Recreation and Parks Committee Meeting Minutes

Meeting date: 
Tuesday, September 8, 2015

RECREATION & PARK COMMITTEE

 

MINUTES

 

Tuesday, September 8, 2105

Avon Town Hall, Conference Room, Building 7

                                                                                                                               

  1. Call to Order - 7:33 a.m. – By Peter Ponziani, Chairman

     

    A.                            Attendance

                    1.             Members & Staff Present

     

    Ruth Checko, Director, Todd Donovan, Donald Droppo, David Jadovich, Paul Marioni and Peter Ponziani

     

  1.        Members & Staff Absent

                                   

                                                    Laura Mensi

                   

     

  1. Minutes – April 7, 2015 

     

    After reviewing the minutes from the April 7, 2015 meeting, David Jadovich motioned to accept the minutes as presented and Todd Donovan seconded the motion, which passed unanimously.

     

     

  1. Public Comment –  None

     

IV.                Director’s Report

 

Programs

 

Ruth Checko reported that the all day camp was restructured into 2 age groups so that each could do age appropriate activities and field trips, which worked out very well.  The campers this year were bused or walked to the pool almost every day.  This was very popular.  Overall, the feedback from Survey Monkey was very positive.

 

Revenues were lower than projected, but expenses were down.  By the middle of the summer, we had about 60 campers each week.  The 3-5 year old program ran only 2 out of 4 sessions because of low enrollment.  Next year we’re going to try to partner with Canton for this age group.

 

We collaborated with the Board of Ed’s Special Needs Department.  We integrated the Special Needs kids into our staffing.  Their morning is Summer School and their afternoons are with us for socialization.  The Board of Ed pays for the support staff.

 

We did expand the CIT program.  We charged a fee this year and took 9th and 10th graders in two week blocks and added a one day training component to it.  It worked out very well.  This is an age group that we want to try and expand programming for.

 

We used to offer a morning only soccer camp.  This summer we expanded it to have an all-day option where the kids were bused from Fisher to the pool.  We doubled our numbers.  We’re going to do that again next year.

 

Sycamore Hills Pool

 

Ruth spent a lot of time at the pool this summer. There’s a lot of things she wants to work on over the winter.  She sat with the Aquatics Director a lot and has a better understanding of how they schedule and staff the pool.  She definitely see areas where we can be more efficient.  Any changes made up there would be just utilizing the staff better.

 

We bought the pool a lot of equipment - new backboards, tubes, life jackets, and umbrellas.

 

We replaced two of the chemical controllers up there.  We had water quality problems which led to closing the pool twice.  We changed some housekeeping and did some more preventative work.

 

Our swim team had 115 kids in it, which is one of our biggest programs.  So we bought them a laptop and some software.

 

Swim lessons went well.  We’re going to try and find some better scheduling options.  We’ve had requests for water aerobics and water Zumba classes.  The seniors are also interested in a time slot where they can have a free swim.  We’re going to look into it, but it’s going to be dependent on cost.

 

Parks Projects

 

At Buckingham, we ran power to the scoreboards that were donated to the town.  We ordered two dugouts and they will be installed Thursday.  We were going to take the existing batting cages from the High School, but it wasn’t feasible to do that.  So we’re going to order a new one.  We’re getting estimates on improving the fertilization program up there.  The turf has a lot of broadleaf and crabgrass in it.

 

The Sycamore Hills Restoration Capital Improvement Project has begun.  We installed irrigation all around the pools to prevent bees and clover. We had no bee stings this summer.  Savol Pools has been awarded the contract to do all the construction at both pools.  The work is going to include sandblasting, coping replacement, cement and wall work, skimmer replacements, decking and crack repairs.  Most of that work is going to take place in the fall.  The painting will take place in the spring.  Century has the contract for the main pool, but Savol will paint the little pool.

 

Sperry Park – Little League built a press box and some storage.  The project was donated and replaced the building that burned down last fall.  Upgrades were also made to the irrigation.

 

Fisher Meadows renovation was done.  DPW removed 10,000 yards of soil and put down sod.  The soil they took from Fisher is going to be used to top dress Alsop, which will be an improvement down there too.  There’s still $1.2 million in Capital to improve Fisher Meadows.  The Director of DPW and Ruth are looking at plans to phase that project in and determine how much can be done in house.

 

We’re looking into installing a solar powered water pump at the Community Gardens down at Alsop.  It was one of the gardener’s ideas.  We’re also going to look at using some fencing at Fisher that we don’t need and putting it at Alsop, to protect the fields.

 

Peter asked if the numbers were up from the camp.  Ruth responded that the numbers were pretty much where they have always been.  Hopefully the changes that were made in publicity and the brochure will help.  We definitely struggled the first week of summer.  We actually furloughed staff.

 

David asked if that’s because they don’t know when schools going to end when the dates are set.  Ruth responded that that week is always weak.  Todd asked if there’s a mandate that we have to start camp a certain day.  Ruth stated that no, we can bump it back.  The other thing we’re talking about doing is bringing on staff as a 6-week position, not an 8-week position.  And then we can have them come in the 2nd week when the numbers are up.  The other thing we want to do is expand the Middle School age are of programming and use the staff that we bring on to cover both programs.

 

Peter stated that those were all good ideas.  He asked when Ruth got a sense of the numbers this year.  Ruth responded that by the second week of June, we knew we were in trouble.

 

Todd asked what were the numbers for that week?   Ruth’s answer, there were only 25-30 kids, as opposed to the 55-60 kids that we needed to break even.

 

Peter stated that we should look out that to figure out how we can be more efficient.

               

V.                  Correspondence - None

 

VI.                Committee Communication

 

Todd Donovan said he hadn’t heard anything good, bad or indifferent.

 

Don Droppo said that the one thing he was being asked is what’s going on with Thompson Brook.  Ruth advised that they’re trying to put together a tri-board meeting in October where Luke and she will present the most up to date recommendations of this Committee.  Todd asked for clarification, whether it was for Thompson Road or the High School.  Ruth responded by stating it’s for the High School.  There’s a bit of Thompson in there, but that was downplayed.

 

  1. Old Business

 

    1. Advertising Policy – Ruth referred to Paul Marioni’s point that Little League is doing their own thing with Advertising and they keep the revenues.  Our advertising policy is for businesses in town to advertise specifically at Buckingham, but really any town park.  The revenues from the purchase of the signs would go towards improving the fields.  Paul had pointed at the last meeting that Ruth had created an unforeseen circumstance in the policy.  A line was inserted into the policy that states, “Except at Sperry Park where current policies will continue.”  Ruth asked the Committee if everyone was okay with that as it was not her intent to take away revenue from Little League.

       

      Todd wanted to make sure that we weren’t going to open up a bee’s nest with other programs like lacrosse, soccer.  Ruth didn’t believe so.  She stated that we would start a special revenue account.  We would handle the revenue and work with volunteers to make sure that the fields were improved, with their input. 

       

      Peter asked if there was any other organization that has been selling revenue, other than Little League.  Ruth responded no.  Then Peter asked if this had to be approved by anyone else.  Ruth said that we wanted the Committee to approve it because we’re actually the group that’s going to look at the signs and finds them acceptable or not.  The Town Attorney doesn’t feel the Town Council has to approve it.  He would just include it in his report.

       

      Peter asked if he or she is okay with the exception for Sperry Park and Ruth indicated yes.  Peter asked if there was a motion to approve the policy as written.  Don Droppo motioned to approve the policy as written and Todd Donovan seconded the motion, which passed unanimously.

       

    2. 2007 Recreation Master Plan

       

      Ruth stated that we talked about revisiting the Master Plan at the last meeting.  She hasn’t gotten to it.  She asked if anyone could tell her why there’s no Community Center in the Master Plan, why it only refers to fields.  Todd and Don weren’t sure, but Todd suggested that maybe it was because we already have a Community Center.

       

      Ruth clarified by stating that we have a Community Room in the Senior Center.  But the Community Room is limited.  We can only use it after 4:00 or on weekends.  We have to have a facility attendant there as well.  There’s no private use of it either.  It’s all for non-profit use. 

       

      Todd asked why there were so many restrictions and Ruth said she wasn’t sure who set the policies.  David stated that it was a very complicated thing years ago.  The original intent was for it to be a Community building.  Then, the seniors got involved and their use of it caused the restrictions for everyone else.  He suggested that looking forward, we should look at the restrictions and try and loosen them up a bit.  Todd stated that we should include a hierarchy – town programs, non-profits, and then private sector rentals.

       

      Peter asked if there was a group of people asking about it.  Ruth responded that she could use it for programming.  For some reason, we can’t get into the schools after school hours to run programs.  If the Senior Center was available, we could do programming during the day and the afternoon.  We could do anything, from after school to sports programs, clinics, and art programs. 

       

      Todd stated it doesn’t make sense that we have a room that’s not being used and someone wants to use it.  Ruth said the seniors do use the building from 9-4.  They use if for programming, such as aerobics and yoga.  There’s a computer room that they’re very active in. There’s an Avon Senior Organization that utilizes it a lot – cooking once a month, potluck, that type of thing.  Ruth said that she would pull the policy and get it out to everyone before the next meeting.

       

      Peter asked if Ruth had looked into the possibility of using the Library.  She said that she has and that it’s pretty restrictive.  You have to get on their calendar and the library won’t set up or tear down the room.  The Friends of the Library and another entity set the policy for that building, the town doesn’t. 

       

      Peter asked why we can’t get into the schools.  Ruth replied that she didn’t know.  It’s not something she’s pursued, but it’s probably something we should check into.

       

      Todd asked if there’s any discussion on updating the 2007 Recreation Master Plan.  Ruth responded that now’s the time because the Town is working on the Plan of Conservation and Development right now.  That’s the vision for the Town created by the Planner and the Planning and Zoning Commission.  One of the things we could add is to update the Recreation Plan within the next 5-10 years. 

       

    3. 2015 Summer Season Wrap Up

       

      Ruth said I think I covered that in my Director’s Report.  We know what worked, what improvements were well received.  The brochure’s been extremely well received.  The feedback has made us all feel good.

       

    4. Synthetic Turf Field Project

       

      The presentation will focus on artificial turf in the center of the field, blowing up the tracks to get the lanes and layout that we need, adding lighting, and possibly a press box and new bleachers.  The focus is the recommendation for the High School with a mention of Thompson Brook.

       

      Ruth advised that both the boards would be meeting in October to discuss – Town Council and Board of Ed.  Board of Ed wanted to view the presentation in conjunction with the Town Council.  The question is whether it’s going to be town funds or Board of Ed’s budget.

       

      Todd brought up that there are grants available – STEAP grants.  Ruth said it depends on who’s underwriting, what the project is and what the year is. 

       

  2. New Business

     

    1. Tennis Courts

       

      Ruth started by saying that we currently have a facility maintenance fee of $5.00 per person that we collect from the different organizations to use our fields.  We received a complaint from a town resident who felt that he didn’t have access to the tennis courts that his taxes paid to improve.  A large mixed resident tennis group, has had exclusive use of the courts at Sycamore and the Middle School every morning, spring, summer and fall.  Ruth asked the Committee how they felt about increasing fees for use of these tennis courts.  There’s nothing in place for a fee structure for the tennis courts.  They paid a $5.00 per person facility maintenance fee, which came to $300.

       

      David asked if we had a standard building use fee to which Ruth replied that we have a Public Places Policy, but it doesn’t include tennis courts.  It’s very specific to pavilions, fields and Countryside Park.  Ruth responded that she’s looking to adding to the policy.  And Todd added that he’d like to see an out of town fee also and two different fee structures, so that residents see a benefit.  Ruth replied that one of her recommendations for the turf field is that those fees be slightly higher for out of town residents.  We should look at the whole fee structure again for all programs.  Ruth said she’d look into finding out what surrounding towns charged or their policies for comparison.

       

    2. Fiscal Year Budgets

       

      Aside from Thompson Road Project, that’s probably going to end up at the High School, she asked what the committee wanted to see in the Capital Improvement Plan.  The improvements at Sycamore were funded and will be done this year.  The batting cages and dugouts were brought into 2015-2016, so that will get done.  So maybe one of the things we add is to fund another Master Plan study.

       

      Ruth did a study that she’s going to include with the Capital Improvement presentation.  It shows everyone who uses our fields, the number of fields and daylight time.  It shows that we’re short 147 hours of practice time in the fall.  People don’t want to go to Buckingham, it’s too far.  They don’t want Alsop, it’s buggy and the road is falling apart.  They want Fisher Meadows and the schools.  The only people who use Buckingham are lacrosse and baseball.

       

      The Fisher project is shovel ready.  We should make Fisher a priority, either that or readdress Thompson Road.  Todd added that even putting something over at Thompson Road, whether it be a synthetic field or just two fields that can be lined for soccer or whatever, is better than what is over there currently.  Ruth agreed.  They could be just practice fields.  The benefits of that would be that they wouldn’t flood.  Fisher Meadows is always in fear of flooding.  She said the Committee should maybe wait and see what happens at the October meeting.  Then we’ll be able to prioritize.  If it’s not going to be Thompson Road, our recommendation is to develop Fisher Meadows.  Ruth said that would look into how much of the 147 hours of practice time we could cut into and would compare it with the High School.

       

IX.           Adjournment

 

                                A.            Todd Donovan motioned to adjourn the meeting at 8:30 am.  David Jadovich seconded the motion, which passed unanimously. 

 

                                                                                                               

 

Respectfully Submitted by Usha Srivel

                                                                                                               

 Usha Srivel

  Usha Srivel

 

 

 

N:\Recreation\Rec. & Park Committee\Minutes\Minutes - September 8, 2015.doc