Minutes of the Parks and Recreation Commission Meeting
November 19, 2008, 6:00PM
New Durham School
Present:
Sheri Joy, Commissioner
Marcia Berry, Commissioner
Lucinda Erwin, Commissioner
Kristyn Bernier, Commissioner
Also Present:
Jessica bailey, Recreation Director
Laura McCarthy, Creative Kids Club Director
Jessica Arsuaga, Pre-school Director
Grace Gelinas, member of the public
Absent:
Dwight Jones
Wendi Fenderson (excused prior to meeting)
Meeting called to order at 6:09PM by Chair Sheri Joy.
Basketball issue:
Jessica Bailey requested that the Commissioners address a basketball issue prior to conducting business in regard to the daycare/preschool financial situation. Jessica Bailey explained that there was an issue with last year’s basketball teams being divided into a 5th grade and a 6th grade teams. The issue had been brought to the Commission’s attention, and a decision had been made to combine the teams into two 5/6 teams this season. J. Bailey advised that coaches were requesting that the teams be divided by grade again. The Commission, in agreement with the Recreation Director, mandated that the teams be a combination of 5th and 6th grade students.
Creative Kids Club/Pre-school financial situation:
The meeting had been scheduled for J. Bailey, L. McCarthy and J. Arsuaga to present ideas to the Commission and fee justification, since information requested by the Commission had not been provided at the last two such meetings convened for the purpose of scrutinizing the daycare and preschool programs and the financial debt currently accrued . The three had been asked to look at expenses and suggest fees that fell in line with expenditures as well as research area day care and pre-school programs. A packet was presented to the Commission in regard to these requests.
Only four programs were contacted in the area, with the three closer to New Durham being considerably higher in price (See packet).
While a financial analysis was printed for the Creative Kids Club and the Pre-school, only estimated income and estimated payroll expenses were listed. Operating expenses and the fact that there are 26 pay periods as opposed to 24 pay periods were not taken into consideration. J. Bailey, L. McCarthy and J. Arsuaga were unable to provide a list of office expenses, insurance costs, postage, supplies or other program costs, therefore the Commission discussed that there was no way to determine what fee would be reasonable and justified given the current fiscal problem.
Both programs continue to lose money, and it was explained again by Chair Joy to the three employees, that the fee prices need to be set in conjunction with an accurate analysis of costs and projected income.
A discussion ensued regarding the pricing for the pre-school and that the $10.00 per session fee was way too low. L. McCarthy explained that she initially intended to charge the $20.00 fee agreed upon by the Commission when the program was authorized, however she felt that lowering the cost initially would generate interest in the program.
A discussion ensued regarding contracted pre-school clients, as the Commission had asked that all students be contracted for a specific number of days each week at the first and second meetings regarding the pre-school. Contracting parents for commitment was to ensure payment for those contracted sessions. J. Arsuaga provided a contract she drafted, however it did not stipulate that payment was to be made for those contracted sessions regardless of attendance. The form was a checklist as opposed to a contract. J. Bailey, J. Arsuaga and L. McCarthy were reminded that they were asked to take the CKC contract and use that language for the pre-school program. J. Bailey, J. Arsuaga and L. McCarthy were asked to draft up a similar contract for the pre-school and have it reviewed by the Town Administrator, making certain
that it would be a legally binding document.
Given the projected income and costs of the pre-school program, and the pricing for other area programs, it was motioned by Sheri Joy that the pre-school fees be raised to $15.00 per session. The motion was seconded by Marcia Berry. Aye, Lucinda Erwin; Aye, Kristyn Bernier.
J. Arsuaga opined that the increase was too much, however it was explained to her that that program cannot sustain itself or recoup its losses without such an increase.
In light of the missing information and incomplete financial picture of the Creative Kids Program, the Commission was unable to set a program fee. L. McCarthy and J. Bailey were asked to review ALL expenditures and determine what the daily cost of running the program would be before randomly setting a fee increase. The Commission once again requested that the fee be based upon a tangible justification.
Motion to adjourn meeting by Sheri Joy, seconded by Kristyn Bernier. Unanimous vote to adjourn at 8:25PM.
Respectfully submitted,
Commissioner Kristyn Bernier
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