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HomeMy WebLinkAbout2019-06-19-REC-min (includes attachments) S M 1775 E I , Town of Lexington Recreation Committee APRIL R' C�kING1 Frederick DeAngelis,Chairman Tel: (781) 698-4800 Lisa h Rhodes, Vice Chair Fax: (781) 861-2747 Lisa O'Brien Ruixi (Ray) Yuan Francesca Pfrommer Recreation Committee Minutes of Meeting June 19,2019 A meeting of the Recreation Committee was held on Wednesday,June 19, 2019 at 7:00pm in Room 237 of the Lexington Community Center, 39 Marrett Road,Lexington. Members Present: Lis ah Rhodes,Lisa O'Brien, Francesca Pfrommer and Ruixi Yuan Members Absent: Rick DeAngelis Staff Present: Melissa Battite, Director of Recreation and Community Programs,Peter Coleman, Assistant Director of Recreation,Christine Dea ,Community Center Director, and Chris Filadoro, DPW Superintendent of Public Grounds Others Present: Tim Clackson (14 Winthrop Street,Lexington) and Deepika Sawhney (School Committee liaison), and David Williams (Lincoln Park Sub-Committee) 1. Meeting Minutes from May 15,2019 Ruixi Yuan moved and Lisa O'Brien seconded the approval of the Committee Minutes of May 15"'. The Recreation Committee voted 3-0-1 to approve the May 15 minutes. 2. Citizens,Public eta of Boards Tim Clackson,resident of 14 Winthrop Street and Fields Coordinator for the Lexington United Soccer Club (LUSO),expressed his support for the proposed bleachers and scoreboards at Lincoln Park. 3. Lincoln Park Sub-Committee Annual Update David Williams, chairman of the Lincoln Park Sub-Committee (LPSC),provided the Committee with an annual update. Mr.Williams reported that the Granite Forest project is on budget and emphasized that it will be important to educate people on what the Granite Forest is. The next steps include plantings of trees in the fall,completing engravings on the granite, and installing an informational sign about the Granite Forest. It is estimated that fundraising in the amount of approximately$80,000 is needed to complete this work. Mr. Williams noted that the park is doing well and is maintained regularly, which involves one person there every week and two people there every-other week. He added that ten trees along Worthen Road were damaged over the winter. Melissa Battite,Director of Recreation and Community Programs, reported to the Committee that the safety netting along the end of Lincoln#3 that abuts the Granite Forest was replaced and extended on June 171. This investment cost approximately$7,000 and was paid for out of the Recreation Enterprise Fund. Mr. Williams indicated that the fitness stations at the park are used heavily. They were installed back in 2003 and the LPSC grooms the regularly. He added that one of the boardwalks was repaired last year as well. 2 4. Liaison Reports Deepika Sawhney, liaison from the School Committee,provided an update to the Committee. Ms. Sawhney reported that some key leadership positions have been filled recently and the new principals at the Fiske School and Clarke Middle School, as well as the new Assistant Superintendent for Finance will begin in their positions on July V. Toellone, the former principal at the Fiske School, has accepted a new position within the Lexington Public Schools Central Administration office. One of Mr.Martellone's responsibilities will be overseeing the implementation of the later school start times for the 2020-2021 school year. Melissa Battite requested that a member of the Recreation Committee and/or Recreation and Community Programs staff have a seat at the table and be present throughout the master planning process so the department can work collaboratively with the School Department to come up with creative solutions and better understand the impact the later school start times will have on the recreational programs and services offered within the community. Ms. Sawhney added that the School Committee will also be looking into redistricting for the 2020-2021 school year and the construction of the Lexington's Children's Place and new Hastings School are both on schedule. 5. Donations 0 LHS Soccer Boosters—Lincoln Bleachers Melissa Battite provided the Committee with an overview of the proposed accessible bleachers at Lincoln Park, including the location and visual rendering which are attached to the minutes. The bleachers will be placed on the parking lot side of Lincoln#2 by where the walking path around the perimeter of the field and the access path next to the restroom facility intersect. The bleachers measure 21' long by 10' deep and can accommodate a maximum of 48 spectators at one time. If approved by the Committee, the proposal would go to the Select Board for its approval. Upon receiving approval from the Select Board, DPW would prep the area and the LHS Soccer . Boosters would coordinate the purchase, installation,and placement of the bleachers with the intent that they would be in place before the fall season. Members of the Committee expressed their appreciation and gratitude and acknowledged that this would be a fantastic addition to the park. After a brief discussion, Ruixi Yuan made the following motion: The Recreation Committee votes to accept the donation of the bleachers by the Lexington High School Soccer Boosters as depicted in the proposal and with the coordination of DPW, the Recreation and Community Programs Department and the Select Board. Lisa O'Brien seconded the motion. The Recreation Committee voted 3-0 to approve the motion. 0 Lexington Public Schools—Crumb Field Scoreboard Melissa Battite reviewed a memo from Peter Rowe, Interim Assistant Superintendent for Finance of Operations (memo is attached to the meeting minutes), in which the Lexington Public Schools proposes to replace the scoreboard at the Crumb Football Field. If approved,the school district would fund the replacement of the scoreboard, which would cost approximately$30,000. The new scoreboard will be solar-powered and two extra remotes would be given to the Town. The replacement would not interrupt use of the field and no excavation work would be needed. If approved,the work would begin the week of July 22"'and the installation would be completed prior to Labor Day. Members of the Committee inquired about where the school district is willing to spend money to complete improvements of this nature. Ms. Battite indicated that there has been no set trends or patterns and the Committee expressed their desire for the school district to spend its money equitably moving forward. After a brief discussion, Ruixi Yuan made the following motion: The Recreation Committee votes to accept the donation from the Lexington Public Schools for the scoreboard at the Dr. Harold Crumb Football Field in coordination with, the Recreation and Community Programs Department. Lisa O'Brien seconded the motion. The Recreation Committee voted 4-0 to approve the motion. 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 ,3 6. Update on FY19/20 Goals and Discussion on FY20/21 Goals Melissa Battite informed the Committee that the goal setting process will be different this year. A consultant will be brought in the week of July 81 and will meet with the senior managers on one day and the committee chairs and vice chairs the following day. The FY2019/FY2020 goals for the Recreation Committee and Recreation and Community Programs Department were distributed as a point of reference. As part of the upcoming goal setting process, the Committee will need to identify its top 3-5 priorities over the next 12-24 months, what projects it would like to complete but is unable to due to limited resources, and are there other priorities outside of the Recreation Committee that the Town should focus on over the next 12-24 months. Members of the Committee acknowledged that things are in flux as there are any different items and projects in motion. Ms.Battite concluded the conversation by encouraging the members to give this ample consideration as a more thorough conversation on this topic will take place at the Committee's next meeting. 7. 5-Year Capital Projects Peter Coleman,Assistant Director of Recreation,provided the Committee with an update on the ongoing and upcoming capital improvement projects. This information is included in the June Recreation and Community Programs Report. 8. Recreation & Community Programs and Parks Reports The June Recreation and Community Programs Report is attached to the meeting minutes. Ms. Battite highlighted two staff members,Thomas Romano (Youth and Family Program Coordinator)and Melinda Spencer(Administrative Manager) who recently participated in and graduated from Lexington's first-ever Employees' Academy. The next meeting of the Recreation Committee is scheduled to take place on Wednesday, September 18"at 6:30pm in Room 237 of the Lexington Community Center,39 Marrett Road. The June 19"', 2019 meeting of the Recreation Committee adjourned at 8:30pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents distributed at the meeting are attached: • Granite Forest informational postcard • Information on proposed design and location for the bleachers at Lincoln Park • Memo from the Lexington Public Schools regarding donation of scoreboard at the Crumb Football Field • FY2019/FY2020 Recreation Committee and Recreation and Community Programs Department goals • June Recreation and Community Programs Report 39 MARRETT ROAD,LEXINGTON,MASSACHUSETIS 02421 p h. xf r ff eq R f r f r � n M qi iqf u m f f aw mp f �' J r 11 nar, hr o f i rii iii �% ri/i /r/i/✓// VI %� „ �� // ria %!/%/.,,%/�' � r/ % „',.,.rr,,,'//,%//�/,%///✓%'/',/��' /�/� //i/,%%!�%i Ati/ ,/tri//r r ,i✓ ,/ //r / ii, ii/,/ /./„ /i " ;i� ter,// /�i/�,/// ;,,;. �/y�////r"�9T✓'/, ///�/„a /ark/.. ✓/ �/,, i,/ /�/�O, O,//t/Jiv... / r/ir /�r//o i„ /ri ���a�i; �'',,,i ai,� //r,�✓� ,ter%��.; i�j ri ���%r/u r/ �/rrest / a: %�ii / r/ „-; r✓io�O %///i, % 7!i� %///,f�% %;flf %/ /iii! � �/� �i�i� � /ii / O/r O� /�/ :;r/i/i a /�,;.,., f;%�%�/,ir ..,%moi, .rr,-.p'� //%/%/%%�//f3.../ a///,_,�. ✓. 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M � r y�! �J�RiJdl? 4. f u� as f P� 4Lexington Public APMA et Lexington, ss hus tts 420 Peter C. Rowe Tl: (781)861.2580 x68061 hrtuprim:ssistaw Siper ipmeraclewfor femmeena'and Operations Fax:(78 l)861-2560 B"6Ut�' Cd;p4 a0ak."tckal@19a.0ra Md Fre rn: Peter C. Row *ire aant Superintendent for Financeand Operations'ro: Melissa aattule, ccreaation and Community Programs Re: New Football Scoreboard Date-, June 19, 2019 The purpose of this Memorandum is to advise you of the Lexington School Dcppaartaaaent's recommendation to replace the: existing scoreboard located at the existing Dr. Ilaarold Crumb Field, with as new Scoreboard, in time for the school year 1.019-2020 football season. We have issued an carder to Scoreboard Enterprises for a$ unit which resects the criteria set by the Recreation Coiinma ssion pear scoreboard instAaatiow in Lexington, and 6s the vendor that installed the scoreboards at Center #2 and Center h'4.The; unit as as solar powered board and our order includes two(2)extra sets of remote controls. Scoreboard Enterprises %%app remove the existing board and install they seem%% board onto the existing stations. Naomi Martin, Athletic M-ector, is coordinating with the Department ent ebb Public Works to schedule the sandblasting and repainting ofthc existing stanchions. Otar curreRtpy anticipated schedule is: Week ol'July 22th Removal ofexisting Scoreboard Week ofAugust 3rd Sandblast and Paves¢ stanchions Week op'Auag ust 69th - Instaaphation of nevvScoreboard September 6th First home: gamed 2019-2020 Season We will keep you apprised ol'aany sig.;aaotec<ant changes to this schedule, if they arise, Think Yon. please;dap [telt hesitate to contact rue lbr aaaay additional infloraaaaalion in this regard. Cc Dr.Julic p paackett Deep-ik a Sm baser Naaonfl Martin Dm id Pinse,aaaa"mutt uj CL CLW gh da f i Recreation Committee FY2019/FY202NGoals 1. Increase the Park and Recreation facility inventory toinclude additional playing fields and pocket parks. 2. Community Center Expansion Priority w Work with Capital committees to develop a viable plan to present to Town Meeting * Create atimeline w Coordinate,schedule,and staff new and existing recreational programming tobeheld at the Community Center. w Continue to strive to be self-sustaining through its management and operations each year. • Continue to provide a comprehensive,ongoing training program for all staff and volunteers at the Community Center(in service and professional development opportunities). w Collaborate and partner with Human Services, other Town departments and community service organizations. 3. Pursue and obtain Parks and Open Space opportunities in conjunction with Economics Development through commercial real estate and other opportunities. 4. Continue to hold quarterly Stakeholders meetings with town and community-wide service organizations that offer educational,social,cultural and recreation programming,classes, special events and activities for pre-schoo[youth,adult and senior populations inLexington. The meetings will serve asanopportunity to share what each organization does,who xve sen/e, brainstorm and possibly work in collaborative effort to identify service gaps, new programs opportunities, and expansion ofcurrent services for the benefit of the Lexington Community. S. Continue todevelop aplan for instituting an |Dmembership system for use byparticipants at Recreation programs and facilities. • Old Reservoir w Lexington High School Field House 5. Research potential local,state,and federal grants that could assist with program costs and capital improvement projects. w Continue to apply for grants that could be applied to new and existing programs and special events for youth,teens, and families. • Apply for grants that could go towards FY 2018 and FY 2019 operations(programs) and capital improvement projects. Recreation and Community PE9grqp11Pggg!1Mg1qt FY 2019/FY2020 Goals 1. Community Center Campus • Coordinate and explore new partnerships and program opportunities with the Lexington Children's Place • Develop operational and fiscal plan for Phase 11 of the Community Center Expansion Project • Coordinate with the DPW, DPF, TSG, LCP and SRM during the construction phases to include pre and post operational needs • Create aneffective campus-wide planning, scheduling and communication plan amongst the LCC, LCP and SMR 2. Expand Community Center opportunities. • Coordinate, schedule, and staff new and existing recreational programming to be held at the Community Center. • Implement the facility rental policy • Continue to provide a comprehensive, ongoing training program for all staff and volunteers at the Community Center (in service and professional development opportunities). • Collaborate and partner with Human Services, other Town departments and community service organizations. 3. Continue sponsoring quarterly Stakeholders meetings with town and community-wide service organizations. To expand community engagement and year round collaborative or to identify service as, new program opportunities, and expansion of current services for the benefit of the Lexington Community. 4. Continue to use the or Plan as outlined in the Recreation and Community Programs Department's 2014-2016 Strategic Plan for department planning, including the implementation of the Recreation Facilities ADA Compliance Study recommendations as capital outlay and budget allows. • Priority 1: Community engagement and outreach —ongoing • Priority 2: Financial stability and resilience®ongoing • Priority 3: Maintain existing infrastructure®ongoing • Priority 4: Operational excellence to exceed customer expectations®ongoing 5. Develop a plan for instituting an ID membership system for use by participants at Recreation programs and facilities. • The Old Reservoir bathhouse • Lexington High School Field House 6. Research potential local, state, and federal grants that could assist with program costs and capital improvement projects. • Continue to apply for grants that could be applied to new and existing programs and special events for youth, teens, and families. • Apply for grants that could go towards FY 2019 and FY 2020 operations (programs) and capital improvement projects. 7. Develop an operational and fiscal plan to implement a Community Therapeutic Recreation Program. KRA V'S p n��Yr7�rr�puiMi ,Yp0,� ua 1�.x"11rA�eu�V/MNlgbDY11YUh�1F„x1f^..e_�Y1S,an,.. 1,,.exington Town of Lexington Recreation and Community Programs Melissa Battite,CPRP Tel: 781-698-4800 Director of Recreation and Community Programs Fax: 781-861-2747 Recreation & Community Programs June 2019 Report NNNNNNNNNMNNNNNNNNNNNNNNNNNNNN----- --------------- --------------- ---------- Thomas Romano and Melinda Spencer have participated in and were part of the first-ever graduating class of Lexington's Employee Academy. N Parks Division:- Rain, Rain, Rain • Aquatics o Pool & Old Reservoir Annual opening o Landscaping & planting at the pool o Added sand to Old Res • Athletic Fields o laser grading, mowing, field lining o Working w/ LL to improve some fields o The protective netting at Lincoln #3 was installed on Monday, June 17th o The remainder of the windscreens were installed and other repairs were made at the Gallagher Tennis Courts during the first week of June. • Parks & Playgrounds o Working w/ recreation on playground inspections and repairs o Center Bathroom were closed for a bit but are ope 39 MARRETT ROAD,LEXINGTON,MA 02421(office) 1625 MASSACHUSETTS AVENUE,LEXINGTON,MASSACHUSETTS 02420(mail) Aydget & Cai tal.• A FY2019 • Center Recreation Athletic Lighting Proiect—The new lighting system at Center#1/#2 has been operating smoothly so far this spring. Options fora i lighting to the bullpen areas are currently being reviewed. • Center Track & Field !LgiggLThe contractor for the Center Track & Field reconstruction project mobilized on Tuesday, June 411 and the project is now ongoing. FY2020 • Pine Meadows-The bid opening for the improvements at Pine Meadows is scheduled for Thursday,June 27th. The work is scheduled to begin in Fall 2019. • Community_.Neecls Assessment-the RFP is in prepared and will be go out to bid in July and anticipated start of project to begin in September 2019. FY2021 • Beginning to discuss FY21 operating and capital planning; this includes goal setting, etc o A new process this year through the Town Manager's office. The chair or vice chair are asked to attend the July 10t' meeting. o Current department and Rec Committee goals attached here. • Discussion— o Top three to five priorities for next 12-24 months o What projects would you like to get but the resources just aren't there (time, budget, etc) o Outside of this committee- are there any other priorities that the Town should focus on next 12-24 months? Community Center: Programming: The Walk With Ease program, funded by the NRPA and the FCOA, finished its spring session on May 31. Twenty two participants built their way up to a 30 minute walking time after the six weeks. They celebrated their success with a little party. P VI��7tyl Pb / f' I (I4 jl� y / a : .d! J,I�� 1% l f�i ��/ �, /,,,��ll /�/����,,.,5i ri'I�/IGavi YFf�♦� J �'J, The Forever Fit program will continue for its 5th season thanks to another generous grant from the Dana Home Foundation. Summer is starting next week, a Circuit Lab Circuit Makers Class and a Wicked Cool for Kids class running along with the next Community Center Extended day from 4-6pm! Building: • The Bright Ideas Grant funded a Rain Barrel that has been installed near the new raised garden beds. Garden Club members are skillfully caring for the plants and will add species signs soon. • A Bas-relief has been donated to the Community Center and hung in room 245. The renovation of this art work was donated by Trustees of Public Trusts o, yay ,� fl r s , G id�,b r M +1iU 1iNN1 ;fir �1A7t11Ai�N�\N r; O' 15l11A11N 111' Recreation Division: Programming: • Spring— o The majority of spring programs have ended over the past 1-2 weeks. While the weather presented some challenges, it has been another successful season. o The NFL FLAG Football League ended on Sunday, June 16tH • Summer- o Pickleball programs begin this week. The Tuesday night program will run from June 18th-August 6th from 6-8pm at the Clarke pickleball courts. Drop-in pickleball will also be offered on Monday and Thursday mornings from 10am- 12pm throughout the summer. o All summer day camps, sports clinics,tennis programs, and swim lessons will begin on Monday, June 24tH Operations: • The Irving H. Mabee Town Pool Complex and Old Reservoir opened for the season on Saturday,June 11t. Prior to that,the Town Pool received an extensive cleaning on Friday, May 311t Summer Staff: • The summer leadership staff completed an inclusion and diversity training on Friday, May 17tH • The aquatics staff orientation was held on Wednesday, May 22nd and the day camps/sports clinics/tennis staff orientation took place on Saturday,June 15tH • The United States Tennis Association (USTA) held a coaches' training workshop for our summer tennis staff at the Gallagher Tennis Courts on Saturday, June 8tH • The volunteer assignments for summer programs were sent out during the first week of June. iu r aYa