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Home My WebLink About2020-05-07-REC-min (includes attachments) us MOg ITIS h�G Town of Lexington �w = Recreation Committee s V APRIL Pr �FXINGI-V 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 May 7, 2020 A virtual meeting of the Recreation Committee was held on Thursday, May 7, 2020 at 6:30pm through the Zoom platform. 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,Kate DeAngelis,Therapeutic Recreation Specialist, Chris Filadoro,DPW Superintendent of Public Grounds,Dave Pinsonneault,DPW Director,Thomas Romano, Community Center Youth and Family Program Coordinator,Melinda Spencer, Administrative Director, and Hayato Tsurumaki,Recreation Supervisor Others Present: Meredith Applegate (42 Reed Street, Lexington), Suzie Barry (Select Board liaison), Sandy Beebee (Capital Expenditures Committee liaison), Tim Clackson (14 Winthrop Road, Lexington), and Eileen Jay (School Committee liaison) 1. Meeting Minutes from February 26,2020 Lisah Rhodes moved and Francesca Pfrommer seconded the approval of the Committee Minutes of February 26th. The Recreation Committee voted 5-0 to approve the February 26 minutes. 2. Public Comment—None 3. Recreation & Community Programs and Parks Reports The March-April Recreation& Community Programs and Parks Report is attached to the meeting minutes. 4. FY20 Capital Projects Melissa Battite, Director of Recreation,Peter Coleman, Assistant Director of Recreation, and Christine Dean, Community Center Director,provided updates regarding the ongoing capital improvement projects. The Center Track project is moving along nicely and it is anticipated that the project will reach substantial completion by mid-May. Ms. Dean reported that the consultant for the Community Needs Assessment was in Lexington on March 4th-5th to conduct focus groups with various stakeholders and culminated with a public meeting with approximately 40 people in attendance. The next steps include sending out a statistically-valid survey to community members and conducting assessments of the Town's parks,playgrounds, and recreational facilities as well as assessments of the department's programs and services. For the other FY20 projects, the bid opening for the Adams tennis and basketball court resurfacing project was held in mid-April and came in within the budget. The contract is in the process of being awarded and the project will begin by mid-June. The Old Reservoir bathhouse renovation went before the Conservation Commission on May 4th. This project will go out to bid over the next month and construction is tentatively scheduled to begin in late June or early July. The Diamond field renovation project was initially delayed to spring 2021. However,with schools being closed for 2 the remainder of the year, the decision has been made to try to complete this project this spring and summer. The bid opening for this project will be Thursday, May 14th and pending the results, construction will begin in June with an anticipated completion date on late August. 5. Impacts and updates related to COVID-19 to date Melissa Battite provided the Committee with an update on how the Department has been impacted by the COVID-19 pandemic. Between registrations for spring programs and summer camps,Pool memberships, greens fees at Pine Meadows, and spring field permits, the largest percentage of revenue is generated during spring season and it is anticipated that the closures as a result of the pandemic will result in a loss of approximately $1 million in revenue. Ms. Battite acknowledged that upon reopening, a reduction in participation is expected. Ms. Battite added that the operations of the Department will be different and some difficult decisions will need to be made in an effort to restore and rebuild the retained earnings in the Recreation Enterprise Fund. 6. Reopening Discussion Melissa Battite informed the Committee that staff have been working diligently on gathering information that will be used when creating the Department's reopening plan. This includes safety guidelines and best practices from the Centers for Disease Control and Prevention (CDC), the American Camping Association(ACA), the National Recreation and Park Association's (NRPA)Path to Recovery, consulting with colleagues throughout the Massachusetts Recreation and Park Association(MRPA), and working with state officials and the Lexington Board of Health. Additionally, staff has developed a survey that will be sent out to our participant database to help gauge and better understand what the community's needs are for the summer. All of this information and resources will be used when putting the reopening plan together. Additionally, the Town has formed a Return to Work task force that is reviewing impacts that the reopening will have on staff,buildings, and interaction with the public. It is anticipated that the reopening plan will address six key service areas: the Pine Meadows Golf Club, Irving H. Mabee Town Pool Complex, summer camps, clinics, and programs, outdoor community spaces such as parks,playgrounds, courts, and athletic fields, the Community Center, and summer employment. Ms.Battite stated that the NRPA has recommended to not reopen splash pads and playgrounds until there is no widespread community transmission of the COVID- 19 virus and she added that efforts will be made to align decisions involving the Community Center to match those made by the Cary Library. The Department will look to build a collaborative effort with the Lexington Board of Health,Public Facilities Department, and community stakeholder group in the weeks and months ahead. Staff have a meeting scheduled with Kari Sasportas, Health Director, and Casey Mellin, Health Agent, on Monday, May 11th to discuss camp and pool permitting for the summer. This will be a follow-up to the Board of Health meeting that was held on Friday, May 1st when this topic was discussed. Suzie Barry, Select Board liaison,reported on the Cary Library Trustees meeting that was held on May 6th. The restoration plan for Cary Library will have a 5-phase approach and all programming will remain virtual through the summer. Ms. Barry stated that the trustees voted to keep the library meeting spaces closed until at least October 1st and to not host larger events with partner organizations until at least January 1, 2021. Ms. Barry indicated that she would send a copy of the draft report to department staff. Members of the Committee had the opportunity to ask questions and discuss reopening factors for consideration. Rick DeAngelis, Chairman of the Recreation Committee, asked about the possibility of having an independent,professional hygienist look at various recreational facilities, such as the Town Pool,parks,playgrounds, athletic fields, and tennis courts to determine how to sanitize and disinfect these areas. Melissa Battite said that this was being considered and added 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 3 that the new Health Agent has a considerable amount of previous experience working with municipalities. Ms.Battite added that access to indoor space at the schools will play an integral role in ensuring successful programs this summer. She has spoken with David Coelho, Assistant Superintendent of Finance and Operations with the Lexington Public Schools. Mr. Coelho has been in communication with the other stakeholders that use school during the summer (Lexplorations, ESY, LABBB) and a decision is expected in the coming weeks. Rick DeAngelis summarized that it will take a coordinated, collaborative effort between the Board of Heath, Lexington Public Schools, and Facilities Department as summer approaches. Dave Pinsonneault, DPW Director, addressed the outdoor recreational facilities and cautioned everyone that once approval to reopen is given,it will still take a few weeks before the facilities, primarily athletic fields, are ready for use. This is due to the fact that the DPW work force is currently operating at 50%, so a gradual ramp-up period will be necessary. Francesca Pfrommer asked what the Town would like the Committee to do when they observe people using fields and facilities that are closed. Ms. Battite encouraged members to self-police and educate their neighbors and added that the Police Department has been doing extra patrols of areas where people have been congregating, specifically the Center Recreation Complex and Lincoln Park. Ms.Pfrommer and Mr. DeAngelis also asked in there is a plan in place if there is a surge in COVID-19 cases or would a participant testing positive for the virus result in the camp or program being shut down temporarily. Ms. Battite and Mr.Pinsonneault explained that all scenarios,including one of this nature, are being discussed and planned for accordingly. Between guidance provided by the Board of Health, state officials, and the Massachusetts Recreation and Park Association (MRPA), an emphasis on protecting the health and well-being of participants, patrons, and staff will be highlighted in the reopening plan. A few questions pertaining to the Center Track project were asked. Ms. Battite informed the Committee that as a good control measure, the construction fence will remain up at the site, even after the project is completed,until the facility is ready to reopen. The cover for the track has been ordered and is scheduled to be delivered before the end of June, so it will be on hand if the 4th of July fireworks are held. At the conclusion of the meeting, Rick DeAngelis took a moment to express his appreciation and gratitude to the DPW and Recreation and Community Programs Department's staff. He commended the staff for their commitment, dedication, and leadership during this difficult time. Eileen Jay, School Committee liaison, said thank you to Chris Filadoro, DPW Superintendent of Public Grounds, for the painting that his staff did at Hastings Park to honor the graduating seniors at Lexington High School. Ms. Jay and Suzie Barry indicated that there more celebrations like this one are planned as we get closer to June. The next virtual meeting of the Recreation Committee is scheduled to take place on Wednesday, May 20"at 6:00pm through the Zoom platform. The May r, 2020 meeting of the Recreation Committee adjourned at 7:49pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents distributed at the meeting are attached: • March-April Recreation & Community Programs and Parks Report 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 '00' 4rvi�e uemauwp P�,f�{a�J�ryq KIVAL hIWN&COMMONI I 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 March —April 2020 Report ------------------------------------------------------------------------------ News & Updates: • Due to the COVID-19 pandemic, all playgrounds, athletic fields, tennis and basketball courts and the Skate Park remain closed. DPW staff assisted with posting signage and the closing off these facilities. Parks and trails remain open. Pine Meadows: • The golf course will reopen on Friday, May 8, 2020. Parks Report • The highway division has been installing signs along the entire bikeway from Arlington to Bedford. • The Parks staff has been working on the following: Spring clean ups, cut out and laser graded 6 fields, cleaning up field perimeters, fertilization of all athletic fields, removing and replacing the wooden guard rail on Park Drive at the Center Playground, all synthetic fields have been swept and groomed, playground inspections, new fybar at some playgrounds, tree pruning at several recreation areas, and working with recreation on a daily basis to work through new procedures during the pandemic. Inclusion: • A bi-monthly Therapeutic Recreation newsletter will be sent out with resources for families to utilize during the COVID-19 situation. • A survey has been completed by our Therapeutic Recreation participants to gain insight on what virtual supports and programs they are seeking during this time • April was Autism Awareness Month, to show support and celebrate the Community Center staff shared pictures of themselves and their families wearing blue and creating signs for National Light It Up Blue Day (April 2nd www.lexingtonma.gov. recreation recdept�@1exingtonma.gov 39 MARRETT ROAD,LEXINGTON,MA 02421(office) 1625 MASSACHUSETTS AVENUE,LEXINGTON,MASSACHUSETTS 02420(mail) Virtual Programs& Services With the spring session of classes cancelled, we have coordinated virtual opportunities for participants to keep up their fitness routines. • Currently, there are classes offered for strength training, muscle conditioning, yoga, aerobics, Zumba and balance. Most are free and accessible at any time; a few are live classes with registration through us or directly with the instructor. Thanks to our funding through the Dana Home Foundation, we have been able to keep Judy Whitney employed and making fitness videos. Pearl Pressman has 33 people registered for her weekly classes. • Kate DeAngelis and Tom Romano have been actively posting to the department's Facebook and Instagram pages. Posts are going out once a day to each platform and there have been posts about crafts to do at home, COVID-19 BINGO where people have to get a bingo (comprises of different activities such as go for a walk, find 3 different flowers, take a virtual class, and more) When they submit their filled in BINGO board they will be entered into a raffle for some Lex Rec SWAG. • Staff have also sent in videos of themselves and their family explaining what they are doing to keep busy while at home. • Virtual Family Feuds are being run on April 25tH, 26tH, May 2nd, 3rd, & 9tH Each round will have 5 families competing. One winner will be chosen to compete on a national level with families from Oregon, Wisconsin, Burlington, and Peabody. • We are participating in a Color the Curve challenge where people will pay$15 to register and they have to gather 300 points to be mailed a t-shirt and 3 color packets that are used in a color run so then they can have a color run in their own backyard. You gather points by doing various activates such as jump rope, play a family game, walk the dog, etc. Wisconsin, Florida, Oregon and Mass are all participating in this. • While all in-person spring programs have been cancelled due to the COVID-19 pandemic, several virtual classes and activities have been coordinated with our various vendors (Challenger Sports, F.A.S.T. Athletics, Viking Sports, Premier Hoops, Skyhawks Sports, and Super Soccer Stars). All virtual offerings can be found at https://www.lexingtonma.gov/recreation-community-programs/virtual-programs. Recreation Division: Programming: • The drop-in pickleball pilot program was a success with only two sessions (February 29th and March 7th) • Given the uncertainty surrounding the summer, summer registration was suspended in late March. As of now, the plan is to relaunch registration for summer camps and programs once more guidance is available from the state and Board of Health. Operations: • The most recent meeting of the Lexington Little League working group was held on Tuesday, March 10th. The proposed upgrades and donations that will be presented to the Recreation Committee were discussed. Staff& Volunteers: • On Tuesday, March 17th at 2 PM, Tom Romano, Youth & Family Program Coordinator, was one of two guest speakers to participate in a National Recreation and Park Association (NRPA) conference call sponsored by the Young Professionals Network of NRPA. The topic was "COVID-19, what are you doing?"The 60 minute call provided over 78 professionals information on the how's, what's and actions your local communities are doing, specifically with Parks and Recreation programs, services and facilities. • The Northeast Region of the Massachusetts Recreation and Parks Association has coordinated Zoom meetings for members to provide updates on their Community's response to COVID-19. With the cancellation of the State Conference scheduled to take place this month, this has been a great opportunity to connect with other professionals in the field to share best practices in this unprecedented time. • Staff from Recreation & Community Programs and the Conservation Departments gave a presentation on the open space, recreation, and natural resources in Lexington on Thursday, February 27th. This presentation was part of updating the Town's Comprehensive Plan. • Staff continue to prepare as if the Pool and summer camps will operate this summer. At the same time, staff has also been working on multiple scenarios and contingencies in recent weeks depending on further guidance from local and state officials that may directly impact or reduce the scope of services that can be offered this summer. Community Center: Programming: • The middle school early release Archery Tag Trip ran on Thursday, March 12th with 19 students. Everyone had a blast! • The Community Center hosted a Chess Tournament on March 7th with 16 children in attendance. • April is Autism Awareness month and staff sent in photos of themselves and their family dressed in blue to celebrate Light it up Blue day on April 2na Building & Facility: • The Community Center closed to the public on March 13th • All staff have been trained on how to properly clean and disinfect their work stations by Shawn Newell, Asst. Director of Public Facilities. • The Community Center rear entrance repairs to the sidewalk and ramp has been completed. • The Sidewalk project has resumed and the work is anticipated to be complete in early June. • Work to the brick entrance of the Mansion will began on Monday April 20th. (photo attached) • DPW relined the parking spaces at the CC this week. (photo attached) • The Human Services department has obtained postcards for residents to come pickup (self-service) in order to communicate with isolated neighbors who may need assistance. Attached is a photo of where it has been installed at the LCC.This info will be posted on our website and shared through social outlets. Budget& Capital: • FY20 Operating o It is estimated that the Recreation Enterprise Fund will experience a significant loss of revenue. This loss of revenue, refunds and credits will require a creative and strategic plan with regards to the Retained Earnings Fund, Capital planning and operations for several fiscal years. • FY2020 Capital: o The consultant for the Community Needs Assessment was in Lexington on March 4th-stn to conduct focus groups with various community stakeholders. This culminated with a public meeting on Wednesday, March 4th with approximately 40 people in attendance. The next steps for the Community Needs Assessment include sending out a survey to community members and conducting assessments of the Town's parks, playgrounds, and recreational facilities. These assessments are tentatively scheduled to begin the week of May 4tH o Additional drainage work on the 7th hole at Pine Meadows will be completed in late April. o With school now being closed for the rest of the year, the decision has been made to proceed with the Diamond Middle School field renovation project this spring/summer (originally scheduled for Spring/Summer 2021). The bid opening for this project is scheduled for Thursday, May 14tH o The contractor for the Center Track & Field reconstructions project re-mobilized on Monday, March 16th. It is anticipated that this project will be completed in mid- May. The paving of Park Drive began the week of April 6th and the athletic lights are now operational. o The Old Reservoir bathhouse renovation project will go before the Conservation Commission on May 4th and it is anticipated that the project will go out to bid within the next month. o The bid opening for the Adams tennis/basketball court resurfacing project has been awarded and the work is anticipated to begin by early June. • FY2021: o The 2020 Annual Town Meeting is scheduled to begin on June 1, 2020 and will be held virtually. r ff