Draft Minutes TOWN OF GUILFORD Parks and Recreation Commission Minutes 6 th August, 2018 A regular meeting of the Parks and Recreation Commission was held on Monday 6 th August, 2018 at 6:30p.m. in the Guilford Community Center with Chairman Rose Dostert presiding. Present: Mark Coppola, Rose Dostert, Claire Kinkade Dunn, John Jagielski, Tara Hunt-Melvin and Lawrence Rooney. Also present Director Rick Maynard. Suzanne McDermott joined the meeting in progress (6:40p.m.). Excused: Judy Sullivan and Diane Van Steenbergen. The meeting was called to order at 6:30p.m. Public Forum: 1) Joan Stettbacher, Friends of Lake Quonnipaug, stated that she had just learned that DEEP had denied the weed control permit and she asked when the permit application had been submitted. Mr. Maynard replied that it had been submitted by the contractor in April 2018. He added that DEEP believed there was a protected species of weed on the lake so it wished to have another survey conducted to find this weed before issuing a permit. Ms. Stettbacher said she would like to see the Parks and Recreation Commission pay for this survey and go to the Board of Selectmen to get extra funding if necessary and also to substantially increase the budget for next year. She also asked Commission members to make a site visit to the lake, saying that the weeds were the worst that they had ever been. Ms. Stettbacher felt a contractor should not be applying for the permit since the previous administration had appointed R&P to apply for permits. She said she was contacting state senators, congressmen, First Selectman, etc., and would like everyone to meet at the North Guilford firehouse. Ms. Stettbacher requested that P&R put more effort into this problem and that there be more communication. Mrs. Dostert asked if the work was not being done because of lack of funding. Mr. Maynard replied no, that the work could not be done without a DEEP permit. Mrs. Dostert pointed out that the Commission could not force DEEP to issue the permit but that it could talk to the First Selectman and would support Friends of Lake Quonnipaug when possible. 2) Daniel Mezick, 520 Lake Drive, said he lived on the lake and was concerned about the on/off attitude the Town showed towards the lake. He felt it was one of the greatest resources in New Haven County and should be protected. Mr. Maynard said that Greg Bugbee (CT Agricultural Experiment Station) was very frustrated because he had done the weed survey over and over and was now being asked to do it again. Ms. Dunn made a motion to change the order of the agenda to take New Business Items A and B next. Ms. Hunt-Melvin seconded the motion and it was carried unanimously.
NEW BUSINESS A. Eagle Scout Project Kiosk at Bittner Park: Michael Crossley, 170 South Hoop Pole Road, introduced himself stating that he was the father of James Crossley who was at camp this week and so could not attend tonight s meeting. His son s eagle scout project had been to install a kiosk at the Peddlers Park disc golf course. Since the golf course had been moved to Bittner Park Mr. Crossley said he was now requesting to locate the kiosk at Bittner Park. Given that approvals had not yet been received for the proposed disc golf course Mr. Crossley said he would like to put the kiosk in Bittner Park in a more generic sense so it could be used for the trails as well as the golf course. He submitted a modified drawing of the proposed kiosk. One possible location was on the hillside near the skate park but if located there it would not be possible to see both sides of the kiosk. Mr. Crossley said his son could either put half a sheet of plywood on both sides or use one 8ft. sheet of plywood on just one side and this decision would be up to P&R Mr. Maynard noted that the Commission had approved the kiosk for Peddlers Park. Ms. Dunn made a motion that the Commission approved this proposal for a kiosk at Bittner s Park. The final decision on the size and location of the kiosk is to be made by Director Maynard. Mr. Coppola seconded the motion and it was carried unanimously. B. Eagle Scout Project Replace Split Rail Fence at Lake Quonnipaug: Norman Benedict showed a display illustrating his project. Mr. Benedict said the existing fence was falling apart and was dangerous. He said he would like to replace/repair most of the fence to update it and make it safe. He proposed replacing 21 posts using 40 sections of split rail itself. Cost for materials was approximately $670 - $800. A team of approximately 10 people would install the fence, assisted by an expert carpenter. Mr. Benedict thought he would be able to raise all the necessary funding but asked the Commission to make up any shortfall, possibly $100 - $250. Mr. Jagielski felt this was a very worthwhile project, He added that the boy scouts had done a lot of work at Lake Quonnipaug and often held their eagle scout ceremonies there. Mr. Jagielski felt this project would enhance the beauty of Lake Quonnipaug and that the boy scouts had managed the area for many, many years. Mr. Maynard queried the time line. Mr. Benedict replied end of September/early October 2018. Mr. Jagielski made a motion that the Commission approved this proposal to repair/replace the split rail fence at Lake Quonnipaug and would provide a grant of $250 as seed money for this project. If additional funding was needed the Eagle Scout may request more funds from the Commission. Mr. Rooney seconded the motion and it was carried unanimously. C. Eagle Scout Project Mosaic Panel at Jacobs Beach: Michael Earle stated following the approval of his project last month that he now wished to show the final design for his proposed mosaic and circulated copies of this. He said porcelain and glass tiles would be used and described the various colors. Tile samples were circulated the matt tiles were porcelain and the smaller tiles were glass. Ms. Dunn queried a start date. Mr. Earle replied tomorrow. Ms. Dunn asked if the community would be involved. Mr. Earle replied no, unfortunately not, and that the mosaic would be created at the Congregational Church and then mounted on the Jacobs Beach kiosk. Mr. Maynard queried the weight of the mosaic but Mr. Earle did not know. The Commission approved the final design for the mosaic. Page 2 of 7
CORRESPONDENCE Received: Guilford Lions Club, P.O. Box 212, 7/9/18 re: Thank you for assistance with Flag Day Guilford, CT 06437 Celebration Cara Correll (email) Janice Bishop 7/27/18 re: support for proposed splash pad re: request to donate tree as memorial to Charles Howe, and bench in memory of her mother Later in the meeting this request from Janice Bishop was tabled. Forwarded: Bittner Park Neighbors Linda Piscitelli 7/11/18 re: public informational meeting on proposed disc golf course re: thank you for offering items from athletic Fields at Our Lady of Mercy school, Madison Approval of Minutes: Ms. Dunn made a motion to accept the Minutes of 2 nd July, 2018. Ms. Hunt- Melvin seconded the motion and it was carried with 6 votes in favor. Ms. McDermott abstained since she was not present at the July 2 nd meeting. Ms. Dunn made a motion to accept the Public Information Meeting Minutes of 17 th July, 2018. Mr. Rooney seconded the motion and it was carried with 5 votes in favor. Mr. Jagielski and Ms. McDermott abstained since they were not present at the July 17 th meeting. BILLS Ms. Dunn made a motion to approve the bills presented for payment. Mr. Coppola seconded the motion and it was carried unanimously. MTD Actual is: $107,713.02. DIRECTOR S REPORT Community Picnic & Fireworks 100 piece community band attracted about 800 people to the Green, estimated 6,000 watched the fireworks; checked Jacobs Beach/Lake Quonnipaug July 4 th, over 100 people at Jacobs and Lake Quonnipaug, many picnics in parking lot; attended following meetings: Department Heads, Christmas in Guilford, Shoreline Directors, Fields Committee; GHS Turf issue conference calls/meetings with contractors, Field Committee reps, town attorney, consultants, still awaiting results of materials testing; checked crew adding clay at GHS baseball Page 3 of 7
DIRECTOR S REPORT (continued) fields; met with Parks Foreman/contractor at Adams Little League concession stand re underground leak; new slice aerator and trucks delivered; met at Jacobs Beach with architect Will Thompson and tent contractor re tents over the new boardwalk; presented info on Bittner Park selection for disc golf informational meeting; summer concert series Dr. Joe & Friends, excellent jazz but rain forced concert indoors (250 people), Nightshift (1,000 on the Green); met with Fall sports representatives, Parks Foreman, Recreation Supervisor re field needs/assignments; ultraviolet meter installed at Jacobs Beach meter gives warning of sun exposure/includes sunscreen dispenser; Eagle Scout projects completed this month guardrail at Chittenden Park bocce courts (Tim Weil), parking expansion at Nut Plains Park (Michael Kegel), steps to soccer platform at Bittner Page soccer field (Kent Macowiak); walked proposed disc golf fairways near wetlands with Environmental Planner, need to mark boundaries for IWC review. Mr. Maynard mentioned upcoming summer concerts: Earth, Wind, Fire Tribute (8/12), Blood, Sweat and Tears Tribute (8/19), Steely Dan Tribute (8/26). Regarding the ultraviolet meter, Mr. Maynard said this had been put together by local college students. Rental cost was $250 per month and the meter was being used on a trial basis for now. Ms. Dunn said it was wonderful that some Eagle Scout projects had been finished and that it was great to have the scouts in town. Mr. Jagielski left the meeting at 7:10p.m. STAFF REPORTS A. Seniors Program Coordinator (written): Program Highlights: Bastile Day lunch; Sing-A- Long featuring Great American Songwriters; Learn to Play Mah Jongg class begins; Monthly Ask the Nurse; Birthday Lunch with Ian and Terry s homemade ice cream cake Ballroom Dance and Ballroom Line Dance classes to showcase; candidates for political office visited with seniors and helped serve lunch. Trips: Grease at Ivoryton with lunch at Penny Lane Pub; Lunch Bunch Thimble Islands/lunch at Dockside; Mystery Ice Cream trip, stop at garden center; Jimmy Buffet Tribute at Nelson Hall with lunch at Laskara s; Dinner and A Show The Wizard of Oz; Second Lunch Bunch to CT State House/Polish National Home. Meals Program: Meals served at Community Center: June 2018 963 (June 2017 887); Meals on Wheels: June 2018 1,951 (June 2017 2,224. Bus Program: June 2018: Total Trips 699, Total Passengers 1,030, Miles 4,321, Passenger Miles 12,733, Odometer Miles 5,195. To illustrate staff excellence, Mr. Maynard said there had been a large senior lunch with children in attendance. One child had lost her retainer which was an expensive item. The custodian had gone through every bag of garbage and eventually found the missing retainer. B. Parks Foreman (written): Stage to camp, fireworks, Green throughout the month; inventory products like seed/fertilizer for Fall order; beach cleaning weekly whenever staffing allows; STING Page 4 of 7
B. Parks Foreman (continued) tournament prep; Fall fields meeting; ordered Fall athletic paint; sprayed hills at GHS with growth inhibitor; topdressed clay onto GHSBB after edging field, re-level HP and build mound up; reviewed all irrigation times/programs, fixed all known issues in field; spread lime and gypsum on select fields in prep for Fall seeding; LHP parking lot speed bump added, calcium spread for dust and 30 yards of stone spread in dusty spots near north side of lot; started to setup LHP football fields; fixed Jacobs boardwalk/entrance posts that were hit and broken; haul clay and topsoil from Baldwin tennis, for BOE paving; bocce work done to remove summer weeds and improve play; assisted with installation of new Yard hydrant; fireworks prep and clean up. Mr. Maynard reminded the Commission that a neighbor had had issues with the parking lot because of dust. It was too expensive to purchase a speed bump so the maintenance staff had built one out of stone dust. OLD BUSINESS A. Standing Fields Committee: Earlier in the meeting Mr. Jagielski reported that SFC had met in executive session regarding the GHS synthetic turf field damage so he could not report on what was said. The process was still ongoing and the situation was still technically challenged with all parties working to find a resolution. Mr. Jagielski did not believe the field would be available for the fall season. Mr. Maynard added that the final test results should be ready this week. Mr. Jagielski also said that the Parks Foreman and staff had had the fields in immaculate shape for a STING tournament and that there had not been a single complaint. B. Green Committee: No meeting. C. Land Acquisition Commission: No meeting. D. Technology: Mr. Coppola said he was trying to arrange a meeting with the Recreation Supervisor to come to his office. E. Community Center 25 th Anniversary: Tabled. F. Community Center Betterments and Improvements: Mrs. Dostert reported that a lot of the painting projects had been completed. G. Jacobs Beach Boardwalk Extension: Mrs. Dostert said the boardwalk was now completed. H. Disc Golf Course: Mr. Maynard stated that applications had been submitted to the Inland Wetlands and Planning & Zoning Commissions. He showed a drawing of the proposed golf course. Mrs. Dostert felt that all the questions that had been raised had been answered. Mr. Maynard said he was still waiting for information on the Natural Diversity Data Base. Mr. Rooney made a motion that Page 5 of 7
H. Disc Golf Course (continued) the Commission was in favor of moving forward with a proposal for an 18-hole disc golf course at Bittner Park. Ms. McDermott seconded the motion and it was carried unanimously. I. Community Center Roof Replacement: Mr. Maynard reported that this project had been completed except for the flat roof section. J. GHS Synthetic Turf Damage: See above under Standing Fields Committee. K. 52 Church Street: No report. L. Field Use Policy and Fees: Ms. Hunt-Melvin said information was still being collected but the subcommittee had not met recently. M. Community Center Carpet Replacement: This will be done when the painting project has been completed. N. HVAC Upgrades: Mr. Maynard reported that work on this project began today. O. Request for Bench at Chaffinch Island Park for Marlene Tolento: Mrs. Dostert said the Commission had made a site walk today. Ms. Dunn felt the Commission should refer back to its policy and that a tree had already been planted in Ms. Tolento s memory. Ms. Hunt-Melvin noted that the policy said memorials were to be more for people involved with the Department. Mr. Rooney felt there were already enough benches in the area. Ms. Hunt-Melvin suggested a plaque could be installed on the tree that had already been planted. Mr. Maynard was asked to contact Robert Borden about installing a plaque. Mr. Maynard said he had suggested approaching the Green Committee about a bench on the Town Green. P. Request for Bench at Jacobs Beach in Memory of Livia Jacobs: Mrs. Dostert said she believed there was room for another bench at this location. Mr. Maynard said architect Will Thompson had a location in mind for the bench. Ms. Dunn made a motion to approve the request to install a bench at Jacobs Beach in memory of Livia Jacobs. Location to be chosen with assistance from William Thompson and Director Maynard. Mr. Coppola seconded the motion and it was carried unanimously. NEW BUSINESS (continued) D. Proposal for Splash Pad at Jacobs Beach: Mandy Sorrentino introduced herself and circulated copies of her proposal. She felt the splash pad should be located at a park, ideally Jacobs Beach. There is interest in town and a petition gained 202 signatures. Ms. Sorrentino felt the splash pad would add to facilities already at the beach. She asked for P&R support and said there were Page 6 of 7
D. Proposal for Splash Pad at Jacobs Beach (continued) motivated parents. Mrs. Dostert queried a location. Ms. Sorrentino replied that she felt Jacobs Beach made the most sense, that it would draw more people to the beach and would be good for Camp students. Mr. Maynard thought it could be rented out for birthday parties. He added that the only places which had public water were Jacobs Beach and Long Hill Park. Mrs. Dostert recommended appointing a subcommittee to study this request: Claire Dunn, Mandy Sorrentino and Veronica Wallace volunteered. Study would include feasibility, location, costs, etc. Mr. Maynard suggested working with William Thompson who had a good sense of how things would work at Jacobs Beach. Mrs. Dostert made a motion to appoint a subcommittee to study the request for a splash pad in Town. Ms. Hunt-Melvin seconded the motion and it was carried unanimously. Mrs. Wallace said that until she had grandchildren she had not realized that there was a population of small children who could be better served. Mr. Coppola asked if the pad would require a fence/gate. Mrs. Wallace replied that if the water required treatment then it became a pool which could require fencing, etc. E. Office Trailer for Park Garage: Mrs. Dostert said the Commission had toured the staff facilities today. She felt that she and Mr. Maynard needed to discuss the matter further. Mrs. Dostert added that the current facilities were very hot and humid and that staff could not be expected to eat lunch in the same room where paint supplies were being stored. There being no further business to come before the Commission, Ms. Dunn made a motion to adjourn the meeting at 7:44p.m. Mr. Coppola seconded the motion and it was carried unanimously. The next meeting of the Parks and Recreation Commission will be held on the second Monday 10 th September, 2018 at 6:30p.m. in the Guilford Community Center. Respectfully submitted, Katharine Stewart Recording Secretary Page 7 of 7