Parks and Recreation Commission Minutes

Parks and Recreation Commission Minutes - October 15, 2007

REGULAR MEETING

MONDAY, OCTOBER 15, 2007

SELECTMEN’S MEETING ROOM

"Amended Minutes"

The regular meeting of the Weston Parks & Recreation Commission ("WPRC") was held Monday, October 15, 2007. Present were: Chairman Dave Juneau, Nancy Babyak, Marc Butlein, Carlos Mello, Bob Uzenoff and Carl Bernstein. Absent: Pat Kane. Public: Gayle Weinstein. Staff present: Dave Ungar and Gloria Sundlof.

1) Call to order: Chairman Juneau called the meeting to order at 7:34 p.m. and read from the Weston Code section 2-62.

2) Approval of minutes of September 10, 2007: Minutes of the September 10^{th meeting were approved with minor amendments. Carl moved motion and Dave seconded 3-0-1, Nancy abstained. Marc and Carlos not present at time of voting.}

3) Public Forum: Weston resident, Gayle Weinstein stated several baseball parents approached her regarding the potential plans for Revson field. The Board of Finance and Board of Selectmen approved funding for the drainage issue repair on Revson field. Dave U. followed up on this.

4) Unfinished Business:

a) Review of action items:

07-13. Dave J. submitted a brief biography of the life of Minerva Morehouse Heady for the human history sign to be posted at the entrance of MFP. Nancy suggested post a website with additional information at bottom of the sign. She will contact Animal Control Officer, Mark Harper for information on the natural history sign at MFP.

07-31. Dave U. spoke with Facilities Director, Dan Clarke regarding a copy of the consultant report on the status of the pool boiler and other shared facilities. Mr. Clarke stated this has not been completed and will go to the Building Committee. He will then get back with Dave regarding any facilities such as the pool boiler. Dave will follow up on this.

07-32. Dave J. spoke with Board of Education Chairman, Ellen Uzenoff regarding preserving the Middle School field as an active recreation area. Dave U. received a letter from Interim Superintendent, John Reed stating the Weston

School system has no plans for development on the athletic field at the Weston Middle School.

07-34. Dave J. contacted towns of New Canaan and Westport regarding how they handle measuring the quality of their fields. He stated both towns do not use an independent consultant and both have a separate field supervisor in-house. Both

directors stated how shabby their fields look which could be due to the number of players using the fields. He reported that a field near a school can not be treated with pesticides. Both towns have considerable crab grass and possibly looking at artificial grass. He stated every 2 – 3 years they re-sod a heavily used field and do not rest fields. On June 18, 2007 a Bill was signed and made mandatory to prohibit the use of pesticides on school grounds. Bob asked if the Commission can get a copy of this Act. Carl will check the Pesticide Act to see if any pesticides can be utilized on school grounds or parks. Dave U. will send a link from the Ct. DEP on the legislation banning the use of pesticides on school property signed into law.

07-35. Carl reported he spoke with someone from Penn St. with a degree in soil science that he will introduce to Dave U. regarding the standard for measuring the quality of fields. Carl will follow up.

07-36. Dave J. stated Building Committee member Don Gary had appeared before the Selectmen regarding the drainage issue on Revson field. Dave attended the Board of Finance meeting with Don Gary and the First Selectman. He stated there is no intention to tear up the field at Revson and put a new one in. The Building Committee would like to see if there is a way to sheet rain off rather than have the rain sit on the field. Mr. Gary followed up with references on a company called Athletic Field Services using the shatter aeration method. He stated it is a process where the soil compaction is broken up first then layer with top dressing and a special sand and soil mixture. This is a three step process which could begin this fall, spring and next fall. If we re-install Revson field we would lose it for two years. The infields holds a lot more water then the outfields. The Building Committee and schools put the fields together. The field user groups are concerned that fields may be taken out. Marc stated he feels some contingency plans be made if this doesn’t work. Marc feels this will have an impact on the Parks & Recreation Dept. in the future. Carlos asked if this is doesn’t work is there an alternative plan. Mr. Gary stated possibly using curtain drains. The WPRC questioned if there is another field to use for that age group. Marc stated his concern is if the field is torn up why not put down artificial turf. Dave U. called their references and spoke with Athletic Field Services who stated this is the way to go. They stated it is a method over time to fill in depressions and crown fields at low spots.

07-37. Dave U. stated he updated the athletic field maintenance bid specifications and the MFP specifications. He spoke with Finance Director, Rick Darling who presented it to the town attorney and came back with some minor notes. This will be renewable at the town’s option and the end of each year. Dave U. spoke with the Town Administrator, Tom Landry. His suggestion was to ask for total of both proposals and for individual proposals per field. Carl asked if two

separate companies can be awarded each proposal. Dave U. stated he would like to have one company get the entire bid but will bid two separately for athletic fields and Town Hall and the parks. RFP will go out and be put in the paper and have bid packages for potential bidders to take. This will be the first time for BSP and MFP. Dave U. stated we will request for proposals to be posted, receive calls, hand out bid packages and have a return date posted. He stated at the next Commission meeting to have interviews for potential bidders. Mr. Landry will tell us what the proper procedure is. Dave stated he will keep the Commission updated and will bring this to the Town Administrator for review. The Board of Finance has the final say. Nancy questioned if there are any stipulations to accept the lowest bid. Bob recommended having the user groups attend the special meeting to ask questions to the potential bidders and have H.S. Athletic Director, Mark Berkowitz also attend the meeting. Dave stated the packages will be available and going out this week and will be looking at thirty days from deadline. Dave will call some companies to see how long they would need to turnaround from an RFP to a proposal.

b) Weston Little League Dugout follow up: Dave J. reported the Building Committee did not meet yet and invited any Commissioner to attend.

c) Independent Consultant on Turf Quality: Dave U. stated we are waiting to hear back from Dr. Dest. Dave U. stated we no longer have a field director, but someone who contracts a landscape company who is currently Steck’s. Bob stated we were looking for a consultant to watch our supplier which is another way to have the user groups give the Commission a grade. Nancy suggested send out a letter and if someone on the Board of an organization using our fields wants to be a liaison with the town commenting on the field conditions of each field that would be useful. The purpose is for the users to give the Commission feed back annually. Carlos stated that this is appropriate to get feedback. Marc stated he would like to commission this to Dave U. and have him encourage the feedback. Bob stated we do not have an obligation to provide perfect fields. Marc suggested this should be formalized with every user group to participate. Carlos stated we can do this with an anonymous card. Carl stated if the user had noticed something wrong they would go to Dave U. Dave U. reported people he speaks with daily do not have a problem contacting him. Carl stated we should have this at a public meeting and ask what problems are there with any of the parks. Bob recommended having a fields meeting to speak with the public. The Commission decided to table the score card. Carlos recommended at the meeting to ask the various user groups and interview the RFP contractors and have one representative from each group present or they can submit comments in writing and we will have a record of this. Carlos stated we will have a regular scheduled meeting in November prior to the special meeting. Carl stated he would like to have the potential bidders listen to the user groups concerns first. The user groups could comment on the RFP. Carl would like to ask each user group to have up to one page and speak up to five minutes each. The Commission discussed having one agenda item for all organizations with their opinion on fields and to ask questions for the contractors. Bob stated the bid specs can be sent out to the user groups. Have this back the Friday before the meeting. Dave U. will send all info to the user groups. The feedback would be upfront to have at a special meeting which would have the public feedback. Bob stated he would like this to be put on the town website. Dave U. will contact Information Systems, Sharon Shattuck on this.

d) RFP field maintenance: see above

e) Other unfinished business: none

5) Reports of standing committees and resulting motions:

a) Administrative Committee: Bob asked Dave U. if the budget season will be any different from previous years. Dave stated it will be the same. The Commission discussed if any Commissioner’s appointment is running out which Carl expressed his appointment is up this year. Dave J. stated we look forward to seeing some budget requests at next month’s meeting. Dave J. reminded the Commission next month’s meeting will be held on Tuesday, Nov. 13^{th not on Monday, Nov. 12th due to the holiday.}

b) Aquatics Committee: none

c) Fields Committee: Dave J. stated he walked Revson field. Carl reported he walked MFP and Administrative fields which look great. Bob reported the crab grass is now dying out and questioned if MFP is being seeded. Dave U. stated the fields will improve each year because they are now being treated with a pre-emergent for crabgrass. Nancy stated the usage is at its highest peak in the fall and the fields still look great.

d) Programs Committee: Dave U. reported he has not heard back from Kevin Shultz of Weston Travel Basketball regarding his request on the re-imbursement of custodial fees which the Town will not agree to. The winter program flyers will be distributed within the next two weeks to the schools. Carl asked about the tennis court usage. During the school year the H.S. has primary use. Dave U. reported on the relocation of the Recreation Department to the Jarvis House. This should be within the next few months. Carl asked if we are satisfied with the soccer shed at MFP. The shed still looks the same. The Beautification Committee said it looks great.

e) Parks Committee: none

6) New Business:

a) Letter from Interim Superintendent of Schools John Reed: see above

7) Announcements: Dave J. asked all Commissioners to keep Pat Kane in their thoughts and prayers.

8) Adjournment: Marc moved to adjourn the meeting at 10:03 p.m. Carl seconded motion. All in favor 6 - 0.

Respectively submitted,

Gloria Sundlof

Adm. Asst.

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