2021-10-14
2021-10-14 Parks and Recreation Commission Meeting
TOWN OF BERLIN
Parks and Recreation Commission
230 Kensington Road • Berlin, CT 06037
In-person and ZOOM
Thursday, October 14, 2021
6:00 p.m.
ATTENDANCE:
Commissioners Present: Donna Bovee - Chairwoman, Tony Butrimas, Don Dellaquila,
Andrew Legnani, Dinesh Patel, Greg Starr
Commissioners Absent: Joe Pulcini
Staff Present:
Jen Ochoa, Director of Community, Recreation and Park Services
Debbie Dennis, Superintendent of Recreation
Steve Wood, Grounds Superintendent
1. Audience of Citizens
a. John Schmaltz, Berlin Board of Education, Security Director – Security Director
Schmaltz informed the Commission that Berlin schools have posted signage
prohibiting “outside” use of school grounds during school hours. This prohibition
is meant to maximize safety of the students and staff. In keeping with that
practice, Security Director Schmaltz asks the Commission to also prohibit use of
those playgrounds, fields, courts and passive use properties that are located on
Berlin public school grounds and in close proximity to Berlin’s public schools
since those playgrounds / fields are often used by students throughout the day.
(The current ordinance allows all Town-owned open space and parks to be open
to the public from dawn through dusk, but defers to any ruling by the Parks and
Recreation or Conservation Commissions to the contrary.)
Chairwoman Bovee asked Security Director Schmaltz to work with Director
Ochoa and Superintendent Wood to propose specific wording and identification
of the properties this exception would affect. The Commission will consider and
vote at a future meeting.
Security Director Schmaltz also requests that the Parks and Recreation
Commission close the basketball and tennis courts at Berlin High School from
6:00 p.m. – 9:00 p.m. on Saturday, October 23, 2021. In an effort to resume
school social activities, Board of Education has planned to hold a homecoming
dance outside on Biscoglio Auxiliary field that evening. It asks that the basketball
and tennis courts be closed as a student safety measure and so that industrial
extension cords may be run through the courts to provide electrical power to the
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tent / dance area on the field. He plans to block the entrances / exits to the court
enclosures with yellow caution tape, engage the outdoor lighting to insure the
courts are visible and empty and have security staff on hand to monitor the area.
Board of Education has already received approval from Planning and Zoning
Commission.
b. Warren Adams, Berlin Board of Education, Freshmen Class Advisor – Mr.
Adams asked that the Freshmen class be permitted to host a concession stand at
the upcoming BHS Homecoming dance on Saturday, 10/23/21. It would sell pre-
packaged chips, candy and drinks and all profits would go into a Freshmen class
fund for future activities, including proms.
c. Jim Mahoney, Pistol Creek Recreation Trails Grant – Mr. Mahoney noted that
about 1/3 of Pistol Creek cart paths were repaved a couple of years ago, and
handicapped parking spaces were added. He plans to apply for another grant
within the same State program (for $100,000 which requires a 20% match that
would be funded from the Open Space In-Kind account) and proposes to continue
working east to west and renovate the middle section of cart paths. The
Conservation Commission and Town Council have already approved Mr.
Mahoney to submit this grant application.
There are no deed restrictions to the Pistol Creek property, and the Town can
change its usage. It is currently used for walking trails and cross country running.
Chairwoman Bovee mentioned the possibility of part of Pistol Creek being
considered as an off-leash dog park by Town Council. Mr. Mahoney indicated
that there have been proposals for alternate uses (soccer fields) that didn’t come to
fruition, so some preliminary planning work has been performed to separate the
walking trails from a playing field area which can be revisited if necessary.
2. Approval of Minutes September 9, 2021
Commissioner Butrimas moved to approve the September 9, 2021 minutes.
Seconded by Commissioner Starr.
Those voting in favor: Commissioner Bovee, Commissioner Butrimas, Commissioner
Dellaquila, Commissioner Patel, Commissioner Starr
Vote being: 5-0-1. MOTION CARRIED. (Commissioner Legnani abstained, as he was
not present at the September 9, 2021 meeting.)
3. Consent Agenda
a. Request by Berlin High School Class of 2025 to be able to sell prepackaged
snacks and drinks at the Berlin High School Homecoming Dance at Biscoglio
Auxiliary Field at Berlin High School on Saturday, October 23, 2021 from
6:00PM – 9:00PM.
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Commissioner Dellaquila moved to approve Consent Agenda item a.
Seconded by Commissioner Patel.
Those voting in favor: Commissioner Bovee, Commissioner Butrimas,
Commissioner Dellaquila, Commissioner Legnani, Commissioner Patel,
Commissioner Starr
Vote being: 6-0. MOTION CARRIED.
Commissioner Dellaquila moved to approve Board of Education’s request to close
the outdoor tennis and basketball courts at Berlin High School from 6:00 p.m. –
9:00 p.m. (or thereabouts) on Saturday, October 23, 2021 in support of the BHS
Homecoming Dance.
Seconded by Commissioner Butrimas.
Those voting in favor: Commissioner Bovee, Commissioner Butrimas,
Commissioner Dellaquila, Commissioner Legnani, Commissioner Patel,
Commissioner Starr
Vote being: 6-0. MOTION CARRIED.
4. Parks & Grounds
a. Monthly Report (See attached) Superintendent Wood noted that the Grounds shop
and offices were flooded with 18” of water and sewage after the August / September
heavy rains. Moving into alternate offices and shop spaces has been challenging and
remediation of the damaged portions of the facility has begun. Construction will
likely not begin until Spring 2022. Commissioner Butrimas asked that the
Commission be informed of events impacting P&R’s facilities, staff and/or schedules.
b. Revision of Policy on Naming Memorials, etc. and Possible Action – Chairwoman
Bovee asked Commissioner Butrimas to incorporate the suggestions from a previous
meeting noted in the minutes (i.e.: possible background checks, honoree should be of
good character, etc.) so the group can consider and discuss an updated draft in
November and possibly vote in December
c. Percival Soccer Field Update – Director Ochoa and Superintendent Wood are
working to modify the previous design RFP and aim to get the new RFP out by the
end of 2021. Ideally responses would be considered in Spring 2022, the project
construction would go out to bid that same Spring or early Summer and work would
start in Fall 2022. Chairwoman Bovee asked that the soccer group(s) be included in
discussion prior to finalizing the design RFP.
d. Sage Park Restrooms Update – Facilities reports that painting is being performed
and installation of the delayed plumbing fixtures may begin week of 10/25/21. The
project may be completed by 10/31/21 if the fixtures are received on schedule.
Commissioner Butrimas again shared his disappointment in Facilities’ decision to
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begin this project in August at the beginning of Sage’s extremely busy fall season
without coordinating with Parks and Recreation Department and Parks and
Recreation Commission. Although supply delays could not be helped, the
communication was poor and many student athletes, coaches and their families
continue to be impacted. Chairwoman Bovee agreed and suggested that
Commissioners and staff do everything in their power to advocate for the department
in this project and all efforts going forward. She suggested inviting the Town
Manager and Facilities Director to a future meeting to discuss the problems
surrounding this project and how to prevent another similar situation in the future.
e. State of CT Grant Update – Finance Director Delaney’s previous contact at the
State of Connecticut has transferred into another department and he is awaiting
response from the new contact. Chairwoman Bovee suggested that Town staff
contact Berlin’s State Representatives Abercrombie and Veach, as well as State
Senator Lopes to help progress forward. She also volunteered the Commission’s help
in making similar contacts or providing any other help to propel momentum.
5. Parks and Recreation
a. Monthly Report (See attached) Superintendent Dennis noted that she is scheduling
an interview with a coordinator for girls’ basketball. The Town is now requiring full
and part time staff to submit COVID vaccine status. This requirement may trickle
down to program coaches.
b. Dog Park and Leash Ordinance Update – Chairwoman Bovee shared the Parks and
Recreation Commission’s concerns about animals on playing fields and about the
possibility of a dog park at Pistol Creek. It seemed like the dog park location requires
more time and consideration, so Chairwoman Bovee asked Town Council / the
Ordinance Committee to consider immediate action on the portion that would prohibit
animals on playing fields. The request is being considered by the Ordinance
Committee on 10/14/21.
c. Fee Schedule 2022 Discussion – Proposed 2022 rates include the following changes:
Resident user field rental fees increase to $20/hour. Most other towns
charge $25/hour so Berlin is still under-average. (Fee increases alternate
annually between local and non-local.)
Increase indoor men’s basketball program fees from $65 to $85 for local
participants and from $85 to $105 for non-resident participants.
Eliminate the “drop-in” nightly option for men’s basketball and
women’s volleyball. (The department must pay staff to be present even
if nightly attendance is very low, and that staff is required to confirm
residence and collect payment from players. Changing to program-
based payments allows for better planning and eliminates need for staff
to handle cash.)
Addition of a “Field / Facility Use Key Deposit” of $50 to be returned
when users return a borrowed key. If the key is lost, the borrower
forfeits the deposit.
d. Community/Senior Center Update – Chairwoman Bovee, Councilor Luddy and
Senior Center Tina Doyle visited the Bloomfield Senior / Community Center which
has a very large gymnasium, but no pool. Bloomfield chose not to install a pool to
save money, and its 56,000 square foot facility cost $22,300,000. The property also
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includes a courtyard (no airflow, no doors to facing rooms, is never used), 3 soccer
fields and irrigation. Visits to Newtown, Mansfield and Glastonbury are planned in
the coming month. Based on the once-monthly scheduled Advisory Committee
meetings and the magnitude of the project, the group will not be able to gather
enough facts and information to adequately advise Town Council and for Berlin to
hold a referendum in April 2022. This will likely result in increased construction
costs, as the estimate of $37,500,000 is based on the assumption of summer 2022
construction. Chairwoman Bovee has asked Councilor Luddy (who is also the
Advisory Committee Chairman) to notify Town Council that its original target of an
April 2022 referendum will not be met.
Chairwoman Bovee also asked Director Ochoa to confirm in writing several points surrounding
the 10/26/21 Homecoming dance with Board of Education Security Director Schmaltz:
Security of the recently renovated basketball and tennis courts and track are paramount.
The projects were costly and it’s important that the courts and track are not damaged in
any way.
Board of Education should immediately communicate with neighbors about the expected
noise during the event.
Clean-up / trash removal should be performed as soon as the dance is over, not the
following day. (Superintendent Wood left the meeting by this time, so Director Ochoa
will discuss with Superintendent Wood to ensure trash is picked up immediately
following the dance.)
6. Adjournment
Commissioner Butrimas moved to adjourn at 7:40 p.m.
Seconded by Commissioner Dellaquila.
Those voting in favor: Commissioner Bovee, Commissioner Butrimas, Commissioner
Dellaquila, Commissioner Legnani, Commissioner Patel, Commissioner Starr
Submitted by,
Dana Borges
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Parks and Grounds September report
News:
o Move everything out our offices and shop into storage containers
o Shop has been remediated from flood
Daily
o Mowing
o Ballfields
o Flowers
Weekly
o Garbage
o Paint athletic fields
Miscellaneous
o Cleanup Bird Sanctuary & Old Peck
o Started to deliver nonperishable food to the food pantry
o Mow trails open space
o Aerated and overseeded fields
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Parks and Recreation monthly report for October
1. Fall programs are ongoing, we added a couple dance classes.
2. Winter basketball registration started October 4. Registration is average with 68
registered as of Tuesday, October 12. Per current guidelines from the State, all
participants, players and coaches, will be required to wear a mask while in the
schools. We have not heard if spectators will be allowed but if they are, they will also
need to wear masks.
3. I have contacted staff from 2 years ago, to see who is not returning to determine
number of new staff to hire. I am anticipating many new staff will need to be hired. I
will post on the Town website, Facebook page and announcements will be made at
BHS. Bob Veronesi will continue as the boys 3&4 coordinator and Kaitlin Starr with
be the boys 5-8 coordinator. I am currently looking for a girls coordinator.
4. Scarecrow Contest this year will be a run the same as last year. We have teamed up
with Chris Edge and local businesses to help encourage people to put scarecrows in
front of their house and business or at Volunteer Park. Participants can send in a
picture and people can vote on Facebook for the Berlin Best Scarecrow, starting
October 20 through October 29.
We will also do the Pumpkin Decorating contest on-line. Participants can send in a
picture of their pumpkin and we will post of Facebook for people to vote for their
favorite so we can continue with our “People’s Choice” contest. Everyone that enters
will receive a small gift.
We are doing a drive-thru Trunk or Treat event at Sage Park on Saturday, October 23,
from 6-7:30 p.m. People must register ahead of time and we will have people handing
out candy at their “trunk”. Participants will drive through the event, to limit
exposure.
5. Started to work on the Tinsel Fun Run and registration will begin shortly. Race will
be held at Berlin High School on Saturday, December 4.
6. Community Center has slowly continued to have groups come back. People have
been good about wearing masks while in the building.
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