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HomeMy WebLinkAbout2002-04-10 Recreation Committee MinutesFAX: (781) 942-9071 Town of Reading 16 Lowell. Street Reading, MA 01867-2685 n. . All s~^ RECREATION DIVISION: (781) 942-9075 RECREATION COMMITTEE MINUTES 4/10/02 MEETING In Attendance - Alan Beaulieu, Mark Hyson, Peter Hechenbleikner (Town Manager), Jack Downing, Bernie Winne, Kate Kaminer, Lorraine Salter, Chris Campbell, Mary Ellen Stolecki, Sudie Fay, and Claire Bolger. Alan Beaulieu started the meeting at 7:21 PM Bernie Winne made a motion to accept the March 13, 2002 minutes with the following changes. On page 1 paragraph 7, sentence 4, should read "The vote passed for both nominations by a 7 - 0 vote. On page 3, paragraph 2, sentence 5, should read "Alan also stated that there is $300,000 allocated for 5 towns." Sudie Fay seconded the motion. The motion passed by a 7 - 0 vote. The Town Manager, Peter Hechenbleikner, spoke before the Recreation Committee on the Recreation Revolving account model. Peter thanked Chris Campbell, Sudie Fay, and Bernie Winne who were on the Sub-Committee for their help in developing this model. Peter presented the three-year model that we will be using to spend down the large balance in the Revolving Account. Peter stated that by law, we need to spend this Revolving Account surplus down to $15,000 by the end of every fiscal year. Peter explained the model to the Recreation Committee, stating that we would review the model on a yearly basis. The items that we will be spending the money on will be: the new Recreation Software, the hiring of a full-time Program Coordinator for the Recreation Division, additional money to the school department for rent, additional money to DPW for use as additional summer seasonal help with the fields, and any small capital items that the Recreation Division will need to purchase on an as needed basis. Peter also stated that September 15 looks like the date when the lowest point in the balance in the revolving account is. Peter went on to state that the model does not portray any raise in fees. Peter suggested that the Recreation Committee look in to raising the programming fees 2% annually, to help with the support of the model. Peter also stated that this model would go before the Board of Selectman for a vote on Tuesday, April 23, 2002. Alan Beaulieu and Mary Ellen Stolecki both voiced their support of the model, stating that they felt the one expense that is desperately needed is the additional staff person. They went on to state that the Recreation Administrator needs this additional support. Dave Bryant entered the meeting at 7:55 PM. The Recreation Committee voiced their opinion on the money going to the schools. The committee stated that Mark should speak with the Facilities Department regarding how effective custodians are at that schools for the programs. Mark stated that he would speak the Facilities Department's Director on this subject. RECREATION COMMITTEE MINUTES (con't) 4/10/02 MEETING Peter Hechenbleikner also spoke with the Recreation Committee on the Reorganization plan. This plan would put the Recreation Division under the Department of Public Works. Peter stated that this makes the most sense, since Recreation has a strong tie to the parks. Peter went on to state that the Department of Public Works has a strong finance division and that this could benefit the Recreation Division. Mark Hyson stated that his only concerns with the Recreation Division merging with the Department of Public Works are the space and the separation of the budget. Mark wants to keep the Recreation Division Revolving Account separate from the Department of Public Works budgets. Mark Hyson stated that he would e-mail all of the Recreation Committee members the Board of Selectman's Agenda for April 23, 2002. Jack Downing expressed his approval of the 3-year financial model. Jane Duggan spoke before the Recreation Committee to request a special permit for the Jay Jellison Memorial Race on August 18, 2002. Jane stated that the Race starts at 9 AM and the set-up would be at 7:00 AM. This is the third year of the race. Jane stated that they would put a tent on the Practice Football Field as they have in past years. Jane stated that last year they had 200 runners. Jane also stated that all the money raised gets put back in to RMHS for Track Scholarships. Bernie Winne made a motion to grant Jane Duggan her special permit. Claire Bolger seconded the motion. The motion passed with a vote of 8 - 0. Diana McKee from the Eastern Massachusetts Women's Soccer League spoke before the Recreation Committee to request a special permit for the use of Collins Field at the Parker Middle School on Sunday, May 5, 2002 from the hours of 10:30 AM to 1:00 PM. Diana stated that usually her games start in the afternoon, however due to Reading field scheduling conflicts, that the game needed to start before 12 Noon. Mark Hyson stated that since Parker is being used by 3 organizations this spring, there was this conflict and that it is only because of this conflict that Diana is asking for the special permit. Chris Campbell stated that he felt that this is the true intention of the special permit regulation. Chris made a motion to grant Diana McKee her special permit with the conditions that the game start at 11 AM and end by 1 PM. Bernie Winne seconded the motion. The motion passed with a vote of 8 - 0. Mark Hyson spoke with the Recreation Committee that he has had a lot of problems with the Field Scheduling this spring. Mark stated that he met with Mary Ellen Stolecki and Claire. Bolger on developing new guidelines for allocating field space and permitting field space. Mark stated that he thought that the Recreation Division should be permitting field space, not just space for games. The Recreation Committee approved Mark to move forward with the Sub-Committee on developing guidelines and once they have their guidelines, that they will present them to the Recreation Committee. Mark Hyson spoke with the Recreation Committee on the findings of the Town Counsel with regards to the proposed Skate Board Park at Memorial Park. Mark Hyson stated that he would have the 2001 - 2002 Fall/Winter Program Budget Report ready for the May 8, 2002 Recreation Committee meeting. Mark stated that he would try his best to send it out before the May meeting. 2 RECREATION COMMITTEE MINUTES (con't) 4/10/02 MEETING Mark Hyson gave an update on the Eggstravaganza. Mark thanked all the Recreation Committee members that helped out, as well as, Gail Wood who also volunteered. Mark stated that this program was a big success for being the first year. Mark stated that there were over 200 people in attendance. Mark Hyson gave an update on the Summer Sign Up Day. Mark thanked all the Recreation Committee members that helped out on that day. Mark stated that the sign up day was very organized and that within 1- %2 hours we were through the major back up in the line. Mark suggested that next year we only have a one- day sign up for Summer Camp and possibly Super Sports. All the other people could sign up for the other programs like they do normally (Walk-In, Fax-In, or Mail-In), once the guide hits the streets. Mark Hyson gave an update on Summer Camp hiring. Mark stated that he was in the process of finalizing the staff and that he should have a better idea of any vacancies for the May meeting. Mark Hyson discussed with the Recreation Committee that Castine Field should be looked into regarding the filling of the field and making it a playing field. Mark stated that he would speak with the Town Manager and the Conservation Administrator regarding this venture. Mark stated that he thought this was a wetland area and that there would be a lot of red tape to go through to make this a reality, even if we could make it a reality per conservation laws and regulations. There were no Sub-Committee Reports presented. Mary Ellen Stolecki made a motion to adjourn the meeting. Jack Downing seconded the motion. The motion passed by a vote of 8 - 0. The meeting was adjourned at 9:48 PM. Respectfully submitted by, Mark R. Hyson, Recreation Administrator