Culture, Park and Recreation Commission
Culture, Parks, and Recreation Commission
Regular Meeting
Thursday, June 27, 2013 at 7:30 p.m. in the Town Hall Main Meeting Room
MINUTES
I. Call to Order
The meeting was called to order at 7:31 p.m. by Chairman David Bush. Other present C., P. & R. Commission members included Harry Ryan, Gerry Wetjen, Bill Mullen, Frank Salls, Marc Lubetkin, Kelly Kearney, Steve Spalla, and Gerry Post. The C. P. & R. director, Gerry Toner, was also in attendance.
II. Minutes from Last Meeting
A motion to approve the April 2013 draft minutes was postponed until the next meeting.
III. Old Business
Memorial Pool Study by Mark Lubetkin. The on-site presentation about Memorial Field and Pool—which was included on the agenda—was tabled. It will be postponed to a later date.
Youth Sports Subcommittee. Mr. Kearney presented a list of 7 recommendations as a “Best Practice Guide” for keeping young athletes safe on town fields and facilities. Mr. Lubetkin requested that the list be bulleted, re-evaluated every 3-years, and updated to include a severe weather emergency policy. Mr. Salls asked that item #6 include guidelines for parent behavior as well as for parent complaints. The commission also discussed: 1. Whether every league should consider carrying an insurance policy, 2. Being consistent with BoE policies by adding a phrase that recommends youth sports leagues have medically-trained individuals on site for each game, and 3. How AED boxes placed in public areas should be tamper-proof. Mr. Kearney will make adjustments. He requested that this topic be listed as an agenda item for the next meeting.
Golf Course Restaurant under New Management. Mr. Toner and Mr. Bush noted that Mr. Giarenakis, the new concessionaire, is very friendly and genuinely accommodating. They met with him recently to discuss what has and has not been working well. As this is a new situation for everyone, a learning curve is expected, and regular follow-ups will be necessary. The commission was reminded to direct all comments about food service on the golf course exclusively to Mr. Toner or Mr. Bush.
IV. New Business
Proposed Eagle Scout Project. An Eagle Scout project proposal by Ryan Weathers was cancelled. He is awaiting approval from his troop.
Summer Program / Facility Report. Mr. Toner presented a 4-page report detailing the final revenues from April to August of 2012. He noted that the current year’s program revenues are running about $3,000 below last year. Conversely, the aquatic revenues are running above last year. Season pass purchases are up. Revenues from 1 week and 2-week camps are steady. The Koala Kids Preschool Camp is becoming less popular, perhaps because many families need to make year-round commitments to their daycare providers. Revenues for the golf course are just about level with last year. When the weather is good, the golf course does well. Mr. Toner reported that last year’s drainage improvement work is making the golf course playable this year, even after torrential rains.
Presentation about the Special Revenue Fund to the Board of Finance. Mr. Toner presented a 14-page printed report to the commission to illustrate the PowerPoint presentation he made to the Board of Finance at a public hearing on June 18. Mr. Wetjen and Mr. Bush accompanied Mr. Toner to the meeting, and all were well-prepared. They felt that it was very productive. They were able to demonstrate that the golf course has consistently generated funds after the first several years, and that the staff has been actively engaged in marketing the course to increase revenues.
Simsbury Farms Complex Committee. Mr. Post acknowledged that the SFCC has not had enough members present in the last 3 months to constitute a quorum. He reported that the SFCC has met, and after discussing whether they should continue to be a subcommittee of the C., P. & R. Commission or instead become an ad-hoc committee of the Parks & Rec. Dept., they decided to remain a subcommittee. In order to make it easier to achieve a quorum, Mr. Post made a motion to reduce the number of standing members on the SFCC from 9 to 7. Mr. Wetjen seconded the motion. All were in favor. The motion was passed unanimously. Mr. Post asked that this topic be listed as an agenda item for the next meeting.
Performing Arts Center Concerts at Simsbury Meadows. This is the first year that the board of the PAC has contracted with an outside promoter to add big name performers to the summer concert line-up. Besides partnering with the Hartford Symphony Orchestra for the Talcott Mountain Music Festival, the board has also partnered with The Bushnell / Premier Concerts / Kirschner Concerts to bring Harry Connick, Jr. as well as Emmylou Harris and Rodney Crowell to Simsbury Meadows. Although the same venue is being used for both series, the rules are different. Since promoters want to maximize revenue potential, they require that food and beverages be purchased on-site. Unlike the TMMF series, concert-goers cannot bring their own food in coolers. This has caused confusion. Commission members felt that educating the public about the difference—via the town web site and other advertising—is necessary. They also discussed how the ticketing site for this new series could be more visible, how the ticket prices should be listed on the town web site, and how to prevent people from sitting outside the fenced-in area to enjoy the concert without buying tickets.
V. Other Business
Mr. Kearney requested that the BoS rewind or fix the clock in the main meeting room so that it reflects the actual time.
Mr. Kearney asked if the C, P., & R. Department regularly sent surveys after its children’s programs are completed. Mr. Toner said that while the department polls parents after some programs, especially new ones, it does not do it for all programs. The commission felt that it might be worthwhile to do it more often.
Mr. Wetjen noted that there has been no negative reaction to the new greens fees, and new card system required for golfing at Simsbury Farms. Both have been incorporated seamlessly. The process for getting the card is smooth, easy and fast.
VI. Adjournment
Mr. Wetjen made a motion to adjourn the meeting. Mr. Kearney seconded the motion. All were in favor. The motion passed. The meeting was adjourned at 8:50 p.m.
VII. Next Meeting
The C., P. & R. Commission’s next regular meeting will take place on Thursday, July 25, 2013 at 7:30 p.m. in the Town Hall Main Meeting Room.
Respectfully submitted,
Lorrie McElligott, Commission Clerk