Park & Recreation Commission

FINAL MINUTES Salem Parks and Recreation Commission Minutes of Meeting Date and Time: Tuesday, March 19, 2019 at 6:55 P.M. Meeting Location: Dining Room, 401 Bridge St. Members Present: Bob Callahan, Amy Everitt, Chris Burke Members Absent: James Shea, Deb Amaral Also Present: Trish O’Brien Clerk: Kathleen Fitzgerald Meeting Called to Order Amy Everitt calls the meeting to order at 6:55 P.M. New Business Approval of Minutes of the meeting on February 19, 2019. Chris Burke moves to approve, seconded by Bob Callahan and unanimously passes. First on the Agenda: Charlie Sinclair – AOH Golf Tournament – He stated he was coming before the Board for their annual scholarship tournament on May 6, 2019 and advised he was not asking for any exemptions. CB asked how many years they were doing this, and Mr. Sinclair advised it was the second year of the scholarship tournament Bob Callahan asked who the second scholarship recipient was, and Mr. Sinclair advised it was Taylor Dixie. He also advised the Board that the scholarship was not awarded until first semester grades were received. Bob Callahan asked what happened if grades were not received and Mr. Sinclair stated that the award was put back into the scholarship fund. Chis Burke motions to approve, seconded by Bob Callahan and passes unanimously. Next: Julie Potter-Brown – Farm Direct Coop – Julie advised that this would be their 19th season and that the only thing changing was a request to do a Friday the day after Halloween because Halloween falls on a Thursday this year. She also advised that they would be taking off July 2nd and July 4th this year. Julie advised that the shed needed to be painted this year and she would take care of that. There was some discussion about continuing with the gardening project which consisted of morning glories and -1- sunflowers and the difficultly in getting water for this. Ray Jodoin was present and advised that the Coop could share the water in the dog park. Julie stated that the Coop was “carry in” “carry out” and that there was little trash, but that a trash barrel would be great and Ray Jodoin said he would look into it. Julie then advised that any leftover fruits and vegetables are brought to the COA and distributed to the seniors Bob Callahan motions to approve, seconded by Chris Burke, and passes unanimously. Next: Ray Jodoin for John Bobrek, Bobrek Engineering & Construction – Ray stated that they wanted to remove some trees from Forest River near the seawall on the left side of the park because they are diseased. Chris Burke asked if these were Norway Maples, the group on the left of the Ash trees and asked if they were being removed because they were affecting the soil. Ray advised it was because they are diseased. Chris then asked if the trees would be replaced once the seawall is replaced and Ray advised that they would and that they would come before the Board when they were ready to discuss species. Chris asked if the money to plant new trees was part of the budget and Ray said it was included as part of the engineering side. Chris stated that there was a whole landscaping plan which included planting trees and inquired if we needed new money to replace these. Ray advised that there was a contingency for new trees. Chris asked if this would be sectioned off and Ray advised it was gated off and stated he would reach out to John Bobreck regarding this. Trish O’Brien asked when this was slated to be completed and Ray said he would have to check on it. Chris Burke makes a motion to approve, seconded by Bob Callahan and passes unanimously New Business: Chris Burke advised that people on Facebook were asking about pesticides on the golf course and around the City. Ray Jodoin advised that the City as a whole (at least on the DBS side) was trying to remove pesticides. He stated he could not respond about the golf course. He did advise that every application of chemicals done by the City had to follow the plan that he gave the Board and that the prolonged use of pesticides could have a negative affect and that there are strict guidelines. Chris Burke advised that people are concerned that pesticides shouldn’t be used at all. Chris Burke asked where the pesticides were used and Ray he applied them only on the baseball fields and done for 1.5 months in the summer (typically in July and August) and advised that pesticides could not be applied when the fields were being used for school or daycare. Chris Burke asked what fields Ray was talking about and Ray stated Forest River, McGlew (closed last year so didn’t have to apply it), Gallows Hill, Palmer Cove, Memorial, Castle Hill and Mack Park. -2- Ray advised that the City is looking into procuring equipment to pull weeds as the manpower is not always available. Trish O’Brien advised that the fields are getting a lot of attention so hopefully it will be easier to keep up with the weeds. Carlton School – Bob Callahan expressed concern about the lack of mulch around the play structure now that the children are going outside for recess. Ray Jodoin said he would get it done. Superintendent’s Report: Golf Course – Trish O’Brien advised that the Finance Director swept the golf course receipts down to zero so we were starting in the hole this year. Trish advised that she had a conversation with her and followed up with an email and explained how typically you leave some money in there. She also spoke with the Mayor about this. Bob Callahan stated that in the past this had always come before the Board to appropriate the money to go over which was basically a formality, but which gave the Board an opportunity to express about the money going over and why, He stated that the Park & Rec Commission should not have to go to the Mayor to seek an appropriation now that the funds have been entirely swept. Amy Everitt asked if we could go back and see what the percentages were and asked if we were okay for this year since all the funds were swept. Trish advised that we should be okay and that if there were an issue, she would go to the Mayor. Amy said okay, as long as the Mayor is aware of this. Bob Callahan said he thought we should go on record to say the Board should be informed about sweeping funds and Amy Everitt said she thought we should go back to the past practice of asking the Board first. Chris Burke said he thought in past years the Board typically signed off on this and asked what type of account the money was in and transferred to. Trish said it was call Receipts Account and goes toward taxes for the city as they set the tax rate. Bob Callahan stated that excess money is one of the things the City takes, but they are taking a big chunk of reserved money. Trish advised that if Paul Lever had some requests, she would make them before the money was swept. Trish stated that she would follow up with another email to the Mayor and Laurie and report back to the Board. Amy Everitt asked if there were any other questions regarding financials. CPA Update – Trish advised the deadline for application is this Friday and she would be putting in for Bertram field Phase II and Salem High Scholl tennis courts. She advised that tom Devine was taking on the role for Gallows Hill and Forest River pool. Old Business: None -3- Bob Callahan stated that a number of people have asked him if Winter Island was officially a park in the City of Salem. Chris burke said he thought it was one of those pieces of property hat the Park & rec has been overseeing, but not designated as park land. Bob Callahan asked if not, why is it not officially a park and how do we make it an official park. He said that under state law the Park & Rec Commission has control over parks and he just wanted to know if Winter Island was officially park and officially City property. Trish O’Brien asked what that does to the redevelopment of the hangar, etc. Bob Callahan said that if we are making decisions about what is going on at Winter Island, can it be overruled by someone else. Trish O’Brien said she would speak with Beth Renard. Chris Burke stated he knew Sean McCray was no longer employed by the City and that he understood Ray Jodoin was filling his job in addition to his other jobs and now had the tile of Director of Operations. Chris Burke asked if they were interviewing for Sean’s job, and Ray said they were. Next meeting – Tuesday, April 16, 2019. A motion to adjourn is made by Bob Callahan, seconded by Chris Burke and unanimously passes. The meeting ended at 7:30 P.M. Respectfully Submitted, Kathleen Fitzgerald, Clerk -4-