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HomeMy WebLinkAbout2015-10-13 Recreation Committee MinutesOAP OF R� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Recreation Committee Date: 2015 -10 -13 Time: 7:00 PM Building: Pleasant Street Senior Center Location: Lounge Room Address: 49 Pleasant Street Purpose: Monthly Meeting Session: General Session Attendees: Members - Present: John Feudo, Kate Kaminer, Mike DiPietro, Rich Hand, Adam Chase, Nancy Linn Swain, Frank Driscoll, Emily Sisson Members - Not Present: Mary Ellen Stolecki, Dan Foley, Jeanne Borawski Others Present: Genevieve Fiorente Minutes Respectfully Submitted By: Genevieve Fiorente Topics of Discussion: John Feudo calls the meeting to order on behalf of Kate Kaminer at 7:1013M. Frank motions to accept meeting from September and Rich Hand seconds the motion. The committee votes 6 -0 to accept the minutes dated September 15, 2015. J. Feudo leads into meeting by speaking about field fees. Field Fees have not been raised in about 9 years. Frank Driscoll says since August of 2006. John explains the old field fee structure of charging per game and how now the organizations are charged at per player per season. The fee raise would be $2 per player. J. Feudo also spoke briefly on the deficit from 2004 and how it was corrected. F. Driscoll asks J. Feudo why the committee would raise fees. J. Feudo answers sustainability. To sustain staffing levels, offset escalating program costs, upkeep on fields, etc. F. Driscoll states the fees will go up but he thinks organizations will see no real benefit. Adam Chase asks about surplus of fees to better understand the budget. J. Feudo says the division used to have to recover $150,000 but the intention is not to turn a profit, the intention of the Rec Revolving Fund is to provide programming to the residents at an affordable rate. Nancy Swain suggests instead of giving all the money back to the town could the Recreation Division give a percentage back to a field at the end of the fiscal year. J. Feudo answers that all of the monies are held in the Recreation Revolving Fund. Under the Recreation Revolving Fund there can be no capital expenses unless they are directly related to Rec. programming. J. Feudo also stated that it would be difficult to budget for as the amount of money turned back to the town his relatively unknown until June as it is very much dependent on registrations. Rich Hand asks if money is able to be carried over year to year. John Feudo says no. Only $10K may be brought forward and unencumbered. Page I 1 A. Chase asks about the amount of money the Recreation Division receives in field fees. J. Feudo says that approximately $50,000- $55,000 a year is collected in field fees and that the DPW continues to increase fees their charge to the Rec. Revolving by 2 1/3 percent each year. The Rec. Revolving fund Is currently sending approximately $20,000 of support to DPW for seasonal staff for park upkeep in support of youth and adult sports programs. R. Hand asks about the exact price per child /person per field. J. Feudo answers $10 /person on grass and $12 on synthetic turf for in -town organizations. A brief conversation is had about youth /town sports organizations about their fees and the effects this will have. F. Driscoll asks if the increase of fees will offset the debt of the lights. J. Feudo said no. J. Feudo goes on to say that his goal is to keep fees fair and to keep programs at their market price. F. Driscoll asks about the rental fees Recreation pays to the schools for space. J. Feudo answers that the fee goes up 2 1/2 percent every year and Is now approximately $32,000 for the year. R. Hand asks about the surrounding towns and their field fees. J. Feudo gives several examples of other town's field fees and structures noting some have tiers, others have similar procedures as Reading. A conversation occurs within the committee about the fairness of rental rates and comparisons are made with neighboring towns. Rich Hand mentions that $2 raise in field fees Is not significant and that it is insurance for covering Recreation overhead. N. Swain asks the opinion of J. Feudo. J. Feudo says he believes the committee should raise the field fee by $2 and to enhance the price per hour for out of town renters across the board. Currently Parker field is way below market value for non - Resident renter. Therefore, there are many requests for it. J. Feudo discussion information of new proposed fees.(see below) The current field permit procedures are also distributed. M. DiPietro asks where this would cause the Recreation Division to lose business. J. Feudo answers that probably just out of town renters may not request as much time. The current field fees for non - Reading organizations is currently far below market rate. Another short conversation starts up on the topic. N. Swain makes a motion to accept proposed field fees as presented in the handout. Kate Kaminer seconds. All are in favor with a 6 -0 vote, 1 absent as Frank Driscoll had exited the meeting a few minutes prior. J. Feudo would like the change to take effect on January 1, 2016. John Feudo says the Birch Meadow Master Plan Sub - Committee recently met to talk about next steps in the planning process. The Birch Meadow Master Plan Committee has a plan to meet with special interest groups to go over the plan and get feedback. The hope is to use those conversations with the info gathered from the surveys to get a sense of priority as far as what should be done and to present at Town Meeting in April. The Board of Selectmen is also interested to meet with the Recreation Committee and would be looking to set up a joint meeting sometime in December. Page 1 2 Genevieve Fiorente gives an update on Recreation Events. She talks about current programs that are in session and some important events this month like Pumpkin Painting, Halloween Parade, and the Downtown Trick or Treat. Recreation is also holding Travel Basketball Tryouts and making teams this month. Rich Hand gives an RCASA update. He says the Annual Meeting on September 30`h at the Jordan's IMAX Theatre was a success. There were about 300 people in attendance for the viewing of "IF ONLY ". A brief conversation starts up about the improvements at Washington Park when Nancy Linn Swain comments on how nice the new path is. Kate Kaminer makes a motion to adjourn at 8:30pm. Rich Hand seconds and all are in favor 6 -0. Page 1 3 Curent Field and Facilitv Fees Rates based on per field Reading Based only Re ular User Non- Reatlin Reading Resident Or anization eadino Organization Non - Resident Casual User: Reading Resident Non - Resident Reading Resident Reading Non -Profit Non - Resident Stadium Field/T2 @ RMHS $12/ player/season See School Dept jSee, School Dept See School Dept See School Dept See School Dept Collins Field at Parker $121 la er/ season $75 /hr $1501hr $75 /hr $37.50/hr i $150 1hr Grass Playing Fields $10/ la er/ season $201hr $20 1hr $10 /hr $10 111r $20 1hr Tennis Courts/ reserve-a- game N/A $5/hr $10 /hr $5 /hr NA $10 /hr Camps or Clinics Fee Matrix Fee Matrix I Fee Matrix NA NA INA Basketball Courts $300 /da y/field NA No Reservations NA Basketball Courts No Reservations Playgrounds PW rounds No Charge - Civic Function Form No Charge - Civic Function Form $35 per night $25/hr $50/hr $25 /hr $12.5/hr $50/hr ,Lights Cost of Use $25 /Hr $50/hr $25 /Hr $25 /Hr $50/hr Proposed Field and Facility Fees Rates based on per field Reading Based only Re ular User- Non- Reading Resident eadino Organization Non - Resident I Casual Users Reading Resident Reading Non -Profit Non - Resident Stadium Field/T2 aD RMHS $14/ playerlseason See School Dept See School Dept See School Dept See School Dept See School Dept Collins Field at Parker $14/ playerfseasom $1001 hr $1501hr $1001hour $501hr $150 /hr Grass Playing Field $12/ la er /season $301 hr $50Ihr $101hour $101hr $50 /hr Tennis Courts/ reserve-a- game N/A $51hr $10/hr $51hr NA $10 1hr Camps or Clinics Turf Rec. program Fee $500/day/field $500/day/field NA NA NA .Camps or Clinics Grass Rec. program Fee $300 1da /field $300 /da y/field NA NA NA Basketball Courts No Reservations PW rounds No Charge - Civic Function Form Li hts $35 per night $25/hr $50/hr $25 /hr $12.5/hr $50/hr Day is defined as 7 hour block Reading organizations charge by season not by field SPRING SEASON PARTICIPATION INCREASE Reading Organizations 2015 5% 10% 15% Babe Ruth 130 137 150 173 Men's Softball 485 509 560 644 Reading Youth Lacrosse 453 476 523 602 Reading United Soccer 758 796 875 1007 Reading Rao T -ball 206 216 238 274 Youth Baseball 575 604 664 764 Youth Softball 205 215 237 272 Total S rin 2812 2953 3248 3735 SUMMER SEASON PARTICIPATION INCREASE Reading Organizations 2015 5% 10% 15% Babe Ruth 100 105 116 133 Men's Softball 485 509 560 644 Reading United Soccer 125 131 69 166 Summer Field Hockey 100 105 1492 133 Youth Baseball 115 121 2115361 153 Youth Softball 54 57 780 72 Total S do 979 1028 3060 1300 FALL SEASON PARTICIPATION INCREASE Reading Organizations 2015 5% 10% 15% Reading Pop Wenner 128 134 148 170 Men's Softball 485 509 560 644 Reading Youth Field Hockey 60 63 69 80 Reading United Soccer 1292 1357 1492 1716 Youth Baseball 137 144 158 182 Recreation SNL Fla Football 675 709 780 897 Total S do 2649 2781 3060 3519 Total Participation 6440 1 6762 1 7438 1 8554 FAX: (781) 942 -5441 Town of Reading 16 Lowell Street Reading, MA 01867 -2685 RECREATION DIVISION: (781) 942 -9075 FIELD PERMIT PROCEDURE The field fees collected by the Reading Recreation Division serve three functions 1. Fees collected are used to pay for seasonal staff for the DPW Parks Department to help with the maintenance of fields. 2. Fees collected are used to cover the administrative cost of field scheduling by the Reading Recreation Division. 3. To help offset expenses for upkeep of parks and playgrounds. i.e. rim/net replacement, minor playground repairs etc. Priority: Field Priority will be decided in the following order: 1. RMHS Athletics and Extra - Curricular Activities 2. Reading Recreation Programs 3. Reading Organizations 4. All other users on a first come, first serve basis Procedures and Definitions Casual User. Defined as an individual or organization not associated with a team or league that has field use for not more than 1 day per season. (Ex. one time events such as birthday parries) Rerular User. Defined as an individual or organization that uses the field more than 1 time per season but is not considered a resident league. (Ex. multiple bookings for single purpose —i.e. Men's Soccer League) Dav: Defined as (7) seven consecutive hours between the hours of 8:00 AM — 8:00 PM. Tournaments Tournaments will be defined as a one week or weekend entity separate from an organizations regular schedule. Non - Readier Recreation Sponsored Caew Field Fee Non - Reading Recreation Camps are defined as any camp or clinic that is offered within the Town of Reading, but not sponsored by the Reading Recreation Division. Reading Residents: Reading Residents are defined as any persons) with either town residence, employment with in the Town. attends the Reading Public Schools, or graduated from a Reading Public School System. Ali others will be considered non- residents. Reading Organizations: Reading Organizations are defined as any group that is Reading based and encompasses a membership of no less than 50% of Reading Residents. Non -Town Organizations — Are defined as any casual or regular user that is not classified as a Reading Organization or Reading Resident. 1. Reading Organizations - Applying for Field Permits The Recreation Director will make his or her best effort to accommodate each leagues request. if two or more organizations request conflict, the Recreation Committee or designee will handle and resolve the situation as fairly and equitably as possible. The league president or coach shall apply for the field necessary for all home games and practices throughout the season, by the designated deadline. Rain dates should not be requested at this time. 2. Fee Payment Organizations shall pay 75% of their field fees to the Recreation Division at the time the primary roster is turned in. Permission for field use to an organization for their next season will not be granted if there is an outstanding field fee balance. At the Midseason organizations shall submit a final roster with the remaining 25% of the balance. Season Deadline Midseason Spring (April 1 - June 20) February 17 May 15th Summer (June 21 — August 31) May 15 July 15th Fall (September 1 — November 30) August 7 October 15th The Recreation Division will issue permits for all time requested for both practice and games. Organizations should work with in the time frame requested for practice and game times. High School Synthetic Fields (During off - season) HS Synthetic fields are rentable during the time of December 1' and February 28t° by contacting the Reading School Department Facilities office and it's on a first come, first serve basis. For rentals during the month of March organizations may make requests by February 19's. The Recreation Director will then make a March Schedule each year. Please refer to Facilities Department for fee schedule. • High School Synthetic Fields are charged at rate published by the Reading School Department. Collins Field at Parker Middle School Collins Field is rentable during the time of December Y' and February 28'h by contacting the Reading Recreation Division and it's on a first come, first serve basis. For rentals during the month of March organizations may make requests by February 19th. The Recreation Director will then make a March Schedule each year. 3. Schedule The Field schedule will be set each season by the Recreation Director with collaboration with the RMHS AD. Field Priority will be decided in the following order: L RMHS Athletics and Extra - Curricular Activities 2. Reading Recreation Programs 3. Reading Organizations 4. All other users on a first come, first serve basis Once this is completed, open space will he considered for rental. The complete schedule will be posted and shared on -line. It will be updated as needed based on weather, field availability and needs of the Town organizations. 4. Coaches mailing List The league President must submit an updated copy of his/her organizations coaches mailing list including names phone numbers and email addresses if possible. The Recreation Committee will dispense pertinent information directly to the coaches. 5. Rain Dates Request for rain dates should be made at the time the final schedule is turned in. A league may request as many rain dates as needed. Dates will be awarded based on field availability. Organizations should look internally before request rain dates from the Recreation Division. * *There will be no fee for Rain Dates. CASUAL USER Resident $10 / 2 -hr block per field Non - Resident $50 / horn REGULAR USER Resident $30 / 2 -hr block — 50% or more Residents Non - Resident $50 / hour Grass Fields Resident $12 per player per season Non - Resident $120 per player per season Synthetic Fields: Resident $14 per player per season Non - Resident $140 per player per season TOURNAMENTS /CLINICS Grass Fields: $300 per day /per field Not sponsored by Recreation Synthetic Fields: $500 per day /per field COLLINS FIELD Reading Organizations $14/ player in Season (Mar —Nov) Reading Resident $37.50/ hour out of Season (Dec — March) Reading Resident $100.00/hr Non - Resident $150 per hour (2 hr Min.) LIGHTS Reading Organizations: Market Value Reading Residents Market Value Non - Resident Groups Market Value *TENNIS COURTS Reading Residents $5 per reservation Non - Residents $10 per reservation *Limited times available through www.reserveagame. com Please note: Refer to School Department fee schedule for current rates far Turf 2 and Stadium Field for all non - Reading Organization rentals. Casual and Regular Users Applying for Field Permits 1. AAoDIv for the Field Permits A. The fields should be permitted at least 48 hours in advance of the date requested. B. A written request and payment must be received in that 48 -hour time period, before a permit can be issued. C. Only single use programs. Camps and clinics shall follow guidelines for Camps and Clinics. ** If a Resident and Non - resident submit a field request simultaneously, Reading Residents will receive preference. Non - Reading Recreation Camps, Leagues or Clinics will be assessed according to the following fee schedule: TOURNAMENTS /CLINICS Grass Fields: $300 per day /per field Not sponsored by Recreation Synthetic Fields: $500 per day /per field Please Note: 75% of the estimated monies shall be paid up front with a primary roster one week prior to the Camp, Leagues or Clinic. A final roster shall accompany the outstanding balance on the final day of the Camp, Leagues or Clinic. Camp, League or Clinic must submit proof of insurance no later than one week before the initial date requested. All clinics, leagues and camps are subject to spot checks by the Recreation Administrator. All Camps must be approved by a representative of the Board of Health. A day is defined as a minimum of 5 hours and maximum of 8 hours. The Recreation Administrator may prorate based on hours. Non - Reading Recreation Camps or Clinics will be responsible for submitting a completed list and payment to the Recreation Division on or before the first permitted field date. Basketball Court. Outdoor Basketball courts are generally available on a first come — first serve basis. Courts may be permitted from time to time by making a Request to the Recreation Division. The same fee structure shall apply as for grass fields. None of the outdoor basketball facilities shall be used for private lessons unless under the direction of the Reading Recreation Division. Birch Meadow Complex -Birch Meadow Drive Feld Location Type Notes Moscariello /Morton Field Birch Meadow Complex Grass 90' Baseball Street Feld Birch Meadow Complex Grass Softball /Skinned Lighted softball Feld Birch Meadow Complex Grass Softball /Skinned Lot Softball Field Birch Meadow Complex Grass Softball/Skinned Castine Memorial Field Birch Meadow Complex Grass Various /Skating Tennis Court Feld Birch Meadow Complex Grass 60'Baseball Turf2 Birch Meadow Complex Synthetic Vadous /School Rental Hollingsworth Stadium Birch Meadow Complex Synthetic Various/School Rental Killam Field Killam School Grass Softball /Skinned Wood End Feld Wood End School Grass Various Memorial Park Harrison street Grass Various /Passive Joshua Eaton A Field Joshua Eaton School Grass 60' Baseball /Vadous Joshua Eaton B Feld Joshua Eaton School Grass 60' Baseball /Vadous Barrows Feld Barrows School Grass 60' Baseball /Vadous Hunt Memorial Park Pleasant Street Gross 60'Baseball Symonds Way Field Symonds Way Grass 90'Baseball/Vadous Coolidge Feld Coolidge Middle School Grass Various Collins Feld Parker Middle School Synthetic Various Sturges Park Pineridge Road Grass Softball /Skinned Washington Park Washington Street Grass 90' Baseball/ Various Pearl Street Feld Pead Street Grass U -10 Soccer ONLY Revised May 26, 1999 Updated Feb. 6, 2004 Revised March 9, 2004 Amended July 14, 2004 Updated Jan. 21, 2009 Updated Dec. 9, 2009 Drafted Oct. 23, 2015 Amended Nov. 10, 2015