Salem Parks and Recreation Commission
Minutes of Meeting
Date and Time: Tuesday, July 19, 2011, 6:45 p.m.
Meeting Location: 5 Broad St.
Members Present: Chairwoman Leslie Tuttle, Bob Callahan, James Shea, Chris Burke, Amy Everitt
Members Absent:
Others Present: Doug Bollen, Director, Salem Parks, Recreation and Community Services
Recorder: Stacy Kilb
Meeting Called to Order
The meeting is called to order at 6:50PM.
Approval of June minutes
A motion to approve the minutes is made by Callahan, seconded by Everitt, and passes unanimously. Chairwoman Tuttle corrects her question if renting picnic AREAS, not picnic TABLES, has made a difference.
Visitors
Dave Knowlton – discuss and vote on plans for McGrath Park
Brad from Tighe & Bond Consultants presents with Mr. Knowlton. Mr. Knowlton outlines the situation – contamination has been found and must be remediated before the park can be used again.
They have obtained an Order of Conditions from the Conservation Commission to avoid impacting wetlands in the area and are moving quickly to make construction documents available for bid by contractors. They would like to start construction in Mid-August.
It will be a sod field to take advantage of this year’s and next year’s growing seasons.
One field had already been closed due to contaminants at the surface; trash had been found buried at the upper field; it is mostly construction debris there. LSP’s looked at the risk there and determined that there was no risk of illness. Only the lower field and parking lot must be dealt with. Trash at that location is causing settling.
The plan calls for a 2-2.5 foot capping on the lower field and a foot of new material on the paved area. The latter is impervious and does not require a full cap. It needs a cap, but not as much. The entire area will be raised and there will be a difference in elevation between parking lot and field, a gentle slope.
The path around the park will be on the higher grade, on top of capping material. It will be a stone dust path. Two new playgrounds will be added; a neighborhood park to the left and another for parents with kids playing soccer. There will also be a40x40’ concession stand. ¼ of the space is bathrooms, ¼ is concessions, and the rest will be storage. The new parking lots are described; parking spaces will be almost doubled. There is also a new basketball court.
Burke asks about the driveway in and out. It is currently at 24’ and will remain that way. The radiuses on either end make it feel tight and change would require ripping out curbing along the street.
Construction is slated for the fall and there won’t be access for the upper field even though it does not require work. Estimated cost is $1.5 million. They expect to go to City Council for a loan authorization; there are no grants with good timing. The time table on construction is based on City Council’s approval
Callahan points out that City Council does not meet in August so they will not be able to start in fall. Mr. Knowlton says he may ask for a special meeting. Callahan says he would hate to postpone use of field if they cannot get funding in time.
They will use the upper field as long as possible. There is a lot more soccer in fall than spring, according to Chairwoman Tuttle, since spring games get rained out. Bollen says they are trying to make alternate arrangements.
Shea motions to approve the new plan, is seconded by Everitt, and all approve. Callahan asks that Mr. Knowlton keep Bollen apprised of any updates. Bollen mentions other sites that we have been allowed to use in the past; it may be busy and there may not be enough fields to accommodate everyone.
Callahan suggests allowing the Common to be used for young kids’ soccer – under age 6 or 8. It would be used just until this project is complete. Everitt asks if we will have a better idea of if this will move forward or not in August.
Callahan motions that Bollen make the Common available if it is needed by YOUNG children (Not over U-8) for soccer. Bollen says we can ask the colleges but they may be busy in the fall.
The motion is seconded by Shea and passes unanimously.
Chairwoman Tuttle mentions a site at the High School, but it is the most used field in the City; it is in a corner. If they ever got money for turf, that’s where it would go. Various fields and their uses are discussed.
Ellen Talkowsky – Discussion and vote on Heritage day’s events
There is a description and application for use of the common attached. Ms. Talkowsky describes some of the events. There are four new events.
Callahan motions to accept the application as written, is seconded by Shea and the motion passes unanimously.
Everitt compliments Ms. Talkowsky on the success of the 4th of July festival.
Stan Swartz, Dan Ricciarelli–(not present) discussion plans for Splaine Park
They are not present , but Dan has drawn up Plans for Splaine Park and look good. The city applied for a grant for $500K for the Park.. Hopefully no contamination will be found. Burke mentions Mr. Swartz’ idea of a tree nursery for parks in Splaine; instead of donating benches, specimen trees could be grown. Eagle Scout projects could also be done there. Mr. Swartz asked Burke to write a letter on behalf of Elm Tree.
Other parks that probably have contamination are also discussed. Chairwoman Tuttle points out that Palmer Cove used to be gardens, before the fire, but it still had to be tested. It was clean. Callahan points out that a test that was good 10 years ago may not be good today, since regulations are more stringent. Burke suggests a raised bed tree nursery.
Roger Leger – (not present) discussion and vote on discount at Winter Island
He is not present but would like the Pavilion for disabled vets. Callahan opines that if they are asking for discounts, someone should be present for the organization. Chairwoman Tuttle suggests considering a “no discount” policy as our rates are already reasonable. Burke points out that the Pavilion costs $400 and for an organization like the veterans they may not be able to fundraise that much. Also some rates look low but turn out high, like the one for the Common at the last meeting.
Shea is in favor but also thinks a representative should come in to speak. Burke asks if they have already reserved the space; they have. Shea suggests giving it to them for ½ price but recommends they send someone to the next meeting. The day is a Sunday and it will run most of the day; 10AM to 4PM, probably. They only use one pavilion.
Shea motions to approve a 50% discount, is seconded by Burke, and the motion passes unanimously. .
Teri Kalgren – discussion and vote on request for a Labyrinth and event at Willows
She is not present. She would like to have 500 people and will need to come in August if she wants to pursue either event. Chairwoman Tuttle describes the Labyrinth, which is stones on the ground like a maze, but used for meditation. It is an ancient event that some find meditative or spiritual. Sometimes it can be painted on a canvas, according to Everitt. Callahan clarifies that Ms. Kalgren will be coming in to discuss this next meeting.
Applications for rentals
Marblehead Fire Department – discussion and vote on request for a veteran golf pass
They would like a discount for a veteran returning from the Middle East. He served in Iraq and Afghanistan and is pursuing a 2nd Bachelor’s degree from Salem State in Fire Science. He will not be able to use the 1 year pass until August and is not a Salem resident but is a student in Salem. They would like a two-year pass for him.
Callahan says they have not sent a representative and that we did give a discount to all veterans, and as much as he appreciates those who serve, we have Salem residents who serve as well. If the Union is picking up the tab on this, we have a veteran’s rate and we can charge an out-of-towner the 10% discount. This gentleman is a Marblehead resident but a student. If he was a Salem resident it would be $900. They want to pay $275, the college rate, for this year and next year. We do not have a nonresident college rate.
Burke opines that we would be creating a special situation for anyone returning from the Middle East. However, no Salem resident has asked for special consideration. Callahan says that we must take care of our Salem residents first. This is an out-of-town group asking us to support something they want to do. Marblehead firefighters must have a relief fund to use if they are serious about this. However, our obligation is to Salem residents. As for two years, he is not in favor; if they were asking for a prorated fee to take into account that he is not coming until August, he would be in favor of that. But, as they are not here, we can’t even make a counter offer to that effect.
Chairwoman Tuttle comments that it also raises the issue of whether there should be a student rate for Salem State students who are not Salem residents. Everitt says we could make the student pass for all eligible students, regardless of residence. It would be temporary, only as long as they are full time Salem State students. As of now it is open to all college students who are Salem residents. Everitt asks how we would prove residence. Chairwoman Tuttle also points out that students are NOT here during our busy season. They are only here from Sept. to May.
Burke thinks rates should be brought before the Superintendent and Shea opines that we should not be making up new rates mid-year. Everitt says that as some of these institutions lend us field space, it would be a nice gesture to offer discounted rates to their students.
A motion to table to the next meeting is made by Burke and seconded by Callahan and passes unanimously.
The Chairwoman says this is a large discount they are requesting. Bollen will have them come in to Parks and Rec in August.
Finance Report
Golf-Witch House-Meters-Winter Island – review revenue monthly reports
Golf
From ’07-’11 it has been up and down. Shea asks why. It may be weather but that is not certain. Callahan says it was a terrible spring with lots of rain. We sold nothing in March due to debate on privatizing, but then made it up.
Callahan feels we are on target, all factors considered. Chairwoman Tuttle says we were up in May but down in June. Other factors are also discussed.
Witch House
The Witch House is doing very well. It is the highest since Bollen has started here. The extended season has helped. It was down in June. The Chairwoman comments that April was phenomenal, partly because it was open the whole month, not just that last week. It was closed Jan., Feb. and March. The woman works 19 hours a week for those months but may try to schedule more tours in the off season.
Meters
Shea asks about the current balance of $29,000. It is a new fiscal year but the loan has not been taken yet, so $10K must be subtracted. Are there projects at the Willows? There are a few, but lots of money has already been spent on things such as a sign, fertilizer and other things. The road in has also been improved. It is not paved but is flat. The tennis courts got resurfaced.
Everitt asks about vandalism in the restrooms. It is not as much of a problem this year as the young employees watch over them from 5PM, then lock them at 10PM. They should be wearing work shirts so they can be identified. They are in the process of painting the big gazebo.
Shea asks about prior work on the gazebo; benches inside got rebuilt and look good. Inmates will be brought in to paint. Bushes at the Shell will be removed and the Jazz and Soul festival will plant flowers. That will also be repainted.
Bollen is open to ideas for projects. He discusses the old system of upkeep; now it is much improved. He comments on the weekend’s picnic, which is not nearly as big as it usually is.
Winter Island
Winter Island is way down, even accounting for the store. Shea comments that we stopped selling certain items. Shea ask if the problem was that no one was working there, but it was also confusing due to refunds and credits last year. The chairwoman comments that we also do boat launches, etc. Bollen says 40% is from RV’s. The marina brings in a fair amount with boats. Callahan comments that some boats may go to the Kernwood Marina. There is a launch fee but the account is separate at Winter Island. It is a public access fee that goes to floats, docks, etc.
Callahan opines that the WI manager is still on a learning curve, but Shea says most of these figures are still from the last season, which reflects the previous manager’s performance. Some letters have been received complimenting service at Winter Island. They are saying it is much better managed.
The Chairwoman was there and was impressed by the cleanliness of the bathrooms. Shea comments that the manager was working the gate, and told him he should hopefully have other staff to that, though it was a while ago. Bollen says he has as much money as he needs to hire people, plus has a grant coming in for equipment and will be getting a truck, tractor with attachments, and an AT cart. He will be able to clean the WI beach and others. They will also be starting work fixing the hangar soon.
Tremblay will be repointing and making it safer, since it is hazardous. That will be starting in two weeks; they will be temporary repairs. The lighthouse will also be painted on the grant and the foundation studied, as it needs repair. The Chairwoman asks if we can get any help from the Coastguard, but it is our responsibility.
Burke asks about the Access fund. It has $50,000 and is under our control, and is used to repair docks. Use is restricted and Bollen is not sure the money could be used to repair the lighthouse.
Burke clarifies that the money comes in and goes to the access fund, a revolving account.
Burke asks what the options are for spending that money. Bollen says every few years we buy floats for WI and Kernwood marinas. This year we also purchased a shed. At Kernwood it can be used for anything as it is a marina, but WI is a campsite also. Two floats must be purchased next year for Kernwood.
Superintendent’s Report
Recreation – working on Fall/Brochure, update on registrations for programs and Camp
Bollen was on SATV this morning with Eileen. There are many upcoming clinics for sports, some with waiting lists. The Chairwoman comments on the partnership with Salem Kayak. Their lease is up at the Willows and next year they may ask for Winter Island, for more exposure.
Bollen is already working on the fall brochure, soliciting ads, and programs get listed in April to go to press in September.
Capital – purchase of Truck for Winter Island
The first day after July the truck was ordered as soon as it was approved. They got a white truck since they could get it by the end of August, vs. having to wait until October for a green one. On Thursday night they voted for bonding money, so Parks will get $50K for playgrounds (Broad St.) and maybe a small one at Forest River. There is $25K more for the Salem Common fence, vs. the original $50K.
Shea comments on the fence; someone tried to weld loose parts but did not do a good job; he suggests re-welding them and preserving the good ones to save money.
Bollen says that we had $50K Capital money from FY 11 for the Common fence and we got a grant from Mass Historic for $7500 and must match it from the $50,000. The $15000 will be sued to hire a consultant to inventory the fence. In Fy12, we are getting $25,000 more in CIP for the fence.. An inventory must be done and specs prepared, and then it goes out for bid. Bollen describes the process. Shea comments that it would be $500K, to repair the entire fence and Bollen thinks it would be more like $800K, to fix the whole fence. The person making the specs should do a unit cost to take into account our budget.
Callahan opines that it will have to go before Planning due to the large scope of the project. It may be funded year by year.
Parks & Facility
Willows meters – update location on street or Park land
It was unclear if they were on Park land or on the streets – if the former, it would be up to the Commission to set rates. Bollen met with the City assessor and in her opinion, there is a line that goes through near the meters; all those on the sidewalk seem to belong to the City and those in the middle belong to the Parks dept. It is probably split 50/50. Shea thinks the meters are on Park land. Callahan points out that some are on the sidewalk. Beth Reynard has said to go through the Council like we’re doing. Burke asks if we can order the meter people to go out and change them. Callahan says we cannot tell them to do anything except for removing the meters. This would be a request and he agrees that it should just go through City Council. It is in the COLA (Council on Ordinance and Legal Affairs) Committee.
We will list what we’ve done and upcoming desired projects when we go before the Council.
Winter Island- update on Greek Festival
They were selling beer and had a permit but never came before the Commission. Melissa apologized; she gave it to them on a Thursday. They had a permit to sell beer but not a place to sell it. They booked with Mr. Gilbert, paid him, but slipped through the cracks on our end. Bollen clarified that next year they must follow protocol.
Splaine Park – discussion on Park grant and improvements.
Discussed as above. They applied for the grant and will find out in October if they got it. They will be in at the next meeting to outline the design.
Playgrounds – update on Pickman Park and Broad St playground build status
It is finally done. It is a different type of playground, one long strip made of recycled materials. We have done 7 playgrounds in 2.5 years. Broad St. is in the process of gathering ideas and will be built soon, most likely in September. It is just under $20K and will need 3 quotes.
Dibiasi Park- update on dedication tentative for August 4.
Bollen has not been able to contact Mary O’Leary, who had surgery. The playground is done and the sign is up. Jim Fleming, Mayor Driscoll, Jerry Ryan will be invited. The family will also invite people. As of now it is scheduled for 10AM on August 4th.
Golf Managers position – update on status
They are looking at putting out an RFP. Callahan says we could hire a yearly City employee under contract so as not to pay them unemployment for the off season, but Bollen says this is the best way for the city to do it. They are trying to cut back on paying for unemployment. This is going out in a couple of weeks but will be a 4 -6 week process. By then, Shea says, the season will be over.
Callahan asks what the difference is between privatizing the MANAGEMENT of the golf course vs. privatizing the GOLF COURSE. The manager will still be looking to make a profit. Bollen says the salary will be listed in the RFP, like the Winter Island caretaker job.
Winter Island Caretaker – update on position
Casey was the only one who bid for the position. He can’t take any money since he’ll lose his health insurance, but he must provide 2 insurances as a vendor, at a cost of $2500, and he would like the City to pay that. If it goes through, he will be under the manager with set hours, and his home must be inspected and meet code.
Callahan says that Winter Island is a park; he is working for our Dept. In the City Ordinance, Bollen is appointed by the Mayor but all other employees of the Parks and Rec dept. are approved by us. Or are they appointed by us? He comments on the powers that the Parks and Rec Commission have, which are substantial, and he suggests they all read the ordinance.
The Chairwoman outlines the “employment of personnel” section. For the purposes of this, we can employ and determine the compensation of employees. We set the salaries of Parks & Rec employees, but the City Council must fund it and may not fund those salaries. Callahan points out that the ordinances are available online.
An RFP was put out for both the Caretaker and Golf manager positions. Bollen reiterates that this is why they want to RFP the position (golf manager), but Shea comments that by the time it gets approval, the season will be over. Bollen says he wants to help out the Superintendent at the golf course. Shea asks if it will be for a calendar year, and Bollen says it will be for three years. He, Paul (the new manager) and any Commissioners who want may conduct the interviews. Burke thinks a member of the Commission should do the interviews. Dick Drew will have retired and will not be involved. The Chairwoman thinks a golfer should be on the interview committee. Bollen thinks the interviews will happen in a month. Shea volunteers.
Callahan wonders why the RFP was presented before this Commission to privatize the golf course, yet the RFP to privatize the manager was not. Bollen says it’s just another alternative, but Callahan thinks as a courtesy it should have been presented here.
As for the caretaker, either we don’t have one or Casey must meet certain standards, including the ones above for the house.
Winter Island Grant work – update on grant work and purchases
As above.
Pool – update on Forest River pool
The motor broke last week; a back up was being used and they were only closed for 1 day. The pool slide will be delivered Friday and hopefully installed next week. It is an open slide; insurance prefers open slides. The pool is clean and clear. It costs $17K plus installation, which Hincman will do.
Willows Shell and Gazebo – update on work being done – painting and removal of shrubs
As above. Salem Jazz and Soul is also working on the screens from the last meeting. Burke asks if their advertising will be up year round, but it will be taken down. The only permanent things will be the bolts.
Old Business
Bollen asked Beth Reynard about the Common; they can only give nonprofits a discount, but otherwise cannot waive the fee. It must be a consistent policy. Mamadou was a nonprofit so the Commission is within its purview. Shea asks if the purpose is to have people NOT use the common, as Mamadou’s fee would have been $3200? The Chair comments that Mamadou’s is a grey area where it’s a nonprofit that brings in vendors; Bollen says that it was a nonprofit that put in the application, and who applies must be taken into account. We could still charge for vendors, but don’t have to, if it’s a nonprofit. As long as it’s consistent.
Callahan says if the City Council is setting the rules, and we don’t have an answer, we must refer back to them. Shea suggests they go directly to the City Council as we have no authority, but Bollen comments that we can give discounts to nonprofits for permitting at the Common. Shea says we still do not have the authority to answer questions so should refer them to the City Council. Callahan outlines the scenario that the nonprofit will ask for a fee to be waived, and we’ll agree, then will ask about the vendors and if THEY can have a discount, but we won’t be able to answer. We don’t issue permits for vendors, just use of the common. We’ll have to send them back before the City Council. It’s a circular situation. The Chairwoman agrees it should be streamlined.
New Business
Adjournment Next Meeting August 16, 2011
A motion to adjourn is made by Callahan, seconded by Everitt, and passes unanimously.
The meeting ends at 8:22PM
Respectfully submitted,
Stacy Kilb
Clerk, Salem Parks and Recreation Commission
| 
