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September 15, 2014 Recreation Commission Minutes
NEWTON RECREATION COMMISSION
Meeting Minutes for  Monday, September 15, 2014
  • Call to Order  - Sue Milner called the meeting to order at 7:06 PM.
  • In Attendance: Sue Milner, Acting Chairman; Matt Burrill, Ex-Officio; John Neveux; and Annie Collyer, by Phone, Chairman and Secretary.  Because of Town Day on Saturday, it is deemed by the chairman, Annie Collyer, that the circumstances of needing an emergency meeting, with one member calling in by phone to complete the quorum, are met.
  • Introduction of Guests: Jaimie and Laurie Bezanson, Steve St. Cyr
  • Approval of Minutes August 11, 2014- Matt made  a motion, seconded by Sue, that we accept the August 11 2014 minutes as written.  Matt, Sue and Annie voted Aye and John abstained because he has not had a chance to read them.
  • Budget Review-
  • Annie noted that the budget planning for 2015 is to begin in October.  At our next meeting, we plan to review the quotes for work to be paid for and done at Greenie Park this year, and we will need to begin setting our priorities for 2015, so that we can prepare a budget for submission to the BOS by the end of October.
  • Scheduled Business:
        Town Day:  Matt attended the PTO this past Thursday and stated that the PTO is very on top of the event.  He updated them with what we have planned.  He has verified that checks for all the approved expenses will be cut this week to give to the various vendors on Saturday (rain date Sunday, which we hope will not be needed.) He is overseeing placing signs strategically advertising Town Day.  Several Town Commissions and Boards will have tables this year.  The PTO has sold fewer tables this year than in the past.  Rec will have a table and will be selling 50/50 raffle tickets.  Matt will verify with Brian Theirrien that he will be present to oversee activities and table placements from 9-1 as promised, and Matt will be present both before and after the race, in which he runs.  There will be three bans for 45 minutes each as well as the DJ.

        Annie mentioned that we can obtain more Rec Member T-Shirts for members.  It was decided that we do not need those for this event, so we will revisit in the future.  
                Platform staging for the bands:  Matt made a motion, seconded by John, that we spend $400 for staging for the bands.  It passed unanimously.

        Cancellation of Vendor Fair-
Laura Pare had proposed to put on a vendor fair at Greenie Park over Columbus Day weekend.  There were logistical and liability issues to be solved and not the time to solve them, so we will look to see if this idea can be revisited in the future.
        Girl Scouts     - Tabled
        Senior Activities:  Status of Oct 8
Sue reported that 45 will be attending including Jim Doggett as chaperone and Elizabeth Delsa, who wanted to sign up after the deadline, but was too late.  We have one of the free tickets going to the chaperone, and the other will go to Elizabeth who has done many volunteer activities for the town. Annie made a motion, seconded by John, and passed unanimously to give the second free ticket to Elizabeth. Annie will help on the day of the trip at 8 AM with water, snacks and DVD's.

Plan & Publicize Dec 7-

Sue reported that the cost to hold 40 tickets at the group rate is $1980 for the North Shore Music Theatre performance of "Christmas Carol".  We will be able to add additional tickets if we have enough demand 30 days prior to the event.  The cost for Coach bus is $900, with a total of 55 seats.  Because there is $1810 left in the Senior Warrant article monies for the trip after we pay for the bus, Annie made a motion that we approve $1810 to come from the Senior Warrant money for the needed deposit and $170 from our Special Events line item in the budget to make the deposit for the December event.  Seconded by Sue, the motion passed unanimously.    Annie also made a motion , again seconded by Sue, and again passed unanimously, that we spend $900 from the Senior Warrant article money to Coach bus for the trip.  Annie will forward a copy of these minutes to Nancy Wrigley and Sue will give her the invoices so the BOS can review and approve these expenditures.  Sue will take care of an article in the Carriage Towne News as well as the Eagle Tribune, post of FB, give the write-up to Mary for email broadcast and placement on cable.  Ticket sales will commence following BOS approval.  The CTN article will be placed right away, since it takes about 2-3 weeks for publishing.  The other advertising will take place following BOS approval.
Beach:
        Beach Sand Permit - The Commission decided to defer looking at adding more sand next year following landscaping to see what we have and whether a redistribution will take care of the root exposure problems.  John will look into a landscaper to move the sand around in the Spring.  Annie noted that adding sand to the beach is highly regulated, with permits issued only every 6 years, but one permit is good for 5 years.  A minimal permit for 10 yards or less is a quick and not very costly permit application, but can be done only once in 6 years.  A permit for more than 10 yards is more costly, and something we can revisit if needed after the landscaping is done next Spring.
        Town Beach Proposed Use Ordinance & Signage-
Matt proposes that we recommend language to the BOS to add Commercial use to the existing wording for group use, with a need for a permit application.  He will develop the suggested language for a meeting later this year for our recommendation to the BOS.
        Removal of swim lines, raft, portapotty -
raft-there have been two different holes in the raft this year, with the most recent causing an abrasion injury to one of our residents.  The road agent moved the raft to the salt shed at the Transfer Station as temp home.  It may be a liability issue that cannot be solved since it appears that this latest breakage occurred because one resident went through the panel where there is no support.  Annie suggests we review the issues with Dyer before making a decision to abandon the raft.  Annie made a miont, seconded by Matt, that we approve an invoice from Eastern Seaboard  for $285 for the cost to remove the raft.  The motion passed unanimously.   John made a motion, seconded by Sue and passed unanimously, for Eastern Seaboard to remove the ropes and store in the beach shed for $100.   Matt will follow thru with Eastern Seaboard .  John suggested we leave the portapotty until Columbus Day weekend.
        Picnic Tables-
 Annie has obtained several quotes for picnic tables. the best is a sale quote for 8' wooden tables at $225 each plus $100 shipping, for a total of $1900. While some companies offer PT wood, there are liability issues possible and the quote she recommends is for non-PT tables.  She made a motion seconded by Matt, that we purchase 8 tables, two for the Town Beach and six for Greenie Park for a total of $1900 including shipping to be drop shipped in the Spring.  The motion passed unanimously. They will be wood, and will need a schedule of replacement of a table every year beginning next year for ongoing maintenance.  Annie will prepare a requisition with quotes to submit to the BOS for approval upon verifying the Spring delivery date.
Request for use of Town Beach for wedding
Former Commission member and now a non-resident, Sue DeMercurio, has requested use of the Town Beach for a wedding this Sunday September 21 for one hour.  Matt made a motion, seconded by Annie, and passed unanimously, that the permit be granted, with the understanding that all town regulations be observed and that no residents be denied access to the beach at any time.
Greenie Park
        Barbeques and Picnic Benches:
Please see Town Beach for Picnic Tables.  
For Barbeques, Annie has an email from Chief Ingalls that he has no objection to above ground grills being placed at Greenie Park.  Annie recommends that we purchase two triple commercial  grills, noting that the option of smaller private grills exists at the Town Beach,  and has gathered quotes for the same.  However, since we will be considering the quotes and priorities for Greenie Park at our Oct 6 meeting, she recommends that we table action on the grills to the October meeting.
        Progress on Quotes
Annie has been gathering quotes for work on Greenie Park and will present them for consideration at the October 6 meeting.  It appears that none of the various tasks will exceed the $3500 sealed bid limit and she is hoping for at least 3 for each of the tasks publicized.
Membership and ByLaws-
a few people considering joining as members, and will attend future meetings as able to do so.  In answer to a question about commitment, Annie noted that most members devote 3-5 hours a week to the Commission, and take on point on at least one project a year.  Matt emphasized that friends of Rec are very welcome at meetings, to give input and to lend a hand as their interest and schedules permit.
Halloween Party - Annie made a motion that we approve 6 $10 gift certificates to Walmart in addition to the previously approved 6 $10 certificates for use by the Boy Scouts at the Halloween Party in October.  Seconded by John, the motion passed unanimously.

  • Announcements- none
  • Other Business:
John will look into roller skating for Thanksgiving break, will get quote for action at our next meeting
  • Correspondence- tabled to next meeting
  • Adjournment- 8:26PM- Sue made a motion to adjourn, seconded by Annie, and passed unanimously.