Park & Recreation Commission

FINAL MINUTES Salem Parks and Recreation Commission Minutes of Meeting Date and Time: Tuesday, October 16, 2018 at 6:50 P.M. Meeting Location: Dining Room, 401 Bridge St. Members Present: James Shea, Bob Callahan, Amy Everitt, Deb Amaral, Chris Burke Also Present: Trish O’Brien Clerk: Kathleen Fitzgerald Meeting Called to Order James Shea calls the meeting to order at 6:50 P.M. New Business Approval of Minutes of the meeting on September 18, 2018. Deb Amaral moves to approve, seconded by Amy Everitt and unanimously passes. First on the Agenda: Ellen Talkowsky – City of Salem – Haunted Happenings Schedule – Ellen advised that since location and approval of the carnival on Washington Street and Federal Street has been received, approval by the Board of the Amended Plan is needed. She explained that there would be an entertainment stage, beer garden and mechanical rides. The music and beer garden will operate from 3:00 P.M. to 10:00 P.M with last call at 9:45 P.M. The stage would be similar to the sound stage and lights brought in for the Angie Miller concert a few years ago. The beer garden will be enclosed and the patio area will be open with barricades. A high powered generator will be brought in which will be much quieter. Ellen advised that the radio station would be responsible for trash removal and would take care of this throughout the night. Chief Butler from the Salem Police Department spoke about safety. She advised that the department would be shifting resources because of the relocation of the carnival to the Common. She advised that there have never been any issues with the beer garden and that the tent and patio are contained. There will be announcements made about the fireworks and that between 10:05-10:10 a few fireworks will be set off to get people moving. Chris Burke asked how people in Salem know where to go for the fireworks and Ellen advised that fliers were distributed by Destination Salem, the radio station makes announcements, and information was on the City’s website. There are also hard copies of fliers at the Visitor Center and train station indicating where every entertainment area is. Patricia Slam from Forrester Street next spoke about concerns with the children trick or treating on the Common and their safety. She felt that it was inappropriate to have a beer garden in such close proximity to the children. -1- Deb Amaral stated that she has walked across the Common and past the beer garden with her child to trick or treat and felt very comfortable as the beer garden was totally contained. Elizabeth Aberg, also from Forrester Street had the same concern. She also was concerned about people urinating in bushes in the residential areas close to the beer garden. James Shea asked if Chief Butler would respond to this. Chief Butler advised that the beer garden would be located close to the Witch House and again advised that both the tent and patio would be enclosed and that no one would be allowed to the leave with a beer in hand. She explained that the bartenders had to go through a whole server process to recognize when someone has had too much to drink. Patricia Slam asked if any streets surrounding the Common would be closed down and Chief Butler said that there would be some streets closed down to cars. James Shea then opened a discussion concerning port-a-potties. Ellen said there never was a line, nothing overflowing and nothing dirty. Bob Callahan stated that up to now it was not the busiest time and he felt more port-a-potties should be brought in. Ellen advised that the City was bringing in 12 more port-a-potties for the Washington and Federal Street areas and would be adjusting the numbers to bring in more as needed. Bob Callahan said he noticed there was a big problem with long lines in the downtown area over the past weekend. Ellen stated that there is always a plan to add more towards the end of October. Patricia Slam spoke again and this time about the fence surrounding the Common and in particular the finials. She stated that 21 finials were missing. James Shea advised that the fence was an ongoing problem and that the City has poured in a lot of money for repairs, etc. He stated that he would personally look into the stolen finials and some way to have them permanently attached. Patricia Slam stated that there was a lot of rotting and rusting on the fence near the playground. James Shea asked Trish O’Brien to have Joe Candalaria take a look at the fence and finials. A motion is made by Bob Callahan to approve the Amended Plan presented by Ellen Talkowsky, seconded by Chris Burke, and passes unanimously. Project Updates: Deb Amaral asked if there are “after events” notes prepared so they could be reviewed the next time a similar event was requested which would give feedback from the Park & Rec. Department concerning insurance issues, problems, etc. Trish O’Brien stated that she and Joe Candalaria sit down after the event and makes notes. Chris Burke suggested that the month following an event as “Old Business” there could be a review of each event to see how it went. Concerning an update on past events, Ellen Talkowsky advised that a resident had called her to advise that there was trash on the Common as a result of the Fiesta Food Court event. Ellen personally removed the trash and took photos but advised that this was not a result of the Fiesta event but from bus tours where the tourists eat boxed lunches, etc. on the Common. She sent an email to Destination Salem -2- and tour operators advising of this problem and stated that the City would work with them so that trash does not stay on the Common. Superintendents’ Report Golf Course – September was a big month. Pioneer Village – Lot of construction – not much new. Witch House -- $1,000,000.00 in the bank. Amy Everitt expressed some concern about that much money sitting there and asked if it could be earmarked. Trish advised that the Mayor was aware of this but wanted it to stay where it was. Programs Update -- There will be Family Fun Night at Saltonstall School beginning Friday, November 2, 2018 organized by Guy Robinson. A number of youth program were discussed and adult enrichment and fitness programs. There was another discussion about open gyms in the Salem Schools by James Shea and the ability to utilize school gyms around the City from 5:00 P.M. to 7:00 P.M. for younger kids and from 7:00 P.M. 9:00 P.M. for older kids . Custodian fees were discussed as a result of keeping the schools open. There are certain union rules which apply, but if there was already a custodian at the school, no fee would be involved. Utilizing the schools for travel teams on the weekends or when there was no custodian on duty resulted in an expenditure of approximately $3,100.00 this year. James Shea asked Trish O’Brien how much we charged the schools to use park and rec fields. Trish advised that we do not charge them. Mr. Shea suggested that if we let the schools use the fields for free, we should not be charged for custodian services. He asked that Trish get the exact amount we have been charged for these services and he would prepare a letter to James Fleming to put before the School Board to see if they would pay for these services in lieu of paying fees for use of the fields. Old Business: Salem High School use of Old Salem Green Golf Course – Trish O’Brien advised that everything went well and that there was only one start time with not many runners so very little disruption. Bob Callahan advised that he had spoken with Paul Lever who said everything went fine and that it was all about scheduling. New Business: CPA comments – Chris Burke stated they were looking for comments on the process. Trish O’Brien advised that she forwarded to the Board today a 70 page report and stated that if the Board allowed her to consolidate their comments she would speak for the Board. Bob Callahan makes a motion to allow Chris Burke to continue the process, Deb Amaral seconds the motion and it passes unanimously. -3- Ft. Lee Project – Chris Burke advised that he had gone to the Salem Willows today and was concerned about the project and the WWI Memorial. He advised that if City money was wanted for this project a study was needed and the Planning Department needed to get involved. James Shea asked how much the project and memorial would cost. Trish O’Brien stated that the study needed to be done first. Chris Burke asked if this project could be moved up. James Shea asked if there was a list of projects to be done. Trish O’Brien stated she was working on it and that the first part was due December/January, then goes to the next round and final round would be in April. Mr. Shea stated that we should push for as many projects as possible. The Skate Park was next discussed and the $400,000.00 grant for the park and bowl. If we did not receive the entire amount, we would have to apply for loans. Bob Callahan asked the Board if they would approve the seven day golf pass which is a major raffle item and which gets between $500.00-$800.00 in bids each year. Bob Callahan makes a motion to approve this, seconded by Amy Everitt and passes unanimously. James Shea advised that Salem High School Basketball team is looking to raise $25,000.00 to send its players to Disney World and wondered about sponsoring this. Trish O’Brien stated that as long as it directly benefits the students licensing approval is not needed. Next meeting – Tuesday, November 20, 2018 at 6:45 P.M. A motion to adjourn is made by Bob Callahan, seconded by Chris Burke and unanimously passes. The meeting ended at 7:55 P.M. Respectfully Submitted, Kathleen Fitzgerald, Clerk -4-