Newton Recreation Commission
2 Town Hall Road, Newton, NH 03858
Tel: 382-4405 ext. 13 * Fax 382-9140
NEWTON RECREATION COMMISSION
Meeting Minutes for Monday November 17, 2014
Call to Order: Chairperson Collyer called the meeting to order at 7 PM.
In Attendance: John Neveux, Selectman Ex-Officio Matt Burrill, Sue Milner and Chairperson Annie Collyer
Vote to accept minutes of November 3 2014: Selectman Burrill made a motion, seconded by Milner, that the minutes from November 3, 2014 be accepted. Chairperson Collyer noted that the addition of the budget contained an error, and should be a total of $20, 162. Selectman Burrill amended his motion to accept the minutes as corrected for a proposed budget total of $20, 162. Seconded by Milner, the motion passed unanimously.
Discussions:
Vote to Ask BOS to Accept Donated Cameras:
Selectman Burrill made a motion, seconded by Chairperson Collyer, that we recommend to the Board of Selectmen that they accept a total of 8 security cameras donated by Axis Communications, providing the following are accomplished:
1- That Axis Communications provide a letter of donation, stating the cameras donated along with the value,
2-That any necessary procedures for the Board to accept a donation valued at approximately $12,000 are followed, and
3- That the Commission complete a proposed plan to install and operate the cameras that will be presented to the Board on or about the middle of December.
Milner inquired why this is a Recreation function, with four or five volunteers, when it is really a police function it seems. Selectman Burrill remarked that he had asked the Board the same question several months ago, to be told that work done to town properties is paid for out of the budget for the Board or Committee that oversees that particular property. Since the Recreation Commission has purview over the Town Beach and Greenie Park, the destination properties for the cameras, it is our responsibility to plan for, pay for and execute the installation of the cameras. The motion passed unanimously.
Proposed Budget Review:
Chairperson Collyer reported that the Board of Selectmen accepted our budget as proposed, with the removal of $132 for the printer contract, which will now be a part of General Government. Therefore, the Board accepted our proposed budget of $20, 030 for 2015.
Chairperson Collyer said that she had also informed the Board that we have received a donation of 8 security cameras very recently, and are working on a plan to install and operate them. She told the Board that we intend to bring an installation proposal to them, with a request to encumber up to $10,000 from our 2014 budget, money that was intended for supplies and repairs at Greenie Park and at the Town Beach in 2014. She also informed the Board that it was possible that our proposed budget could increase by worst case up to $400 a month to operate the cameras. Extensive discussion took place at the Board meeting, culminating with the request that Chairperson Collyer and the Commission work with Town Manager Winglass on a plan for installation and operation.
Collyer met with Winglass last week, and together they came up with some ideas. Winglass came up with a key idea of having a person download the camera recordings on site instead of having them go over the internet, a huge operating cost savings. They were to meet with the installer who put in the cameras at the Transfer Station and at the Police Station earlier today, but due to weather, it was postponed to Wednesday. She noted that the donated cameras are digital as opposed to the analog in use now in town.
Milner inquired about warrantees on the cameras. Collyer said that Diane Morin says they are warranteed, but not for water damage, so proper installation is necessary.
Collyer said that there are three possible approaches to operation:
1- a cloud based monitoring, which would require internet access at both locations and a cloud service.
2- An NVR at each location, with someone to download the recordings weekly.
3- An NVR with internet access.
By far the least expensive solution is to have option 2, and the question is who would download each week. Selectman Burrill stated that he thinks it is most appropriate to have this be a police function, and will recommend that to the Board. He does not think the task should be taken on by either a volunteer from Recreation or by the Town Maintenance Man.
Chairperson Collyer said that there are several steps to the installation:
1- 3 or 4 light poles, which we are checking to find, either new or used, and would have to be placed in the ground.
2- a trench of up to 300 feet from the storage shed at Greenie Park to the pole
3- Conduit in the trench
4- Switches for the cameras
5- Either NVR's or internet
6- some means of providing enough heat to keep the equipment in the shed at 40 degrees or more
7- A secure box at both locations
She said there may be more or fewer items needed, and will know more after the meeting Wednesday.
It is likely that the installation will need to go out to sealed bid, along with requests being made to several installers, for bids for the installations. Collyer said that Winglass will help with the process and is confident that we will have our bids for our December 15 meeting, so that we can make our recommendations and request for an encumbrance to the Board of Selectmen before the end of the year.
The following were items and issues added that were not on the original meeting agenda:
Senior Trip to the North Shore Music Theatre: Milner will not be able to chaperone, so Chairperson Collyer will attend. Selectman Burrill made a motion, seconded by Milner, that we appropriate from Special Events up to $49.50 for a ticket for Collyer. The motion passed unanimously.
Selectman Burrill made a motion, seconded by Milner, that we also appropriate up to $50 from Special Events for water and snacks for the trip. The motion passed unanimously. Collyer will arrange for the snacks with Town Administrator Wrigley.
Earth Day: Town Office Manager Winglass has suggested that Recreation work with town committees and organizations for Earth Day this coming year. Suggestions include cleaning up town roads and parks and trails, planting trees from Audubon, ideas and events from the transfer station, Newton Police and Fire Departments, Conservation, Girl Scouts, Boy Scouts, and the Library. Chairperson Collyer asked whether we need to budget anything for this, and Selectman Burrill thinks the money should probably come from the Conservation Commission.
Halloween Party Recreation has been contacted by Rick Bailey, Boy Scout~Troop regarding an outstanding invoice from the Halloween event.~ Recreation will invite Mr. Bailey to an upcoming meeting to discuss the invoice since~the Boy Scouts did~not receive prior approval per town policy.~ Selectman Burrill and Milner joined with saying how appreciative the town and the Commission are of the Halloween event that the Boy Scouts put on each year, and that we budget for and are very eager to underwrite it. As with the Girl Scout Easter Egg Hunt, we have to follow the town procedures that are in place.
Donations. Selectman Burrill asked Chairperson Collyer to send an email to Winglass, asking that the Board of Selectmen accept the rowboat and life vests from the police and the water bubbler from Kingston Mechanical. These items were tabled at the last Board meeting. Collyer said that we have sent a letter explaining the donations to the Board and she will follow up with Winglass.
Proposed Rule Change. Regarding the proposed rule change on use of town properties by groups and commercial enterprises, Selectman Burrill reported that the rule change has to be heard at a public hearing. Proper notices will be posted, and he would like letters to be sent to potentially affected parties, announcing the hearing, which will take place in the next few months as a part of the Board of Selectman meeting.
Neveux tendered his resignation from the Commission, effective immediately. Collyer made a motion, seconded by Neveux, that we recommend to the Board acceptance of his resignation. Discussion followed, that we are reluctant to see him go, that he has made substantial contributions during his tenure. The motion passed unanimously, with regrets.
There will not be a meeting on December 1. The next meeting will be December 15 at 7 PM. On the agenda will be the security camera plan, a trail update from the Girl Scouts, and putting together a Senior Warrant article.
Adjournment : Chairperson Collyer made a motion, seconded by Neveux, that we adjourn. The motion passed unanimously and the meeting was adjourned at 7:50 PM.
Respectfully submitted,
Annie Collyer, Secretary
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