Parks and Recreation Commission
Minutes of Meeting
Date and Time: Tuesday, December 21, 2010, 6:45 p.m.
Meeting Location: Parks and Recreation Department, 5 Broad St.
Members Present: Chairwoman Amy Everitt, Leslie Tuttle, James Shea, Bob Callahan
Members Absent: Chris Burke,
Others Present: Doug Bollen, Director, Director, Salem Parks, Recreation and Community Services
Recorder: Stacy Kilb
The meeting is called to order by Chairwoman Everitt at 6:45PM (Recording: Folder A, Tracks 8-11)
1. Election of Chairman and Vice Chair
Amy Everitt nominates Leslie for Chair, and Bob Callahan seconds. All are in favor.
James Shea nominates Bob Callahan for Vice Chair and is seconded by Leslie. All approve.
2. Approval of December minutes
A motion to approve as written is made by Callahan and seconded by Shea; it passes unanimously.
3. Visitors
Lisa Spence – Community Gardens (Shelby Hypes substitutes for Lisa Spence)
Community Gardens, which has several locations around Salem, would like to start another at Pickman Park. Shelby Hypes presents the proposal. The president of Pickman Park approached Doug Bollen, who referred him to Salem Community Gardens. Plots would be 4x4’ raised beds and each applicant would be able to have up to four. The garden will be next to the playground in the abandoned tennis court. Beds would be put in over the pavement. Up to 50 gardeners, each having an average of two boxes, could be accommodated. There could also be accessible boxes for gardeners with handicaps. There are already 15 or so families that have expressed an interest and it should be popular as South Salem does not yet have a Community Garden.
A proposed layout is in the packet; weeding won’t be an issue, neither will mowing, as the boxes are set on pavement. They will also add additional fencing to complement what is there now. Shea asks if there is a neighborhood playground association; some members are present at the meeting and speak in favor of the idea, since they proposed it. Friends of Pickman Park (Patrick Burke of 6 Buchanan Rd.)proposed this idea.
Shea questions how many boxes will fit in the tennis court area; Ms. Hypes points out it is not to scale and they will have to experiment with how much space is needed between boxes, etc. The space is 130x50’. Water would be required from the City; they have installed water at Mack Park, Winter Island and Palmer Cove Community Gardens. Shea asks about removal of the tennis court; it will not be removed but boxes will be placed on the surface. Shea also asks about fencing; Mr. Burke explains where the additional fencing will go to secure the garden. There is water in the park that would need to be extended into the tennis court, or water could come from Pierce Rd.
Shea asks if the tennis courts are used at all; they are in no condition to be used at all and residents can play at Salem State University. Currently teenagers go in there at night and break bottles. There is a light there, adjacent to the court, but the sensor doesn’t work. They would like electrical to turn it on, and more light will provide additional security. Shea points out that the gardeners will keep an eye on things as well.
Mr. Burke says all the neighbors are in support of this, and there are between 15 and 20 families, plus scout troops, that are interested. They are also trying to revamp the playground and revitalize the whole space. Shea clarifies that it will be open to all – it is first come first served, not by where applicants live.
Shea motions to approve, is seconded by Everitt, and the motion passes 3-0 with Leslie Tuttle abstaining.
Matt Caruso - Jazz & Soul
Mr. Caruso outlines his idea to add a second stage for the Festival. It would be to the left of the main shell and facing the ocean, near but not immediately on Fort Ave. Most festivals have multiple stages and it leaves the potential for more than one kind of music to be played at a time. Nothing else is changing in this proposal. Even with large crowds there is ample space, and this might also help spread things out.
However, they also need funding, which is up in the air, but approval would begin the process.
Everitt asks if the amount of music would increase or if they would alternate stages. Mr. Caruso says bands at the main stage might be allowed to play longer, but there would be one less band there, but they would add an equal amount to the second stage, so yes, there would be more music.
Chairwoman Tuttle asks if they would alternate or overlap. Mr. Caruso says they would play at the same time. Shea is concerned that they might clash in that case but the applicant says that they are separated by a hill. He also clarifies an inconsistency on the drawing, a stray mark. Shea asks if two bands might overwhelm the neighborhood, but Mr. Caruso says that there have never been complaints by residents. This would not be an issue especially with the stage facing the ocean, but it will also be affected by wind and such factors. Vendors and residents alike enjoyed themselves.
Mr. Caruso addresses the stage setup. It is a box truck; the front opens and there is a canopy; the dimensions are on the drawing; it is more boxy, not long and narrow. Shea asks if the City rents out a stage; they do but it is long and narrow – a trailer. This one would have less of a footprint and would also have a back. It may be more expensive than they City’s stage. In any case it will be insured.
Shea motions to approve, is seconded by Callahan, and the motion passes unanimously.
4. Applications for rentals
North Shore Community Development Coalition – Polar Plunge
This is the second one so far; there may be another coming, according to Bollen. This group is out of Beverly and wants to use Dead Horse Beach on Super bowl Sunday, Feb. 6th. They are expanding onto this second location, for the first time in Salem, due to the popularity of their original event in Beverly. Callahan asks if this is a simultaneous plunge with Salem and Beverly; Bollen clarifies that it is being moved from Lynch Park in Beverly to Dead Horse, but the letter indicates that they require a second location and Shea opines that it will be simultaneous. So there is some confusion.
Shea opines that Bollen should call and ask how many people will be present in case there is a need for security. Everitt doesn’t think there will be that many people, there were perhaps 100 on the New Year’s Day event.
Callahan motions to accept the application, and is seconded by Everitt, and the motion passes unanimously.
Joe Andruszkiewicz Scholarship Fund – Camp Naumkeag
This is a golf tournament, then they go back to the Camp; this year it will be June 18th. This funds scholarships for Salem High School seniors. This tournament has been happening for several years; first in the waterfront park, then at Naumkeag for the past three or four years.
Shea motions to approve, is seconded by Everitt, and the motion passes unanimously.
Cancer Walk
This will be June 26th. Shea motions to approve, is seconded by Callahan, and the motion is unanimously approved.
Gary LaVavoie, Salem High School Track Team –
This is a request to wavier the fees for use of Camp Naumkeag for the High school track team to hold their 2nd road race. Last year this applicant applied to do a road race, and the City donated the use of Camp Naumkeag for the day. There were about 50 runners but the applicant would like it to be a bigger fundraiser. Callahan motions to approve, is seconded by Shea, then there is some discussion before the Commission unanimously approves the motion.
Mr. McCarthy, the new liaison, speaks. He asks who tracks the road races to ensure there is no overlap; Doug Bollen knows about all of them, though they don’t all go through Parks & Rec. They don’t go on at the same time, and all must be approved by police traffic. There aren’t that many as groups can lose money if there is not a good turnout.
Golf Tournaments – Applications for 2011 at Olde Salem Greens
Zach Leventis
A new tournament that was approved last year, and set up some scholarships with the $2500 they made. Sean O’Brien is a student at Salem State who put this together. There is some question about the recordkeeping of finances, which appear sparse with no income or expenses listed. Those are explained further in his letter, which the Commission reviews. Shea is concerned that the City loses money by closing the golf course, so if he is not going to raise a significant amount they should not close the course. It costs a couple of thousand dollars in greens fees to close the course. Shea opines that Mr.
O’Brien should re-do the financials and clarify them before the Commission approves; they want an itemized report before approving, though they are inclined to do so. They ask Doug to show him an example of what they want.
The application is tabled until Mr. O’Brien clarifies the financial information in his application.
Jeff Morris is also seeking approval for a golf tournament. A motion to approve is made by Callahan, seconded by Shea, and passes unanimously with no discussion.
Tommy Doyle’s application is approved unanimously after a motion is made by Callahan and seconded by Everitt. He [the applicant] uses 18 holes and gets the best turnout. His income was $20,000 that goes toward Salem High’s Golf Team – banquet, uniforms, trip to Florida, etc. We don’t expect any donation back from teams participating; the money all goes to help support the team. Chairwoman Tuttle comments on the format, which is also somewhat sparse. Shea helps clarify the numbers. The current balance of the account is about $2,600 going into this year.
The O’Grady Scholarship application is approved unanimously after a motion is made by Shea and seconded by Callahan. It is agreed that this is the most professional of the tournament requests and should be used as a model for others requesting approval.
5. Finance Report
Golf-Witch House-Meters-Winter Island
Golf
Not much is happening now as they are closed for the winter. Bollen asks for an appropriation for $9,000 out of the balance of $70,000 in order to repair the water pump, which is gone. The pump itself costs $6800 with $2000 for electrical costs. The Commission, then the mayor, must approve the appropriation.
A motion to approve is made by Callahan, seconded by Shea, and passes unanimously. The Commission agrees that it must be done before the course opens and there is some discussion about the location of the pump house. There have been no appropriations in a long time; Callahan opines that money brought in by the golf course, Winter Island and the Witch House should be used to maintain those facilities whenever needed. Bollen says the Witch House and the Golf Course have a reserve receipt account but Winter Island draws from the General Fund. It used to be that Golf Course and Witch House money were used for any projects, whereas now their funds must stay with those facilities. Callahan says we can still ask, and it can be denied, but if we need the
money, we should at least ask for the money to do needed projects. Bollen says we have never been denied for necessary projects.
Mr. McCarthy asks why revenues are down on the golf course this year. Overall every month appears to be down substantially. Shea clarifies that we did make a significant amount on some months and comments that it also depends on when deposits are made, however it is down 28% for the fiscal year. But, the biggest months are upcoming. Last year was exceptional, but it may have to do with weather. Fees have not been raised in a few years.
Witch House
The Witch House is doing better than normal, up $12,000. Shea asks if it is closed as there is now no income; it is closed but we don’t lose money. Callahan asks about who runs the Witch House; it is a part time position in the winter, and the woman works at the house 3 days a week on marketing, etc.
Meters
Meters are down but are close to last year. A letter was sent to the mayor about increasing the rates, but she has not approved it yet. The Chairwoman asks what Willows residents think, but they don’t park at the meters. Shea says the revenue would double and go right back into the park, and there are many projects that need to be done. The Commission would like to send another letter.
Shea motions to send another letter asking if the Mayor would consider their request to raise the Willows meter rates, thereby doubling the revenue without hurting the residents, in order to do maintenance and other projects. He is seconded by Amy Everitt The motion passes unanimous
Mr. McCarthy opines that they should get Aggregate to fill in the large depression by the Yacht Club, which creates a large puddle when it rains, and then people park in it. Shea asks that, if in the letter, they can mention that time is of the essence as the busy season is upcoming and they could use the revenue. Callahan and Mr. McCarthy discuss the procedure for changing this ordinance. Mr. McCarthy says he will check into it. Mostly it comes from the Mayor but the Parking Board also makes recommendations on downtown meters.
Shea asks about the revolving fund at the Winter Island Store, and asks Bollen what will be done with the money. Shea feels plans for it should be in place for this season, as there are several pressing issues. The numbers are discussed, as is the purchase of supplies. .
Winter Island
The only things going on right now are function hall rentals; receipts from boat storage go to the harbormaster. Shea asks and Bollen comments that there are four upcoming interviews for the Winter Island Manager position. There were 14 applications. The salary is set at $40-45K but they would like to pay the upper range. Applicants were from all over as it was posted on Mass Parks and Recreation sites. Bollen outlines some of the applicants.
The Winter Island general fund is way down, but Tuttle says that income got pushed forward because rentals were made early, January, Feb. and March. We are not yet taking rentals this year so will not see it now. Callahan asks about the anticipated hiring date; Bollen hopes for mid-February. Shea asks about the campsite rentals. He worries that people not being able to reserve will now will not do it. Chairwoman Tuttle points out that typically rentals have begun in April so it will not be a problem. Shea says that rentals should be taken anytime; Bollen says that as soon as they are trained, they can. Shea thinks that the phones should be answered and Bollen says calls are responded to a couple of times a week, but there is no real person
answering the phone at Winter Island. Callahan thinks that they should have someone one day a week doing that – refer people on the WI machine to call Parks & Rec to book reservations now.
6. Capital ProjectsAll are ongoing. The fence at the Common is discussed and Bollen states that he met with someone from All Star Fencing, and Shipp Restoration who said they must find the pattern; one section is at Mack Park but three are needed. DeAngelis may have a record of it. Thus far four companies have done work on the fence; $50K could go for a new pattern alone before they are able to later work on the sections.
Pickman Park is selling raffle tickets to raise money for the Pickman Park playground; we are giving them $20K from our capital, and also giving some to others.
The float and gangway at the Willows are out to RFP. We are hoping to not have to RFP the playgrounds. Shea asks about funding for Franklin St; at the last meeting Steve Pinto said it was going to be $250K but they thought it was going to be closer to $750K - $1million. Bollen asks McCarthy about funding updates; he will ask. 7. Superintendent’s ReportNew Liaison – Bob McCarthyMr. McCarthy was appointed at the last council meeting. He is also chairman of Finance, and helped us with budget last year. Spring-Summer brochureWork is beginning on it now; we are selling ads again, and need a couple thousand dollars for mailing. The Parks and Recreation's Recreation Revolving fund pays for it. A mailing regarding submitting ads was sent out to all
of the Salem Chamber of Commerce members. Parks & FacilityGolf appropriation to repair water pump – see above
Fees – Camp Naumkeag, Winter IslandWe normally look at fees now. An RFP is supposed to go out; we will not have Camp Naumkeag from Monday to Friday but will control and rent it out on weekends. It sells out throughout the summer season. Rates were $400 last season for residents, $450 for non-residents.
Camp Naumkeag rentals will be part of the Winter Island Manager’s job. Generally there are no evening rentals; maybe 10 over the summer last year. An agency may have it during the day, so although we can do evening rentals it’s not until 6PM, so it is difficult to rent at night.
Callahan brings up the subject of commercial and individual launches; he has a problem with the low seasonal fee for commercial ones. These are making lots of money and using the ramps, and not paying very much (they pay $500, whereas they make take in $100 or more each time). He would like to see the commercial rate for both residents and nonresidents increased, and Bollen agrees to examine the options.
Discussion continues regarding the above rates and it is agreed that further examination is needed as approval does not need to happen tonight.
Tuttle also asks if some money generated from campsite rentals should go to a revolving fund, but this was not implemented. The fees have not been raised in many years, and all go to the general fund. Shea opines that the general manager should do a survey of existing campsites and compare it to other campsites and what they charge. Tuttle says camp Naumkeag is a deal compared to the function hall [at Winter Island, but not much money has been put into it. It has a private beach, and is a nice property. Callahan points out that renters don’t need to take out an insurance policy on function hall, like they do on camp Naumkeag. Rates are discussed. Winter Island Master Plan Committee reportTuttle, Everitt and McCarthy are on the committee, which has met once so far.
Everitt was impressed with company selected and their history; they have a short timeline (5 months). Tuttle said Susan St.Pierre is on Committee (she did the barracks study a couple of years ago). The Sisal Group, and the BioEngineering Group are working on this. The first meeting was about what were must-haves vs. maybes vs. not-to haves. Shea opines that one of the most important things is to try and save the hanger building; it will be assessed along with barracks and lighthouse. Shea says the roof is caving in, and something must be done soon; the Sisal group is aware of that. Callahan asks if one of the Hobbes brothers found it structurally sound; it is, but the façade is falling apart. Some of the must-haves include waterfront access for Salem residents, preservation of the fort, and financial and environmental sustainability. The bathrooms and parking issues are also on the list. There will be three public meetings coming up. Olde Salem GreensBids are coming in
Thursday for privatization. 4 companies came to the pre-bid meeting. There will be an evaluation committee, which will then come before the Parks & Rec Commission with a proposal and information; they may vote at the next (Feb.) meeting. Tuttle wants to see numbers and asks how to guarantee we get them. Bollen discusses the evaluation committee. There will be two commissioners; Tom Watkins will make recommendations as to who, and the Chairperson here will make recommendations. It is uncertain who it will be yet. Tuttle asks if Dick Drew has officially resigned; Bollen says he will be there at least until the end of April so they can open on time, and have time to hire someone. Bollen did not bring in golf fees to explore this meeting, but will do it soon. Shea thinks we should not raise fees given last year’s success. He says to look at surrounding 9-hole courses. Tuttle says based on the consultant report, we need to look at passes that people take advantage of.
Shea disagrees, opining that the passes entitle people to play as many times as they want, and it averages out with some people not using the passes as much as they could, while others use them more. Tuttle wants to look at numbers. One advantage with a pass is that we get the money up front, even if there is a bad season. Bollen will bring the information to the next meeting.McCarthy says there were questions regarding the 3 year and 5 year lease approvals; he asked legal, who said that if it comes back that the course is part of Highland park, and incorporated as a park, this board has sole authority to enter into a lease agreement, without City council, but we don’t know yet if it is designated park land. He will do more research. Callahan suggests that we want an opinion by the next meeting so we know whether or not we can vote on it. Park & Rec Appreciation Awards Jan 26There are 19 recipients; Bollen will have a program put together. Most have already said
they are coming; that night the board gets together and picks out 4 or 5 people, and the Commission asks them to speak. Shea reviews the nominees. Bollen keeps a database of who has received in the past to avoid giving to same group 2 years in a row, though they may receive an award more than once. Met TowerPaul Marquis said it’s coming down at the end of January. The company is trying to set up a time and it must go somewhere else next, so they are trying to coordinate. Marquis will give a report, but the numbers are good. Snowshoe race- Jan 8This was the second one, and of 120 registered, 97 did the race. There was a good turnout with 80% snow cover. There was a spread in the Gazette. Peabody Rec. will do a race at Brooksby Farm next year. Many people are using the golf course for snowshoeing and skiing. Movie fundraiser Doug Bollen will collaborate with Friends of Winter Island to set a fundraiser for the movie Sunblocked partially filmed in Salem. The “Ghost Hunters” Witch
House episode will come out in March. They did claim to find something in there.. Other supposedly haunted properties are discussed.RFP’s Camp Naumkeag, Willows bathroom, golf carts, concession, Gangway & FloatsBollen is trying to get these out ASAP. The Willows bathrooms have gone out and bids open tomorrow or Thursday for the Willows “building conversion.” Callahan asks about the houses at Gallows Hill and Mack Park. The Mayor was given permission to sell the one at Gallows hill, but could not, and is thinking about using it for affordable housing. The Mack Park house is also not used. The one at Gallows Hill is falling into disrepair, ditto for Mack Park if it is not used. It also costs more to insure the properties when they are empty. Everitt asks about groundbreaking for the Life Community Center, and there is a debate if the ceremonial shovel went in. Shea says the groundbreaking was for the Salem State library. It was the first
groundbreaking that happened indoors. Interior design on the Community Center is discussed - they have $400K in capital for the inside furnishing but will need more for the interior. Fundraising and the new building are discussed.
McCarthy asks how removal of the MET tower on Winter Island affects the Community Gardens there; they have been approved for one more year. 8. Old Business
None
9. New Business
None
Callahan moves to adjourn, Shea seconds and all approve the motion. The meeting ends at 8:40PM.
The next meeting will be held on Tuesday, February 15, 2011.
Respectfully submitted,Stacy KilbClerk, Salem Parks and Recreation Commission
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