Recreation Commission

City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert 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, April 25, 2023 Moved to Wednesday, May 3, 2023 6:30pm Recreation Center Agenda Attendance Public Comment 1. Discussion and Vote:Recreation Department Part Time Personnel 2. Discussion and Vote:Recreation Department Purchases 3. Discussion and Vote:Adirondack Cabling & Security Agreement 4. Discussion and Vote:Youth Service Project Minor Contract with County of Saratoga 5. Discussion and Vote:BeTa Enrichment Weekly Programs Fees 6. Discussion and Vote:Accept Saratoga County Children’s Committee Camp donation - $10,976.00 7. Discussion: Camp Saradac 8. Discussion: USTA Leagues and Tennis Programs 9. Discussion: Capital Projects 1.Discussion: Veterans Memorial Park Playground & Field House MP 2.Discussion (and Vote): Waterfront Playground 3.Discussion and Vote: Recommendation to donate instead of Auction East Side Rec. Skate Park Ramps 4. Discussion: Scott T. Johnson Rec. Center/Multi Sport Use Area 5. Discussion: Ice Rink 6. Discussion: Bike Park 10. Discussion: General Budget 11. Discussion: Director’s Report 12. Discussion: Program Report 13. Discussion and Vote: Co-Sponsored Fitness Zumba Classes with Cathy Kopa Added: Discussion and Vote: Camp Saradac Scholarships Adjournment - Next Meeting – Tuesday, May 30, 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. 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 1 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert 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, April 25, 2023 Moved to Wednesday, May 3, 2023 6:30pm Recreation Center Minutes The Saratoga Springs Recreation Commission Meeting was called to order by Amy Smith at 6:32pm. Attendance: Robert Manasier, Michelle Merola, Amy Smith and John Dowd Lisa Morahan Public Comment – There was no public comment. The Recreation Commission members received the March 28, 2023 Minutes. 1. Discussion and Vote: Recreation Department Part Time Personnel The motion to approve the Recreation Department Part Time Personnel List was made by Robert Manasier and seconded by John Dowd. Discussion: The Recreation Department was recommending: Molly Gibson - Recreation Leader $15.00, Tony Devizzio - Recreation Specialist $14.25, 5/25/23, Giada Guitto & Caden Morahan - Youth Parkers $14.60 6/28/23, Charles Barnes Recreation Leader $15.30 5/6/2023 & Chelsey Wertans, $15.10, 6/19/2023. Ayes-All 2. Discussion and Vote: Recreation Department Purchases – The motion to approve the Recreation Department Purchases was made by Robert Manasier and seconded by John Dowd. Discussion: Company/Vendor Description Amount Org Obj - Proj Note Reimbursement John Hirliman Constant Contact $ 983.50 A3567144 54740 Money on the line Adirondack Cabling & 52000- Security Ice Rink System $ 83,542.78 H3567182 1193 Money on the line BSN Bases $ 1,056.89 A3567144 54170 Transfer pending Spray Painting 52000- Becker Arena System $ 6,500.00 H3567182 1193 Money on the line 52000- Milton Cat Rental $ 1,720.00 H3567142 1210 Money on the line Rec Soccer Gildan Walton's Sports T-shirts and Goalie Shop shirts $ 512.00 A3567344 54170 Money on the line Turf Maintenance ES Rec (Saratoga Springs City School Field Turf USA System) $ 2,105.00 A3567144 54740 Money on the line Total $ 96,420.17 Ayes-All 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 2 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta 3. Discussion and Vote: Adirondack Cabling & Security Agreement The motion to approve Adirondack Cabling & Security agreement was made by Robert Manasier and seconded by John Dowd. Discussion: The Recreation Department was requesting approval for Adirondack Cabling & Security to provide and install new video surveillance security system and wireless alarms at the (2) Ice Rinks owned by the City of Saratoga Springs located on Weibel Avenue in the amount of $ 83,542.78 from account H3567172-52000-1193. Ayes-All 4. Discussion and Vote: Youth Service Project Minor Contract with County of Saratoga The motion to approve Youth Service Project Minor Contract with County of Saratoga was made by Robert Manasier and seconded by John Dowd. Discussion: The Saratoga Springs Recreation Department was requesting authorization for the Mayor to sign the Youth Service Project Minor Contract with the County of Saratoga. The County would sponsor the City's youth service project and pay the City a sum not to exceed $6,900.00 for the Office of Children and Families Services (OCFS) Funds requested. This agreement was 9 month instead of a year. Ayes-All 5. Discussion and Vote: BeTa Enrichment Weekly Programs Fees The motion to approve BeTa Enrichment weekly program fees in the amount of $200.00 for City Residents and $225.00 for Non City Residents with supplies fees varies was made by Robert Manasier and seconded by John Dowd. Discussion: The supplies fees would be between $10.00-$20.00. All classes were Monday – Friday 12:30 PM Number of students: 5 min, 15-20 max (class specific) Cost: $200/week city $225/week non city. The Revenue will be at a 60/40 split. WEEK 1: RECORDER NINJAS (JULY 10 -14) Instructor: Megan O’Sullivan, Elementary/Middle School Music Teacher Ages: 7-12 Number of Kids: 20 Supply Fee: $10 WEEK 2: BEGINNER BROADWAY! (JULY 17 -21) Show on Friday Instructor: Johnny Martinez & Diane Latchrupp, Owners Tango Fusion Dance Company Ages: 9-12 Number of Kids: 20 Friday 12:30 PM – 3:00 PM WEEK 3: GLITTER & GLUE! (JULY 24-28) Instructor: Christine Carling, BeTa Community Programs Ages: 5-12 Number of Kids: 20 Supply Fee: $15 WEEK 4: BRAIN GAMES (JULY 31-AUGUST 4) Instructor: Christine Carling, BeTa Community Programs Ages: 5-12 Number of Kids: 20 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 3 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta WEEK 5: ARTSY SMARTSY (AUGUST 7-11) Instructor: Christine Carling, BeTa Community Programs Ages: 5-12 Number of Kids: 20 WEEK 6: BEE-LIEVE YOU CAN CROCHET! (August 14-18) Instructor: Jessica Franzen, Rosebud Johnnies Ages 8-12 Number of kids: 15 Supply Fee: $20 WEEK 7: SNACK ATTACK (AUGUST 21-25) Instructor: Christine Carling, BeTa Community Programs Ages 5-12 Number of kids: 15 Supply Fee: $20 WEEK 8: WHY? BECAUSE SCIENCE SAYS SO (AUGUST 28 – SEPT 1) Instructor: Christine Carling, BeTa Community Programs Ages: 5-12 Number of Kids: 20 Supply Fee: $10 SUPPLIES NEEDED: ● little microscopes (4) ● recorder musical instruments ● crochet hooks, yarn ● art supplies: markers, crayons, glue, pencils, paint, paper ● projector ● whiteboard, dry erase markers ● plates, napkins, silverware, tissues, hand sanitizer wipes ● microwave ● toaster oven Ayes-All 6. Discussion and Vote: Accept Saratoga County Children’s Committee Camp donation - $10,976.00: The motion to approve the Saratoga County Children’s Committee Camp Scholarship Donation in the amount of $10,976.00 was made by Robert Manasier and seconded by John Dowd. Ayes-All 7. Discussion: Camp Saradac - Camp Saradac NYS DOH paperwork was received April and submitted. The number of campers would be increased to 150. The camp application deadline had been extended and the Department was taking applicants. Added Discussion and Vote: Camp Saradac Scholarships. The motion was made by Amy Smith and seconded by Robert Manasier to Discussion and Vote: Camp Saradac Scholarships. Ayes - All Discussion: The Recreation Department was requesting approval to accept up to 12 additional scholarships with amount of up to $9,800.00 above the scholarship revenue received. Most likely there would be short fall of approximately $7,107.00 as we were only accepting scholarships thru March 16, 2023 at this time. The Department currently received an announcement for $23,000 Hawley Foundation for children of Saratoga County, $10,976.00 from Saratoga County Children’s Committee, $1,500.00 from the Saratoga Springs Rotary Club, $2,100.00 from the Parker Family, would receive $14,007.00 from NYS OCFS thru SC Dept Aging & Youth. There had been 69 signup for Camp Scholarships of that 40 city/22 non city campers would receive funding for 439 camper weeks. There could be additional funding. The motion to approve additional Camp Saradac scholarships for the additional amount of $9,800.00 over expected donations was made by Amy Smith and seconded by Robert Manasier. Ayes-All 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 4 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta 8. Discussion: USTA Leagues and Tennis Programs - The Recreation Commission discussed the ability for the USTA League to host matches at the Recreation Department Facilities. The Recreation Commission were okay with USTA running leagues at City facilities. USTA League (match hosting) – The Group was looking to utilize:  Three courts at any time on the following Saturdays: 5/6, 5/13, 5/20, and 6/10. If Saturday is 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  Kelsey Altavilla could set up a call with her colleague Jill Pitts, who coordinated league play upstate, if that would be helpful to go over the logistics. 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. The Department submitted a grant funding $950.00 and was waiting for reply. Community Workshop – 5/25/23 – 5:30-8:30pm  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 was May prior to Memorial Day.  West Side Rec. with the YMCA as indoor backup.  This training would be led by Jed Murray, YMCA, and was 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  Would 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 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. 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 5 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta Family Night Series (could also be during the day, if that works better)  Would host a Family Night/Day, where kids could 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 could 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 9. Discussion: Capital Projects The 2023 VMP Playground $530,000, 2023 Ice rink Rehab $181, 000 – Security, Painting Spraying system, Reconstruction, 2023 Bike Park $400,000 & added $150,000 2023 Outdoor Multi Use Sports Court Area, $1,261,000 were discussed. 1. Discussion: Veterans Memorial Park Playground & Field House MP The VMP playground & field house information was attached to online agenda. Kompan gave the Recreation Commission additional information. The Presenters recommended additional items for the playground. 2. Discussion: Waterfront Playground – The updated information from Waterfront Playground information was included on the online agenda. The Waterfront Playground vote would be at the next Recreation Commission meeting. There would be a Public Forum in May. 3. Discussion and Vote: Recommendation to donate instead of Auction East Side Rec. Skate Park Ramps The motion to recommend donating the East Side Rec. Skate Park ramps to a municipality was made by Michelle Merola and seconded by John Dowd. Discussion: The Town of Saratoga/the Village of Schuylerville had requested the Skate Park ramps for a revitalization project at the Fort Hardy/Crossings Renovation park project. The town had been in contact with Benj Gleeksman previously. They had followed up with John Hirliman to see if the ramps were still available. 4. Discussion: Scott T. Johnson Rec. Center/Multi Sport Use Area DPW was fixing the light on court 2. DPW was checking the outside by the roof. The Scott T. Johnson Recreation Center Outdoor Multi Use Sport Court area PO had been submitted. 5. Discussion: Ice Rink - Adirondack Cabling & Security would be contracted to provide and install new video surveillance security system and wireless alarms at the (2) Ice Rinks owned by the City of Saratoga Springs located on Weibel Avenue in the amount of $ 83,542.78. The Paint Spray System would be purchased for the Ice Rink. The landscaping was being updated. The Skidmore project was underway. The Recreation Commission discussed the Skidmore project. 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 6 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta 6. Discussion: Bike Park - The Bike Park project was working on an RFP. The Saratoga Shredders was looking at the Grande location. 10. Discussion: General Budget - The 2019-2022 Period 13, 2022 Period 13, January, February & March 2023 and the March 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 REC FACILITY RENT $ 224,042.18 RENTAL ICE RINK WEIBEL $ 593,025.50 INDOOR RECREATION FACILITY $ 176,880.17 RACE TRACK PARKING FEES $ 49,611.23 REC PROG CLINIC FEES $ 59,157.50 ICE RINKS $ 370,271.74 WATERFRONT $ 11,047.16 CONCESSIONS $ 1,006.17 SUMMER PROGRAM $ 188,262.25 SUMMER PARKING PROGRAM $ 23,360.09 GIFTS AND DONATIONS $ 12,391.74 YOUTH PROGRAMS $ 13,977.00 BOYS BASKETBALL $ 31,368.71 HOSP, INS, WC, DISABILITY $ 26,697.84 SOCCER $ 29,790.25 INS, RETIREMENT, HOSP $ 494,005.20 Expenditure: $2,264,721.02 Revenue: $ 1,274,820.41 43% Recreation/Waterfront 47% Ice Rinks 22% Insurance/Benefits/ 29% Camp, Soccer, Clinics, Unemployment 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 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 7 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta 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 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, Skate Park, and Ice Rink doors and lights. The Recreation Department/DPW had expended $ 251,330.72 in the month of March, 2023 and encumbered $65,157.91/ YTD used $556,967.43 (24.4%) with a remaining balance of $1,926,777.74. The 2022 Expenditures was 474,141.59 with 2023 had an $82,825.84 (17.5%) increase. The Recreation Department received $ 227,176.38 in the month of March 2023 and YTD collected $520,052.82 (41.4%) with remaining revenue of $736,431.18. The 2022 Revenue was 456,847.37 with 2023 had a $63,205.45 (13.8%) increase. 11. Discussion: Director’s Report – The Assistant Administrative Director-Recreation would give the Report. The Director would be meeting with the Commissioner on 5/12/2023 regarding the Recreation Budget 1st Quarter. The Department would be requesting a meeting with the City Attorney’s office regarding Capturepoint invoice. The Department was working with DPW regarding field protocols. John Dowd was concerned about the liability of groups working on the fields. They would need training instructions. 12. Discussion: Program Report – The Program Reports from 4/7/2023 were included in Recreation Commission agenda. 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 8 of 9  City of Saratoga Springs Derrick LeGall Recreation Commission Chair RECREATION COMMISSION Amy Smith 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Alphonse Lambert Robert Manasier 518-587-3550 x2300 Fax 518-584-1748 John Dowd Michelle Merola www.SaratogaRec.com Adrianna Britt-Gaeta There would be an updated version in the Recreation Commission folder. The Spring numbers were up by 26. Camp Saradac total numbers were up by 30. 13. Discussion and Vote: Co-Sponsored Fitness Zumba Classes with Cathy Kopa The motion to approve the co-sponsored Fitness Zumba Classes/agreement was made by Amy Smith and seconded by Michelle Merola. Discussion: The Recreation Department was requesting the approval of the co-sponsored Fitness Zumba Classes with Cathy Kopa for a 50/50 revenue split. Ayes – All. Adjournment - The motion to adjourn at 7:16 p.m. was made by John Dowd and seconded by Robert Manasier. The next meeting would be Tuesday, May 30, 2023 at 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Ayes – All 2023-05-03 Saratoga Springs Recreation Commission Minutes Page 9 of 9