Dunbarton Recreation Commission

Minutes of October 5, 2005

Minutes are subject to final approval at the next meeting.

Meeting was called to order at 9:10.

Present: Annie Carney, Terri Francoeur, Dean Jore, Jeff Nelson, Jean Leo

Rec Commission restructuring- Discussion opened regarding restructuring of the Commission based on the programs supported by Rec. Calendar of events was compiled and meeting times discussed

Annie stated she would like to coordinate Halloween and Easter. Terri and Jean will inventory sports equipment and party supplies, Jean L will coordinate basketball and Dec. trip to Boston, Terri will coordinate softball, Dean will coordinate Tree Lighting and new fields etc., Jeff and Kim will coordinate Old Home Day.

Jean L. made a motion to have quarterly meetings – January, March, June and September (Budget/Planning). Seconded by Jeff N. Vote was unanimous.

Discussion on Treasurer’s role and financial reporting of Commission. All present would like Karen Lessard to remain as Treasurer. Jean L. will contact and confirm.

Discussion of “purchase order system” for all coordinators to utilize. System would provide documentation and also info for budget planning and for new members in the future.

Document security discussed including confidentiality of sport registration forms. Coaches will no longer receive copies of entire form – only pertinent info. Jeff will talk to Janice V. regarding space for Rec documents. Dean Jore will look into purchasing a 3-drawer file cabinet. Number and location of keys for shed and file cabinets discussed. Padlocks will be identically keyed. Three keys will be made – one at Town Hall, one with Chair and one at Police Station.

Jeff N. made motion to centrally and securely locate all records. Seconded by Annie C. Vote was unanimous.

Jeff N. made motion to archive records for 1 year at completion of season and then shred all documents, unless there is an injury sustained which will be archived for three years and then shredded. Seconded by Terri F. Vote was unanimous.

Jeff N. made motion for all financial records/documents be archived for seven years and then shredded. Seconded by Annie C. Vote was unanimous.

Slate of officers was discussed. Phone poll (e-mail) will be conducted for nominations and approvals.

Jeff N. made motion to have 2006 Budgets prepared by Nov. 1 of this year for specific events by coordinator. Seconded by Jean L. Vote was unanimous.

Jeff will look into Bylaws for the Commission and will prepare first draft.

Discussion of upcoming basketball season. Jean will notify Program Coordinators to forward their recommendations for coaches.

Jeff N. made motion to adjourn. Seconded by Terri F. Vote was unanimous.

Meeting was adjourned at 10:46.

Respectfully submitted for the Committee,

Jean Leo