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HomeMy WebLinkAbout2018-11-8-CPC-min Minutes of the Community Preservation Committee Thursday, November 8, 2018 Parker Meeting Room Town Office Building 1625 Massachusetts Avenue 4:00 PM Committee Members Present: Marilyn Fenollosa (Chair); Dick Wolk (Vice-Chair), Charles Hornig, David Horton, Jeanne Krieger, Joe Pato, Bob Pressman, Lisah Rhodes, Melinda Walker. Administrative Assistant: Gina Federico Other Attendees: Wendy Manz, Capital Expenditures Committee liaison to the CPC; Peter Coleman, Assistant Director of Recreation,; Christine Dean, Community Center Director,; Christopher Filadoro, Superintendent, Tree Warden,; Carolyn Kosnoff, Assistant Town Manager for Finance (arrived at 4:47),; Melinda Spencer, Administrative Manager Recreation. Ms. Fenollosa called the meeting to order at 4:01 PM. 1) Old Reservoir Bathhouse Renovation- Mr. Coleman requested $620,000 in CPA funds for the renovation of the Old Reservoir Bathhouse.This is the second phase of a two-phase approach. Phase one, which was appropriated in FY 19 encompasses a feasibility study. It was determined that the building is in need of a complete renovation instead of a complete demolition based on the results of the feasibility study in addition to cost factors. The renovation would include repairs to the plumbing system, installation of new fixtures, a new roof, and reconfiguration of the main entrance. An ADA Compliance Study was completed and it was determined that the bathhouse is not in compliance with ADA standards as it currently stands, and was identified as a top priority project. Ms. Fenollosa asked if the Bathhouse is open during ice skating season. Mr. Coleman responded that the Bathhouse is not heated and that ice skating is not encouraged on the Old Reservoir. It is strongly encouraged that skaters use the manmade rink located at Fletcher Park. The Committee questioned the priorities of the Recreation department since they have four substantial CPA funds projects requested for FY20. Mr. Coleman responded that if they didn't receive the support of the CPA that they would look for other funding sources and continue daily operations. Ms. Walker asked who conducted the feasibility study and if they are confident that nothing additional will be uncovered during the renovation. Mr. Coleman responded that Colin Smith 1 Architecture was responsible for the feasibility study and that he believes the study is comprehensive. The CPC voted in a straw poll to support the project (8-0) and 1 "maybe" from Mr. Wolk. 2) Park Improvements- Hard Court Resurfacing- Mr. Coleman requested $70,000 in CPA funds for hard court resurfacing for Adams Park. The project includes resurfacing, painting, and restriping the Adams Tennis Courts and Basketball Courts as well as installing a permanent bike rack. The park was last resurfaced in 2004 and another resurfacing isn't anticipated for an additional 10-15 years. Mr. Filadoro noted that the resurfacing process takes approximately two weeks to complete. The Committee questioned if the project will cause a disruption to the neighborhood located near Adams Park on Massachusetts Avenue. This area has seen three years of consecutive construction and the Committee would like not to disrupt the area more than it already is. Mr. Filadoro noted that there would be a minimal impact to Massachusetts Avenue if any, since Adams Park is located behind the Waldorf School set back from Massachusetts Avenue. The CPC voted in a straw poll to support the project (9-0). 3) Park Improvements-Athletic Fields- Mr. Coleman requested $435,000 in CPA funds for improvements to the Diamond Middle School Field. The field improvements would include drainage, laser grading, natural turf, and new irrigation controls. It was noted that the Diamond Middle School Field is the second highest used field in Lexington. Groups such as Lexington United Soccer and numerous sports clinics utilize the field and pay a registration fee. Fees are collected based on a tier system. Revenue generated from field fees are used for maintenance of the field. Mr. Filadoro noted that the majority of the funding request would go to the recommendations identified in the ADA Compliance Study completed in 2017. The study identified that there is no accessible walk between the ball fields. It is the goal of Recreation Department to install an accessible walk connecting all ball fields to each other and to the parking lot. The Committee noted that projects will need to be prioritized since the FY20 funds requests are significant. The CPC voted in a straw poll to support the project (9-0). 4) Inter Municipal Agreement with Minuteman High School- Mr. Coleman requested CPA funds for a Recreation Athletic Complex located on the grounds of the Minuteman High School campus. The project would be based on a long term Inter Municipal Agreement (IMA) between the Town of Lexington and Minuteman High. At the time of the public meeting the amount of CPA funds requested was unknown. The total cost of the IMA is estimated at $20 million. Minuteman has already 2 bonded $12 million and Recreation has requested $8 million in funds to be sourced through a combination of CPA funds and a tax levy. Mr. Coleman has explained that Minuteman is committed to $12 million and that if the cost of the project comes in at a lower amount then Lexington would pay the lesser amount. He noted that Minuteman needs an answer by March 31, 2018 and that Minuteman is aware of the Annual Town Meeting process. Mr. Coleman stated that this is an accelerated project and that the Athletic Complex is expected to be complete by fall of 2020. There are two design options for the Recreation Athletic Complex, one which reflects a full build and a second that reflects an alternate build. The full build has the land transformed into a multi-purpose stadium-like structure with bleachers, a concession stand, a press box, and a storage shed in addition to multiple athletic fields such as tennis courts and a softball field.The full build would include a shot put field, batting cages, a senior baseball field, regulation softball field, and tennis courts. All fields would use synthetic turf and would receive a new lighting system. The proposed alternate build would not include tennis courts and all fields would use natural grass instead of synthetic turf. Mr. Filadoro noted that synthetic turf is more cost effective because there is less maintenance involved in comparison to natural grass. Mr. Coleman stated that approximately 2500 hours of field use are denied each year because of the overwhelming use of town fields. He believe that the IMA will help reduce the amount of hours denied each year. Ms. Fenollosa asked if there was a schedule of who could use the Athletic Complex as a part of the IMA. Mr. Coleman responded that use of the Athletic Complex will be based on a tier system similar to the same tier system currently used for all Town fields. Minuteman would have priority use of fields from 2:30-5:30 PM during the weekdays. After 5:30 Lexington would have priority including weekends. Mr. Coleman mention that specific details are still in negotiations. Ms. Fenollosa asked about general maintenance of the Complex and if labor costs would be shared. Mr. Coleman noted that the Town staff would not be able to handle the maintenance and that additional staff would need to be hired. A second option would be for the Town to enter into an agreement with Minuteman where the Town of Lexington would be billed for maintenance service. The Committee discussed whether there were any plans for a community pool in the Athletic Complex. Mr. Coleman stated that currently there are no plans for a community pool, and in a follow up question noted that yes, a community pool could potentially be placed in the location in the future. Mr. Wolk noted that some of the land on the map provided is considered wetlands or conservation land. He strongly suggested that research be conducted on the areas that are considered wetlands or conservation before any future decisions are made regarding a pool. 3 The Committee discussed whether the Athletic Complex would have adequate parking. Mr. Coleman responded that the architects are confident that there is adequate parking to accommodate the use. It was noted that the Recreation Department would be in charge of the day-to-day management of operations. It was mentioned that although a portion of the Athletic Complex containing the tennis courts is located in the Town of Lincoln. Lincoln would not have priority access to the fields and that the IMA is strictly between the Town of Lexington and Minuteman High. If residents of Lincoln were to use the field they would be considered on the tier for nonresidents. The Committee questioned the affordability of the project. Ms. Kosnoff commented that the Committee doesn't have the funds to support all of the project requests for FY20 and that bonding will be required. It was suggested that the Committee consider prioritizing what is most important. Ms. Kosnoff also stated that the Town would have to continue to impose a CPA surcharge until the end of the life of a bond. Mr. Coleman stated that by the end of November he will have a full breakdown of costs and that the IMA is Recreations top priority. It was the general consensus that more information is needed, specifically about how much of the project will qualify for CPA funds. The proposed project will require long term maintenance and it is a concern of the Committee that future funding requests for the IMA will take away from funding requests for smaller recreation projects such as neighborhood parks. The CPC decided not to conduct a straw vote because more information is needed, specifically financial information. 5) Needs Assessment Report-The Committee discussed updating the existing annual Needs Assessment Report. It was decided to have individual members work on their edits and then discuss the revisions in a public meeting. The Open Meeting Law was discussed and it was established that edits can't be distributed through email because it may constitute a "deliberation".The Committee discussed scheduling a Public Hearing to take public comments on the revised 2018 CPC Needs Assessment Report. 6) Minutes-After a motion duly made and seconded, the minutes from the CPC meeting on October 4, 2018 were approved as submitted (9-0). The minutes from the CPC meeting on October 4, 2018 Executive Session were postponed for discussion until the next meeting on November 15, 2018.The Committee will meet in Executive Session under Exemption 6 to discuss the minutes. After a motion duly made and seconded, the meeting was adjourned at 6:04 PM. 4 The following documents were used at the meeting: 1) Meeting Minutes- 10-4-18, 10-4-18 ES 2) Conceptual Site Plan-Athletic Facility Respectfully submitted, Gina Federico Administrative Assistant Community Preservation Committee 5