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HomeMy WebLinkAboutMN-YB-2001 K Ithaca Youth Bureau Board of Advisors Minutes of the January 14,2001 meeting Attendance: David Delchamps, Bill Murphy, Cheryl Reidel, Joni Spielholz, and Jim Walker Excused: Cathy Currier, Kristin Stevens Staff: Alice Green,Allen Green,and Mark L.Vrede The meeting was called to order at 7:12 p.m. The December 10th minutes were approved as read. II. OLD BUSINESS 1. February Meeting with Council The proposed format is a small IYB panel with Q. &A. session to follow. Board requests regarding the meeting format included an introduction to"what is the IYB?"an interactive presentation, a dialogue between IYB staff and council,devoting the full meeting to talking with council, and an abbreviated version of the IYB organizational chart to appear on the blackboard. It was suggested that the meeting be broken up into the following parts: 1. Introduction,2. Dialogue/Q. &A. session, 3. Chance to socialize, 4. Visual presentation of programs,and 5. Building tour. A discussion regarding information overload vs. program highlighting ensued. Alice thought that highlighting, say a couple of programs,would present a skewed view of what the IYB is. Joni mentioned the importance of council having information about where taxpayers' dollars go. 2. Mission Statements The next iteration of the Recreation Division Mission Statement was reviewed. One issue in formulating the mission is defining the service area.The Rec Department serves almost the entire county except the Town of Lansing. Calling the service countywide is too encompassing. Greater Ithaca is too narrow(plus it's already associated with GIAC). Staff use the word"community"in a broad sense. III. NEW BUSINESS 1. IYB 2002 Work Plan At the end of November 2001,the mayor requested a work plan from each of the City departments, delineating any special projects and their timeframe. The format is one developed for City Planning Department projects. All departmental plans will be collected and posted, and eventually made available to the public on the city's website. The goal is to foster better inter-departmental understanding of work underway and possibly more inter-departmental cooperation. There has been some discussion among department heads about the best way to communicate the ongoing work of different types of departments, since many deliver core services and not many special projects. At the Youth Bureau,the intention is to build the work plans from the bottom up,with input from ever program area. Plans are in the draft stage,and will be shared with the Advisory Board when assembled. The work plan would be used as a benchmark to facilitate a dialogue with staff. Joni mentioned that departmental work plans would instill a sense of citywide organization. 2. Appointment of New Members to Big Brothers/Sisters Planning and Development Committee David presented a slate of new appointments to serve two year staggered terms. They are Jeff Boles, Cal Walker, Richard Farr and Susannah Maxwell. David said that there has been an effort underway to populate the committee over the last year and a half. A core group exists,but new members are being added with lots of community outreach to achieve a critical mass. There are a few vacancies left and the committee is one over the lower bound as per the constitution. There is only one woman currently on the committee;three others served only briefly. David serves as a non-voting member, liaison to the IYB Advisory Board. He mentioned that Joni could appoint herself to replace him. The slate of new members was moved, seconded and approved unanimously. 3. Designate Members for Search Committee for IYB Director Three IYB Advisory Board representatives are needed to serve on the Search Committee. The mayor indicated in December that he intends to initiate the search, after a one year postponement while a subcommittee of Common Council's Human Resources(HR) Committee reviewed the residency requirement for city department heads. In early December, Council passed a stricter law,which would require all department heads and deputies to live within the city limits. A proposed clause that would have "grandfathered"certain promotional employees was not included in that law,which was vetoed by Mayor Cohen. Promotions of two department heads were approved later in December,but the Youth Bureau promotion did not gamer the needed unanimous approval from Council. The HR subcommittee decided to return the residency proposal to its subcommittee for further revision. The city charter calls for a seven-member,department head search committee. In this case, it will be comprised of three IYB board members,three council members, and one person with expertise in the youth services/recreation/and or facilities management field. The city's Human Resources Committee will work with the Mayor to coordinate the process. Members considering volunteering for the committee asked about the steps and timetable. It is likely that HR will work with the Mayor to review the job description,determine the scope of the search and post the position. Applications are likely to be due between two weeks and one month after the job is advertised. HR staff will screen applications and those that meet qualifications will be forwarded to the search committee,which will evaluate applications and then conduct interviews. The number and time frame for interviews will likely be determined by the committee,depending on the size of the pool of candidates. Bill and Joni volunteered to serve on the committee. David said he will consider being the third member when the process is firmed up. Other board members who weren't present for the meeting were also invited to consider volunteering as the third member. Alice told the board she intends to be a candidate for the permanent director position. IV. STAFF AND COMMITTEE REPORTS 1) Facilities Committee 2) Recreation 3) Youth Development Allen reported that a BBBS of TC Planning and Development Committee retreat is planned for February 2001 to meet the national BBBS strategic planning requirement. The national goal is to serve one million kids by the year 2010. A strategic growth plan will be developed, including a target of how many kids can be served locally. Bill reported on the Grow Your Own Teachers program,a collaborative effort between the IYB Youth Employment Services program(Y.E.S.),the Greater Ithaca Activities Center(G.I.A.C),and the Ithaca City School District(ICSD). A$1,500 grant was received from the Community Foundation of Tompkins County,and a$750 grant was received from the Ithaca High School Site-Based Council. The program pairs high school students with teachers,with a thrust to get students of color to pursue careers in education. 4) Recreation Mainstreaming Services 5) Director's Report Alice reported that BBBS received a grant from Ithaca Hours for$300(or 30 Ithaca Hours). The Organization called the mayor's office to find out if city departments could accept Ithaca Hours. The IYB was suggested to pilot the idea. An Ithaca Hours representative spoke with staff,and suggested that partial payments, such as one Ithaca Hour(valued at$10)might be accepted towards the cost of registrations. The IYB and Recreation Partnership Board(RPB)would both have to approve the use of Ithaca Hours. Staff felt that there are plenty of vendors who accept the hours for items and services they would normally purchase for programs. A copy of the annual directory of Ithaca Hours' goods and services was circulated for review. Consensus of the Board was to proceed with the pilot and try the Hours on a small scale. V. REPORTS FROM LIAISONS ICSD Board of Education GIAC Common Council Tompkins County Youth Bureau Nancy Zook noted that Tim Joseph was elected new Chairman of the County Board. State and county budget allocations for 2002 are finally in place. It was noted that The TCYB Resource re-allocation committee cut funding for youth managers for Club Ithaca.The RPB will have to decide whether it can continue to run the program with the reduced funding. It was also noted that NYS Office of Children and Family Services (NYS OCFS)Youth Bureau allocations will be lower locally due to new 2000 census youth population figures. VI. BOARD COMMENTS/ISSUES Joni mentioned that the annual Martin Luther King,Jr. breakfast at G.I.A.0 will be held in the BJM gym on Saturday,January 19th from 8:30am-11: 30am. VII. ADJOURNMENT Meeting adjourned at 8:47 pm. • llthaca Youth Bureau Board of Advisors Minutes of the February 11, 2001 meeting Attendance: Cathy Currier, David Delchamps, Cheryl Reidel, Joni Spielholz, Kristin Stevens, David Whitmore, Nancy Zook Excused: Staff: Alice Green, Mark L. Vrede The meeting was called to order at 7:11 p.m. The January 14th minutes were approved as read. Three Ithaca College students from a journalism class sat in on the meeting as part of public affairs reporting assignment. David Whitmore, newly elected city council member(2nd ward)and liaison to the IYB Advisory Board, was in attendance for the first time. Introductions were made all around. Cheryl Reidel was appointed to the IYB Advisory Board at the last council meeting. Joni Spielholz was appointed as well at that meeting. The IYB still needs to make two re-appointments,which will leave two vacancies. Jim Walker was appointed to another board. II. OLD BUSINESS 1. March Meeting with Council The meeting, originally scheduled for February,was postponed until March,when all key staff members will be available. Meeting is now scheduled for March 11th @ 7:00pm. An hour-long presentation period is planned,to include a power point presentation. Formal invitations will be issued to interested council members. 2. IYB 2002 Work Plan(enclosed) As per Mayor Cohen,the project planning method has been instituted across all city departments. The IYB Work Plan(attached) represents a staff,program by program proposal. The work plan paradigm designed by the Mayor, is an offshoot of the Planning Dept. work plan model. As per Alice,there will be benchmarks with timeframes for products. There is a need to differentiate between ongoing and special projects and there will accountability with follow up interdepartmental communication and public communication. Specific IYB Work Plan items discussed below: Free Standing Pre/Post Camp Programs: Cathy inquired about the pre/post camp programs structure. The pre and post care programs,post particularly,will be staffed separately from the day camps due to an increase in demand. Pre care hours are 7 Oaiir'9:00am and post care hours are 4:OOpm-5: 30pm. At Stewart Park Day Camp there can be as many as 60 campers in pre or post care at a time. The ratio of staff to campers is larger due to the kind and number of activities. A care plan will be developed. BJM Community Development Block.Grant(CDBG): The goal is to add younger children to the afterschool program. Linda Cimakasky will be coordinating the CDBG program with Karen Anderson Friedeborn,as the IYB Outreach Program Coordinator. A large number of volunteers will be involved and the program is a strong one. The CDBG was approved to continue work started under a 3-year 21st Century grant,which ended last year. Ithaca Hours Pilot Program: Approval for the program is needed from the Recreation Partnership Board. A partial payment system proposal has been received from Ithaca Hours. Correction David commented that a focus on locally produced products and services is a good idea. Outing Program Pilot Program for Girls: This is a new unit focused on girls,which will involve outdoor skill work, cooperation and group dynamics. IYB Database to Cass Park and G.I.A.C. training:The plan is to demonstrate the IYB recreation system database to determine if will meet the needs of Cass and G.I.A.C. • N 11ZOE 13J Ithaca Youth Bureau ;',-R - 4 Board of Advisors Minutes of the March 11,2002 CITY CLERK'S OFFICE Special Meeting with City of Ithaca Common Council Attendance: Cathy Currier, David Delchamps,Lara Kimber, Bill Murphy, Cheryl Reidel, Joni Spielholz, Kristin Stevens, David Whitmore,Nancy Zook Excused: Common Council: Carolyn Peterson, Dan Cogan,Pat Vaughn, David Whitmore,Pat Pryor Administrative Staff: Alice Green, Allen Green,Mark L.Vrede Program Staff: Youth Development Services—John Bailey,Big Brothers Big Sisters of Tompkins County(One-To-One), Jackie Merwin,Youth Employment Service(Y.E.S.),Karen Anderson, Outreach at Beverly J. Martin School, Eloise Barrett,Paul Schreurs Memorial Program(P.S.M.P),Marty Schreiber,Computer All Stars,Chet Salustri, Outings, Joanie Groome, Recreation Mainstreaming Services(R.M.S.) Recreation Division—Liz Vance,Yolanda Richardson,Ben Jones and Ed Dvorak, (General Recreation), and John Doyle and Jocelyn Wilczynski (Cass Park). Guest: Chris Brown,volunteer assistant in Powerpoint presentation. Welcome and Introductions Board Chair Joni Spielholz opened the evening with welcome and introductions of Common Council members, staff,guests and board members Overview of IYB Programs, Service Area and Finances Alice made a Powerpoint presentation,highlighting the IYB's mission,programs, service area and finances. (Copiesof the slides will be available at the next meeting). Meet the Program Supervisors Brief program descriptions and anecdotes were presented by program staff (as listed above). Allen prefaced the Youth Development Division presentations with an overview of services and distributed annual reports for each of the programs. Questions and Answers followed the presentation. 'Illafreshments and Program Displays were offered in the Atrium,including photo-boards-of participants-and samples of participant projects. Adjournment at 8:30 pm III. NEW BUSINESS 1. 2001 Participation Reports The Recreation Partnership Participation Summary for Year-End 2001 was distributed. An overview of the chart was provided. Club Ithaca funding from Tompkins County Youth Services has been cut. The Recreation Partnership Board will consider whether to underwrite the program further. Staff hope to revitalize Club Ithaca this summer, since pre-teens and young teens are an underserved population. Using the ECHO fund to supplement the Club Ithaca budget,on a one-time basis, was considered. 2. ECHO/Scholarship Report Total scholarships and grants exceeded$28,000,of which—$20,000 went to Recreation Partnership programs, in 2001. The Recreation Partnership underwrites$15,000 in revenue balance;the ECHO fund contributes the difference. No one in need of assistance was turned away in 2001. In addition to paying the balance on scholarships, ECHO funds were used for such items as equipment, supplies and participation fees for Ithaca United Track Club and lifeguard training for minorities through the Y.E.S. Program. The ECHO fund was started in 1995 with an anonymous$30,000 donation and has since been renamed the Sam Cohen ECHO Fund. The fund has many donors, large and small, and has grown considerably over the years.There have been two donors giving significant.contaributions annually and the fund is managed by the IYB Advisory Board Executive Committee. Guidelines are that the funds not be used to supplant program operating budgets,but to improve children's environments and to provide children with opportunities. Board members want to remind IYB staff to continue identify children that could benefit from the ECHO Fund and to apply for grants and scholarships on their behalf. 3. Appointment of two more nevi members to Big Brothers/Sisters Planning and Development Committee Amanda Whitehead, a former G.I.A.C. staff person, and Stacy Wallace-Davis, a student services representative at TC3,are the new appointees. Both Amanda and Stacy attended the planning committee retreat held at IC this month. Stacy can fill the parent representative slot on the planning committee. These appointments meet a committee goal to add more women members. The IYB board moved to approve the appointments and they were made by unanimous vote. IV. STAFF AND COMMITTEE REPORTS 1) Facilities Committee Waterfront Trail Progress Alice reported that the plan is to start work on the section away from the inlet during the winter. Work Would continue after the baseball season in the spr ng, at which point the stretch along the inlet would be completed. At the end of the fall the Cass Park link should be completed. The Children's Garden needs to lease space from Cass Park;that arrangement is in the legal phase,with the details to be worked out. The playground installation at the end of Cass pool is complete. A second phase is replacement of the elements near the park pavilion,which will be planned in alignment with the adjacent Children's Garden. City-Town-County Parks Study The city,town and county parks study preliminary draft report is expected shortly. The data was sent to the consultants, Economic Research Associates(ERA) in October 2001. Alice said she has had nearly daily conversations regarding the data,with ERA within the past two weeks. Alice said that most of the consultant's questions have been aimed at the financial analysis of operating costs. By way of comparative research, ERA says that the trade agreement between IYB and ICSD looks even. The study is being funded as follows: $15,000 from the City, $10,000 from the County and$5,000 from the Town of Ithaca.The city-town county client committee expects to respond to the preliminary report as soon as it's received. Joni noted ERA has received a first installment payment,but final reimbursement will not be made until the client committee has approved the final report. 2) Recreation Spring Brochure fR ` 1 ''v The brochure will be distributed before the mid-February school break. The distribution will be to schools on a countywide basis. Kristin suggested mailings to doctor's offices and the public library. The summer brochure will be issued before the spring break in April. Recreation Partnership Updates The Town of Ithaca had to change the wording of the inter-municipal agreement to comply with the relevant section of the General Municipal Law that limits such agreements to five years. The version of the agreement that had earlier been deemed final included an indefinite period. The town has already passed the newest version, but it still has to be approved by all parties. 3) Youth Development Participation Stats for 2001: See handouts. The geographical distribution total is 1349,up from 1260 in 2000 representing an overall increase in participation of 7%. In referring to OCFS breakdowns for 2001 (see handout),a small percentage of the budget categories are state designed. The gender breakdown is basically the same going from 2000 to 2001. The percentage of persons of color served is 44%,down from 49%. The number served in the 10-15-age range decreased while the number for the 16-20 age group increased. Grants/Fundraising:Two Youth Development programs are finalizing grant applications for an anonymous donor. The BBBS program is finishing a proposal for funding for a site-based mentoring program that includes a$10,000 request. The Computer All Stars program is finishing a proposal for a continuation of funding for 2002-2003 that includes a$15,000 request. The bowling event fundraiser for BBBS,organized by the Cornell Bigs, raised over$3,000. 4) Recreation Mainstreaming Services 5) Director's Report IYB/ICSD Trades Agreement: Alice reported that her meeting with Judith Pastel, ICSD Superintendent and Paul Mintz, Business Manager was a productive one. The district estimated its real,out-of-pocket costs for facilities use provided by the ICSD for IYB programs. Trades in terms of dollars are approximately the same, a value of$20,000-$30,000 annually for each entity. The Superintendent also agreed to pick up a new cost to provide weekend gym space at DeWitt Middle School for the Rec Partnership's new indoor soccer program. Based on the 30 year trading history,both the IYB reps and ICSD administrators favor continuing the informal operational agreement rather than a formal contract arrangement for quid pro quo. CSEA Job Re-classification Survey:The state Civil Service office is overseeing a study of all Ithaca Youth Bureau job descriptions as part of an agreement with the Civil Service Employees Association(CSEA) union administrative and labor units.The assessment is designed to establish a new job classification system in line with statewide norms and based on market comparison for similar jobs in our area. All youth bureau staff have submitted answers to a detailed survey. It is hoped that the results will be compiled in time for contract negotiations. The current CSEA Administrative Unit contract expires December 31, . 2002. V. REPORTS FROM LIAISONS ICSD Board of Education GIAC Common Council County VI. BOARD COMMENTS/ISSUES VII. ADJOURNMENT Meeting adjourned at 9:05 pm. Ithaca Youth Bureau Board of Advisors June 10, 2002 Minutes Attendance: C. Currier, D. Delchamps,W. Murphy, C. Redial, J. Spieholz, K. Stevens, D.Whitmore, Excused: Nancy Zook Staff: Alice Green, Allen Green I. Meeting called to order 7:15pm Minutes approved for May 13th meeting II. New Business Alice proposed a review of the impact statements that were prepared for The County Youth Board. County funded programs were asked to describe the impact of potential 20%or 50%cut in funding. Allen went over the impact statements for three youth development programs: Outings, Youth Employment Service, and one-to-one Big Brother Big Sister. Allen pointed out that in re-working the budgets associated with the 20%cut scenario and 50%cut scenario (building related costs, etc)that are not so easily reduced. These will likely result in an impact on those costs that are not fixed of greater that 20%or 50%. Cathy suggested not listing"option B"portion of overview on each impact statement response. David D. agreed and suggested a cover letter to be included. David D. indicated that several items could be eliminated;just keep question 1-4. There was some discussion of a possible merger with some board members expressing reservations. III. Staff and committee reports 1. distribution of the rink reports IV. Meeting adjourned 9:15 PM Neat meeting July 29 Ithaca Youth Bureau Board of Advisors February 13,2001 Attendance: David Delchamps, Cathy Currier,Jim Walker, Bill Murphy, Lara Kimber, Kristin Stevens, Sheila Hemami,Joan Spielholz, Amity Weiss Staff: Alice Green, Allen Green, and Mark L. Vrede Excused: Claire Cutting Absent: Christopher Brown, Shane Camp, Aaron Shepherd,Nancy Zook The meeting was called to order at 7:15pm. Introductions: All board members and staff introduced themselves and gave some personal background. Minutes: Revisions to November, December, and January minutes are as follows: November-brainstorming committee for City program for Computer All-Stars didn't convene, add Bill's name to committee list, December-change small committee to executive committee in Sam's report, January-Board voted to rename the ECHO Fund, the Sam Cohen ECHO Fund. David spoke about putting together OpEd piece for Sam in the Ithaca Journal using"timeline"plus photo of Sam. All minutes approved. OLD BUSINESS Sam Cohen ECHO Fund Copies of the latest Spring program brochure were distributed,and the new Fund description was highlighted. The Board confirmed its intention to keep current name of Fund(Sam Cohen ECHO Fund). Alice reported that the IYB has received an invitation from an anonymous donor to submit a request for a$10,000 donation to the fund. In 2000 IYB granted more than$24,000 in scholarships for recreation programs. Reorganized IYB Organization Chart A new organization chart was distributed to illustrate the staffing reconfiguration after Sam's retirement. The Program overview shows two divisions: Youth Development and Recreation. Youth Development Division,headed by Allen Green(Acting Deputy Director), includes YES (Jackie Merwin), Big Brothers/Sisters (John Bailey)and Outings (Ric Dietrich)that are funded county-wide and the Paul Schreurs Memorial Program(Eloise Barrett), Computer All Stars(Marty Schreiber), Community Outreach(Karen Anderson), Crafts and Conservation Corps programs that are funded by the city and a variety of other sources. The Recreation Division includes General Recreation Programs,the Cass Park Complex and Recreation Mainstreaming Services. General Recreation Programs (headed by new Recreation Coordinator Liz Vance)are funded by the Inter-municipal Recreation Partnership and include summer day camps, sports leagues,tournaments and lessons, expressive arts,and community recreation. Cass Park complex is managed by John Doyle, who was promoted in December from Facilities Manager to Facilities Director,to reflect his duties as director of both programs and maintenance. Julie Conley Holcomb City Clerk ITHACA YOUTH BUREAU ADVISOR Notice of Meeting „ ff /:z;;f%'#";:, Ithaca Youth Bureau Building 1 James L. Gibbs Dr. • First Floor Activities Room AGENDA Call to order/approval of minutes(Enclosed) II. OLD BUSINESS 1) IYB/ICSD Facilities Memo of Understanding 2) Facilities Committee 3) Program Monitoring Schedule 4) Children's Gardens 5) Policy for Problem Behavior in IYB programs and facilities III. NEW BUSINESS 1) Sports Program Supervision 2) Van loan policy IV. STAFF AND COMMITTEE REPORTS 1) Director's Report 2) Recreation Program and Recreation Partnership Updates 3) Youth Developments Program Updates 4) Recreation Mainstreaming Services Program Updates V. Reports from Liasons: ICSD Board of Education GIAC Common Council VI. BOARD COMMENTS/ISSUES VII. ADJOURNMENT (It was noted that a City-Town-County Facilities Committee is currently looking at ownership of Waterfront Parks including the Cass complex, Stewart Park and the city's Newman Golf Course. Proposals for the study are expected by February 16th) Recreation Mainstreaming Services (RMS) is headed by Joanie Groome and works with people of all ages with disabilities and includes in summer Camp Iroquois. Central administration includes Alice Green as Acting Director and Allen Green as Acting Deputy Director. Carol Wilson is Office Manager,Nancy Bower is Principal Account Clerk, and Marilyn Hall is Administrative Secretary. New Receptionist position created for busy times during spring, summer and early fall. During winter that person will manage ice rink counter at Cass. Mark is an Administrative Assistant and will accomplish statistical analysis and financial reporting. Urgyen, our Custodian, is here between 2:00-10:30pm, Mon.-Fri. Discussion: Question: What is the timetable for choosing a permanent director? Joan reported that Common Council has appointed a sub-committee to study the current city code's residency requirement for department heads. Issue is still in discussion. The Mayor has stated he will not initiate the Youth Bureau search until the residency question settled. Joan mentioned that the recent nation-wide search for an Information Technologies Director did include the residency requirement. Question: Why a city residency when so many YB programs serve countywide? Alice said that many of our youth development programs are countywide, and our recreation programs serve nearly all of county, but we're still a City department. David distinguished between the county and city Youth Bureaus. He serves on both boards. He said the IYB provides programs and services and the TCYB is a planning and funding group. TCYB is a link between program providing organization, such as IYB, and the TC Board of Reps. Joan added that Recreation Partnership is now coordinated by the TCYB and that the IYB is the main provider of programs. Other program providers may be added in the future. City is both partner of Recreation Partnership and provider of programs. Alice explained that the consultant who is looking at ownership of facilities has also been asked to consider the possibility of two overall administrative structures: Countywide parks and recreation dept. or merger of IYB and TCYB. This is in scope of work for this $30,000 study. There could be significant structural changes in next couple of years depending on this study and other political decisions. Regarding the best superstructure,the results of consultant's work will be brought before YB Advisory Board for a recommendation during the decision-making process. Joan said that the purpose of all of this work is to insure that all children in Tompkins County have access to good recreation programming. IYB/ICSD Facilities Memo of Understanding Staff will present a draft document next month. Since Cass Park was built, ICSD has used the Cass ice rink for its hockey team and Cass fields for baseball both free of charge. In return YB has used ICSD facilities for camps,other recreation and youth development programs. This has all been based historically on a handshake. A new listing of the hours of facilities exchange has been done. So far no dollar value has been attached. The next step is to present this listing with a Memo of Understanding(MOU)to the school board and YB board. That MOU will include provision for equal ice rink time for girls and boys based on YB board input from December 2000. The ICSD has a clause in its charter that requires it to give community groups and not- for-profits, free use of its facilities. YB is just required to provide a certificate of insurance(as part of the larger city liability policy)to use ICSD facilities. However,the YB does charge for use of its park and building facilities as a source of city revenue. David raised the issue of IYB free building use in case there is a contingency budget"that requires the district to charge for the use of facilities. Jim commented about new ICSD policy regarding custodian requirement for events. There is a charge for coverage by custodians at times when they aren't normally scheduled. Outlying areas may have problem paying overtime and double-time rates. New trend is making it harder to use schools for community based programming. Facilities Committee Alice said this year the Recreation Partnership Board will no longer set fees and policies for Cass.We had an ad hoc committee to deal with specific Cass and IYB facility issues, but we need a standing committee. Former Facilities Committee members (Jim, Kathy, and Bill)will continue to serve, and Phil Dankert(former chair and Liaison from the Recreation Partnership Board)has said he is also willing to continue. We need to set a time for meeting. III. NEW BUSINESS Orientation for New Board Members Alice would like to plan a board orientation and YB tour for new members. A time will be set at the end of this meeting. An updated orientation packet for new board members is being assembled. Program Monitoring System-Volunteer Opportunities for Board Members The state Office of Children and Family Services (NYS OCFS)provides some funding for Youth Development and Recreation Mainstreaming programming as well as for YB administration. They are requiring a more formal program monitoring structure. Allen distributed a handout describing the program monitoring needs which will be an extension of program review work,which usually involved one rep. from the YB board+ administrative people+program coordinators. Some programs already have designated advisory committees that oversee monitoring. For One-to-One,the Planning and Development Council is in place. The PSMP advisory board serves this function. Similarly RMS has an advisory board. Board representatives who volunteered to serve on the remaining committees are Lara— Youth Employment Service; Kristin and Bill—Outings; Sheila— Computer All Stars; Amity- Community Outreach. Board Communication: an email listing was started to enhance communication with YB Advisory Board. Kristin requested a copy of the Board member list with e-mail addresses and committee assignments. David and Sheila have asked not to send an information in attachments. Lam reported on the IYB's Children's Garden. Meeting adjourned at 8:55 DRAFT for Memorandum of Understanding Agreement between the Ithaca Youth Bureau And the Ithaca City School District Background: For more than 25 years,the Ithaca Youth Bureau (IYB)and Ithaca City School District (ICSD)have been trading the use of their facilities at no cost to either party. This memorandum formalizes this long-standing practice, states the parties' intention to continue the facilities trades indefinitely,and includes a description of the present facilities exchange arrangement. IYB Suggested Points of Agreement The Ithaca Youth Bureau confirms its intention to continue to allow the Ithaca City School District to use IYB-administered city facilities(including the Youth Bureau building,Cass Park rink,pool,pavilion and fields,and Stewart Park pavilions)for school district programming at no cost. The Ithaca City School District confirms its intention to continue to allow the Ithaca Youth Bureau to use ICSD facilities(including elementary and secondary gyms,pool,courts, fields and classrooms)at no cost, including no charge for any required custodial services. The Ithaca Youth Bureau and Ithaca City School District will give each other first priority in scheduling,after internal users, for any facility requested. For example,the IHS hockey teams will have first priority for Cass Rink ice time after IYB programs, and the IYB will have first priority for the IHS gym,after ICSD internal programs. Both parties agree to honor all scheduled,agreed upon programs and events, and not to allow them to be"bumped"by any outside users. If an internal program need requires either party to be bumped from a facility, at least two days notice will be given. Alternative space will be provided if available. If any construction, maintenance or renovation project is planned that will make either party's facility(ies)unavailable for the other institution's use,the other institution will be notified immediately upon the approval of the project. Each party will inform all staff who have responsibility for scheduling(including principals, administrative assistants, custodians,etc)regarding this agreement. In case of an ICSD contingency budget,the IYB will not be subject to any charges for ICSD building use. Special considerations regarding ice time at Cass Park Rink: In light of the high expense of providing ice time and the multiple community demands on ice time,and given the monetary value to the Ithaca Youth Bureau of having practices and games at Cass Park Ice rink, it is stipulated that all Ithaca High school boys and girls hockey games and practices will be held at Cass Rink,with the exception of up to two games per year,at such times when the expected audience size exceeds the Cass Rink capacity. Given the city's commitment to provide equal opportunity for both girls and boys sports programs,the girls and boys hockey teams will receive equal ice time for games and practices. The terms of this agreement apply to the regular and extended seasons for both the IRS Girls and Boys hockey teams. Once opportunities for post season games are over,no additional post season practice times will be available free of charge. ITHACA YOUTH BUREAU RECREATION Facilities Trades with the ITHACA CITY SCHOOL DISTRICT Provided by IYB Recreation: • Cass Park Ice Rink IHS Boys and Girls Hockey Programs, 159.5 hours ICSD elementary in-programs, 21 group visits at$50 • Cass Park Ball Fields IHS Baseball Team, 10 weeks X 5 days X 3 hours, 90 hours IHS Softball(girls), 10 weeks X 5 days X 3 hours ,90 hours IHS Field Hockey, 8 weeks X 3 days X 3 hours , 72 hours • Cass Park Pool Available for IHS swim team when IHS pool is not available • Stewart and Cass Park Pavilions Free use for school groups, including all IHS Fall and Spring Class picnics In 1998: 11 uses of large pavilion ; 5 small pavilion • Youth Bureau (C. Robert Cutia Community Services) Building - Teachers—space for grading and testing—one to two days/year as requested - I.H.S. (Rafael)using art room or craft shop for 6 wk. program beginning 3/1-4/5/2000 from 3-4:30 p.m. Provided by ICSD: • Ithaca High school Gym,pool and fields for Sports Camp Summer, 3.5 hrs/day for 6 weeks in summer,total 105 hours Gym for Bantam Basketball Winter,Noon—4:30 p.m., Sundays for 10 weeks December-March, 45 hours Pool for Family Swim and Lifeguard testing Winter, Swim : 2 hrs/week, Saturdays for 12 weeks during November-March,total 24 hours May, Lifeguard Testing, 6 hours Track for Junior Olympics May, 3 hours Fields for Girls and Boys Lacrosse Spring, 3 hours/week for 6 weeks,total 18 hours For Small Fry Football Fall 10 hours/week for 8 weeks,total 80 hours Tennis Courts for tennis tourney Summer, 28 hours in one week • DeWitt Middle School Gym, cafeteria and fields for Camp Iroquois Summer, 6 hrs/day weekdays for 6 weeks,total 180 hours Gym for Middle School Basketball Winter,Noon—2:30 p.m., Saturdays or Sundays for 10 weeks December-March, 45 hours • Boynton Middle School Gym for Middle School Basketball Noon—2:30 p.m., Saturdays or Sundays for 10 weeks December-March, 45 hours Home and Careers Classroom for Sewing and Spanish Camps 6 hours for three weeks,total 90 hours • Maintenance at Cass Park Fields Weekdays, March to mid-June; weekly in Summer, 2-3 times/week August to November NOTE: Previously Provided by ICSD: • HIS and DeWitt gyms for AAU Girls Basketball under IYB request, but not an IYB Program • Elementary school space for two to five Summer Playground Programs (now discontinued). „ CITY OF ITHACA 1 James L. Gibbs Drive Ithaca, New York 14850 r 7111. � '''562%•• YOUTH BUREAU • [(e:�,.j=— Telephone: 607/273-8364 Fax: 607/273/2817 DATE: September 27, 2000 TO: Katrina Turek,Assistant Superintendent for Pupil Personnel Service FROM: 'Sam Cohen, IYB Director, and Alice Green, IYB Deputy Director RE: Updated Listing of ICSD/IYB Facilities Trades The attached listing reflects the results of our discussion last week. Our hope is that by putting into writing a description of the trades, which for many years were made"on a handshake,”we can come up with a better ongoing process for evaluating, modifying and monitoring the agreement. Also, we want to follow up on discussions last year, initiated by former school board members Art Berkey and Tim Little,that were aimed at creating a Memorandum of Understanding between ICSD and the IYB in case of a contingency budget. (See enclosed memo from Art Berkey.) We agreed, last week, to begin with a listing by estimated hours, without trying to attach dollar values. It's important to note that although the ICSD does not charge building use fees for the IYB and other community groups,the policy and practice of the city of Ithaca and the Recreation Partnership municipalities has been to require charges to outside users for recreation facilities use. These fees have been waived for ICSD,and represent revenue losses in the city budget. In the early days of the ICSD/IYB "handshake agreement,"the Youth Bureau generally had approval for use of space in any district building for recreation and youth development programming. In recent years, we have used less space due to changes at both the ICSD and IYB. There were school renovations, less centralized and more site-based decision-making, and changes in Recreation Partnership Program priorities. New principals have no knowledge of this trading tradition. At some point in this process,we would like to propose some additional requests that might restore a better balance in the trades. We believe it would be best to have them considered by a joint committee, with a district-wide view of the impact of these trades. Since a city-town-county committee has agreed to hire a consultant to look at parks facilities spending and revenue beginning in spring 2001,we wanted to have a clear picture of the ICSD/IYB "balance sheet"in place, if possible, when that examination begins. We suggested a joint school district/youth bureau committee be formed to review past practices and craft the best possible recommendation for an agreement that will continue to benefit both entities, as well as the students, families and taxpayers we mutually serve. Please let me know what you see as next steps. CC: Judith Pastel, ICSD Superintendent Bill Bryant,Athletic Director Paul Mintz, Business Manager John Doyle, IYB Facilities Manager "A I (l.,nort,mity FmnIr,ver with i commitment to workforce diversification." 0 Ithaca Youth Bureau Board of Advisors April 9, 2001 Attendance: Cathy Currier, David Delchamps, Bill Murphy, Jim Walker, Lara Kimber, Sheila Hemami Staff: John Doyle, Mark L. Vrede Excused: Nancy Zook The meeting was called to order at 7:11pm. March 12th minutes were approved as read. II. OLD BUSINESS 1. IYB/ICSD Facilities Memo of Understanding(MOU) David reviewed the board's deliberations on"equal time"and"equal access"for girls and boys athletics programs. John reported that during a recent meeting, Janet Bowman indicated that the girl's hockey program is growing rapidly and that she'd be interested in more ice time. Cass rink can make the time available. It is hoped that the school district athletic office will handle an equitable distribution of ice time between the boys and girls programs. The next step is a meeting with ICSD officials to discuss the board's revised draft memo. 2. Policy for Problem Behavior in IYB programs and facilities Bill initiated discussion of removal of problem participants, parents in particular and language in paragraph 5,as per participants and spectators ). Specific incidents involving parents were cited. Lara commented on participants and the persons responsible for them. Cathy suggested making policy consistent regarding participants and spectators. David asked how and to whom this information(policy)will be disseminated. John stated that recommendation has been made for coaches and parents to receive policy. David mentioned that if policy pertains to children then they have to be informed as well. 3. Van loan policy This item was tabled until next month's meeting. III. NEW BUSINESS 1. Facilities Committee items The committee reviewed a request from a profit organization to run a soccer camp for a week in August; she recommended a$1,000 charge as opposed to a$300 one. Cathy suggested that the committee should reserve the right to look at each individual group and charge accordingly. Some long range plans and future policy decisions are on hold until consultant completes work. IV. STAFF AND COMMITTEE REPORTS 1. Director's Report—Not available 2. Recreation Summer Days &Fall Fun brochure has been distributed to Recreation Partnership member schools. John mentioned that the City will be conducting a one year pilot study at the golf course for credit card use for registrations. Rationale for Newfield voting not to join Recreation Partnership was discussed. Sheila inquired about number of kids that would be impacted. The programs would be open to all Newfield youth, but it's not clear how many families will take advantage. John said tnumbers could affect fee revenue. John mentioned that new Recreation Supervisor,Yolanda Richardson, is settling into her position. Also Susie Thomas, Recreation Supervisor at Cass Park, will be leaving on August 10th to attend grad school. 3. Youth Development John distributed demographics, and geographical distribution handouts for programs. CYS=County Youth Services. David said that One-to-One Planning &Development Council is recruiting members to get a full group together; it is required that BBBS programs affiliated with the national organization have a Planning Development Council. Council meets 1st or 2nd Tuesday of every month. 4. Recreation Mainstreaming Services—Not available V. REPORTS FROM LIASONS • ICSD Board of Education—No liaison at this time • GIAC—Not available • Common Council—Not available VI. BOARD COMMENTS/ISSUES Teen Center fundraising and accountability issues were discussed. Teen Center closed due to non-payment of rent and NYSEG bill. Teen Center has no funds to pursue new home. David asked if Toshav Storrs is the current director/manager of the Teen Center and is the Youth Bureau paying his salary. David would like to fully understand the relationship between the Teen Center and the Youth Bureau. Lara reported on the Youth Bureau Children's Garden. She has received a$100 memoriam for a Special Education student. Spring planting day is planned-need volunteers. John mentioned that a new playground will be installed at Cass(behind pool)this summer. A second playground is planned for this fall or next spring. VII. Meeting was adjourned at 8:15pm. Ithaca Youth Bureau Board of Advisors April 9, 2001 Attendance: David Delchamps, Lara Kimber, Kristin Stevens, Joan Spielholz Excused: Cathy Currier, Sheila Hemami Staff: Alice Green, Allen Green, Mark L. Vrede The meeting was called to order at 7:05pm. Approval of April 9th minutes deferred until June meeting. II. OLD BUSINESS 1. Van Loan Policy Basically,the current Youth Bureau policy discourages loaning vans. It provides that vans must be driven by City employees who have completed 6 hour defensive driving course and have been tested by certified tester to operate vans. A written proposal is needed for a waiver. There is no citywide policy in effect. There is a 50-mile radius limit for use outside of Tompkins County. David suggested that 50 mile limit be expanded to include Binghamton and Syracuse. Alice indicated that expansion of 50 mile limit be put on next month's agenda. Allen mentioned a National Safety Council report that he received which described increase in van rollover risk with more than 10 passengers;the experience level of driver is also a factor. Alice indicated that IYB staff have decided to restrict van use to not more than 10 passengers until the research can be further examined. 2. Policy for Problem Behavior in IYB programs and facilities Policy needs board approval. Lara wanted clarification of definition of"visitors"and"spectators". Alice explained that the intent of the policy is a clear statement for is that any person, of any age who participates or is a spectator at IYB programs or who uses our facilities,that the Bureau will take action in cases of problem behavior. Specifics within the policy apply to how policy will/should be administered in different kinds of situations. The final, approved policy statement will be issued with handouts to campers, sports program participants and spectators,etc. There will be a code of conduct for coaches to sign this year. Lara mentioned USA hockey magazine with information about fan behavior and sportsmanship in it. Policy needs Board approval. Voting was deferred pending verification of a quorum. Note: As per By-laws, Paragraph XI, Section A—A quorum of the Board shall consist of one-fourth(4) of the voting members of the Board. 3. Cass Park Rink: Fees for 2001-02 season and ICSD hockey practice schedule John's proposal includes increase in ice time fee from$110-)$120 and increase in broomball fee from$120-$130. There hasn't been an increase in general admission since 1994-95. For other increases see fees for 2001-02. Lara proposed that children under 5 be admitted free when accompanied by parent or guardian; rationale is based on market trends. Recommended increase in skate rental from $1.75-)$2.00 in spirit of no increase for an extended period. The board approved fee increases pending verification of a quorum John's recommendation for hockey practice is to add 2 practices in the am and eliminate one in the pm. IHS will decide distribution of time. Lara mentioned that prime time occurs in the pm; we could rent the rink during that time. Alice inquired about Bd.'s thoughts about increase in revenue vs. loss in practice time. Joan mentioned that increase in revenue for the City is very important. Equity issue regarding ice time is still evolving. III. NEW BUSINESS 1. Approval of new BB/BS Advisory Board member Board reviewed Scott Arizala's recommendation of Jose Lopez to BB/BS Planning and Development Council. ITHACA YOUTH BUREAU ADVISORY BOARD Notice of Meeting f•y? axe*^ z , ' 'x�� �r� lifilS"r f 3 4 .L a. i : f ,.2 0 eeti 1 f3� n k F Y+.,; M dA '* x'' ti uQ MMk :u eti A Ithaca Youth Bureau Building 1 James L. Gibbs Dr. Julie Conley Holcomb First Floor Activities Room City Clerk AGENDA 7:00 I Call to order/approval of minutes(Enclosed) 7:05 SPECIAL ITEM Video Presentation : Ithaca United Track Program 7:20 II. OLD BUSINESS 1) Van use policy 2) Teen Center Program Report • 7:45 III NEW BUSINESS Budget Guidelines and Timetable(enclosed) IYB Library Proposal IV. STAFF AND COMMITTEE REPORTS 1) Director's Report Study of Waterfront Facilities and possible City/County Youth Bureaus Merger City Residency Requirement Memo of Understanding with City School District 2) Recreation Program and Recreation Partnership Updates 3) Youth Development Grant Updates: Tompkins County Social Service League for BJM/Enfield and Robert Smith Award for One to One, Howland Foundation for Computer All Stars 4) Recreation Mainstreaming Services Program Report V. Reports from Liasons: ICSD Board of Education GIAC Common Council VI. BOARD COMMENTS/ISSUES VII. ADJOURNMENT IV. STAFF AND COMMITTEE REPORTS 1. Director's Report • Report on meeting with ICSD officials re: Facilities Memo of Understanding (MOU). Alice and John Doyle met with ICSD assistant superintendent Katrina Turek and Athletic Director Bill Bryant to review the latest draft. Katrina will confer with the Superintendent and to get her approval for an"operational agreement,"one of many working agreements they superintendent creates without a full school board review. At the city level, the IYB Advisory Board could approve it. School officials did suggest two key factors. The latest indication from ICSD legal counsel is that they may not be able to grandfather in IYB free use of school facilities in case of a contingency budget. They also asked for adjustments to the wording that gives first priority for use of ICSD facilities to the IYB after internal users. They would like wording added that confirms IYB support for other community-based programs such as after school programs and site based elementary sports teams that also have a history of priority use of school buildings. Alice indicated that our requests for ICSD space have also been for times other than those of such programs. She noted that the elimination of Katrina Turek's assistant superintendent position elimination will mean less support for community based agencies. • Newfield voted yes to join Recreation Partnership. IYB now serving 15 out of 16 municipalities in the County. • Capital projects requests to the city have been made for the following—roof, plumbing,tractor at Cass Park, new storage building(at YB), and replacement of one 15passenger van. Requests will be reviewed by a city committee this summer 2. Youth Development and RMS proposals to County. Allen spoke about work involved in putting program summaries together. Joan mentioned"County belt tightening". The board approved the four IYB program applications for 2002 county funding, pending verification of quorum. V. Reports from Liaisons: Common Council Joan reported that GIAC is moving forward with having its building renovation needs assessed. There was money in budget last year to assess City buildings, but it was folded into a new project to look at GIAC building needs in the larger context of all city building repair needs. Council is expected to vote to separate GIAC funding from citywide project to move forward with assessment more quickly. Resolution is before Council in 6/01. VI. BOARD COMMENTS/ISSUES Question from Dave regarding the status of the Teen Center Alice explained that the IYB has no jurisdiction over the Center, which has apparently been evicted from its location on East Seneca St. During 95-99 IYB funded a partial salary for one youth worker, Patrick Walkinshaw, who helped develop the Center. Fundraising went well initially, and at some point, a descending grant was implemented. The current director,Toshav came to the Teen Center from GIAC in spring 2000. As Alice understood it,the IYB was willing to continue some funding, but in return required an adult presence on the premises at all times programs were being conducted. Since the Teen Center Board wanted it managed by teens, in 2000 the funding was reduced to a$2,000 grant that would be directly for programs. In 2001, it was agreed to spend that same level on hiring older teens to supervise fund raising dances at the IYB,where adult supervision could be provided. Subsequently,the landlord of the E. Seneca Street building did try to collect back rent from the Youth Bureau.The City Attorney clarified that City and IYB are not responsible for Center's non-payment of rent. Board members asked who serves on Center's board and how board membership is maintained. Alice said she would try to get that information for the IYB Board. Meeting adjourned at 8:36pm. IYB Budget Preparation 2002 Schedule (Rec Partnership Dates in Italics) May 29 City Budget Guidelines Received from Mayor June 5 Worksheets distributed to Program Coordinators/Supervisors June 5 IYB Board Facilities Committee finishes fee recommendations June 7 RPB Budget Proposals due to Mark June 11 IYB Board gets Overview of General Budget Forecast June 12 Recreation Partnership Board Reviews budget options June 29 City Budget Proposals due to Carol July 9 or 10 City Budget Proposal mailed to executive committee July 10 Rec Partnership Board Final Budget Vote July 16 or 17 Executive Committee Reviews Budget Proposal July 30 Full IYB Board vote on Final budget Proposal August 1 City Budget Due—in MUNIS August 22 -24 Requested time for Budget meeting with the Mayor c Ithaca Youth Bureau Board of Advisors Minutes of the September 10, 2001 Meeting Attendance: David Delchamps, Bill Murphy,Nancy Zook, Lara Kimber, Kristin Stevens, Joan Spielholz, Cathy Currier Excused:None Staff: Alice Green, Allen Green, Mark L. Vrede The meeting was called to order at 7:10 pm. May 14th and July 30th minutes were approved as read. II. OLD BUSINESS 1. Capital Projects Requests for 2002 (List and Rankings Enclosed) Overview of requests: The rankings by the City's Capital Project Review Committee have been forwarded to the Mayor. It is up to him to propose what should be included in the 2002 city budget. Joan said that the Mayor hasn't given any feedback yet to members of Common Council. City departments are not asked to prioritize among their submissions. Van replacement: One high priority for the IYB is the 15-passenger van replacement.We have tried to establish a system where vans are rotated every six years. The review committee did ask about the rollover risks for 15 passenger vans. IYB staff contacted the risk management division of our city's insurance company to up risk prevention research. The company representative indicated that with proper driver training and weight load management the vans can be operated safely with a full load. The company has provided a 4Y2-hour video-training program which will be required for all IYB staff who drive the 15 passenger vans. 2. IYB Storage Building and Howland Foundation Grant Allen said that the$5,000 Howland Foundation grant toward a computer and IYB equipment storage building would not be sufficient to build the structure, which has been estimated at approximately$30,000. If the proposed storage building is included in Mayor's list of approved projects,then the grant can be applied. Computer All Stars coordinator Marty Schreiber asked if there is any chance that ECHO funds could be used to supplement the Howland grant, as an added incentive to the city to move the"project" forward at a lower cost to the city. City Wide building needs assessment: Joni mentioned that the city has also commissioned an assessment of all facility needs for the next five years. There have been delays, but Thomas Associates are moving forward to produce a report. Council and the Mayor will be considering these recommendations in planning future projects. The opportunity to use outside funding to help get this project done could be an important factor for Council. ECHO: A discussion of ECHO Fund use for services vs. non-service items ensued. ECHO funding guidelines include funds to be allocated for the betterment of youth environment. Kristin commented on competing needs for the ECHO Fund. Alice said that the fund has grown. Sam Cohen's hope was to build the principle to the point where the fund could provide scholarships from the annual earned interest. At this time, ECHO annually underwrites about $12,000-$15,000 in IYB scholarships and funds for referred youngsters to participate in outside programs such as the Track Club. Staff has made requests from the ECHO Fund to support for special projects for children they work with. The current principle is insufficient for its interest to cover that level annually. David said that he feels it would be a slippery slope to use the ECHO Fund to purchase non-service items. It would be unfortunate to have the fund replace items that should be in the city's operating budget. The track program is a good example of a good use of ECHO funds. Lam said that it's crucial to stay within original intent of fundraising, seconding a cautious approach. Cathy indicated that there is some value in not having too much storage space, as junk accumulates. She noted that there is free storage space available through Emerson Power&Transmission in Ithaca. Cathy inquired about the Cascadilla bathhouse. Alice said that some space there is utilized by the IYB, mostly for canoe storage, since it's in easy proximity to the water. One problem with storing sports equipment in a remote location is that it"dribbles in"after each season,and staff would have to make many runs to another location. ITHACA YOUTH BUREAU ADVISORY BOARD Notice of Meeting Please Note Change to Due Columbus Holiday Ithaca Youth Bureau Building 1 James L. Gibbs Dr. First Floor Activities Room AGENDA 7:00 I Call to order/approval of September Minutes (enclosed) 7:15 II. OLD BUSINESS Mayor's 2002 Budget Proposal—Implications for IYB Programs 7:35 III. NEW BUSINESS City-Wide Building Assessment Next Step: Five Year Planning Process for City Facilities(IYB Facilities: Youth Bureau Building,Cass Park and Stewart Park 8:05 IV. STAFF AND COMMITTEE REPORTS 1) Facililities Committee Waterfront Facilities Consultants Scope of Work 2) Recreation Summer/Fall Program Reports Recreation Partnership Updates 2) Youth Development Joni Spielholz' 50th Birthday—Successful Fundraiser for Big Brothers/Sisters Program Reports 4) Recreation Mainstreaming Services Staff Changes and Program Report 5) Director's Report V. Reports from Liasons: ICSD Board of Education GIAC Common Council Julie Conley Holcomb City Clerk VI. BOARD COMMENTS/ISSUES VII. ADJOURNMENT Another facility-related ECHO request is expected from the committee formed to create a small children's library in the IYB atrium. Alice said that the student who received a$3000 grant to create the library will be seeking additional funds. She asked for board feedback on whether that might be an acceptable use of the ECHO Fund. Members suggested that a library that expanded services to children and families might be looked on more favorably than a storage building. Cathy suggested looking for other sources such as Friends of the Library and The Family Reading Partnership. Both groups have representatives on the IYB library committee. 3. Recruitment to Fill Board Vacancies There are three vacancies among mayoral appointments. The attendance of our youth appointees has dwindled. We need a full board to achieve and maintain a quorum, and the recruitment effort is a perennial task. The beginning of the academic year is a good time to ask for additional representation. Mayoral appointments are generally expected to be City of Ithaca residents. The IYB Board is open to suggestions for a process to recruit new members. David noted that the Mayor wants City residents for the TCYB Board, which is down to one City resident member. There is a specific need for members from the under- represented minority community. It was suggested to recruit consumers of services such as coaches as board members. Cathy suggested having the Recreation Partnership Board to help recruit. Bill suggested using flyers and doing postings. III. NEW BUSINESS 1. Cass Park Trail—Request for Board Support Alice said that the first phase of the proposed Cayuga Waterfront Trail is the section going through Cass Park. With a grant approved by Senator Seward last spring,work will proceed in house with DPW. The aforementioned section will follow the fitness trail and some field reconfiguring will be required. The IYB facilities committee has reviewed the proposal and recommends a resolution supporting the project as long as it doesn't require loss of playing field space. John Doyle is on the Waterfront Trail's site committee and Alice is on the overall Trail Advisory committee. A handout outlines the trail course layout. It will also include a promenade(loop) on Inlet Island. Resolution: The Ithaca Youth Bureau Advisory Board approves the construction of the Cass Park section of the Cayuga Waterfront trail,provided the construction does not result in the loss of any current playing field space. Cathy moved and Kristin seconded the motion. All were in favor, none were opposed. 2. Upcoming Board Meetings: Suggestions for Program Reports, other Items/Issues? IV. STAFF AND COMMITTEE REPORTS 1. Director's Report Recreation Facilities Study Facilities (Cass Park, Stewart Park,and Golf Course) Study is underway. The consultant,armed with compiled data,will make a recommendation regarding the managing operation of facilities at the end of the year. The scope of the work has been amended so that it will no longer include a study of a youth bureaus merger or formation of a county wide parks recreation department. However,the scope still includes looking at alternatives for owning, operating and managing the parks. Further discussion of the scope is expected at the study kick-off meeting 9/24 when the consultants (ERA from Washington, DC)arrive to meet with the client committee and with facilities staff. More to follow. Staff Changes Terry Tumminia is leaving her position, which will represent a full time vacancy for a Recreation Supervisor. On the Youth Development side, applications have been received from Human Resources for Youth Worker position for the PSMP;of 30 that applied, 20 applications have been approved. There is also a vacancy for an RMS Recreation Specialist. 2. Recreation Summer/Fall Program Reports and Recreation Partnership Updates Reports and updates deferred until the October meeting. 3. Youth Development Community Development Block Grant for BJM Afterschool Project A portion ($25,000)of a larger Community Development Block Grant(CDBG)has been approved to fund the Afterschool Program and Academic Plus Program being run by Karen Anderson at Beverly J. Martin (BJM). Another portion of the funding for the BJM program was requested in a renewal proposal for a 21st Century grant that did not get approved. CDBG proposal/grant is being reworked and the Urban Renewal Agency has been flexible so far. BJM is looking forward to an infusion of new energy and people, among them Linda Cimakasky, creator of the Tot Spot. Last Year Academic Plus served ninety-plus students. School officials feel the after school academics contributed to an increase in BJM students' scores this past year. Program Reports Allen spoke about success of"Mets game"trip. GIAC and the Police Benevolent Association(PBA) contributed money and local businesswoman Bev Baker, of Baker Travel, organized additional contributions to cover some costs. The main expense was the bus. The game tickets were free from a One to One Program Big Brother who used to work with the Mets organization. Alice said that$300 from the ECHO Fund was donated toward the trip. David took the opportunity to mention, again,doing an Op Ed piece about Sam Cohen and the ECHO Fund for the Ithaca Journal. Cathy inquired about the Leslie Cohen Fund. Alice said that the fund was used to create the art room here at the YB. V. BOARD COMMENTS/ISSUES Fundraiser—Joni Spielholz's 50th birthday celebration will be a benefit for our BBBS Program. This fun event will kick off the BBBS "season"and will be on Monday, 10/1 from 7:OOpm-10: 30 pm at the IYB. Top and Wegmans have made donations along with numerous other donors. One-to-One Planning Development Council-David said that the Planning Development Council is about to begin work on strategic planning. Recruitment is an issue and there is a need for ideas for recruiting. The IYB Advisory Board is the overall umbrella for the One-to-One Program. Lara mentioned incorporating a recruitment effort as part of any mailings to the community, in brochure form. Bill suggested putting something in The Ithaca Journal Saturday edition's Darts &Laurels section. State Budget—Nancy Zook said that the state budget picture is still unclear. If the current baseline budget is not supplemented to include 2001 requested allocations,the county is likely to receive a cut of about $25,000. TCYB is uncertain about what impact that will have,but hopes to be able to honor its resource allocation commitments. According to Tompkins County Administrator, Steve Witcher, state aide dollar amounts are still in question. Nancy said that the County Youth Bureau Funding for municipal and agency youth services programs comes approximately one third from the state and two thirds from Tompkins County. Teen Center—Bill Murphy reported that a group meeting is scheduled for tomorrow(9/11)to try to resolve financial issues and get a new approach to the future of the Teen Center. Nancy Zook mentioned that there would be a new name for the TCYB down the road to make clearer the distinction between it and the IYB. Alice mentioned that State Association of Youth Bureaus raffle tickets are on sale. Money will go to support statewide youth programming coordination efforts. Alice would also like feedback and suggestions from Board to make meetings work optimally. Meeting adjourned at 8:53 pm. Julie Conley Holcomb City Clerk Ithaca Youth Bureau Board of Advisors Minutes of the November 13,2001 meeting Attendance: Cathy Currier, David Delchamps, Lara Kimber, Bill Murphy, Kristin Stevens, and Jim Walker Excused: Alice Green,Nancy Zook Staff: Allen Green, Mark L. Vrede The meeting was called to order at 7:15 pm. Minutes were approved with the following corrections: add Bill Murphy to the September 10th minutes attendance and in the October 9th minutes under sec. III,New Business, ICSD/IYB Trades Agreement, Rich Anderson should be Rich Armstrong. II. OLD BUSINESS City of Ithaca Budget Report Approved: There are$2,000 and$15,000 cuts to staff development and program supplies respectively. The IYB counterproposal(addendum), which calls for a substitution in reduction across program accounts as opposed to program supplies,was approved. The part-time seasonal and building cuts equal the same amount of money as the initial proposed cuts. Council is o.k.with that. The CDBG grant for Beverly J. Martin and the personnel money transfer(Monica of the Outing program going from full-time to part-time) were approved. Proposals: The proposed reorganization of staffing for the One-To-One and Youth Employment Service programs is still evolving. The Mayor's budget included two part-time positions and an administrative assistant that would be shared equally by both programs. A new proposal for two full-time positions has been drafted and will go to the Human Resources Committee,then Civil Service Commission and Common Council. These positions would be a blend of a youthworker and an administrative assistant. Tompkins County Budget Report Nancy Zook reported previously that there was a proposal to the County Board to cut the County Youth Bureau(TCYB)budget by 20%,which could have represented a reduction of funding for IYB of $95,000. The County Board rejected that proposal, but did make a smaller cut.. Based on losses of State aid in the wake of 9/11 events, and the county board cut,the TCYB Resource Reallocation Committee has recommended - $14,000 in cuts proposed for the 1-1,Y.E.S., Outing and Recreation Mainstreaming Services (RMS)programs with majority of cuts for the first three. The County . won't pick up salary increases for 2002. The delivery of service has to be renegotiated. David mentioned that the state baseline budget was never fixed. The current formula for determining monies to go to county youth bureaus is based on counting heads. City of Ithaca Buildings Assessment Allen spoke about the meeting with the architects (Thomas Associates)that took place on October 24th. A brainstorming session, details about how the study will be conducted and a buildings tour were part of the meeting. Our(1YB's)wish list includes: storage(big item), a new hardwood gym floor,the proposed library and an assessment of the circular stairs. III. NEW BUSINESS City of Ithaca Vision-Mission-Values The statement is six months in the works and is endorsed by Common Council. Lara inquired who"City" refers to, employees, residents or both? Allen said it was an attempt to identify the public as well as employees. FIR will take the lead in unveiling the statement. Re-Visit IYB Mission, Values Statement Bill inquired about the inclusion of the term"adults"in the mission statement. David wanted to know if there really is adult advocacy. Kristin asked about how the IYB mission statement is used and Allen said that its used in conjunction with grant applications. The statement was created by Sam Cohen and the IYB Advisory Board. IV. STAFF AND COMMITTEE REPORTS 1) Facilities Committee Allen mentioned October 16th groundbreaking for the Cass Park section of the Cayuga Waterfront Trail. There won't be a need to reduce the number of playing fields. 2) Recreation Summer/Fall Program Reports-Mark distributed and commented on year-to-date crosstab registrations report. Summer/Fall program reports were presented at the Recreation Partnership Board meeting earlier today. Overall registrations are higher than they were at the same time last year. Recreation Partnership Updates-According to a year-to-date report given by Alice at the RPB meeting,the recreation department will be within budget for the$185,000 Recreation Partnership subsidy. City of Ithaca proposed changes to The Recreation Partnership Intermunicipal Agreement were discussed at the meeting. 3) Nominate Slate of Officers for 2002 IYB Advisory Board The slate officers is proposed in November and voted on in December as per David. David proposed that Joni Spielholz should be the board Chair and the other executive committee members should stay the same(Cathy Currier as Vice-Chair and Bill Murphy as Treasurer). Bill nominated Joni as Chair and Jim seconded the nomination. All agreed to the proposed slate. 4) Youth Development Allen needs a volunteer for a program review of the Paul Shreurs Memorial Program(PSMP). Sam Cohen, a PSMP Advisory Board member,will participate plus one member from the IYB Advisory Board. Allen said the review will involve two to three meetings. Jim volunteered to participate. V. BOARD COMMENTS/ISSUES Joanie Groome of RMS suggested that the Board invite newly elected Common Council Members to the next IYB board meeting. Staff would attend as well and make short, program presentations. David suggested that we invite all council members and target the new members. Some planning will be in order. VI. ADJOURNMENT - Meeting adjourned at 8:45 pm. Ithaca Youth Bureau Board of Advisors Minutes of the December 10,2001 meeting Attendance: Cathy Currier, David Delchamps, Bill Murphy, Joni Spielholz, Kristin Stevens, Jim Walker, Cheryl Reidel Staff: Alice Green, Mark L.Vrede The meeting was called to order at 7:14 p.m. The November 13th minutes were approved as read. Cheryl Reidel, a prospective board member and a TC3 Leadership Class student were guests. Introductions were made all around. II. OLD BUSINESS 1. Election of Officers The proposed slate of officers was announced in November: Joni Spielholz, Board Chair and Cathy Currier,Vice-Chair and Bill Murphy Treasurer,all for one year terms. Jim moved the slate and Bill seconded it. The vote was unanimous. The IYB Board still has several vacancies among the nine required mayoral appointments,which are for three years terms. The full slate includes nine mayoral appointments plus other liaisons decided on at the board's discretion. Two thirds of the mayoral appointments must be City residents. 2. Re-Visit IYB Mission, Values Statements (see Recreation and Youth Development Mission Statement handouts) After passing a citywide Vision-Mission-Goals statement,the mayor, common council and city human resources department has asked each city department to review and update or create their own departmental statements. At the Youth Bureau,we are reexamining the department mission, and also devising statements for each division and program area. IYB Division Mission Statements: Recreation. The Recreation Mission Statement work is in progress. The two-page document was distilled in the last 4-5 weeks. David mentioned that the Recreation Partnership Board should review the Recreation and Youth Development statements. Youth Development: In the 1st sentence of the last paragraph of the YD statement, remove the word "although"and make that sentence the 2nd sentence in the statement. Bill inquired about the meaning of "Multicultural Outreach"in the YD statement. Alice said that the Youth Bureau tries to reach out to members of all the diverse cultures within our community. David added that the IYB seeks diversity in staff,participants and does multicultural outreach to attract diversity. The City and IYB Mission Statements and Training:Alice said that the mission statements should be used in publications, at the IYB and interdepartmentally. A good mission/vision statement guides us in grant writing and with new initiatives. Jim mentioned that it's important to direct time,money and personnel to cover the widest area(geography+participants). Kristin inquired about availability of time and money for staff development. Alice reported that the City is looking at spending for training and training resources in light of the tight budget. The IYB training budget was cut in the Mayor's 2002 budget,but the Human Resources budget still includes dollars for citywide training. Alice noted that training was identified as a priority need in the city's Work Environment Task Force survey, based on a 68%response from the city's workforce. Kristin commented on the reference to training in the City and the IYB mission statements. There will be revisions to and drafts of the IYB statement. Joni mentioned that"recruitment"should be included in the IYB statement. There was further discussion about including language in the mission statement to address the recruitment, roles and support of volunteers. The IYB statement will be revisited. 3. Planning for January Meeting with Council Members David suggested a program coordinator presentation, say Joanie from Recreation Mainstreaming Services. Alice suggested providing a description of who we serve in each program with program head presentations. Joni mentioned that Common Council members need to learn about the IYB, since it's not as visible to them from city hall and its program location is remote from other city departments. There was discussion about scheduling a February meeting with all of the council members. The suggested format for the meeting was a panel format, with sampling of say five programs then a Q.and A. session. The presentation will include information about programs, who is served,and what funding streams supplement the city tax support. For example, it is important to note that the IYB provides$4 of service for every$1 the City spends. Joni suggested an invitation to Common Council and the Mayor. Bill suggested using a PA system if there will be 40 or more people in attendance. It was noted that the Mayor will be appointing a new Common Council liaison to the board in January. III. NEW BUSINESS 2002 Meeting Schedule The consensus is that the 2"d Monday of each month at 7:00 p.m. is a good meeting time. The meeting will take place on the 31d Monday in July and on the second Tuesdays in October and November due to holidays that fall on the 2nd Monday. No meeting is scheduled for August. The schedule will be distributed at the January meeting. IV. STAFF AND COMMITTEE REPORTS • 1) Facilities Committee Cass Pool Reports were distributed. 2) Recreation Winter Program/Recreation Partnership Updates The inter-municipal agreement is now circulating for municipal approval,along with group's by-laws. The City is a provider and a Recreation Partnership member. David said that the City is a buyer of services, like the other municipalities, from the 1YB. Joni commented that the IYB has become the umbrella to programs in order to serve the most participants. 3) Youth Development Program Reports 4) Recreation Mainstreaming Services Program Report 5)Director's Report City Department Work Plans Alice said that a work plan outline will be presented to the IYB Advisory Board in January. Building Assessment The second user group meeting is scheduled with the architects. City Residency Requirement Common Council this month passed a resolution requiring that department heads and deputies must live within the City limits. Current appointees who live outside the city will be"grandfather,"i.e. they will not be bound by the new legislation. After it is signed into law, if an appointee lives outside of the City,he/she would have one year after the appointment to move into the City. The residency requirement passed by a 7 to 3 council vote, with Joni voting against. The Mayor indicated that there will be a search for an IYB Director and Deputy Director directly after the holidays. David mentioned a the possibility of holding a referendum and that new members of council might rescind the residency law. Waterfront parks study. The consultants are continuing to look as operations as Cass, Stewart and the Golf course and are expected to make some recommendations about alternatives for owning and managing the facilities in March. V. REPORTS FROM LIAISONS ICSD Board of Education GIAC Common Council VI. BOARD COMMENTS/ISSUES Joni also inquired about an ICSD liaison and said we should brainstorm about how to get the ICSD Board more involved. Alice reported that she did have a productive meeting with ICSD Superintendent Judith Pastel and Paul Mintz about the facilities trades between the IYB and the Ithaca District. The District's legal council did, however, rule that the IYB would have to pay for facilities use in a case where the proposed budget were voted down by the public and the district had to go to an austerity(contingency) budget. The district has agreed to look at the costs of providing their facilities to the IYB. A second meeting is planned in January. VII. ADJOURNMENT - Meeting adjourned at 8:56 pm.