HomeMy WebLinkAbout2012-10-09-REC-min (includes attachments)M0,9
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Town of Lexing
Recreation Committee
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Frederick DeAngelis, Chainnan Tel: (781) 862 -0500 x 262
Howard Vogel, Vice Chainnan Fax: (781) 862 -2747
Wendy Rudner
Sandra Shaw
Lisah Rhodes
Recreation Committee
Minutes of Meeting of October 9, 2012
Members Present: Lisah Rhodes, Wendy Rudner, Sandra Shaw, and Howard Vogel
Staff Present: Karen Simmons, Director of Recreation, Sheila Butts, Assistant Director, and
Peter Coleman, Supervisor of Recreation
Others Present: Hank Manz, Selectman's Liaison, Marilyn Campbell, COA, David Tabling,
Photographer for the Annual Town Report, Rick Abrams and Keith Ohmart,
Lexington Greenway Corridor Committee.
Members Absent: Rick DeAngelis
The Recreation Committee meeting began at 7:00 p.m. The meeting acted on the following items:
1. Annual Town Report Photo
David Tabeling was present at the October 9, 2012 meeting of the Recreation Committee to take
the Recreation Committee photo for the Annual Town Report.
2. Citizens and Other Boards: none
3. Meeting Minutes from July 18, 2012, August 15, 2012 & September 19, 2012
Lisah Rhodes moved and Wendy Rudner seconded acceptance of the Recreation Committee
Meeting minutes from July 18, 2012, August 15, 2012 and September 19, 2012.
The Recreation Committed voted 4 — 0 to approve the motion and accept the meeting minutes as
presented.
4. Greenway Committee Update
Rick Abrams and Keith Ohmart, Lexington Greenway Corridor Committee, provided the
Recreation Committee with an update on the ACROSS Lexington initiative. The Greenway
Committee has developed a Pilot Route of 5.5 miles that connects five conservation areas, two
schools and Lexington Center. The committee has also developed signage for the route, which
cost $1,000 and was funded by the Town, including a URL on the sign that will be linked to the
Town web site. According to Rick Abrams, DPW was very helpful in assisting with the
placement of signs, as was the Conservation assistant and G1S coordinator in preparing maps and
other documents for the Pilot Program.
1625 MASSACHUSETTS AVENUE ° LEXINGTON MASSACHUSETTS 02420
Members of the Greenway Committee will submit an application for CPA funding that would, if
approved by the CPC and Town Meeting, allow for expanding the ACROSS Lexington project.
The Greenway Committee is requesting the support of the Recreation Committee, either in
joining with them to submit a proposal, or offering a letter in support of the CPA request.
Howard Vogel asked what might happen if the Recreation Committee chose not to assist. He and
other committee members also inquired as to the estimated cost of full implementation. Mr.
Ohmart indicated that the Greenway Committee was continuing to get cost estimates for
materials, GIS consultant fees, graphic design costs, etc... After a discussion, the Recreation
Committee made a decision not to submit a joint application, but will submit a letter in support of
their project.
After further discussion of the project Howard Vogel made the following motion:
The Recreation Committee supports the ACROSS Lexington initiative
and will submit a letter of support from the Recreation Committee to the
Community Preservation Committee.
Sandra Shaw seconded the motion. The Recreation Committee adopted the motion by a vote of
4 -0.
Lincoln Park Sub- Committee Appointments
Karen Simmons reported that Brian Kelley has submitted his application for reappointment to the
Lincoln Park Subcommittee for another three year term. Wendy Rudner moved that Mr. Kelley
be reappointed to the Lincoln Park Subcommittee with his term expiring on June 30, 2015. Lisah
Rhodes seconded the motion.
The Recreation Committee voted 4 — 0 to approve the reappointment of Brian Kelley to the
Lincoln Park Subcommittee for a three year term.
The current charge of the Lincoln Park Subcommittee states that there can be 7 — 9 members
appointed by the Recreation Committee. Sandra Shaw made a motion, seconded by Lisah
Rhodes to amend the current committee charge to allow for seven (7) members of the Lincoln
Park Subcommittee. After a brief discussion the Recreation Committee voted 4 — 0 to amend the
charge of the Lincoln Park Subcommittee.
Wendy Rudner inquired as to what should be done regarding current members of the LPSC who
do not attend the subcommittee meetings. Karen Simmons, Director of Recreation, indicated that
applications for reappointment to the committee had been sent to other members whose term had
expired. Only Brian Kelley bad responded. Wendy Rudner volunteered to follow up with those
other committee members.
6. Football Field Project Update
Karen Simmons, Director of Recreation, updated members of the Recreation Committee on the
current issues with Phase II of the Center Playfields Drainage Project — Football and JV baseball
fields. The Town has not accepted the football field project due to the high concentration of Poa
Annua in the sod. Poa has a shallow root structure, which is not ideal on athletic fields. Chris
Filadoro, John Livsey, Peter Coleman and Meg Buczynski from Stantec, met Tuesday morning to
discuss available options. Meg is drafting a letter to David White and Sons (general contractor)
that will be reviewed internally, and by Town Counsel. This letter should be sent to the
contractor by October 12. The options being explored include:
1. David White and Sons will replace 100% of the sod.
2. David White and Sons will agree to a two -year maintenance contract for the field which
would include mowing, base field dragging and grooming, pitchers mound upkeep,
fertilization, core aeration, deep tine aeration, over seeding, herbicide applications with
written notifications for all herbicide applications, line painting, and several other
maintenance practices. In addition, the Town would reserve the right to use the field
during this time. If, after the two -year period is completed, the Town still finds the field
unsatisfactory the contractor would be responsible for replacing the sod_
The Recreation Committee had a brief discussion about how best to proceed with future capital
projects, in light of some problems with contractors and work product recently. Karen Simmons
asked the Committee if they through that the capital plans were too aggressive, and that perhaps a
closer look should be taken at the time tables for upcoming Capital Projects. Howard Vogel
suggested that going forward the Recreation Committee take time to review all projects and
debrief at their conclusion. Hank Manz, liaison from the Board of Selectmen, indicated that the
Board is also taking a closer look at road construction projects throughout the Town.
7. Recreation 5 -Year capital Plana FY 14 — FY 18
Karen Simmons, Director of Recreation, distributed an amended (10/5/12) copy of the Five -Year
Capital Plan. She explained that she had met with Carl Valente, Town Manager, and Rob
Addelson, Assistant Town Manager for Finance, last week. The amended plan reflects some
changes that were suggested.
Ms. Simmons also informed members of the Recreation Committee that the Town Manager has
requested that some funding for the synthetic turf replacement projects come from the Recreation
Enterprise fund. Peter Coleman, Supervisor of Recreation, is compiling data on usage at the three
turf fields at Lincoln Park by users, usage and revenue by field, including non- revenue generating
usage by the Lexington Public Schools.
Sandra Shaw asked for clarification of the CPA acceptable financing for synthetic fields. Ms.
Simmons explained that CPA funds can no longer be used to acquire artificial turf, but she
believes that funds can be spent on other features related to the project such as engineering,
drainage, site preparation and amenities.
Howard Vogel has volunteered to present the Recreation Five -year capital requests at Town
Meeting.
Ms. Simmons will be presenting the Capital requests to the Capital Expenditures Committee on
November 13, 2012 at 8:00 a.m.
8. Recreation Report
Karen Simmons, Director of Recreation, reported on the following:
• Recreation Strategic Plan — three proposals were received and reviewed. An offer has
been made to one company. The project should begin in November, once the necessary
paperwork has been submitted to and signed by the Town Manager. The project will be
time consuming for staff. The consultant does want to have both a half -day and full -day
session with members of the Recreation Committee and Recreation staff. Additionally
there will be meetings with focus groups throughout the process. The goal of the
strategic plan is to look at where we are now, where we want to be in five years, and what
steps we need to take to get us there. The plan will inform our decision making in the
years ahead. It is an exciting project.
• Center Track resurfacing — the project is moving along, but has recently been hampered
by rainy, wet track conditions. The estimated finish date is Monday, October 15.
9. Parks Report
Chris Filadoro, Superintendent of Public Grounds was not available to attend the Recreation
Committee meeting. The monthly Parks Report is attached with information about the LHS
Football field, Marvin Street and Garfield playground maintenance, irrigation bids and field
maintenance information.
4
The next meeting of the Recreation Committee will take place on Wednesday, November 14, 2012 at 7:00
p.m. in the Town Office Building.
The October 9, 2012 meeting adjourned at 8:25 p.m.
The following documents /exhibits distributed or discussed at the meeting are attached:
L FY2014- FY2018 - Recreation 5 -Year Capital Plan Update
2. Parks Report by Chris Filadoro
3. Lexington Greenway Committee information packet
Respectfully Submitted,
Sheila Butts
4
Page 1 of 1
Sheila Butts
m: Christopher Filadoro
Sent: Tuesday, October 09, 2012 4:01 PM
To: Karen Simmons
Cc: Sheila Butts
Subject: Parks Report
Phase 2 Report:
Chris, Dave P, John L, Peter, and Meg from Stantec met this morning to discuss the phase 2.
Option A is to have the Contractor replace the sod 100 %.
Option B is to have the Contractor agree to a 2 year maintenance contract which would include mowing,
base field dragging, and grooming, pitchers mound up keep, fertilization, core aeration, deep tine
aeration, over seeding, herbicide applications, written notification for all herbicide applications, line
painting and several other maintenance practices. Along with this we would also reserve the right to use
the field while this is going on. If after 2 years of maintenance the town still finds the fields unsatisfactory
the contractor would be responsible for replacing the sod.
Playgrounds:
Marvin and Garfield playgrounds have had extensive maintenance work done to them: add and or replace
sand, Fybar, and cut back over growth of the perimeters.
Irrigation Bids from the 2013 Park Improvements:
The low bidder was Lawhorn Irrigation at about $34,000 and an add alternate at about $16,000
Maintenance Outline:
arrington, Clarke, Sutherland, Fiske, Diamond, Center 1,2, & 4 have all been core aerated, overseed
,lice seeded) fertilized and soil amendment added.
C1 and C2 have been aerated 4 times since April, over seeded once, fertilized 5 times and top dressed
with USGA Specified sand to assist with surface performance and sub soil amendments.
Christopher Filadoro
Superintendant
Public Grounds, Forestry, & Cemetery
Town of Lexington
Office: 781 - 274 -8355
Fax: 781- 274 -8385
Cell: 781 - 589 -0053
10/9/2012
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