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Parks and Recreation Commission Minutes 03/04/2015


Old Lyme
Parks and Recreation Commission
Special Meeting Minutes
Wednesday March 4, 2015
American Legion Room
Old Lyme Town Hall

Attachment 1   Draft Old Lyme Parks and Recreation Hains Park Master Plan
                           Update/ criteria
Attachment 2  Site Plan Option 2
Attachment 3  Site Plan Option 3
Attachment 4  Estimated 2015 Parking Stickers Needed for OLRA Rowers
                         Old Lyme Resident vs Non-Resident Breakdown

Present: Don Bugbee (Parks & Recreation Director & Commission Secretary), Bob Dunn (Parks and Recreation Chairman), Mary Ellen Garbarino, Nigel Logan, Glynn McAraw   
Absent: John Flower, Missy Garvin, Tim Gavin

1) Call to order
The Special Meeting was called to order by Bob Dunn at 7:00 PM.

2) Previous Meeting Minutes
The Minutes from the February 5, 2015 Meeting were reviewed.
Nigel Logan made a motion, seconded by Mary Ellen Garbarino, to accept the minutes as written. The motion passed unanimously.

3) Programs update
Don Bugbee provided the following Program updates.

Winter Youth Basketball
This Coed Program ran on Saturday mornings January 10-February 28, 2015. There were 4 Teams in each age group of Gr K&1, Gr 2&3, Gr 4&5 and Gr 6,7&8. There were 150 Youth playing this season. Games were refereed by High School Varsity Basketball Players.

Yoga
Winter Sessions (8 weeks) are running February 18-April 8, 2015 and Spring Sessions will run (6 weeks) are scheduled for April 22-May 27, 2015. Sessions are held at Mile Creek School on Wednesdays, from 3:45-4:45 pm. Fees are $10 per week.

Adult Basketball
This Program is ongoing throughout the School year is open to Lyme and Old Lyme Residents. Sessions run on Wednesdays from 630-900 pm and started on September 10, 2014. There is no fee for these sessions. Sunday Sessions started October 19, 2014 from 10am-12 noon at the High School Gym. Fees are collected for these sessions to cover the cost for Custodians.

Summer Staff
The process of hiring Summer Staff is ongoing and about 75% completed at this time. This process is expected to be completed by April.

Connecticut River Lacrosse Club and Lyme/Old Lyme Soccer Club
Don Bugbee indicated that he had recently met with Jaime Childs, of the CT River Lacrosse Club, to discuss the upcoming season at Town Woods Park. Discussions included items such as schedules, rosters, Club insurance, equipment and field markings. He had also met with John Ressler, of the Lyme/Old Lyme Soccer Club to discuss the possibility of some spring soccer activity at the Park. Updates will be provided.

4) Park Facilities Update
All Park Facilities are closed up for the season.

5) Old Business

Skateboard Park Proposal
Bob Dunn initiated discussions about the proposed Skateboard Park Eagle Scout project that had been previously presented to the Commission by Norman Main. Nigel Logan made a motion, seconded by Mary Ellen Garbarino, to not support this proposal at this time. The motion passed unanimously. Several issues contributing to the nonsupport included inadequate available space at our Parks, construction costs, maintenance costs, supervision, safety, available funding and Town of Old Lyme liabilities. Norman Main also did not contact Don Bugbee, as requested by the Commission after the February Meeting, to follow-up on a site walk and potential drawings of the Skateboard Park. Bob Dunn then asked Don Bugbee to initiate a letter to Norman Main about the Commission’s decision and indicated he would initiate a letter to the Board of Selectmen.

Hains Park Master Plan Update
Bob Dunn initiated discussions about the Boathouse/Hains Park Improvement Project. Discussions included the relocation of the basketball court, bathhouse upgrades, a new pavilion near the bathhouse, additional changing rooms, parking requirements, security cameras, signage and a few items determined to be outside of the scope of the BHPIC, but within the Hains Park Master Plan. Attachments 1, 2 and 3 detail these discussions.

There was additional discussion about the Boston Post Road crosswalk area and the problems associated with it. The State of CT should be included in any discussions about this because Boston Post Road is a State Road.

6) New Business

Hains Park Parking Stickers
Bob Dunn initiated discussions about the Rowing Association’s Old Lyme Resident vs Non-Resident breakdown and the proposed sticker system for Non-resident Rowers. The information was provided by the Rowing Association as is detailed in Attachment 4.

7) Meeting Adjournment

A motion was made by Mary Ellen Garbarino, seconded by Glynn McAraw, to adjourn the meeting at 8:15 PM. The motion passed unanimously.

The next Meeting is scheduled for Thursday April 2, 2015 at 7:00 PM.


Respectfully submitted,


Don Bugbee, Commission Secretary


Attachment 1   Draft Old Lyme Parks and Recreation Hains Park Master Plan Update/ criteria

  • Basketball Court – Important existing feature of Hains Park for public use
Criteria - Basketball Court Relocation
  • Refurbishment/relocation to coordinate with Boathouse expansion project
  • Requirements for relocated Basketball court:
  • Width:  a minimum of 40’ (exiting 40’, std. MS court width is 42’)
  • Length: a maximum of 80’ (existing 80’).  Reduction to X ft possible, if necessary.
  • Backboards:  current ones can be reused (only 2 years old)
  • Site Location - only two sites suitable (see Site Map options)
  • Bathhouse Upgrades – Intended for use by both Old Lyme Residents and OLRA members
Criteria - Toilet Upgrade
  • Upgrade to full ADA compliance, including ADA access from ADA parking spots in parking lot.  
  • P&R pays “cleaning service” for public toilets.
  • OLRA responsible for ensuring OLRA student/adult rowers treat facilities respectfully
  • Heating units installed to extend toilet usage 2 months: from Mar 1 thru Nov 30.
  • Provides toilets for Boathouse use for full rowing season  
  • Automatic (timed) door locking system installed: set to auto-unlock early AM and auto-lock at dusk.
  • P&R-paid “lock-up service” to double-check bathrooms fully locked at night.  Only P&R and lock-up service to have key cards/combination codes.
  • If automatic unlocking/locking system not possible, then limited set of key cards/ combination codes provided to designated OLRA adults/coaches for early AM opening.
  • Add New “Pavilion” to Bathhouse – Intended for use by both Old Lyme Residents and OLRA members.  
Includes:  1) Covered Assembly Space and 2) Changing Area, if needed to avoid Boathouse code change.
RATIONALE:  
  • Pavilion would enable “non-storage” OLRA program requests (video assembly area, ± changing areas) to be met without the added costs associated with triggering a Boathouse building code change (S2 Storage to Educational).  
  • E.g. added costs of constructing second toilet facility at rear of Boathouse (short distance from centrally-located public toilets) and for implementing associated ADA requirements
  • Addition of a public Pavilion dramatically increases the project’s benefits to Old Lyme Taxpayers
  • Important/relevant because Boathouse project is no longer funded exclusively by STEAP grant ($478,000) and Old Lyme taxpayers will be paying for additional costs.
  • Attaching to the Pavilion to the Bathhouse has the following physical advantages:
  • Synergizes ADA improvements:  common ADA pathways/ramps, parking, etc.
  • Provides existing structure onto which storage spaces and changing areas can be added
Criteria - Assembly Space
  • Open-sided, covered area (Pavilion) attached to Bathhouse
  • Provides shaded/covered area with view of the lake
  • Final location depends on overall site plan and location of Basketball Court
  • ADA accessible; common pathways from Bathhouse to parking lot and handicapped parking.
  • Large enough for ~3-4 picnic tables
  • Adequate for assembly of HS rowers for video viewing.
  • Include small locked storage closet with electric outlet for OLRA Video equipment
  • Can be rolled out for viewing by rowers in Pavilion.  Exclusive for OLRA use.
  • Depending on final layout of ADA toilets in Bathhouse, may add small P&R storage closet.
  • Currently a storage/utility closet is in existing Bathhouse.  May need to remove.
Criteria - Changing Areas
  • Add multiple “Changing Stalls” (individual use, feet visible from outside).
  • “Changing Stalls” are safest option.  Easily supervised from outside building.
  •  Safety concerns regarding “Changing Rooms” (closed areas for use by multiple individuals):  need supervision, as they cannot be easily monitored from outside.
  • Include handicapped changing stall, linked to same ADA pathways going to bathhouse.
  • No lockers in public bathhouse (Issue:  individuals leaving locks on lockers for storing personal items)
  • OLRA members can store personal items in Boathouse (locked storage, cubbies, or lockers).  Individuals with parking stickers can also lock personal items in their cars.
Note:  If multi-person “changing rooms” are proposed for inclusion in public Bathhouse, such facilities must be designated for use by OLRA rowers only, supervised by OLRA coaches at all times when open, and locked outside of designated supervised hours.  Students not to have access to keys/combination
  • Parking – Develop plan that minimizes conflicts between use by Old Lyme Residents and OLRA
Criteria – Parking
  • Parking sticker system for OLRA non-residents
  • P&R developing for Spring 2015
  • Add Handicapped parking and ADA walkways from lot to Bathhouse/Pavilion
  • All Boat trailers to be stored off-site unless in use, including OLRA trailers
  • All large OLRA Events (Regattas and HS Meets) to be coordinated w/OLP&R Director, similar to teams using Town Woods Park.  
  • Visiting buses/cars to park at Town Woods Park, after drop-off  
  • OLRA to arrange shuttle as needed    
  • Entrance driveways to be widened
  • Include appropriate grading to minimize erosion and run-off into lake
  • Explore potential for adding limited gravel parking area near Boathouse
  • If Basketball Court is relocated elsewhere within Park
  • Evaluate benefit of adding parking space markings in main parking area, to optimize usage.
  • Suggest it remains in project scope, but plan to be developed by P&RC, if that is preference of BHPIC members
  • Potential to fund with Non-resident Parking fees?
  • Security – For all Buildings and key areas of park: Basketball Court, Parking Area, Playground?
Criteria - Video Cameras and Motion Lighting
  • Location of Video Cameras to take into account Town Insurance Company recommendations
  • Video recorder located in locked P&R storage area in Bathhouse
  • Minimum 3-7-day recording loop.  No live monitoring via internet
  • Motion Lighting installed only where needed near buildings
  • Signage
  •  Improve and add signage (Park hours, general rules, etc)
  • Suggest it remains in scope, but plan developed by P&RC, if that is preference of BHPIC
  • Improve Crosswalk Area on Boston Post Road (visibility)
  • Suggest it remains in scope, but plan developed by P&RC, if that is preference of BHPIC
Aspects of Hains Park Master Plan out of scope for BHPIC Project:
(Numbering from Jan 2015 P&R update):
  • Swimming Area Upgrades:  
  • Weed removal and possible dredging
  • Improved Drainage and Reduction in Runoff:  
  • Incorporate improvements when related directly to proposed BHPIC project Site Work  
  • Unrelated upgrades to be addressed by P&RC/Other Commissions, separately
  • Playground Upgrades
  • General improvements to current equipment/site
  • P&R will pursue volunteer options/funding
Attachment 2  Site Plan Option 2

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3162015_123411_1.png


Attachment 3  Site Plan Option 3

3162015_123458_2.png
3162015_123522_3.png


Attachment 4  Estimated 2015 Parking Stickers Needed for OLRA Rowers
                         Old Lyme Resident vs Non-Resident Breakdown





# OLRA Participants
# OLRA Parking Stickers Needed
OLRA Rowing Program
Est. 2015 Rowers  
# Old Lyme Rowers
# Non-OL Rowers
Transportation Expectations
Est. 2015 Parking Stickers
# Old Lyme Rowers**
# Non-OL Rowers
LOL HS (~80:20, OL-L)
60
48
12
Most (~3/4) take school bus
15
12
3
Other HS
30
0
30
Will arrange own travel
30
0
30
Summer and Fall Jrs*
42
22
20
Parent drop-off/pick up^
0
0
6
MS Learn-to-row
29
15
14
Parent drop-off/pick up^
0
0
0
Adult Learn-to-row
15
8
7
individual cars
15
8
7
Adult Masters
60
17
43
individual cars
60
17
43
Total Rowers
236
110
126
Total Parking Stickers
120
37
89
All Info in Blue cells provided by OLRA
* Most Junior Rowers overlap with Spring HS programs, plus handful of new non-resident rowers who may need parking stickers.
^ Non-resident "Drop-off Parents" should not be parking, so will not need/be issued parking stickers - unless they themselves are also rowers enrolled in an OLRA Rowing program.
** Many OL Rowers will already have Town Parking sticker for use at other Town facilities.
Estimated "Non-resident" Parking stickers to order for 2015 OLRA Rowers:  ~90-100