Culture, Parks and Recreation Commission Meeting Minutes - 9/22/2016

TOWN OF SIMSBURY – CULTURE, PARKS AND RECREATION COMMISSION –

Subject to Vote of Approval – Regular Meeting Minutes – Thursday, September 22, 2016 – 2 pages

Call to Order

The meeting was called to order at 7:30 p.m. in the main meeting room of town hall by David Bush, chairman. Other commission members who were present included Kelly Kearney, Gerry Wetjen, Dennis Fallon, Frank Salls, Gerry Post, and Steve Spalla. The C. P. & R. Director Gerry Toner, and Selectman Mike Paine, were also in attendance.

Approval of Minutes

No changes were made to the July 28, 2016 Regular Meeting Minutes. Mr. Bush declared the minutes approved, and requested that they be put on record. NOTE: Approval of the June 23, 2016 Regular Meeting Minutes were deferred until this meeting because a quorum was not met in July. Since they were not discussed at this meeting, they will be deferred again to the next meeting.

Friends of Simsbury Farms

Mr. Wetjen reported that total amount raised from the July kick-off weekend was about $14,500. The first several projects will include: 1. Creating a sod farm for the greens at the golf course, 2. Installing a bench at the pool entrance, and 3. Building a picnic pavilion next to the SF tennis courts in memory of Brian Koscher. In addition, the FoSF board is developing a universal signage project for the entire SF complex. It will be staged over several years.

Special Revenue Fund Subcommittee - Status

Representatives on this this tri-board commission will include Mr. Wetjen and Mr. Bush from the C. P. & R. Commission; Rob Pomeroy, Jr. and Linda Schofield from the Board of Finance, and Mike Paine and Sean Askham from the Board of Selectman. Sean Kimball, director of finance/treasurer, will also take part in all meetings. The primary goals for this re-organized subcommittee will be to: 1. Create a more formal procedure for recording the minutes, 2. Guarantee that the Golf Course Maintenance Fee will be set aside, as promised, for golf course maintenance, and 3. Re-examine the way the P. & R. Department, as a whole, is being funded.

Aquatics/Summer Programs – Report

Mr. Toner distributed a 1.5 page report submitted by John Thibeault, recreation supervisor. It reviewed the 2016 Aquatics Program and made recommendations for next year. Overall, it was a successful and safe pool season. Season passes, daily fees, and public swim attendance were all higher than last year. They offset the increase in lifeguard staffing and rotation, as well as the mandatory minimum wage increase and the competitive wage adjustment for aquatic staff. These changes have increased the safety of the aquatics program, and will allow Simsbury Farms to attract and retain higher quality workers. 5-day swim lessons were not as popular this year. Mr. Thibeault suggested contracting the lessons into fewer days, and possibly packaging swim lessons with camps.

Mr. Toner also distributed a 1-page spreadsheet prepared by Recreation Supervisor Taryn Schrager comparing 2016 to 2015 camp totals. Overall, totals for both years were nearly the same. Tennis camp totals suffered from the ongoing renovations to the SF tennis courts, and the expense of bussing students to Ethel Walker School. The Awesome Explorers Camp had high contractual costs for off-site trips. Since the Summer Explorers Camp was held at the middle school this year, it did not include swimming lessons. Fortunately, very high registrations in other camps—most notably the basketball and the Mad Science camps—balanced out the lower performing ones.

Golf Course Report

Mr. Toner reported that the golf course has had a good year to date. Total gross revenue is slightly higher than the same time last year. Season passes and golf cart rentals are up. Driving range usage is almost equal to last year. A very hot August caused a dip in greens fees, but a heavy schedule of September outings will hopefully make up for it. Throughout the summer, small weekend outings of about 40 to 50 individuals have helped boost numbers for both the golf course and the restaurant.

Capital Projects – Update

Mr. Toner distributed a 2-page spreadsheet from the Engineering Department titled, “Simsbury Farms Pool and Rink Improvement Project, Monthly Cost Control Report.” He stated that the new rink warming room is slightly behind schedule, but should be completed for the start of the rink season. Work on the SF tennis courts is also nearing completion. They should be ready for play within weeks. The first phase of renovations to the SF pool complex will begin this fall.

Golf Course Restaurant Agreement

The contract for the current restaurant vendor will be expiring near the end of 2016. Mr. Bush polled commission members for their opinions on whether to go out to bid, or continue with the same vendor. After  discussion, Mr. Wetjen made a motion to amend the existing vendor’s agreement with the town, pending approval by the Board of Selectmen, to extend his contract for a period of two years. It was seconded by Mr. Fallon. All were in favor. The motion passed unanimously.

Mr. Bush also suggested forming a subcommittee that could meet monthly with the restaurant vendor to foster open communication. Mr. Wetjen made a motion to form a subcommittee to be the liaison between the P. & R. Department and the SF restaurant vendor. One of its first obligations will be to negotiate the new contract’s terms and fees. It was seconded by Mr. Spalla. All were in favor. The motion passed unanimously.

New Business.

Mr. Kearney made a motion to amend the agenda to include a discussion of the annual recreation fees for skating and paddle tennis. It was seconded by Mr. Wetjen. All were in favor. The motion passed unanimously.

Mr. Toner then distributed a 1-page spreadsheet recommending modest fee increases for 2016. After a short discussion, Mr. Post made a motion to approve the 2016 fees for skating and paddle tennis recommended by the P. & R. Department. It was seconded by Mr. Kearney. All were in favor. The motion passed unanimously.

Adjournment

Mr. Wetjen made a motion to adjourn the meeting. Mr. Kearney seconded the motion. All were in favor. The meeting was adjourned at 8:20 p.m.

Next Meeting
The next Regular Meeting of the C. P. & R. Commission will take place on Thursday, October 27, 2016 at 7:30 p.m. in the main meeting room of town hall.

Respectfully submitted,

Lorrie McElligott

Commission Clerk