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HomeMy WebLinkAbout2008-12-17-REC-min Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 862-0500 x262 Richard Thuma, Vice Chairman Fax: (781) 861-2747 Wendy Rudner Sandra Shaw RECREATION COMMITTEE MEETING December 17, 2008 Room G15 – Town Office Building Members Present: Rick DeAngelis, Dick Thuma, Sandra Shaw and Wendy Rudner Staff Present: Karen Simmons, David Pinsonneault and Sheila Butts AGENDA 1. Citizens and Other Boards There were no citizens or other boards present. 2. Meeting Minutes from November 17, 2008 Wendy Rudner moved and Sandra Shaw seconded acceptance of the November 17, 2008 Recreation Committee Meeting Minutes. The minutes were accepted by a vote of 3 – 0. 3. Liaison Reports Wendy Rudner distributed the minutes of past meetings of the Lincoln Park Subcommittee. The Recreation Committee members recommended that a representative of the Lincoln Park Subcommittee attend either the January or February Recreation Committee meeting to provide an annual report prior to the 2009 Town Meeting. Dave Pinsonneault reported that the Lincoln Park Subcommittee had submitted proposals for his review and approval to repair Lincoln Park Path Washouts. Dave reviewed the proposals and approved the work. 4. Capital Projects/Town Meeting Karen Simmons reminded the Recreation Committee of the three projects that they asked to be submitted to Town Meeting this year. The first project is the Storm Water Mitigation for the Old Reservoir. This o project requests Community Preservation funds and will apply for DEP 319 funding. Karen Simmons and Dave Pinsonneault will meet with Bernward Hay from the Lewis Berger Group in the near future to discuss plans and procedures for moving forward on the project. 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 Pine Meadows Improvements is the second proposed Capital Project. This o proposal is Phase I of the recommendation from the hydrology study. CPA funds have been requested for preservation of a recreation resource area. The third Capital Project is the Park Improvements – Athletic Field renovations to o address the drainage issues at the Center Complex. This project requests $100,000 of CPA funds and an additional $100,000 from the tax levy. The Recreation Committee reviewed its previous decision not to proceed with this project unless the Annual Lions Club Carnival relocates. The Committee reiterated that a commitment by the Lions Club to relocate the Carnival is required prior to the start of Town Meeting. Dick Thuma expressed his opinion that if CPA funding is not approved the Recreation Committee should withdraw their Capital Project submissions, rather than have the money be approved by Town Meeting from the Recreation Enterprise Fund or the Tax Levy. The Recreation Committee had a lively discussion about the pros and cons of requesting Capital monies from the Tax Levy in this economic environment. Wendy Rudner and Dick Thuma indicated that they are not in favor of requesting tax levy funding, while Sandra Shaw and Rick DeAngelis supported going forward with tax levy requests. Karen Simmons informed the committee that the Town Manager had not made a final decision on which Capital Projects he would recommend to the Board of Selectmen in his final budget. She also told the Committee that the FY 2009 Park Drive Bathroom renovation project had been deferred by the Town Manager until further notice when the FY-09 state aid cuts to Lexington are determined. Karen Simmons expressed her concern about the health of the Recreation Enterprise Fund. The Recreation Department ended fiscal year 2008 with a surplus, but the State certified retained earnings were $300,000 below the previous year. Karen Simmons expressed her concern to Rob Addelson, Assistant Town Manager of Finance. He is looking into this. Rob Addelson and Micah Niemy, the Town’s new Budget Officer, have been asked to attend the January Recreation Committee meeting to review the Recreation Enterprise Fund retained earnings. Micah will update the retained earnings report that was distributed by the previous budget officer in 2006. They will also be reviewing the Recreation Indirect Analysis, which will go into effect FY2011. Dick Thuma requested that the Committee be provided with the numbers (expenses, income, retained earnings, etc.) on a monthly basis, rather than only the Certified numbers once a year. Sandra Shaw will present the Community Preservation Fund requests of the Recreation Committee at Town Meeting. Rick DeAngelis will present the Park Improvements Capital Project request of $100,000 from the Tax Levy. 5. Recreation Report Karen Simmons reported that she has not heard from the Friends of Lexington o Tennis Association regarding the “bubble” at the Clarke tennis courts. Sheila Butts provided the Committee with a brief update on the January Youth o Sports Council Meeting. Karen Simmons distributed copies of the November 4, 2008 USGA Report on o Pine Meadows. New England Golf Corporation was the only vendor to submit a proposal for the o management of Pine Meadows Golf Course. The contract is for three years with the option to extend for 2 one-year periods. The Town will pay a flat fee, plus 5% of gross revenue. New England Golf Corporation is responsible for minor (under $500) projects. The Town provides some supplies and equipment. The Department of Environmental Protection rejected the plans submitted in o November by the private citizens group to build bathrooms at Lincoln Park. The plans were rejected for three areas of technical deficiencies. Haley & Aldrich provided the specifications for the bathrooms. Bill Hadley, Director of Public Works, will be working with Keith Johnson of Haley & Aldrich. Karen Simmons told the Committee that she had met with Brian Adley and had o invited him to the January Recreation Committee Meeting to discuss the placement of In-filled Synthetic Turf on the football and baseball field at the Center Complex. 6. Parks Report Dave Pinsonneault reported that the Town had awarded the bid for the Gate o Structure at the Old Reservoir. Weather permitting, work should begin by the end of December. The bid came in lower than anticipated. The Lions Club has submitted payment for the Center Field renovations resulting o from the use of the fields by the annual Carnival. The reconstruction of the Bowman field had to go out to bid again. Final bids are o due in January. 7. New Business David Tabeling took a picture of the Recreation Committee for the Annual Town Report. At 8:10 p.m. the Recreation Committee voted as follows to temporarily adjourn to go into Executive Session: Sandra Shaw – yes; Wendy Rudner – yes; Rick DeAngelis – yes; Dick Thuma – yes. The Recreation Committee meeting resumed at 8:30 p.m. The next meeting of the Recreation Committee will be held on Wednesday, January 21, 2009 at 7:00 p.m. in Room G15 of the Town Office Building. The Recreation Committee Meeting adjourned at 8:35 p.m.