Recreation

Montpelier Recreation Department Advisory Board Meeting Minutes August 3, 2015 Attendees: Karlynn Koenemann, James Surwilo, Andrea Talentino Absent Board Members: Sue Aldrich, Tom Goloka (City Council) Attending Recreational Department Staff: Jenny Bartlett, Arne McMullen, Kaitlin Nelson Call to order 5:36 P.M. I. Approval of June 2015 Minutes a. Motioned: Buzz b. Seconded: Karlynn c. Unanimous Approval II. Financial Statements a. Good news: Came in with revenue over $8,500. b. Lack of subsidy submitted right now may be effecting numbers; this will be adjusted over time. c. There is a plan to adjust the “Misc.” category. i. Categorizing has improved thus reducing the need for funds in “Misc.” d. Budget i. We ended the year better than anticipated. ii. Unfortunately, there is no July report yet. 1. We need the rest of the deposit information which was just submitted today. iii. Therefore, the next budget will have two months. So some areas look underspent but will be adjusted because some of the bills will be posted back. III. Old Business a. Touch-A-Truck i. One of the biggest turn outs. ii. New advertisements (Facebook, Front Porch Forum, Craigslist etc.) are making a difference. b. Baseball Field Bids i. The commitment from the Mountaineers will cover the entire cost. Mountaineers had about $17,000-18,000 for the project. 1. The $5,000 we offered to kick in will only be used as a back-up for extra dirt if it is needed. ii. Is the letter acceptable for project? 1. Vote: a. Motioned: Andrea b. Seconded: Karlynn c. Unanimous Approval iii. Mountaineer’s Budget 1. Agreement that they should be covering more expenses. 2. Plan of Action: They should be responsible only for their direct costs. 3. Assess their uses versus Recreational Department uses for things such as: electricity, water etc. 4. Only have the Mountaineers cover costs when they are in season.  5. The next steps: a. Define costs b. Present to the school board or city council c. Send the mountaineers a “mock bill” as an estimate for what to expect for next year. d. By the September meeting have the mock bill completed for the board’s review. c. Pool Parking i. Feeling as though there is a serious lack of parking availability. ii. Have “Lot Full, additional parking next right” Signs directing pool-goers to the Mountaineers parking lot iii. Remind Mountaineers there is no charging parking costs to pool-goers. IV. New Business a. CNA Reports i. Dates are wrong. ii. Already in the FY 2016 budget year. iii. A more realistic timeframe is the 2017 budget year. iv. Suggestion: prioritize the reports. There is a lot in there and may be overwhelming, an overview will help make it more realistic and probable. v. Create an action plan: 1. 5 year total and 20 year total 2. In the first 5 years list the critical “big ticket” items, a lot of ADA stuff so that this building is more usable for programs. vi. Grant applications are out, we are trying to get support for going forward with this plan. This CNA report gives us credibility. vii. Concern: this report as a whole is overwhelming. viii. Brings up the question, would it be more efficient to complete the report or look into moving to a new building? 1. Cost vs. Value ix. At this point the city needs to define us. x. We should be pushing this matter because the city has a lot on their plate. xi. New building idea: raise the roof on the pool house and convert it to ½ office and ½ classrooms. (Board members reviewed blueprints designed by architecture students that depicted this.) 1. This would provide an opportunity for us to establish a year round day care center. 2. Combining our facilities makes sense. xii. Action plan: 1. Start to figure out which direction we should go (city council) 2. Starting point, invite city representative to a board meeting (Jesse) 3. Draft the proposal 4. Proposal is given to city council for ultimate decision. xiii. What came of other department CNA reports? b. Advisory board members i. Still looking to fill positions. V. Director’s Report a. Accessible path to the pavilion i. This is a smaller project.  ii. It will help with drainage and an ADA path to the pavilion. iii. Thursday contractors will be there to look at the project site. iv. There is $12,000 budgeted for this project. b. Future project i. Pavilion water fountain and bathroom. 1. When the water fountain goes in, put in big enough piping to possibly install a bathroom in the future. c. Maintenance staff. i. Usually we have six staff members, but this year we are down to 3-4 people. ii. This means we are short about 80 hours a week of man power. iii. We are still looking for two people until October. VI. Program Coordinator/Pool Director’s Report a. The pool will only be open for two more weeks. i. Swim lesson numbers feel a little down this year. ii. The Pool Director worked out well this year; we are hoping he comes back next year. b. Challenger’s numbers were great. c. Fishing camp numbers were under, and we ended up having to cancel. d. Yes Soccer had 17 kids. i. Considering discontinuing our contract with them. Was not overly impressed with the instructors. e. New summer program, Sailing with your Kayak. i. Will be meeting with them in October. f. Fall Brochure will come out in August. g. Incoming of new instructors has been slow. i. Started sending out instructor packets. h. Hatha Yoga instructor passed away—her daughter is taking over the class. i. Sizzling Summer Ice Skating with BBQ i. Open Skating ii. BBQ iii. Bonfire with s’mores. j. Starlight Dance was cancelled due to poor weather. September 14th meeting may possibly need to be rescheduled. Move to adjourn 7:04 p.m.  Motioned: Andrea  Seconded: Karlynn  Unanimous approval