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2018-12-13TOWN OF BERLIN Parks and Recreation Commission 230 Kensington Road • Berlin, CT 06037 Thursda>>, December 13, 2018 7:00 p.m. Berlin Community Center ATTENDANCE: Commissioners Present: Donna Bovee — Co-Chair, Don Dellaquila — Co-Chair; Peter DeFazio; Steve Hinchliffe, Andre�v Legnani; Rob Sylvester Commissioners Absent: Anthony DeFranco Staff Present: Debbie Dennis, Superintendent of Recreation Jen Ochoa, Director of Community; Recreation and Park Services Steve Wood. Grounds Foreman Steve Karp; Superintendent of Hiah�vay & Public Grounds Co-Chair Bovee called the meetinQ to order at 7:00 p.m. 1. Audience of Citizens a. Kimberly Kidd, 26 Sorrel Lane; East Berlin — Ms. Kidd �vould lil:e to hold her weddina at Pistol Creek �vith alcohol served. She plans to obtain insurance and utilize a licensed bartender, and the To�tm Manager and Police Chief have already approved the request. Ma�imum of 1'�0 attendees. Seatina �vill be approved by the Fire Marshal. Depending on attendance, police may be necessary to monitor parkina / traffic. b. Syl�via Tanski, Student at CCSU; Bridge Project — Ms. Tanski proposes to donate a ne�v bridge to replace an aging bridae at Saae Park as her senior design project. She has already met �vith Grounds Foreman Wood, Public Works Director Ahern and former Superintendent of Grounds Bryan Gris�vold. The bridge �vill have railings and ADA approval. c. Richard Spendolini, 34 Berldale, Avenue — Proposes to donate a plaque to be installed on a bench already in place on Patterson `��ay near Berlin High School. The plaque would be in honor of Susan Pajor. BHS Principal has no problem �vith memorializina the bench. Gary Riedel, 30 Hucl:leberry Lane - Also spoke in favor of the memorial plaque donation in honor of Susan Pajor. d. Joseph DeGrandi; 88 York Road — Mr. DeGrandi proposes to plant a red maple tree �vith a stone and memorial plaque at Paper Good Pond in memory of his dauahter, Tina DeGrandi. He also mentioned the possibility of addinQ a bench. �im Petit, Michaela's Garden / Petit Family Foundation — Ms. Petit appe.ared to request approval to donate of Four O�clock flo�ver seeds and a garden sign in honor of Michaela Petit. The seeds that are donated / sold today all originate from Four-O'Clock flo�vers that Michaela planted at her home. 2. Approval of Minutes September 13; 2018 October 11. �018 Co-Chair Dellaquila moved to approve the September 13, 2018 and October 1 l; 2018 minutes. Seconded by Commissioner Sylvester. Those votinQ in favor �vere: Co-Chair Bovee. Commissioner DeFazio. Co-Chair � Dellaquila, Commissioner Hinchliffe; Commissioner LeQnani, Commissioner Sylvester Vote being 6-0. (MOTION CARRIED) 3. Consent Agenda a. Request by Syl�via Tansl:i, representing a group of civil engineering students from Central Connecticut State Universih', to construct a bridge. The location of that bridge will be revie���ed and approved b>> the Public Works Department, Public Grounds Department, Risk Management and the To�vn Manager. Once approved, it �vill be presented to To�vn Council to accept the bridge as a donation to the To�vn in a location �� ithin Sage Park ��-ith ap�roval from the Public Works Department. Commissioner DeFazio moved to approve the request by Syl�via Tanski; representina a aroup of civil enaineering students from Central Connecticut State University, to construct a bridge. The location of that bridQe �vill be revie�ved and approved by the Public `�lorks Department, Public Grounds Department, Risk ManaQement and the Town ManaQer. Once approved, it �vill be presented to Town Council to accept the bridae as a donation to the To�vn in a location within SaQe Park �vith approval from the Public Vdorks Department. Seconded by Commissioner Hinchliffe. Those votin� in favor �vere Dellaquila; Commissioner Sylvester Co-Chair Bovee. Commissioner DeFazio. Co-Chair Hinchliffe, Commissioner Legnani; Commissioner Vote being 6-0. (MOTION CARRIED) b. Request by Kimberly Kidd to hold a wedding and reception at Pistol Creek on April 20, 2019 from 10:00AM — 2:OOPiVI and requesting permission to consume alcoholic beverages (BYOB beer and wine). Food ���ill be served and TULIP insurance ���ill be obtained if permission granted. Commissioner Sylvester moved to approve the request by Kimberly Kidd to hold a �veddina and reception at Pistol Creek on April 20, 2019 from 10:00AM — 2:OOPM and requesting permission to consume alcoholic beveraaes (BYOB beer and �vine). Food �vill be served and TULIP insurance will be obtained if permission aranted. Seconded by Co-Chair Dellaquila. Those votina in favor �vere Dellaquila; Commissioner Svlvester Co-Chair Bovee. Commissioner DeFazio. Co-Chair Hinchliffe; Commissioner Leanani; Commissioner Vote beina 6-0. (MOTION CARRIED) c. Request approval of donation of a 3" b�� 10" plaque, valued at 522�, to be placed on a town bench at Berlin High School in honor of Susan Pajor, b�� Richard Spendolini and Gary Riedel. Commissioner Hinchliffe moved to approve donation of a 3" by l 0" plaque, valued at $22�, to be placed on a town bench at Berlin High School in honor of Susan Pajor, by Richard Spendolini and Gary Riedel. Seconded by Commissioner Le�nani. Those voti��a in favor �vere: Co-Chair Bovee, Commissioner DeFazio, Co-Chair Dellaquila, Commissioner Hinchliffe, Commissioner LeQnani; Commissioner Svlvester y Vote beina 6-0. (MOTION CARRIED) d. Request approval of donation of a red maple tree, valued at �=�39 and a 3 foot by 3.�-foot stone (valued at �2�0) �r�ith an 8 inch by 10-inch plaque (valued at 5180) mounted on it to be placed at Paper Goods Pond in honor of Tina DeGrandi by Joseph DeGrandi. , � Co-Chair Dellaquila moved to approve donation of a red maple tree; valued at $439 and a 3 foot by 3.�-foot stone (valued at $2�0) with an 8 inch by 10-inch plaque (valued at $180) mounted on it to be placed at Paper Goods Pond in honor of Tina DeGrandi by Joseph DeGrandi. Seconded by Commissioner Sylvester. It �vas noted that the oriainal donation rec�uest did not include a bench; and only the tree; stone and plaque �vere part of this vote. Those voting in favor were: Dellaquila; Commissioner Sylvester Co-Chair Bovee; Commissioner DeFazio; Co-Chair Hinchliffe; Commissioner Leanani; Commissioner Vote beina 6-0. (MOTION CARRIED) e. Request approval of donation of h��o American ilags from the American Legion, Post 36 in Ludlo���, VT. One flag is 3' by �' and the other is �' by 8'. Co-Chair Dellaquila moved to approve donation of two American flaas from the American Leaion; Post 36 in Ludlo�v; VT. One flaa is 3' by �' and the other is �' bv 8'. � � Seconded by Commissioner DeFazio. The flaQs have alreadv been left in the custodv of To�vn staff. Those votina in favor �vere Dellaquila, Commissioner Svlvester Co-Chair Bovee. Commissioner DeFazio. Co-Chair Hinchliffe, Commissioner Leanani. Commissioner Vote beina 6-0. (MOTION CARRIED) f. Request approval of a donation of one pre-school program, maximum ��0 credit, for the Kensington Nurser,y School Breakfast �� ith Santa Fundraiser. This donation has been approved in the past. Co-Chair Dellaquila moved to approve the donation of one pre-school proaram, maximum ��0 credit, for the Kensington Nursery School Breal:fast �vith Santa Fundraiser. This donation has been approved in the past. Seconded by Commissioner Legnani. 4 Ms. Ochoa noted that this request �vas time-sensitive and was supposed to be voted on at the November. 2018 meetina �vhich ��Tas canceled due to inclement �veather. To��m Council has already approved the donation. Those votina in favor �vere Dellaquila; Commissioner Sylvester Co-Chair Bovee. Commissioner DeFazio. Co-Chair Hinchliffe; Commissioner Leanani; Commissioner Vote being 6-0. (MOTION CARRIED) g. Request appro��al of donation of Four O'clock flo�� er seeds (valued at 5�.19) and garden marker sign, to be planted by the Public Grounds Department at 38 Mill Street, Citgo Park, Berlin from the Petit Famil,y Foundation. Co-Chair Dellaquila moved to approve the donation of Four O'clocl: flo�ver seeds (valued at $�.19) and garden marker sian, to be planted by the Public Grounds Department at 38 Mill Street, Citgo Park, Berlin from the Petit Family Foundation. Seconded by Commissioner DeFazio. Those votin� in favor were: Co-Chair Bovee; Commissioner DeFazio; Co-Chair Dellaquila; Commissioner Hinchliffe, Commissioner Leanani; Commissioner Sylvester y Vote beina 6-0. (MOTION CARRIED) h. Request b�� To�� n Manager/BOE to �r-aive 5300 field rental fees, 51�0 light fees and 51�0 overtime fees for Maloney High School to hold a practice at Scalise Field on Tuesday, November 20, 2019. Co-Chair Dellaquila moved to approve the Request by To�vn Manaaer/BOE to �vaive $300 field rental fees; $1 �0 light fees and $1 �0 overtime fees for Maloney Hiah School to hold a practice at Scalise Field on Tuesday, Nove,mber 20, 2019. Seconded by Co-Chair Bovee. The Commission did not understand �vhy a request to �vaive field rental fees �vas not presented to it prior to approval bv Town Manaaer Healy. At the Commission's rec�uest, Ms. Ochoa will request the amount Berlin pays to the City of Meriden for use of its indoor pools each season (s�vim team) from Board of Education Business Director Jeff Cugno. She �vill also request To��m Manaaer Healy attend the January 2019 Commission meeting to answer questions reaarding this reque,st. � Those votina against �vere: Dellaquila, Commissioner Sylvester Co-Chair Bovee, Commissioner DeFazio, Co-Chair Hinchliffe, Commissioner Leanani; Commissioner Vote being 0-6. (MOTION DEFEATED) i. Approve meeting dates of 2019 and January 2020. Co-Chair Bovee moved to approve meetina dates of 2019 and January 2020. Seconded by Co-Chair Dellaquila. Those votina in favor �vere: Co-Chair Bovee. Commissioner DeFazio. Co-Chair Dellaquila, Commissioner Hinchliffe, Commissioner Legnani; Commissioner Svlvester Vote beina 6-0. (MOTION CARRIED) 4. Parks & Grounds a. Introduction of ne�v Superintendent of Hiah�vay and Public Grounds b. Monthly Report (see attached) - Mr. Wood also stated that worl: was done on Petit 1 to remove infield silt; redo some irrigation and spread cinder (as �vas done on Saae 1). Silver Lake update — Ms. Ochoa stated that the outlook for addina playina fields at the Silver Lal:e site is not �ood. The levels of arsenic. as �vell as the need to remove peat from the fields will be costly to address. The possibility of addina pla}'llla fields to Patterson `Vay or Pistol Creek �vc1S bi011aht up. Ms. Ochoa �vill discuss �vith the Playing Fields Committee, and also �vith To��m Manaaer Healy and Youth Soccer. d. Pla}'lila Fields Committee Update — There has been no Conunittee activity; but Scalise �vent to bid and �vill be pre,sented to To�vn Council on 12/18/18 to a�vard the contract. Ms. Ochoa met wit11 Patrick Fisher and informed him that the field �von't be available for the Nutmea Games this vear. Field Rental Fees/Budaet Discussion — Ms. Ochoa prepared a comparison of Berlin's field usaae rates to neiahborina to�vns' rates, includinQ Rockv Hill, Ne�vinaton and I�Te�v Britain. The Commission discussed the �visdom of restructurina the fees to hourly vs. daily. (Other nearby to�vns charQe by the hour �vith a multi-hour minimum.) This ne�v billina structure �vould allo�v Parl:s & Recreation to improve field availability by holding aroups accountable to rent the field for the actual time needed, as �vell as to more accurately trac� actual field usaQe. � The Commission also revie�ved the impact of the proposed ne�v fee structure on groups that currently book the fields. It agreed on t«Jo category distinctions: Local and Non-Local / For Profit. Hourly rates for grass fields (2 hour minimum): • Local: $10/hour • Non-Local / For-Profit: $40/hour Hourly rates for Scalise turf field (3-hour minimum): • Local: $10/hour • Non-Local / For-Profit: $�0/hour � '� Non-Local/For-Profit groups also require Grounds staff on site for additional char�e. Ms. Ochoa �vill invite the groups �vho currently reserve the fields to attend the January 2019 meetinQ so that the Commission may e�plain the ne�v rental rates. Co-Chair Dellaquila also ackno��-ledaed the above-and-beyond effort of Town cre�vs to manuallv clear Scalise Field after the 11/1�/18 sno�v and ice storm. allo�vina a BHS football game to be played on 11/16/18. Mr. Wood commented that most of the crew had �vorked throuah the niQht prior and �vere intent on clearina the bleachers and playina field for the Town and its kids. Mr. Wood continued to say that employees from Grounds, Facilities, High�vay and Timberlin participated in the clean up and it �vas a to�vn-�vide effort. �. Parks and Recreation a. Monthly Report (see attached) — Ms. Dennis added that the Tinsel Run �vas very popular this year, and a photoarapher took pictures of each runner at the finish line. The runners �vere able to purchase the photos if they «rished. b. Pistol Cree� Update — B&1� Pavina will begin �vork in the spring. Community/Senior Center Forum Update — Per tlie Town Charter, the matter can ao straiaht to the Public Buildina Commission �vithout input from Parks R: Recreation / Commission for the AQing. The To�vn ManaQer �vill ask for permission from To�vn Cowicil to establish a committee to �vork on the project. d. Fee ScheduleBudaet Discussion — Btid�et — o Ms. Dennis Proposed Community Center Supervisor and Recreation Supervisor staff for the FY2019 budaet. To�vn Manaaer eliminated the Re.creation Supervisor; but left in the Community Center Supervisor staff. likely because of the buildina breach earlier this year. Ms. Dennis hopes the item carries throuah to the final budget, as she feels it is not safe to liave only one Commwlity Center employee in the buildina. o Ms. Dennis also �vorked on a ne�v pay schedule in an attempt to match the hiaher part-time wages paid by other neighborina to�vns. She is havin� a difficult time attractina and retainina seasonal staf£ She is prepared to raise fees to help offset the hiaher waaes. To�vn Manaaer Healy supports the higher �vaaes. V V y o Increases pool passes by $�: Individual $�0; Family $7�. o Increase Summer fun by $�: $90 / weel: ($70 to General Fund; $20 to Special Revenue) Mr. ��ood reported back to the Commission about the �veeds sproutina throuah the new tracl: surface. He stated that the surface is very porous since it is ne�v, and it is common for weeds to peek throuah. Any sprouts �vill die off throuah the �vinter, and anything that surfaces in the spring �vill be killed off by the summer heat. 6. Commissioner's Attendance Discussion 7. Adjournment Commissioner Sylvester �vill not be seekina reappointment for another term on the Commission. The staff and Commissioners thanked Commissioner Sylvester for his years of service. Ms. Ochoa noted that the Commission may be do�vn to four or five members in February, and four will be required for a quorum of any Commission meetinQ. She as�ed the Commissioners to advise if they �vill be unable to attend a meetina as soon as possible. Commissioner Hinchliffe moved to adjourn at 9:11 p.m. Seconded by Commissioner DeFazio. Those votina in favor �vere: Co-Chair Bovee. Commissioner DeFazio. Co-Chair Dellaquila, �Commissioner Hinchliffe, Commissioner LeQnani; Commissioner Svlvester � Vote being 6-0. (MOTION CARRIED) r�ECEl��� ��R ��eoRD ❑lr, .: �RLl�a ,��„��� n� S�� ZD18 t��C 20 p�; 4: 39 1� �l �� f r � BERLJ:�. i T. Parks and Grounds October monthly report Dailv o Mo�ving o Ball fields o���aterina and weedin� of to�vn flo�ver beds VVeekly � o Empty garbage and recycle cans o Painting of athletic fields Preparation of fall sports o Paint o Soccer Fie.lds o Football Fields o Lacrosse Fields o Put up soccer nets and Qoals o Silted Centurelli y Other projects o Put up temporary liahts on Saae Au�iliary o Bro�:e down both pools for the season o Prunina of Paper Goods Pond o PruninQ of Pistol Creek trails and clubhouse o Mo�vin� and prunina of open space o Assisted in movina and settina up for the Holiday food drive o Assisted in locatina and removing of 100 tires from local trails Parks and Grounds November monthl}- report Daily o Mo�ving o Leaves o Ice check on to�vn properties Weeklv o Empty garbaQe and recycle cans throuahout to�vn o Cleaning of Scalise after sporting events o Paintina of athletic fields Miscellaneous jobs o Final clean up on flo�ver beds o Plo�vin� and shoveling from sno�v storm O ReI110Vllla sno�v from Scalise Field and bleachers o Decorate To�vn Hall and parks for the holidays o Assisted �vith deliverina food to the food pantry o Servicing of equipment o Blo�vina out of irriQation lines throuQhout to�vn o Ta�in� do�vn windscreens_ tennis and soccer nets 9 Parl:s and Recreation monthly report for November Winter basketball recently held evaluations and the draft. Numbers are good, number of teams for each group — Boys 3&4 8(�) teams, Boys �&6 �(6) teams, Boys 7&8 �(6) teams; Girls 3&4 4(4) teams, Girls �&6 4(3) teams and Girls 7-9 3(3) teams. The only division that is full is Boys 7&8 but �ve are takina a�vaitin� list in case anyone drops out. There are 260 (263) currently reaistered and �ve �vill continue to register for divisions that have openinas. Some staff �vill not be returnina so advertisement for positions �vas done and intervie�vs are beina held this week. 2. Scarecro�v Festival �vas held �vith 14 scarecro�vs entered. This �vas the first year �ve let the public vote for their favorites in each cateaory. Ne�t year we are lookina into votina on-line. Monster Bash �vas held at Willard School on Friday, October 26 from 6:4�-8:30 p.m. VVe had over �40 (400) people attend the event. Willard PTO also held their Trunk or Treat the same ni�ht as the Monster Bash. We aaain had an elcellent turnout for this event. V Workina on the Tinsel Fun Run. Race �vill be held at Berlin HiQh School on Saturdav. December 1. y 4. The Comnninitv Center hosted t�vo flu clinics in October, run by the Central Connecticut Health District. The Kensinaton Garden Club also held t�vo events here in October/I�Tovember. Mid-State Association held t�vo �vorkshops and the State Ta� Collector Association aroup held 4 classes this fall. y ReQistration �vill begin on Monday, November 26 for residents for our �vinter proQrams. Nonresidents can reQister startina December 3. Information will be available on the To�vIl �vebsite, Facebook paae and Board of Education website. 6. Santa's Parlor �vill be held at the Bet•lin Communit�r Center on November 26 and 27 from 6-7:30 p.m. Berlin }-outh in preschool throuQh 2°d arade are �velcome to meet �vith Santa. Santa also asks everyone to brina a donation for the Food Pantry. v VVe have had a lot of ne�v trroups meetina at the Community Center. Some of the aroups include Quality Senior Benefits, United Health Care, American Financial Education Alliance and `Vheeler Clinic. Manv have reserved additional dates for �nore seminars/meetinas. 10 Parks and Recreation monthly report for December 8. VVinter class reQistration is goina on no�v. 9. Numbers for December special events — Santa's Parlor 4� kids; Tinsel Run 184 people finished 10. Basketball teams started practicinQ after Thanksaivina and will have two aames before Christmas break. We are up to 26� total participants. I hired 6 ne�v staff. �ve have 18 total staf£ I have been �vor�ing on practice schedules for Januarv. 11. WorkinQ on budaet for fiscal year 2019-20. Previously submitted request for an additional Community Center Supervisor and Recreation Supervisor. 12. Fee schedule — after revie�vina numbers (revenue vs. e�penditures) I deternlined if we implement the new fee scale that I proposed, we should increase the ��-eekly fee of the Summer Fun at Clover Hill and The Creek by $�. Winter basketball can absorb the pay increase and still make money; as lona as custodian fees are not factored in. Rates would have to be raised $37 per participant to cover those additional e�penses. Pool passes have not been increased since 2016 so I recommend increasinQ Primary passes to $7� and Individual passes to $�0. � 11