2017-02-16
TOWN OF BERLIN
Parks and Recreation Commission
230 Kensington Road • Berlin, CT 06037
Thursday, February 16, 2017
7:00 p.m.
Berlin Community Center
Meeting Minutes
ATTENDANCE:
Commissioners Present: Len Zielinski-Chairman, Donna Bovee, Peter DeFazio, Tony
DeFranco, Steve Hinchliffe
Commissioners Absent: Don Dellaquila, Rob Sylvester
Staff Present:
Debbie Dennis - Superintendent of Recreation
Jennifer Ochoa – Director of Community, Recreation and Park Services
Art Volz – Superintendent of Public Works
Jon Zuk – Golf Course Director
Marc Bayram – Golf Pro
AUDIENCE OF CITIZENS
None
PUBLIC GROUNDS
a. Monthly Report
Picked up 60 garbage cans in Milford and repainted.
Painting bike racks.
Demolished old dog pound – all concrete block was trucked to a concrete company for
free disposal. Wood debris went in a dumpster provided by Public Works.
Pruning and cutting trees at Sage Park, all cut material is on the ground beneath the snow.
Will remove once the snow melts.
Repairing and repainting damaged picnic tables.
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b. Batting Facility – The foundation is in. Cleared snow from around foundation on Feb 15.
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Contractor began erecting the building on the 16.
c. Veterans Park Pavilion – Mr. Volz attended the Veterans’ Commission meeting. Grounds is
obtaining an estimate from Kensington Welding to fabricate new steel railings. Charlie
Colaresi from the Veterans Commission is getting an estimate from Paul Welding. The
railings were damaged by two vandals, as witnessed at 4:30 pm one afternoon.
Unfortunately, the witness who was walking her dog did not call the police.
(Commissioner Bovee arrives at this point.)
Motion-activated cameras were up for about 6 months, but they didn’t capture any damage /
vandalism. The park and pavilion are well lit at night, and can be seen from many nearby
locations (bank, Stop & Shop). There are spare cameras in the P&R storage room that could
likely be redirected to the park/pavilion, along with signage informing the public of the
cameras and police monitoring.
d. Budget – Acting Town Manager Healy’s suggested capital budget includes the Zipadelli
Field, soccer goals and dump trucks line items. Unfortunately, with the recent reductions
from the State, the soccer goals will likely be eliminated. This may a problem, because there
are no spare goals currently. If any are damaged, play will have to wait until damaged units
repaired. Zipadelli will likely survive due to support from the Town Council. Scalise Field
resurfacing is not in the Grounds budget but in the Finance Directors debt plan (3 year
financing). Hopefully this will pass, because in its current state, Scalise may present a risk of
injury to a player. The departments have been told to prepare up to a 7.6% to reduction to
proposed budgets, which represents an actual cut since the budgets only rose <5%.
PARKS AND RECREATION
a. Request by the 2017 Nutmeg State Games to waive Sage Park field usage fees not to exceed
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an amount of $10,495. Games will take place from July 15 through August 6 at Sage 1 & 2
softball fields, Scalise Field, Auxiliary Field, and Zipadelli Field. The estimated cost is based
on a preliminary schedule that can change due to the number of teams and players involved.
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Schedules for usage will be finalized on or about July 1. As in the past, the Town will be
reimbursed for out of pocket expenses, labor, materials and light usage, based on the final
expenses. Last year, the Town waived approximately $16,000 in usage fees.
Mr. Patrick Fisher of Connecticut Sports Management Group, Inc. addressed the
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Commission. 2017 is the 29 anniversary of the Nutmeg Games. He worked with Economic
Development Director Chris Edge last year, to develop maps for participants competing at
Sage Park (highlighting nearby gas stations, restaurants, etc.) and is planning on doing the
same this year. Mr. Fisher also refers participants to Best Western for lodging. The related
Masters Games rents fields for other events in Berlin, and does not request fee waivers.
Commissioner Bovee wondered if Mr. Fisher might approach local restaurants asking if they
would like to include coupons on the map to encourage utilization. One way of recouping
hidden costs that don’t get passed on to CSMG is to further encourage attendees and their
families to visit local businesses.
Mr. Fisher was receptive to the idea and would discuss it further with Mr. Edge. He stated
that some local restaurants have participated in the “Taste of Greater New Britain” – last year,
the venues offered a 3-course menu for $20.16.
Commissioner Bovee made a motion to waive field rental for the July-August Nutmeg
Games. Commissioner Hinchliffe seconded, and the motion was approved unanimously.
b. Monthly Report
Ms. Dennis has been in touch with Jim Shirley – looking to run the CARE Program
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before the 2 Fishing Derby. Tried to run it last year, but couldn’t due to low
registration. Ms. Dennis has reached out to the local Girl Scout and Boy Scout
organizations to notify them of the event – participants can earn a badge. One Girl Scout
troop has already expressed interest. Once a date is secured, Ms. Dennis will open
registration to Town for a couple of weeks, and then non-residents thereafter.
Spring programs – Registration will begin on 3/6 for residents and on 3/13 for non-
residents.
Interviews for summer programs – Have received 26 applications for 10 or 12 jobs.
Sent donation request letters for fishing derbies – no response yet. Permits have been
secured from State of CT to stock fish into pond.
Fee schedule (field and pavilion rentals and lighting charges) was approved by Town
Council. Discussing increase of program fees for next year - basketball and summer
programs are currently making money. They were not increased this year, because they
went up the year prior. Will likely increase small increments each year to keep up with
increasing cost of staff. Will also look at the possibility of charging for swim lessons to
generate revenue. In the past, lessons have been part of pool pass. Will bring proposition
to the Commission to discuss further.
Brian Freeman, BPD, referred a donation request – National Weather Service
(Massachusetts) wants to use the Multi-purpose Room to provide training on the Skywarn
service. They train amateurs to check out weather conditions. The instructor volunteers
his/her time, and there is no charge to the participants. NWS wants to use the room
during regular hours on a Saturday (when it is not rented out) and is asking for fee waiver.
Commissioner DeFazio made a motion to approve the fee waiver, which was seconded by
Commissioner Bovee. The request passed unanimously. Still must be approved by Town
Council. Chairman Zielinski asked Ms. Dennis to find out if there is a weather merit
badge for boy scouts – if so, please let the local Boy Scout troops know about the
program.
b. Elevator Update– Ms. Dennis has chalked out the estimated new dimensions in the storage
room, losing about 5.5” of space. Construction is supposed to start in March, but it doesn’t
appear that RFPs have been sent out yet. The Library seems confident that the work will
come in under bid, but P&R requested the majority of work to occur off-hours (which usually
costs more). Most of the noisy demolition and construction will take place beside Ms.
Dennis’s office, making her preparation for the summer season (busiest and most profitable)
very difficult.
P&R was told that construction would end in June, but the Book Sale thinks July. It doesn’t
appear that plans have gone to the Fire Marshal or Public Building Commission.
Commissioner Bovee asked Ms. Dennis to approach Acting Town Manager Healy about the
situation, and ask that if construction will not be done before a date certain, would he
postpone it until fall. Construction in the P&R area absolutely can not happen during
summer season with so many residents (mainly children) in the facility.
c. YMCA - Chris Edge met with new Finance person at Berlin/New Britain/Meriden YMCA –
He will be leasing a small building on Four Rod Road to utilize a couple of classrooms. He is
proposing to build a new YMCA building in Berlin, and will be meeting with Mr. Edge and
the Mayor to discuss the possibility of a “joint” community/senior center. The concept is that
the YMCA would secure funding for construction (up to $23M) and Berlin would lease the
space to it for $1/year. Ms. Ochoa and Ms. Dennis have been asked to come up with their
specifications for a “dream facility.” P&R has communicated their position that sharing a
building (meeting rooms, facilities) with the YMCA would be difficult for many reasons.
One concern is who would have precedence for space usage. Also, YMCA charges different
amounts than P&R for facility usage and programs. It may be possible for each entity to have
its own portion of the building, but that has its own difficulties. In the P&R “dream facility”
there would be two indoor basketball courts and an indoor pool, which would likely be
repeated in the YMCA “dream facility.” Would it be feasible to construct two facilities with
competing features?
Chairman Zielinski commented that the concept of jointly run YMCA / Community Center
was addressed years ago, and was not found to be feasible. Financing, programming and
usage were all issues. Ms. Ochoa commented that with a larger facility comes increased cost
of operating costs, staff, etc. Even if the building was built at no out-of-pocket cost to the
Town, there is no budget for additional costs (heating, cooling, electricity, supplies, etc.) and
salary. Commissioner Bovee also remembers an investigation to building an indoor facility
across from the Berlin High School with a crosswalk so that the school may use it for swim
meets.
Commissioner DeFranco arrived at this point.
d. Pistol Creek Walkathon update – Ms. Dennis told Cattails (Middletown non-profit
organization) that the Commission had concerns about an event being held while the area was
open to the public. Cattails doesn’t feel that the park has to be closed down in order for the
Walkathon to be held and requests a fee waiver. The Commission disagrees - between the
presence of vendors in the parking lot, additional vehicles of participants, additional people
and animals in the area, the Commission wants the area to be shut down to the public and
only accessible for the Walkathon participants. Additionally, the RFP for path repair hasn’t
been sent out yet, so it is unclear when construction will begin and end. Cattails is requesting
6/3/17. Rental fee will be $150 for ½ day.
There will be additional construction in that area– handicapped parking will be added by the
trails (North side), and concrete structure will be built with bathrooms near trails, and the first
cart paths will be modified to be more handicapped accessible. These projects may also
impact the availability for rental.
Chairman Zielinski moved to close the park to the public and charge normal rental fee for ½
day use. Commissioner DeFranco seconded, and the motion passed. Commissioner Bovee
was opposed – she did not support taking away use of the trails from the residents for an out
of town organization. If the grounds are not available for the Walkathon due to construction,
the deposit and rental fee would be refunded. If agreed, a list of vendors will be required
ASAP for coordination of permits and insurance certificates.
e. Budget - All capital requested (replace remainder of tables in rental rooms, new exercise
equipment, part-time Recreation Supervisor) was denied. Have recommendations for “worst
case” additional 7.5% professional & technical budget cuts: eliminating a few weeks of
basketball practice and games will achieve the goal by saving custodial fees and staff pay.
Chairman Zielinski observed that the State mandated Town budgets may only increase 2.5%
this year. Salaries and wages are mostly 2.25% increases, while health insurance and
worker’s comp also increase. Also, motor vehicle taxes will be limited to 32 mils, leaving
property taxes to absorb the difference.
CONSENT AGENDA
a. Request for donation – Griswold School
b. Request by Nick Zindros to be authorized to sell ice cream, candy, chips and beverages in
town parks during the 2017 calendar year. Mr. Zindros has been doing this for eleven
years.
c. Request by Berlin Little League to sell food and merchandise items for the 2017 baseball
season.
d. Request for golf related donation by the Wethersfield HS Safe Graduation committee.
e. Request for golf related donation by the Southington Catholic School Gala fund raiser
committee.
f. Request by the Connecticut Sports Management Group for the 2017 CT Masters Games
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to sell food, beverages and merchandise on May 13, June 3 and June 4 at Sage Park.
g. Request by the Connecticut Sports Management Group for the Nutmeg State Games to
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sell food items, beverages and merchandise at the Games, July 15 through August 6
Sage Park concession.
Items b, c, f and g– Use of concession building at Sage Park. Commissioner Bovee made a
motion to authorize use, which was seconded by Commissioner DeFazio. Motion passed.
Item a – Griswold School requests the donation of a round of golf for 4 and 2 carts to raffle at an
upcoming pasta supper. Commissioner Bovee moved to approve the request seconded by
Commissioner Hinchliffe. Commissioner DeFranco asked if the Commission could offer a $25
proshop gift certificate instead. The Commission responded that the Proshop is separate, and Mr.
Bayram was welcome to make a donation but it could not be offered by the Commission. Mr.
Bayram added that he usually donated a free lesson to these types of events when asked.
Mr. Zuk stated that the value of the golf and cart donation is $222. Chairman Zielinski
commented that there is typically a very low level of usage of these offerings. $222 may not be
the actual value, just foregone revenue if the winner redeems the round and carts. Commissioner
DeFranco opposed – the motion passed.
Items d and e – requests for donation from out of town organization. Commissioner Bovee
moved to accept the requests for donation, seconded by Commissioner Hinchliffe. It was
discussed that both organizations are out of town, neither organization is affiliated with or hosts
tournaments at Timberlin. The motion did not pass.
TIMBERLIN GOLF COURSE
a. Monthly Report
Proposed rates were approved by Town Council.
Proposed fee waiver for CSGA CT Open qualifier was approved by Town Council.
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Noticed arborvitae were dead or declining on right side of 10 tee (between the pro shop
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and the 10. Will berm that area and plant another row of arborvitae.
Cart storage area - purchased shed for cart attendant. Priced out split rail fencing from
Home Depot and Cape Cod Fence - Home Depot less expensive, so going with them.
Went to local wholesale grower and tagged 60-80 arborvitaes at a discounted price.
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Having problems with Internet connectivity – meeting with our contractor GPC Feb 17.
Termination boxes are 12-15 years old, all the equipment in Mr. Zuk’s office is old and
run through the Board of Ed servers. Will investigate replacement if that will improve
functionality.
Mr. Bayram and Mr. Zuk are working on policies for starters, rangers, cart attendant,
cleaning and gassing of carts.
Majority of staff is interested in returning for next season.
Mr. Zuk has meeting 2/17/17 at 7:30 am with Dave Evans to prepare for March
presentation of budget to Town Council.
Once Internet issue is resolved, Mr. Zuk would like to get Mr. Bayram, the Proshop and
restaurant on Town VOIP phone system. This would allow Timberlin to utilize different
options (phone forwarding, standard greetings) and eliminate the busy signal that callers
currently face.
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Meeting with paving contractor to discuss work by 1 green and 2 tee area and cart
corral area. Will create bid specs and send out RFP for work over $10K. (These small
areas will likely cost $2-3K).
Also looking at repairing or replacing bridges.
Town secured low bidder for tree service, which will be utilized for areas where
Timberlin does not have the expertise or equipment (bucket trucks). Mr. Zuk plans to
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utilize the tree service to take down the 4 or 5 damaged trees along the 11 tee.
Town also secured low bidder for equipment rental – the Town only has one wood
chipper, and it’s difficult to obtain usage. Will likely rent chipper for week or two. Have
rented a bulldozer in past.
Chairman Zielinski suggested that Mr. Zuk approach Temporary Town Manager Healy to
institute a reservation schedule for the wood chipper. In the event of a mechanical failure
or repair, the next department in line would not lose its place in line; the schedule would
just slide and begin where it left off. Commissioner DeFazio commented that Timberlin
seems to get the chipper at the end of the season, because the course looks its best just as
it’s about to close for the season. The work would be far better earlier in the season.
Completing winter maintenance on equipment.
Mr. Zuk wants to reinstitute monthly newsletter, with upcoming events, explanation of
why things are done.
Providing winter service, mostly done. 50-60 mower reels that get taken apart, sharpened
and put back together with new bearings. Also about 35 pieces of equipment gets
serviced with oil change, hydraulics and filters.
Painted ball washers blue and added stickers used on tee markers.
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Address damaged tree on 6 green in last storm.
There is one dumpster in parking lot (from restaurant) – the stockade fence around it is an
eyesore - want to eventually remove fence and move dumpster down to maintenance
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building area. This will clean up the look of the 10 tee area.
Will speak with Mr. Horbal and investigate dumpster tipping fees – the course get
charged during winter, but there is minimal trash being generated.
Created calendar showing tournaments to evidence overlap and/or vacancy. Chairman
Zielinski remarked that between the start of the first tournament in April, 2017 and
10/15/17, there are 54 weekend days and 33 of those days have some kind of tournament
scheduled. The tournaments don’t completely fill the day, some are relatively small, and
there is not much crossover between tournaments. Can we focus our advertising efforts
on those remaining 21 weekend days, to generate play when there is no tournament
activity? Mr. Bayram responded that while not full, there is generally other play on those
weekends. Unfortunately, non-resident full-charge weekend play is on the decline.
Chairman Zielinski remarked that some golfers still complain about the difficulty of
getting a tee time. He inquired if there was a way to show a real-time snapshot of
available tee times. Mr. Bayram responded that the Timberlin website home page has a
link to an online booking tool that shows real time availability. Mr. Bayram suggested
that he could set up an email blast (with a link to the website and online booking tool) to
notify golfers 5 days prior to a weekend when we know we aren’t full to drive booking of
available tee times. Mr. Zuk commented that Stanley utilizes GolfNow to blast email
potential customers when there is availability, but GolfNow “charges” the course for one
tee time per day, and it can sell that tee time for whatever it chooses. Mr. Zuk suggested
that we coordinate with Mr. Bugella to advertise in the smaller local (Cromwell,
Southington, etc.) weekly newspapers to reach those golfers not on the email list.
b. Tee time booking policy sheet – Residents may begin booking (via phone or online) a certain
number of tee times at 6:45 am up to 5 days ahead. Non-residents may begin booking (via phone
or online) at 7:00 am. Mr. Bayram has spoken with many regulars, and they all are okay with the
policy. Commissioner DeFazio moved to approve tee time policy, seconded by Commissioner
Bovee. The motion passed unanimously.
c. Tee time no-show policy – Currently, a no show will be flagged by color (red print) and staff will
give him/her a friendly reminder that it can’t happen again. The new policy allows recourse after
repeat offenses. Chairman Zielinski asked if any season pass holders are no-show offenders, and
Mr. Bayram answered yes. Many weekday mornings, season pass holders will book three times
and only use one or two. The Commissioner discussed the possibility of season pass holders not
able to play after paying for the season. While it is not a desirable situation, each golfer has the
choice and ability to avoid that consequence. Chairman Zielinski suggested that the No-Show
Policy be included on the season pass application? It was discussed that it should be, and all
applicants (residents and non-residents) must sign. The signature should be moved to the last
page to acknowledge all clauses and conditions on the form. Commissioner Bovee made a motion
to approve, seconded by Commissioner DeFazio. The motion passed unanimously.
d. Registration form – a non-resident business company claiming it is qualified for resident rates, it
must obtain signature approval by the Town Clerk (that it is eligible to vote in a referendum) and
Tax Collector (that it pays over $1K in taxes). Additionally, the entire Resident pass list gets
reviewed by the tax collector to confirm eligibility.
e. League schedules – Commissioner Bovee moved to approve the schedules as submitted. The
motion was seconded by Chairman Zielinski. The Chairman suggested that Mr. Bayram provide
each league with a standard form to submit so that Timberlin may easily merge and sort the
information. The motion passed.
f. Identification of dates for Holiday Rates – Mr. Bayram commented that New Britain designates
Memorial, Independence and Labor Days for Holiday Rates, and suggests Timberlin do the same.
Typically, the holidays aren’t that busy, so a day or so prior a Special will be run to entice play.
Columbus Day (October) all depends on the weather, but Mr. Bayram thinks if Holiday Rates
were in effect it would not be busy. Easter weekend – Good Friday is typically busy and Holiday
Rates may make sense. Memorial, Independence and Labor Days are usually busy in the
morning but dead in the afternoons. Some other fringe holidays are typically not busy. Chairman
Zielinski suggested offering a Special in the afternoons. Mr. Zuk suggested that Good Friday
morning be designated as a Holiday. Chairman Zielinski moved to identify the mornings of
Good Friday, Memorial Day, Independence Day and Labor Day for Holiday Rates.
Commissioner Bovee seconded, and the motion passed unanimously.
g. 2016 Stats - This year had good revenue, but season pass sales were down. Last year, season
pass averaged 8.50 per 9 holes, this year below $8. Commissioner Bovee would like to see more
information to understand the loss of $50 / 57K.
Chairman Zielinski noted when the 2016 rates were approved. Council put a lot of pressure on
Timberlin to balance its budget. Although it is not in the black, the Town is doing pretty well to
have a golf course that only costs $50K a year and generates other revenue. Commissioner
DeFazio commented that Timberlin is charged for a lot of costs that other departments don’t get
charged for. Mr. Zuk confirmed that Timberlin is charged for refuse ($8K), unemployment
compensation ($10K) and for liability costs. Commissioner Bovee observed that the Commission
has focused on the revenue, but it should be aware of the costs as well.
h. Restaurant –Some equipment and furniture (tables, chairs for tent area) were acquired from
Whinstone Tavern at Stanley. Remzi’s contract payments have gone up 5% each year (52%
assigned to revenue, 48% assigned to utilities). The Commission didn’t have a problem with
similar increase going forward.
i. Golf Pro Monthly Report
Closed January
Attended PGA show in Orlando, met with some vendors (including scorecard vendor who
include advertising in exchange for free cards). Will meet with GolfNow (POS system) on
2/22/17. Chairman Zielinski suggested that Town Treasurer Nancy Lockwood be included in
that meeting. Met with scorecard contractor, who got sold advertising on Timberlin
scorecards to local businesses, which paid for the cost to produce 20K cards. About $2k
savings.
Working on dates for Spring Junior and Adult clinics.
Registered PGA Junior team (little league style team) – for ages 13 and under, plays Shuttle
Meadow and Stanley teams.
Outings and leagues – sent out new contracts. Picked up 2 new leagues and one new outing
(over 100 players- Knights of Columbus Rocky Hill). All other outings over 100 coming
back. Northridge is closing (used to be Pine Valley) was 18 holes, went down to 9 (built
houses) and will now be closed.
Trying to be more active on social media – Mr. Bayram’s Facebook posts reach 1400 people.
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Timberlin is 2 ranked course on FB in terms of views. This method of communication
reaches into the 18-40 age range. Commissioner DeFazio suggested Mr. Bayram pay an
additional fee ($30-$50) to “boost” a post (with a Special rate) to reach 6K people and report
back on the effort’s success.
Acquiring staff – have starters and rangers. Seeking volunteer cart attendants for corral area
(to sign out carts, keep them clean, assess for damage)
Will be meeting with Vital Signs for a new rate sign. Webpage has already been updated
with new rates.
Working with High School coaches on schedules and rules. (Practice play as available, book
tee time for matches)
Cleaning golf shop – New merchandise coming in March.
Rewards program – Should we utilize a rewards program? (Play X rounds, get one free.)
Chairman Zielinski likes the idea of rewarding loyalty, but notes that after just establishing
new rates, this will effectively change the rates. Mr. Bayram explained that a key fob is
scanned which records transactions. The Commission / course designates what purchases
earn rewards and what don’t. When a receipt prints, will show awards balance on the
bottom? The matter will be discussed further at March meeting.
APPROVAL OF MINUTES
Commissioner DeFazio made a motion to approve the January 12, 2017 meeting minutes,
seconded by Commissioner DeFranco. The motion was approved unanimously.
ADJOURNMENT
A motion was made by Commissioner Bovee to adjourn the meeting at 9:16 pm, seconded by
Commissioner DeFranco. The motion was unanimously approved.
Submitted by
Dana Borges
TEE TIME POLICY
RESERVATIONS FOR TEE TIMES ON
CAN BE MADE
5 DAYS IN ADVANCE
(MONDAY FOR SATURDAY, TUESDAY FOR SUNDAY, ETC.).
ONLY 18-HOLE TEE TIMES WILL BE ACCEPTED ON THE 18-HOLE SIDE.
9-HOLE TEE TIMES WILL BE ACCEPTED BETWEEN 7:00 AM AND 8:45 AM ON
THE 9-HOLE SIDE.
RESERVATIONS WILL BE TAKEN AT 6:45 AM FOR RESIDENTS ON THE
PHONE OR IN PERSON.
THE REMAINING RESERVATIONS WILL BE AVAILABLE TO EVERYONE AT
7:00 AM ONLINE, ON THE TELEPHONE, OR IN PERSON.
TEE TIME NO SHOW POLICY
FOR PLAYERS WHO BOOK TEE TIMES AND DO NOT SHOW OR BOOK
MULTIPLE TEE TIMES AND DO NOT USE THEM ALL, THE FOLLOWING
CONSEQUENCES WILL OCCUR:
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1 OFFENSE – NAME GETS FLAGGED IN OUR COMPUTER SYSTEM AS A NO
SHOW
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2 OFFENSE – CUSTOMER IS WARNED
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3 OFFENSE – CUSTOMER’S RESERVATION BOOKING PRIVILEGES ARE
SUSPENDED FOR 1 MONTH
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4 OFFENSE – CUSTOMER MAY NO LONGER BOOK RESERVATIONS FOR THE
REST OF THE SEASON