Executive Board Meeting Thursday, December , 10:00 AM Saratoga Spa State Park 19 Roosevelt Drive, Saratoga Springs, NY 12866

Transcription

1 Executive Board Meeting Thursday, December , 10:00 AM Saratoga Spa State Park 19 Roosevelt Drive, Saratoga Springs, NY I. Call to Order by President-Elect Eric Bacon at 10:03 am II. Roll Call: Jeffrey Myers, President (A) Paul Blake, Past President (A) Eric Bacon, President Elect (Phone*) Gregg Goodman, VP of Programs and Services (Phone) Kristine Zingaro, VP of Professional Development Nathan Nagle, Treasurer Julie LaFave, Secretary (Phone) Jason Marra, Region I Representative Vacant, Region I Representative Leiko Benson, Region II Representative (Phone) Vacant, Region II Representative Vacant, Region III Representative Linanne Conroy, Region III Representative (Phone) Debra Keville, NYSOPRHP Representative Vacant, OCFS Representative. *Due to whiteout conditions, many members were unable to drive and phoned in via conference call. III. Welcome & Introduction of Staff and Guest. Lisa Morahan and Beth Della Donna were in attendance. IV. Consideration of Appointment of two Region Representatives to Executive Board A. Mr. Tom Meyering, Town of Poughkeepsie, Region I Representative to represent Hudson Valley and WRAPS. Motion made by Julie and seconded by Nate. All were in favor. B. Mr. Joe Menter, Town of Grand Island, Region III Representative to represent Niagara Frontier. Motion made by Gregg and seconded by Linanne. All were in favor. V. Review and Acceptance of Meeting Minutes, October 20, 2016.

2 Motion made by Gregg to accept as presented, and seconded by Leiko. All were in favor. VI. Review of Consent Agenda Addendums & Approval of Consent Agendas a. President s Report submitted and shown on page 4-5 b. VP Reports submitted and shown on pages 6-7 c. Region Representative Reports submitted and shown on pages d. Executive Director s submitted and shown on pages VII. Old Business a. Assignment of Region Representative to North Country Recreation and Leisure Professionals (NCRLP) Regional Partner. Discussed in President s Report. b Conference. Report submitted and shown on pages The app from Eventsential was just rolled out and information ed to membership. The committee is still looking for a few more sessions/speakers. Sponsors are also starting to sign on. c. Constitution & Bylaws review. A conference call took place the previous week and updates were made to the draft. NYSRPS will pay $786 to NYCON (New York Council of Nonprofits) to review changes and make sure all changes are in compliance with the Nonprofit Revitalization Act signed into NYS Law. Final copy will be presented at February meeting. d. Conference The contract is being reviewed by Lisa, Kristine and Julie now. Location will be confirmed once that is signed. Otherwise, they are looking for finalize persons to fill all committees. e. Regional Partner Reimbursement Rates Discussion. On hold. See discussion in President s Report. f. Executive Director Performance Review Results. Discussed in President s Report. VIII. New Business a. Budget Proposal Fiscal Year Nate distributed proposed budget, shown on pages and explained. Motion made by Gregg to adopt as presented, seconded by Kristine. All were in favor. b. United States Tennis Association Partnership. Discussed in Executive Director s Report c. Informal Discussion of Conference Discussed in Executive Director s Report. IX. Review of Action Items a. None

3 X. Adjourn, There being no further business to discuss, a motion to adjourn the meeting was made at 11:59 am by Nate and seconded by Leiko. All were in favor.

4 TO: FROM: RE: NYSRPS Executive Board President Jeffrey D. Myers President s Report DATE: December 15, 2016 I would like to apologize to the entire board for having to miss this meeting. I was not aware of this trip when I proposed the meeting schedule. I would especially like to apologize to Jason Marra and Leiko Benson, who will be attending their first meeting as a member of the executive board. Every bullet that I provide on my report are discussion items elsewhere on the agenda. I would like to offer my perspective on the following discussions. 1. Status of Region Representative Recruitment: Currently, three out of the six Region Representative positions on this board are vacant. We have been working to recruit members to fill those positions, and below lists the vacant position, and the status of filling that position. - Region I: Lisa Morahan and I spoke to Tom Meyering (Town of Poughkeepsie). He has agreed to serve on the board should the board appoint him. If Mr. Meyering is present, I would ask him to tell the board a little about himself. Then I would ask for a motion and second to appoint Tom Meyering as the Region I Representative, representing the Hudson Valley and WRAPS affiliates. He would be filling the remainder of a term previously vacated. This term expires at the end of May, He would then be eligible to run for a full, three-year term if he so desires. - Region II: Jessica Lansing rendered her resignation from the board back in October. Lisa has been in contact with a potential replacement as Region II Rep, serving the Capital District and Adirondack/Lake Champlain affiliates. - Region III: We are pleased to inform you that Mr. Joe Menter (Town of Grand Island) has agreed to serve on the executive board. If Mr. Menter is present, I would ask him to tell the board a little about himself. Then I would ask for a motion and second to appoint Joe Menter as the Region III Representative, representing the Niagara Frontier affiliate. He would be filling the remainder of a term previously vacated. This term expires at the end of May, He would then be eligible to run for a full, three-year term if he so desires. 2. Assignment of Representation on the Executive Board for newly formed Regional Partner: The North Country Recreation and Leisure Professionals (NCRLP) was recently accepted as a Regional Partner of the New York State Recreation and Park Society. As this is a newly formed organization, the board has not yet designated a Region Representative to represent them. I would suggest that the Region II Representative currently serving the Central New York Recreation and Park Society Regional Partner also represent the NCRLP.

5 3. Regional Partner Reimbursement Rates: This is an action item that I placed upon myself, to reconvene the Regional Partner Committee. We need to accomplish this, to review the current reimbursement rates for Regional Partners, of which we currently have three. I have yet to reconvene the committee, and lack of progress on this task is purely my doing. Once the holidays have passed, I will get to this task. 4. Executive Director Evaluation: President-Elect Bacon and I met with Executive Director Morahan immediately following the Executive Board meeting in October. We presented her Performance Review to her. In most performance factors, the review was extremely positive. There were a couple factors that we felt Lisa needs improvement, and we discussed these factors extensively with Lisa. Lisa agreed with the constructive criticism and overall evaluation. We are very happy with Lisa s performance overall, and look forward to continuing to work with her. Respectfully submitted, Jeffrey D. Myers Jeffrey D. Myers, CPRP President

6 NYSRPS Executive Board VP of Professional Services Report December 15, 2016 Meeting USTA: We are working with USTA on sponsorship. In return for sponsorship monies we have agreed to hold 1-2 training seminars in each region. We will be going through our region representatives to set up dates and locations. Archery Grant: Easton said we were approved pending USAA approval. Professional Development/Resource Development Strategic Planning Committee On hold. Will reconvene early next year. CONFERENCE REPORT: April 22 nd -24 th Syracuse Marriott (formerly Hotel Syracuse) Julie and I have put the word out within CNYRPS that we are in need of help. We have received some responses so we will begin putting committees together. Submitted by, Kristine Zingaro VP of Professional Services

7 TO: FROM: RE: NYSRPS Executive Board Gregg R. Goodman, VP of Program & Services Vice-President of Program & Services Report DATE: December 8, 2016 Jeff Myers, Lisa Morahan, Debra Keville, Charry Lawson and I participated in a conference call to discuss revisions to the NYSRPS Constitution, By-laws and Manual of Procedures (MOP) on Thursday, December 8 th. Initial discussion centered around the Executive Board structure changes discussed during the October Executive Board Meeting. We then reviewed the entire Constitution and through what is currently Article VI in the By-laws. The group s next conference call is scheduled for Tuesday, January 17 th. We plan to have all changes complete and ready for the Executive Board s review at the February meeting. Respectfully submitted, Gregg R. Goodman, CPRP Vice-President or Programs & Services

8 Executive Board December 15, 2016 Meeting Region I Report Westchester Recreation and Parks Society Executive Board meeting and September Kick-Off BBQ at Rye Town Park on 9/16 74 people in attendance Rec Professionals session on Camps and Swimming Pools in Mamaroneck on 10/7 32 people in attendance Executive Board meeting and October panel discussion in Hastings on 10/26 30 people in attendance Poker Run V Fundraiser and Social event in White Plains on 11/5 23 teams of 4 Participation in NYSRPS Downstate Conference in White Plains on 11/15 Awards and scholarship meeting in Irvington on 11/17 Executive Board meeting in Scarsdale on 11/29 Past President s Luncheon at Casa Rina in Thornwood on 12/8 23 people in attendance Holiday Luncheon at Kittle House in Chappaqua on 12/14/16 75 people in attendance Long Island Leisure Services Association The new board is up and running, transition went well. Hosted a therapeutic recreation half day seminar October 6th at the Bristal Assisted Living in Massapequa. The event was a big success and plans are underway for another one next year. LILSA is hosting its annual networking and social event January 6th 6:30 at the Black Forest Brew Haus in Farmingdale. Plans are in the works for our annual one-day conference in conjunction with Saint Joseph's college April 28th. Call for presentations will be out shortly and can be found on the LILSA website lilsa.org Membership renewal for 2017, applications and information can be found at lilsa.org.

9 Central New York Recreation & Park Society Regional Partner of New York State Recreation & Park Society Region II - CNYRPS Report The 2018 NYSRPS Conference Co-Chairs (Julie LaFave and and Kristine Zingaro), have been working with Lisa Morahan on securing a space to hold the conference. They visited the Hotel Syracuse and hope to confirm the contract soon. The tentative dates for the conference are April 22-24, CNYRPS Award Nomination Forms went out at the end of November and are due back on January 27 th. Julie LaFave, Charlie Bisnett, Peggy Kenyon and Teresa Roth will chair the Award committee. Toni Brauchle, Youth Services Coordinator from Town of Cicero Youth Bureau, Parks and Recreation received the prestigious William J Bub award from the Association of New York State Youth Bureaus. CNYRPS Wine/Beer Tour was held on October 16th. 32 people attended. Upcoming Events: Holiday Party at Highland Forest on 12/16

10 Region III GVRPS Report The GVRPS Awards and Mini-Conference was be held on November 18 th at the Robach Community Center. There were 50 in attendance. Award winners are as follows: Outstanding Service Andrea Hanson, Town of Ogden Young Professional Ashley Vent, Town of Chili Good Gal Alison Burchett, Town of Pittsford Steven R. Fowler Good Guy Jason Kulik, Town of Henrietta Distinguished Citizen Pat Mallery, Town of Pittsford Elected Official Michael Barker, Town of Perinton ABCD Chauncy Young, Victor Hiking Trails Special Event Skating with Santa, Chemung County Youth Bureau Multimedia Town of Hamlin Recreation Department Website Outstanding Corporate Leadership - Wegmans On-going meetings have been taking place for the 2017 NYSRPS Annual Conference. Please reference the Conference Committee s report for further details. Upcoming GVRPS Events include: Rochester Foam Dart League 1/18/17 Preparing Your Fields for Spring 2/22/17 Annual Meeting 5/12/17 Summer Camp Staff Training 6/22/17 Respectfully Submitted, Linanne Conroy Region III Representative

11 Executive Director s Report- Lisa Morahan December 15, 2016 Finance Worked closely with Nate Nagle to develop a 2017 draft budget. Conferences and Seminars Downstate Update 28 vendors- 27 sessions Great show- each affiliate and NYSRPS will net approx. $1,500. Payments from 3 colleges & 5 individuals are only outstanding. Annual Conference Just attended meeting last week in Rochester. Launched app - registration is open to all. Accepted speakers to date are being notified this week & next via mail and e- mail. Gregg Goodman is working on a legislative outreach that we will help coordinate from the State office. Beth Della Rocco has experience in this arena and has a friend she will consult regarding the promotion of that outreach. Membership All February 1 st renewals have been invoiced. Reports of invoiced members will be sent to all Regional Partners this week. Affiliate Visits HVLSA- I attended meeting with board 10/26. Enjoyed the Haunted Mansion tour and lunch with HVLSA. We spoke about possibly partnering with them and they were concerned about loss in revenue from membership and being able to still sponsor their annual awards. They are open to future discussion. Partnerships Easton Archery Grant I received an we were approved for their grant pending USAA approval. I will follow up with Easton regarding this. USTA- phone conference 12/5 - they committed to becoming a BPP.

12 DEVELOPING with Professional Development a 2017 Workshop Calendar Wish List: We are hoping for 2 workshops per organization per Region in Need hosts. NYSRPS will do all marketing. USTA- ½ day workshops tailored to specific region needs. Schedule would be 9am meet and greet with NYSRPS and overview of Society followed by ½ day interactive workshop hosted by USTA. USTA signed up as a BPP- rather than flat donation. Red Cross- proposed by Kim King Program: Health and Safety-working with the American Red Cross Already Planned: CPSI- October 2017 in Saratoga Annual Conference & Downstate CPO in Albany and GVRPS State ED December Conference Call: 12/12/2016 All in One Membership model like NRPA. Three states shared their success experienced by changing membership format. I will be working on a survey for all ED s to see how many states follow this and their stats since changing over with attendance at conference, seminars, membership revenue, etc...

13 December 15, 2016 Annual NYSRPS Conference Report Many of the major items for the conference are beginning to come together. Most of the speakers have been chosen, the off sites are planned, and the socials are booked. Our biggest items to work on at this point are vendor/sponsor recruitment and marketing. The committee members are working very hard to make this a successful event to benefit our delegates and raise funds for NYSRPS. Brief overview of committee progress: Awards Nothing new to report Consumption Control Although we were offered donations for beer/wine to provide to delegates at our social, it has been decided to hire a vendor at our Sunday evening social. We feel this will provide better oversight and consumption control. Exhibits Recruitment is underway. Lisa Morahan, Janelle Drach, Jeff Nutting, and Peter O Brien will have a conference call on 12/21 to develop a strategy to recruit more vendors. Assistance from executive board members would be appreciated in reaching out to any of their contacts that may be interested in vending/sponsoring the conference. Hospitality The Sunday night social will start at the Strong Museum of Play with food, drinks, a DJ and games to follow at MLK Park. The Monday night social will take place at Legends Bar and Grill immediately following the Awards Dinner. This will feature a cash bar, DJ, and NCAA Basketball Championship game projected on a large screen. Promotion/Marketing Diana Weber has developed several different Facebook post ideas to encourage registration and downloading of the app. Logistics Now that the educational sessions are starting to get confirmed, Stacey P. will reach out to the Programming committee to determine needs.

14 Moderators The moderator packet is starting to be developed. Students will be recruited to moderate first and then professionals will be asked to fill any remaining spots Off Site Institutes There will be four off site institutes one Sunday, two Monday, and one Tuesday: Sunday MLK Park Tour and Development Monday Rochester Public Market, RIT Ice Arena Tuesday Oak Hill Country Club Programming Neely Bhatt has been confirmed as the Keynote Speaker. He will also present two sessions on Monday morning. Many educational sessions have been confirmed. A few slots have been left open in case we receive any new abstracts. Registration Registration opened early December. Special Fund Raising Nothing new to report Student Relations Working on a directors / student roundtable to take place direct before a lunch with the hope that the professionals and students can attend lunch together Our next meeting is scheduled for January 11 at Perinton Community Center at 1:30pm Respectfully Submitted By: Janelle Drach, City of Geneva & Jeff Nutting, Town of Perinton 2017 NYSRPS Conference Co-Chairs

15 NYSRPS Annual Budget Expense January - December Proposed 2016 (June-December) 2017 Budget Budget Original YTD Budget Jun-Nov Actual YTD Jan - Dec %age Revenue Code Description Actual Actual Budget Adjustments Expended Available Balance Proposed Change Offset Personnel 6001 Executive Director 45, , , , , , , Coordinator of Programs Director of Communication 27, , , , , , , P/T Admin Serv Coord 13, , , , , , , Out of Title Pay Bookkeeper - - SUBTOTAL 86, , , , , , , Fringe 6101 Social Security 8.98% 6, , , , , , Workers Compensation 1.07% (295.00) Unemployment 0.84% Disability 0.22% Health Insurance 2.14% 1, Retirement Fuler NY Re-Employment 0.12% Personnel Benefits SUBTOTAL 10, , , , , , , Adminstration 6201 Rent 14, , , , , (93.31) 7, Supplies Equipment Repair Equipment Contract 4, , , , Executive Director Training 1, Staff Training/Travel , , Telephone Other , , , , A Long Distance Telephone B Local Telephone 1, , C Internet Services , , , (1,596.46) 3, D Cell Phone Postage (64.40) ,404.00

16 NYSRPS Annual Budget Expense January - December Proposed 6209 Printing Office Insurance 3, , , , , , Computer Expense , , , , Dues/Subscriptions 1, , , , , Merchant Charge 2, , , Auto Insurance Data Processing 1, , , Bank Charge , , SUBTOTAL 33, , , , , , , Education/Training Seminars 6301 Annual Conference A Refunds (11,078.28) B Exhibiting 6, , , , , , B1 AV C BPP D Advertisers 1, e Awards F Auction G Misc H Staff Travel , , I Conference Meals 30, , , J Brochures/Publicity 2, , , , M Supplies , N Off-Sites , O Hospitality , , P Transportation Q Fundraising Solicitation 1, r Postage S Promotional Items , t Insurance U Speaker Honorariums 2, , , X Staff Lodging/Meals 9, (8.98) 1, Y In/Out Payables z Honorariums (60.00) - Subtotal: Annual Conference 55, , , , , , , Team Building/Board Development

17 NYSRPS Annual Budget Expense January - December Proposed 6303 Seminars 6303A CPSI 14, , , , (5,057.53) 10, , B One Day C DownState Conference 12, , , , , (2,312.63) 14, , DownState Conference Reimb 6, , , D CPO NYSRPS Certification C.E.U (3.62) , SUBTOTAL 27, , , , , , , Publications 6501 Voice 5, , , , , Newsletter Membership Directory Database Program SUBTOTAL 5, , , , , Executive Board Executive Board 1, , President/President-Elect SUBTOTAL 1, , Professional Support 6701 Membership 1, , Legislation Nomination/Election NRPA Conference 2, , , , , , , General Awards Regional Reim/Development 2, , , , , , Website , (85.00) Subtotal 6, , , , , , , , Program Service 6801 YS Grant Expenditure 1, Grant 2.90 (3,405.00) ,500.00

18 NYSRPS Annual Budget Expense January - December Proposed 6803B NYYSA Youth Sports Conference Tickets 97, , , , , , , , Subtotal 98, , , , , , , , Contract Services 6901 Auditor 2, , , , , , Legal Fees 2, , , Misc Subtotal 2, , , , , , , Misc 7001 Fundraising Expense (75.00) District Conference Reimb. 3, , , , , Bad Debt Expense (435.00) 3, Subtotal 3, , , , , Friends Foundation Scholarship Subtotal , GRAND TOTAL 332, , , , , , , , Net Ordinary Income Other Income/Expenses 8003 Non-Budget Interest Total Other Income Annual Fees Friends Expense Total Other Expenses Net Other Income/Expenses Total Net Income/Other Income/Expenses 0.00

19 NYSRPS Annual Budget Revenue 2017 Proposed June 1-Dec 31 Budget 2017 Budget Budget Original YTD Budget June-Nov 30 Actual YTD Jan-Dec %age Code Description Actual Actual Budget Adjustments Received Budget Balance Proposed Difference Education 4301 Annual Conference A Registration - 32, (528.00) 40, B Exhibiting - 21, (925.00) 30, C BPP D Advertising - 6, , (2,500.00) 15, F Auction i Conference Meals/Beverages 6, l Golf Tournament n Off-sites q Fundraising 2, Y In/Out Receivables Z Raffle , Annual Conference-Other - - SUBTOTAL 74, , , (3,953.00) 90, Seminars 4303A CPSI 19, , , , (7,859.68) 16, B One Day C Downstate Conference 13, , , , , , D CPO E Seminars - Other CEUs 4, , , , , , NRPA Social Confernce Partnerships - SUBTOTAL 37, , , , , (7,569.01) 37, Publications 4503 Membership Directory Database Program Business Partnership Plan - 1, b BPP - Admin General Advertisement 2, , SUBTOTAL 4, , Professional Support 4701 Membership 4701 Other A Professional - 43, , , , (405.00) 44, B Commercial - 8, , , , (1,275.00) 8, C Business Partnership Plan 51, , , , , , D Membership - Other -

20 NYSRPS Annual Budget Revenue 2017 Proposed 4701S Student Chapter (450.00) 4701Z Associate Member (50.00) SUBTOTAL 51, , , , , (1,905.00) 63, General Awards Website Advertisers 2, SUBTOTAL 2, Program Services 4801 YS Grant Reimbursement 1, Grants , B NYYSA Ticket Program 102, , , , , , , SUBTOTAL 104, , , , , , , Other Revenue 5001 Interest (70.51) Misc - 3, Fundraising Efforts 3, , Partnerships 2, , , , Grants 1, , , District Conf. Reimb SUBTOTAL 4, , , , , , Friends Account - GRAND TOTAL 278, , , , , , , % Other Revenue 8003 Non-Budget Interest Total Other Revenue -