Chatham Park and Recreation Commission
April 7, 2009
Community Center Meeting Room
Members present: Chairman Gary Anderson, Vice Chair J. Chris Cannon, Michael Brady, Joyce Reynolds, Michael Seidewand and Meredith Fry
Town Officials: Park and Recreation Director Dan Tobin and Selectmen David Whitcomb
Public Attendance: Debbie Aikman, Linda Devonshire, Chatham PTO Representatives Jen Huckman and Faith Rushnak, Chatham Athletic Assoc. Representatives Kevin Dixon, Andy and Penny Ruddock, Brad Klaucke, Gary and Barbara Hanson, Peter and Sally Troy
Meeting called to order by Chairman Anderson at 5:30 p.m.
Community Center Building Use
Mrs. Aikman felt that perhaps there could be more Town use of the Community Center. She suggested that in the summertime, when parking is at a premium at the Town Hall parking lot, to hold the Board of Selectmen’s meetings at the Community Center and televise them later.
She also suggested that instead building a “Permit Wing” on the Annex, that instead set up a table for sticker sales at the Community Center during the season and then off season utilize the new DPW building as the Permit Departments home.
Chairman Anderson commented that some of those ideas had been discussed and although it appears on paper that the Community Center is under utilized, in reality if the Center reached it’s maximum capacity in the first few years of existence, than the building wouldn’t fit the needs of the future. He added that the Commission also tries to keep the fees down, however some groups steer away because of the fees charged.
Coast Guard Boat House
Mrs. Aikman also attended the meeting to comment on the recently moved Coast Guard Boat House. She noted that the Park and Rec Commission has a say in the outcome of boathouse and she hopes that there is serious consideration about its permanent placement.
Chairman Anderson said the Commissioners do intend to react appropriately to any serious plans that are brought in front of them.
RFP Lighthouse Beach Yoga
Mr. Tobin distributed to the Commissioners a rough draft of the invitation to bid for the Lighthouse Beach Yoga. He said that the document covers insurance issues. The bid does not have to be strictly for Lighthouse Beach, but could consider other beach proposals. Also included in the rough draft are minimum bid prices which can also be amended.
Mr. Seidewand indicated that he would like the bid to be a percentage based fee, so as to see the true records of the numbers who attended the class.
Mr. Tobin said he would check with the procurement officer on how a percentage based fee could work with in the bidding process.
It was agreed to discuss the proposal more when the yoga instructor Ms. Valerie could be in attendance.
Dog Leash Season Extension Request
Ms. Devonshire requested off leash times to be extended to before 9am and after 6pm at both Jackknife Harbor, Hardings and Lighthouse Beach. She requested both beaches so that dog owners can spread out and not all be at one beach.
Ms. Devonshire asked that the seasonal closure time be based on the National Seashore’s closure dates for plovers, rather than the earlier Town dates. The Nat’l Seashore closure dates would allow for a longer open period.
Chairman Anderson said that dogs pose a different threat to the plovers than ORV’s do.
The Commissioners were not opposed to White Pond being fully opened to dogs off leash.
Mr. Tobin said he would find out the closure dates regarding the plovers and report back to the Commissioners.
Lighthouse Beach Plan Review
There was discussion regarding a recent memo from the Board of Health and their concerns about the conditions at Lighthouse Beach. However, the Park and Rec Plan has already addressed and subsequently closed the section of the beach, at the Point, where conditions can be hazardous.
Ms. Fry requested a letter from the Harbormaster clarifying his statements in front of Board of Health reviewing facts: unstable bottom, swift current and steep drop off at portion of beach that is remained opened and what section of the beach that the Board of Health has jurisdiction over may be necessary in resolving this and any upcoming issues.
Chairman Anderson said he was concerned about town staff being on board with the plan, but later a memo being issued by Police Chief Pawlina stating the contrary.
Mr. Tobin said there was an upcoming meeting on the Park and Rec Lighthouse Beach Plan to clarify all aspects of the plan.
Veteran’s Field Concession Awards
Before the discussion began, Commissioner Brady said that with all due respect to the other Commissioners and Mr. Tobin that he resigns from the Commission effective immediately. He indicated that he leaves because of his feelings regarding the concessions.
Ms. Fry exited at 6:50 pm to attend family commitment.
Chairman Anderson recognized the two bidders for the food concessions at Veterans Field. He asked each to discuss their proposal.
Chairman of the PTO, Faith Rushnak explained that the PTO researched what was involved in taking on this type of task and have put together what they feel to be a confident proposal to manage the concessions.
Mrs. Rushnak said the PTO would be the manager on duty overseeing the concession stand which she hopes to staff with high school junior and senior interns. At the end of the summer, the interns would receive $500 scholarships. Training will be done and main positions will be held by core staffing; non-profit groups will round out the rest of the duties in and outside the concession stand.
The PTO does realize and is prepared to make a capital investment to purchase their own equipment.
Chatham Athletic Assoc. second bidder
Mr. Troy detailed the history of the Athletic Association running the concession stand. He said that building the concession stand as well as installing a hot water in the stand had been a large capital investment for the Association. He added that the food concession stand revenue was a critical piece of their revenue and that he asks the Commission in good faith to allow them to continue running the operation.
Mr. Seidewand asked for the additional tax forms/documents that were missing from the Angler’s RFP submission and for various invoices that had been requested for friend improvements and for various invoices and spreadsheets pertaining to the food and merchandise concessions detailing how the monies are received and expended. Mrs. Troy and Mrs. Hansen stated all tax documents were submitted with RFP.
Mr. Anderson said the Commission is looking for what the return of revenues are from the concessions and what is given back to the Town.
Mr. Troy said there had been discussion about opening the concession stand during the summer baseball camps and if that was to happen, perhaps the PTO could run that concession instead of during the games.
Mr. Anderson thought that may be a possible idea, so that both parties are accommodated.
Mrs. Reynolds expressed her concerns on sharing of expense and revenue disbursement.
At various times Mrs. Reynolds, Mrs. Fry and Mr. Seidewand requested to delar the vote until full Commission including Mr. Dow had chance to way in.
Mrs. Rushnak reminded the Commission that 100% of the profits would go back to the community versus only a percentage turn back by the Athletic Association.
Mr. Seidewand added that the Chatham A’s bring in the most money of any of the Cape League teams and if PTO has offered to give back 100% of the proceeds during a time when the Town’s children could face cut backs in their programs, then he feels the PTO running the food concession is a win-win situation. Especially considering that the A’s have the merchandise concession.
Mrs. Troy replied that the RFP is not specific to the youth of the Town and that the A’s do give to both adult and youth groups.
When asked his view, Selectmen Whitcomb thought the morning baseball camp concessions may be a good opportunity for the PTO to establish itself and to get a feel for how the concession stand works.
Mr. Cannon made a motion to recommend acceptance of the Chatham Anglers food concession proposal bid for 2009. Mr. Anderson seconded the motion. Ms. Reynolds and Mr. Seidewand voted in opposition, the vote was 2-2.
Chairman Anderson set a date of Tuesday, April 14 for the next Commission meeting to hold the vote again.
Beach Rake Comparison
A machine from the Cherrington Company was demonstrated at Harding’s Beach. Mr. Tobin said the machine worked well on the beach. It has a slightly different technology than the other machine demonstrated, but does the same job. He added that the Cherrington’s machine is manufactured in Germany, but distributed out of Lewiston, Maine. As of this time he added, there were no machines of that type in New England, however, the Cherrington Company is known up North for its ski sloop grooming machinery. He was told any machine maintenance could be done by his staff and that any replacement parts could be shipped in a day.
Mr. Seidewand took in the demonstration and thought the machine was far better than the other demonstrated earlier in the year. It cleaned the beach very well and only picked up debris, leaving the majority of the sand in place.
Mr. Tobin said the machine’s purchase has to go out to bid. He will finalize the bid specs and have the invitation to bid out in time for a May 7th bid opening. He feels the cost of the machine to be around $42,500.
Fitness Room Change
There was discussion about making the additional conference room into an added fitness room. Renewal memberships had been coming in after this one year anniversary of the fitness room and after hearing public inquires about having more treadmills, it was thought necessary to make the change.
Mr. Seidewand made a motion to recommend the change of the additional conference to be made into a fitness and cardio equipment room. Mr. Cannon seconded the motion. The vote was 3-1, with Ms. Reynolds voting in opposition.
Ms. Reynolds voted in opposition because she felt it interferred with private enterprise.
PTU’s
• Katherine Linnell – request for club room - forum for parents to discuss town/school issues
• Request from LNR Productions to rent front lawn at Community Center – 4 dates to run arts and crafts show – weekend dates – shut down by 5pm - $500 per day
• W. Chatham Village Assoc. – large meeting room one night w/fee
• Monomoy Village Condo Assoc – request for conference room – no fee set yet
• Monomoy Community Services – summer use on Tuesday’s 1pm - 4 pm
• Cape Kempo Karate – sign up for room rental next year w/fee *instructors qualifications to be kept on file
• Cape Kempo Karate - free class application withdrawn to get more data
• Meg McDonough class
• Pleasant Bay Alliance – one night symposium –*Commissioners add room set up fee of $75
• WOFF
• CHS Class of 2011 – request to allow fundraising food sales at Volunteer Park
• Kimberly Robbins – class of 1989 softball benefit game for American Cancer on Saturday June 6
• Mike Brady request for use of gym for tournament basketball games
• CC African Dance and Drum request for room for rehearsals w/$25 fee
Mr. Tobin said that Mr. Johnson submitted a PTU for year round use of the gym from 8:30am – 1pm, but will have him attend a meeting to discuss further details.
Other Business
Email received by Gary and Chris etc. giving to concerned taxpayers group
Gary and Chris very bothered by passing on email address
The date for the next meeting is April 14th at 5:30 for the Veterans Field concession decision.
There was a motion to adjourn by Mr. Seidewand and seconded by Ms. Reynolds. The meeting was adjourned at 8:45 p.m.
Respectfully submitted,
Amanda Love Monahan
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