Parks & Recreation Meeting Minutes
Meeting date 9/11/2024 at 6:00pm
Attendees:
Justin Miner
Jarred Savory
Barb Schoonerman
Holley Bovet
Mary Johnson
Margi Taber
Zapphire Hartley
Chrissy Nelson
Sarah Griffin
Margi opens meeting with action items for consideration:
-Discuss open meeting areas for next meetings. P&R Advisory Board next meeting spots
TBD.
-Coordinator positions to be posted for 2025 with exception of basketball
-Secretary, Mary Johnson, reviewed that chair and secretary positions were voted
on 7/24 and was documented in meeting notes from 7/24:
Chair: Joan, Holly may be able to co-chair in the winter
Secretary: Mary Johnson
Margi- endorses board recommendation for two-year term
501c3 discussion
Zapphire does introduction to her experience with 501c and inquiries from board the motivation
for pursuing the option for a 501c.
-As a board, we feel that this would allow for more revenue for the programs.
-Zapphire endorses the 501c3 is a business and to establish if there are pros/cons to pursing this
route. Reports this is tax-exemption and allows for donation without tax on any income.
Sarah inquiries about nuances of 501c3 as we would need to share amenities with the
town/renting from the town.
-Chrissy inquires how it works with employees
-Zapphire endorses they would be W2 employees
-Chrissy inquires if funds from the town would be available if we establish a 501c3. Where is the
budget line with property (lining lines/mowing parks)
-Margi reviews the current town hiring process for government positions. She also reports
parents wanted concessions for parks. She also reports the town cannot pay to sell concessions.
Would need to consider regulations and town employees are not allowed to solicit for money
whereas this would be possible with a 501c3.
-Chrissy endorses grants may be picky and have set requirements for positions
-Sarah adds that if there are any funds in budget, she is unable to build on this with current
-Jarred asks about employment with 501c3 as current coordinators get a stipend. How do 501c3
employees get pain for overtime.
-Zapphire endorses that it would be dependent on how the 501c3 would be set up. Could do a
stipend but may be tricky vs W2 employee.
-Chrissy inquires 1099 vs W2 and Zapphire reports this is possible but is dependent on how the
501c3 is set up. If salaried employee, there is certain criteria (exempt vs non-exempt).
-Zapphire reinforces the 501c3 is a business. Are we applying for grant, contract, portion of P&R
budget. This would require negotiation.
-Chrissy inquiries about length of try to set this up. Zapphire reports it start at a federal level due
to paperwork and recommends we work with a lawyer which specializes with 501c3. There is a
large amount of documentation which needs to be sent to the federal government then once
determined exempt vs non-exempt, the next step is getting approval from the state.
-Barb asks about the financial aspects of the 501c3. Zapphire reports we would need someone to
do the payroll.
-Justin inquiries about benefits. Zapphire reports if they are full time, they must have benefits.
Chrissy inquiries about health insurance; how would an employee get covered? Zapphire reports
that the employee may need to use the marketplace. Margi inquires if reaching back out to
Williamson to determine what they do for their employees.
-Margi reports the museum is a 501c3 and that the library is looking into options for selfsustainability. Margi endorses that NYS requires each municipality has a court system, but it is
not revenue generating despite costing around $60,000.
-Barb inquires how the museum, as a 501c3, could enteritis combine
-Zapphire endorses there are different classifications as a historical setting
-As a group we are supportive of transiting to a 501c3
-Consider how we would obtain grants. Margi endorses that grants for rural areas are more
available
Items to bring to the board meeting:
1.The P&R advisory board would advise establishing a 501c3 . There would be a P&R advisory
board with this model, as well as establishing a governing board with some members from the
P&R advisory board within the 501c3 model. Members of the governing board would be
established by the current P&R advisory board once our 501c3 model is developed.
2. We would also like advise on pest management for the parks facilities to protect current
equipment and prevent further expenses to equipment
3. Sarah would like to bring forth how the town board envisions basketball for this season
4. If coordinators are in good standing we would advise this is added to the job description to
ensure continuity across the programs. Consider use of survey/suggestion box to keep honest
feedback. From then, the town board can vote to keep the coordinator in their position.
5. In review of CivicRec within the budget, we would advise against CivicRec. We feel these
funds would be better spent establishing a 501c3. From that standpoint, the established
organization will work to create a modality for sign-ups for recreation.
6. Given the remaining $4,550.08 for soccer, $2, 751.32 for baseball/softball, we would advise
on purchasing lockers to keep equipment organized and safe.
Establishing programs for adults:
-Sarah inquires about weight room use for older adults. Barb endorses that the school would need
to be staffed which is a barrier. Consideration of a waiver to use the weight room.
-Margi endorses that she had a meeting with Dr. Lloyd that some facilities at high school may be
used for the community. Margi also inquires about a work study program to open up options for
community members
Budget review:
-Group review of tentative budget for 2025.
-In review, Jarred endorses the CivicRec software would not be a good use of the budget. This
was added to list of advisements. As a group, there are other modalities for sign up for recreation
programs during community programs (open house, carnivals, etc.
-Justin reviews remaining budget, board members suggest lockers for each sport to keep
equipment
Streaming communication with community:
-Depends on what the town board is agreeable to for communication (social
media/mailers/newsletters)
At the end of the meeting, the P&R advisory board suggests Margi remains an active liaison for
the group as her expertise is valuable.
Agenda for next meeting 9/25 6:00pm at town park
-Recap from budget meeting 9/16
-What do we want for equipment/supplies