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Approved 5/13/08
TOWN OF WELLESLEY
NATURAL RESOURCES COMMISSION
MEETING MINUTES, MARCH 28, 2008
Meeting Re: the Wellesley Celebrations Committee Concert on May 18th
Police Station, 2 p.m.
Attending: Heidi Gross, Chairman, Paul Cramer, Vice-Chairman Joan Gaughan, Secretary, Neal Seaborn, Richard Bashian, Janet Bowser, NRC Director.
Guests: Police Chief Terrance Cunningham, DPW Director Mike Pakstis, Wellesley Celebrations Chair Roy Switzler, Executive Director of Government Hans Larsen, Town Engineer Steve Fader, Recreation Director Jan Kaseta, Two Reps. from BETA Engineering (Selectmen’s Traffic and Parking Consultants), event donor (wishing to remaining anonymous).
Discussion Regarding Logistics for the May 18th Beach Boys Concert
Mr. Seaborn inquired as to whether it is possible to move the location where the fireworks will be set off in order to minimize potential impact to the trees in the northwest corner of the Hunnewell area. Mr. Switzler indicated that this could be difficult as there must be a 350-foot safety zone radius from where the fireworks are set. Ms. Gross indicated that there could be a danger to the trees in that they could be singed but most likely they would not catch on fire. Mr. Seaborn requested that the Celebrations Committee do everything possible to minimize the risk of damage to the trees. Mr. Switzler stated that he will work with their fireworks representative and try to move the fireworks discharge location to the south and look into staging fire trucks in that area.
Mr. Bashian inquired as to whether the Sprague Field was investigated as a concert and fireworks location. Representatives from the Police Department indicated that this was not an option as parking and traffic would be a problem, and there are too many neighbors in close proximity to where the fireworks would be set off. The Police Representatives indicated that this would be a hard area to get in and out of and there is not enough parking in this area and logistically, from their perspective, it is not a good option, and it is off the table, since they are not able to properly implement and control an effective traffic and parking plan. Mr. Bashian indicated that he has some concerns regarding the use of the Hunnewell Field area for the concert, including the loss of field use for the High School students,
and that the Town cannot afford to lose any fields to damage. Mr. Bashian requested that the DPW confirm that the fields can be repaired as soon as possible, if the fields are damaged. Mr. Switzler stated that he and the Celebrations Committee examined all possible locations in Town, including Sprague Field, Wellesley College, and MassBay College land, but none were feasible. Mr. Bashian stated that he wants to ensure that all measures are taken to avoid damage to the fields, including all vendors and pick-up trucks bringing in materials or selling products to come in on the Aqueduct and not on any playing field. In addition, he stated that the truck delivery of the port-a- potties to the field should access an area that is currently a road or a hard surface and should not have access to the playing fields, since permanent damage could be done to the fields.
The NRC inquired as to the type and extent of insurance that will be provided to ensure compensation should any field damage occur. Mr. Larsen indicated that the event donor has agreed to provide an insurance policy to cover all property damage to the field up to an amount of $350,000, which is the amount DPW has determined is the maximum amount needed to repair the fields if they are severely damaged. Mr. Larsen indicated that this insurance will be specialized event insurance coverage, and that he will review the insurance and confirm that it provides maximum protection to the Town’s fields. The NRC stated that they would like to have confirmation in writing that this insurance has been secured prior to the Public Hearing scheduled for April 9, 2008. Mr. Larsen indicated that he was unsure
if they could secure this coverage by then.
The NRC discussed and concluded that they will request a letter of support from all impacted Boards, stating that each board supports this concert proposal and that all their issues and concerns have been addressed and that they feel that the Town can handle this event. The NRC concluded that they will ask each Board to submit this letter prior to the Public Hearing, and that the letter should be submitted to the NRC Office by April 8th. In addition, the NRC concluded that they will request that a member from each of these Boards, which includes the Board of Selectmen, the Board of Public Works, the School Committee, the Recreation Commission, and the Police and Fire Departments, have a representative attend the Public Hearing on April 9, 2008.
With regard to the issue of insurance coverage, the event donor stated that she will work with Mr. Larsen to coordinate the issues between the Town insurers and her insurers, so that the Town coverage provided through the MIAA is adequate, as well as the additional insurance that she will secure. Mr. Cramer stated that the NRC will have to rely on Mr. Larsen’s and Town Counsel’s judgment as to the adequacy and extent of this coverage. Mr. Cramer voiced his concern as to who will define damage and he stated that Town Counsel and Mr. Larsen should be responsible for ensuring the adequacy of the insurance coverage.
There was some discussion regarding the wording of the Notice to Abutters that will be sent out to all abutters within a 1/3 mile radius of Hunnewell Field for the April 9th Public Hearing. As requested by Mr. Switzler, the NRC agreed that the notice in the paper and the Notice to Abutters would not mention the name of the band, but will simply reference a large-scale concert by a popular international band. After a motion was made and seconded, the NRC voted 5-0 to approve the specific language to be used to the Notice to Abutters for the April 9th Public Hearing.
Mr. Bashian stated that there should be a condition in the NRC’s permit for this event that states that if the fields are very wet prior to the event, but that May 18th is a nice sunny day, that there will need to be an assessment of the fields to guarantee that the fields can be repaired so that they will be available for play by the school sports teams in the fall. In addition, Mr. Bashian stated that before the event, there should be some assessment that the event can go forward without jeopardizing the use of the fields in the fall. The NRC requested that Mr. Switzler have the fireworks representative attend the April 9th Public Hearing and Mr. Switzler agreed. There was further discussion by the NRC regarding the permit condition as to who will make the call as to whether or not
the condition of the fields are appropriate for the event, and the NRC concluded that they will rely on the field inspection report provided by the DPW prior to the concert.
Next NRC Meeting
The next NRC meeting was scheduled for Friday, April 4, 2008 at 9 AM at the Town Hall and the focus of the meeting will be to further discuss with Mr. Switzler issues related to the May 18th concert.
Adjournment
After a motion was made and seconded, the NRC voted 5 – 0 to adjourn the meeting.
The meeting adjourned at 4:30 PM.
Respectfully submitted:
Janet Hartke Bowser
NRC Director
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