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 John Dowd Michelle Merola w.SaratogaRec.com Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, January 25, 2022 6:30pm Recreation Center Agenda Attendance Public Comment Presentation: Saratoga Shredders 1. Discussion and Vote: Minutes 2. Discussion and Vote: Agreements 3. Discussion and Vote: Collette Travel Program Promotion 4. Discussion: Resting Fields 5. Discussion: Program Coordinator Update 6. Discussion: Mask Requirement Update 7. Discussion: General Budget 8. Discussion: Director’s Report 9. Discussion: Program Report Executive Session: Real Estate Property Adjournment - Next Meeting – Tuesday, February 22, 2022 - 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. If you cannot attend, please submit questions via email to Recreservations@saratoga-springs.org. 2022-01-25 Saratoga Springs Recreation Commission Minutes Page 1 of 5  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 John Dowd Michelle Merola w.SaratogaRec.com Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, January 25, 2022 6:30pm Recreation Center Agenda Attendance - Derrick Legall, Amy Smith, Robert Manasier, John Dowd, Michelle Merola and Adrianna Britt-Gaeta John Hirliman Guests: Mayor Ron Kim, Saratoga Shedders: Sophia Murray, Rhiannon Curtis, Anne-Sophie Laloe, Anna Yarsevich, Anna Laloe & 9 members. The Saratoga Springs Recreation Commission meeting was called to order at 6:34pm by Derrick Legall, Recreation Commission Chair. Public Comment – No Public Comment Presentation: Saratoga Shredders - Sophia Murray, Rhiannon Curtis, Anne-Sophie Laloe and Anna Yarsevich gave a Presentation to the Recreation Commission on how Mountain Biking and Saratoga Shredders impacted them. They spoke about Bike Parks. The Saratoga Shredders is an organization that introduces girls to the culture of cycling. There was a huge increase in kids and adults in biking. They were looking for a bike park with space to have a pump track. They are looking for a paved track. Saratoga Shredders were a positive influence. One of the presenters began at a pump track at age 11 years old and the other at age 6. They go out of State to bike. There are benefits to biking with the Saratoga Shredders: exercising, physically and mentally strong, bring joy, fun, learn a skill and have friends that will last a life time. Mountain biking and using a Pump Track is fun. Being a Saratoga Shredder was different from other clubs as there were a wide range of age groups. It’s 100% fun to ride together as a family. There was a big impact. During 2020 after school, they were able to go outside and bike outdoors. The Department of Health encouraged outdoor socially distant activities. The volunteers worked with grade K- 5 girls. The group ran two times a week in Luther’s Forest, Saratoga Spa State Park, and Wilton Trails. A local Pump Track would provide access, healthy exercising, having fun, and making friends. The Bike Park would be open not just to bikes but to skate boarders, scooters, and bladers. The Saratoga Shedders are looking to have their first Mountain Race Team in the Spring. Anna Laloe, Saratoga Shredders, gave a presentation to the Recreation Commission. Saratoga Shredders introduced their organization and the Saratoga Springs Bike Park project. They went through what a Bike Park was, why we should have one in Saratoga Springs, who might the Bike Park benefit and what was the space required, cost and timeline. Saratoga Shredders Mountain Bike Club, a 501c3 non-profit, was founded in June 2020. They had expanded from 20 to 200+ girls in 2 months, ages 5-12. The group had over 50 volunteer female mentors. In Spring 2022, the Saratoga Shredders would be expanding to included older kids Boys and Girls, grades 6-12, with an option to race in the NYS mountain bike race series. What is a Bike Park? A bike park is an outdoor recreation facility with terrain sculpted for having fun on bikes while developing skills. Element/Zones of a Bike park may include: Pump track (asphalt or dirt surface) - main feature, skills training area with prefabricated features, Flow Zone to practice jumping skills and Dual Slalom Course. What is a pump track? It’s a flowy track with berms and rollers. They are designed to help beginners build skills and confidence while also allowing experts to challenge themselves, can be paved or dirt. There are 40 paved pump tracks in the US, and globally approximately 400. https://www.youtube.com/watch?v=8GJKeB7tBYA Why a paved pump track? Our region receives a high amount of precipitation all year long. Dirt track degrades with weather and requires more post-build maintenance cost. Paved pump track requires more money up front to build but little post-build maintenance. The same paved track can handle many ability levels: one can start on a balance bike (no pedals) as a toddler and can also compete in a USA Cycling sanctioned pump track competition. Why a bike park? A bike park serves many age groups, & many user groups including bikers, skaters, roller bladers, and scooters. It builds community and friendships, gets kids outside, takes minimal space-less than a ball field, low maintenance and helps health and wellness. Why Saratoga Springs? The City of Saratoga Springs has goals to improve the health and well-being of everyone in Saratoga Springs. There is a significant culture of cycling. There are a number of kids riding BMX and mountain bikes & had increased exponentially in the last 2 years. The trails are saturated. The Demographic of Saratoga Springs where there was a portion of Saratoga Springs population that was 2022-01-25 Saratoga Springs Recreation Commission Minutes Page 2 of 5  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 John Dowd Michelle Merola w.SaratogaRec.com Adrianna Britt-Gaeta socioeconomically underserved. They were always looking for ways to remove economic barriers and to advocate for the portion of our community that can’t afford the privileged sports and activities more of us are lucky enough to have in this community. Space, Cost and Timeline: The Bike Park with all the elements would need approximately 2.3 acres and cost approximately $400,000.00. The Paved Pump track would need less than ½ acre and cost approximately $250,000.00. The Timeline: The Saratoga Shredders were looking to advocate and fundraise between January and August 2022 and build in September 2022. With permission, a Case Study from Berkshire Bike Skills Park, Pittsfield, MA was presented. The park had the four areas: Skills Development Zone, Pump Track, Flow Zone and Dual Slalom. Letters of support were submitted from the Saratoga Regional YMCA and On Deck. The next steps were to get approval from the Recreation Commission to support the idea of a bike park in Saratoga Springs. The Saratoga Shredders wanted to help in identifying appropriate space in Saratoga Springs, Design a Park via a 3rd Party (approximately $5,000.00) and then actively fundraise for the build phase. Saratoga Shredders would like the park as close to a school as possible. Amy Smith asked if the group had identified any locations. The group had not. The Recreation Commission thanked Sophia Murray, Rhiannon Curtis, Anne-Sophie Laloe, Anna Yarsevich, Anna Laloe for their presentation. The Recreation Commission discussed the Bike Park project. The Planning Board had mentioned a project near West Avenue. Adrianna Britt- Gaeta looked at the area and only saw trees. Amy Smith asked how much wetlands were in the area. Robert Manasier asked about the Waterfront area. The Commission could bring it to the 6 year Capital plan and potentially for the 2023 Capital budget. If it was a City project there could not be exclusive use even if the group raised the funding. Amy Smith stated that the group had support. DPW & Risk and Safety would need to be involved with the project. The Commission suggested a Bike a Own Risk park like the Skate Park. John Dowd mentioned even with a paved Bike Park there would be maintenance costs. Mayor Kim thanked the Recreation Commission members for their service. The Mayor’s office was here for them. The Mayor mentioned that there are opportunities for grant funding. Please bring Capital projects and Recreation ideas that the Commission would like to see to the Mayor’s office for potential funding. The Mayor recommended thinking broadly, identifying and thinking of projects that could move quickly. The Mayor will help. Do not hesitate to call. The Recreation Commission appreciated the Mayor attending the meeting and his support. They want to build good relationships with DPW. 1. Discussion and Vote: Minutes – The motion to approve the December 14, 2021 minutes was made by Robert Manasier and seconded by Amy Smith. (Ayes – All) 2. Discussion and Vote: Agreements – The motion to approve the agreements was made by Amy Smith and seconded by Derrick Legall. (Ayes – All) Discussion: After approval by the Recreation Commission, the Agreements will go to Risk and Safety for review. Updates will be made in accordance with City Policy and will to go the City Council for final approval. Agreements: Adrianna Britt-Gaeta asked about the differences in the agreements. The Agreements were discussed. Field Agreements (includes Saratoga Little League, Saratoga Wilton Baseball, Saratoga Miss Softball and Pop Warner) Changes:  Updated verbiage to include Pavilion and Field House  Updated Facility Names  Updated Dates  Removed submitting Pandemic Plan but must follow all policies and guidelines.  Updated to Field User Fees  Replaced Original Appendix B with the City of Saratoga Springs, New York APPENDIX B - All City Contracts and Agreements Ice Rink Agreements (includes Skidmore and SYHI) Changes:  Updated Dates  Updated Payment and Terms section to match Field and Recreation Center agreements  The City will forward a statement to the Licensee upon approval of scheduled activity for payment and is payable thirty (30) days thereafter unless otherwise specified in this agreement or specified in the Recreation Department fee schedule. Should payment not be received within thirty (30) days, without special provision being made between the City and licensee, all activities in and around the recreation facilities will cease by licensee, until said statement is paid in full. New Licensees must make their initial payment prior to their first schedule time.  SYHI – Updated Invoice to Statement & Removed the Saratoga Bridges section.  Replaced Original Appendix B with the City of Saratoga Springs, New York APPENDIX B - All City Contracts and Agreements 2022-01-25 Saratoga Springs Recreation Commission Minutes Page 3 of 5  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 John Dowd Michelle Merola w.SaratogaRec.com Adrianna Britt-Gaeta Soccer agreement with Saratoga Casino Holdings – The Recreation Department would be requesting to use the Saratoga Casino Holdings, LLC fields again this year for the Soccer program. Co-Sponsor Agreements - Replaced Original Appendix B with the City of Saratoga Springs, New York APPENDIX B - All City Contracts and Agreements  Pickleball – Changed from Traveling Pros to Kenneth Henderson & updated dates.  Softball – Saratoga Miss Softball - Removed submitting Pandemic Plan but must follow all policies and guidelines. Updated dates & Risk and Safety location.  Baseball- American Legion Stampede - Removed submitting Pandemic Plan but must follow all policies and guidelines. Updated dates & Risk and Safety location.  Boxing – Saratoga Youth Boxing - Removed submitting Pandemic Plan but must follow all policies and guidelines. Updated dates & Risk and Safety location.  Tennis – Saratoga Regional YMCA-Wilton Branch - Removed submitting Pandemic Plan but must follow all policies and guidelines. Updated dates & Risk and Safety location.  Bowling- Saratoga Strike Zone- Removed submitting Pandemic Plan but must follow all policies and guidelines. Updated dates & Risk and Safety location. 3. Discussion and Vote: Collette Travel Program Promotion Pilot program: The motion to approve the Collette Travel Program Promotion Pilot program was made by Michelle Merola and seconded by Amy Smith. (Ayes – All) Discussion: The Assistant Administrative Director – Recreation was recommending that the Recreation Department participates in the Collette Travel Promotion Program ('Discover Canyon Country’) , Special Group Travel Tour by NYSRPS, October 4-11, 2022,Sponsored by non-profit organization NYSRPS (New York State Recreation and Park Society)) The Recreation Department would promote tour: Website, Social Media channels, Email, some marketing material (flyers). The Recreation Department would receive a revenue share. NYSRPS will track where travelers obtained information and will pay out 10% of their proceeds to each Recreation Department: $30 per. The Early Bird registration ends April 4th, 2022. Robert Manasier felt the Department should receive more and was concerned about setting a precedent. The Commission agreed to a pilot program to see if it was something that the Department would do in the future. Robert Manasier thought this would be a good Friends of Recreation program. Michelle Merola asked about what the public was getting for the fee. 4. Discussion: Resting Fields – The Administrative Director-Recreation met with DPW on January 24, 2022. John Hirliman reported to the Recreation Commission that the DPW Forman’s father had passed away. The Recreation Commission was saddened to hear of his passing. Their thoughts were with him and his family. The discussion was tabled. 5. Discussion: Program Coordinator Update – The Program Coordinator Vacancy Announcement was included with the agenda. HR would be interviewing candidates. The Recreation Commission would have a representative at the interviews. Michelle Merola and Adrianna Britt-Gaeta offered to be involved. 6. Discussion: Mask Requirement Update – The Recreation Center Mask and signs from 12/8/2021 agenda were attached to the agenda. The City Council had a KN95 Mask resolution. The Recreation Commission discussed the mask requirements. 7. Discussion: General Budget – The Recreation Commission discussed the December 2021 MUNIS Financial Reports. The December 2018 MUNIS Revenue was $1,075,832.78, 2019 was $1,029,590.37, 2020 was $793,634.71 and 2021 was $1,174,941.13 with a budget of $1,037,593.36. From August 2018-July 2020, City Hall was at the Recreation Center. COVID impacted the budget. The December 2018 MUNIS Expenses were $2,014,773.95, 2019 were $2,098,300.24, 2020 were $1,672,642.79, and 2021 were $1,845,930.55 with a budget of $2,308,342.44. 8. Discussion: Director’s Report – The Administrative Director-Recreation gave the Director’s Report. The director’s report is designed to provide a monthly overview of Recreation Department’s work. 1. Staffing: The Recreation Department was accepting application for a full time program coordinator until January 26 th. The department would interview candidates shortly after with the hope to fill the position by the end of February. In addition to the full time position the department was seeking several candidates for part time and seasonal positions. All openings could be found on the City’s website at www.SaratogaRec.com. 2. New Administration: The Recreation staff had met a few times with the Mayor’s office to share our operations and procedures with them. 2022-01-25 Saratoga Springs Recreation Commission Minutes Page 4 of 5  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 John Dowd Michelle Merola w.SaratogaRec.com Adrianna Britt-Gaeta 3. Spring Programs: The Department launched our spring registration on Monday, January 17th. The Department was looking for a few staff members but hopefully the Department would have the program coordinator in place by the start of them. Programs included this spring were soccer program and league, teeball & Jr. sluggers clinics, volleyball, intro to ice skating, boxing, and bowling. 4. Youth Basketball League: Our youth basketball league would end on February 12th. This year was a challenge with the number of cancellations and the limited number of refs, players, and coaches but overall we seemed to have a great season. Our main focus moving into next season would be to develop the 9-12th grade league, potentially breaking up the divisions, and increase the girls program. 5. Skate Park: The project was slowing progressing and there was still hope that construction could begin in the Summer of 2022. The Department of Public Works had agreed to help the department by demoing the current bowl and installing a drywell which was a significant savings. The City would be working on getting Artisan Skateparks under contract to begin construction. On Deck Saratoga has raised nearly $15k and they hoped to raise another $40K to $60k to install the bowl. 6. Rec. Center Parking Lot: The deed to the donated property near the Rec. Center had been completed. The Director was working with DPW to design the area for additional parking. 7. Rec. Cards: Lisa and the team were working on redeveloping our Rec Card procedures to better serve our participants and our staff. The REC CARD was a two year agreement that allows participation in the City of Saratoga Springs Recreation Department drop in programs such as open gym, pickleball, open stick, and more. Our immediate change was to rename the “Rec Card” to “Drop in Rec Card.” This change along with some additional changes to the verbiage on our website will hopefully help people understand when and why a person may need a card. 9. Discussion: Program Report – The Recreation Commission discussed the 2021/2022 Programs. The Community Pass Fall 2021, Winter 2021/2022 and Spring 2022 Program reports were attached to the agenda. The Recreation Commission went into Executive Session at 8:12pm. Executive Session: Real Estate Property The Recreation Commission came out of Executive Session - no decisions. Adjournment – The motion to adjourn was made by Derrick Legall and seconded by Amy Smith at 8:40pm. (Ayes-All) The Next Meeting will be on Tuesday, February 22, 2022 - 6:30pm at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Respectfully submitted, Kathleen Lanfear 2022-01-25 Saratoga Springs Recreation Commission Minutes Page 5 of 5