Chatham Park and Recreation Commission
August 4, 2009
Chatham Community Center Meeting Room
Members present: Acting Chair, Joyce Reynolds; Commissioners: Robert Dow, Michael Seidewand, Meredith Fry and Ira Seldin.
Town Officials: William Bystrom, Community Center Consultant and Dan Tobin, Director of Parks & Recreation.
Open meeting: Joyce Reynolds called the meeting to order at 5:30 p.m.
Community Center Fees: Bill Bystrom recommended a new fee schedule to the Commission telling them this schedule will stream line the fees and is similar to the school fee structure. Bill also told Commission there will be three ways for instructors to pay for their classes: $3.00 per person, 20% of gross income or $150 max per month. Commission discussed resident and non-resident rates, private functions and profit events. Commission questioned fee for government use and Bill stated there will be no charge for government groups.
Robert Dow motioned to accept the new fee schedule. Mike Seidewand second the motion. Commission approved 4-0.
Permission To Use process: Bill Bystrom discussed the current PTU process suggesting to the Commission that Dan Tobin approve reoccurring events at the Community Center to cut down on process of permits. Bill stated once Dan approves PTU, Georgia will enter into rec pro and notify customer it has been approved. Approved application contain phrase subject to review and approval by Commission. Mike Seidewand questioned if Rec pro software has one function instead of several steps. Joyce Reynolds questioned Dan approving big events and Bill Bystrom stated Commission will still approve any event which will have fees and Commission will receive a list of approved events by Dan. Robert Dow requested any application is subject to review and approval by Commission. Commission requested the list include fees and any special
conditions.
Robert Dow motioned to accept the new PTU process. Joyce Reynolds second the motion. Commission approved 5-0.
Beach Yoga: Joyce Reynolds provided Valerie Twomey’s numbers and dates to the Commission and discussed Valerie’s request to reduce the $1000.00 fee.
Robert Dow motioned based on numbers submitted and lack of comparable prior year numbers Commission is not prepared to review fee at this time. Prompt payment of balance is due with remaining season’s numbers and last year’s numbers for any further review. Joyce Reynolds second the motion. Commission agreed 4-0-1.
Chatham A’s Police Dept incident report: Commission reviewed the incident report and Robert Dow commented there are enough incidents on report to require police detail. Mike Seidewand suggested making police detail a special condition for next year’s Permission To Use request as we do with other large grups renting spae at the Community Center. Joyce Reynolds suggested meeting with A’s in the Fall. Ira Seldin requested a financial report from the A’s and Robert Dow stated Commission has requested this in the past and was met with resistance. Robert Dow also said Commission never received invoices for the field work.
Military beach passes: Joyce Reynolds stated there has been a report of conflict of interest regarding a motion made on July 14, 2009 regarding free beach pass for Military personnel.
Commission rescinded the motion of July 14, 2009. Commission agreed 5-0.
Mike Seidewand motioned to allow U.S. Military retired and active personnel with picture ID free access to Harding’s Beach. Ira Seldin second the motion. Commission approved 3-1-1.
Lighthouse Beach: Dan Tobin told Commission the program is working and people are observing the no swim area. Dan also stated the Board of Health is happy with the plan. Dan told Commission they will need to review the North Beach cut for a no swim area and post signs. Dan also told Commission the Board of Selectmen will be meeting to discuss the North Beach cut. Meredith Fry questioned if there has been any incidents at North Beach. Dan responded no. Mike Seidewand stated the Commission discussed 2 signs and no swimming at the cut because of no police presence/enforcement. The signs have not been posted. Dan told Commission it will be corrected immediately. Joyce Reynolds stated Wequasett and CBI should be notified of no swimming and the Commission requested Dan to contact Harbormaster’s office to find out if there has been any
incidents. Commission discussed the distribution of pamphlets and Dan told them they have been distributed and he is in the process of making more because some businesses have run out and North Beach information has been added.
Minutes: Commission approved July 14, 2009 minutes with changes.
Depot Street Tennis Courts: Ira Seldin asked when the tennis courts will be resurfaced and Dan told him he has a quote for $8995.00 and work should start in the next week or two. Dan told Commission another issue is the fence needs to have a bottom rail installed.
Surf Rake/Harding’s Beach: Dan stated we are getting good feedback regarding beach conditions. Robert Dow stated he has heard good comments too. He also reported that som people complained about dredge dumping high density all to close to swim area.
Chatham A’s: Dan told Commission there will be a joint meeting between the Board of Selectmen, Park & Rec Commission and the A’s possibly on Sept. 1, 2009.
Commission reorganization: Meredith Fry motioned for Michael Seidewand as Chairman. Joyce Reynolds second the motion. Commission approved 5-0.
Michael Seidewand motioned for Joyce Reynolds as Vice Chair. Meredith Fry second the motion. Commission approved 5-0.
Other Business: Joyce Reynolds stated any staff or facility questions or concerns go through the Park & Recreation Commission Chairperson.
CPA: Joyce Reynolds told Commission they need to have representation from the Commission on the CPA. Ira Seldin reluctantly volunteered for a one year term.
Joyce Reynolds motioned for Ira Seldin to represent the Park & Rec Commission on the CPA Commission. Robert Dow second the motion. Commission approved 5-0.
Acting Chair: Ira Seldin thanked Joyce Reynolds for her time as acting Chair.
Harbormaster’s letter: Robert Dow asked if Stuart Smith ever wrote the letter to Board of Health regarding Lighthouse Beach conditions. Mike Seidewand stated Stuart Smith noted by email that he will not write the letter as Stuart felt his comments to the Board of Health at the public meeting is sufficient.
The date for the next meeting is August 25, 2009 and Sept. 1, 2009
Meeting adjourned at 7:25 p.m.
Respectfully submitted,
Helene Borges
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