Kensington Recreation Committee Minutes

May 13, 2010

 Draft subject to change prior to approval

 

Meeting began at 6:40pm at the Library

In attendance: Kay Christie Cardoni, Dawn Perry, Marilyn Niles

Guest: Bob Cole, Russell Perry, Mike Motherway, Donna Carter

 

A motion was made, seconded and was passed that the minutes to the March 9, 2010 and April 8, 2010 meeting be amended and approved –strictly due to a typo with respect to the summer camp fees. A motion was made, seconded and was passed to amend and approve the minutes to the April 22nd meeting. A motion was made, seconded and was passed to amend and approve the minutes to the May 6th meeting.

 

By-Laws/Procedures/Mission statement/Roles – The committee briefly discussed a mission statement, outlining events, athletics, various organizations and enrichment/service topics. All agreed to research and discuss mission statements at the next meeting. A Bylaws draft was distributed by Kay to be discussed in the future.

Summer Camp- Marilyn Niles updated the committee with the following: She met with the camp counselors at Town Hall to insure the correct paperwork is processed for their employment. Marilyn made a motion to expend monies for their Cori (background) check-please see Expenditures-Motions. Counselor training is scheduled with LGC for June 15th. Each counselor will be trained in basic first aid and camp procedures.

Both the Director and Assistant Director are planning to attend a KES lunch hour to meet the children and to encourage participation in the Summer Camp. Dawn suggested that both Dir. and Asst. Dir. set up a table at the Spring Concert on May 24th at the KES gym to meet the parents and to encourage participation at Summer Camp.

Marilyn is keeping an eye on the budget for summer camp: the number of enrolled campers would influence the number of camp counselors hired for that particular week. Marilyn has instituted new procedures; the counselors will sign time sheets for each week that they work, the camp counselors time will being managed more closely, and  an inventory will be conducted with respect to supplies.

Kay contacted Kerry Mucher- Health Management Representative from LGC and Paul Sanderson –Staff Attorney from LGC. Paul Sanderson stated that an appointed recreation member cannot hire themselves to serve as paid staff and also govern personnel related practices that apply to the recreation staff. So Marilyn would need to resign as a Recreation Committee member and be hired as a town employee in the position of Summer Camp Coordinator.

Marilyn presented a letter of resignation dated May 13th, 2010 from the Recreation Committee.

A motion was made to accept Marilyn’s resignation from the Kensington Recreation Committee. It was seconded and was passed.

A motion was made to accept Marilyn as a town employee as the Summer Camp Coordinator –please see Expenditures-Motions.

Marilyn will complete all the necessary paperwork for the position as a paid employee.

 

Budget –Dawn met with Kathy Felch regarding the budget. They revised the budget form and now have the check request and deposit on one form. The Recreation Committee would still need to attach the minutes, invoices, and indicate the account name/number. The Recreation Committee minutes would still need to indicate the motions made for expenditures/deposits under a separate heading in our minutes.  

Recreation Member-  The Committee discussed the expired Recreation Committee term of  Donna Carter. Donna Carter will attend the next BoS meeting to be reinstated. 

Field Scheduling- Dawn and Stephanie are writing procedures for the calendar, field schedule, and field fees/payment. Dawn stated that they have established one contact email for the scheduling of all fields:   sawyerkensingtonrequests@gmail.com . It would also work for the pavilion: -does the whole pavilion get rented or can it be separated with a tarp. (Discuss with the BOS.) Dawn and Stephanie maintain the calendar and it currently links to the Park Trustee website.   The field fees/budget will also be monitored by Dawn and Stephanie.                                                                                                              

Concession Stand- Dawn stated that lots of volunteers have signed up to help in the concession stand.

Mother/Son ‘Brain Waves’- on May 14th at KES gym- Dawn is hopes there will be a good turn out because the experiments will be very neat.

 

Kensington Festival – on Saturday, July 10th at Sawyer Park - The recognition of a recreation member- Donna will order the plaque –Please see Expenditures-Motions.   Donna also had information and an invoice for the Exeter Rental ‘Bouncy Houses’. Cengiz made the suggestion that the Trust be asked if they wanted to contribute for the rental of one of the ‘Bouncy Houses’ (They contributed for one last year.). A motion was made -please see  Expenditures-Motions.  Donna suggested that Exeter Rental set-up at 8:00 am so that the Bouncy House set-up does not interfere with the Road Race.  Cengiz stated that he would contact sponsors, he has not had the time as yet –due to his job and the travel required of his job. He also stated that he would DJ the Summer Festival.

Skateboard Park – Cengiz emailed the instructions and design layout to Mike Del Sesto. Mike will handle the installation and oversee the project from this point on. A sign was discussed for the skateboard park with rules for the skateboarders. Kay has contacted The Signs of the Times and Dawn suggested the Signs by Doug also be contacted. Kay will follow up with quotes from various sign companies.

Kick-off to Summer- June 24th  -Dawn discussed having a Kick-off to the Summer event with the band, Rock Daddys. And that everyone should come and just have a nice time. The KES gym will be scheduled if there is rain.

Movies in the Park –Dawn discussed movies in the park during the month of August. The movies would be family movies. Since the movie is rented for one particular night, the KES gym was discussed as a rain date location.

Future Recreation Committee Meetings- Dawn stated that it would be nice to have all the Summer Festival volunteers meet at one time to discuss their various jobs and to encourage volunteers for the festival. She suggested meeting with the volunteers the first half of the meeting and then conduct the business of the recreation committee for the second half of the meeting. Dawn made the motion – to schedule the next Recreation meeting on Tuesday, June 1st at 7:00pm at Sawyer Park. The motion was seconded and was passed.

 

Expenditures –Motions:

  1. Summer Camp- RCE-1a   Marilyn made the motion to expend $25 each for background (Cori) checks for the KSC camp counselors/employees. The motion was seconded and was passed.
  2. Summer Camp-RCE-1a   Kay made the motion to employ Marilyn Niles as a town employee in the position of Summer Camp Coordinator to be paid up to $600 and not to exceed Summer Camp revenue/employment -$300 will be paid now and $300 when enrollment/summer camp is finalized. The motion was seconded and was passed.
  3. Prior Years Budget- Dawn made the motion to expend $254 for a plaque/sign for the recognition of a former Recreation Committee member. 50% to be paid now and 50% when the plaque is completed. The motion was seconded and was passed.
  4. Summer Festival- Cengiz made the motion to authorize Donna to order and confirm payment in the amount of $688.30 to Exeter Rental for the Bouncy Houses. The motion was seconded and was passed.

 

Events:

Projects:

Business:

Meetings:

 

Meeting adjourned at 9:00pm.

Next meeting June 1, 2010 at 7:00pm at Sawyer Park

Respectfully submitted, Kay Christie Cardoni