Chatham Parks & Recreation Commission
February 23, 2010 at 5:30 p.m.
Community Center Conference Room
Members Present: Michael Seidewand, Chairman; Joyce Reynolds, Vice Chair; Commissioners: Meredith Fry, and Ira Seldin
Staff: Dan Tobin
Others: Agnes Galop, Nancy Rude, Ed Collins, Patty Duvall, Heather Kotel, Shannon Eldredge, Sue Linnell, Kate Liska, Allison Barube, Karen Murdoch
Item 1: Correspondence
Mike Seidewand reported receipt of a letter of resignation from Bob Dow. Jim Devoe has been interviewed as a candidate for Commission membership.
Item 2: Maritime Festival – Women of Fishing Families (WOFF)
Karen Murdoch outlined plans for this Maritime Festival to be held on May 22, 2010. The festival will be similar to last year’s and include the following:
• Blessing of the Fleet at 9:30 a.m (at the Fish Pier)
• A tent will be used
• Kids crafts
• Wally the Green Monster from Fenway Park
• Food
• Music
• Possible Fire Department and Police Department involvement with a truck and/or ambulance on site
• Non-profit information booths to provide family-related information
• Alcohol license to be obtained from the Board of Selectmen. Alcohol to be served after the kids activities are completed
• Proceeds from the event will go to fishing families on Cape Cod through scholarships and other financial aid
MOTION: Joyce Reynolds made the following motion, seconded by Meredith Fry: That the Chatham Parks & Recreation Commission allow the Maritime Festival to be held at the Chatham Community Center.
Vote: 4 – 0 in favor.
Item 3: Guild of Chatham Painters
Ed Collins, Nancy Rude and Patty Duvall represented the Guild. They summarized earlier use of the school property for summer art shows, citing use since 1997. In prior years, a donation of $1,000 was made for the use of the property to the Chatham School’s arts programs.
Details of the request included:
• Use from 9:30 – 5:30, with set-up to begin earlier
• Dates: from June 24 through the first Friday in September, every Thursday and Friday
• Metal rigs to be left overnight
• There would be no art show on rainy days
• Two people will be working during the days, after set-up is completed.
• All but five of the twenty members of the Guild are Chatham residents
• The Guild of Chatham Painters is a non-profit organization and member of the Chatham Chamber of Commerce and Merchant’s Association
Discussion:
• Dan Tobin noted that there are two conflicts during the summer when permits have already been granted to other craft fairs.
• Joyce Reynolds expressed concern about foot traffic on the lawn during/after Chatham A’s games.
• Other craft fairs are being charged $600/day for use of the front lawn
• Requirement for a police detail was discussed; no decision was made
• No decision was made regarding a fee. This will be discussed and determined at a later meeting.
MOTION: Ira Seldin made the following motion, seconded by Meredith Fry: That the Chatham Parks & Recreation Commission support the concept of holding art shows on the Chatham Community Center front lawn.
Vote: 4 – 0 in favor.
There was brief discussion about the possibility of the Guild donating art to the Community Center and/or selling art in the Community Center. This will be discussed at a later date.
Item 4: Team Handball Tournament
Ragoslav Delchev presented information about a proposed Team Handball Tournament planned for Saturday, April 10. The tournament poses a possible conflict for the use of the gym as a “rain” location for the baseball clinic scheduled for that day. It was suggested that we explore the use of one of the school gyms as a rain-day backup. Mike Seidewand agreed to do this.
The tournament will involve four teams (two coming from New York) and the possibility of spectators. There will be no spectator admission. The Commission members encouraged publicity for the event and suggested that concessions could be provided by some of the High School groups. Publicity in the Cape Cod Chronicle was also encouraged.
MOTION: Meredith Fry made the following motion, seconded by Ira Seldin: That the Team Handball Tournament be allowed at the Community Center gym, provided a copy of the certificate of insurance is obtained from the Handball Federation.
Vote: 4 – 0 in favor.
Item 5: Chatham Angler’s Concession RFP
Dan Tobin indicated that the Chatham Angler’s submitted the only application in response to this RFP and have met all requirements in the RFP. Daily receipt information is to be provided to the Town.
MOTION: Joyce Reynolds made the following motion, seconded by Meredith Fry: That the Chatham Athletic Association (Chatham Angler’s) be awarded the concession contract for 2010.
Vote: 4 – 0 in favor.
Item 6: Lighthouse Beach Planning Update
Meredith Fry reported on meetings involving the Board of Health, Ira Seldin, Dan Tobin and herself. The Chamber of Commerce has agreed to include information about the beach dangers/swimming restrictions in the Chatham summer booklet and will also include the information on its website.
Town Counsel Bruce Gilmore will work with staff to develop approved wording for the signs.
Dan Tobin will review the wording for an informational brochure and the Chamber booklet article with town staff and Town Counsel. The information will also be provided to the Commission for review. Stuart Smith has agreed to change the town landing regulations to require a sign-off from ferry operators using town landings.
MOTION: Ira Seldin made the following motion, seconded by Meredith Fry: That the Chatham Parks & Recreation Commission, based on advice from Town Counsel, advise Harbormaster Stuart Smith that all ferry operators be required to sign off on an educational requirement regarding beach safety.
This is to be incorporated into the Town Landing permit regulations.
Vote: 4 – 0 in favor.
Ira Seldin noted that Meredith Fry had done a good job of coordinating communications regarding beach issues with a number of individuals and organizations. Dan Tobin indicated that this issue will likely be discussed by the Waterways Advisory Committee.
It was noted that Bruce Gilmore, Town Counsel, has indicated that it is possible to include a fine for swimming in prohibited areas. Dan Tobin added that the Massachusetts’s statutes limited such a fine to $300.00.
Item 7: Annual Report – no discussion needed.
Item 8: Staff Reductions
Dan Tobin reported that the Finance Committee has reviewed the town budget with the Board of Selectmen. The Finance Committee expressed concerns about the staff reductions, but has voted to support the budget. There appears to be little room for change in the proposed staff/hours reductions.
Joyce Reynolds asked about amending the budget during Town Meeting. Dan Tobin indicated that any proposed amendment would need to reference the specific line item in the budget and be reviewed by Town Counsel prior to being presented on the floor of Town Meeting.
Joyce Reynolds and Mike Seidewand both suggested working on revising the current work schedules of the coordinators to ensure minimum disruption of current activities. Dan Tobin agreed that modification of schedules will be done. Mike Seidewand stated that staffing from noon to 8 p.m. is important when the building is seeing heavy after-school and evening use.
Dan Tobin will be making a quarterly report to the Board of Selectmen next Tuesday and will be reporting significant increases in building use. He will send a copy of his report to members of the commission.
Item 9: Seaside Links RFP
Dan Tobin indicated that there were two proposals received for the golf course management contract. The proposals were reviewed by the Golf Advisory Committee and Dan Tobin and the Sports Management Group was selected as the contract winner. The RFP requires a golf program for youth; this will be developed.
This will be a five-year contract, expiring in 2015.
Mike Seidewand suggested that the Golf Advisory Committee be invited to a Chatham Parks & Recreation Commission meeting to discuss issues related to the golf course, especially activities for children/youth.
Item 10: Minutes
Minutes of the previous two meetings will be discussed and approved at the next meeting.
Item 11: Permission To Use
Dan Tobin circulated a list of all upcoming activities. Based on this list, it was requested that the Commissioners be able to review those permission requests involving fees. Dan Tobin agreed to provide those request forms.
Items signed:
• Cape Cod Baseball Club – multiple dates
• Veteran’s Baseball League – multiple dates
• Junior Babe Ruth League – multiple dates
• Senior Babe Ruth League – multiple dates
Additional requests expected:
• After-prom party fund-raising effort as part of the swap meet to be held in the Community Center (Raffle drawing for Red Sox tickets).
• Girl Scout bake sale in the lobby during the swap meet
Item 12: New Business
Residence and Age Group Policies: Dan Tobin asked for a clarification of “residence” as it might apply to use of the Community Center. There was brief discussion and general agreement that taxpayers and/or voters would qualify as “residents.”
Gym Use: There was also discussion of how to deal with multiple age groups using the gym at the same time. In discussion, commission members generally agreed that staff should use their judgment regarding the number of people involved and how well they were able to interact with each other. However, if it becomes necessary to limit use to specific groups and specific times, it was suggested that 2:00 – 5:00 p.m. should be reserved for kids (12th grade and under); 5:00 – 7:00 p.m. would be reserved for adults; 7:00 – 9:00 p.m. on Fridays and Saturdays would be reserved for kids (12th grade and under).
There have been some problems were several players who have been disruptive and discourteous to other players. Dan Tobin indicated that staff is working to accommodate all players, but need guidelines to deal with problems.
Dan Tobin will prepare some policy proposals for both issues (residence requirements and gym use age groups) for discussion at the next meeting.
Goose Fair Antiques: Dan Tobin indicated that Goose Fair Antiques has requested permission to use the gym for an antique show on July 17. This will entail closing the gym early on Friday evening for set-up. The fee: $1,600.00. There was general support for this request. It will be voted on at the next meeting.
Petty Cash Account: Mike Seidewand asked about the possibility of setting up a small cash account for use in small maintenance issues at the Community Center. Dan Tobin said that the town is currently without a Finance Director, but agreed to discuss this possibility with the Town Manager.
Fitness Equipment Maintenance: Dan Tobin said that Precision Fitness has submitted a proposal for equipment repair and maintenance of $1,100/year. The initial warrantee is expiring on the equipment in the fitness center. This will be discussed at a future meeting.
At present, the fitness center is generating approximately $30,000/year. The fitness center is now accessible at 8 a.m.
Sandbar Sign: Meredith Fry said that the sign at the sandbar has disappeared and asked if it could be replaced. Dan Tobin indicated that he would replace the previous sign.
Ethics Tests: Joyce Reynolds said that she has completed the on-line ethics questionnaire. Her completed form will be given to the Town Clerk. Others were encouraged to complete this process.
Commission Charge: Joyce Reynolds noted that the Parks & Recreation Commission does not have an official “charge” and suggested that one should be written. Mike Seidewand suggested that the charges of other commissions be used as models.
Directional Signs in the Community Center: Ira Seldin asked about the installation of internal directional signs. Dan Tobin indicated that Chris Johnson will be replacing recently retired John Custodie and will be installing the signs soon.
School Art: Ira Seldin suggested that the Commission investigate the possibility of using student art to decorate the Community Center.
Alcohol Use Concerns: Mike Seidewand reported concerns about under-age drinking prior to the recent 8th Grade Dance. There was discussion of how such situations should be handled by staff. Dan Tobin said that in such situations a meeting would be held with the student and the student’s parents and other staff. It is the policy to notify parents if the use of alcohol by minors is suspected.
Next Meeting: The next meeting was scheduled for Tuesday, March 9 at 5:30 p.m. Joyce Reynolds reminded the Commission that each member is to have a list of bricks to be moved in the brick walk.
Adjournment: The meeting was adjourned at 7:45 p.m.
Notes by Marie Williams
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