Culture, Parks and Recreation Commission Meeting Minutes - 9/28/2017
TOWN OF SIMSBURY – CULTURE, PARKS AND RECREATION COMMISSION –
Subject to Vote of Approval – Regular Meeting Minutes – Thursday, September 28, 2017 – 2.5 pages
Call to Order
The meeting was called to order at 7:32 p.m. in the main meeting room of town hall by David Bush, chairman. Other commission members who were present included Gerry Wetjen, Kelly Kearney, Gerry Post, and Sarah Cramer. The C. P. & R. Director, Gerry Toner, was also in attendance.
Minutes of Previous Meeting
No changes were made to the July 27, 2017 Regular Meeting Minutes. Mr. Bush declared the minutes approved, and requested that they be put on record.
Aquatics / Summer Programs - Report
Aquatic Programs. Mr. Toner distributed a 3-page report. The first page was a 2017 overview of revenue and expenses for season passes, daily fees and public swim, as well as net revenue for the snack bar (including staff costs) from 2014 through 2017. The second page compared sales for season passes, lessons, and concessions, as well as staff payroll expenses from 2012 through 2017. The third page was a detailed spreadsheet which listed 2017 snack bar expenses and revenues. Even though season pass sales were significantly higher than last year, all daily public swim visits were significantly lower. Despite a packed schedule of special events, cooler temperatures negatively affected attendance and snack bar sales. Mr. Toner praised the quality of the training and the staff, and noted that the extra hour reserved for season pass holders from noon to 1 pm was very well received. A mandatory 3.5% minimum wage increase and a larger 2017 staff lowered total profits but helped provide a safer environment.
Summer Camp. Mr. Toner distributed a 2.5-page report. The first page compared overall camp totals from 2017 to those of 2016. The second page showed 2017 camp revenues, expenses, payroll costs, profits and overall totals. The last half page contained explanatory notes. The renovated SF tennis courts allowed for well attended and more profitable tennis camps this year. Mr. Toner reported that all the camps were well staffed and supervised. However, enrollment numbers were down in several camps. The combined golf and tennis camp saw a significant decrease. Soccer camps were also not as popular. At least two camps got zero sign-ups because vendors got their information in late. In addition, the publication and mailing of the summer camp brochure was delayed because of difficulty reserving space in town schools this year. Commission members discussed rotating summer camps as programs shift in and out of favor. Mr. Kearney suggested paying for targeted advertisements on Facebook.
Golf Course – Report
Mr. Toner distributed a spreadsheet titled, “Simsbury Farms Golf Course Annual Income.” It compared 17 years of greens fees and rounds from March through December of 2000 to 2017. Figures were collected through the end of August. Most totals are down from last year. Mr. Toner noted that other public golf courses are also facing similar challenges. Mr. Wetjen reported that September totals are up from last year. Four to five outings, all with a greater number of participants, have been held this September. Commission members briefly discussed how the quality of food served in on-course tents is not as good as that served at the golf course restaurant.
Capital Projects – Update
Mr. Toner distributed a 2-page report. The first page was a spreadsheet titled, “Park Improvement Projects: FY 2017/18.” The second page was a spreadsheet titled, “Ironhorse Boulevard Playground Improvements: FY 2017/18.” Reconstruction of the asphalt path for the SF fitness trail will happen in October. RFPs have gone out for construction of the parks/golf course maintenance washwater recycle facility, a generator will be installed before the winter, and work on the roadway leading to the facility has begun. Price quotes are being solicited to paint the interior of the rink roof and benches for the new rink warming room should be installed by November 15. In the next two weeks, paving at Town Forest Park will be done at the parking lot and at a handicap accessible path to the bridge. The Ironhorse Boulevard playground is currently being re-surfaced.
FY 2016/17 Budget Summary
Mr. Toner distributed a 1-page report titled, “Culture, Parks and Recreation Revenue Fund Budget Comparison,” showing proposed, actual and budgeted expenses and revenues from FY 2014/15 through FY 2017/18. Actuals were lower than projected totals for FY 2016/17, resulting in a surplus and a $26,000 fund balance for the new fiscal year.
FY 2017/18 Ice Rink and Paddle Tennis Court Fees
Mr. Toner distributed a 1-page report titled, “Annual Recreation Fees,” comparing skating and paddle tennis fees from 2013 through 2016, with staff-recommended fee changes for 2017. Skating fees were kept the same, except for rink rental fees. These were raised by roughly 5% to help offset utility and man-hour costs. The commission discussed changing the daily fees to one rate for both children and adults. Mr. Toner felt that this change was worth considering for next year. Mr. Wetjen made a motion to approve the staff recommended skating fees for 2017. Ms. Cramer seconded the motion. All were in favor. The motion passed. Since paddle tennis rates were raised last year, no rate changes were recommended this year. Mr. Wetjen made a motion to approve the staff recommended paddle tennis fees for 2017. Ms. Cramer seconded the motion. All were in favor. The motion passed.
Solar Power Purchase Agreement – Simsbury Farms
Mr. Toner distributed a 2-page Memorandum titled, “Solar Power Purchase Agreement,” from Thomas Roy, Director of Public Works, to the Board of Selectmen. It was dated September 20, 2017. Also distributed was a 2-page Simsbury Solar PPA Electricity Cost Analysis from Hill Energy Services to Tom Roy. It was a dated September 25, 2017. The proposal is for a third party solar developer to install, own and operate solar arrays on the Simsbury Farms ice rink and on the town’s Public Works buildings. The town would lease roof space and purchase the power produced from these arrays at a pre-determined rate for 20 years. Arrays would cover the entire rink roof area, and would provide about half of the total power used. The Hill Energy report noted that the rink system alone would save the town $184K to $394K over 20 years—but only if it passes the state approval process and is selected to participate. Mr. Wetjen made a motion to approve the Solar Power Purchase Agreement Proposal for the ice rink roof at Simsbury Farms. Ms. Cramer seconded the motion. All were in favor. The motion passed.
Friends of Simsbury Farms – Report
Mr. Wetjen reported that the Friends of Simsbury Farms held an open meeting earlier this month for all regular SF users. While tennis, hockey, and other groups were invited, only golfers attended. They were presented with a list of completed, approved, and proposed projects. Additional fundraisers are being considered. Mr. Wetjen mentioned that a specialist agreed to provide a free report about the health of the fruit trees at SF. Currently, two unhealthy fruit trees per week are being taken down. Twenty new fruits trees were ordered and will be planted in the spring.
Old Business. None.
New Business. Mr. Kearney talked about an American Red Cross program that he attended. It was presented by a mother and father who lost their son at a sporting event. No AEDs were available to save him. He requested that Mr. Toner: 1. Send beginning-of-season reminders to all town youth sport teams about AED compliance, and 2. Have each team email a written confirmation back to him stating that they are equipped with AEDs; that they will have AED-trained individuals present at every game, and that multiple team leaders know where the AEDs are stored and how to access them.
Adjournment
Mr. Kearney made a motion to adjourn the meeting. Ms. Cramer seconded the motion. All were in favor. The meeting was adjourned at 8:41 p.m.
Next Meeting
The next Regular Meeting of the C. P. & R. Commission will take place on Thursday, October 26, 2017 at 7:30 p.m. in the main meeting room of town hall.
Respectfully submitted,
Lorrie McElligott
Commission Clerk