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Town of Hampden

Regular Meeting of Parks & Recreation Commission
7:00PM at the Hampden Town Hall
January 22, 2004

Approved: February 12, 2004

Attendance: Board Members: Chris McDonald, Michael D’Agostino and Tina Albano.

Also present Jay Fenlason, Susan Gorman, PJ Cambo and Glen Walulak.


Soccer Uniform Presentation: PJ Cambo from Advantage Athletic brought in several selections of soccer tops and bottoms at varying costs to display for the board. The uniforms displayed were a representation of three companies that he deals with regularly for quality and dependability. Included in the price would be a one color printing of the logo on the front and a number on the back of the uniform. For an additional cost, items such as socks, warm up tee shirts, balls, coach’s shirts, warm up suits, and bags are also available. The commitment to one of these distributors would be to buy so many uniforms for the next 2-3 years and use their brand exclusively. The Kelme “Lavante” style was the favorable choice. Michael made a motion to seek bids for 215 uniforms from 2-3 other companies, including the purchase of socks and warm up tee shirts. All bids need to be in by February 6, 2004. Tina seconded. Unanimous. Jay will send out for the bids and inform the selectmen, in writing, of the intent to purchase the uniforms.

Bills: Bills were reviewed and paid.

Minutes: Tina made a motion to accept the minutes from the January 8, 2004 meeting. Michael seconded. Unanimous

Director’s Report:

-Basketball- Overall the season is going well. There have been some gym time complaints which have been resolved.

-Baseball- A newsletter was sent out this week with a registration form included in it. Registration will begin January 24 and continue through February 13

-Soccer-There are approximately 165 players this season. The teams are looking good with a few players needed to fill in some slots.

-Ski Program-There has been 9 signed up for the trip to Berkshire East for February 7. The last day to sign up for the trip is January 30.

-Movie Night- The next movie night will be scheduled for end of February or the beginning of March.

-Food Booth-There has been complaints with the food booth. Trash hadn’t been emptied. Check with the volunteers to have them follow up with cleaning at the end of the day.

-TWB-One of the pipes froze and burst for the watering system. This will need to be replaced.

-Printer/copier-Jay presented the board with paperwork for a new printer/copier that was approved to be purchased several months ago. The office is in need of a new one. Tina made a motion to authorize the purchase of a new printer/copier up to the cost of $400.00. Michael seconded. Unanimous.

-Summer Activities Program-Jay made a proposal for the increase of the Summer Activity Program from $65.00 to $70.00. A $10.00 discount will be offered to those who register by May 31 2004. Also suggested, was approaching local businesses to sponsor a day/week of the program. For example, a monetary donation to be put towards entertainment or cotton candy and snow cone machine rental. Letters will be sent out to various organizations to field interest in support of the program. Tentatively planned for May 15, is a possible Park and Rec “May Day” to promote various programs that are offered through the office, meet the board members and offer a family event for the community. Registration for the Summer Program will be accepted on this day. Tina made a motion to increase the fee from $65.00 to $70.00, offering a $10.00 discount if registered by May 31, 2004. Michael seconded. Unanimous.

Budget: Chris spoke with Kathy Pessolano to see what is needed to submit the budget. Chris will meet with the Advisory Committee on January 26, 2004 at 6:45 P.M. Other board members are welcome to attend.

Annual Report: Chris would like input on the annual report for the board to review before it is submitted. Jay felt the board should write the report in the future.

Comp Time-Chris discussed with the board how Jay is compensated for any comp time in order to avoid any discrepancies that occurred in the past. This was reviewed for informational purposes only.

E-mail-Chris felt that official business is conducted via e-mails and there is no record of it. Board members disagreed feeling that there is a paper trail since copies go to all. Jay can print e-mails if necessary. In the past it was also decided that any/all correspondence goes directly through Jay who would in turn forward messages on to the board. This no longer seems to be necessary. Michael made a motion to rescind the last decision that all e-mails go through Jay. Tina seconded. Unanimous.

Old Business:

-Policies-Chris handed out a copy of “Code of Conduct” from USA Hockey. He suggested scheduling a time to discuss policies. A special meeting will be scheduled for February 5, 2004 at 6:00 P.M... Jay will e-mail all board members to notify them of the meeting. Jay will put together a coach, player, and parent’s preliminary policy. This will be e-mailed for all to edit prior to the meeting.

-Coaches evaluation-Should coaches evaluations go out at the end of the basketball season. Once again the dilemma of how to best distribute these was considered. Chris will get a form to distribute to the coaches.

Next meeting: February 12, 2004 at 7:00 P.M.

Tina made a motion to adjourn, seconded by Michael, unanimous.

Meeting adjourned at 9:45 P.M.