Culture, Parks and Recreation Commission Minutes - 1/24/2013

Culture, Parks, and Recreation Commission

Regular Meeting

Thursday, January 24, 2013 at 7:30 p.m. in the Town Hall Main Meeting Room

I. Call to Order
The meeting was called to order at 7:32 p.m. by chairman, David Bush. Other present commission members included Harry Ryan, Gerry Wetjen, Kelly Kearney and Bill Mullen. Gerry Toner,
C. P. & R. Director and John Verrengia, the head golf professional at Simsbury Farms were also present.

II. Minutes from Last Meeting
Mr. Wetjen made a motion to approve the November 29, 2012 C, P, & R Draft Minutes. The motion was seconded by Mr. Mullen and was unanimously approved.

III. Old Business

Golf Course Restaurant RFP. The restaurant contract was awarded to Emmanuel “Manny” Giarenakis. The commission expects the contract to be signed next week.

Golf Course Master Plan. Mr. Toner reported that there were 8 responses to the Simsbury Farms Golf Course Master Plan RFP. Unfortunately, all the proposals exceeded our budget.
Mr. Wetjen noted that the commission will incorporate some of the ideas from the different proposals, but will narrow them down and prioritize. After consulting with the First Selectman, it was decided that only critical items in the Master Plan will be financed with currently available funds. These include: 1. Expanding the golf course restaurant and making it profitable, and 2. Taking care of safety issues including realigning the driving range so that it is not so close to the first tee.

Simsbury Celebrates. Linda Johnson reported that the Simsbury Celebrates Committee is feeling re-energized. Some of the main reasons for this include: 1. Having Taryn Rea, C. P. & R Recreation Supervisor, as Simsbury Celebrates’ event coordinator and supervisor; 2. The fact that three quarters of the 2013 Simsbury Celebrates program is already set; 3. New, excited volunteers; 4. Better internal communication and organization, and 5. Greater delegation by long-term committee members. One of Ms. Rea’s goals this year is to create a formal procedure manual for the Simsbury Celebrates event. It will detail all the planning from the moment the event ends to the moment the event takes place again.  When asked what the C. P. & R Commission can do to help, Ms. Johnson suggested that a liaison from the commission be present at Simsbury Celebrates meetings, and that commission members help recruit volunteers.

Town Field Use Policy. Mr. Toner presented a Revised Draft Copy of a Simsbury Field Use Policy. The second page explicitly states what is and what is not covered under the policy. It also states how much youth and adult organizations should budget per participant so that town fields can be maintained at a high level of quality. Mr. Toner reemphasized that this policy will be a work in progress, since actual costs and field use charges will be reevaluated annually. Mr. Wetjen made a motion to approve the Revised Field Use Policy for submission to the Board of Selectman. Mr. Mullen seconded the motion. All were in favor, and the motion was unanimously approved.

IV. New Business

Paw Meadow Dog Park. Paw Meadow Dog Park (PMDP) is located off Iron Horse Boulevard near the Simsbury Performing Arts Center. Linda Johnson, chairperson, and Nikki Perry, committee member, presented its annual report to the commission. The PMDP committee has raised over $50,000. They spent most of it getting the site constructed in the three years between 2009 and 2012. The official opening took place in May 2012. Ms. Johnson and Ms. Perry reported that about 20 to 30 persons use the dog park on a daily basis, and even more use it on the weekends. To date, there have been no accidents and no injuries to dogs or humans. The park is situated in a partial wildlife area, and the committee is aware that wandering poison ivy and snapping turtles, as well as snow and seasonal wet conditions will be reoccurring challenges. Next winter, they will ask the town to plow the road to the park so that an ambulance and a Paine’s garbage truck may have access to the site. Ms. Johnson and Ms. Perry noted that the committee will raise about $16,000 more to complete the park. These extra funds will help pay for a water source, a shaded structure, benches, perimeter landscaping, signage, sponsor recognition plaques and playground-quality mulch. The committee expects to raise a large portion of its funds through its next “Strut your Mutt Day” at the park on Saturday, May 18. The Special Revenue Fund that was set up for the construction of the dog park will be converted this year into an operating budget. The committee noted that they need to plan for long-term maintenance, and may eventually consider a 501(c)(3) structure. Mr. Kearney made a motion to accept the PMDP Annual Report and endorse the park. Mr. Ryan seconded the motion. All were in favor. The motion passed unanimously.

Simsbury Youth Football. Barry Kline, vice president of the Trojans / Simsbury Youth Football board, was present to discuss current changes. For the past 10 to 12 years, two youth football teams have been drawing players from the same pool of kids: Trojans Simsbury Youth Football, and Simsbury / Granby Raiders Youth Football. He noted that it was time to unify all Simsbury football players and cheerleaders, families, coaches and boards into one team: the Trojans. Their new motto sums it up: “One town. One team. All Trojans.” Mr. Kline mentioned that a unified team would benefit Simsbury High School’s football program, and noted that the migration has already begun. Raider’s board members have been offered seats on the Trojan’s board. A joint board meeting will take place on Monday, January 28. The president of the Raider’s board is now a Trojan’s coach and the Raider’s cheer coach officially signed on to be the Trojan’s cheer coach. The full extent of the migration will not be known until registration takes place in April. Mr. Kline and the commission discussed how the unification will streamline field allocations, and guarantee that Simsbury kids will be practicing and playing on Simsbury fields. While Simsbury will still try to accommodate Granby teams, Granby will eventually have to pay the single-use field charge as an out-of-town team. Mr. Bush asked Mr. Kline to keep the commission informed.

Golf Course and Aquatic Fee Recommendations for 2013. Mr. Toner mentioned that the Simsbury Farms Complex Committee (SFCC) met two weeks ago to discuss golf course and aquatic fees. He distributed 3 spreadsheets. Two spreadsheets focused on the history of Simsbury Farms Golf Course rates, from 2005 through 2012 with recommended rates for 2013. The third spreadsheet illustrated aquatic fees from 2005 through 2012 with recommended rates for 2013.

1. Golf Course. Most of the rates were either the same as last year, or up slightly. Mr. Wetjen noted that a new “Active Military” category will be added in 2013. Mr. Mullen made a motion to adopt the fee structure recommended by the SFCC. Mr. Wetjen seconded the motion. Detailed discussion followed about the sheer number and variety of golf course fees that become more complicated once resident and non-resident categories are applied. Mr. Wetjen suggested that the Simsbury Farms Golf Course should eventually consider a single rate plan in which residents would receive a 20% to 25% discount. He offered commission members a preview through a hypothetical SFGC Single Rate Plan Chart. Mr. Verrengia, Mr. Toner and commission members discussed the pros and cons of this change. They decided that it might be worth considering for the upcoming golf season if every piece was carefully investigated. Mr. Toner proposed a special joint meeting of the Complex Committee and the C. P. & R Commission in mid-February so that a decision could be made by March 1. As a result, Mr. Mullen made a motion to withdraw the standing motion so that a vote on the 2013 golf fees could be made after the joint special meeting. The motion was seconded by Mr. Wetjen, and was unanimously approved.

2. Aquatic Fees. Mr. Toner shared that total aquatic revenues were up 10% from 2011 to 2012. The hot summer and the new facility were two prime reasons. Fees were held back last season because construction was ongoing. This year, he felt it was reasonable to propose fee increases since the pool complex has been completely renovated. He noted that the aquatic fees are not as complicated as the golf fees, and saw no need to go to a single rate plan. This year, like last year, season pass holders will receive discounts on lessons. Mr. Wetjen made a motion to approve the 2013 Aquatic Fee Schedule proposed by the SFCC. The motion was seconded by Mr. Kearney, and was unanimously approved.

FY 2013-2014 Budget Report. Mr. Toner submitted a 1-sheet report to the commission, titled “C. P. & R General Fund Budget Fiscal Year Comparison.” Consisting of 6 columns, it compared budgets from FY2008/9 to FY2012/13 with a proposed FY2013/14 budget. The proposed budget is 2.8% higher than last year due to expected increases in park maintenance / contracted tree work; irrigation for playing fields (which may be addressed with collected fees under the new field use policy); wage increases for seasonal staff and higher chlorine costs for Memorial Pool. Mr. Toner noted that there was a budget shortfall last year within the Special Revenue Fund.  Since fee increases alone will not cover all the extra expenses in FY2013/14—and the Special Revenue Fund that supports the C. P. & R. budget is still evolving and currently running a $50,000 to $60,000 deficit—the commission may have to consider cutting weeks out of the pool, skating rink, and summer camp schedules.

V. Adjournment

Mr. Bush made a motion to adjourn the meeting. Mr. Ryan seconded the motion. All were in favor.
The motion passed. The meeting was adjourned at 9:40 p.m.

VI. Next Meeting

The next meeting of the C. P. & R. Commission will take place on Thursday, February 28, 2013.

Respectfully submitted,

Lorrie McElligott, Commission Clerk