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HomeMy WebLinkAbout2016-09-14-REC-minFrederick DeAngelis, Chairman Lisah Rhodes, Vice Chairman Sandra Shaw Ruixi Yuan Jason Denoncourt Town of Lexington Recreation Committee Tel: (781) 698 -4800 Fax: (781) 862 -2747 Recreation Committee Minutes of Meeting September 14, 2016 A meeting of the Recreation Committee was held on Wednesday, September 14, 2016 at 7:OOpm at the Lexington Community Center, 39 Marrett Road, Lexington. Members Present: Jason Denoncourt, Lisah Rhodes, Sandra Shaw, and Ruixi Yuan Members Absent: Rick DeAngelis Staff Present: Karen Simmons, Director of Recreation and Community Programs, Sheila Butts, Community Center Director, Chris Filadoro, DPW Superintendent of Public Grounds, and Peter Coleman, Assistant Director of Recreation Others Present: Ellen Cameron (Council on Aging Liaison) and Tom Shiple (Lexington United Soccer Club) 1. Meeting Minutes from June 15, 2016 and July 19, 2016 Sandra Shaw moved and Ruixi Yuan seconded approval of the Recreation Committee Minutes of June 15, 2016 and July 19, 2016. The Recreation Committee voted 4 -0 to approve the minutes of June 15, 2016 and July 19, 2016. 2. Citizens and Other Boards — None 3. Liaison Reports — None 4. Recreation 5 -Year Capital Plan Fiscal Years 2018 -2022 Karen Simmons, Director of Recreation and Community Programs, presented the FY2018- FY2022 5 -Year Capital Plan to the Recreation Committee. The four capital projects scheduled for FY18 are implementing of Phase 3 of the Irving H. Mabee Town Pool renovations, purchasing of a greens mower and trim mower for the Pine Meadows Golf Club, improving and upgrading the current irrigation systems at 14 athletic fields around Town, and replacing the swing sets and installing bike racks at Bow Street Park, Franklin Park, and Munroe Park. The Town Pool renovation project is estimated to cost $1,620,000 and will include the installation of new filtration systems and the reconfiguration of the Wading Pool. The company that completed the Town Pool facility audit in 2008 (BH +A) has been hired to complete the design /engineering work, as well as a mini audit with an updated cost estimate, and will be the consultant during the construction work. The construction is scheduled to begin the day after Labor Day 2017 so the facility will be ready to open in June 2018. At Pine Meadows, Ms. Simmons emphasized how critical it is to keep the golf course in good condition and the new mowers would replace a greens mower from 2002 and a trim mower from 2001. The irrigation upgrades have been moved up to FY18 due to the drought we experienced this summer The new computerized controls would help improve the efficiency of the irrigation systems and provide an operational cost savings. After some discussion, Lisah Rhodes, Vice Chairman of the Recreation Committee made the following motion: The Recreation Committee votes to approve the Recreation FY2018- FY2022 2 5 -Year Capital Plan as presented, September 14, 2016. motion. The Recreation Committee voted 4 -0 to approve. 5. Community Center Room Rental Fees Sheila Butts, Community Center Director, presented the proposed room rentals fees for the Lexington Community Center and members of the Committee received a copy of the fee schedule. Ms. Butts informed the Committee that approximately 100,000 people came to the Community Center during its first year of operation. A Town -wide universal use policy is in the process of being created so the fees charged at the Community Center are in line with the fees charged at Cary Hall and the Lexington Public Schools. This has been a collaborative effort between the Facilities Department, Town Manager's Office, Cary Memorial Library, and Recreation and Community Programs. The policy would be for any group or organization that is not a Town department, board, or committee. Ms. Butts indicated that different fees will be charged, depending on the size of the room and how many people it can hold. The fee categories are as follows: Sandra Shaw seconded the o Large Meeting Room (20+ people): o Medium Meeting Room (8 -16 people): o Small Meeting Room (2 -8 people): o Dining Room (Room 139): o Fitness Room (Room 006): $30.00/hour with a 2 -hour minimum S25.00/hour with a 1 -hour minimum S20.00/hour with a 1 -hour minimum 5200.00/3 -hour block or $400.00 all day on Saturday $ 100.00 /hour with a 1 -hour minimum Additional fees will be assessed only if service is required. The room rental form will be available on the Town website and people will be able to complete the form and apply online or submit the application through mail or in person at the Community Center. Ms. Butts indicated that Town departments, boards, and committees and Lexington residents would receive priority and room reservations will be made no more than three months in advance. She also mentioned that people who have called to inquire about room rentals over the past three months have been notified about the upcoming fees. Karen Simmons, Director of Recreation and Community Programs, noted that staff will need to find a healthy balance with room rentals so the Human Services and Recreation and Community Programs Departments will still have adequate space to run programs. Ms Simmons also indicated that while the Community Center Division operated at a deficit in FY16, it is projected that revenue generated from room rentals will be approximately $50,000. If the Recreation Committee approves the fees, they would be presented to the Board of Selectmen at their September 26' meeting and the fee schedule would be implemented immediately pending the approval of the Board of Selectmen. After a brief discussion, Sandra Shaw made the following motion: The Recreation Committee votes to approve the proposed Lexington Community Center room rental fee schedule. Jason Denoncourt seconded the motion. The Recreation Committee voted 4 -0 to approve. 6. Diamond /Clarke Middle School Construction Update Peter Coleman, Assistant Director of Recreation, updated the Committee on the status of the renovation projects at the Diamond and Clarke Middle Schools. At Diamond, the timeframe for when the softball field will be shifted is currently being negotiated. Initially, the field work was scheduled to take place in Summer 2017, but the field may need to go offline sooner than that. This is something that the Committee will be updating at its October meeting. At Clarke, Mr. Coleman reminded the Committee that the tennis courts went offline in late June and will remain closed through at least the end of 2017. Karen Simmons, Director of Recreation and Community Programs, added that when the tennis courts at Clarke are reconstructed, she would recommend installing one permanent pickle ball court and two tennis courts. It would take up the same footprint. 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 (mail) 39 MARRETT ROAD • LEXINGTON, MASSACHUSETTS 02421 (office) 3 7. Disc Golf Course Karen Simmons, Director of Recreation and Community Programs, reported that the disc golf course at the Bridge School had been completed. The course was constructed by Pieter Svenson, Life Scout who completed this as his Eagle Scout service project, along with the support of Boy Scout Troop #119. Ms. Simmons commended Pieter on the fantastic job that he did throughout the entire process and she indicated that it would have cost between $40,000 - $50,000 if a company had been hired to complete this project. The department will post information about the disc golf course on the Town website and purchase discs with the course logo on it to help promote the opening of the course. 8. Lincoln Park Light Project Update Tom Shiple, President of the Lexington United Soccer Club (LUSC), thanked the Recreation Committee for supporting the turf replacement projects at the three multi- purpose athletic fields at Lincoln Park over the past few years. Mr. Shiple also requested permission for LUSC to temporary lights at Lincoln #2 on weeknights from 5:30pm- 8:30pm beginning on Monday, October 3' and ending on Friday, November 11th. Karen Simmons, Director of Recreation and Community Programs, recommended that the same conditions be followed that were in place for the Fall 2015 season in a letter dated September 10, 2015. Lisah Rhodes, Vice Chairman of the Recreation Committee made the following motion: The Recreation Committee votes to approve the installation of temporary lights at Lincoln #2 from October 3, 2016 through November 11, 2016, following the same conditions that were outlined in the letter dated September 10, 2015. Ruixi Yuan seconded the motion. The Recreation Committee voted 4 -0 to approve. Mr. Shiple then presented an update on the light project at Lincoln Park. The test borings have been completed and bedrock was hit at 43' at three of the four holes. At the four test boring, the bedrock was hit at 47' -48' down. The consultant is proposing a concrete pad of 10' x 10' and if the pad can be reduced from a depth of 6.5' down to a depth of 4' down, the benefit would be 40% less material would be required. The light poles will be located 5' -10' feet off of the field and the two outstanding permits are through Conservation and the Massachusetts Department of Environmental Protection (DEP). In the best -case scenario, Mr. Shiple stated that the lights could be installed by the Fall 2017 season. As of now, LUSC has raised approximately $100,000 of the $500,000 needed for the project. Mr. Shiple also presented a variety of ideas to the Committee with ways donors could be recognized for their contributions towards this project. After a brief discussion, members of the Recreation Committee recommended that LUSC pursue a combination of a boulder at midfield and /or plaque signage as ways to recognize donors. 9. Recreation Report • Karen Simmons, Director of Recreation and Community Programs, began by commending the staff for a successful summer Ms. Simmons specifically complimented Sheila Butts, Community Center Director, Peter Coleman, Assistant Director of Recreation, and Tyler Radicioni, Recreation Supervisor, for all of their efforts during the summer season. • Ms. Simmons read a letter from David Williams and the Lincoln Park Sub - Committee (LPSC). The letter stated that the landscaping of Lincoln Park restroom facility has deteriorated and as a result, the LPSC has come to the conclusion that it will no longer be responsible for the landscaping at the Lincoln Park restroom facility. • Peter Coleman, Assistant Director of Recreation, provided a brief overview of the summer Mr. Coleman complimented the seasonal staff as their commitment and hard work led to the summer being a success. During the ten weeks of summer programming (June 20th- August 26th), approximately 2,400 participants attended the 92 day camps, sports clinics, and tennis programs that were offered. There were also over 1,100 in the 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 (mail) 39 MARRETT ROAD • LEXINGTON, MASSACHUSETTS 02421 (office) 4 American Red Cross swim lessons offered at the Town Pool Complex. There were approximately 150 seasonal staff members (60 aquatics staff and 90 day camp /sports clinic /tennis staff) and in addition to staff, 40 volunteers donated approximately 1,300 hours of their time this summer • Mr. Coleman also highlighted a few of the upcoming fall and winter programs. The NFL FLAG Football League consists of 36 teams and 369 players this fall. The program began in 2008 with 4 teams and 44 players. Under the direction of Tyler Radicioni, Recreation Supervisor, this program continues to thrive and grow in popularity. The beginner /advanced beginner and intermediate adult pickleball programs are all full and adding a third session of the people on the waitlists is being considered. For our ski and snowboard programs that begin in January at Nashoba Valley, there are already 92 elementary students in the Thursday afternoon program and 110 middle school and high school students in the Friday evening program. • Ms. Simmons also provided an update on the ongoing and upcoming capital improvement projects. The turf replacement project at Lincoln #3 was completed in August. A contract has been awarded for the replacement of the playground at Marvin Park. The renovation project at the Lincoln softball field is scheduled to be completed this fall. The ADA study is ongoing and should also be completed this fall. At Pine Meadows, the project that will reconstruct the 4"' green has encountered a few obstacles due to its proximity to the wetland, so this project has been delayed and construction is scheduled for October of 2017. The renovation of the Adams multi - purpose field is scheduled to be completed in Spring 2017 with the field tentatively scheduled to come back online for the Fall 2017 season. 10. Parks Report Chris Filadoro, DPW Superintendent of Public Grounds, provided the Parks Report. The Worthen Road practice field looks really good and should open in two weeks. Lexington High School will have their first home football game the night of Friday, September 16"'. Mr. Filadoro praised Larry Anderson and the staff for their efforts at the Town Pool this summer. The Tree Committee will be doing more plantings at athletic fields to provide more shade in out -of -play areas. The Center Track Field was rested for several weeks over the summer so DPW staff could aerate and seed the field. The next meeting of the Recreation Committee is scheduled to take place on Wednesday, October 19, 2016 at 7:OOpm in Room 237 of the Lexington Community Center. The September 14, 2016 meeting of the Recreation Committee adjourned at 8: 35pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents /exhibits distributed at the meeting are attached: • Lexington Community Center Proposed Room Rental Fee Schedule • Lexington United Soccer Club (LUSC) Proposal for Temporary Lights at Lincoln Park • Friends of Lincoln Field Lights Recognition Ideas • Letter from David Williams and the Lincoln Park Sub - Committee 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 (mail) 39 MARRETT ROAD • LEXINGTON, MASSACHUSETTS 02421 (office)