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2009-10-07 Recreation Committee Meeting October 7,2009 RECREATION COMMITTEE MEETING MINUTES Wednesday, October 7,2009 NEXT MEETING, NOVEMBER 4,2009 The regular meeting ofthe Town of Wappinger Recreation Committee was held Wednesday, October 7,2009 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 with the following persons present: Vice - Chairman Gary Trudell, and Committee Members Bruce Lustig and Uma Satyendra. Meera Dave arrived at 7:20 and left at 7:45 Mr. Holt asked the committee members if they had read through the minutes. Thus, the minutes from the September 2009 meeting were approved with no corrections. OUTGOING CORRESPONDENCE: 1. A memo was sent to Supervisor Colsey outlining a re-allocation of funds to backup the payroll for our Summer Playground Programs. 2. A letter was sent from Senior Director Kay vonReyn to Dwight Peiffer thanking him for his donation of lighted houses and additional lights to be used as Christmas decoration. 3. A memo was updated to the Town Board regarding the final work dates of the seasonal Recreation Maintenance workers. INCOMING CORRESPONDENCE: 1. A copy of Resolution # 2009-283 was received from the Town Clerk's Office awarding A vello Brothers Contractors, Inc., as the lowest bidder, work on the repairs to the Martz Field Tennis Courts. A contract was signed with them on October 6,2009. 2. A letter was sent to Colonial Builders from building inspector Sal Morello stating that because regular inspections were not done on the dugout, the building permit could not be approved without an inspection by a Licensed Design professional. A meeting was held with Ralph Marinacchio of Colonial, Ralph Holt and Sal Morello on October 5, 2009 to determine how to proceed. Mr. Holt stated that he believes that this problem has been resolved. Sal Morello, Town Engineer Bob Gray and Paul Pilon the designer of the plans for the dugout will go out to Robinson Lane and try to determine if the dugout was built according to specifications. The main concern was that the support rods were placed properly. 3. A Memo was received from Supervisor Colsey to Ralph Holt in response to a memo sent on September 16, 2009 regarding Recreations policy to approve the usage of town parks, fields, etc. This memo was initiated by the fact that Town Attorney, Al Roberts stated that all use of these properties required Town Board approval as a result of the Recreation Board now being a Committee and no longer a Commission. Supervisor Colsey asked only that large events like 1 Recreation Committee Meeting October 7,2009 "WinterFest", the Christmas Tree Lighting, etc. need Town Board approval. He has no intention of micro-managing Recreation in regard to this function. 4. A memo was received from Morris Associates per the request of the Town Board regarding the drainage problems at Airport Park Soccer Field. In essence, the swale of the storm drain has debris blocking the outflow of the water. Recommendations include: 1. Building a fence around the end section to facilitate maintenance in the area. 2. Remove debris and woody overgrowth from the area. 3. Set grade stakes, excavate and seed the swale. 4. Continue maintenance of end section to provide the best flow of water. Mr. Holt asked if the Town Board gave the go-ahead for this work to take place. Mrs. Manning stated that she received no documentation to that effect. It will be necessary to first clear under the road to the Airport Park side. The area will then be cleared and smoothed to allow the water to flow more smoothly. It will then be Recreation's job to fence in the area and keep it clear of debris. Mr. Gray suggests that the path for the water be widened so that the water will drain more quickly. 5. The agenda for the September 28,2009 Town Board meeting was received with the following resolutions of interest to Recreation: a. 2009-301- Amendment to the budget in respect to Building Maintenance. b. 2009-302 - Amendment to 2009 budget regarding the Recreation Department. (Summer playground payroll) c. 2009~309 - Scheduling Town Board meetings to adapt budgets for 2010. (Recreations budget will be reviewed on Monday, October 26,2009.) The Recreation Budget must be to the Supervisor by October 21 st. Mr. Holt has asked Kay V onReyn and J ac1yn Smith to review the budgets and to be prepared to speak to any increases that they are requesting. Ms. Smith would like to plan a 13 to 15-year-old program at Carnwath as well as a summer Volleyball program for older teens. If the programs can . be planned to pay for themselves the new programs may be considered. Mr. Holt is also hoping to address the status of our manpower in the Maintenance Dept. and will also ask for a large mower for Maintenance and a SKAG for the Town Hall. 6. A copy of the letter from Morris Associates to Elizabeth Doyle ofthe Community Development Administration with regard to the submission of a Block Grant for the construction of a baseball field for the Challenger Little League Baseball Program Included were the Town's application, the project summary and budget, outline for formal and informal bids, a map of Robinson Lane and Town Board Resolution #2009-300 approving the application. Mr. Holt explained that the Challenger Program requires special fields with rubber matting for easy mobility of wheelchairs as well as handicapped runners. Supervisor Colseyand Gary Mensching, President of Little League, are backing this project. No 2 Recreation Committee Meeting October 7,2009 one has yet approached the Recreation Committee for discussion or input for this project. Mr. Trudell asked where the field would be located. Mr. Holt indicated, that to the best of his knowledge, the field would be located between the first and second fields on the right as you enter the park (Between SB2 and SLI). Mr. Holt indicated that the Challenger program does not seem to be enjoying the popularity that it once did. When Bettina Briccetti was inducted into the D.C. Sports Museum Hall of Fame, she indicated that now that she is in college she does not have as much time to devote to the Challenger Program as she once did. Mr. Holt expressed his concern as to who would take over the leadership of the program and see the project through to its completion. Mr. Lustig asked if it would be wise to have each organization (Little League, Soccer and Pop Warner) come before our committee to give an annual report and to answer questions the committee may have. Mr. Holt agreed that it would be a very good idea. Mrs. Manning suggested that flyers sent out by the organizations listed above would be our best way of reaching out to families who may not know about the Challenger program. Mr. Trudell called to our attention that an additional parking area would be eliminated by the construction of that field. Mr. Holt was fully aware of that problem and questioned when we might be able to gain access to the 28 acres adjacent to Robinson Lane to alleviate that situation. 7. A check for $250 was received from the East Hudson River Soccer League for use ofthe Town of Wappinger Soccer fields. Mr. Holt asked if Mrs. Manning if she had received any field usage form or certificate of insurance for their use. She replied that she had not. Mr. Holt asked that this matter be brought to the Supervisor's attention. MEERA DA VB'S REPORT: Mrs. Dave read and distributed letters to the committee members to seek raffle prizes for the Halloween Party thrown by Recreation planned for October 25th. A listing was made indicating which businesses each committee member would visit. It is becoming more difficult to get businesses to commit to helping us and sometimes requires going back several times to get a confirmation from the manager. Mrs. Dave ran down the list of everything needed for the event and Mrs. Manning stated that all those arrangements were made by her through the Recreation office. UMA SATYENDRA'S REPORT Ms. Satyendra has no report at this time. BRUCE LUSTIG'S REPORT Mr. Lustig stated that he has not been in touch directly with the Soccer but he does understand that they have re-negotiated the use of Bowdoin Park fields for soccer games on Saturdays and Sundays. The older travel teams have negotiated playing time at Dutchess Community College, therefore, they will not require the use of Carnwath or Castle Point at this time but thank Recreation very much for the offer of these properties. 3 Recreation Committee Meeting October 7, 2009 Rackingham is still being nsed far practices as well as parts af Airpart Park. Upon the mention of Castle Point, Mr. Holt pointed out that smce Tom McKinney has take~ over as custodian at that park it has never looked so good. He has redone the steps, pamted the railing and building and keeps the grass mowed beautifully. GARY TRUDELL'S REPORT (VICE-CHAIRMAN) Mr. Trudell began by saying that Art Glenn and his friend Tim started excavation of the ground at the north facing viewing area on October 3rd. They ran into a lot of large tree roots so in order to level the area it will require two (2) six by six levels on the upper part of the grade. More materials were needed and were ordered. The Item 4 was delivered today (October 7) and will be put in place when the framing is finished. Mr. Trudell is very pleased with all the time Mr. Glenn has donated to work on this project. Mr. Trudell spoke at the last meeting about putting a picnic table with a small permanent grill up near the swing area, placing additional Item 4 under it to prevent the need for mowing. Mr. Holt suggested removing the swings but Mr. Trudell said that he has seen many people using them. Mr. Holt pointed out that ifthe swings were to remain we would have to put a safety surface under them as we did with the Fleetwood equipment. Mr. Holt spoke about the insurance man that toured Carnwath, sighting the swings as unsafe, not because of the swings themselves, but because of the lack of ground cover. Mr. Holt will look into how we may proceed on this. Mr. Holt also indicated that the pool must be removed by the end of the first quarter in 2010. Mr. Lustig asked about the status of the Mansion. Mr. Holt indicated that no decision has been made as yet on the roofs. Paul Pilon will meet with Ralph Holt to discuss the new porch for the administration building, which will be funded by a donation from the Reese family who are willing to put $35,000 into the project. It was suggested that we try to find a volunteer to do the work so that we would only have to supply the materials. "Winterfest II" is in the planning. Mr. Trudell went to Eastern Mountain Sports (EMS) and requested a snow shoe clinic for that day, to Ski House about holding a Cross Country Skiing Clinic and to Dick's Sporting Goods, but since they don't sell ski equipment the store manager asked for information on the event so that they could possibly do some in-house promotion for the event. Planned also for the event, is music for inside the chapel where refreshments will be served. Mr. Holt has a contact number for him to call. Mr. Trudell was also interested in knowing if the Rotary wanted to take a more active part in selling food at the Winterfest. Mr. Holt said he would check. . A TV d~age has been done on the ball field at Camwath. They must be coming III after the gate IS locked. Mr. Trudell knows where their entry point is and suggests that we put a large tree or old phone pole across the area to deter anyone from entering. Mr. Trudell has suggested that the soda machine be removed from Carnwath as the Sport's Museum personnel said that the heat thrown offby the machine affects their thermostat. He will be looking into emptying and having the machine picked up. 4 . Recreation Committee Meeting October 7,2009 In answer to Mr. Trudell's question, Mr. Holt said that nothing has been done on the observatory planned for Camwath. As part of old business, at last months meeting, Gary Trudell stated that he had a field usage request from Lou DeCoco for Robinson Lane in 2010. He was requesting 4 or 5 fields for Monday mornings for the over 65 soft ball league. Mr. Holt asked that a letter be written by Mr. DeCoco putting his request in writing. The Recreation Office subsequently received a call from Jim Ranucci asking for the use of Robinson for 2010 with the same request. An application was sent to him, but neither the letter nor the application have been sent to us. Mr. Holt said that no decision would be made until the proper documentation was received. CHAIRMAN'S REPORT Mr. Holt said that the seasonal Maintenance men have received their final work dates. Two will finish at the end ofthe current week, two will leave in mid-November and Bob Sheridan will be finished as of December 11 th leaving only Joe DeRosa Sr. and Joe DeRosa Jr. on for the winter months. Mr. Holt is requesting that Mr. Sheridan be returned to full time status for 2010, but will not know if that is the case until after the budget meeting on October 26th. An e-mail was received from Supervisor Colsey asking that the Recreation Guide for 2010 be ready by the end of December with a mail-out date planned for the first week in January. This will require Jackie Smith to start immediately to put together the appropriate information for next year's activities. New dates, names and information are necessary for all of our activities and events. Mr. Holt stated again how great Community Day was and Mr. Lustig commented how good the food was at the Thank You Luncheon to all who worked at it. Mr. Holt thanked Mrs. Manning for putting that all together. Mr. Trudell said that he heard that a Chamber of Commerce meeting was to be held at Camwath in the, chapel. Mr. Holt said that he was never approached about that but was sure that it would require Recreation's or the Town Board's approval. Mr. Holt explained that we would not have any Maintenance men for Halloween so steps were being taken to have the men set out the tables and other heavy equipment to the garage or on the porch for convenience. Hopefully there will be enough men there to help with the heavy lifting. Eileen Manning Recreation Secretary 5