Dunbarton Recreation Commission

Minutes of Public Hearing for Policies and Procedures for Dunbarton Sports Programs

July 29, 2004

Minutes are subject to final approval at the Aug. meeting.

Meeting was called to order at 7:30pm. Present: Jeff Nelson, Dean Jore, Kim Vaillancourt, Annie Carney, Terri Francoeur, Karen Lessard and Jean Leo

Opening Comments: Terri Francoeur stated that this final draft of the Policies and Procedures is the result of many drafts. Over the past several months the Policies and Procedures have been written and revised based on input from the public and from policies of other towns. Kim Vaillancourt mentioned that while researching other town’s policies she received comments that Dunbarton is fortunate to have a committee to implement our programs.

Karen Lessard read a letter submitted by Brigette and Nick Holmes. The letter stated they couldn’t make the meeting but wanted to express their support for the Policies and Procedures and urged us to adopt them formally.

Brigitte Cook commented that the Policies and Procedures were very good and inclusive. She suggested that we give copies of league by-laws as referenced on page 10 item 6 to all coaches and even parents. She questioned how we arrived at the age of 17 for refs/umpires. Kim V. stated that many scenarios were discussed at length by the committee to determine what was best for the kids.

Beth Beaugeard asked if the Concession Coordinator was 1 of the 3 Program Coordinators or an additional Coordinator. Terri F. stated that it could be 1 of the 3 or a member of Rec but that specific role was listed in the Policies and Procedures because that person handles funds and he/she needs to be accountable to the Rec Treasurer.

Beth B. also asked it the marquis could be used to publicize basketball sign-ups. Several committee members stated it had already been discussed and because the school also uses it for their functions we could not be guaranteed space when needed. Karen L. noted that the school is very cooperative with our requests but again it is not something we can commit to in the Policies and Procedures. Beth B. questioned the minimum or maximum for team selection and was told it would depend on the situation. Beth B. asked when the Program Coordinators would step in during the selection process and was told there would be no need if the coaches agree with their team selections.

Linda Morse stated that the coaches should pick the teams and not the Program Coordinators/Rec Members because the coaches know the kids and should have control. Linda M. was told that it was not written that way and the Program Coordinators/Rec Members were there to listen in. Jean Leo stated that it could actually help the coaches to have someone else listen in should anyone feel the teams were not picked fairly. Linda M. wanted to know if they would be equal in ability and equal in #. Jeff Nelson stated that it makes sense to have equal ability and size.

Beth B. in reference to pg 8 #5 stated she still didn’t agree with the word “teach” and that we should not be telling the parents that they have to “teach” their children. Kim V. stated that we compiled much of our information from many different towns and while we did change some words we felt this item read best the way it is written. Michaela Blanchette felt that parents should teach their children to do their best and to play, have a good time and winning is second. Michaela B. stated that we shouldn’t argue about a word. Beth B. said the message is good but the presentation isn’t. Beth B. asked about the course of action on pg 8 and would a meeting take place if needed. Jim Kalinski stated that it would be the next logical step.

Beth B. suggested that on the Player Application form we have a line asking participant about their ability to attend practices and games. Karen L. stated that would be intrusive and we wouldn’t want that to be a factor when teams are selected. Terri F. stated that these are recreational programs. Jim K. stated that it might deter some kids from signing up and that it can be worked out with the coach.

Brian Pike stated that the Program Coordinators should have a one-year term. Terri F. stated that the terms would be staggered and that we are looking for continuity. Brigitte C. stated that knowledge of the position would be better with a three-year term and there is a benefit to longevity. Brian P. stated that in regards to coach selection he would want to pick his own assistant. Terri F. stated that we were given a task to write the Policies and Procedures and we need to keep it a reasonable size. Kim V. said we would assume coaching match-ups would be in agreement. Brigitte C. said maybe it should be written so as to clear up any ambiguity. Brian P. stated that the draft procedure should be used to select teams. Jim K. stated the process we use now is more effective with the coaches making the decisions. Brian P. stated that on the coach application the previous playing experience is not important. Kim V. stated that we are asking for as much information as possible on which to base our decisions but does not mean that previous playing experience is required. Jean Leo stated a coach with previous playing experience also has a kid’s perspective of the game.

Michaela B. thanked everyone for all the hard work in writing this but said it is sad we have to do this. Michaela said she remembers how it was in past years and is disappointed we now have to do background checks. Kim V. stated that many towns already have a process in place. Kim V. also stated that the decisions would be made as a group.

Beth B. asked if the program evaluation forms will be used in coach selection. Kim V. stated that they would be one of several items reviewed in the decision making process.

Brian P. asked to see his evaluations and was told we haven’t done anything with them yet. Our focus has been to finalize the Policies and Procedures and have them adopted before we review any evaluations.

Brigitte C., Michaela B., Paul Blanchette and Jim K all agreed this was very good and will evolve as the program continues.

Kim V. thanked everyone for their input and asked on behalf of the public what the next step would be. Terri F. stated we would make any changes we felt necessary and then formally adopt them at a Rec meeting. The adopted version would then be on the website.

Meeting was adjourned at 8:30pm.

Respectfully submitted for the Committee,

Jean Leo