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HomeMy WebLinkAboutRecreation Comm 03/25/1991I � RECREATION COMMISSION MINUTESJ'r'`+' �: 7 MARCH 25, 1991 C, i++ Ji Present: Chairman Ron Reeves, Commissioners Joe Sarro, Wayne Currie, and Bill Ciavarra MINUTES OF FEBRUARY 25, 1991 Bill Ciavara motions to accept the minutes as is. Joe Sarro seconds the motion. ALL IN FAVOR. CORRESPONDENCE Field Requests June 1 - MA Junion Chamber International Senate They have requested the use of the softball field from 2:00 p.m. to '4:30 p.m. and have requested that the fee of '$10.00 be waived. Ron: Motion to (approve the request, contingent upon the non waiver of the fee. Bill seconds the motion. ALL 'IN'FAVOR. July 4 - TLC Fund Raiser This is a fund raising event. They', expect approximately 500+ people. No rain date requested. Set up at 8:00 a.m. and open at 10:00, close at 6:00. 1This event will end with "Concerts on the Common". :This event is to continuehelping Mansfield families who have family in Saudi Arabia (approximately 23). Ron thinks they would need an Park Assistant. Lorilee stated that the 'com- mon will be picked up. Joe motions we allow to let them use the South Common on July 4. Bill seconds the motion. ALL IN FAVOR, Lorilee stated that they would like to put up a tent in case of rain. She thinks it could do some damage :to the common. She also brought to the attention of the Commission that if it 'does rain, Concerts on the Common will ,be moved to the High School. Recreation Commission Minutes March 25, 1991 Page 2 REVOLVING ACCOUNT As of June 30, 1991 we can retain $10,000; without designating the monies ;for a,specific use. Any monies over the ;$10,000, if not designated for summer_ programs, would then go into the General Revenue Account for the Town. The 'Recreation Department is aiming to reimburse the Town for '5% of the Recreation/overhead expenses for the department through the Revenue Account, ap- proximately $2,500.The way we have structured the fees for sum- mer camp would cover the summer camp counselors and some sup- plies. SUMMER CAMP Bill would like to consider changing the "Free for third child rule for summer camp. Counselor's pay rate is frozen for this year. Our aim is to come within 10% of the full expenses for the cost of the camp. The money Boston Scientific donated ($200) is to be designated to benefit children who cannot afford to go to summer camp, but would like to attend. The registration money will be used to pay the counselor's.The program director's salary is coming from another source. This has not been decided as of this date. Estimated payroll does not include the director's salary. There are two options for paying the director's salary. One would be taking his salary out of the Gift Account, the other being the '.Revenue Account. The director will be paid on a weekly basis after July 1, 1991, until the program ends on.August 23. Wayne would 'like to tie the director's salary into the registration fee in the 'future. There will be a.10:1 child/counselor ratio. You cannot look at the camp's costs in one lump sum. You have to look at it on a week to ;week basis. Camp still does not pay for itself. We want to 'take a very small loss for this ,program. Lorilee has also received inquires from town employees regarding the summer camp tuition and the resident/non-resident fees. The - employees would like to know if they can pay in -town registration fees versus the non-resident fee because the work for the 'town• The Commission stated they pay non-resident fees. S Recreation Commission Minutes March 25, 1991 Page 3 SUMMER CAMP SCHOLARSHIP REQUEST'SUMMARY Commission went over the scholarships received to date. All scholarship applications have to be into the Recreation Depart- ment by ;May 31,'1991. Last year 23 scholarships were awarded and 30 requested the scholarships. No one :was turned away, but those 7 applicants withdrew their, applications because the could not afford to send their children on the trips. Question was asked as to whether the scholarship application can be evaluated more closely. Is it legal to verify their income? Would like to have the neediest children go to 'camp. Further discussion tabled until we receive all the scholarship applications. At that time the Commission will determine scholarship awards. Wayne will discuss, .at that time, his formula for determination. POOL Ron stated that we were suppose to meet tonight with a group of people who would like to raise money to have a feasibility study done for a pool in Mansfield. This group has rescheduled for another night, but would like to talk about this before we 'meet with them. Lorilee stated that we can send out`a "Request for Proposal"to different companies to determine the cost of a feasibility study.; It is important that we have a committee and the Commission should be independent from this committee. 'There is ;$2,000 in the "Pool Fund" and should be designated for Capital Outlay after the pool is built. Diane will send a letter to Joan Cutillo stating that the $2,000 in the account will be solely used ,for Capital Outlay, with a copy to Larry Gallagher, Town Accountant.The Commission has control over how the funds are to be used. BUDGET CUTS William F. Williams, Town Manager, recommends a 6.5% cut for all departments. Commission went over budget reductions. Recreation Commission Minutes March 25, 1991 Page 4 PROVISIONS FOR USE OF SCHOOLFACILITIES We spend approximately 120 hours of our overtime at Memorial Park for the Mansfield High School's athletic programs, i.e., football games, soccer games, etc. Commission feels that at the meeting with Dr. Warren that all the fees will be waived when we need to use their facilities. REVISED CAPITAL IMPROVEMENT BUDGET Recreation Department not included in this budget. MANSFIELD CABLE ACCESS CORP..- LICENSE RENEWAL Letter to William F. Williams, Town Manager dated February 25, 1991 from Mansfield Cable Access Corp regarding License Renewal Ascertainment Study. Present license comes up for renewal in December, 1992. Proceedings include an ascertainment study, per- formance`'review and proposal for renewal'.` Federal regulations dictate 'what a Towm may request and specify the allowable grounds for denial and renewal. The letter is requesting all Town Departments, Boards and Committees to provide their written input to the ascertainment (study by May 1, 1991. Lorilee stated that she would like to write a'letter for them stating the use of additional funds. Some of their money will be put towards some of our needs. Ron is not in favor of Lorilee writing this letter. Lorilee stated that they are asking for our support and they can bring our programs to the residents through Cable. We can probably utilize cable for the summer camp program next year. We can com- prise a letter and emphasize and direct the letter towards promoting our programs. Commission argued that most of the time Cable does not update their station with current information. You see winter programs on in the spring. Commission stated that they need to take responsibility on what is advertised on Cable. They are still not in favor of putting a letter together at this time. Recreation Commission Minutes March 25, 1991 Page 5 PROGRAM FEE STRUCTURE Tabled until April 8 meeting. Will set fees for all programs at that time. Packet of all 'revolving account program summariza- tions stapled and distributed for that meeting. CIRCUS Saturday, May 4 at 12:00 p.m. at the Providence Civic Center. Cost of tickets: $8.50 per ticket. Bus: $2.50 per person. Wayne motions to set ticket ,price of $11.50 per ticket, including bus. Ron seconds the motion. ALL IN FAVOR. BUSINESS Use of Field/Park Recreation Commission Policy - Memorial park - rules and regulations. Commission will look this over and get back toLorileewith com- ment--. Summer movies The Light Commissioners denied the request for the projector and said there will absolutely be no unnecessary purchases. 'Lorilee is trying to contact the schools to see if they have a project. Lorilee will also ,contact Bruce Montgomery at Great Woods for financial assistance. Annual 9ualters Middle School Dance Friday, April 12, 1991 at 7:00 p.m• to 10:00 p.m., grades 6 through, 8. Ron would like Lorilee to send a memo to the volun- teers`asking for their assistance.Lorilee has not heard back from Steve Greengross. He does not want this dance to be as- sociated with the school at all. Lorilee asks if we do not have the teachers to chaperone, do we still hold the dance? Commis- sion states that we will not have the dance if we do not have the teachers to chaperone. We will be able to go ;with fewer teachers.' There will be two uniform police officers,; one inside and one outside. Volunteers are Susan Dybes, Steve and Sandy Jackson, Lorilee and Jerry St. Hilaire. Nobody has called from the volunteer lists as of this date. Ron states that there has to be a way to spread the work out and not have everything fall - on the same people all the time. Will send letters to the volun- teers again, asking them for their time. Recreation Commission Minutes March 25, 1991 Page 6 March 8th 'Ski Trip Cancelled. Summer Camp - Extended Hours CIT's were suggested. Goals & Obiectives For the April 8 meeting the Commission will look over the goals and objectives and have their comments and modifications ready to be discussed. Next Meeting April 8, 1991 at 7:00 p.m., Room 1 Town Hall Adjournment Wayne: Motion to adjourn. Joe: Seconds the motion. ALL IN FAVOR. (10:30 p.m.) Respectfully Submitted By: `c Diane Troy, CommiswIfn Secretary 4 (1 —C -- Cl-/? mmissi(n) n lerk Date