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 www.SaratogaRec.com Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, July 26, 2022 6:30pm Scott T. Johnson Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote: Minutes 2. Discussion and Vote: Budget 2023 3. Discussion and Vote: Recreation Department Purchases 4. Discussion and Vote: Skate Park 5. Discussion: Camp Saradac 6. Discussion: General Budget Adjournment - Next Meeting – Tuesday, September 26, 2022 - 6:30pm at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. If you cannot attend, please submit questions via email to Recreservations@saratoga-springs.org. 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 1 of 7  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 www.SaratogaRec.com Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, July 26, 2022 6:30pm Scott T. Johnson Recreation Center Minutes Attendance – Derrick Legall, Amy Smith, Michelle Merola, and John Dowd John Hirliman The Saratoga Springs Recreation Department meeting was called to order 6:45pm by Derrick Legall, Chair. Public Comment – There were no public comments. 1. Discussion and Vote: Minutes – The motion to approve the June 28, 2022 minutes was made by Amy Smith and seconded by John Dowd. (Ayes All) 2. Discussion and Vote: Budget 2023 – The motion to 2023 Recreation budget was made by Amy Smith and seconded by Michelle Merola. The Recreation Commission understood that there would be additional changes from DPW, and Finance to the budget lines before the final submission. Discussion: The Recreation Commission discussed the 2023 Recreation budget requests presented by John Hirliman. The total expenses were $2.793Million without DPW revisions. The discussed Revenue was broken into categories Recreation Fees, Field Fees, Indoor Recreation Center, Clinics, Concession Stand, Camp Saradac, Youth Parking, and Ice Rinks. The Recreation Fees were the Soccer fees. The Field Fees were rentals. Indoor Recreation Center fees were from programs held at the Recreation Center including basketball, volleyball, pickleball, t-ball excluded was Summer Camp and Basketball. The Recreation Commission discussed having more 50/50 Co-sponsored programs and Volunteer coaches would receive 100% refund instead of 50% in 2021. The Ice Rink included rental, drop in programs and Introduction to Ice. The Youth Parking program runs for 6 weeks included fees for parking spots. The Recreation Clinics were 1/2 day sports camps, outdoor pickleball league, yoga and boot camp fitness, and workshops. Concession fees were awash with expenses. Summer Recreation program (Camp Saradac) was at East Side Rec and the Scott T. Johnson Recreation Center. Other items discussed were Finance, donations, and reimbursements. The Revenue increased $51,000.00. The discussed Expense categories included Liability insurance, Recreation Expenses, Summer Recreation, Vernon and Weibel Ice Rinks, Water front, Youth Parking, Basketball, Soccer and benefits/insurance. The Recreation Expenses included all Recreation full time staff, and Fields DPW staff, outdoor facility expenses, summer sports camps payroll & supplies, equipment, and contracted services, i.e., copier, advertising, printing, etc. Summer Recreation was the day camp. Indoor Recreation excludes basketball expenses. Vernon Ice Rink had DPW items. All other Ice Rink expenses were included in Weibel Ice Rink. The Water front budget included a DPW staff and port-a-john expenses. The Youth Parking budget included supplies and seasonal payroll. The Basketball and Soccer budgets included part time staff, jerseys/uniforms and supplies. The benefits/insurance items were items that the Department did not have control over. The 15% increase to the requested estimates was included. The budget included Personnel, Recreation Equipment and Contracted services. New Ski Program was discussed to include matching $5,000.00 cost/revenue to cover the cost of transportation. The Field Rentals increased with a couple of tournaments. Indoor Recreation Center included Rentals. There were no increased in fees. Derrick Legall asked if the salary was included the Waterfront budget. It included $37,940.00 for one staff and $2,300.00 for port a johns. Amy Smith asked if 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 2 of 7  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 www.SaratogaRec.com Adrianna Britt-Gaeta the expenses included the full time staff when working during Camp Saradac, Ice Rink and Soccer. John Hirliman explained that the Full time staff was included in Recreation Expenses. The Independent Contractor soccer referees were removed from the budget and the funds were moved to the Soccer payroll for increased part time staff. The $6,800.00 request was for staff for Little Kickers/Big Kickers 8:30-11:30am and to help out with grades 1-2 two times a year. The biggest supply changes were making the t-shirt close into a jersey. Currently utilized a $7 T-shirt changed to $10 DriFit shirt getting closer to basketball at $25.00 for the uniform. Amy Smith asked if there were anything different or new. Soccer would get into Jerseys. The Ice Rink budget included starting a new program - Foundations of Figure Skating. The program would teach figure skating. The Department was working with the President of the Figure Skating club. This would work to have a program for kids who want to take Figure Skating. The participants could go from Introduction to Ice to gain more Figure Skaters. Derrick Legall asked why the skaters were going to Clifton Park. John Hirliman said that the club did not get the volunteers. John Hirliman did not know their structure. The skaters would not have a spot if the City gave away that ice slot. John Hirliman met with 5 Ice Rink staff and projected skaters would have a 12 week program in January and 12 week program in October. The lesson would be for 45 minutes plus 15 minute practice. The Department did not want to take their program but wanted to keep the slot for the Figure Skaters and would like the Club to take back over when they were able. The Ski Program would have 25 skiers sign up with the Department and transport them with 2-3 volunteers. The participants would contact West Mountain directly for lift tickets and equipment. Derrick Legall asked about the transportation. The Department would provide supervision on the bus and getting to and from the mountain. The supervisor would not provide supervision on the mountain. The Department would like to pay for the volunteer’s pass but not the hourly rate for their hours. There was no discount. The Department was only supplying the transportation. The ski related items would be purchased through West Mountain. There would be an equal amount of Revenue and Expense in the budget. The Program Coordinator was looking for more co-sponsored programs. The pickleball sessions were split 60/40%. There was not a lot of risk to run the programs. The Department was doing the same for Yoga and Boot Camp. The Summer Program (Camp Saradac) was adding a CIT program. Greenfield utilized CIT’s for $400.00 for 4 weeks of work (1/2 day program). The Director was recommending $50.00/week for 14 or 15 year olds (4 CITs at the Recreation Center and 2 CITs at East Side Rec). The CITs would be a helper. This would include additional 50% coverage. The Assistant Director would be in charge of the CITs. The East Side Camp experience added a lot of expense. There were only 40 kids issues occurred when staff called out. It was recommended to limit the age groups. The budget was included for the Camp. Parents enjoyed there and were loving it. The Drop Off/Pick up was easier than expected. John Dowd asked about the buses. Transportation busing was more miles to get to East Side Rec.. Before Camp needed 2 buses and now needed to add the third bus for East Side Rec.. The Expense side of the budget was discussed. Amy Smith asked if there was anything new or different. On Page 2, Recreation Expenses were discussed. There was a $12,000.00 increase for full time staff. The Department included the Softball clinic. The $2,000.00 retirement incentives were included, looking at July 31, 2022, budgeted full salary so there would be money for the replacement. 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 3 of 7  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 www.SaratogaRec.com Adrianna Britt-Gaeta On page Page 3, the Department did not increase field dirt line but was going for Veterans Memorial Park only. The minimum order was $2,400.00/truckload. When the East Side/West Side agreement was approved, the expenses would be reimbursement for East or West. Playground was breaking so increased the line for parts. The Department recommended increasing the lines for the Program Credit Card fees to $15,000.00 based on $600,000.00 of online revenue. The outdoor field expenses included equipment, signs, etc. Derrick Legall asked for Stone Dust for West Side Rec. could be included. The School District’s attorney and City had the agreement ready to go. The new procedure instead of having a check for the amount paid in advance, the City would be reimbursed for each project. The Saratoga Springs Little League would give the recommendation, the Department would recommend the project to School district and the District would send the amount of the specific project. Previously, the School would send a check for the contracted amount and the City would have to keep track of the projects including the over/under. The School and City financial year were different. John Hirliman liked the new system better. Previously, the operational fee was $110,000.00 plus $40,000.00 for capital projects, April 15 would go to School, get bids for the projects and hopefully the costs would come to $40,000.00. Capital improvements included dirt as capital, fence repair. John Dowd mentioned fence repairs were needed for Veterans Memorial Park. The clips were off on dugouts and backstops. The older fields needed some work. John Hirliman went over the Recreation and DPW Organization Charts. The Recreation Expenses included the DPW foreman plus 5 employees for mowing, playgrounds, soccer, etc. The Program Director position was a promotion and won’t back fill the Program Coordinator position. The Department tried to keep Camp Saradac conservative. On Page 5, the Indoor Recreation Center budget was discussed. The supervision budget included having only one staff on at night. He wanted DPW to have additional staff, otherwise, would need to hire the part time person and add a part time cleaner. The Department was conservative on front desk staff only increased by 5%. The Pickleball nets break and needed to replace them. The Pickleball revenue offset the cost of the nets and the balls. On Page 7 discussed the Vernon Arena DPW expenses. On Page 8 discussed Weibel Ice Rink expenses included both rinks. Introduction to Ice Rink, Rink Staff and Supplies were needed. The Department tried to keep the expenses low. On Page 9 discussed Water front budget and the DPW position. On Page 9 discussed Youth Parking with payroll increase and decreased supplies to cover. On Page 9/10 discussed Basketball & Soccer that all supply costs were up. The School District funding was not included in the budget. The Recreation Commission discussed City Sponsored monitor & clean up of the Skate Park and East Side Rec into one line item. The Director spoke to DPW and DPW was on board. DPW had the inventory. Derrick Legall wanted to use them at all Parks. The Skate Park issues of graffiti and people brought items into the Park were discussed. One employee lasted a day and half of watching the Park. Skate Park was discussed. There was a sofa brought into the Skate Park at night. It was caught on video. East Side Rec. had graffiti in the bathroom. John Dowd asked if they were caught and recommended that the City’s locks the bathroom. Public Safety was dealing with them. Recreation Commission asked about locking the gates at East Side Rec. There was a concern that someone would get locked in and not be able to get out. On Sunday night, someone brought a Sofa into the Skate Park and then a desk. There were cameras on the park. John Dowd wanted them prosecuted. One kid bought the new picnic table that was destroyed. West Side had automatic locks for the bathrooms. There was hair dye and grafitti in the East Side Rec. bathroom last night. There was drinking in the park. There was a Public forum. The graffiti was more in the Skate Park. The Recreation Commission wanted the skate park fence and 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 4 of 7  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 www.SaratogaRec.com Adrianna Britt-Gaeta East Side Rec. to be locked at night. Department of Public Safety did not recommend someone can’t get out if locked in. The Recreation Commission recommended then need more patrols or lock it. The Recreation Commission don’t want the park destroyed. Derrick Legall asked who was monitoring the cameras. John Hirliman explained that the School District monitors. Sunday night and yesterday, during the middle of the night male single person caused the bathroom vandalism. John Dowd said to add one line item for supervision and cleanup. The Commission wanted to help with beautification. DPW had one person to work the fields. Amy Smith talked about the flower crew. DPW had the inventory. Currently, DPW had the Ice Rink staff go over to the fields. If the Department got the field schedules like Ice Rink and Rec Center, the field lining would be better. The Department got the Ice Rink schedules for September – March. The Soccer and Football Fields take a long time to mow/line. Rates were distributed to the Recreation Commission to review. The Director was going to look into how much of the DPW numbers were program related. The Department did not increase fees. Amy Smith asked to have a conversation with DPW regarding staffing needs. The Capital projects were discussed. The Bike Park was discussed. DPW bike park staffing would be $30,000.00 labor, mowing, garbage, etc. There were a number of questions. The Playground project was pulled. The Waterfront project would be discussed. The Public did not want a playground downtown by the parking garage. DPW wanted to have a playground within walking distance. Amy Smith said that there were concerns that people would be utilizing the playground at 3am. There were concerns that little kids playing between parking spaces. Amy Smith said that the presenters had money. John Hirliman did not see the money available. Recreation, Mayor, Finance/IT/Accounts had given Capital Budget presentations. DPW was checking on the costs of the repair of the Dam $7M DEC project. Amy Smith said that there would no Recreation Budget projects. DPS had not presented yet. The Department would know the rank next week. The Bike Park budget would be Recreation #3 of #3 plus would need operation money. The Bike Park had requested to be included in the Participatory budget. There would be x% for a participatory budget for projects up to $135,000.00. The Bike Park had spoken to the other Departments. (Ayes All) 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 5 of 7  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 www.SaratogaRec.com Adrianna Britt-Gaeta 3. Discussion and Vote: Recreation Department Purchases – The motion to approve the Ice Rink and Volleyball purchases was made by John Dowd and seconded by Michelle Merola. Discussion: There was balance of $4,292.00 between the Ice Rink supply lines. The balance for the skates would come from Summer Clinic revenue for any balance of skates. Ice Rink Sharpener Supplies for an amount up to $ 1,800.00 Sparx – Ring ½” x $49.99 per 4 sharpenings Rings 5/8” x $49.99 per 4 sharpenings Commercial Rings $69.99 per 4 sharpenings Pro Shop Supplies for an amount up to $ 1,000.00 - The quote below for $547.56 plus other pro shop items like tape, etc. Ice Skates – The request was for Riedell skates that cost between $85 children-$94 (’21 price) for up to $ 3,000.00. The Department would utilize the Supply expense and take any balance from the Revenue. Volleyballs & Supplies would be for the amount up to $ 1,000.00 – The Department would use the sport supply line first and summer revenue for any balances. (Ayes All) Discussion and Vote: Skate Park – Discussion: The City would be purchasing the Skate Park in the amount of $405,100.08. The Department was requesting Artisan Sourcewell Construction Contract be approved. The Contracted Construction Services Lump Sum would be $405,100.08 included the additional $140,100.08 needed. John Hirliman asked if the Recreation Commission would like to table or vote. Amy Smith and John Dowd recommended to be tabled. (Tabled) 4. Discussion: Camp Saradac – The Camp Saradac program would be ending August 19, 2022 at the West Side Rec. Special thanks to Derrick Legall for hosting and having Mac and cheese. The Recreation Department would thank him after the event. Recreation Commission members could help out on this day. The Camp would bus to West Side Rec., meet at 9:30am and spend the day. 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 6 of 7  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 www.SaratogaRec.com Adrianna Britt-Gaeta 5. Discussion: General Budget -The MUNIS June 2022, & June 2019-2022 Revenue & Expense Summary reports were discussed. Adjournment – The motion to adjourn at 8:30pm was made by Amy Smith and seconded by John Dowd. (Ayes All). The next meeting would be on Tuesday, September 26, 2022 at 6:30pm at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. 2022-07-26 Saratoga Springs Recreation Commission Minutes Page 7 of 7