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HomeMy WebLinkAbout2021-09-29-REC-min `OVs MORN' O� 1775 tic Town of Lexington D x W Recreation Committee APRIL 19' �FXI IN 61 Frederick DeAngelis, Chairman Tel: (781) 698-4800 Lisah Rhodes,Vice Chair Fax: (781) 861-2747 Christian Boutwell Carl Fantasia Lisa O'Brien Claire Sheth Recreation Committee Minutes of Meeting September 29, 2021 A virtual meeting of the Recreation Committee was held on Wednesday, September 29, 2021 at 7:00pm through the Zoom platform. Members Present: Rick DeAngelis, Lisah Rhodes, Christian Boutwell, Carl Fantasia,Lisa O'Brien, and Claire Sheth Staff Present: Melissa Battite,Director of Recreation and Community Programs,Peter Coleman, Assistant Director of Recreation,Mike Cronin,Public Facilities Director, Christine Dean, Community Center Director, Carolyn Kosnoff,Assistant Town Manager for Finance, and Dave Pinsonneault,DPW Director Others Present: Suzie Barry(Select Board liaison), Gene Bolinger(Weston & Sampson), Ellen Cameron (Council on Aging liaison), Ryan Chmielewski(Weston& Sampson), Tim Clackson (14 Winthrop Road, Lexington), Suzanne Lau(18 Phinney Road, Lexington),Kathleen Lenihan (School Committee liaison), Dawn and Steve McKenna(9 Hancock Street, Lexington),and Tom Shiple (18 Phinney Road, Lexington) 1. September 15,2021 Minutes Christian Boutwell moved to approve the minutes from the September 15t'meeting with a revision to item 49,paragraph 2, line 2.With the revision,the minutes now read "it was agreed upon that this decision would not set a precedent for other playground replacements in the future..."Lisa O'Brien seconded the motion. The Recreation Committee voted 6-0 to approve the September 15 minutes. 2. Public Comment Tim Clackson, resident of 14 Winthrop Road and Vice President of Logistics for the Lexington United Soccer Club (LUSC)made some comments and a copy of the letter that LUSC sent to the Committee is attached to the meeting minutes. Mr. Clackson explained that there are a few factors that are impacting the scheduling for LUSC and the other Lexington youth sports organizations this fall. LUSC has approximately 100 teams with 1,300-1,400 participants each season and he emphasized the importance of weeknight field availability from 5:30-8:30pm. One concern is the increasing use of the synthetic turf fields by Lexington High School(LHS) Athletics on weekday evenings. LHS Athletics has scheduled more back-to-back weekday games due to the lack of officials. In previous years,this typically happens 1-2 times per season. By comparison,there are 6 such instances of back-to-back games this fall. The second concern is the encroachment of LHS Athletics into LUSC permitted field time. LHS Athletics games can run beyond their expected end time,which leads to sudden unavailability for LUSC and other youth sports organizations without any notification ahead of time. While these occurrences are unpredictable due to travel,they have a significant impact on the youth sports groups. The third 2 concern is the Diamond Middle School on Saturdays. For the last 15 years, LUSC has offered its Grade K-2 programs (with approximately 500 participants) at Diamond on Saturday mornings. The German School also operates at Diamond on Saturdays. The main issues are parking, logistics, and ensuring safety as there are non-stop arrivals throughout the day. LUSC has worked with the Recreation and Community Programs Department and the German School to come up with short-term compromises. Going forward, Mr. Clackson indicated that LUSC will cooperate fully as the various stakeholders pursue permanent solutions for these issues. Members of the Committee thanked Mr. Clackson for bringing this to their attention and for LUSC's partnership with the Town. 3. Committee Email Correspondence—Lisa O'Brien/Lisah Rhodes Lisa O'Brien reported that the emails that have been received over the past few weeks have included such items as interest in more badminton opportunities,pickleball courts,the trees behind the Gallagher Courts, and a request from the United Cricket League (UCL)to hang a banner. 4. Athletic Fields Feasibility Study—Weston & Sampson Gene Bolinger, Principal-hl-Charge,and Ryan Chmielewski, Project Manager, from Weston & Sampson provided the Committee with a status update on the athletic fields feasibility study. The project update and presentation slides are attached to the meeting minutes. The presentation provided an overview of the basic goals and process for the study, field inventory and analysis, programmed used and capacity of the fields, stakeholder involvement and data analysis,and what the next steps will be. Mr. Bolinger explained that the basic goals of the study include determining the benefit of installing sports lighting and/or additional synthetic turf fields, optimizing the use of the existing fields through reconfiguration or expansion, and evaluate the potential need for purchasing a site for field expansion or pursuing a public/private partnership. Mr. Bolinger added that safety is the first priority and recommendations will look to provide the maximum longevity for the fields. The final study will include conceptual field improvement plans for each site included in the study. Mr. Chmielewski reported that staff from the Town and Weston &Sampson completed twenty (20) site visits in August. The sites include Adams Park, Bowman School, Bridge School, Center Recreation Complex, Clarke Middle School, Diamond Middle School, Estabrook School,Fiske School,Franklin Park, Garfield Park,Harrington School,Hastings School,Justin Park, Kinneens Park, Lincoln Park, Marvin Park, Munroe Field, Muzzey Field, Rindge Park, and Sutherland Park. Among the items included in the physical conditions analysis are turf quality, irrigation, drainage,grading, field dimensions, solar orientation,room for expansion/re-orientation,ADA access,lighting, available amenities,and environmental constraints. Mr. Chmielewski stated that while there are 22 living grass diamond fields (4 large and 18 small), 19 living grass rectangle fields (9 large and 10 small), and 4 large,rectangle synthetic turf fields,the number of fields that Lexington actually has when field overlays and daylight limits are taken into consideration is still being determined as all of the data is currently being reviewed. Mr. Chmielewski added that he has reached out to the Lexington Public Schools to determine the actual use of the fields during the school day for physical education classes and recess. For stakeholder involvement,there was a Sports Advisory Council meeting on Monday, September 20t'where an overview of the project was provided. Going forward,it will be critical to determine the current and future field demand. The various youth and adult sports organizations will be submitting their field use data to Weston& Sampson by October 1St and a considerable amount of work will be completed in this area during the upcoming weeks. The outreach will continue when a community engagement meeting is held on Tuesday, October Stn at 7:00pm via Zoom. Mr. Chmielewski concluded the presentation by reiterating that one of the 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 3 primary goals is to increase the dependability of the fields and look at the potential for expansion, if needed. Those in attendance had the opportunity to ask questions and make comments. Members of the Committee expressed their excitement for this study. Rick DeAngelis, Chair of the Recreation Committee, expressed that this was the most challenging summer due to all of the rain and exclaimed that he is a believer in expanding the usability, dependability, and availability of the athletic fields and that he is a supporter of synthetic turf fields. Mr. Chmielewski responded that the study will look globally at all sites regarding the possibility of converting fields from grass to turf. Mr. DeAngelis stated that he is a big proponent of the Town's recreational resources and losing fields for a few years for future construction projects, such as the new Lexington High School,would be devastating. Tom Shiple, resident of 18 Phinney Road, inquired about the investment in turf and lights and if they leverage each other. Mr. Bolinger replied by stating that both turf and lights provide a dependable level of use and Mr. Chmielewski added that lights provide the most benefit in the fall when daylight decreases. Dawn McKenna,resident of 9 Hancock Street, asked if other sites such as the property off of Wyman Road (Baskin) and Laconia Street will be reviewed and wanted to make sure that all stakeholders are being represented. Mr. Bolinger reiterated that they want to recognize as many stakeholders as possible and that the Baskin and Laconia Street properties could be reviewed. Melissa Battite, Director of Recreation and Community Programs, indicated that information about the public meeting on October 5"was included in the Link to Lexington newsletter that was sent out on September 24' and October 1St and is also on the Department's capital projects webpage. For anyone who is unable to attend the public meeting on October 5th,they should send their thoughts, comments, and input to Recreation and Community Programs staff,who will then forward it to Weston & Sampson. 5. Center Restrooms—Mike Cronin Melissa Battite and Mike Cronin, Public Facilities Director,presented the preliminary design for the Center Restrooms renovation and the presentation slides are attached to the meeting minutes. Ms. Battite reminded the Committee that the feasibility study gave the recommendation for the restrooms building and storage and that the design that was brought forward to the 2021 Annual Town Meeting was indefinitely postponed due to outstanding questions. Since that time, staff from Recreation &Community Programs, Public Facilities,and DPW have been working together with the consultant, LDa Architecture,to modify the design. The current building has DPW storage on one side and the restrooms on the other side. Mr. Cronin reported that the building is in need of significant upgrades and the three main areas that this renovation will focus on are increasing safety through a modified layout,installing gender-neutral restrooms, and storage considerations. There are currently five storage trailers on the site,which are rather unsightly, and ways to incorporate these storage needs into an additional storage building/facility are being explored. Ms. Battite indicated that a dumpster was brought in over the summer for a clean-up where the organizations could unload items that were no longer needed. The groups were appreciative that this action was taken. Mr. Cronin acknowledged that LDa is struggling with staffing currently and they thought they would be further along with the design process. Members in the audience had the opportunity to make comments and ask questions. Christian Boutwell appreciated the fact that the current design is maximizing entrance to the bathrooms on the front of the building. Tom Shiple questioned whether a new roof will be installed or if the current roof will be redone. While he appreciated the progress that has been made, Mr. Shiple was hopeful that the design for the storage building would be further along. He asked how much storage will be needed. According to his measurements,there is approximately 1,370 square feet available in the storage trailers currently and he wanted to make sure the new storage building remains within the current footprint. Dawn McKenna appreciated the community outreach 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 4 meeting that was held back in July. Ms. McKenna expressed concerns regarding what the policy will be for accessing the storage building. Specifically, she asked if private groups will be able to store equipment onsite and if they will be charged for this service. Ms. McKenna inquired if the area behind the bleachers at the Crumb Football Field could be used for storage. She added that she would not be comfortable with this request being presented at the 2021 Special Town Meeting this fall unless the design for the storage building is further along. Steve McKenna, cross country and track coach at Lexington High School,praised the work that had been done and all of the time and effort that went into the design. Mr. McKenna wondered if the storage facility could be kiddie-cornered where the storage trailers are currently. He also questioned whether the project would move forward without the storage building being designed and was mindful of the aggressive timeline that is trying to be achieved. Mr. Cronin responded by stating that he would like to see the storage design further along as well. The schematic design is still in the process of being developed. He added that LDa is currently looking at pricing to see how much the Morton-style building for storage would cost. Mr. McKenna's top concern is ensuring that the scope of the project fulfills all of the programmatic needs and that the Recreation Committee should make its decision clear to the public,whether to move forward with the restrooms and storage building at the same time. Rick DeAngelis stated that the project fulfills a real important need at the Center Recreation Complex as the current bathrooms are an embarrassment. At the same time, Mr. DeAngelis admitted that there was not information in front of the Committee to move forward at that time. He recommended that the restrooms design should move forward and was in favor of having an additional meeting to discuss this matter further. Christian Boutwell concurred and was in favor of another meeting to talk this through. While there were some concerns expressed about the project budget, Steve McKenna reiterated that in his opinion,Town Meeting would buy into and be willing to pay for this project as long as all of the programmatic needs of the Lexington Public Schools, DPW, Recreation&Community Programs, and Lexington youth sports organizations are met. At the conclusion of the discussion, Rick DeAngelis made the following motion: "The Recreation Committee moves to further discuss the Center restrooms and storage building project, with the most current information possible from the architect(LDa), at a meeting next week. This meeting is scheduled for Wednesday, October 6th at 7:00pm through Zoom." Lisah Rhodes seconded the motion. The Recreation Committee voted 6-0 to approve this motion. 6. 5-Year Capital Plan—FY23-FY27 Melissa Battite and Peter Coleman,Assistant Director of Recreation,reviewed the revised 5-Year Capital Plan and a revised draft version of the FY2023-FY2027 Recreation &Community Programs 5-Year Capital Plan is attached to the meeting minutes. While the Committee approved the proposed FY23 projects at its September 15t'meeting,this conversation focused on the FY24- FY27 projects and the 5-Year Capital Plan in its entirety. Mr. Coleman provided a brief overview of the proposed FY24-FY27 capital projects. In all,the total amount budgeted for the FY2023- FY2027 Recreation and Community Programs 5-Year Capital Plan is $12,367,000. As the projects were being reviewed,members of the Committee had the opportunity to ask questions and give feedback. Christian Boutwell wondered about a gap year between the turf replacements at Lincoln Park to spread out the cost a little bit more. Lisa O'Brien expressed interest in reviewing the request to replace the fitness equipment at Lincoln Park next year. This request is currently scheduled for FY27 and consideration should be given to potentially move that request up a year. At this point, Rick DeAngelis made the following motion: "The Recreation Committee moves to approve the revised Recreation & Community Programs FY2023-FY2027 5- Year Capital Plan, as presented." Lisah Rhodes seconded the motion. The Recreation Committee voted 6-0 to approve this motion. 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 5 7. Capital Summary Memo—Christian Boutwell Christian Boutwell reviewed the capital summary statement that he wrote and a copy of the statement is attached to the meeting minutes. Rick DeAngelis commended Mr. Boutwell for the well-written statement and expressed appreciation for his dedication,passion,and professionalism. Mr. DeAngelis added that the statement should be included with the 5-Year Capital Plan. After a brief discussion, Rick DeAngelis made the following motion: "The Recreation Committee moves to include the revised capital summary statement, which was written by Christian Boutwell, with the Recreation & Community Programs FY2023-FY2027 5- Year Capital Plan." Lisah Rhodes seconded the motion. The Recreation Committee voted 6-0 to approve this motion. The next virtual meeting of the Recreation Committee is scheduled to take place on Wednesday, October 6t"at 7:00pm through the Zoom platform. The September 29th, 2021 meeting of the Recreation Committee adjourned at 9:25pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents distributed at the meeting are attached: • Letter from the Lexington United Soccer Club (LUSC) • Project Update and Presentation Slides on the Athletic Fields Feasibility Study • Center Restroom Building—Renovation Preliminary Design Progress Presentation Slides • Revised Draft of the FY2023-FY2027 Recreation &Community Programs 5-Year Capital Plan • Revised Recreation Committee FY23—FY27 Capital Summary Statement 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421