Joint meeting Recreation committee and Board of Trustees

July 24, 2008

Approved 09-10-08

Rec. members in attendance: Dave Macek, John Andreasee, Kathy Cook, Donna Carter, Mary Jane Solomon

Trustees: Mike Motherway, Bruce Cilley, Mike Del Sesto, Donna Carter, Mary Jane Solomon

Overseers: Stefanie Johnstone, Richard Powers

Mike Motherway discussed dividing roles between committees.

Rec. purpose to facilitate recreational use of facilitites. He suggested KYAA become a part of Rec. and will look into insurance to cover this.

The Trust is only to focus on the park care and maintenance.

Money questions.

 How much is left in the trust account? What’s it for?

            Construction books to be closed next week. Big projects finished. Anything left will be for operating budget. Trust members should receive budget reports regularly. Trust is private so does not fall under right to know law. Public cannot request copy of operating expenses

Where does money come from?

            Town has maintenance budget line item each year. Trust raises money - ongoing.

How does town budget tie in?

            BOS sign and approve all contracts. Town pays its budgeted allotment for maintenance. Trust is responsible for paying the rest.

What if Trust can’t pay remaining expenses?

Rec. and maintenance: Rec. will have field manager(s) to make sure fields are o.k. to use. Minor repairs under $??.?? o.k. to do without Trust approval.

Scheduling: Rec. has responsibility of scheduling park usage and will have one contact person. Denise will keep the calendar. BOS need to approve all unusual events (anything other than regular youth sport programs). Trust needs info on all events using concession stand and large events with major impact on park.

Fees: Everyone reserving the park needs to pay a refundable $50.00 damage/cleaning deposit. Fees charged to everyone but may be waived by local organizations. Non-residents may be charged up to 2X the fee for residents. Cost of lining and preparing ball fields optional fee. (see attached fee schedule and application) 

Money taken in through usage fees goes to Trust, but the Trust agreement MUST be amended to say the Trust is responsible for paying expenses above and beyond the town commitment.

Respectfully submitted,

Mary Jane Solomon