Old Lyme Parks and Recreation Commission
Meeting Minutes
Thursday, April 7, 2016
Present: Don Bugbee (Director), Bob Dunn (Chairman), John Flower (Vice-Chairman),
Mary Ellen Garbarino, Tim Gavin, Missy Garvin, Nigel Logan, Glynn McAraw
Absent:
Guests: Anna Reiter, Melanie Lee, Greg Hack, First Selectwoman Reemsnyder
1. CALL TO ORDER
Chairman Bob Dunn called the meeting to order at 7:00 PM.
2. APPROVAL OF MINUTES – January 7, 2016 and March 3, 2016
Missy Garvin moved and Tim Gavin seconded to accept the minutes of Regular Meeting March 3, 2016. SO VOTED.
Missy Garvin moved and Mary Ellen Garbarino seconded to accept the minutes of Regular Meeting January 7, 2016 with one change “Nigel Logan” was absent at the meeting and not present. SO VOTED.
Anna Reiter and Melanie Lee spoke to the Commission about their ongoing efforts through the Lyme-Old Lyme Love Your Playground Project. The group is working to make improvements to the present playground at Town Woods Park and to construct a new playground at Cross Lane Park. None of the playgrounds in Old Lyme or in surrounding towns are inclusive and accessible to all children, and the Committee proposes that the new play structures should include a fully inclusive area for children with special needs. The Committee collected bids for a new playground from four companies and has selected Columbia Cascade Company to design and build the new playground. Anna and Melanie gave a presentation of the proposed changes to the Town Woods Park playground and for the proposed playground at Cross Lane Park. This
presentation included the budget summary and fundraising summary. The Commission was in favor of adding a sign at Cross Lane stating that a new playground would be coming soon that included a rendering of the project. The sign would have information about donating.
The Parks and Recreation Commission members expressed their appreciation for such a great job and were in full support of these projects. Bob Dunn suggested that if they cannot raise all the needed funds, the project could be done in two phases. The Committee was in agreement. Don Bugbee asked for data to support what type of maintenance and cost for said maintenance to expect so this may be included in future budgets. The Playground Committee will keep the Commission updated with their progress, keeping Don Bugbee in the loop.
Agenda Item 5. Old Business a. Boathouse Update was moved to this point in the agenda.
NEW BUSINESS
a. Boathouse Update
Bob Dunn stated that on Tuesday evening the ZBA had granted three variances for the boathouse / basketball portion of the plan. This application will now be forwarded to the Zoning Commission for their consideration. Bob Dunn asked why this plan would go to Zoning without the complete project plan, and wondered if this was the right way to go. He was concerned about what will happen to the momentum for the complete plan and estimates on the project as a whole, with enough money to complete the entire project that included the renovated bathhouse and hopefully a pavilion. Bob Dunn stated that as a member of the Boathouse Committee he recalled that at the February meeting it was found that after all the estimates of the money projected to be needed for Phase A(1) there would be $213,000 left for Phase B(2).
The Parks and Recreation Commission would not want to see the taxpayers asked for any more money. First Selectwoman Reemsnyder stated that the original project was for a boathouse with minor improvements to the bathhouse. At her instruction, the project went to an engineer for a master plan for the Park. The purpose was so that going forward the Park would be thought of as a whole, and that nothing would be done to prevent future improvements. The pavilion was not in the original plan but she supports having one. The process has taken over two years, and at this point the boathouse needs to go out to bid, and in tandem, plans can be made for upgrades to the bathhouse. If Zoning approves the application on Monday, it will go to a public hearing with a decision to be made in May. Once bids are in, the Committee will know how much money will be available for the bathhouse. She stated that the original proposal for the bathhouse was
only to paint and make some safety improvements. The Committee is hoping to redesign the entire inside of the bathhouse using the original footprint. She will be happy to sit down with Bob Dunn and Paul Guinquinto to discuss this further, but they must keep proceeding.
Greg Hack stated that the spirit of this project is clearly to compromise and to come together as a Town. The boathouse will be functional and ascetic and represents a good value to the Town for generations to come. The original plan has been scaled back, and the Committee fully expects that there will be well over $200,000 left for other improvements, including the bathhouse. Everyone on the Committee has wholeheartedly agreed that this is what they would like to do. The time has come to move forward and get the boathouse built and to make improvements to the bathhouse. Bob Dunn complimented Greg Hack on his help and from the beginning his support of a plan that included updating the current bathhouse and having a public meeting area.
First Selectwoman Reemsnyder stated that although robust fundraising efforts have not started, the Committee is preparing to do this. She feels that there will be enough money to get the bathrooms done at the very least, and the pavilion is something that can be added either through fundraising or in the next budget year. She is in favor of the pavilion, and she is committed to getting it there. She discussed a document that she received from Nicole Stajduhar regarding the auditing and handling of money that was received from the State. There is a question about separating the project in two phases with the bathhouse and pavilion in a second phase. Would the second phase be subject to prevailing wage? She continued to say that focusing our attention on the boathouse right now is prudent to keep it as
separate as possible. Don Bugbee will send a copy of this information to Bob Dunn. The current STEAP Grant only speaks to the boathouse as it is designed now, the docks and the basketball court. First Selectwoman Reemsnyder will send a copy of the revised Personal Services Agreement to Bob Dunn.
There was a discussion on moving forward on the bathhouse renovations. A suggestion to have heat in the bathhouse was discussed, thus allowing it to be open in the colder months. First Selectwoman Reemsnyder suggested that it would be helpful to have a subcommittee for this project. John Flower volunteered as did Bob Dunn to serve on said subcommittee. Mary Ellen Garbarino asked if the Committee would go back to the Town for more money to get this work done, and First Selectwoman Reemsnyder responded that this would not be the intention of the Boathouse Committee to do that. She continued to say that if the bids come in higher for the boathouse, they anticipate that the Committee would have to sit down and talk about how they can do it all. Once the bids come in, the Committee can decide how to cut in
some areas to have enough money or to hit hard with fundraising. Bob Dunn asked if members from the Parks and Recreation Commission could serve on the subcommittee, and First Selectwoman Reemsnyder stated that they would love the help. Bob Dunn does not want the momentum to stop, wanting this to fall within the budget and he hopes to hand some of the funding back to the taxpayers. He does not want to go back to the Town to ask for more money to complete the project. First Selectwoman Reemsnyder stated that she assured that they would not go back to the Town to ask for more money. She continued to say that if there is a shortfall it would be handled through fundraising.
There was a short discussion about the handling of beach passes for the rowers, both for Town residents and non-residents, who will be parking at Hains Park. Passes for residents would be a Town Beach Pass, and passes for non-resident rowers (a member of the Rowing Association) may be used for only events/practices that are associated with the rowing club. There will be designated times when non-residents may use their pass to park at Hains Park. Passes will be sold at Town Hall. A new sign will be posted at Hains Park with a separate sign close to the boathouse regarding parking rules. Parks and Recreation will help with this. Greg Hack expressed his frustration over people parking and trying to duck the rules last year.
Bob Dunn stated that Parks and Recreation wants to see this thing [boathouse project] work, but are concerned if there will be enough money to do the bathrooms and possibly the pavilion with a handicapped spot and walkways? Could a commitment be made by the Boathouse Committee that there will be $213,000 or close to this left over for the bathhouse and pavilion project that the subcommittee could work with. First Selectwoman Reemsnyder stated that whatever is left, and she hopes it will be more than that, will be available. She went on to say that once the bids come in, it will be a combination of things. They will look at where the bids are, and what is costing more money than anticipated, and is it something that can be changed. We won’t know this until the bids come in. Robust fundraising
may need to be done. John Flower will help with the bathhouse project and was assured that he will not be stepping on anyone’s toes. It is hopeful that the design and plans can be drafted by a design build team that would cost nothing to very little. Greg Hack volunteered to help.
4. DIRECTOR’S REPORT – Don Bugbee
Don Bugbee gave an update:
Ongoing Programs
ADULT BASKETBALL
Wednesday evenings and Sunday mornings at the High School
YOGA
Session three – eight week session has started and held Wednesday afternoons at the
Middle School – ending May 25
FIT FOR MOMS PROGRAM
This is held on Tuesdays and Thursdays at Center School
Concludes at the end of the school year
Summer Programs
2016 DAYCAMP
Daycamp will run from Monday June 20-Friday July 29
Held at the High School and open to Lyme and Old Lyme residents
Camp hours are Monday – Friday 9:00am-2:00pm
Playground / Field / Gym Activities
Ages 5 years old (or entering Kindergarten) and older
Program Fees $150/Child $250/Family
2016 WILDCAT BASKETBALL CAMPS
All Basketball Camps will be held at the Middle School Gym
Directed by Tim Gavin, Middle School Girls Basketball Coach
Boys Grades 3-7
June 27-July 1 9:00 am-1:00 pm
Fee $90 / Each additional sibling $80
Girls Grades 4-8
July 11-15 9:00 am-1:00 pm
Fee $90 / Each additional sibling $80
2016 TENNIS CAMPS
Camps held at the High School Tennis Courts
Directed by Winnie Edmed
Monday - Friday July 25-29 and August 1-5
Session 1 9:00-10:30 am Ages 5-9
Session 2 10:30 am-12:00 noon Ages 10 +
Fee $55 per weekly session
2016 YOUTH ELITE SOCCER CAMPS
2016 Soccer Camps will be held at Town Woods Park
Directed by YES Staff
Monday-Friday August 8-12
Recreational Programs
Ages 3-4 9:00-10:30 am Fee $72
Ages 5-6 9:00-10:30 am Fee $72
Ages 7-12 9:00am-12:00 noon Fee $107
Sign-up for the Youth Elite Soccer Camps
2016 SOFTBALL CAMP
Softball Camp will be held at Cross Lane Park Softball Field
Monday-Thursday July 25-28 9:00am-1:00 pm Fee $130
Monday-Friday July 25-29 9:00 am-1:00 pm Fee $150
The Friday Session will include pitcher and catcher Instruction
2016 LACROSSE CAMP – To Be Announced
Don Bugbee reported that his summer staff is close to being all set. There was a discussion about having a nurse present at the summer camp. In Don’s opinion this will not happen this year. Supervisory employees are certified in first aid, all employees are given the AED instruction and basic first aid. There was a discussion.
Facilities
The water is still not turned on in any of the facilities because of the cold temperatures.
This will happen soon – weather depending.
Town Woods Park
Lacrosse will start next week. Dan Jones is the new contractor for the grounds.
Don has met with him several times to discuss things. Aeration has been completed.
The soil report shows that the soil is below optimal levels. First Selectwoman Reemsnyder has seen the report and has responded with an email to see what changes need to be made. Don Bugbee reported that he found grubs in the turf. Fields two and three are being shortened up about ten yards in order to move the goals around more which will alleviate some of the wear and tear on the area around the goals.
Hains Park
John Flower and Don Bugbee met with Tom Dagnon (Tree Warden) one morning at Hains Park. They discussed the needed tree work on the grounds. The work has already started.
Cross Lane Park
Cross Lane Park is in good shape. The Little League work week is coming soon. Improvements have been done to the fencing. The concession stand is up to code. The Little League would like to open and operate the concession stand at Town Woods Park this Spring.
Don Bugbee met with representatives from Lacrosse Club, Soccer Club and Little League. Everyone is on board. There will be more soccer played at TWP and will work around the Lacrosse Club schedule. Lacrosse games will be played in other towns and at Town Woods Park. This will take the pressure off of Town Woods Park.
Don Bugbee reported that he had met with the new Athletic Director from the High School. In his opinion she is very organized, detailed, upbeat and a pleasure to work with. They discussed rowing in general, and are both on the same page as to how things should be run. They had a conversation about the kids coming from other school systems to row. The Superintendent of Schools and the AD (who lives on the lake) together will work through this with Don.
5. OLD BUSINESS
a. Boathouse Update
This agenda item was discussed earlier in the agenda.
6. NEW BUSINESS
Bob Dunn asked First Selectwoman Reemsnyder if there was any progress on the Lease Agreement between the Town and Regional District 18. First Selectwoman Reemsnyder stated that the Lease Agreement is pretty much in place, and there is no reason to consummate it until District 18 is ready to turn the property over to the Town. The Town will not want to take possession of the boathouse until we are ready to start the work. Lease discussion will resume at that time. Bob Dunn stated that due to the fact that out of town kids are having practices at the Park, the Lease Agreement should address this, and that if CIAC rules are being followed, the acceptance of money from out of town kids needs to be addressed. The Parks and Recreation Commission would like to review the Lease Agreement when it is time.
7. CORRESPONDENCE – Letter from Candace Fuchs
The Commission received a letter from Candace Fuchs requesting information on ADA Compliance, Maintenance of the swing sets in Town Woods and Cross Lane Parks and the Hains Park Basketball Court. The Commissioners had answered most of these questions at their last meeting of which Ms. Fuchs attended. First Selectwoman Reemsnyder discussed ADA Compliance with regard to Town facilities. The Town has an ADA Compliance Board and the Town is working on becoming more ADA compliant. Nigel Logan will work with Don Bugbee in drafting a response letter to Ms. Fuchs. First Selectwoman Reemsnyder will supply verbiage on the Town’s approach to becoming more ADA compliant. Don stated that the playground did pass inspection.
Missy Garvin would like the Town to purchase a new ADA compliant swing for Town Woods Park to replace the broken one. In her opinion, this should not be up to the Playground Group to replace. Missy Garvin will provide information on the purchase of a new swing at the next Parks and Recreation Commission meeting.
8. PUBLIC COMMENT
First Selectwoman Reemsnyder thanked Nigel Logan and Mary Ellen Garbarino for attending the Selectmen’s meeting on March 21. She thanked Don Bugbee for doing such a fine job in getting the summer camp staff trained and in adding, per her suggestion, the bloodborne pathogens training, which is not something that is required. This training has been done for the past three years.
First Selectwoman Reemsnyder reported that someone had approached her about the Town owned Bocce Courts at Sound View. Would Parks and Recreation consider this under their purview? The courts need some work done this year. To date the Parks and Recreation has not been responsible for the courts, but Public Works has. They have worked in conjunction with the folks at Sound View. First Selectwoman Reemsnyder would like to see Parks and Recreation take responsibility for the Bocce Courts as it is considered a recreational facility. There should be a discussion between Parks and Recreation and the Sound View Commission. John Flower will take a look at the Bocce Court to see what needs to be done, and bring this information to the next Parks and Recreation meeting.
The proposed park in Sound View may also fall under the purview of Parks and Recreation.
She reminded everyone about the Osprey Festival on June 18, which will be an all day event, held at Sound View Beach.
9. ADJOURNMENT
Glynn McAraw moved and Missy Garvin seconded to adjourn the meeting at 9:40 PM. SO VOTED. The next meeting of this Commission will be on May 5, 2016 at 7:00 PM.
Respectfully submitted,
Mary Ellen Garbarino
Secretary
NOTICE: Messages to or from the Town of Old Lyme domain are subject to the Freedom of Information statutes and regulations.
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