Loading...
HomeMy WebLinkAboutRecreation Comm 06/09/1997Recreation Commission Minutes June 9, 1997 Members Present: Commission Members Betty O'Connor, Dave Leary, and -Bob Pierce Lorilee Fish, Director of Parks & Recreation`and John Dobosz, Assistant ;l Member Excused: Commission Chairman Ron Reeves and Com3nigsion Mbier Dick Blandori Helen discussed the concept of how to bring all the youth organizations together under one roof. The organization's concern was that they didn't want to lose financial control. She explained to the Commission that basketball financially runs through the Recreation Department. She ex- plained that the organization presidents all liked the idea of having everything under one roof, a central location. They were concerned how it could physically be done or if it would be feasible to do their registration and purchasing equipment as a unit. This could be cost effective, and Helen feels there is a lot of redundancy going on ie the registration overlaps, and she feels this could certainly clean that up. She thinks that as a service to the people that partake in the sports in this town that this would be a tremendous asset. Helen thought that if everything was run under one unit, all the above could be streamlined, or we could send out an informational sheet to let the participants know when registrations would be. Helen explained that she feels it would be a nice unity of sports programs. They are looking for someone to administratively help them organize themselves. She said they do not want to pass on the administrative fees to the children because they already feel that a lot of what they are doing are fund-raisers trying to subsidize the programs. Helen (MYBA) stated that they are having monthly meetings and more people are becoming in- volved. She asks that people bring other people to these meetings and she feels this is how it grows. Ron stated that Helen is being paid out of the Revolving account and reimbursed through the gift account. Ron would like to change this. He stated we would be housing a separate entity. Right now Helen is covered under the umbrella of the basketball program as it was worked to the point of being a separate basketball organization and now it would be like pulling that out and having a youth sports organization separate entity, but housed with Recreation, not paid out of that. Lorilee stated that Helen cannot work more than 19.99 hours per week and with the new revolv- ing accounts that have been designed by the state, you can pay people benefits. For example once you reach 20 hours per week, you can receiving partial benefits. We also discussed the finances of midget football, little league, and soccer, where they are going to want to keep their money in their own accounts. With us doing the registration we need a per- centage of what they bring in, or so much money per each registration and then that money will go into a gift account. Betty asked if we would take care of the advertising for the youth sports. Lorilee stated she could see the financial administration coming under us, but not directing their organizations such as the extent of Helen's responsibilities. She thinks the sports groups using us for their organization like buying uniforms, coordinating registrations, a quarterly newsletter. We would then hand all the registrations to the different organizations and they would form the teams, etc. Ron would only like to see us involved in that they are housed here, and getting a direct line of communication with the Parks & Rec Dept. He thinks we want to maintain an affiliation of what is happening with the Parks & Recreation Department. He thinks we could house an individual that would be doing the registration directly adjacent to the parks & rec. He thinks we should be trying to move away from any direct involvement in handling their finances or overseeing them. Helen explained the smaller organizations were a lot more receptive to this idea than the larger organizations. The Commission went back and forth on the pros and cons comparing METRO and in -town bas- ketball with what they want to with the Mansfield Youth Organizations. They also talked about the position and the salary and how much time is involved for Helen. The Commission covered, in length, how all these different organizations would ,pay for Helen's salary to do all the administrative work and how to split it up to pay Helen. They also discussed how to split up the costs for equipment and fields. The position itself would have to be approved by the Board of Selectmen and they would have to be informed as to how the position would be paid for and where the money, is coming from. Lorilee stated this would not be a union position. The money from the different organizations would be put into a revolving account where the state allows you to pay benefits. Ron stated that all we have is a part time person who is overseeing aprogram .that parks & rec- reation runs. What we are looking at is having a sports organization that has someone who is in- volved in the registration, administration, program director, advertising for that organization which encompasses many different sport groups. So the relationship, at that point, then becomes totally different, it is no longer a part time position being paid out of revolving account for an in- dividual who is running a program that is sponsored by the town. What we are looking at is something that moves into something different. Ron stated that all that would happen is that they would be housed in the same area as Parks & Rec and they give us rental money, but not sure on that. Lorilee can see the registration and the group buying of uniforms, equipment etc. Helen feels that as we grow someone will have to talk to someone, gets everyone speaking to one another, scheduling the fields, etc. She thinks it is inevitable. Ron asked the question to the Commission if he thinks there is a need for a Mansfield Youth Or- ganization. Betty agreed that the field situation is only getting worse. Ron thinks it only makes sense to have this type of format for the long term. Bob thinks it is a great idea and a true benefit. He feels registration is the hardest there is, and if they could have one central meeting place it would be incredible. He also thinks Plymouth Street is a great facility, but thinks everyone wants to use it and will become one big "mud field". Being under one organization, Mansfield Youth Sports" will be very organized. There will be commu- nication between the youth organizations. Ron suggests having some way to have people buy in 1 to this for the long term. Jim thinks once people are in, they are in for a while. Ron stated we need to change the relationship between the youth sports, scheduling, advertising, etc. Jim wants them to understand that we have no say in their policy. We are going to try and help them pro- vide a service. Recreation will have no guidance in terms of program fees. Jim would like to call the individual presidents and invite them to a meeting. Lorilee stated that payroll is her biggest problem. The money will be transferred out of the town. The organizations pay their help. This will be a separate entity from the recreation department. We would like to get all the presidents together, offer them a proposal which we would provide a service. We need to know what level we can interface with them. Ron stated what if there was an Mansfield Youth Program that involved individual sports groups, and could it be housed at the Town Hall, and if so, how would that arrangement be made? Can we rent space? The schedul- ing of youth activities. Field factors is an important issue. Also we can organize the scheduling of fund raisers so they would not have them on the same day. Basketball is at the point now where is it very successful. Basketball is talking to Southeastern Regional about renting space there. They are approaching the point now where the organization is getting so full and is at full capacity. Basketball is definitely financially sound. Lorilee stated the basketball board is very well established, they are setting policies, and there is another person who could take over the basketball program if the person who is doing it now, leaves that position. The time table for the youth organization is after September 1st. If Helen goes over her hours, Jim is sure that the basketball organization will pay for the hours she works over. Ron said that there are some hidden costs with Parks & rec, and when we breakoff to the sepa- rate entity there is no longer a hit, and the costs will be spread out with the different organizations under one roof. The costs will no longer be hidden. Lorilee stated that if Helen goes over 20 hours, she must receive benefits. Ron stated thsf as of September 1 she is no longer on Lorilee's payroll. Lorilee said she then becomes a contractor for the MYBA and they pay her. MOTION: RON MAKES A MOTION THAT THE YOUTH BASKETBALL PROGRAM CURRENTLY UNDER THE AUSPICES OF THE PARKS & RECREATION DEPARTMENT BECOME A SEPARATE AND INDEPENDENT ENTITY, MANSFIELD YOUTH BASKETBALL PROGRAM, AS OF SEPTEMBER 1, 1997. BOB SECONDS THE MOTION. 4 IN FAVOR, ONE SUSTAINED. Betty commented that as of September 1st you can be under your own auspices without any clause saying as long as what is in place now is still in place meaning the incorporation. Ron stated that all conditions that we agreed upon be met continue to be met up to that time are still in place. Dick feels there are still too many questions being unanswered. Ron stated that there are two r, different issues. We have all these different basketball activities taking place over the years and we have parties that wanted to have a youth basketball program for the town, yet it was pretty i,. loosely run ie METRO being run by the Qualters Middle School, Youth Program being run by the Parks & Rec, and no one wanting to pay any money for it, it should be free, and yet we have baseball that is very successful. We had the basketball program stay under the direction of Parks & Rec and work together so we could help them see the need of certain things, ie program direc- tor, financially very sound. Everything has been put in place so this would be a very long term successful program on its own. Now all we are saying is that it is time for them to "leave the house' and branch out. Policy Statement for Plymouth Street was discussed and approved. In -Line Hockey: Policy has to be decided. Betty brought up a concern regarding damages. It states to report the damages, but doesn't say they have to pay for the damages incurred. Twenty four children signed up. Lorilee sent the checks back to the registrants. Lorilee will re -write the policy stating that every group is responsible for keeping inventory of their own stock. On number three of the policy there was a discussion on whether to leave the Recreation Commission in there. Ron suggested all uses under the jurisdiction of the Recreation Commission, for any questions concerning the use of the Parks contact the Director of Parks & Recreation. The important message is that if the rules are not followed, their permit will be canceled under the jurisdiction of the Recreation Commission, Summer Camp: We are still taking registration daily. The 5 and 6 year olds are fewer than last year. The 5 year olds are back this year. We are sticking at 93%. Everyone is processed. 'Schol- arships (8) are filled. They all want additional weeks and plugged in as they came in, We are not getting the 5 and 6 year olds. i 1 and 12 years are down from last year. Four of them have gone into the LIT program. ;Financially we are still fine. Ratios: 5 & 6 year olds: 5:1; 7-12 year olds is 1:10. All the counselors have been hired. The first week is the lowest number of campers. We have a few children from out of town. Ron would like to take a look at hiring less counselors next year if the numbers aren't up this year. Ron would like to advertise in the paper focusing on the 5 & 6, year olds. .Permits: Ken Byrne from the Tri -Town Chamber of Commerce would like to use Plymouth Street for an evening picnic from 5pm to 730pm :to show the Chamber what Plymouth Street looks like. They requested to use one of two Wednesday nights, inviting the Board of Selectmen. Lorilee would like to have one huge picnic, when Plymouth Street is finished, to invite everyone who helped with Plymouth Street. Girls Softball with Ken Fallon - they would like to run a 5 day clinic. This does not conflict with summer camp. #2. Arts & Craft Show - No go on the high school so we will stay with Qualters. Discussion: The football team does not need the gym at half time. The letter was sent to Ed Rosa, and the vice principal called Lorilee back and said it was denied. Ron would like Lorilee to write another note to the principal stating that the Recreation Commission met and we are appealing their deci- sion on this to see what they say. You can get more vendors in at the high school. This is a big community event. This went up to $50 a space this year. Garage Sale - We lost money last year and affected it this year. We were moved from the com- mon to the street because of the grass situation. Last year was $30.00 a space. The attendance was not great this year. Swim Program - We have 14 signed up. These are people who are not in summer camp. Com- mission feels we should let this program go. #4. Subscriptions for Hocomock Sports Journal. We do not want to get involved in this. Brand new publication coming out monthly. #5. _Recreation Commission Volunteer Award - Joe McCarthy has put in 6 years as the METRO program supervisor, and he is going to retire. He has put in a tremendous amount of volunteer hours. Lorilee thought he deserves it next time around. Lorilee will like to award this to him as soon as possible. The Commission would like to award this to Mr. McCarthy and would like to award this at the Selectmen's meeting in September. Meeting with school for reservations. This is the scheduling meeting which will be held next Tuesday at 1:00, Town Hall 2nd floor meeting room with Ed Rosa, and Margaret Connaty. Old Business: Dick would like to propose a town barbecue for all the boards and committees and employees in August sometime. Maybe have it on the south common. Ron would like to explore this with the selectmen. Ron would like to have the selectmen discuss this among themselves and decide what they want to do. RON MOTIONS TO ADJOURN. BOB SECONDS THE MOTION. ALL IN FAVOR. MEETING WELL BE HELD AT THE TOWN HALL IN ROOM 1-A AT 7:00 PM. If you cannot attend, please call the recreation department at 261-7460 -before Ilam on July 14,1997. Res ectfull submitted h P Y Y• Di a y, Commission Secretary � '�,� �� O'Connd✓ Betty O'Connor, Commission Clerk Date /-2 zzZ_ � Date