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2009-09-16 .. RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 RECREATION COMMITTEE MEETING MINUTES Wednesday, September 16,2009 NEXT MEETING, OCTOBER 7,2009 The regular meeting ofthe Town of Wappinger Recreation Committee was held Wednesday, September 16,2009 at Schlathaus Park, 126 All Angels Hill Road, Town of Wappinger, Dutchess County, New York. The meeting was called to order at 7:00 pm by Chairman, Ralph J. Holt and Vice - Chairman Gary Trudell, with the following persons present: Kay VonReyn, Senior Director, and Committee Members Bruce Lustig and Meera Dave. Mr. Holt asked the committee members if they had read through both sets of minutes. Thus, the minutes from the July 2009 and August 2009 meetings were approved with no corrections. Mr. Holt then stated that Vice-Chairman Gary Trudell would run the meeting. OUTGOING CORRESPONDENCE: 1. A memo was sent to Supervisor Colsey and the Town Board requesting the acceptance of a bid for Game Time Recreation to prepare the surface of the ground under the new Fleetwood equipment to meet safety standards. On September 19th the new equipment will be installed at Fleetwood. Once that has been accomplished Gametime will be called to set up a date for installation of the safety ground cover under the equipment. Mr. Holt thought that Joe Incoronato had set up a date of September 26th to have the newspapers out with a small reception to follow. Mrs. Manning indicated that she received no word of this event, but would check with Mr. Incoronato as to his plans. Mr. Holt also stated that Recreation was expected to supply refreshments for this event, but informed Mr. Incoronato that there is no money for this in our Recreation account and would have to be paid for in another manner. 2. A memo was sent to Supervisor Colsey requesting approval for the hours projected to be worked by the Recreation staff on Community Day. In response to our request, Supervisor Colsey sent a memo asking that we keep within the guidelines submitted and that "uninterrupted breaks" must be taken as required by law. Mr. Holt stated that Community Day is now over and by all accounts it was a complete success. Bruce Lustig indicated that there was one small incident. A fireman claimed that when his son was on the Ferris wheel the door to his compartment opened. Mr. Lustig and the Supervisor checked out the piece of equipment in question and found that all the catches on the doors were secure and that it was safe to continue operation. 3. (For the record) A memo was sent to Supervisor Colsey requesting the movement of funds to cover the cost of additional tables requested by Recreation. Since that time, the Supervisor advised Recreation that the same tables could be purchased from Lowe's for considerably less thus saving over $600.00. Movement of funds 1 RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 was not necessary. Ms. Von Reyn indicated that the tables from Lowe's are plastic and may not last as long as the ones we originally planned on from Mitey- Lite. 4. A memo was sent to Supervisor Colsey requesting a leave of absence for Kay vonReyn due to family illness. INCOMING CORRESPONDENCE 1. A report was received from Doug Haan, Town Safety inspector, outlining needs in our parks and playgrounds. Copies were given to Ralph Holt and Bob Sheridan. 2. Booklets were received from the Dutchess County Youth Council asking for help in recruiting teens to become members of the Council for the 2009 - 2010 school year. Copies are available. Jaclyn Smith, Recreation Director, received a copy. 3. We have received two (2) requests for field usage. a. The Dutchess County Historical Society is requesting the use of the pavilion at Castle Point on Saturday, October 17th from 2 - 4 PM. b. Gino Celli of the Knights of Columbus is requesting the use of Quiet Acres for one day, September 26th OR October 10th for 3 or 4 hours to practice penalty kicks. No games will be played. A discussion was held in regard to Recreation and our ability to approve field usage. Per Al Roberts, Town Attorney, since Recreation's status was changed from a Commission to a Committee we are now required to seek approval from the Town Board. Mr. Holt stated it is his intention to send a memo to Supervisor Colsey and the Town Board, stating that Recreation has had this responsibility for 25 years and feels it would be a waste of the Town Board's and Recreation's valuable time to change the process now. .Mr. Holt asked Mrs. Manning to respond to the above requests accordingly. The request from the Historical Society would be placed on hold until further approval was received and the request from the K ofC would have to be turned down. Because of the neighborhood incident with parking and use of Quiet Acres by Soccer, we feel it unwise to bring in a group, even though it is only for one day, that may cause the same neighborhood reaction as was experienced by the WUSc. 4. The following resolutions were addressed at the September 14th Town Board Meeting. a. 2009-272 - Authorizing amendments to the Senior Center Budget. Approved b. 2009-273 - Authorizing the Town Attorney to draft a law establishing term limits for members of all elected and appointed Legislative Boards and Committees. Tabled c. 2009-283 - Awarding Bid for certain repairs to the Martz Field Tennis Courts. Approved. A vello Contracting was awarded the bid at $160,000.00. Mr. Holt stated that not only will the courts be resurfaced but new fencing will be put up around the courts. Work on this proj ect will start very soon. The lights at the courts are not included in this estimate and will be addressed in the future. 2 . . RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 d. 2009-285 - Authorizing Town Engineer to determine asbestos levels in roof of the Carnwath Mansion and to provide updated costs for the permanent repair ofthe Carnwath Mansion Roof. Mr. Trudell spoke of Recreation's wish to see a resolution go to the Town Board requesting use of the "Friends ofCamwath" account to re-do completely the two smaller roofs and to temporarily repair the larger roofto buy an additional 2 to 3 years, eliminating the ongoing leakage of that roof into the mansion. Mr. Trudell continued by explaining that the resolution was written in such a way that it asked for afull repair, bringing the impending costs back to the full pricing of a permanent roof. Mr. Holt stated that there was no way that this resolution would be approved as written. NEW BUSINESS; In new business, it was stated at the last meeting that we should ask Karl Saliter to entertain for Halloween again this year. He is available at $575.00. The committee agreed that he is excellent for the children and keeps them occupied while the judges select the winners of the costume contest. OLD BUSINESS: A call was received from a teacher at RCK requesting that their annual "Night of Jazz" be held at Schlathaus Park next year. The members of the Committee asked Mrs. Manning to contacted Al Roberts to check on the specifics of "passive recreation". Mr. Roberts said that the property could be used by an outside group, but must be approved by the Town Board. The schedule request is for June 2010. How will we proceed with Halloween letters? Mrs. Dave said that once she has made up the "request for donations" letters, she would request that each member of the Committee distribute them to area businesses. Mr. Lustig suggested that a listing be made so that efforts are not duplicated. Mrs. Dave stated that last year it was very difficult to get donations from appropriate businesses for this event. The Halloween event will be held on Sunday, October 25, 2009 at Schlathaus Park at 1 :30 PM for registration and at 2:00 the costume parade will begin. Mr. Holt mentioned that, as always, we should call Little League and Soccer to make their usual contributions to the "Trick or Treat Bags" for the children. Gary Mensching is aware of his obligation and Mr. Lustig said that Soccer would make their donation as always. VICE-CHAIRMAN TRUDELL'S REPORT Mr. Trudell mentioned one other item from the Town Board meeting that might be of interest to our committee. There was a resolution seeking to form a negotiating committee to deal with the unions. This resolution has been tabled before, but Mr. Beale stated that he would serve on that committee if it is formed as did Supervisor Colsey. The Highway Department employees are union members and are requesting negotiators to deal with the union. 3 RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 Gary Trudell said that a scout that is working with him on the trail at Carnwath has requested a bench for the project he is doing. An alternate trail is being planned to run parallel to the power lines. There is a natural opening there and a bench at that point would give an excellent view ofthe Hudson River. The bench is already in our posseSSIOn. Mr. Trudell would like to have two of our picnic tables moved to the swing area in order to allow people to picnic in the summer. It was suggested that, because they are so heavy to move, it would be advantageous for us to plan what we will set them on so that they wouldn't have to be moved every time the area was mowed. Since Item 4 is being used for the viewing area, it could also be put under the picnic tables. Since budget time is here, it was suggested that small permanent grills be put by the tables. Mr. Holt asked Mr. Trudell to get prices for four (4) grills. Mr. Trudell received a request from Lou DeCoco to use five fields at Robinson Lane on Monday mornings in 2010 from 10:30 to 12:30 for the Over 65 Softball League. The fields being considered are Rl and R2, Senior League Girls, Bisaccia Field and Boys Senior League 1. Mr. Holt stated that although no one uses the fields on Monday mornings Little Leagues concerns would be the condition that the fields were left in when they were done. Mrs. Manning indicated that a League fee should be charged for each field being used at $200 each, for a total of $1 000.00. Mr. Trudell wanted to set a date for Winterfest 2010 and selected Saturday, January 23rd as the date for the event. Mr. Holt will not yet have left for his winter vacation and would be then able to attend. Mr. Trudell wants to thank the maintenance crew for their support of his mowing the grass at Carnwath. They make sure that the mower is maintained and all he has to do IS mow. Over 100 people attended the "geo-cacheing" event on August 16th. Chris Masterson's website for this event received over 20 messages, complimenting the selection of the site and what a great event it was. They also commented on the Sports Museum which many didn't know existed. The ladies who are working on the flower beds at Carnwath had a table at Community Day, seeking donations to help them out. Unfortunately, they didn't receive anything. The trail markers and the trash receptacles have been received. Mr. Trudell has enlisted the aide of his wife, Marion, in putting in the trail markers. He said she's getting pretty good at mixing cement. Five have been installed thus far. An application has been sent in to extend the expiration date of the $15,000.00 grant for Carnwath. Approximately half of the money has been spent. 4 . . RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 Mr. Trudell pointed out that about 50% of the people that go to Camwath bring their dogs. The spigot on the building that these people use to water their dogs, no longer has a hose on it and is very often not shut off properly. No solution to this problem was reached at this time. Mr. Trudell met with Art Glenn at Camwath. Mr. Glenn has volunteered his backhoe to clear the areas for the item 4 by the benches on the trail and has also offered to move the wood from the carriage house to the bench locations. There has been no further word on the status of the observatory at Camwath. EAGLE SCOUT UPDATE: The first scout, David Martinson, finished the benches and is awaiting his badge. The second, Trevor North, has completed the physical part of his work at Camwath but still will be doing the pamphlet for the nature trail. The third one, Matt Kamatz, has finished his proposal, but still has to have it approved by his scout master. The fourth, Matt Brace, met with Mr. Trudell on September 1 st, and was asked by Mr. Trudell ifhe would consider completing the installation of the trail markers. The scout was very pleased with the idea. It was also decided that at the south viewing bench, a sign would be put up indicating, as you look in different direction, what you are actually viewing, such as bridges, mountains, town, etc. Mr. Trudell suggested to the scout leaders with whom he has been dealing, to have the scouts use Camwath for a "Camporee". The idea was well received. BRUCE LUSTIG'S REPORT Mr. Lustig had no report. MEERA DAVE'S REPORT See NEW BUSINESS. SENIOR DIRECTOR'S REPORT SEE ATTACHED REPORT Ms. V onReyn also mentioned that because of a necessary leave of absence due to her husband's illness many September events had to be postponed. The September/October Birthdays will be celebrated together which will require the use of the large meeting room in October. Ms. vonReyn also took the opportunity to thank Dot Groark for taking over in her absence. She did a wonderful job and did a great job with the Seniors. CHAIRMAN'S REPORT Mr. Holt stated that the next event to consider is Veteran's Day. We will need a speaker and if anyone on the Committee had a suggestion he would be open to it. 5 RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 Mr. Holt said that he is asking Eileen Manning and Stephanie Kovalsky to make up a list of all that worked on Community Day. He would like to have a "thank you" luncheon at Schlathaus Park in the near future for those people. Also, Mr. Holt would like thank you letters to go out to all that helped on this event. One disappointing situation arose when the dignitaries in the parade doubled up and I was left with two donated cars with volunteer drivers and no one to put in them. The car situation for Community Day has been an ongoing problem and next year we will have to have firm commitments from those needing cars or they will have to supply their own cars. Mrs. Manning was asked if she knew the amount of money taken in for the inflatable rides. She indicated that it was over $1600 dollars and would be split three ways between the two scout troops and the town. Plus, a check was received for $700 from Shamrock Amusements ($100 for each booth) at the event. The Rotary, who collects the money for the mechanical rides, keeps 30% of what they collect and then presents the Town with, usually, $1000 of that amount. Requests letters for donations to the Elk's Senior Christmas Parties have gone out. Thankfully, the price for each meal will be the same as last year. Mr. Holt addressed the issue of Bob Sheridan and the fact that for the year 2009 he was made full time seasonal and would work only 9 months this year. He said he intended to have Mr. Sheridan return to full time regular status for 2010 and that he would be fully prepared to defend his request. In 2009 we had no one in the barn from January 1 through the end of March. Because of that, our tools and vehicles were totally unprepared for the spring and summer season. Added to this, Joe DeRosa was asked to plow, which he had never done before. Mr. Holt said that the Town cannot afford to loose a good worker like Bob Sheridan. Mr. Holt intends to put in a request for a SCAG mower for Joe DeRosa Jr. to use here at the Town Hall. This should cost about $6,500.00. He also intends to ask for another full size, four wheel drive mower which will give us the flexibility to do hills and hillsides. This mower will cost about $16,000.00. We also will seek to purchase the golf carts that we did not purchase in the 2009 budget. The Supervisor has indicated that we have permission to buy the golf carts right now with the money coming from the Parkland Fund. The carts need to be more than just the two-seaters that we have rented in the past. We would like at least a four person capacity with a compartment in the back to carry tools, etc. Mr. Holt asked the members if they had any other suggestions for items needed to go into the budget. He suggested the possibility of playground equipment at Robinson Lane since all that exists there now are swings. Mr. Lustig expressed his concern about stretching our maintenance men too thin by adding additional equipment to the parks. Mr. Holt said that new playground equipment would take only a minimal amount of time each year to maintain. There were no further suggestions at this time. 6 . . . , RECREATION COMMITTEE MINUTES SEPTEMBER, 2009 Mr. Holt pointed out that all information must be in by this Friday, September 18th, to be compiled by next Wednesday, September 23rd, for the September 28th Town Board meeting. Mr. Lustig asked if any arrangements have been made with the WCSD eliminating the cost for the use of the schools. Mr. Holt explained that we pay only janitorial fees for our gymnastics and basketball programs. We pay nothing to use the schools at night, but this year our programs must end by 8:30 pm and cannot go beyond March 1 st so that the schools can set up special equipment in the gyms for their students. Ms. vonReyn asked about the target date for the completion of the new Recreation Guide for the 2009-2010 season. Mr. Holt indicated that our guide should not be out any later than mid-January. The members discussed how best to do that without incurring additional bills in 2009 but paying for it in 2010. All were in agreement that a much better job of proof reading the guide needs to be done in the future. Eileen Manning Recreation Secretary 7 Rec Commission Report 9/16/09 Senior Center (For August 09) Average daily attendance in August was 36.6, down slightly from 37.1 last year. We had 1 scheduled closings: an offsite party on 8/26. There were no additional weather closings or delayed openings We served 2 community meals during the month: a summer Dance at Arbor ridge (mentioned above) attended by 63 people and birthday pizza, held at the center, which was attended by 61 people. The birthday parties are well enough attended that we will have to start holding them in the main meeting room starting in October. The logistics are just too difficult in the center itself. Outreach: We sent out 3 get well cards and 2 condolence cards in August. Also 1 packet of Center information to a prospective new member who has since joined. New members: 3 since June Members Lost: none Incidents: None Programs: The "On the Road Again" gang was supposed to go to the Dutchess County Fair this month. Our senior art class did very well there: Eileen DeFelice got a second prize for a painting and a people's choice in photography. John Hartung won a 1 st prize for his painting, and Alice Weston got a first, a second and and honorable mention for her work. I was out unexpectedly on leave the second half of the month, which meant that I did not get a September newsletter out. I would like to commend my Assistant Dot Groark for the excellent job she did keeping the basic functions of the center running smoothly during my absence. Bus Trips: Our August trip to Foxwoods went smoothly. Our September trip "42nd Street" is sold out with a wait list. Weare just signing up our last trip and have a few seats to fill for "Octoberfest.' Vacations: Chorus and T'ai Chih were on break during August.