Monroe Joint Park Recreation Commission, January 25, 2016

FINAL MINUTES

The Monroe Joint Park Recreation Meeting was held at Smith’s Clove Park, 133 Spring St, Monroe, New York on the 25th day of January 2016.

PRESENT: John Battaglia Chairman Ann Marie Morris Adm. Chairman (arrived at 7:35 pm, left at 9:25 pm) Laura Bollenbach Commissioner Andrew Calvano Commissioner Anthony Vaccaro Commissioner Jonathan Novack Commissioner Emily Whitman Commissioner Joe Mancuso Park Recreation Director Paul Truax Park Manager Priscilla C. Chang- Staley Park Secretary Stephen Gaba Park Attorney

ABSENT: Commissioner Mike Niemann

Chairman John Battaglia called the meeting at 7:30 P.M, with the Pledge of Allegiance. He introduced Emily Whitman and Jonathan Novack as the newly appointed Commissioners; two openings still exist for Commissioners from the Town.

Approval of Minutes

On a motion made by Commissioner Vaccaro and seconded by Commissioner Bollenbach

Resolved, to approve the minutes of October 26, 2015, as written. After two months having voted on the minutes, the minutes are approved.

Ayes: 4 Battaglia, Calvano, Bollenbach, Vaccaro Nays: 0 Abstain: 2 Whitman, Novack

On a motion made by Commissioner Calvano and seconded by Commissioner Vaccaro

Resolved, to approve the minutes of December 14, 2015, as written. However, December’s minutes will be voted on again in February.

Ayes: 3 Battaglia, Calvano, Vaccaro Nays: 0 Abstain: 3 Bollenbach, Whitman, Novack

1 FINAL MINUTES January 25, 2016

Privilege of the Floor – Public Concerns

Having no public present, the Commission continued with the agenda.

Field Usage Request: MW Softball Night Game Request

Having no representative present to talk about the Softball Night Game request, the Commission continued with the agenda. Mr. Mancuso noted he will further discuss the written request in his report.

2016 Field Request by Leagues and Plaque Presentation

Chairman Battaglia presented plaques to the leagues (MW Little League, Men’s and Women’s Softball) that were not present during the Park’s League Appreciation Ceremony back in September. He thanked them for their service to the community.

Representatives of the following leagues were present to submit 2016 Field Usage requests;

Michael Chiarito - MW Little League Representatives Al Ortiz - MW Men’s Modified Softball Representatives Tony Romagnino - MW Roller Hockey Representatives Rich Molino - MW Soccer Club Paula Himelson - MW Women’s Softball Representative Bill Scully - MW Pop Warner Football Representative

Leagues not represented:

Monroe Woodbury Senior Men’s Softball

Mr. Mancuso distributed a letter to the league representatives present. The letter outlines the park’s field use request procedure. It also notes that all leagues are required to submit copies of the league’s insurance (naming the Monroe Joint Park Commission, the Town of Monroe and the Village of Monroe as additional insured) $250 clean up/damage deposit, a deposit for lights if applicable, payments of previous balance owed and the league’s contact information.

Mr. Chiarito spoke to the Commission about the success of MW Little League last year. He thanked the Commission for their support and Mr. Truax for maintaining the fields. He asked the Commission if the league could host Championship games in the park at the end of the season, if there are teams who make it. The Commission asked for a tentative Championship schedule; Mr. Chiarito said he will accept any available dates.

Mr. Chiarito also asked if previous championship signs could be posted in the park. Mr. Mancuso advised that during a previous Park meeting, some the league’s coaches came and presented the same request to post championship signs. At that time, they presented a sample sign. The Commission provided the park’s criteria for how they can have signs posted. The criteria also included specific sign dimensions. Further discussion was had. The Commission 2 FINAL MINUTES January 25, 2016 decided that the league should return to the Park’s meeting in February to do another presentation with the signs they currently have. Chairman Battaglia asked if that same information can be brought to Mancuso, prior to the meeting.

Lastly, Mr. Chiarito asked if a donation can be made for or on behalf of League buddies which is a receptacle to return the foul balls spectators pick up. The Commission asked for more information.

Mr. Scully requested field usage for a football camp the league is looking to host this year. The camp will be for four weeks, four days a week. At the end of the camp there will be party and the park’s concession stand will be utilized. They’ve had it in the park previously with great success. They were unable to have it last year due to the Park’s Field#4 and Bleacher Project. The Commission advised that they should put in their field request in; their request will be evaluated based on the progression of the park’s Field#4 and bleacher project. Decisions for all field usage requests will be made by late March.

Park Recreation Director Report

As per Park Recreation Director Mancuso, he reported the following information to the Commission;

1. A copy of the December 14, 2015 minutes for approval (draft).

2. A field usage request from MW Girls Varsity Softball for a night game.

3. A copy of field usage security deposits received, light deposits (where applicable) and the insurance expiration dates per league, as of January 25, 2016.

4. A copy of a 2016 Request for Field Use Schedule letter, addressed to the leagues who are applying for field use. The letter outlines the approval procedure. All requests will be during the month and presented to the Commission for their review and approval at the February meeting. When the Field Use Schedule is finalized, copies will be sent to the leagues, by March. The letter also outlines the required documents and payments that must be submitted along with their request.

5. A copy of a Commissioner Pavia’s resignation letter.

6. A copy of correspondence to Pavia, thanking him for his service on the Commission.

7. A copy of the Park’s Activity February Calendar for 2016.

8. A copy of correspondence regarding the results of the soil test, as previously requested by the Commission.

9. A copy of the Field#4 Seating Bid Analysis.

10. A copy of the Field#4 Bidder reference check of the two lowest bidders.

11. A copy of the Field#4 synopsis of workshop with the lowest bidder.

12. A copy of an email from Maser Consulting regarding clarification of the base line with a quote.

13. A copy of the Field#4 Sample Bid Resolution.

14. A copy of the Smith Clove Park 2016 YAC application

15. A copy of the Smith Clove Park 2016 Pre-K application

16. A copy of a help wanted ad for summer employment.

17. A copy of a notice of appointment for Jonathan Novack.

18. A copy of a request to be appointed Commissioner for Emily Whitman.

19. A copy of a letter to the Village Board, regarding Emily Whitman’s endorsement as Commissioner.

20. A copy of a letter to MOVAC requesting their assistance during the upcoming Egg Hunt event.

21. The following event requires approval: a. The Egg Hunt event to be held on Saturday, March 19th @1:00 pm. Amount requested is $1,029.00.

On a motion made by Commissioner Calvano and seconded by Adm. Chairman Morris

Resolved, to approve the Egg Hunt event, as presented, on Saturday, March 19th, for an amount not to exceed $1,100.

Ayes: 7 Battaglia, Morris, Bollenbach, Calvano, Vaccaro, Whitman, Novack Nays: 0

22. A copy of the park’s Photo ID schedule for March, April and May of 2016.

23. A copy of the Park Commissioner’s contact information.

24. A copy of the email from the Monroe Village Attorney regarding land purchase procedure.

25. A copy of a letter to the Monroe Village Board, requesting a closed workshop to further discuss purchasing property. 4 FINAL MINUTES January 25, 2016

26. A copy the Smith Clove Park’s Fee Schedule for 2016.

27. A copy of Smith Clove Park’s Goal and Objectives for 2016.

Mr. Mancuso reminded the Commission that the Winter Festival has been rescheduled for February 14th. Lastly, a resolution is needed to hire an aid for the park’s classes.

On a motion made by Adm. Chairman Morris and seconded by Commissioner Vaccaro

Resolved, to accept the recommendation by Director Mancuso to offer Gwenn Downes, 72 Frederick Drive, Monroe, NY 10950 the position of aid with the daytime kid’s programs. This position is that of a contractor at a part time salary of $15 per hour approximately 12 hours a week. This position starts January 26, 2016.

On a motion made by Commissioner Calvano and seconded by Commissioner Vaccaro

Resolved, to approve the field#3 request from MW Girls Varsity Softball, pending the league’s insurance information. Event will be held on May 13th.

Note: The Commission readdressed MW Little League’s request to post championship signs in the park. Further discussion was had on the topic.

The Commission also readdressed the topic of increasing YAC fees for this year, due to rising costs, replacing equipment, etc. Adm. Chairman Morris added that the new fees ($15 more than last year) for 2016 should be as follows:

 $185 for 1 child (Monroe Residents)  $140 for additional child  $225 for 1 child (Harriman and Kiryas Joel Residents)  $165 for additional child

The fees for extended day ($2.50 per hour) and Pre-K programs ($60 per session) would remain the same.

On a motion made by Adm. Chairman Morris and seconded by Commissioner Calvano

Resolved, to approve the new 2016 YAC fee schedule.

Ayes: 7 Battaglia, Morris, Bollenbach, Calvano, Vaccaro, Whitman, Novack Nays: 0 5 FINAL MINUTES January 25, 2016

Park Manager Report:

Park Manager Paul Truax reported the 2015 Park budget hasn’t been closed out to date; invoices are pending payment. The drainage problem has been resolved and it is working well. He also reported that the plans for the sidewalk project are still underway. Commissioner Vaccaro advised that the types of sidewalks should be discussed by the Commissioners. Chairman Battaglia suggested to further discuss the matter in a Committee along with Commissioner Mike Niemann. He further added the plans should include the sidewalk being handicap accessible. Further discussion was had on the topic.

Old Business:

Field #4 Revised Bleacher Plan Chairman Battaglia suggested a project manager should be assigned to the project to oversee operations. He asked Mr. Truax and Mr. Mancuso if they would be interested. Further discussion was had on the topic. Mr. Mancuso said that he will ask about the press box relocation and the possible obstruction of the field light pole. Based on the information from the references and the requested bid amount, the winning bid will be awarded to Hudson Hill Contracting.

On a motion made by Commissioner Calvano and seconded by Commissioner Vaccaro Resolved, to waive reading the Field#4 Bid award, which was included in their meeting package.

On a motion made by Commissioner Bollenbach and seconded by Commissioner Vaccaro unanimously resolved the Bid Award: Field#4 January 2016

WHEREAS, The Monroe Joint Park and Recreation Commission has determined that it is n necessary to contract for the seating and press box upgrade on Field#4 and

WHEREAS, The Monroe Joint Park and Recreation Commission issued a “Request for Bid”, Bid” advertised on November 12 and 13, 2015 in the Times Herald Record, with a with a return date of December 18, 2015 and to be publicly opened on December December 18, 2015 3pm at the meeting hall in Smith’s Clove Park, 133 Spring Spring Street Monroe NY and

WHEREAS, The bid consisted of a base bid, for the necessary steps to construct a retaining wall, wall, leveling off the current bank, moving the press box and installing cement walkways walkways and an alternate A (purchases new bleachers), and

WHEREAS, Five (5) bids were received within the appropriate time frame and opened publically publically at 3pm on December 18, 2015 and

WHEREAS, A sub-committee was formed to individually and collectively review each bid to to determine the one that, in its judgment, is in the best interest of the Park and

WHEREAS, The sub-committee reviewed the bid documents for the lowest bid amount, bid compliance and contacting references and

WHEREAS, The bid received from Hudson Hill Contracting was the lowest bidder for the base base bid, the lowest collectively of the complete project and deemed to meet the the specifications of the aforementioned “Request for Bid” and

WHEREAS, The sub-committee met with Hudson Hill Contracting on January 12, 2016 to review review their bid and in the sub-committee’s judgement, is in the best interest of the Park. the Park.

THEREFORE BE IT RESOLVED, that on recommendations of the sub-committee, that the the bid be awarded to Hudson Hill contracting 1607 Rt 300 Suite 107 Newburgh Newburgh, NY 12550 in the amount of Base bid, $146,525.00 include Alternate#1 Alternate#1 in the amount of $27,200.00 for a total of $173,725.00

RESOLVED, further that the Chairman of the Monroe Joint Park and Recreation Commission Commission be and is hereby authorized to execute a contract with Hudson Hill Contracting Contracting 1607 Rt 300 Suite 107, Newburgh NY 12550, subject to satisfactory satisfactory review by Attorney Gaba of all insurance document, bonds and pre- construction construction filings, and

FURTHER RESOLVED, that the Town’s Comptroller is authorized to transfer the funds needed needed to complete the project from Fund Balance to the Capital Improvement Expenditure Expenditure Line the 2016 Budget and the affected areas in and around Field#4 including including a staging area are closed to the public during the proposed work and will will remain closed till such time as the Commission determines that it can be opened opened to the public.

Mr. Mancuso will notify the winning bidder

50 th Anniversary Event Review: Winter Carnival Previously discussed during Mr. Mancuso Park Director’s report.

Note: The Commission suspended the agenda to discuss the topic of Land Encroachment and the Soil Test Results. Afterwards, the commission returned to the agenda.

Park Attorney Gaba reported that William L. Going Associates performed the soil test on the park property. The samples retrieved do not contain any evidence of contamination; it’s clean soil. A resolution is needed to release $1,000 in escrow to Mr. Greenfeld pay for the soil test. 7 FINAL MINUTES January 25, 2016

The next step is to send the report to the Village Board so that they can be advised as well as consult an expert to find out how the soil can be removed. Further discussion was had on the topic. The Commission asked Mr. Gaba to write a memo to the Village Board, asking what their next step will be and to ask for a resolution from them and to further contact the Town’s code enforcer to request he proceed with legal actions against the home owner for actions we believe are a violation of Town code and to copy the Town Board.

50 th Anniversary Event Review Mr. Mancuso reported that the Winter Festival has been postponed until February 14th. He is also looking to plan for an Arbor Day event.

Land Encroachment Update Topic was addressed after the 50th Anniversary discussion.

Playground Sign Update Mr. Mancuso presented a sample to the Commission. The project is moving along.

Sidewalk Proposal Topic was addressed during the Park Manager’s report.

Front Sign Proposal No new updates, at this time.

New Business

Discussion: YAC Fee Schedule Topic was addressed during the Park Manager’s Report

Discussion: Goals and Objectives Topic was postponed until next month.

Discussion: Project List Topic was postponed until next month.

2016 Committee Assignments Chairman Battaglia read the list of Committees and their duties. The Commissioners volunteered for the following Committees:

Evening/Weekend Crew: Commissioners Vaccaro and Novack. Atlas Security ended in November. The previous applicants for the Watch Guard were contacted; some of them responded and will continue through the hiring process. Four to five Watch Guards will be hired; shifts will be after park hours and weekends. The positions will start in March; the new Watch Guard positions will be a substantial savings to the Park instead of hiring a security company.

Park & Grounds Maintenance: Commissioners Novack and Vaccaro 8 FINAL MINUTES January 25, 2016

Community Events/Children’s program: Commissioner Whitman 5 Year Plan/Long Range Planning: Chairman Battaglia requested all Commissioners be a part of this Committee. League Scheduling/Liason: Commissioner Niemann and Mr. Mancuso YAC: Commissioners Bollenbach and Whitman and Adm. Chairman Morris. Chairman Battaglia asked all Commissioners present to assist with the YAC registration. Playground: Commissioner Novack, Chairman Battaglia Concession Stand: Commissioner Calvano 50th Anniversary Committee: Chairman Battaglia requested all Commissioners be a part of this Committee.

Note: The Commission readdressed the topic of the 50th Anniversary and the sidewalk project. Afterwards, the Commissioner returned to the agenda.

Chairman Battaglia asked the Commissioners to assist with the upcoming park events including the Pig Roast in June (which is close to the same day when the Park was formed). He is also looking to invite past commissioners to the events. Commissioner Vaccaro readdressed the sidewalk project; he expressed interest in working on the project and invited the Commissioners present to review the plans after tonight’s meeting.

EXECUTIVE SESSION

Having no topics to discuss during Executive Session, the Commission continued with the agenda.

Authorization for motion to Approve and Pay the Bills

On a motion made by Commissioner Bollenbach and seconded by Commissioner Vaccaro

Resolved, to approve and pay the bills.

Ayes: 6 Battaglia, Bollenbach, Calvano, Vaccaro, Whitman, Novack Nays: 0

With no further business, on a motion from Calvano seconded by Whitman, the meeting was adjourned at 9:55 pm. Carried unanimously.

______Priscilla C. Chang-Staley Park Secretary