New Durham Recreation Commission
Public Meeting Minutes
Thursday May 21st 2009
DRAFT
Members: A. Koehler, M. Berry, J. Nyman, S. Joy, K. Bernier, L. Erwin, J. Bailey
Others present: L. McCarthy*, J. Arsuaga*, M. Fuller*, Selectman Bickford* S. McHale
* Attended part of the meeting
Chairman Bernier called the meeting to order at 6:40PM
Agenda Item Two: Citizens Forum
Ms. McCarthy reported that she has finalized the summer field trips for the 2009 season and upon review of the program with Ms. Bailey it was suggested to seek alternative methods of payments to off set the program expenses. Ms. Whittaker assisted in seeking alternative payment methods for the Creative Kids, and Preschool program with applying for funds in the amount of $1,725 from the Smitty Trust fund. Discussion ensued regarding how Ms. McCarthy arrived at the ask amount from the Smitty Trust fund, and how many children benefit from the Creative Kids program in the town. Ms. McCarthy reports that 18-25 to the State beach trips and approximately 35 for the park trips. Ms. Joy expressed concern regarding using these funds to off set this program and it will not benefit a large amount of New Durham children and feels that the
trips needs to be well advertised to increase the numbers that attend.
Ms. Bernier discusses her concern that asking for this amount will take a large chunk out of the interest that is available from the Smitty fund which is currently $4500-$5000. Ms. Bernier suggest that the Commission consider adjusting the ask amount to only include the amusement parks trips and put a lot of time to advertise these trips to ensure we have good participation.
A motion was made, seconded that the Creative Kids Director resubmit the grant request to the Smitty Trust Fund to cover transportation cost for York’s, Canobie and Flume. (Vote was unanimous)
Mr. Fuller the New Durham road agent reports the information that he has regarding the chemicals for the ball field and storage for the mower for this season. Mr. Fuller reports he will store the 6800 lbs of chemicals for the recreation fields in the town salt sheds. Half of the chemicals will be placed on the fields this week and suggested that the commission look into erecting an expansion on the current shed with a cement slab bottom. Mr. Fuller has looked into estimates for 10x20 and it would be around $1,000 this is an expense item could come out of the revolving funds. Ms. Bernier asks Ms. Bailey what the balance is, and there is not a hard number and it will be discussed at the next meeting.
Ms. Joy asks Mr. Fuller when the rocks are going to be moved off the ball field property? Mr. Fuller will be working on this soon and reports to the commission that the water pump will need work a the end of this season, as he has had it worked on and will give Ms. Bailey a quote.
Agenda Item 3: Creative Kids Program: Ms. McCarthy has received three summer registrations and at this point in the season the program is back running in the black. Ms. Bernier thanks her work on obtaining large donations for summer program. Ms. McCarthy will be sending out late notices.
Ms. Laura McCarthy recommends C. Dahl for employment. The Commission has no objections.
A motion was made, seconded to grant Laura McCarthy request for $100.00 dollars for summer supplies and $10.00 for petty cash, which a receipt will be submitted (Vote was unanimous)
Ms. Arsuaga reports the preschool program. Which is currently running $200.00 in the black. Discussion ensued regarding Ms. Arsuaga needing to get her child care certification in order to continue running the pre school program. The Commission did not feel they were informed the Recreation Commission program was going to be paying for Ms. Arsuaga classes. Ms. Bernier shares her concern that time is running out on Ms. Arsuaga to register for classes. Ms. Bernier asks to have the conversation tabled to next months meeting.
Ms. Nyman asks to have the grant reporting requirements that was just accepted by the Board of Selectman.
A motion was made, seconded to authorize no more than $30.00 for the preschool to purchase juice and cups. (Vote was unanimous)
Directors Report:
Ms. Bailey reports that the Lytle tree has been paid for.
Ms. Bernier wants to be sure that there is a process with two people acknowledging and signing on the cash drawer. Discussion ensued regarding reimbursement to people out of the cash drawer.
Ms. Bailey reports the Ms. Roiter will be attending the Sun Cook Valley league as the New Durham volunteer representative.
Ms. Bailey reviews receipts for the month for Recreation Committee.
New Business:
Ms. Bailey reports that an FYI letter was sent to the BOS regarding the Annual Luau.
Ms. Bailey reports that the raffle for the balls has raised $139.00 and the raffle will be running till the end of the season. Ms. Bailey reports that Mr. Chase has submitted an alternative to the large field drag. It is proposed to purchase one drag from the raffle money then purchase drag with money from the general fund.
Ms. Nyman would like to Ms. Bailey send out an email and post flyers regarding the raffle.
A motion was made, seconded to purchase one 3.5 mat as close to $ 125.00 out of revolving from donation money raised and one from general fund line item for sports equipment. (Vote was unanimous)
Ms. Bailey reports she has set Soccer Registrations nights and it is reported that the fields need to be done for soccer early due to school starting at the end of August next
Coaching refunds: Ms. Bailey asks the commission what there thoughts are on the current discount for coaches which is $10.00 per child if one parent coaches. Ms. Bernier shares her concern that that is not the policy that the commissioners agreed to and their needs to be clarification and new rules and policies discussed with the parents.
A motion was made, seconded that the policy going forward is a coach will receive $10.00 regardless of how many children they have playing sports during the designated season. (Vote was unanimous)
Ms. Bailey reports that there has been another compliant regarding the Minor boy that children are not getting equal play time. Ms. Fenderson discusses her concern regarding education of our coaches on equal play and how the Commission can assist the coaches with drills and or a mentoring program on the fundamentals of the all sports that the Recreation Commission offers. Discussion ensued regarding everyone concerns and Ms. Bernier asks each Commissioner to come back with suggestions as we move into the next sports season.
Background check: Finalized version of the back ground check policy as approved by the BOS was distributed. Ms. Bernier discusses the cost of background checks is high and she is looking into other cost effective scenarios. She is running coaches through the sex offender database. If people want to coach they have to get the forms signed.
Auditors report: Ms. Bailey reports on the a trust fund that she was not aware of and the auditors found the money has been sitting out there for some time. Ms. Bailey will investigate and report back to the Commission.
Ms. Nyman reports that many parents spoke to her regarding their concern about their checks not been clearing in a timely manner. Ms. Baileys states that this issue is addressed.
Ms. Bailey is going to mail out NHEC grant done by Ms. McCarthy. The board supports her decision.
Ms. Bailey reports on Opening day and it’s activities. Ms. Bailey reports that it was in the Baysider. Discussion ensued regarding Opening day.
New Business: Ms. Joy reports that she has been speaking with the organization Path of the Samurai in Barnstead. They are willing to put together a packet of information for the Recreation Commission regarding possible training they could offer New Durham residents.
Ms. Bernier reports that Mr. Chase has provided the Recreation Commission with 20 tickets for a Fisher Cats game in June and Ms. Bernier will work to distribute the tickets.
The next meeting June 17th 6:30PM
Ms. Joy reports that they have not received the Town Beach permit from DES and Mr. Gehl has not provided the Commission as to whether or not the Town has received the permit and if the work can be completed.
Road Race: Ms. Bernier is still waiting to hear back from Race timers.
Town Beach permits:
Permits were discussed and voted on as presented by Ms. Bailey
A motion was made, seconded to approve the April 16th 2009 as amended by Ms. Erwin
(Vote was unanimous with M. Berry abstaining)
Motion was made, seconded to enter into non-public session under RSA 91-A:3I a-e. With roll call taken and a quorum in place.
A motion was made, seconded to write off a past due Creative Kids invoices as written. (Vote was unanimous)
A motion was made, seconded to work to establish a meeting with the Board of Selectman (Vote was unanimous)
A motion was made, seconded to adjourn the meeting. (Vote was unanimous)
The meeting adjourned at 11:50PM.
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