Loading...
HomeMy WebLinkAbout2004MEETMGMINUTES Ij ut. r FINAL Mansfield Ad Hoc Strategic Plndiiiug`Committ ee Mcc g 7PM Wednesday, June 2, 20Qq gigot Town Hall 3"i Floor Committee Conference Room Members Present: Pat Bums, Rick Mahoney, Suzie Kubik, Bob Goldman, Frank Bennett, Rose Bryant, Jay Barrows, Lorilce Fish Members Absent:, Jim Downs, Susan Cinelli, Lynne ODonnell, The meeting was called to order at 7PM by Pat Bums. A motion was made by Bob Goldman to approve the meeting minutes of April 14, 2004 as distributed. Seconded by Rick Mahoney, the meeting minutes were approved as is. This is the ad hoc committee's fitial meeting. The following efforts were reviewed since the last meeting, Wednesday, April 14: Wednesday, April 14 Town of Mansfield Planning Board hearing regarding the skatepark project as a town project. Approved by the board. Wednesday, April 21 Board of Selectmen presented with the approvals of the Conservation Commission and the Planning Board for the skatepark Selectmen accept their recommendations. Monday, April 26 the skatepark equipment bid distributed to 59 vendors and 6 skatepark industry associations. The majority of this was completed by electronic mail. Only a few were distributed by postal mail. Thursday, May 13 skatepark equipment bid opening with 9 bids received and opened. Friday, May 14 cable tv skatepark show taped with Joe Barca as the host, Jim Downs, Lorilee Fish and Pat Burns guests. Bob Goldman coordinated the arrangements. Wednesday, May 19 meeting attended by Jim Downs, Suzie Kubik, Kathy Codella and Pat Bums to review the bids. No meeting minutes or votes were taken. Only the bids were reviewed. Between May 19 and May 26 other ad hoc committee members reviewed the bids. Wednesday, May 26 bids were reviewed by Jim Downs, Rick Mahoney, Rose Bryant and Pat Bums during this workshop. No meeting nrinutes or votes were taken during the workshop. New England Recreation Group Inc. — American Ramp Co. was selected as the vendor pending approval by the Town of Mansfield to permit Jim to discuss the widening of the halfway from 12ft. to 1611. as they and other vendors recommended. Others were eliminated from further consideration because: Rhino - use of BMX bikes voids its warranty. Does not want BMX bikes on its equipment. True Ride — constructed of wood. Want metal construction for longer lasting structure, better outdoor weather resistance, less maintenance & repair. Its half pipe is only 8ft. wide. The pricing for the vendors Ultiplay, Skatepark International, Game Time, O'Brien & Sons and Ramp Tech exceeds the available funds for tire skatepark equipment purchase. In addition, Ramp Tech did not bid on items #8 and #10. Rampage — offers only a 5 year warranty on the surface Thursday, May 27 Jim Downs receives approval to and discusses the widening of the half pipe with the New England Recreation Group hic. — American Ramp Co. Thursday & Friday, May 27 & 28 Jim Downs and die Parks & Recreation Department receive a letter from the New England Recreation Group Inc. — American Ramp Co. indicating the additional cost to widen the half pipe ramp is $3,048.25. The total price to purchase the first 10 items from the bid is $53,000. New England Recreation Group Inc. — American Ramp Co. will provide a 1% discount if they are selected and the Town of Mansfield provides 50% down at the time of the purchase order. This has been submitted to the Parks & Recreation Department for review and comment. - Update on the skatepark site construction. Some trees have been removed from the skatepark site. No Mier communication from the Town of Mansfield to the ad hoc committee. Lorilee informed tire committee that work on the site will begin on Thursday, June 3, 2004. - The ad hoc committee tonight will provide a recommendation to the Parks & Recreation Department and the Recreation Commission for the skatepark equipment's suggested vendor - New England Recreation Group Inc. — American Ramp Co. for tire $53,000 purchase of the first 10 skatepark equipment items listed on the bid. Items #11 through #15 will not be purchased at this tine. - Asked who may be interested in serving on a future committee involving the community center. Everyone is interested at this time but there are no commitments. Everyone would like to be contacted when die town is assembling a community center committee and then determine if they can make a commitment at tint tine. - Will submit the ad hoc committee's recommendation to the Board of Selectmen and the Town Manager during the 9PM Questions & Comments segment of the Selectmen meeting this very same evening. - Vote to approve the June 2 meeting minutes and place these on file with the Town Clerk. - The time and effort of the Mansfield Ad Hoc YMCA Strategic Planning Committee has come to a very successful end. All four October 2002 designated charges have been completed. Press releases to recognize the donors in excess of $1,000 will be submitted to the Mansfield Buzz, tire Sun Chronicle, and true Mansfield News. The Park Grand Opening will be held in mid- summer, hopefully by August. The gift account money will be released upon approval of the Recreation Commission and then the purchase order will be signed by the Town Manager. The meeting was called to adjournment at 730pm motioned by Jay Barrows, seconded by Rick Mahoney. Respectfully submitted, Suzanne B. Kubik June 2, 2004 To: Town of Mansfield Steve MacCaffrie, Chair Board of Selectmen John D'Agostino, Town Manager Lorilee Fish, Director Parks & Recreation Director Dave Leary, Chair Recreation Commission From: Patrick T. Burns, Chair Mansfield Ad Hoc YMCA Strategic Planning Committee Subject: Skatepark Equipment Bid Recommendation The Mansfield Ad Hoe YMCA Strategic Planning Committee and the Parks & Recreation Department distributed a public competitive bid on Monday, April 26 for the pricing on 15 skatepark equipment items. 9 bids were received and opened on Thursday, May 13. Each of these bids have been reviewed and evaluated by the ad hoc committee. The ad hoc committee recommends the purchase of the first 10 skatepark equipment items from the New England Recreation Group Inc. — American Ramp Co. at a total cost of $53,000. This includes making the half pipe in bid item #116 feet in width, not 12 feet for safety purposes. The vendor's bid package is on file at the Parks & Recreation Department along with the other 8 bids and pricing spreadsheet. The offer to sell will be held open for acceptance and guaranteed firm for 30 days. There is a 20 year warranty on this equipment. The promised delivery time is 6 weeks after receipt of the purchase order. The contact information is: Charles Ramondo, Jr. President New England Recreation Group, Inc. /American Ramp Company 203 SW Cutoff Northborough, Ma. 01532 800.861.1209 fax 508.393.1927 website www.atiiericaxirsmr-g,aitipL�iy m r €,fger e-mail ne cgroupc m The existing Town of Mansfield skatepark gift account funds are to be used for this purchase. This concludes the efforts of the Mansfield Ad Hoc YMCA Strategic Planning Committee as all four of the designated charges assigned to the ad hoc committee in October 2002 have been completed. All of our meeting minutes from October 2002 through tonight are on file at the Town Clerk's Office. We would like to recognize and thank the following people for their support with our efforts: Town of Mansfield Board of Selectmen members — October 2002 to present Mary Lou Cotton John D'Agostino, Town Manager Eileen Ouellette Mike Ahern and Lee Azinheira, DPW John Sullivan, Engineering Lorilee Fish and Kathy Codella, Parks & Recreation Parks & Recreation Commission Finance Commission Capital Improvements Projects Committee Conservation Commission Planning Board Mansfield Cable Jack O'Neil, Diane Royle, Joe Barca Hockomock YMCA Tony Calcia Susan Cinelli Jim Downs Ed Hurley On behalf of the ad hoc committee members, thank you for the opportunity to serve and make a contribution to the Mansfield community. Pat Bums, Chair Suzie Kubik, secretary Jay Barrows Frank Bennett Rose Bryant Tony Calcia Susan Cinelli John D'Agostino Jim Downs Lorilee Fish Bob Goldman Rick Mahoney Lynne O'Donnell Mansfield Ad Hoe YMCA Strategic Planning Committee Meeting— April 14, 2004 Committee Meeting Conferenee`Room' P` Town Half "� i1': -? i'':: 55 i Members Present: Pat Burns, Rick Mahoney, Suzie Kubik, Jim DvBdb,o1]rpg Members Absent: Frank Bennett, Susan Cinelli, Lynne O'Donnell, Rose Bryant, Jay Barrows, Lorilee Fish 5/31/2004 The meeting was called to order at 7pm by Pat Burns. A motion was made by Rick Mahoney to approve the meeting minutes of March 17, 2004 as distributed. Seconded by Bob Goldman, the meeting minutes were approved as is. Fundraising update as follows: $50,949.00 was in the skate park account as of today's balance. With the money raised in the Stop n' Shop dinosaur, the grand total raised is $ 51,523.00 Pat will continue to be in touch with Benny's and Rockland Credit Federal Union. Pat also took letters to Fleet, Verizon and Comcast Cable. Rose is going to follow up with Pizzeria Uno. Bob, Pat, Lorilee and Jim are planning to do a cable show to highlight the fundraising effort. With Diane Royal being ill, she is not available to MC the show. It was decided that they could do it with the four members as an informal chat session. Jim said that he just returned from doing a show and that it might provide a forum for more people to get involved in the building process as well. Bob Goldman is going to follow up and report back on studio availability. Pat let the committee know that both grants that had been applied for, the UMass Boston Grant and the KABOOM Grant, were denied. The denials did not elaborate on the why. Suzie handed out a list of 60 Skatepark vendors including the addresses, email addresses, phone numbers and specific contact names. This list will serve as the contacts for the bidding process. Jim Downs will come up with a list of equipment ordered in the importance of use for the skate park equipment. The town will email the list of bid specifications on a specific date and then vendors will have 2 weeks to get back to the town with their bids. Once the bidding process is closed, the committee can make a recommendation to the town as to which equipment might best meet the needs of the town at the right cost. Pat passed around. an example of a bid with a specification sheet. He said we would write the specifications as precise as possible and in accordance with town procedure. Jim will help with the selection of equipment that should be put in the specs. We decided as a committee that we should get bids for a vendor build skatepark project and a community build skatepark project. The dollar amounts will be for a $50,000, $60,000 and a $70,000 park. The equipment will be prioritized so that the'first item listed is the most important piece, so if we need to scale back cost, we can cut equipment from the bottom of the list. Color diagrams of the parks would also be good to request. Pat was made aware of the two week time period for bids to be returned. Lorilee will help to keep the bidding process in accordance with all town protocols. We will need to know how long prices will be good for, delivery time and warranty information. Pat is going to make a spread sheet so that we can track the information of all returned bids. We will meet as a committee to decide and make a recommendation to the town about the one company that we would recommend to build the park. The ideal park would be designed and built by one company, not a ramp here and ramp there from different vendors. All of the skatepark equipment must be purchased from the same vendor for consistency, compatibility and uniformity. At 8:20 pm tonight Pat is meeting with the Planning Commission of the Town of Mansfield. Once they have approved the building of the site, we will be able to begin the skatepark equipment bidding process. The Town of Mansfield's DPW Department and the Parks & Recreation Department will need to coordinate the site preparation and the delivery of equipment. The committee is going to move forward with the bidding process with the budget in mind. The priority considerations are how much cash is available at the time of the purchase, to choose quality, durable equipment that will last, requires minimum maintenance and repair and finally can sustain the weather elements since this is an outdoor site. Jim listed the equipment he would like to see on the specifications sheet: a half -pipe, an attached quarter -pipe, another quarter pipe, a bench, a launch ramp, a fun box, a wedge box, a five set of stairs and a grind rail. All of these pieces can work on asphalt. The skatepark size is 60ft x 120ft. Jim Downs, Lorilee Fish and Pat Burns are going to meet.to discuss and setup the bid specification sheet before our next meeting. The goal is to get the specs out by the end of April and have the process close in the middle of May. Pat thinks we should continue to raise funds because it would be nice to leave some money in the gift account for repairs and future use. The meeting was called to adjournment at 8:OOpm by Bob Goldman, seconded by Rick Mahoney. Respectfully Submitted, Suzanne Kubi ec tary Approved b u�Pat Burns, Ju c 2 2004 To: Town of Mansfield raW Steve MacCaffrie, Chair Board of Selectmen. L'. _ John D'Agostino, Town Manager Lorilee Fish, Director Parks & Recreation Director Dave Leary, Chair Recreation Commission From: Patrick T. Burns, Chair�Vlansfield Ad Hoc YMCA Strategic Planning Committee Subject: Skatepark Equiprl�ent _Yid Recommendation The Mansfield Ad Hoc YMCA Strategic Planning Committee and the Parks & Recreation Department distributed a public competitive bid on Monday, April 26 for the pricing on 15 skatepark equipment items. 9 bids were received and opened on Thursday, May 13. Each of these bids have been reviewed and evaluated by the ad hoe committee. The ad hoc committee recommends the purchase of the first 10 skatepark equipment items from the New England Recreation Group Inc. — American Ramp Co. at a total cost of $53,000. This includes malting the half pipe in bid item #116 feet in width, not 12 feet for safety purposes. The vendor's bid package is on file at the Parks & Recreation Department along with the other 8 bids and pricing spreadsheet. The offer to sell will be held open for acceptance and guaranteed firm for 30 days. There is a 20 year warranty on this equipment. The promised delivery time is 6 weeks after receipt of the purchase order. The contact information is: Charles Ramondo, Jr. . President New. England Recreation Group, IncJAmerican Ramp Company 203 SW Cutoff ' Northborough, Ma. 61532 1.800.861.1209 fax 508.393.1927 website www.arnerieanrampeompanp.com e -mail nerQOneregroup.com The existing Town of Mansfield skatepark gift account funds are to be used for this purchase. This concludes the efforts of the Mansfield Ad Hoc YMCA Strategic Planning Committee as all four of . the designated charges assigned to the ad hoc committee in October 2002 have been completed. All of our meeting minutes from October 2002 through tonight are on file at the Town Clerk's Office. We would like to recognize and thank the following people for their support with our efforts: Town of Mansfield Board of Selectmen members — October 2002 to present Mary Lou Cotton John D'Agostino, Town Manager Eileen Ouellette Mike Ahern and Lee Azinheira, DPW John Sullivan, Engineering Lorilee Fish and Kathy Codella, Parks & Recreation Parks & Recreation Commission Finance Commission Capital Improvements Projects Committee Conservation Commission Planning Board Mansfield Cable Jack O'Neil, Diane Royle, Joe Barca Hockomock YMCA Tony Calcia Susan Cinelli Jim Downs Ed Hurley On behalf of the ad hoc committee members, thank you for the opportunity to serve and make a contribution to the Mansfield community. Pat Burns, Chair Suzie Kubik, secretary Jay Barrows Frank Bennett Rose Bryant Tony Calcia Susan Cinelli John D'Agostino Jim Downs Lorilee Fish Bob Goldman Rick Mahoney Lynne O'Donnell Y b 0 a 3 H a U a � a 1 a d t'� v •p u o � a a ed nU V a 0 U �u n3 y% k z a z o H G H � 1� a a o z � a a W a d d la W � N y d .. o. � •J 'J o p y m y y J7 r� � U a by � 7 .�-� M � � w •~-� � 'a L,L N � � y- A � � � � � w t� �rs � � •d b � •5 a � S by ,d by '� .c •5 '� aD •O .MG .. 'S b' U �� C .d C �°"'3a �.�•� o CN a�� x m� ;' w 3 •o v w C °� •� '°°, 'dam° � '� U a �{- 1•-1 i #�{ \m2 / 5 � ) ) } ) ) ) \ ) \ ® � 2 ~ 2 ( ) , & \j ) § )° 2 } #�{ \m2 / 5 � Mansfield Ail Hoc YMCA Strategic Plai Meeting -- March 17,200 Committee Meeting Conferen Town Hall Members Present: Pat Bums, Rick Mahoney, Lorilee Fi Bob Goldman Members Absent: Jim Downs, Frank Bennett, Susan Ci Bryant The meeting was called to order at 7pm by Pat Burns. A motion was made by Rick Mahoney to approve the mi 2004 as distributed. Seconded by Jay Barrows, the meeting i Jim Downs was not at the meeting due to illness. There wa: specifications but the committee reiterated the importance of timely fashion so that we can get the equipment ordered. We planned with a master plan developed to add more pieces of Page 2 of 3 The committee quickly discussed the asphalt vs. concrete debate. There is an uncertainty as to exactly how much more expensive concrete is to asphalt. Frank Bennett has been in ( discussions with Mike Ahem to work out the site preparation budget details. The committee decided to hold any decision on the concrete vs. asphalt until solid estimates are available. The extra money could come from the gift account. On going negotiations of the durability of asphalt, the cracking of concrete, and the quantity of rebar will be discussed at the next meeting. Sixty -eight percent of the $71,184 fundraising goal has been reached. Rotary is giving $500 and Brooks Drugs gave $100. Kudos to Lorilee for raising $795 at the last scooter raffle. The winner was Clara Johnson of Donagel Lane. Pat will follow -up with Comcast and Vedzon. Jay announced that he is officially retiring from his role as fundraiser. After his tremendous roll of the North Easton Savings Bank, the Mansfield Coop Bank, Stop n' Shop, Home Depot, Together We Can and the Tweeter Center, he needs to save any more fundraising requests for other causes. Thanks to Jay for bringing in well over $20,000. Suzie Kubik will be running the last scooter raffle on the 26th of March. The proceeds from the raffle should put the fundraising efforts over the $50,000 mark. On March 22, 2004, the Conservation Commission will be reviewing the skate park plan at 8:20pm. Rick Mahoney is planning to attend the meeting along with other members of the Ad Hoc Committee. He will bring literature from the different equipment companies and the plan of where the park will be located in Memorial Park. He will update the committee on the outcome of the meeting. No further meeting dates were made. They will be made as needed to review park design, layout and construction. Bob Goldman will continue to handle all press releases. He handed to the committee his latest press release dated March 10, 2004. The press release included a fundraising update as well as the request for $5 per child. The American Eagle Grant will be decided by March 31,2004. The press release also included the dates of the upcoming municipal meetings: The Conservation Commission on March 22 and the Planning Board Meeting on Wednesday, April 14, 2004, time to be announced. The requests for funds will also be published in this month's LIVEWIRE publication which is distributed along with each and Mansfield Electric Department monthly electric invoice. It was noted that every other week a press release should be issued to update the public on the efforts to raise funds and build the park. Jay raised the point that there should be a follow -up thank you letter sent to all contributors to tell them that we have reached the original goal of raising $50,000 for the skate park equipment and through their generous support the park will become a reality this summer. This could facilitate future gifts. Pat encouraged all to attend the upcoming municipal meetings and he will be in touch with Jim Downs about the bid specs when Jim is feeling better. The meeting was called to adjournment at 7:55pm by Rick Mahoney, seconded by Bob Goldman. Respectfully submitted, Suzanne Kubik 3/19/2004 Approved by, Pat Burns CYhairman Page 3 of 3 3119/2004 Mansfield Ad Hoe YMCA Strategic Planning Committee Meeting— March 17, 2004 Committee Meeting Conference Room Town Hall Cb CIO Members Present: Pat Bums, Rick Mahoney, Lorilee Fish, Suzie Kubik Jay Barrows, Bob Goldman Members Absent: Jim Downs, Frank Bennett, Susan Cinelli, Lynne O'Donnell, Rose Bryant The meeting was called to order at 7pm by Pat Burns. A motion was made by Rick Mahoney to approve the meeting minutes of February 25, 2004 as distributed. Seconded by Jay Barrows, the meeting minutes were approved as is. Jim Downs was not at the meeting due to illness. There was no discussion on the equipment specifications but the committee reiterated the importance of getting the specs out to bid in a timely fashion so that we can get the equipment ordered. We are hoping to get a $50,000 park planned with a master plan developed to add more pieces of equipment as funds are available. 3/19/2004 t H n 'n fi C 8 H w tt T% a n it last scooter raffle on the efforts over the $50,000 s to tell them that we equipment and throug ;r. This could facilitai aged all to attend the Towns about the bid sr i Page 2 of 3 he asphalt vs. concrete debate. There is an uncertainty nsive concrete is to asphalt. Frank Bennett has been in xk out the site preparation budget details. The vision on the concrete vs. asphalt until solid' estimates uld come from the gift account. On going phalt, the cracking of concrete, and the quantity of meeting. fundraising goal has been reached. Rotary is giving . Kudos to Lorilee for raising $795 at the last scooter son of Donegal Lane. Pat will follow -up with Comcast and Icially retiring from his role as fundraiser. After his avingsiBank, the Mansfield' Coop Bank, Stop n' Shop, he Tweeter Center, he needs to save any more fundraising', Jay for bringing in well over $20,000.' Suzie Kubik will be !6th of March. The proceeds from the raffle should put the lark i Commission will be reviewing the skate park plan at attend the meeting along with other members of the Ad ,e from the different equipment companies and the plan of iorial Park. He will update the committee on the outcome of le. They will be made as needed to review park ob Goldman will continue to handle all press releases. He ;ss release dated March 10, 2004. The press release as the request for $5 per child The American Eagle Grant re press release also included the dates of the upcoming in Commission on March 22 and the Planning Board 4, time to be announced. The requests for funds will also E publication which is distributed along with each and y electric invoice: It was noted that every other week a late the public on the efforts to raise funds and build the Id be a follow -up thank you letter sent to all Lve reached the original goal of raising $50,000 for the their generous support the park will become a reality future gifts. Approved by, Pat Burns Chairman Page 3 of 3 3/19/2004 Meeting -- February 25, 2004 r Committee Meeting Conference Room Town Hall Members Present: Frank Bennett, Susan Cinelli Pat Bums, Rick Mahoney, Lorilee Fish, Lynn O'Donnell, Rose Bryant, Suzie Kubik, Jim Downs, Jay Barrows Members Absent: Bob Goldman The meeting was called to order at 6pm by Pat Burns. A motion was made by Frank Bennett to approve the meeting minutes of February 4, 2004 as distributed. Seconded by Rick Mahoney, the meeting minutes were approved as is.? The next meeting of the Ad Hoc Committee will take place on 3 -17 -04 at 7:00pm at the 3rd floor meeting room in Town Hall. Pat updated the committee on the following dates of importance: 3/16/2004 Page 2 of 3 March 1, 2004 is the deadline for the Town Meeting Warrant Articles. It was agreed that we would not be placing an article to request more funds. Frank and Mike Ahern will contact each other ASAP so they may discuss the surface of the skate park -- concrete vs. asphalt. The committee is confident in Frank's opinion and expertise in this area and the committee is deferrin jo1hfu to make the decision. It is in the best long term interest of the skate park to buildjJ*hg and low maintenance surface. The Engineering Department perfgnned`the necessary on -site soil testing for the skateboard park. They have also perfonned a, &el&'16connaissance of the area and found that the flags previously placed to idenrifythl e '�djitcent wetland areas still existed. Now all the necessary field survey work is completed, which included soil test pits, main features of the area and elevations' and the wetland flags, The Engineering Department will now compile the survey information along with other fife drawing data and GIS to create a base drawing of existing conditions. The Concept Plan of the proposed skateboard park will be available for in -house review by March 5, 2004. The concept plan will be revised by 3 -8 -04 and submitted to the Conservation Commission. The plan will be reviewed on 3 -22 -04 by the Conservation Commission and then onto the Planning Board. The Engineering Department needs skatepark product literature for its March 22 meeting with the Conservation Committee. Also, the Ad Hoc Committee will need some information on the equipment by this date. The skate park project is on the agenda of the Planning Board for 4- 14 -04. The Planning Board is the clearing house for all municipal projects. They will review the project and give a recommendation to the Selectmen. The Selectmen then vote on final approval. Mike Ahern can address the construction time required; but as discussed at the 1 -29 -04 meeting, a mid -June completion date is tight. That date could remain a target, but there are many variables. The American Eagle Grant will be announced by March 31, 2004. If we get the award the deadline to purchase the equipment is July 15, 2004 and the build date is September 15, 2004. This grant is for a community build project. Jim Downs gave a report on the Meeting held February 18th at the Mansfield Public Library. 'A BIG thank you to the fourteen engineers who helped to give their input and designed the ideal park: Jordan, Tyler, Peter and Victor. The four teens, with guidance from Jim, designed their ideal Skatepark with a ' budget of $45,000. The attendance was a little disappointing', but the committee doesn't feel it is plausible to run more meetings now that we are on a timeline to get the park designed. The teens message has been clear: they want a half -pipe, a set of stairs and a street course. When Jim met with O'Brien and Sons who are the ''skateway " brand, they said they are going to develop a version of the Kids design with better flow and within the $45,000 budget. Jim passed around pieces of the pipe material and the ramp material and the committee agreed that it seemed of superior durability;' with a 15 year guarantee. They also have plaques that can be integrated into the ramps to thank donors. Jim is negotiating pieces of equipment and park designs that will fit the budget. He will present their bid and design at the next committee meeting. Jim noted that the price of installation is a 33% premium to the cost of the park. This would make a community build a huge savings. Jim reiterated the committee's conclusion that the skate park will be 60 by 120 feet. It will contain the components that the kids of the town have requested. It will be built with a $45,000 budget, which includes installation. We will make sure the components of the park are designed to be safe and with good flow. Rose and Pat agreed to run the scooter raffle at the first father daughter dance. The money generated from ticket sales will be deposited into the gift account. Lorilee will run the second raffle. Suzie will run the third raffle. Monies collected will be announced at the next meeting. Contributions to the skate park fund are about to hit the $50,000 mark. Pat is going to pursue 3/16/2004 i Pa Verizon and Comcast: Lorilee is working on an article for the Livewire news letter to N distributed to Mansfield residents. The committee will not decide how close to the original $70, we will achieve by fundraising until the grant deadlines have passed. The committee agreed to'{ for $50,000, $60,000 and $70,000 or to have the $50,000 spec include pieces to add. Susan Cii suggested that the park be laid out with a master plan of where additional pieces will go as fund: raised. The bid should also be presented as a company build or a community build. Lorilee raised the issue of using any funds left over after the site preparation to be redirected to the equipment gift account. It was agreed that going to Town Meeting and raising financial issues may be counterproductive to our efforts. The meeting was called to adjournment at 8:00pm motioned by Rick Mahoney, seconded by Frank - Bennett. Respectfully submitted, Suzanne Kubik roved b , lit P7t Bums; Chairman l k 6 Town Hall Members Present: Frank Bennett, Susan Cinelli, Pat Burns, Rick Mahoney, Lorilee Fish, Lynne O'Donnell Members Absent: Suzie Kubik, Jim Downs, Jay Barrows, Rose Bryant, Bob Goldman The meeting was called to order at 7pm by Pat Burns. A motion was made by Frank Bennett to approve the meeting minutes of January 14, 2004 as distributed. Seconded by Rick Mahoney, the meeting minutes were approved as is. Pat Burns informed the group that he completed all necessary paperwork and filed for the $4,500 Wass Boston Public Service Endowment Grant. If it is approved, the money could be used to pay for a survey to be conducted in the Town of Mansfield to see if residents are interested in the swimming pooll community, center concept. The four awards announcements will be made on March 1, 2004 with the 'funds being available to the winners by April 7, 2004. A final project report is due to the UMass Boston.' Office of Graduate Studies by September 1, 2005. A copy of the submitted application is being held by 2/9/2004 Page; the Suzie Kubik, the ad hoc committee's secretary and John D'Agostino, town Manager if any committee mamhar wichac +n raviaw it The Annual Town Meeting is scheduled for April 13,2004. The town officials are expecting to postpone it until Tuesday, May 14, 2004. However, all warrant articles for the annual must be submitted by Monday, March 1, 2004. If there is a Special Meeting within the Annual Town Meeting it must be posted 14 days before the annual. If the ad hoc committee is interested in submitting any articles, this must be completed by the March 1 deadline. Lorilee Fish and Pat shared their notes from the 8 :30AM meeting that took place on Thursday, January 29, 2004 with John D'Agostino, Town Manager, Mike Ahern, Public Buildings /Special Projects Manager? and John Sullivan, Town Engineer. The topic of the meeting was the planning, permitting and construction of the skate park with an established timeline. The soil testing is complete. The drawings have been started. The permitting process will take two months and will involve the planning board and Xtagon Sports is interested in helping us build the 60 x 120 foot park. The Contact at Oc ;ports will get back to'John D'Agostino as to how they can help, whether in design aids or lonated equipment. the conservation commission. The normal process is that if both of these committees are satisfied with the project, they will make their recommendation to the Selectmen. Then Lorilee and Pat stated the ad hoc committee's target date for completion of the project is the end of the school year —June 18, 2004. Mike Ahern was originally thinking of a fall completion but this was 'a result of his April 9, 2003 general price estimate and a vote at the 2003 Spring Annual /Special Town Meeting. The vote at this meeting never occurred because the ad hoc committee withdrew its article. The actual vote and funding: approval for the skate park site preparation occurred at the Fall 2003 Special Town Meeting. Mike is uncertain if the June 2004 target date can be met.' The purchasing of equipment and the momentum from the community, anxious to get the park done so that kids can use the facility during the summer months,'; may help push the DPW to meet the June 2004 target. Obviously weather conditions area variable in attempting to meet the June 2004 target for the skate park to be opened. It would be hard to store the equipment so it would benefit everyone to get the site prepared as soon as the weather permits. Once the bidding process for equipment is finished and the grant decisions have been made, the ad hoc committee will determine whether or not we will do a community build or have the town employees put the equipment together. Keep in mind the American Eagles Outfitters grant is for a community build theme.? Oct 2/9/2004 Page 3 of 4 Frank made the ad hoe committee aware of the issue about prevailing wage /minimum wage concerning the bidding of the park construction. This may impact the pricing of the labor needed for any installation at the skate park. Frank will discuss this further with Mike Ahern. FUND RAISING All contribution commitments pre- November 20, 2003 have been received and deposited — Together We Can, Deutsche Bank and Erin's Centre. When can it be anticipated the following contributions can be received and deposited into the skatepark account? Mansfield Bank $5,000 Women of Today $5,000 Home Depot $2,500 Tweeter Center $2,000 Stop & Shop $1,000 $15,500 When this $15,500 is applied to NEED TO RECEIVE TOTAL on today's 2.6.04 Mansfield Skatepark Contributions Spreadsheet distributed by Lorilee, it reduces the NEED TO RECEIVE TOTAL $18,475 and increases the TOTAL RECEIVED CONTRIBUTIONS TO $52,70 Take the NEED TO RECEIVE TOTAL of $18,475 and divide it by the projected Mansfield Schools enrollment of 4,938 available at the School Department's website, the quotient is $3.74. Round this to $5. The final phase of the fundraising campaign then should be to ask every child in town to contribute $5 towards the skatepark. fundraising projection then is $24,690 plus whatever other contributions are received. Obviously not every child will contribute. But based on this calculation, the $6,215 difference between $24,690 and $18,475 allows for the contribution recognition at the skatepark site — plaque, banner, etc. and can provide some beginning funds for any future maintenance. It would be ideal to receive the $15,500 before the next press release. Better to state in the press release the contribution has been received than remains committed but outstanding. Bob Goldman will coordinate the timing of the press release. Rose provided the contact name for Benny's and Pat has sent a letter to the Rhode Island office and to the Copeland Drive store. Pat has sent a letter to the Copeland Drive Honey Dew Donuts store. We need to contact some of these local businesses while at the same time being sensitive to the fact that they are asked weekly if not daily for donations and contributions. Lorilee said it would be good to contact 2/9/2004 Laura Whitehead because she has money from rotary to be used for children or Susan Cinelli will suggest to the Lion's and Kiwanis's organizations that the skatF way to donate to youth. Pat Bums stated that he would be willing to go to the me members of the plans for the skate park. The Hock mock YMCA representatives are meeting with the Mansfield R Monday evening February 9 during the regularly scheduled commission n daily management/operation of the skate park. The next meeting will take place on Wednesday, February 25 2004 at Committee Meeting Room in Town Hall. Jim Downs will try to have the p by this meeting so the Ad Hoc Members can weigh in. The meeting was called to adjournment at 813M motioned by Rick Mahoney, O'Donnell. Respectfully Submitted, i Suzie Kubik Approved by, / )4uf LGGi'l� at Burns t a E E 0 O O C e 'e e 10 d IL O N v C L U N W O v Z U � U c � C v u of C 'o d c ��E U x 3 H Y U .1C Y m .R N N 3 E N E 7 m a c m m m c c d m� o ti m 0 �O t c m c m J �m U_ C N d � N •C 20 a V� mm 22 `o Y U �i Ul U C N m` a m N c c c U c N N I E m m a a CL m d E a -o O O o O m (p c N Q C E E d Page 2 of 4 The Sun Chronicle ran an article last week about a Mansfield resident, Greg Marcotte, who is interested in building a basketball, baseball and softball indoor facility. The article stated that he was looking into developing 9 acres of a 12 acre parcel in Foxboro, to create 6 indoor basketball courts as well as a diamond and mounds for baseball and softball. Pat has contacted John D'Agostino so that he may start discussions about bringing such a facility to Mansfield. The committee discussed the draft of the document Pat prepared to address our second of four charges as assigned by the Board of Selectmen: To evaluate the feasibility of a community swimming pool in the town of Mansfield as recommended by the 2001 Future Search Committee. The committee offered the following revisions: to include page 20 and 21 of the Future Search Committee Report as appendices, and to include on the executive summary the idea that the community center can be an opportunity for the co- mingling of residents of all ages for programming of arts or athletics. The draft would be revised by Pat and submitted to the Selectmen on Friday, January 16, 2004. Pat shared with the committee that he has applied for two grants: The first was from his employer, UMass Boston, for a Public Service Endowment Grant. This grant is for $4,500. Faculty and staff can apply for these grants to use them for outreach and service projects. Eligible budget items include research assistance, technical and clerical support, travel, equipment and supplies. There are four of the $4,500 grants available for distribution. It was agreed that a grant could be used as a budget for future committee work and surveys, etc. The second grant that was applied for was a Community Build Skatepark Challenge Grant Application from American Eagle Outfitters. It was submitted January 14, 2004 and the awards will be announced by March 31, 2004. The Equipment Order Deadline is July 15, 2004 and the Build Deadline is September 15, 2004. The total award is $9,475 - $8,000 used for equipment and $1,475 for safety geadsignage. Our timeline is perfect for this opportunity. Pat and John D'Agostino prepared this 30 page document complete with recommendations from the Parks and Recreation Department, The Hockomock YMCA and supporting documents from the Town Clerk. We are anxiously awaiting a reply. The Town of Mansfield Engineering Department performed the necessary on -site soil testing to support the drainage design for the proposed skateboard park on 12t22/03. They expect to prepare the design and drawings to submit for permitting by February 1st. They can move out the date for submittal of the permitting plans if size is undetermined. The size of the park will be 60x120 feet. Rick Mahoney reported that they have done one set of soil sampling and it came back,fine. They are planning to have another sample done soon. John D'Agostino spoke to Arleen Kaprowski from Octagon Sports who offered to help with the design and the construction of the park. Charlie Wilkins who lives in Boston is a renowned designer of North Eastern Skateboard Parks and could be considered as a designer for the skatepark. Arleen offers to solicit builders from different 1/21/2004 Page 3 of 4 companies and internally look for potential sponsors. The committee thinks that the size of our park will not be sufficient in size to attract competitions. Lorilee and Lynne raised the point that if the size is altered, then we would have to go back to town meeting again. The committee wants to stay focused on building the 60x120ft. skatepark in Memorial Park. John gave the February 1, 2004 deadline for submission of their ideas. The Town Manager must be made aware of the committee's concern of the possibility to expand the proposed skatepark and introduce a firm such as Octagon Sports so late in the development of the skatepark. If Octagon Sports does have an interest in the site, they must present its interest and possibilities by the February 1 deadline. The committee wants the skatepark to ready and open before the last day of school June 17. Mary Lou Cotton informed Pat that Karl Clemmey may make a few check donations next week. Hopefully the $5,000 skatepark contdbution will be included. John D'Agostino will follow -up with a second letter of request if the $5,000 is not received by the end of the month. The letter will receive a carbon copy to the Planning Board for their information. The committee acknowledged the funds are tied up with the development company and have nothing to do with Karl Clemmey. Lorilee reported that the Skate Park Gift Fund stands at $24,509. Jay said he has put in requests to Home Depot for the grant for the fencing and for landscaping assistance. We are also waiting to hear from the Mansfield Co- op Bank, the Mansfield Women of Today, Foxboro Company and the Tweeter Center. Together We Can is holding it's dances in the next few months and Jay will ask for $5,000. Stop n' Shop is donating $1,000 and will put a Dinosaur Bank in the front of the store to collect community contributions. Individual contributions will also be sought. Pat will contact committee members for their individual contributions. Upon budget discussions, it was agreed that a really nice park could be built with a $50,000 budget, and not the $70,000 goal that we have been attempting. Jay thought it was safe to assume that we could start asking companies to bid on parks with equipment in the $42,500 range. The value of the entire project is $140,972. Suzie Kubik has written thank you notes to all contributors. Follow -up letters to companies that have pledged funds that haven't delivered will be discussed next meeting. It was agreed that Bob Goldman should do media follow -up thanking contributors. We left it that everyone should keep soliciting contributions. We also want to create a plaque thanking our major contributors. Jim Downs is going to handle the designing process as well as the contact meetings with the kids. He has the list of names and e-mail addresses so that he can contact them for scheduling design meetings. Everyone on the Ccommittee was interested in attending the meetings. Several companies will be contacted to bid on the equipment. 1/21/2004 Page 4 of 4 The next meeting will be held on February 4, 2004 at 713M in the Committee Meeting Conference Room, Town Hall. The meeting was called to adjournment at 8:10PM. Respectfully Submitted, Suzanne Kubik, Secretary Approved by, WV� " Pat Burns, Chairman 1121/2004 Page] of 3 Suzie Kubik From_ "Pat Burns" <Pat.Burns @umb.edu> To: "Suzie Kubik" <skubik @sprynet.com> Sent: Wednesday, January 07, 2004 7:51 PM Subject: 12.3.03 Meeting Minutes -- - -- Original Message---- - From: Suzie Kubik [mailto:skubik @sprynet.coml Sent: Friday, January 02, 2004 4:00 PM To: Bob Goldman; Lorilee Fish; Rose Bryant; Suzanne Kubik; Jay Barrows; Rick Mahoney; David Leary; Pat Burns; Jim Downs; Tony Calcia; Ed Hurley Cc: townmanager @mansfieldma.com Subject: Meeting Minutes Mansfield Ad Hoe YMCA Strategic Planning Committee Meeting Minutes Wednesday, December 3, 2003 7PM Committee Meeting Conference Room Town Hall Members present: Pat Burns, Frank Bennett, Bob Goldman, Lorilee Fish, Suzie Kubik, Rick Mahoney Members absent: Jay Barrows, Rose Bryant, Jim Downs, Dave Leary and Lynne McDonnell The meeting was called to order at 7PM. The 11.19.03 Meeting Minutes were approved as written. SKATEPARK FUNDRAISING We are still waiting on the $5,000 from the developers of Erin's Centre. EVERYONE has to be diligent in following through on soliciting contributions for the skatepark. The momentum must remain constant and forward. Follow -up is necessary. Lorilee Fish updated the committee that the grand total raised is $16,534. She handed receipts of the donation to Suzie Kubik who will do the thank you for all donations. It was decided that the thank you letters would be done by template on Mansfield Parks and Recreation Department letterhead and that they would all go through Lorilee's office. Jay Barrows called Lorilee today to update her on the progress with the banks and local stores. Jay is working the phones. Suzie Kubik reported that the wishing wells are $1,200 to buy and have not been found as a rental. Bob Slave of Stop n Shop was willing to rent a wishing well and locate it in the lobby of his store to help the committee raise funds. Taylor Rental and Special Occasions have been contacted with no luck. Lorilee suggested contacting a bridal store. We will wait on the soft drink manufacture solicitation until John D'Agostino weighs in on it. A letter has been sent to Bob Saver, the store manager of Home Depot. Frank will follow up with a request. The store is set to open on January 10, 2004. Pat sent a letter to the corporate office of the the latest business to arrive in town, Benny's. Pat complimented Bob Goldman on the great media coverage. Pat encouraged everyone to use the email template to encourage people to give individual contributions. AMERICAN EAGLE OUTFITTERS FOUNDATION The committee motioned to apply for this grant as follows: This grant's application deadline is Thursday, January 15, 2004. The award notification date is Wednesday, March 31, 2004. The grant is American Eagle working with KaBOOM! to distribute four $8,000 grants nationwide to community organizations who are undertaking their own skatepark building 1/8/2004 Page 2 of 3 project. In addition, an additional $1,475 will be provided to purchase skateboards, helmet, safety gear and permanent site safety signage. Dan Casey of KaBoomI brought this giant to John D'Agostino's attention. The website addresses are: initial article http://Nvwcv.eskal8.orvJ press release http: / /www.eskat8 or news asps ?vc -413 planner site http:(4)lanner.eskal8.org( skatepark Frequently Asked Questions http://`planner.eskal8.oiVskateparkfaq.asp grant application http:// N Nivw.ac.comkorp /foundation.htni CONTACTING SKATEPARK EQUIPMENT MANUFACTURERS It was suggested that Jim Downs would be the best committee member to contact skate park manufacturers because of his knowledge in the industry. Pat can provide Jim with all of the town demographic information. Suzie will contact Jim to see if he is willing to take the lead on this. This needs to be coordinated with Suzie, Jim and Pat. First, need to hear if Jim is receptive to the suggestion. MANSFIELD RESIDENTLIL GROWTH IMPACT STUDY Pat referenced the Residential Development Impact Study that is happening in our town. He has been in contact with the town manager concerning the study to include the recreational needs of the town. Dr. John Mullin of UMass Amherst will conduct the study. Pat is aware that Mr. Moretti has already contacted Dr. Mullin concerning the same issue. The study is to measure the residential growth impact and the effect it will have on the town services. It is not to determine the need of a community center. We should all keep our eyes and ears open if there is a chance to speak up. 12.3.03 MANSFIELD POOL.CENTER 1sT DRAFT DOCUMENT Pat sent to the committee members on 12.3.03 following this meeting the I" draft of the swimming pool/community center document to satisfy the ad hoc committee's second charge. This is a draft — spell check and formatting has yet to be completed. Pat requests: Please review this document thoroughly. Your comments, suggestions, input, etc. are welcomed. Please forward them to Pat. The more input, the better. We should consider presenting this document to the Selectmen and the Town Manager after the holidays. We could collect signatures to request a feasibility study to determine the need of a community center. The request could be done for the next town meeting. It would be interesting to see if there is enough support within the town to justify continuing on in our efforts to study the indoor pool /swimming pool. DECEMBER 17 MEETING CANCELED, RESUMPTION OF MEETINGS IN 2004, UPDATES The Wednesday, December 17 meeting was cancelled due to Holiday conflicts. The January meeting schedule will be determined at a later time, probably by email. After the holidays we will contact manufactures, review the fundraising efforts and finish the pool draft The meeting was called to adjournment at 8:15 motioned by Rick Mahoney, seconded by Bob Goldman. Submitted by, Suzanne Kubik, Secretary 1/8/2004 Approved by, 44� Pat Bums, Chairman Page 3 of 3 1/8/2004 Page 1 of 1 Suzie Kubik From: "Suzie Kubik" <skubik @sprynet.com> ' To: <skubik @sprynet.com> Sent: Wednesday, December 03, 2003 5:46 PM i Subject: Meeting Minutes 11 -19 -03 MANSFIELD AD HOC YMCA STRATEGIC PLANNING COMMITTEE MEETING MINUTES 3rd Floor Committee Room Town Hall Wednesday November 19, 2003 Members present: Pat Burns, Bob Goldman, Jay Barrows, Lodlee Fish, Suzie Kubik, and Rose Bryant. Members absent: Jim Downs, Frank Bennett, Rick Mahoney, Lynne Mc Donnell or Dave Leary The Meeting was called to order at 7:05 by Pat Burns. The minutes of the 11 -12 -03 meeting were approved as written, motioned by Bob Goldman, seconded by Rose Bryant. The entire content of the meeting focused on the fundraising mailing. The agenda items were not discussed. We stuffed over 600 letters to local business asking for their financial support of the skate park. The meeting adjourned at 8:25, motioned by Rose Bryant, seconded by Bob Goldman. Respectfully Submitted, Suzanne Kubik aurn s' 'y/n /\ Pa!Chai rman 12!312003 Page 1 of 4 Suzie Kubik From: "Swie Kubik" <skubik @sprynet.com> To: "Bob Goldman" <rgspex @comcast.net >; "Lorilee Fish" <Ifish @mansfieldma.com >; "Rose Bryant" <rbryant1l @attbi.com >; "Suzanne Kubik" <skubik @sprynet.com >; "Jay Barrows" <Jay @barrowsins.com >; "Rick Mahoney" <mahoneymansfield @att.net >; "David Leary" <learyfam6 @aol.com >; "PAT BURNS" <pat.burns @umb.edu >; "Jim Downs" <jdowns @hockymca.org >; "Tony Calcia" <tonyc @hockymca.org >; "Ed Hurley" <edh @hockymca.org> Cc: <jdagostino @mansfieldma.com >; <townmanager @mansfieldma.com> Sent: Wednesday, November 19, 2003 6:41 AM Subject: Meeting Minutes 11 -19 -03 MANSFIELD AD HOC YMCA STRATEGIC PLANNING COMMITTEE MEETING MINUTES �j Wednesday November 12, 2003 Members present: Pat Burns, Bob Goldman, Jim Downs, Lorilee Fish, Suzie Kubik, Frank Bennett, and Rose Bryant. Members absent: Jay Barrows, Rick Mahoney, Lynne Mc Donnell or Dave Leary The Meeting was called to order at 7:05 by Pat Burns. The minutes of the 10 -29 -03 meeting were approved as written, motioned by Bob Goldman, seconded by Rose Bryant. Pat gave an update on the Deutsche Bank contribution. John D'Agostino said all the paperwork is complete and that we are just awaiting the check. John adjusted a letter draft for the $5,000 contribution from the Erin's Centre. Pat said the Erin's Centre agreement to match funds with the skate park was part of the development's special permit and that the money is to be collected. The second draft of the fundraising letter was approved by John D'Agostino. Lorilee sent letterhead to Eileen Ouellette and Eileen was kind enough to set the letter up on her computer. Using mail merge, we will print out the copies of the letters to the Tri-Town Chamber of Commerce and the 3 surrounding industrial parks, Norton, Foxboro and Mansfield. The letterhead will bear the parks and recreation department logo. The date of the printing of the letters will correspond with our next meeting of 11/19/2003 Page 2 of 4 November 19, 2003. We will begin printing the letters and fold them into window envelopes and mail them on the 20th. Suzie Kubik is requesting that everyone stay and help with the processing of the letters if possible. It was decided that because there are over 600 letters to go out that Jay and Rose's t signatures will be done using scripted italics. Rose will contact Eileen with the non -profit organization lists. Suzie updated the group on the school lunch table skate park display. The tentative dates for the displays are Tuesday November 18th for Qualters Middle School from 10:30 to 12:30 and Thursday November 20th for the High School, same times. Final approval from John Moretti was needed. It was planned that Suzie and Jim Downs would set up a display using the Woodward designed park and literature from Athletica and Sun Ramp Solutions. They would be looking for kids who would be interested in helping to design the park. The would get e-mail addresses of those interested so that before the next planning and design meeting we could get the word out to those kids in the community who are really interested in using the park. Bob Goldman will be putting articles in the Mansfield News, the Buzz and the Sun Chronicle corresponding with the fundraising letter of November 20th. Diane Royale's chat show is defunct and not a viable communication channel. Bob will attempt to spread the word by adapting the content of the letter into a newspaper article. Something like: "Today the Ad Hoc committee sent out 600 letters to businesses of the community looking for contributions for the park. Our goal is $50,000 and individual contributions are welcome. Here is how you can make your contributions... the end target date is January 15,2004," The update on the swimming pool is as follows: Jim Downs said based on his walk around of the North Attleboro YMCA outside swimming pool that there would be enough room at the Balcom Street YMCA for a comparable outdoor pool, a changing area and 25 parking spaces. The committee firmly believes that the pool should be indoors. The use of a pool 10 weeks of the year vs. 12 months makes this an obvious decision. The committee looked at the map of Mansfield with available acreage. The sites identified were: the land adjacent to Memorial Park and the High School, the land behind Robinson and the land in front of the Jordan Jackson School, the current location of the East Street fields. Pat requested that for the next meeting we should come up with a consensus as a committee of what we would like to recommend to the Selectmen for a town pool using the criteria of the first meeting and the amenities that were listed such as whirlpool, steam, family locker room vs. single sex lockers, slides, fun pools, depth of water, competition vs. leisure, diving boards etc. Ideally we should pick a location and the type of facility available. 11/19/2003 Page 3 of 4 Frank expressed his concern about making the pool a town pool and not a school pool. The town should honor the wishes of all residents and not just the younger population. He does not want the schools to run the scheduling of the town pool. He does not want the political control of town vs. school. Pat reminded the committee that there is no room for error when designing a pool. Once a depth is chosen and the building is constructed it is very difficult to change or adapt. Lorilee raised the issue that the pool must be self supportive and membership driven. Suzie pushed for thinking about a side by side competitive and leisure pool. This would allow competitive swimming to occur at the same time as family open swim and a pool would always be available to the general public. The option of a zero entry leisure pool would allow handicapped persons easier access and be great for senior and children. The use of two pools has been supported by many communities and even at the NA YMCA the pool is busy from 6am to 8pm daily. The meeting was called for adjournment at 8:15 by Frank Burns, seconded by Bob Goldman. Respectfully Submitted, Suzanne Kubik 11/19/2003