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April 14, 2014 Recreation Commission Minutes
NEWTON RECREATION COMMISSION
DATE: Monday, April 14, 2014
TIME: 7:00PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD

Minutes
  • Call to Order:  Chairman Annie Collyer called the meeting to order at 7:02 PM.
  • In Attendance: Annie Collyer, Chairman and Secretary; Brian Theirrien, Vice-Chairman and Treasurer; Sue Milner; Cathy Nikola; John Neveux; and Matt Burrill, Ex-Officio
  • Introduction of Guests: Gayle Burke and Kevin Donegan
  • It was agreed to take Gayle's 2 questions out of order:
1- Town Beach:  Can she launch her non-motorized watercraft there?  The Commission agreed that the only restriction is that no launch or boating take place within the buoy ropes while they are in place.  
2-Greenie Park Tennis Court:  Is it to be removed?  We explained that discussion has taken place, public meetings held and Board of Selectman approval given over several months, and that the removal of the tennis court is a part of the master plan to be implemented over the next five years.  There are several reasons, among them the cost to resurface  tennis court was obtained in past years and at that time exceeded $25,000, money that is not available.  In addition, there are wonderful courts available at the High School in Kingston now.  We also noted that the new Board of Selectmen will be reviewing the plans for Greenie Park on May 8, and the meetings are always public and she is of course welcome to attend.
The Greenie Park scheduled discussion was moved forward in the agenda at this point to accomodate our guests:

We examined the master plan that is a 4'x6' heavy plasticized sheet that will be put on display at Town Hall.  Annie spoke with Mary Winglass today about placement, and they agreed to find a space for it tomorrow.
Discussion followed about having a thermometer to aid in fundraising.  Annie will talk with the High School shop teacher to find out what ideas he has.  
Annie will be speaking with Ron King of Natural Playgrounds about developing a series of priorities for Greenie on 4/28.  She suggested that the first step is to look at park security and at expanding the parking.
If we attend to the infrastructure, we will then be prepared to begin implementation of the structures.  Annie met with Chief Streeter, Heath Street residents and former commission members Cathy and Kevin Surrette and Northeast Security Agency CEO Craig Stevenson earlier today to discuss needs and options for security cameras.  Craig will develop a proposal, including priorities that Chief Streeter stated such as a license plate reader, and wide angle starlight analog cameras with possibility of adding megapixels in the future.   Brian suggested that some dummy cameras could be a good idea.  All agreed that signage is an important deterrent to illegal activities.  Annie will be speaking with Diane Morin, former Commission member and Secretary, tomorrow on the matter of security cameras.  Diane is looking to see what her company can do with pricing and options for security as well.  Annie will also check with the insurance people and the police chief on usage of any or all dummy cameras in addition to signage, and whether that could create more or less liability.  Any security cameras that get installed will need: electricity, mounting, a DVR in a environmentally- compatible closet and high speed internet.  The Chief said that a 30 day look-back time will be sufficient.
Quotes are needed for various elements of the work to be recommended as a first phase, pending successful fundraising activities that will allow the first main play hill to be built:  Electrical, Closet for DVR, Comcast or other internet provider, Tree Removal.  It is possible that expanding the parking lot to the overflow area will have the added advantage of providing clean fill for the hills, possibly boulders as well.  Annie will work on getting these ready for our next meeting.  Kevin stated that he will help to spread the word on donations of time and materials.  We will be developing a list at our next meeting if at all possible.
  • Minutes:  Brian motioned, and Sue seconded, the approval of the March 17, 2014 minutes as written.  There was no discussion, and the motion passed unanimously.
Treasurer's Report:  Brian read that we have spent $2123.11 out of our budget so far this year.  There are additional expenditures that we have authorized and BOS has signed off on, but checks have not yet been issued.  Brian and Annie will work on a format for ongoing treasurer reports that we can update and attach to our minutes.
  • Scheduled Business:
  • Golf Tournament Fundraiser- door knocking, mailings:  Sue has done some doorknocking on Rte 108.  Brian called on a few businesses on Puzzle Lane.  John has called on a few businesses on 125.  Cathy will call on businesses in the Newton Junction area.  Annie will mail to 200 local businesses and follow up with phone calls. Matt suggested having a Transfer Station Campaign.  
It was agreed to spend the next 2 weeks focusing on the doorknocking and then to try out the Transfer Station in June and see how that goes...on Sundays from 11-3.  Cathy, Matt, John and Annie agreed they will participate in the Transfer Station fundraising attempt.  Brian has agreed to contact several large businesses and auto dealerships for sponsorships.  He secured a $500 donation from Ravensburger.  Signage, including the thermometer, will be needed, and a table.  Also it was emphasized that there are multiple donations that are being sought:  dollars including sponsorship, but even $5 or $10; materials for building the natural playground; labor, and  donations of auction items for the golf fundraiser.   
Annie will check with insurance to find out whether volunteers  can use motorized equipment on a special project, or whether it is required that they have their licenses and insurance certificates to do anything more than pick up and move, which is current Town policy.  Matt and Kevin pointed out that frequent postings on FB, with periodic likes and shares, and pictures, help to keep issues in front of residents.  Kevin offered to repost on sites he is a member of as well to get the word out as broadly as possible.  
  • Adult Dinner/ Dance May 3- Promos, results so far, plaques, writeups
Brian will develop verbiage, email to all and order plaques.   John has info on honorees, getting pics and will send to Annie for programs.  Matt suggested and all agreed that Bob Donovan, Chair of BOS will be asked to present honors to Mary and Ray.  
Annie is doing some FB postings- others on commission will repost, like, etc to keep in front  of residents.
John will get pix of honorees share info with Annie, to do writeups for programs.
  • April Vacation Plan - raffle tix- John will attend and sell 50/50 raffle tickets.  He will seek someone to help him as well.  The profits should be turned in to Nancy at Town Hall.  It was decided that all Rec Events will have 50/50 raffles.  They are green for Greenie!
  • Easter Egg Hunt & Girl Scouts-Sue reported that it went very well, with about 100 kids
  • May Senior Event- Sue had suggestions for two events:
North Shore Music Theatre, Wednesday, June 4 at 2 PM with "Anything Goes" by Cole Porter.  A bus with 2 handicap seats, holding 45, would cost $800.  The theatre price is $45.50 per ticket.  
MS.Mt Washington on Lake Winnepesaukee for a Sunday brunch for $46 base price, $41 for groups of 20 or more.  It is estimated that the bus for that trip would cost about $1200, but we do not yet have a price for that.
After discussion, it was agreed that a priority of the Senior Warrant Article is to provide a quality event at a low price for our Seniors.  We agreed that we will do three events this year:  The North Shore Theatre in June, a late September or early October trip on Winnepesaukee, and a Holiday lunch in December.  We will reserve $500 of the Senior Warrant Article toward the Holiday luncheon and use the balance of $3500 to reduce the costs for the other two trips.
Annie made a motion, seconded by John, to submit a requisition for $800 for the Timberlane Coach Company bus on June 4 to the Board of Selectmen.  It passed unanimously.  Sue will reserve the bus and have the company send a contract to accompany the requisition.
Annie made a motion, seconded by John, to submit a requisition for $950 to pay $30.50/ticket for Seniors to attend "Anything Goes" on June 4 at the North Shore Music Theatre, and to provide water at a cost of $10.  Discussion followed: this will reduce the cost for the first 30 Seniors who sign up to $15 per ticket.  The bus has a capacity of 45, so if more than 30 sign up, the cost for those above 30 will be $45.50.  The trip will be canceled if fewer than 30 sign up.  The motion passed unanimously.
It was noted that the remaining warrant article balance will then be $1750.  Therefore, assuming the bus is $1200, that will leave $550 to subsidize the Winnepesaukee trip in the fall.  The cost for the brunch is $41 per person.  If we sell tickets to this trip for $25 each, that would mean we could give bus to all plus reduced brunch prices to the first 34 Seniors.  Again the trip would be canceled if fewer than 30 signed up.
  • Halloween Party and Boy Scouts - John will contact Rick Bailey to let him know we will need invoices from vendors and can either buy directly for them or pay them back for items needed.  We have allocated $400 for this purpose.
  • Memorial Day Parade
Annie pointed out that the Board of Selectmen are seeking a Grand Marshall.  We will need information about him/her for our program.
Matt noted that the Board found that the Rec Commission was pretty last minute with the parade requests last year.  Annie responded that the Commission was very new, running to catch up, and we are currently trying to do our very best to stay on top of things.  Last year we inherited a very unworkable budget, a contracted employee, all but one brand new member, and struggled to keep traditions in effect.  This year, Annie joined last April, was made chair in the summer, a member- John- who joined in the summer, and all the rest new members since December to now.  In addition, we did not have a quorum through the early months of this year, nor did the BOS have ability to meet and function due to weather and illness of one of the three selectmen.  We submitted many requisitions to the BOS for approval and they have been great about approving them, knowing the limitations and time constraints under which we have been working.  There are several areas of challenge:  quorum, event timing and funding, like vacation events and the dinner dance, new budget approvals, and new BOS.  Also the requisition procedures, unique to Recreation, where we are not able to spend our approved budgeted items without the multi-step process of making requisitions with quotes, getting BOS approval, getting invoices, manifest signing by BOS and then payment- what can be a 6 week process.  This is burdensome to Mary and Nancy, to the BOS and Rec, and ultimately to the town to get the programs in place, Annie pointed out.  She asked that Matt inform the BOS so they are fully aware, and will be bringing the process to them for review and revision if possible at their May 8 meeting.  Annie acknowledged that the BOS, both last year and so far this, have been terrific and supportive of what these Rec volunteers are trying to do, and know the constraints under which we have  been operating.

Matt is taking on contacting organizations and groups to participate in the parade: VFW, Kingston, Occasio's, Empower, Boy
Scouts, Girl Scouts, Baseball, Softball, Clysedalls, Fire, Police, Conservation, Planning, ZBA, HS and MS bands.  We will need coffee, donut holes, water.  Also programs and flags.

Annie made a motion, Seconded by John, that we make a requisition for $163 to King Printing for 300 programs, double-sided, one side in color, second side black and white, folded in half for the Memorial Day parade.  Sue will design the programs and Annie will send her the prior program information in the files.  The motion passed unanimously.
Annie made a motion, seconded by John, to submit a requisition to purchase 288 4" by 3" flags, 2 sets of 144, at a cost of $4.50 per set. plus shipping of $6.99, for a total cost of $15.99 from Oriental Trading:  Item # JN-35/154.  The motion passed unanimously.

  • Swim :Lesson Contract, Cost of Lessons, Publicity, Permit Update
The swim lesson contract from the Regional YMCA will be presented to the BOS for approval tomorrow night.  There is one potential outstanding issue:  the liability insurance limits from the vendor.  The Town insurer is recommending but not mandating higher limits than offered in the initial draft.  Annie is checking with both the YMCA and with the insurance carrier for options, including higher limits from the Y and assurances that there will be no coverage gaps from the insurance provider.  She will be meeting with the BOS on the contract Tuesday April 15.
Annie reviewed the history of the swim program:  Until last year, swim lessons were offered for 5 weeks 4X per week.  The Town Beach provided arts and crafts- a mini camp.  Times have changed, participation has fallen, and costs have gone up. Rec recommended to the BOS that we abandon the lifeguarding program, having all Town Beach usage 'Swim at your own Risk", and outsource the learn to swim program.  They approved, with a reallocation of what would have been close to $25,000 of our $40,000 budget to Townwide events and to investment in Greenie Park, neglected for many years.
This year we are outsourcing the swim program to the Regional YMCA at a cost of $1409 and change.  The lessons will be for 5 weeks, 2 x per week- the standard for the Y.  We will not pay for rain dates this year.  This cost of the lessons will pay for the program instead of its being a heavily subsidized program.
An amendment to our Town Beach swim area was initially submitted last fall to the State Authority.  Annie has been in touch with them to check on approval status.  The old permit was for 75' wide by 100'.  The existing buoy lines indicate that the actual swim area has been 100' x 200' and the permit amendment application reflects this.  Annie is waiting for them to do their physical inspection, and has told them that we now have ice out so we are ready.
  • Trails Update- Signage, BMX-
Annie has been in touch with a senior and his counselor who is prepared to do a map of Greenie Trails, Blazes and signage for Peanut, Old Lower Road, Peanut Spur, Town Forest, and Town Trail at Marshall House.  Tyler is preparing quotes for the materials this week  Annie expressed some frustration over getting the materials approved with the current process in place, and is hopeful that the BOS will amend the special process imposed on Rec  The signs will be on white plastic that looks like wood with black writing, and in the case of Greenie, colored trails with matching blazes.
Kevin is very interested in creating BMX challenge trails at Greenie.  The Rec Commission is very open to this idea and wants him to proceed to contact others and pursue this idea.  We noted that we want a specific proposal prior to approval.  We also invited him to join Rec, as we need one more member at this time with his knowledge, enthusiasm and interest! Annie will advise him of the insurance carrier response to volunteer workers doing more than 'pick and place'.
  • Announcements- none
  • Other Business:  Town Day- Sept 20- The Memorial 5 K Race is 9/20.  It behooves us to work together with them for critical mass at both events.  Cathy is checking with her husband about being point person for this event.  Mellissa is PTO coordinator again this year, and Jessica Brassier is willing to help.  We will want to hold a flea market- with use of rear space at both Acio's and A& M. The cost for a table rental is $10 at Grand Rental, and we could sell table space for $25 each.  Canopies are available too.  Last year we did DJ, some contests, looked for participation from other town groups with little participation, looked for volunteers with few coming forward. We will review at our next meeting.  Jessica Brasier, former Rec member, had point on this event last year and is willing to help us.
  • Correspondence.  Letter from Merrimac Savings Bank declining participation in our Golf Tournament fundraiser due to failure of warrant article vote and concern about community investment in the park and the town.  Annie will contact John Meserve to reconsider investment of some sort.  This is very disappointing!
  • Adjournment at 9:20 PM
Respectfully submitted,
Annie Collyer, Chairman and Secretary