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Selectmen ask staff to draft policy, fee proposal after discussion on athletic fields damage and rentals
Summary
After lengthy discussion about wear-and-tear and repair costs to town athletic fields, the Bow Board of Selectmen asked staff to draft a policy listing repair costs, a fee schedule for nonresident or non-Bow organizations, and options for inspections or security deposits.
The Bow Board of Selectmen directed staff during its March 18 meeting to draft a policy and proposed fee schedule for rental of town athletic fields, after a lengthy discussion about recurring field damage and repair costs.
Town Manager David reported that the town has been receiving requests to rent athletic fields from outside groups but that past conditions had led the town to curtail outside rentals. “We received a memo, indicating that there may be a need to establish a security deposit to make sure that the fields are being well maintained,” David said, summarizing the staff memo. The board discussed whether to require a security deposit, raise rental fees for non-Bow organizations, or both.
Resident Sandy Crystal, of 1 Cherokee Drive, asked whether the town should separate Bow residents and non-Bow organizations in the fee structure and whether the planning or policy would treat groups with a small proportion of Bow residents differently. Sandy Crystal asked, “Will this information also be presented to the planning board?” David replied that the matter would likely be presented at public BDC and planning meetings when appropriate.
Volunteers and field stewards present described the magnitude of repairs the town faces. One participant said rebuilding a single pitching mound can cost “2,000 to 2,500” dollars, and board members noted that the current fee for a non-Bow organization is $15 per player per season — a rate several members said is low relative to potential repair expenses. Board members discussed raising the per-player fee, setting a minimum Bow-resident participation threshold, itemizing specific repair costs and invoicing organizations that cause damage.
The board asked staff to prepare a proposal for the next fee-review cycle that will include: an itemized list of common field repairs and their estimated costs; a recommended fee schedule for non-Bow organizations; a proposal on whether to require a refundable security deposit versus post-event invoicing; and suggested inspection/documentation procedures to reduce disputes. The town’s fee-review schedule will accommodate the proposal at the board’s next fee-review meeting.
No formal vote was recorded on the policy at the March 18 meeting; the board’s action amounted to direction to staff to return with draft language and cost estimates.
