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HomeMy WebLinkAboutRecreation Minutes 2/1/2010Recreation Commission Meeting Minutes February 1, 2010 Attendees Present: Kevin Kemp; Chairman, Ed Westhaver; Clerk, David Rapoza, Mitch Bregnard Lorilee Fish, Recreation Director 1. The meeting was called to order at 6:00 PM. 2. Minutes of the Recreation Commission Meeting held on December 1, 2009. Motion: By Mitch Bregnard to approve the minutes held on December 1, 2009 as written. Seconded by Ed Westhaver. Motion passes, 4 -0. 3. Guests: A. MYS Fields of Green Status- Kelly Kemp and Walter Wilk Discussion: - Walter Wilk states the goal is to begin field construction in June. - Kelly Kemp summarizes the Fields of Green fundraising efforts beginning in summer 2006 and continuing to date. - Walter states MYS can secure a $500,000.00 loan over an eight year term. MYS also keeps $20,000.00 in a reserve fund for unknown or unforeseen events. - Ed Westhaver asks for MYS' enrollment numbers. - Walter states the numbers are aligned with the school enrollment numbers and are at about 1,100 participants. - Kelly states the need for scholarships has increased. MYS is looking for Recreation Commission support for the site design option can be finalized. - Dave asks if the fields will be elevated surrounding the turf field. - Kelly states the soil will be tilled to improve the surrounding fields. The new field will not contribute to any drainage issues. The project is scheduled to be constructed in between seasons and should not impact the soccer schedule. - Kevin suggests forming a sub - committee to map out field usage fees, permitting, and any other uses /restrictions. - Lorilee states the Board of Selectmen may direct all field rental fees to revenue. - Mitch asks who is responsible for field maintenance. - Kelly states MYS is putting money aside for field maintenance. All maintenance details will be negotiated and clarified with the project engineer. - Motion: By Ed Westhaver to support MYS Fields of Green project phase. Seconded by Dave Rapoza. Motion passes, 4 -0. B. Explosion Field Request- Bill Murphy - Bill Murphy has requested use of Hutchason Field in the spring. - Explosion is a non - profit youth club soccer team with 30 -40% Mansfield players. - Bill states the field fee structure is acceptable. His group will also contribute new nets and line the fields. Approval of a portion of Explosion's request is agreeable also to Bill. - Dave Rapoza requests information regarding fee structures from other surrounding towns. 4. Facility Request: Requests will be approved pending receipt of all necessary paperwork and insurance information. A. Motion: By Ed Westhaver to approve the Garden Club's Plant sale request for use of the South Common on Saturday, May 15. Seconded by Mitch Bregnard. Motion passes, 4 -0. B. Motion: By Dave Rapoza to approve the use of the South Common for a renewal of vows service. Seconded by Ed Westhaver. Motion passes, 4 -0. C. Motion: By Mitch Bregnard to approve MMAS' request for use of the South Common September 17 -19 for the Annual Art Show. Seconded by Dave Rapoza. Motion passes, 4 -0. D. Motion: By Dave Rapoza to approve DBA's Family Fun Night request for July 13 with a rain date of July 14. Seconded by Ed Westhaver. Motion passes, 4 -0. E. Motion: By Ed Westhaver to accept Covidien's request for use of Plymouth Street for a softball league. It is requested Covidien use fields 2, 3, & 4 and rotate field space through the season. Rental fees will include a $350.00 maintenance fee and $20.00 fee per field per night. Seconded by Mitch Bregnard. Motion passes, 4 -0. F. Motion: By Mitch Bregnard to approve Mansfield Youth Lacrosse's request for use of Hutchason pending schedule and use clarification. Seconded by Ed Westhaver. Motion passes, 4 -0. The Commission agree fields cannot be permitted for back up practice /game use; the fields must be used during the requested days and times. G. Motion: By Ed Westhaver to approve Ace Archers request for use of Memorial Park on May 23 and June 18, 19, & 20 with a $350.00 maintenance fee and a $50.00 per day usage fee. Seconded by Dave Rapoza. Motion passes, 4 -0. H. Motion: By Dave Rapoza to approve Mansfield Youth Baseball's request for use of Memorial Park from April 1- August 31. Seconded by Ed Westhaver. Motion passes, 4 -0. Ed Westhaver confirms MYB usage with Mike Rockett. I. Motion: By Ed Westhaver to approve Mansfield Girl's Softball request for field usage. Seconded by Dave Rapoza. Motion passes, 4 -0. Lorilee will confirm field reservations dates with Mansfield Girl's Softball president Walter Wilk. Walter will let Lorilee know if there are any reserved dates Mansfield Girl's Softball can release for other field requests. J. Motion: By Mitch Bregnard to approve Mansfield Youth Soccer's request for use of Plymouth Street from March 27 -June 20. Seconded by Ed Westhaver. Motion passes, 4 -0. SHG /sg2 /10.doc:5:reccom frec:msword 2 K. Field approval for the Mansfield Swarm is on hold until Mansfield Girl's Softball field reservations are confirmed. L. Joe Russso, MHS, Athletic Director is in the process of submitting field requests. M. Greg Ryding, Men's Over 40 Soccer, had been advised to inform the Commission of his league's field usage needs when he is ready to initiate the league. 5. Questions and Comments: None. 6. Old Business: A. The Youth Baseball contract has yet to be signed as they have to meet with the Conservation Commission, B. The Commission discuss the revised Recreation Scholarship rating form. Percentages among categories are discussed. The Commission agree to the following scale: - Career Path at 35% - Volunteering at 20% - Scholastic Record at 20% - Financial Need at 25% C. Reorganization of the office is on hold. 7. New Business: ( A. The Recreation portion of the Annual Town Report 2009 is distributed to the Commission. B. MYSA will pay the Town utility bills for Plymouth Street directly. C. A thank you letter was sent to Mansfield Youth Lacrosse for the donation received for field maintenance and expansion. D. DPW has requested use of the remaining funds in the basketball account, $7,539.59, for court repairs. E. Mansfield Youth Baseball has requested permission to hold an all night tournament. F. The adult basketball coordinators have requested the league increase fees by $10.00 per session. The money currently is directed into the Field Maintenance and Expansion Gift Account. 8. Next Commission Meeting: Monday, March 8, 2010 6:00 PM. To be held at the Town Hall. Motion: By Ed Westhaver to adjourn. Seconded by Mitch Bregnard. Motion passes, 4 -0. The meeting was adjourned at 7:55 PM. SHG(sg2 /I0.doc:5:reccom Erec:msword 3 Respectfully Submitted, Ed Westhavei Recreation Commission Clerk SHGlsg2/IG.doc:5:r=om Ermmsword 4 /j- Ar�j'/' /� Date