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HomeMy WebLinkAbout2008-08-20-REC-min Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 862-0500 x262 Richard Thuma, Vice Chairman Fax: (781) 861-2747 Robert Boudreau Wendy Rudner Sandra Shaw RECREATION COMMITTEE MEETING August 20, 2008 Members Present: Wendy Rudner, Bob Boudreau, Dick Thuma and Sandra Shaw Staff Present: Karen Simmons, Dave Pinsonneault, and Sheila Butts AGENDA 1. Citizens and Other Boards There were no non-agenda citizens or other boards present. 2. Meeting Minutes Acceptance of the meeting minutes from July 16, 2008 was moved by Wendy Rudner and The minutes were accepted by a vote of 4 – 0. seconded by Bob Boudreau. 3. Five Year Capital Plan Karen Simmons reviewed the proposed Five Year Capital Plan with the Recreation Committee in preparation for their vote. She told the Committee that she and Dave Pinsonneault had met several times to review, revise, and prioritize the Five Year Capital plan being presented. ?? Storm Water Management at the Old Reservoir addresses the need to mitigate and improve the water quality of storm water runoff from the drainage areas entering the Reservoir via the outfalls on Marrett Road. Capital funding is being requested through the Community Preservation Act, as preservation of a recreation resource area. The $395,000 request is a placeholder, which includes design and engineering costs. A more realistic number will be available in October. Karen Simmons also told the Committee that Dr. Bernward Hay of the Louis Berger Group, Inc., who conducted the Water Quality Study, believes that the Town will be eligible for a Department of Environmental Protection (DEP) grant through the state. If granted the state would pay for 60% of the cost of the project. Grant applications are due by June 2009. Dick Thuma suggested that perhaps the Recreation Committee could ask for only 40% of the estimated cost of the project, assuming that the Town would receive the 60% from the State. Bob Boudreau asked if the request should be pushed out one year to bring it in line with the 2009 DEP application. Karen Simmons said 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 that she would not recommend this measure, as it would then push the DEP monies out a year also. ?? Pine Meadows Improvements – Karen Simmons reviewed the Tutela Study and Recommendations with the Committee. There were three major recommendations made by Tutela Engineering, one of which (removal of beaver dams and approved beaver trapping) has been addressed in house, and will be an ongoing operational expense. The FY2010 request for $200,000 addresses restoration of the Upper Control Pond Dam, the access path between the upper pond and the Kiln Brook, creation of an overflow system and reconstruction of the existing pipe near the spillway. Karen Simmons noted that she believes that this money falls under the category of CPA Preservation, and would request funding from the CPA for the project. Dick Thuma asked if the Recreation Committee should go to the Conservation Committee before Town Meeting. Karen Simmons replied that the department follows normal processes and procedures, and that she will work with Karen Mullins, Conservation Administrator, to assure that procedures are followed correctly. Dick Thuma suggested that it might be beneficial for a member of the Recreation Committee to go to the Conservation Commission annually to brief them on upcoming project proposals. Karen Simmons said that she would speak with Karen Mullins to see if this is appropriate so early in the process. Karen Simmons always reviews projects with the Conservation administrator early in the process. Sandra Shaw noted that in her experience nothing comes before Town Meeting that has not been vetted by the appropriate boards, committees and commissions. Phase Two of the Pine Meadows Improvements is slated for FY2012. This $248,9000 request will be to address the drainage issues arising on the first and second holes of the course. Annual inflation of 3% is included in the request. The FY2015 Phase Three request for $336,000 will address the Tophet Swamp dredging recommendations in the Tutela Report. ?? The FY2010 Park Improvements – Athletic Fields request is for $200,000 to renovate the multi purpose field at the Center Recreation Complex. This is year three of an ongoing capital program by Dave Pinsonneault to address safety and playability concerns in order to provide adequate, safe field space for youth, adult, recreation and school programs. $100,000 of the total is being requested through CPA funds to address drainage work recommendations made in the CPA financed study of the area. Karen Simmons expressed her concern with making such a large investment if the Fourth of July Carnival is not relocated. The Recreation Committee agrees and would not recommend going forward with this request unless the carnival moves to a different location. The Committee discussed FY2011 through FY2014 Athletic Field Improvement recommendations, and suggested that beginning in FY2014, $100,000 be included for replacement of the field carpets at Lincoln Park. Additionally, the Committee recommended that Dave Pinsonneault meet with representatives of the School Department before going forward with work at Hastings and Estabrook to assure that potential school renovation projects would not impact field space. ?? The Town Pool Renovation request for FY2011 is for $155,000 to address interior work at the pool complex. This is part of a phased renovation recommended in the 2008 Pool Infrastructure Study. Included in the initial phase will be replacement of showers, toilets and sinks with more water and energy efficient systems, and 2 reconstruction of the men’s locker room and shower floor to alleviate drainage problems and comply with current code. ?? The FY2011 Pine Meadows Equipment request is for $27,900 from the Recreation Enterprise Fund to purchase a Toro Multi Pro 1250 Spraying System for Pine Meadows. The equipment will replace a 1999 Cushman Utility vehicle and 1999 Smithco Sprayer. Both pieces of equipment have exceeded their life expectancy, and delay in purchasing new equipment would have a negative effect on the quality of turf at the course, thus affecting the level of play and revenue. ?? Athletic Field Lighting in FY2011 is Phase One of a lighting upgrade for the Center Recreation Complex. The FY2011 request is to replace the existing lighting at the Gallagher Tennis Courts and Center Basketball Courts with more cost effective fixtures and illuminants. Money for the Tennis Court lighting is requested from the Recreation Enterprise Fund, while the money for the Basketball Court lighting is requested from the tax levy. Phase Two in FY2013 will include replacement of the lighting at the Center # 1 and Center # 2 athletic fields. Funding for these projects is requested from the tax levy. ?? Park Improvements Hard Court Resurfacing is a maintenance program for hard surface athletic facilities. The program slated for FY2012 and FY2013 will include resurfacing and painting the hard court surfaces. In FY2012 work will be done on the Center Track. The estimated cost is $100,000 from the tax levy. The FY2013 request of $80,000 from the Recreation Enterprise Fund is for resurfacing the Gallagher and Clarke Tennis Courts. ?? Park and Playground Improvements is an ongoing program to renovate and replace playground equipment at neighborhood parks. The FY2012 request of $60,000 from the tax levy would address the play equipment at the Adams Playground. The town will be working with the Waldorf School to partner in the upgrade. The FY 2013 request is for $115,000 from the tax levy to renovate the existing play structures and equipment at the Munroe and Franklin Playgrounds. The Recreation Committee discussed the use of the play equipment at these sites, which are primarily used by the Waldorf School, Munroe Center for the Arts and the residents of the Franklin Condominiums, respectively. Dick Thuma recommended that a Capital Request be included within the next five years to study the ADA compliance issues at Recreation parks and facilities. He will draft information about a possible consultant’s study and forward it to Karen Simmons. Sandra Shaw noted that a study was done in the 1990’s on accessibility. She was unsure of the results or the viability of such a dated study in 2008. Karen Simmons and Dave Pinsonneault assured the Recreation Committee that as parks are being renovated, upgrades are made to comply with the ADA. Dick Thuma recommended that the Recreation Department consider including money in all Capital Articles to hire a consultant to manage all capital Projects. He noted that the cost would be between 5% and 10% of the total cost of the project, and would include design engineering, writing bid proposals, and total project management. This suggestion is not made to suggest that the projects cannot be managed properly by Karen Simmons or Dave Pinsonneault, but rather that the projects may take up too much of their time and energy going forward. Bob Boudreau agreed with the general concept of Dick Thuma’s recommendation. Karen Simmons noted that in the future she hopes that the Recreation 3 Department will receive more support from the Engineering and Facilities Departments to oversee capital projects. She also noted that design and engineering costs are already included in many of the capital projects. ?? Bob Boudreau moved hat the Recreation Committee support the fiscal year 2010 The Recreation Capital Plan as presented. Sandra Shaw seconded the motion. Committee voted 4 – 0 in favor of the motion. Capital The Recreation Committee supports the entire Five Year Plan as presented but will formally vote to accept the plan at the September 17, 2008 Recreation Committee Meeting. 4. Recreation Report Karen Simmons reported that the FY2008 numbers at Pine Meadows showed a slight increase in revenue. July 2008 revenues are down 1% due to the weather, and she anticipates a similar decrease for August. She told the Recreation Committee that the Department has had a good summer at the Town Pool and Old Reservoir. The Old Res is now closed for the season, and the pool is operating through Labor Day with modified (11:00 a.m. to 7:00 p.m.) hours. This year the department instituted a trial program for Tuesday and Thursday early morning lap swim from 6:30 – 7:30 a.m. The program was very well received by the community, and evaluations received indicate that the lap swimmers are interested in continuing the program in the future. They even requested additional hours. Non-aquatics programs (tennis, camps and clinics) were also well received and well attended by the community. Sheila Butts and Peter Coleman did an excellent job managing the programs this summer. The Fall ~ Winter Recreation Brochure is now at the printer. It should be mailed to all households next week. Included in this brochure is a new youth Flag Football program, run in partnership with the NFL and NRPA. The program will be held at Lincoln Park on Sundays this fall, and if successful will be offered again in the spring. 5. Parks Report ?? Dave Pinsonneault reported that work at the Valley Tennis Courts and Center Basketball Courts has begun. The contractor will begin paving the Valley Tennis Courts next week. The basketball courts have been ground down. The drainage work will begin August 25th, and the paving work will begin after Labor Day, once the Town Pool has closed. ?? The Bridge athletic fields renovation project bids are due in a couple weeks. DPW hopes that the work will begin this fall. ?? The Parks Department billed the Lions Club between $26,000 and $27,000 for field repairs after the July Carnival. This was for repairs of the most severe damage. The field is still in poor condition and needs more work. The Recreation Committee discussed the need to work with the Lions Club to relocate the annual carnival. If the location is moved to the LHS parking lot, the Public Schools administration must be included in discussions. 4 6. New Business Karen Simmons requested, on behalf of Peter Coleman, that a member of the Recreation Committee volunteer to serve on the Youth Sports Advisory Council. The council will meet nd once every three months (September, December, March and June) beginning September 22. Wendy Rudner volunteered to be the Recreation Committee liaison to the Youth Sports Advisory Council. The next meeting of the Recreation Committee will be held on Wednesday, September 17, 2008 at 7:00 p.m. in Room G15 of the Town Office Building. The meeting was adjourned at 9:15 p.m. 5