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Meeting Minutes

June 13, 2012

Wednesday, June 13 2012 Posted in 2012, June

Havre de Grace Recreation Committee, Inc. Minutes

  1. Call to Order - At 7:10 p.m., by John Narvell
  2. Introductions
    1. Board - John Narvell, President; Shannon Hitchings, Secretary; Karen Green, Parks & Rec; Phil Barker, Vice President
    2. Programs represented: Soccer, Dance, Square Dancing, Young At Heart, Basketball, Men's Basketball
    3. Guests: Doogle Design – website presentation
  3. Reading of Minutes – Read and Motion to accept – Kendra Fisher, 2nd – Joe Schatz.
  4. Treasurer's Report – 
    1. Please be clear what your intentions are when you submit a bill (i.e. pay directly, reimburse someone who paid bill, leave check in box or mail directly). Please turn in bills, receipts, deposits in a timely manner.
  5. President's Report
    1. Young At Heart Trip – May 5th the Young At Heart Trip was fronted money they were being reimbursed for the bus and money was received.
    2. Insurance – Due soon for all programs. Quote through Erie Insurance and John has the information if any program wants to look at it. Looking at county coverage for multiple recreation committees to hopefully cover us at a discount from the $4K that we put out each year for insurance.
    3. Volunteer Liability – Good Samaritan Act covers you as long as you are not being negligent. John has a copy of the code that covers us if you want to read it. As long as you are doing what you should be doing you are good. i.e. if you know of a hazard and proceed anyway you won't be covered, but if something happens in the middle of practice and you stop practice because of it then you are covered.
    4. Lighting – work has begun and should be done in the next week or two. City is moving the two lights that were at the tennis courts that work still to the park by the playground equipment and to the Community Center. Exploring lighting at the Chapel Road fields through a grant through the US Soccer Association, Shannon Hitchings is the contact. Total estimate for 4 poles is $153-$150K at the Chapel Road fields for one field.
    5. Capital Projects – done every year and we can put in requests to the county in conjunction with the city and it goes before the County and then the Rec Presidents and gets approved and prioritized. Phased programs would be done first since they have already started and then start new. Voted in July, Approved in Sept and won't be approved until next year.
  6. Communications
    1. Website – Joe Schatz made a presentation for the website creation and maintenance for the committee. His presentation is attached.
    2. Mass email newsletter - We are going to start a monthly (or bimonthly depending on what we feel we need) email newsletter that will list all program information that needs to get out to the community. We have set up an email for the Committee that is This email address is being protected from spambots. You need JavaScript enabled to view it. . If you have any information that you want sent out in the monthly newsletter please email it to that email and we will make sure it gets included. We will also gather information from Karen and Chad to complete the newsletter. If you would like your program to be included in the distribution of the newsletter please send an email list of your participants to that email as well so we can get this started. Each person will have the opportunity to opt out of the newsletter if they don't want to receive as well as forward it and then that person would have the option to subscribe. We will also include a button on our website for anyone to subscribe to the newsletter. We are open to any suggestions that anyone might have. You can send any suggestions to the email as well. Thanks for helping the Rec Committee better us and all of our programs.
  7. Program Reports
    1. Soccer – Spring programs just finished up, but have summer camp coming up July 30-Aug 3 at Chapel Road Fields through a partnership with Challenger Sports. Fall registration ended May 31st and they are working on putting together teams. They awarded a scholarship to Rachel Rosenberg, a graduating senior, at the awards ceremony. They are currently working with Lacrosse to get storage up at Chapel Road as well as team benches for each field. Field marker signs should be installed very soon. Play Day will be August 18th at Chapel Road. Field conditions are horrible with the clover and bees are out in force. John suggested having the field sprayed.
    2. Dance – Registering for dance camp and getting ready to register for fall dance. Dance camp is at Meadowvale July 9-13. Grades Pre-K to 2 will be from 9-11:30 and Grades 3 and up are 12-2:30. Registering for fall classes now through August. They gave 2 scholarships to Kelsey McRoberts and Emily Schall at the senior awards ceremony. Registration is at www.sportssignup.com/havre-de-grace-recreation-committee-online-registration.start
    3. Young At Heart – Had 145 people in attendance today. Planning a Lantern Queen afternoon luncheon trip later this month. Can only take 60 people, first come first served, paid up dues gets you preference. September planning a trip to Bird in Hand Dinner Theatre.
    4. Square Dance – through till September.
    5. Basketball – done till Sept...looking at changing Presidents in both Mens and Youth programs. Joe would stay around as VP. Joe will also run the March Madness program.
  8. Staff Report
    1. Planning of Fields – only groups that have a permit through Karen will have their use of the field. Cannot just go out there without a permit. Schools have placed a moratorium on grass fields until school starts again. All field use has to be on the turf field and Karen is trying to work out the schedule.
    2. Dog Park – Paul Magness said he had multiple requests about HdG having a dog park. We do not want Chapel Road being the dog park. This does not help with the field maintenance. Programs might consider sending something out to their teams/parents requesting that no animals be brought to the games/practices.
  9. Old Business:
    1. Online Registration – If your program can use online registration we are highly encouraging it. Please contact Shannon Hitchings to arrange your online registration (This email address is being protected from spambots. You need JavaScript enabled to view it. or 410-939-3035).
  10. New Business
    1. Boot Camp – June 25-end of July. Will take place on the turf field in the mornings.
    2. Jewelry Making Class – possibly starting $15 per session, materials and instruction included. The instructor would be done through the person who does it with the seniors.
    3. First Aid/CPR Classes – Shannon Hitchings is going to work on getting classes offered at the Activity Center (at the expense of the program/individual) that would be available for any program volunteer to take part in. More info to come as available.
  11. Adjournment - At 8:30 p.m. by John Narvell
  12. Next Meetings – 12 September 2012; 10 October 2012; 14 November 2012

All meetings are held at the:
Havre de Grace Activity Center, 351 Lewis Lane
Meeting time is 7:00 p.m.
The Parks & Recreation Office Phone Number is 410-939-6724
Office hours are weekdays 8 a.m. to 4 p.m.
Activity Center Closings/Events
June 15, 7 p.m. Gymnasium Re-Created USO Show
Re-Creation of a USO Show "The Land of Which I Brag"
Friday, June 15th, 7 p.m. FREE – Activity Center Gymnasium – A Salute to Troops Past & Present
Songs, Laughter and Dance – Light Refreshments after the show
July 4, 2012 Independence Day (the center will be closed on July 1)
Coming Attractions: The Independence Committee Carnival, June 26-July 1, 2012
Parade, Concert and Fireworks – July 1
Concerts in the Park – Fridays, June and July at 7:30 p.m. (no concert 6/29)
Current Registration:
Zumba – Tuesdays and Thursdays 6:30 – 7:30, Havre de Grace Activity Center $5 per class or 20 classes for $80, ongoing register at any class
Dance – Summer Dance Camp – July 9-13, Meadowvale Elementary
North Bay Soccer Camp – AHS, 7/16-20 and 7/23-27
HdG Rec Challenger Soccer Camp 7/30-8/3, Chapel Road Fields
Girls Instructional Lacrosse – ages 6-8, 7-8:15 p.m., July
Field Hockey Clinic – Girls Grades K-5, Sept. & Oct. dates to be announced
Lewis Lane Singer and Players – info www.hdgdramatroop.com
Cheerleading – 5/14 6:30-8 p.m. Activity Center, ages 5-14, summer practices
Summer Tennis Lessons – Youth and Adult, Ms. Dawson, 410-322-0115
Reminder: Please do not schedule events or activities at the Activity Center without coordinating with the P&R Office first. We often have private rentals or other activities and have canceled scheduled uses. Unscheduled events disrupt these events and also our cleaning schedule. Thank you for your cooperation.

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  • Havre de Grace Recreation Committee Inc.
    351 Lewis Lane
    Havre de Grace, MD 21078
  • (410) 939-6724