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Home My WebLink About2013-05-01-REC-min (includes attachments) \OVS MOfN/ O�op X775 �r',� ,, Town of Lexington Q r� �r'- �w 3 Recreation Committee w Frederick DeAngelis, Chairman Tel (781) 862-0500 x262 Wendy Rudner Fax• (781) 861-2747 Sandra Shaw Howard Vogel,Vice Chairman Lisah Rhodes Recreation Committee Minutes of Meeting of May 1, 2013 A meeting of the Recreation Committee was held on Wednesday, May 1, 2013 at 6 30 p m in the Recreation Office at the Town Office Building. Members Present. Sandra Shaw, Lisah Rhodes, Rick DeAngelis and Howard Vogel Members Absent: Wendy Rudner Staff Present: Karen Simmons, Director of Recreation, Chris Filadoro, Superintendent of Public Grounds, Sheila Butts, Assistant Director Others Present: Hank Manz, Board of Selectmen Liaison, Shane Arnold, President of Lexington Little League 1. Citizens and Other Boards: none 2 Meeting Minutes from March 27,2013 Howard Vogel moved and Lisah Rhodes seconded acceptance of the Recreation Committee Minutes from February 27,2013 The Recreation Committee voted 3-0-1 (Rick DeAngelis abstaining)to approve the motion and accept the meeting minutes as presented 3. Liaison Reports • Lincoln Park Subcommittee o Karen Simmons, Director of Recreation, distributed LPSC meeting minutes on behalf of Wendy Rudner,who was unable to attend the Recreation Committee Meeting, from the April, 2013 Lincoln Park Subcommittee meeting. o There have been questions about the"as built"plans for the park Peter Kelly requested additional information because the conduit lines are not fully present on the plans The"as Built"plans show 2 conduit lines Ms Simmons provided Mr Kelly with the information that she had in the file and recommended that he contact David Pinsonneault, Operations Manager of DPW Rick DeAngelis asked what the anticipated completion date might be Ms Simmons told the committee that she was not directly involved, but heard that they still have to raise more money to complete the project o Sandra Shaw inquired about the availability of water at Lincoln Park Chris Filadoro told Ms. Shaw that the contractor for the bathrooms had broken the water lines during the initial construction phase The lines had been partially 1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420 repaired in the fall They should be completely operational in a week to two weeks o Mr Filadoro also reported that Wes Wirth, architect for the Lincoln Park Subcommittee contacted him regarding the planting of spruce trees at Lincoln Park Ms Simmons noted that the Recreation Department and Parks Department needed to know exactly where the trees would be planted so that any remaining methane pockets would not negatively impact the viability of the trees. o Karen Simmons reported that she had recently spoken with David Williams of the LPSC Mr Williams wants to actively recruit new members for the LPSC Ms Simmons noted that this would provide the Recreation Committee with a great opportunity to have a well-rounded Lincoln Park Subcommittee that focused on both the passive and active aspects of the park • Bicycle Advisory Committee o Sandra Shaw, liaison to the Bicycle Advisory Committee reported that the committee would be sponsoring a public open house on May 5, 2013 at the Lexington Depot The purpose of the open house is to provide the community with information about the draft plan recommendations currently developed for the Minuteman Bikeway Karen Simmons, Director of Recreation distributed a flyer about the Open House to the Committee(attached) 4. Little League Karen Simmons, Director of Recreation, introduced Shane Arnold,the new President of Lexington Little League to members of the Recreation Committee • Mr Arnold spoke with the Recreation Committee about his goals for Lexington Little League, including a commitment to the overall Little League mission,continuing and growing the positive aspects of Little League, ongoing transitions to a younger board of directors, maintaining and improving positive relationships formed with the Town • Changes that have occurred within the organization include the addition of a 50/70 intermediate division for children ages 12 and 13 This allows players an easier, more gradual transition from playing on the normal little league field dimensions(46/60)to the regulation baseball diamond used for Babe Ruth, middle school and high school Rick DeAngelis noted that although this new division could have a negative impact on Babe Ruth Baseball in Lexington the most important consideration is what is best for the kids who participate • Mr Arnold noted that there has been evidence of a decline in participation by six and seven year olds Some decline is due to changing demographics and interests The organization has also been denied the opportunity to distribute registration information through the Lexington Public Schools Lisah Rhodes suggested that Little League connect with the individual elementary school PTA's and list serve Karen Simmons, Director of Recreation, indicated that the Recreation Department might be able to list the Little League registration dates in upcoming Department brochures • Mr Arnold told the Recreation Committee that Lexington Little League would love to see a lighted major league field in Lexington in the future • Little League is also in the process of formulating a plan, possibly as part of Phase 3 of the Center Drainage project, to swap the use of the Fitzgerald Field with the Lincoln Park Softball field, affording LHS to play both Varsity and Junior Varsity Softball games at the Center Recreation Complex, and Little League to have two diamonds in close proximity at Lincoln To date Mr Arnold has emailed Naomi Martin, Lexington High School Athletic Director regarding the possibility Karen Simmons, Director of Recreation, requested that Mr Arnold provide a letter of support from Ms Martin and 2 Laura Lasa, Lexington High School Principal She also requested additional information about the official field specifications and dimensions for AAU and Junior Olympic Softball. Mr. Arnold indicated that he would pursue these letters of support, and return to the next Recreation Committee meeting with a more in depth proposal from Lexington Little League, including funding sources Time is critical 5 Football Field Project Update Chris Filadoro, Superintendent of Public Grounds, reported that he is scheduled to meet with the project engineer and contractor for Phase Two of the Center Drainage Project the week of May 8th. This week the contractor is scraping perimeter areas on the field and power raking the field area. DPW installed the water meter on April 30 so irrigation can provide some dust controls Laser grading of the field will be completed this week or next depending upon weather Mr Filadoro is also scheduling a visit to a sod farm within the next few weeks Accompanying him will be a certified agronomist Once the proper sod is located the current plan calls for it to be delivered and installed by Memorial Day 6. Strategic Plan Update Karen Simmons, Director of Recreation, provided the Committee with an update on the progress of the Strategic Plan She also distributed the result of the community survey to the Committee (attached), and informed members that the focus group summary, including information gathered from the Recreation Committee Workshop,would be emailed to them on May 2. Ms Simmons estimates that the Strategic Plan draft should be completed by the consultant in July, at which time it will be presented to the Recreation Committee and Board of Selectmen 7 Branding/Marketing Rick DeAngelis had previously requested that this topic be raised at an upcoming Recreation Committee Meeting. Karen Simmons, Director of Recreation, explained that it is very important for the Department to rebrand itself and market all of it activities and facilities more consistently and effectively She envisions a new logo for all recreation staff uniforms and publications, and a new, updated and more cutting edge Recreation brochure These are priorities and goals listed by department staff in their most recent workshop with the Strategic Plan consultant Howard Vogel suggested that further discussion about this subject might be better served by waiting until the Strategic Plan is finalized and accepted 8. Recreation Report Karen Simmons. Director of Recreation, reported on the following • Pine Meadows Golf Club opened on March 30, 2013 To date, Pine Meadows has generated $70,000 in revenue, which is down approximately $20,000 from 2012 The course itself looks great • Ms Simmons has begun work on the next course management bid packet Recreation Committee members, Rick DeAngelis and Howard Vogel will join Ms Simmons on the RFP Evaluation Team to review the proposals A copy of the RFP should be available by the end of September • The Board of Selectmen has finalized its charge for the Community Center Advisory Committee There will be seven members plus ex officio and town department liaisons on the committee Lisah Rhodes has indicated that she would like to serve on the CCAC, and will be submitting her application. • The Purchase and Sale agreement between the Town and the Scottish Rite has been signed The anticipated closing date for the purchase is in November It is expected that 3 the Human Services Department/Council on Aging and Senior Center will move into the 33 Marrett Road property first. The Recreation Department will move some programs into the new facility and, pending available space, begin adding new programs for the community, should the Board of Selectmen and CCAC determine that the Recreation Department be an integral part of the facility • Rob Addelson, Assistant Town manager for Finance, will attend the May 15, 2013 Recreation Committee meeting to provide an overview of the Finance Department's Recreation Enterprise Indirect Cost Analysis(attached), and to answer questions about the report Rick DeAngelis noted that he hopes that Mr Addelson can provide the committee with an explanation of how the formula for assessing indirect costs to the Enterprise Fund was arrived at Additionally, he would be interested in obtaining the backup information Ms Simmons told the Committee that she hopes that the Department can receive credit for the non-revenue generating events it facilitates She asked the Committee members to review the Indirect Analysis prior to the May 15th meeting with Mr Addelson • All Capital Articles passed at the recently concluded Town Meeting Ms Simmons thanked Howard Vogel and Lisah Rhodes for their excellent presentations • The Old Time Baseball Game, which is a part of the Lexington 300`h Celebration will be held on Sunday, May 26, 2013 at Center 1 Festivities will take place throughout the day at the Center Recreation Complex • Ms Simmons met with the Veterans Services Director and Chris Filadoro at the Center Recreation Complex to assess the condition of the existing flag pole and dedication plaque near the Town pool Complex Originally dedicated in 1985,the Memorial is in honor of Dinesh Rajbhandary, a paratrooper killed during Operation Urgent Fury in Grenada in 1983 The Veteran's Service department received a grant of$9,000 to relocate the flagpole and plaque and develop a planting bed with flowers or shrubs around the monument A rededication is scheduled for the fall 9. Parks Report Chris Filadoro, Superintendent of Public Grounds reported on the following. • The Parks Department is fortunate to have continued cooperation with Lexington Little League • Benches at several of the softball and baseball fields were vandalized oN er the past month have been repaired recently • Center 1, 2, and 4 will be fertilized this week The Town uses only synthetic and organic fertilizer on natural grass fields No pesticides are used • The watering hose hook up will be reinstalled on Center 1 and 2 to allow for adequate and appropriate watering of the infields, and the irrigation systems are in the process of coming back online • Larry Anderson has again been assigned to maintain the Town Pool The Garrity Pool has been repainted, and the parks Department is reviewing the two—three quotes received for the purchase of pool and filter system chemicals • The Lexington Garden Club wishes to donate a bench and plantings to the Town Mr Filadoro suggested that perhaps an appropriate location would be near the renovated football field or near Center 4 after the third phase of the drainage project is completed He will set up a meeting on site with Ms Simmons to review the suggested location 4 New Business The next meeting of the Recreation Committee will take place on Wednesday,May 15 at 6 30 p m in Room 201 (Recreation Department Office) The Recreation Committee will continue to meet at 6 30 p m The May 1, 2013 meetmg adjourned at 8 25 p m The following documents/exhibits distributed or discussed at the meeting are attached. • Recreation Enterprise Indirect Analysis ® Recreation Strategic Plan Community Survey Results • Public Open House Flyer • Lincoln Park Subcommittee meeting minutes Respectfully Submitted, Sheila Butts Assistant Recreation Director 5 Lincoln Park Sub-Committee Meeting March 21, 2013 Present David Williams, Lynne Wilson, Nell Walker, Brian Kelley, Bob Pressman, Wes With, Wirth Associates, Vanessa Tropeano and Miles Connors, both from Parterre, liaison W Rudner Lincoln Park Bathrooms Update by Brian. • See separate sheet • Still plan to contribute, but haven't yet - Little League, Fund for Lexington Lincoln Park Calendar presented by Vanessa Tropeano and Miles Connors • See separate sheet • Will start tomorrow, for 3 hours in the morning • Discussion on what to do with waste o Move to area where chipper brush goes • Make discreet piles - stack high out of visual view • Make small, little piles to decompose • Change Bob Barnard's crew from 5-3 workers every other week • Miles will join Bob's crew for two hours, if needed (no charge, if not needed) • Need to follow protocol, if needed if herbicides used • Tell Conservation Commission your plan • Get Conservation Commission approval before any work is done • Wes, Miles, Vanessa, and Chris Filadoro need to meet to discuss planting of some trees, to determine if town or Parterre should be planting certain trees-those needing sun/dryer edges. Lincoln Park Large Sign suggestions` • To be placed in table height, non-destructive frame • Minor changes proposed for the three signs • Add 2 more Lincoln, Worthen Roads at each end and make lettering slightly larger • Wes will slightly modify some of script • Move bathroom location slightly over Suggestions for future plantings: • Wes - Need more low understudy in areas where former invasives have been. Specialize areas, like the azaleas, in themed grouping areas with ground covers and continue to add small plantings. Do same with other small native plantings. Continue with upper, mid and lower story theme • Vanessa - Make sure to include different blooming seasons • David - Any new plantings proposed') Asked Vanessa to give committee a budget for this Granite Forest: • Total cost - $72,000 00, but getting another bid from Matt McCullough • Possible cost reductions via Wes - Pathway could be done for less, but stonedust not good to use. • Plant different, smaller, fast growing trees instead of poplars. Take out stone borders. • Lynne asked and received positive verification that area is handicapped accessible • David stated need to raise funding somehow/someway and not take from funds At least get $ down to $50.000 This might not happen so fast! Maaika Tree planted by Nell to honor Horace Besecher's (96 y young!) many years of volunteering. • ' r U5�"pRTllh," w�A Strategic Man geveleamet Focus Group Response SummaryAwor February 11 & 12, 2013 1. What do you believe to be the most essential (of critical importance) services the Town of Lexington Recreation Department provides the community? • Range of classes and activities that extend beyond sports • Summer programs including the pool,tens courts, preschoolers (Teddy Bear) • Breadth of services, attempts to reach as many people as possible • Swimming facilities including the Reservoir—accessible aquatic facilities • Maintaining our fields, parks, etc • Acting as a central resource to the community for field use and sports • Recreation services as a whole, not just sports • A variety of activities for different interests and abilities • Summer programs for varying ages • Breadth of recreation opportunities • An avenue for social interaction and a way for people to integrate into the community • Facilities with access for all • Youth programs • • Town pool and track • Reasonably priced camps for children • Low pressure recreational programs(not competitive) • Drop-in activity • Maintaining facilities • Facilities in accessible and visible locations • The pool • Opportunities to participate in sports for all ages and abilities, strive for inclusion • Infrastructure for many people to use, • Anything that continues to build a sense of community, sense of belonging • Opportunities for the community as a whole • Be an employer in the community • Fields and playgrounds • Health and wellness in response to obesity • Accessibility • Different camps and children programs • Enhance the quality of life, physical and cognitive development and learning • Summer programs after school programs • Recreational options for all ages • Offering health and wellness program to all affordability • Services for citizens with special needs • Programs for varying cultures • Summer camps • Attractive teen programs • Fields • Places to connect and meet community members Wage • Social interaction and providing places for active lifestyles • Recreation opportunities for young children • The Lincoln Fields are great; always taken care of and well maintained • Well maintained trails • Summer camps • Pools and tennis courts are clean and safe • Pool and Reservoir • Safety • Activities and programs • Green space • Tennis courts • Track • Playgrounds • Arts • Fitness • Teaching a range of skills to the young,to adults and enhancing all skill levels • Maintaining recreational equipment, facilities and services to children 2 What do you believe to be the current and projected community issues and needs that the Department and its services can help resolve or impact moving towards the future? • Range of classes and activities that extend beyond sports • Summer programs including the pool, tens courts, preschoolers(Teddy Bear) • Breadth of services; attempts to reach as many people as possible • Swimming facilities including the Reservoir—accessible aquatic facilities • Maintaining our fields, parks,'etc. '_ • Volunteerism • Changing demographics-varying ethnic groups • Two income families • Availability of facilities • Increasing numbers of people with disabilities • Aging demographics • Dual parents working requires safe places for children • Never enough open space • Centralized location for people to congregate and socialize (enhance the social fabric of the community.) • Affordability • Demographic;changes and shifts (e g, aging populations) • What will the community's"third space" (our three spaces-work, home, ?)? • Engaging youth and teens • Teens with little to do outside of school hours • A push for a community center • Structured activities for all age groups • Accessibility • Changing demographics • Space; not enough fields and indoor space • Growing senior demographic 21 Page • Proving quality programs that are affordable r6t1' • Aging of infrastructure V}g_OAT-) • Increase in Asian population • Important of bringing the community together )1 A°' • Health and fitness over a lifespan 5 • Address changing demographics (e g, Boomers) • Recreation programs utilize more of our outdoor spaces • Transportation, loss of mobility • Engage teens, places for youth • Language barriers, where to get information and how to access • Growing number of older adults, offer more senior services e Teens, offer more for teens to do • Addressing issues relative to the environment • Field space • Indoor space • Silver Tsunami—interests in activities for older adults • Green space preservation • Adult 18+ demographic underserved, especially 50+and "Seniors" • Multigenerational and multi-ethnic community has no adequate central place to socialize and participate in activities such as Tai Chi, Zumba, drop-in socializing and connecting socially * Daytime indoor winter recreation unavailable to adults (children have space in schools) • Teens have no gathering place trir e Adults, "seniors" and children forced to use unhealthful Town Senior Center polluted by secondhand tobacco smoke (from Muzzey condo residents living above open atrium with shared kl Oa, ventilation system)for adult recreation and multigenerational socializing • Social need especially for those without local family--move away or pass away, new neighborhoods often anonymous--neighbors do not socialize or even know each other including Town Meeting members who make no effort at all to visit their neighbors and get to know them before "representing"them (this varies by neighborhoods) [Identified themes changing/shifting demographics, space] 3 What key issues will the Department face over the next 5 years? • Maintenance • Escalating costs of doing business • Funding • Adding services within the constraints of limited resources • Space constraints,,,, • Competing interests for space' • Interaction with the Hayden Recreation Center—why is use out of reach e Field use and maintenance • Prioritizing programs and services • Space—seems to be the biggest problem ,_ • Multi-use space where you can engage in any kind of activity/open spaces «�- • Something similar to a fairgrounds • Connecting with economic development and tourism interests 31 Page • Sufficient number of fields and rooms (space), and space conducive to the activities • Demographic shifts—attempts to engage diverse communities (e g, age, Asian pops) • Shifting from an agency that prioritizes youth to one that prioritizes all pops • The Department should inquire into what the community actually wants—market research • Funding, the Department operates as an enterprise fund • A significant number of things the Department is responsible for where they cannot recover funds • Prioritization of infrastructure improvements/enhancements/additions • Partnerships • Focus on serving the community in a collaborative way rather than in a competitive way, work together a Technology—rapid advances • Funding and the huge demand on capital • Staffing • Resistance to building more fields • Changing demographics • Maintaining existing infrastructure • Transportation for people to get to recreation services • Ensure support from other agencies and organizations including Town services • Coordination with those who can be good partners • Population increases • Increase in older adults • Different types families moving into Lexington, more money which results in different needs a Increases in Asian population • Keeping up with the demand for dedicated recreation space (both indoor and outdoor) • Disparity between cultures, more learning opportunities for education of varying cultures • Meeting demands for field space or indoor space ---- • • Funding • Identifying what the community's needs will be moving forward • Focus on quality versus quantity • Meeting the needs of an increasingly diverse community • Adapting as demographics change • Meeting demands of growing community • Financial constraints • Maintenance • No adequate plans from Town agencies for serving retiring and current "Senior" population endangering social and physical health for empty-nesters and retirees • No community center"heart"to Lexington, only commerce, stressful politics and stressful schooling [Identified themes responding to changing/shifting demographics, identifying appropriate space, funding/the economy;maintaining infrastructure] 4 Of the "key issues"you mentioned, what do you believe should be the Department's priorities in the next 5 years? • Older adult needs 41 Page Space, community center Funding L.3 Make a decision regarding the community center and move on (yes or no) • Meeting the programmatic interests of the community • • Maintenance of existing facilities/parks • • Creative with recreation programming • Communication to the community • Define purpose, avoid fragmenting the Department • Field availability including fields for non-organized activity o Youth programs and senior programs c) Indoor space and fields—not enough capacity (do we now this for sure?) • Market research—community engagement • Shifting from an agency that prioritizes youth to one that prioritizes all pops • Focus and not attempt to serve all interests • Intergenerational opportunities given demographic shifts e A stable financial future A community center • Partnerships • Maintain what you have while looking towards the future • Continue to rehab and renovate properties - !, • Language barriers • Ensuring and reaching out to partners, reaffirm;:commitments,co-exist in a healthy way • Continue to do what they already do well, dovetail into any necessary modifications • Financial plan • Adjusting their services to accountfor changing demographics(e g , elderly pops) • Communication to and from constituent, customers, etc * Succession planning • Indoor space • Cultural integration (in collaboration with the 20/20 Vision sub committee's work) • Communication to encourage ongoing engagement and participation • Collaborations—effective use of limited resources, exposure • Better promote what the Department does and what it is, community outreach • Allocating funding appropriately, identify gaps 0 Community center • Serve as many people as you can with the least amount if dollars • Engage the Asian community to determine what interests they have • Interest and involvement in the community; people seem to have a lack of appreciation for the community • Lots of camps for children,too many that are the same, change the camp focus to provide • things that are not currently provided • Meeting demands of growing community • • Financial constraints • Maintenance c) Community Center serving all ages and ethnicities, building community which has largely vanished from Lexington (especially for those without school-age children, but also between age groups) 5IPage Stabilize teens with intergenerational fun connection in a Community Center(sharing music, for example, and learning from each other) • Provide healthful social activities and exercise for"seniors" in above-ground, sunny Community Center • Maintain ongoing services to children (Identified themes responding to changing/shifting demographics, identifying appropriate space; funding/the economy;maintaining infrastructure, communication and community outreach, partnerships, identifying future service priorities] 5 What are the key strengths of the Department and its services? What do they do well?What do you like about what they do? • Office is welcoming and staff are responsive • Communication • Staff's enthusiasm for what they do • The Department is well integrated into the community • Staff have made many attempts to provide programs for many interests • Accommodating, personal service; kind • The way the staff collaborate with other agencies including other Town Departments • Love working with the staff -• Staff are professional • East to work with -E • They listen well and attempt to meet the community's needs • Amazing that the accomplish with so few staff • They are the best! • Affordable services • Diverse offering of services "''r • Inclusive • They listen and react to criticism • Staff -they understand their clientele • Resource utilization —good use of resources • Partnering, work with other community organization • Maintain parks and recreation assets,things are in "great shape" • Concerned about safety • Offer a variety of programs, diversity • One of the strongest Department's in the Town • Breadth of offerings, impressive • Employ youth • How the Department staff handle difficult situations • "Grandmother friendly" • Pool is accessible • The reservoir • Excellent job of recruiting,training and hiring seasonal staff • Variety of programs offered • Communication is excellent • Good job of meeting as many needs as possible while identifying niche' markets 61Page • Resourceful • Good leadership • Collaboration • Swim program and pool • Advertise services available • Not afraid to try new things • A good sense of security for those who participate in services, safety is a priority • Variety of programing • Skiing • Imaginative • Their budget is a "magic show"—they help support other Town services • Provide scholarships to those who are in need • Teen employment opportunities • Excellent job in managing field allocation • Very personable staff • Staff are accommodating and caring • Staffing of programs appropriately • Fields are in good condition • Lincoln Fields are great • Good jobs with camps for children • Youth services • Diversity of programs • Staff are good listeners • Strong training programs (e g,.coaches training) • Properties are well maintained • Communication • Dedicated personnel with creative talents seen in scheduling busy spaces(tennis,fields) • Professional understanding of the importance of social capital to the health of every age group • Personnel intelligent and able to learn and grow into the 21st century Lexington needs • Personnel familiar with the community and likely caring about health for all ages • School facilities provide gyms and cafeteria space usable for some social recreation • Many playing fields 6 What are the weaknesses of the Department and its services? What can be improved upon? 0 Services for people with disabilities No family bathroom at the outdoor pool • Services for youth/teens • Recreational services and spaces for winter month activity • Coordination of space in classrooms; set-up is not what is needed for some programs • Transition from hard copy catalogue to on-line catalogue and registration • At times, catalogue does not come out in a timely way • Website—needs to be more user friendly and polished • Coaches training—in particular for basketball, needs improvement(quality of instruction is not what it should be) • General safety training • Understaffed, efficient but taxed 7IF' age • When trying to be all things to all people that can result in "watered down" programs .,r Marketing and promotional materials are weak and dated, web presence (a Town issue as a whole) The image has to change; what do they want to be and what do they want their image to be? • They should consider leveraging technology to be more customer focused • More specialized services for persons with disabilities • A heated pool,therapeutic pool • Conflicts with swim lesson times and interest in open swim hours • Registration day is a problem • Teens are not engaged in recreation in the community • Lack of facilities „...• Communication including the use of social media • Access to more centralized facilities management, coordination of room use • Not enough fields • Publicity, a lot of people do not know about the Department or the services provided • Website is poor • The field utilization process could be made more transparent, can the youth sports organizations work together for better utilization, the current process is opaque • Too much emphasis on older people; less emphasis on teens Communication could be improved, general communication about what's happening • Renovations to facilities in poor condition • Better coordination with conservation-passive recreation .: • Better coordination with HS to engage teens • Volunteer/community service opportunities • Promote the Department better • 'Recreation"far too narrowly defined • Too much emphasis on competitive team sports which are repeatedly served at the expense of the Town as a whole,as ever more new families move to Lexington, while longtime residents and other forms.of recreation are underserved • Too aggressive'a tone in fighting to place playing fields on open space, although community- building is an important value for Lexington, which supports a community farm • Procedurally opaque processes using Town employee insider knowledge of procedures without proper and adequate outreach to affected citizens of Lexington (Busa Farm fiasco handled properly by BLUPC appointed by Selectmen after outcry from citizens about this) • Lack of imaginative coordination with Open Space availability throughout Lexington making use of outdoor recreation other than running or games, such as outdoor Tai Chi, folk-dancing, bird watching, nature walking, animal tracking and observation, Bikepath, non-competitive "fun" • Teen activities seem insufficient to engage troubled at-risk youth [Identified themes communication, marketing, space] 7 What opportunities exist for the Department moving forward? What is it that the Department can capitalize on? • A great story to tell, how critically important the Department and its services are to the community • The potential for partnerships to better utilize limited community resources including staff expertise, money, facilities, etc 81 Page • A community center • Services for youth/teens • A need for a community vision and buy-in • Diverse cultures and what opportunities may exist for these growing populations • Opportunities for people with disabilities • Partnerships with other agencies to fill gaps • Seek out state and federal funding • Enhance communication via collaborations with other service providers in the community- use the other providers to tot the horn of the Department • Technology—social media and other ways to get the word out about the Department and its services • Seek out non-parent volunteers (e g , empty nesters, singles) • Creating a community within a community via special events, etc • Engage the business community, develop relationships, more outreach to brainstorm ideas • Outreach to diverse communities • Tourism, incredible volume of tourists; drop in programs,for transient pops • Define customers—should there be a non-resident rate or one rate for all customers? • Engage Town employees in Department programs and services, wellness services • Use public spaces a bit differently, repurpose spaces • Community center • Take advantage of the youth population, expand services and hire youth • Review and assess traditional services, are they really want the community wants today? • Those who are not current users • Partnership with schools to share an afterschool program bus • Capitalize on existing partnerships • Community center and potential resulting partnerships • Take advantage of alternate funding sources • Community service projects for middle school and high-schoolers • Working with schools to meet unmet demands in fitness, etc • Connect more frequently with organizations which serve persons with disabilities • Develop an attractive site for youth/teens who interact via computers adding a wellness component • Capitalize on interest in biking • Central Town Department for managing the Community Center • Cultural integration opportunities • Better utilize Social Media • Intergenerational programming • Work with Conservation Stewards to better use outdoor areas (increase outdoor recreation programming opportunities (partnership) • Partnering in general • Interested community • Via the website, a method by which parents can look at what services are available by date/time (e g what is available on Thursdays at 3 p m ) • Work with established youth sports organizations to help promote leagues, etc (become a centralized location for comprehensive community-wide youth recreation via the website— possibly use the schools for distribution of materials as well 91Page • Identify gaps in service to fill • Outreach to the Asian community • Teen community center for middle-schoolers • Special events for teens-controlled (5Ks, field days, holiday dances)with no parents • Volunteer opportunities (e g, work with seniors) • Teen advisory board • Music focused events or activities • More directed towards youth and teens, more special events • More restrooms, snack shack and a great sound system at Lincoln Fields • Turf field improvements and general field improvements, many spaces are outdated • More trails • Infield of the track(e g , discus and shot put areas), need updating • Use of social media needs to be improved • Use Lexington Patch more • Organized activities for older adults—increase socialization • Capitalize on open space • Encourage adults/youth interaction • Rent/lease available spaces • Safe bike lanes/routes • Keep people in town to recreate -activity options closeto home • Consider indoor sports • See Strengths above - • Selectmen currently more aware of community-building needs in Lexington • Selectmen currently more aware that fake colonialism being sold to tourists does not make a community • Hunger in community for community-building demonstrated by Committee results on Community Center and parallel small efforts to engage neighborhoods however problematic to do that [Identified themes proactive response to changing/shifting demographics, community center, technology, communication and community outreach, partnerships] 8 What barriers, challenges, and/or threats exist that must be addressed or overcome in order for the Department to provide parks and recreation services to the community today and into the future? • Competing interests for open space that have become a zero sum game • Limited resources including funding, staff, etc • When things are going on alright we tend to stay the course and not change • Resources (land, staff, funds) • Perceived decline in community engagement/parental involvement • Less opportunity to congregate due to safety/security issues • Cultural barriers—language barriers • Funding • Commit or not to fields • Climate change—so many fields on built on wetlands • Financial barriers—people do want to spend more money on services • Perception of what the community sees the Department providing, being, etc. 10ii' aeP • Defining how the Department sees themselves in addressing public health issues • How staff deals with evolving behavioral challenges (e g , children's behaviors) • Does the community see recreation services as a community priority? • Funding • Security and perceived safety of programs and facilities • Increasing program availability and access, maintain enrollment • Continue to identify what people want given dynamic change • Outreach to varying ethnic communities • Financial • Values judgments amongst the community • Language and cultural barriers • Succession planning • Shift marketing strategy—on-line and social media presence, translation services • Public safety concerns about programs and services • Environmental sustainability interests and concerns • The lack of a "cool factor" that inhibits teens from engaging in recreational activities • Programming for persons with disabilities • Identifying the number of persons with disabilities over 22 who need services • Space • Budget • Language barriers • Outreach • Funding • Promotion through the schools • Lack of information to substantiate the number of fields needed for youth sports • Lack of fields and fields conducive to evening play • Changing demographics of the community/ how do the changes impact participation • Budget • Competition (internal and external) • Development • Identifying funding for open space/land • Tension between open space, fields and farm land • * Lack of understanding of"digital divide" where some are tech adepts and others use the phone, newspaper and familiar technology or word of mouth, multiple modality communication of vital importance (notices in the Library, posted at Depot Square, newspaper, Town website, schools, Senior Center, et. al.to reach out to public) • New demographic unfamiliar with this history of Town issues push for self-interest • Ethnic demographics unfamiliar with local community • Town Meeting members or Selectmen who are ignorant of or deny problems of"Seniors" or who do not support government solution to social and physical health needs • Unfounded expectation that "everybody" is a church/synagogue-member served by a religious institution, has local family, has children living locally and is able to keep up with important information in the absence of a functioning local newspaper and in the splintering of digital communication • Lack of space • Financing and prioritization 11 I Page • Lack of regional planning [Identified themes.funding/economy, lack of space, competition, cultural barriers] 9 What/who are potential partners the Department should consider working with in the future?Why? • Library • Schools • Hayden • Senior Center • Schools • Community Education • Library • LexFun • PTAs • LAB • Minuteman Tech • Private business (e g, bike shops that could provide instructors to teach) • LexFarm • Conservation groups • Dana Home (cooking classes, nutrition) • Town's economic/business development • Youth sports organizations(e g , Pop Warner,CYBA, etc ) • Engage the business community, develop relationships, more outreach to brainstorm ideas • Community Education • Possibly work with neighboring community parks and recreation agencies, regionalism • HR and wellness programs for Town'employees • Tourism, existing partnership is good; possible more opportunities • Lexington Christian Academy—they have space available • Minuteman • Hayden • Service organizations(e.g , Lions Club, Rotary, Elks) • Human Services Department • Chinese Asian Americans of Lexington and Indiana Americans of Lexington (to address language barriers) • Partner with local schools (transition planning for teens with disabilities) • Hayden • Senior Center • Private businesses (sponsorships) • Universities and secondary schools (e.g., Best Buddies program—volunteerism) • Other recreation departments, avoid duplication • Lex Media • Schools (e g, summer program for persons with disabilities including for those over 22 years, athletic departments, P E and wellness departments, arts and music) • Cotting School (e g , summer program for persons with disabilities including for those over 22 years) • Neighboring communities to provide various services 12 I rage * Any agencies that have resources that could help the Department provide recreation services • Monroe Center for the Arts * Private businesses • Lexpress (summer gap on the Lexpress pass for students) ® Council on Aging * Lex Fun • Library • English at Large (meeting the needs with Asian populations) • 20/20 Sub committee * Community Education • Schools (intramural sports) * Youth sports organizations • Chinese Asian Americans of Lexington and Indiana Americans of Lexington (to address language barriers) • SEPAC(special education parents advisory council) * LAB (Lexington Arlington Bedford) • Lexpress • Board of Health • Lexington Newcomers Club • Schools including booster clubs • Youth sports organizations * International Educational System—language services • State Department (e g , Water Festival) • Adjoining towns/communities-bike path.connections ® Schools/Adult Education * Senior Center - • Farmers Market * Hayden Recreation Center * Community Farm * Conservation Commission * Committee with Specialized Focus • Bike Advisory Committee • "Seniors" and disabled, unable to drive, not aware of bus lines, with no bus on weekend * Adults fearful of walking on icy surfaces • Adults isolated in ever-more anonymous, hurried neighborhoods of people who remain strangers due to their busy schedules and lack of interest in connecting deeply with community • Adults with no public gathering place for Tai Chi, Zumba • Ethnic groups unable to speak English well • Lexington-At-Home "senior"group size restricted by members' living room size because no central place to gather 10 Do you believe there are populations who have no and/or limited access (e g , physical, financial, transportation, language barriers)to Department services? If yes, who are they and what do you believe are the barriers? • Increasing Asian populations • Language barriers 13 I Page • Greeley Village and Vine Brook(public housing villages)transportation and language barriers • Persons with disabilities • Elderly with mobility issues • Language barriers • Low income youth and families • People with mobility issues; physical access • Language barriers(Asian families—most frequently the older family members) • Affordable services for low income persons(is the outreach/education available?) • Language barriers • Technology, website provides some challenges in terms of accessing information • Those who do not wish to engage in technology • Increasing Asian populations and language barriers • Those with mobility issues • Those with limited technological access • Children who have working parents • Seniors (particularly those living in public housing) • Those with language barriers • Families who have children of multiple ages, child care is limited • Language barriers • Financial barriers—low income cannot afford some of the high fees • Transportation for seniors • Language barriers • Persons with disabilities • Language barriers • Transportation barriers • Families/individual with financial constraints • Community Education connected with many low-cost excellent teachers • Selectmen • Conservation Commission administering open space • LexFarm community farm organization • Social Services • Senior Center personnel • Transportation and LexPress • Advocates for community-building,for teens, for seniors • Churches with tax-free space and Interfaith outreach • Volunteers wishing to help improve Lexington's social recreation • Nearby Towns cooperating with sharing facilities and resources [Identified themes:cultural/language barriers, low income persons, older adults with mobility issues, persons with disabilities] 11 Are there any other things we should be aware of moving forward so that this process is as effective as possible? • Concerned about the community center; people say they want it but they then tend to say they don't want the services • Send surveys out to as broad audience as possible 14IPage • Open communication • Status of the community center project • The Department needs to be proactive in getting contributions from new community members (make a concerted effort to reach those who hey typically do not hear from) • Be open to what other parks and recreation agencies who are cutting edge are doing • Aging in place--strong desire of older adults to remain in homes, instead of theory that all would sell and move to CCRC More in-home service agencies increasingly available make it possible • Lexington is great location with access to Boston's cultural and educational riches, close to N.H , VT, ME--not as "far away" for retirees as Concord and beyond so incentive to stay and age in place currently practiced by 30%of Lexington "senior" population • Church and synagogue membership lacking in 21st century is not a substitute for well-planned social and physical recreational services for Lexington community at large • Lexington is the only town without a Community/Senior Center of all surrounding similar towns. A too-small space underground polluted with second-hand tobacco smoke is not healthful or even actually legal as a workplace and should not be acceptable as a recreational space for Lexington 12. Are there any other thoughts you would like to share concerning the Town of Lexington Recreation Department? • This community likes and values its recreation-both outdoor and indoor activity • Keep the channels of communication open between schools and the Department, too much to gain or lose • Good to have feedback from community'members who represent our community (does the Asian community have a seat at the table?) • Aren't enough fences in town • Youth sports—tension between recreational and competitive levels • The Department should remember its key role as facilities management and access for the community. • A need for central scheduling website. Black box scheduling elevates issues and concerns • The Department should continue to do what they are doing • Would be nice if we could make an annual movie about what the Recreation Department does in a year,.updates • More active participation in the Town lists • Utilize the demographic info available to inform and educate staff • Also use school district data to drive decisions • Se there waysto attract new increasing populations(e g , Asian community members) into public services • Important to engage the community in conversation without allowing domination- "one voice" • Being aware of which agencies are providing which services—ensuring access • A general coaches training including a concussion awareness program • The hut at the Reservoir"hut" is disgusting! • An improved effort to let us know what is going on would be great(let us know about community service opportunities, etc.) • Creating connections with the elderly • Works towards increasing inclusivity • Make public aware of recreation Committee and duties • Think longer term - master plan 15IPage • Employ creative ways to take care of the system and facilities • Take advantage of volunteers (e g,youth sports—adopt a park) • Lexington, described as"a wasteland" if one has no children here, and as"sterile suburbia", is well-known for its schools which sell its real estate, and for its tourism which makes money for some, but its community is split among various religions and fast-road-divided neighborhoods where as Noam Chomsky recently put it, "Lexington looks as though there has been a gas attack--here and there a garage door opens and an SUV comes out, the structures are intact, but there are no people"to speak of • There is no "pot-bellied stove" or"general store" or centralizing local community-building social recreational facility for actual community building. Lexington has fractured between "Townies" and "newbies", along age demographics and more recently including a burgeoning ethnic and a transient component unfamiliar with or not interested in local traditions and community values Why should one stay in Lexington except for the schools? How about building real, non- "Williamsburg-tourist dollar focused" actual community for all ages, mindful of social health? • Thank you after scheduling a Community Meeting during a scheduled Recreation Department course we had enrolled in,for making sure that those who do not see information on the computer or websites is able to contribute to your important Strategic Plan Development Focus Group It is important to reach out to all citizens in multiple modalities as our modes of communications change ever faster to the point of stress 16jPage RECREATION ENTERPRISE INDIRECT COST ANALYSIS February 1 9 , 201 3 LEXINGTON FINANCE DEPARTMENT SUMMARY. FY2014 INDIRECT COSTS DESCRIPTION Amount_ Auto Insurance (Table 1) - _ ... $ 832 Workers' Compensation (Table 11) $ 5,026 Employee Benefits (Table II) $ 87,311 General Insurance (Table III) $ 6,005 Indirect Town Expenses (Table IV) $ 218,139 Pension Benefits (Table V) $ 43,767 GROSS TOTAL $ 361,079 Credit for Recreation Director's Organization wide work $ (12,245) NE T REC .� C® I' /�h e-'' _. 1 1�.k cam,,,_ eL,ND-4-`,,-=- \ ki S i t ( C-s � � � . r 1c o 6 Q_-2--.- e,-- -1-, i 6•\ L.- P0.---V----- b c-ki.t.Q._ ).,- .-1-1.kt% cr,,,,, (AS )c),„,j- si �s+, �_ C c at I" Co .J-A•rev,\_, - j .0 1° C.tCOw-"-'`^. — R Q.AJ ,.!--F1---c.,-,of iZe vQ-1 r-r �- v 1 --- _� _ LL}2 (LS) `��`'� '�r (-5` ve r . V 0 i .l 0 L c Com✓ S Lv c- • "'�'-'P'`i r 4( a ��..� `"'-A a� -0 rN -.7-? fes--? t8-`-'y C°. t -- p� �- P roc-sf(t. ,,-, P,_C -i., "-71,-.i�,t . -V . .d-- t, C4...[ ! (f Q.: �;u i R.—• QS � TABLE I: EQUIPMENT MAINTENANCE, DEPRECIATION AND VEHICLE INSURANCE COSTS VEHICLE INFORMATION I VEHICLE INSURANCE Rec small SUV Ford 2009 Escape $832 3 TABLE II. EMPLOYEE BENEFITS AND WORKERS' COMPENSATION RECREATION DEPARTMENT EMPLOYEES Gross Cost UINN'S ANNUAL COMP DATE 1ST BASE %OF TIME SALARY IN SHARE OPEB- I RATE WORKERS EMPLOYED BY SALARY(FY IN DEPT RECREATION HEALTH DENTAL NORMAL : WORKERS (per$100 COMP POSITION GRADE LEXINGTON FTE 2014) ANNUALLY DEPARTMENT INSURANCE INSURANCE COST MEDICARE COMP CODE of salary) COSTS Benefit Totals DEPARTMENT CLERK 113 8/28/2009 1 $ 39 007 100 $ 39 007 $ $ 1 214 $ 566 8810 0 12 $ 47 $ 612 ADMINISTRATIVE ASSISTANT 126 1016/1980 1 $ 44 904 100 $ 44,904 $ 16,714 $ 430 $ 1,328 $ 651 ' 8810 0 12 $ 54 $ 17 849 ASSIST DIR OF RECREATION 216 9/4/2001 1 $ 82,819 100 $ 82,819 $ 16 714 $ - $ 2 578 $ 1 201 9102 1 97 $ 1 632 $ 19 547 SUPERVISOR OF RECREATION 210 10/23/2006 1 $ 65,604 100 $ 65 604 $ 16 714 $ 430 $ 2,042 $ 951 9102 1 97 $ 1,292 $ 19,388 DIRECTOR OF RECREATION 301 1/211996 1 $ 101 573 100 $ 101 573 $ 16714 $ 688 $ 3,162 $ 1 473 9102 197 $ 2,001 $ 20 878 ISUBTOTAL FTE 5 $ 333 907 $ 333 9071 $ 66,857 $ 1,548 $ 10,394 $ 4,842 l' $ 5 026 I $ 78 273 I SEASONAL I $ 3 670 ISUBTOTAL SEASONAL • I _rte$ 3670' I $ 3 670 1 !TOTALS $ 333,9111 $ 333,907 fib,-657 $ 1 45 $ 10,394 $ 8,514 9 5,026 $ 92,3371 Seasonal Employees AnalysFs Fiscal Year I Gross Pay MEDICAREI FY 2008 $242,376 $3,514 I FY 2009 $252 206 $3 657 I FY 2010 8264,697 $3 838 I 3 year Average $253,093. $3,670 I MEDICARE 1 45%of Gross Pay 4 TABLE IIIA GENERAL INSURANCE Recreation Share of Coverage Type Premium Premium Property/Equipment $ 317,252 $ 4,204 General Liability2 $ 49,076 $ 598 Umbrella2 $ 16,995 $ 207 Public Entity3 $ 40,567 $ 996 $ 423,890 $ 6,005 Allocation basis (0.46%): recreation building values as % of total building values from insurance policy statement of values Also includes the premium amount of$2,750 to insure the equipment at Pine Meadows. 2 Allocation basis (122%). FY13 recreation budget (net of indirect costs and debt service) as a % of total town general fund, schools, and enterprise budgets net of Minuteman Tech assessment, shared expenses (excluding Public Facilities), capital, reserves, enterprise fund indirect costs, enterprise fund debt service and MWRA assessments 3 Allocation basis (2.45%)• FY13 recreation budget (net of indirect costs and debt service) as a % of total town general fund and enterprise budgets net of school department budget, Minuteman Tech assessment, shared expenses (excluding Public Facilities), capital, reserves, enterprise fund indirect costs and enterprise fund debt service and MWRA assessments 5 TABLE IV INDIRECT TOWN EXPENSES FY2014 Total Salaries and Allocated Salaries Allocated Expenses Total Allocation Benefits Recreation Total Expenses Recreation Recreation Comptroller) $ 616,833 $ 28,334 $ 122,050 $ 5,606 $ 33,940 MIS 1 $ 704 577 $ 32 880 $ 549,600 $ 25,648 $ 58,528 Town Manager's Office3 $ 754,451 $ 11,673 $ 120,350 $ 1,862 $ 13 535 Audit Casts4 $ - $ $ 51000 $ 622 $ 622 DPW5 $ 95,319 $ 23,830 $ - $ 87,683 $ 111 513 $ 218,139 7 Allocation basis Accounts pavable/oavroil staff allocated on the basis of recreation A/P and pavroll transactions as a percentage of total transactions of all departments(including school)for A/P and municipal 2 Allocation basis.Recreation desk top computers as a percentage of total municipal desk top computers 3 Allocation basis Human Resources Officer and Benefits Coordinator(1 3%of total compensation)was derived by calculating the fulltime recreation staff as a percentage of total town employees The allocation of 2%of total compensation for the Town Manager and Assistant Town Manager was based on an estimate as to the amount of oversight provided, ¢Allocation bases Recreation Department budget as a%of the total General Fund budget(1 41%) 5 Allocation basis The cost incurred by DPW in support of the Recreation Enterprise averaged over a three(3)year period(FY 2010 2012)+1/4 of the salary and benefits of the DPW Superintendent of Grounds 6 TABLE V: PENSION EFI RECREATION Health Ins. Dental Total Karan Ojamaa $ 8,982 $ 474 $ 9,457 Sandy Alexander $ 7,981 $ 474 $ 8,455 Recreation share of annual $ 25,856 pension assessment TOTAL RECREATION $ 43,767 1 Allocation basis recreation salaries a a % of "covered payroll" from Lexington Retirement actuarial valuation multiplied by FY 14 pension assesment 7 Navi • atin ! the Minuteman Bikeway r ublic Opéñ Hoüi unday, May - , 2013 1:00 pm - 4:00 pi Lexington Depot (Next to the Bikeway) '13 Depot Square I Lexington, MA 02420 The Towns of Arlington, Lexington, & Bedford have been working with consultant Toole Design Group to gather input from the public and develop a plan with recommendations to improve the Minuteman Commuter Bikeway experience. Come to the Open House to review the Draft Plan Recommendations and provide your input. 4 :1 r, DRAFT Plan Recommendations: s ` • New Wayfinding System • Intersection Improvements • • New & Enhanced Traiiheads, Waysides, & Amenities } 4q T • Programs & Policies .- :xY _ Your opinion i n i n l simportant to us. For more information,contact: John Livsey, PE Come help make the jlivsey@lexingtonma goy 781-274-8311 Minuteman a better place to Chris Bosley, PE walk, bike, and roll ! cbosley@tooledesign corn 617-619-9910 x207 aV9'plapko, QF /44 ♦. M TooleA ° 4r t --• /I Group "s Eek °1. "°�y..1401,