Rec Board - September 21st 2016

Mayfield Village Parks and Recreation Board Meeting
Wednesday, September 21, 2016, 7:00 p.m.
Mayfield Village Community Room

Present:  Pat Andrzejczyk, Aaron Caunter, Stivo DiFranco, Patti Fioritto, Peggy Kerver, Tom Marrie, Mary Murphy, Dave Perout, Lori Sperling, Meg Stifler, and Kate Sullivan

Also PresentBill Thomas and Danielle Echt

Absent:  Troy Koch, Shelly Kovacevic, Derrick McDowell, and Pam Schutt

Introduction: Meg called the meeting to order at 7:02 p.m. Kate made a motion to approve the April 20, 2016 Minutes as written and Pat seconded. All committee members agreed. Danielle circulated a volunteer sign-up sheet for the Halloween and Santa parties.

Senior Program Updates

  • Approximately 200 people attended the Senior Fair on August 26.
  • The next Community Partnership on Aging Lunch n’ Movie will be Wednesday, October 12.
  • The October Lunch & Movie at Governor’s Village is on Wednesday, October 19.
  • The foot clinic will be on October 14.
  • Thanks to Patsy Mills for chaperoning the Hartville trip last Friday. The covered bridge trip in October is sold out.
  • New classes this month include Arthritis Exercise, Cooking & Baking Classes, Bridge Lessons, and Spanish Lessons. Most of these were requested per results of the Senior Survey.
  • There will be a Lunch n’ Learn program on Wednesday, October 26 about how hearing loss affects our mental health. It is being sponsored by Zounds Hearing.
  • The 3rd Mayfield Art Show will be held October 9 - 16 at Mayfield Library. Judging will be held on Saturday, October 8 and an artist reception will be held on Sunday, October 9. Contact Senior Services for information about being a patron or submitting artwork.

Debbie Hudacko Run Discussion

  • Bill reported that there is $13,382 in the account collected from over the years. He said the balance from this year’s event was $1,105.  Bill also said that the run used to bring in more people each year and even more money. The committee members agreed and said they used to give out more in scholarships. Bill said that he would still like the committee to give out $1,500 in scholarships each year. He would like to keep this amount as long as it’s not dipping into the account where the $13k is saved.
  • Bill reviewed the expenses for the event. One of the biggest costs is for HMA Promotions because they are the timers, coordinator and also provide the shirts and awards.   Bill said that there is an agreement to use HMA for the timing each year. Danielle asked when that agreement ends and asked if this was something the Hudacko family signed. Bill said he was not sure.
  • Meg asked if the hatrick run goes well and asked if it was worth it. The committee members said yes.  
  • Aaron suggested a fun run for kids. Meg said it is already advertised as family friendly and Bill said there is already a 2 mile run and 1 mile walk. Danielle said kids runs can be less than a mile and they aren’t even timed. She said they are for fun and you just need open space. 
  • The committee members agreed to keep the walk/runs as is.

Summer Camp Update

  • Danielle reported that overall, everything went well for the camp. She said all of the sessions were full except for the last one. People may have been going on vacation then.   
  • Kate asked what the age of the Camp Director was. Bill and Danielle did not know exactly but they said Tara is a teacher in the school district and Michael (Assistant Director) is a college student. Kate suggested having more of an adult presence there. She remembered from when her kids were younger and in camp that there were a few times when the younger staff did not always know how to handle situations. When unusual circumstances arose they were not prepared to handle due to inexperience most likely.  Kate said it would be best to have an adult who is a parent run the camp.   Some of the committee members agreed.  Danielle said she was up at camp frequently and there were not really many issues.  She said that staff and campers respected Tara and that many of the campers even knew her from teaching.  Bill added that Mike worked for us in the past at Sports `n More and he was an asset to camp this summer.  
  • The members inquired about finances for the camp and Danielle said that it lost a little bit. Bill said they lost approximately $300 and that was better than other summers of Sports `n More Camp. Danielle said we really can’t take more than 50 campers because of bus transportation for field trips. She added that they know for next year they will have to raise the fee some because they really cannot eliminate anything else from the camp. Bill said because Sports `n More was six weeks and this summer’s camp was eight, we had additional staff expenses.
  • Meg said that it worked well with camp staff clocking in and out at the pool. She said that they were pretty responsible.
  • Danielle said that we changed the pickup and drop off procedure so that parents would not have to walk to the pavilion. It was all curbside which worked well. 
  • Danielle and Bill said that camp went well overall this summer.

Parkview Pool Review & Discussion

  • In regards to stats, Dave said that August was down in numbers. Most of the committee members agreed that people were sick of going to the pool. It was a long hot summer. Patti also said that people probably vacationed earlier this year since school started earlier. The committee members added that things like school athletics also started earlier. Dave said June stats were higher but the pool also opened earlier.   
  • The committee discussed if there should be a senior daily rate. They agreed to a $6 rate for anyone 60 and over living in the school district.
  • The committee members also discussed if the students from St. Francis, St. Paschal or Gilmour could have the school district daily admission rate. Meg said that these students came to the pool this summer and expected to pay that rate instead of the $15 if they lived outside the district. The committee members agreed that they could buy a family pass specifically for them outside of the district as already offered or an individual student pass at school district rate.  But they will have to pay the $15 general admission rate if they do not have either of those two passes. Danielle said she will make it more clear on the flyers and marketing material for 2017.  
  • Bill said that he has been working on trying to increase morning and evening lap swimming at Parkview Pool. He and Dave would like to suggest a lap swim only pass that could be used 6:30 – 8:00 a.m. or 6:30 – 8:00 p.m.  Bill said the morning time used to be used by a swim team but they moved their practices elsewhere. Pattie asked what the price would be.  Dave suggested $25 approximately. The committee members thought it would be okay as long as the lap swimmers had to keep to their designated times and lap lanes.  
  • Bill said the 2017 capital improvements include: the heater building, and possibly getting an activity island to replace the turtle, two more shade structures for the grass, replacing lounge chairs and replacing the diving board pedestals. He said the turtle has been refurbished by the Service Department so if the play structure expense isn’t accepted then the turtle can go back in.  Bill also reported that the Service Department believes they have found the leak in the pool.

Youth Halloween Party (Saturday, October 22, 1:30 – 3:00 pm)

  • The committee members agreed that they did not want to have the party in the new Community Room. With a lot of kids, juice, donuts, decorations and games, they felt that it would be best to have the party in the Civic Center. The members also agreed that they did not want to damage the room with the construction of the haunted house. Bill said he would see if Paul Lynch wanted to put it together for the closet in the Civic Center.  
  • There was a lively discussion about who should be able to attend the party. Bill suggested open it up to Village residents first and then to school district residents. The committee then discussed how to control that and how to market it. Most of the committee members agreed that it should be for Mayfield Village residents and their families only. It was decided that the event would be pre-registration only. Danielle said that people could call in to register and they would either know who the resident was or hopefully they would be in the registration system. She said if they were not known or in the database, then they would have to come into the office with proof of residency. There would not have to be any tickets given out but the registration list would be printed for check off on the day of the party. The committee members then discussed how to market the event. They agreed to put on the Mayfield Village website, have information on the marquee and do a direct mailing to Mayfield Village residents. It was also suggested to put a sign at the Civic Center on the day of the event saying it was an event for Mayfield Village Residents Only and by pre-registration only. Danielle said she would get the sign made and it could go on the grass near the front door.
  • Danielle asked how many registrations they could take and Bill said to check the capacity of Civic Hall. The committee members agreed that only the children would be $4.00 but Danielle and Sean would still have to know how many people were in the party so they could keep track of the total number of people that would be in the room.

Open Discussion

  • Bill said that everyone should have received the Fall/Winter Parks & Recreation Brochure.
  • Bill mentioned that the annual Teen Halloween event is being held at Mayfield Middle School this year on Thursday, October 13.
  • The committee members discussed changing the time for the Santa Party since last year Santa was running late in the Village. Danielle said he has been early before and it really just depends upon the weather. It was unusually warm last year during the ride. The party will remain 1:30 – 3:00 p.m. this year but it will be in the Civic Center instead of the new Community Room. 
  • Bill said The Grove committee is still working on the shell covering for 2017.
  • Bill reported that he is still waiting to hear if the Village received a grant for the intergenerational park.
  • Bill asked the committee members to vote on where they prefer to have Cruise Night. Six voted for SOM Center/Wilson Mills and three voted for the Progressive area.  
  • A vote was also taken to see where committee members preferred the Fourth of July Celebration. Five voted for the Progressive area and four voted for SOM Center/Wilson Mills.
  • Due to a conflict Bill has with the November 16 Recreation Board Meeting, the committee members agreed to move it to November 9.

The meeting concluded at approximately 8:42 p.m.

Next Meeting: Wednesday, October 19, 2016, 7:00 p.m. at the Civic Center