The regular meeting of the Weston Parks & Recreation Commission (“WPRC”) was held Monday, September 10, 2007.  Present were:  Chairman Dave Juneau, Carlos Mello, Carl Bernstein, Marc Butlein and Bob Uzenoff.  Absent:  Pat Kane and Nancy Babyak.  Staff present:  Dave Ungar and Gloria Sundlof.

 

1)      Call to order:  Chairman Juneau called the meeting to order at 7:35 p.m. and bypassed reading

the Weston Code section 2-62.

2)      Approval of minutes of August 13, 2007:  Minutes of the August 13^th meeting were approved with minor amendments. 

3)      Public Forum:  none

a)      Review of action items:

07-15.  Dave U. reported the pool boiler has been repaired by the BOE.  He was not aware if a repair contract has been set up.  He stated the boiler has been down 5 – 6 times within the last 17 years and believes this is the original boiler.  He would like to have this replaced with something more energy efficient.  Dave J. stated this could be a proposal on the capital budget.  Dave U. will speak with Dan Clarke of the BOE for a copy of a consultant report regarding the status of the pool boiler and will forward to the Commission.

 

 07-21. Dave U. distributed the comparison program and aquatic reports from Bill  Shaeffer and Lynn Stevens.  Marc stated Bisceglie pond should be promoted better for next year.  Press releases and photos were submitted in the local paper for this season.  The Commission discussed how the pond should be better marketed with the new upgrades and inquired what age groups are currently using the pond now.  Potential population targeted is about 200 residents.  Marc suggested sending surveys to Weston families who purchased pond permits this year.  Dave U. reported it is expensive to operate the pond each season.  The Commission discussed dropping the price to help promote it better.  Dave J. suggested record who visits the pond and how many visits per season.  Dave U. stated the opening day averages 100 people and hosts a barbeque.  Dave commented the stronger programs that have sufficient enrollments can carry the weaker ones.  The vending machines generate about 10% profit.  Dave stated the pond is staffed with two lifeguards at the pond area and one rotating lifeguard on duty at all times.  He stated the fiscal year change over is between program registrations during one fiscal year and expenses during another fiscal year.  Dave stated we start at $15,000.00 every fiscal year.  Bob questioned if the Commission would like Dave to construct his budget making the pond a budget line item and present this to the Board of Selectmen and Board of Finance.  Marc suggested to explain to BOS regarding the pond permit fee elimination and would like to construct this to start at zero.  Dave U. stated there is no program budget and the programs are in the enterprise fund which takes in revenues and pays out expenses.  If there is no fee we would have to absorb this in the enterprise fund.  Carlos stated the budget will go up 30% to cover costs.  If the BOS says no we will have to charge or absorb $10,000 in our general fund revenue.  The Commission agreed they want to promote the usage of the pond.  Dave J. stated we should not take from profits from other programs to cover the pond expenses which are a losing program.  Bob stated if we don’t charge a fee a lot of people may come and if we charge a fee next year people may not come back.  He stated if we are at the same numbers next year we should consider to close it.  Carl stated people do use the pond on hot sunny days.  The Selectmen should be notified that we are eliminating fees and if this does not work we may have to make a separate operating budget line item.  Marc suggested speak with the First Selectman of our concern that only 220 permits were sold and expenses are over $30,000.00, therefore we would like to consider dropping the fees.  If this is successful we can cover this with other program revenues.  We have a $10,000.00 surplus.  Carl stated this is an amenity to add to the town and is a benefit.  Carl moved the WPRC eliminate the collection of fees and the necessity for permits for the use of Bisceglie Scribner pond and that beginning in 2008 the pond be open to all Weston residents and their guests.  Marc seconded motion and passed 4 – 1.   

                                                                                    

   07-25.  Dave J. sent a letter to Ellen Uzenoff, Chairman of the BOE to make clear WPRC’s position on the temporary parking lot at field between the M.S.  A copy was sent to the BOS and he is awaiting a response from BOE.

 

   07-28.  Dave U. spoke with the Beautification Committee regarding a stain choice on the shed at MFP.  The Committee would like to leave the color as is.  Dave J. stated the back drop of the shed when the trees are in bloom enhances the color on the shed which is appealing. 

 

   07-29.  Dave U. distributed the turf field replacement fund report for 2004 – 2007.  

                He stated the town did not contribute to the fund in 2004.  The town conntributed double in 2005.  The turf has a 10yr. warranty and we may have to replace it by then.  Dave U. stated we are missing booster barn revenue to be closer to our goal.    We are probably about $150,000 short.  Marc stated we should share this information with the BOS and let people know.  There is a probability that both fields would not go at the same time.  Carl stated at some point we may see a contribution from the Booster Barn.  Bob stated the turf replacement is in the capital plan.   

 

   07-30.  Dave U. passed out an RFP package to Commission and discussed this to go out

                to potential field maintenance bidders.                  

b)      Weston Little League Dugout follow up:  Dave J. met with the Building Committee along with John Clevenger of Little League.  He stated he had received positive feedback.  The Building Committee gave them some action items to take care of.  Dave Coprio stated to put the dugouts on a concrete pad which will help prevent rot which is the correct way to build this for L.L. and their contractors.

c)       Program wrap up Summer: see above

d)      Other unfinished business:  none

a)      Administrative Committee:  see above

b)      Aquatics Committee:  see above

c)       Fields Committee:  see above

d)      Programs Committee:  Dave U. stated he received a letter from the President of Weston Travel Basketball Kevin Shultz.  Mr. Shultz requested a line supplement to be added in for the WP&R to help cover custodial expenses for the Weston Basketball program.  Dave stated the P&R Dept. pays for their own custodians.  We do not have a budget and rely on user fees to help with this.  The H.S. and the M.S. have full time custodial fees.  He is now using the Intermediate School with no full time custodians.  The school is paying at the M.S. and the H. S. until 10:00 p.m. and the Intermediate School has no evening custodian.  Dave stated we support the Travel teams which are comprised of about 70 children.  Mr. Shultz would like to follow up on this.                 

e)      Parks Committee:  none

a)   Scorecard for athletic field conditions:  Dave J. reminded the Commission this is a follow up discussion from a previous meeting.  Marc stated the Field Maintenance RFP is a separate item.  If the Commission decides to do this it should be done every three years.  Dave J. stated a scorecard is beneficial to see if the Commission is hiring the right people for our maintenance.  Marc stated this will be a partnership to work together with the Commission and who will win the bid.  Dave J. stated this is an objective way to lead to field quality and to force the supplier to perform.  Dave J. stated we should still need to evaluate the RFP.  Carlos stated if an issue comes up we would need to have someone advise us.  This is a three year contract and if they are performing they will be reusable each year and locking in the price for each year.  The Commission discussed how to find an independent consultant.  Dave U. stated go to another town with good conditions and inquire with their field maintenance director to evaluate fields.  Dave J. asked what other towns out source this and how soon do we want consultants to look at the fields.  He will contact other towns to see how they handle measuring the quality of their fields.  Dave U. stated part of the town plan is written from Dr. Dest.  Dave U. will contact him to work with us and advise us on the management plan for our fields.  Carl will contact Penn St. and URI to see if they can advise us and what their standards are for measuring the quality of fields.  The Commission discussed Steck’s Nursery.  Dave U. stated they will get a list of jobs of what they have to do, where they have to go and who is responsible to do the jobs.  Bob stated we need to have some objectives and see what the strengths and weaknesses are.  The Commission stated having an expert will be very helpful with plans on emergency treatment and crab grass issue.  Dave J. would like to get an agreement within the next two months.  The new fiscal year begins on 7/1/08.  Marc stated he would like to send the RFP out and we will either go back to Stecks or go to another RFP after the Commission meets with Dr. Dest and any modifications.  Bob stated send this out now and invite respondents to the October or November meeting and they could explain why we should choose them.  Dave U. will contact the Town Adm. prior to sending out the bid package.  He will then send out the Field Maintenance RFP, send a notice to have them pick up the bid package and take potential bidders out on a walk through.                                   

b)   Independent consultant on turf quality:  see above

c)   RFP for Field Maintenance Contract:  see above

d)   Other new business:  none

   7)  Correspondence:  Bob handed out the NRPA Youth Football survey.

8)  Announcements:  Carlos remarked there was a BOE meeting last week regarding the drainage issue on Revson field.  He stated he was not notified of this and felt people who maintain this should have been invited to comment.  Dave J. will contact Don Gary and the Fist Selectman regarding this meeting.

9) Adjournment:  Dave J. moved to adjourn the meeting at 10:16 p.m.  Carlos seconded motion.  All in favor 5 – 0.

 

Respectively submitted,

 

 

 

Gloria Sundlof

Adm. Asst.