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October 19, 2015 Recreation Commission Minutes
NEWTON RECREATION COMMISSION
DATE: Monday October 19, 2015
TIME: 7 PM
LOCATION: Town Hall Rear Meeting Room

MEETING MINUTES

  • Call to Order:  Chairperson Annie Collyer called the meeting to order at 7:00 PM.
  • Members in Attendance:  Annie Collyer, Selectman Ex-Officio Matt Burrill, Steve St. Cry and Sue Milner
  • Guests:  Angela McVey, Yola DeDominicis
  • Approval of Minutes of October 5, 2015:  Selectman Burrill made a motion, seconded by Mr. St. Cyr, to approve the minutes of October 5, 2015.  There being no discussion or changes, the motion passed unanimously.
  • Town Day Review was the focus of this meeting.  
  • Selectman Burrill said that Bob Faghan had done an unbelievable job of lining up almost 40 vendors and town organizations.  
  • Mrs. McVey said that it was a good time for all, and comments like "Do you know how much this would cost us at Kingston Days?" were heard frequently.  Mrs. Milner pointed out that she has heard from many how great it was to have the free events, and thanked Mr. St. Cyr for his emphasis on how important that would be in planning a successful Town Day for residents.
  • Mrs. McVey said the bands were a big hit for all ages.  Having the bands in the garage made set up easier, and bigger speakers would be helpful next year.
  • Ms. Collyer said the fireworks were well-attended and well-liked.  Mrs. McVey said she heard people were surprised at how great the show was.
  • Selectman Burrill said that the K-9's were a hit as well, and that repeat performances would be good but not every year.
  • Selectman Burrill also said the location was perfect.  Parking was a problem, and ideas for more parking were to have things like the K-9 demonstration held in the field set aside for later fireworks, and use the side front for more parking.  An idea was brought forward that perhaps overflow parking could be in a part of the back field and Ms. Collyer will check with the fireworks vendor on whether there is space there beyond the circumference set aside for fireworks safety.  Mrs. McVey suggested perhaps the Newton Learning Center would allow parking and even shuttle folks to the Town Day activities.  Perhaps parking could also be done at the Memorial School with a shuttle for the day.
  • The volunteers were amazing…Adult volunteers Angela McVey, Tina O'Rourke, and Lisa Gonyer on the free play apparatus, Jaimie and Laurie Bezanson overseeing the 5K and contributing water and after-race snacks, as well as members of Recreation, police and fire and Road Agent Mike Pivero were key players.  Volunteers from the High School Key Club, the Girl Scouts and Empower Martial Arts were very helpful with parking, games, vendor set up, after fair cleanup and almost anything they were asked.  Next year, Mrs. McVey has volunteered to coordinate the signups and allocation to jobs for all the kids who want to help out.  She thinks perhaps the August Sports sign up nights at the High School could be a good option.  
  • The movie was attended by only 20.  Selectman Burrill said a Facebook post spread a rumor that the movie had been canceled.  It was fortunate to be able to use the garage area for viewing, and means that a movie does not have to wait until dark to be shown.  Ms. Collyer raised the idea of having more than one show next year, one during the 5K and one at the dinner hour.  Discussion about movie choices followed, with consensus that a movie should be G rated, and finding ones of the best of the past rather than focusing on a recent release would be a good idea.  Mrs. McVey said she now owns a projection screen so if it works, perhaps it could be used instead of paying to rent one.  
  • Selectman Burrill summed up saying he was pleasantly surprised at how things came together.  There were a lot of moving parts, with many new projects that the Recreation Commission took on.  He thinks a project plan with the order of how things are going to happen and who is in charge:  action, actionee, second actionee - will make things run even better in the future.  Everything that anyone has put together for Town Day should be forwarded to the Recreation Commission email and stored in the Recreation computer.  Mrs. McVey and Mr. St. Cyr said that it should be kept in dropboxes, so it is not location-dependent and does not get lost.
  • Friends of Recreation Formation:  Ms.Collyer passed out sample By Laws and application for an NH non-profit corporation.  Selectman Burrill said that a Friends organization will have a Chinese wall from Town Government and the Recreation Commission, and will not be subject to the NH RSA's that govern the town and its commissions.
  • Ms. DeDominicis asked if making money is a goal of the Friends and Town Day.  Mrs. Milner said we want to have this a free community benefit for town residents, not a money-making project.  Selectman Burrill said we want to do a better job of promoting and advertising our sponsors going forward, with yard signs along the race and around the grounds, a banner, scripts for the band to announce, bags for runners with coupons and such, and names on t-shirts.  In addition we should have tech t-shirts.  Ms. Collyer agreed, and pointed out that sponsorship donations from businesses and residents as well as charges for vendor tables and runner fees can help to provide more funds for additional Town Day events, create a fund for the Friends of Recreation for initiating future Town Days, and permit donations to local charities.  Ms. DeDominicis thought that a newsletter to residents with Sponsor names would be a good addition.  There was a consensus that supporting local charities would be a wonderful additional goal for Town Day.
  • Debi Alcinhaido who was at another meeting has said she is willing to be a part of a Friends organization.  Ms. DeDominicis will have her attorney take a look at forming a NH non-profit and will work with Mrs. McVey on formation.  Mrs. McVey will make a Facebook page dedicated to Newton Friends of Recreation.                  
  • Selectman Burrill said that a Friends organization should be independent and not part of Town Government and the Recreation Commission, and should not be subject to the NH RSA's that govern the town and its commissions.
  • Town Day 2016 Plans and Ideas:  Dates were discussed.  It was a consensus that Spring is too difficult, with all the sports playoffs, graduations, proms, and exams.  However, reaching out to High and Middle School for involvement of Key Club, Drama groups, Slam Poetry, Competitive Dance can be done prior to year end for action in the Fall.   Food and other vendors need to be lined up as quickly as possible.  Food vendors should be encouraged to remain throughout until the Fireworks, so people can plan on dinner at Town Day.  Mrs. Dedominicis thought that local restaurants in a 10 mile radius should want to be involved, and stated that anyone can buy event insurance for the required liability coverage needed for the event.  A tentative date of September 17 2016 was suggested, and Ms. Collyer will put it on Facebook for feedback.  
  • Adjournment:  Selectman Burrill made a motion, seconded by Mrs. Milner, to adjourn.  The vote was unanimous and the meeting was adjourned at 8:25 PM.
Respectfully submitted,
Annie Collyer, Secretary