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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Field User Meeting Agenda March 29, 2022 5:30pm Scott T. Johnson Recreation Center Attendance Field User Agreements & Insurance Field Maintenance Dates Closures Scheduling Fields – Schedules, in writing to recreservations@saratoga-springs.org Fees Usage of Lights Requests in writing Questions Attendance: Derrick Legall, Alphonse Lambert, Douglas June, Lisa Morahan, John Hirlman, Amy Smith, Gary Benincasa, David Karpinski The Field Users met prior to the Recreation Commission with Recreation Department and the DPW Foreman, Gary Benincasa. The Field Agreements and insurance certificates needed to be submitted prior to being on the fields. The organization’s insurance must name the City and School District additionally insured on a primary and non contributory basis. Note: If the organization’s COI or supplementary pages doesn't specify that the insurance was Primary and Non-Contributory please do not send it. Please ask the organization’s insurance carrier to include it. Field maintenance and closure dates were announced. Fertilization: The City would be fertilizing the fields 3 times this year. The dates listed below were the dates the park would be closed. These dates were subject to change based on the weather. Tue, April 19th - East, Vet Wed, April 20th - West, Rec, North Wed, June 22nd - East, Vet Thu, June 23rd - West, Rec, North Tue, September 13th - East, Vet Wed, September 14th - West, Rec, North Schedules: As always please provide your game and practice schedules. Games were scheduled either as 2hr blocks (softball/small fields) or 2.5hr blocks (60/90 fields). Practices should include a start time and end time. If the organization needed lights please let the Department know on the schedule. Schedules must be submitted in writing to recreservations@saratoga-springs.org. Fields Open: DPW would be monitoring the fields and would notify the Recreation Department as soon as they were open and ready for play. Please make sure to stay off the field until they were deemed safe and ready for use. Water: DPW would monitor the weather to determine when it was safe to turn on the water. This was generally after there was no threat of freezing. The plumber was currently out. Gary Beninca worked to get things ready in the interim. There was a water spicket between the fields and could run a hose but put a cone near the access point when in use. Cancelation would be announced at 1pm. Please do not play on fields when not playable. Fencing had been damaged at West Side Rec. Derrick Legall requested to put up Temporary fencing at West Side Rec. DPW would mow 3 to 4’ away like they do at Veteran’s Memorial Park around the temporary fencing on the Softball fields. The turf field remained locked due to vandalism. Someone was shooting off fireworks on the field. A group must reserve the field ahead of time and the field would be unlocked. Groups needed to take pride in the fields. One of the organizations mentioned that other locations charge $75.00 per hour to utilize their fields and they do not go on until they say they go on. . Port-a-Johns: The City has ordered the standard port-a-johns for the fields. 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 1 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, March 29, 2022 6:30pm Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote: Minutes 2. Discussion and Vote: Appointing Program Coordinator 3. Discussion and Vote: Recreation Department Part Time Personnel & Minimum Age 4. Discussion and Vote: Stewarts Holiday Match Donation - $5,500.00 5. Discussion and Vote: George and Martha Parker Donation - $2,000.00 6. Discussion and Vote: Shirt Quote 7. Discussion and Vote: Recreation Department Purchases 8. Discussion and Vote: NYS DOH 9. Discussion and Vote: Camp Saradac 2022 10. Discussion and Vote: Pitney Farms Running Program 11. Discussion and Vote: NYS Parks Permit Running Program 12. Discussion: Pickleball Courts 13. Discussion: East Side Rec. Lights 14. Discussion: Waterfront Rental 15. Discussion: Bike Park 16. Discussion: Field User Group Meeting – March 29, 2022 – 5:30pm 17. Announce: Ice Rink User Group Meeting – April 27, 2022 – 5:30pm 18. Discussion: Capital Projects 19. Discussion: General Budget 20. Discussion: Director’s Report 21. Discussion: Program Report 22. Discussion: East Side Rec. Field House Adjournment - Next Meeting – Tuesday, April 25, 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. 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 2 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, March 29, 2022 6:30pm Recreation Center Minutes Attendance: Derrick Legall, Amy Smith, Alphonse Lambert, Michelle Merola, Adrinna Britt-Graeta. John Hirliman, Lisa Morahan, Brandon Butts. Derrick Legall, Chairman, called the Saratoga Springs Recreation Commission meeting to order at 6:38pm. Public Comment – There was no public comments. 1. Discussion and Vote: Minutes – The motion to approve the 2022-01-25 Minutes and 2022-02-22 Notes was made by Amy Smith and seconded by Michelle Merola. (Ayes All). Derrick Legall welcomed Brandon Butts to the Recreation Department. 2. Discussion and Vote: Appointing Program Coordinator – The motion to appoint Brandon Butts to the Recreation Department Program Coordinator position Grade 10 Step 1 effective February 22, 2022 was made by Derrick Legall and seconded by Michelle Merola. (Ayes All). 3. Discussion and Vote: Recreation Department Part Time Personnel & Minimum Age The motion to recommend the minimum age requirement to 14 for the Recreation Assistant and Youth Parking positions was made by Amy Smith and second by Derrick Legall. Discussion: The Recreation Commission received a list of 2022 Part Time Personnel. The Recreation Assistant and Youth Parkers positions minimum age requirements were being recommended to be lowered to 14 years of age. Lisa Morahan was the driving force changing the minimum age. This would not include Camp Saradac, Recreation Specialists, and Recreation Leaders positions. (Ayes All) 4. Discussion and Vote: Stewarts Holiday Match Donation - $5,500.00 – The motion to accept the $5,500.00 donation from Stewart’s Holiday Match was made by Amy Smith and seconded by Michelle Merola. Discussion: The Stewart’s Shops Holiday Match donated $5,500.00 towards Field Armor’s Batter’s box fortification panels, soccer goals, program and camp scholarships. These activities helped provide participants the skills to excel in the sports/programs and become the leaders of tomorrow. (Ayes All) 5. Discussion and Vote: George and Martha Parker Donation - $2,000.00 – The motion to accept the $2,000.00 donation from George and Martha Parker was made by Amy Smith and seconded by Derrick Legall. Martha and George Parker donated $2,000.00 towards Camp Scholarships. (Ayes All) 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 3 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 6. Discussion and Vote: Shirt Quote – The motion to award the shirt quote to Mercury Screen Printing was made by Amy Smith and seconded by Alphonse Lambert. Discussion: The Recreation Department was requesting approval to award Printed Shirt Quote to Mercury Screen Printing. The estimated total was up to $15, 611.00. The actual orders would vary based on the number of registered participants. The Summary and the shirt quote were attached to the agenda. Item #1 – Soccer League T-Shirt 50/50 $8.00 each Item #2 – Soccer League Coach T-Shirt 50/50 $6.00 each Item #3 – Spring Clinics – 50/50 T-Shirt $6.00 each Item #4 – Summer Camp Clinics 50/50 T-Shirt $6.00 each Item #5 – Camp Saradac Campers 50/50 T-Shirt $6.00 each Item #6 – Camp Saradac Counselors 50/50 T-Shirt $6.00 each Item #7 – Camp Saradac Directors Sport Collar $11.00 each Item #8 – Rec. Staff Shirts – ST640 with Collar $11.00 each Item #9 – Field Hockey League Jersey (reversible) $12.00 each Item #10 – Youth Parking Staff – T-Shirt 50/50 $7.00 each Item #11 – DPW Short Sleeve T-Shirt 50/50 $5.00 each Item #12 – DPW Long Sleeve T-Shirt 50/50 $8.00 each (Ayes All) 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 4 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 7. Discussion and Vote: Recreation Department Purchases The motion to approve the Recreation Department purchases was made by Amy Smith and seconded by Adrianna Britt-Gaeta. Discussion: Qty Unit Price Amount BSN Soccer Balls Size 3 120 $ 10.00 $ 1,200.00 BSN Soccer Balls Size 4 24 $ 10.00 $ 240.00 BSN Soccer Balls Size 5 12 $ 10.00 $ 120.00 BSN Soccer Nets STG46N 12 $ 121.00 $ 1,452.00 BSN Estimated Shipping $ 270.00 Mercury Soccer Shirts 425 $ 8.00 $ 3,400.00 Mercury Soccer Coaches Shirts 75 $ 6.00 $ 450.00 A3567344 54170 Budget $ 11,490.00 $ 7,132.00 Mercury Spring Clinic Shirts 60 $ 8.00 $ 480.00 Volleyballs 12 $ 20.00 $ 240.00 A3567174 546823 Budget $ 930.00 $ 720.00 20 Jr. Sluggers Shirts A3567174 54173 Budget $ 665.00 $ 160.00 30 Tiny Tball Shirts A3567174 54170-6022 Budget $ 400.00 $ 240.00 Advertising Rec. A3567144 54600 Budget $ 2,000.00 $ 2,000.00 Printing Rec. A3567144 54410 Budget $ 2,000.00 $ 2,000.00 Advertising Camp A3567154 54600 Budget $ 2,300.00 $ 2,300.00 Printing Rec. Center A3567174 54410 Budget $ 850.00 $ 850.00 Advertising Rec. Center A3567174 54600 Budget $ 250.00 $ 250.00 Printing Ice Rink A3567194 54410 Budget $ 500.00 $ 500.00 Advertising Ice Rink A3567194 54600 Budget $ 250.00 $ 250.00 Summer Clinic Shirts PO - 85 @ $6 = $510.00 A3567144-548613-6002 Budget $ 875.00 $ 510.00 40 @ $6 = $240.00 A3567144-548613-6003 Budget $ 507.00 $ 240.00 30 @ $6 = $180.00 A3567144-548613-6005 Budget $ 648.00 $ 180.00 30 @ $6 = $180.00 A3567144-548613-6009 Budget $ 417.00 $ 180.00 40 @ $6 = $240.00 A3567144-548613-6010 Budget $ 530.00 $ 240.00 10 @ $6 = $660.00 A3567144-548613-6012 Budget $ 1,123.00 $ 660.00 Mercury - Screen printing The Fibar Group - Engineer Wood Fibar 150 CY A3567142-52510 Budget $5,000.00 $ 4,861.00 Hadeka Stone Corporation - Red Diamond Baseball Material A3567142-52500 Budget $5,000.00 $ 4,550.00 35 tons $2,275.00 x 2 (Ayes All) 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 5 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 8. Discussion and Vote: NYS DOH The motion to approve the NYS DOH concession stand and Camp renewal permits was made by Amy Smith and seconded by Adrianna Britt-Gaeta. Discussion: The Recreation Department was requesting approval for the annual NYS DOH Concession Stand and Camp renewal permits. (Ayes All) 9. Discussion and Vote: Camp Saradac 2022 - The motion to approve the Camp Field trips and programs was made by Amy Smith and seconded by Alphonse Lambert. Discussion: The Recreation Department registration would begin 2/28/2022 for City Residents and on 3/21/2022 for all. Camp would be held at East Side Rec. and the Recreation Center. Before/After Care would be at the Recreation Center only. The goal was to have field trips this year. The Department would be utilizing the Saratoga School District transportation this year. The Director was looking at two field trips a week and needed to coordinate both sites. 1. The Recreation Department was requesting to have the annual Camp Field trips and programs approved. (Ayes All) 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 6 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 2. The motion to approve Saratoga Tents & Events rentals at $3,680.00 was made by Adrianna Britt-Gaeta and seconded by Michelle Merola. Discussion: The Recreation Department was requesting approval for $3,680.00 (50% deposit) to Saratoga Tents & Events for the Camp Season. (Ayes All) 3. The motion to approve the NYS Bus Permit was made by Adrianna Britt-Gaeta and seconded by Michelle Merola. Discussion: NYS Bus Permit - $ 35.00 – per bus per Visit: a. $140.00 – Saratoga Spa State Park – Peerless Pool - 2 buses x 2 trips b. $525.00 – Moreau Lake State Park 3 buses x 5 trips (Ayes All) 4. The motion to approve the It’s Climb Time LLC service Agreement was made by Adrianna Britt-Gaeta and seconded by Michelle Merola. Discussion: It’s Climb Time LLC Service Agreement value was for $1,425.00 for both sites. (Ayes All) 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 7 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 5. Summer School Fee Request – The motion to approve the Summer School fee request was made by Adrianna Britt-Gaeta and seconded by Michelle Merola. Discussion: The camper would be utilizing camp 1.75 hours at the end of the day being dropped off at approximately 2:50pm at the Recreation Center via school bus. It was being recommended a weekly fee of $ 120.00. The aftercare fee ($50/week) would be additional. (Ayes All) 10. Discussion and Vote: Pitney Farms Running Program –The motion to approve the Pitney Farms agreement for the running program was made by Alphonse Lambert and seconded by Derrick Legall. Discussion: The boys and families running program would be running at Pitney Farms this summer at no charge. (Ayes All) 11. Discussion and Vote: NYS Parks Permit Running Program – The motion to approve the NYS Park Permit for the running program was made by Alphonse Lambert and seconded by Derrick Legall. Discussion: The Permit application was for the girls running program this summer. (Ayes All) 12. Discussion: Pickleball Courts - The Director was getting requests to rent out the pickleball outdoor courts. The courts would not be rented for events. The Recreation Commission members were recommending looking at adding pickleball lines to the Geyser Crest basketball courts. The Recreation Commission discussed adding more pickleball leagues. The members asked about using only part of the courts and leaving some of the courts open for the public. The fees were discussed. The coordinator was discussed. The Director explained that pickleball was a social sport. The league was split into two leagues. The differences between paddleball and pickleball were discussed. The issues with the pickleball sign ups were discussed. 13. Discussion: East Side Rec. Lights – The lights had been turned on at East Side Rec. courts until 9pm. The lights would go to 10pm around May 14 and back to 9pm after Labor Day. 14. Discussion: Waterfront Rental – DPW requested input on waterfront rental. Shurable would like to rent kayaks and items at the water front. The Recreation Commission discussed the possibilities of renting items at the waterfront. Amy Smith asked if the organization was going to put a sign up and the City was getting a percent from the rental. She asked would the Department need an RFP. There was no swimming & no motorized boating allowed at the water front. The Recreation Commission was looking at if it made sense. Michelle Merola concerned that there was no training on site. Derrick Legall said the person would be renting at own risk. The Commission would like to wait at this time. The Commission was open to the ideas. The Assistant Administrative Director –Recreation recommended partnering with the Lake Association on upcoming programs. 15. Discussion: Bike Park – The Recreation Commission discussed the Bike Park. Risk and Safety and DPW were on board. West Side Options were being looked at. 16. Discussion: Field User Group Meeting – March 29, 2022 – 5:30pm at the Rec. Center – The Field Users met at 5:30pm. Derrick Legall was concerned that the City had only one plumber. John Hirliman explained that with the weather that the pipes could freeze and break if the water was turned on. DPW would get it done. 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 8 of 9  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 John Dowd w.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 17. Announce: Ice Rink User Group Meeting – April 27, 2022 – 5:30pm at the Ice Rink. The Ice Rink user group meeting was announced. 18. Discussion: Capital Projects – The Capital budget summary was discussed. The Capital projects were discussed including playgrounds, Recreation Center, and parking lot. 19. Discussion: General Budget – The General Budget information from the MUNIS February 2022 and Yearend Revenue & Expenditure Summary, & the Yearend 2018-2021 Actuals Revenue, & Expenditure Summary reports was discussed. In 2021, according to the reports, rose over $1.2M which was over $100,000 more than budgeted, and spent over $1.8M but saved over $300,000. 20. Discussion: Director’s Report – The Director’s report was given. The department was exploring E-Sports programs for the fall. The Department had met with GGLeagues, an e-sports company, a couple of times and was close to finalizing the details to present to the Commission. Spring Programs included soccer program and league, teeball & Jr. Sluggers Clinics, volleyball, intro to ice skating, boxing, and bowling. The Department maxed out in all of our classes except Bowling which was canceled due to low enrollment. The Department was in need of spring soccer coaches so the Department can open up more spots for players. Spring Soccer would begin April 23rd. The Department launched summer registration on March 21st along with our summer brochure. The Director was working with On Deck to do a clean-up project at the skate park. He hoped to have more details later in the spring. Rec Center Parking Lot: The parking lot area has been cleared and DPW is working in house on the design of the lot. Camp registration opened February 28th for City Residents and March 21st for Non City Residents. There were very limited spots available. The Department was looking for 12 more counselors for the summer. 21. Discussion: Program Report – The Spring 2022, Summer 2022, Camp Saradac East Side and Camp Saradac Recreation Center Community Pass Statistic reports were discussed. 22. Discussion: East Side Rec. Field House – The Recreation Department was looking to furnish the East Side Rec. Field House for Camp and Teen Center. The Assistant Administrative Director-Recreation was looking for permission to get sponsors. She had a contact that was in design. She had a contact in a band that was willing to donate music equipment for a teens program. Alphonse Lambert remembered having lunch at East Side Rec. Michelle Merola had a contact in design if needed. The Administrative Director-Recreation requested a vote to be added to the agenda: The motion to authorize obtaining sponsors to furnish the East Side Recreation Field House was made by Amy Smith and seconded by Alphonse Lambert. (All Ayes) The Commission liked the idea of upgrading the field house. The equipment would be needed for the upcoming Camp season. Derrick Legall recommended that the Recreation Commission meet at the East Side Recreation Field House in April. Derrick Legall recommended everyone bring their own chair. Adjournment – The motion to adjourn was made by Adrianna Britt-Gaeta and seconded by Amy Smith at 8:16p.m. The Next Meeting will be on Tuesday, April 25, 2022, 6:30pm, at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. (Ayes All) Respectfully submitted, Kathleen Lanfear 2022-03-29 Saratoga Springs Recreation Commission Minutes Page 9 of 9