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HomeMy WebLinkAbout2007-05-01 - Parks and Rec Advisory Council Meeting Minutes MINUTES OF THE VILLAGE OF RYE BROOK PARKS AND RECREATION ADVISORY COUNCIL 938 KING STREET, RYE BROOK, NEW YORK 10573 May 1, 2007 CONVENE MEETING: Chairman Steve Schoen called the meeting to order at 8:05pm. The following members of the Council were present: Advisory Council Members: Chairman Steve Schoen, Cliff Shaw, Richard Gutner, Jeffrey Kornblum and Kenneth Finder Absent Members: Debra Tempesta, and Steven Epstein Recreation Department Members Present: Robert Bertolacci, Parks and Recreation Superintendent Carmella Swick, Sr. Office Assistant Paul Rosenberg,Village Trustee and Rye Brook Recreation Liaison 1. Minutes A motion was made to accept the April 11, 2007 Minutes by Committee Member Cliff Shaw and seconded by Committee Member Jeffery Kornblum. The Minutes were accepted and all approved. 11. Public View Points There are no Public View Points. III. Superintendent's Report 1. Little League Travel Meeting Superintendent stated that a conference call would be set-up with the Little League sub- committee for Thursday at 1:00pm regarding Travel Baseball/Softball. Committee Member Shaw asked if Greg Picker would be available for the meeting. Superintendent stated that Greg would be available on Thursday and all day Friday. Superintendent stated that the items to be discussed are: (1) Summer Travel try-out process (2) Selection process of coaches for the team (3) Commitment—what we are allowing the kids to do — Will we allow them to go away for 3, 2, or 1 week for camp/vacation? Superintendent recommends that if a kid goes away for more than 2 weeks, he/she shouldn't even tryout. Superintendent stated that he would put together an agenda before the conference call so everyone would know what issues we will be discussing. (4) Another issue — who will run the tryouts? Is the Recreation Department, Little League sub-committee or Frozen Ropes doing the try-outs? If Frozen Ropes does the tryouts, they will use our parameters. Chairman Schoen asked if Frozen Ropes would be available on such short notice. Superintendent said Frozen Ropes would be available when needed. Committee Member Shaw asked if Big Apple Baseball is up and running yet and Superintendent stated that it is not running yet. 1 Chairman Schoen asked Committee Member Shaw how the fall Travel Baseball tryouts went last year. Committee Member Shaw said the tryouts were more organized than Frozen Ropes. Each player that tried out got the same number of pitches, hits and throws. Last spring Frozen Ropes ran it and there were some issues the way they did the tryouts. Superintendent stated that the only criticism for the fall try-out was that the same adults weren't there pitching and throwing for the second tryout. Superintendent stated that if he were to get Frozen Ropes for the next season, he would have them just organize it. Committee Member Gutner stated whether it's the Rec Department or Frozen Ropes doing the ratings, the same people should be there for both rating days. In the fall a couple of coaches couldn't do the 2 day and you had differences of opinion for rating purposes. Committee Member Kornblum asked how many kids show up for the ratings. Superintendent said it depends on who is going away for the summer. Once they hear the parameters we lay out and if they fit into those parameters, that will tell us how many will show up for the ratings. Chairman Schoen stated that unfortunately some parents sign their kids up knowing they won't meet the guidelines set. The Little League sub-committee needs to come up with a solution so this issue doesn't happen. Committee Member Shaw stated that you can't control that because the parents tell you something in May and you can't debate it until in becomes a problem in June and the kid doesn't show up and the parents, when asked, say they didn't know they were going away. Committee Member Gutner stated that there is a rumor out there that certain kids are going away in the middle of the season for 7 to 10 days. These same kids that go away will try out for the travel team. You may pick up 2 or 3 new kids, but you still have that 85% that go away during the summer and still tryout. Committee Member Shaw asked if we know these parents are going to be away and still let their kid tryout, why do we let them. Committee Member Gutner said what parameters do we want to enforce. Superintendent stated that violations would hurt them in future tryouts. This will be brought up during the conference call and he would strongly word his letter stating that point if the Little League committee and Parks and Ree Council say this is the way it is. Superintendent said that he might state in his letter that if your child is going away to camp, don't let him/her tryout. The ages for the summer travel league are 9 to 12 years old and they play 18 games. The season runs about 6 weeks and practice is during the week depending on the coach's schedule. Games are played during the week and on weekends; there may even be a double headers on Saturdays and/or Sundays. If a player misses that weekend, it could be 4 games missed in that one weekend. The player must be in attendance 75% which is combined with practice and games. The schedule usually comes out during the week of the first game. Superintendent suggested that a meeting be held this Thursday at 8:OOpm instead of a conference call. Summer Travel tryouts are on May 14th and May 20tH Chairman Schoen said the Parks and Recreation Advisory Committee should get a good download from the Little League sub-committee meeting. Superintendent stated that he would follow up with a summary of the discussion and e-mail it to the council members. Superintendent stated that if the Little League sub-committee meeting is a work session, you don't have to let the public speak. Chairman Schoen stated that the Little League sub- committee meeting would be a work session. 2. Little League Season Superintendent stated that the season is going well. The wood bats aren't an issue and the kids are hitting the ball. We have a few bats that broke but that is to be expected. Chairman Schoen stated that the Pepsi Pitch, Hit and Run was great. Committee Member Shaw stated that he would like to run the Pepsi, Hit and Run next year but would like not to have the photographer there because the kids were hanging around with the 2 parents and the parents didn't know where or when to go. Committee Member Shaw suggested that the Parade, Opening Day Ceremonies and the Pepsi Pitch, Hit and Run would be enough for that day. Superintendent said the concession stand did well that day bringing in about $600.00. Committee Member Shaw reported that we had 110 participants in the Pepsi Pitch, Hit and Run and last year we had 81 participants. The next date to compete will be May 26th at Sleepy Hollow. The 14-year-old participants that won in the Pepsi Pitch, Hit and Run will not be participating in the next level because they have a hockey tournament. Committee Member Shaw stated that John and his friends who worked the Pepsi Pitch, Hit and Run did a great job. IV. Chairman's Report 1. E-Mail Distribution List Chairman Schoen reiterated that it would be great for the Recreation Department to have an Excel list can be used to update the residents in the community regarding registering for a program, letting them know if a program is closing, when the tryouts are for summer and fall travel baseball/softball, travel rules, the process for the tryouts, etc. If this were available to the Recreation Department, they wouldn't have to get a letter mailed out to all the residents and make sure it got there in time. Chairman Schoen suggested making an Excel template and the members of the council help enter the information from the registration form and using the same template, merge it together and the Recreation Department would have a completed list. Superintendent stated that we use a program called RecTrac and when a person registers for a program, all the information goes into RecTrac. The only field in RecTrac we don't have is for an e-mail address. Superintendent stated that the Village is looking into a different carrier to do on-line registration. To do on-line registration with Vermont Systems would be more costly than going with another carrier. The company is CitiNet and they are working on a program. The registrants would be able to use their debit or credit card on line to register for most programs. Superintendent stated that there are certain things you can't do on-line registrations for, which is programs that have a max#because you can't prove who registered first. Trustee Rosenberg stated that there will be a meeting on Thursday and he will get more information and pass it on to Superintendent Bertolacci. Mr. Rosenberg would see what CitiNet has put together and if they can export it to Excel. Perhaps, Vermont Systems could add an e- mail address to the program. Committee Member Gutner stated that you would want the e-mail field somewhere on the program so you can pick the group you need and be able to send the message to just that group. Trustee Rosenberg stated that the Village is setting up text messaging capability so the Village would be able to e-mail specific groups of people based on what the criteria is. Superintendent Bertolacci said he would speak to our IT man and see if he can get another field onto RecTrac. Committee Member Gutner asked if the scoreboard at Pine Ridge Park is being used. Superintendent stated that John used the scoreboard at Pine Ridge Park last weekend and it shut down at a certain point but started working again. If it breaks down again, Superintendent will call someone in to repair it. Superintendent stated that the scoreboard would definitely be used for travel baseball. 2. Planning for Open Forum Chairman Schoen stated that the date for the Open Forum meeting would be June 5, 2007 at 8:00pm. The Blind Brook High School would be a great place to hold the meeting. Potentially, we could have more people at this meeting than could fit in the Village Hall meeting room. Superintendent said it shouldn't be an issue using the school unless there is something going on at the school that evening. 3 Chairman Schoen said that the meeting is to have the parents talk about wooden bats vs. metal bats and to keep issues strictly on baseball/softball. We will announce the meeting on the Village website and also the Westmore News. Committee Member Gutner suggested starting the meeting by letting the public know the ground rules we set for the evening. Also, a time limit should be set for any one who speaks. Committee Member Finder asked if we are going to run this open forum as a regular meeting with extended public comments and questions and answers? Superintendent said that first we approve the Minutes from last month and second would be Public View Points. Committee Member Finder stated that when the soccer club holds it annual meeting, about 20 people show up and usually are the coaches and those involved in the program. Committee Member Schoen stated that the meeting would run as a regular monthly Parks and Recreation Advisory Council meeting, approve the Minutes, Public View Points, Open Forum, and then lay out the ground rules. Superintendent stated that the meeting could take place at the Anthony J. Posillipo Center where conveniently, there is a P.A. system. The only problem is limited parking. Committee Member Finder stated that only one person should speak at a time and if there is a question, do we want the Council to respond? Chairman Schoen stated that we are just listeners. Committee Member Shaw suggested that we give the speaker the podium to speak a max of 5 minutes. Chairman Schoen stated that we would take note of their feedback. Committee Member Gutner stated that the public is going to ask questions and will expect an answer that night. Chairman Schoen stated that we would evaluate all the questions, talk to the coaches that attend the meeting as well as the coaches who aren't at the meeting and get back to them with an answer. Superintendent said we should let the public know what the process is moving forward and that some issues go to the Little League sub-committee and approval is by the Advisory Council on any recommendation from the Little League sub-committee. Superintendent stated that if anyone speaking gets negative, he/she will be asked to leave. Committee Member Finder said anyone that speaks should first state his or her name. Trustee Rosenberg asked if the public could come to a Little League Meeting. Superintendent stated that the Little League meetings are a working session and the public is welcome to come to any Advisory Council meetings to voice their concerns or to find out what information is coming from the Little League sub-committee. Committee Member Shaw stated that since the Little League Committee is not a committee that could make decisions, is it wise to bring them up at all. Committee Member Gutner stated that if you don't have the Little League sub- committee there, they are going to ask why they weren't there to talk about baseball/softball. Superintendent stated that the Little League sub-committee does the background and research on a given issue and recommends what is best to the Advisory Council. Superintendent asked if we should serve refreshments at the meeting. Chairman Schoen suggested coffee and cookies for refreshments. Trustee Rosenberg was approached by a resident who asked a question about the Pee Wee Soccer registration. He has a child in kindergarten and his child is in the 9:OOam class for 4 and 5 year olds. He was a little upset that his child is playing with 4 year olds and wanted to know what the policy is. Superintendent said that the first day of Pee Wee Soccer registration, the 10:00am session was closed and they had a choice of either the 9:OOam or 11:OOam class. They chose to put the child in the 9:OOam class. Superintendent stated that the bathrooms at the Rye Brook Athletic Field would be open on Sunday mornings for the soccer club. 4 Chairman Schoen asked why the bathrooms at Garibaldi Park aren't opened. Superintendent stated that there is an issue with the water line. There is no water in the bathrooms but it is being worked on with the Water Company. Chairman Schoen asked about building up the pitching mounds on the fields. Superintendent said he would have to look into it and see what the Little League requirements are. Committee Member Finder stated that he missed the beginning of the meeting and asked if there was any discussion about the tournament cleanup. Chairman Schoen stated that there was a discussion at last month's meeting. Superintendent stated that a lot of the cleanup would have been avoided if there was a dumpster on site and the soccer club could have put the refuse in the dumpster. Superintendent told the soccer club to put the refuse in front of the garage door at the field, which is what they did. It took the parks staff 3 trips with the truck to get rid of all the refuse. Committee Member Finder stated that he just wanted to make it clear that the field itself was left in pristine condition. Village Trustee Rosenberg was told at the budget workshop that the field needed significant grooming after the weekend soccer tournament. Superintendent stated that when the field is used as it was for the soccer tournament, you have to sweep it afterwards. Trustee Rosenberg stated that it took over a day to sweep the field after the soccer tournament. Superintendent stated that after a weekend with a lot of action on the field, you have to sweep it. Chairman Schoen stated at the last meeting that the tournament was very well done and the soccer club did a very nice job. Chairman Schoen was pretty certain that when the soccer club meets, they would discuss what went well, what needs to be improved and to have a meeting with Superintendent Bertolacci. Committee Member Finder stated that he spoke with the Superintendent throughout the planning process of the soccer tournament. We also worked with the Rye Brook Police and the Village Administrator, Mr. Bradbury. Obviously, we plan on having the tournament next year and expanding it. It was a learning experience for the Recreation Department because this summer they will be hosting the Empire State Games with probably larger crowds. Committee Member Gutner asked if the field was groomed before the soccer tournament. Committee Member Finder stated that it was the middle of March and it snowed the Friday before the tournament so the field wasn't used. Committee Member Finder asked if the sprinkler system on the field is functional. Superintendent stated that his park's staff has to be trained from the sprinkler company. Committee Member Finder asked that when it is available, would it be available for use during Sunday afternoon soccer games when the temperature is 100 degrees. Superintendent stated that it means you would have to go into our storage garage to turn on the sprinkler; you are not going to have access to it. Committee Member Finder asked Superintendent if it would be possible to have someone available to turn the sprinkler on. Superintendent would have to work out the details and it is still work in progress. Adiournment Chairman Schoen asked for a motion to adjourn the meeting. A motion to adjourn the meeting was made by Committee Member Finder and seconded by Committee Member Shaw. The next meeting of the Parks and Recreation Advisory Committee will be held on Tuesday, June 5, 2007 at Anthony J. Posillipo Community Center, 8:OOpm. Minutes prepared by Carmella Swick 5 6