Culture, Parks and Recreation Commission Meeting Minutes - 7/28/2016
TOWN OF SIMSBURY – CULTURE, PARKS AND RECREATION COMMISSION –
Subject to Vote of Approval – Regular Meeting Minutes – Thursday, July 28, 2016 – 1.5 pages
Call to Order
The meeting was called to order at 7:35 p.m. by Gerry Wetjen, commission member, in the main meeting room of town hall. Other commission members who were present included Dennis Fallon, Bill Mullen, and Gerry Post. The C. P. & R. Director, Gerry Toner, was also in attendance.
Approval of Minutes
Approval of the June 23, 2016 Regular Meeting Minutes will be deferred until the next regular meeting. A quorum was not met.
Special Revenue Fund - Report
Mr. Toner distributed a 2-page spreadsheet comparing revenues and expenses from the C. P. & R. Revenue Fund Budget from FY2012/13 through FY2016/17. He noted one correction to the spreadsheet. The last line in the revenue section—for golf course equipment surplus—should be listed as $11,935 for FY 2105/16 instead of $9,935. The cost of a mower was lower than originally thought. It should also be noted that $90,000 was transferred to the Special Revenue Fund from the General Fund for FY2016/17, and some invoices for FY2015/16 will be coming in after the June 30 fiscal year end. Mr. Toner reported that FY2016/17 has been a positive year overall. Utility costs for the SF Facility have been far lower than projected. The golf course has had one of its best years ever. The pools and ice rink both had solid years. Programs and camps are doing well.
Mr. Wetjen asked whether a tri-board commission, or the Special Revenue Fund Subcommittee, has been reorganized. Mr. Toner reported that he had designated 2 representatives from the C. P. & R. Commission, but needs to hear back from Barbara Petitjean, chair of the Board of Finance.
Friends of Simsbury Farms – Report
Mr. Wetjen presented a 1-page flow chart titled, “The Friends of Simsbury Farms Project Process.” All projects suggested by the recreation staff or the public will be: 1. Separated into golf or facility projects; 2.Vetted and prioritized by a project committee composed of FoSF board members, 3. Sent to the C. P. & R. Commission for its blessing, and 4. Brought before the Board of Selectmen by Mr. Toner for its approval.
Mr. Wetjen reported that the “Friends of Simsbury Farms” kick-off weekend on July 15 was very successful. It was well organized, well attended, and profitable. More than $14,000 net was collected from the charitable golf tournament. Another $6,000 was raised from the raffle and auction. In addition, about $14,000 will be transferred from the town to the Friends for creating a picnic pavilion in memory of Brian Koscher. The FoSF board will meet soon to plan its first small projects.
Golf Course / Summer Programs - Report
Mr. Toner distributed a 1-page spreadsheet comparing 16 years of greens fees and rounds from March to December of 2000 through 2016. The numbers were collected through the end of June 2016. Due to several rainy weekends, May is the only month that did not exceed 2015 income. Outings have been solid. Several more small outings have made up for the loss of bigger ones. Season pass sales for 2016 are higher than those of the last 12 years. A considerable amount of 10-week junior season passes were sold. Summer programs have gone well and have had no major issues.
Capital Projects – Update
Mr. Toner distributed a 1-page monthly cost control report for the SF Pool and Rink Improvement Project. It did not include costs for the SF tennis court project. They are designated to another improvement fund.
SF Ice Rink. Work on the new rink warming room has begun. The job is on schedule and due to be completed by the end of September. One drain line had to be relocated. RFPs for the rink refrigeration project have been posted.
SF Pool Complex. This project received 2 bids. Both were significantly over budget. The town engineer will work with a consultant to break the project and its expenses into phases.
SF Tennis Courts. Subsurface remediation has been completed, and it has passed the compaction test. The binder course has been applied and fencing will be re-installed. The final surface layers will be applied, left to cure, and then color coated. The project is expected to be finished by the end of September.
Old Business. None.
New Business. Commission members commented on positive experiences reported at the golf course restaurant. A short discussion followed and it was noted that the golf course restaurant has many shortcomings including a small kitchen; a dining room that is poorly designed and seats less than 50; the lack of a full liquor license, and a shorter serving season. Members acknowledged that in spite of these obstacles, the food and service have been great.
Adjournment
Mr. Mullen made a motion to adjourn the meeting. Mr. Fallon seconded the motion. All were in favor. The meeting was adjourned at 8:15 p.m.
Next Meeting
There will be no August meeting. The next Regular Meeting of the C. P. & R. Commission will take place on Thursday, September 22, 2016 at 7:30 p.m. in the main meeting room of town hall.
Respectfully submitted,
Lorrie McElligott
Commission Clerk