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Home My WebLink About2013-10-22-REC-min` pU 5 MORN p 1 77 5 � p Town ®f Lexington It W > Recreation Committee s V APRIL I9' � IN - t 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 October 22, 2013 A meeting of the Recreation Committee was held on Tuesday, October 22, 2013 at 6:00 p.m. in the Recreation Office at the Town Office Building, Members Present: Rick DeAngelis, Lisah Rhodes, Wendy Rudner, Sandra Shaw Members Absent: Howard Vogel ..... ......... ......... ......... ......... ......... ...... ......... .. ..... .... . ... ...... ...... ..... . Staff Present: Karen Simmons, Director of Recreation, Peter Coleman, Recreation Supervisor, and Sheila Bugs, Assistant Director Others Present: Hank Manz, Board of Selectmen Liaison 1. Citizens and Other Boards: none 2. Meeting minutes from September 18, 2013 Discussion and approval of the September 18, 2013 was tabled until the November 20, 2013 Recreation Committee meeting. 3. Liaison Reports • Lincoln Parr Subcommittee o Wendy Rudner distributed notes from the Lincoln Park Subcommittee meeting that was held on October 2, 2013. . o Wendy Rudner reported that the financial expenditures of the LPSC appear very high. She expressed concerns that the LPSC is draining the principle in the LPSC public trust account. o Karen Simmons, Director of Recreation reminded the Recreation Committee that they have oversight of the funds, as the LPSC is a subcommittee of the Recreation Committee. o Members of the Recreation Committee asked if the LPSC must abide by MGL, Procurement Laws if the money being expended comes from the Public Trust. o Hank Manz commented that he has had conversations about this issue with Carl Valente, Town Manager, and Rob Addelson, Assistant Town Manager for Finance. They indicated that this is an issue throughout the Commonwealth and they are trying to get a jump on it. o Rick DeAngelis asked when representatives from the LPSC are next scheduled to attend a Recreation Committee meeting. He further requested that the LPSC be put on the agenda for an upcoming Recreation Committee meeting so that a discussion about financial and fiscal responsibility might take place. 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 o The Recreation Committee also shared the view that the Lincoln Park Subcommittee has done some great things throughout the park, and should be commended for their efforts. 4. Appointment to Lincoln Park Subcommittee Karen Simmons, Director of Recreation, informed the Recreation Committee that Lynn Pease, Selectmen's Office, had received an application from Cynthia Kuechle for appointment to the LPSC. Per the Recreation Committee charge the Lincoln Park Subcommittee is made up of a maximum of 7 members; there are currently 5 individuals on the LPSG The Recreation Committee would like to talk with Ms. Kuechle before they would make the appointment. Ms. Simmons indicated that she will invite Ms. Kuechle to the November Recreation Committee meeting. Peter Coleman, Supervisor of Recreation told the Recreation Committee that he has heard that an individual on the LUSC Board of Directors is also interested in becoming a member of the Subcommittee. 5. Recreation 5 -Year Capital flan — FY2015- FY2019 Karen Simmons, Director of Recreation, reported she will be amending the Recreation 5 -Year capital Plan for two reasons: a. Discussion that will take place during Executive Session this evening. b. Lincoln Park Field # 2 Turf Replacement. The costs for work on Lincoln # 1 have been "too close for comfort ". Ms: Simmons reviewed the alternatives for the Lincoln # 1 bid and ... rejected four due to lack of funding. These included extending the warranty from S to 10 years; cleaning out the detention basins; installing protective safety netting between field 1 and field 3; and rehabilitate the existing gravel pave system in the parking areas that abut field # 1. North East Turf, sole installer of Field Turf for New England was awarded the contract for the Lincoln # 1 project. c. Ms. Simmons will amend the current project requests based upon the current specifications, which may increase the request amount by $40,000 to $60,000. Funding for this project will be requested from three funding sources. The Enterprise fund, CPA and the Tax levy. G. Recreation Report Karen Simmons reported on the following: • Costs for construction projects are currently creeping up. Contractors are busy and bid numbers are coming in higher than the cost estimates that we received fast year for projects. Also, some contractors that specialize in athletic fields have informed the town they are too busy and unable to submit a bid. • Phase 3 of the Center Complex Drainage Project has been broken down into three sections. o Work on the Track Field should begin next week. Sports Turf Specialists was awarded the bid for this project. o Bids for the little league field, Worthen Road Field and parking area came in close to $200,000 above budgeted cost estimates. The scope is being examined and these components will be separated into two phases. • The bid documents for the Golf Course Management have been advertised. Ms. Simmons anticipates that there will be numerous bidders for this contract. She, Howard Vogel, Rick DeAngelis, Chris Filadoro, Peter Coleman, and Sheila Butts will review the bids once they have been received on November 22. • Pine Meadows is in great condition. Ms Simmons reviewed possible improvements to the course including repairs to some tee boxes and bunker work, Staff at Pine meadows will work on these issues over the winter months. • As of November I Pine Meadows will initiate its winter rate schedule: weekday Junior and senior rates will be $12.00; weekday rates will be $15.00; weekend resident rates will be $17.00; and weekend non - resident rates will be $20.00. Income at Pine Meadows for the fiscal year is at $372,000 or up approximately 2 %. Income during the calendar year is down approximately 2% Other upcoming projects include renovation of the Sutherland Little League field, including replacement of the backstop, and pond cleaning and drainage work at Pine Meadows. Todd Cataldo, who spoke to the Recreation Committee about lighting possibilities at Center 4 4, has not contacted the department yet with a more specific proposal. Rick De Angelis noted that Mr. Cataldo has spoken with Musco Lighting. 7. Parks Report • Chris Filadoro, Superintendent of Public Grounds, was unable to attend the meeting. At 6 :41 p.m. Rick DeAngelis moved that the Recreation Committee go into Executive Session. The vote was as follows: Rick DeAngelis — yes; Sandra Shaw — yes; Wendy Rudner — yes; Lisab Rhodes -- yes; Howard Vogel — absent The Recreation Committee reconvened after its Executive Session at 6:55 p.m. New Business: • The next meeting of the Recreation Committee is scheduled on Wednesday, November 20, 2013 at p.m. in the Town Office Building Parker Room. • The October 22, 2013 meeting adjourned at 6:56 p.m. Respectfully Submitted, Sheila Butts Assistant Director