MINUTES
SENIOR & YOUTH RECREATION COMMISSION MEETING
April 24, 2024
Present: Deborah Martin — Chair, Marjorie Bogert, Jessica Knapp (late, 9:57 am), Manuela Michailescu, Recreation Dept. Director Ashley Sweeney, Assistant Director Bethany Dennin, Town Board Liaison to the Recreation Dept./SYR Commission Charlotte Smiseth. Melissa Guimaraes, who applied to join the Commission, also attended.
Absent: Pam Stocking.
The meeting started at 9:40 am.
Chair Deb Martin presented the Agenda of the meeting and called the meeting to order after establishing that we have a quorum (3 out of 5 current members of the Commission present at that time, 4 later on).
The Minutes of the March 27, 2024 meeting were reviewed and amended — Marjorie Bogert made an amendment and then a motion to approve them as amended; motion was seconded and minutes were unanimously approved as amended.
The Minutes of the October, November 2023 meetings, Notes of the December 2023 meeting, and minutes of the February 2024 meeting to be approved during the “CHAIR’S PRESENTATION” part of the meeting when Minutes/Robert’s Rules are discussed.
Ashley Sweeney presented the (written) DIRECTOR’S REPORT; among the highlights:
• Easter Egg Hunt for Youth — took place on Saturday, March 30th in the Town’s Park. 72 children signed up, all attending with their parents (the total of participants being 150). Deborah Martin was the Easter Bunny again; Senior and Youth Recreation Commission members helped (Jessica Knapp and Marjorie Bogert attending the tables, managing the Jelly beans contest, Manuela Michailescu taking photos of the event); two of our After School counselors, Alex Morales and Lacey Freer, also helped.
Easter Bunny photos were taken and posted on March 25th and 27th; 14 different families signed up for photos.
• Adult Paint Classes — held on April 17th, 2024 —the “Birches Paint Class” was offered again, back by popular demand. Almost all participants were newcomers, followed well the instructions and were very excited by the class and the paintings they created. Bethany, the instructor for all paint classes, answered questions regarding how these classes are budgeted, scheduled, advertised; potential evening adult classes to be scheduled on the third Wednesday of the month (as suggested by Charlotte).
• Earth Day — on April 13th and April 20th. Still waiting for a report from the Highway Department about what was collected, but there were many participants, including youth (from the After School program). UC Legislator Chris Hewitt made pizza for the Earth Day Pizza Party for volunteers on April 20th; Robin Clearwater from “Robin’s Cookie Closet” in Kerhonkson donated decorative Earth Day cookies for the event. The Highway Department picked up all the bags.
• Incubating Eggs — project with the After School Program. Bethany Dennin was setting this all up and donated the eggs. The kids observe and journal their observations; they are monitoring things like humidity and temperature. Candling the eggs before the end of this week is going to be exciting.
• Windchimes — beautiful painted windchimes are hanging around the Community Center. After School Counselor Lisa Babcock facilitated the project and they are lovely (would be kids’ presents for mothers on Mother’s Day).
• Casino trip — Community Casino Trip on Friday, April 26th. There are currently 34 people signed up.
• Summer Program — Reservations on April 8th went well; the program filled up in 36 minutes this year! There are wait lists on every week. In the coming weeks the Rec. Department will do their best to get in as many as possible. Several trips are booked already, but not all (some are not even open yet for the season).
The program will begin on July 8th this year. It will run three weeks in July and three weeks in August, as in previous years.
NEW BUSINESS — UPCOMING EVENTS (from the Director’s Report)
• Spring Fling — May 10th, 11 am — 1 pm. Those who want to help please arrive at 9 am.
• Estate Planning Class — May 17th, 1 pm. It will be hosted by Ulster County Office of the Aging (call their office at 845-340-3456 if interested in attending).
CHAIR’S PRESENTATION — MINUTES, ROBERT’S RULES
Chair Deb Martin stressed aspects of the Robert’s Rules regarding the Minutes: No opinions, no side comments, no personal remarks, no “thank you”s.
Town Board Liaison Charlotte Smiseth clarified that the SYRC, as an advisory Commission, is not tightly bound to follow Robert’s Rules. When necessary, specific wording regarding a certain issue can be attached to the minutes.
The “thank you” issue was discussed:
— Recreation Dept. Director Ashley Sweeney indicated that she wants her Director’s Report (which includes “thank you”s) incorporated in the minutes
— Jessica made a recommendation to have the Director’s Report included and motions to be separate
— MOTION — Marjorie Bogert made a motion that “thank you”s remain in the minutes
— Town Board Liaison Charlotte Smiseth suggests that Commission meetings be adjourned “with thanks to donors and people who help, and/or ‘In Memoriam’” (as the Town Board does)
— MOTION to include “thank you”s is amended by Marjorie Bogert — adjourn meetings in thanks to our donors, those who help, and/or “In Memoriam” those who passed away; Jessica seconded and motion was approved unanimously.
— MOTION to approve in block ALL past Minutes/Notes: Minutes of the October, November 2023 meetings and Notes of the December 2023 meeting, and minutes of the February 2024 meeting — motion made by Jessica Knapp, seconded by Marjorie Bogert, approved unanimously.
OPEN ISSUES / DISCUSSIONS — was the last point on the agenda:
— MOTION to have a “welcome package” for new members, as a training tool; motion made by Jessica Knapp, seconded by Marjorie Bogert and approved unanimously.
Welcome package to include (as suggested by Charlotte): copy of bylaws, SYRC resolution, samples of an Agenda and of the Minutes for that month’s Agenda, calendar of events and activities during the year. Jessica and Deb to work on this.
— Deb indicated that the dishwasher idea can be dropped if it’s too stressful for the Rec. Dept. employees and this was appreciated by the Department.
— Clear plastics collection at the Transfer Station resumed on April 6th and it’s going to be on the first Saturday of each month (Manuela).
Jessica Knapp made a motion to adjourn, which was seconded by Marjorie Bogert and approved unanimously.
The meeting adjourned at 10:50 am in thanks to: Deborah Martin, Marjorie Bogert, Jessica Knapp, Manuela Michailescu, Alex Morales, Lacey Freer, Bethany Dennin, all Earth Day volunteers, Chris Hewitt, Robin Clearwater, the Highway Department, Lisa Babcock and SYR Commission meeting participants.
Next meeting takes place on May 15th, 2024, 9:30 am, at the Community Center.
Submitted by
Manuela Michailescu
Secretary