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Parks and Recreation Commission Minutes 02/04/2016
Old Lyme Parks and Recreation Commission
Meeting Minutes
Thursday, February 4, 2016

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

Prior to the start of the meeting Don Bugbee announced that he will be unavailable to record the minutes for this and future meetings.  Bob Dunn requested that Nigel Logan record the minutes for this meeting, meanwhile he will approach Mary Ellen Garbarino and Ruth Roach to see if either is available to record future minutes of Commission meetings.

  • Call to order
  • The meeting was called to order by Bob Dunn at 7:07 PM.
  • Previous Meeting Minutes
  • Completion of the minutes from the meeting held on January 4, 2016 had been unavoidably delayed and so were not approved.  They will be issued during the week beginning February 8, 2016.
  • Director’s Report
  • Youth Basketball
  • The basketball program is underway with four K-1st grade teams, four 2nd-3rd grade teams, four 4th-5th grade teams and a group of approximately 20 children from the 6th, 7th and 8th grades. Revenue from the program is expected to be approximately $3,685.
  • Adult Basketball
  • The adult basketball program is on-going.  Wednesday sessions are held from 6:30 PM – 9:00 PM at the High School gym and will run through June 2016. Sunday sessions are held from 10:00 AM – 12 noon and will run through March 2016. Fees of $105 are collected each week for the Sunday sessions to cover the cost of the District 18 Custodian.
  • Yoga
  • Session 2 of the yoga program has begun and is being held in the Library in Mile Creek School on Wednesdays from 3:45 PM – 4:45 PM.  The session fee is $80, with a $15 drop-in fee.
  • Adult Women Fitness Class
  • Session 2 of the Fit4 Mom adult women fitness program has begun.
  • Summer Staff Recruitment
  • Approximately 2/3rds of the staff for summer camp and beach activities have been confirmed and no difficulties are anticipated in recruiting the remainder.  
  • Park and Rec. Budget
  • A draft budget has been set which will be presented to the Board of Finance on February 9.  Since Don Bugbee has a basketball commitment on that day, Chris Kerr will represent him at the Board of Finance discussions.
  • Summer Program
  • Plans for the 2016 Summer Camp are being finalized.  Due to the popularity of the camp with students and parents, and because the school closing date this year may allow for a longer period in which to hold the camp, Don Bugbee proposed extending the duration of the camp from six weeks to seven weeks.  The Commission agreed in principle but a final decision will not be made until there is more clarity around the number of snow-days which have to be taken.
  • Don Bugbee informed the Commission that he was considering employing a qualified nurse or EMT to be permanently in attendance during the summer camp this year in case of a student emergency.  The concept was fully supported by Commission members and Don will make inquiries regarding the cost before a final decision is made.
  • When details of the duration of the camp and the EMT/Nurse proposal have been decided, the price that will be charged for the camp, which is currently $150/child or $250/family, will be reviewed.  
  • Basketball, Softball and Baseball Camps
  • Plans are currently being developed for the summer basketball, baseball and softball camps.  Details will be finalized before the LYSB Open House on 30 March, where Park & rec. will be providing information to prospective attendees.
  • Safety Committee
  • The Safety Committee is continuing its on-going task of developing and documenting safety procedures for the Town.  A sub-committee of the Safety Committee is currently developing Emergency Procedures for the Town Hall.
  • Tennis and Basketball Courts at Cross Lane
  • Don Bugbee reported that he is in the process of getting quotes for the re-surfacing of the tennis and basketball courts at Cross Lane.
  • Lacrosse Club
  • Don Bugbee reported that he had recently met with the Lacrosse Club coach, Jamie, and that preparations for the up-coming lacrosse club season were almost complete and there are no outstanding issues.
  • Haines Park Parking Passes for  the Old Lyme Rowing Association
  • Don Bugbee reported that he had received an email from Greg Hack, on behalf of the Old Lyme Rowing Association, seeking to clarify details of the OLRA parking pass arrangement for the upcoming season.  The Park and Rec. Commission and the OLRA are is very close alignment over how the program should be handled and no issues are anticipated.  Don Bugbee, Greg Hack and Bonnie Reemsnyder will meet in the next few weeks to finalize the details.
  • Little League Baseball
  • Don Bugbee has scheduled a meeting with the Little League organizers to finalize details of the 2016 Little League program.  No issues are anticipated.
  • Donation to the Music Program Pearl Harbor Trip
  • Don Bugbee has been approached by the fund raisers for the School Music Program Pearl Harbor trip, which is attempting to raise $3,000 per traveling student.  It has been customary for Park and Rec. to make a donation of a free Day Camp pass or a Baseball camp pass to some other town fundraising programs, such as the Bookworm Ball, and it was agreed that he should do the same for the music program.
  • Old Business
  • Boat House Update
  • Commission members reported that the presentation given by the Boathouse Haines Park Improvement Committee (BHPIC) was very helpful and informative, and all questions that the Commission had were answered.
  • Don Bugbee informed the Commission that it may be necessary to move the planned location of the new basketball court to comply with zoning set-backs.  It is unclear what the set-back requirements are for the proposed location, which is close to the boundary of two areas with are zoned differently.  The issue has been referred to the Zoning Commission for clarification.
  • New Business
  • New Athletic Director at High School
  • Don Bugbee reported to the Commission that the High School had recently appointed a new Athletic Director.  He plans to meet with her in the near future to introduce himself and to discuss the coordination of High School sports activities at Haines Park and the relationships that LOLHS has with neighboring high schools, notably Valley RHS and Old Saybrook HS, as it impacts activities at Haines Park.
  • Bob Dunn questioned whether the relationship LOLHS had with Valley RHS and Old Saybrook HS within the rowing program was in compliance with CIAC rules.
  • Public Comment
  • Candace Fuchs, representing the Old Lyme Rowing Association, told the Commission that OLRA fully complied with CIAC rules at all times.
  • Meeting Adjournment
  • A motion was made by Tim Gavin, seconded by John Flower to adjourn the meeting at 7:47 PM.  The motion was passed unanimously.  The next meeting is scheduled for Thursday March 3, 2016 at 7:00 PM.
Respectfully submitted,
Nigel Logan
Commission member




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