10 Central Road, Rye, NH 03870
Phone: (603) 964-6281 ∞ Fax: (603) 964-1516
RECREATION COMMISSION MEETING MINUTES
MONDAY, JANUARY 10, 2011, 7:30 P.M.
RYE RECREATION MODULAR
55 RECREATION ROAD, RYE, NH
In attendance:
Steve King, Mark Luz, Jennifer Madden, Keriann Roman, Jim Sullilvan,
Peter Sawtell, Programs Director and Lee Arthur, Recreation Director.
Guest: Paul Predaris
1. Call to Order
The meeting was called to order at 7:30 p.m.
2. Consideration of Previous Meeting Minutes of December 6, 2011
The Recreation Commission Meeting Minutes of December 6, 2010 were reviewed. Jim
Sullivan indicated that under the sub-heading Goss Farm in the first sentence, the word
are should be placed between the word plans and for. The new sentence would read:
Mark Luz asked if it would make sense to invite Jim Raynes to one of the Recreation
Commission Meetings in order to find out what the Conservation Commission’s plans
are for the Goss Farm site?
In addition, under the sub-heading Recreation Master Plan: Marty Klenke, Mark Luz
noted that the last sentence should be changed to reflect the fact that Marty Klenke
requested input from the Recreation Commission. The new sentence would read:
Marty Klenke noted that he will work towards getting a draft plan prepared for review
and welcomed input from the Recreation Commission.
Motion was made by Jenifer Madden to approve the Recreation Commission Meeting
Minutes of December 6, 2010 as amended. Seconded by Mark Luz. Motion carried.
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3. Correspondence
Financial Reports
The Recreation Commission reviewed the financial report for December 2010. It was
noted that at the end of December, 4% remained in the Recreation Budget, 24% in the
Recreation Revolving Budget, and 11% in the Patriotic Purposes Budget.
Donation
Lee Arthur reported that Dr. Rosalie Lopresto, LLC has donated $200 to the After School
Program. It was noted that she has a child in the program. The funds are earmarked for
enrichment activities.
Steve King indicated that Rye Travel Soccer Association has purchased two new goals for
the large soccer field at the Recreation Area and would like to donate them to Rye
Recreation.
Motion was made by Jim Sullivan to accept the $200 donation from Dr. Rosalie Lopresto,
LLC. and the two goals from Rye Travel Soccer Association. Seconded by Mark Luz.
Lee Arthur was directed to write a letter of acknowledgement to Dr. Rosalie Lopresto
and Rye Travel Soccer Association expressing the Recreation Commissions appreciation
for their donation.
Request for Annual Report for year ending December 31, 2010
A Memorandum from Priscilla Jenness dated January 7, 2011 to Janet Stevens requested
that the Recreation Commissions Annual Report for 2010 be received no later than
Friday, January 28, 2011.
4. Old Business
Recreation Master Plan Update
Lee Arthur reported that Marty Klenke is working on the Master Plan and that it is at the
stage where she needs to spend a significant amount of time editing the document. She
pointed out that the presentation of data is solid and made sense. However, it needed
to be reviewed and edited by someone that has extensive knowledge of Rye Recreation.
Coaches Game Plan Acknowledge Form
Lee Arthur provided the Recreation Commission with the Coaches Game Plan:
Guidelines to Creating a Safe Environment Acknowledgment Form developed by Keriann
Roman. It was discussed that it would be distributed with the document on a separate
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sheet of paper and coaches would be requested to return it to the department signed
and dated.
Bleacher Update
Lee Arthur reported that the new bleachers were put together by the Rye Highway
Department and that they may need to be adjusted in the spring. She commended the
department for assisting with putting them together and helping with making
improvements to the front of the Soccer Snack Shack. She reported that the new
Highway Department Director is Dennis McCarthy. She said that she would draft a letter
acknowledging the cooperation of the Highway Department and send it to the
selectmen.
Goss Farm
Lee Arthur reported that Jim Raynes said that he would attend the February meeting of
the Recreation Commission. To discuss the Conservation Commission’s plans for the
Goss Farm Site as requested by Mark Luz and discussed at the December 6, 2010
Recreation Commission Meeting.
City of Portsmouth Pool Swim Program Update
Lee Arthur reported that she has left messages for Lisa Arakelian, Pool Supervisor at the
Portsmouth Pool to contact her regarding potential pool programs as requested at the
last Recreation Commission Meeting.
Signage Update
Lee Arthur reported that Town Administrator, Michael Magnant introduced her to David
Caswell by e-mail, who owns the Portsmouth Sign Company. He is a resident and
recently donated a new sign at Parsons Field. He identified that the sign at the entrance
to Recreation Road could stand to be refurbished as it needs to be re-painted and the
gold leaf re-gilded. He has offered to donate the work. Lee Arthur indicated that they
had also discussed replacing the sign on Central Road and adding a sign to Route 1A that
would direct individuals to the Recreation Area, incorporating the new logo. It was
discussed that Lee Arthur would check with the Highway Director, regarding sign
requirements for Central Road and Route 1A and distribute a proof of the sign to the
Recreation Commission for review. The refurbishing of the sign at the entrance of
Recreation Road could take place as soon as possible.
Motion was made by Jim Sullivan to accept the donated work and signs by David
Caswell, Portsmouth Sign Company. Under the conditions that the Highway Director, is
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contacted regarding sign requirements for Central Road and Route 1A and a proof of the
signs are distributed to the Recreation Commission for review. Seconded by Jennifer
Madden. Motion Carried.
Budget Process Update (2011 Recreation Building Capital Reserve Fund Warrant Article)
Lee Arthur reported that the Budget Committee Meeting voted not to recommend the
2011 Recreation Building Capital Reserve Fund Warrant Article at a meeting that was
held at the same time as Winter Sign-up Night. She pointed out that because she was
not present at the meeting the committee may not have had all the necessary
information needed to make an informed discussion and was planning on attending
their next meeting to make a presentation and ask for reconsideration.
5. New Business
Program Update
Included in the meeting packet was the Rye Art in Bloom Program information and Rye
After School Program, January Newsletter. Lee Arthur reported that she was currently
working on the spring and summer program offerings and that Play Soccer may no
longer be in business. Peter Sawtell reported that the first day of the Ski/Snow Board
Program held at McIntyre went well.
Peter Sawtell reported that included in the meeting packet was a draft letter he
prepared to request space at the Rye Elementary School for the After School Program in
2011-2012. The draft letter was discussed and Peter Sawtell was directed to revise it to
make reference to the Space Use Agreement and include a specific date for a response.
It was determined that Peter Sawtell would revise the letter as discussed and send it to
the Recreation Commission for review and adjustments.
Included in the meeting packet were the minutes of the last Space Use Committee
Meeting. Peter Sawtell pointed out that he had various concerns regarding the current
space and that is why the space request focused on capacity. It was pointed out that
the Space Use Committee was developed to address space concerns as well as future
space availability. It was noted that the meeting minutes did not reflect that mandate.
Peter Sawtell said that the Art Room location posed various challenges (no cell phone
reception, safety issues, storage issues, the inability to staff the rooms more efficiently
etc.) The Recreation Commission directed him to list his concerns and address them
with the Space Use Committee prior to the space being allocated for the upcoming year
in the event that other space may be available. He pointed out that the next meeting
was planned for March 11, 2011 at SAU 50 Office in Greenland. Peter Sawtell requested
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additional Recreation Commission attendance and Jenn Madden indicated that she
would be interested in attending.
Peter Sawtell stated that he would be in attendance at the next meeting of the Rye
School Board as discussed in the Space use Agreement.
Lee Arthur reported that Donna Berry notified her of the process of installing a phone
line in the Art Room. Jenn Madden asked that before funds are expended, that Peter
Sawtell explore utilizing the schools existing phone system. The Recreation
Commissioners present were in agreement.
Field Request (Rye Little League, Rye Girls Softball, Seacoast Lacrosse)
Lee Arthur reported that she has not received any request. However, has forwarded the
form to Ray Hindle of Rye Little League and Chuck Allen of Seacoast Lacrosse. Janet
Stevens had indicated to her that plans are underway to have both Rye Little League and
Rye Girls Softball meet.
Recreation Commission Term Expirations (Janet Stevens and Stephen King)
Steve King indicated that he was not interested in renewing as Recreation
Commissioner. Lee Arthur reported that it was her understanding that Janet Stevens
was interested in staying on as a Recreation Commissioner.
Lee Arthur reported that she had been recently contacted by Jay Nadeau who is
interested in serving on the Recreation Commission. He also expressed an interest last
year as well as Bill Marella. It was noted that other letters on file included Jaynee
Whitney (2007) and Marc Shepcaro (2005). It was discussed that the Recreation
Commission would actively solicit potential candidates and advertise the opening(s).
Then a recommendation would be made to the selectmen. March 11, 2011 was
determined as the deadline for candidates to submit their letter of interest.
Financial Assistance Process
Lee Arthur reported that there is financial assistance available for Recreation Programs
through the Town of Rye Welfare Office which is operated by the City of Portsmouth.
Interested individuals are to contact the office and in turn are recommended to the
Recreation Department. She pointed out that she is not authorized to verify income and
can’t arbitrarily distribute tax payer money.
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Basketball Policies and Procedures
The Basketball Policies and Procedures were discussed. A resident had paid for the
Basketball Registration of another child well after the program had started and was
charged the late fee. The resident was upset as they were paying for the child because
they said that the parent could not afford to pay. Thus, felt that they should not be
charged the late fee. Lee Arthur indicated that she informed the resident that there is a
scholarship process and she was not in a position to determine need and that the late
fee policy was separate and needed to be enforced. Lee Arthur expressed the need for
the late fee policy in that it has assisted greatly in improving the program operations,
from being able to start the program on time, ordering shirts, fair team placements etc.
She said that often individuals that register late indicate that they had been encouraged
to participate by a particular coach and want to be on that team. She pointed out that
late registrations are placed on the team with the lower number of participant, with
jersey availability as another consideration. The Recreation Department Policy is to
treat all registrations equally and not consider special request.
She said that another parent was very upset that their child was not placed with the
same coach as last year. Lee Arthur said that it is impossible to place children with the
same coach each year. All coaches do not coach from year to year and they generally
follow their child and the age groups are combined. Jim Sullivan pointed out that
various coaches have different things they can offer a child. Peter Sawtell said that the
parent was still upset and is planning on attending a meeting.
Steve King suggested the development of a grievance policy and form. He said that he
would forward Lee Arthur a copy of the process that Rye Travel Soccer uses.
6. School Board Report
Lee Arthur indicated that Maggie Duffy-Durkin was unable to attend the meeting and
would be contacting her for an update.
7. Adjournment
The next meeting of the Recreation Commission was set for February 7, 2011 at 7:30
p.m. in the Recreation Modular.
Motion was made by Mark Luz to adjourn the Rye Recreation Meeting at 9:20 p.m.
Seconded by Keriann Roman. Motion carried.
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