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March 10, 2008 Revised Minutes
TOWN OF EAST WINDSOR
PARKS AND RECREATION COMMISSION

REGULAR MEETING
March 10, 2008

AS APPROVED BY COMMISSION

The regular meeting was called to order by Chairman Hayes at 7:05 p.m. in the Meeting Room at Town Hall, 11 Rye Street, Broad Brook, CT.
PRESENT:    Chairman Hayes, Commissioners Simpkins and Szymanski, Park
Director Green and Mary Lou Morell from the Park Office.

ABSENT:      Commissioners Foster and Waltiere.                   
        
GUESTS:       Mrs. Kathy Pippin, Ms. Margaret Hoffman and Selectman Simmons.

ESTABLISHMENT OF QUORUM:   

        A quorum was established as three commission members were present.

PUBLIC PARTICIPATION:

None.

APPROVAL OF MINUTES:

Minutes could not be approved as all members who could cast a vote were not present at this meeting.
        


ADDED AGENDA ITEM:

None.


OLD BUSINESS:

a.              BMX Skateboard Park

Chairman Hayes attended the presentation of the BMX Skateboard proposal to the Board of Selectman who agreed to proceed with the proposed project.  

b.            Dog Park

Director Green presented a proposal to the Board of Selectman on March 4, 2008 who agreed to proceed with the proposed project.  Director Green then attended the Inlands/Wetlands Commission meeting on March 5, 2008 to review the proposal with them.  
Town of East Windsor
Parks & Recreation Commission                           2
Regular Meeting – March 10, 2008

OLD BUSINESS/b:  Dog Park (continued):

Once an actual site has been chosen, a formal application needs to be filed with the Planning and Zoning Commission.

No fundraising can take place until the formal proposal is accepted and approved by the Board of Selectman.


        c.      East Windsor Park – Well Upgrade Status

                The project is scheduled to commence on March 18, 2008.


NEW BUSINESS:

a.      East Windsor Little League

President Michael Fiaschetti addressed the Commission stating that there are 5 t-ball teams and 5 farm teams who will be playing at the Broad Brook Elementary School fields.

Director Green informed President Fiaschetti to seek field approval from the Board of Education for the use of Broad Brook Elementary School fields.

Director Green also stated that both the Board of Education and the Parks and Recreation Department would need a copy of the current insurance certificate for East Windsor Little League.   President Fiaschetti brought the insurance certificate with him to this meeting.

Director Green inquired of President Fiaschetti the status of replacement diamond bases in compliance with the 2008 League Rule to have break-away bases installed.   President Fiaschetti stated that 6 sets of the compliant bases are on order with Scott’s Sports in Windsor.  Five sets will be used at Warehouse Point Park fields with one set used as “travel bases” at the East Windsor Middle School.   President Fiaschetti stated that the present base anchors installed at fields will accommodate the new break-away bases.
The new bases will be installed prior to the start of the 2008 season.

Director Green inquired as to the cleaning of the grease trap at the Osborn Field Snack Bar.   President Fiaschetti stated that it will be cleaned before the season commences.  He mentioned that it would probably be best if the trap is cleaned each fall rather than in the spring so that the grease does not sit over the winter.


   
Town of East Windsor
Parks & Recreation Commission                           3
Regular Meeting – March 10, 2008


NEW BUSINESS/a)  East Windsor Little League (continued):

Director Green then questioned President Fiaschetti as to any projects that would be undertaken at Warehouse Point Park this season.  President Fiaschetti stated that the announcer’s booth is to be completed before the start of the season.   What needs to be done is the installation of stairs, siding of booth and connecting electricity.   Director Green stated that plans for this work need to be reviewed by Groundsman Tetro prior to any work taking place.

President Fiaschetti inquired whether is would be possible to cut and use the ball field at Prospect Hill Park for practice this spring as he has a concern for flooding at the Warehouse Point Park due to the rains and snow pack up North.

President Fiaschetti reported that there are approximately 240 players registered for this year’s league which is down in numbers from last year.  Both girls and boys are down in numbers.


b.      Men’s Softball League

Director Green reported that a meeting will be scheduled in the next few weeks.  She also addressed the Commission as to an increase in the team fee for 2008 to cover increased costs of umpire fees, electric use and increased number of softballs due to the expansion of the league last year by two teams.
The team fee for 2007 was $700 and Director Green is proposing an increase to $750 per team.    

MOTION: To APPROVE team fee of $750 for the 2008 season.

        Simpkins moved/Szymanski seconded/VOTE:     In Favor:
        Unanimous.      

        Director Green also stated she continues to receive more inquiries for new potential teams to join the league.  Commissioner Szymanski stated that in order to accommodate all interested teams, the only way the league could increase in team numbers would be to schedule play on both fields at East Windsor Park.
        
        Director Green then inquired of the Commission as to precedence granted to East Windsor residents.   Commission Szymanski stated that in the past priority had been granted to teams that consisted of 50% or more of residents of East Windsor or who worked in East Windsor.

        


Town of East Windsor
Parks & Recreation Commission                           4
Regular Meeting – March 10, 2008
        

NEW BUSINESS/b  Men’s Softball League (continued):

Director Green then asked who determines who returns for play each season as there were issues last year that created problems.  The Commission felt it would be up to the Parks and Recreation Director and League Coordinator to identify the severity of the issues and take appropriate action.  If a team(s) were bumped out, first priority to fill any vacancy should go to an East Windsor comprised team.  

Director Green will draft a letter to Kevin Lawler, League Coordinator regarding the issues discussed this evening.


c.      Abbe Road Site Improvement      

The soccer fields have been shut down for maintenance and improvement from
November 2007 to November 2008.   All interested parties have been notified of this action and some residents are upset and addressing this issue with the First Selectman.  Director Green shared some communications with the Commissioners.

Director Green informed the Commission of the proposed work that will take place over this time period and stated that funds will be used from the Program – Field Use line item and funds in the site improvement line item of the Department budget to meet the anticipated expenses for the maintenance and upgrades.

Director Green stated that she would like to have a Grand Re-Opening of the fields once all the work is completed.


d.      East Windsor Park Admission Pricing and Pavilion Rental Fees

The Commission reviewed the 2007 pricing and suggested the following for 2008:

        Pavilions:      In Season                                      $150 per pavilion
                                                                   plus gate fee        
                        Out-of-Season           
                                East Windsor Groups             $150 per pavilion
                                Out-of-Town Groups              $250 per pavilion
                                Non-Profit Groups               $125 per pavilion

                        Hourly Rate  (available mid-week only)   $25/Hour with
                                a minimum of 4 hour rental             plus gate fee

Town of East Windsor
Parks & Recreation Commission                           5
Regular Meeting – March 10, 2008


NEW BUSINESS/d  East Windsor Park Admission Pricing & Pavilion Rental Fees  (continued):

                        Gate Admission:     Weekday and Weekend

                                        Residents               $2
                                        Non-Residents           $4   (guest of a resident)
                                        w/Pavilion Rental       $3


                        Season Pass:            Residents Only

                                        Individual              $20
                                        Family                  $40

                        
                        Swim Lessons:
                                
                                w/season pass – per child                       $20
                                w/camp registration – per child         $20
w/season pass  4+ children (flat fee)           $60

                                w/o season pass – per child                     $30

                        
Chairman Hayes requested that the wording be updated on the criteria required to determine proof of residence and members of household  for resident admission and season pass holders .  


MOTION: To APPROVE pricing for 2008 fees for East Windsor Park Admissions and Pavilion Rentals as listed above.

        Simpkins moved/Szymanski seconded/VOTE:     In Favor:
        Unanimous.      



e.      Financial Accounts Review

The current Budget by Department was distributed and reviewed.

Director Green stated that the presentation of the Department Budget to the Board of Finance will take place on March 26, 2008 at 7:30 p.m. at East Windsor High School.


Town of East Windsor
Parks & Recreation Commission                           6
Regular Meeting – March 10, 2008

NEW BUSINESS (continued):

f.     Park Director’s Report

Director Green reported that there was damage to the surface of the basketball court at Prospect Hill Park from a studded snowmobile.  To power wash and touch up the painted surface would be approximately $1,200.   To resurface the court would be $4,000.    It is recommended that the court be resurfaced rather than power washed and repaired as this would only be a temporary fix and will not hold up to weather conditions in the long term.

Director Green reported that there was similar damage to the new basketball court at East Windsor Park only more extensive.  This court will require resurfacing and repainting at a cost of $4,000.

Director Green researched Town Ordinances and found an ordinance dated January 5, 1977 that allowed snowmobiles a pass through East Windsor Park to access property across from the Park on Reservoir Avenue.   This ordinance was created prior to the Park being fenced in and prior to the Town acquiring ownership of the property across the street from the Park.

A discussion took place as to who has obligation/liability/responsibility to grant permission to utilize Park property.  

MOTION:    To proceed with REPEAL of Section II of Ordinance for Parks
                      and Cemeteries dated January 5, 1977 which states as follows:

II.     It shall be unlawful for any person to enter or be upon any public park in the Town of East Windsor with vehicles such as snowmobiles, motorbikes, motor-scooters or any motorized sport vehicle, except on designated roads and parking areas.

along with an amendment to said Ordinance adopted at the January 5, 1977 special town meeting that states:

VII.    That a designated area shall be staked out for snow-
mobiles to pass through the park, specifically the park on  Reservoir Avenue.

                        
                        Simpkins motioned/Szymanski seconded/VOTE:    In Favor:
                        Unanimous.




Town of East Windsor
Parks & Recreation Commission                           7
Regular Meeting – March 10, 2008


NEW BUSINESS/f   Park Director’s Report   (continued):

Director Green stated that the East Windsor Police Department is asking how to proceed with East Windsor Park matter.   She informed the Commission that there are possibly four individuals responsible for the damage.  

After discussion is was felt that a letter from the Parks and Recreation Department be sent to the perpetrators stating that restitution in full be made by one cashier’s/bank check to the East Windsor Parks and Recreation Department by April 15, 2008 to avoid any further action.

Director Green presented a request to the Commission to waive pavilion rental fee for a softball fundraiser benefit for the East Windsor High School on Saturday, June 7, 2008.   The Commission expressed concern that this event would be held during in-season and would affect the revenue for the Park.  Director Green will discuss the issues with the proposed party.

Director Green stated that it would be necessary this year to submit classified advertising in the Hartford Courant, Journal Inquirer and the Reminder for summer staff as many of the former employees have not responded to letter of inquiry and she is in need of a camp director, lifeguards and Groundsman Tetro will be looking for new staff also.  Advertisements have been placed at the East Windsor High School and through Connecticut Recreation and Parks Association.

Director Green reported she would like to form a CIT (Counselor-in-Training) Program this year for 13 – 15 year olds to groom them for their first work experience and as possible future summer staff.  This is an educational tool to groom future camp counselors.   A fee would be associated with this program and if a Camp Director is hired, this program would be run by Director Green.

Director Green reported that the Eggstravaganza will take place on Saturday, March 15, 2008 from 1:00 – 3:00 pm. at the East Windsor Middle School.  Fee is $2 per child with a $5 family limit.

The Limerick Contest was advertised in the Journal Inquirer but the theme of the contest, East Windsor’s 240th Birthday, was eliminated from the article.  A class had already worked on their submission and Director Green will present a Class Award in addition to the individual awards advertised.


Leagues/Abbe Road Soccer Complex/Broad Brook Pond Park/Pierce Memorial Park (Windsorville)/Warehouse Point (Osborn Field) Park:

No discussion this evening.
        

Town of East Windsor
Parks & Recreation Commission                           8
Regular Meeting – March 10, 2008

NEW BUSINESS  (continued):

g.      Groundman’s Report:

As Groundsman Tetro could not attend this evening’s meeting, Director Green
reported the following:  

Herb Holden has completed the work at East Windsor Park on the drainage pipe.   Seeding of the area will be done as soon as the weather warms up.

While working on the drainage pipe problem, it was discovered that the feeder pond overflows as the underwater pipe in the reservoir has deteriorated and causes back up.  This can be repaired by installing plastic pipe rather than metal and the work can be done in-house.

                New signs have been ordered for East Windsor Park to replace the one
                at the entrance to the Park and also the beach sign.

             Director Green would like to order additional signs for the Park such as:

                        Camper Crossing
                        Children at Play
                        Swim Area Closed – No Lifeguard on Duty
                        No Smoking on Beach
                        Clean Air Zone – No Smoking on Premises

The Commission asked Director Green to inquire of the Board of Education as to how they addressed the smoking issue on school property.

Director Green reported that Groundsman Tetro is working on equipment repairs to ready equipment for spring.

Groundsman Tetro has submitted a list to the Board of Education Superintendent of materials needs       to address issues on school property.  He has not received approval to purchase the materials as yet.

Leagues/Abbe Road Soccer Complex/Broad Brook Pond Park/ Pierce Memorial Park (Windsorville)/Prospect Hill Park (Warehouse Point)/Warehouse Point (Osborn Field) Park:

No discussion this evening.





        
Town of East Windsor
Parks & Recreation Commission                           9
Regular Meeting – March 10, 2008
        

CORRESPONDENCE:

        None.


MISCELLANEOUS:

        None.


APPROVAL OF BILLS:      

The bills were reviewed and signed by Chairman Hayes and Commissioner Simpkins.



ADJOURNMENT:

        MOTION:   To ADJOURN this meeting at 8:35 p.m.

                          Szymanski moved/Simpkins seconded/VOTE:  In Favor:
                          Unanimous     



Respectfully submitted, __________________________________
                                      Mary Lou Morell
                                      Recording Secretary