Park and Recreation Commission Meeting
January 15 at 6:45pm
5 Broad Street (Senior Center)
Meeting Called to Order
Present: Bob Callahan, Leslie Tuttle, Amy Everitt, Chair James Shea
Also Present: Karen Partanen, Director Parks, Recreation & Community Services
Absent: Chris Burke
Approval of December minutes
Callahan motions, Chair Shea seconds, Burke is not present, and all others approve the minutes unanimously.
Visitors
Michael & Shawn Rasmussen – Witch House film
The applicants want to shoot for one day in the Witch House. They are filmmakers who live in Cambridge, MA, and have done some films prior including John Carpenter’s last movie. This will be a ghost story. They are mostly done shooting but would like to shoot one scene at the Witch House and another at the cemetery. They will shoot at the end of this month or Feb/March, depending on availability.
Chair Shea asks if the Witch house would get a credit – it could. The Witch House manager, Elizabeth Peterson, has been working with this crew as well, and has read the script and says it is one scene where the characters are doing research in the Witch House. Her only concern is that Salem’s reputation and history, as well as that of the house, is not compromised, but she feels that they will not be. The crew would need 2-3 hours to shoot; it is a three person crew with handheld cameras. There will be no damage or changes to the house.
The movie is called “The Inhabitants” as a working title. Ellen Talkowski has no concerns either.
A motion to approve is made by Callahan, seconded by Everett, and all are in favor.
Adam Delonais, Salem Community Charter School – Public Pump Track
The applicant is not present, so this item is not covered.
Bart Hoskins, President of SPACE – Discussion about lights
Mr. Hoskins had sent a letter to Karen Partanen. This began when a board member had some lights and poles donated to the park by a company who installs telephone poles. The poles are in good condition and he would like them installed. They have also been coordinating with the Federal St. Neighborhood Association. The donated lights are high intensity, and upon consultation with the City electrician, the circuitry there would not support it. What will be installed instead are 78 watt LED fixtures that use less power and are very long-lived.
Callahan states that everything presented at the last meeting and the items sent were good. Chair Shea calls up Dick Luecke of 2 River St., and he speaks. He is from the Neighborhood Association, and indicates that the current plan is nicely done and the Association has no problem with it. The parks are officially closed at 8:30 so lights should be turned off then. This is Paul Prevey’s ward. Mr. Hoskins has been keeping him and councilor Sysnowski apprised. It may affect the area across Bridge St. but Mr. Sysnowski did not hear concerns from neighbors. An inquiry was made to the City Solicitor if it had to come before Council – it does not, and he thinks it is a good idea.
Callahan motions to approve pending the approval of all boards and the City electrician, as submitted, is seconded by Chair Shea, and all approve.
Richard Luecke – Federal Neighborhood Association – Discussion about lights
Mr. Luecke says it may be a good idea to start thinking about light in public places in general, especially considering the issue of light pollution. He outlines some current “eyesore” situations and solutions that would cause less light pollution. He may come before them again regarding this issue.
Mr. Hoskins states that there will be a learning curve. Standard bulbs cost $30 each and fail explosively, often damaging the fixture. They are unsure how long the LED’s last but they should last 27 years.
Brett Nentuck, Salem Community Gardens – Palmer Cove fence addition
There is currently an issue with theft at this location. They want to put in a 6’ galvanized fence in the same perimeter as the bamboo fence. The 91 families who garden there have been there a long time; it is a very popular garden that cannot even accommodate those from the Winter Island displacement. In addition to gardeners’ harvests, those intended for the soup kitchen have also been stolen. They would pay for this fence from current funds and future fundraising.
Quotes from local fence companies have been obtained. Chair Shea refers this to Callahan as a former police officer, asking if the fence will do any good or if police presence would be a deterrent. Callahan thinks that if people are inclined to steal, a fence will not stop them but will be a deterrent. He is not sure it is worth the expense. But many gardeners want this. Theft has always occurred. Chicken wire is flimsy looking. There is usually a police presence nearby; gardens are setup outside.
O’dessa O’Neill of 14 Cousins St. speaks. Some vegetables are available outside the fence, but vegetables get stolen from right inside the fence. Ms. Nentuck thinks it may be people of smaller stature stealing so the larger fence may help. Callahan points out that smaller thieves climb better, but Ms. O’Neill thinks it will be more imposing. Also during growing season there are more gardeners around.
Ms. Leah Goodwin of 7 Summit Ave, Salem, says that there could be a video surveillance sign, with a camera tied into the police station (there could be a sign with a fake camera if a real one is prohibitively expensive).
Callahan asks if there would be interference of the fence with the goings on down there. Ms. Nentuck says the Boys and Girls Club also has a garden nearby. They were also talking about putting in a permanent fence so they would work together since gardens abut each other. She is waiting for feedback from Salem State/KC Bloom. Ms. Partanen asks about in the case of vandalism, etc. if the community gardens would maintain the fence. Yes, they would maintain it in general.
There will be 485 feet of fencing. If property were to be abandoned, what would happen to the fence? They will not abandon the area, as it is their most popular property, with a waiting list. If the fence goes up, they must take it down. The fence will abut the batting cage as well. Tuttle asks if the batting cage is supposed to come down. They are not sure.
Chair Shea asks if the fence will interfere with baseball, but it will not since it is in the footprint of existing fence. Callahan would like to see coordination with the other garden, then approve both at once, rather than this one now and that one later. He suggests tabling this until February’s meeting. Ms. Nentuck says fundraising without approval would be difficult. Leslie says the Community Gardens are on top of things. They have no intentions of putting up a fence that does not work with the aesthetics of the park or Boys and Girls Club.
Chair Shea asks what happens if Salem State won’t match the fence – they have to, and Callahan states that this Board could require them to. It is in their best interest to have a fence as they may have theft issues too. O’Neill states that the amount of feet between “ours” and theirs is a few feet, so they would only have to extend one fence a few feet so they are flush. If they had to move beds a few feet to accommodate, it could be done.
A motion to approve is made by Callahan, and seconded by for tentative approval by Everitt, with the expectation of collaboration with Salem State; if they do not agree it will need to be approved. Callahan says that if they (Salem State) don’t want to put up fence at same time, they won’t get one. They are taking a chance. Everitt says it may be a finance issue for them.
Approval for the motion is unanimous.
Leah Goodwin, Stand-Up Paddle Boarding – Use of Waikiki Beach
She would like to outline an idea. There is no formal proposal at this time because Ms. Goodwin needs Board input. Her first season in Salem went very well. Dead Horse Beach has many characters, which was expected. It is a great learning beach with no boat traffic, but she worries that it will get boring as there is not much to discover. Now that there will be intermediate and advanced paddlers, she wants to continue using Dead Horse Beach and to access Waikiki Beach as well. There are already many beach people and boaters there, a community that she would like access to. Also there are more adventures for children there (camps and programs meet there, and Waikiki is more secure for kids).
They are also not sure if she will have a shed, so she wants approval to go from both beaches, as well as storage for equipment. The old shed was across from the bathrooms; it is going out to bid again. The Commission has not heard anything yet about that shed. There is an RFP out now. Ms. Goodwin says that there were many kids last year, and is seeking approval tonight as she wants to get this in the upcoming Parks & Rec program. Signups for summer start in February. It is hard to advertise if she does not have Commission approval
Inside storage is required because the equipment is expensive, and it is a lot of effort to move all of the equipment for the hours that they run, and not leave it there. She could use a parking space with a trailer, a reserved spot every day. However, this is not ideal because she would need a locking system while she and her clients are on the water. Ms. Partanen has spoken to Dave Gilbert, the manager at Winter Island. At Waikiki Beach are there rock hazards at low tide? No, boarders can’t put in near the rocks because of the fin, but must walk or swim the board out to a safe zone. Ms. Partanen mentioned purchasing the shed, and Mr. Gilbert said that is fine as long as the City and Commission are OK with that. They have concerns about admissions into Winter Island because paddleboarders may stay for the
day. Callahan says that like everyone else, they must have a sticker or pay to get onto the island. Ms. Partanen asks if there is a discounted rate, but Callahan says they should not offer it. The island is sticker parking or admission, and a private, for profit business there is OK, but money cannot be made at expense of the City. The Commission supports Ms. Goodwin, though. There is no conflict for kayakers.
Salem residents get a free pass onto Winter Island. Everitt asks if it is the same for kayaks. If people arrive for a kids’ program, they can pull into the circle to drop off, but others are people who pay because they are there for the day or purchase a season pass, or walk in.
Chair Shea says he does not have a problem with the shed but worries about the safety issue, and states that they should come to an agreement about safety/rocks. Ms. Goodwin says part of program is learning about water, wind, tides, and rocks. Chair Shea is unsure if there is an area that Mr. Gilbert wants them to stay away from, but she should collaborate with him.
Callahan is concerned about the parking fees that would be lost from not charging them to nonresidents who come for paddleboarding; other than that he approves of the plan.
Ms. Goodwin says parking is what it is, and as for the shed, the Commission would have to approve its appearance and location. It may be ideal to go down on the left hand side closer to Plummer Home, not in prime beach space. Callahan says the Commission gives its approval to go there. Logistics must be worked out through the Director of Parks and the Winter Island manager.
Tuttle asks about the shed – it can be removable or permanent, but plans should be in motion. She mentions the Master Plan and says it must be removable. Ms. Goodwin asks if it will be a one year contract. Yes, because of the Plan, she must come before the Commission annually.
Callahan motions to grant the use of Winter Island for paddleboarding storage and access for one year, with the setup location to be determined by the Winter Island Park Manager and Director or Parks and Recreation. He is seconded by Everitt, and all are in favor.
A motion to grant access for Stand-Up Paddleboarding from Dead Horse Beach, with the same conditions, is made by Callahan, seconded by Tuttle, and all are in favor.
Rose O’Connor & Pat Foley – Golf Tournament for canine donations
Ms. O’Connor ran a golf tournament for The Salem Police K9’s last year, but there will be ongoing expenses so they would like to make it an annual event. Salem Moose will also participate. They would be running an event similar to last year’s but would update it for this year. There are three dogs on the team currently. Mr. Foley had originally said it would be a one-time fundraiser, and Chair Shea has an issue with this. Last year all fees were waived because it was a onetime event, so this year they would have to pay fees.
Callahan says he is behind the canine unit, but golf tournaments are usually held to benefit charities (scholarships, etc). When they first came in, it was to start something that did not exist for 25 years, and through their work, it came into being. The tournament was one small part of their hard work. Callahan’s issue is that their hard work got it off the ground, but now it is part of Salem PD. The Police Department has a budget to support patrol activities including the K9 Unit, so he does not feel it is Park and Recreation’s job to supplement that budget. They are here to help the community with fundraisers as needed. Now it is up to the Police Dept. and City to support and run that program, not other departments in the City.
Chair Shea acknowledges that point but says if they will pay the fee for the golfers, he feels it is OK. Most fundraisers/tournaments make money on selling ads. Ms. Connor says the City Budget is slim so this would help pay for vet, food, etc. as ongoing expenses. They would also share benefits with the Moose so it would help them as well. Callahan reiterates that he does not consider this a charity, but a public service that the City is responsible for.
Chair Shea asks if they would like to reconsider the proposal and come back to the next meeting. If the Moose asked for a tournament, it would be more palatable. While Parks and Rec is not “losing anything” if fees are paid, they are granting time. Golf fees are $17 for a resident to play, not including carts which are $15 for nonresidents.
Chair Shea says that people come in with good causes for golf tournaments, and pressure the Commission to approve, but there is a limit to how many they can do. When fees are waived, the City is giving them money. Over the last three years, golf course was to be privatized, since revenue was down, and now is up, but if they give money away, it does affect the golf course.
Fees are $17 for 9 holes. The Commission is only supposed to approve three or four fundraisers per year. Nonresidents cost $20. They will come back next month.
New Business
Devine is submitting a proposal for Bertram Field to come under the purview of Parks and Recreation, but the Callahan is worried about liability. There is no personal liability to any Commissioner; they are simply accepting the terms and conditions of the Park grant. He points out that he is not a paid agent of the City. He is also upset that he has not come before them, before now, to outline the plan, yet expects them to sign off on the contract for the transfer, which they have not yet read. The only thing they can do is renovate the park and track, but it must be used for parks and recreation or conservation land.
Chair Shea suggests that Devine outlines the project before going any further.
The grant being submitted requires that the field become part of Parks and Recreation, used for Open Space or Conservation. It does not have to be open with no restrictions, but must be considered City parkland to be eligible for the grant. Currently it is, and will remain, a school athletic field. It is unclear whether it was ever legally turned over to the School Department, but to have clarity, the City Council must vote to affirm what is in the agreement before them. Devine is expecting to go through the School Board as well. After this becomes parkland/recreation space, the City will maintain it.
There is some question as to the level of involvement the Board will have, but moving forward, scheduling and maintenance will still be handled by the School Department.
There are some objections from the Commission; although there is a written opinion from the City Solicitor, and though research that has been done, it is fairly clear that it is parkland but not completely certain.
For the grant it does not matter what it is now, just that from here on in it is parkland. The grant will be used to put in synthetic turf and make other improvements.
The second proposal is for parkland at Chadwick Lead Mills. This will be acquired along with Marblehead, which received a grant. Salem also has grants to acquire this parkland, which crosses municipal boundaries. Salem’s part of the purchase will be covered by $100,000 in private donations. The total cost of the project is $1.6 million; Marblehead is shouldering $1.1 million of that. Everyone will have access to the land; otherwise it would be in violation of the grant and its Chapter 91 protections.
Everitt is still considering the school/Bertram field. It has been run by the school department for 50 years but will now be parkland? It will be considered park land, under this Commission, but the school department will maintain it. If this board wants to do something, they can. Some matches are scheduled there. Everett asks conflicts with the school athletic department for scheduling school matches vs. park matches, wondering who gets priority.
Chair Shea says it is a good project (the synthetic field costs at least $1 million), but they can only get the grant this is made parkland. It would be transferred in name only to the Parks and Rec Commission. Chair Shea asks if the Commission is getting parkland. Legally must be held by Parks and Recreation or the Conservation Commission, but the latter was not a good fit since this is an athletic field in question. Legally, it may already be in the hands of Parks and Recreation anyway.
The land was donated by John Bertram 1906 or 1909, and was protected parkland, but then midcentury there was a legislative act to cause it to become school property. It is uncertain if that was ever completed, so now they are seeking an official transfer to Parks and Recreation, even though it will be the School Department’s responsibility to maintain the field and to schedule programming. However, it should be noted that the upgrade means the field will be more durable and can be used more than it is now, so there should be few conflicts.
Ms. Partanen comments that currently, Parks schedules its matches around the school as is anyway, since they have priority and the limits are there to protect the grass, but with the upgrade, those limits would go away.
A majority of board members signing the contracts (Bertram Field and Chadwick Lead Mills) are needed for them to go through. Chair Shea signs both since he would like the grant money, as do Tuttle and Everitt. Callahan refuses on the grounds that he is a volunteer and not a paid City agent, though he supports both projects. Three out of five signatures are sufficient for the grant proposal.
Tuttle approves of Chadwick Leadmills. This is a reimbursement program, and it is out to bid.
Correspondence – Monthly Revenue Reports (#7 on recorder)
Golf
Closed
Witch House
$59 was made for this Dec, $1800 last Dec. Last year the House was open year round. Ms. Partanen comments that since the manager is there and being paid anyway, it might make sense to be open year round again, since money was made in 2011. Tuttle agrees.
Meters
Willows meters are not showing for November and December. Money from those must be spent at the Willows. The City Council has not been cooperative in increasing the rate of those meters. If they did so, to 50 cents/hour, revenue could be doubled.
Winter Island
December only had $50 but Mr. Gilbert came in with January numbers. As of the 15th, Winter Island has brought in $24,000. This is due to the many bookings. The store got in a lot of money as well. Tuttle asks what the money can be used for. It is used to purchase more supplies for the store, but there will be a profit. The revolving acct has $34,000. Chair Shea asks about capital improvements. Mr. Gilbert has a wish list that will be presented at the next meeting.
There are some comments on the paper copies. Ms. Partanen says she may email them in the future, so Commissioners can print what they want on their own. They agree to a paperless system.
Superintendent’s Report
Snow Shoe Classic
There were 114 runners, and one ran barefoot. There being no snow, this was more of a “mud classic.”
Daughter Dance
This event is on hold for now. The Moose is double booked and there is no alternate date yet. Salem has not done such a dance before, but the state of Rhode Island has banned them because the title implies a perception of exclusion. This was proposed by Tim Short. Chair Shea asks if the dance should go on or not. Ms. Partanen thinks it should be held, but perhaps with a different name. She will find a date.
The awards night is coming along; there will be 15 awards. The ceremony is Wed., Jan. 30th at 7PM..
Parks & Facility
Golf Fees
Golf fees won’t change much, but some things will be added
The Commissioners review the proposed fees. Everitt recommends and motions to approve the fees as presented, is seconded by Callahan, and all are in favor.
Witch House Hours
As above.
Community Development Block Grant
There are several areas that fall within the guidelines. Upper Gallows Hill or lights at Palmer Cove are possible projects. Callahan says it’s called the Summer House and is historic at Upper Gallows. The amount of the grant will vary, so Ms. Partanen submits the proposals, then grants come in. It is better to go in with extra projects so it doesn’t all get cut. The proposals are due Jan. 22nd. There are some guidelines such as, they must be for recreational facilities, etc. All areas on the map where it can be used are outlined. Everitt asks about an area near the elementary school on Fort Ave.; it is Memorial Park. That was not updated recently. Various parks are discussed.
Memorial Park Basketball Court & Footprint Energy
Chris Keefe asked about re-doing the basketball court, and he spoke to Footprint who said they would give funding for the project, but for him to call Parks and Rec. The City probably wants to present a priority list before asking Footprint to donate money, but Callahan says it is first come, first served.
The Mayor is involved but it is unclear how Footprint will proceed, so Chair Shea thinks we should run this through the Mayor’s office. Chair Shea says to ask for a whole new park, not just the court. Ms. Partanen says they are ready to move forward. She feels the Commission should ask for the new court, and a playground and that Footprint maintain the area by cutting grass (they own property all the way down, so may as well mow across the street too).
Everitt says that the grass there is in bad shape by the end of the season, and asks if it should it be re-seeded or re-sodded. Chair Shea says that Youth Soccer over-uses the fields and there are no other options, plus they don’t take into consideration the weather conditions. Callahan says if the Bertram Field grant goes through, it will take pressure off other parks. The Commission should also have use of that field.
Old Business
Golf Manager Contract
The old dates were March 1st but Ms. Partanen wants the manager on sooner. Compensation for the Manager without more for the superintendent would not be fair. Chair Shea says that they are two different jobs; discussion of salaries, benefits and percentages ensues. The Manager has not asked for a raise, and as a contractor is willing to stay on at the same rate. He is paid hourly but limited to $30,000/year. That said, his pay must be monitored so as not to go over that amount.
He has submitted a five year wish list of capital improvements for the golf course. Last year they got a new tractor/backhoe. The list is from the superintendent. The equipment looks old. Chair Shea says some of it has been replaced. Three years ago he got $100K. However, several of the items they are requesting for the next Fiscal Year are important. The furnace must be replaced, but Callahan comments that priority should go to items directly involving the course, not the clubhouse. Chair Shea disagrees, saying the Clubhouse must be heated and the unit is failing.
Tuttle thinks they need a gas pump, which is not on the list, since they are driving to get gas. She thinks money should be set aside, and it should be budgeted for since driving offsite is not sustainable. Ms. Partanen passes around a chart outlining what will be requested for the budget re expenses. She also has 2012 revenue, up from 2011, and projected 2013 revenue, which will be increased. They must also increase operating expenses to accommodate increased use/revenue. Callahan says should be put in for the 2014 budget, however they see fit.
The Superintendent is not requesting much additional funding, just for staff and requests that have been reorganized. Everitt approves of all three requests. The gas pumps would be above ground.
Adjournment - Next Meeting February 19, 2013
A motion to adjourn is made by Callahan, seconded by Everitt, and all are in favor.
Tim Short will run the next meeting.
Executive Session
None
Respectfully Submitted,
Stacy Kilb, Acting Recorder
Salem Parks and Recreation Commission
| 
