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Home My Public Portal About20120906 - Parks & Recreation - Meeting Minutes Page: 1 Hopkinton Parks and Recreation Meeting Minutes of 9-6-12 The Parks and Recreation Meeting was called to order by Chairman Ken Driscoll on Monday, September 6, 2012 at 7:15PM. Chairman Ken Driscoll, Bob Dobinski, Brian Eberlin, Brian O’Keefe, Dan Terry, Joan Bannon were present. Karl Morningstar – American Youth Football Action Items to follow up from 4-09-12: ● Bob- Request HYS Bank Statement ● Bob – P&R recommending to fix parking lot, irrigation, expand parking lot and fencing – bring up to soccer board ● Joan – Invite Dorothy Marusca and Jean Vazza to P&R meeting Action Items to follow up from 4-30-12: ● Joan – Gazebo print matted and framed ● Joan – Invite marathon committees to P&R meeting ● Joan - User/Field Fees Action Items to follow up from 6/11/12  Bob – HYS Fruit Street Account Action Items from 7/23 12  Joan – summer program spreadsheet Action Items from 9-6-12  Joan – Contact Green Acres for Fruit Street grass areas that need to be taken care of and areas in front of turf fields that were just added irrigation  Joan – Flag pole  Joan – Survey P&R property across from Sandy Beach  Joan – Attend ConCom meeting w/ Weston& Sampson  Email Board P&R Fund Balance Analysis Report Meeting Minutes from 8-13-12 Approved Discussion about Fruit Street Field grass Areas that need attention  Brian O’Keefe indicated that there are areas that need more than just the generic treatment  May need to take certain areas off line  Area that was just irrigated is all crab grass and does not look good  Need to make sure Green Acres is taking care of this property, also get a quote to fix newly irrigated area – Joan will take action on this Karl Morningstar – American Youth Football  Football is going well. Karl relayed a thank you message for all that helped in getting this program running  Fruit Street is a great property – Needs a master plan to project what is needed to add value 10 years from now  Flagpole needed on property – Joan will look into this  What is the plan for bleachers? Page: 2  Lights needed on the Fruit Street Turf Fields–Brian O’Keefe indicated that CDM had Musco do light plan. Estimated cost approximately $300K, Brian will follow up on light plan. How to fund? – CPC, user groups – Bob mentioned that soccer wants to be a part of the light dialogue. Joan will check with Dave Daltorio on NSTAR power at Fruit Street for lighting  Karl looking for Boards approval for temporary lights for AYF. Lights are diesel fuel, 35 gallons and use ½ gallon an hour, need 70 hours. Cost is $500 per light/month with $300 delivery charge. Karl will make sure police are informed Directors Report:  Fruit Street Parking Lot Complete – Final Payment made to Weston & Sampson - Design and D Clifford Construction  Summer Playground Group Complete  Moved all Playground group “stuff” into new trailer o Cleaned out old trailer o Requested Mike Whalen to install shelves in new trailer o Targeted date of 9/28 to move everything into new trailer and take away old trailer  Beach Closed – Cleaned up, buoys taken in, o Will need to store items when construction begins  Beach P&L Attached  Lot across form Sandy Beach – Attached o Board requested Joan to get property surveyed for < $500  Initial meeting with Weston & Sampson o Kick – off meeting notes attached o Weston & Sampson responses to action items attached o Requested electronic version of proposed plans to put up on website o Natural Play Space  Fall/Winter Brochure Complete o Advertised through insert to Hopkinton Independent o Collaboration with Hopkinton Center for the Arts for after school, early release (grades 1-5) and Vacation programs o New Programs – Active Soles 2-5 yr olds, Elmwood School Flag football, Backyard Discovery 3-6 yr olds, Skating Lessons at St Marks – Ages 5 and up, Zumba for adults  Tree Stumps at EMC taken out – need work on overhanging limbs, waiting for quote from Joe Regan  Community Garden o Telephone meeting with Jeanne Vambucca – she will be P&R liaison between all the garden groups – Garden Club, Project Just Because and volunteers o Sept 8th group of volunteers roto-tilling and mulching and planting o She will coordinate taking down fence and store o Agreed to hay bales to prevent sleds from crushing plants  Board will discuss other options o Agreed to have fall planting for free and let people have same plots again if requested  Met with Suzanne, Janet and Chris on P&R Fund Balance analysis o Joan will send board members latest FY 2012 anaylsis  Board needs to establish field costs for spring – weddings? o Board agreed to charge $30 for weddings on the Common – 2 hour limit  Fruit Street Fields o AYF 8/26, 9/9, 9/16, 10/7, 10/14, 10/21 – Requested extra trash/recycling, porta-potties emptied Sat and Sun o Green Acres locked down sprinkler boxes Page: 3 o Contacted Joe Maiato for quote for fence  Capital Improvement Meeting – Info Attached – Joan will email Board for next meeting  P&R Fund Balance Analysis – Joan and Ken met with Suzanne Chairman’s Report:  Ken presented the 2012 P&R Fund Balance Analysis – Joan will send updated version to Board – disconnect between  Gift account – Perini  Fruit Street Account – Anything left after operating costs goes into Fruit Street Account – needs to be appropriated at Town Meeting  Need to validate soccer P&L for Fruit Street New Business:  Brian O’Keefe informed the Board of a large soccer tournament that took place over Labor Day Weekend. He recommends that P&R collect fees and manage large events. Things that needed attention because no central management – Porta potties, trash, sprinklers going off. Brian also indicated that there should b supplemental fee for the grass fields because all teams were warming up on those fields. P&R needs to come up with an operating model check list for tournaments.  Brian reiterated that the areas in front of the turf fields need to addressed and roped off. Town Committee Reports: Liaison Reports:  Brian O’Keefe created a model to determine field costs. Usage/ Expenses. Three type of allocations 1-3 year time line. These include things such as sprinkler breaks, flagpole, and bleachers. Long-term capital investments – these include infrastructure improvements. Ken wants to make sure accurate data and define what a field is – area, how many on it? Ken did agree with the model – validate data, validate field definition and revisit Property Reports: Brian talked about resting grass field areas the and need to let users know early for planning P&R Meeting Dates: Board changed the next meeting dates to 9/17, 10/1, 10/15. Joan will send out dates to discuss P&R Operating Model. Meeting adjourned at 10:00 Next scheduled meeting 9-17-12 at 7:00 PM Minutes Prepared by Joan Bannon