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03-03-2015 Recreation Commission (00� �,�, Town Of Queensbury 742 Bay Road, Queensbury, NY 12804 * AGENDA * REGULAR MEETING * 7:00 p.m. MARCH 3, 2015 1. ROLL CALL 2. APPROVAL OF MINUTES—February 3, 2015 3. ANNUAL ORGANIZATIONAL MEETING a) Election of officers and review of committee assignments 4. COMMUNICATIONS AND REMARKS FROM VISITORS a) Monthly Correspondence b) Budget Control Report 5. UNFINISHED BUSINESS a) Program Flyer Distribution—Update,Assistant Director b) Commission/Supervisor Meeting—Update, Director c) 2015 Capital Project/Funding Recommendation—Update, Director d) Winter Programs—Update,Assistant Dir./Program Coordinator 6. NEW BUSINESS a) 2015 User Fee Schedule Recommendation-Discussion b) additional discussion items as introduced by Commissioners 7. COMMITTEE REPORTS • Budget Review —Commissioner Mott • Safe &Quality Cycling—Commissioner Mott • Bylaws—Commissioner White • School Liaison—Commissioner White • Personnel—Commissioner Mott • Planning—Commissioner Switzer • Program Review—Commissioner Matthews 8. ADDITIONAL INFORMATION or REPORTS—for review and discussion 9. EXECUTIVE SESSION IF NECESSARY 10. ADJOURNMENT PLEASE NOTE. Meeting to be held at 7:00 p.m.in the Queensbury Town Office Building—Supervisors Conference Room. Queensbury Parks and Recreation Commission Queensbury,NY 12804 Minutes of the February 3, 2015 regular meeting of the Recreation Commission of the Town of Queensbury held at the Town of Queensbury Supervisor's Conference Room Chairwoman Matthews called the meeting to order at 7:02 Roll Call: • Present—Wendy Matthews, Judy Goralski, Greg Hewlett, Todd Eicher, Jennifer Switzer • Excused—Lisa White • Staff—Steve Lovering—Director, Lori O'Shaughnessy-Assistant Director, Jennifer Baertschi-Program Coordinator& Q-Club Director • Guest—Fran Cabana, Lloyd Mott 2.) Approval of Minutes: Commissioner Eicher motioned to approve the January 6, 2015 minutes, seconded by Commissioner Switzer; all members approved. • Lloyd Mott was honored by the Queensbury Recreation Commission(QRC) for his eleven years of service on the QRC. • Fran Cabana was invited to attend the meeting after expressing interest in becoming a recreation commissioner. 3.) Communications and Remarks from Visitors: (see file for copies) a.) Budget Control—2014 Budget is wrapped up, 2015 Budget no questions or discussion. b.) Monthly Correspondence: 1.) Email to Dr. Huntley regarding communicating the Queensbury Recreation Department's (QRD) programs to the students in regards to the virtual backpack policy. 2.) A resolution was passed regarding the use of the occupancy funds that were reduced for QRD from $50,000 to $30,000 for the upcoming year. The QRD was given an additional $10,000 from the Recreation Program account. This has resulted in a net loss of funding of$10,000.00 of funding. 4.) Unfinished Business a) Rush Pond Trail Capital Project-Volt Landscaping has continued to widen the trail and cut down trees. Director Lovering has some additional trees that he will mark to be taken down as well. b) Program Flyer Distribution—Director Lovering and Asst. Director O'Shaughnessy met with Superintendent Dr. Huntley of Queensbury Union Free School District(QUFSD)to discuss program flyer distribution. Dr. Huntley will not allow the QRD program flyer to be distributed to students in a paper format. The QUFSD gave the QRD a more prominent link on its webpage. Will allow the QRD to put posters around the schools directing families to the QUFSD's webpage link, a banner at the tennis court when new program registration commences and a brochure rack that will house some flyers. In addition other options to communicate to the community were discussed. QRD has received permission from Glens Falls School District and St. Mary/St Alphonsus Catholic School to distribute program fliers to the students. 5.) New Business a) 2015 Capital Improvement Plan—Director Lovering reviewed and prioritized capital projects that need to be done in all the Town of Queensbury Parks. Various projects were discussed. b) Program Space Needs: For many years the QRD has used the facilities at QUFSD and continues to do so. Unfortunately more and more the QRD scheduled programs have been forced to cancel or move its venue to due changes in schedule of QUFSD. An alternate venue needs to be considered to hold the QRD programs in order to accommodate the community's needs. There are a number of programs that could be offered but are not due to space limitations, not only at the school but also at the Queensbury Senior Center. A variety of options were discussed and will be explored. c) New Discussion Items From Commissioners: • West Mountain Road Parking Lot(Rush Pond access)-The QRC feels strongly that there should be another parking lot on West Mountain Road to access Rush Pond to make it more accessible for all the citizens of the Town of Queensbury. 6.) Committee Reports —None at this time • Budget Review • School Liaison • Program Review • Safe and Quality • Personnel Cycling Bylaws • Planning 7.) Additional Information and Reports— • January 2015 Recreation Fees totaled$13,700. • Concerns about the QRD maintaining the newly proposed trail systems in the town. Discussion about adding a maintenance position and additional funding to properly and safely maintain the newly proposed trails in the future. Currently 17 miles of trails,potentially 24 miles of trails to maintain. Adjournment—A motion was made by Commissioner Eicher, seconded by Commissioner Switzer to adjourn at 8:30. All members present approved. Respectfully submitted Approved by: Judith Goralski, Commissioner Wendy Matthews, Chairwoman Queensbury Recreation Commission YEAR-TO - DATE BUDGET REPORT 02/27/2015 08:43 ITOWN OF QUEENSBURY stevel YEAR-TO-DATE BUDGET REPORT Iglytdbud SML - PARKS & RECREATION FOR 2015 13 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD EXPENDED ENC/REQ BUDGET USED 001 GENERAL FUND 0017020 RECREATION ADMINISTRATION 0017020 1010 SALARIES & WAGES 450,000 0 450,000 49,668.55 .00 400,331.45 11.0% 0017020 1020 OVERTIME 500 0 500 .00 .00 500.00 .0% 0017020 4010 OFFICE SUPPLIES 1,500 0 1,500 .00 750.00 750.00 50.0% 0017020 4030 POSTAGE 3,200 0 3,200 40.62 .00 3,159.38 1.3% 0017020 4090 TRAINING EDUCATION SU 1,300 0 1,300 425.00 .00 875.00 32.7% 0017020 4120 PRINTING 4,500 0 4,500 792.00 .00 3,708.00 17.6% 0017020 4400 MISCELLANEOUS CONTRAC 9,800 0 9,800 .00 .00 9,800.00 .0% 0017020 4446 SAFETY TRAINING MATER 200 0 200 .00 .00 200.00 .0% 0017020 4800 EQUIP REPAIRS SERV SU 1,800 0 1,800 233.40 .00 1,566.60 13.0% TOTAL RECREATION ADMINISTRATION 472,800 0 472,800 51,159.57 750.00 420,890.43 11.0% TOTAL GENERAL FUND 472,800 0 472,800 51,159.57 750.00 420,890.43 11.0% TOTAL EXPENSES 472,800 0 472,800 51,159.57 750.00 420,890.43 GRAND TOTAL 472,800 0 472,800 51,159.57 750.00 420,890.43 11.0% ^^ END of REPORT - Generated by Steve LOvering ** 02/27/2015 08:43 TOWN OF QUEENSBURY (PG 1 Stevel YEAR-TO-DATE BUDGET REPORT (glytdbud SML - PARKS & RECREATION FOR 2015 13 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YT D EXPENDED ENC/REQ BUDGET USED 001 GENERAL FUND 0017110 PARKS 0017110 1010 SALARIES & WAGES 195,000 0 195,000 25,185.84 .00 169,814.16 12.9% 0017110 1020 OVERTIME 2,500 0 2,500 1,096.09 .00 1,403.91 43.8% 0017110 2070 PARK EQUIPMENT 3,500 0 3,500 .00 .00 3,500.00 .0% 0017110 2080 POOL EQUIPMENT 3,500 0 3,500 .00 .00 3,500.00 .0% 0017110 2899 CAPITAL CONSTRUCTION 4,500 0 4,500 269.57 .00 4,230.43 6.0% 0017110 4110 VEHICLE REPAIR MAINTE 4,800 0 4,800 .00 .00 4,800.00 .0% 0017110 4140 MILEAGE REIMBURSEMENT 3,500 0 3,500 140.30 .00 3,359.70 4.0% 0017110 4230 PURCHASE OF WATER 3,000 0 3,000 40.00 .00 2,960.00 1.3% 0017110 4271 WATER TREATMENT CHEMI 7,000 0 7,000 .00 6,500.00 500.00 92.9% 0017110 4300 ELECTRICITY 13,500 0 13,500 1,604.69 .00 11,895.31 11.9% 0017110 4400 MISCELLANEOUS CONTRAC 40,000 0 40,000 3,205.18 10,224.27 26,570.55 33.6% 0017110 4410 FUEL FOR VEHICLES 16,000 0 16,000 1,092.99 9,359.16 5,547.85 65.3% 0017110 4418 BUS TRANSPORTATION 2,500 0 2,500 .00 .00 2,500.00 .0% 0017110 4500 HEATING FUEL 4,500 0 4,500 1,148.58 .00 3,351.42 25.5% 0017110 4800 EQUIP REPAIRS SERV SU 5,800 0 5,800 1,307.39 .00 4,492.61 22.5% 0017110 4820 UNIFORMS & PROTECTIVE 950 0 950 .00 .00 950.00 .0% 0017110 4823 RECREATION FACILITY R 7,200 0 7,200 1,038.73 .00 6,161.27 14.4% 0017110 4824 RECREATION PROGRAMS 95,000 0 95,000 6,356.10 16,474.19 72,169.71 24.0% 0017110 4825 REC PROGRAM SUPPLIES 10,000 0 10,000 792.40 .00 9,207.60 7.9% 0017110 4991 LEASE RENTAL LAND 4,000 0 4,000 .00 .00 4,000.00 .0% TOTAL PARKS 426,750 0 426,750 43,277.86 42,557.62 340,914.52 20.1% TOTAL GENERAL FUND 426,750 0 426,750 43,277.86 42,557.62 340,914.52 20.1% TOTAL EXPENSES 426,750 0 426,750 43,277.86 42,557.62 340,914.52 GRAND TOTAL 426,750 0 426,750 43,277.86 42,557.62 340,914.52 20.1%. ** END OF REPORT - Generated by Steve Lovering **