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HomeMy WebLinkAboutRecreation Comm 02/13/1995RECREATION COMMISSION AGENDA February 13, 1995 1. 7:00 P.M. - Minutes from January 9th meeting. 2. Correspondence 3. 7:30 P.M. - Jim Troy - 1995-96 Community Calandar 4. 8:00 P.M. - Youth Basketball Task Force 5. Old Business 6. New Business 7. Adjournment If you cannot attend this meeting, please call the office by 11:00 a.m. Monday February 13, at 261-7384. Thank you. KH/kh 1/10/95 IC RECREATION COMMISSION February 13, 1995cr r ', 2n N ?: 2 Members Present: Commission Chairman, Ron Reeves, Commission member's, Betty O'Connor, John Bowen, Tom Baker Lorilee Fish, Director of Park and Recreation Kristen Helmreich, Asst to the Recreation Director Excused: Maria Gazzolo, Commission Member MINUTES: Ron motions to accept the minutes of January 9 1995. John seconds, all in favor. TABLED: ICE TECHNOLOGY - We did get a letter from Susan Jacobs. Interrogatories sent to Ice Technology in Illinois. We should hear back from them some- time in February and then a court date can be set. We are hoping to go to arbitration. If we do, the court would set the arbitration parameters as to what is awarded, if anything. BUSINESS: SUMMER CAMP - The total registration fees for 1994 amounted to $ 51,238.00. Fixed cost expense included payroll ($ 37,413.00), t -shirts, advertising, printing, equipment, and supplies. Total fixed cost expenses were $ 44,202.00. Our positive balance was $ 7,036. With the increases of 4% plus $.50/hr per employee, we are still looking at $ 3,000.00 plus. By adding a new 4th year counselor, with the majority of children going for the 8 week sessions, it will more than cover the raises for the counselors. We are going into the season with a $ 7,000 surplus on the camp program. MOTION: Ron motions we increase all camp counselors, director, posi- tions by $ .50 per hour with the exception of camp secretary to $ 7.00 per hour as shown on the Summer Camp Fiscal Report for 1995. John Seconds the motion. ALL IN FAVOR. NONE OPPOSED. MOTION: Betty motions we increase the 1995 Summer Camp fees by $5.00 per week for residents and as stated on the February 13, 1995 agenda for non-residents. Tom seconds the motion. ALL IN FAVOR. NONE OPPOSED. Non-residents do not qualify for scholarships. 1995 - 1996 CALENDAR - JIM TROY - The feedback from the survey overall was extremely favorable. There was no negativity. Gold sponsors would like to repeat for next year. Bronze sponsors are likely to advertise again. Auto Care will advertise again with a coupon this time. Ray Mar- tin will advertise again. Video Mania would like a coupon this year. We should go with 6,000 calendars this year and the coupons should go very well. We should be able to increase rates this year and it shouldn't be a problem. Coupons should be $ 500.00 this year vs the $ 400.00 last year. The printing cost of the calendars will probably be around $ 5,500 for 6,000 calendars. Mailing is expensive so we should think about other means of distribution ie give a supply to our spon- sors, etc. There will be 3 gold this year, if more people are inter- ested in the gold, we can work that out to fit more in the calendar. Letters to go out to sponsors by the 2nd week in March. Lorilee should collect data and as it comes it, fax it to Jim's office right away. YOUTH BASKETBALL PROGRAM - JERRY TULIS - No major concerns. He thought Lorilee and the Commission presented an excellent proposal. Went over the letter sent by Lorilee and the Commission dated February 8, 1995. Task Force would like grades 1-3 together and grades 4-5 together. Ron stated that Force will be able to work this concern out. Jerry would like to see the budget. Talked about the establishment of a gift ac- count which means other funds cannot supplement the YBP. Task Force is concerned about space. There is minimum practice time now. They want more gym time if possible. Ron's main concern is getting the leagues going. Mike does not want to jeopardize METRO WEST'S time. He believes it is at a minimum now. Ron stated that we are putting together a structure right now to work with the school department. Commission has no say in Wheaton College's gym. Lorilee would control inventory etc, and initial organizational meetings. The Board of Directors should be put in place, there should be a proficiency in the schedule, it should be run properly. If the Task Force meets the criteria, Jerry would like the program to be transferred at the beginning of the January 1996-1997 season. The Task Force would like to shorten the time period for turn- over. They would like the parents to get involved, maybe volunteering would include hall monitors. Scheduling will be done through the Parks and Recreation office. Ron would like to see the Board in place and then decide on the budget and the director. Mike thinks we do not need a director, we could spend the money on other personnel. The Board should report directly to Lorilee. She needs to know what is going on until the transition. A review criteria will be established by the MYB Board of Directors which would outline the MYB program to be transferred from the Park & Recreation Department. At 18 months, the review will take place and if the criteria is met, the program is transferred. Jerry would like this restated to read "at an earlier time as partitioned by the Board". A September 1, 1996 date is targeted. Lorilee will get moving on the advertising. Advertising expenses are defrayed by the Recreation Department. We will hold on #6 #7, and #8 as stated in the letter. We have to begin with #5 (see attached letter). Jerry and Lorilee to sit down and do an advertisement. Ron suggests that they get a good solid base with volunteers to start with and get a lot of people involved early. Skill levels should be addressed. Criteria is the key. Commission will keep close tabs on the program. Tam would like to go 2 seasons to see how the Board of Directors operates. Ron is concerned about the program director or lack thereof. Ron would like to have a program director to start. He would like to see a "planning guide" laid out for a smooth transition. This will ensure the program is well structured. By Lorilee educating everyone, it should run fairly smooth. Lorilee needs to think of a long term mission for this group on how it will grow and how to implement it. The Parks and Recreation Department would be in a position to integrate all schedul- ing, collections, and volunteers. We need to put something together on all the above points. PLANNING MEETING - If anyone would like to attend February 18, 1995 meeting, they need to make a reservation. MBC MEETING - 1/10/95 - Ed Tartufo and Lorilee spoke to the committee and they all agree that Memorial Park should be developed for schools and town use. They are submitting a preliminary plan to the State at the end of January with actual plans in June. Lorilee will keep in touch with Maureen Doherty and if anything comes up, Maureen will let her know. SWIMMING PROGRAM - Kristen received a letter from the Girl Scouts camp dated January 9, 1995. This sounds very good to the Commission. There will be at least 2 life guards. There is a field and a pavilion. We could use the site for walks and hikes while a group is swimming. The cost is $ 35.00 per day for the whole group. We will have to pay for the life guards. This is for a 10 day stretch. We could have an option of swimming for 2 weeks. There needs to be a minimum of 40 children to run the program. This could be part of our Summer Camp activities, and also open it up to the public. Commission would like to see this of- fered to the general public first. Lorilee would like to start small a.m. and p.m. sessions with an option to cancel if there are not enough children interested. The cost would.probably be $ 35.00 per child to campers and public - 2 sessions. Lorilee would like to see this adver- tised on a 1/2 sheet flier. She will check on insurance coverage. Eas- ton is almost the same thing, only it is 45 min. The only slot they have available would be from 11:15 a.m. to 12:00 noon. VOICE MAIL PHONE SYSTEM - We can add a phone line for $ 8 per month and each additional recorded phone message for $ 8 per box per month. Calls can be forwarded to a "real person" (the main line) by pushing "0". This is worth trying. ADULT VOLLEYBALL - David Youngsman would like to run a volleyball clinic to educate people on how to improve the quality of their volleyball playing. GARAGE SALE - May 20, 1995. Registration begins April 3, 1995. Lorilee would like to hand out refrigerator magnets with the logo and phone num- bers on it at the Garage Sale. She would also like to sell the left over t -shirts. YOUTH SUMMER CAMP - Canceled. NEXT MEETING: February 27, 1995. ADJOURNMENT: Betty motions to adjourn. John seconds. ALL IN FAVOR. Respec fully submitted by: ?r L Dian6 Troy, Commissio Secretary 4, B ty 0' onnor, Commission Clerk Date Date