Recreation Commission

City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert 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, March 28, 2023 6:30pm Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote: Minutes 2. Discussion and Vote: Recreation Department Part Time Personnel 3. Discussion and Vote: Stewarts Holiday Match Donation - $5,000.00 4. Discussion and Vote: George and Martha Parker Donation - $2,100.00 5. Discussion and Vote: Recreation Department Purchases 6. Discussion and Vote: Amendment Capital Program and Budget for the Outdoor Multisport Court Project at the Scott T. Johnson Recreation Center utilizing Subdivision Recreation Fees 7. Discussion and Vote: Camp Saradac Trips and Program 2023 revised 8. Discussion and Vote: It’s Climb Time Agreement $775 9. Discussion and Vote: Saratoga Spa State Park Bus Permit Application $35/bus/visit est. $420 & $70 10. Discussion and Vote: NYS Parks Permit for the Running Program 11. Discussion and Vote: Pitney Meadows Community Farms Agreement for the Running Program 12. Discussion and Vote: Waterfront Yoga for Free 13. Discussion and Vote: Waterfront Playground 14. Discussion and Vote: Skate Park Dedication Plaque 15. Discussion and Vote: Approve to apply for the USTA Growing Tennis Together Grant up to $5,000.00 16. Discussion & Vote: Tennis Programs 17. Announcement: Field User Meeting – Wednesday, April 19, 2023 – 6:00 pm 18. Discussion: Capital Projects 1. Discussion: Veterans Memorial Park Playground & Field House MP 2. Discussion: Skate Park 3. Discussion: Ice Rink 4. Discussion: Bike Park 5. Discussion: Scott T. Johnson Recreation Center 19. Discussion: CPSI Course 20. Discussion: General Budget 21. Discussion: Director’s Report 22. Discussion: Program Report 23. Discussion and Vote: NYS DOH Children’s Camp 24. Discussion and Vote: School District Transportation Agreement 25. Discussion and Vote: Contract – Kompan 26. Discussion: Saratoga Springs Little League Request 3/27/2023 Adjournment - Next Meeting – Tuesday, April 25, 2023 - 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. If you cannot attend, please submit questions via email to Recreservations@saratoga-springs.org. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 1  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert 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, March 28, 2023 6:30pm Recreation Center Minutes The Saratoga Springs Recreation Commission was called to order by Derrick Legall at 6:32 p.m. Attendance: Amy Smith, Robert Manasier, Derrick Legall, Alphonse Lambert, and Michelle Merolla. Lisa Morahan, John Hirliman, Guests: Meghan Connolly Haupt, Kelly Gargano Public Comment – There was no public comment. Playground Presentation – Veterans Memorial Park – A place for everyone. The presenters wanted the playground to be a play for everyone. The playground was not inclusive from the pictures that they had seen. Meghan Connolly Haupt was a parent and business owner with a special needs child came to speak to the Recreation Commission regarding the Veterans Memorial Park playground. Kelly Gargano had a 9 year old with special needs, 12 year old with disabilities with autistic vision. Her husband runs a business in Saratoga Springs Spring Street Deli. She requested that things be better for everyone. There had been a limited amount of the play in August. She had met with Commissioner Moran with a follow up meeting with O’Neil today Megan Connolly Haupt and Kelly Gargano did not know who to talk to and were told to come here tonight. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 2  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Megan Connolly Haupt and Kelly Gargano are working for free doing this pro bono. They explained to the Recreation Commission about ADA, Accessibility and Inclusivity. The area being fenced in was really important. This kept kids safe. Shade was needed over the play area. Kid size picnic tables so they could sit and be included. The rubberized ground cover was recommended as it was difficult to walk and move on the wood chips. It was requested to have color contrast on edging of anything that could be tripped over and marked stairs, steps, & ramps. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 3  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Kelly Gargano also requested bands on the edging, finger channels and tracing images not just mazes, balancing activity, and raised sand pits. The presenters requested an accessible teeter totter and/or spinner, music area-need auditory elements, and supportive chair zip line. The presenters requested no custom items use off the shelf items. This would allow 100 % could access it and could play together. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 4  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Swings encouraged social interaction and development of social skills. The movement of swings helped develop perceptual skills. Swinging increased spatial awareness and helped develop gross motor skills. The presenters requested adding all different types of swings be kept together. Kids could play together. They were looking for a wider foot print. The presenters recommended a full support middle harness (red swing) and a parent and child swing. The presenters wanted to keep the areas together. They did not want children with disabilities over in one area and the main area over in another area. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 5  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Structure The slide entrance needed to be level with platform. (No lip) The child shouldn’t have to step up into the slide. Confirm there were railings on both sides of everything to hold on to that can be grasped with small hands. Be sure to check for the correct diameter of the railings. It was recommended that there be plastic slides instead of metal. Metal were too hot and shiny. Social and educational insert slide Playgrounds could be outdoor classroom space. A space with things that encouraged socialization-team activities i.e. pegs on wall pushed in from the other side, and Lounge nets, that gives older kids a way to enjoy the park that matches their developmental needs. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 6  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta There is no Camp Saradac for the children. Kelly Gargano explained she went to the playgrounds with her child. She drove from playground to playground looking for activities for her to be able to do. She drove around to go to the playgrounds because couldn’t find activities for her to do. She wanted things that that encourage. She requested interactive pegs on both sides and extend the age of the playground to include lounge nets. The presenters wanted elements with interactive accessible and inclusive social aspects where they could play with each other. There was a request for an accessibility slide, changing tables, picture communication board, picture cards, and sign language cards. There could be a big statement with a small expense. The presenters explained the difference between ADA compliant and inclusivity. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 7  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta The presenters requested that everyone was able to access the playground. Asked about other considerations including Senior exercise equipment for strength, flexibility and balance, an installation that educates about the creatures that can be found in the local water, an installation that educates about the native Americans who lived here (there’s protected land within a quarter mile of the playground site), Gardens and planters with drought resistant and pollinator friendly plants, herbs that keep mosquitoes away along with raised beds, Eco-friendly design with minimal environmental impact that educates (e.g. solar shade structure, windmill activity), and the theme was “water” but there didn’t appear to be any water-related activity or education. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 8  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta The Veterans Memorial Park could be a destination. The presenters were involved with a special needs parent group with over 100 families. It was recommend that the East Side Rec. Swing be lowered so it was easier to get child onto the swing. There was a recommendation to get a high back swing like the red one on the slide. Kelly Gargano said that the West Side Rec. had no activities for her child. The presenters did not want the children off in a corner age 2-5 year old area. They wanted them included in the main playground. Their children are older than 5. The items looked too small for the older kids. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 9  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta The presenters thanked the Recreation Commission for allowing them to present. John Hirliman explained the Veterans Memorial Park project that had been order. Depending on the fall zone, items could be added. The Department was looking to add and Friends of Recreation/DPW was supplementing. There was no pavilion and 8 benches. The presenters recommended kid’s picnic sized tables. The things were too low. This proposal was what they saw and they had many concerns. There would be so many kids who would not be able to utilize the playground. This looked like it was for toddlers. It was beautiful but it’s not for everyone. There was a boy who was 6’ who would not be able to play on this. The big concern was that items were too far apart. There was not an interactive component. There needed to be the types of recommended elements. There was a special needs program at Geyser Road School throughout the year who would have nothing. With the extended school year program, the playground and splash pad adjustment could be amazing. Alphonse Lambert said their presentation was off the charts. They had common social bond. Everyone here was for the support of the kids. Alphonse Lambert said bringing my son during early child development, he was not strong enough and intimidated. Some kids were underdeveloped. The presenter was explaining that it was a slow and steady process until Spring, then the child could then get out to the playground and hike 2.6 miles. They go to Gavin Park, Catelyn’s Corners, and travel out of town. The presenters want to bring their children to play in Saratoga Springs. Derrick Legall recommended going to the Kompan website to see if there were items that could be added to the playground. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 10  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta The Recreation Commission discussed the points the presenters presented. They made valid points. It was sent out designed to have a different feel. Amy Smith said have to watch and be mindful. Amy Smith said that they did not like it in August. Michelle Merola said we should look at a way to combine the elements and look at the site lines and materials. The Recreation Commission discussed what could be done to incorporate the requests and fencing in the playground. Waterfront playground – The Waterfront playground was discussed. John Hirliman was meeting with the Representative on Thursday. Lisa Morahan asked about having an education center with the playground. The Mayor’s Department had $171,000.00 for a playground structure. The history of the waterfront was discussed. The playground include would be up top. The Recreation Commission wanted an inclusive playground. The Recreation Commission wanted to keep them involve and get a hold of Kompan regarding the Veterans Memorial Park Playground. They were a group of 100 families. Alphonse Lambert was concerned that older child could not use the playground. 1. Discussion and Vote: Minutes The motion to approve the February 28, 2023 minutes was made by Michelle Merola and seconded by Amy Smith. 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 Alphonse Lambert. Discussion: Saratoga Springs Recreation Commission Meeting Tuesday, March 28, 2023 Saratoga Springs Recreation Department Part Time/Seasonal Personnel 2023 RPC 2023 HR Start Date Rate Last Name First Name Job Class Desc 4/12/2023 $ 15.00 Karnes Sarah Recreation Leader 4/4/2023 $ 14.50 Bergbom Lillian Recreation Assistant Ayes-All 3. Discussion and Vote: Stewarts Holiday Match Donation - $5,000.00 The motion to approve the Stewarts Holiday Match Donation was made by Robert Manasier and seconded by Amy Smith. Ayes-All 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 11  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 4. Discussion and Vote: George and Martha Parker Donation - $2,100.00 The motion to approve the Recreation Department Purchases was made by Robert Manasier and seconded by Derrick Legall. Discussion: George and Martha Parker donated $2,100.00 donated $2,100.00 for Camp Saradac Scholarships. Ayes-All 5. Discussion and Vote: Recreation Department Purchases The motion to approve the Recreation Department Purchases was made by Alphonse Lambert and seconded by Amy Smith. Discussion: The Administrative Director-Recreation was requesting $1,800.00 for 3 staff to attend conference. The City would be responsible for the registration and only a portion of the lodging, $620.00 for Reimburse employee for Empire Passes, and $1,000.00 for Office Supplies. Ayes-All 6. Discussion and Vote: Amendment Capital Program and Budget for the Outdoor Multisport Court Project at the Scott T. Johnson Recreation Center utilizing Subdivision Recreation Fees The motion to recommend the Amendment Capital Program and Budget for the Outdoor Multisport Court Project at the Scott T. Johnson Recreation Center utilizing Subdivision Recreation Fees was made by Amy Smith and seconded by Robert Manasier. Discussion: The Recreation Commission was choosing between Black netting, $155,000 or galvanized $151,750. The basketball court would have DPW pave the area. There was 55’ between the building and the street. This would be galvanized fencing painted black, and netting and orange color. Participants could play Soccer, basketball, street hockey, etc. The Department was recommending utilizing funds from the Subdivision Recreation Fees. The goal was to have it installed for the Summer for kids $140,620.55. DPW would need approximately $5,000.00 and a balance for contingency. It would not be locked up and not lit. DPS would be able to see in. Derrick Legall and Amy Smith were concerned about being left open overnight. Derrick Legall recommended it be Blue Streak blue. He was concerned that the balls would hit the windows. Originally were looking at a basketball court. Derrick Legall wanted to be a good neighbor and asked that John Hirliman contact the neighbors as a courtesy. Ayes-All 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 12  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 7. Discussion and Vote: Camp Saradac Trips and Program 2023 revised The motion to approve the Recreation Department Purchases was made by Amy Smith and seconded by Michelle Merola. Discussion: The number of campers was updated to 128. The goal was to get to 150 as the Department got more staff. The Department would utilized NYS OCFS funding through the SC Youth and Aging Board funding to cover the balance. Ayes-All 8. Discussion and Vote: It’s Climb Time Agreement $775 The motion to approve the It’s Climb Time agreement in the amount of $775.00 was made by Amy Smith and seconded by Derrick Legall. Discussion: Ayes-All 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 13  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 9. Discussion and Vote: Saratoga Spa State Park Bus Permit Application $35/bus/visit est. $420 & $70 The motion to approve the Saratoga Spa State Park Bus Permit Applications to be signed by the Mayor was made by Derrick Legall and seconded by Amy Smith. Discussion: There would be 2 applications for the Saratoga Spa State park Bus Permit. The one was for the pool in the amount of $420.00 and the other was for the Columbia Pavilion in the amount of $70.00. The amounts would change based on the number of buses needed due to campers. $35.00 per bus per visit. Ayes-All 10. Discussion and Vote: NYS Parks Permit for the Running Program The motion to approve the NYS Parks Permit for the Running Program at no charge was made by Robert Manasier and seconded by Derrick Legall. Discussion: The Saratoga Springs Recreation Department was recommending having the Girls running program daily at the NYS State Park for the older girls during the summer. There would be no charge. There would be approx. 100 participants throughout the season with 30-50 per session. They would Start Spa State Park Little Theatre, Avenue of Pines, Gideon Road, Trails, Mall area and End Spa State Park Little Theatre - Daily 10am-1pm. Ayes-All 11. Discussion and Vote: Pitney Meadows Community Farm Agreement for the Running Program The motion to approve the Pitney Meadows Community Farm agreement was made by Derrick -Legall and seconded by Robert Manasier. Discussion: The Pitney Meadows Community Farm confirmed 3/24/2023 that the Recreation Department could utilize the farm again this year Mondays – Saturdays 8:30am-10:30am for the Boys Running ages 10-18 and Tuesdays and Thursdays 8:30- 9:30am for families with children ages 4-9. The City would provide an insurance certificate again this year. There would be no charge. Ayes-All 12. Discussion and Vote: Waterfront Yoga for Free The motion to approve the Waterfront Yoga program for Free was made by Alphonse Lambert and seconded by Amy Smith. Discussion: The Recreation Department was recommending the Waterfront Yoga program for Free this summer at the Waterfront. The cost for the program would be $75/hour. The Department wanted to make sure that the Commission wanted to move forward prior to developing a contract with our current co-sponsored vendor. Ayes-All 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 14  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 13. Discussion and Vote: Waterfront Playground Discussion: The Recreation Commission discussed the Waterfront Playground. The members were recommending a color combination. The playground was tabled. 14. Discussion and Vote: Skate Park Dedication Plaque The Dedication Plaque was Tabled Discussion: Benj Gleeksman was recommending to the following Skate Park Dedication Plaque. This would need additional approvals from the School District and the City. Paul Duane and Darren Brachetti were part of the first generation of skaters at the park, starting in the late 80's. In fact, Darren helped build the original version. Both of them frequented the park until their passing. Daniel Levy was also at the park all the time throughout his high school years and beyond, about two generations later - late 90's into the mid 2000's. All three were deeply loved guys who were lifelong skaters. 15. Discussion and Vote: Approve to apply for the USTA Growing Tennis Together Grant up to $5,000.00 The motion to approving applying for the USTA Growing Tennis Together Grant for up to $5,000.00 was made by Amy Smith and seconded by Alphonse Lambert. Discussion: The Recreation Department, the Wilton YMCA, and the USTA Eastern met to discuss Growing Tennis in Saratoga Springs. Many ideas to expand tennis this year were discussed and potential funding could be received through this grant opportunity. The grant requires the organization to be a USTA member and all staff to be Safe certified prior to grant submission. The 2023 Growing Tennis Together grant was available to current non-profit USTA member organizations. (Examples include community tennis associations, NJTL chapters, community- based organizations and municipalities such as parks and recreation departments.)The eligible organization would submit an application based on the need to increase tennis participation. Priority would be given to grant proposals which target youth initiatives as well as diversity and inclusion and innovative programming within parks and recreation departments and school partnerships. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 15  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Potential Grant Reimbursement Opportunities: Community Workshop • For parks department staff and volunteers - open to anyone who may be interested in instructing tennis. • Promoted through public Community Pass online registration • Potential timing is May prior to Memorial Day. • West Side Rec. with the YMCA as indoor backup. • This training would be led by Jed Murray, YMCA, and is three hours long. It is free offered by USTA Eastern. • USTA Eastern could create a flyer for this workshop. Red Ball Tennis - Program for Adults • Run a Red Ball program for adults in the summer (July-August) for 5 or 6 weeks one evening a week • West Side Rec. • Potentially included a restaurant partner to help promote program • USTA Eastern could create a flyer for this o Red Ball Tennis • Dates: June 7, 14, 21, 28, July 5, 12 (6 classes) • Cost : $27 City and $37 non City • Time: 6:30 to 8pm • Location: West Side Rec. Family Night Series (could also be during the day, if that works better) • Hosted a Family Night/Day, where kids can come out and play with their parents/guardians • Participated in on-court activities led by an instructor or on-site coordinator • Could host as a introduction event to other tennis programming, or can offer a few over the course of a few months, for example, one in June, one in July and one in August • Typically an hour and a half • Could include food and giveaways • USTA Eastern could create a flyer for this series o FREE Family Tennis Social Nights: • Thursday, June 8 6-7:30pm East Side Rec. • Thursday, July 6 6-7:30pm West Side Rec. • Thursday, August 3 6-7:30pm Veterans Memorial Park USTA League (match hosting) • Three courts at any time on the following Saturdays: 5/6, 5/13, 5/20, and 6/10. If Saturday was too busy, Sunday would work as an alternative. • Three courts at the end of the day on the following Sundays (4 p.m. would be ideal): 6/25, 7/16, 7/30. • Some places were free outdoors, but you could charge the players if you want. You would collect money from the team captains. • USTA Eastern would get a certificate of insurance. • Tentatively discussed Veterans (Geyser) Park for this 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 16  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta • Kelsey Altavilla could set up a call with my colleague Jill Pitts, who coordinates league play upstate, if that would be helpful to go over the logistics. National Tennis Month (May) • Here is a link to the USTA's site about National Tennis Month • Option to have an event - there are marketing materials and proclamations towns/cities could do to declare May as National Tennis Month. • USTA National was doing a promotion for locations that proclaim May as National Tennis Month. The link above features information on how to submit for the promotion, which is an opportunity to receive a USTA prize pack. John Hirlman explained that our Tennis program maxed out and trying to grow tennis by running Community Workshop, Family Nights and Red Ball for Adults. Red Ball was played on smaller courts where way more people could play on one court. The Department would partner with the YMCA and USTA Eastern. Ayes – All 16. Discussion & Vote: Tennis Programs The motion to approve the Tennis Programs with the new fees was made by Derrick Legall and seconded by Michelle Merola. Discussion: The City fees would be updated. Community Workshop • For parks department staff and volunteers - open to anyone who may be interested in instructing tennis. • Promoted through public Community Pass online registration • Potential timing is May prior to Memorial Day. • West Side Rec. with the YMCA as indoor backup. • This training would be led by Jed Murray, YMCA, and is three hours long. It is free offered by USTA Eastern. • USTA Eastern can create a flyer for this workshop. Red Ball Tennis - Program for Adults • Run a Red Ball program for adults in the summer (July-August) for 5 or 6 weeks one evening a week • West Side Rec. • Potentially include a restaurant partner to help promote program • USTA Eastern can create a flyer for this o Red Ball Tennis • Dates: June 7, 14, 21, 28, July 5, 12 (6 classes) • Cost : $27 City and $37 Non City • Time: 6:30 to 8pm • Location: West Side Rec. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 17  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta Family Night Series (could also be during the day, if that works better) • Host a Family Night/Day, where kids can come out and play with their parents/guardians • Participate in on-court activities led by an instructor or on-site coordinator • Could host as a introduction event to other tennis programming, or can offer a few over the course of a few months, for example, one in June, one in July and one in August • Typically an hour and a half • Could include food and giveaways • USTA Eastern can create a flyer for this series o FREE Family Tennis Social Nights: • Thursday, June 8 6-7:30pm East Side Rec. • Thursday, July 6 6-7:30pm West Side Rec. • Thursday, August 3 6-7:30pm Veterans Memorial Park • USTA National is doing a promotion for locations that proclaim May as National Tennis Month. The link above features information on how to submit for the promotion, which is an opportunity to receive a USTA prize pack. The plan was to have the Red Ball Tennis program to breakeven. Ayes – All 17. Announcement: The Field User meeting would be on Wednesday, April 19, 2023 at 6:00pm at the Scott T. Johnson Recreation Center. Field User Meeting Agenda April 19, 2023 6:00pm Scott T. Johnson Recreation Center RSVP to recreservations@saratoga-springs.org Attendance Field User Agreements & Insurance Field Maintenance Dates Closures Community Pass Facility Calendar and Scheduling Fees Usage of Lights Requests in writing – email per agreement cc Recreservations@saratoga-springs.org Questions The online portion was a good way to schedule. The groups could see the schedule live. The permits could not be modified or changed by the groups only by the Department. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 18  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 18. Discussion: Capital Projects – The Recreation Commission discussed the Capital projects. 1. Discussion: Veterans Memorial Park Playground & Field House MP – The Recreation Commission would discuss the Veterans Memorial Park Playground and Field House. Scheduled July 2023. 2. Discussion: Skate Park – There would be a presentation regarding the Skate Park at the upcoming City Council meeting. The Skate Park was scheduled to be installed in 2023. 3. Discussion: Ice Rink – The Skidmore Locker room project was discussed. The Ice Rink doors was discussed. The Department would be checking with City Hall regarding the protocol of upgrading the security system at the Ice Rink. 4. Discussion: Bike Park – The Bike Park location had not been finalized. Saratoga Shedders was looking at a location in the Grande Park and behind the Skate rink. DPW understood the needs. The Grande Park location was discussed. The RFP was being worked on. 5. Discussion: Scott T. Johnson Recreation Center – The Scott T. Johnson Recreation Center Parking Lot area was cleared. The area was under snow. The Department would be working with DPW. Muli Use Sport Court Area was discussed. 19. Discussion: CPSI Course – The Director recommended having staff attend training. The question was discussed having the trained staff receive additional compensation for the certification. John Hirliman said that no one in the City had CPSI training. The Department did not have the funding for certified playground training and would need to look at the certification and compensation in some way. He recommended negotiating in the next contract. The $690.00 per certification. It’s an important piece. Don’t know if the City would allow the employees do this. The Recreation Commission felt staff should be trained. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 19  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 20. Discussion: General Budget – The 2019-2022 Period 13, 2022 Period 13 and the February 2023 MUNIS reports were attached to the online agenda. RECREATION EXPENSES $ 967,553.50 RECREATIONAL FEES $ 53,163.00 FIELD FEES $ 53,486.00 SUMMER RECREATION PROGRAM $ 160,444.20 INDOOR RECREATION FACILITY $ 176,880.17 INDOOR REC FACILITY RENT $ 224,042.18 RENTAL ICE RINK WEIBEL $ 593,025.50 ICE RINKS $ 370,271.74 RACE TRACK PARKING FEES $ 49,611.23 REC PROG CLINIC FEES $ 59,157.50 WATERFRONT $ 11,047.16 CONCESSIONS $ 1,006.17 SUMMER PROGRAM $ 188,262.25 SUMMER PARKING PROGRAM $ 23,360.09 BOYS BASKETBALL $ 31,368.71 GIFTS AND DONATIONS $ 12,391.74 YOUTH PROGRAMS $ 13,977.00 SOCCER $ 29,790.25 HOSP, INS, WC, DISABILITY $ 26,697.84 INS, RETIREMENT, HOSP $ 494,005.20 4 Year Historical Comparisons Revenue 2019 2020 2021 2022 Total $ 1,123,185.36 $ 775,772.18 $ 1,210,283.18 $ 1,274,820.41 Expenditure 2019 2020 2021 2022 Total $ 2,161,920.24 $ 1,709,935.85 $ 1,873,638.74 $ 2,264,721.02 Expenditure: $2,264,721.02 Revenue: $ 1,274,820.41 43% Recreation/Waterfront 47% Ice Rinks 22% Insurance/Benefits/ Unemployment 29% Camp, Soccer, Clinics, Race Track Parking & 11% Camp, Soccer, Basketball, Donations Clinics/Programs 4% Fields 16% Ice Rinks 18% Indoor Recreation Facility 8% Indoor Recreation 2% Insurance/Benefits 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 20  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta In 2022, the department’s expenses were under budget and the revenue exceeded budget by over $75,000. The Department brought in over $1.2M in revenue. Through the capital fund, over $ 134,140.11 in facility improvements went toward Recreation Expenses for Veterans Memorial Park upgrade, Skate Park, and Ice Rink doors & lights. The Recreation Department expended $184,105.67 in the month of February, 2023 and YTD used $305,636.71 (14%) with a remaining balance of $2,182,208.95. The Recreation Department received $ 167,330.26 in the month of February 2023 and YTD collected $292,876.44 (23.3%) with remaining revenue of $963,607.56. The Recreation Department would need to find money for the November/December for the Basketball program. The Department paid to run the score board instead of utilizing volunteers. The front desk cuts will impact the budget. The Department asked for $54,000 and received $35,000.00. The Department would be looking for funds, would be trying not to impact, closing a little earlier, and reach out for volunteers to help with the budget. 21. Discussion: Director’s Report: The Director gave his report to the Recreation Commission. 22. Discussion: Program Report – The March 21 Program Statistics report was discussed by the Recreation Commission. Program Stats – The Spring Soccer was in good shape. The Grade 8-12 had more registration coming close. The Department got 10 more today. Introduction to Ice was low this Spring. The Department was right on par. 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 21  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 23. Discussion and Vote: NYS DOH Children’s Camp The motion to recommend sending the NYS DOH Children’s Camp information when it’s received by the Department to the April 18, 2023 City Council Meeting was made by Amy Smith and seconded by Robert Manasier. Discussion: The Recreation Department had not received the 2023 application at the time of the meeting. The Commission was approving the revised 2022 application until the 2023 application arrived. Ayes - All 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 22  City of Saratoga Springs Derrick LeGall RECREATION COMMISSION Recreation Commission Chair Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd www.SaratogaRec.com Michelle Merola Adrianna Britt-Gaeta 24. Discussion and Vote: School District Transportation Agreement The motion to recommend to the City Council the Saratoga Springs School District Transportation rental agreement once approved by the Board of Education and Risk and Safety/City Attorney was made by Amy Smith and seconded by Robert Manasier. Discussion: The School District and City were working on the finalized contract language. The Daily rate increased from $40-$50. The Bus Driver Hourly Rates was $32.65 and the mileage was $2.34. Ayes - All 25. Discussion and Vote: Contract – Kompan The motion to recommend to council the agreement with Kompan was made by Derrick Legall and seconded by Robert Manasier. Ayes-All. 26. Discussion: Saratoga Springs Little League Request 3/27/2023 Discussion: On behalf of the Saratoga Springs Little League Board, I write to respectfully request permission to store a tractor in the empty Rec building at West Side Recreation Park that faces Division Street. We have the funds to purchase a tractor to help maintain the baseball fields on the weekends and during the week as needed, but we currently do not have a safe space to store it. If approved, we would store the tractor and any attachments we may need to properly maintain the fields for our young athletes in the building. We would not store gas on the property. Thank you so much for your time and consideration. Sincerely, Heather Miller, Vice President, Saratoga Springs Little League Board The Item would need to be approved by the DPW, the City and the School Distrct. John Hirliman explained that the City did not was to mix up equipment items. The motion to approve the request was made by Amy Smith and seconded by Robert Manasier. Ayes-All. Adjournment - The motion to adjourn at 8:28pm was made by Robert Manasier and seconded by Amy Smith. The next meeting will be on Tuesday, April 25, 2023 - 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Ayes-All Amy Smith announced that she will not be at the next meeting. Respectfully submitted, Kathleen Lanfear 2023-03-28 Saratoga Springs Recreation Commission Meeting Minutes 23