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HomeMy WebLinkAboutMN-YB-2002 Ithaca Youth Bureau Board of Advisors Minutes of the April 8,2002 meeting Attendance: David Delchamps, Bill Murphy, Cheryl Reidel, Joni Spielholz, David Whitmore,Nancy Zook Excused: Kristin Stevens Staff: Alice Green, Mark L. Vrede The meeting was called to order at 7:12 p.m. The February 11th and March 11th minutes were approved. g' II. OLD BUSINESS 1. Discussion/Feedback on March Council Presentation New council members were impressed with the presentation and appreciated receiving the information about the Youth Bureau. As a result, Dan Cogan has joined the IYB director search committee. David D. suggested making a by-annual presentation. 2. Ithaca Hours—Rec Partnership Board Response Questions arose concerning the receipt of dollars,the potential benefit to participants, and the legal issue regarding the choice of vendors. Financial questions would have to be referred to the Controller's office. Alice said that the ratio of Ithaca Hours to the cost of a vendor might be more than what a competitive situation would render. The next step is for program staff to determine which vendors to use,how to spend Ithaca Hours and the dollars involved and what the accounting issues are. The Recreation Partnership has to approve the use of Ithaca Hours for Recreation Partnership programs. 3. IYB Director Search It appears that the Police Chief and Assistant Attorney searches will precede the IYB director search. Our current arrangement allows the IYB to achieve a planned two-year savings projected with the retirement incentive taken by former director Sam Cohen;we are 15 months into that two year period. III. NEW BUSINESS 1. Proposed New Fees for 2002-03 Cass Ice Rink Season (enclosed) Three of four proposals have been passed. Incremental fee increase for season passes was approved. John reported that fees haven't been increased in a long time and that rates are superficially low in terms of covering rink costs. Capital improvements have brought down expenses. David D. suggested keeping an eye on a potential$5/hr. increase for ice time as it relates to the ice time rate at Lynah Rink, and applying an incremental rate increase for Broomball. Recent policy has aimed at decreasing or eliminating underwriting of adult programs. David W. inquired about how the Lansing Rink stays in business. That Rink started out with volunteers and large pledges. Maximized field use will bring in revenue. Targeting and identifying market niches will keep things going. Cheryl noted that Cass fees are a bit expensive for low-income families. The only municipalities currently underwriting costs of the rink and pool are the city and town of Ithaca. Recreation Partnership decided,after seven years, only to o underwrite IYB Recreation Programs and not the costs of the Cass Park facility. Action: Vote on recommendation of the Facilities Committee—Bill moved amended approved fees and David W. seconded the motion. Cheryl opposed the vote. 2. New Initiative to Help Families Receive DSS Child Care Assistance Alice reported that an informational session with DSS was held on 3/21/02 here at the IYB. The application process for child care assistance only was covered. By increasing the claim on available DSS funds, IYB scholarship funds can be stretched. 3. Grant Announcements: Big Brothers/Big Sisters,Computer All Stars, Sam Cohen ECHO Fund The One-to-One Program received$10,000,the Computer All Stars,$15,000 and the Sam Cohen ECHO Fund, $10,000,all from an anonymous donor. The IYB Executive Committee is scheduled to review the ECHO Fund management strategy. When asked if the BBBS grant would replace cut funds from the Julie goenrkley ITHACA YOUTH BUREAU ADVISORY Holcomb 0,A111‘01 Notice of Meeting 1 fhFILED SAY_9 "',r Ithaca Youth Bureau Building EERK'S OFFIR :� 1 James L. Gibbs Dr. First Floor Activities Room .1 . 0� AGENDA 7:00 I Call to order/approval of April Minutes (enclosed) 7:15 II. OLD BUSINESS 1) Tompkins County Request for 2003 Budget-Cutting Scenarios 2) Policy on scheduling programs on religious holidays 7:45 III. NEW BUSINESS 1) Proposed change in language for season passes to allow child care providers on family passes 7:55 IV. STAFF AND COMMITTEE REPORTS 1) Facililities Committee 2) Recreation Recreation Partnership Updates 3) Youth Development Program Reports 4) Recreation Mainstreaming Services Camp Iroquois—Change to Travelling Program 5) Director's Report Update on waterfront facilities study Schedule Executive Committee session re: ECHO fund,etc. 8:10 V. Reports from Liasons: Common Council GIAC ICSD Board of Education Tompkins County Youth Bureau 8:20 VI. BOARD COMMENTS/ISSUES 8:30 VII. ADJOURNMENT upcoming county budget, David D. explained that it was an RFP(Request for a Proposal)grant,to be used to develop a relationship with"mentor rich"organizations. Cal Walker, BBBS Planning and Development Committee member, is trying to attract persons of color from the community as part of this campaign. The paradigm is changing to add a site-based model to the traditional one to one service delivery. IV. STAFF AND COMMITTEE REPORTS 1) Facilities Committee Cass Park Building Roof The city building department is prepared to condemn the Cass Park building roof due to leaks and wear. The Board of Public Works and Common Council will decide if unexpended dollars for a capital project(swimming pool deck)can be used to repair the roof. David D. said that the total assessment has led to neglect of specific needs. The$70,000 balance in the capital project's account may not be enough to repair the roof. The Budget and Administration Department must be consulted. City-Town-County Parks Study: The Facilities Committee has received the ERA abstract and the five-page reply from the Client Committee. The city should continue to own and operate the facilities. Efficient operation could lead to Recreation Board membership. The city,town and county are not satisfied with the resulting study. ERA has been paid$18,000,with the balance of approximately$10,000 being held up until the consultants complete the scope of work they agreed to. 2) Recreation Summer Days/Fall Fun Brochure-new programs and update on distribution New programs for the summer are sailing and skateboard camp, and for the fall,musical theater and volleyball. Sailing will fill the space left by the discontinued TST BOCES Continuing Education Program. Sailing, skateboard camp and volleyball will target older kids. This year brochures were distributed to area medical offices. 3) Youth Development Grants/Fundraising The"Jump Grant" (see III. 3. above)received letters of support, including one from Representative Maurice Hinchey's office, and will help to integrate the BBBS mentoring model into the BJM Outreach Program. 4)Recreation Mainstreaming Services Camp Iroquois-search for new location due to Dewitt Middle School renovations Camp Iroquois has used Dewitt as a campsite for the past 20 years. TST BOCES on Warren Rd. is not available as a site. The size of the camp may be reduced due to transportation issues. The Fall Creek and Belle Sherman schools are possible sites. The IYB has run a playground program at the Fall Creek School in the past. Fall Creek is the top choice for a site. 5) Director's Report V. REPORTS FROM LIAISONS ICSD Board of Education GIAC Common Council Tompkins County Youth Bureau Nancy Zook reported that the county administrator's office has asked every county department to explain what would be lost if there were a 10%cut in their budgets this year and another 10%in 2003. For the TCYB budget this could equal approximately$240,000 over the two years. The TCYB Board current expects to consider possible cuts in three areas:their own administration and staff;municipal funding and agency funding. Tompkins County Youth Services funds the Big Brothers/sisters Program, Outings, and portions of YES and Recreation Mainstreaming Services. Overall,the IYB represents approximately 25% of county funding to agencies. County Youth Services fund comprises about 20%of the overall IYB revenue. Nancy said that the TCYB anticipates assisting in advocacy and lobbying efforts for any programs that might be cut,with a focus on educating the public and participants about the value of the programs. The County Administrator will be working with county department heads to develop further guidelines for the cost-cutting efforts. Nancy said the TCYB staff will keep IYB staff and board updated as these guidelines are formulated and the County Youth Board develops its recommendations on how to meet them. VI. BOARD COMMENTS/ISSUES A policy regarding the observance of religious holidays during IYB programs needs to be established. There was a short,preliminary discussion. The item is referred to the next agenda. VII. ADJOURNMENT 9:00 PM Ithaca Youth Bureau Board of Advisors Minutes of the May 13, 2002 meeting Attendance: Cathy Currier, David Delchamps, Lara Kimber, Joni Spielholz, Kristin Stevens, David Whitmore Staff: Alice Green,Alison Welch, IYB Liaison: Nancy Zook, TCYB The meeting was called to order at 7:15 p.m. The April minutes were approved as submitted II. OLD BUSINESS 1. Discussion/Feedback on Proposed 2003 County Budget cuts Nancy Zook was asked to report on the County process for planning budget cuts. She said the county is currently focusing on the impacts of cuts for the 2003 fiscal year beginning in January. The TCYB had a short time frame to produce a description of the impact of a 20%cut to their departments' overall budget. That cut would total approximately$240,000. The preliminary recommendation of the TCYB Board's resource allocation committee was to target the IYB for a$75,000 cut for 2003. Effected city Youth Bureau programs are YES, RMS, BBBS,and OUTINGS. Nancy said the County Youth Board's general approach is to avoid across-the-board cuts that would result in all programs operating without adequate resources. Instead,they will review their criteria for funding priorities, and try to make more targeted cut recommendations. The TCYB will convene all agencies that receive County Youth Services funding on May 16,to explain their request to show the impacts of 20%and 50%cuts to all their programs. The impact statements will be due June 6. The County Youth Board plans to review these scenarios and then make final recommendations to the County Board of Representatives by July 1. County Representatives will begin reviewing their departments spending proposals later in the summer. The final 2003 County budget will be approved in November. Several board members suggested advocating directly with the county representatives,who will be deciding on actual budget cuts,to make sure they are hearing about the importance of each program. There are five city representatives on the County Board of Representatives. And since all four of the IYB's county funded programs serve youth county-wide, rural representatives can also year from their constituents who receive these services. The County Youth Bureau has offered to lead advocacy efforts, which they hope to organize around a celebration of the TC YB's 25 anniversary. There was discussion about whether to call a special session of the executive committee to review the IYB programs' impact statements. Cathy suggested scheduling the meeting one-week earlier(June 3)to allow the full board to review the impacts. Alice said the statements would be forwarded to board members as early as possible. NOTE: Impact statements and budgets will be available at the June 10 Meeting. 2. Holiday Scheduling Policy Based on preliminary discussion at the April board meeting and further discussion at this meeting,the Board unanimously approved the following: ACTION: The Ithaca Youth Bureau will follow Ithaca City School District Policy in regards to scheduling youth sports league practices and games. However,the Youth Bureau will avoid scheduling program start- up dates and/or any special end-of-the-season events during a major religious holiday. III. NEW BUSINESS: 1. Proposed change in language for season passes to allow child care providers on family passes As recommended by the Board's facilities committee,the following resolutions were unanimously approved: ACTION: Childcare providers may be included on family season passes for municipal pools when they are acting in lieu of parents. ACTION: Due to changes in New York State Department Regulations, City of Ithaca municipal pools will add the following rule: Children who are not toilet trained are required to wear swim diapers in the kiddy and large swimming pool. Alice noted that since GIAC and the Youth Bureau are now separate departments, each operating a municipal pool, citywide pool policies need the approval of both organizations. Season passes cover admissions for both pools. NOTE: GIAC Deputy Director Mike Thomas reviewed the action and agreed that the Alex Haley pool has the same policy in place. IV. STAFF AND COMMITTEE REPORTS 1) Facilities Committee Action items enacted as above. 2) Recreation Spring programs are successfully underway and staff is also working on summer offerings 3) Youth Development Main focus is programming and current budget scenario work for 2003 4) Recreation Mainstreaming Services Because the Dewitt Middle School site is not available for RMS's traditional Camp Iroquois program, it has been redesigned as a travelling program (not a camp by Health Department regulations.)It will serve at least 9 kids for 6 weeks,instead of the 4-week program that last year served 24. The nine children have been identified as severely disabled,not likely to be able to attend general municipal camps,and qualifying for the funding designated through the State Office of Mental Retardation and Developmental Disabilities (OMRDD). The state funders have approved this as a pilot program, and RMS staff are considering extending the model for next year,when more renovations are planned at DeWitt. 5) Director's Report V. REPORTS FROM LIAISONS ICSD Board of Education GIAC Common Council David W. reported that Common Council has approved emergency funding for Cass ' ���•.� • renovations. It's hoped the work can be completed before the pool opens June 1:„' County y 141. • VI. BOARD COMMENTS/ISSUES ��� SO���G� 4 VII. ADJOURNMENT `. cck Meeting adjourned at 8:40 pm. �' ; � Ithaca Youth Bureau Board of Advisors July 29, 2002 Minutes I. The meeting was called to order by Chair Joan Spielholz at 7:10 p.m. II. 2003 Budget Overview (Alice Green) • bottom line arrived at both expenses cut and revenues increased • If county funds the Outing program, the budget works. If the funds are cut, the whole budget needs to be looked at again. • 2 front office staff will be retiring, hopefully all positions will be filled by the City. • All Cass Park fees were approved. • Recreation Partnership Fees—expenses are up but fees are up much more. • Recreation Mainstreaming Services are not subject to City budget guidelines since no City dollars are involved. ACTION: David Whitmore made a motion, Bill Murphy 2"d , to accept the proposed 2003 Youth Bureau budget. The vote was unanimously approved with 6 ayes, 0 nays. III. Other Reports (Alice Green) • Outing and Recreation Partnership cuts • City/County Process to look at administrative cuts and costs (David Whitmore and Alice will meet) • Search for new IYB Director: first meeting is scheduled for August 14, 2-4 p.m. Committee consists of 7 members—Dan Cogen, Ed Hershey, David Whitmore, Joan Spielholz, Bill Murphy, David Delchamps, and Nancy Zahler • Thomas Associates on Building Assessments was presented • E.R.A. —nothing to report at this time. G: IYB Board/July 29 draft minutes Ithaca Youth Bureau Board of Advisors Minutes of the September 9,2002 meeting Attendance: Nancy Zook,Joanie Speilholz,Cheryl Reidel, David Delchamp, David Whitmore Staff: Allen Green, Alison Welch The meeting was called to order at 7:15 p.m. The June minutes were approved as submitted II. OLD BUSINESS 1. The board reviewed Outing Program charts and funding options. Allen presented a brief overview and described a new option, based on 50% county funding. Participants that are involved with the Outing Program attended County Board meetings to show support for the program and to let the board know how important their personal experience has effected their lives. We're calling our new"compromise" Outings proposal Outings Light. Allen distributed related material including a copy of a Common Council resolution calling for a city- county process that would look for alternatives that would preserve direct services to young people. 2. In response to a question from Joanie about the chart and the projected level of Outings service, Allen pointed to three budget areas: debt service, operation and maintenance and general administration. These areas are relatively fixed and have a big impact on the numbers, particularly as we look at the prospect of downsizing which would involve the loss of certain economies of scale. 3. Search for IYB Director—Search committee consists of seven people. Interviews will take place soon. The search was reopened to gain more applicants 4. Budget update: Alice, Allen, John Doyle met with the Mayor. The IYB budget was discussed and staff pointed out that it includes revenue from a wide variety of sources. This results in contractual obligations that need to be considered when applying the city budget guidelines to the IYB budget. The Mayor requested to have to have revenue implications and explanations for the entire budget. At the Position Review Committee, a full time staff position at Cass Park (Recreation Supervisor) was reduced to a halftime(20hrs) position and we were granted approval to fill the part time position. A request to fill a vacant receptionist position in the Front Office was not approved. III. New Business IV. Staff and Committee Reports O '3/ Ithaca Youth Bureau 0 2 2002 Board of Advisors \ CtER Minutes of the October 15 2002 Attendance: Cathy Currier,Nancy Zook,Bill Murphy,Cheryl Reidel,Kristin Stevens, 1-6\ Speilholz Staff: Allen Green,John Doyle, Kim Olsen Absent: David Delchamp, Sheila Hemami, Lara Kimber, David Whitmore, The Meeting was called to order at 7:10 p.m. The July&September Minutes I,;' approved II. OLD BUSINESS 1. Budget Meeting 10/15/02 County Board of reps,to discuss Outing Program(outings light) ideas was well received at committee level. Lower cost alternative was approved at health and human service committee level,but not approved with the County's proposed 22% property tax increase. A motion to cut the rest of funds was suggested&another board member 2"d the motion.The County Youth Board wanted$33,000 in roll over savings; the County Youth Board was using roll over money for 2003 budget,then 2004 budget. Therefore,the funds are not available for outing program. Outing program cut for 2003. Recreation Partnership funding was approved as"one time funding"Youth Bureau Budget reviews Thursday,may be rescheduled. A meeting scheduled for Friday October 18,2002 at 9:30am for Executive Committee to reflect and discuss a plan for Outings Program. 2.Budget Updated: Mayor's budget—no layoffs at IYB; but layoffs will happen in Other city departments. 50%of Receptionist position eliminated. '/2 of Recreation Supervisor/Cass park eliminated. Office Manger title change to Fiscal Manager. Deputy Director titles change to Youth Development Coordinator.No Tractor at Cass Park due to cuts. III. NEW BUSINESS 1. ERA Report No recommendations were made for reorganization. There are questions concerning who manages what facilities,and how facilities are being maintained the current ERA report does not specify that information.City is seeking help with maintaining&funding facilities from other townships,however other townships are reluctant to get involved. 2.Wellness Proposal Fire Department has been interested in access to city recreation facilities as a part of the wellness program. They gave a proposal to Human Resource Committee for access to the city pools,rink,and other recreation programs at no cost to employees of the fire dept. A Suggestion was made to ask Cornell for use of there facilities. HR is open to discussing the issue further. 3. Cass Park Ice Rental Ithaca Youth Hockey Association wishes to change their ice rental time, hoping to have a later start time in the morning(830a), which could possibly bring more kids into the program. However John States that it would be very difficult to rent that the half hour of ice time they do not use because its so early in the morning.John is not willing to make that change,the board agreed. IHS girls and boys hockey practice six times a week,every thing going well.The rink is all ready to go for the ice skating new season.23 leaks were fixed on the rink. IV. STAFF and COMMITTEE REPORTS Recreation Updates—Soccer there are 750 kids enrolled in the program. Ithaca College girls held soccer clinics for the girl's teams and coaches gave kids tips on coaching. Small fry football there are 130 kids enrolled in the program, lots of sponsorships, had dinners, made cash, received NFL grant and donations. Middle school basketball is looking for sponsors. Musical theatre there are 12 kids enrolled in program and Youth theatre there are 25 kids enrolled in the program,the final performance for both programs will be in December at Boynton Middle School. Finally, Fall/Winter brochure will be available October 21, 2002 distributed at the schools Municipal Job Program- 100 Teens worked in sites all over town No controversy about site distribution this year,which over all was a great success. Jackie submitted a report about the program John Doyle reported that October16,2002 at 2:00pm the trail head dedication will take place. Then the following Saturday the Waterfront trail will be dedicated. Budget crisis in other departments is now effecting Cass Park. Mowing not being done because some one was transferred. DPW is less available for mowing at Cass Park Reports from liaisons: Common council---dealing with budget issues Giac---Budget crisis and Cut backs Southside---No director,No program director, not much going on for programs,Marcia Fort asked to help out till a director is found. ICSD---no report TCYB---dealing with Outings issues Director search update--- Search committee met twice&meets again Thursday October 17,2002 Meeting Adjourned 8:50pm Ithaca Youth Bureau Board of Advisors Minutes of the November 12,2002 Attendance: David Delchamps, Sheila Hemami,Bill Murphy,Cheryl Reidel, Kristin Stevens, Joan Spielholz,David Whitmore, Staff: Allen Green,Alison Welch Absent: Lara Kimber Excused: Cathy Currier I. The Meeting was called to order at 7:10 p.m. October Minutes approved II. OLD BUSINESS 1.Budget Update Executive Committee met to prioritize shortly after the last board meeting;the goal of the meeting was to create a neutral budget. Staff members came up with variety of creative ideas to address the budget challenge that resulted from the loss of county funding for the Outing program. Some staff offered to take voluntary unpaid leaves(parenting leaves, grand-parenting leaves),etc. As a way to lower cut during 2003 Outings staff will be assisting with the water front/boating Activities at Stewart Park day camp,with nature activities at Cass Park day camp and with Recreation Mainstream services for youth. As another way to reduce costs during the coming year. Several staff members will be working a reduced number of hours during 2003. In most cases these involve reductions from 35 hours per week to 30 hours per week. Computer All Stars program experienced cuts in the following areas, part-time seasonal staff position and program supplies.Also the program coordinator hours were reduced by 5 hours. All leaves that were discussed would be short-term leaves. Mayor visited IYB to explore the possibility of more cuts in various departments. Mainly to reduce spending, for the amended budget,he requested additional information to make decisions on final cuts. III. NEW BUSINESS David Whitmore Motion,David Delchamps second Motion Nomination of officer's 2003-Board Voted to nominated the current officers for the next term: Joan Spielholz-Chairperson Cathy Currier-Vice Chair Bill Murphy-Treasurer Vacancies will be discussed at the next meeting IV. STAFF and COMMITTEE REPORTS RECREATION- Fall sports have ended;expressive arts program continues into December. A performance is planned for early December,which will highlight the work of all three programs. Early winter sports and programs are just beginning. Family swim is now open on Saturdays from 3-5pm at the high school pool,swim lessons began November 9,2002. Several new programs were offered for Fall/Winter 2002-2003 and signups continue to come in although some of those programs have been cancelled due to low or no • enrollments. Taekwon Do is very popular,Class has filled all available slots and there is a waiting list. Mud Art,A pottery adventure is still accepting registrations. Fine arts for teens have been cancelled due to low enrollment. Guard start(lifeguard program) is also cancelled due to low enrollment.Y.E.S childcare course was cancelled to low enrollment. Sign ups for winter programs continue to come in and staff is preparing for their start. Team sponsors are being sought for the middle school basketball girls and boys program. YOUTH DEVELOPMENT- One to One communities based program 41 applicants to be volunteers and 20 applicants are matched with kids.Newfield program has 10 new matches as well. Girls hockey league partnership program currently has 2 volunteers as hockey mentors to get kids involved with playing hockey. Saturday program has been well attended, many activities available,many unmatched youth and parents are attending along with matched youth and their bigs.North campus program still under planning stages, possibly to happen during the second semester. SOAR—partnership with the village of Ithaca is also developing slowly, Oscar Saulsberry, an ICSD Substitute teacher with excellent credentials and experience in running mentoring programs for youth of color-accepted a part time position with One to One. He will meet weekly with John Bailey and SOAR to establish a plan of action. Katie Foley is working with South Hill and IC to establish a mentoring program for kids in that area,a special focus will be health and well being. Planing and Development Council admitted a new member; IYB advisory board needs to approve him as a new member. The Board voted and approved J.R. Clairbourne as a new member. Reports from liaisons: Common council--- Giac--- Southside--- ICSD--- TCYB--- Meeting Adjourned 8:50pm Ithaca Youth Bureau Board of Advisors Minutes of the December 9,2002 Meeting Attendance: David Delchamps, Sheila Hemami,Bill Murphy, Cheryl Reidel, , Joan Spielholz, Cathy Currier, David Whitmore, Staff: Allen Green,Alison Welch, Liz Vance Absent: Lara Kimber Excused: Kristin Stevens Guest Speaker: Jim Morris-Knower The Meeting was called to order at 7:15p.m. November Minutes approved II. OLD BUSINESS Review and discussion of handout regarding City-County Committee. One minor change was suggested in the section about labor relations impacts.The committee may include elected officials,members of the IYB Advisory Board,County Youth Board and staff. It was suggest that Nancy Zahler and Allen Green meet to discuss a timeline for the process. David Whitmore suggested an initial meeting with a small group. III. NEW BUSINESS The 2003 slate of officers that was nominated at the November meeting was unanimously approved Officers 2003-for the next term: Joan Spielholz-Chairperson Cathy Currier-Vice Chair Bill Murphy-Treasurer Jim Morris-Knower employed at Cornell University as a Librarian, spoke about a book tilted Just Let The Kids Play.The book is about parents and their conduct at sporting events.Jim has created a committee to possibly bring the author of the book to Ithaca for a community Forum to discuss the issue surrounding parents conduct during sporting events.Jim is asking that IYB be a co-sponsor to raise money to cover the fee for the author. The committee will try to organize a local summit in the spring and also try to keep a cap on the price.The board suggested Cornell &IC department that may to want to be involved or cosponsor. Liz Vance volunteered to be on the committee to help with the planning of this event. IV. STAFF and COMMITTEE REPORTS Reports from liaisons: Common council---David Whitmore reported on IYB Director search. Interview process is complete,committee will recommend 3 candidates to the mayor. Then the mayor will meet with each candidate and recommend one of them for the position. Committee will meet after January 6 with the mayor Giac---Joanie Spielhoz reported that Diane Samms is currently serving as Acting director at SouthSide Community Center until February. Southside— ICSD--- TCYB--- . Meeting Adjourned 8:45pm