Town of Hampden
Regular Meeting of
Parks & Recreation Commission
7:30PM at the Hampden Town Hall
May 22, 2003
Approved: July 17, 2003
The meeting was called to order at 7:05 P.M.
Board members in attendance were Tina Albano, Glennice Flynn, Chris McDonald, and Jim Morris. Board member Larry Forrest arrived at 8:40 P.M. Others in attendance were Jay Fenlason and Rick Green.
Bills: Bills were reviewed and approved.
Minutes: Minutes from the May 8, 2003 meeting were reviewed and approved. Jim Morris made a motion to accept, seconded by Glennice Flynn. All were in favor and so voted.
Meeting Procedure: Chris McDonald spoke about how he, as Chairman, wished to conduct the meetings. Tina asked about meeting procedures. Chris asked everyone to e-mail their agenda items to the Park and Rec. Office by noon on the Tuesday before the meetings so that we would be able to post our agenda on the Town’s web-site.
Director’s Position: Chris mentioned to Jay to ask board members to talk to each other if they were asking him to perform conflicting duties.
Harvest Festival: Do we want to hold it? It was agreed that a flyer would be sent through the schools to see if anyone wanted to assist in putting together the Festival. Chris volunteered to make up the flyer.
Community Preservation Committee: Jim brought up the fact that the Park and Recreation Board has to have a representative on the Preservation Board. His term was up and a new member needed to take his place. Larry Forrest was nominated. Larry accepted the post.
Treasurer’s Report: Tina wanted to know how the money was spent and accounted for. Jay handed out a copy of the updated financials for all the Board members to look at. The Board discussed who would handle the accounting duties and it was decided to have Jay continue to do the books. A Treasurer’s Report will be done for every Park and Rec. Meeting so that all members will be up-to-date on where the Department stands financially.
OLD BUSINESS:
Selectmens’ Meeting: Chris gave an update on the Selectmen’s position on the possible work at Memorial Park, the field revenue/facility rental issue, and the Revolving Account. Chris reported that the Selectmen had agreed that all facility rental funds should go to the Park and Recreation Department to be used for the upkeep of said facilities. The Board also discussed the possible implications and effects of the HIPAA. Glennice expressed her concerns over the effect it might have on the Summer Activities Program.
Park and Recreation Health Form: Tina asked about possible adjustments to the form. It was decided to add two alternate emergency contacts to the form, while removing the part concerning immunizations and past illnesses such as chicken pox, measles, etc. Jay is to make these adjustments on the form and present the updated version at the next meeting.
Pool: Jim proposed to the Board that we go ahead and agree to take the first step in the process of possibly opening the pool by hiring Mike D’Amour to dig down to the pipe and fill it with clay. Glennice seconded the motion. All were in favor.
Letter to the Superintendent: Jim was concerned that we hadn’t followed up on the decision in the May 8, 2003 meeting to write a letter to the Superintendent about sending information home through the schools. Chris stated that after talking to Jay, he was comfortable with what was happening and didn’t feel the need to write such a letter. Jim spoke with the Superintendent’s Office and was assured that it could be resolved if Jay, Brian Litz, Wilbraham’s Park and Rec. Director, and Ned Doyle, Minnechaug’s Athletic Director, sat down and worked it out. Jay is to talk to Ned at the first opportunity to try to get an answer.
Facility Use Policy: The language was adjusted to change “private teams” to “private organizations”. Tina made motion to accept the new policy. Jim seconded, all were in favor. Chris is to make the adjustments and present the entire revised policies at the next meeting.
The next meeting is June 12, 2003 at 7:00 P.M.
The meeting was adjourned at 9:33 P.M.