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2006-11-01 AGENDA RECREATION COMMISSION MEETING Wednesday, November 1,2006 CALL TO ORDER: PRESENT: RJH, SR, NC, JC, JE, EK, GT, BL, MD, BS APPROVE MINUTES: September 2006 - Accepted October 2006 - Accepted Corrections Corrections COMMENTS FROM GUESTS: INCOMING CORRESPONDENCE: 1. Memo copied to Recreation from Graham Foster informing our Maintenance Dept. of a meeting with Jennifer Campbell from CRM on October 11 to include all employees that handle hazardous chemicals. 2. Memo from Supervisor Ruggiero to all employees that drive town vehicles with instructions to use Lukoil on Route 9 in the event the Town gas pumps are not operative. 3. Letter from the Oak Grove Elementary School inviting Recreation to send a . representative to their Fitness Social on October 27th. A copy was given to Skip Rottkamp. 4. Letter from Bill Steinhaus, copied to Supervisor Ruggiero and Recreation informing us that our grant application to the Youth Bureau has been accepted for 2007 in the amount of$6,471. 5. The Recreation office received a phone call from Mary Fields of the Youth Bureau indicating that because of an "overmatch" of funds for 2005 the Town will be receiving an additional $2142. This situation is a result of another town not claiming their funds for 2005 therefore our Town was selected at random to receive this money. 6. A summery of the October 10th Town Board Meeting indicating unanimous consent to Resolution # 2006-223 which state that the Town will "Consent to Cure Petroleum Bulk Storage Violation". 7. Notices from Protection One indicating that the price for each of our accounts with them (4) will go up $2.00 each. This also serves as a reminder to us to speak to them about our systems. 8. A letter from James P. Horan from Vergilis, Stenger, Roberts & Davis with 'a" fully description of the ramifications of NOT paying for the Licensing Agreement with ASCAP. Recreation has already processed this agreement and the contract has been paid for. 9. A memo was received from Supervisor Ruggiero with the schedule for each department to meet with the Town Board to discuss their Budget requests for 2007. 10. A fax from Poland Springs water containing their delivery schedule so that we may prepare for deliveries and ask for what we need and not receive mof~ th8.l1 we need. ~~ ~<a. 11. Building Permit # 2006-0801 received for the placement of the Kiosk at Carnwath Farms. 12. Applications that were sent to the WCSD for use of Myers Comers Elementary School, Evans School and Sheafe Road School have been ~proved. Due to the austerity budget, the fee for Gymnastics, starting January 6 will be approximately $1240.00. This fee is based on the fact that the custodial staff must be brought in for this program as verses to the custodians already there for our evening programs. The fee for Basketball has not yet been sent to us, but will probably be about the same as Gymnastics. For Volleyball, which is now in progress, we will only be paying for the use of the Gym at approximately $12.00 an hour. The same is true for Aerobics. .. ... . . 13. Fax received from R.C. Harris Plumbing with an estimate of $26,700 forthe'new boiler at Camwath Farms. 14. A letter and map to Ralph Holt from Paggi, Martin, DelBene of the Chelsea Yacht Club. 15. Received from Highway copies of the forms used by them in the event ofan injury to an employee. This includes Form SH 900.2 and Form SH 900. Copies to Ralph Holt and Bob Sheridan. 16. An e-mail was sent to Mrs. Cito from Anne Helkey of All Around Sweet Delight$ thanking her for allowing her to share her business (Free cookies were distributed) with the Seniors at the Center. OUTGOING CORRESPONDENCE: .oj'-, 1. Memo to Supervisor Ruggiero and the Town Board requesting permission for Nancy Cito to attend the 12th Annual Downstate Recreation Conference on Nov. 15th. Approval received from the Town Board at the Oct. 23rd Board Meeting. 2. As a result of this approval the application and voucher were sent to register Mrs. Cito for this event. 3. Memo to Supervisor Ruggiero asking for a timely approval to purchase safety equipment detailed by the Dept. of Labor.. . 4. A letter to Chief Glen Cramer of the Hughsonville Fire Co. thanking hirii 'arid his men for speaking to the Seniors about Fire Prevention and for handing out-free smoke detectors. REPORTS: N.C. S.R. J.C. lE. M.D. E.K. (Report in each packet) G.T. B.L. B.S. RJ.H. NEW BUSINESS: 1. Call Protection One to go over use of alarms. 2. Escorts for trips if not already covered by Skip. NEXT MEETING: DECEMBER 13,2006 REFRESHMENTS: Joe Ennesser ....,~ ...:-.f Recreation Commission Meeting Minutes November 2006 RECREATION COMMISSION MEETING MINUTES Wednesday, November 1,2006 NEXT MEETING: DECEMBER 13, 2006 The regular meeting of the Town of Wappinger Recreation Commission was held on Wednesday, November 1,2006 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: Skip Rottkamp, Recreation Director, Bob Sheridan, Mainte?ance Supervisor and Commission Members Joe Ennesser, Gary Trudell, Bruce Lustig and Meera Dave. Minutes were approved for September and October 2006 with no corrections necessary. Mr. Holt opened the meeting by thanking all for a very successful Halloween Parade. We had well over 100 children attending the event. INCOMING CORRESPONDENCE: 1. Memo copied to Recreation from Graham Foster informing our Maintenance Dept. of a meeting with Jennifer Campbell from CRM on October 11 to include all employees that handle hazardous chemicals. Since that time another meeting has been held. Mr. Holt and Mr. Sheridan will be taking care of the requirements expected of us by the Dept of Labor. 2. Memo from Supervisor Ruggiero to all employees that drive town vehicles with instructions to use Lukoil on Route 9 in the event the Town gas pumps are not operative. 3. Letter from the Oak Grove Elementary School inviting Recreation to send a representative to their Fitness Social on October 27th. A copy was given to Skip Rottkamp. 4. Letter from Bill Steinhaus, copied to Supervisor Ruggiero and Recreation informing us that our grant application to the Youth Bureau has been accepted for 2007 in the amount of $6,471. 5. The Recreation office received a phone call from Mary Fields of the Youth Bureau indicating that because of an "overmatch" of funds for 2005 the Town will be receiving an additional $2,142. This situation is a result of another town not claiming their funds for 2005 therefore our Town was selected at random to receive this money. Mr. Holt said "We'll be very happy to take it". 6. A summary of the October 10th Town Board Meeting indicating unanimous consent to Resolution # 2006-223 which state that the Town will "Consent to Cure Petroleum Bulk Storage Violation". This refers to the storage tank at Camwath. 1 Recreation Commission Meeting Minutes November 2006 7. Notices from Protection One indicating that the price for each of our accounts with them (4) will go up $2.00 each. This also serves as a reminder to us to speak to them about our systems. 8. A letter from James P. Horan from Vergilis, Stenger, Roberts & Davis with a full description of the ramifications of NOT paying for the Licensing Agreement with ASCAP. Recreation has already processed this agreement and the contract has been paid for. 9. A memo was received from Supervisor Ruggiero with the schedule for each department to meet with the Town Board to discuss their Budget requests for 2007. Recreation representatives at this meeting included Mr. Holt, Mr. Ennesser, Mrs. Cito, Mr. Rottkamp and Mr. Sheridan. Nothing significant was taken from our budget on the first pass. 10. A fax from Poland Springs water containing their delivery schedule so that we may prepare for deliveries and ask for what we need and not receive more than we need. 11. Building Permit # 2006-0801 received for the placement of the Kiosk at Camwath Farms. 12. Applications that were sent to the WCSD for use of Myers Comers Elementary School, Evans School and Sheafe Road School have been afProved. Due to the austerity budget, the fee for Gymnastics, starting January 6t will be approximately $1240.00. This fee is based on the fact that the custodial staffmust be brought in for this program verses the custodians already being there for our evening programs. The fee for Basketball has not yet been sent to us, but will probably be about the same as Gymnastics. For Volleyball, which is now in progress, we will only be paying for the use of the Gym at approximately $12.00 an hour. The same is true for Aerobics. 13. Fax received from R.C. Harris Plumbing with an estimate of$26,700 for the new boiler at Camwath Farms. Bottini's estimate on this project is $23,850. The third bidder that was called, Wolfe's Plumbing, said that the job was too big for him. 14. A letter and map to Ralph Holt from Paggi, Martin, DelBene of the Chelsea Yacht Club. Mr. Holt said that this will be good to keep on file since it is adjacent to the boat ramp. It shows exactly where the Town property begins and ends. 15. Received from Highway copies of the forms used by them in the event of an injury to an employee. This includes Form SH 900.2 and Form SH 900. Copies to Ralph Holt and Bob Sheridan. 16. An e-mail was sent to Mrs. Cito from Anne Helkey of All Around Sweet Delights thanking her for allowing her to share her business (Free cookies were distributed) with the Seniors at the Center. OUTGOING CORRESPONDENCE: 1. Memo to Supervisor Ruggiero and the Town Board requesting permission for Nancy Cito to attend the 12th Annual Downstate Recreation Conference on Nov. 15th. Approval received from the Town Board at the Oct. 23rd Board Meeting. 2. As a result of this approval the application and voucher were sent to register Mrs. Cito for this event. 2 Recreation Commission Meeting Minutes November 2006 3. Memo to Supervisor Ruggiero asking for a timely approval to purchase safety equipment detailed by the Dept. of Labor. (For example: Chaps, safety gloves, gas can holders, etc.) 4. A letter to Chief Glen Cramer of the Hughsonville Fire Co. thanking him and his men for speaking to the Seniors about Fire Prevention and for handing out free smoke detectors. SENIOR DIRECTOR'S REPORT Mrs. Cito could not be in attendance. Please see attached Senior Citizen Report. Mr. Holt wished to remind the Commission that the sign-up for the Senior Elks Party will be tomorrow and has asked them to invite any seniors that they think might be interested. Ralph noted that the Elks Parties are run by Recreation even though it is attended by seniors. Everyone in Recreation, including Mrs. Cito and her staff, and Mr. Sheridan and his crew, help in a big way and their help is greatly appreciated. RECREATION DIRECTOR'S REPORT Mr. Rottkamp started off by reminding the Commission that we have two town trips coming up, the Christmas Spectacular on November 11 th and the NYC Shopping Spree on December 3rd. We need chaperones for both trips. Mr. Rottkamp received Doug Haan's last report for the season. He is very pleased with the progress being made by our Maintenance crew. One recurring comment for almost all of our playgrounds is "ground covering not appropriate for height of equipment". Mr. Sheridan explained the requirements, for example, if a swing set is 10' tall the surrounding ground cover must be twice as wide, or 20' wide. Mr. Haan is referring to the depth of material, which is hard to maintain on a day-to-day basis because the gravel is continually kicked out of place by those on the swings. Mr. Rottkamp would like to see mats at the ends of the slides. Mr. Ennesser pointed out that there is far more to installing the mats than just placing them there. All agreed. Mr. Haan will be asked for specifications on recommended procedures and materials. Mr. Holt suggests a meeting to do just that. Mr. Ennesser points out that specs change from year to year and that we almost need to stay ahead of the game. Mr. Trudell questioned the swing set at Carnwath. Mr. Holt would like to see that removed. Mr. Rottkamp spoke to Rosemary DiGennaro today. She has informed him that the Boom Box that she uses for her class is no longer working. It was suggested to use the Town Credit Card as Supervisor Ruggiero has suggested. He will look into it. Mr. Rottkamp left a message for Dick Wambach today, the gentleman who is in charge of putting together our recreation guide. Since it is a possibility that we will be mailing our Recreation guides to our constituents, certain specs must change in the planning of the guide and Mr. Rottkamp was hoping that Mr. Wambach would be able to advise us. 3 Recreation Commission Meeting Minutes November 2006 Mr. Rottkamp, who has now been given the task of being in charge of the Halloween Parade, would like to sit down with Ellen Korz of the Recreation Commission and talk about how she went about soliciting prizes and coupons, since Mrs. Korz will be retiring from the Commission at the end of the year. Mr. Rottkamp's decision to hold the Halloween parade outside met with some resistance because of the weather (fair and 50 degrees but windy) but the day went very well. Over 200 people attended. Although the program fees are still in the planning stages for 2007, Mr. Rottkamp distributed sheets showing each program with its fee for 2006, the total hours that the program runs (ex: Playgrounds - 204 hours) and then, based on total hours the fee we charge each person per hour. It is hoped that this chart will help guide us to make our decisions about the 2007 programs charges more equitable. Mr. Rottkamp asked Mr. Holt how we should proceed. Mr. Holt pointed out that there was pertinent information missing: the numbers that will tell us if the program income will cover the Town's costs. The discussion then turned to the possibility of having extended camp hours at two playground sites in the hopes of attracting the children whose parents both work. It is planned that Martz Field and Spook Hill will be the camps used to meet these needs. A meeting will be necessary to discuss all of the ramifications and problems that may arise. Mr. Rottkamp has been working on solidifying plans for a Sailing Program for the summer of 2007. Each session, for children, will be a 6 hour day for one week at a cost of$150 to $200 for the week. The adult program will cost about $350 for one week, but this price is still being negotiated. The question of insurance for such a program was raised by Mr. Ennesser. Plans will be made to speak to Mr. Roberts about this. REPORT FROM JIM CHAPP AS Mr. Chappas was not in attendance but sent a short report. Mr. Chapp as would like to start to discuss Community Day for 2007 since he will be taking on the responsibility for the parade line-up which Peggy Roe did for many years. Mr. Holt will meet with Mr. Chappas in the near future to layout a plan. REPORT FROM JOE ENNESSER Mr. Ennesser states that the dugout at Robinson Lane is now complete. He will check on the status of the voucher for the dirt fill and top soil to finish off the area surrounding it. Because ofthe repositioning of the dugout the fencing will also have to be re-done. Mr. Ennesser will speak to DiPiet Fence about the cost. The paperwork for our new bucket truck is being handled. We should have a clear title in about two weeks. CUES (Consolidated Utility Equipment Service) will be coming in to do the certification of our maintenance men, licensing them to use the truck. The replacement for the farm gate for Carnwath (Wheeler Hill Road) has been ordered. Weare still waiting for the lamps for the light posts for Robinson Lane. They 4 Recreation Commission Meeting Minutes November 2006 should arrive in 8 - 10 weeks. Also, two sets of safety railings have been ordered so that we may start to conform to Doug Haan's safety specifications. Furnishings for the offices at the Administration Building at Carnwath are in place. Mr. Ennesser spoke to Craig O'Donnell about an estimate for the caretakers apartment on the upper floor in the Admin Building. No estimate has been received to date. Vandals broke into the storage bin at Reese Park. Damage was minor and nothing seemed to be missing. The docks at Chelsea have been pulled out for the season. They are in excellent condition because of the "tender loving care" given by our maintenance men during the season. REPORT FROM MEERA DAVE Mr. Holt expected no report from Mrs. Dave at this time. Mr. Holt did take the opportunity to go over some of the responsibilities that she would have as a commission member. Mr. Holt would like to have Mrs. Dave work with Mr. Ennesser at Castle Point field and playground. The conversation continued with other commission member's responsibilities being discussed. Ralph would like to see the following: As Recreation Director, Skip Rottkamp would be in charge of the Recreation special events, Easter, Halloween and Christmas with full use of recreation resources and personnel, Gary Trudell would be our liaison with Soccer along with Meera Dave and Bruce Lustig would be working with Little League as the commission's liaison. Mr. Holt stated that the proposed volleyball court at Fleetwood will require some planning as to the location on the property. Mr. Sheridan pointed out that the swing set with its required surrounding surface and the basketball court would not permit enough room for the court at that section ofthe park. Mr. Holt suggested that he meet with Mr. Sheridan and Mr. Ennesser at Fleetwood to determine the feasibility of this project. REPORT FROM GARY TRUDELL Mr. Trudell pointed out an article that appeared in the Poughkeepsie Journal concerning the plans for the Town of LaGrange to redirect the waters of Sprout Creek so that their properties would not flood when rain is heavy. His concern is that the diverted waters may cause a larger problem for our fields at Robinson Lane that already get flooded as Sprout Creek rises. A discussion ensued reaching the decision that we need to involve qualified engineer to discuss this problem further. REPORT FROM MAINTENANCE SUPERVISOR 5 Recreation Commission Meeting Minutes November 2006 Since we are discussing grounds, Mr. Sheridan would like to know whose responsibility it is to mow the sewer plant at Rockingham. We have continued to mow it but it's quite big and manpower is lacking now. Mr. Sheridan questioned, in the case of his maintenance men driving trucks with trailers attached, if special licenses are required (Class 1) or is a regular driver's license adequate as long as we are sure that they can handle the vehicle. Mr. Holt said he would check into these regulations. To fulfill rulings from Joe Fuller of the Labor Board, exit signs have been posted at the Barn, a lockbox will be purchased to house the vehicle's keys, all the guards have been adjusted on the grinders, safety equipment such as chaps and gloves were purchased and fuel cans will be purchased for the F51 gas mix. Mr. Fuller also required that a sign be posted indicating the PSF (Pounds per Square Foot) for the upper level at the Barn. Who can be contacted to make this detennination? Mr. Holt suggested George Kolb and said he would contact him tomorrow. The bucket truck has been delivered and has been winterized to -30 degrees. Other repairs will be done after we receive the title from Albany. We changed the ballast in the Barn's bathroom. We picked up 51 plastic fifty-five gallon drums from Flavor- matic to use as garbage barrels because we know they are no longer available at the car wash. Thank you to Bernie Roe for them. The steering linkage and steering column were replaced on one of the trucks by Fred Youngman. The MC 28 Mower frame broke off at the driver's seat. We repaired that and it's as good as new. Frank McKinney is very happy, he's our mower man! We put snow tires on the Dodge and winterized all the vehicles at the Barn and at Carnwath. Weare constructing dollies to move the aerators to and from Applesauce pond thereby eliminating having to carry them across peoples property and saving close to $2000 a year by installing and removing them ourselves. The water has been shut off and pipes winterized at all parks except Robinson Lane, which will be done next week after Little League has finished their clean-up of the concession stand. The electric has been shut off at Quiet Acres. Vandals ripped the men's and ladies signs off the bathrooms at Castle Point. There was a tree down at Rockingham due to the wind and we went out and cut it up. At Reese Park they ripped off a 2 x 8 section of the trailer and graffitied the whole thing. The maintenance crew spent a whole day out at Angel Brook cleaning the entire area. The docks have been removed from Chelsea and the aerators have been removed from Applesauce Pond. Mr. Sheridan and crew also did some cement repair work at Schlathaus Park around a pole that was knocked down. Also at Schlathaus the roofhas been replaced on the stage. The air conditioners have been removed and stored for the winter. The picnic tables in the grove have been cleaned and stained. We have started to put up the Christmas lights on All Angels Hill Rd. We still have about 20 computer monitors in the basement at Schlathaus. A voucher was put in for approval for Royal Carting who will take them at $20 each. No word has been received as yet. Mr. Sheridan fears that a real problem may be caused if we ever have a fire in that building. Graffiti marked up one of the signs at Schlathaus and it had to be repainted. Anthony painted the protective posts 6 Recreation Commission Meeting Minutes November 2006 by the emergency generator at Town Hall so that they can be seen when snow removal is done. The maintenance crew attended a mandated meeting with the Dept. of Labor. A form stating who attended this meeting must be kept on file. No such form was ever given to the attendees or the Recreation Office. There was a bad leak upstairs at the Town Hall. Silvestri came and guaranteed that it would hold until Friday but that was not the case so the water had to be shut off and tiles needed to be replaced in the ceiling. At Carnwath, Anthony is now opening and closing seven days a week. Anthony is doing this on his own time but Mr. Sheridan insists that someone needs to check the facility every day. This past weekend we had problems both days with electricity being out. Mr. Ennesser had to help pouring fuel into the generator and spent many hours with Central Hudson trying to solve the problem. In order to service the correct pole you must use 297-4558 for C.H. to bring up the proper grid for repairs. It was suggested, for the future, that the admin building also be hooked up to the generator, especially since we will have a caretaker living in that building. All fuel tanks and lines will be cleaned in the admin building to conform to the regulations of the DEC. The boiler is still not working properly at Carnwath. Two estimates were received, one from R.C. Harris for $26,700 and one from Bottini for $23,850. We cannot find a third company that can handle ajob of that size. Mr. Holt suggests that we send a memo to Supervisor Ruggiero with the figures that we have to date. REPORT FROM ELLEN KORZ Mrs. Korz could not attend this meeting but did send a short report thanking everyone for all their work making this years' Halloween Parade a success. Kathi DeLisa, one of our "Judges" suggested that next year we have the children register in three separate groups according to age categories. (0-3,4-7,8-11). Mrs. Korz will be sending thank you letters to all the area businesses that donated raffle prizes. REPORT FROM CHAIRMAN Mr. Holt informed the commission that Ellen Korz will be retiring from the Recreation Commission as of December 31,2007. A party will be planned for her for some time in January. Little League is through for the year. Our maintenance men will do a final shutdown of the Robinson Lane next week. All personnel used to open and close our various parks are finished for the year. Mr. Holt mentioned that the Elks Parties for the seniors are close at hand and will be held on December 6th and December 1ih. All arrangements have been made with the Elks, Johnny Dell and Santa. 7 , . . Recreation Commission Meeting Minutes November 2006 The budget was presented to the Town Board but not yet voted on. It appears that all that we have requested was accepted and will be passed along for approval from the Town Board when the vote takes place. Mr. Holt asked if all the arrangements have been made for the Town Tree Lighting scheduled for Dec 3rd. Mrs. Manning stated that our Santa (Jim Chappas) will be available, the tent has been ordered from Aladdin, and the donuts, cider, and trees and garland have been ordered from Meadowbrook Fanns. Soccer will supply the hot chocolate and Bernie and Peggy Roe will make the hot cider at the New Hackensack Fire House. Mr. Trudell has agreed to help out with the cider and to learn the procedure. Little League will donate candy for the bags given to each child which will also include an ornament, a candy cane and a disposable camera donated to the Town by the Pepsi Corporation. Singers have not yet been scheduled for this event. Mr. Ennesser suggested the Evergreen Chorus. Mrs. Manning said she would check their availability. Mr. Holt asked Mr. Sheridan to see to it that all the park decorations are up shortly after Thanksgiving. Mr. Sheridan indicated that the job is already in progress but stated that he doesn't have the manpower to set up the entire Town Hall display with trains, village, etc. He will see to it that the large tree and stand is set up. Mr. Holt and Mr. Sheridan discussed what would be necessary to have available for the Veteran's Day Ceremony. Chris Masterson will be the emcee, Rev. Dalrymple will do the Benediction and Invocation, "After Hours" Quartet will sing, and Lou DeFelice will be our guest speaker. Mr. Holt announced that the Excel class for Recreation employees has been set up for November 13th and 17th with John Macek. Attending will be Nancy Cito, Eileen Manning, Skip Rottkarnp, Joe Ennesser, Kay VonReyn and Stephanie Kovalsky. NEW BUSINESS: 1. A letter received from Douglas Gale was discussed. Mr. Gale is requesting that the Town buy 2 regulation size goals to be used at Quiet Acres. The area children practice at Quiet Acres virtually all year long and he feels it would put the park to good use. Mr. Lustig has questioned whether Mr. Gale has gone through the Soccer Club with this request. Mr. Holt fears that equipment left in that park may disappear or be damaged. Mr. Gale has placed small goal~ in the park and has been using them since spring and has allowed the camp children to use them. Mr. Holt asked Mr. Lustig how much these goals might cost. Mr. Lustig quoted a price of between $500 and $1000 a set and said he wo~ld talk to ~he Soccer Club about footing the expense since the Town would be domg extensIve work on behalf of the Soccer Club. Meeting adjourned at 9:20 PM Eileen Manning - Recreation Secretary 8