Parks and Recreation Meeting Minutes of January 23, 2008
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)
Absent: Nasos Phillips (NP)
(MP) 7:06pm Quorum, meeting called to order Mike Prisco.
Audience of Citizens: Warren Pearce
Minutes from 1/07/08
(LM) Lauren McMullen made a motion to accept minutes from January 7, 2008 meeting as revised
(SC) Sergio Coviello seconds the motion.
In Favor: 4 Opposed: 0 Abstained: 0
New Business
FY2009 Budget Approval Status
We have not heard a status yet, should be ready for Town Meeting. Please place on next agenda.
Chestnut St.-Maguire Field Renovations
(MT) Marty Tilton summarized to the Committee that all plans are ready to go but cannot act upon until there is a Parks Director in place. Top 6" of soil that will be taken from Chestnut Street project will be kept and stored at the barn to hopefully use for the IRP Bathroom Project.
Schedule next meeting & League invite
Little league has confirmed that they will attend the next meeting on 02/04/08. Process and procedures of play time status need to be reviewed with league, specifically who make the decision to play due to inclement weather and field conditions. New policy and procedures will be strictly enforced. The Committee has asked Marty Tilton to put in writing the procedures that are followed for no play time regarding weather, to review with Little League.
A letter will be drafted regarding the increase in user fees and sent to the P&R committee for review, then once approved will be forwarded to all the leagues.
Open Parks Director Position-Status
Everyone is still waiting to hear from Human Resources as to a status.
Discuss CPC Offer to accept New Property under P&R
(WP) Discuss CPC offer to accept new property under Parks & Recreation Warren Pearce joined Committee at 7:10pm representing CPC. Mr. Pearce is asking P & R if they would be willing to accept responsibility for tot lot located on Valley Road (Deer Run Development). The tot lot was originally planned by developer of land with agreement of the residents organizing a Homeowners Association in care of the lot and its
Page 2- Discuss CPC Offer to accept New Property under P&R (cont'd)
maintenance. Somehow P&R got into the wording along with a Homeowners Association in care of the lot. Recently CPC has approved that the lot be returned to "Natural Status"-wooded lot. All residents have voted stating that they do not want to care for the lot and there is "no" Homeowners Association. Residents are aware that when /if they let the lot go, they must accept whatever happens with the land.
(MP) Mike Prisco would like to table the matter until he can produce the legal letter stating that Parks & Recreation should NOT take over this lot from a previous offer.
Old Business
Wheeler Property-update
(KT) Ken Tarr of LUC explained that the Hillview Commission is in favor of rezoning the Wheeler Property to recreational zoning. LUC said they would take care of the re-zoning.
Wine Tasting-scheduling and tasking
(LM) Lauren McMullen summarized to the committee the progress with the Wine and Food Social. Advertising will start soon in Mid February. P&R can do and email blast through the on-line program for the event. Lynne Clemens (Rec. Director) asked the committee how to go about charging off the hours spent on the event.
Update on IRP Bathrooms
P&R Committee joined LUC at 7:25pm for a joint meeting regarding the installation of bathrooms at
IRP. Member of LUC attending were Bill Reed, Ken Tarr and Mike Tyner. Warren Pearce was asked to
stay and join the committee to offer expertise insight on septic system information.
(SC) Sergio Coviello presented to both committees the septic plans drawn up by O'Neill Associates.
Sergio Coviello summarized that Mike O'Neill advised what plans should be used, also specifying
that the height of the surface could NOT be brought down to a lower grade due to Title Five regulations.
A question as to whether a concrete slab pavilion could be placed on top of the septic was brought up.
Warren Pearce summarized what can and can not be done with a septic plan of this scale. He explained in
detail, the cause and effect of increase in area, load bearing areas, structural supports, venting of system,
pump tanks, variances surrounding areas, types of systems (i.e. infiltration vs. Clevas), what proper
maintenance should be for different systems, possible life expectancy of systems, possibilities of
scenarios if systems fail, etc.
Warren Pearce also gave insight to a range of what may cause a system of this such to be installed
vs. other systems and how much it would cost for repairs if something does go wrong.
Sergio Coviello presented the committees with documentation on a tight tank Clevas system as requested.
LUC is not interested in a Clevas system at all. Bill Reed of LUC would like to see a computerized
profile view(side view) by O'Neill Associated of the septic plans. Sergio Coviello said it can be done
but would be an extra cost w/ Mike O'Neill to see if there are other options and to run a comparison,
however, tight tank is not an option.
LUC and Parks & Recreation would like to do a site walk through at IRP at the predicted height of the
system and pavilion to see how it would actually affect the view line and area of the park. The have
asked Marty Tilton to measure out and tape off area to be affected. Mike Prisco asked after site
walk through to go over to Wheeler for discussions and Bill Reed Agreed.
Other Business
Employee Update for Parks
(MT) Marty Tilton updated the committee on the status of Dan. At this time no change in status.
Page 3-Other business (cont'd)
Department Head status
Dave Hanlon has requested to meet with Rita Mullin, Marty Tilton, Lynne Clemens and Maureen Stevens regarding issues with the topic of Department Head in with our group. He would like to know how everyone feels.
KidSpot-LUC
(KT) Ken Tarr informed the committees that the Hillview Commission met with Fincom and asked
that no matter what happens with KidSpot , they would like to encourage a community (volunteer) build
for the project in order to save monies for the repairs. A question was raised if the playground could
be supported by selling the right to a sponsor plaque to a business or group? Also, can we speak with
local businesses to see if they are willing to donate materials, such as Shea Concrete? Marty Tilton
will research this issue.
Beaver Dams at IRP-LUC
(KT) Ken Tarr of LUC asked the committees if the two trees on the small side of the loop that have
been damaged by beavers should be replaced right where they are or if we can ask the sponsors if
they can accept them being moved to a different area of the park so the trees will not be damaged again
by the beavers. Rita Mullin will contact the sponsors and ask them and let LUC know.
(BR) Bill Reed explained that anytime a sponsored tree is damaged, LUC pays for the repairs or to replace
the tree.
Port-a-Potty Vendor
(MT) Marty Tilton summarized to the committee the need to find a new vendor for the Port-a-potty's
for the parks. Currently we use AB Septic, who have not responded to inquiries from us to have the
units removed from Clarke Park since the Fall and also IRP. The 1 unit that was at Clarke Park was
damaged by an M-80 in the fall and asked to be removed back then by P&R and by the Fire Dept. All
three units (1 from Clarke Park , 2 from IRP) had to be moved by P&R staff to the barn for storage
until the septic company retrieves them. Committee advised to hold back payment on the vendors bill
until situation is resolved.
Line Item allocation on budget format
Committee agrees that there should be a procedure in place for funds that are "Earmarked" or to be set
aside for a project and how they should show on our budget. A PO should be written up and a line item
should be implemented on our spreadsheet for the project with a description and the monies to be
allocated. Currently there are 3 projects which require new line items on our spreadsheet. These are
#1-skatepark, #2 Basketball courts at IRP, #3- Tennis courts at IRP.
Lauren McMullen
(LM) Lauren McMullen asked the committee if a load of sand for the sandbox at IRP could be delivered
to refresh area. Marty Tilton will take care of it.
Lauren has requested a new key to the concession stand at IRP.
Lauren passed out a letter she drafted to the Trustees of Reservation regarding inquiring about helping out
with a dog park.
Rita Mullin
Rita Mullin requested to be signed up for subscription to the Parks & Recreation Magazine.
Committee Openings
Nasos Phillips has withdrawn from the Parks & Recreation Committee due to personal reasons. We will
feel a great loss in his absence. Mike Prisco has asked for an ad to go in the Transcript publicizing opening
on the P&R Committee.
Page 4- Other business (cont'd)
Letter of encouragement from local resident
(LC) Lynne Clemens read a letter of praise from a local resident regarding the recreation program we run.
Adjournment
(RM) A motion was made by Rita Mullin to adjourn the meeting at 10:03 pm.
(SC) Sergio Coviello seconds the motion.
In Favor: 4 Opposed: 0 Abstained: 0
Meeting Adjourned at 10:03pm
| 
