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, December 12, 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: Rental Fee Recommendation 5. Discussion and Vote: Revised Recreation Commission 2024 Meeting Schedule 6. Discussion and Vote: 2024 Agreements 7. Discussion and Vote: 2024 Scholarship Program and Volunteers 8. Discussion and Vote: Accept Basketball Sponsors 9. Discussion and Vote: Electronic Office Products Copier Maintenance Agreement-Ice Rink 10. Nominations for January Elections – Chair & Vice Chair 11. Announcement: Try Sports for Free - December 29, 2023 – 6-8pm @ Ice Rink 12. Discussion: Program Coordinator 13. Discussion: NYS OCFS/Saratoga County YDP application 14. Discussion: Friends of Recreation 15. Discussion: 2024 Budget 16. Discussion: Capital Projects 1. Veterans Memorial Park 2. Scott T. Johnson Recreation Center 3. Bike Park 4. Waterfront Project 5. Station Lane 17. Discussion: General Budget 18. Discussion: Director’s Report 19. Discussion: Program Report Added: Executive Session(s): Program Coordinator & Property Adjournment – Next Meeting – Tuesday, January 30, 2024 - 6:30pm at the Saratoga Springs Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. * Please note: 2nd Tuesday of the month. If you cannot attend, please submit questions via email to Recreservations@saratoga-springs.org. 2023-12-12 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, December 12, 2023* 6:30pm Recreation Center Minutes The Saratoga Springs Recreation Commission meeting was called to order by Derrick Legall, Chair, at 6:41p.m. Attendance: Amy Smith, Derrick Legall. Robert Manasier, Michelle Merola John Hirliman, Lisa Morahan Alphonse Lambert Public Comment: There was no public comment. 1. Discussion and Vote: Minutes The motion to approve the November 28, 2023 minutes was made by Amy Smith and seconded by Robert Manasier. Discussion: The Saratoga Springs Recreation Commission received the November 28, 2023 minutes. (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 Amy Smith and seconded by Robert Manasier. Discussion: Amy Smith asked didn’t we already hire them. The Recreation Assistant had increase duties and would begin as a Recreation Leader beginning 12/2/2023 at $15.00 per hour and added one Recreation Assistant to the Ice Rink. Two Camp Counselors were added for Camper Holiday Party. There were 4 hires including Alicia Staiger as a promotion. Amy Smith asked “What is the minimum wage? Isn’t it $15.00/hour” John Hirliman explained the City is obligated to pay federal wage. The new rates would be increased on the 5th Saturday of the year. Amy Smith said it was $7.25/hour. The City would be paying the approved 2024 rates beginning the 5th Saturday of the year. Saratoga Springs Recreation Commission Meeting Tuesday, December 12, 2023 Saratoga Springs Recreation Department Part Time/Seasonal Personnel 2023 RPC 2023 RPC 2023 HR Start Date End Date Rate Last Name First Name Job Class Desc 12/2/2023 $ 15.00 Staiger Alicia Recreation Leader 12/19/2023 $ 14.50 Lundeen Nela Recreation Assistant 12/16/2023 1/25/2024 $ 15.00 Doty Caden Camp Counselor 12/16/2023 1/25/2024 $ 15.75 Veitch Elizabeth Camp Counselor 12/11/2023 $ 15.10 Gillani Arissa Recreation Leader (Ayes-All) 2023-12-12 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: Recreation Department Purchases The motion to approve Recreation Department Purchases was made by Amy Smith and seconded by Michelle Merola. Discussion: John Hirliman listed the Recreation Department purchases and the Recreation Commission asked if the Department reached out to the High School. Derrick Legall requested an updated sign. The School District Running program would be updating the sign. Michelle Merola stated it was the sign that was coming into the City. John Hirliman had spoken to Torres and the Kranicks. Company/Vendor Description Amount Org Obj - Proj Amazon Lap Top $ 879.00 A3567144 54758 Waltons Jackets $ 552.00 A3567144 54758 Waltons Recreation Center staff $ 550.00 A3567144 54758 Adirondack Sign Ice Rink School Sign $ 2,800.00 A3567144 54758 $ 4,781.00 (Ayes-All) 4. Discussion and Vote: Rental Fee Recommendation The motion to approve the use of the lag rate for the School District use of the Scott T. Johnson Recreation Center was made by Amy Smith and seconded by Robert Manasier. Discussion: The School District housed the Recreation Department programs during the City Hall relocation to the Scott T. Johnson Recreation Center. The School District allowed the City to run a portion of its running program/track program at the High School facility at no charge. At the February 28, 2023 meeting, the Recreation Commission discussed: During the day prior to 2pm, the Scott T. Johnson Recreation Center lag rate would be used. The school had charged an hourly rate by permit. The Division Street School charged $62.11/hour on Saturdays, $59.37/hour on Sundays, and Maple Avenue $63.00/per hour on Saturdays, and the Main gyms $47.00 x 2 per hour. The School District was looking, due to the renovations, to utilize the Scott T. Johnson Recreation Center gym November - March 8am-2:15pm, 1 Junior High court and maybe the racquetball court. The Department would still have pickleball (6 courts) during this time, Monday-Friday. This request would not conflict with the Waldorf School. The racquetball court would be charged at the current rate. John Hirliman gave the Recreation Commission members the current rates. The School District was in need of additional time after school for its sports teams. The Recreation Department was recommending utilizing the lag rate while the School District was using the Scott T. Johnson Recreation Center for School District gym classes and teams. (Ayes-All) 5. Discussion and Vote: Revised Recreation Commission 2024 Meeting Schedule The motion to approve the Revised 2024 Recreation Commission Calendar was made by Robert Manasier and seconded by John Dowd. Discussion: The Recreation Department was recommending that the November meeting be changed from the last Tuesday of the month to the 3 rd Tuesday of the month to avoid the Thanksgiving Holiday week. The Recreation Commission scheduled was revised. Michelle Merola asked if the schedule match what was sent. The schedule was. (Ayes-All) 2023-12-12 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 6. Discussion and Vote: 2024 Agreements The motion to approve the 2024 agreements was made by Derrick Legall and seconded by Amy Smith. Discussion: The dates and fees were adjusted in accordance with the proposed Recreation Department fee table being approved by the City Council at the upcoming 12/19/2023 meeting. The agreements would go to the City Attorney and groups to review. The final agreements would be approved by City Council. There were a number of agreements. The percentage rate changed to 80/20 from 60/40 for the C.R.E.A.T.E. co- sponsorship agreement. There were agreements with groups that had concession stands. Skidmore College and Youth Hockey had 2nd agreements. Michelle Merola asked if these were new fees that were adopted. The agreements would go to the City Attorney’s office and then to the City Council. Documents: 1. DRAFT 2024 FIELD USER AGREEMENT TEMPLATE.PDF 2. DRAFT 2024 ICE RINK FACILITY LICENSE AGREEMENT TEMPLATE.PDF 3. DRAFT 2024 LOCKER ROOM AGREEMENT.PDF 4. DRAFT 2024 PAVILION AGREEMENT TEMPLATE.PDF 5. DRAFT 2024 PRIVATE PARTY TEMPLATE.PDF 6. DRAFT CREATE SPRING 2024 AGREEMENT TEMPLATE MLR EDITS 2022-11-29 CLEAN.PDF 7. DRAFT SARATOGA AMERICAN LEGION STAMPEDE AND CITY BASEBALL CONTRACT 2024.PDF 8. DRAFT SARATOGA REGIONAL YMCA AND CITY TENNIS CONTRACT 2024.PDF 9. DRAFT 2024 - SKIDMORE COLLEGE ICE RINK FACILITY LICENSE AGREEMENT TEMPLATE.PDF 10. DRAFT 2024 - SARATOGA YOUTH HOCKEY ICE RINK FACILITY LICENSE AGREEMENT TEMPLATE.PDF 11. DRAFT 2024 FIELD USER AGREEMENT TEMPLATE - SARATOGA MISS SOFTBALL.PDF 12. DRAFT 2024 FIELD USER AGREEMENT TEMPLATE - SARATOGA SPRINGS LITTLE LEAGUE.PDF 13. DRAFT 2024 FIELD USER AGREEMENT TEMPLATE - SARATOGA SPRINGS POP WARNER.PDF 14. DRAFT 2024 FIELD USER AGREEMENT TEMPLATE - SARATOGA SPRINGS WILTON YOUTH BASEBALL.PDF 15. DRAFT 2024 FIELD USER AGREEMENT TEMPLATE - WILTON WARRIORS.PDF 16. DRAFT SARATOGA CASINO HOLDINGS LLC 2024 SOCCER FIELD AGREEMENT.PDF (Ayes-All) 7. Discussion and Vote: 2024 Scholarship Program and Volunteers The motion to approve the 2024 Scholarship Program and Volunteers was made by Amy Smith and seconded by Robert Manasier. Discussion: The income table was adjusted. The Saratoga Springs Recreation Department was requesting that the updated Scholarship application be approved. The structure would stay the same in that volunteers would be refunded 100%. There was an income table increase to provide more scholarships. (Ayes-All) 2023-12-12 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 and Vote: Accept Basketball Sponsors The motion to approve to accept the Basketball Sponsors was made by Robert Manasier and seconded by Amy Smith. Discussion: John Hirliman announced the list of Basketball sponsors. The Department would be getting KPM and Saratoga Sports Pub. Adirondack Trust Company $280.00, AFSCO Fence (2 teams) $510.00, Baldes Building and Renovations LLC $280.00, Cudney's Launderers & Dry Cleaners, Inc. $280.00, KPM Restoration Inc $280.00, Law Offices of Heidi A. Gifford, PLLC (2 teams) overpaid at $560.00 and would be refunded $50.00, total $510.00, Lemery Greisler LLC $280.00, McKenna & Frank CPA's $280.00, Minich Macgregor Wealth Mgmt $280.00, Principessa Elena Society $280.00, Rotary Club of Saratoga Springs (2 teams) $510.00, Saratoga Springs Fire Department $280.00, Saratoga Springs Friends of Recreation $280.00, Saratoga Springs Lions Club (2 teams) $510.00, Saratoga Springs Lions Club (2 teams) $510.00, Saratoga Springs Police Benevolent Association-PBA (2 teams) $510.00, Saratoga Wilton Elks Lodge # 161 (2 teams) $510.00, Spa City Stables $280.00, The Local Pub & Teahouse $280.00, and Town and County Bridge and Rail (TCBR) (2 teams) $510.00. Michelle asked if Heidi Gifford coached her own team. John Hirliman explained that she coached and sponsored two teams. The Recreation Commission asked about the establishments who served alcohol. John Hirliman explained that they served food. (Ayes-All) 9. Discussion and Vote: Electronic Office Products Copier Maintenance Agreement-Ice Rink The motion to approve the Electronic Office Products Copier Maintenance Agreement for the Ice Rink was made by Amy Smith and seconded by Robert Manasier. Discussion: The price increased from $225.00 to $250.00. Amy Smith said that the $250 was cheap and good for the Department. (Ayes-All) 10. Nominations for January Elections – Chair & Vice Chair The motion to approve the nominations of Amy Smith for Chair was made by Derrick Legall and seconded by Michelle Merola. The motion to approve the nominations of Michelle Merola for Vice Chair was made by Amy Smith and seconded by Robert Manasier. Discussion: The nominations of the Chair and Vice Chair were made and elections would be at the upcoming Recreation Commission Meeting. Robert Manasier recommended cookies and coffee to Amy Smith but Amy Smith replied that Lisa Morahan was in charge of that. The Recreation Commission thanked Lisa Morahan for the cookies and coffee Alphonse Lambert arrived (Ayes-All) 11. Announcement: Try Sports for Free - December 29, 2023 – 6-8pm @ Ice Rink Discussion: The Try Sports for Free would be on Saturday, December 29, 2023, 6-8pm at the Saratoga Springs Ice Rink and Vernon Arena on Weibel Avenue. Activities included: Introduction to Figure Skating, Curling and Hockey at the Ice Rink first and then fields. The families would be able to try sports and different things. The Ice Rink then at the fields trying LAX, pickleball and Field Hockey in January and other sports in February. Derrick Legall asked about having baseball. Currently running the program in house with the Program Coordinators/Director. The Department wanted the program to be recreational and not getting into travel programs. The Department did not want coaches trying to recruit the families off the floor/ice. Robert Manasier asked if the Department getting Varsity players to help with the sports. 12. Discussion: Program Coordinator – Discussed during Executive Session. Discussion: There were applications submitted and interviews for the Program Coordinator position. 2023-12-12 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 13. Discussion: NYS OCFS/Saratoga County YDP application Discussion: The Recreation Commission discussed the increased allocation of $8,327.00 from $6,900.00. The Minor agreement was expected soon. The Department requested funding to reimburse for the 2024 season and offset the costs of Camp Saradac. The Department was waiting to get more money this year. This funding would be for Camp Saradac staffing & scholarships. 14. Discussion: Friends of Recreation Discussion: The Saratoga Springs Friends of Recreation was looking to donate balls. The Friends of Recreation would be having apparel sales to benefit the Friends of Recreation. There was a QR code to purchase Friends of Recreation apparel and FOR would get $5.00/shirt. The Friends of Recreation would be hosting the Dodgeball Tournament for 8+ range and adult division. Derrick Legall recommended Adrianna Britt-Gaeta for the program. She was successful with the Middle school event. 15. Discussion: 2024 Budget Discussion: The 2024 Budget was approved. The budget was attached to the online agenda. The 2024 budget was approved by the City council. The programs were funded. Did not anticipate any major changes. The minimum wage increase would have a slight impact. The rates would begin at $15.00/hour. 16. Discussion: Capital Projects Discussion: The Ice Rink gate was completed by Becker Arena. The deadline for supporting participatory projects, i.e. Bocce at Veteran’s Memorial Park was 12/12/2023. The mayor’s office was asked to check out a local property. 1. Veterans Memorial Park Discussion: The Administrative Director-Recreation met with DPW regarding the Master Plan. A field turf option was being discussed. 2. Scott T. Johnson Recreation Center Discussion: Discussion: DPW was having the door fixed. The need for storage at the Scott T. Johnson Recreation Center was discussed. 3. Bike Park Discussion: The Committee met and discussed the Bike Park project with the American Ramp company. 4. Waterfront Project Discussion: The Waterfront project was discussed. 5. Station Lane Discussion: The Station Lane Park was discussed. 2023-12-12 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 17. Discussion: General Budget Discussion: The Recreation Commission discussed the General Budget. John Hirliman reported on the Recreation Department revenues and expenditures. The November 2023 MUNIS Reports effective 12/8/2023 were attached to the online agenda. The Department/DPW had spent 75.5% of the budget, $2,165,107.70. The November Revenue was as of 12/8/2023. The Department has brought in 97.3% of the budget and only need to raise $39,000.00 additional. The Recreation fees were below budget and need to raise $63,000.00 at the Ice Rink. The Field Fees and Indoor Recreation Center had exceeded budget. The Department was covering the basketball and Recreation Center supervision lines with transfers from other programs. 2023-12-12 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 18. Discussion: Director’s Report Discussion: The Administrative Director gave his Director’s Report to the Commission. The Ice Rink doors were completed by Becker Arena. 2023-12-12 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 19. Discussion: Program Report Discussion: The Recreation Commission reviewed the 11/3/2023 Program Statistics Report. John Hirliman reported the Program Statistics to the Recreation Commission. The motion to add Executive Sessions: Program Coordinator and Property to the agenda was made by Amy Smith and seconded by Robert Manasier. (Ayes – All). The motion to go into Executive Session was made by Amy Smith and seconded by Michelle Merola. (Ayes- All) The Recreation Commission came out of Executive Session and had no action at 7:3 4pm. Adjournment – The motion to adjourn was made at 7:34pm by Amy Smith and seconded by Robert Manasier. The Next Meeting would be on Tuesday, January 30, 2024 at 6:30pm at the Scott T. Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. (Ayes-All) Respectfully submitted, Kathleen Lanfear 2023-12-12 Saratoga Springs Recreation Commission Minutes Page 9 of 9