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2010-01-06 ~~~ "ro NOv ~~ RECREA TION COMMISSION MEETING MINDY S ~IV 01' 0 1. ?(}/O Wednesday, January 6,2010 110 ,.. 10/. W/V ~Pp CI.12;f;Gs,? The regular meeting of the Town of Wappinger Recreation Commission was held Wednesday, January 6,2010 at Schlathaus Park, 126 All Angels Hill Road, Town of Wappinger, Dutchess County, New York. Recreation Commission Minutes January 2010 NEXT MEETING, FEBRUARY 3, 2010 The meeting was called to order at 7:00 pm by Chairman, Ralph 1. Holt with the following persons present: Vice - Chairman Gary Trudell and Kay vonReyn, Senior Director. Commission Members in attendance were Bruce Lustig, Meera Dave and Uma Satyendra. Minutes for the November and December meetings were approved with no corrections. OUTGOING CORRESPONDENCE 1. A fax was sent to Mrs. Normil ofthe Dutchess Co. PSS verifying the employment of Bryan and Bruce Terrelonge in our summer playground program. 2. A memo was sent to Supervisor Colsey requesting salary approval for our year- round and winter programs. Mr. Holt stated that this memo brought about the raise in the playground fee to $200 and $250. Mr. Holt also asked that the fees be raised for the use of the lighted fields. This fee went from $100 to $125 per use. 3. A letter was sent by Kay vonReyn to Adams Fairacre Farms requesting a donation of oranges for the seniors attending the Christmas Party at the Villa Borghese. This was followed up by a thank you note to them. 4. A thank you was also sent by Ms. vonReyn to Outback Steakhouse for their generous donation of a gift card for the Senior Christmas Elks Party raffle. 5. A thank you was also sent by Ms. VonReyn thanking each individual member of the RCK string quartet that played at the Senior Christmas party at the Villa Borghese. This group will be one of the youth groups performing at Winterfest. 6. Thank you letters were sent from Recreation to all those who donated money and/or raffle prizes for the two annual Senior Elk's Christmas parties. 7. A copy oflast year's resolution was sent to the Supervisor to submit, again, the 2010 Youth Bureau grant for our "Learn to Swim" program. INCOMING CORRESPONDANCE: 1. A letter was received from the Dept. of Veterans Affairs at Castle Point thanking the Golden Tone Singers of the Wappingers Senior Center for entertaining the veterans on November 18, 2009. 2. A letter was received from M.A. Day Engineering, PC indicating that the 151 base dugout on SL2 at Robinson Lane has been built to specification and approved its construction in adherence with the plans presented to the builder. This was 1 Recreation Commission Minutes January 2010 forwarded to the Supervisor's Office so that payment could be made for the completed job. 3. A letter was received from Ecological Specialist Corp. outlining the costs to repair components to the Chelsea Dock. Installation at the site would be done by our maintenance men. The cost for this project will be approximately $1182.00. Mr. Holt said that the dock is in very bad shape and needs this repair. Mr. Lustig questioned whether the Parkland Fund could be used for this repair. Mr. Holt said he would find out. 4. A form was received from the NYS Dept. of Environmental Conservation approving Doug Haan as a licensed pesticide technician. We need Mr. Haan to be able to use pesticides, when needed, as Recreation Maintenance does not have a license to do so. 5. A copy of a memo was received from the Town Accountant re-allocating funds between various accounts to account for shortfalls in others. Mr. Holt stated that he worked with Mrs. Manning on selecting the funds from which money could be taken. 6. A copy of a letter was received from the Dutchess Co. Youth Bureau indicating that the 2010 allocations will be about 12.5% lower that the 2009 amount. 7. A copy of the agenda for the Dec 21, 2009 Town Board meeting was received with the following matters pertaining to Recreation: a. Res. #2009-379 - Per item #5 above - approval ofre-allocation of funds. b. Res. #2009-381 - Asking that the pay scale be set for our Gymnastics, Basketball, Aerobics, Volleyball and Baton Twirling instructors. This resolution was approved with no raises given to instructors returning from last year. 8. A memo was received from the Supervisor asking that subsequent paper product orders be placed with BJ' s Warehouse, if their prices are the lowest. 9. A memo from Supervisor Colsey questioned the installation of an aftermarket kit to convert manual windows to electric. The window in one of our Recreation trucks did not work so the Supervisor asked our Highway dept. to repair it. The repair of same was done by Highway, however, the Supervisor wanted to know who authorized the installation of this unit as it was not previously authorized. Mr. Holt said that he would look into this matter. 10. A memo was received from Supervisor Colsey with an attachment outlining the safety inspection done on the Emergency services building and the need for numerous repairs. The supervisor is asking that the Parks & Maintenance staff address as many of these items as possible. Mr. Holt passed this along to Joe Jr. and Joe Sr. and will go over with them how this project is to be handled. 11. An e-mail was received from the principal of Myers Comers School asking if Schlathaus Park could be used as an information and staging area should there be an emergency situation at the school. She would appreciate a determination on this at our earliest convenience. Mr. Holt mentioned that he would check to see how we need to proceed with this matter. The matter will have to be taken to the Town Board in any event.. 12. A copy of the agenda for the January 4,2010 Town Board meeting was received with the following matters pertaining to Recreation. 2 Recreation Commission Minutes January 2010 a. Res. #2010-8 - Amending the Town schedule of business operations. This indicates a possible change in Town Hall hours. Mr. Holt stated that they were looking at the possibility of a four-day work-week but it was voted down. b. Res. #2010-10 - Authorizing fees for 2010 Recreation Programs. The cost for summer camps will go up from $125 to $200 for a regular day (6 hours) and from $175 to $250 for an extended day (8 hours). Also note that SUMMER CAMP PERSONNEL WILL NOT BE PAID WHEN CAMP IS CANCELLED DUE TO INCLEMENT WEATHER. Adopted c. Res. #2010-11 - Authorizing fees for 2010 Recreation Programs. Field usage fees all higher including the raise in prices for lighted fields to $125.00 per use and League fee for over 50 people is up to $350.00 from $200.00. Program fees that were raised: Aerobics from $30 to $35, Volleyball from $30 to $35 and Baton Twirling from $30 to $35. All others remain the same. Adopted d. Res. #2010-24 - Establishing Petty Cash funds for offices. Recreation will receive its usual $200 for Petty Cash with an allowance of $500 to be used as start-up money during registration. Adopted e. Res. #2010-25 - Adjustment of mileage rates for 2010. The new rate is .50c per mile. Adopted f. Res. #2010-37 - Appointing Liaison to the Town Recreation Committee. Person un-named. g. Res. #2010-38 - Appointing a member to the Town Recreation Committee. Person un-named 13. A letter and forms were received from the D. C. Youth Bureau requesting that the forms and a narrative report be submitted by January 11,2009 to complete our application for Recreation's 2009 grant for our "Learn to Swim" program. 14. An e-mail was received from the Supervisor asking Mr. Holt to attend a meeting on 1-11-10 with Rob Wilson and Chris Schoen of Little League and Al Roberts. The meeting was asked for by Little League as the new president and vice- president need some guidelines. Mr. Holt recapped a meeting that he had with these gentlemen in November where they outlined some of the things they would like to see done at Robinson Lane including the water situation and some work to be done in the concession stand. Any work done would have to be approved by the Town Board. SENIOR DIRECTOR'S REPORT Ms. vonReyn began by stating that the average attendance for the month of December was slightly down. Although the parties are well attended the other days are lighter because of the holidays and the weather. The Senior Tea Party at Van Wyck J.H.S. was cancelled due to weather but will be rescheduled for the spring. Eighty-nine seniors attended the center Christmas party at the Villa Borghese on December 16th. Special guests included Ralph and Sylvia Holt, Supervisor Colsey and Violet Curry, senior ballroom dance instructor. Pizza bingo was held on December 18th with 35 people in attendance and forty-five people attended the December birthday party. 3 Recreation Commission Minutes January 2010 Ms. vonReyn asked Eileen Manning if she would like to have the Golden Tone Singers sing Christmas carols through the Town Hall. The caroling took place on December 23rd and a great time was had by the chorus and the employees alike. Sixteen Christmas cards were sent out to Seniors who are in nursing homes, out sick or have recently moved away. Three cards were sent to people who helped us out in many ways this year. We got one new member and one member passed away, Regina Dixon, at 97 years of age. The audio-visual system has been set up with the exception of a small controller. Many thanks to the Supervisor and Joe DeRosa for making that happen. We also now have a new boom-box which can be used with batteries or electric and has enough amps to be used for large rooms or outdoors. Mr. Holt suggests that we do a ribbon cutting when the A V system is ready to use. UMA SATYENDRA'S REPORT Uma attended her first Christmas Elks party and said that it was a wonderful event. BRUCE LUSTIG'S REPORT Mr. Lustig has no report at this time. MEERA DAVE'S REPORT Mrs. Dave also attended her first Christmas Elks party and was very impressed. GARY TRUDELL'S REPORT Mr. Trudell began by thanking Florence Graff for making up the flyers for Winterfest II. The program that will be given out at the schools and at the game is still being finalized as some information still needs to be gathered. Mr. Trudell went to Eastern Mountain Sports (EMS) and confirmed that they will allow us to use eight (8) pairs of snowshoes for our snow-shoe clinic. They are also providing ski poles and an instructor for the clinic which will take place at I PM. Mr. Trudell also visited Potter Brothers and they will be at the event with a tent and snowboards and cross country skis. The chapel has been set up with tables and chairs for the performers, the audience, the food table and the vendor tables. The wreath decorations are being put together by Kay vonReyn and will be placed in each window in the chapel. Mr. Trudell said that he found birds in the room under the chapel. He has asked Joe DeRosa to seal off the open spaces over the fans to keep out the birds and the cold. Ms. vonReyn asked ifit would be possible to put Winterfest on the Town website. All agreed that that was an excellent idea but would have to be done through the Supervisor's Office. 4 . . Recreation Commission Minutes January 2010 RECREATION CHAIRMAN'S REPORT Mr. Holt began by stating that the budget for 2010 has been cut to the bone. A purchase of any size will have to be approved by the Supervisor and the accountant before approval is given. Mr. Holt addressed the publishing of this year's Recreation Guide. It seems likely that there will not be one similar to what we have had in the past. He would like to put together a committee including Jackie Smith, Max Dao and Roland Norris to sell space in the guide as other towns in the area do. Mr. Norris puts together a yearbook for the Wappingers Yankees each year and will be able to guide us to those who may be interested in buying an ad. Mr. Holt feels that this is the only way we could afford to put out a guide this year. Mr. Holt questions the impact of the raise in the fees for our Summer Playground Program. He has spoken to Jackie Smith and asked her to be careful about the number of counselors that she hires for the summer as that number is based on the number of registrants. The resolution also states that no pay will be given for rain days. This may also have an impact on those who will return as directors and counselors. Mr. Holt asked Gary Trudell to put together a spread sheet showing budget line amounts versus income to make sure that all programs are paying for themselves. Although in the past the Summer Playgrounds have not done so, we are hoping that because of the raise in prices the deficit will be lower than in past years. Mr. Holt also stated that he and Mrs. Manning will have to look at the salary line for the maintenance men to determine how long we will be able to have them work. He will then present the figures to the Town Board. On Monday Ralph Holt will be meeting with the President and Vice-President of Little League, Supervisor Colsey and the Town attorney to discuss the 2010 season. There is, evidently, some disagreements between the different factions ofthe organization. The tournament that was held last fall netted about $30,000, $24,000 of which was turned back into Little League programs and $6000 of which was given to the charity. Mr. Holt questioned whether all of Little League benefited or if only parts of the organization benefited. Mr. Holt reiterated that he wants everyone on the commission to help out at Winterfest. He is hoping that the shuttle bus will be funded by donations, as that is the only real expense involved in this event. A short discussion was held to iron out a few small points about details regarding Winterfest. Eileen Manning Recreation Secretary 5