Parks and Recreation Meeting Minutes of September 13, 2010
Attendance:
Committee Members: Lauren McMullen (LM), Sergio Coviello (SC), Mike Fitzpatrick (MF); Patricia Filmore (PF)
Staff: Sheila Sturdevant (SS), Marty Tilton (MT), Lynne Clemens (LC), Maureen Stevens (MS)
Tardy: Billie Luker (BL) arrived at 7:50pm
Absent: Rita Mullin (RM)
7:11pm Quorum, meeting called to order Lauren McMullen
Audience of Citizens: None
Acceptance of Minutes: 08/23/10
(PF) Patricia Filmore made a motion to accept minutes as is for 08/23/10 meeting
(SC) Sergio Coviello seconds the motion.
Accept: 4 Opposed: 0 Abstained: 0
Motion Passed
New Business
Turf Field Concession Stand (LM)
Lauren informed the committee that electrical work needed to be done at the HS concession stand because it was a hazard during the dark hours. The electrical needed to be correct prior to the first night game. After the work started it was discovered that in order to complete the work it would have to be brought up to code with the inspector. In order to bring the building up to code, $2800 was quote-waiting for invoice.
(PF) Patricia Filmore made a motion to pay $2800 out of the Parks & Recreation funds for the electrical work completed by 9/10/10 on the High School Turf Field concession stand.
(MF) Mike Fitzpatrick seconds the motion.
Discussion was had. Mike stated that in the future that any discussion or situations would be handled in a timelier manner in order to allow proper informing and discussions to be had at a meeting instead of outside a meeting in order to get approvals.
Approved: 4 Opposed: 0 Abstained: 0
Motion Approved
Old Business
Community Garden (LM)
Lauren emailed Lindsay Barnes Felix and Greg Pearce asking for an update, did not receive a response. Finally spoke with Greg and he inquired about the Smith Property for a location for the garden. She asked him to look into and get back to P&R.
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Parks Director Updates (MT)
• Bathrooms project at IRP
Marty updated that the bathrooms are doing well, no major issues. He is not planning on planting anything around the structure this year.
• Neptune Structure
Marty informed everyone that the Neptune will be delivered on 9/14/10 and installed properly by the end of the week.
• Gazebo
An Eagle Scout inquired if P&R had any need for help with a project. Therefore the scout is going to sand and paint the gazebo at IRP for his scout project.
• Friday Night Under the Lights at Turf Field Facility
Turf Field was left a mess from Friday night game under the lights. Game ended at 9:45pm and the custodian was only scheduled until 10pm. Marty spoke with Athletic Direct and Supervisor of Buildings and Grounds for School and the HS Principal. Only two custodians were hired for the evening, which lead to the property not being cared for properly. After Marty communicating with all parties the issues were resolved.
• Turf Field Fence
The installation of the fence around the Turf Field facility was started today.
Recreation Director Updates (LC)
• Summer programs Updates
Attendance at Summerscape program was poor. The registrant’s numbers were on track with prior year numbers. However day to day attendance was down. Attendance at Kid Connection was on track.
Lynne and Maria are researching new ideas for next year’s program to bring up interest on attending the camps; maybe adding a day a week at IRP and maybe once a month at Thompson Club. Lynne will pull together ideas and meet with Lauren to discuss and as soon as all the budget information is in and final Lynne will go over revenues from the summer and bring to the committee.
• New Employees
Lynne informed the committee that she is in the process of hiring new employees due to the turn over of other instructors moving on and leaving.
• Advertising/Brochure
Maria Brown sold an amazing amount of advertisement in this fall brochure, not to only cover the cost of the printing of the brochure but exceeded the cost for a small profit to be received.
(MF) Mike asked if we are tracking what Maria has been bringing in for revenue to review and Lynne reassured him that she is keeping track. The new brochure is 8 pages and we were able to cut cost by adding the registration form imprinted into the brochure instead of having it inserted by the printer. Registration begins 9/16/10.
Operations Director Updates (MS)
• Revolving Account
Parks & Recreation Dept has a cap on the expenditures out of the Revolving account. We are capped at $337,000 by law. At this point in the year we are already approaching that number. Maureen explained the Charter Parks & Recreation is under and its limitation. A handout was given out explaining other options for the department looking forward.
LUC Updates (RM)
No updates for LUC
FONRPRC, Inc Update (SS)
• Sporting Equipment Collection
Sheila updated everyone on the success of the Sports Equipment sale.
• Fall shopping Trip
10/23/10 schedules a North Conway $40 p/p. Deluxe coach bus trip from 8:45-10pm at night.
• New Fundraising ideas
A couple new fundraising ideas were brought up and being researched. One is a cookie walk and the other is a flag football event.
Other Business
High School Turf Field Concession stand Management (LM)
Rita asked Lauren how the Turf Concession Stand is going to be managed. Maureen stated that if it is a school event then the boosters club runs the stand. If it is an event booked not for school purposes then P&R can run a stand. Lynne stated that we have two regular concession employees that work at IRP Stand and one floating concession employee who can work at the turf concession as well.
Next Meeting date (SS)-September 20th, 2010.
Agenda items for next meeting date (SS)
Requests for next agenda:
(MT) Lights at Maguire Field
(SS) Wine and Food 2011
Adjournment
(MF) a motion was made by Mike Fitzpatrick for the meeting to adjourn to adjourn at 8:57pm.
(BL) Billie Luker seconds the motion.
Accepted: 5 Opposed: 0 Abstained: 0
Motion passed.
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