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, December 13, 2022 6:30pm Scott T. Johnson Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote: Minutes 2. Discussion and Vote: Recreation Department Purchases 3. Discussion and Vote: Kenneth Henderson and City Co Sponsor Pickleball Agreement 4. Discussion and Vote: Recreation Facility and Public Session Rules 5. Discussion and Vote: City Co-Sponsored Enrichment Programs with BeTa Community Programs & Agreement 6. Discussion and Vote: Update 2023 Fees for Enrichment Programs/Curling 7. Discussion and Vote: Credit Fees 8. Discussion and Vote: 2023 Scholarship Program and Volunteers 9. Discussion and Vote: NYS OCFS/Saratoga County YDP application 10. Discussion and Vote: Accept Basketball Sponsors 11. Discussion and Vote: Nevco Scoreboard Authorization 12. Discussion and Vote: Electronic Office Products Copier Maintenance Agreement-Ice Rink 13. Nominations for January Elections – Chair & Vice Chair 14. Discussion (and Vote): Drop In Programs 15. Discussion (and Vote): Friends of Recreation 16. Discussion: Budget 2023 Update 17. Discussion: General Budget 18. Discussion: Director’s Report 19. Discussion: Program Report 20. Discussion and Vote: Curling Program Adjournment - Next Meeting – Tuesday, January 31, 2023 - 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. 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 1 of 11  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, December 13, 2022 6:30pm Scott T. Johnson Recreation Center Agenda Attendance – Robert Manasier, Derrick Legall, Adrianna Britt-Gaeta, Michelle Merola, John Dowd John Hirliman and Lisa Morahan. The Saratoga Springs Recreation Commission meeting was called to order by Derrick Legall, Chair. Public Comment – There was no public comment. 1. Discussion and Vote: Minutes – The motion to approve the minutes was made by Robert Manasier, and seconded by Derrick Legall. (Ayes – All) 2. Discussion and Vote: Recreation Department Purchases - The motion to approve the Recreation Department purchases for Ice Rink scoreboard and volleyball sets were made by Derrick Legall and seconded by Adriana Britt-Gaeta. The Department would spend the money and Adirondack Trust would reimbursement the $14,643.00 for the scoreboard. The Volleyball sets costs were up to $6,000.00, total purchases would be $20,643. The Department had the money in the budget (Ayes – All) 3. Discussion and Vote: Kenneth Henderson and City Co Sponsor Pickleball Agreement - The motion to approve the City Co-sponsor pickleball agreement with Kenneth Henderson was made by Michelle Merola and seconded by John Dowd. Discussion: Pickleball - Co-Sponsor Agreements – The Department updated prices, address, and date to 12/31/2023 and removed Pandemic Plan. The split remained 60/40. Derrick Legall had questions on Kenneth Henderson. Kenneth Henderson ran the pickleball program. (Ayes – All) 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 2 of 11  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: Recreation Facility and Public Session Rules The motion to approve the Recreation Facility and Public Session Rules was made by Derrick Legall and seconded by Robert Manasier. Discussion: Marilyn Rivers reviewed the rules and moved the “This is a Play or Skate at your own risk to the top of the rules. The rules included all the changes previously discussed. The Recreation Department was updating the Facility and Public session rules: Under General Park rules, added no drugs and vaping and 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 Under Splash Pad Rules, 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 Under playgrounds, added THIS IS A “PLAY AT YOUR OWN RISK” FACILITY Under Skate Park Rules, changed Skate Park rules to the Skate Park rules and regulations based off of Hudson River Park and added scooters. The Pickleball rules were updated. Under the Waterfront Park Rules, added no drugs/vaping. Under the Scott T. Johnson Recreation Center and Ice Rink rules, added no drugs/vaping. Under the Scott T. Johnson Recreation Center Rules, added Scott T. Johnson to the 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; added Basketball hoops are at 10’; removed : For Tteam or private instruction, please schedule with the Rec Center during other hours ; and removed: Non marking shoes and ball must be used. Under Scott T. Johnson Recreation Center and Ice Rink rules, added Public Notices. 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. Under the Ice Rink Public Session Rules, removed 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; added is for parents with children 13 and younger to Family Skate and Family Stick; and removed 50+ Hockey. Under Pavilion rules – removed rules that were in 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 M-F. 5. Discussion and Vote: City Co-Sponsored Enrichment Programs with BeTa Community Programs & Agreement - The motion to approve the City Co-Sponsored Enrichment Programs with Beta and agreement was made by Robert Manasier and seconded by Adrianna Britt-Gaeta. Discussion: BeTa Community Programs was developed to inspire people of all ages to explore new passions. Sample enrichment classes would include Introduction to Beekeeping, Landscaping with Flowers 101, Build your own Fairy Houses, Wreath Making, Mother’s Day Succulent Potting Parties (to name a few) in a 60/40 co-sponsored partnership with the Saratoga Springs Recreation Department. $25/$35 for 1 day programs. BeTa Community Programs was developed to inspire people of all ages to explore new passions. Sample 6 week class series by Beta Community Programs should include Preschool Spanish Language & Culture; Beginner Spanish Language & Culture for Kids for starters. $90/$110 for multi-week programs; Drop In $18/$20. Any time the program would fall outside the realm enrichment programs, the Department would bring the program to the Commission for review. Lisa Morahan explained that the organization had a one stop shop. The organization had wanted to do it on their own as a rental. Michelle 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 3 of 11  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 Merola was concerned about the bees. There would be no bees in the Recreation Center. The Former Mayor wanted the Recreation Department to do more than just sports. (Ayes – All) 6. Discussion and Vote: Updated 2023 Fees for Enrichment Programs/Curling - The motion to approve the updated 2023 fees to include the enrichment programs and curling programs was made by Derrick Legall and seconded by Robert Manasier. Discussion: The enrichment programs were for the One day workshop $25/$35 for 3- 15 and $45/$65 for 16+; 6 week classes $90/$110 & Drop In $18/$20. The curling would be $280/$300 for teams and $70/$90 for individual. The Department was looking at doing a team sport including 6 week matches with a playoff on 7 week. The Department was looking for a donation from Friends of Recreation. This is Backyard Curling. Participants play cross ice for fun and go with two dog dishes with painted circles and have four divisions. This would be less formal and would have modified rules. The Department was looking for someone to make curling rocks. Curling would be a Sunday/Friday night program. (Ayes – All) 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 4 of 11  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: Credit Fees - The motion to approve the Credit Card fees charging to the customer was made by Michelle Merola and seconded by Robert Manasier. Discussion: The Recreation Commission discussed the Credit card fees charged to the City of Saratoga Springs or charged to the customer in 2023. At the time the credit fee was 2.6% no AMEX/1% ACH charged to the City and did not allow renters or would manually add the additional fee. The Department raised the rates in 2021 fees $5.00 to offset and got rid of the school district rate. During the budget time, the request was for $15,000.00 in 2023 for programming. The City gave us the $13,000.00. It would be for everything. The Department could keep the course and re-evaluate mid-year. 99% were credit card/e-check. There were some scholarship. If a participant registered online, they must pay in full by credit card and e-check. A scholarship participant would receive a note and would pay knowing the balance in advance. Adrianna Britt-Gaeta would be frustrated with the fee. Amy Smith and Michelle Merola mentioned that the fees were added to the bottom. Amy Smith said they currently included fees in the rate. The program fees range from $25-$120, except Camp fees up to $2,500. Adrianna Britt-Gaeta expected this from Amazon. The $13,000.00 could be going into programs or leave it credit card fees. Amy Smith and Adrianna Britt-Gaeta talked about leaving the fees into the total price and increasing the prices. Michelle Merola recommended to pass the fee onto the participants. John Dowd spoke about Miss Softball and how the organization handled the fees. Amy Smith said don’t give them another option. The person would have to come to the Recreation Center to register in person to save the fee. John Dowd thought fees should be passed onto the participant. Michelle Merola recommended trying to charge it. Robert Manasier said would have to explain to the constituents. Amy Smith mentioned it was a personal aggravation. Some would drive here. As long as people can still pay in person, Michelle Merola and Robert Manasier recommended to pass the credit card fees onto the customer. The Recreation Commission discussed where to post the notification. Derrick Legall recommended on website and on the online system and make the information stand out. Amy Smith and Robert Manasier recommended putting it on the cover page prior to reaching the catalog. Adrianna Britt-Gaeta wanted the information to stand out. Amy Smith recommended reviewing the status at the April Meeting. (Ayes – All) 8. Discussion and Vote: 2023 Scholarship Program and Volunteers Updated Scholarship Application Approval - The motion to approve the 2023 Scholarship Program and Volunteers was made by Derrick Legall and seconded by Robert Manasier. Discussion: The income table was adjusted. The Saratoga Springs Recreation Department was requesting that the updated Scholarship Application be approved. Volunteers would refund 100%. There is a $10 processing fees for refunds. The increase in the table 5-8% to provide more scholarships. (Ayes – All) 9. Discussion and Vote: NYS OCFS/Saratoga County YDP application - The motion to approve the NYS OCFS/Saratoga County YDP application was made by Adrianna Britt-Gaeta and seconded by John Dowd. Discussion: The Department requests funding to reimburse submit 2023 season offsets the costs of Camp Saradac. (Ayes – All) 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 5 of 11  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 and Vote: Accept Basketball Sponsors - The motion to approve the $6,900.00 in Basketball Sponsors was made by Robert Manasier and seconded by Adrianna Britt-Gaeta. Discussion: Lemery Greisler LLC, On Call LLC Plumbing and HVAC, West Ave Chicken and Caputos were new sponsors. The total sponsorship received to date was $6,900.00. Lisa Morahan recommended having sponsors for Soccer too. (Ayes-All) 11. Discussion and Vote: Nevco Scoreboard Authorization The motion to authorize the proof of the Nevco Scoreboard donated by Adirondack Trust Company was made by John Dowd and seconded by Derrick Legall. Discussion: Nevco needed authorization for the sign proof. 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 6 of 11  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 12. Discussion and Vote: Electronic Office Products Copier Maintenance Agreement-Ice Rink - The motion to approve the Electronic Office Products Copier Maintenance Agreement for the Ice Rink was made by Robert Manasier and seconded by Adrianna Britt-Gaeta. Discussion: The price increased from $200.00 to $225.00. (Ayes – All) 13. Nominations for January Elections – Chair & Vice Chair Discussion: Derrick Legall and Michelle Merola recommended Amy Smith for Chair. The nominations were tabled to the next meeting. 14. Discussion: Drop In Programs Adult Basketball players with kids would like to bring them to the session and play on the other courts at no charge if possible. The Recreation Commission discussed the idea of allowing City Employees to participate in Drop In programs for no charge. One of the volunteer coaches played Adult Basketball and wanted the son to shoot hoops while he participated in Adult Basketball. The Department had people who said kids should not be out there. The concern if start with one then there would be more. Derrick Legall was concerned that the child could not be seen playing on an open court without supervision. The Department had a regular player did not like answer when he was told his child could not attend. The program is 1.5 hours 7:30-9pm once a week. John Dowd was concerned if a kid got out, you would have a kid missing, it was a recipe for disaster. Adrianna Britt-Gritt said don’t leave a kid unsupervised. Amy Smith asked did anyone spoke to the dad. John Dowd said it’s not the greatest environment for children. The Recreation Commission would leave the program as it is. The Recreation Commission discussed the City employees have free access to Drop In Recreation Center and Ice Rink programs. Currently, City employees have to pay every time. This was just a thought and it would be just for the employee. The Recreation Commission was not taking about the programs. This would go to HR and then to the City Council. Amy Smith moved to add Discussion and Vote: Drop In Programs and Derrick Legall seconded. (Ayes-All) The motion to recommend allowing City Employees to participate in Drop In Programs for no charge was made by Derrick Legall and seconded by Robert Manasier. Discussion: Derrick Legall asked did that include Recreation Commission members. Amy Smith said would then have to open to all the boards/commission. John Hirliman said HR would have to evaluate. (Ayes-All) 15. Discussion: Friends of Recreation – The Recreation Commission would discuss the status of the Friends of Recreation. This year the Department would have an open public session on New Year’s at the Ice Rink. The Recreation Department would have the Public session on New Year’s Eve at Congress Park. The Friends of Recreation would man a station. They would rent skates and have hot cholate. There would be no staff. This would run weather permitting by the Katrina Trask area. The public would go be to the kiosk or to the Visitors Center. Motion to Add Discussion and Vote: Friends of Recreation was made by Adrianna Britt-Gaeta and John Dowd seconded. (Ayes – All) The motion to authorize the Friends of Recreation to utilize City Ice Skates at the Congress Park event was made by Adrianna Britt-Gaeta and seconded by John Dowd. (Ayes – All) 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 7 of 11  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 16. Discussion: Budget 2023 Update – The 2023 Budget had been adopted. The Finance Department would be allowing the Camp to receive additional personnel funding, if needed, during the summer 2023. The Capital items included Veterans Memorial Park Playground, Ice Rink Security System, and a portion of the Bike Park. Amy Smith stated that everyone knows about the Saratoga Youth Hockey third sheet of ice proposal and the Bike park area. Weible Avenue was the discussed location. Michelle Merola asked about the D’Andrea’s locations. She was told that the area was too wet. The Saratoga Shredders wanted to hire a consultant. Camp Saradac had received a $30,000.00 assignment of 2023 funds from the Finance Department. 17. Discussion: General Budget - The Recreation Department would need to bring in less than $44,000 to make budget. There was over $700,000 available in the Expense budget to spend. The Recreation Department revenue had increased from last year at this time. The expense lines the Department would stay within our budget lines. 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 8 of 11  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 18. Discussion: Director’s Report Saratoga Wilton Baseball requested to skin the East Side Rec. Major/Minor fields. The organization had offered to fund the project. The groups would work with DPW and the school. John Dowd said it was a great project. They wanted to make a synthetic infield. Robert Manasier mentioned parents hated the clay. John Dowd mentioned they were not going to like the clay. Robert Manasier said that they (the organization) were going to buy all the fill. The question was asked would there any potential groups able to utilize the fields? This opened the field up to softball. The Saratoga Youth Hockey and the Bike Park projects were discussed. 19. Discussion: Program Report – The Basketball League was up by 15 in the Fall/Winter programs. Volleyball was up by 31 participants and Introduction to Ice was down by 32. 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 9 of 11  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 20. Discussion and Vote: Curling Program-The motion to approve the Curling Program was made by Derrick Legall and seconded by Robert Manasier. Discussion: The Recreation Department was requesting to start a curling program this February. (Ayes-All) 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 10 of 11  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 Adjournment – The motion to adjourn was made by John Dowd and seconded by Robert Manasier. The Next Meeting would be on Tuesday, January 31, 2023, 6:30pm at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. (All – Ayes) 2022-12-13 Saratoga Springs Recreation Commission Minutes Page 11 of 11