Old Lyme
Parks and Recreation Commission
Meeting Minutes
Thursday Sept 3, 2015 7:00 PM
American Legion Room
Old Lyme Town Hall
Present: Don Bugbee (Parks & Recreation Director & Commission Secretary), Bob Dunn (Parks and Recreation Chairman), Mary Ellen Garbarino, Missy Garvin, Nigel Logan, Glynn McAraw
Absent: John Flower (Parks and Recreation Vice-Chairman), Tim Gavin
Guests: Candace Fuchs, Skip Sibley
9-3-15
1) Call to order
The Meeting was called to order by Bob Dunn at 7:00 PM.
2) Previous Meeting Minutes
The Minutes from the August 12, 2015 Special Meeting were reviewed. Nigel Logan made a motion, seconded by Glynn McAraw, to accept the minutes. The motion passed unanimously.
3) Program Updates
Don Bugbee gave the following Program update.
a) All Summer Programs have been completed and were successful. Summer Staff is now at a minimum. Lifeguards are done for the season and there will be a minimum amount of Parking Lot Attendants to carry through the Labor Day weekend at White Sand Beach and Hains Park.
b) Sign-ups for Fall Soccer on ongoing. There is a Coaches meeting tentatively scheduled for Saturday Sept 5 to organize the teams. The season would then be scheduled to run Sept 12-Oct 31, 2015. This Program is open to boys and girls Pre-K age to Grade 5.
c) Adult Basketball is scheduled to start Sept 9. This Program runs on Wednesday’s 6:30-9:00 pm at the High School Gym. The Sunday sessions are tentatively scheduled to start in mid-October 10:00am-12:00 noon at the High School Gym.
d) We are looking into the possibility of hosting a new Adult Women Fitness Class, called Body Back. We are hoping to run this program in 8 week sessions on Tuesday’s and Thursday’s 6:30-7:30 pm. Updates will be provided.
4) Park Facilities Update
Don Bugbee provided the following updates.
a) The crack repair and resurfacing work needed for the Cross Lane Tennis and Basketball Courts has been postponed until the Spring of 2016. Estimates and contracts will be hopefully finalized this Fall. All expenditures should be covered with the currently approved budget.
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b) The White Sand Beach bathhouse roof is in need of replacement. Estimates will be secured this Fall.
c) The fields at Town Woods Park are in good shape overall for the Fall season. The regular Fall schedule of mowing, aerating, over seeding and lining is currently in place. All Soccer goals are in place.
d) The swim lines at Hains Park and White Sand Beach will be removed soon after the Labor Day weekend.
e) There is Town Woods Park and Hains Park Playground Inspection scheduled for Tuesday Sept 8 with the Town’s Representative from CIRMA Risk Management Services. It was decided by the Commission that a representative from the newly formed Playground Committee be invited to attend the next Parks and Recreation Commission Meeting to discuss their plans for playground improvements. This will be added to the next meetings agenda. It was also suggested that someone from the Playground Committee attend the Playground Inspection scheduled.
f) There have been recent discussions with the Club Presidents from the Lyme/Old Lyme Soccer Club and Lyme/Old Lyme Little League concerning the Town of Old Lyme’s Use of Facility Form. Going forward, and for clarity, these forms will be completed each season (i.e. Fall, Spring, Summer). A copy of the Club’s Insurance Policy and the schedule of events, practices, games etc will be attached. The schedules will be sent to the Parks and Recreation Director and updated if changes occur. All documentation will be maintained by the Parks and Recreation Director. A Meeting with the President of the Rowers Association to discuss these items will be scheduled shortly.
It was also noted that the Club’s should report all significant injuries to the Director of Parks and Recreation as soon as possible after occurrence.
Also, checks totaling $1200.00 were passed onto the Lyme/Old Lyme Little League. These funds were contributions from the War at the Shore Baseball Tournaments run by Joe Zrenda.
5) Old Business
a) Hains Park Parking Stickers for Rowing Association Members
Bob Dunn indicated that the Aug 12, 2015 Memo about this subject had not been discussed, or read into the Minutes, by the Board of Selectmen at their Meeting as requested by the Old Lyme Parks and Recreation Commission. Updates will be provided.
6) New Business
a) Boathouse/ Hains Park Improvement Committee Update
Bob Dunn provided updates of the BHPIC Project and discussed the possible proposed designs for the boathouse, bathroom renovations and the addition of a pavilion. He reviewed the BHPIC selected Options, identified as Scheme A and Scheme E and possible modifications to these options. Option D (an Addition) was not pursued.
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Estimates for these options came in at $601,889 for Scheme A and $454,790 for Scheme E. Bob Dunn indicated that the cost of an addition would be in the $110,000-130,000 range. There were general discussions between the Commission Members and Guests concerning STEAP Grant requirements, Bathroom upgrades and costs, modifications to drawings and Project time constraints. The next BHPIC Meeting is scheduled for Sept 10 at 7:30pm.
b) Master Plan Drawing Update
Bob Dunn initiated discussions about the Draft Master Plan and it was favorably reviewed by the Commission.
c) Tree Commission Correspondence Update
Bob Dunn indicated that a letter was drafted to the Tree Commission concerning the request to remove a tree at Hains Park which would facilitate the relocation of the basketball court. The court needs to be relocated to allow space for the proposed expanded boathouse. The letter did not get submitted to the Tree Commission as expected and will be presented at their next meeting. The letter is included as an Attachment to these Minutes.
d) Bob Dunn August 27 Letter Update
Bob Dunn initiated discussions about Town Ordinance, Article IV. Parks and Recreation Commission, (Adopted 6-1-1965) Section 20-8. Duties, which states “The responsibility for the management, control and development of the Town’s recreational facilities and expenditures made in connection therewith is vested in a Parks and Recreation Commission.”
Bob Dunn indicated he had sent a letter dated August 27, 2015 to Selectwoman Reemsnyder and had not yet received a response. The letter was in response to Attorney Marylin C. Clarke letter dated August 17, 2015 to the Ordinance and responsibilities of the Parks and Recreation Commission. Details are included in both of these letters which are included as attachments to these Minutes.
e) Other New Business
Don Bugbee initiated discussions about a letter he received from Frank Pappalardo, dated Sept 2, 2015. The letter is attached to these Minutes and indicated that the Sound View Commission is exploring the possibility of having Lifeguards at Sound View Beach. The details are listed in the letter and updates will be provided at the next Parks and Recreation Commission Meeting.
7) Public Comment
Candace Fuchs commented on the Boathouse Project, Schemes A and E, a Pavilion and the general park open spaces. She hoped that the project would serve the needs of both the Town Residents and the Rowers. She also asked that the Parks and Recreation Commission give fair and equal considerations to both plans.
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8) Meeting Adjournment
A motion was made by Mary Ellen Garbarino, seconded by Missy Garvin, to adjourn the meeting at 8:30 PM. The motion passed unanimously. The next Meeting is scheduled for Thursday October 1, 2015 at 7:00 PM.
Respectfully submitted,
Don Bugbee, Commission Secretary
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