Recreation Commission Minutes 05/25/2016

U Recreation Commission
May 25, 2016, Wednesday @ 9:30AM
Harmony Hall, 70 North Main Road, Otis, MA


Meeting called by & time: Kathy Carroll, 9:53AM.
Meeting facilitated by: Kathy Carroll.
Board Members Present: Kathy Carroll, Bill Dyer (left at 11:24AM, returned 11:40AM).
Board Members Absent: None.
Others Present: Patricia Richard, Program Supervisor.

Introductions. None needed.
Review & approval of Minutes. Approved April 2016. Discussed Chairman position, it was decided that Kathy Carroll will fill this position.
FY16. Kathy will meet with Chris Morris regarding the requests of reports (regular, staff, revolving, donation). We would like to (at least) receive these quarterly so we can reconcile our bookkeeping – expenses & deposits.
QuickBooks consultant. Kathy will meet with Chris Morris to discuss this expense – do we need to go through the Technology Committee? What line item would this come from in our budget? Purpose of consultant is to review/correct the work that Patricia has done so far and to help with different aspects such as creating customized reports, setting up budgeting, etc.
FY17 capital expense request–denied replacement of cardio equipment item. An email inquiry (4/26/16) was sent to Chris Morris regarding the status, but we haven’t received a response yet.
Rec Center.
Inventory—update. Bill discussed/explained details at the 5/10/16 Select Board meeting. The Select Board discussed it and has offered for someone through the Senior Tax Work off program to work on this program. Lisa has emailed the necessary paperwork, Patricia will contact one of the seniors for the project. Inventory is located at the Rec Center, Town Hall/Town Hall Park & the Transfer Station.
Security. A memo regarding this project was sent to Chris Morris, Recreation does not feel this is an appropriate project for our Commission, perhaps the Police Department or the Maintenance Department? We have not received a response. Kathy will inquire with Chris Morris for an update.
Weight Room. 5/19/16 meeting of Chris Morris, Jim Crandall, Larry Gould, Bill Dyer, Chris Vreeland & Patricia Richard. Update was provided by Chris Morris on weight room status & Chris Vreeland’s engineering report.
Database project. Patricia inquired with Bob Rosen regarding this expense/line item. He originally spoke with Sarah Malanson regarding the project. Patricia will contact Sarah regarding payment.
Staff. No Movie Nights for July & August, resumes in September with Tom Soules, Movie Night Supervisor.
Programs/Project Proposals.
July & August. 1. Reviewed surveys from Boot Camp, discussed & decided to continue throughout July & August. Will evaluate surveys again in August. This was not an original program from the FY16 budget line item program breakdown; instructor pay will be taken out of the revolving account if necessary. 2. Heather Bilotta has offered to volunteer instruction for the Shake your Soul class, discussed & approved for July & August.
Update. Swim Lesson fees have remained the same since 2010. Discussed fees, decided to keep free to Otis participants and $25 to Non-Otis participants.
Drop-in Class survey for Fees for Otis Residents/Otis Taxpayers. Patricia compiled the paper & online surveys, we received approximately 80 completed surveys. Reviewed. The majority of respondents do not feel they should pay for classes due to taxes already funding the Recreation Commission budget in addition to people not being able to afford a fee (on fixed incomes, elderly and/or students).
Screen-Free Week Bingo. Patricia reported there were approximately 60+ participants and went very well. The FRRSD PTA thanks the Rec Center for our support.
Swim Lessons. We received one applicant for this position; the applicant was contacted by Patricia through a private ad through a MMRHS program. No inquires were received from the website, website subscriber news, Otis Observer, Otis Gazette or the Berkshire Record. Two inquiries for the assistant. Commissioners make final determination on positions.
Garden project. Patricia will contact Eve Kummel.
Old Business.
New Business. 1. Patricia reported that there is State regulations in order to run regular (cash) Bingo. 2. There are currently two open positions with the Commission: Commissioner & Alternate Commissioner. 3. Reviewed Cardio Blast surveys.


Meeting adjourned at: 11:50AM.
Respectfully submitted by: Patricia Richard.
Submitted to Town Clerk.