Park & Recreation Commission

FINAL MINUTES Salem Parks and Recreation Commission Minutes of Meeting Date and Time: Tuesday. May 15, 2018, 6:45 P.M. Meeting Location: Dining Room, 5 Broad St. Members Present: James Shea, Bob Callahan, Chris Burke Member Absent: Amy Everitt, Deb Amaral Also Present: Trish O’Brien Clerk: Kathleen Fitzgerald Meeting Called to Order James Shea calls the meeting to order at 6:45 P.M. Approval of Minutes of the meeting on April 17, 2018. Bob Callahan moves to approve, seconded by Chris Burke and unanimously passes. First on the Agenda: Charity Lezama, Salem YMCA. No show. Patty MacLeod and David Smith – Sail Salem. This is the same event as prior years and runs from June to August 2018 at Winter Island. Chris Burke asked if there would be anything different this year and Patty said it would be same and that they were not expanding and not changing anything. The fee would remain $75.00 per child and she advised that they do give substantial financial aid. She stated that 150 kids have already signed up and half of them were from Salem. Bob Callahan asked how many kids they could handle any Patty advised they could handle 350, but that Mr. Keegan, Executive Director of Sail Salem thinks they can handle 450 kids. James Shea asked if they had reached out to the Boys & Girls Club. He was advised that they had with no response from Doug Bollen. David Smith said he had a conversation last year with Doug Bollen and advised him at that time that any kids from the Boys and Girls Club could attend for free but nothing happened. He stated he would try again to have a conversation with Doug Bollen. James Shea stated that Sail Salem needed to get on the schedule at Winter Island and a meeting should be set up with the Manager, Dave Gilbert and Director of Parks & Rec, Trish O’Brien to do this. Trish O’Brien let the Board know that the only thing Dave Gilbert mentioned was that the Pingree Sailing Club, in exchange for them leaving their boats at Winter Island in the off season, let us use them over the summer. In addition, they pay $1,500.00 per season for use of our Whaler. Pingree thought -1- they would have it in their budget to buy a new 420 and would give us the old ones so Salem High School could have a sailing team. Bob Callahan stated that he thought it was a great program but the one thing to remember was that Dave Gilbert was the boss at Winter Island along with Trish O’Brien and that if conflict arise, those come to the Board. Bob Callahan makes a motion to approve the event, seconded by Chris Burke and passes unanimously. Natalie Thelen, Boys & Girls Club of Greater Salem – This is for a road race on August 5, 2018 from 8:00 A.M. to 10:00 A.M. Bob Callahan makes a motion to approve the event, seconded by Chris Burke and passes unanimously. Adam Fitch – Salem Zombie Walk – This event will be on October 6, 2018 and will be the 10th year. The only difference from prior years is the route. They worked with the Salem Police to change the route to avoid Essex Street. Chris Burke makes a motion to approve the event, seconded by Bob Callahan and passes unanimously. Leanne Schild, Plummer Youth Promise. This is a paddle board race on July 7, 2018 starting at 8:00 A.M. The event will take place off their beach at Plummer Home and the event should conclude by 11:00 A.M. with an award ceremony at 11:30 A.M. Bob Callahan makes a motion to approve the event, seconded by Chris Burke and passes unanimously. Megan Podeszma, Salem Sound Coast Watch – No show. Mike Lovely, Wreaths Across America – This is for a carnival at the Willows on July 6, 7 & 8, 2018 from 9:00 A.M. to 10:00 P.M. with set-up on July 5th and breakdown on July 9th. There was some discussion between Bob Callahan and Mike Lovely about wreaths at Greenlawn Cemetery which had just been piled up and not placed on grave sites. An explanation ensued which seemed to satisfy the Board. Bob Callahan makes a motion to approve the event, seconded by Chris Burke and passes unanimously. New Business: J. Michael Sullivan from Beacon Architectural Associates and Jenna Ide, Director of Capital Projects, City of Salem made a presentation concerning Bertram Field. They advised that they have been working with stakeholders, area coaches, the Booster Club, School Department, Park & Rec., etc. to try and get a consensus on moving forward. They were now looking for feedback and the issues that are important and which need to be addressed. -2- A lengthy discussion ensued concerning a new running track, the Grand Stand, parking areas, bathrooms, changing facilities, press box, storage facilities for athletic equipment and maintenance equipment, etc. Analysis of site issues is as follows:  New running track and former running track  Old Grand Stand improved by adding landscaping and an area for the band  Parking area for North Shore medical. He advised that this of concern because the property line is very close to the existing Grand Stand  New toilet facilities (presently slated for 49 women’s and 25 men’s toilets -- looking for a variance for half that amount)  Changing facilities will be moved to the opposite side of the field from where they now are and will probably require sewerage lines which means tearing up the existing walkway.  New press box and storage facilities for athletic equipment and maintenance equipment  Concession stand which will pretty much be a warming station for pizza, hot chocolate, etc.  Ramp will be added to a limited access lift to get handicapped people up to the press box  Cutting back the existing ledge to make the roadway wider for vehicles to get through  Athletic changing facilities will be moved to the opposite side of the field  Looking for ways for pedestrian and bikers to safely enter and exit the field  Javelin area – trying to still fit it in There was then discussion about landscaping and pedestrian walkways, etc. Chris Burke asked if grass would remain next to the changing station and if people would be able to walk in back of the stands. Michael advised that they would be able to develop it, but they were really not planning to make it a pedestrian walk through. Chris Burke also wanted to know if we missed an opportunity for pedestrian access when we did the land swap and was advised that there will be new improved sidewalks. James Shea asked if the ticket booth would remain in the same location and Michael advised that it was going to be replaced. Paul L’Heureux stated that the biggest concern was the loss of parking, but all other needs have been met by the design selected by the stakeholders. Katherine Miller, a parent, was concerned about the field remaining open while the changes were occurring as she has a son who uses the track as do other kids on the track team. Jenna stated that it should be impacted only for one season and Michael advised that they were going to make every effort to minimize disruption of the field. James Shea asked if there could be a temporary entrance away from the construction area and Michael advised that they may be able to carve that out. -3- There was next a discussion about funding. Jenna advised that they only had $100,000.00 and would probably need $4,000,000.00 - $5,000,000.00 and that basically it would have to be bonded and that they were looking for high end donations and working with the Mayor, the finance committee and city council. Bob Callahan asked about the anticipated timeline. Jenna stated that if funding was received and everything is magical, it could be done by December 2019. Trish O’Brien then read a letter from Lisa Peterson, City Councillor for Ward 5 concerning Bertram Field which is attached hereto. Trish O’Brien requested a change concerning the Winter Island parking stickers to one year instead of two. There was discussion among the Board members concerning pricing for the stickers. Upon motion made by Bob Callahan and seconded by Chris Burke, it was unanimously agreed that the new sticker price would be $10.00 across the board for one year for one vehicle. Superintendent’s Report: Trish O’Brien advised that the golf tournament on May 19, 2018 was a sell-out. Chris Burke advised that $150,000.00 was received towards golf carts and feasibility study for Gallows Hill Park. Trish advised that new trees were planted at the Willows. Trish also advised that a replacement had been hired for Paul L’Heureux and she wanted to meet with him. She also advised about staff changes. Chris Dempsey resigned and will be the new Program Manager for the Town in Exeter, New Hampshire. This position has now been advertised. Revenue Report: Golf course revenues down a bit because of weather. Witch House revenues up A motion to adjourn is made by Chris Burke and seconded by Bob Callahan and unanimously passes. The meeting ended at 7:59 P.M. Respectfully Submitted, Kathleen Fitzgerald, Clerk -4- -5-