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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 1 2021-10-14 Parks and Recreation Commission Meeting 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. 2 2021-10-14 Parks and Recreation Commission Meeting 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 3 2021-10-14 Parks and Recreation Commission Meeting 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 4 2021-10-14 Parks and Recreation Commission Meeting 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 5 2021-10-14 Parks and Recreation Commission Meeting 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 6 2021-10-14 Parks and Recreation Commission Meeting 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. 7