PARKS AND RECREATION COMMISSION
PUBLIC MEETING MINUTES
May 13, 2008
A business meeting of the New Durham Parks and Recreation Commission was called to order at 6:08 PM at the New Durham Elementary School in the teacher’s lounge located on Main Street.
Present:
Jessica Bailey, Director
Sheri Joy, Chairperson
Marcia Berry, Treasurer
Krystn Bernier, Commissioner
Wendi Fenderson, Commissioner
Lucinda Erwin, Commissioner
Absent:
Paula Gehl, Commissioner
Dwight Jones, Commissioner
Minutes of the Meeting:
Motion by Wendi Fenderson, second by Krystn Bernier, to accept the minutes of April 8, 2008 as amended. Vote was unanimous.
Employee Reports:
Laura McCarthy’s report was discussed. There were no comments or concerns.
Director’s Report:
Ball Field:
A meeting was setup with Mark Fuller in regards to the ditch at the ball field. Mr. Fuller has determined that the reason for the problems with the Babe Ruth field is because it was dragged at a high rate of speed which caused the clay and stone dust to be pushed aside. He can do a quick fix for this season, but recommends the commission budget for the field to be fixed by being dug up and new sod being put in place.
Creative Kids:
Laura McCarthy has asked for clarification as to the daily rate for Creative Kids this summer. The rate will be $20 a day and there will be no additional charge for the beach trips.
AED:
Jessica Bailey asked where the AED is being stored and was told it is at the Town Hall because it was getting near winter and no soccer coaches had been trained yet. Also the door that they would like to mount it on is targeted for replacement and also has a lock issue. Jessica asked if it had to be permanently mounted and it was stated that if it is not permanent there is a greater chance of theft. A discussion followed as to the best location to mount the AED. One of the suggestions is a closet with extra equipment stored in it, which led to a discussion on what to do with the equipment stored there at this time. Jessica would like to know what she should do with the helmets not drilled, also the bats stored there need to be checked to determine if they are still usable. Motion
Sheri Joy, second Lucinda Erwin that the extra equipment be donated to the New Durham adult softball team after Jessica Bailey has made up a couple of extra bags. Vote was unanimous. Marcia Berry stated that signs will need to be put up showing the location of the AED.
Criminal Background Check:
Jessica Bailey stated that she attended a meeting at the LGC (Local Government Center) where the question was asked if criminal background checks were done on the coaches and the majority attending this meeting stated they do. Krystn Bernier asked if it was a sexual offender, background or criminal check, because they are three separate checks. After some discussion it was decided to check as what the Town’s policy is. The issue will be discussed further at the next meeting.
Camera:
Jessica Bailey asked the commission if it would be possible to purchase a camera for the recreation department. Marcia Berry asked if there was a camera at the Town Hall and it was confirmed that there is. It was decided it would not be necessary to purchase a camera if one is available for the recreation department’s use.
Creative Kids Part-Time Employee:
It has been proposed that a new employee be hired and make Laura McCarthy a floater so that she will have the time to do administrative work. The commission is concerned about the impact on the budget. The commission felt that more information was needed to determine if this is necessary.
CIP:
The question is being asked if the commission should ask for an increase to the amount of money placed in the Capital Improvement Fund. It was agreed by the commission that they should ask for an increase from $5,000 to $10,000 to the mower/maintenance line and also would like to change the building fund line to land acquisition.
Volley Ball:
A discussion ensued on where to place a volley ball court. It was suggested that the basketball court could be cut in half. Most games played are only half court games so it would be possible to cut it in half and use the other half for volley ball. It was agreed by the commission that no parking space could be lost because parking is a big issue. Mark Fuller has pushed back the upper parking lot but there is no extra space for parking. The cost of cutting, sand, lumber and poles needs to be determined.
Old Business:
CPR Classes:
Krystn Bernier stated that she had spoken with Terry Jarvis about giving the CPR, First Aid and AED training class and Terry has agreed to teach the classes for free, all she asks for is the manuals for the class. It was discussed whether or not they should have two sessions, one for the coaches and town personnel and one later in the fall open to the public.
Movie Licensing:
Jessica stated that she had found LMUSA who said they would do an umbrella license over the school and library and that it would cover the location not the individual group. This means that the recreational department or the daycare would be covered if the movie was shown at the school or library. The question was asked about the cost for per title. Jessica explained that there were several determining factors and she could not get a definite quote from LMUSA, but they stated it would be more than $100. It was suggested that the cost might be split between the Recreational Dept, PTO and the school. Motion by Sheri Joy, second Lucinda Erwin to empower Marcia Berry to approach both the school and PTO about the possibility of sharing the cost for a movie license. Vote was unanimous.
Retaining Wall:
An estimate from Hamilton Landscaping and ESKEW has been received. Jessica explained that she had put out a third request for a bid but had not received an answer. She explained that April Whittaker told her that even though she had not received an answer to the third bid, she had met the requirements necessary. Motion Marsha Berry, second Sheri Joy to contact Mr. Hamilton after confirmation from April Whittaker about the third bid requirement. Vote was unanimous.
Beach Sand Permit:
Still waiting to receive the permit.
Walking Path:
Sheri stated that she still had not heard back from the Fish and Game. Krystn Bernier stated she knew someone in the Fish and Game Department and would place a call to see if anything could be done.
Phones:
The beach phone has been turned over to the daycare. Krystn asked if the concession stand phone was necessary or could it be eliminated to save money on the phone budget. A discussion followed about the necessity of the Blackberry with e-mail. Jessica is going to check to see how much the penalty would be to drop the e-mail capability of the Blackberry. Motion Marsha Berry, second Krystn Bernier to remove the phone from the concession stand. Vote was unanimous.
Computer:
Krystn Bernier brought in a computer for the Creative Kids Program. She stated that the police department also has a printer to go with the computer, but the cartridges for it were expensive. It was decided that Laura McCarthy would be instructed to use the printer for the original copy and to make additional copies at the Town Hall. It was also stated that both Jessica Bailey and Laura McCarthy send thank you cards to the police department.
Time Clock:
The time clock has been plugged into the Recreation office at the school. The commission has granted Jessica permission to write in the hours for the weekend beach workers.
Steel Door:
It needs to be a fire rated split door. Rob met with Middleton Building Supply and Brock’s and they do not make them. The question was asked where they could obtain one. Jessica has contacted Forever Siding, Doors, and Windows. She is going to pass on the information she received onto Rob.
Dugouts:
Mark Fuller has suggested calling A.J. Foss for concrete for the dugout floors. Sheri Joy explained that they had a volunteer, Will Sevigny, to do the work required.
General Budget:
Jessica stated that the budget is on track.
Code of Ethics:
The commissioners need to read and sign copies of the Code of Ethics.
Web Site:
Jessica wanted to give the commissioners an FYI on the new computer policy.
Sponsor Letters:
Jessica informed the commissioners that sponsor letters were sent to Randall Tele- Communications Services, Merry Meeting Lake Resort, Cardinal & Glidden Oil Co., and Piches Printing Shop for the 2008-2009 basketball season.
PA System:
Lucinda Erwin asked why it was necessary to rent a PA system when there was one available for free. Jessica explained that she had not received confirmation on the availability of the free system and rented one from Taylor Rental to sure they had one in place for the Opening Day ceremonies at the ball field. Jessica apologized if any one was offended.
Sponsorship:
A new policy needs to be put in place on the sponsorship of the teams. The commission felt that one sponsor per team was necessary and if there were additional sponsors their names could be placed on a banner. Marcia Berry suggested different levels of sponsorship where there would be benefactors, co-sponsors, and sponsors. It was suggested a sign with removable names could be used to list the benefactors instead of a banner. Jessica has been asked to write up a proposal to submit to the commissioners for the next meeting
Umpires:
Jessica Bailey asked if it would be possible to use arbitrators next season. She explained that she has a list of the umpires and starts at the top of list and calls everyone until she has the necessary number of umpires for scheduled games. However there are times when she does not have the required number available or she has someone say they will do it and not show up. Motion Marcia Berry, second by Krystn Bernier to use arbitrator for behind the plate when necessary this season.
Trailer:
Jessica let the commissioners know there was a problem with the paperwork that was received with the trailer and that the proper paperwork is being sent. As soon as she gets the right paperwork she will register the trailer so it can be moved to the ball field.
Election of Officers:
Motion Lucinda Erwin, second Krystn Bernier to accept Marsha Berry as Treasurer until the budget cycle ends. Vote was unanimous.
Motion Krystn Bernier, second Lucinda Erwin to accept Wendi Fenderson as Secretary. Vote was unanimous.
Sheri Joy, second Krystn Bernier to accept Marsha Berry as Co-Chairman. Vote was unanimous.
Motion Krystn Bernier, second Wendi Fenderson to accept Sheri Joy as Chairman. Vote was unanimous.
Non-Public Session:
Motion by Sheri Joy, second by Marcia Berry to enter into non-public session under RSA 91-A:3 II(c). Roll Call- Marsha Berry – Aye, Sheri Joy – Aye, Wendi Fenderson – Aye, Krystn Bernier – Aye, Lucinda Erwin – Aye. The commission went into non-public session at 8:52 PM.
Discussion ensued re employee contract, daycare incident report, and sports registration.
Motion by Sheri Joy, second by Marsha Berry to return to public session. Vote was unanimous. The meeting returned to public session at 8:06 PM.
No decisions were made in the non-public session.
Motion by Marsha Berry, second by Sheri Joy to adjourn. Vote was unanimous.
The meeting was adjourned at 9:12 PM.
Respectfully Submitted,
Laura Zuzgo
THE NEXT MEETING WILL BE HELD
ON June 10, 2008 AT
NEW DURHAM ELEMENTARY SCHOOL
AT 6 PM
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