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HomeMy WebLinkAbout1997-01-08 Recreation Committee MinutesThe Recreation Committee meeting came to order on Wednesday, January 08, 1997 at 7:30 PM in the Conference Room at the Town Hall. Committee members in attendance included John Pacino, Chris Campbell, Claire Bolger, Dave Bryant, Jesse Mraz, Sue Cavicchi, Kate Kaminer and Lorraine Salter. Also in attendance was Associate Member Dennis Lucyniak and Recreation Administrator Joe Connelly. Reading Residents in attendance included Barbara Melanson, Debbie McCully, Ed Kosta, Peg Commttto, Margeret Cowell, Robin D'Antona (REAP), Nanette Matrullo, Rosanne DeFreitas, Carol Hollingshead, Brian Snell, Donna Rice, Phil Rando (YMCA), Marsie West, Carol Edwards, Kathleen Golini. Pacino made a motion to approve the minutes of the Wednesday, December 11, 1996 meeting. Salter seconded the motion, approved 6-0-2. New Business: Connelly reviewed the agenda. Reading Recreation opened the public hearing on the recommended 1997 Summer fees. Connelly reviewed the intended goal for 1997 Summer surplus and explained how that amount was calculated. Recreation Committee Minutes January 08, 1997 Connelly reviewed and summarized each Summer program and answered Committee questions. Pro ram Regular Camp Junior Camp Jr. CIT Swim Lesson Open Swim Theater in Green Touch of Class Clinics Field Fees Special Events Recommended Fee $136,$72 $85,$45 $100,$60 $80, $100 (CWS) $1.50, $3.50, $6 $25,$45,$75 $40,$70,$100 Free Free 15% of Gross Same Same Comments Increase due to increased salary ex. Increase due to increased salary ex. New Program for 7th and 8th Gr. Pool can not afford to lose $4,000 This program dependent on weather, as estimated losing $6,000 with new fees Summerfest Sponsor Some sponsorship, cut last concert Second child discount for Summer Camp $5 _ Discount for Session 3 Swim if register when register for sessions 1 or 2 Comments: Connelly also reviewed the electricity bills that accumulated from the tennis court lights, basketball lights, skating lights, and imagination station lights. Connelly did explain that Recreation has requested complete support from the general fund for electricity in FY98. Mraz asked if it would be possible to consolidate pool time. Connelly explained that with the Summer Camp use it was consolidated as much as possible. Kaminer asked if we could cancel Session 3 of swim lessons. Connelly explained that it would be extremely difficult to find College student employees for only 6 weeks out of the Summer. Cavicchi and Kaminer asked it Connelly was sure that Recreation wanted to run the 4th Annual Coming Together Dance. Cavicchi pointed out that last year Connelly said he would never do it again. Connelly responded that he felt it was an excellent idea and would like to give it one more year before deciding not to run the event. - Pacino asked if any considerations was given to holding the Summer Concerts earlier in the day. Connelly stated that many of the participants enjoy the after dinner time slot (6 PM - 6:30 PM). Kaminer motioned that the Recreation Committee accept the 1997 Summer Recreation Program Fees as recommended by the Recreation Administrator. Seconded by Cavicchi, approved 8-0-0. The Committee decided to postpone it's discussion of a skate board/ in line skate facility until the February meeting so that Reading Resident Chryle Schiatel may be present. Imagination Station Permitting Connelly reminded the Committee and attending public that the proposal was in draft form and that the current discussion was not an official public hearing. Connelly stated that upon this discussion revisions would be made to the proposal, followed by a open hearing, followed by a formal recommendation to the Board of Selectmen. - Connelly reviewed the draft proposal keying on the following items: o The fees collected by the Recreation Division would serve three functions: 1) Maintain the facility 2) Cover administrative cost 3) Defray the cost of all Reading Recreation programs Connelly further explained #3 stating that monies collected from imagination station would not necessarily be used to fund other programs but would be deposited into the revolving fund, therefore users should be aware that monies collected may be used to off-set the cost of other recreation programs. Definitions of Reading Residents, Reading Based Employees, and Non-Residents. No permit would be necessary for small groups of children 1-19, Residents or Non-Residents. O The current policy mirrored policies from the Towns of North Reading and Andover. Debbie McCully pointed out that the Andover facility was on school grounds and may function under different rules and regulations. Children to chaperone ratios Connelly explained the current ratios were taken from the requirement set forth by the Massachusetts Department of Public Health for day camps. Connelly did state that the OFC, which is the organization which govern child care providers, follows different ratio guidelines. Connelly asked Barbara Melanson who is the towns child care provider director to explain. Barbara Melanson explained that the OFC currently requires a 1:6 ratio for children under 5 years of age, but may be changing in the near future, decreasing the ratio to 1:5 . Connelly stated that before a final proposal is written he would contact the OFC and the Mass Department of Public Health and the higher ratio of the two would be used. No food or drink would be allowed in the facility. + Large groups of 20 or more would require a written permit from the Recreation Division. 1) Must request the permits at least 48 hours in advance Rates for Large Groups Connelly reviewed the current fees as they were written $25, $20, $15 for Residents and $50, $45, $40 for Non-Residents. Connelly stated that he had spoken with town council and discovered the following: 1) If fees are to be charged they must be assessed to both Residents and Non-Residents. 2) The fees do not have to be multiples of each other. In theory one could charge $1 to residents and $100 to Non-Residents. 3) Exemptions could not be made, except maybe to religious groups. Debbie McCully stated that according to the constitution all groups must be treated equally. • Three reasons why Reading Recreation is proposing permitting for Imagination Station 1) Control over the facility, who is using the facility and when. Easier to handle complaints regarding behavior, destruction, litter, etc. 2) Maintenance Cost - Connelly explained that the Recreation Division was almost entirely self supporting and $1,000 a year in maintenance cost is extremely significant. Connelly also explained that because of the high usage level and over all mass of the facility, constant maintenance is required. Connelly also reviewed the findings of the playground inspection done by the Massachusetts Interlocal Insurance Agency. The group expressed their lack of knowledge that the Recreation Division was self supporting. Connelly explained the Committees constant effort over the past three years to inform residents of this situation. Debbie McCully stated that there may be other ways to raise funds to maintain the playground. Salter stated that there seemed to be a lack of volunteer support from the community when it came to maintaining the facility on a regular basis. 3) Discourage large out of town groups from using the facility Connelly stated that on any given day during the -Summer season their are school bused and vans pulling in and out of the facility from communities all over the north shore. Connelly opened the discussion Peg Committo stated that a volunteer committee may the answer to fund raising. Connelly stated that this would be a welcomed idea, but any committee formed must be willing to make a long term commitment and not disappear once their children out grow the facility. Ideas from the group included: A) Permitting parking in the facility B) Permitting without charging fees C) Permitting time frames for large groups and time frames for public use D) Permitting during the Summer months only Robin D'Antona asked if permitting was the only solution and suggested that permitting the facility may cause more problems than currently exist. A major question was on the monitoring of the facility. Connelly explained that he would be the direct monitor of the facility. Connelly explained that particularly during the Summer months he is at Coolidge/Birch Meadow complex daily. Connelly also suggested that the area would police itself with the users informing him of large groups or out of town users. Connelly stated that as long as a full time person was not sitting at the facility, there would always be groups that use the facility without a permit. Connelly suggested that the first year would be a learning period for groups that come to the facility not knowing a permit is necessary. Connelly suggested that once the word got out that permits were needed, out of town use would decline. How would your enforce this policy? Connelly stated that obvious police support would be necessary. Kaminer asked if a nominal fee or $1 was accessed to in town groups and a larger fee assessed to out of town groups, would there be opposition. Robin D'Antona asked why working parents, who need child care should be responsible for maintaining the facility, when there are others who use the facility on a daily basis? Connelly reminded the Committee that in order to discourage out of town large group use of the facility by charging a fee, a fee must also be assessed to in town residents. Pacino reminded residents that Recreation was self supporting and that he believed more help should come directly from the municipal budget. Salter asked all those in attendance to contact Connelly with any suggestions concerning an alternative to permitting the facility. Pacino exited the meeting at 9:15 PM. 4 Bryant stated that users pay Recreation to use the town owned pool why shouldn't users pay to use the town owned playground. Robin D'Antona stated that because everyone who walked through the pool gates pays the same fee it is more acceptable that only day care providers paying to use the facility. Connelly and Campbell thanked everyone for their participation in the discussion. Connelly stated that he will send each resident who signed-in, a copy of the draft proposal and invitation to the official public hearing. Members of the public exited the meeting at 9:45 PM. The Committee discussed the permitting of the Imagination Station facility. The Committee asked Connelly to invite the Board of Selectmen to the next Committee meeting to discuss this proposal. Connelly reviewed the Recreation Administrators report, answering questions from the Committee. Salter asked why participation was low at the open recreation program. Connelly stated that for some reason unknown to him the regular users have not been participating this season. This is despite high visibility in the Chronicle. Kaminer motioned to adjourn the .meeting, seconded by Bryant, approved 7-0-0. The Committee was adjoprned at 10:05 PM. r 1`l