12/31/2004 RECREATION Minutes - Laserfiche WebLink

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Present: Absent: Also Present: Sheila Arnold Ken Marsters Robert Whritenour Pat Riley Joleen Schultzabarger Gus Frederick Terrie Cook Kim Whitney Pat Antonellis OPENING - Sheila Arnold opened the meeting at 6:40 PM. II. MINUTES - Due to the fact that there was no quorum at the last meeting, May's meeting will be approved at the August meeting. III. COMMUNICATIONS - Facility Usage -Gus met with a few members of the Committee and Bob Whritenour, Terrie Cook, and Ken Marsters. During the meeting areas of concern were outlined. The main thing is how processing the requests is going - pros and cons. How can we formalize some areas of concern which Leisure Services has with scheduling of facility and also concerns of School Department. Gus came up with guidelines. We need to bring back recommendations and fee schedule by September 1st. A discussion took place on how this should proceed. 1. How we process our scheduling when it begins and what happens after that time. We schedule earlier time at Quashnet Valley for Kids Klub Before School and Kids Klub After School Programs. However, our concerns are what happens in the evening. The Facility Use Form that all groups and organizations are to use is working 90% of the time. Problems do occur, however. For example - not enough notice. There are times when we get calls from teachers last minute saying that they will be using their room to have a meeting that evening. We are trying to utilize a small portion of the building at one time. This gives better control over what is happening in the building each evening. Sometimes we receive a request on Friday, and they want the building on Saturday. We need enough lead time. If it is a school activity, the individual is asked to go through the principal. This can cause problems with the cleaning company. The cleaning company feels we do not give them enough notice. Also situations occur where an activity is cancelled, and then we find out the activity was rescheduled for the following week, and we had another activity already approved. Gus recommends that anything going on must be scheduled through Leisure Service's office with a Facility Request form. Rescheduling needs to be checked with Leisure Services. Clarification is needed regarding who is to supervise building.