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HomeMy WebLinkAbout2019-04-03-REC-min \OVS MOH,y�'Y 1775 C m Town of Lexington m o� Recreation Committee APRIL ff, �X1NUV Frederick DeAngelis, Chairman Tei: (781) 698-4800 Lisah Rhodes,Vice Chair Fax: (781) 861-2747 Lisa O'Brien Ruixi (Ray)Yuan Francesca Pfrommer Recreation Committee Minutes of Meeting April 3, 2019 A meeting of the Recreation Committee was held on Wednesday,April 3,2019 at 6:00pm in the Hudson Room at the Cary Memorial Building, 1605 Massachusetts Avenue, Lexington. Members Present: Rick DeAngelis,Lisah Rhodes, Lisa O'Brien,Francesca Pfrommer, and Ruixi Yuan Staff Present: Melissa Battite,Director of Recreation and Community Programs,Peter Coleman,Assistant Director of Recreation, Christine Dean, Community Center Director, Chris Filadoro, DPW Superintendent of Public Grounds, and Dave Pinsonneauult,DPW Director Others Present: Meg Buczynski (Architect with Activitas),Eileen Jay(School Committee liaison). See the attached sign-in sheet for complete attendance 1. Center Track&Field Reconstruction Rick DeAngelis, Chairman of the Recreation Committee,began the meeting with an opening statement. Mr. DeAngelis informed the Committee members and those in the audience that based on information from the Town's Procurement Officer, the Town cannot legally modify any of the base bids or reduce the scope of the project. Mr. DeAngelis, stated that the purpose of the meeting was to vote on the playing surface for the Center Track Field. During the series of public meetings that have been held,the Committee has heard from the Lexington Public Schools, Lexington United Soccer Club (LUSO), Lexington Youth Lacrosse(LYL), Lexington High School track and field athletes and coaches,the Lexington Tree Committee, and many Lexington residents. Mr. DeAngelis reiterated that the meeting must conclude by 6:45pm and members in the audience who had not spoken at a previous meeting or members in the audience who had any new information was given the opportunity to present any new or relevant information to the discussion. Matt Keis, LUSC board member, stated that the playing surface should meet the needs of the most users and be the most cost-effective solution,both in the upfront investment and ongoing maintenance, for the Town. Mr. Keis added that installing organic infill could reduce the heat. After this,individuals who had spoken at previous meetings were given the opportunity to make comments. Steve McKenna,Assistant Track Coach at Lexington High School,made some remarks and distributed a packet of information to the Committee members that is attached to the minutes. Mr. McKenna stated that while the hybrid turf playing surface is relatively new,it has been around since the 2012 Summer Olympics in London. At those Olympics,the javelin,discus, and hammer throwing events were all thrown on this surface as there was no warranty on the hybrid turf field. Mr. McKenna added that no new synthetic turf fields are being installed in some European countries,due in part to the flammable substances 2 that are contained within this type of field. Mr. McKenna acknowledged that organic infill does present health problems and referenced a study done in Missouri regarding the effects of heat on hybrid field versus a synthetic field. Lastly, Mr. McKenna questioned why a synthetic turf field would be installed when Town Meeting banned the use of plastic straws only a few weeks prior. Tom Shiple, Town Meeting member,reiterated his support for the synthetic turf field. Mr. Shiple stated that in 2014, the Center Track Field was renovated at a cost of$190,000 and within one year,the condition of the field had deteriorated. Mr. Shiple also believes that the comparison to the New England Patriots practice field at Gillette Stadium is not equal since a heating system would not be installed here in Lexington and added that synthetic turf would be a win-win for everyone. Mr. Shiple referenced the Recreation Committee meeting minutes from the October 17, 2018 where it states that hammer cannot be thrown on a hybrid or synthetic playing surface. There are twenty-three(23)nearby venues that have a track surrounding a synthetic turf field,including five of the six communities that Lexington competes against in the Middlesex League. Mr. Shiple concluded his remarks by stating that protective mats could be placed over the synthetic turf field during the Lions Club 4th of July Fireworks each year. Dawn McKenna,Town Meeting member, started off by thanking the Recreation Committee and Melissa Battite, Director of Recreation and Community Programs, for ensuring that she was able to attend the meeting. Ms. McKenna stated that at the 2018 Annual Town Meeting, the report stated that hybrid turf was being considered and questioned how the project could be bid out any differently. She reiterated her hope that the Recreation Committee would honor what was reported to Town Meeting last year. After Ms. McKenna's remarks, that concluded the public comments portion of the meeting and then the Recreation Committee began deliberating on the issue. Melissa Battite reiterated to the Committee that the add alternates must be taken in the order that they were listed on the bid documents. Ms. Battite added that Article 27 provides the opportunity to request additional funding from Town Meeting for previously approved capital articles should the Committee decide that it would like to pursue hybrid turf as the playing surface. Rick DeAngelis started off the conversation by asking the Committee members if they were willing to seek additional funding from Town Meeting if hybrid turf was the direction the Committee chose. Each Committee member then followed with their own comments. Ruixi Yuan,Recreation Committee member,reported on his site visit to Lincoln Park and the Center Recreation Complex earlier that afternoon. Mr. Yuan observed several different groups using the synthetic turf fields (soccer,lacrosse,ultimate frisbee) and the people he spoke with indicated that they enjoyed the playability there. At the Center Track Field,there were track runners and throwers. He noted that the field was a bit more uneven and there were signs of wear-and-tear due to overuse. Mr. Yuan asked wat the maintenance costs would be for both a hybrid turf and a synthetic turf field. Chris Filadoro,DPW Superintendent of Public Grounds, stated that regular inspections and grooming of a synthetic turf field must be completed. Lisa O'Brien,Recreation Committee member, expressed her support for a synthetic turf field due to the multi-use purpose of the playing surface. Currently, the Center Track Field is permitted approximately 1,800 hours of use each year and a synthetic turf field can support 2,500 hours of use annually. Ms. O'Brien referenced that the examples of hybrid turf fields are located in large stadiums with controlled access and while it is an innovative technology, in her opinion, a hybrid turf field is not the right fit for the Center Track Field at this time. 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 3 Francesca Pfrommer, Recreation Committee member, shared her concerns about the health and well-being of the players. Ms.Pfrommer spoke specifically to the heat and environmental concerns. Regarding heat,Ms. Pfrommer acknowledged that organic infill is still being perfected, and at the same time, a hybrid field is a better product from an environmental standpoint. Ms. Pfroimner said that she supports a hybrid turf field and would seriously consider requesting additional funding from Town Meeting. Lisah Rhodes, Vice Chair of the Recreation Committee,was sympathetic to the concerns that had been raised. With that being said, Ms. Rhodes stated that the Committee could implement a policy which identifies when and when not to use a field to help alleviate some of the heat concerns. Ms. Rhodes emphasized to the Committee that for a number of years,the top priority of the Recreation Committee has been to actively seek additional playing fields. She added that at last year's Town Meeting, it was presented that both a synthetic turf field and a hybrid turf field were being considered. Ms. Rhodes concluded her remarks by stating that she did not want to go back to Town Meeting to request additional funding for this project. Rick DeAngelis, Chairman of the Recreation Committee,began his comments by stating that funding was the main concern for him. Currently,the baseball and softball teams that use the natural grass fields at the Center Recreation Complex are struggling with where to practice whereas the synthetic turf fields at Lincoln Park provide great playability. Lisa O'Brien added that another consideration is the later school start time for the Lexington Public Schools and the impact it will have on when youth organizations will be using the fields. At this point of the meeting,the Committee members began expressing support for which option they preferred. Ruixi Yuan stated that he was in favor of a synthetic turf field and accepting Alt 0 (extending the warranty on the field from 8 to 10 years) and Alt 1 (using organic infill instead of rubber infill). Lisa O'Brien has raised some questions about the organic infill. Dave Pinsonneault,DPW Director, declared that the organic infill would require more maintenance than what is currently done for the synthetic turf fields at Lincoln Park and acknowledged that additional organic infill would need to be purchased and stored to have it on hand when it was needed,which would incur an additional cost. Lisa O'Brien stated that the safety of the organic infill and its incremental costs are of concern to her and she was in favor of a synthetic turf field and accepting Alt 0. Francesca Pfrommer reiterated her desire for the Committee to look out for people's safety and well-being which also making a decision that was environmentally sound. Lisa O'Brien and Rick DeAngelis expressed support for extending the warranty and Mr. DeAngelis added that his preference was to have the same infill system(sand/rubber mix) as the synthetic turf fields at Lincoln Park. At this point, Lisah Rhodes made the following motion: The Recreation Committee moves to accept the base bid plus Alt 0, which includes a synthetic turf' .field with standard sand/rubber infill and extending the warranty from 8 years to 10 years, at its price of$3,115,850. Lisah O'Brien seconded the motion. Ruixi Yuan requested that the motion be amended to include Alt 1,which was the organic infill. No Cominittee members seconded the proposed amendment, so the vote returned to the main motion as proposed by Ms. Rhodes. The Recreation Committee voted 4-1 to approve. The next meeting of the Recreation Committee is scheduled to take place on Wednesday,April 24" at 7:00pm in Room 237 of the Lexington Community Center,39 Marrett Road. 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 4 The April 3"� 2019 meeting of the Recreation Committee adjourned at 6:41pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents/exhibits distributed at the meeting are attached: • April 3, 2019 Recreation Committee Meeting Sign-In Sheet • Information distributed by Steve McKenna • Memo from Peter Rowe,Interim Assistant Superintendent for Finance and Operations of the Lexington Public Schools • Email from Larry Freeman 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421