Old Lyme Parks and Recreation Commission
Meeting Minutes
Thursday, July 5, 2018
Present: Bob Dunn (Chairman), Don Bugbee (Director), John Flower, (Vice-Chairman),
Mary Ellen Garbarino, Glynn McAraw
Absent: Missy Garvin, Tim Gavin, Nigel Logan
Guests: Greg Hack, Candace Fuchs, Skip Sibley, Mary Jo Nosal
1. CALL TO ORDER
Bob Dunn called the meeting to order at 7:00 PM.
2. APPROVAL OF MINUTES – June 7, 2018
Glynn McAraw moved to accept the minutes of Regular Meeting June 7, 2018 and John Flower seconded the motion. SO VOTED.
Bob Dunn moved to relocate Agenda Item NEW BUSINESS b. to this point in the Agenda. John Flower seconded the motion. SO VOTED.
NEW BUSINESS
b. Hains Park Donation Plaque
Candace Fuchs, Greg Hack and Skip Sibley of the Old Lyme Rowing Association presented to the Commission their plan for an aluminum Plaque to be placed at Hains Park. The purpose of the Plaque is to recognize the donors for the Hains Park Improvements. The Plaque states on the front, “Improvements made possible by the Taxpayers of the Town of Old Lyme and a STEAP Grant administered by the Department of Energy and Environmental Protection and the generosity of the following donors:” Donors names are listed below this statement. On the back of the Plaque is information on Captain Paul Hains, who was a former first selectman of the Town and the man for whom the Park is named for. There is a private donor who will cover the entire cost of the Plaque, or close to it. Bob Dunn and John Flower from this
Commission, along with Director Don Bugbee, Skip Sibley, Candace Fuchs and Greg Hack will meet at the Park tomorrow morning at 7:30 AM to locate an appropriate place to place the plaque.
3. DIRECTOR’S REPORT – Don Bugbee
PROGRAMS
Summer Programs
Don Bugbee stated that there are 180 kids participating in Day Camp with more enrolling. There are 27 employees at the Day Camp, and 14 lifeguards and parking lot attendants that work at Hains Park and White Sand Beach.
Basketball, baseball, soccer and tennis camps are being offered this summer.
White Sand Beach
White Sand Beach is very busy. The beach is cleaned daily and there have been no problems other than beach stickers still being an issue with people who disregard the rule that a sticker is needed to park.
Hains Park
There was a problem with no water at the bathhouse due to an electrical issue which has been fixed. There are still some issues with people parking without stickers.
Town Woods Park
Fields look great and are resting as they should be at this time of year. The park is closed to team play, but open to the public. There was a problem with the well pits, which has been fixed.
Cross Lane Park
Baseball and softball is on-going. The hydrant at the softball field was replaced due to damage. The basketball courts are getting cracks for the first time, and the tennis courts are cracking as they normally do. Playground is still being worked on.
4. OLD BUSINESS
a. Boathouse Phase One Update
Bob Dunn reviewed the financial update from the Town Finance Director for the Hains Park Improvement Project as of June 30, 2018. Total expenditures for Phase One so far are $903,225.09. Bob spoke with Phil Parcak about the drainage issues (driveway) and more money will be needed to fix this problem with an estimate of $3,550. If this cost is added to the expenses, the amount left for Phase Two will be closer to $28, 124. There was a discussion as to where the responsibility lies for the drainage issue. There is $150,000 in Parks and Rec Budget for the Bathhouse project. There is $59,580 available from private donations, and there was a discussion as to what projects this could be used for.
b. Hains Park Improvements, PRC Committee, Phase Two
Bob Dunn gave an overview of the history of the Committee for Phase Two. Members of this Committee will be, Bob Dunn, Don Bugbee, John Flower, Nigel Logan, Dave Kelsey from BOF and Todd Machnik as a consultant. At a Park and Rec meeting on April 7, 2016, Bonnie Reemsnyder stated that there would be at least $213,000 left for Phase Two and hoping for more. Don Bugbee and Bob Dunn met with Bonnie on June 15, 2018 and were told that there would be less than $30,000 left from Phase One, plus the $150,000 in the Parks and Rec Budget available for Phase Two. The Committee is concerned that there is not enough money for the project. A new well and grading is needed now. The Committee was originally told that this would not have to go out to bid and at that time a designer was drawing up a plan at no cost to
the Town. Now we are told by Bonnie that it needs to go out to bid and this would require professional plans, along with the expense of doing so. The concern is that with these changes, there will be very little money left for the construction. The Committee is not comfortable with going forward when there is such reduced funding and things were changed from the time they agreed to serve. By going out to bid, costs become much higher. Bob Dunn shared with the Commission a draft of a letter addressed to Bonnie Reemsnyder which addresses the Phase Two Project. The Commission accepted this letter and Bob will send it to Bonnie shortly.
c. Suggestions for Athletic Director to Improve Regatta Issues
The Commission spoke of some of the issues that happened at the Rowing Regattas this past Spring. Bob Dunn stated that things had improved, but that there was still need for improvement. The Commission reviewed the Updated Discussion Topics for Rowing Regattas / Practices at Hains Park. Don will speak with the Athletic Director at the High School about these items.
5. NEW BUSINESS
a. Beach / Park Sticker Enforcement
Don Bugbee reported the issues with the parking stickers. There have been some issues at White Sand Beach, but most of the problems occur at Hains Park. He estimated that about 25% of the cars parked at the park do not have a visible sticker. Candace Fuchs from the OLRA offered to be of help to solve this problem by putting something in her weekly newsletter to the rowers. Don stated that this happens mostly in the early morning i.e. before 8:00 AM. There was a discussion. Don does not want to have to call the police on people who park without a sticker, but he looked to the Commission and to the members of the Old Lyme Rowing Association for suggestions. The general consensus is that if people have parked without a sticker, then the police should be called, just as they are at White Sand Beach
when the same thing happens. They have had plenty of warning both from the Rowing Association and Parks and Rec.
b. Hains Park Donation Plaque
This was discussed earlier in the Agenda.
c. Any other New Business
There was no new business.
6. PUBLIC COMMENT
Skip Sibley spoke of the drainage issues at Hains Park and accountability was discussed.
There was a discussion regarding the budget for Phase Two and whether or not the money left from fundraising ($59,580) could be earmarked for Phase Two. Bob Dunn recalled that the money from fundraising could not be applied towards Phase Two. Candace Fuchs recalled this the same way. The Bathroom and any site work involved would not be able to use the funds. It was believed that the funds could be used for a pavilion, benches, etc.
Mary Jo Nosal stated that the money from fundraising could not be used for the boathouse project. The Town has never approved a pavilion, and she would look for a Scope of Work from the Committee. She is confused why the Committee is looking for money that they do not have.
Candace Fuchs spoke of the drainage problem at Hains Park and asked why the State is not responsible for the runoff from Boston Post Road, which is a State Road. She stated that this has been a problem for many years and she does not feel that this is due to the construction of the new boathouse. Bob Dunn stated that the Engineers approved this plan, and why did they not address this problem from the beginning as he requested at several of the boathouse committee meetings. There was a discussion.
Candace Fuchs inquired about the curfew hour for rowers. There was a discussion about the Agreement with Regional District 18 and what the evening curfew hour will be. Bob will forward his correspondence with Ian to Candace.
7. Mary Ellen Garbarino moved, and Glynn McAraw seconded, to adjourn the meeting at
8:31 PM. SO VOTED.
The next meeting of this Commission will be on August 2, at 7:00 PM.
Respectfully submitted,
Mary Ellen Garbarino
Secretary
Suggestions for Athletic Director for Rowing Regattas and Practices Issues
Issues to be addressed after 2018 Spring Rowing Season:
- Not all events discussed and agreed to with PRC Director prior to finalizing schedule
- Not all park rules followed: e.g.: parking on grass, usurping of basketball court, trailers left at park.
- Too many (5) Regattas held. Only 4 were on approved schedule.
- Illegal parking at local businesses: Package store, Coffees, Stella’s and at Fire house
- Illegal parking on local roadways: Route 1 and Town Woods Rd
- Too many Regatta participants for small park – over use of water, bathrooms, etc.
- Porta Johns located by public toilets and not removed within 1-2 days of event
- Monopolizing of small 20-spot parking lot during practices and other rowing events
- Leaving cars parked in Parking Lot when occupants not at park, e.g.: parking for “away” Regattas!
- Unapproved Regatta held on weekend during ramp-up of park use during nice weather
- High school practices continue to go beyond 6 PM, in violation of prior agreement with District 18.
Recommendations:
- PRC Director to review scheduling of ALL Regattas and other rowing activities PRIOR to finalizing of schedules, including agreement on:
- Total number of Regattas
- Dates and Times of Regattas
- No weekend Regattas between May 1st and Sept 30th.
- PRC Director and Athletic Director to review number of schools and participants PRIOR to inviting other schools or organizations to participate in Regattas or other rowing events
- Limit total number of schools to 2-3 (depending on size of school rowing program)
- Limit TOTAL # of participants, including coaches, organizers, rowers, & spectators
- District 18 to address parking issues:
- School to provide large signs with ARROWS directing Regatta participants to Town Woods Park for ALL Regatta Parking (except for Coaches and limited organizers, ADA visitors, etc.)
- School to provide “no Regatta parking signs” at local businesses
- School to provide “No Parking Signs” along Route 1 and Town Woods Rd.
- PRC Director requested Athletic Director to provide policeman to be present at the park during regattas, to address parking issues and directing traffic.
- School to provide monitors to ensure no rowers/spectators park in Hains Park Lot during regattas; they should park at Town Woods Park Parking Lot.
- BETWEEN May 1-Sept 30, there should always be at least 5 spots (25%) parking spots available for Old Lyme residents: 9 AM to Sunset – exception during approved regattas.
- No “away” parking at Hains Park. Occupants of all parked cars must remain at Park.
- No parking on the grass, only exception is for trailers only during day of regatta and only located between Boathouse and Route 1
- Bathroom facilities: Earlier bathroom issue addressed by closing of public bathrooms during Regattas and school providing Porta-Johns; However, left near public toilets for weeks at a time.
- Porta-Johns to be removed within 1-2 days of regatta, and/or
Porta-Johns for school events to be located near boathouse, not bathhouse.
- All Rowing activities to stay off basketball court at ALL TIMES, to allow residents to use.
- All High School practices to end (be off the lake) by 6:00 PM.
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