Culture, Parks and Recreation Commission Special Meeting Minutes - 3/8/2018

TOWN OF SIMSBURY – CULTURE, PARKS, AND RECREATION COMMISSION

Subject to Vote of Approval – Special Meeting Minutes – Thursday, March 8, 2018 – 1.5 pages

Call to Order

The meeting was called to order at 6:07 p.m. by David Bush, chairman, in the main meeting room of Town Hall. Other commission members who were present included Dennis Fallon, Lori Coppinger, Gerry Wetjen and Kelly Kearney. The C. P. & R. Director, Gerry Toner, and Town Manager, Maria Capriola were also in attendance.

Minutes of Previous Meeting

No changes were made to the February 1, 2018 Special Meeting Minutes. Mr. Bush declared the minutes approved, and requested that they be put on record.

Recruitment Process for Director’s Position – Maria Capriola, Town Manager

Three documents from Ms. Capriola were distributed. The first was a letter to the C. P. & R. Commission. Dated February 28, 2018, it referenced the recruitment of a new C. P. & R. Director. The second was a draft copy of the job posting. The third was a draft recruitment plan. Ms. Capriola thoroughly explained the process of searching for, interviewing and finding an optimal candidate. She will conduct a first and second round of interviews and ask the final candidates to submit a written statement. Mr. Toner has graciously agreed to work part-time after his June 1 retirement date to help acclimate the next director, if needed.

Simsbury Farms Ice Rink - Report

Mr. Toner handed out a 1-page spreadsheet titled, “Simsbury Farms Ice Rink Revenue.” It showed monthly revenue collected from September 2017 through the end of February 2018, and from twelve previous years. Even though total revenues for this year’s skating season were down from the last four years, the revenues from this February were the highest collected during this month in the last twelve years. Public skating revenues continue to be down. One of the weekend public skating slots will likely be made available for rental next year. Exclusive use of vending machines at the rink eliminated the extra costs for staff and goods this year. Utility costs continue to be high. Solar panels which will be installed on the rink roof this spring will help reduce electric bills. Staff have also been looking into the possibility of having natural gas lines run to SF to control fuel costs. The rink will close for the season on Sunday.

FY18/19 Proposed Budget – Operating and Capital Projects

Two spreadsheets were shared. The first was titled, “Culture, Parks and Recreation General Fund Budget Fiscal Year Comparison.” It compared the FY 2018/19 proposed budget with five previous fiscal years. The second spreadsheet was titled, “Culture, Parks and Recreation Revenue Fund Budget Comparison.” It showed the FY 2018/19 proposed budget alongside four previous fiscal year budgets. The numbers for the proposed 18/19 FY in both budgets are very close to those proposed for the previous fiscal year. The two capital non-recurring items proposed include: 1. A newer refurbished ice resurfacing machine. 2. A newer front end rotary mower.

Capital Project Update

No report was distributed. Mr. Toner updated the commission on the progress to date.

Friends of Simsbury Farms – Report

The current bank balance for FoSF is $105,247. Mr. Wetjen distributed a report detailing which FoSF projects are complete, in progress, or under consideration, as well as a foursome application for the Friend’s Charitable Golf Event on June 22, 2018.

Old Business. None.

New Business. A spreadsheet was distributed showing a revenue comparison of C. P. & R. programs offered in 2016 and 2017 (Jan. 1 to Dec. 31). Total revenues were up slightly in 2017. A comprehensive cost recovery analysis will be conducted on all programs in the new fiscal year.

Mr. Wetjen and Mr. Bush volunteered to be on a special recruitment panel for a new C. P. & R director.

Groupon specials for the SF Golf Course went on sale last week. Sixty-five have sold already.

Mr. Toner announced that the lower pricing benefit that had been established for pool season passes purchased before June 1 would also apply to summer camps this year and going forward. This will help the administrative staff determine, at an earlier date, which camps are popular enough to run.

Adjournment

Mr. Wetjen made a motion to adjourn the meeting. Mr. Fallon seconded the motion. All were in favor. The meeting was adjourned at 7:15 p.m.

Next Meeting
Today’s Special Meeting will take the place of the Regular March Meeting of the C. P. & R. Commission. The next Regular Meeting of the C. P. & R. Commission will be on Thursday, April 26, 2018 at 7 p.m. in the main meeting room of Town Hall.

Respectfully submitted,

Lorrie McElligott

Commission Clerk