Culture, Parks and Recreation Commission Meeting Minutes - 1/22/2015

TOWN OF SIMSBURY – CULTURE, PARKS AND RECREATION COMMMISSION –

SUBJECT TO VOTE OF APPROVAL: REGULAR MEETING MINUTES – January 22, 2014

Call to Order

The meeting was called to order at 7:31 p.m. by Chairman David Bush in the meeting area at the Simsbury Farms Main Building. Commission members who were present included Kelly Kearney, Gerry Post, Frank Salls, Steve Spalla, Dennis Fallon, Gerry Wetjen, and Sarah Cramer. Gerry Toner, the C. P. & R. Director, and Mike Paine, the BoS liaison to the C., P. & R. Commission, were also there.

Approval of Minutes

Mr. Fallon made a motion to approve the December 4, 2014 C., P. & R. Commission regular meeting minutes. Mr. Spalla seconded the motion. Except for Mr. Kearney, who abstained from voting, all were in favor, and the motion passed.

***Please note that the October 23, 2014 minutes still need to be approved. Not enough members were
      present at the December 4, 2014 meeting to constitute a quorum, and they were not brought up for
      approval at this meeting.***

2015 Meeting Schedule

Members reviewed and endorsed the 2015 meeting schedule for the C. P. & R. Commission.

Election of Officers

Mr. Kearney made a motion to approve the nomination of David Bush as chairman of the C. P. & R. Commission for 2015. Mr. Post seconded the motion. Except for Mr. Bush, who abstained from voting, all were in favor. The motion passed. Mr. Post made a motion to approve the nomination of Kelly Kearney as vice-chairman of the C. P. & R. Commission for 2015. Mr. Salls seconded the motion. Except for Mr. Kearney, who abstained from voting, all were in favor. The motion passed.

FY2015/16 Budget Report

Mr. Toner presented two 1-page spreadsheet reports. The first compared the C. P. & R. General Fund budgets from FY2010/11 to the proposed FY2015/16. This proposed budget has two significant changes: 1. $35,000 was previously removed from the “park maintenance” line item, but was to be replaced by proceeds from the Pharos Farm sale, and 2. $15,000 was taken out of the same line item, and will be reinstated to its own line item, titled “Park and Open Space Facility Maintenance Account.” The second report compared the C. P. & R. Special Revenue Fund budgets from FY2009/10 to the proposed FY2015/16. This proposed budget has a new, separate line item for the SF Golf Course Restaurant. There was a long discussion. Mr. Wetjen noted that revenues were up about $10,000, while expenses were down about $80,000. Much of the savings was due to much lower energy costs for gas, diesel, and heating oil. As always, revenue is dependent on the weather, and most of it will come in by the end of the FY in June. Mr. Toner reported that his department is going to have a significant uptick in administrative costs as the minimum wage increases are put into place. Not only will the wages for seasonal staff increase by about $14,000, but the cost for unemployment compensation will also go up. Electricity costs are going to be higher by 12.6% as well. Mr. Paine mentioned that budget hearings will be held at the beginning of March. Mr. Bush encouraged commission members to attend as many of these hearings as possible.

2015 Fee Proposals for the Golf Course, Swimming Pools and Summer Camps

Golf Course. Mr. Toner distributed 2 reports. The first was the Annual Fee Schedule, comparing fees from 2013 to 2015. A new surcharge is being proposed for season passes and daily greens fees for both residents and non-residents.  The surcharge will be used exclusively for the purchase of golf course maintenance  equipment.  Cart rentals will not have a surcharge. Rates will also go up slightly. New this year is a 10-week season passes for Juniors for $250. The second report compared 2014 Fees and Charges for Simsbury Farms with eight other similar local public golf courses. It showed that SF rates were competitive. Mr. Toner indicated that the proposed changes will be well publicized prior to the season. After a short discussion, Mr. Fallon made a motion to approve the 2015 proposed fee changes for the SF golf course. Mr. Post seconded the motion. All were in favor. The motion passed.

Pools. Mr. Toner distributed reports which charted swimming fees from 2011 to 2015, and compared Simsbury’s 2014 rates with those of seven other local towns. Simsbury’s rates were competitive. After a discussion with his two recreation supervisors, Mr. Toner proposed keeping the season pass prices the same as last year, and selling season passes at the discounted rate only until May 31. After May 31, no more season passes will be sold. However, a laminated discount card could be purchased which will allow pre-payment for 10 visits, with a FREE eleventh visit. Anyone in the family could use it, and it will be hole-punched every time it is used.  Daily rates for adults and children will be the same flat rate. This new system will be test marketed this year. The change will be well publicized, once a week, for 4 weeks through emails, on the C. P. & R. web site, and in flyers going home with all Simsbury students. Mr. Post made a motion to approve the 2015 proposed aquatic rate changes. Mr. Fallon seconded the motion. All were in favor. The motion passed.

Summer Camp Programs. Mr. Toner distributed reports which charted camp fees from 2011 to 2015, and compared Simsbury’s 2014 rates with those of 5 other towns and the Farmington Valley YMCA. Simsbury’s rates were competitive. After a short discussion, Mr. Wetjen made a motion to approve the 2015 proposed fee changes for SF summer camp programs. Mr. Salls seconded the motion. All were in favor. The motion passed.

Marketing/Sponsorship Proposal

Mr. Toner distributed a sample pamphlet to commission members titled “Advertising & Sponsorship Opportunities.” Mr. Kearney worked with the staff on this proposal to generate revenue from Simsbury’s C. P. & R. assets. It offers advertising options to local businesses on the C. P. & R. or the golf course web sites; on the walls of the ice rink or tennis courts, or through special events sponsorships. Mr. Wetjen asked if the tee sign advertising program at the SF Golf Course could also be included. Members discussed developing more add-on promotions to increase the value of each opportunity, and the possibility of actively soliciting local businesses. Mr. Wetjen made a motion to approve this marketing and sponsorship proposal. Mr. Post seconded the motion. All were in favor. The motion passed. Once revisions are made to the pamphlet, it will be shown to the Board of Selectman for its approval.

Ice Rink Report

Revenue at the ice rink is up $6,000 from last year at the same time. This is encouraging, since last year was one of its best years. Ms. Cramer, a hockey parent, was very impressed by the ice rink staff. From renting ice time through John Thibeault, to working with the rink maintenance staff, she mentioned that everyone was friendly, helpful and very professional. She indicated that the only missing piece is a decent warming room—with a good view of the games—for parents and spectators. Mr. Toner noted that this project is included in the proposed Capital Improvement Project for FY 2015/16. He offered to schedule an on-site tour so the Board of Selectmen could see the condition of the current room and will ask the hockey groups to voice their support for this project at public budget hearings.

Open Space Inventory

An updated assessment of the town’s open space inventory is currently under way. Mr. Wetjen mentioned there is a proposal to use an intern from Trinity College to work on this project. He/she would be under the supervision of the town’s Land Use Department. This inventory will be included in the master plan encompassing all town owned land and parks. Mr. Wetjen wondered if it would be helpful to have the commission review the original master plan from the 1960’s. Mr. Toner promised to distribute it at the next meeting.

Old Business

A member inquired about the status of the forest management plan. Mr. Toner said that logging will begin on the Onion Mountain property in June. This will serve as the first example of responsible forest thinning practices. Other targeted properties in town will follow.

New Business

None.

Adjournment

Mr. Wetjen made a motion to adjourn the meeting. Mr. Fallon seconded the motion. All were in favor. The meeting was adjourned at 9:00 p.m.

Respectfully submitted,

Lorrie McElligott

Commission clerk