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HomeMy WebLinkAbout2006-10-18-REC-min Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 862-0500 x262 Richard Thuma, Vice Chairman Fax: (781) 861-2747 Sandra Shaw Robert Boudreau RECREATION COMMITTEE MEETING October 18, 2006 Room G15, Town Office Building Members Present: Sandra Shaw, Robert Boudreau, Rick DeAngelis, Dick Thuma Staff Present: Karen Simmons, Sheila Butts, Others Present: Hank Manz, Board of Selectmen; Carl Valente, Town Manager; Rob Addelson, Assistant Town Manager and Finance Director; Michael Young, Budget Officer AGENDA: 1. Citizens and Other Boards There were no citizens or other boards present. 2. Recreation Committee Meeting Minutes Bob Boudreau moved acceptance of the minutes. Sandra Shaw seconded. The minutes of the September 13, 2006 Recreation Committee were accepted 3 – 0 – 1 (Dick Thuma abstaining). 3. Enterprise Fund Discussion Rick DeAngelis welcomed Town Manager Carl Valente, Assistant Town Manager and Finance Director Rob Addelson, and Budget Officer Michael Young to the Recreation Committee meeting and thanked them not only for attending, but also for providing the committee members with an excellent packet of materials to review prior to the meeting. After a brief overview of the Recreation Enterprise Fund Analysis packet (attached) the following questions and concerns raised by the Recreation Committee and addressed by Mr. Valente, Mr. Addelson and Mr. Young were as follows: ?? Rick DeAngelis and Sandra Shaw expressed concern about the increasing amount of Indirect Transfers from the Enterprise Fund. The Recreation Committee needs to understand how and why decisions are made regarding the Indirect Transfers, 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 and also what new services were provided when the amount of the Indirect Transfer to DPW was increased from $75,000 to $100,000. ?? Dick Thuma commented upon the seasonality of the Enterprise Fund as it affects the retained earnings amount certified annually by the state. Rob Addelson explained that about $1,000,000 of the $1,400,000 certified retained earnings listed for 2006 is money collected in the spring to be spent after July 1. If you factor this in only about $400,000 is net retained earnings. ?? In response to Bob Boudreau’s comment that the retained earnings amount impacts Capital, Rob Addelson reviewed the normal practices of Enterprise Funds. He noted that there is no explicit requirement for the use of retained earnings except for Capital projects. He indicated that the Committee should look at how Capital Projects are financed. If they cannot be financed with current revenue the Committee should consider financing projects through the issuance of debt. ?? Dick Thuma asked what process the Committee should take to define a dollar amount for Retained Earnings. ?? Rob Addelson said that four things would be needed: 1. Money must be appropriately budgeted to pay bills. 2. A risk assessment must be done to effectively set aside a reserve for emergency expenditures. (Mr. Valente suggested that the risk assessment should be based on historical data, weather patterns, equipment life, and should take a common sense approach.) 3. A stabilization fund should be established. 4. A “draw-down” policy and system should be set to address the replenishment of retained earnings should they need to be used. ?? Dick Thuma inquired about Depreciation. He observed that it had been counted as an operating expense one year. It does not show up in the analysis presented. Michael Young and Rob Addelson explained that after further review the depreciation amounts were now moved to retained earnings. The Committee asked for direction on moving forward. Mr. Valente suggested that the Finance Department proceed with the following items and report back to the Recreation Committee within 12 months: ?? Analyze the Indirect Transfer amounts. (Bob Boudreau will act as a liaison for this analysis.) ?? Develop a retained earnings policy. (Karen Simmons will work with the Town Manager and the Finance Department.) ?? Develop a plan for financing Capital Projects. 4. Lexington United Soccer – request for lights Karen Simmons presented a request from the Lexington United Soccer Club to place thth portable lights at the Center Track field from October 28 through November 12. LUSC has been granted permission to do this for the past two years. The lights will be th placed off of the track surface and removed from the area after November 12. 2/24/2009 2 Dick Thuma moved that the Lexington Recreation Committee approve the temporary placement of portable lights at the Center Track field for use by Lexington United Soccer thth Club, October 28 through November 12. Bob Boudreau seconded the motion. The Recreation Committee voted in favor of the motion 4 – 0. 5. Recreation Report Karen Simmons reported that attendance was down at the Aquatics facilities and Golf Course in 2006. She attributed the decline in attendance to the unprecedented bad weather and rain in April, May and June. The Tennis Practice Board has been ordered. Removal of the existing structure and installation of the new practice boards should take place in November. The Recreation Committee was notified that the Town has recently hired Peter Coleman to replace Cheryl Ozolins as Recreation Supervisor. Peter most recently worked as the Program Coordinator for Sudbury Recreation. He will officially begin work in Lexington on October 23. Sandra Shaw noted that the Community Preservation Committee was accepting proposals for upcoming CPA projects. The deadline for submission is November 1. The CPC will meet to review proposals in November and present to Town Meeting in Spring 2007. She also distributed a proposal from the Bicycle Advisory Committee for the “West Lexington Greenway Corridor” project, which will connect the Minuteman Bikeway with the Battle Road in the Minuteman National Historical Park. 6. Parks Report Dave Pinsonneault was unable to attend the meeting. Sheila Butts presented his report. A copy of the report is attached. 7. New Business Hank Manz, Board of Selectmen Liaison, gave a brief history of the recent emails and conversations being exchanged regarding the Lincoln Park bathroom facility. He expressed his concerns about the lack of communication between the citizens involved in these discussions and the Recreation Department and Recreation Committee. Work is apparently being done behind the scenes to proceed with the project without the knowledge of the department and committee. A DEP filing was done by the Department of Public Works. Selectman Peter Kelly told Mr. Manz that money for the bathroom facility at Lincoln was raised, and that he had filed a Building Permit for the project. The Recreation Committee discussed the situation briefly and recommended that Peter Kelly be invited to the November Committee meeting along with Lynne Wilson and David Williams of the Lincoln Park Sub Committee, to present the plans for the facility and obtain feedback and approval from the Recreation Committee. The next meeting of the Recreation Committee will be held on November 15, 2006 at 7:30 P.M. in Room G15 of the Town Office Building. The meeting was adjourned at 9:25 p.m. 2/24/2009 3