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HomeMy WebLinkAbout2016-11-16-REC-min Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 698-4800 Lisah Rhodes, Vice Chairman Fax: (781) 862-2747 Sandra Shaw Ruixi Yuan Jason Denoncourt Recreation Committee Minutes of Meeting November 16, 2016 A meeting of the Recreation Committee was held on Wednesday, November 16, 2016 at 7:00pm at the Lexington Community Center, 39 Marrett Road, Lexington. Members Present: Rick DeAngelis, Jason Denoncourt, Lisah Rhodes, Sandra Shaw, and Ruixi Yuan Staff Present: Karen Simmons, Director of Recreation and Community Programs, Chris Filadoro, DPW Superintendent of Public Grounds, and Peter Coleman, Assistant Director of Recreation Others Present: Tom Shiple (Lexington United Soccer Club) 1. Meeting Minutes from October 19, 2016 Sandra Shaw moved and Jason Denoncourt seconded approval of the Recreation Committee The Recreation Committee voted 4-0 to approve the minutes of Minutes of October 19, 2016. October 19, 2016 . 2. Citizens and Other Boards None 3. Liaison Reports Sandra Shaw said that the FY2018 capital improvement projects presentations given by the staff were received positively by the Community Preservation Committee (CPC). One question that was asked was if alternative sources of funding had been considered for the Irving H. Mabee Town Pool renovation project. Karen Simmons, Director of Recreation and Community Programs, stated that the Department does explore alternative funding sources, such as grants. en Space and Recreation Plan has been approved by the state and the Town can apply for state grants. Sandra Shaw also talked about an informational meeting that was held recently where the topic of establishing a bike-share program in Lexington was discussed. A representative from the company Zagster gave the presentation and the program would allow people to rent bikes for a fee. Zagster is looking to have 1-2 sites in Lexington and it is possible that Arlington and Lexington could work together on this project. 4. Recreation 5-Year Capital Plan Fiscal Years 2018-2022 Karen Simmons, Director of Recreation and Community Programs, provided a brief update on the 5-Year Capital Plan. Staff have presented the capital improvement projects to the Capital Expenditures Committee (CEC) and the Community Preservation Committee (CPC). Lisah Rhodes volunteered to present the recommended projects at the Annual Town Meeting and Ruixi (Ray) Yuan will serve as the back-up presenter. The staff will also be presenting the nd Friday, December 2. 2 5. Community Center Fees Update Karen Simmons, Director of Recreation and Community Programs, updated the Committee on the status of the Community Center room rental fees. Not much progress has been made over the past month. The Board of Selectmen have a few concerns as there are individuals in the community that believe there should be rooms at the Community Center that are available to use ess the questions that were raised by the Selectmen. 6. Diamond/Clarke Middle School Construction Update Peter Coleman, Assistant Director of Recreation, informed the Committee that there was no new update and the renovation projects at the Diamond and Clarke Middle Schools are moving forward as scheduled and will not impact the field use at these sites during the Spring 2017 season. 7. Lincoln Park Light Project Update Tom Shiple, President of the Lexington United Soccer Club (LUSC), thanked the Recreation Committee for approving use of the temporary lights at Lincoln #2 this fall. Use of the lights proved to be successful once again this fall and Mr. Shiple believes that it has increased the justification and need for permanent lights at the field. Mr. Shiple indicated that while LUSC has not received a formal report from the consultant, they have received a new cost estimate, which came in 15% less than the original estimate and is well th within the budget. On Thursday, November 17, an article will appear in the Lexington Minuteman that will provide an overview of the project and launch the fundraising campaign. On th Friday, November 18, letters will be sent out to approximately 2,500 LUSC families that will ask for donations. Mr. Shiple told the Committee that while $125,000 has been raised so far, the overall budget for the project is approximately $550,000 and the next 30 days will be telling. The final permitting with the Massachusetts Department of Environmental Protection will be completed in the spring and construction is tentatively scheduled to begin in late spring or early summer. 8. Recreation Report Karen Simmons, Director of Recreation and Community Programs, distributed the FY2016 highlights and performance measurements to the Committee. The performance measurements show the community what the Department does and who it serves during the year. In FY2016, the Department provided 24 families with 82 individual program scholarships. The Department works with the Human Services social worker, who completes a thorough financial assessment, before any financial assistance is given. If approved, a scholarship for up to 50% of the program registration fee may be given. Attendance at the Town Pool and Old Reservoir has decreased slightly in recent years. Staff will continue to work with DPW to make the facilities attractive and inviting and implement incentives that will encourage people to come to the facilities. Pine Meadows is scheduled to close in early December. The maintenance staff need three days to cover and prepare the greens for the winter. The course closed on th December 20 last year, which is unusually late in the season. Ms. Simmons informed the Committee of two potential partnerships moving forward. The first is with the Minuteman Tech High School as the athletic director spoke with Ms. Simmons and the Town Manager about developing an athletic complex as well as for assistance with field space while the new high school is being constructed. This is a conversation that is just beginning. 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 3 For the current capital projects, Ms. Simmons informed the Committee that a landscape architect has been hired to oversee the fence replacement at the Center Recreation Complex and Muzzey Field. This project will be completed in the spring. The reconstruction of the basketball courts at Kinneens Park and Rindge Park are nearing completion. Through this project, the Kinneens court increased in size from a ¼ court to a ½ court. Lastly, the new playground at Marvin Park is scheduled to be installed the week of November 28 th. Peter Coleman, Assistant Director of Recreation, provided an update of Town Pool renovation project. The design and engineering work continues. The consultant (BH+A) will provide the Town with a revised cost estimate before the end of the month and our hope is for the project to be presented to the Recreation Committee at its December meeting. Mr. Coleman also provided an overview on a few programs. The NFL Flag Football th League concluded on Sunday, November 13. It was another successful season as the league consisted of 36 teams and 369 players this season. The In-Town Basketball League programs will begin before the end of the month and games will start on the first thth Saturday in December. Enrollment in the boys 7/8 grade league has increased to 8 teams and 88 players this season, as compared to 6 teams and 60 players last winter. The winter program brochure will be taken to the post office on November 18 th and Lexington residents should receive their copy in the mail during the week of st registration for all winter programs will begin on Thursday, December 1. Along with winter program registration, the Department will begins its summer staff recruitment in the coming weeks. The deadline for returning staff members to submit their applications is January 6 th and the application deadline for new applicants is March st 1. 9. Parks Report Chris Filadoro, DPW Superintendent of Public Grounds, provided the Parks Report. Regarding the renovation project at the Lincoln softball field, the field work is approximately 90% complete and the backstop and dugout portion of the project is approximately 50 % complete. The bid documents for the Adams Field renovation project are being finalized and construction will begin next spring. The Board of Selectmen unanimously approved the Fletcher Park Ice Rink. The Selectmen are in favor of some lighting at the site to extend the operating hours and the rink will neighborhood group that is coordinating the rink will look for donations and volunteers to help maintain the rink throughout the winter and if the weather permits, DPW is scheduled to install the rink in mid-December. Mr. Filadoro reported that every athletic field has prepped for the winter, which includes aerating, overseeding, and fertilizing. In addition, all irrigation systems have been blown out. Lastly, the final Lexington High School home football game of the season will be held on Thanksgiving. The meeting concluded with Karen Simmons, Director of Recreation and Community Programs, publically announcing her retirement, effective February 11, 2017. Ms. Simmons said that it has been a privilege and an honor to serve the Lexington community in this capacity for the past 21 years. She said that she has been blessed to work with a great team and she expressed how grateful she was to each member of the Recreation Committee for their guidance, support and assistance during her tenure. Members of the Recreation Committee complimented Ms. Simmons on her illustrious career and commended her for her innovation, organization, poise, and professionalism that she exhibited over the years. The Committee stated that this will be a big loss for the Town and the department, but wished Ms. Simmons nothing but the best in her retirement. Recruitment for the next director has already begun and 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 4 the hope is for the new director to be in place by the end of January so this individual can overlap before The next meeting of the Recreation Committee is scheduled to take place on Wednesday, December 14, 2016 at 7:00pm in Room 237 of the Lexington Community Center. The November 16, 2016 meeting of the Recreation Committee adjourned at 8:25pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents/exhibits distributed at the meeting are attached: FY2016 Highlights FY2016 Performance Measurements Portrait Worksheet 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421