Recreation Commission

City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith w.SaratogaRec.com John Dowd Michelle Merola Saratoga Springs Recreation Commission Meeting Tuesday, July 27, 2021 6:30pm Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote: Minutes 2. Discussion and Vote: To establish the Assistant Administrative Director of Recreation position 3. Discussion: 2022 Budget 4. Discussion and Vote: To request the City use $265,000 of the sub division recreation fund to renovate the skate park 5. Discussion: Camp Saradac 6. Discussion: General Budget 7. Discussion: Directors Report 8. Discussion: Program Report Adjournment - Next Meeting – Tuesday, August 3, 2021, 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Please submit questions via email or RSVP to John.Hirliman@saratoga-springs.org. Thank you. 2021-07-27 Saratoga Springs Recreation Commission Minutes Page 1 of 4  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith w.SaratogaRec.com John Dowd Michelle Merola Saratoga Springs Recreation Commission Meeting Tuesday, July 27, 2021 6:30pm Recreation Center Minutes Attendance – Amy Smith, Derrick Legall, John Dowd, and Michelle Merola John Hirliman Public Comment - Public comments will be accepted via email john.hirilman@saratoga-springs.org for the meetings while social distancing is required. No public comments were received. The Saratoga Springs Recreation Commission meeting was called to order at 6:40pm by Derrick Legall. 1. Discussion and Vote: Minutes – The motion to approve the minutes was made by Amy Smith and seconded by Derrick Legall. (All Ayes) 2. Discussion and Vote: To establish the Assistant Administrative Director of Recreation position – The motion to establish the Assistant Administrative Director position and recommend the position be at a grade 14 was made by Amy Smith and seconded by Michelle Merola. (All Ayes) Discussion: Amy Smith would like to be on the Interview committee. She asked what the time frame would be. John Hirliman explained that the position will be posted and interviews should begin in September. The position will be provisional and the qualified personnel must score in the top 3 once the test is given. 3. Discussion: 2022 Budget – The Recreation skipped #3 until the end of the agenda. The Recreation Commission then discussed the 2022 Budget proposal at the end of the meeting. 4. Discussion and Vote: To request the City use $265,000 of the sub division recreation fund to renovate the skate park – The motion to recommend utilizing the use of $265,000.00 of the subdivision recreation fund to renovate the Skate Park was made by Amy Smith and seconded by Michelle Merola (All Ayes). Discussion: Prior to the vote Amy Smith asked if it was good use of the funds and is there enough interest for this amount of investment to the park to fund the project vs. something else. John Hirliman explained the process. John Hirliman stated that the park is used. He stated that it is a good use of the funds over other projects. The Department is increasing the number of Skate Park clinics. John Hirliman explained that the current capital proposal has the Fire Station as number one and the Skate Park is #22 or #23. Without the use of the Sub Division Recreation Fees the project may not be funded in 2022. Based on the John Hirliman’s recommendation, Amy Smith made the motion. The Recreation Commission discussed the subdivision Recreation fee uses such as playground, recreation facility, and other uses have been trails, Dog Park, and park improvements. Amy Smith mentioned that Derrick Legall previously had spoken to the Skate Park and that the City would not be putting money into the Park if the bowl was reopened. At the time the Recreation Commission was told that the group would cover the costs and did not need City funding. The funding did not come in to cover the costs. OnDeck Saratoga is trying to raise some of the funding. 2021-07-27 Saratoga Springs Recreation Commission Minutes Page 2 of 4  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith w.SaratogaRec.com John Dowd Michelle Merola 5. Discussion: Camp Saradac - The Recreation Commission discussed Camp Saradac activities. Camp weeks are full and there is a waiting list. One of the Recreation Commission member’s children attends camp and looks forward to coming. The Drive Thru drop off and pick up works well. The Recreation Commission discussed bringing in the planetarium. 6. Discussion: General Budget – The Recreation Commission discussed the General Budget. The revenue budget amendments will cover any expenditure overages. 7. Discussion: Directors Report – The Recreation Commission reviewed the Director’s report. 8. Discussion: Program Report – The Recreation Commission reviewed the Program report. The Clinic numbers increased. Having a summer baseball/softball recreation league was discussed. The consensus was that people go on vacation and need a break from the 6 weeks between the end of the Spring Season and the Start of the Fall seasons. Adult Softball Leagues utilize PBA and other fields. #3 – 2020 Budget Discussion – The $110,000.00 should be taken out as the Contract with the School District has not been approved. The City including Derrick Legall and John Hirliman met with the School District. There was suggestion that the contract may not be renewed. The School District does not want to line the fields but is looking to maintain the property. The Recreation Commission discussed the Recreation expenses and revenue. The 3000 expenses had not been received by the time of the meeting. The part time staff lines were increased due to the potential minimum rate increase up to $15.00. The Department has not received the new rate at this time. The increased clinic numbers are a onetime thing. The concession stand had a matching revenue and expenditure in the budget. Camp Saradac expenditure budget increased as the Department is recommending a full time East Side Rec. and Recreation Center camp. The participant numbers at the Recreation Center will be reduced. The biggest concern is breaking even with the $12.50 to $15.00/hour increase in Counselor rate. In 2021, the Department went back for the $14.00/$14.25/hour rate. The 2021 Summer Basketball League was not budgeted due to lack of participation in 2019. The Department is adding in infield dirt $5,000.00 and engineered wood fiber $5,000.00. John Dowd stated that the weeds are back on the infields at Veterans Memorial Park. Indoor Recreation Center – Ideally, DPW would need 2.5 people. 2021 only one was budgeted. DPW did receive funding for positions. The Basketball League will be back at the Recreation Center after 3 seasons. The number of AAU practices will be reduced in 2021/2022. In Winter/Spring 2021, the number of rental teams increased with only having Recreation Basketball Clinics. John Dowd brought up the field priority. He understands the School has priority on East/West Side as they own the fields. However after the first schedule is submitted which would be a priority, he was recommending the many changes would not be a priority or must give more notice. The Groups have to pay up to 3 umpires and they have to pay for them if games are cancelled in less than 48 hours. John Hirliman had to go to Veterans Memorial Park to explain to visitors, players and parents that he game was cancelled that morning. He understandings Games take priorities over practices however if a group cannot get the Department a schedule, they should not take priority over a group who is submitted and permitted. This year was different due to COVID and moving of the school season. John Dowd also speaking with Section II and book time blocks with the initial schedule that can be cancelled if not needed due to seating. John Hirliman explained that even at the Ice Rink, the School/College games take priority. 2021-07-27 Saratoga Springs Recreation Commission Minutes Page 3 of 4  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Alphonse Lambert 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Amy Smith Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 Cheryl Smith w.SaratogaRec.com John Dowd Michelle Merola John Dowd had spoken with DPW. Due to the lack of staff, they did not care if groups do the work. John Dowd is concerned that if he brings it up to DPW again, they will retaliate against the group. Derrick Legall had spoken with DPW and the Saratoga Little League was willing to purchase fertilizer for the City but DPW will need to apply it. He is waiting on a response. John Dowd and Derrick Legall were requesting a meeting with DPW and the field user groups. Years ago, they would attend the user group meeting to hear the group’s field concerns and needs. Baseball/Softball is the hardest to maintain. Amy Smith asked if the DPW gets the schedule electronically. John Hirliman explained that DPW does not have internet access. They have to come to the Rec. Center to pick up schedules. John Hirliman said the Department received a complaint the fields were not being lined at East Side Rec. He explained if the Department received the schedule then the fields would be lined. Currently, there is no full time staff at West Side and Veterans Memorial Park thru the Summer, but only coverage. Previously, the City had one staff at each site and then other staff covered the evenings/weekends. The school fields are currently locked up. John Hirliman said it’s not a unique. Other towns are reviewing their models. Adjournment – The motion to adjourn was made by John Dowd and seconded by Michelle Merola at 8:30pm. (All Ayes). The next meeting will be Tuesday, August 3, 2021, 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Respectfully submitted, Kathleen Lanfear 2021-07-27 Saratoga Springs Recreation Commission Minutes Page 4 of 4