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, November 29, 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: Agreement Templates 5. Discussion and Vote: Recreation Facility and Public Session Rules 6. Discussion and Vote: 2023 Personnel Rates 7. Discussion and Vote: Recreation Department Fees 8. Discussion: Friends of Recreation 9. Discussion: Waterfront 10. Discussion: Budget 2023 11. Discussion: General Budget 12. Discussion: Director’s Report 13. Discussion: Program Report 14. Discussion: East and West Side Recreation Fields 15. Discussion and Vote: Electronic Office Products Copier Maintenance Agreement 16. Discussion and Vote: Camper Holiday Kids Night Out Adjournment - Next Meeting – Tuesday, December 13, 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. 2022-11-29 Saratoga Springs Recreation Commission Minutes Page 1 of 6  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, November 29, 2022 6:30pm Scott T. Johnson Recreation Center Minutes The Recreation Commission meeting was called to order at 6:32pm by Derrick Legall, Recreation Commission Chair. Attendance – Derrick Legall, Robert Manasier, Amy Smith, Michelle Merola, Adrianna Britt-Gaeta, John Hirliman and Lisa Morahan. Public Comment – There was no public comment. 1. Discussion and Vote: Minutes – The motion to approve the October 25, 2022 minutes was made by Derrick Legall and seconded by Michelle Merola. Ayes - All 2. Discussion and Vote: Recreation Department Part Time Personnel – The motion to approve the Recreation Department Part Time Personnel list was made by Amy Smith and seconded by Derrick Legall. Discussion: John Hirliman reported that Stephen Porto was changed from Youth Parking Coordinator to Recreation Specialist – Level II, and hired Daniel Masi as a Recreation Specialist – Level I, and Elijah Callender and Natalie Keegan as a Recreation Leaders. Ayes - All 3. Discussion and Vote: Recreation Department Purchases – The motion to approve the Recreation Department purchases was made by Amy Smith and seconded by Michelle Merola. Discussion: The Recreation Commission discussed the requested purchases. Unit Company Description # Price Amount Org Obj Proj/Note Walton's Sports Shop Clinics (Camps) 125 $ 8.00 $1,000.00 A3567144 54170 Money on line A3567174 54170 6022 Money on the line A3567174 5416833 Money on line A3567174 5416823 Money on line Nevco Scoreboard Controller Repair $ 585.45 A3567192 52500 Money on line Credit Card Up Fees to $2,500.00 A3567144 54672 Budget Amendment Total $4,085.45 Ayes-All 2022-11-29 Saratoga Springs Recreation Commission Minutes Page 2 of 6  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: Agreement Templates. The motion to approve the agreement templates was made by Amy Smith and seconded by Adrianna Britt-Gaeta. Discussion: The Recreation Department was updating the annual agreement templates. The rates and dates were updated. The Co-Sponsor Agreement templates were updated which included deleting the Pandemic Operations Plan and adding to Attachment A: At anytime, the fees can be adjusted or added if both parties mutually agree. Updated fees are listed at www.saratoga-springs.org. The Tennis and Baseball agreements were included. The Ice Rink, Recreation Center and Field Agreements were emailed to DPW for their review. The Department deleted the Pandemic Operations Plan on the fields and ice rink agreements. In the SYHI agreement, the Vending Machine information was deleted. The City will be having the revenue from the vending machines. The Field standard agreement had date and pandemic changes. Each groups i.e. Saratoga Little League nothing change to allow to the agreement work with the groups that they have no changes. The portion of the field agreement allowed certain groups the right to use the concession stand, line the fields, etc. and the City would supply the irrigation system & fertilize the park. Nothing had any changes if the groups had no changes. The Department was hoping to have the agreement approved by the City Council by the end of January. The Standard Ice Rink agreement for 2023-2024 had the pandemic plan deleted and the Skidmore building may change the language. The City may be doing a special use agreement with Skidmore College. The main agreement would go into effect July 1, 2023. The Pavilion and Private Party agreements were updated. Derrick Legall did not know the public had to rent the pavilion. John Hirliman explained that it was similar to Schuyler Park. In order to secure the space, had to reserve the space. Ayes - All 5. Discussion and Vote: Recreation Facility and Public Session Rules – The Recreation Commission tabled changes that were made. 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 Kept -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. Kept scooters at the Skate Park but no bicycles or motorized devices based on the request of a City Resident. 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 Changed to 17+ for adults program like the Ice Rink and Added to Open Gym 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. 2022-11-29 Saratoga Springs Recreation Commission Minutes Page 3 of 6  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  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. 6. Discussion and Vote: 2023 Personnel Rates - The motion to approve the 2023 Part-Time and Seasonal Hourly Rates effective 2/4/23, $10.00 stipend employees who work as Referee/officials effective 11/19/2022, and a $5.00 increase for 2023-2024 Basketball Referees was made by Amy Smith and seconded by Robert Manasier. Discussion: The Recreation Department was recommending 2023 Saratoga Springs Recreation Department Part-time & Seasonal Hourly Rates and Independent Contractor Game Rates - effective 2023-02-04. These rates were developed and discussed during the budget process. The Department was utilizing a range as the Recreation Department was having difficulty in getting employees. This would allow the Director the ability to compete with the local competition. The starting rate would be a $.25 increase in the starting rates. The returning rates would increase $.35-$1.25/hour. The estimated cost should be up to $7,800.00. Amy Smith asked if the Commission approve the rates during budget time. John Hirliman explained that options were discussed budget time. The Recreation Commission discussed the Basketball program. The employee who would be a referee would begin $14.75/hour to $15.00/hour. The stipend would give them $10.00 extra stipend. Adrianna Britt-Gaeta asked if it was young kids refereeing the games and did the Department have trouble getting them? John Hirliman stated that the Department needed more referees. John Hirliman stated that the referees were good. John Hirliman explained that referees were for grades 2 through High School. It was stated that High School Referees were getting $80.00 to $100.00 per game. Derrick Legal recommended raising the referee rate $5.00 per game to help get referees. The motion to amend the motion to add a stipend of $10.00 for the 2022-2023 season, increase to $15.00 for the 2023-2024 season and increase $5.00 for the Independent contractor Basketball Referees for the 2023-2024 season. Ayes – All Discussion: The basketball games run usually one hour. The parents wanted to stop the clock then the game run too long. Derrick Legall was requesting $40.00 to $45.00 and $25.00 to $30.00. Adriana Britt-Gaeta recommended this. Amy Smith concerned about the budget. There would be an estimated 152 and 79 games for an approximate $2,310.00. 2022-11-29 Saratoga Springs Recreation Commission Minutes Page 4 of 6  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 and Vote: Recreation Department Fees – The motion to approve the 2023 Recreation Department fees was made by Amy Smith and seconded by Robert Manasier. The Recreation Department increased the fees starting at $2.00. The Drop in program fees will remain the same. The concern there would be decreased participation. There would be a $5.00 increase to Camp fees, and a $ 2.00/hour increase to Field Fees. The Recreation Commission discussed practice fees. The Town of Greenfield had practiced fees. The $2.00/hour Practice fees for baseball/softball was removed. The Department would request schedules, did not receive all of them. John Hirliman explained some of the older groups wanted to book practices to secure the fields. Last year, the Department booked a tournament and the little league fields groups run wanted to play. The Recreation Commission stated if the Department had given them notice the at what point schedule in advance. The tournament had moved to Clifton Park. Michelle Merola stated that was embarrassing for the Department. If the group wanted the field, they would book in advance. Robert Manasier recommended mandating a deadline. The group cannot wait to the Monday prior. If the Department catches a group on the field then charge/ban them. There was an excuse if the Department caught them. Amy Smith stated that the groups felt they own the field but it was a school districts/city field. Derrick Legall mentioned that the school district contacted them for their field days. Clifton Park had a different arrangement with their groups. Michelle Merola was concerned how to deal with the liability as Little League only covered groups that were Little League sanctioned. Robert Manasier stated it is a City field. The fields were for the Community. A group may not be. Robert Manasier was concerned that Travel groups would take over would not let kids on the fields. Amy Smith recommend to re- evaluate how the user groups get their schedules and maybe first come, first served. The rentals had a $2.00/hour increase hourly rates for the Recreation Center and $4.00/hour collegiate & kitchen (2 rooms). The tournaments rose last year and would remain the same. There would be a $2.00 increase to Daily Tickets Jackson/Wright Street & a $3.00-$4.00 increase on Travers Day to match others. There would be a $2.00 increase to Ice Rink rentals and the Spring rates/Summer rates would be the same starting July 2023. The Drop in session rates were not changing. Pro Shop rates changed due to price increases. There was a $5.00 increase for basketball rates to include shorts and Intro to Basketball was going from 6 weeks to 12 weeks. The Introduction to Basketball would be $65/$85. There would be $2.00 increase to program fees. The Running program would remain free as Volunteers would run the program. The Fitness Programs rates remained the same as 2022 as they were just added. There was a $5.00 increase for Sponsors and a $2.00 increase for Extra T-shirts due to increased costs for shirts. 8. Discussion: Friends of Recreation – The Friends of Recreation would be discussed. John/Lisa spoke with Friends of Recreation. Friends of Recreation has waiting to raise $200,000.00. Playground rep. updated pricing. 9. Discussion: Waterfront – The Waterfront playground project would be discussed & the City was waiting on the plans. 10. Discussion: Budget 2023 – The Administrative Director – Recreation received notification that the budget requests should be included in the 2023 adopted budget. The City would be looking to add $24,000.00 to the budget during 2023 for Camp Personnel when the Department needed the funds during the summer. This would allow the Department to have the staff to supervise the increased number of campers to make the revenue projection. The amended budget was approved. The hourly rates should be anticipated. There would be areas that would be tight. There would be budget line items to get exceeded. The Capital budget included $530,000 to playground, the Ice Rink Renovations, and $400,000 for the Bike Park. There was a discussion for property. Michelle Merola mentioned that the Bike Park had suggested a location. The Recreation Commission discussed the Bike Park. 2022-11-29 Saratoga Springs Recreation Commission Minutes Page 5 of 6  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 11. Discussion: General Budget – The Recreation Commission discussed the October 2022 YTD and October 2022-2019 Actual MUNIS Revenue and Expense Summary Reports that were attached to the online agenda. Based on the October 2022 YTD report Revenue Month $ 67,444.62 YTD $1,074,111.82 Remaining revenue needed to make budget $106,531.53 Expenses Month $165,075.18 YTD $1,759,172.49 Remaining available needed to make budget $857,761.43 The transfers and amendments for October 25, 2022 requested purchases were submitted. Increased Expense Summary 2022 $1,759,172.49 2021 $1,424,580.21 334,592.28 24% Revenue Total 2022 $1,074,111.82 2021 $1,019,586.29 545,525.53 54% John Hirliman explained that the revenue would exceed budget. There would be October and November revenue. The December rentals, once the Department would get the payments in January would go into next year’s budget. 12. Discussion: Director’s Report 13. Discussion: Program Report - The November 1, 2022 Program Statistics report was attached on the online agenda. The fall numbers are much better than. Soccer is better than last year. Intro to Ice Skating is on par. The instructors. 14. Discussion: East and West Side Recreation Fields – The Administrative Director – Recreation received a copy of the City/School District East and West Side Recreation Fields agreement. The biggest change with the agreement. There was not $40,000.00 allocation each year. If there will be a project get a project $25,000.00 each time. 15. Discussion and Vote: Electronic Office Products Copier Maintenance Agreement – The Recreation Department received the Electronic Office Products Copier maintenance agreement. There was an increase in Recreation Center rates for Black and White copies from $.0072 to $.0075 per copy and Color from $.05 to $.06 per copy. MM/DL 16. Discussion and Vote: Camper Holiday Kids Night Out – The motion to approve the Camper Holiday Kids Knight Out was made by Michelle Merola and seconded by Adrianna Britt-Gaeta. Discussion: The Recreation Department would be hosting a Kids Night Out for Campers at $10.00 per child. John Hirliman announced that the Department was hosting the Camper Holiday Kids Night Out on Saturday, December 17, 5-8:30pm. Food, Snacks and games would be provided. It would be open to the Campers from Camp Saradac and the Public. The Department had 4- 5 staff respond. Ayes-All Adjournment – The motion to adjourn was made by Adrianna Britt-Gaeta and seconded by Robert Manasier at 7:53 p.m. The next Meeting will be on Tuesday, December 13, 2022, 6:30pm, at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Reminder: The next Recreation Commission would be in two weeks due to the Holidays. Please note that it would not be the last Tuesday of the month. Ayes-All Respectfully submitted, Kathleen Lanfear 2022-11-29 Saratoga Springs Recreation Commission Minutes Page 6 of 6