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Hopkinton Parks and Recreation
Meeting Minutes of 8-9-10
The Parks and Recreation Meeting was called to order on Monday, August 9, 2010 at 7:31 PM.
Ken Driscoll, Pat Mahon, Bob Dobinski, Mike Preite were present.
Brian O’Keefe and Tim Ritterbush, HYSA
Bert White – Hopkinton LAX
Minutes 07-26-10 Approved
Discussion With HYSA (Hopkinton Youth Soccer Association)
A discussion with HYSA occurred regarding the Fruit Street Athletic Fields Complex. Items discussed were:
Naming of the Fields. Ken brought up that there should be names for each of the fields. It will
eliminate confusion from the existing fields and new artificial ones. No action was taken.
The user agreement was then discussed along with rate charges for field use. Ken stated that the final
user agreement needs to be signed by Parks and Recreation and HYSA. Ken mentioned that the lease
agreement with the Town and HYSA must be signed by the Selectmen. Ken mentioned that Karl
Morningstar had a concern at last meeting regarding the user agreement. He asked that since 160 hours
(up from 80 hours for 1 field) was being given to HYSA, what would happen if another in town
organization came up with the funds to use the fields. Brian O’Keefe wanted assurance that the
Saturday game space that is typically needed for them to run their league was guaranteed to HYSA. It
was mentioned by Bob Dobinski that the initial usage by HYSA was only going to be one field. Since
there are now 2 fields why did HYSA’s need double? Bob reiterated that other leagues should have
some priority usage and suggested that the fields be marked for all sports now, so that it could be sold if
needed. Ken reminded everyone that HYSA was on the hook for the whole loan and they would have to
start paying the debt service as soon as the fields are completed.
A motion was made by Bob to modify user agreement to allow HYSA 160 hours of use. Pat Mahon
seconded. Vote 2-0, 1 abstention.
Changes to the user agreement were discussed next. The only change was to the lease dates. Bob made
a motion to accept the user agreement and lease document. Pat seconded. Carried 3-0.
Usage fees were next discussed. Brian O’Keefe asked to board to change the non-resident/Hopkinton
based user fee to $150.00 per hour. HYSA did area surveys and felt other complex’s were in line with
this charge. Mike asked what if there was plenty of space available and organizations or individuals
were balking at the rate, would we just try to sell the space to make some revenue? Would we change
the rate for the sake of selling something? Would there be volume discounts during non peak usage. It
was agreed that the process would be monitored and could be adjusted once there was some history.
Mike asked will users be asked to pay in full prior to their requested date and is the fee refundable if
they don’t use the space? It was agreed that Parks and Recreation and HYSA would work on a policy
and procedure document to use as a guideline. Bob made a motion to set the non-Hopkinton based rate
to $150.00 per hour, Pat seconded. Again with discussion, Ken asked why not have the rate be dictated
by what the market will bear? The motion was then removed, with a new motion by Bob. Rate would
be still $150.00 per hour, but could be negotiated based on actual usage and need to no lower then
$125.00 per hour pending liaison review after the fall season. Motion carried 3-0.
Brian mentioned that he is gathering policy and procedure information from other facilities and with
Parks and Recreation will create the necessary documents for our complex.
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Discussion with Youth Groups regarding field infrastructure issues:
Bert White from Hopkinton Youth Lacrosse and Tim Ritterbush from HYSA joined the Commission to discuss
funding problems the Town will have towards infrastructure needs. Parking lot and fence repair were
mentioned along with non-field maintenance issues was discussed. Ken mentioned that one of his goals would
be to create a Parks Division. This would allow an entity to handle all maintenance issues on all athletic fields
in Hopkinton. Ken hopes to get with school committee members and explain the need and benefits to creating a
joint organization. Mike mentioned that Westboro has a Parks department that handles all maintenance except
mowing and weed whacking. They farm out those for all athletic and parks in their town.
Ken summed up this portion of the meeting by saying that the purpose of inviting the youth groups was to:
Make them aware of the monetary and manpower issues with “common area maintenance at the youth
facilities.
The need to solve the problem as more properties come on line and or get repaired.
A plan will be needed to be put together for Town Meeting justifying the needed dollars to keep all
facilities maintained, and the need for a mobilization effort for residents to support the increase in
budget.
If the budget request to create a Parks division fails, maybe the youth groups will then have maintain
the entire property not just the field space.
There needs to be a follow up meeting.
New Business
There was a discussion regarding the skate parks and continued issues with the users not following the
rules. It was brought up that maybe a fence needed to be installed to lock it until users follow the rules.
Ken informed the Board about material being used for the road into the Fruit Street Complex. He asked
the board to vote on the material since it was different then the one in the plan. The company
recommending the material wanted the Parks and Recreation Boards approval. Pat made the motion to
approve the material, Bob seconded. 3-0 in favor.
Director’s Report
Brochure Finished.
EMC Park finished.
Last Movie night.
Fruit Street problems.
1. Electricity issues
2. Road material.
3. Signage? I.e.; no seeds, no Gatorade, use by permit, under surveillance.
4. Green Acres made their 1st payment request.
Sub-Committee Reports
None
Meeting adjourned 10:11PM
Next scheduled meeting 08/23/10 at 7:00 PM
Minutes Prepared by Mike Preite