New Durham Parks and Recreation Commission Minutes October 14th 2008
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PARKS AND RECREATION COMMISSION
PUBLIC MEETING MINUTES
October 14th, 2008
A business meeting of the New Durham Parks and Recreation Commission was called to
order at 6:12 PM at the New Durham Elementary School in the teacher’s lounge located
on Main Street.
Present:
Sheri Joy, Chairperson
Kristyn Bernier, Commissioner
Marcia Berry, Treasurer
Wendi Fenderson, Commissioner
Also Present:
Jessica Bailey, Director
Mary McHale
Mary McHale spoke to the commissioners about the craft fair. She said she does not
have a handmade craft but would like to be there with the author of the book “The Winter
Lodge”, Gwen Reiss. Also the illustrator, David North will be there with some of his art
work. The Commissioners were all in agreement to allow Mary McHale and her guests
to participate in the craft fair. Mary thanked the Commission and left the meeting at 6:30
PM.
Daycare Program:
Laura McCarthy had concerns about the editing of the newsletter she puts out. Jessica
Bailey explained that she had met with Laura and explained to her that everything that is
put out to the public reflects on the Commission as a whole and that she had made some
of the changes to the last newsletter to make Laura look better. They talked it over and
have come to an understanding.
Laura had also expressed her concerns that the daycare is not on the website. Jessica said
Laura is supposed to give her something to post on the website.
Laura stated in her report that her office space is crowded. Jessica told the Commission
that she had removed some of the things she had stored in there and had given Laura
more space in her office.
Pre-School/Daycare?? The Commission felt they had agreed to run a daycare not an
actual pre-school. After some discussion, the Commission authorized calling the
program a daycare. Motion Sheri Joy, second Marcia Berry that the program goes
back to daycare not pre-school. Vote was unanimous.
Kristyn Bernier asked for a break-down of payroll of each worker. Jessica stated she is
working with Laura McCarthy to separate the pre-school daycare and the Creative Kids
New Durham Parks and Recreation Commission Minutes October 14th 2008
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program into two accounts. Jessica also informed the Commission that the new program
has a deficit. Motion Sheri Joy, second Marcia Berry to cut back on personnel until
such time as there are at least eight children in the program. After some discussion,
Marcia withdrew her motion. Motion Kristyn Bernier, second Marcia Berry to
reduce hours on second staff person on a per diem basis dependant upon such time
as there are eight or more children in the program. Vote was unanimous.
Approval of Minutes:
Marcia Berry stated she had asked Laura Zuzgo for a copy of the minutes for
informational purposes shortly after the September 9th meeting. She then received a copy
of the minutes in her packet from Jessica Bailey. She said she noticed that the minutes
had been edited in several places and asked why. Jessica explained that she had been told
it was alright for her to edit the minutes. The Commission told Jessica that it was not
okay with them. It was agreed by all parties that Laura Zuzgo will e-mail the minutes to
the Commissioners from this point on.
Motion Marcia Berry, second Sheri Joy to accept the minutes of September 9th, 2008
as amended. Vote was unanimous.
Director’s Report:
Jessica Bailey expressed her concerns on how the money for the daycare program is
handled. She requested that the money only be handled by Laura McCarthy or Vickie
Blackden. The Commission asked Jessica to brainstorm with Laura McCarthy on coming
up with an acceptable way to handle monies paid to the program.
Invoices:
Jessica presented invoices for the month to the Commission to sign. The Commission is
being asked to sign a bank transfer. The Commissioners asked for a breakdown of what
the transfer covers. They all agreed that upon receiving this information they would go to
the Town Hall to sign the transfer.
Jessica explained they were being charged on over credit limit fee of $39 on the Creative
Kids account. It was a matter of the payment not being posted before the next purchase
was made. The Commission has asked Jessica to speak to Laura about calling the credit
card company to get the fee waived.
Jessica said she has asked Laura McCarthy on several occasions to please submit her
monthly request amount at $200 so that when she goes over $150 the Commission will
not have to sign a second time for going over the requested amount. The Commission
agreed with Jessica that Laura spends between $150-$200 a month and should submit the
request for $200 a month even if she does not spend it all.
Sheri Joy asked Jessica why Laura McCarthy is not using the time clock. Jessica said
Laura felt it would be too difficult for her to punch in and out with all the errands she has
to do. The Commission stated she could write explanations on the back of the time card.
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Sheri Joy asked Jessica Bailey why she had purchased more white paint for the fields
when there was paint in storage at the ball field. Jessica explained that when she checked
on the paint at the field there were several cans of orange but that she only saw a few
cans of white paint.
Marcia Berry told Jessica she will help with the concession stand on November 8 for the
tournament and will clean and inventory the stand. She also said that Kathy Perkins will
be running the concession for the craft fair and all donations of home-cooked foods will
be appreciated. The monies for the concession will go to the Ferry Beach Fund.
The request was made that the shopping for the concession stand be done at Sam’s Club
or B.J.’s whenever possible.
Sheri Joy asked Jessica if she knew what concerns April Whittaker had about the
concession stands. The Commission asked Jessica to either get the information from
April or invite April to attend the next meeting to express her concerns.
The Commission looked through several catalogs and after some discussion decided to
purchase rubber wrist bands that say “I Love Soccer” for each of the players.
The Commission was being asked to purchase a new volleyball for adult volleyball. The
Commission felt that because there is no charge to play volleyball, the players should be
able to purchase their own ball. It was the way it has been handled in the past.
Flag Football:
The Commission stated it would be fine to advertise for New Durham children to join the
Alton team if they wished, but did not feel there would be enough interest for New
Durham to have their own team. Also if they offer this would they lose players for the
soccer teams?
Water Pump:
Jessica stated she had noticed the pump was fixed and the concession stand once again
had running water. She needed to know if the expense for repair was covered under
insurance. Sheri Joy said no it would not be covered by the insurance. It was not a
lightning strike. The pump was worn out and was replaced with a good used pump and
still has not submitted a bill. Jessica told the Commission that Mark Fuller told her the
waterlines have been flushed and readied for winter.
Concession Stand:
No Commissioners can cover the concession stand on October 25th . The Commission
stated that if no one volunteers to help, Jessica should close it down. Wendi Fenderson
told Jessica to keep her posted on the volunteer situation as she might be able to be of
assistance. The Commission asked Jessica for the deposits made from the concession
stand. Jessica stated that she deposited over $500 from last weekend and that they were
averaging between $350 -$500 a weekend.
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Registration:
After some discussion, the commission changed the dates and times for basketball
registration to Nov 4th 5:30 PM to 7:00 PM and Nov 5th 3:30 PM to 5:00 PM. Marcia
Berry stated she will cover it on Nov 5th .
Basketball Sponsorship:
The commission talked about warm-up shirts with the sponsors on them and did not feel
that was a good idea. Jessica is going to make signs for sponsors that will be placed on
the message board advertising the sponsors of the basketball teams. Jessica explained the
way Gilmanton does their sponsorship. Gilmanton has one color shirt that has a soccer
ball, baseball and basketball on it. The children then wear the same shirt for all the
sports. The Commission did not feel that would work well for the Town. Marcia Berry
pointed out a correction she would like made to the sponsorship form.
Senior Trip:
The Commission felt the cost for the bus was too expensive. They have asked Jessica to
check into the cost of renting a 15 passenger van. It was suggested that Jessica could
drive the van to take the seniors to the Kittery Trading Post, to lunch, and then to the
Christmas Tree Shop in Portsmouth on a Tuesday in November. Jessica said she would
enjoy taking them on the trip. She is going to look into what insurance would be required
for her to drive the van. She is going to put a package together and e-mail it to the
Commissioners to review and approve.
Shelves:
Jessica requested the purchase of shelves to be used for storage at the Town Hall. She
explained that a space had been found for the Parks & Recreation Department to use for
the storage of once a year and special events materials and supplies. Motion Sheri Joy,
second Wendi Fenderson to purchase the shelves needed for storage at the Town
Hall. Vote was unanimous.
Co-Ed Invitational:
Jessica said she has been approached by one of the towns enquiring as to whether or not
the team has to be co-ed. They said they had an all boys team and an all girls team this
year. The commission said the teams have always been co-ed teams and that the town in
question would have to make a co-ed team from their two teams in order to participate in
the tournament.
Beach Trash cans:
This matter was moved to the next meeting.
Steel Doors:
Chief Varney has inspected the concession stand and has stated that steel doors are not
necessary.
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Electric at Beach/Ball field:
Wendi Fenderson apologized to the rest of the Commissioners for the misunderstanding
about her son being able to do the electrical work at the beach and the ball field. Jessica
has been asked to obtain three bids for the electrical work to be done.
Criminal Background Check:
A draft of the criminal background check is to be given to the Selectmen for their
approval and also to be looked over by legal counsel.
Beach Retaining Wall:
Jessica explained to the commission that they needed to get three bids for the retaining
wall before a contract could be signed. It is important to get a contract signed in order to
encumber the funds for next year. The commission felt it was necessary to make sure the
contract stipulates upon condition of permit approval and State approval. Jessica will ask
the selectmen to e-mail the commission with updates.
Movie License:
The PTO has stated they do not want to be involved with the movie licensing.
CPR/AED Classes:
The class is going to be rescheduled for mid January. There will be a fee of $15 for
residents and $20 fee for non-residents. Seniors will have a discounted fee of $10.
Halloween Party:
Jessica asked if there was anything she could do to help get ready for Halloween. Marcia
stated she could purchase the extra bags of candy that will be needed. Sheri said she
would like to see Parks & Rec provided healthier treats such as small bags of pretzels or
chips. She said there are some children who can’t eat candy for health reasons and it isn’t
fair if they are unable to partake of the treats. Marcia felt that if Jessica got 4 big bags of
candy for back up for any doors that ran out of candy it would be enough. The
Commissioners stated no hard candy. Marcia also stated she needed judges for the
pumpkin carving contest. She then explained that she has divided the door decorating
contest into three age groups, with a prize being given in each age group. Jessica will
advertise for sponsors in this weeks’ newsletter and will advertise the party in next
weeks’ newsletter.
Craft Fair:
Set up for the craft fair will be on Friday, December 5th at 5:00 PM. The tables will need
to be set up and the location of people bringing their own tables will have to be labeled.
Volunteers to clean up after the craft fair will also be needed.
Budget:
The Selectmen are scheduled to meet with the Parks & Recreation Commission on
October 27th at 2:30 PM.
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Jessica told the Commission that fertilizer would have to be put out for bid in the coming
year. It was pointed out that lining paint should be included under sports equipment not
ball field maintenance. Jessica agreed to remove the statement about a 50% reduction of
the referee fees from the budget. The issue of the cell phone stipend was reviewed.
Jessica stated she had no issue with the commission cutting the stipend to $20 a month as
long as they provided her with a Nextel phone. Kristyn Bernier stated she has a problem
with that. Nothing was decided. Several of the Commissioners expressed a desire to be
present at the meeting with the Selectmen to express their reasoning for the requests in
the budget.
Motion by Sheri Joy, second by Kristyn Bernier to enter into non-public session
under RSA 91-A:3 II(c). Roll Call-Wendi Fenderson – Aye, Sheri Joy – Aye,
Kristyn Bernier – Aye, Marcia Berry – Aye. The commission went into non-public
session at 10:07 PM.
Discussion ensued concerning accident/incident reports, finances, and employee issues.
Motion by Marcia Berry, second by Wendi Fenderson to return to public session for
the purpose of adjournment. Vote was unanimous.
The meeting adjourned at 11:02 PM.
Respectfully submitted,
Laura Zuzgo
THE NEXT MEETING WILL BE HELD
ON NOVEMBER 11TH 2008 AT THE
NEW DURHAM ELEMENTARY SCHOOL
IN THE TEACHER’S LOUNGE AT 6 PM
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