Recreation Commission

City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith John Dowd www.SaratogaRec.com Michelle Merola Recreation Commission Meeting Tuesday, September 25, 2018 6:30 pm Agenda Saratoga Springs Recreation Center Attendance – Derrick Legall, John Dowd, Amy Smith, Cheryl Smith, and Michelle Meorla. Guests – Mayor Meg Kelly, Deputy Mayor Lisa Shields, John Hantzel-Saratoga Youth Hockey. Public Comment – John Hantzel from Saratoga Youth Hockey had met with John Hirliman. He was told to attend the Recreation Commission Meeting. He appreciated that there were improvements made to the Ice Rink including the locker rooms. He had fallen at the Ice Rink. He was at the meeting for the Master Plan item. 1. Discussion and Vote: Recreation Commission Minutes-The Saratoga Springs Recreation Commission reviewed the July 25, 2018, July 31, 2018 and August 14, 2018 meeting minutes. 2. Announcement: Recreation Center Update-John Hirliman gave the Recreation Commission an update regarding the Recreation Center. Cheryl Smith was concerned that if Recreation Programs and rentals are displaced for a year and a half, participants and organizations will go elsewhere and will have to start the clientel from scratch. Amy Smith said she understood that the Recreation Center is an emergency shelter. She understood it as a temporary short-term shelter. A year and a half was longer than she had expected. She is concerned about the impact to the residents. The Recreation Center will not be able to be an emergency shelter during this time for the Red Cross. 3. Discussion and Vote: Town of Wilton Gavin Park facility rental. - The Recreation Department was requesting approval to run program at the Town of Wilton Gavin Park facilities. Currently they are hosting the volleyball program for two weeks until their basketball season starts. The Department is also requesting to continue the agreement through April 2020 for emergency use. The hourly rate may go up from $70.00/hour. The times and dates will be set based on the City’s needs and the Town’s availability. 4. Discussion and Vote: Saratoga Springs City School District facility rental – The Recreation Department will be bringing to the City Council once the schedules are set. The hourly rate is estimated to be up to $55.00 per hour on the weekends and no charge during the week. The School District is not requiring an additional hall monitor. The space in the Elementary rooms is tight. Parents will need to supervise the siblings. 5. Discussion and Vote: YMCA facility rental – The Recreation Commission discussed the volleyball program going to the YMCA. There will be 1 ½ hour blocks at the rate of $60.00. The staff will have to setup and cleanup during this time. 2018-09-25 Recreation Commission Meeting Minutes Page 1 of 4  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith John Dowd www.SaratogaRec.com Michelle Merola 6. Discussion and Vote: Other Facility Rental Options – The Recreation Commission discuss multiple facility options including St. Clements, Saratoga Central Catholic, Ballston Area Community Center, Boces, Dance Museum, Library, Visitors Center, and the Mabee Building. St. Clements has CYO during basketball season. The Boces gym had one hoop. The motion to approve the Town of Wilton Gavin Park,YMCA, and going to the Saratoga Springs City School and other local facilities was made by Amy Smith and seconded by John Dowd. The agreements will go to the City Council for approval. The motion was approved by voice vote. The Mayor requested to move the Executive Session earlier in the agenda. The Recreation Commission went into Executive Session at 7:20pm and came out at 7:31pm. 7. Discussion and Vote: Accept $820.00 Camp Scholarship from Curtis Lumber/WGY Christmas Wish – The motion to accept the $820.00 donations was made by Cheryl Smith and seconded by John Dowd. The motion was approved by voice vote. 8. Discussion and Vote: Purchase supplies and equipment up to $13,500.00 for various programs. Discussion – The cost for supplies will be up to $3,150.00 in Basketball supplies, $5,000.00 in Jerseys/T-shirts, $ 500.00 in storage items, $ 3,500.00 copier, & $1,650 in office and other sports supplies. So far BSN was the only quote back for basketball items. The motion to purchase supplies and equipment in the amount of $13,500.00 was made by Amy Smith and seconded by John Dowd. The motion was approved by voice vote. 9. Discussion: Master Plan Update – 10/4/18 6:30pm - Recreation Master Plan Public Meeting - Adirondack Trust-Mabee Building-2nd Floor-Community Room- John Hirliman announced the information regarding the upcoming Public meeting for the Recreation Master Plan. GreenPlay LLC and the LA Group will be presenting to the public their findings. The Recreation Commission will review the draft. GreenPlay LLC expects changes and feedback. Cheryl Smith asked since the circumstances has changed does that change the Recreation Master Plan? Cheryl Smith stated that the usage at the Recreation Center the next 6-18 months will be changed. Amy Smith asked if it were 10 years ago what other options would they (the Council) choose? John Hirliman explained that things have changed for the Rec. Center. The Recreation Center will not be a Red Cross emergency shelter for the next year to 18 months. Amy Smith and Cheryl Smith felt that this situation will have long term effects on the facility. The Recreation Department will have to start over. Some groups will go elsewhere and not come 2018-09-25 Recreation Commission Meeting Minutes Page 2 of 4  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith John Dowd www.SaratogaRec.com Michelle Merola back. Amy Smith felt that there is an impact. John Dowd felt that the cost should be covered. Cheryl Smith asked since the loss what will the Department be gaining from City Hall being in the building. Amy Smith asked that the computer lab be setup by the time City Hall leaves. John Hirliman explained that Town of Wilton will benefit from the Recreation Center shutting down activities. The Department will be renting from them. Pickleball, Open Gym, Adult Basketball, rentals and other activities will be going to them. Town of Wilton basketball already has a waiting list. John Dowd was concerned about losing the girls program. John Hirliman will reach out to the Town of Wilton. 10.Discussion: Bylaws – John Hirliman distributed the bylaws draft to the Commission. The Commission was going to review the draft and make recommendations. 11.Discussion: General Budget – The general budget was discussed. Camp and Youth Parking revenue exceeded budget. Camp and Ice Rink payroll are higher. The expenses and revenue from the Rec. Center will be down next quarter except for the utilities. Fall Soccer is down. The Summer is flat. John Hirliman explained that having no weekend registration reduced numbers. Cheryl Smith asked if the insurance will cover the losses. There is a phone issue. The Recreation Department will have a cell phone. 12.Discussion: Directors Report-John Hirliman gave his director’s report. 13.Discussion: Program Report – The program report statistics were discussed. 14.Discussion: Proposed Charter – The Recreation Commission discussed the proposed charter and what impacts it will have on Recreation. John Hirliman explained that it would stream line the process. The public would be calling DPW instead of the Mayor for issues. The charter will include an annual Recreation Operating Manual. Appointments would go through the entire City Council instead of one member of the City Council. There is a second part that would include two additional City Council members. 15. Discussion: Willard J. Grande Memorial Recreation Field -There will be a stone with a plaque at the North Side Recreation field with the name Willard J. Grande Memorial Recreation Field. Cheryl Smith was concerned that the public will not see it. The motion to approve any expenses needed for the Willard J. Grande Memorial Recreation Field was made by Amy Smith and seconded by Cheryl Smith. The motion was approved by voice vote. 2018-09-25 Recreation Commission Meeting Minutes Page 3 of 4  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith John Dowd www.SaratogaRec.com Michelle Merola 16. Discussion and Vote: Active Network/Maximum Solutions MaxGalaxy-The Recreation Commission discussed the MaxGalaxy software program. The current system will not be supported. The cost will be $16,385.00 with a $10,260.00 annual fee. The Recreation Commission was concerned about the increase in the annual service contract from $2,900.00. This will be a three year agreement. There will be online registration. The Recreation Commission was concerned about information security and the additional costs to the Department and to the program customers. John Hirliman explained the City’s IT Department has reviewed the product. The motion to purchase the MaxGalaxy program with online registration was made by Amy Smith and seconded by John Dowd. The motion was approved by voice vote. 17.Discussion: Saratoga Springs Great Outdoors Project – The Recreation Commission discussed the school’s Great Outdoors Project. The East and West Side improvements were discussed. The DPW maintenance area will be by the fence line. There is a proposed stone dust trail. Cheryl Smith asked how long the trail and the smaller paved track will be. The school was talking about moving the playground. Cheryl Smith said she did not want the wall to go. There are people who use it. The East Side Recreation Field House and concession stand was discussed. It was recommended to have concession stand agreements with the user groups. There will be a family changing area/bathroom. There will be two meeting rooms with a movable wall. Camp Saradac can go. West Side netting was discussed. People will stay in the bathrooms. Cheryl Smith stated that Code Blue turned down. The Recreation Commission discussed the park rules. Cheryl Smith explained that people will still break the rules. They stop those who follow the rules. Executive Session – Personnel – The Executive Session was moved to after item 6. Adjournment – The Recreation Commission meeting ended at 8:40pm. The Next Meeting will be Tuesday, October 30, 2018- 6:30 pm. The November 27, 2018 and December 11, 2018 Saratoga Springs Recreation Commission Meeting will be at 6:30pm. Respectfully submitted, Kathleen Lanfear 2018-09-25 Recreation Commission Meeting Minutes Page 4 of 4