Recreation Commission

City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, February 27, 2024 6:30pm Scott T Johnson 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 3a. Discussion and Vote: Saratoga Spa State Park Bus Permit Application $35/bus/visit est. $560 4. Discussion and Vote: Award RFQ Printed T-Shirts Spring/Summer/Fall 2024- Walton's Sports Shop 5. Discussion and Vote: Accept Saratoga County Children’s Committee, Inc - $19,000.00 6. Discussion and Vote: Saratoga Casino Holdings LLC Agreement – Soccer Program 7. Discussion and Vote: Scott T Johnson Recreation Center donated property 8. Discussion: Friends of Recreation Dodgeball Tournament 9. Discussion: Bocce 10. Discussion: Free Employee Drop-In Benefit 11. Discussion: Camp Saradac/Multisport Camp 12. Discussion: Basketball League 13. Discussion: Capital Projects 1. Veterans Memorial Park 2. Ice Rink 3. Station Lane 14. Discussion: General Budget 15. Discussion: Director’s Report 16. Discussion: Program Report Adjournment – Next Meeting – Tuesday, March 26, 2024 - 6:30pm at the Scott T Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. 2024-02-27 Saratoga Springs Recreation Commission Minutes 1  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta Saratoga Springs Recreation Commission Meeting Tuesday, February 27, 2024 6:30pm Scott T Johnson Recreation Center Minutes The Saratoga Springs Recreation Commission meeting was called to order at 6:37pm by Amy Smith. Attendance: Amy Smith, Robert Manasier, John Dowd, Derrick Legall, and Adrianna Britt-Gaeta. John Hiliman & Lisa Morahan Public Comment - There was no public comment. 1. Discussion and Vote: Minutes - The motion to approve the amended 1/30/2024 Minutes was made by Adrianna Britt-Gaeta and seconded by Robert Manasier. The names of the personnel would be removed. Discussion: The Recreation Commission discussed having the names of the part- time and seasonal personnel removed from all minutes. (Ayes – All) 2. Discussion and Vote: Recreation Department Part Time Personnel - The motion to approve the Recreation Department part time personnel list submitted to Civil Service was made by Adrianna Britt-Gaeta and seconded by John Dowd. Discussion: The Recreation Department had hired a Recreation Leader, $15.75/hr, on 2/17/2024 and a Recreation Specialist - Level I, $16.35/hr on 2/21/2024. (Ayes – All) The motion to move Item 4 before item 3 was made by Robert Manasier and seconded by Adrianna Britt-Gaeta. See below. (Ayes-All) 3. Discussion and Vote: Recreation Department Purchases - The motion to Recreation Department Purchases was made by Adrianna Britt-Gaeta and seconded by Robert Manasier. Discussion: The Recreation Commission discussed $27,747.25 worth of purchases. Including t-shirt, and Sport collar shirt orders from $11,389.00 to Waltons Sports Shop for Spring and Summer Programs upon the award of the quote, Reimbursement $1,141.00 for Constant Contact, and $307.25 for NYS Saratoga Spa State Park Columbia Pavilion rental, $12,700.00 for Capturepoint Community Pass Maintenance agreement, $560.00 for NYS State Park Bus Passes (8 trips), and $1,650.00 for a foul pole. (Ayes – All) 2024-02-27 Saratoga Springs Recreation Commission Minutes 2  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta 3a. Discussion and Vote: Saratoga Spa State Park Bus Permit Application $35/bus/visit est. $560 - The motion to approve the Spa State Park Bus Permit application at $35/bus/visit for an estimated $560.00 was made by Robert Manasier and seconded by John Dowd. Discussion: Camp Saradac would be attending the Spa State Park with 2 buses on 7/5, 7/12, 7/19, 7/26, 8/2, 8/9, 8/20, and 8/16, 10am-3pm with seven days going to the pool and one day going to the Columbia Pavilion. The two 5 year Empire passes purchased last year would be utilized this season. (Ayes – All) 4. Discussion and Vote: Award RFQ Printed T-Shirts Spring/Summer/Fall 2024- Walton's Sports Shop - The motion to Award RFQ Printed T-Shirts Spring/Summer/Fall 2024 to Walton's Sports Shop was made by John Dowd and seconded by Adrianna Britt-Gaeta. Item 4 was moved and approved to above item 3. Discussion: The Recreation Commission awarded the RFQ Printed T-Shirts Spring/Summer/Fall 2024 to Walton's Sports Shop. Item 1 – Little Kickers - $8.00; xxl-$12.00; xxxl $14.00 Item 2 – Soccer League T-Shirt 50/50 - $8.00; xxl-$12.00; xxxl $14.00 (6” solid #) Item 3 – Soccer League Coach T-shirt 50/50 - $8.00; xxl-$12.00; xxxl $14.00 Item 4 – Spring Programs, ½ Summer Sports Camps, Fall Programs 50/50 - $7.50; xxl-$11.50; xxxl $13.50 Item 5 – Camp Saradac Campers 50/50 t-shirt- $7.50; xxl-$11.50; xxxl $13.50 Item 6 – Camp Saradac Counselor 50/50 T-shirt - $7.50; xxl-$11.50; xxxl $13.50 Item 7 – Camp Saradac Director Sport Collar Sporttek shirt - $17.00; xxl-add $2.00; xxxl add $4.00 Item 8 – Multi Sport Camper 50/50 T-shirt - $7.50; xxl-$11.50; xxxl $13.50 Item 9 – Multi Sport Camp Counselor 50/50 T-shirt - $7.50; xxl-$11.50; xxxl $13.50 Item 10 – Multi Sport Camp Director Sport Collar Sporttek shirt - $17.00; xxl-add $2.00; xxxl add $4.00 Item 11 – Field Hockey Jersey reversible - $20.00 Item 12 – Youth Parking Staff T-shirt 50/50 - $7.50; xxl-$11.50; xxxl $13.50 Item 13 – DPW Short sleeve T-shirt 50/50 -$5.75; xxl-add $2.00; xxxl add $6.00; xxxxl add $6.00 Item 14 – DPW Long Sleeve T-shirt 50/50 - $10.50; xxl add $2.00; xxxl add $4.00; xxxxl add $4.00 (Ayes – All) 2024-02-27 Saratoga Springs Recreation Commission Minutes 3  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta 5. Discussion and Vote: Accept Saratoga County Children’s Committee, Inc - $19,000.00 - The motion to Accept Saratoga County Children’s Committee, Inc - $19,000.00 was made by Adrianna Britt-Gaeta and seconded by John Dowd. Discussion: The Recreation Commission discussed the increase of the Saratoga County Children’s Committee donation from $10,960.00 to $19,000.00 to help subsidize the Saratoga Springs Recreation Department's summer camperships. The Saratoga County Children's Committee was happy to be able to support the Recreation Department and its campership program again this year. (Ayes – All) 6. Discussion and Vote: Saratoga Casino Holdings LLC Agreement – Soccer Program - The motion to approve the Saratoga Casino Holdings LLC agreement for the Soccer program was made by Robert Manasier and seconded by John Dowd. Discussion: The Recreation Commission discussed the Saratoga Casino Holdings LLC agreement. The Saratoga Casino had allowed the City Recreation Department to utilize the fields for no charge for the City’s Soccer program for both Spring and Fall, April 15-June 15, and September 3 – November 1, excluding May 4, and May 25-27. (Ayes – All) 7. Discussion and Vote: Scott T Johnson Recreation Center donated property The motion to recommend utilizing the donated property for additional parking was made by Robert Manasier and seconded by Adrianna Britt- Gaeta. Discussion: The Recreation Commission discussed the various ways to utilize the donated property including parking and green space. DPW would be working on the project. The project would gain 100 spots. The fence would be extended. John Down stated that there was no parking during the tournament and programs. Amy Smith recommended moving forward and adding more parking. The Recreation Commission discussed having green space for kids to play. There was a concern that the green space was too close to the parking area. John Dowd said the City loosing green space was a hard pill to swallow but don’t want kids playing around cars. The project is on the DPW schedule for Spring/Summer. (Ayes 3 Nays 1) 8. Discussion: Friends of Recreation Dodgeball Tournament - The Friends of Recreation dodgeball tournament had been postponed. 2024-02-27 Saratoga Springs Recreation Commission Minutes 4  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta 9. Discussion: Bocce – The Recreation Department would be working with the BOCCE and DPW for an upcoming meeting. $13,000.00 was approved from the Participatory budget. There currently was not an additional budget for bocce balls, storage container and other bocce supplies. There was no drinking in the park. No dogs. Amy was concerned that there were no funds. 10. Discussion: Free Employee Drop-In Benefit – The Benefit was under review by Human Resources. The Director was concerned that the Recreation Department Part time staff had asked for this and had to wait for an answer. Lisa Morahan reported she would like to see the benefit City Wide. HR updated today that they wanted the program. HR forwarded the information to the City attorney to know how to proceed. 11. Discussion: Camp Saradac/Multisport Camp – The Recreation Commission discussed the Camp Saradac and Multi sport camp registration. The Registration for Camp Saradac filled within the first 5 minutes. There were spaces available in the Multisport camp. 23% have signed up on the first day. The Saratoga County DOH would be coming to the Department for the Pre inspection review. There were 40 scholarship spots saved in Camp Saradac. There were roughly 20-36 registered as of this morning. The City Residents were the only ones on the wait list until March 18. There would be some non-city scholarships. Don’t want to increase the number of campers and would have issues. In general, it was like thunder dome to find the right spot. The spaces were coveted. Michelle Merola mentioned that she did not think to increase the number of campers and would make Camp Saradac subpar. The Recreation Commission wanted to keep the quality. There would be a financial hit by adding more field trips. The potential would be 150 campers on site the rest on a field trip. The Recreation Commission discussed having eight locations to be manageable and had to have meaningful locations. Previously the camp experience was not as good. If camp had more buses that would be a $900.00 per bus per trip. The number of staff was concerning. The Department had a number of returning counselors. With 185-190 that would make in group 60 kids with 4 counselors. This would be a lot. John Hirliman hated having a waitlist and wanted to accommodate the parents. Camp Saradac, 8 weeks, 150 spots, was for ages 5-12 with before and after care while Multisport Camp, 5 weeks, 30 spots, was for ages 8-13 with no before and after care. Amy Smith recommended that Camp Saradac stay with the current numbers and check on the campers, counselors, and the expense constraint. She also 2024-02-27 Saratoga Springs Recreation Commission Minutes 5  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta recommended having a structured program. The number of campers age 5-7 was about the same, ages 8 & 9 groups were bigger and trickled down from there. 12. Discussion: Basketball League – The Recreation Commission discussed the basketball league. The program ended on February 10, 2024 with a Basketball show case. John Hirliman had some recommendations for next year regarding referees. There would be an added cost for contracting referees. There were difficulties handling issues by having one referee, two can see more. The Show case playoffs were successful. The league capitalized on the number of girls in the 6-8 division. The school doesn’t have the numbers on the girl’s side. Girls School Basketball growth in that division had diminished. Amy Smith asked was the basketball league back since moving back here (to the Scott T Johnson Recreation Center). John Dowd mentioned that Gavin Park did not have kids to field all divisions. There were 4 teams per division. The volunteer coaches could make/brake the program. 13. Discussion: Capital Projects - The Recreation Commission discussed the 2024-2030 Capital Projects. The Commission members would be submitting project ideas for the upcoming Commission meeting. The American Ramp Company was working with the City to develop the Bike Park. The 2024 Capital budget was $362,000.00 for playgrounds and facilities including $25,000.00 irrigation at Veterans Memorial Park, $20,000.00 Recreation improvement analysis to provide park plan for property development, $285,000.00 for Veterans Park Tennis and Pickleball court resurfacing, and Veterans Memorial park backstops for field 1 & 2 $32,000.00 and $25,000.00 for Ice Rink music system. The West Side Pavilion and Geyser Crest Courts/Resurfacing projects were moved to 2025. Out of the $400,000.00 the $113,000.00 would be for ARC design and the rest for was for construction. DPW was working on a grant through the County for $400,000.00. There would be a Phase 1 – Bicycle playground for general kids. The Alsphalt Villa would have solutions to do a race in Phase 2. This would make sure that the core was completed first. The Beginner would in the 1st level - Phase 1 - $400,000.00. There would be the option to utilize the extra $4000000 on Phase 2. Adrianna Britt-Gaeta asked where did they (the riders) go? Students discussed going to races. The Recreation Commission wanted a place for all to participate. The Saratoga Shredders wanted the project to done this year. The Recreation Commission had never seen a project be developed so quickly from Presentation to Construction. 2024-02-27 Saratoga Springs Recreation Commission Minutes 6  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta 13. Discussion: Capital Projects (continued) 1. Veterans Memorial Park – The Veterans Memorial Park plan was being discussed. The plan was not public yet. The suggestions were shared with Saratoga Miss Softball. The Recreation Commission wanted to keep the walking path and current amenities. Adrianna Britt-Gaeta asked when the project would be completed. The project would be completed in phases and it would depend on funding. If the donor comes through then construction could start next year in August. There would be no impact on the main fields except for T-ball. The Recreation Commission discussed about the cost of moving the lights and about adding lights to the tennis, basketball and pickleball courts like East Side Rec. John Hirliman saw people using the track and courts. John Dowd said there should be at least one basketball court. He liked that the courts stay together. Neighbors would be concerned if the lighted court was kept on the Geyser Road side. The Recreation Commission asked if the baseball field had to be moved. If the project was concerned about money, there had been money put into the baseball field multiple times. The project would save $2M if the baseball field stayed in the same location and would not have to move the baseball lights. The Recreation Commission recommended having a second bathroom facility and bleachers. Each field was ridiculously expensive. This would be a $7M project. By moving the basketball court, then move the backstop and add a restroom. The Recreation Commission recommended not to waste money on moving the current amenities. The Recreation Commission discussed being able to call the games at the concession stand and gazebo area. They recommended having netting near/over the seating area to protect the spectators from flying balls. Adrianna Britt-Gaeta asked What’s there now? John Hirliman explained. The field house, concession stand, DPW area, and storage would be in the first phase. Amy Smith said that there needed to be storage. There would be bathrooms for playground area, and an interior meeting room next to concession stand. Adrianna Britt-Gaeta asked What was the size of the Concession/Meeting space? John Dowd was concerned that there was only two bathroom stalls which was not enough for tournaments. There would be a family changing area added. The Recreation Commission asked would adding netting help so did not have to move the lighting. The 2 nd basketball court would be converted to 2 bocce courts. There would be an estimated $30,000 to replace trees. The City would hear negative comments about trees coming down. Saratoga Miss Softball had a special tree rule for field four. There would be new dugouts built for each field and permanent fencing on one field to allow for other sports to play. The Recreation Commission discussed the turf 2024-02-27 Saratoga Springs Recreation Commission Minutes 7  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta option. John Hirliman explained that infield turf and mound at East Side Rec. had to be repaired & replaced. The turf field was a donor request. Adrianna Britt-Gaeta was concerned that was not enough space for spectators. John Dowd recommended netting to free people from having to look and protecting them from being hit by balls from another field. The balls would come from everywhere. The Recreation Commission recommended having at least 12’ high fencing with additional netting over the top, and would cover the people below. 13. Discussion: Capital Projects (continued) 2. Ice Rink – The Recreation Commission discussed the Security System and sound system. IT was working on a new computer for the Pro Shop. As part of the Skidmore College – Locker room project, Skidmore College agreed to pay the City. The City is meeting this Friday to projects to do. The Recreation Commission and City would need to propose projects and would brain storm as the projects price tags had increased. The light went from $100,000.00 to $250,000.00 range. DPW did have a vendor for the property. If the vendor cannot give DPW an insurance certificate, then they would move to next vendor. It was only $500 more. The City would be looking at an appraisal of a potential property. 3. Station Lane – The Recreation Commission discussed the Station Lane project. There was under $20,000.00 for 12 acres of land on West Ave with only 2 acres of usable land. The LA Group would be working on the project as soon as the funds were released. The Recreation Commission discussed disc golf, walking trails and playground. 14. Discussion: General Budget – The Recreation Commission reviewed the 2024 Period 1 January reviewed the Revenue and Expenditure Summary reports. After the closeout/rollover of 2023, the 2024-2021 Actual Reports would be available. The Recreation Department/DPW spent $138,805.02 - 6.8% in January 2024 and received $ 112,941.62 - 7.2%. The last Deposits and expenditures of 2023 budget would end on 2/29/2024 with Period 13. The 2023 year closed February 29 but the City books closed in May. The January 2024-2021 MUNIS actual reports would be submitted after the City rollover. 2024-02-27 Saratoga Springs Recreation Commission Minutes 8  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta 2024-02-27 Saratoga Springs Recreation Commission Minutes 9  City of Saratoga Springs Amy Smith Recreation Commission Chair RECREATION COMMISSION Michelle Merola 15 Vanderbilt Avenue, Saratoga Springs, New York 12866 Derrick LeGall Alphonse Lambert 518-587-3550 x2300 Fax 518-584-1748 Robert Manasier John Dowd www.SaratogaRec.com Adrianna Britt-Gaeta 15. Discussion: Director’s Report – The Administrative Director – Recreation gave his report. 16. Discussion: Program Report – The Recreation Commission discussed the Program Statistics presented. The Spring 2023 programs increased by 29 participants, Fall decreased by 65, Winter increased by 183, Fall/Winter Basketball increased by 34, Summer programs increased by 52, and Camp increased by 138 in 2023 with a total increase of 371 participants. The Fundamentals of Figure Skating had a big show at the end. The helmet recommendation would not be mandatory next season. Adjournment – The motion to adjourn at 7:55pm was made by Robert Manasier and seconded by Adrianna Britt-Gaeta. The Next Meeting would be on Tuesday, March 26, 2024, 6:30pm, at the Scott T Johnson Recreation Center, 15 Vanderbilt Avenue, Saratoga Springs, NY 12866. (Ayes - All) Respectfully submitted, Kathleen Lanfear 2024-02-27 Saratoga Springs Recreation Commission Minutes 10