Parks and Recreation Meeting Minutes of Monday, September 5, 2012
Room 10, Town Hall at 7:00pm
Attendance:
Committee Members: Rita Mullin (RM), Sergio Coviello (SC), Patricia Fillmore (PF), Ron Kern (RK)
Staff: Marty Tilton (MT), Maureen Stevens (MS), Lynne Clemens (LC), Sheila Sturdevant (SS)
Tardy: Heidi Cushing-Candelario (HC) arrived @ 7:27pm
Absent: Billie Luker (BL), Mike Fitzpatrick (MF)
Call to order: 7:08pm; Quorum, called by Rita Mullin
Audience of Citizens: Kristin Carroll, NR Youth Softball
Acceptance of Minutes: 8/20/12
(PF) Pat Fillmore made a motion to accept the meeting minutes of 8/20/12 as is.
(SC) Sergio Coviello seconds the motion.
No discussion had.
Approved: 4 Opposed: 0 Abstained: 0
Motion passed
New Business
• North Reading Youth Softball (RM)
Rita Mullin welcomed Kristin Carroll and did a round table introduction. Rita distributed a list of issues/violations for review with everyone. See Attached. Rita summarized for Kristin a list of issues/violations that P&R wants to address with the league. Marty summarized various events with members of the NR Youth softball league over the past couple of months. He spoke of the findings of the league holding club softball games at the Little School Complex without going through P&R scheduling and/or permitting. Rita asked Kristin about status of specific members of the league and their titles. Rita explained that if any of the individuals who are involved in using the fields/facilities without authorized use were members of the youth league at any point in time they know the
policies and procedures and will be held responsible for using without a permit. Reviewed number of teams in youth league travel league and club league. Maureen Stevens verified which leagues have paid for their game/tournaments and which have not. She verified which leagues have handed in registration information/permit information and who has not.
NRY Softball Bylaw verbiage- Rita reviewed the verbiage in the old bylaws vs. the new bylaws 7.3.5 which states that the league has the right for permitting out the facility for games/play. Rita stated that the league has no authority for permitting. All permitting goes through P&R. This verbiage being in the bylaws is an infraction.
Kristin stated that the next NRYS meeting is on 9/11/12 at 7:30pm Room 14 at Town Hall. Rita asked Kristen to review all infractions/violations with her board and come back to meet with P&R.
Kristin stated that the league has a couple of issues that they would like addressed:
o Pot-a-Potty locations: The league would like for the port-a-potty on the other side of the parking lot to be moved behind the concession shack. They feel that it being across the parking lot poses a danger for the children. They would also like to request a secondary port-a-potty to be located by field 3 for use by the younger children.
A. P&R will look into the port-a-potty situation
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o Field 3, land slope: the league would like to know if the sloping land over on Field three can be addressed. An adult has already been injured once.
A. Marty stated that the land sloping has been brought to t he attention of the school to be addressed.
o Board of Health and Snack Shack: BOH told the league they need to have running water at the shack.
A. Marty will meet with BOH and Clarify.
Maureen stated that on 9/17/12 at the BOS meeting the Little School Retaining wall will be addressed.
Kristen stated that Mario Perrone (previously President) would like to set up a meeting with P&R to go over fees going forward.
Rita asked for a Fields and Facility Handbook to be sent to NRYS. Sheila copied and handed to Kristen at meeting along with emailing a copy.
Kristin departed the meeting at 8:27pm.
Old Business
• Park Director Update
o Signs:
="+1" color="#000000" style="font-family:Comic Sans MS;font-size:11pt;color:#000000;">Matt Prince is still working. They are getting a lot of things accomplished.
• Recreation Director Update(MS)
o New Brochure: going out to public 9/13/12
o Advertising Revenues: Received $1200 in revenue for advertising in the brochure.
o Programs: New programs start end of September beginning of October.
o Instructors: Shifting in instructors. One not returning. Hiring a new one.
o Concession Stand employees: Katie D’Amico quit the concession stand. Will be looking for a replacement.
o Summer Program Information: wrapping up the paperwork for summer programs and will have numbers and feedback soon as all the billing and invoices are received.
o Recreation Center Use: We are running more programs from the Rec Center than previously.
o Advertising/Transcript: Dealing with new management for Transcript and brochure. Seems to be going well.
• Operation Director Update (SS)
o BBQ Series: Maureen did a quick overview of the season. Looks like it may be the best season yet.
o BOS Meeting/Amending Budget: Maureen attended the BOS meeting last evening and asked for $22,000 that was promised to P&R to be subsidized. They gave P&R $27,000. They support P&R, and their recommendation will go to October Town meeting for approval.
o Permits: Field and Facilities permits are still coming into request in abundance.
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• LUC Updates (RM)
o Golf Tournament: LUC is also asking if the office staff can help with prep and organization of the event. They are still looking for golfers and sponsors.
• CIT Updates (RM)
o Fight Crime Signs: will be hung at concession stand at IRP.
• FONRPRC Updates (SS):
o Ideas from P&R for fundraising:
p;Cart Vending (MS):
o Table Subject.
Other Business
• Bug infestation in Room 10: Sheila email Erica Hansen that there is a bug infestation in room 10.
• Lights at Turf field/Soccer Tournament: RK asked if Maureen was contacted regarding the lights going out at the Turf field the weekend of the soccer tournament. Maureen stated yes and it was all handled.
• Next Meeting date (SS)
9/17/12 FONRPRC meeting at 6pm just before P&R
9/17/12 in Room 5, Town Hall at 7pm
10/1/12 in Teacher Lounge at High School at 6pm just before town meeting at 7pm
• Adjournment
(PF) Pat Fillmore made a motion to adjourn meeting at 9:26 pm.
(SC) Sergio Coviello seconds the motion.
Approved: 5 Opposed: 0 Abstained: 0
No Discussion-Motion Passed
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