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Home My WebLink About2011-09-28DRE 09 -28 -2011 Page] of 2 Dryden Recreation Commission Minutes of the Meeting September 28, 2011 Members Present: Wendy Martin, Steve Meyer, Vicki Wilkins, Jeff Humphrey (arrived 7:34 pm) Community Association Member. Monica Knight Town Rec. Director: Melissa Bianconi Dryden CSD Liaison: Billie Downs Others Present: Patty Millard (Recording Secretary) The meeting was called to order at 7:00 p.m. 1. Approval of June & August Minutes. A motion to approve the minutes of the June 22 and August 24 meetings was made by W Martin and seconded by S Meyer, The motion passed unanimously_ 2. Dryden CSD Report - Youth Task Force — They asked the Town of Dryden Recreation Department to take over the community model they came up with during the course of the task force meetings. M Bianconi had agreed. To help fund this effort, she wrote a grant application to request $8000. A large part of this grant request is for postage and mailings to ensure we reach those without internet. The DRC asked what other ways the Recreation Department uses to get information out to students and parents? When there are Recreation events geared toward middle and high school age kids, Department staff sets up a table in the cafeteria at the school during lunch periods. In addition to the Recreation email list, there is an email list for just middle and high schools now. The robocall system is being used for more than just program cancellations as well. ® 3. Dryden CSD Liaison term — This term expired in June. B Downs indicated she would like to continue on the Commission, M Bianconi and W Martin discussed some ideas on possible changes to the liaison position. The DRC discussed some of these ideas. M Knight made a motion to recommend the Town Board reappoint B Downs to another term as Dryden CSD Liaison. S Meyer seconded the motion. All members voted in favor. 4. Old Business — Community Center Infrastructure Grant Program Topics: (the underlined sections are excerpts from prior minutes to begin the discussion on each section) a. Change the grant from community center to not - for -profit community association. Possibly reserving a portion of the funds for centers who own their building (50 %) and opening up the other 50 %. Redefine community association. — this doesn't seem as plausible when discussed further as the other needs out there seem more program related and not infrastructure related. Requiring a 50% match for funds requested for building projects seems like a better idea. This discussion should wait until the full DRC is present. b. Request the Town Board up the amount of funding to $40,000 next year, Possibly split whatever is awarded 50/50 betty_ een program and infrastructure. -- $30,000 was requested, but the request was shifted to split this amount as suggested. c. Change the deadlines? They have to spend the money by 12131 of the year, so it seems the deadlines do match the town's fiscal year, — The deadlines are fine. The information needs to get out sooner. Any changes we suggest to make should be to the Town Board before their December meeting. The drop dead date would be February to get information out to centers by March. d. Establish fund for unexpended grant funds: any money not spent (projects that end up costing less) could be used as an emergency fund for the remainder of the year to help with things like a stove dying or a plumbing emergency and then be put in to reserves at the end of the year. — Bigger discussion for later. ® e. Associations that own their property: should require an assessment by the town's planning department to assess infrastructure needs We could help them with planning what they might need to have done over the next few years. — The type of inspection is DRC 09 -28 -2011 Page 2 of 2 an energy inspection, The Director of Planning is on board with having staff do this. Having the inspections done by February is a goal to have the results before grant applications are sent out. The DRC would like the Town Board to add this as a condition of receiving an infrastructure grant. f. Does an association need to own their own facility to be eligible for infrastructure funds? Two categories of infrastructure funds. One is physical, the other is operational. If physical infrastructure assistance is requested, it must be an owned building IF it is a repair or upgrade that will improve the value of the building, Those types of projects need to be done by the building owner, not the tenant. — The DRC would like the Town Board to change the guidelines to say that there are two categories as listed above: operational and physical; any projects that will improve the value of the building can only be awarded to association owned facilities. g, Do associations have to follow the town's procurement policy for infrastructure? Not directly, but a tiered requirement for # of quotes is a good idea. The discussion was that $2500 required 1 quote, $7500 or $1 OK 2 quotes, and anything over $1 OK required 3 quotes.— anything over $2500 requires 2 quotes, and 3 quotes for work over $10,000. The DRC will recommend the Town Board pass this change. h. Requiring participation numbers for program grants for previous year's grant awards. We have asked for list of programs held but not necessarily participation numbers for those. Discussed the fact the Tompkins County Celebrations grant reporting form for Dryden Lake Festival. Something similar to that might be_good. Any grants awarded this year will require participation numbers this year. Are straight numbers really the best way to evaluate the success of programs? There could be many other ways to judge the success and impact the specific program had on the community. What were the goals for that program? Did they meet their goals for that program? M Bianconi will send out a form she has to the DRC — community impact form — and it will be discussed more. 5. Next Month's Agenda will be topics a & d for the Grant Discussion and M Bianconi s Budget Report. 6. The November meeting will need to be moved since it falls on Thanksgiving Day_ W Martin will email everyone for availability either the 16'h or the 30'h. 7, Proposed Town Park Discussion — Melissa a) If this group decides the plan is ready to move forward and the desire is for the Town to do so, the next step would be to hold a public meeting. b) On October 6"' at 11:00, M Bianconi, members of the Town's Planning Department, the designers from Must Have Play, will be meeting with Lotte Carpenter, the Mayor of the Village of Freeville. Any members of the DRC who would like to come are welcome to attend. c) There was also a meeting with Willow Brook, It went well but there were many questions that came the next day which M Bianconi has answered but no decisions have been made yet. d) Discussed making part of the open area a turf built multksport field. Using this area for bigger events could help draw business to the community. Adding basketball and tennis courts. e) W Martin made a motion to ask the Town Board to move forward with the Concept Design plans for the proposed Recreation area for the property by the Town Hall, including holding a public meeting. Seconded by M Knight, All voted in favor to make this recommendation to the Town Board. 8. Announcements: Homecoming is this Friday. R Boettger for Youth Football was looking for a half time show for Octrober 14'h for the last home game; either football players or cheerleaders. 9. Next Meeting — Wednesday, October 26, 7 pm, Dryden Caf6 10. Adjournment — On a motion made by V Wilkins and seconded by S Meyer, the meeting was adjourned unanimously at 8:18 pm. Respectfully Submitted, Patty Millard Recording Secretary