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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, January 31, 2023 6:30pm Scott T. Johnson Recreation Center Agenda Attendance Public Comment Presentation: Saratoga Youth Hockey Needs Proposal 1. Discussion and Vote: Recreation Department Purchases 2. Discussion and Vote: Recreation Department Personnel 3. Discussion and Vote: Community Pass Change Requests 4. Discussion and Vote: 2023 City Fees - Recreation Department Curling & Pickleball Update 5. Discussion and Vote: Rock Your Fitness Boot Camp Co-Sponsor agreement 6. Discussion and Vote: Saratoga Sparks Request 7. Discussion and Vote: Nominations & Elections – Chair & Vice Chair 8. Discussion and Vote: Veterans Memorial Park - Playground Equipment – Kompan, Inc. 9. Discussion: Camp Saradac 10. Discussion: Drop In Programs 11. Discussion: Capital Projects 12. Discussion: General Budget 13. Discussion: Director’s Report 14. Discussion: Program Report 15. Discussion and Vote: CIT Program $50.00/week Adjournment - Next Meeting – Tuesday, February 28, 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. 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 1 of 7  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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, January 31, 2023 6:30pm Scott T. Johnson Recreation Center Agenda Attendance – Derrick Legall, Adrianna Britt-Gaeta, Amy Smith, Michelle Merola John Hirliman Guests: Rodney Eddy & Kyle McNaughton, Saratoga Youth Hockey The Saratoga Springs Recreation Commission meeting was called to order by Derrick Legall, Chairman at 6:40pm. Public Comment – There was no public comment. Presentation: Saratoga Youth Hockey Needs Proposal – Saratoga Youth Hockey was presenting a needs proposal to the Recreation Commission. The Saratoga Youth Hockey submitted their presentation to the Recreation Commission. Rodney Eddy from Saratoga Youth Hockey wanted tell the Recreation Commission the background about his organization and provide the proposal information that they would be presenting to the Mayor this week. Saratoga Youth Hockey Today had 300 full season players from 4-17 years old; 11 travel teams, 8U House, 10-14U House, and NY Rangers LTS; over 200 summer league players ranging from 8U - high school while spending ~ $125k/year in ice rentals from the city; 5 organization run tournaments per season along with (1) Can/Am run tournament in September and gave over $10k in annual scholarships awarded for financial need. Saratoga Youth Hockey took players new to hockey, and brought them up to playing on teams. Saratoga Youth Hockey in 3 Years expecting 400 full season players from 4-17 years old; 15 - 18 travel teams, 6U House, 8U House, 10 - 14U House, Saratoga Youth Hockey LTS; over 300 summer league players ranging from 8U - high school spending ~ $200k/year in ice rentals from city; 7 organization ran tournaments per year; (1) Can/Am ran tournament in September and gave over $20k in annual scholarships awarded for financial need. The Summer program was where kids would play hockey and would go back to lacrosse, soccer and other sports. 2022-2023 Ave. Weekday Ice Usage vs 2023-2024 Ave. Weekday ice Usage was provided. There was a 30% increase in weekday rentals over 2022 – 2023. This increased need would push the Men's Leagues and Skidmore Club hockey to later start times and keep rinks open until past 11:30pm. Saratoga Youth Hockey provided Rink Renderings including Concept 1 Rink Rendering & Concept 2 to the Recreation Commission. Saratoga Youth Hockey tried to avoid Weibel Rink Friday nights due to Skidmore and High School Hockey. Saratoga Youth Hockey was not the only looking for indoor recreation space. The ice rinks were full every night of the week during prime season was October – March. 7am-3pm would be the most difficult time to rent. An additional Rink would fill a Community Need. Currently, private groups consumed a disproportionate amount of prime ice slots shutting out city programs and "open" skating opportunities. Rink birthday parties generally use the locker rooms as celebration space for refreshments. It had not the best with the smell. DPW used Weibel Rink as "homebase" for work force without any amenities. Current ice surfaces were not convertible to turf (but could be explored). Adding additional ice sheet would allow Saratoga Youth Hockey to continue its growth while opening additional weekday slots for community programming and "open" skating opportunities. The design of the rink expansion could incorporate a community room for parties and other group activities. The expansion could incorporate proper facilities for DPW staff including break room, and showers. The new surface could be convertible to turf and/or sport court for other sports to utilize. 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 2 of 7  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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta During the off season, Saratoga Youth Hockey would encourage indoor court space for any number of user groups. Glens Falls Veterans group with difficulties getting on/off ice they would come here if space opened up. Years ago, there was a men’s group. Saratoga Youth Hockey would like to bring one back. Saratoga Youth Hockey presented Additional User Groups. The Ice Users Groups included Girls High School Hockey, Albany Sled Hockey Group (currently looking for home ice), and the Recreation Department run adult leagues (Saratoga Youth Hockey would consider running as well). The Turf Users Groups would include Saratoga Youth Lacrosse, Saratoga Wilton Soccer, Pre- season youth baseball, and Adult rugby clubs for winter training. There were four times as many Hockey teams. Lacrosse was looking for an Afrim’s style indoor space. The girls group was getting better. This was based on our invitation. Saratoga Youth Hockey provided an Annual Tournament Local Economic Impact for the Current Tournament Format $833K vs a 3 Rink - Tournament Format $2.47M in Hotels, Meals and Misc. spending. Saratoga Youth Hockey were not running tournaments during track season or parents weekend. These tournaments were running during the dead of winter increasing occupancy. This was a benefit for community and establishments. Saratoga Youth Hockey reported that there were Resources including Governor Hochul Announces Grand Opening of $64 Million Nexus Center in Downtown Utica I Governor Kathy Hochul fnv.gov), Nexus Center Utica I Multi-Surface Sports Complex (nexusutica.com), Proposed Community Project - Caroga Lake, NY, and New Construction - Missoula Montana. Saratoga Youth Hockey explained A BIT ABOUT US as they were founded in 1976 by Joe Vernon. Saratoga Youth Hockey had been providing organized hockey to kids of all levels of ability in the Saratoga region for over 40 years. Saratoga Youth Hockey continued to strive to meet Joe's dream of making ice hockey accessible to any child who wants to play. Saratoga Youth Hockey was an all-volunteer, not-for-profit, community-based hockey program dedicated to providing all ages of youth participants with the opportunity to experience the great game of hockey. Saratoga Youth Hockey was trying to keep the costs down. Other organizations charged $1,700-$1,800. 2022-23 PROGRAMS included Learn to Play 5-12 year olds Program through the NY Rangers for kids who wont to learn the basics of playing Fall &. Winter sessions 10 Saturday morning practices (per session) cost was $295 includes head to toe equipment; Mites 6U&8U Season ran October - March with 2 practices per week, Saturday games + potential travel based on age & ability to participate in 1 home tournament Skills sessions to further develop players and goalies costing $400; Travel Teams 10U-12U-14U-16U Season ran October - March with 2 practices per week, 12 home games, 12+ away games, 1 home tournament and 1+ away Skills sessions to further develop players and goalies costing $725 (10U), $775 (12U), $1200 (14U); House Team 10U, 12U, 14U Season ran October - March with 2 practices per week, 12 home scrimmages, zskills sessions during the season to further develop players and goalies costing $425; Growing Girls Hockey: Saratoga Youth Hockey was committed to growing opportunities for girls to play hockey. Throughout the year, Saratoga Youth Hockey would be hosting girl-centered events, to further build their skills and gave them the chance to play with girls throughout the organization. There would be more details and events to come! FOR MORE INFORMATION: Check out their website at HTTPS://WWW.SARATOGAHOCKEY.ORG. Saratoga Youth Hockey was looking for a barometer. Saratoga Youth Hockey was looking for a Vernon Arena size rink. Adrianna Britt-Gaeta asked when would the season end? The peak season ended at the end of March and Tryouts were in April. It would take a couple of hours to convert the ice to turf. There were certain days for Ice like Monday/Tuesday and would have turf groups during the Thursday-Sunday. Kids/parents were willing to skate late if needed. Saratoga Youth Hockey did not want to take ice from other user groups. Saratoga Youth Hockey wanted to work as partners. 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 3 of 7  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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Saratoga Youth Hockey explained about the increased needs for a girls program. There were Coed teams when the girls were younger but needed to be separate as they got older. The dream was to have an indoor soccer league. The issues Saratoga Youth Hockey had was in the Vernon Locker rooms. It was too tight. The lockers rooms needed expanding. Saratoga Youth Hockey wanted Saratoga Springs to be a Winter sports destination. Clifton Park, Glens Falls had other programs. Saratoga Youth Hockey wanted Saratoga Springs to corner the market. Saratoga Youth Hockey would go out to find the Capital funds. Amy Smith asked if Saratoga Youth Hockey were looking for a private/public partnership. Saratoga Youth Hockey would wanted a full service facility. Amy Smith asked if Saratoga Youth Hockey was looking to partner with their colleagues on the ice? Saratoga Youth Hockey was not looking for a rink built for youth hockey. Saratoga Youth Hockey were looking for a rink built for the community. It’s difficult to have the kids on late. Saratoga Springs had more user groups than most. There was a long list of user groups. Saratoga Youth Hockey was asked had they spoken to Skidmore. Saratoga Youth Hockey had spoken to the coach. The locker room project was a 10 year lock so Skidmore would not be doing anything. By having an additional sheet of ice, Skidmore wanted to revise the club programs. Saratoga Youth Hockey was asked “How do you market? Rodney Eddy explained that word of mouth, Recreation Center, website, used to give out at schools challenging but now to PTAs, yard signs, Geo tracks, post at rink, tourism bureau, and area businesses. USA Hockey promoted Saratoga Youth Hockey. The NYS Rangers would run a Learn to Play Hockey with free gear which was a huge draw. Amy Smith asked about capital district rinks. Rodney Eddy explained about the various other rinks and areas such as Troy, RPI, HVCC, Albany Co, Bethlehem, Western NY had 3-5 sheets of ice. Rodney Eddy explained he had an architect on the board. The Bike Park was discussed. The Recreation Commission thanked Saratoga Youth Hockey for presenting. Further Discussion: Amy Smith thought revenue was lower, excluding COVID than years ago. John Hirliman explained that traditionally Saratoga Youth Hockey would start early and end later and explained about scheduling. The Recreation Commission discussed indoor multi-use facilities and the concern regarding the changeover. Adrianna Britt- Gaeta was concerned about the ability to have other groups splitting the ice time. It would be better if the whole months were booked for non-ice groups or ice groups. Who would decide when the rink would be ice or truf? John explained the Department would. The Recreation Commission discussed other groups building facilities. John Hirliman explained Saratoga Youth Hockey had a history of fundraising. There were 2 collegiate/4 Jr. High indoor basketball courts, 7 Baseball fields, but 2 indoor ice rinks. Amy Smith asked about the property next to the Ice Rink. The property would be half was usable. The owner wanted the property rezoned. Amy Smith stated looking long term it would be good to have a hub for a sports activities. The group was talking about tournaments and not the impact on Recreation. There was an invitation with the Mayor for Thursday at 2pm. 1. Discussion and Vote: Recreation Department Purchases – The motion to approve the Recreation Department purchases in the amount of $5,887.60 was made by Amy Smith and seconded by Adrianna Britt-Gaeta. Discussion: Company Description Amount Org Obj – Proj Note Wolberg Electrical Supply LED Light Project* $ 1,324.54 A3567182-52000-1193 Money on the line Lowes LED Light Project* $ 431.84 A3567182-52000-1193 Money on the line John Hirliman Curling Rock Set $ 2,486.22 A3567194-54180 Transfer Pending Motion Sports Skate Aides $ 1,645.00 A3567192-52500 Money on the line $ 5,887.60 * There may be additional costs for the Ice Rink LED Light Project. DPW would submit vouchers and they would be processed through the City's Capital Fund. The total project was $30,000.00. 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 4 of 7  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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta There were additional skate aides that were needed at the Ice Rinks. Requested purchase requisition prior to the increase pricing and the shipments were going to be delayed. Curling Rock Set – A transfer would be coming from the Participatory Budget funding. The Recreation Commission asked if the Department had a City Credit card. (Ayes-All) 2. Discussion and Vote: Recreation Department Personnel – The motion to approve the Recreation Department personnel was made by Amy Smith and seconded by Derrick Legall. Discussion: The Recreation Department submitted the Part Time seasonal personnel with effective 2/4/2023 including rates along with Suhkpreet Grewal 1/25/2023 and Daniel Smith 1/31/2023 as Recreation Leaders. Samuel Palmer, Kiera Unverzagt and Davaughn Berry, as Camp Saradac Counselors, who attended the 12/17/2022 event agreed to return effective 6/3/2023. The increases were the firth Saturday of the month. (Ayes-All) 3. Discussion and Vote: Community Pass Change Requests – The motion to approve the Community Pass/Capturepoint requests was made by Amy Smith and seconded by Adrianna Britt-Gaeta. Discussion: The Community Pass/Capturepoint credit card charges were being revised to be charged to the consumer. Instead of charging separate fees for each card at an average of 3.1, without AMEX was 2.65%, the company was requesting charging 2.99% and remaining 1% for ACH charges. The Commission voted to the pass along the Credit Card fee. Capturepoint/Community Pass was requesting to charge $12,700.00 for the service agreement. This is less than the contracted $13,000.00 approved by the City Council 10/15/2019. The price quote was increased from $11,500.00. The service agreement was under the City attorney’s review. (Ayes-All) 4. Discussion and Vote: 2023 City Fees - Recreation Department Curling & Pickleball Update – The motion to approve the 2023 City Fees Recreation Department Curling and Pickleball Update was made by Adrianna Britt- Gaeta and seconded by Derrick Legall. Discussion: The Department changed the Curling program to Drop In Rec Curling for Free to gain interest for the next 6 weeks. Due to the short notice, it was difficult to get teams. The 2023 Pickleball League fees were approved to be the same as the Field Hockey League fees. Upon review, the Workshop fees had a $20.00 differential and the League had a $10.00 differential. The Department was requesting to update the Non- City fees to be $ 57.00 and $37.00 accordingly. (Ayes-All) 5. Discussion and Vote: Rock Your Fitness Boot Camp Co-Sponsor agreement – The motion to approve the Rock Your Fitness Boot Camp Co-sponsor agreement was made by Derrick Legall and seconded by Michelle Merola. Discussion: The Recreation Department was requesting an approval of the Co-Sponsored Rock Your Fitness agreement with 60/40 split. The Department updated the dates, fees, and took out the Pandemic operations plan. (Ayes - All) 6. Discussion and Vote: Saratoga Sparks Request – The motion to approve Saratoga Sparks request and waiving the tournament cancellation policy was made by Derrick Legall and seconded by Adrianna Britt-Gaeta.. Discussion: The Saratoga Sparks was requesting to pay $1,000.00 to close the previous tournament balance on their account. The organization would like to return to the Recreation Center. (Ayes – All) 7. Discussion and Vote: Nominations & Elections – Chair & Vice Chair – The motion to nominate and elect Derrick Legall as to remain as Chair was made by Amy Smith and seconded by Michelle Merola. The motion to nominate and elect Amy Smith as Vice Chair was made by Michelle Merola and seconded by Adriana Britt-Gaeta. (Ayes-All) 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 5 of 7  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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta The motion to change Discussion: Veterans Memorial Park - Playground Equipment – Kompan, Inc. to a 8. Discussion and Vote: Veterans Memorial Park - Playground Equipment – Kompan, Inc. was made by Amy Smith and seconded by Michelle Merola. (Ayes-All). The motion to approve the Veterans Memorial Park - Playground Equipment agreement with Kompan, Inc. was made by Amy Smith and seconded by Michelle Merola. 8. Discussion: Veterans Memorial Park - Playground Equipment – Kompan, Inc. – The Recreation Department had $530,000.00 in the 2023 Capital account. Funds encumbered from previous years should be $550,381.20. The Department must raise funds prior to utilizing funds the last portion of the funds. The funds were for Playgrounds and Facilities projects ending in Proj Code 1224. In addition to the $530,000.00 2023 funds and the City would release $339,918.20 from the Commissioner of Finance 2022 Purchase Order. Kompan Inc. was requesting $869,918.11 for the Veterans Memorial Park playground with the exclusions. The Director was contacting the company regarding the exclusions and they were requesting DPW assistance. The Department would not know the cost of the exclusions to the City. An email response to the request was submitted 1/31/2023. The colorful light up equipment was not included. Adriana Britt-Gaeta asked about the accessibility. What does ADA compliant mean? John explained there was platform area, 2-5 year old area, and ramps that go onto the playground section. It was not like the Milton playground. Amy Smith asked if the equipment was the 2023 version of the West Side equipment. Amy Smith asked what was the timeline? Goal was to get onto the City Council meeting. It would take about 20 weeks and building in September. Construction/Installation would take up to 3 months to complete. (Ayes-All) 9. Discussion: Camp Saradac – The Saratoga Springs Recreation Department was requesting holding approximately 40 slots for scholarships in the 2023 year. This year, Camp Saradac would be at the Scott T. Johnson Recreation Center only. The number of weekly slots would be reduced to 96 from 120-130. There were up to 150 per week but it was unmanageable. The Department wanted to work with the previous scholarship recipients, Saratoga Housing Authority, and Franklin Community Center to get the applicants signed up. Having an online option this year would help. This year the applicants could be uploaded. Derrick Legall liked keeping the 40 scholarships aside. John Hirliman explained that some of the scholarship were non-city residents. The Recreation Commission discussed the deadlines including April 30. The Recreation Commission understood that some of the applicants would be non-city residents. 10. Discussion: Drop In Programs – John Hirliman updated the Recreation Commission that the information regarding Drop In programs was under review by Human Resources. 11. Discussion: Capital Projects – The 2023 Capital projects include Veterans Memorial Park Playground, Ice Rink renovations (security system) and Bike Park. The Ice Rink doors were being installed. The vendor would be including rain gutters for no additional charge. 12. Discussion: General Budget – MUNIS reports dated 1/27/2023 stated that December 2022 revenue received was $1,249,561.04 YTD which is over $50,000.00 over budget, and brought in $105,842.47 in December. The Department had not received the $70,100.08 in Skate Park donations prior to the meeting. MUNIS reported expending $2,192,104.25 YTD with a month cost of $292,814.57 in December and an available balance of $431,585.95. Currently, there was $79,117.42 encumbered expenses. 13. Discussion: Director’s Report – John Hirliman presented his report to the Recreation Commission. There were positive program numbers. The first weekend in March the Recreation Department was looking to have equipment SWAP. The Department was looking to work with organization in case items were not picked up. The agreement for the Saratoga Casino Holdings Inc. Soccer fields would be going out to Skip Carlson for the Department’s Spring and Fall Soccer Program. Tournaments, curling would go from Drop In Free to a League & facilities were being upgraded. Veterans Memorial Park backstop needed repair. The Recreation Commission discussed basketball and coaches including grade 2/3 playoffs & coaches game Friday Night. Derrick recommended Stewarts for the Ice Cream for playoffs. Curling was shuffleboard on Ice. The Recreation Commission discussed the Curling Drop In program. John Hirliman notified the Commission that was a leak in Recreation Center. 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 6 of 7  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 www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 14. Discussion: Program Report – John Hirliman reported the Program statistics to the Recreation Commission. Pickleball had increased. 2022 was a good year. 15. Discussion and Vote: CIT Program $50.00/week – The motion to approve the CIT program at $50.00 per week was made by Adrianna Britt-Gaeta and seconded by Amy Smith. Discussion: The Recreation Department requested a Camp Saradac CIT program for 15 year olds with 2 seasons of Camp experience. This was included in the 2023 budget. Derrick Legall and Amy Smith were concerned if that would be enough. Amy Smith asked if 14 year olds could attend but NYS DOH required 15. (Ayes-All) Adjournment – The motion to adjourn was made by Adrianna Britt-Greta and seconded by Amy Smith at 8:26pm. The Next Meeting would be on Tuesday, February 28, 2023, 6:30pm, at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. (Ayes-All) 2022-01-31 Saratoga Springs Recreation Commission Minutes Page 7 of 7