Parks and Recreation Meeting Minutes of Monday,
September 16, 2013
Town Hall, Room 5 at 7pm
Attendance:
Committee Members: Rita Mullin (RM), Sergio Coviello (SC), Patricia Fillmore (PF), Ron Kern (RK)
Staff: Sheila Sturdevant (SS), Marty Tilton (MT), Maureen Stevens (MS), Lynne Clemens (LC)
Tardy:
Absent: Billie Luker (BL), Mike Fitzpatrick (MF)
Call to order: 7:12pm; Quorum, called by Rita Mullin
Audience of Citizens:
Acceptance of Minutes: 7/15/13 and 9/5/13
(PF) Pat Fillmore made a motion to accept the minutes of 7/15/13 as is.
(SC) Sergio Coviello seconds the motion.
No discussion had.
Approved: 4 Opposed: 0 Abstained: 0
Motion passed
(SC) Sergio Coviello made a motion to accept the minutes of 9/5/13 as is.
(RK) Ron Kern seconds the motion.
No discussion had.
Approved: 4 Opposed: 0 Abstained: 0
Motion passed
New Business
• Hillview 25th Anniversary Event
October 20th at the Hillview Country Club from 1pm to 4pm, Family Fun Day, Rita summarized the event. The sub committee will be meeting at the HCC on 9/18/13 at 7pm. LC will have a banner made to hang at all Recreational events.
Old Business
• Parks Director Update (MT)
o Memorandum of Understanding (MOU) for Parking at HS for students
MT contacted Jon Bernard about the MOU and Jon Bernard stated that they would not need it. Then a couple of days later Jon Bernard contacted Marty asking if we had completed the MOU. Sheila will update MOU and forward to committee and Marty. Include in MOU not only daily parking but all school activities that may have overflow parking and add that all extra parking for other functions must be approved with a permit prior to event.
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o Barn Accident
Know who hit the barn
Bldg Inspector has condemned that area of barn and he wants us to have a structural engineer review it.
The claim is going through insurance of driver.
Adjustor inspected already.
Marty is getting quotes to fix.
o Tennis Courts at IRP
Still need to fix cracks and paint and repair fence on the back side.
o To do list
Need to get a lot of other things done on to do list: examples: paint concession stand, stain deck at Rec Ctr that was replaced: Little league fields need work, etc.
o Field availability
Receiving negative feedback about losing field space due to school project. Rita and Marty asked Gale Associates to come up with something at Mullin field. Parking is an issue now if we put another field in there it would only get worse. Rita asked committee and staff if we thought of anywhere else in town we can put more fields.
o Summer crew:
Best crew we ever had. They all worked great together and they got a lot of work done.
o Signs at IRP
Concerns for people who walk around the walking path at IRP when games are going on. They have signs that have been made up that the coaches are suppose to put out when games are in play and they are not putting them out. Rita asked Marty to contact Dave Johnson via letter in writing about concerns and policy.
o Walk of Fame:
SSBC said Walk of Fame may have to be moved.
• Recreation Director Update(LC)
o Fall Brochure
Published on 9/12/13 Classes are filling.
½ day events are sold out.
o Instructors
We have some changes with instructors. One is not coming back.
We have hired a new instructor, Nichole Fortin
We need to hire someone for Saturdays.
o New Equipment
We needed to order new updated equipment for programs. Spent about $300.
o Rec Center Improvements
Recreation Center needs some updating. Shades need to be replaced. Need to take bars off windows.
Carpets in blue room needs to be replaced
Kitchen floor: carpet needs to be taken up and linoleum throughout the entire room.
Could use more cabinet space
Needs a fresh coat of paint.
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o Summer Programs
The numbers are not together yet, still paying some bills.
Enrollment seemed very good in Summerscape and Kid Connection
Soccer Camps were a success
Summer office help, Steve Fialli, was a great addition, quick to pick up on all procedures.
Summerscape kid ages mostly between K-3rd grades.
Rita congratulated the directors and stated that the quality of their departments and programs is a direct reflection of the directors. Job well done.
• Operation Director Update (MS)
o BBQ concert:
Netted about $7,000 from BBQ series. Working on final numbers.
o Finances for Fiscal year end:
will have at 9/30/13 meeting
o Permits:
Very busy summer for Park permits. If we had electricity at Pavilion it would definitely be a plus. Rita asks for us to get a quote. A renter asked if we could get signage for when area permitted out.
• LUC (RM)
o Golf Tournament
We need volunteers. MS, LC and SS will volunteer.
Community Service sign-ups will be online and at Back to school night at HS.
Need raffle gifts
Pat Lee is donating food and coffee.
• CIT Updates (RM):
o National Night Out (NNO) 8/6/13: It is on a Tuesday. We are looking for Volunteers. Rec and Youth services were asked to have a combined table at the event. Free BBQ, face painting, vendors, and moon bounce. RM asked LC to ask Jim DeCola if we are allowed to put lawn signs out on personal property to promote.
• FONRPRC Updates (SS):
o Dance:
netted about $1900 from dance
Everything went very well had 4 members and 12 community service kids
Dj was great
o Finances
Went over finances doing well and working toward improvements in certain areas.
o Upcoming events:
More dances, character breakfast
o Justin Timberlake Tickets
We are selling raffle tickets to win 2 Justin Timberlake concert tickets. We have sold enough to cover the cost of the tickets. We will pull a winner on Oct. 21st.
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Other Business
o Extra Hours for office help (RM)
Rita has asked directors for office help on certain extra events and asks that the office help be allowed to work the extra hours over 25 hours and be paid. She is asking for approval from the committee. Rita is asking for help with the LUC golf tournament the Hillview 25th Anniversary event. If department needs someone to work extra hours directors can ask Maureen to request approval from committee.
Sergio suggested for Maureen to put a line item on the budget for this purpose. Maureen said we can do so at the next town meeting for budgets.
o Next Meeting: September 30th room 5 at Town Hall
o Adjournment
(PF) Patricia Fillmore made a motion to adjourn meeting at 9:59 pm.
(SC) Sergio Coviello seconds the motion.
Approved: 4 Opposed: 0 Abstained: 0
No Discussion-Motion Passed
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