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2022-03-10 2022-03-10 Parks and Recreation Commission Meeting TOWN OF BERLIN Parks and Recreation Commission 230 Kensington Road • Berlin, CT 06037 Thursday, March 10, 2022 6:00 p.m. ATTENDANCE: Commissioners Present: Donna Bovee - Chairwoman, Tony Butrimas, Andrew Legnani, Joe Pulcini, Greg Starr Commissioners Absent: Don Dellaquila Staff Present: Jen Ochoa, Director of Community, Recreation and Park Services Debbie Dennis, Superintendent of Recreation Steve Wood, Grounds Superintendent Chairwoman Bovee called the meeting to order at 6:00 p.m. 1. Audience of Citizens a. Amanda Haraghey – Ms. Haraghey requests permission to serve alcohol at her wedding reception booked on the back deck of Pistol Creek. If approved, she will serve wine, beer and champagne for less than 100 guests. The proposed alcohol permit is currently being considered by Berlin Police Department. b. Jay Margnelli – n/a – Mr. Margnelli withdrew his request (Consent Agenda item d) 2. Approval of Minutes February 10, 2022 Commissioner Starr moved to approve the February 10, 2022 meeting minutes. Seconded by Commissioner Pulcini. Those voting in favor: Commissioner Bovee, Commissioner Butrimas, Commissioner Legnani, Commissioner Pulcini, Commissioner Starr Vote being: 5-0. (MOTION CARRIED) 3. Consent Agenda a. Request acceptance of a $50 donation from Berlin Polish Political Club, Inc., a $50 donation from Berlin VFW 10732, and a $100 donation from the 1 2022-03-10 Parks and Recreation Commission Meeting Mattabasett Rifle & Pistol Club towards the Parks and Recreation Fishing Derbies that will be held on April 23 and April 30, 2022 at Sage Park Pond from 8:00AM – 10:00AM. b. Request by Berlin Volunteer Fire Department to sell food, beverages and merchandise and to be able to charge an entrance fee for their annual Auto th Rama & Touch A Truck event at Sage Park on Saturday, May 28 from th 8:00AM – 4:00PM. The rain date is Sunday, May 29. All proceeds will be donated to local veterans. c. Request by Amanda Haraghey for permission to consume and serve alcoholic beverages (open bar) at Pistol Creek on Saturday, September 24, 2022 from 8:00AM – 7:00PM. TULIP insurance will be obtained if alcohol permit is granted. d. Request by Jay Margnelli for permission to consume and serve alcoholic beverages (open bar) at Pistol Creek on Sunday, April 24, 2022 from 12:00PM – 4:00PM for a family birthday party. TULIP insurance will be obtained if alcohol permit is granted. (withdrawn) Commissioner Legnani moved to approve items a and b of the Consent Agenda. Seconded by Commissioner Starr. Those voting in favor: Commissioner Bovee, Commissioner Butrimas, Commissioner Legnani, Commissioner Pulcini, Commissioner Starr Vote being: 5-0. (MOTION CARRIED) Commissioner Butrimas moved to approve Consent Agenda item c pending approval of the Berlin Police Department. Seconded by Commissioner Starr. Superintendent Dennis noted that a rental fee of $25/hour is charged to reserve the outdoor area (which includes access to indoor refrigerator / freezer for food storage) along with $50/hour for a staff custodian throughout the event. Those voting in favor: Commissioner Bovee, Commissioner Butrimas, Commissioner Legnani, Commissioner Pulcini, Commissioner Starr Vote being: 5-0. (MOTION CARRIED) . 4. Parks & Grounds a. Monthly Report – (See attached) The Connecticut Forest and Park Association maintains the trail that runs near Timberlin Park pavilion. It plans to relocate part of the trail and rental of the pavilion will be paused during that period of time (approximately one week). The work will improve to the trail that Berlin residents use and enjoy. 2 2022-03-10 Parks and Recreation Commission Meeting b. Discussion regarding Facilities – Superintendent Wood updated the group regarding the refrigerator unavailability / failure at Scalise concession in summer 2021. According to Facilities, late on a Friday afternoon the Health Inspector noted the refrigerator’s operating temperature of 43-degrees which was above the desired level of 35-degrees. Facilities was not notified until the following Monday which was after several groups were scheduled to use the concession area that weekend. User groups are typically directed to inform Berlin Police Department of any problems at any field or facility, and BPD has a list of which personnel to notify for problems. The Police weren’t notified of the issue so Facilities staff was unaware until the following Monday. Facilities Director Solek will work with custodial staff to institute procedures that every time restrooms are cleaned, the refrigerator and freezer will also be checked and status reported back. The Commission noted that equipment should be inspected before any scheduled use and also discussed whether a document with a detailed call/duty-list should be distributed to users or whether instruction to call the Berlin Police Department is sufficient. c. Discussion regarding Sage 1 Softball and Zipadelli – Superintendent Wood reported that significant damage has been caused in the past few weeks on Zipadelli, Sage 1 and Baretta fields due to people climbing over the locked fence and misusing the fields without permission. (For example, someone took an L-screen that was left on Baretta Field, transported it to Sage 1 Softball field, lifted it over the fence, climbed the fence, damaged the field and left the screen on Sage 1. Photos attached.) The fields have received expensive renovations and the damage cannot be repaired prior to the start of the spring season due to weather. Additionally, the repairs will be very expensive, costing taxpayers more money on top of the very recent costly renovations. Parks and Recreation Commission asks all user groups to use proper equipment in the proper places to preserve the condition of the fields. User groups should also remind their members to treat the fields with care and respect, stay off fields that are closed / locked and notify members that unauthorized use / misuse of the fields will be reported to the Berlin Police Department. The Commission discussed installing cameras to monitor the fields and alert staff to misuse in real- time. Director Ochoa and Superintendent Wood will discuss the matter further with Town Manager Jayawickrema and the Berlin Police Department. d. Percival Soccer Field Update – RFP is out - for design services and possibility feasibility study. e. State of CT Grant Update – The grant is at the Attorney General’s office for final signature. Synthetic turf manufacturers and installers are already getting booked up for summer 2023 – Director Ochoa and Superintendent Wood will work to secure geo-tech and design services ASAP once the grant is signed. The Commission discussed the possibility of adding security cameras as the scoreboard is being updated – the grant cannot be modified, but perhaps the security cameras might be added to the Town’s portion of the project scope. 5. Parks and Recreation a. Monthly Report – (See attached) Superintendent Dennis raised the topic of a recent request to host a Friday-night stag party at Pistol Creek or Timberlin pavilion. Due to the required Commission, Police and Town Council approvals for an alcohol permit, the timing would be too tight and the request was not formalized. Staff and the Commissioners noted that birthday parties, bridal showers, family reunions and 3 2022-03-10 Parks and Recreation Commission Meeting wedding events have been held but no stag parties as of yet. The group discussed the possibility of adding a requirement of hiring a Police Officer for gatherings over a certain number and will continue discussion at future meetings. Superintendent Dennis also announced that a part-time program coordinator has been hired and will increase hours over the busy summer season. b. Community/Senior Center Update – Chairwoman Bovee reported that the Advisory Committee met with the YMCA at Town Council chambers. Berlin/New Britain/Meriden YMCA Director John Benigni proposed a facility similar to the Meriden YMCA in size (~33,000 square feet) and offerings. The Advisory Committee provided Director Benigni with many detailed questions, most of which were answered with “to be determined.” Director Benigni did state that the YMCA option would not provide the same facility / services as the proposed Town-sponsored option (which is ~ 70,000 square feet with an integrated Senior Center, Parks & Recreation offices, program rooms, competition pool, etc.) and would be funded via memberships, child-care and endowment(s). Towns with YMCAs typically also have their own separate senior centers. The Advisory Committee will report to Town Council and the public on the two options (Town-funded community/senior integrated approach; and the YMCA which is not Town-funded and offers different services) sometime in April 2022. Director Ochoa is working on an estimated operating budget for the Town-funded combined community / senior center so the public can consider the ongoing cost to operate. It was also noted that Berlin has been / will continue to use the former Main Street YMCA child-care facility as a Transition Academy for special-needs high school students gaining day-to-day skills and experience. In return, the YMCA will pay to renovate a couple of classrooms at Hubbard Elementary and McGee Middle School to run full-time child-care from those locations. 6. Adjournment Commissioner Starr moved to adjourn at 7:16 p.m. Seconded by Commissioner Legnani. Those voting in favor: Commissioner Bovee, Commissioner Butrimas, Commissioner Legnani, Commissioner Pulcini, Commissioner Starr Vote being: 5-0. (MOTION CARRIED) Submitted by, Dana Borges 4 2022-03-10 Parks and Recreation Commission Meeting 5 2022-03-10 Parks and Recreation Commission Meeting 6 2022-03-10 Parks and Recreation Commission Meeting 7 2022-03-10 Parks and Recreation Commission Meeting 8