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HomeMy WebLinkAbout2022-10-19-REC-min Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 698-4800 Christian Boutwell, Vice Chair Fax: (781) 861-2747 Carl Fantasia Lisa O’Brien Claire Sheth Renen Bassik Weiwei Li Recreation Committee Minutes of Meeting October 19, 2022 A meeting of the Recreation Committee was held on Wednesday, October 19, 2022 in person and via zoom as a hybrid meeting at 6:30pm in Room 237 of the Lexington Community Center. Members Present: Rick DeAngelis, Christian Boutwell, Renen Bassik, Carl Fantasia, Weiwei Li, Lisa O’Brien, and Claire Sheth Members Not present: 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, and Dave Pinsonneault, DPW Director Others Present: Suzie Barry (Select Board liaison), Michael Broderick (8 Pine Knoll Road, Lexington), Tim Clackson (14 Winthrop Road, Lexington), Sonal and Vivek Gupta (24 Parker Street, Lexington), Jerry Harris (25 Parker Street), Suzanne Lau (18 Phinney Road, Lexington), Kathleen Lenihan (School Committee liaison), Gerry Paul (43 Highland Avenue, Lexington), Lisah Rhodes (482 Marrett Road, Lexington), Carol Rose (11 Parker Street, Lexington), Sonali Shah (21 Parker Street, Lexington), Tom Shiple (18 Phinney Road, Lexington), and Longwei Su (29 Parker Street, Lexington) 1. Public Comment Carol Rose, resident of 11 Parker Street, introduced her concept to transform the eight remaining tree stumps at the Center Recreation Complex into a work of art. The stumps would be transformed into wood carvings with the theme being birds of New England. Each of the wood carvings would have a QR code where people could learn more about birds and ecology in New England. Ms. Rose indicated that she would like to apply for Community Preservation Committee (CPC) funding under the open space and recreation category. She is willing to volunteer her time for project management and if approved, the CPC funding would pay for the artists. This would serve as a link between Lexington High School, Hastings Park, and Cary Library. Ms. Rose informed the Committee that this proposal has been supported by Cary Library, DPW, and the Munroe Center for the Arts, support is pending from ACROSS Lexington and the Greenways Corridor Committee, and she is attending this meeting to seek support from the Recreation Committee. Ms. Rose stated that the trees have been capped after being cut to a height of 10’ and added that Dave Pinsonneault has been great to work with. Dave Pinsonneault, DPW Director, added that the tree carvings would complement the tree replantings at the park. Members of the Committee said that the concept sounds like a good idea and it will be a formal agenda item at the November meeting. 2 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 2. September Meeting Minutes Lisa O’Brien moved to approve the minutes from the September 29th meeting. Weiwei Li seconded the motion. The Recreation Committee voted 5-0 to approve this motion. 3. Recreation Committee Email Correspondence – Lisa O’Brien Lisa O’Brien reported to the Committee about the emails that were received over the past month. There was a wide variety and included such topics as the lights at the Center Track Field, a professional juggler associated with the Lexington Cultural Council, an article about no new synthetic turf fields being installed in Boston, the athletic fields feasibility study, indoor pickleball at the Hayden Recreation Centre, the Gallagher/Farias community meeting on October 25th, misuse of the Center Track (spectators and equipment in the track lanes during a game on the field), bench donation at Sutherland Park, parking issues at Muzzey, Lexington Little League storage containers enhancements/replacements, and the tree stump art proposal from Carol Rose. 4. Center Recreation Bathrooms & Maintenance Building – Mike Cronin Mike Cronin, Public Facilities Director, provided the Committee with a status update on the Center Recreation Bathrooms and Maintenance Building project. The bid opening was held on Thursday, September 1st. Five bids were received and they all came in over-budget. The average of the middle three bids was approximately $900,000. When soft costs and a 10% contingency are incorporated, that would bring the project total to $1,080,000, meaning that an additional $400,000 in funding is needed. Mr. Cronin added that there has been no change in the scope of the project and the request for supplemental funding will be presented at Special Town Meeting this fall. Renen Bassik asked what could be done to avoid having to ask for additional funds in the future. Mr. Cronin acknowledged the unpredictability that currently exists within the construction climate and it is unknown how much longer these conditions will continue into the future. Lisa O’Brien informed the Committee that the Community Preservation Committee (CPC) unanimously supported the request for additional funding at its September 15th meeting. Rick DeAngelis, Chairman of the Recreation Committee, stated that if the CPC is behind it, then the Committee should support the request for additional funding since the need still exists for this project to move forward. After a brief discussion, Christian Boutwell made the following motion: “The Recreation Committee supports and recommends approval by Town Meeting for the request for $400,000 in supplementary funding from the Community Preservation Fund to complete the Center Recreation Complex bathroom and DPW maintenance building renovation project.” Rick DeAngelis seconded the motion. The Recreation Committee voted 7-0 to approve this motion. A copy of the Special Town Meeting materials for Article 5 (Center Playground Bathrooms and Maintenance Building) and Article 10 (Town Pool Domestic Hot Water Heater) is attached to the meeting minutes. 5. 5 Year Capital Plan Updates – Peter Coleman Peter Coleman, Assistant Director of Recreation, provided the Committee with an update on the 5-Year Capital Plan. An updated version of the plan was distributed with the September meeting minutes. The revised version included a cost of $35,000 for the Town Pool Water Chemistry Automated Controllers (as compared to the initial amount of $25,000) and the requests for the Lincoln Park Field Improvements projects were adjusted based on the conversation that took place during the September meeting (FY24 – feasibility study, turf replacement at Lincoln #1, light installation at Lincoln #1 and #3; FY25 – turf replacement at Lincoln #2; FY26 – turf replacement at Lincoln #3). An updated version of the FY24-FY28 5-Year Capital Plan summary sheet is attached to the meeting minutes. 3 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 The request to replace the equipment at the Lincoln Park fitness stations has been moved from FY2027 to FY2025. Lisa O’Brien indicated that the next step would be to have a site visit as there is some concern about the condition of the boardwalk. Melissa Battite, Director of Recreation and Community Programs, mentioned that she needs to have a conversation with the Trust for Public Lands to see if funds could pay for the fitness equipment. If the answer is yes, this project would not have to follow the fiscal year schedule. The balance in the trust is approximately $800,000. Ms. O’Brien stated that while the trust receives approximately $20,000 in income each year, annual expenses average $40,000 each year to maintain the passive areas of Lincoln Park. At the conclusion of the conversation, Christian Boutwell made the following motion: “The Recreation Committee approves the updated Recreation FY2024-FY2028 5-Year Capital Plan with the revised amount of $35,000 for project Rec-24-4: Pool Water Chemistry Automated Controllers included.” Lisa O’Brien seconded the motion. The Recreation Committee voted 6-0-1 to approve this motion. 6. Draft Fact Sheets for Special Town Meeting articles – Christian Boutwell Christian Boutwell, Vice Chair of the Recreation Committee, reminded the Committee that creating fact sheets for the various capital improvement project requests is a practice that began back in the spring for Annual Town Meeting and this would be a continuation for the two articles that will be presented at Special Town Meeting. The fact sheets include a project background, funding background, updates, and a list of the boards and committees that supports the project. It was mentioned that the Committee’s vote should be listed on the presentation slides. Suzie Barry, liaison to the Select Board, recommended including the drawbacks, such as what it would mean if the project is not approved, on the presentation slides. Rick DeAngelis emphasized that the Center Bathrooms project is essential. Mr. Boutwell stated that the Department of Public Facilities has recorded presentations for both articles and that Mike Cronin will be able to answer questions that come up. Members of the Committee agreed that additional explanatory language is needed and should be posted on the website and Town Meeting Members email to convey all the supporters of these projects. Rick DeAngelis made the following motion: “The Recreation Committee approves the draft fact sheets for the 2022 Special Town Meeting with the provision that additional justification language will be inserted by the Vice Chair of the Recreation Committee.” Weiwei Li seconded the motion. The Recreation Committee voted 6-0-1 to approve this motion. The revised draft of the fact sheets for Special Town Meeting are attached to the meeting minutes. 7. Working Group(s) Update Claire Sheth provided the Committee with an update on the Tennis & Pickleball Working Group (TPWG). The group most recently met on Wednesday, October 12th. Ms. Sheth is the Committee’s liaison to the group and will be facilitating this working group going forward. She came up with some clarity surrounding the group’s charge and purview and prior to last week’s meeting, distributed a memo to this advisory group that focused on its ability to solve the supply/demand problem in Lexington. Ms. Sheth indicated that there was good attendance at the meeting with the members being engaged and that the group is in the information gathering stage at this point. The next action item is to identify criteria that court construction will be held to with the goal of providing staff and the Committee with a clear decision-making matrix. The group is comprised of a fair representation of stakeholders (tennis players, pickleball players, abutters). Renen Bassik inquired about accessible sports and asked how to further develop these programs in town. Melissa Battite stated that the accessibility improvements that were included in the 2017 ADA Compliance Study are being implemented every year and both Ms. Battite and Ms. Sheth agreed that accessibility would be an important element to include in the criteria. Rick DeAngelis asked if accessibility should be included in the charge of the TPWG as well as that of the Committee. Suzie Barry stated that the Committee is appointed by the Town Manager and approved by the Select Board and that committees know the work that they are tasked with. Mr. 4 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 DeAngelis believes that the Committee’s charge needs to be updated. He added that Ms. Sheth is a great facilitator and he is looking forward to ongoing work and recommendations that are put forth by the TPWG in the future. 8. Outdoor Athletic Lighting Discussion – Melissa Battite Melissa Battite reminded the Committee that this item was added to the agenda based on the three different correspondences that were received prior to the September meeting. Prior to the installation of new Musco lighting systems at the Center Recreation Complex in recent years, the last updates to the lights at the complex were completed in 1980 (Town Pool), 1986 (Gallagher Courts #1-4), and 1996/1997 (Center #1 baseball field and Center #2 softball field). Upon completion, the shutoff time for the Center #1/#2 lights was 10:30pm and the tennis and Pool lights went off at 9:00pm. Approximately seven years ago, the Center Recreation Complex athletic facility lighting project was introduced into the 5-year capital plan. There were some delays with implementation, but the lights at Center #1/#2 were replaced in 2019, the new lights at the Center Track & Field were installed in Summer 2020, and the light enhancements and upgrades were completed at the Gallagher and Farias Courts and Town Pool in early Spring 2021. In addition to these projects, lights were installed at Lincoln #2 in 2017. These lights were donated to the Town and had a shutoff time of 8:30pm at the time of installation. The recently completed athletic fields feasibility study identified installing additional lights as a key factor in reducing the overuse of the fields. The Committee last revised the outdoor lighting policy in 2020 and the athletic field and court use policy in 2021 and these policies are attached to the meeting minutes. With the new lighting system, the Center Track and/or Field can be illuminated based on the use. This year, the shutoff time at Lincoln #2 has been extended until 9:00pm and the lights at the Center Track Field were extended an additional 30 minutes on a select number of dates. The Recreation Committee was the voting authority on both of these occasions. Ms. Battite reminded the Committee that during the annual review of fees, the light times are included on the fee schedule. Members of the Committee then made remarks. Rick DeAngelis, who was one of four co-chairs for the Center #1/#2 project back in 1996/1997, emphasized that the shutoff time was 10:30pm back then and this time has been in effect for the past 25+ years. Mr. DeAngelis added that with the new light systems, there is less light pollution as newer technology allows the lights to operate more efficiently and they are focused in a more downward manner. Mr. DeAngelis also reiterated that the athletic fields feasibility study clearly identified the dearth of the field shortage that currently exists in town (At approximately 8:02pm, Peter Coleman stepped away from the meeting to deal with an issue at Lincoln Park and he rejoined the meeting and resumed taking minutes at approximately 8:15pm.). Weiwei Li indicated that he had seen the video that was submitted and showed people playing on the Center Track Field until 10:30pm. Mr. Li acknowledged that Center #1/#2 are farther away from the abutters than the Center Track Field and encouraged installing signage about there being less noise at the park after 9:00pm. Mr. Li shared that the sound of the sport playing that late at night was also loud, when the ball hit the paddle. Ms. Battite stated that the groups using the Center Track Field until 10:30pm are all adult sports. At this point, members in the audience had the opportunity to make comments. Jerry Harris, resident of 25 Parker Street, stated that he has been an abutter of the Center Track Field and Gallagher Courts for 22 years. Mr. Harris claimed that there have been dramatic changes over the past two years and asked the Committee to reconsider its policies. His issue is not with the tennis lights, but rather nights at the Center Track Field combined with the recent removal of the trees. The trees acted as a wall, a buffer between noise and lights. With the trees gone, Mr. Harris 5 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 explained there is no longer a buffer for noise and people can hear noise in their homes with the windows closed, which is detracting and distracting. Mr. Harris said that Lincoln #2 and the Center Track Field should be scheduled equitably. In his opinion, the current shutoff times are almost discriminatory against certain neighbors and taxpayers. Mr. Harris also questioned why extensions to the light times were communicated to abutters after the fact and not ahead of time. Mr. Harris ended his remarks by asking the Committee to reconsider having the lights at Lincoln and Center end at the same time in 2023. Sonali Shah, resident of 21 Parker Street, stated that she has lived at her current residence for 5 years and that the bright lights and loud cheering until 10:30pm is disturbing noise, especially on school nights. She also indicated that she had not received any information on the tree replanting plan and has looked into the possibility of planting trees on her property. Ms. Shah would like to see the lights off by 9:00-9:30pm on school nights and asked what the plan is regarding the trees. Dave Pinsonneault responded that there is a tree replanting plan in place that will occur in Spring 2023. An extensive plan is in place, which has been developed in collaboration with Weston Nurseries, and Mr. Harris has a copy of the plan. Mr. Pinsonneault added that the trees will be decent size when planted and the plan will be finalized next fall with a shrub planting. Suzanne Lau, resident of 18 Phinney Road and Town Meeting Member of Precinct 9, was involved in the light project at Lincoln #2 and the abutters of the park, especially those that live on Baskin Road, expressed their concerns about the lights and noise during the planning process. With the lights being new at Center Track Field, the question that Ms. Lau raised was at what point does the Committee consider the Center Track Field as a new facility versus including the lights into the existing facility as part of the entire Center Recreation Complex. Members of the Committee and staff had a chance to respond to the comments that were made. Rick DeAngelis acknowledged that he could understand the issue surrounding the tree removal. There will be a remediation buffer in place once the tree planting is completed as the new trees will muffle the noise and light. Melissa Battite highlighted the widespread community outreach and discussion that took place during the Center Track and Field construction project. When new lights were installed at Gallagher Courts #5-10, it was considered an additional facility. Ms. Battite added that having the lights on beyond 9:00pm at Lincoln Park would be problematic. Longwei Su, resident of 29 Parker Street, questioned why the light hours are different at different fields and thought that the times should be consistent regardless of location. Christian Boutwell provided some clarification about the 11:30pm end time at the Center Recreation Complex. Mr. Boutwell stated that anyone can propose a light shutoff time. He also added that the Committee did not approve the 11:30pm time and never moved forward with that. The discussion was clear that that time was too late. Rick DeAngelis wanted those in attendance to know that just because this was discussed, the Committee did not abandon part of the community. Regarding the tree removal and impact on noise and light, Mr. Boutwell believed that is a factor to consider going forward and stated that abutters are always stakeholders, whether it is in opposition for more noise and lights or later use. Lisa O’Brien said that she is very cognizant of the abutters and there has been a lot going on with that neighborhood over the past few years. Melissa Battite encouraged people to join the listserv to receive notifications when meeting agendas are posted. Ms. Battite added that it is a lot to ask Committee members and/or staff to reach every abutter with time-sensitive materials. Over the past three years, the community engagement practices that the department has implemented have been far beyond what has been done in previous years. With everything that is going on, activation of the Parker Street neighborhood is exciting and it will be beneficial to find a way to move forward. The item of the tree removal was brought up again. Rick DeAngelis encouraged people to call Dave Pinsonneault to discuss the tree planting plan and noted that the trees were taken down 6 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 because they were determined by an independent, third-party arborist to be hazardous. Jerry Harris claimed that the plan was presented to preserve the existing trees before they were ultimately removed and Christian Boutwell reminded Mr. Harris that trees do not fall under the purview of the Recreation Committee. Mr. Harris replied that while the new trees will look good in 10 years, they will not be helpful in the immediate future and the issue of light and noise is one that the neighborhood is dealing with now. While the conversation on this agenda item was taking place, people were writing in the question/answer section, so a copy of the Zoom Q & A is attached to the meeting minutes. 9. Recreation & Community Programs Report – Melissa Battite The October Recreation & Community Programs Report is attached to the meeting minutes. 10. Liaison Report The October Recreation & Community Programs Report is attached to the meeting minutes. An update from the Lincoln Park Sub-Committee will be added to the November meeting agenda. The next meeting of the Recreation Committee is scheduled to take place on Wednesday, November 16th at 6:30pm. The October 19th, 2022 meeting of the Recreation Committee adjourned at 8:58pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents distributed at the meeting are attached:  Special Town Meeting Materials on Article 5: Center Playground Bathrooms and Maintenance Building and Article 10: Town Pool Domestic Hot Water Heater  Updated Recreation FY2024-FY2028 5-Year Capital Plan Summary Sheet  Revised Draft of Fact Sheets for Special Town Meeting articles  Town of Lexington Outdoor Recreation Area Lighting Policy  Town of Lexington Athletic Field and Court Use Policy  October 19, 2022 Recreation Committee Meeting – Zoom Q & A  October 2022 Recreation & Community Programs Report  October 2022 Liaison Report