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Recreation Commission Meeting Minutes October 7, 2010 (Approved November 4, 2010)
Call to Order: by Frank Jones at 7:07 p.m.
Present: Frank Jones(Chair), Bud Thorne, Paul Paget, Trevor Byrne, Tom Belyea Acceptance of September 9, 2010 Minutes(with 9-29-10 revision): Motion by Paul Paget, 2nd by Bud Thorne. Passed: Unanimous
Open Forum: Mary Power introduced by Laura Marwill(Advisory Committee) as 2nd Advisory Committee Liaison.
Old Business: Skateboard Park-As a result of previous discussion and Commission concerns at the September meeting(managing an open, unsecured facility; vandalism; maintenance needs; and no taxpayer-appropriated funding source for upkeep and supervision), Director Thorell surveyed area town Rec departments for feedback on their managerial role and operating concerns. Consistent info(see enclosure): Orleans and Foxboro: 1. set hours of operation, 2. attendant on duty, 3. non-taxpayer funding fees: daily, seasonal, and non-resident. Newburyport is taxpayer funded at $12,000. Falmouth is unattended, taxpayer funded, and the only town reporting vandalism. Weymouth supervision absorbed in the DPW and Police budgets with minimal vandalism. Director Thorell requested to share concerns with Roger Fernandes and Selectmen.
New Business
Field Fees-Concern raised by Chairman Jones that the Rec Commission and Rec Department are being exploited by elite programs. While operating as a 501 c 3 non-profit, some youth organizations charge high rates, pay staff or a financial benefit, and teams are comprised of low minimums of recruited Hingham youth to satisfy the "Hingham kids first" requirement to provide accessibility. After considerable discussion, a motion was made to give Director Thorell authority to charge with discretion, and review applicant organization's financial records, if necessary.
Motion: made by Bud Thorne to: 1. keep the $8 per hour rate for youth sports(comprised of 60% Hingham Kids); 2. keep the $25 per hour rate for adult teams; and 3. organizations charging $300 per participant to be charged $40 per hour. 4. Director Mark Thorell to use discretion and make adjustments where necessary.
Motion made by: Bud Thorne; 2nd by Trevor Byrne Passed: Unanimous
Representatives from women's softball requested the Commission to forego the $25 per hour rate for Powers Field for the 2nd consecutive year(the rate was not charged last year since the amount was set too close to the season start). Director Thorell cited field maintenance costs as the reason to uphold the rate and charges. Rate upheld.
Strategic Planning Session-Discussion initiated by Paul Paget to review our Mission Statement and develop a Vision Statement(please see enclosed Strategic Framework Discussion dated 10-6-10). The goal is to achieve a unified "resonance" and direction for our organization, and to provide a framework for services we plan to provide to the community in the future. Date set to meet Wednesday, October 27, 7-9 p.m. specifically for this effort.
Director's Report: (enclosed)Highlights include:
1. Online registration went "live" for Fall Programs on September 22nd. 146 transactions have brought in $8300.
2. Field and facility updates
3. Total Fall Program signups: 325
4. Financial: See attached Revolving Fund update for June, July, August.
5. Community Preservation Commission update: Proposal for Barn(Head House) for renovation funding due on October 15. Mark will meet on October 18 to qualify building for Historic Registry.
Motion to Adjourn: Made by Tom Belyea; 2nd by Paul Paget Passed: Unanimous
Meeting adjourned at 9 p.m.
Supporting Documentation
1. Skate Board Park feedback(two pages)
2. Strategic Framework Discussion(dated 10-6-10) (two pages)
3. Director's Report
4. Revolving Fund Results June(FY 2010), July(FY2011), August(FY2011)
5. CPC Proposal for Barn(Head House)
6. For Transaction Comparison Report, Enrollment Distribution, and itemized field expense breakout for Spring, 2010(dated 10-6-10), please see Director for records.