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September 9, 2008 Approved Special Meeting Minutes

September 9, 2008


The special meeting was called to order by Chairman Hayes at 7:04 p.m. in the Parks and Recreation Office at the East Windsor Town Hall, 11 Rye Street, Broad Brook, CT.
PRESENT:    Chairman Hayes, Commissioners Simpkins, Szymanski, Waltiere and Raber;
                        Park Director Green, Groundsman Tetro and Mary Lou Morell from the Park

ABSENT:      No One
GUESTS:       None


        A quorum was established as five commission members were present.




        MOTION:    To APPROVE the Minutes of the Regular Meeting of
August 11, 2008 as amended.

Szymanski moved/Waltiere seconded/VOTE:   In Favor:  Hayes,
Simpkins, Szymanski and Waltiere.  




a.      BMX Skate Park

Chairman Hayes reported that the fundraiser at Sam Bucca’s Restaurant was a success.  She has noticed money in the donation jars that are located at businesses in town.  Chairman Hayes suggested they look into the Entertainment Book as a source of fundraiser funds.
Town of East Windsor
Parks & Recreation Commission                           2
Special Meeting – September 9, 2008

OLD BUSINESS  (continued):

b.      Dog Owners Park

Director Green informed the Commission that a Barktober Fest will be held at East Windsor Park on October 4, 2008 from 10:00 a.m. to 2:00 p.m. with a rain date of October 5, 2008.  This is a fundraising event and admission is free.   There will be a K-9 demonstration by the East Windsor Police, Disc Dogs A-Z will perform and there will be vendors and snack bar items available.  There will be four dog swim sessions costing $10 per dog per swim.  Vendors and volunteers are needed for this event.

Director Green reported that 21 bricks have been sold at $40.00 each and the balance in the account is $1,449.25.


a.      East Windsor Veterans Commission

Director Green informed the Commission that the Veterans Commission asked to be removed from the Agenda at this time and will make a presentation at a later date.

b.      East Windsor Graduate and Celebrate

Director Green received a request from Jackie Shouldice for a basket contribution
to their fundraising auction project.  Discussion of possible Parks and Recreation oriented items could include a season pass to East Windsor Park, a gift certificate for a Parks and Recreation program, a t-shirt and a string dance bag.

MOTION:    To AUTHORIZE the creation of a gift basket to the Graduate   
and Celebrate Auction to include a 2009 season pass to East   Windsor Park and a $50.00 gift certificate to any 2008-2009 Parks and Recreation program (excluding trips) of the recipient’s choice.

    Waltiere moved/Simpkins seconded/VOTE:   In Favor:   
c.      Financial Accounts Review

The current Budget by Department was reviewed and accepted.

Town of East Windsor
Parks & Recreation Commission                           3
Special Meeting – September 9, 2008

NEW BUSINESS  (continued):

d.      Park Director’s Report

Director Green distributed the Fall Program brochure which does include
programs already scheduled.

The Gymnastics program held at the Air Time facility are full for the first session.  Two extra sessions were added for the K-4th grade age group.  The second session for the 5th to 8th grade group may be cancelled due to lack of enrollment and additional sessions for the K-4th grade age added in its place.

The Dance program will hold open enrollment on Thursday, September 18th.  There are no acrobatic classes as we do not have an instructor.  If one is found, classes will be added.  The cost of the dance class this year includes the price of the recital DVD.

Big E tickets are available at the office - $10 for Adult, $8 for child.

After-School-Bowling is being offered to students at the Middle School this year.  There was an issue with the bus company as they charge $200 per trip per week and it would have been necessary to have 30 participants to make this program viable.  As an alternative, we contracted with an airport transport firm and will be paying only for the driver’s time and fuel in exchange for advertising.

A basketball clinic will be held on October 11, 2008 at East Windsor High School with the assistance of the UCONN Avery Point Women’s basketball team.

Director Green reported that a third work station with a computer has been established in the office for Peg Hoffman but a phone still needs to be installed.  Peg Hoffman is now back to school hours.

Director Green reported that she attended the Senior Services Staff Meeting on September 4, 2008.  First Selectman Menard stated that the town will be using information from CREC to compare other towns’ budgets in compiling next year’s budget.

The Selectmen are considering taking the maintenance line item from each department budget and putting it with Public Works for vehicle maintenance.

All departments’ communication line items are now with the First Selectman’s Office.  They have compiled data on all cell phones and radios and the Parks and Recreation cell phones usage is too high to participate in the program

Town of East Windsor
Parks & Recreation Commission                           4
Special Meeting – September 9, 2008

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

selected by that Office.  Director Green informed the Commission she is thinking of giving up her blackberry and will carry a Department cell phone and will be securing a private cell phone for her own use.  The Commissioners strongly disagreed with this decision as the blackberry is necessary for the Director to effectively carry out her department duties.  Chairman Hayes will pursue this matter get involved if necessary.

Information on the electric use at the Warehouse Point Park Snack Bar was
distributed to Commission members and discussed.  

Director Green informed the Commission that there have been comments about the location of the Boundless Playground designated at Pierce Memorial Park.  This project has been progressing for three months and the location of the Park was chosen by the Boundless Playground organization.  The Commission asked Director Green to inform Boundless Playground of the concerns and to seek a possible determine if an alternative site would be possible.

Leagues/Abbe Road Soccer Complex/Broad Brook Pond Park/ East Windsor (Reservoir) Park/Prospect Hill Park (Warehouse Point)/:

No discussion this evening.

e.   Groundsman’s Report

Groundsman Tetro reported that the Sand Pro engine needed replacement at $2,773.  The machine as 1,300 working hours and a new machine was cut out of the 2008-2009 CIP budget.

Groundsman Tetro also reported that the tires on the trailer locked up and destroyed the rim, hub and tire.  It cost $260 to replace.

Groundsman Tetro reported that there was a leak with the irrigation at Osborn Field.  Lightening from an electrical storm damaged the control box and pump motor.  Hot water was running through the pipe and melted an elbow.  Repairs were made by CMS Landscaping.

Groundsman Tetro reported his concern for the water quality at the reservoir at East Windsor Park.  Parrot weed is growing to 10-12 feet high under the raft which needs to be addressed.  Silt is also building up in the upper pond.

Town of East Windsor
Parks & Recreation Commission                           5
Special Meeting – September 9, 2008

NEW BUSINESS/d)  Groundsman’s Report  (continued):

Groundsman Tetro reported there is a need for weed control on various fields.  He would like to get an evaluation and estimate from CMS Landscaping to evaluate the situation and set up a plan for treatment for fields at Warehouse Point Park and the Abbe Road Soccer Complex.

Groundsman Tetro will be overseeding all fields this fall and will use equipment from the Town of Windsor Locks to accomplish this task.

Groundsman Tetro informed the Commission of issues that have arisen regarding the needs of the organized sports leagues in Town.  He needs to be informed of their needs and schedules prior to the start of their leagues.

Soccer is now requesting the need for more fields and making claims that are untrue.      The soccer goals are the property of the soccer league and they can set them up themselves.  The present fields in use are:  East Windsor Middle School – 3; Warehouse Point Park – 4, two for 5/6 and two for 7/8; East Windsor Park – 1; and Broad Brook Elementary School is no longer used.  The Soccer league is requesting an addition field as Warehouse Point Park by the Sewer Plant.   

The Commission stated as there is no additional manpower at Parks and Recreation at this time of year to maintain an additional field, the soccer league will have to work with the fields they presently have.  The Department has limited resources but could supply the league with the paint and a machine for them to line fields.  A letter is to be sent to the soccer league requesting a certificate of insurance, a current schedule of play, that a 5th field at Warehouse Point Park will not be possible and constructed by Parks and Recreation but they can line a field and should welcome parent volunteers for this task.

Broad Brook Pond Park/Pierce Memorial Park (Windsorville)/Prospect Hill Park (Warehouse Point):

No discussion this evening.


                Director Green read to the Commission the Thank-you note from
                St. John’s Parish for the contribution from the Dance Program.

A contribution was made to the East Windsor Education Foundation as a donation from the Community Day Road Race.        

Town of East Windsor
Parks & Recreation Commission                           6
Special Meeting – September 9, 2008
CORRESPONDENCE  (continued):

Director Green received an e-mail from the Co-Chairman of the Charter Revision Commission asking for any suggestions to be incorporated in the revised charter revision.


Director Green reported that the Parks and Recreation Department will be partnering with the Broad Brook Elementary School to participate on October 8, 2008 in the International Walk-to-School Day.  Broad Brook Elementary students in the 3rd and 4th grades will be dropped off at the Middle School to walk down Main Street to their school.  Director Green will make a presentation to the Board of Education on September 18th the Alyssa Danielle.
A donation of $800 from BASF will be used to sponsor this event.

Director Green is seeking a donation from the Connecticut Water Company for water bottles; the East Windsor Police will assist with crossings, volunteers from the Senior Center will be crossing guards and the Broad Brook Fire Department is also participating.  By holding this event the Town can apply to the State of Connecticut for sidewalk funding.

Director Green reported that Fire Prevention Week runs from October 8th to October 11th.   Both the Broad Brook and Warehouse Point Fire Departments will be participating at the Broad Brook Elementary School event.  Again this will be funded by the BASF grant.

East Windsor High School’s Homecoming week will run from October 25 to November 1st.  There will be a night game on October 25th followed by the homecoming dance.


The bills were reviewed and signed by Commissioners Waltiere and Simpkins.


        MOTION:   To ADJOURN this meeting at 8:15 p.m.

                          Simpkins moved/Szymanski seconded/VOTE:  In Favor:

Respectfully submitted, __________________________________
                                      Mary Lou Morell
                                      Recording Secretary