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Parks and Recreation Committee Minutes 02-22-10
392010_93858_0.pngBolton Parks & Recreation Commission
Minutes

Date:
Monday, February 22, 2010
Time:
7:00 p.m. ET
Duration:
7:25 p.m. – 8:00 p.m.
Location:
Bolton Town Hall, Upstairs
Next Meeting:
Wednesday, March 3, 2010
Invitees / Attendees

 * In Attendance             # Unexpected Absence             @ Expected Absence               + Visitor                 
*
Karen Regan, chairperson, P&R
*
Joyce Sidopoulos, P&R
*
Tom Pokorney, P&R
@
Susan Greene, P&R
@
Tom Wildman, P&R
Decisions

No.
Decision Description
Approved By
  • Agreed that Regan would be responsible for finalizing agreement between yoga instructor, Kathy Breen, and Parks and Recreation Commission.
  • Regan, Sidopoulos and Pokorney
  • Approved field use applications submitted by: Bolton Youth Soccer Association/spring season; Bolton Youth Baseball Association (for opening day and spring season); Florence Sawyer School – Student Faculty Softball Game; Best Soccer Camp; and Mr. Cal’s Softball Camp
  • Regan, Sidopoulos and Pokorney
  • Agreed to charge Best Soccer Camp (for-profit-camp) $150 for use of Forbush Field from July 12, 2010 – July 16, 2010.
  • Regan, Sidopoulos
  • Abstained: Pokorney
  • Agreed to cancel demo permit request for the shed at Persons Park.
  • Regan, Sidopoulos, Pokorney
  • Action Items
No.
Action Item
Owner
Due Date
  • Follow up with BYSA on Sunday field needs at Forbush.
  • Regan/Sidopoulos
  • 3/22/10
  • Inform field applicants of Commissions’ decisions.
  • Regan
  • 2/26/10
  • Follow up with lacrosse league president to acquire missing application details.
  • Regan
  • 2/26/10
  • Publicize yoga and swim program.
  • Regan
  • N/A
  • Follow up with yoga instructor and finalize session pricing and town percentage
  • Regan
  • N/A
  • Confirm that waiver from yoga instructor protects town.
  • Regan
  • 2/26/10
  • Ask yoga instructor to procure Davis Hall for spring sessions and confirm dates/times
  • Regan
  • 2/26/10
  • Cancel Demo Request for shed at Persons Park
  • Sidopoulos
  • 2/26/10
  • Contact local tennis pro and inquire of his interest to lead Bolton’s team in tennis league with Stow and Hudson.
  • Sidopoulos
  • 2/26/10
  • Agenda/Minutes
  • Review January 22, 2010;  February 3, 2010; and February 8 minutes and action items (Team)
  • Feedback, comments and approval on minutes (Team)
  • Finalize minutes and send to Linda and Pam. (Team/Susan)
Team agreed to move agenda item to March 3 meeting.

  • Finalize  Rules & Regulations document (Team/Karen)
  • Review edits made in February 8 meeting and approve final document
  • Finalize application and permitting process, in preparation for spring 2010 season
Team agreed to move agenda item to March 3 meeting.

  • Finalize Application and Permitting Process (Team)
  • Review updated application forms
  • Establish permitting process
Team agreed to move agenda item to March 3 meeting.

  • Fee Schedule (Team/Tom W.)
  • Review fee schedule for field/facility use
Team agreed to move agenda item to March 3 meeting.

  • Review Field Requests and Schedule Leagues for 2010 Spring Season (Team)
Organization:
Bolton Youth Soccer Association (BYSA)
Field(s):
Forbush Field (all fields)
Time:
Mon. - Fri., 4:00 p.m. – 8:00 p.m.  
Saturday, 8:00 a.m. – 8:00 p.m.
Sunday use tentative.
Dates:
Practices start March 22, Games start April 10.  End Date: June 30
Notes:
BYSA to notify Parks and Recreation Commission once Sunday field use is determined.
Approved:
Yes.  Regan, Sidopoulos, Pokorney

Organization:
Bolton Youth Baseball Association (BYBA) – Opening Day
Field(s):
Memorial Field (all fields)
Time:
11:00 a.m. – 4:30 p.m.
Dates:
April 24, 2010. Rain date: April 25, 2010
Notes:
Notify lacrosse league to ensure they are aware of the event and of the affect on parking (if they have a game).  Sidopoulos to contact lacrosse president.
Approved:
Yes.  Regan, Sidopoulos, Pokorney

Organization:
Florence Sawyer School – Faculty Student Softball Game
Field(s):
Babe Ruth Field and Murphy Court
Time:
4:30 p.m. – 8:00 p.m.
Dates:
June 2, 2010.  Rain date: June 3.
Notes:
Approved:
Yes.  Regan, Sidopoulos, Pokorney

Organization:
Bolton Youth Baseball Association (BYBA)
Field(s):
Memorial (all fields)
Time:
Sat. & Sun., 8:00 a.m. – 8:00 p.m.
Mon. – Fri., 5:00 a.m. – 8:00 p.m.
Dates:
April 1, 2010 – July 18, 2010
Notes:
Approved:
Yes.  Regan, Sidopoulos, Pokorney

Organization:
Best Soccer Camp
Field(s):
Forbush (all fields)
Time:
5:00 p.m. – 8:00 p.m.
Dates:
July 12, 2010 – July 16, 2010
Notes:
Commission agreed to charge Best Soccer $150 for field use.  Payment to be made to the Town of Bolton.  Regan to ask Linda Day if we need to issue an invoice.  

Organization:
Mr. Cal’s Softball Camp
Field(s):
Memorial (all fields)
Time:
9:00 a.m. – 2:00 p.m.
Dates:
July 12, 2010 – July 16, 2010
Notes:
Approved:
Yes.  Regan, Sidopoulos, Pokorney
Commission agreed to send approval message from the Parks and Recreation email to all organizations that submitted applications for field use.  Regan to send a letter to each organization and inform them of the Commission’s decisions on their field use applications.  The note will be issued on behalf of the Commission.  

Regan to follow up with lacrosse president to acquire additional details needed to approve application for field use.  Additional details include: season start date, games vs. practices, field need (does the league require both Derby and Tower all five days?)

  • Town Beach (Team/Karen)
  • Organize Lifeguards
  • Swim Lesson Communications
  • Organize spring pond clean up
  • Distribution of comped beach permits
Team agreed to move agenda item to March 3 meeting.

  • Yoga
  • Review information sheet
Team approved yoga information sheet and agreed that Regan would send final to Linda Day to post on Town site after receiving final confirmation from instructor on yoga fee and town charge.  Team agreed to give Regan permission to move forward with communication plan to publicize yoga program and to finalize agreement with yoga instructor.

  • Discuss back up locations/spring indoor locations
Regan to ask Breen to confirm spring location at Davis Hall and secure date/time for sessions.

  • Update on intro sessions (location, dates/times, etc.)
Team agreed to propose to Kathy Breen session costs of $80 and the town would request 15% of all registration as payment.  Team agreed to give Regan the permission to finalize details with yoga instructor and make final decision on session charges and town percentage.

Regan to check with Linda Day on the waiver submitted by Breen and determine whether it covers the town.

  • Lacrosse Fields
  • Arrange date/time for a site visit to evaluate Derby and Horse Ring for Lacrosse fields.  Need to coordinate with Lacrosse representatives, DPW and Conservation Commission.
Regan informed the team Commission that she had outreached to the DPW to schedule time mid-to-late March for a site visit at Derby to evaluate improvements needed as well as a site visit at Horse Ring to evaluate its potential as the permanent lacrosse field.  Regan to also coordinate with the Conservation Commission and the Lacrosse league president, to participate in site walk.

  • Persons Park
  • Update on shed; decision needed on action (cancel demo or not)
Commission agreed to cancel demo request for shed at Persons Park.  Sidopoulos to cancel request.

  • Review Event Calendar for 2010
  • Planning discussion for 2010 events
Team agreed to move agenda item to March 3 meeting.
  • Discuss new ideas for events/activities for 2010
Team agreed to move agenda item to March 3 meeting.
  • Reschedule skating party and chili cook off/discuss other possible events before the end of the skating season
Team agreed to monitor weather and if conditions allowed, to plan the rescheduled chili cook off and skating party.  Commission agreed to leave event planning open to allow the team to plan as soon as the weather cooperated.  If a follow up chili cook off is not possible, Commission to explore possibility of teaming with other local events, such as baseball opening day, and host cook off then.

  • Review Open Space Plan as part of 2010 planning
Team agreed to move agenda item to March 3 meeting.

  • Admin
  • Vote on vice chair, treasurer, field scheduler
Team agreed to move agenda item to March 3 meeting.

  • Review FY10 expenditures/Update tracking doc
Team agreed to move agenda item to March 3 meeting.

  • Website updates – background on Kathy Breen, Swim Lesson Information, Yoga Information, etc.
Commission did not discuss.
  • Update on change of admin rights to Commission secretary.  
Commission did not discuss.
  • Expenses
No expenses submitted.
  • Organizing volunteers/email distribution lists
Commission did not discuss.
  • Online calendar status
Commission did not discuss.

  • Other Business
Working with Stow tennis program.
Joyce to follow up with former Bolton-based tennis instructor to gauge his interest in managing Bolton’s tennis team in the Stow, Hudson, Bolton league.  Commission agreed to look into working on other joint opportunities with NRHS district.

Other P&R  Properties
Regan informed Commission that she is working on a project to identify all properties in Bolton reserved for open recreation purposes.  Regan said that once the list was compiled, she would like to have the Commission schedule site visits to evaluate any possible recreation opportunities.  Further, Regan suggested listing the sites online and creating a survey to allow Bolton-residents to share their ideas as well.  Regan and Sidopoulos discussed doing a P&R walk with residents to evaluate different properties.