council meeting on March 5, 2009. The committee concurred with Glenn and Doug Evans and Peggy Roell will go to that Town Council meeting with Glenn.

VIII.   New Business

A.      Set New Meeting Dates
                            The next Recreation and Park Committee meeting was set for March 3, 2009 at 6:30 pm in the Avon Room in building #1 at the Avon Town Hall. Sharon VanDeusen will send out an email to all committee members. Future dates will be set at that meeting.

IX.     Adjournment
        A.      Kathy Thompson motioned to adjourn the meeting at 7:30 pm. Mike Trick seconded the motion which passed unanimously.  

                Respectfully Submitted by
                Sharon  VanDeusen
                Sharon VanDeusen