NEWTON RECREATION COMMISSION
DATE: Monday, August 11, 2014 7:00 PM
Meeting Minutes
- Call to Order: 8:30 PM
- In Attendance: Sue Milner, Matt Burrill, Annie Collyer, and John Neveux by phone
- Introduction of Guests: Newton Girl Scouts
- Approval of Minutes Sue made a motion, seconded by Matt, and approved unanimously, that we accept the minutes from the July 14, 2014 Recreation Commission meeting.
- Scheduled Business:
Adult Comedy Night: With communication with the Bezansons, who have generously volunteered to arrange and coordinate the Comedy Night at the Atkinson Country Club, but who are not able to commit to generating 150 attendees at $35 per person, the Commission discussed the likelihood of being able to have 200-300 attendees present at the event. It was decided that it is not likely, that the idea is fantastic, and we appreciate the Bezansons bringing it forward, but the town does not seem to rally behind many events, and this one is also not a very likely success. We thank the Bezansons for their creativity and willingness, and cannot guarantee town support for a venture of this kind at this time. We will have to pass on this opportunity.
Trophy Day Review: All went well
Motorcycle Rally: tabled
Greenie quotes: Annie is still seeking three quotes for most of the work we want and need done at Greenie. It is our intent to make some improvements this year for Greenie: removal of fencing, with future intent to put in natural barriers around the skate park; separate the skate park and playground; move the batting cage; add outdoor water fountain; rebuild wall ball and foursquare areas; and add picnic tables and grills. Annie will check with local vendors for picnic tables and with Fire Chief Ingalls for OK to add grills to Greenie. We hope all quotes will be in for our next meeting, and that we will be able to make recommendations to the Board of Selectmen to proceed with some Greenie Park improvements.
Thermometer- Transfer Station 50/50??: Tabled pending BOS acceptance of monies donated to date, at next BOS meeting.
Senior Activities: Sue reported that there were 30 signups as of last week.
The bus capacity is 55. We have approval from the BOS to spend $1920 for subsidizing ticket prices and will request a check for enrollees at our next meeting. Jim Doggett has agreed to serve as chaperone for the trip, and Annie will make sure he has water, snacks and movie clips for the trip.
Beach :
John reported that there is damage to the raft decking. Annie checked it out today, obtained a verbal quote from Dyer Docking for one panel plus labor at $30 and $60 respectively. Sue made a motion, seconded by Matt, and voted unanimously, that we spend $90 for the dock repair from our Supply budget.
Annie spoke with town residents who stated that they find mussels in the lake, and break them open with a rock on the raft deck. She explained to them that the raft is not designed for being hit by rocks and requested that they stop doing this. The Commission is hopeful that town residents will continue to treat the raft for its intended purposes for longterm enjoyment.
The Commission has investigated the rules, regulations and procedures to add sand to the town beach. It has not been done in several years. The state DEP has told us that all sand additions have to be permitted, permits can be issued only once every 6 years and are good for 5 years. Annie proposes that we work on a permit application over the coming fall and winter, that will cover adding sand now to cover grass and roots, and enough additional sand to be added annually thereafter for the remainder of the term of the permit. She proposes that Recreation renew the permit every 6 years as allowed by State regulations.
Hike and Camping: Rick Bailey had brought this proposal to the Commission, and the Commission really liked the idea, with the understanding that Rick is doing this as a friend of Rec, and is not looking for Rec to arrange the details on this program, but is willing to contribute it as a benefit to the town. With only 4 members and an aggressive agenda, Rec is unable to take on arranging the logistics. Rick has decided that since he will do all the detail work, he will just do it on his own. We wish him the best and thank him for his service to our community.
Town Day:
Matt attended a meeting of the 5K organizers. He has requested that they include in their flyers that it is also Newton Town Day, and they have agreed to do so. Matt noted that Rec has to notify the Memorial PTO earlier in the future that Rec intends to sponsor Newton Town Day on the same day as the Memorial 5K. We began this coordination in 2013, and plan to continue. Once the revised flyers are received, Matt will distribute to vendors to help the PTO with their fundraising. Rec's interest is in having a great event for all town residents. This is not a fundraising activity for Rec, and all vendor fees will accrue to the PTO. He noted that he requested that the PTO consider having a rain date of the Sunday following- September 21. Runners will
run rain or shine, but spectators are more sun-oriented. The vendors and sponsors contributing to the PTO will have better sales if a rain date is used, and more town residents will come out than in the rain. Annie noted that the Rec Commission and the Town taxpayers are contributing about $2000 to the event, so our desire for a rain date and for joint promotion makes sense for the PTO and for the town as a whole. Since Matt is unable to attend the PTO meeting on Thursday, Annie will go in his stead to try to reach a mutually successful arrangement with the PTO.
Sue made the following motions, seconded by Matt, and voted unanimously, to be taken from the Special Events budget line item for Town Day:
1- that we amend the prior request to pay Zoo Creatures from $250 to $350
2- That we pay the school custodian $240 per the quote received from the PTO for 8 hours of work at Town Day
3- That we pay $240 for a police detail during the 5K Race, at a cost of $85 per officer, for 2 officers, for 3 hours each.
4- that we hire a sound engineer for up to $500 so that we can have live bands as well as a DJ at the event.
5- That we arrange to have a handicapped-accessible portapotty to augment the 2 other portapotties supplied by the PTO at the event, and allocate $135 for that purpose.
6- that we purchase coffee, tea, donuts and mini-muffins for the Fire Department to distribute at no cost to them to the attendees in the morning of the Town Day/5K event, at a cost not to exceed $250, from either Heavenly Donuts or the Route 110 Dunkin Donuts franchise. Annie will price this out and ask for reduced costs as a donation to Recreation.
7- that we agree to pay $100 to the Manchester Monarchs to be further distributed by them to a charity of their choice, in exchange for which they will send their mascot to the event.
8- that we buy 20 signs at a cost of $5.99 each plud shipping to put on display with existing Recreation wire stands to promote and publicize Town Day
Town Vendor Fair
Matt reported that there are a couple of items to be defined per the BOS. They are being addressed, and the fair will move forward, probably on only two days, not three. Lara Pare is charging $30 per vendor for one day, and $25 for 2 days. All Vendors are to bring their own tables, canopies and such, and contributing $20 of each fee to the Recreation Revolving Fund for improvements to Greenie Park. We may have to provide a police detail, and will define that for the next meeting.
Beach Signage: Town regulations are unclear, but the goal is to make the beach usable for town residents and their guests, but not for commercial enterprises in town. Matt will report some possible language for Rec to consider and recommend to the BOS for adoption.
- Announcements: none
- Other Business: The Newton Girl Scouts who are seeking the Silver Badge and their leaders attended the Recreation meeting, prior to the call to order. They are seeking ideas on how they can make significant enduring contributions to our town as they progress in their Girl Scout work. Ideas discussed were trail mapping, trail benches, and fitness stations on the trails, paths and plantings around the skate park, as well as a town scrap book at the library for community access. At the meeting, it was agreed to include a note of the GS interest in our minutes.
- Correspondence: none
- Adjournment at 9:00 PM.
Respectfully submitted,
Annie Collyer, Secretary
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