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HomeMy WebLinkAboutRecreation Comm 08/12/1996leernatiui[ ulo nines sion Minutes August 1 ', 1990 Members Present: Commissioner Ron Reeves, Commission Nei John Bawen,0 Member Excused: Betty O'Connor, Maria Gazzolo, and Bob Pierce Lorilee Kish_ Director of Parks & RecreaYton Kristen Helmreich, Asst. to the Recreation Director Minutes of Jule 22, 1496: Betty -ml -ons to accept the Minutes of Jul, 22 1-996. 'John. 2nds the motion. ALL IN FAVOR. ; Kid Stuff Dav: There were 41 guests that signed up, The kids had great time. Summer Camp Registration Form: We had 2 parents that weren't signing their permission slips on the Summer Camp. They would check off they want their child to go on the trips, and they would pay for the trip, but they were not signing the form. Lorilee contacted Mangiaratti of our Legal Counsel and worked with Susan Jacobs, Susan Jacobs suggested we may want to change our waiver form slightly. Lorilee would like to table this because the; parents are now signing the registration forms with no problem. This is a blanket waiver form and is used for camp. Lorilee doesn't have a policy on this, and this has never happened in the past. The Com- mission stated that if the waiver forms are not signed then the children do not go on the trips or participate in the programs. MOTION: Bob motions that all waiver forms must be Prior to the event by apar- ent or legal guardian or the child cannot participate in that activity. Maria seconds the motion, :All in favor, Memorial Park: use will be building an official size football field. The School Department will fence in a 120' x 80' space so that soccer can play at the same time as football. The old field will be the official soccer field. It eventually will be lighted. 'Lorilee stated that this Fall we will move the basketball courts to the volleyball area, and then they will move the volleyball court next to the tennis ,courts. The School Department and the Town of Mansfield will be using the fields. School Department Booster Club collects the money and all that money goes to the School De- partment. The School Department does not help financially to build these facilities. The Booster Club has contributed to the new bleacher seats. MOTION: Betty motions that $5,000.00 be approved to cover some of the expense to move the basketball courts. Nlaria seconds. 4 in Favor. t Opposed. NIOTION: Betty motions that $2,000.00 be approved to cover some of the expense to move the volleyball courts. Maria seconds. 4 in Favor. 1 Opposed. 1 Press Box: We received a letter from Bruce Glazer stating that Mansfield Cable Access is ve pleased that their donation is being used so well. Lorilee stated the Press Box looks great. It basically the same space as before. There are 6 small windows instead of the 2 large ones th were in there. Adult 3 on 3 and 5 on 5: The pole pads for the 6 basketball poles are in. The leagues love the, The playoffs are in 2 weeks. We have one very competitive team. MYBA: They are still under the umbrella of Parks & Rec and will be staying with us for o more year. Lorilee stressed that we have to pay a hall monitor. The pay rate will be $5.00 F hour and is well worth it. Ron would like to see the MYBA carry on our policies on running tl program so it will run smoothly when they take over the program. Lorilee stated that there is guarantee that when they take over they will use our policies. The Commission then went of the MYBA financial analysis. We have, separate insurance for METRO, which is $500.00, t cause of the travel involved. Lorilee would like to raise the fees this year to cover the hall moi tors, supplies, software, and computer expense. Lorilee would like to purchase the computer mid -year or the end of next year. The Commission discusses raising the fees for the MYBA program and raising the fee for t METRO program. MOTION: Bob motions to approve the increase in fees as follows: To increase the fees grades 1 & 2 from $30.00 to $40.00, to increase the fees for grades 3-8 from $35.00 $45.00, and increase the fees for METRO from $90.00 to $125 which will include the cost 2 tournaments. Betty seconds the motion. ALL IN FAVOR. MOTION: John motions to use the present amount in the Gift Account to purchase computer and all related (accessories for the use in the Youth Basketball Program and th the ownership of the equipment will stay with the Recreation Department until the transt of the MYBA. Bob seconds the motion. ALL IN FAVOR Discussion:. Lorilee stated that they do not need to purchase anything right away and that th do not know what exactly they need yet. Lorilee needs to justify the amount before anything- purchased. nythingpurchased. PA System - Memorial Park: Lorilee would like to purchase a PA system for approximatL $2,000 for the press box. The system would be used by MHS, Midget Football, MYSA, and o! ers using the Park for events We would use the Memorial Park Gift Account balance $10,942.14. Lorilee is very concerned about the present PA system breaking on a Saturday a then not having anything on a Sunday for one of our programs. Commission discusses purchasing another PA system. Conunission agrees that if we do purch:. the PA system for $2000 that the School Department knows that they will be responsible maintenance and repairs of the equipment and that they will be held accountable if anything h:. pens to it. Because we will be losing the grassy area next to the volleyball court which we use for concerts and summer camp activities, Mike Ahern and Lorilee discussed clearing out the area next to the Park on Hope Street. This area has never been cleaned and will make a private area for concerts and will be used for quiet times for the younger campers. It is estimated to cost $4,000.00 which will include clearing the dead trees, killing the vines and poison ivy, and replanting grass. The Memorial Park Gift Account would be used. MOTION: John motions that $2,000.00 from the Memorial Park Gift Account be ap- proved for the purchase of the PA System for Memorial Park. Maria seconds. 4 in Favor. 1 Opposed. MOTION: Betty motions to use $4,000.00 from the Memorial Park Gift Account to clear the area for a quiet area. Maria seconds. ALL IPI FAVOR. In -Line Hockey Program: The three leagues are going strong. The hay bales are working well. We are running at a deficit because of fewer participants than expected. In -Line Lessons: The first session went great. We are running a fall session which will begin September 9, 1996. We will use Memorial Park access road and the basketball courts if available. Lorilee isnot sure when the basketball courts go under construction. We have received a great response for the summer session. Adults are now taking lessons. Arts & Crafts Shore:. We did raise the fee to $50.00. We are full. The show will be November 2, 1996. The Commission discusses running the kitchen again this year. Lorilee would like to go to all the pizza shops in town to see if they would like to do the pizza this year. ; Lorilee strongly suggests that we go this route instead of doing all the work ourselves., She stated it was expen- sive and a lot of work to do it ourselves. The Commission agreed that it was a lot of work and that it should go out for bid. Out of Town Fees: Lorilee would like to charge out of town program participants an additional $5.00 fee per program more than in town participants. This would be for all programs other than summer camp because that fee system has already been set at a higher fee for out of town camp- ers. This would be additional funds that go into the Revolving Account to help with the pro- grams. Commission agrees on an additional fee for non-residents, however, they want to set the fee per program. No motion was made. June 30 Financial Letter for Approval: Larry Gallagher has given Lorilee an account balance of $64,312.23. The Treasurer's ottice is working on the books to justify the account. ' Encum- brances for ongoing program is $55,343.55 leaving $9,463.65 to encumber for $1996/97. Lorilee states that this is an account set up through State Government. Our Fiscal Year is July I through June 30. The money comes in, the money goes out. All the moneys from all the programs that will be run atter June 30, beginning July 1, Lorilee figures out how much has come in, what the expenses have been, and encumbers the balance to be spent after July L if there is any money left over, then we can encumber moneys for Arts in the Park, Movies with the Stars, Summer Camp Counselor, skating lessons, community calendar, computer and printer for the office when we more to the new Town Hall etc. We do this every year. The accounting office and the treasurers office have not justified. Ron would like to go over this again in the near future to see where the money is going. Lorilee and Ron thinks it is mostly going to personnel. Reimbursement for ADC Children: Lorilee needs to fill out forms from the State and the State will reimburse us for having DSS chil- dren attend Summer Camp. Lorilee needs 3 signatures from the Commission. Commission signed. Community Calendar: The calendar should be in the Buzz September 5. This will run us approximately $8,500.00. Ex - penes: Matryx - $1,667.00; Printing - $6,500.00; Distribution - $1,275.00; Fasprint $185.00 for a total of $9,627.00. We are $3,352 short. Ron would like to re-evaluate the calendar. If there is no response by the sponsors, then we should look into alternatives. John stated that this Town is growing and the Park & Recreation Department has to grow with it or there is going to be a lot of resentment from the people who can't get into the programs. Lorilee stated that she did put in for more personnel last year and FinCom shot it down. Adiournmenh MOTION: -John motions to adjourn. Betty seconds the motion. ALL IN FAVOR. NEXT MEETING WILL BE HELD AT THE HIGH SCHOOL IN ROOM 101 AT 7.00 PM. Respectfully submitted by: Diane Troy, Commission Secretary Date �7 Bet O'Co or, Commission Clerk Date