Parks and Recreation Meeting Minutes of November 05, 2007
Attendance:
Committee Members: Mike Prisco (MP), Rita Mullin (RM), Sergio Coviello (SC), Lauren McMullen (LM)
Staff: Lynne Clemens (LC), Sheila Sturdevant (SS), Marty Tilton (MT), Brian Wood (BW), Maureen Stevens (MS)
Absent: Nasos Phillips (NP), Melissa Lewis (ML)
(MP) 7:06pm Quorum, meeting called to order Mike Prisco.
Audience of Citizens: Maureen Stevens-Administrative Assistant to Parks & Recreation Dept. to review the FY09 Budget Draft
Minutes from 10/03/07
(LM) Lauren McMullen made a motion to accept minutes from October 3, 2007 meeting as revised
(SC) Sergio Coviello second the motion
In Favor: 4 Opposed: 0 Abstained: 0
Old Business
Review FY09 Draft Budget-Maureen Stevens
(MS) Maureen Stevens updated the committee on the final draft of the FY)( Budgeted Due on November 13, 2007. Maureen explained that the large difference between this years budget and last years budget is the increase in the Administrative Assistant going from Part time to a Full time position.
The committee would like to ask the Town for the only the normal increase in expenses and absorb the increase in the Administrative Assistants position from their own revolving account.
The committee has decided to increase the sports leagues user fees from $15 per child to $20 per child therefore adding a line item under revenues for extra programs/increase user fees.
(RM) Rita Mullin made a motion to increase the Sports Leagues user fees per child from $15 to $20 per child. This will begin for any program starting 7/1/08 and all daily rates should be adjusted accordingly.
(SC) Sergio Coviello seconds the motion.
In Favor: 4 Opposed: 0 Abstained: 0
(RM) Rita Mullin made a motion to accept FY09 Budget with revisions agreed upon at meeting.
(SC) Sergio Coviello seconds the motion.
In Favor: 4 Opposed: 0 Abstained: 0
Page 3 Old Business- Cont'd
Dog Park
(LM) Lauren McMullen revised Dog Park letter.
(SC) Sergio Coviello made a motion to accept draft of Dog park Letter to Board of Selectmen as written by Lauren McMullen to relinquish responsibility as of September 3, 2007.
(RM) Rita Mullin seconds the motion.
In Favor: 3 Opposed: *1 abstained: 0
* Mike Prisco
IRP Hockey Park updates and status
(SC) Sergio Coviello supplied an update on the IRP Hockey Rink. Marty Tilton has completed the painting of the boards. The skate rink will need to be closed down for approximately 2 weeks in order to do the repairs.
Wine Tasting-scheduling and tasking
(LM) Lauren McMullen summarized the progress of the wine tasting event and submitted for review the
informational package being mailed to the restaurants. Lauren would like Maria Brown to come into the
office the week after Thanksgiving to call all the Restaurants that have not responded to letter and then
again just after New Years. The final information should be acquired by P&R from the restaurants by the
end of February. We need a minimum of 12 restaurants.
A letter for Sponsorship request was submitted to the committee for review.
This year more effort will be put into the silent auction items. Sheila will be contacting Companies, hotels
and contact to obtain a larger scale quality/quantity on the auction items. Sheila will also be contacting
Danvers Savings bank, Winter Hill Savings Bank and/or Reading Co-Operative bank to see if the are
interest in sponsoring the appetizer wine trays or a dessert table.
We need to obtain a count on wine glasses to reorder. The glasses will be in Green Print. Also, we need
to obtain a printer for the tickets.
New Tent for event and repairs to old tent
(MT) Marty Tilton updated the committee that they have purchased the new tent and repaired the old tent.
IRP Bathrooms
Committee would like to invite a representative from the bathroom products company to come in and
educate the committee on options for bathrooms at Ipswich River Park. The Land Utilization Committee
(LUC) is interested in talking about the IRP Bathrooms.
New Business
NRYSSA Recreation Staff
The committee will be extending an invitation to Jenny O'Leary, Director of Youth Services from NRYSSA
To attend a P&R Committee meeting on 11/19/07. The committee would like to be educated on the mission
and progress of NRYSSA and their future plans.
Update on Wheeler Property
A letter has been received from The Land Utilization Committee offering the use of The Wheeler Property
Located at 5 Central St. to the Parks and Recreation Department for the first right of refusal, to use it and its
immediate surrounding.
The committee is asking for the committee members and staff to pull together a proposal of their needs and
updates for the property along with quotes to bring to the LUC committee. Lynne Clemens, Recreation
director, has submitted a list of issues and ideas gathered from the walk through at the wheeler property.
Also, the committee believes that the property should be rezoned for recreational purposes.
Page 4 New Business -Cont'd
Holiday Leave & Comp. Time off approval
Put on next meeting agenda.
Schedule Next league meeting
Put on next meeting agenda.
The committee reviewed the feedback received from NRYS on joint meeting . Rita Mullin submitted to
the committee a letter received by NRYS expressing their interest in working in joint efforts with P&R
Dept. to revamp Maguire fields and possibly other field in town. . NRYS would like to ask for Priority
standing for use of fields. Marty Tilton still wants to meet with irrigation specialist regarding Maguire Fields.
The committee was inquiring if anyone has considered a corporate sponsorship to raise funds for
reconditioning the fields?
Other Business
Special project
Clarke Park Irrigation
(BW) Brian Wood summarized that the progress at Clarke Park regarding the installation of
irrigation is 99% complete. He only needs to install rain sensor and contract an electrician to run
power to pump and controller. Brian said he had a quote from a couple of years ago through Bob
Vadaro, but it needs to be updated.
Bio-retention Pond at Clarke Park is underway. All the plant materials were picked up last Friday.
Pictures were taken during the entire process of these projects.
Committee had a discussion regarding of the schedule and planning of upcoming projects. It has been
decided that the next projects scheduled should be as follows:
" The layout and development of the trails at the JT Berry/Lincoln Properties
" Work on the IRP Bathrooms and having a vendor visit with committee
" Wheeler Property Plan
" Matrix of the school vs. Parks use of field schedules
(MP) Mike Prisco, Chairman of committee, asked Brian Wood to send him a weekly email with an update on all special projects and activities being worked. Mr. Wood acknowledged and agreed to this request.
(RM) Rita Mullin updated the committee that the LUC Committee would like to hear more on what P&R Dept. would like to see in the future and their goals. The Hillview Committee has expressed interest in helping out with fixing up The KidSpot Playground.
NIMS (National Information Management System)
(MS) Maureen Stevens informed the committee that one person in each Department must be certified for this NIMS. There is training on Nov. 16, 2007 from 8-10am. Marty Tilton said he was certified with the DPW Staff.
Future Meeting Dates
The Meeting schedule will be as follows:
11/19/07 12/3/07 12/17/07
Adjournment
(LM) A motion was made by Lauren McMullen to adjourn the meeting at 9:55 pm.
(SC) Sergio Coviello seconds the motion.
In Favor: 4 Opposed: 0 Abstained: 0
| 
