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HomeMy WebLinkAboutRecreation Comm 01/26/1998RECREATION COMMISSION MEETING MINUTES JANUARY 26,1998 Attendees present: Dick Blandori, Commission Chairman, Bob Pierce, Clerk , Commission Members: Bart Jackson, Dave Leary, an'd Carlos Medeit s , Lorilee Fish, Parks and Recreation Director Jon Dobosz, Assistant to the Recreation Director MOTION made by Bart Jackson to approve minutes with changes listed: - Add recommendation to purchase gavel, water pitchers and name plates to motion #4 made by Bob Pierce. Add "ALL IN FAVOR" to motion #5 made by Bart Jackson. , Players Choice- Questioned newly implemented high fee structure for private entities to use fields. Bob Pierce explained that due to limited field space, there is a need to preserve fields as best as possible. Fee was established to discourage overuse from out of town/for profit organizations. Players Choice requested use of fields at Plymouth St. during off peak time for summer tournaments sponsored by Players Choice (2 weekends and one week). Discussion opened whether to charge fee to cover costs. Recommendation made to charge $50.00 fee and any other costs incurred by event. Lorilee noted that all "fees" received go to townrevenue. Mark Cook from DPW could assess field for damages. User could pay the amount needed for DPW and/or maintenance company to repair damages incurred by writing check for additional costs payable to Plymouth St. Gift Account. MOTION made by Bob Pierce to change the off peak fee structure from $1000.00 to $50.00 per day for off peak usage as determined by the board. Seconded by Dave Leary. ALL IN FAVOR Cemetery Restoration- Billy Siena, Program Director request made for Commission to support cemetery restoration project for one more year. Project is nearing completion, but there is still work that needs to be done. People of all ages have participated in this project. Since the restoration began, vandalism to stones has been virtually eliminated. Historical value - This record is the only available documentation of stones. 11 gravestones from Mansfield listed in Smithsonian because of their unusual nature. East Mansfield Cemetery ahnost complete. West Mansfield has lots of damage- Hopes to start on Happy Hollow Cemetery off Jewell St. (access in Forest Park). It needs at least 3 workshops to repair. 14 Workshops planned to date. Next workshop in April. Discussion opened as to whether it would be more appropriate for Historical Commission to take over this project. Historical Commission does not have any paid personnel that could be responsible to oversee project and/or spending. $8,000 was spent last year ($3,000 from Recreation Commission). Total proposed allocation this year is $1,500 to complete project. Hopefully some other organization will pick up project and continue. MOTION by Bart Jackson to send a letter to John D'Agostino requesting line item for cemetery restoration project for $1,500 be transferred to the Historical Commission for completion. Seconded by Carlos Medeiros. ALL IN FAVOR. TABLED: Mission Statement and Goals & Objectives: Serve the masses and children in Mansfield to a better degree. Improve fields and grounds. Increase affordable programs for children. Long term goals suggested aspool and/or arena. BUSINESS: 1. Summer Camp Set fees and payroll - Information previously distributed. Financial analysis of area summer camps shows Mansfield's Recreation Summer Camp fees in middle of scale. MOTION made by Bob Pierce to approve summer camp fee structure and program as is for this year. Seconded by Dave Leary. ALL IN FAVOR. MOTION made by Bob Pierce to establish a plan with next year to increase participation and lower summer camp fees by exploring grant money available. Seconded by Carlos Medeiros. ALL IN FAVOR. * Summer Camp activities sheet for week 3, 1997. * Summer Camp information from other municipalities 2. Rails to Trails - Assessor's office prepared map showing Mansfield abutters to property received at meeting. * Rails to Trails donations list. *Note to Dan re: maintenance of rail bed. Copy received at meeting. * Transportation Enhancement preliminary program Application for Rails to Trails submitted to SRPEDD 3. Policy for building use statement - This has been requested by the Board of Selectmen and John D'Agostino, TM. They have asked that the Recreation Commission write the policy. Discussion opened regarding use of office space in Recreation Department - Goal to offer a service by which various sports organizations in town could centralize registration process townwide. Forms could be available at Recreation Department for all sports. A volunteer could be trained to use computer in office. Lorilee was asked by Commission to first send letter to Presidents of all Mansfield youth sports organizations offering them a central location to do their registration and poll their interest in the idea. 4. Sesame Street Chaperone - 33 have signed up. Chaperone? Carlos Medeiros unavailable. 5. Bob Bigelow - Bob has agreed to Tuesday, March 31 st. The Selectmen's room has been reserved for 7:30 P.M. MYSA and LL have agreed to publicize the event in their newsletter. They will include a flyer w/their mailing if we choose. 6. CIP submitted 1/9/98 - TABLED - We have not been assigned a meeting date with the CIP Board. Lorilee is working with Nancy White, O'Brien & Sons (playground equipment) for a three year plan for Memorial Park. We have requested $10,000 per year. The plan will be ready in three weeks. - Discussion opened regarding effects of school's withdrawal of request for funds for Memorial Park project. Idea suggested to add to Robinson playground to free up some space at Memorial Park. Due to hours school grounds not available to public, playground equipment would still be needed at the Park. Basketball & volleyball courts will need to be moved when things get started. Pictures shown of condition of Memorial Park and Plymouth St. Regarding Plymouth St., Bob Pierce raised concern that there might not be enough room for tennis and field and brick wall. Lorilee stated that there is room for one field. Two fields would eliminate the tennis court area. New practice field proposed for Hutchinson property in letter by E. Tartufo for midget football. Question raised regarding town property/school. Dick Blandori'asked that Bob Pierce send official letter be sent to John Moretti to evaluate school application sent to state. Determine if application is sent in after override approved and if it is the intent to include an override on property that is legally not owned by school but used often. Question raised as to who will have first preference over usage of fields. Schools will go in first. MOTION made by Bart Jackson to request an additional $75,000 in Capital Improvements to begin improvements to Memorial Park. Seconded by Bob Pierce. ALL IN FAVOR - The Chairman and members are welcome to come and speak on the $70,000 for Plymouth St. This will be important to have them include it in their CIP budget. - If preferred Lenny Flynn and Tom McShane will speak on Rails to Trails. Lenny is the representative to SRPEDD who will review the Rails to Trails grant request. *All departments have been asked to do an update of the ongoing projects such as Memorial Park and Plymouth St. Dan Clifford and Lorilee will coordinate. *7 Warrant articles are due Monday, February 2nd. - A Commission or Board can write, sponsor and present a warrant article at the Town Meeting. We have discussed an article for the $70,000 for fields at Plymouth St. and one to have all rentals fees, excluding electrical charges/use, being deposited in the specific gift account for park repairs and/or emergencies. If the $70,000 is not included in the CIP, this is one way to try to get some of the money. - An article would have to be written to put funding into gift accounts from field rental. - Article can be "pulled" from the warrant before the printing of the warrant. Any article, including CIP, can be amended on the Town Meeting floor. * 8. Revolving financial sheets including July through December, expenses and deposits. These have not been verified with the Treasurers office but should be very close. We show a present balance of $24,505.14, *9 Park and/or Recreation Commission - Clarification received from Town Council. Copy of response distributed at meeting. FYI: * 1. 1998 Budget Request - The budget meeting set for Tuesday, January 27th at 7:30 P.M. Members were welcome to attend. * List of accounts transferred to DPW in 1994-95 for park and grounds maintenance. 2. The ad for the Summer Camp director was in the Sun Chronicle last Sunday. No calls as yet. *3. Summary of ideas gathered through information from the Massachusetts Recreation and t Parks Association 1997 Annual Conference. 4. Field reservation forms send out. 5. Information on the New England Revolution, group ticket sales - no need since it is being promoted through sports groups already. 6. ToddlerTown Gift account donations - D. Blandon requested itemization of park equipment & expenses to date. $13,000 received in private donations. Town paid in $5,000 for fence plus labor. So far more private donations received than matched in town funds. 7. Request for Proposals (RFP) for photography for cemetery restoration - 600 stones 8. Map of 8.3 acres on the corner of Balcohn and Gilbert St. owned by St. Mary's Church. They may be selling the land. St. Mary's is having the property value assessed. This was discussed at a staff meeting and it was decided that the Town is interested (Recreation and Conservation).', Jon & Loruee viewed site. It is very flat and would be ideal for fields. DPW is doing a field plan to estimate what types and how many fields could be placed there. - The land could hold 5 house lots if purchased for a sub -division. - It is a residential neighborhood but has only one house directly bordering the side. - Estimated value of a house lot in Mansfield is $80,000. 9. Steve Mallett - Regarding Little League donation for the home run fencing at Plymouth St., baseball field. He could not speak for the board, but She donation is being discussed. At the Otis Street Complex they have installed 2 new junior fields and their next major project must be bathrooms. He thought they could donate $2,000 per year for the next two years. Estimated cost: $8-10,000. 10. Letter received from Women of Today, thanking Recreation Department for assistance with First Night. MOTION made by Carlos Medeiros to begin meeting on Tuesday evenings starting with our next meeting. Seconded by Bart Jackson. ALL IN FAVOR. Lorilee will look into a meeting location. MOTION made by Bob Pierce to adjourn. Seconded by Bart Jacksons. ALL IN FAVOR. Meeting closed 10:30 p.m Respectfully Submitted by: Eleano cCarter, oimnission Secretary Date no Bob Pierce, Commission Clerk Date