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Town of Lexington
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Frederick DeAngelis, Chairman Tel: (781) 698-4800
Lisah Rhodes,Vice Chair Fax: (781) 861-2747
Lisa O'Brien
Ruixi(Ray) Yuan
Francesca Pfrommer
Recreation Committee
Minutes of Meeting
November 18, 2019
A meeting of the Recreation Committee was held on Monday,November 18, 2019 at 6:00pm in the
Hudson Room of 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 David
Pinsonneault,DPW Director
Others Present: Meredith Applegate (42 Reed Street, Lexington), Alex Briggs (architect with
Activitas), Meg Buczynski(architect with Activitas), Tim Clackson(14
Winthrop Road, Lexington), Colby Crogan (20 Garfield Street,Lexington),Ken
Ford(22 Philip Road, Lexington), James Hall(214 Lake Shore Road, Brighton),
Bobby Lyng(2 Russell Square, Lexington),Naomi Martin(Lexington High
School Athletic Director), and Steve McKenna(9 Hancock Street, Lexington)
1. Meeting Minutes from October 16,2019
Lisah Rhodes moved and Ruixi Yuan seconded the approval of the Committee Minutes of
October 16th. The Recreation Committee voted 4-0 to approve the October 16 minutes.
2. Public Comment—None
3. Park&Athletic Facility Permit Policy
Melissa Battite, Director of Recreation and Community Programs,reminded the Committee that
they received a copy of the policy at the October meeting. The policy has not been updated in
several years and in addition to recommendations and revisions by staff, the Committee members
should provide comments and feedback. Staff will be contacting members of the Sports Advisory
Council to seek their input as well. A draft of the revised policy will be voted on at the December
meeting and an updated version of the policy will be sent out to the Committee members prior to
that meeting. Items that will be taken into consideration include (but are not limited to) dogs,
hours of use for field and lights, storage,private use or construction on fields, snow removal,
playing in excessive heat, and portable toilets. Ms. Battite indicated that there are some up-and-
coming sports that have been permitted use of the fields,but they are not listed in the policy and
that will be updated as well as the inclusion of the new synthetic turf at the Center Track Field
along with the fields at Lincoln Park. Members of the Committee inquired about how the lights
and fields are permitted, along with the need for uniform signage at the parks besides the Center
Recreation Complex and Lincoln Park. These are items that staff will review.
2
4. Center Track&Field Renovation Project
Meg Buczynski, architect with Activitas,provided the Committee with an update on the Center
Track&Field project. A copy of the presentation is attached to the meeting minutes. Ms.
Buczynski reported that the synthetic turf field and lights have been installed and while the new
track has been paved,it has not been surfaced. Items that will be completed within the next two
weeks include the shot put area,paving of the long/triple jump runways, and installation of the
shade structure. Items that will be completed in the spring are surfacing of the track and
landscaping at the site. In order to surface the track, the forecast must call for ten consecutive
work days when the temperatures will be above 40 degrees and rising. It is anticipated that this
work will resume on approximately May Ist
Ms. Buczynski reviewed the project budget with the Committee. To date, a total of$120,211 in
changes have been approved and applied to the contingency funds, leaving $18,639 in the
contingency budget. Since the project came in under budget, the remaining non-contingency
budget stands at$219,470. Ms. Buczynski then reviewed the additional items being considered
and items for future consideration. The items under consideration include a protective covering
for the track (the Lexington Lions Club has committed$5,000 towards this cost), additional site
lighting to the bathrooms,installing an emergency blue box at the site,repaving the portion of
Park Drive by the playground and football field and abutting parking area, the installation of a
hammer/discus cage and pads, and improvements to the Worthen Road practice field(items A-F
in Section III of the presentation slides). The estimated costs for these items fit within the
remaining budget and if approved, they would be implemented between now and the completion
of the project in Spring 2020.
The members of the Committee had a chance to ask questions and make comments. Francesca
Pfrommer stated that while the emergency blue box will be installed by the Town Pool as part of
this project,it would be beneficial to install a second emergency call box by the Center
bathrooms as part of that upcoming renovation project. Rick DeAngelis noted that it has been
over 30 years since the Park Drive parking area had been addressed and the regrading,repaving,
and relining of this area is greatly needed. For the hammer/discus cage installation,it has been
communicated to Naomi Martin, Lexington High School Athletic Director that some field
renovations would be needed on an annual basis to prep the field after the football season and Ms.
Battite indicated that these elements cannot be duplicated on the site if the footprint of the new
Lexington High School expands to include this area.
Members of the audience then had a chance for questions and comments. Ms. Buczynski
reported that the hammer cage would be in full compliance with National Federation of State
High School Associations (NFHS) and Massachusetts Interscholastic Athletic Association
(MIAA)regulations and Ms. Battite added that removal of the storage trailers and incorporating
storage space in the Center bathrooms renovation project will be considered.
After a brief discussion, Lisah Rhodes made the following motion: The Recreation Committee
moves to approve proceeding with Items A-F as outlined in Section III of the presentation made
by Activitas. Francesca Pfrommer seconded the motion. The Recreation Committee voted 5-0
to approve the motion. Ms. Battite informed the Committee that Ms.Buczynski and she would
provide the Board of Selectmen with a project update at the Selectmen's meeting later that night.
5. Recreation & Community Programs and Parks Reports
The November Recreation and Community Programs Report is attached to the meeting minutes.
Chris Filadoro, DPW Superintendent of Public Grounds,provided the Parks Report. The Town
Pool and irrigation systems have been winterized for the season. Chris met onsite with John
Allen and Pine Meadows a week-and-a-half ago to discuss which trees can be removed during the
39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421
3
winter. The contractor for the Pine Meadows Improvements capital project is doing well and will
be completing the project in the coming weeks. DPW is preparing for its winter operations to
begin shortly.
The next meeting of the Recreation Committee is scheduled to take place on Wednesday,December
18"at 7:00pm in Room 237 of the Lexington Community Center,39 Marrett Road.
The November 18`" 2019 meeting of the Recreation Committee adjourned at 6:5 7pm.
Respectfully submitted,
Peter Coleman
Assistant Director of Recreation
The following documents distributed at the meeting are attached:
• Lexington Center Playfields Track&Field Renovation Presentation and Budget by
Activitas
• November Recreation and Community Programs Report
39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421
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Project:Town of Lexington Center PlayfieldsTrack and Field Renovations#19-70
Project#: 18031.00
Carl final Cv�nriew
- A. Total Project Budget $ 3,340,000
0 Z B. ACtivitas/Subconsultant/Geotech Work $ 204,680
U. Heimlich Construction Corp(Base Bid+Alternate 0) $ 2,777,000
0
W D. Contingency Budget $ 138,850
V) E. Remaining Non-Contingency Budget $ 219,470
Description of Chan es Cost
A. Remove and Dispose of existing I"rubberized asphalt layer $ 21,000
B. Painting lines in lieu of permanent&ticks $ (510)
C. Remove and Dispose of existing shade structure $ 2,100
D, Remove and Dispose of additional topsoil and fill material in field $ 12,320
E. Assistance at Hartwell Ave DPW with trailer(Dozer for 8 hours) $ 1,780
F. Additional assistance at Hartwell Ave DPW (Extra 8 hours) $ 1,480
G.Z GAdded irrigation quick couplers(2)at D-Areas $ 13,860
0 K Furnish and Install walkway and pedestal at electrical transformer $ 8,100
I. Additional irrigation at landscape areas within limit of work 47,953
0 $
W J. Water Line Downsize Credit (1,800)
U) $
K Additional Granite Posts and Chain at Pool parking area $ 4,100
L. Concrete in lieu of bituminous asphalt under shade structure $ 2,400
K Adjustments to Bleacher '4 sets) $ 7,428
N. Total Changes Approved-to-Date Applied to Contingency $ 120,211
O. $ 18,639 Not spending this yet
P. Remaining Non-Contingency Budget $ 219,470 This is available to spend
Description of Additional Items Bel-Considered Cost
X Protective Covering (note$5000 commitment from Lions) $ 40,000
E. Additional site lighting to bathrooms $ 30,000
C. Emergency Blue Box(minimum wire/prep) $ 11,800
D. Repaving of Park Drive and parking area $ 55,400
E. Installation of hammer/discus cage/pods and field improvements $ 69,000
Z
o F. CONTINGENCY FOR LINES A-E $ 10,310 $ 216,510.00 Have enough for A-E
G. Musco Lighting at Tennis-PoIesT9-TI 2-EQPT and INSTALL 75,959 $ 292,469.00 Not enough for A-G
U $
Uw H. Musco Lighting at Tennis-Poles T7&T8 37,990
I. Musco Lighting at Tennis-Poles T5&'r6 $ 37,440
J. Remove and Dispose of existing tennis lighting $ 18,332
K. Musco Lighting at Tennis-Poles T3&T4 $ 37,143
L. Musco Lighting at Tennis-Pole T2 $ 21,838
Description of Future Items to Be Considered Cost
A. Complex Signage $ 15,000
>
Z B. Furnish and installation of football goal posts $ 24,600
0 C. Install Scoreboard footings and I-beams ONLY $ 16,100
D. Furnish and Install Scoreboard and supply power $ 36,316
0
co LU E. Installation of new shade structure near tennis $ 44,000
F. Additional site lighting in pool parking lot and to Park Drive $ 89,000
., umouummu�liml�i�l� l�u�ii,�' IIIII
RECREATION&COMMU.NI'UY
.e IN'�11'
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
November 2019 Report
NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNIVIVIVNNNNNNNN ---IVNNMNNNNNNNNNNNNNN
News & Updates:
• Save the Date:
o December 3,d: The FY2021 operating budget and FY2021-FY2025 Recreation 5-
Year Capital Plan will be presented to the Board of Selectmen.
o December 19 & 20: PMGC Pro Shop Open- Gift Card Sale
o January 25, 2020: Open House
o February 26, 2020: Committee Summit
• The winter guide is now available online. Lexington residents should receive it in the
mail during the week of Thanksgiving. Registration for winter programs will begin on
Monday, December 2nd
o New adult offerings at the Community Center will include Holistic Health,
Ayurvedic Spices, and Essential Oils workshops.
Staff&Volunteers:
• Hayato Tsurumaki, Recreation Supervisor, successfully completed the American Red
Cross first aid and CPR/AED instructor training program on Thursday, November 7th. He
will now be able to lead various certification programs/trainings for volunteer coaches
and staff.
• Youth and Family Program Coordinator, Thomas Romano, and Kate DeAngelis CTRS, will
be attending a Handle with Care training this month. Completion of the workshop will
allow Tom and Kate to train additional staff members in de-escalation and restraint
strategies.
• Tom Romano, adult advisor for the Lexington Youth Commission, will be working with a
sub-committee to plan programming for the Community Center. The first event on the
list is to offer a drive-in movie in the spring.
39 MARRETT ROAD,LEXINGTON,MA 02421(office)
1625 MASSACHUSETTS AVENUE,LEXINGTON,MASSACHUSETTS 02420(mail)
BudggL& Capital.
FY2020:
o The Pine Meadows improvements project has reached substantial
completion and will be finalized in the coming weeks.
o The accessible walkways as part of the Diamond field renovation
project received a negative determination of applicability from the
Conservation Commission at its November 4th meeting, meaning it
can proceed as proposed. The timeframe for the field renovation will
be dependent on when the Center Track Field comes back online in
Spring 2020.
o The Community Needs Assessment has a tentative timeline to begin
in early March and expects to be a 6 month process.
FY2021:
o The FY2021-FY2025 Recreation 5-Year Capital Plan was presented to
the Community Preservation Committee (CPC) on Thursday, October
24th and the Capital Expenditures Committee (CEC) on Wednesday,
November 6th
o The department's FY2021 operating budget was presented to the
Town Manager on Thursday, October 311t.
o Staff met with representatives from the four recreation software
companies for demos over the past month. It is anticipated that the
preferred provider will be selected by the end of the month.
Inclusion:
• Let's Kick It-the adaptive soccer program has finished, it was a successful season with
seven participants with disabilities. During the season two inclusion aides assisted with
soccer,.
• Inclusion within typical programs has been successful with two separate programs this
fall. Wicked Cool 4 Kids and Kid's Test Kitchen has two participants in the program who
are being supported by inclusion aides.
Pine Meadows:
The season is winding down with less daylight and cooler temps. Weather permitting,
the course will continue to be open through late November
Recreation Division:
Programming:
• The NFL FLAG Football League season concluded on Sunday, November 17th
• The 51h/61h grade, 711/8 Ih grade and high school in-town basketball leagues will begin
within the next week. Currently, there are 18 teams (6 teams in each league) and 192
players registered. A new girl's 5th- th grade basketball program, in partnership with the
Lexington Youth Basketball Association (LYBA), will begin in early January.
• The ski/snowboard programs at Nashoba Valley will begin the first week of January and
as of now,there are 135 children registered for the Thursday afternoon program and
149 children signed up for the Friday night program. The rental equipment fitting night
will take place on Monday, December 9th and the chaperone meeting will be held on
Wednesday, December 11th.
Operations:
• Due to popular demand, the tennis/pickleball season has been extended. These
outdoor courts are available to be reserved through Sunday, November 24th (the season
was initially scheduled to end on Thursday, October 31-1t).
• The Town Pool Complex and Old Reservoir bathhouse have been completely winterized
for the offseason.
• The soccer/lacrosse goals at the various fields will also be locked up for the winter by
early December.
• Staff have begun the initial planning and preparations for the Summer 2020 season.
This will continue over the next several months and summer program registration is
anticipated to begin in early February.
Community r•
Programming:
• On Teacher Professional Development Day, November 8, the Community Center hosted
a half day program of martial arts, music, and Veterans Day themed crafts.
• The Middle School Archery Tag trip took place on November 15. 56 children headed to
Archery Games Boston for a day of fun!
Building:
• The current art display at the building is a painting collection by Olga Sushkova-Hunyadi
and a wood sculpture display by Ed Fritton.
• The Lexington Field and Garden Club Civic Volunteer group held a work day at the
Community Center on November 14th. The crew cleaned up, pruned, and prepped
garden beds for the winter.
• The shower in the accessible restroom on the lower level is currently under renovations.
The new shower will be fully tiled and ADA compliant.
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