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, October 25, 2022 6:30pm Scott T. Johnson Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote: Minutes 2. Discussion and Vote: Recreation Department Part Time Personnel 3. Discussion and Vote: Recreation Department Purchases 4. Discussion and Vote: 2023 Meeting Schedule 5. Discussion and Vote: Online Store 6. Discussion: Recreation Facility and Public Session Rules 7. Discussion: Waterfront 8. Discussion: Budget 2023 9. Discussion: General Budget 10. Discussion: Director’s Report 11. Discussion: Program Report 12. Discussion and Vote: Request for Ice Fee Waiver Adjournment - Next Meeting – Tuesday, November 29, 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. 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 1 of 8  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, October 25, 2022 6:30pm Scott T. Johnson Recreation Center Agenda The Saratoga Springs Recreation Commission meeting was called to order at 6:35pm by Amy Smith. Attendance – Amy Smith, Robert Manasier, Adrianna Britt-Gaeta, John Dowd, Michelle Merola John Hiriliman Public Comment – There was no public comments. 1. Discussion and Vote: Minutes – The motion to approve the September 27, 2022 Recreation Commission minutes was made by Robert Manasier and seconded by John Dowd. (Ayes-All). 2. Discussion and Vote: Recreation Department Part Time Personnel –The motion to approve the list of personnel to be given to Civil Service was made by Adrianna Britt-Gaeta and seconded by Robert Manasier. (Ayes-All) 3. Discussion and Vote: Recreation Department Purchases – The motion to approve the Recreation Department purchases was made by John Dowd and seconded by Robert Manasier. Discussion: John Hirliman notified the Recreation Commission that the Department was not going to give back the money as done over the previous years. The Department would be purchasing shirts, sports supplies, pickleball supplies, office supplies, tables, chairs, dirt, concession supplies, additional hockey goals/nets, signs, fees, bus and supplies for the Ski Club, basketball and soccer supplies. Camp Saradac saved over $2,000.00 from the Saratoga County Board of Supervisors who donated the funds to go to the Saratoga County Fair trip. The Campers enjoyed the trip at no cost to the City. The ability to get items had been difficult. The Vendors need an increased lead time. If the products become unavailable, the Department would go to the next lowest vendor. Amy Smith stated that the budget was based in the amount that was spent. (Ayes – All) 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 2 of 8  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 4. Discussion and Vote: 2023 Meeting Schedule – The motion to approve the 2023 Recreation Commission meeting schedule was made by John Dowd and seconded by Michelle Merola. Discussion: Amy Smith asked that the Commission members mark in their calendars to ensure quorum. John Hirliman explained that the budget workshop was the week before the July Recreation Commission meeting and the two Commission meetings were moved due to the Holidays. Adrianna Britt-Gaeta asked if the budget workshop was for all members. John Hirliman explained the workshop was for all Commission members. (Ayes – All) 5. Discussion and Vote: Online Store - The motion to approve the Online Store for staff and working with Friends of Recreation to research running online store opportunities for public was made by Adrianna Britt-Gaeta and seconded by Robert Manasier/Amy Smith. Discussion: The Recreation Department was requesting permission to have an online store for staff to purchase Recreation Department apparel. John Hirliman explained that he would like to work with a local company, Walton’s Sports Shop, who had our current quote and the online store for Friends of Recreation with Walton’s Sports Shop. The Public Online Store would be a fundraiser for the Friends of Recreation. Some of the staff wanted to purchase Recreation items. Robert Manasier asked who would own the domain and the store and what were the fees associated with it. John Hirliman explained if the Department utilized a flyer with Walton’s Sports Shop there would be no fees otherwise if use a third party vendor there would be a 10-15% markup to the product. There were other companies that provide this service. John Dowd mentioned that Saratoga Miss Softball used Bobs Outfit. The Department was looking to expand to include online public orders. This service would be provided by the Saratoga Springs Friends of Recreation. The Department was requesting permission for the Saratoga Springs Friends of Recreation to be allowed the Recreation Department logos and name for the online store. Once approved, the Department would work with the City to follow all policies and guidelines. Robert Manasier asked if Friends of Recreation had been contacted. John Hirliman had spoken to Friends of Recreation. John Dowd asked who had made the Staff shirt. John Hirliman said that Walton’s Sports Shops, Mercury and Fusion were quoting. Walton’s Sports Shop for the Winter and Mercury had won the Soccer/Spring/Summer quote. If approved, Walton’s had the City’s emblem. John Dowd mentioned if the Department goes elsewhere, there would be a cost to create the emblem. John Hirliman explained it would be $25.00-$90.00 to create per emblem. (Ayes-All) 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 3 of 8  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 6. Discussion: Recreation Facility and Public Session Rules – After the Recreation Commission makes any additions, the rules will go to Risk and Safety for review. Discussion: The Recreation Commission discussed the Facility and Public Session Rules. The Recreation Department was updating the Facility and Public session rules. John Dowd recommended keeping scooters at the Skate Park but no bicycles or motorized devices based on the request of a City Resident. There were young kids who wanted to utilize the scooters. General Park rules – added no drugs and vaping  Removed Check area prior to use and report any deficiencies or accidents to the City The City reserves the right to close and reserve any field/park John Dowd mentioned that the City might want to keep “The City reserves the right to close and reserve any field/park” as an option for General Park rules for example when the park was being fertilized. Splash Pad – changed to Splashed pad from Interactive Spray fountain, Combined the rules rather than listing dangerous play separately and Added no covering spray heads or drains to the Splash pad rules. Playgrounds – Added THIS IS A “PLAY AT YOUR OWN RISK” FACILITY Changed Skate Park rules to the Skate Park rules and regulations based off of Hudson River Park Rules and regulations. Updated Pickleball rules. Waterfront Park Rules – added no drugs/vaping Added Scott T. Johnson to the Recreation Center rules & added no drugs/vaping to Ice Rink and Recreation Center rules. Added: The City assumes no liability for injury, loss, theft, or damage to you or your personal property during your use of this facility Robert Manasier asked why cut out in the kitchen to the Recreation Center rules. It was to match the Ice Rink rules. John Dowd mentioned since it was for Birthday Parties this would have a separate agreement. Changed to 17+ for adults program like the Ice Rink and Added Basketball hoops are at 10’.  Removed : For Tteam or private instruction, please schedule with the Rec Center during other hours Removed : Non marking shoes and ball must be used. Added Public Notices to Recreation Center and Ice Rink rules.  PUBLIC NOTICE: This venue is equipped with video cameras for commercial purposes, including the online broadcast events herein. By entering this venue, all participants and patrons waive any claim relating to the capture or public transmission of his/her participation while at the venue. Ice Rink Public Session Rules: John Hirliman mentioned that the items crossed out were included in the Ice Rink rules.  Skating in a manner that endangers or interferes with other skaters’ safety or pleasure is strictly forbidden  Accommodations may be made for individuals in wheelchairs wishing to use the ice  Proof of residency includes property tax bill or water bill. Other forms clearing stating City of Saratoga Springs Residency may be accepted. Driver’s license not accepted In the Family Skate and Family Stick rules added is for parents with children 13 and younger Removed 50+ Hockey In the Pavilion rules - removed rules that were in the General Park rules The Administrative Director – Recreation met with Risk and Safety regarding the new programs including the Fitness Room rules. The Department was looking to expand the hours from approved 9am-2pm introductory period to 10am- 8pm Monday-Friday. 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 4 of 8  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 7. Discussion: Waterfront – The Administrative Director – Recreation met with City Hall regarding a beach at the Waterfront. The City would not be opening a beach. John Hirliman reported that the Mayor and DPW would be utilizing Open Space funding for a playground at the Waterfront. The bathrooms would be renovated. John Dowd asked if it was coming out of the Recreation Department or the Open Space budget. John Dowd asked would DPW be able to take care of it. He was in support as long there would be no interruption of services to the current parks. 8. Discussion: Budget 2023 – The Administrative Director-Recreation presented to the City Council at the October 17, 2022 Budget Workshop. The Recreation Commission discussed the 2023 budget adjustments. John Hirliman reported that the lines were cut across the board. The majority of the cuts were from DPW. Some cuts caused lines to have ½ a staff. The Department would utilize budget revenue amendments to fund programs as needed. Amy Smith explained there was a grant for firefighters for 3 years but the City would need to keep the firefighters with an addition $1.5 million to the budget each year. John Hirliman explained that the Department would need funding for the Recreation Center front desk. The funds would allow keeping the Recreation Center open during nights/weekends. John Hirliman would know more on Friday. Amy Smith stated that she was worried about maintaining services and that the DPW was down 4-5 labors and now had to cut more. The situation would not be improving. The Department would be looking at the fees depending on the budget workshops. Amy Smith mentioned that Public Safety would need staff for the third fire house. John Hirliman did not know if the grant included the benefits, training, and equipment. John Hirliman hoped to have a better understanding of the state of the 2023 budget. 9. Discussion: General Budget – The Recreation Commission discussed the September 2022 MUNIS and September 2022-2019 Revenue and Expense Summary reports. As of September, Revenue 2021 $-953,131.93, 2022 $-1,006,667.20 $53,535.27 6% increase, Expenses 2021 $1,285,918.98, 2022 $1,594,097.31 $308,178.3 24% increase Expense Revised Budget $2,693,798.67, Actual $1,594,097.31 62.3% used < 73% Recreation Department/DPW were saving funds to make needed purchases in final quarter. Revenue Revised Budget -1,175,143.35 Actual -1,006,667.20 collected 85.7% Fields brought in $37,818.00, Recreation Fees exceed revenue by 9,065.00, Clinics exceed revenue by $19,899.33, and $11,500.00 in gifts and donations including $350.00 Pickleball donation, $5,500.00 Stewarts Holiday Match, & $5,000.00 Friends of Recreation. John Hirliman explained the General Budget. There were increases in Rec. Soccer. The Ice Rink was strong. The Expenditures were previously discussed. 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 5 of 8  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 10. Discussion: Director’s Report – John Hirliman gave his Director’s report. The director’s report was designed to provide a monthly overview of Recreation Department’s work. 1. Basketball Program: Registration for basketball was slowly coming in. We were seeing a significant increase leading up to the skill evaluation (10/22). The good news was that there coaches for every team but the difficulty was forecasting how many players would be on each team. The 2021-22 season saw the lowest registrations for the 9-12th grade division but as of now we were optimistic a 4 team league was possible. In preparation for the season, the staff implemented new rules for each division using the Youth Guidelines developed by the NBA and USA basketball. The rule changes would emphasize a philosophy on skill development at the youngest ages over game strategy. An example of this was in the 2/3rd grade division where Stealing the ball from an offensive player was prohibited when a player holds the ball with both hands in an attempt to shoot, pass, or pivot. 2. Pickleball: Open pickleball at the Rec Center had zero players attend in the month of October. This was very concerning as we typically would have 20 to 30 players every M,W,F. Upon looking into it several players said they were going to the impact center in Clifton Park, Gavin Park, and the YMCA but hadn’t really given us a reason why they were choosing those locations over us. We would continue to evaluate to see if we could get these players back to our facility. 3. City Wellness Program: HR was looking to develop a City employee wellness program utilizing the City’s Recreation programs. We provided HR some potential programs and discussed what the program could look like. We were in the beginning stages and we would report back once we learn more. 4. Capital Projects: a. Ice Rink Doors: The new doors had been purchase ordered. The vendor was looking to install the new doors in January. b. Ice Rink LED Lights: The City hadn’t started the project yet. No timetable for completion had been given. c. Ice Rink Fire Suppression Unit: The fire suppression unit had been repaired at the rinks. d. Portable Mound: In August, DPW installed the new synthetic pitching mound at Veterans Memorial Park. It seemed to be well received by the field users. e. Recreation Center PA system: The IT department and Recreation Department met with the City’s phone system operator, Carousel Industries, in early October. Carousel was able to build off our current system to install a PA system at the Recreation Center. They would be providing the City a proposal within the next couple of weeks. Our plan was to have this completed over the Winter, if it was within the $50,000 allocated budget. f. Skate Park: The purchase order had been issued to contractor. A meeting had been requested to set the 2023 construction schedule. g. Veterans Memorial Playground: The Comprehensive Budget, if approved, would add $530,000 to the playground budget that brought the total available up to approximately $870,000. The purchase order would not be issued until 2023. 5. East and West Side School Agreement: No update had been provided. 6. Rec Center Tournaments: The Department had been in contact with all tournament vendors for the 2023 season. As of now, most available dates had been committed to by them. Contracts would be issued in 2023 to complete the bookings. 7. Ice Rink Wifi: The City had made some procedural changes to the Ice Rink's wifi. As a reminder, due to the expense of bringing WiFi into the rinks the City and 4 organizations partnered to share the internet fee starting with the 2016/2017 season. Annually each contributed to offsite the annual fee of approx. $5,256: Skidmore pays $1000, Saratoga High School $500, Saratoga Winter Club $500, Youth Hockey $500 and the City pays the balance. This fee was reflected on their December statement. With the contribution, the City created a "priority" SSID with a priority wifi code for the organization to utilize to ensure the bandwidth was sufficient for their use and created an "open" SSID for the general public. Those were no longer operable. To ensure the organizations had the needed bandwidth for streaming games, tournaments, and special events there was now a password protected SSID called "Ice-Rink.Secure" for internal use and Skidmore streaming and a SSID called "Ice-Rink" accessible by obtaining a voucher. There was no "open" public wifi. Please note "Ice-Rink" and "Ice-Rink.Secure" shared the same bandwidth. So it was extremely important when streaming games that no other device was connected as it severely impacts the ability to stream. 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 6 of 8  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 "Ice-Rink" SSID requires a voucher to access. - IT could create an unlimited number of vouchers for any specific duration of time for your organization. - Each voucher was good for 1 device only - Unless otherwise requested vouchers would be set for 2hrs. Again the Department could modify this if a different time was needed. - If the organization had a tournament or event we could create 2 day or 3 day vouchers for as many devices as needed. Lastly, the City was actively pursuing another internet provider and this procedure could change but for now the Department anticipated this process continuing through the 2022-2023 season. The Girls basketball program had 6 teams for grades 4-6. The Grades 6-8 were all 6th grade girls expect for one. This was due to modified tryouts. Saratoga Battle had a number of new teams. Next season, the Department was changing the youngest division to have more time slots. The major concern was the drop in pickleball program. The open pickleball had only 4 as of yesterday. The Director spoke to Wilton and they thought the players were coming here. The players were going to the YMCA and to Impact. The Department would be expanding the hours. The Pickleball Leagues were going very well. Players were still outdoors. 11. Discussion: Program Report – The Saratoga Springs Recreation Commission discussed the October 17, 2022 Program Statistics report. The Department was going back to the old format. The Basketball registration was discussed. Amy Smith asked was 2021 a regular year. John Hirliman explained that the clinic numbers were high in 2021. Basketball would take a couple of years to come back. The Department would be looking at the potential of a Spring Field Hockey league. 12. Discussion and Vote: Request for Ice Fee Waiver - The motion to approve the Fire Department’s ice waiver request was made by Robert Manasier and seconded by John Dowd. Discussion: Christopher Stewart, Firefighter, City of Saratoga Springs Fire Department, Waiver of Fee Request was discussed. The Department received an email from Christopher Stewart stating: On November 19, 2022, the Saratoga Springs Firefighters IAFF Local 343 and the Saratoga Springs Police PBA would be taking the ice for the 2022 Saratoga Springs Fire & Police Holiday Hockey Classic benefiting the Franklin Community Center. The game would be played at the Weibel Ice Rink, 30 Weibel Avenue in Saratoga Springs. Doors opening approx. at 6:00 pm. (after the conclusion of the Skidmore vs. Southern Maine game) with game time scheduled for 7:00 pm. Admission to this year’s game was free with the donation of a new and unwrapped toy (or monetary donation). We would also have raffles with items donated from our various sponsors such as Skidmore Hockey and the Adirondack Thunder. Want to donate but unable to attend the game on the 19th? Toy collection boxes will placed at the following locations beginning October 19th - Saratoga Springs Fire Department Station 1 @ 60 Lake Avenue Saratoga Springs Fire Department Station 2 @ 166 West Avenue Saratoga Springs Police Department @ 5 Lake Avenue Kings Tavern @ 241 Union Ave, Saratoga Springs, NY 12866 Panza’s on the Lake @ 510 NY-9P, Saratoga Springs, NY 12866 This game had become a big part of the Franklin Community Center's efforts during the Holiday season. Everything collected in association with the game went directly to the Franklin Community Center and stayed in our community to help those families who needed it. If you have any questions please reach out to myself or Bill Arpei from SSPD. Follow the Saratoga County Minutemen H.C. facebook page for continued updates on the game! Christopher Stewart spoke to John Hirliman and requested a fee waiver for all associated fees with usage of the Weibel Ice Rink and fees associated with ice time. The waiver of these fees would allow them to donate 100% of all monetary donations from the game to the Franklin Community Center to better support their efforts. The value is 3 hours x $180.00/hour = $540.00. John Hirliman explained that the City had done this previously. (Ayes – All) 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 7 of 8  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 John Dowd announced that Saratoga Miss Softball was working with DPW for dugouts with storage at fields 3 and 4 on Veterans Memorial Park. There was 8 ½ feet of space between the fence and the walking path. The dugouts would be donated by Quick response and KPM restorations. They would be the same as the dugouts on field 1 and 2. John Dowd and Joe O’Neill met at Veterans Memorial Park to discuss the project. John Dowd recommended that the Recreation Department coordinate with DPW with the pavilion at the Veterans Memorial Park playground. John Hirliman announced that the Veterans Memorial Park Playground $530,000.00 was still in the Comprehensive Budget. John Dowd requested that the Recreation and DPW coordinate the building and playground project. Adjournment – The motion to adjourn at 7:25 p.m. was made by John Dowd and seconded by Michelle Merola. The Next Meeting will be on Tuesday, November 29, 2022 at 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. (Ayes – All) Respectfully submitted, Kathleen Lanfear 2022-10-25 Saratoga Springs Recreation Commission Minutes Draft Page 8 of 8