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Recreation Commission - Meeting Minutes

                                                  

November 1, 2011 Meeting Minutes                                                                   
Location: Recreation Department Game Room
Call to Order: by Frank Jones(Chair) at 6:36 p.m.
Present: Frank Jones(Chair), Budd Thorne, Bob Keyes, Tom Belyea
                Commissioner Paul Paget was unable to attend.
October 5, 2011 Meeting Minutes Accepted   Motion by: Budd Thorne 2nd by:  Tom Belyea Passed: Unanimous

Open Forum: The public did not attend this open meeting.

Old Business:   
            Fitness Room Update-

  1. New Hours: As of October 17, 2011, facility now opens @ 5:30 a.m. on Monday thru Friday; and 7 a.m. on Saturday and Sunday.
  2. New Flexible Monthly Payment Membership Option: $12 per month, automatic deduction and renewal; flat rate, no hidden fees.
  3. Membership Enrollments: Down 200-250 to 650. However, some customers are coming back. They do not like the “warehouse” open space of Planet Fitness, but like the “small room appeal” we have to offer.
  4. Improvements: six new flat screen tv screens hooked up by volunteer. More to be added later. Consultant recommended wall improvements, such as pictures, visual scenes, and coloring.
  5. Proposal: to add $40-$45,000 in strength machines in two phases.

    a.Phase I: Replace/add $26,500 in new equipment now, using $20,000 in road race revenues and $6500 from Revolving Fund.
    b.Phase II: replace/add $15-$20,000 in additional equipment/improvements in early spring after review of membership enrollments, and review and approval by the Commission. Motion by: Chairman Jones 2nd by: Bob Keyes Passed:Unanimous

    Parking Lot Lights- Concern expressed by the Administrator’s office that parking lot lights are on too early(a.m) for Fitness Room customers. It was noted that this has been a routine practice for the past 15 years for Spinning classes without complaints. Solution: Prior to this concern was expressed, the Maintenance Department installed new lighting in the Fitness Room Courtyard that should be a sufficient solution to this concern.

New Business:
            Proposed FY2013 Budget was presented by Director Thorell as follows:

  1. Level Services-Director’s salary of $72,500 remains fully funded by the town.This continues to strengthen the partnership between the town and the Recreation Commission. Additional duties, such as managing Selectmen fields as self-sufficient and sustainable town assets have increased the Director workload.
  1. Modified Level Services-Director’s salary reduced to $69,092, for a pay cut of $3408. Services that do not generate revenue will be cut.
  1. 2% Reduction- Director’s salary reduced to $66,384, for a pay cut of $6116. Further services that do not generate revenue(and profitability) will be cut.

The Recreation Commission believes the level services budget is at a reasonable level. Fiscal Year 2010 budget was cut by 30% when other departments were given a 5% reduction.

Motion: To accept budget proposal as printed and presented.
Motion by:Chairman Jones 2nd by:Budd Thorne Passed:Unanimous

Barn Update-Community Preservation Committee- Director Thorell gave a brief feasibility study update at the October 13 CPC Meeting. A subsequent visual survey report by Structures North, a consulting engineering firm, indicates rot and insect damage, recommending repairs to sill, framing, and sheathing by Dutchman, sistering, or replacement methods. Cost has not been identified. Also included in this feasibility package is a report from Bargmann Hendrie and Archetype, an architectural firm, outlining existing conditions, program summary for potential usage, design and layout for preschool, multiuse(i.e for meetings), and adult classroom spaces.

Care of Ball Fields Flags-Commissioner Budd Thorne reported that Veteran’s Agent Keith Jermyn has offered to implement procedures for proper care and conduct of the flags at our ball fields.
                                                                                      
Director’s Report-Highlights include:

  1. Facilities and Fields Updates-All fields are scheduled to be winterized.
  2. Fitness Room Update(see Old Business)
  3. Review of CPC Documents(see New Business)
  4. Winter Programs-Brochure to be printed and mailed during the first week in December. Future brochure printing and mailing will be reduced, and sent online.
  5. Halloween Party- A huge community success, held at South Shore Country Club with 800-900 in attendance. Recreation Department financial contribution came from the July 4th Road Race Gift Fund.

Motion to Adjourn-Motion by: Chairman Jones 2nd by:Tom Belyea Passed: Unanimous  Meeting Adjourned at 7:55 p.m.     

 Supporting Documentation
All documentation gathered at this meeting will be on file at the Town Clerk’s office after approved minutes are filed.

  1. Director’s Report
  2. Proposed FY2013 Budget prepared by Director Mark Thorell
  3. CPC Visual Structural Survey of the Hingham Cordage Factory Head House(Rec Barn) prepared by Structures North
  4. CPC feasibility report prepared by Bargmann Hendrie and Archtype, Inc.