Culture, Parks and Recreation Commission Meeting Minutes - 1/28/2016
TOWN OF SIMSBURY – CULTURE, PARKS, AND RECREATION COMMISSION –
Subject to Vote of Approval – Regular Meeting Minutes – January 28, 2016
Call to Order
The meeting was called to order at 7:30 p.m. by Chairman David Bush in the main meeting room of town hall. Commission members who were present included Gerry Wetjen, Dennis Fallon, Steve Spalla, Sarah Cramer, and Gerry Post. Gerry Toner, the C. P. & R. Director, was there. Mike Paine, selectman and liaison to the C. P. & R Commission, attended as a guest.
Approval of Minutes
There were no changes made to the December 3, 2015 Regular Meeting Minutes. Mr. Bush declared the minutes approved, and requested that they be put on record.
Election of Officers
Mr. Wetjen made a motion to nominate David Bush as the C. P. & R. Commission chairman for 2016/2017. Ms. Cramer seconded the motion. All were in favor, except for Mr. Bush, who abstained from voting. A quorum was still met, so the motion passed. Mr. Bush made a motion to nominate Kelly Kearney as the C. P. & R. Commission vice-chairman for 2016/2017. Mr. Wetjen seconded the motion. All were in favor. The motion passed.
1 Old Bridge Road Parcel – Presentation by Milone and MacBroom Assoc.
Jason Williams, the lead landscape architect for Milone and MacBroom Associates, presented two design concepts to the Commission for their ideas and comments. He made the same presentation to the Open Space Committee two weeks ago. The combined feedback from both committees will be used in the final master plan. Mr. Williams noted that the entire property is in a flood plain, so a permeable material will be used for paving. Both plans call for the following: 1. Adding a gazebo/open pavilion with picnic tables to overlook the river; 2. Adding a new flower bridge shed; 3. Replacing invasive shrubs with native shrubs underneath the stand of oak trees bordering the river; 4. Re-grading the slope going down to the river, and 5. Having areas for bike racks and handicap-accessible portable toilets.
Plan #1 proposes: a. Expanding the existing rectangular parking lot from 12 parking spaces to 21; b. Adding a large turn-around area to accommodate limousines bringing bridal parties to the flower bridge for photographs, and c. Installing a walk/bike trail around the perimeter of the north side of the property to lead folks to the pavilion. (Directional signage will be added to make visitors aware of the new path).
Plan #2 proposes: a. Creating a rotary-shaped parking lot that will have 16 parking spaces and a grassy or paved center. It will be located closer to the pavilion, with a paved walkway connecting the two areas.
Commission members preferred the layout of Plan #1. They liked the addition of a walk/bike path, and suggested running electricity to the gazebo for evening lighting. When Mr. Williams noted that several narrow paths were already worn down to the river—and would become eroded with further use—commission members agreed that steps for at least one access point (far from the gazebo) could be built for local fishermen.
Ironhorse Boulevard Planting & New Building Proposals
A 5-page report titled, “A Hedge Proposal for Iron Horse Boulevard,” was distributed prior to the meeting. David Ryan, president of Simsbury Meadows Performing Arts Center (SMPAC), discussed his committee’s frustration with un-ticketed free-loaders who line up along the sidewalk and the grassy median strip on Ironhorse Boulevard. Musicians/promoters lose thousands of dollars in ticket sales when about 200 individuals per concert camp out in these spots. To combat this problem, Mr. Ryan suggested these ideas: 1. Placing two small buildings along the fence line to the SMPAC entrance to obscure the view. One building would be a ticket booth with 4 windows. The other building would be an administrative office. Both would feature brown shingles and white trim; 2. Planting flowers to discourage people from standing or sitting in the median strip, and 3. Planting a hedge of forsythia bushes 3-4 feet apart between the trees along the west side of Simsbury Meadows, except for the last 30 feet to the north. While commission members liked the idea of flowers in the medians, they were concerned about permanently obscuring views for something that was problematic only 3 months of the year. They especially disliked the idea of planting fast-growing, high-maintenance forsythia bushes. Several other temporary solutions were discussed to block the view and sound. Suggestions included using vertical screening that could be rolled out, parking several school buses in back of each other, or using inflatables.
Recommendation of New Members – Friends of Simsbury Farms
Mr. Wetjen reported that 5 candidates have agreed to be on the board of the new ‘Friends of Simsbury Farms.’ Sarah Cramer will be appointed as a liaison to the C. P. & R. Commission. Ron Patterson will be appointed as treasurer. Tom Cross, SHS hockey coach; Bob Ellis, who has experience with 501(c)(3) organizations, and Paul Simeon, who is involved with youth hockey also accepted the invitation to become board members. Mr. Wetjen made a motion to approve these five nominees so their names may be presented at the next Board of Selectman meeting. Mr. Fallon seconded the motion. Mr. Bush expressed his appreciation for the new volunteers. All were in favor, except for Ms. Cramer, who abstained from voting. A quorum was met, however, so the motion passed.
2016 Fee Proposals – Swimming Pools & Summer Camps
Mr. Toner distributed a “2016 Summer Camp Fee Survey,” comparing Simsbury with six other comparable area towns. Simsbury was competitively priced. Mr. Toner acknowledged that the pre-school camp was the only camp that operated with a deficit last year. He noted that discussions are ongoing with the Board of Education to provide some funding for their participants this year. With good weather, he expects all the other camps to be profitable again. Mr. Toner also presented a “Summer 2015 Rate Aquatic Survey,” comparing Simsbury’s rates with seven other local towns. Simsbury’s rates were comparable, but higher than most. Simbury was the only town that offered lower rates if season passes were bought before June 1. Ms. Cramer suggested not having a cut-off date and Mr. Toner agreed. Other than that change, he recommended that rates be kept the same as last year. He noted that the pools will be going through renovations to be ready for the 2017 season. Mr. Bush asked whether keeping the prices the same would help offset the extra expense of hiring more mature and experienced lifeguards this summer. Mr. Toner acknowledged that it probably wouldn’t, but the alternative was not providing a safe environment for the facility users.
Ms. Cramer made a motion to keep the 2016 aquatic fees the same as last year. Mr. Fallon seconded the motion. All were in favor. The motion passed. Mr. Wetjen made a motion to keep the 2016 summer camp fees the same as last year. Mr. Fallon seconded the motion. All were in favor. The motion passed.
Facility Reports – Ice Rink & Golf Course
Ice Rink. Mr. Toner handed out two spreadsheets titled, “Simsbury Farms Ice Rink Revenue Report – 2015/16,” and “Simsbury Farms Golf Course Annual Income.” He reported that ice rink revenues are ahead of last year. There has been a large increase in lessons and in single rentals of the rink. Group rentals are also going well, even though Renbrook School cancelled its rental contract just prior to the season. Golf Course. Unusually warm temperatures have made November and December 2015 the most profitable at the SF Golf Course in 15 years. Due in large part to the improvements made to the golf course, the facility enjoyed a very successful season.
FY16/17 Proposed Budget, Capital Improvements
Mr. Toner distributed a 5-page draft report titled, “Simsbury Culture, Parks, and Recreation Department: Capital Improvement Projects.” It listed projects to be done within the next 5 years. Mr. Toner will discuss this report with Joe Mancini, finance director, before it is submitted in late February to the Board of Selectman. FY 2016/17 Projects include: 1. Making town-wide park and facility improvements; 2. Re-paving designated sections of the Farmington Valley Greenway; 3. Completing the second phase of the SF pool renovations; 4. Dredging the main irrigation pond on the third hole at the golf course, and 5. Adding a new tee box on hole #6.
Old Business. None.
New Business.
Community Garden Program. Mr. Toner distributed a draft letter written by Becky Riendeau, Community Garden Administrator, to all past community gardeners. It states that the C. P. & R. Department will no longer be administering the town’s Community Garden Program, but will be happy to support an independent administrative committee of volunteers. In the last several years, gardeners have not been abiding by their contracts to remove debris from their plots. As a result, the tractor hired to plow the field has sustained costly damage, and C. P. & R. staff has been saddled with clean-up. Ms. Cramer made a motion to adopt this draft letter, to be mailed to all Community Garden plot renters. Mr. Wetjen seconded the motion. All were in favor. The motion passed.
Proposed Agreement – SMPAC / Town of Simsbury. Mr. Toner reported that in previous contracts, the town has provided equipment and site preparation for SMPAC events. In the new agreement, he would like to reduce the Department’s obligation for special event site preparation. Commission members agreed, noting that the responsibility and expense should be considered ‘the cost of doing business’ for SMPAC.
Adjournment
Mr. Bush made a motion to adjourn the meeting. Mr. Fallon seconded the motion. All were in favor. The meeting was adjourned at 9:10 p.m.
Next Meeting
The next regular meeting of the C. P. & R. Commission will take place on Thursday, February 25, 2016 at 7:30 p.m. in the main meeting room of town hall.
Respectfully submitted,
Lorrie McElligott,
Commission Clerk
TOWN OF SIMSBURY – CULTURE, PARKS, AND RECREATION COMMISSION –
Subject to Vote of Approval – Regular Meeting Minutes – January 28, 2016
Call to Order
The meeting was called to order at 7:30 p.m. by Chairman David Bush in the main meeting room of town hall. Commission members who were present included Gerry Wetjen, Dennis Fallon, Steve Spalla, Sarah Cramer, and Gerry Post. Gerry Toner, the C. P. & R. Director, was there. Mike Paine, selectman and liaison to the C. P. & R Commission, attended as a guest.
Approval of Minutes
There were no changes made to the December 3, 2015 Regular Meeting Minutes. Mr. Bush declared the minutes approved, and requested that they be put on record.
Election of Officers
Mr. Wetjen made a motion to nominate David Bush as the C. P. & R. Commission chairman for 2016/2017. Ms. Cramer seconded the motion. All were in favor, except for Mr. Bush, who abstained from voting. A quorum was still met, so the motion passed. Mr. Bush made a motion to nominate Kelly Kearney as the C. P. & R. Commission vice-chairman for 2016/2017. Mr. Wetjen seconded the motion. All were in favor. The motion passed.
1 Old Bridge Road Parcel – Presentation by Milone and MacBroom Assoc.
Jason Williams, the lead landscape architect for Milone and MacBroom Associates, presented two design concepts to the Commission for their ideas and comments. He made the same presentation to the Open Space Committee two weeks ago. The combined feedback from both committees will be used in the final master plan. Mr. Williams noted that the entire property is in a flood plain, so a permeable material will be used for paving. Both plans call for the following: 1. Adding a gazebo/open pavilion with picnic tables to overlook the river; 2. Adding a new flower bridge shed; 3. Replacing invasive shrubs with native shrubs underneath the stand of oak trees bordering the river; 4. Re-grading the slope going down to the river, and 5. Having areas for bike racks and handicap-accessible portable toilets.
Plan #1 proposes: a. Expanding the existing rectangular parking lot from 12 parking spaces to 21; b. Adding a large turn-around area to accommodate limousines bringing bridal parties to the flower bridge for photographs, and c. Installing a walk/bike trail around the perimeter of the north side of the property to lead folks to the pavilion. (Directional signage will be added to make visitors aware of the new path).
Plan #2 proposes: a. Creating a rotary-shaped parking lot that will have 16 parking spaces and a grassy or paved center. It will be located closer to the pavilion, with a paved walkway connecting the two areas.
Commission members preferred the layout of Plan #1. They liked the addition of a walk/bike path, and suggested running electricity to the gazebo for evening lighting. When Mr. Williams noted that several narrow paths were already worn down to the river—and would become eroded with further use—commission members agreed that steps for at least one access point (far from the gazebo) could be built for local fishermen.
Ironhorse Boulevard Planting & New Building Proposals
A 5-page report titled, “A Hedge Proposal for Iron Horse Boulevard,” was distributed prior to the meeting. David Ryan, president of Simsbury Meadows Performing Arts Center (SMPAC), discussed his committee’s frustration with un-ticketed free-loaders who line up along the sidewalk and the grassy median strip on Ironhorse Boulevard. Musicians/promoters lose thousands of dollars in ticket sales when about 200 individuals per concert camp out in these spots. To combat this problem, Mr. Ryan suggested these ideas: 1. Placing two small buildings along the fence line to the SMPAC entrance to obscure the view. One building would be a ticket booth with 4 windows. The other building would be an administrative office. Both would feature brown shingles and white trim; 2. Planting flowers to discourage people from standing or sitting in the median strip, and 3. Planting a hedge of forsythia bushes 3-4 feet apart between the trees along the west side of Simsbury Meadows, except for the last 30 feet to the north. While commission members liked the idea of flowers in the medians, they were concerned about permanently obscuring views for something that was problematic only 3 months of the year. They especially disliked the idea of planting fast-growing, high-maintenance forsythia bushes. Several other temporary solutions were discussed to block the view and sound. Suggestions included using vertical screening that could be rolled out, parking several school buses in back of each other, or using inflatables.
Recommendation of New Members – Friends of Simsbury Farms
Mr. Wetjen reported that 5 candidates have agreed to be on the board of the new ‘Friends of Simsbury Farms.’ Sarah Cramer will be appointed as a liaison to the C. P. & R. Commission. Ron Patterson will be appointed as treasurer. Tom Cross, SHS hockey coach; Bob Ellis, who has experience with 501(c)(3) organizations, and Paul Simeon, who is involved with youth hockey also accepted the invitation to become board members. Mr. Wetjen made a motion to approve these five nominees so their names may be presented at the next Board of Selectman meeting. Mr. Fallon seconded the motion. Mr. Bush expressed his appreciation for the new volunteers. All were in favor, except for Ms. Cramer, who abstained from voting. A quorum was met, however, so the motion passed.
2016 Fee Proposals – Swimming Pools & Summer Camps
Mr. Toner distributed a “2016 Summer Camp Fee Survey,” comparing Simsbury with six other comparable area towns. Simsbury was competitively priced. Mr. Toner acknowledged that the pre-school camp was the only camp that operated with a deficit last year. He noted that discussions are ongoing with the Board of Education to provide some funding for their participants this year. With good weather, he expects all the other camps to be profitable again. Mr. Toner also presented a “Summer 2015 Rate Aquatic Survey,” comparing Simsbury’s rates with seven other local towns. Simsbury’s rates were comparable, but higher than most. Simbury was the only town that offered lower rates if season passes were bought before June 1. Ms. Cramer suggested not having a cut-off date and Mr. Toner agreed. Other than that change, he recommended that rates be kept the same as last year. He noted that the pools will be going through renovations to be ready for the 2017 season. Mr. Bush asked whether keeping the prices the same would help offset the extra expense of hiring more mature and experienced lifeguards this summer. Mr. Toner acknowledged that it probably wouldn’t, but the alternative was not providing a safe environment for the facility users.
Ms. Cramer made a motion to keep the 2016 aquatic fees the same as last year. Mr. Fallon seconded the motion. All were in favor. The motion passed. Mr. Wetjen made a motion to keep the 2016 summer camp fees the same as last year. Mr. Fallon seconded the motion. All were in favor. The motion passed.
Facility Reports – Ice Rink & Golf Course
Ice Rink. Mr. Toner handed out two spreadsheets titled, “Simsbury Farms Ice Rink Revenue Report – 2015/16,” and “Simsbury Farms Golf Course Annual Income.” He reported that ice rink revenues are ahead of last year. There has been a large increase in lessons and in single rentals of the rink. Group rentals are also going well, even though Renbrook School cancelled its rental contract just prior to the season. Golf Course. Unusually warm temperatures have made November and December 2015 the most profitable at the SF Golf Course in 15 years. Due in large part to the improvements made to the golf course, the facility enjoyed a very successful season.
FY16/17 Proposed Budget, Capital Improvements
Mr. Toner distributed a 5-page draft report titled, “Simsbury Culture, Parks, and Recreation Department: Capital Improvement Projects.” It listed projects to be done within the next 5 years. Mr. Toner will discuss this report with Joe Mancini, finance director, before it is submitted in late February to the Board of Selectman. FY 2016/17 Projects include: 1. Making town-wide park and facility improvements; 2. Re-paving designated sections of the Farmington Valley Greenway; 3. Completing the second phase of the SF pool renovations; 4. Dredging the main irrigation pond on the third hole at the golf course, and 5. Adding a new tee box on hole #6.
Old Business. None.
New Business.
Community Garden Program. Mr. Toner distributed a draft letter written by Becky Riendeau, Community Garden Administrator, to all past community gardeners. It states that the C. P. & R. Department will no longer be administering the town’s Community Garden Program, but will be happy to support an independent administrative committee of volunteers. In the last several years, gardeners have not been abiding by their contracts to remove debris from their plots. As a result, the tractor hired to plow the field has sustained costly damage, and C. P. & R. staff has been saddled with clean-up. Ms. Cramer made a motion to adopt this draft letter, to be mailed to all Community Garden plot renters. Mr. Wetjen seconded the motion. All were in favor. The motion passed.
Proposed Agreement – SMPAC / Town of Simsbury. Mr. Toner reported that in previous contracts, the town has provided equipment and site preparation for SMPAC events. In the new agreement, he would like to reduce the Department’s obligation for special event site preparation. Commission members agreed, noting that the responsibility and expense should be considered ‘the cost of doing business’ for SMPAC.
Adjournment
Mr. Bush made a motion to adjourn the meeting. Mr. Fallon seconded the motion. All were in favor. The meeting was adjourned at 9:10 p.m.
Next Meeting
The next regular meeting of the C. P. & R. Commission will take place on Thursday, February 25, 2016 at 7:30 p.m. in the main meeting room of town hall.
Respectfully submitted,
Lorrie McElligott,
Commission Clerk