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, October 24, 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: Recreation Department Purchases 4. Discussion and Vote: 2024 Recreation Commission Calendar 5. Announcement: Halloween Skate 10/29/2023 6. Discussion: Friends of Recreation 7. Discussion: School Items 8. Discussion: 2024 Budget & Workshops 9. Discussion: Capital Projects 1. Discussion: Veterans Memorial Park Update 2. Discussion: Scott T. Johnson Recreation Center 3. Discussion: Bike Park 4. Discussion: Waterfront Project 5. Discussion: Ice Rink 6. Discussion: Skate Park 10. Discussion: General Budget 11. Discussion: Director’s Report 12. Discussion: Program Report The motion to add item 13. Discussion and Vote: Task Order for Station Lane Design – Up to $20,000.00 & Item 14. Discussion and Vote: Accept the $4,048.00 Community Foundation of Greater Capital Region - Saratoga Springs Friends Amy of Recreation donation was made by __ Smith and and ____________ Robert Manasier. seconded seconded by by (Ayes -(All) ________________. Ayes 13. Discussion and Vote: Task Order for Station Lane Design – Up to $20,000.00 The motion to approve the Taask Orderfor sk Order forStation StationLane Lane Design –UpUptoto$20,0 $20,00000.00 .00 waswas mademade by by Amy Smith and seconded by Robert Manasier. (Ayes-All) ______________ and second by ________________. (Ayes All) or breakdo Ayes___ Nay ___ Discussion: The Recreation Department would be working with Planning and DPWW to obtain a design a design Thefor the City’sDStation Recreation Lane epartment property. would be working with Planning and DPW to obtain a design a ity’s Station la e property. 14. Discussion and Vote: Accept the $4,048.00 Community Foundation of Greater Capital Region - Saratoga Springs Friends of Recreation donation Adjournment – Next Meeting – Tuesday, November 28, 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. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 1 of 13  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, October 24, 2023 6:30pm Recreation Center Agenda Attendance: Amy Smith, Robert Manasier, John Dowd, Adrianna Britt-Gaeta, Alphonse Lambert Public Comment: There was no public comment. 1. Discussion and Vote: Minutes The motion to approve the September 26, 2023 minutes was made by Alphonse Lambert and seconded by Adrianna Britt-Gaeta. (Ayes-All) 2. Discussion and Vote: Recreation Department Part Time Personnel The motion to approve listing of part time personnel submitted to Civil Service was made by Adrianna Britt-Gaeta and seconded by Robert Manasier. Discussion: There were two Ice Rink personnel discussed. Saratoga Springs Recreation Commission Meeting Tuesday, October 24, 2023 Saratoga Springs Recreation Department Part Time/Seasonal Personnel 2023 RPC 2023 HR Start Date Rate Last Name First Name Job Class Desc 10/8/2023 $ 14.50 AGATI AVA RECREATION ASSISTANT 10/17/2023 $ 15.25 HUSSEY WAYNE RECREATION SPECIALIST - LEVEL I (Ayes-All) 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 2 of 13  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: Recreation Department Purchases The motion to approve Recreation Department Purchases was made by Adrianna Britt-Gaeta and seconded by John Dowd . (Ayes-All) or breakdown Ayes___ Nay _ Abstain ____ Discussion: The Recreation Commission discussed u tilizing school district funding for under funding. The Recreation Commission discussed the Marketing program. The Saratoga Springs Little League recommended fencing for West Side Recreation field in the amount of $17,250.00. The Recreation Department was looking for balls with logos with the Friends of Recreation logo on Soccer and Bas ketballs. The Recreation Commission had already approved the concept of reimbursing staff. The $750.00 would be approving the actual purcha ses. There were 5 broken chairs for maintenance staff included. Company/ Obj - Vendor Description Amount Org Proj Note Uniforms & A056-42351 Revenue Marketing $ 1,000.00 A3567144 54758 Transfer A056-42351 Revenue Afsco West Side Fencing $ 17,250.00 A3567144 54758 Transfer Program Equipment A056-42351 Revenue Up to $ 15,000.00 A3567144 54758 Transfer Office Supplies Up to $ 1,000.00 A3567144 54110 A056-42351 Revenue Transfer Employee 5 employees x $150.00 Reimbursements $ 750.00 A3567144 54758 each Ice Skates & A056-42351 Revenue Program Supplies $ 5,000.00 A3567144 54758 Transfer DPW Chairs plus A056-42351 Revenue shipping $ 555.99 A3567144 54758 Transfer Total $ 40,555.99 4. Discussion and Vote: 2024 Recreation Commission Calendar The motion to approve 2024 Recreation Commission Calendar was made by Robert Manasier and seconded by John Dowd. Discussion: The meeting dates would be the last Tuesday of the month except for the Budget Workshop and the December meeting. The Workshop would be the Tuesday before the July Commission meeting and the December meeting would be the 2nd Tuesday due to the Holidays. No August meeting. Amy Smith asked the commission members to put the dates into their calendar. (Ayes-All) 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 3 of 13  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 5. Announcement: Halloween Skate 10/29/2023 Announcement: The Saratoga Springs Recreation Department presented the Halloween Skate, Sunday, October 29, 2023, during both Family Skate 3:00-4:45pm and Open Public 5:00- 7:00pm. Admission is $4.00 City Residents w/Drop In Rec. Card or $5.00. Again this year, the first 50 paid admissions at each session who wore something Halloween Themed would receive one admission ticket to an upcoming Family Skate or Open Public Session. Discussion: Last year, it was a great turnout marketing and few were redeem. 6. Discussion: Friends of Recreation Discussion: The Saratoga Springs Friends of Recreation would be sponsoring a basketball team and was looking to purchase soccer and basketballs. The swings came in for Veterans Memorial Park. The $4,048.00 grant for soccer goals was received. The Football Viewing Party was scheduled for 11/12/2023 12:30-4pm at the Coat Room. This would be a fundraiser including selling tickets, raffles, etc. There would be 40-60 tickets sold. Scott Morgenstien and Dan Graham were involved in the Saratoga Springs Friends of Recreation. John Hirliman announced there was $25,000.00 in the coffers. 7. Discussion: School Items Discussion: The Recreation Commission was provided list of utilized and potential school district items. The Department was notified that the West Side Pavilion, and Court resurfacing were not included in the budget. A significant amount of projects were not funded. Adrianna Britt-Gaeta asked about surplus funds. John Hirliman explained if the Departments do not spend all of their expenses. The surplus would be put into the reserve for taxes, pay off debt, or purchase one time cost projects. The West Side Pavilion was discussed. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 4 of 13  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: 2024 Budget & Workshops Discussion: The Administrative Director – Recreation went to the October 23, 2023 Budget workshop. The budget changes were submitted to the City Council. The budget lines were adjusted within the operating budget. The $25,000.00 for the Ice Rink Capital sound system was expected to the paid from Surplus funds and Playground funding request should make it into the Capital budget. The West Side Pavilion was pulled. 9. Discussion: Capital Projects 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 5 of 13  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 23. Discussion: Capital Projects (continued) 1. Discussion: Veterans Memorial Park Update Discussion: The Veterans Memorial Park playground Grand Opening was Tuesday, October 17, 2023. There were two Veterans Memorial Park Master Plan bid proposals submitted and would be reviewed next week including buildings, & bathrooms. The Professional Services for Veterans Memorial Park and Field House Bid No. RFP 2023-41 that was opened on 10/3/2023 2:00 PM. The Grand Opening for Veterans Memorial Park included the Geyser School 1st graders and staff. The Press Release went out on Monday. This event was the first event that the Chamber/papers did not attend. Meghan came to the program. Saratoga Springs Friends of Recreation purchased the swing. The group was happy. 2. Discussion: Scott T. Johnson Recreation Center Discussion: The Recreation Center Carousel amendment for phone PA system was submitted to the City Council in the amount of $15,859.44. The lights were being updated with LED. The Outdoor Multi Sport Court was used every day. 3. Discussion: Bike Park Discussion: The Bid for the Bike Park came back and American Ramp Company was recommended for the project. ARC was one of the biggest bike park companies. Saratoga Shredders were excited about the company and the plan was to be behind the ice rink. The Recreation Commission members asked; if other properties become available could the Park go to another location? The Park would need a location to design and at least 2 acres, asphalt, parking, etc. The Kick off meeting would be next week. The Commission discussed accessibility and transportation to the Park. There would be a connection to the trail to route 29. The hope was the construction would be in the summer time. There would be a presentation that would include community needs and wants. Recreation Department went to the DPW engineers and they did the work. DPW was looking at other properties. The Station lane property would be revisiting. There was 2 useable acres to the properties. There were community activists working with them and clearing the areas with developers. There would be a concern regarding Parking issues. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 6 of 13  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. Discussion: Waterfront Project Discussion: The bathrooms, & pavilion were completed. The playground had been delivered Monday. The fence would not be done. They will be installing the playground within next 2 weeks. 5. Discussion: Ice Rink Discussion: The Ice Rink security system should be installed. New door would be going in to allow access to get in and out. The Organizations were buying equipment and expecting the City to store their equipment on City Property. Alphonse Lambert said where to store the volleyball equipment was their biggest challenge. The City was a landlord. The Recreation Commission discussed the issues of providing space. The Commission would look at it next year. 6. Discussion: Skate Park Discussion: Skate Park Capital ramps Project had been completed. There would be a Skate Jam on 10/28/2023, 3pm. The fencing would be installed. The amount was $10,900.00. Amy Smith asked about graffiti on the ramps. John Hirliman said there was no real graffiti. It only happened once. Benjamin Gleeksman & Belinda Colon would get the coffee and music, etc. Alphonse Lambert asked if it was a respectful environment. John Hirliman explained that it is still tough, but had not heard anything since reopened. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 7 of 13  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 10. Discussion: General Budget Discussion: The Recreation Budget had expended Year to date $1,827,665.46 with a balance of $860,302.54 and brought in 1,221,879.84. 2022 Expended $1,594,097.31 and brought in $1,006,667.20. The Department brought $215,212.64 more than last year 21% increase. The Recreation Center supervision lines other supervision lines had been and would be adjusted by other program lines/supply lines. Recreation fees would be short. The fields should bill for fall baseball. Generally, late August – October were billed in November to cut down on the manual changes to the numbers. If the Department waited until end of season, the system would auto calculate. The Department was expecting to exceed field rentals. Fall travel finished this weekend. Revenue Ice rink should exceed budget. The Department was right on target to exceed the funding. The school funding was discussed. The biggest area of concern was Front Desk, Introduction to Ice, and Supervision lines. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 8 of 13  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 11. Discussion: Director’s Report Discussion: The Director would give his report to the Recreation Commission. Recreation Department Directors Report- September 26, 2023 The director’s report was designed to provide a monthly overview of Recreation Department’s work. 1. The Director focused a lot of time and energy on upgrading facilities for programming and the public throughout the summer. See below some of the key projects started and/or completed this summer. a. Started the Security System at the Ice Rinks. Expected completion in October b. Installed LED lighting at the Rec Center Expected Completion in October c. Added additional flooring mats at the Ice Rink. Expected completion in October d. Added a loud speaker/paging System for the Rec Center Expected completion in November e. Worked with DPW on the Bike Park RFP and the Veterans Memorial Park Field House project. Expected completion in 2024 to 2025 2. Programs: As the Fall programs come to a close, the Director would be beginning to work on the Winter Schedule. The Department would be looking to start a new program called Sports Night. Hopefully would have the full details for the Commission next month. 3. Skidmore Locker Room: The City had officially offered the locker to High School for an annual fee of $4,500. The school was reviewing the contract. 4. East Side Rec: The Director was working with the IT department to install internet at East Side Rec for the Summer months. This would be used while we run the sports camps. 5. The East Side backstop padding was severely damaged as a result of soft toss. The cost to replace the pads is approximately $19,000. The Director would making signs up to say no soft toss when the repairs are made. 6. Election Day and Early Election would be held at the Scott T. Johnson Recreation Center. Our staff would be opening and closing for them. 10/28 moved them into Multi-Purpose Room. 7. As discussed at the last meeting, the Director was working with the Casino to potentially lease out a field for an adult group. Try out sublease the field. East Side Rec. – nets and lines – football just ended. Joint relining the fields for Sunday mornings was completed. Agreement together was discussed. There would be Adult soccer – Sunday spring – fall. The charge for any field would be $24/hr. The Department would be trying a sport once a month – basketball, pickleball, volleyball, hockey figure skating & curling. Participants could come try it for free once a month. The Department would have staff once a month for the public. The High School wanted the Ice Rink Locker Room. It would be $4,500 to lease the space. It would be a year to year agreement. Skidmore College had a training facility including a coat room, stick area, laundry room, etc. Skidmore College would maintain and paid a fee. There would a lump sum for the projects, $90,000.00 for parking lot, new intersection & upgrade to the lobby. The Skidmore Sports Complex expansion plans were out including a wellness center, indoor tennis, fitness equipment with students, and player tennis courts upgraded. East Side Rec turf field would be locked and soft toss was ripping padding, etc. There was $19,000 expense on the main field. The 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 9 of 13  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 new facility was vandalized. Alphonse Lambert asked about the supplies for fields. The groupd would need to order their own. He requested that DPW instruct what they would want the groups to use. The user groups if worked together could get a deal. Pick one to two – dragging dirt into the outfield. DPW would need to provide education to the groups to avoid clay into grass. This should be included in the user meeting at the field. The inventory went quickly. DPW does not want the groups to use a dry agent. The portable mounds were great. They saved the city. Batters boxes – The fields were being destroyed. There were zero training funds in the budget. Don’t expect it to be different. 12. Discussion: Program Report Discussion: Program numbers are currently down for the Fall and Winter seasons. The Department will need over 160 participants to register to surpass the 2022 season. The Recreation Commission discussed the Basketball numbers for grades 2/3, 4/5 & 6/8 coaches and players. This was the week the Department would get registration. The biggest win was to get back to USA basketball rules. This would help to develop players and were excited to have a great season. The Department was all set with coaches. Everyone got drafted. The registration would be kept open to January 1. Anyone who paid and would make the school team would be given a full refund. There was a Girls 6-8 division this year. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 10 of 13  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 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 11 of 13  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 The motion to add item 13. Discussion and Vote: Task Order for Station Lane Design – Up to $20,000.00 & Item 14. Discussion and Vote: Accept the $4,048.00 Community Foundation of Greater Capital Region - Saratoga Springs Friends of Recreation donation was made by Amy Smith and seconded by Robert Manasier. (Ayes-All) 13. Discussion and Vote: Task Order for Station Lane Design – Up to $20,000.00. The motion to approve the Task Order for Station Lane Design – Up to $20,000.00 was made by Amy Smith and seconded by Robert Manasier. (Ayes-All) Discussion: The Recreation Department would be working with Planning and DPW to obtain a design a design for the City’s Station lane property. Use subdivision fees and work with Recreation items. DPW would send a list of approved vendors. 14. Discussion and Vote: Accept the $4,048.00 Community Foundation of Greater Capital Region - Saratoga Springs Friends of Recreation donation The motion to Accept the $4,048.00 Community Foundation of Greater Capital Region - Saratoga Springs Friends of Recreation donation was made by Amy Smith and seconded by Robert Manasier. (Ayes-All) Discussion: The Recreation Department received a $4,048.00 donation from the Community Foundation of the Greater Capital Region from the Saratoga Springs Friends of Recreation Fund for 4 soccer goals for the Little Kickers Program. 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 12 of 13  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 Adjournment – The motion to adjourn was made at 7:35pm by Robert Manasier and seconded by Adrianna Britt-Gaeta. (Ayes-All) The Next Meeting would be on Tuesday, November 28, 2023 - 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. Respectfully submitted, Kathleen Lanfear 2023-10-24 Saratoga Springs Recreation Commission Minutes Page 13 of 13