Parks and Recreation Meeting Minutes of Monday,
December 2, 2013
Town Hall, Room 5 at 7pm
Attendance:
Committee Members: Billie Luker (BL), 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: Mike Fitzpatrick (MF),
Call to order: 7:08pm; Quorum, called by Billie Luker
Audience of Citizens: Officer Paul Lucci
Acceptance of Minutes: 11/18/13
(PF) Pat Fillmore made a motion to accept the minutes of 11/18/13 as is.
(SC) Sergio Coviello seconds the motion.
No discussion had.
Approved: 5 Opposed: 0 Abstained: 0
Motion passed
New Business:
- Cancelled. Officer Lucci could not make it.
- Reappointments for Committee.
- Sheila distributed the committee their reappointment paperwork and had them sign in and they turned it back in. Sheila will email Mike F. regarding his. Sheila will email Karen Marlin the ones completed and put in her mail box the originals.
Old Business
- Parks Director Update (MT)
- Thanksgiving Weekend: Everything went smooth. Turkey Trot was great and they cleaned up after themselves perfectly. Football game at High School went great and everything was cleaned up great.
- Current: Getting ready for the snow.
- Comments: Sergio commented to Marty that he did a great job at trimming around the skate park area.
- Tennis courts: Lynne asked Marty when they will be able to work on the tennis courts. Marty said it is too late now but they are aiming for the spring. It must be at least 55* out and then they are going to test an area.
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- Recreation Director Update(LC)
- Special Events: A lot of events this coming week for the half days. All are filled. Last weeks middle school events were not filled. One got cancelled, but the ones that did run the kids loved.
- Operation Director Update (MS)
- Finishing up and will email to committee.
- BOS wanted budgets due on 1/13/14, which would have been impossible. Greg said please have them ready for 1/21/14
- Our 1/6/14 meeting should be for financials only and then schedule to complete and do a regular meeting on 1/13/14.
- Summarized the two programs we were looking at. Maureen and Lynne went to Reading to demo MyRec.com which went well and they liked the program. Then they went to Peabody to demo Peak software SportMan. The program was ok but hard to view. After going through everything we like the MyRec.com best. We had some questions that we sent to MyRec.com and we are waiting for a response. MyRec.com will be $3045 annually and $1804 in set up fees. It will take a couple of weeks to get up and running. Maureen will call them tomorrow and let them know we will go with their program. They are offering a free website design option and two free tablets with sign up. They already use Authorize.net which is what we use. As far as transferring over data, Reading said that it was best to send out an email blast to everyone on our
current system asking them to go-online when MyRec.com is installed and have them create an account and start everyone from scratch. We are having someone go through our database VTH now and check all credits on the system to be transferred over manually. Maureen is going to tell VTH that we are not going forward with them and ask as a courtesy can we keep the database for 6 months for referencing.
(PF) Pat Fillmore made a motion to approve $5500 for the purchase of MYRec.com software program for the office.
(RM) Rita Mullin seconds the motion
Approved: 5 Opposed: 0 Abstained: 0
Motion Passed.
Ron looked up both software programs and felt comfortable that MyRec.com is based out of Vermont and had contact information on the website and had local towns subscribed to them. He asked Maureen to ask the vendor what else they can offer us for a break on payment or signing up. Maureen said she would try. Ron wants to ask for at the very least a 3 year fixed annual cost.
- Looking for new members, especially for the Eisenhauer trails.
- Looking for volunteers to help with National Alliance of Youth Sports.
- Summarized event, do not have all the numbers yet. Will connect with Rita to get everything out of the shack.
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Other Business
- Town Administrator announcement (MS)
- TA last day will be June 30, 2014. He sent and email around announcing his leaving.
- Committee asking if the 4th of July committee is planning another event for 2014. Have not heard anything at the office regarding and event. Marty will contact their committee to ask.
- 1/6/14 - Billie stated that Lynne and Marty do not need to be at this meeting. Sheila will be there to take minutes. Agenda: This meeting is for Finances of 2014 and reappointment paperwork and process.
- 1/13/14 – Everyone will be attending this meeting. Agenda: Finances, National Night out, 2014 BBQ concert series, Election of Officers, Wine and Food
- Next Agenda: see Above
- Adjournment
(SC) Sergio Coviello made a motion to adjourn meeting at 8:26 pm.
(PF) Patricia Fillmore seconds the motion.
Approved: 5 Opposed: 0 Abstained: 0
No Discussion-Motion Passed
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