Recreation Commission Meeting Minutes 10/19/2017

Recreation Commission

October 19, 2017, Thursday @ 6:30PM

Harmony Hall, 70 North Main Road, Otis, MA



Meeting called by & time:  Bill Dyer, 6:38PM.

Meeting facilitated by:  Bill Dyer.

Board Members Present:  Bill Dyer, Mary Adams, Dana Pustinger.

Board Members Absent:  Kathy Carroll.

Others Present:  Patricia Richard, Program Supervisor.

  1. 1. None needed.
  2. Accounting. Reviewed.
  3. Rec Center. 1.  Patricia will request an updated quote for the (annual) preventive maintenance on the PreCor exercise equipment to use for FY19 budgeting.  2.  Cardio room/equipment cleaning will change over to every two weeks (versus once a week) soon and switch back to every week March/April – November.  Patricia explained we are still having issues with gym users either not cleaning their sneakers or bringing in a separate, clean pair.  This is a concern because debris (sand, salt, etc.) gets into the equipment and unnecessarily wears components.  Applications include this information (users receive the info portion); flyers are posted in the cardio room & equipment and by the sign-in/out sheet.  3.  Electric work in the office is scheduled to be completed soon – for the mini fridge, etc.  4.  Patricia inquired if the Commission would like to advertise in the Sandisfield Arts Center Program again, approved.  5. has still not been forwarded to the new website service.  Patricia submitted a credit card request for this expense to Chris Morris 9/19/17 but hasn’t received an update.
  4. Programs. 1.  Gingerbread House Event – 12/8/17, Friday, setup.  12/9/17, Saturday, three sessions available – 1:00PM, 4:00PM & 7:00PM.  We will need additional volunteers for this event (both days).  Mary attended the 10/10/17 Select Board meeting regarding payment for in-store purchases for this event and provided an update – per the meeting “Rec Center Gingerbread House Event:  The Rec Center commissioners were once again asking how they could get their expense money to pay for the supplies for this event.  Due to Dept. of Revenue restrictions, which the town is required to follow, they were asked to have someone use a personal credit card for the purchases and then get reimbursed by the town.  Our accountant Margaret also suggested they do multiple small purchases to get everything so they won’t have such a large balance and can get reimbursed over time.  During discussion, one person volunteered to handle the credit card purchase for them this year as long as they gave that person a list of what to get, but the Rec Commission was asked to decide who would handle this in the future as they have already been asked several times by the selectmen to settle this within the commission.”  2.  Movie Night License – Patricia inquired regarding the payment, Bill Hiller explained it should be mailed out this week.  3.  Movie Fun Night – 12/15/17, Friday, 5:00-9:00PM, drop-in no registration required, ages 5-12, free.  Pizza, arts & crafts and a movie.  Parents/Guardians will need complete permission slips, will need at least two adults for event.  4.  Maple Corner Farm – Patricia & Joyce Ripley discussed some ideas in order to make it easier for a person to sign out a pass due to the unpredictability of the weather and MCF does not make snow.  Reviewed, approved trial for this season.  5.  Ski Helmets – Patricia has found two possibilities for the ski helmet program – will provide an update at next month’s meeting.
  5. Memos. None.
  6. Old Business. Discussed the status of the Rec Center Gym – last update received was this past Spring? Mary will inquire at the next Select Board meeting for an update – can this room be used for a different activity other than an exercise room?  Writing class?  Wi-Fi access?
  7. New Business. Reviewed & approved 9/28/17 meeting minutes.
  8. Adjourn.


Meeting adjourned at: 8:15PM.

Respectfully submitted by: Patricia Richard.

Submitted to Town Clerk.