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HomeMy WebLinkAbout2020-07-01-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 July 1, 2020 A virtual meeting of the Recreation Committee was held on Wednesday,July 1, 2020 at 6:30pm through the Zoom platform. Members Present: Rick DeAngelis,Lisah Rhodes,Lisa O'Brien, and Francesca Pfrommer Member Absent: Ruixi Yuan Staff Present: Melissa Battite,Director of Recreation and Community Programs,Peter Coleman, Assistant Director of Recreation, Christine Dean,Community Center Director,and Hayato Tsurumaki,Recreation Supervisor Others Present: Meredith Applegate (42 Reed Street, Lexington), Suzie Barry (Select Board liaison),Diane Cell (Bridge School Nurse), Eileen Jay (School Committee liaison), and Jay O'Shaughnessy (6 Brookwood Road, Lexington) 1. June 17,2020 Minutes Rick DeAngelis moved and Lisah Rhodes seconded the approval of the minutes,with edits, from the June 17th meeting. The Recreation Committee voted 4-0 to approve the June 17 minutes. 2. Public Comment—None 3. Liaison Reports Suzie Barry, liaison from the Select Board,had no updates. Eileen Jay, liaison from the School Committee,reported that on June 30th, Dr. Julie Hackett, Superintendent of the Lexington Public Schools,released the initial draft of the 2020-2021 back-to-school plan, titled Lexington Public Schools Back-to-School Blueprint. Ms. Jay indicated that this document can be revised and that public input will be collected until July 15th. There are two options outlined in the blueprint. One is for all remote learning. The second presents a hybrid model with two groups of cohorts where each cohort group would alternate between one week of in person learning and one week of remote learning throughout the year. Every Thursday would be a half-day for all students to allow for teacher planning time. The blueprint currently does not contain information regarding after-school activities and interscholastic athletics. Melissa Battite, Director of Recreation and Community Programs,informed Ms. Jay that the department has been receiving requests for captains' practices from the fall sports teams. Both agreed that it will be important for the Recreation and Community Programs Department and Lexington Public Schools to remain in regular communication regarding these types of requests as well as when recreational facilities come back online. Ms. Battite stated that she worked directly with Dr. Hackett and received approval for our in person programming at Lexington High School this summer. 2 4. Goals A copy of the Recreation Committee's FY20-FY21 goals is attached with the meeting minutes. Rick DeAngelis, Chairman of the Recreation Committee, admitted that this has been an incredibly exceptional year. With the Enterprise Fund's retained earnings being depleted as a result of the COVID-19 pandemic,it will be critical for the Department to operate even more like a business going forward. Mr. DeAngelis added that where there are challenges, there are always opportunities and he is looking forward to seeing the Department get back on track. The Committee's goals for the upcoming year will need to enhance our programs,participants, and the Enterprise Fund. Melissa Battite stated that all FY2021 capital improvement projects that are scheduled to be funded through the tax levy or free cash are on hold until the fall. For our department, this includes the feasibility study for the Center Bathrooms renovation and the athletic fields feasibility study and Ms.Battite acknowledged that the capital plan will look different going forward. It will be imperative for staff to focus on delivering core, essential services while maintaining fiscal responsibility and for the Department to prove that it is essential to the Lexington community. 5. Recreation, Community Programs, &Parks Report Melissa Battite, Director of Recreation and Community Programs,Peter Coleman, Assistant Director of Recreation, and Christine Dean, Community Center Director,reviewed the July Ist Recreation and Community Programs Report. A copy of the report is attached with the meeting minutes. The executive summary of the survey results for the community needs assessment is also attached. a. Phased Reopening Discussion and updates Melissa Battite presented the July Ist draft of the Path to RECovery—Restoration of Services. A copy of the plan is attached to the meeting minutes. Francesca Pfrommer stated that the Skate Park needs to be added into the document and the signage needs to be taken down at this site. The metal signs which state "fields,playgrounds, and courts closed"were very helpful over the past few months,but should be taken down as these facilities reopen. After a brief discussion, Rick DeAngelis made the following motion: "The Recreation Committee recommends approval of the proposed edits to the Path to RECovery, inclusive of the suggestions made by Francesca Pfiommer regarding the Skate Park." Francesca Pfrommer seconded the motion. The Recreation Committee voted 4-0 to approve this motion. 6. Review of Policies Melissa Battite provided a brief overview of the Board of Selectmen Park and Recreational Facilities Regulation,Playing Field and Related Facility Permit Policy, and the Outdoor Recreation Area Lighting Policy. Copies of these policies are attached to the meeting minutes. Ms.Battite asked the Committee members to send her their notes and edits so the Committee can review a red-line copy of these policies at its July 15th meeting. She added that since its review in December, staff have been working on incorporating a heat index policy into the field permit policy and this should be ready for review at the August Recreation Committee meeting. Prior to adjourning, Lisa O'Brien reviewed the proposed process for the Recreation Committee email. A copy of the protocol is attached to the meeting minutes. Francesca Pfrommer made the following motion: "The Recreation Committee moves to approve the proposed protocol for the Recreation Committee email." Rick DeAngelis seconded the motion. The Recreation Committee voted 4-0 to approve this motion. 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 3 The next virtual meeting of the Recreation Committee is scheduled to take place on Wednesday, July 15" at 6:30pm through the Zoom platform. The July 1", 2020 meeting of the Recreation Committee adjourned at 7:54pm. Respectfully submitted, Peter Coleman Assistant Director of Recreation The following documents distributed at the meeting are attached: • Recreation Committee FY20-FY21 Goals • July 1st Recreation & Community Programs Report • Town of Lexington Community Interest and Opinions Survey Findings Report • Path to RECovery—Restoration of Services (draft—7.1.20) • Board of Selectmen Park and Recreational Facilities Regulation • Playing Field and Related Facility Permit Policy • Outdoor Recreation Area Lighting Policy • Recreation Committee Email—Proposed Process 39 MARRETT ROAD,LEXINGTON,MASSACHUSETTS 02421 i Recreation Committee FY 20—FY21 Goals 1. Increase the Park and Recreation facility inventory to include additional playing fields and pocket p arks. -- - _ Commented[M61] Na change 2. m leme Rec�mmendat6 s of the Cp nsion Needls Assessment and Athiedc Field Commented[MB2]:Increase Recreational Resources FeasibilityStud Communit Center Ex an5ionPriorit using theCommuniryNeedsAssessmentandAthleticField • Work with Capital committees to develop a viable plan to present to Town Meeting Feasibility Study to guide future ptanning • Create a timeline y Commented[M83] delete _. • Increase and sustain community engagement of facilities and activitiesI • "Coordinate,schedule,and staff new and existing recreational programming to be held at the Community Center, • Continue to strive to be self-sustaining through its management and operations each yea r. • Continue to provide a comprehensive,ongoing training program for Al 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. _ - - Commented[M64], delete 3. Pursue and obtain Parks and Open Space opportunities in conjunction with Economic _._._._........_......,_ _.w._.. .,_.. 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-school,youth,adult and senior populations in Lexington.The meetings will serve as an opportunity to share what each organization does,who we serve„brainstorm and possibly work in collaborative effort to identify service gaps,new programs opportunities,and expansion of current services for the benefit of the Lexington Community.L- - Commented[MB5]:Develop effective and diverse 5 Continue to develop a plan for instituting an Ip membership system for use by participants at public/private stakeholder groups to respond and interact Recreation programs and facilities. with the community to brainstorm and work In collaborative a. Old Rese rvoi rteffort to Identify service gaps,new program opportunities and expansion of current services for the benefit of the b. Lexington High School Field House Lexington Community. 6 Research potential focal state and federal grants that could assist with program costs and capital _...._ ._ _. _..__ _ . .,..... Commented[MBB] delete improvement projects. a. IdentifyC sources � d[M67] Expand the use of b. Increase resources C. 'Continue to apply forgrants that could be applied to new and existing programs and special events for youth,teens,and families. d. Apply for grants that could go towards FY 2018 and FY 2019 operations(programs)and capital improvement projects. - - _____________ Commented[MBB] delete 7. Align goals with those of the Select Board _-1--_--_-1. �. ..� . . __.­,.. ._ .._.- -1 . ._...m . 8. Collaborate and partner with Human Services,other Town departments and community service organizations. _- Commented[MB9] something re coordination with Conservation and the Public Schools i Wd"4 0 Lexington RECREATION&COMMUNITY �RO RAAY 5 Town of Lexington Recreation and Cotnmunity Programs Melissa 3attite, CPRP Tel: 781-698-4800 Director of Recreation and Community Programs Fax. 781-861-2747 Recreation & Community Programs July 1, 2020 Report ------------------------------------------------------------------------------ mews & Updates: The Recreation Committee has five applicants for the vacant seat. Chair, Rick DeAngelis and Director, Melissa Battite have been asked to coordinate an interview with each candidate for recommendation to the Town Manager.. Interviews will conclude on Tuesday, July 7th and the posting is now closed. Summer 2020-Take 2 In person activities begin next week with two programs, Archery and Navigator Club (a social group for teenagers with disabilities) Staff has been working extensively and diligently over the past few weeks on planning and preparing for the in-person programs that will be offered this summer. Staff met with the Health Department on Monday, June 29th to review the health guidelines that are in place for this summer and with the Facilities Department on Tuesday, June 30th to review cleaning protocols and access to the modular classrooms, Field House, gym, and bathrooms at Lexington High School this summer. Parent info nights will be held during the week of July 13th. The in-person programs that the department is staffing will begin on Monday, July 201h and currently, there are 245 participants registered for in-person programs this summer. Staff orientation for S.a.A.R. (Summer Outdoor Arts & Recreation) is set for Monday, July 13th, the Tennis staff orientation will be held on Tuesday, July 14th, and the set-up days for both programs will be on Thursday, July 16th. LexRec Reopen has been a great resource to the community for finding information on what facilities and spaces are open and or closed. The plan will be reviewed during the July 1st meeting to reflect updates during this and future phases. Center Recreation Complex—The project is nearing completion. It has been challenging keeping people off of the track over the past week. It is anticipated that the facility will be ready to open within the next two weeks. The Committee may want to consider a small ribbon cutting ceremony to celebrate this new facility. www.Iexlnotonrna,g_gvAgje eatian. recdeptlexirrtcr nrna„ ov 39 MARRETT ROAD,LEXINGTON,MA 02421(office) 1625 MASSACHUSETTS AVENUE,LEXINGTON,MASSACHUSETTS 02420(mai!) Pine (Meadows: • Golf continues to see a high interest in play with a record week in revenue the week of June 22nd. This has been a great benefit to the department at the end of FY2020. Parks, Fields, & Playgrounds Report • Dogs off leash at Rindge Park— resident complaints have been received. Peter Coleman met at Rindge with Mike McLean from the Police Department and Jill Hai from the Select Board on Monday,June 22,a. Additional signage about dogs being on leash will be made and displayed onsite after July 1". • Lincoln synthetic turf fields— Fields were disinfected on Thursday, June 18th and warranty work on Lincoln #1 will be completed on Thursday, July 2"d Inclusion: • 2. inclusion.... participants have registered for summer programs • The CTRS will be holding an open Parent/Caregiver forum virtually on Wednesday July 8th which will provide parents/caregivers the opportunity to ask questions regarding summer inclusion and meet the CTRS • Summer programs will incorporate behavior management skills and interventions such as ABC charts, visual schedules and social stories. Virtual Programs &Services • All virtual offerings can be found at https://www.lexingtonma.gov/recreation-community-programs/virtual-programs. • The summer virtual session of adult fitness classes begins the week of July 6. A total of 14 classes will be offered. • A variety of virtual youth enrichments programs, such as coding, hands-on science, speech and debate, and film making, are beginning the week of July 6 through August. Recreation Division: Programming: • The Battle Green Tennis League began its season on Monday, June 25th and there are currently 73 members registered to participate. Operations: � • Pool update —Weston & Sampson is nearing completion of its soft opening work at the Pool. The pools continue to be cleaned and balanced and the system is now up and running. DPW staff will do regular check-ins throughout the summer to make sure everything is operating as it should and the system will be running for approximately 8 weeks this summer. • Playgrounds —the playgrounds officially reopened on Friday, June 26th. Signage with guidelines that should be followed is posted at all of the parks. • Field Permits—the fields at Lincoln Park reopened for permitted use during the week of June 22n' and the fields at the Center (Recreation Complex are available for permitted use this week. Other fields will be available for permitted use beginning the week of July 611. Signage has been posted at the fields about guidelines that must be followed. Fall permits for organized use is currently being collected and due on July 3d Community Center: Programming: • Curbside services will occur a few times in July and August. Fitness/exercise bands are for sale to participants enrolled in our virtual programs. Once purchased, pick up will take place at the Community Center front curb on Thursday July 2"d. Human Services is also planning for their annual ice cream social later in July and a boxed lunch in August. Building & Facility: • A new chiller was installed this spring and after weeks of testing, this major project is complete. Budget& Capital: • FY2020 Capital: o Work is ongoing for the Adams tennis/basketball court resurfacing project. a The contractor will be mobilizing and begin work on the Diamond field renovation project this week. o The Community Needs Assessment statistically valid survey has reached its goal and data has been summarized. An executive summary of the final report has been included as an attachment. The community survey monkey, which provides the community at large with a chance to share their feedback, is available through the end of the day today. The program and facility assessments are close to completion along with the Level of Service process. The Steering Committee met last Wednesday, June 24th to receive the survey results and it will be presented to the Senior Management Team on July 7. Next steps include analysis of the assessments, presentation to the Community Center Staff and Leadership Team, and then to the Recreation Committee during the August 12th meeting. A public presentation is being scheduled for late September. i Town of Lexeington Co unity Interest and Opinion Survinvy Findings Report Ei 30 Mill Submitted to the Lexington Recreation and Community Programs Department (MA) ETC Institute 725 W. Frontier Lane, Olathe, Kansas ETC June 2020 11 C ETC I NSTITUTE Contents ExecutiveSummary ...................................................................... i Chartsand Graphs ....................................................................... 1 Benchmarking Analysis.............................................................. 44 Priority Investment Rating (PIR) Analysis................................... 51 TabularData .............................................................................. 59 Survey Instrument ................................................................... 141 Town of Lexington CommunAy Interest and Opinion Survey:Final Findings(2020) Town of Lexington Community Interest and Opinion Survey Executive Summary Overview ETC Institute administered a parks and recreation needs assessment in the Spring of 2020 for the Lexington Recreation and Community Programs Department. This assessment was administered as part of the Town's efforts to develop area parks, facilities, and programs. Information compiled from the assessment will provide key data to set a clear vision for the future. This survey will determine priorities for parks, recreation facilities, program offerings, and special event offerings in the Town of Lexington (MA).. t Methodology ETC Institute mailed a survey packet to a random sample of households in the Town of Lexington. Each survey packet contained a cover letter, a copy of the survey, and a postage-paid return envelope. Residents who received the survey were given the option of returning the survey by mail or completing it online at www.LexingtonParkSurvey.org. Ten days after the surveys were mailed, ETC Institute sent emails to the households that received the survey to encourage participation. The emails contained a link to the online version of the survey to make it easy for residents to complete the survey. To prevent people who were not residents of the Town from participating, everyone who completed the survey online was required to enter their home address prior to submitting the survey. ETC Institute then matched i. the addresses that were entered online with the addresses that were originally selected for the random sample. If the address from a survey completed online did not match one of the addresses selected for the sample, the online survey was not counted. The goal was to obtain completed surveys from at least 375 residents. The goal was exceeded with a total of 404 residents completing the survey. The overall results for the sample of 404 households have a precision of at least+f-4.9%at the 95% level of confidence. This report contains the following: • Charts showing the overall results of the survey(Section 1) • Benchmarking analysis comparing the Town's results to national results (Section 2) • Priority Investment Rating (PIR) that identifies priorities for facilities and programs (section 3) • Tabular data showing the overall results for all questions on the survey (Section 4) • A copy of the survey instrument (Section 5) The major findings of the survey are summarized below and on the following pages. I i Page i Town of Lexington Community Interest and Opinion Survey:Final Findings(2020) Lexington Recreation and Community Programs Department Overall Satisfaction. Respondents were asked to rate their satisfaction with the overall value of Lexington Recreation and Community Programs. • 36%are very satisfied • 40%are somewhat satisfied • 21%are neutral • 2%are somewhat dissatisfied • 1% is very dissatisfied Responding households were asked to indicate how familiar they are of knowing what the Lexington Recreation and Community Programs Department does and offers: • 12%are extremely familiar, • 33%are moderately familiar, • 35%are somewhat familiar, • 13%are slightly familiar, and • 7%are not at all familiar. Perception of Community Issues.The items with the highest levels of perception of how valuable of a contributor the Lexington Recreation and Community Programs is in addressing specific community issues, based on the sum of "Very valuable contributor" and "somewhat valuable contributor" responses, among residents who had an opinion, were: enhancing healthy aging (88%), making living in Lexington fun (85%), and shaping public perceptions of Lexington and its overall quality of life (85%). Satisfaction with Services. The services provided by the Lexington Recreation and Community Programs Department with the highest levels of satisfaction, based on the sum of"very satisfied" and "somewhat satisfied" responses among residents who had an opinion, were: maintenance of parks/facilities (83%), number of trails/connectivity(80%),the number of parks (77%), and the customer services by staff(75%). The Parks and Recreation services that residents think should receive the most attention from the Town over the next two years, based on the sum of respondents' top three choices, were: maintenance of parks/facilities (31%), availability of information about programs and facilities (28%), and the number of trails/connectivity(23%). Program Participation and Ratings Participation. Forty-five percent (45%) of respondents indicated they or members of their household have participated in recreation programs in the past 12 months. These responding households (45%) were asked how many different programs their respective household participated in over the past 12 months. • 24% participated in 1 program • 54% participated in 2 to 3 programs • 15% participated in 4 to 6 programs 0 5% participated in 7 to 10 programs 0 2% participated in 11 or more programs Page ii Town of Lexington Community Interest and Opinion Survey:Final Findings(2020) The programs that responding households(45%)participated inmost,during the past 12 months, were: drop-in use of Community Center (34%), fitness and wellness (31%), community events/festivals (26%), and athletics (24%). Respondents indicated the primary reasons they or members of their household participate in Town programs are because of the location of the program (65%),good value for program fee (48%), and the topics are relevant/interesting(47%). Recreation programs that responding households participate in most, via other organizations otherthan the Town, are:fitness and wellness(43%),community events/festivals(29%),athletics (21%), and aquatics (20%). Barriers to Participation in Programs. Respondents were asked, from a list of 20 potential reasons, why they do not participate in Town programs more often. Forty-three percent (43%) indicated they have no time to participate, 28%indicated the program times are not convenient, and 21% indicated that they use services/programs of other agencies. Ratings. Of the respondents that indicated they have participated in recreation programs in the past 12 months (45%); 55% rated the overall quality of programs as excellent, 42% rated the overall quality of programs as good, and 3% rated the overall quality as fair. Program Needs and Priorities Program Needs. Respondents were also asked to identify if their household had a need for 30 programs and rate how well their needs for each program were currently being met. Based on this analysis, ETC Institute was able to estimate the number of households in the community that had "unmet" needs for each program. The four recreation programs with the highest percentage of households that have an unmet need were: 1. fitness and wellness programs—2,469 households (or 20%), 2. outdoor water recreation --2,428 households (20%), 3. cultural performances—2,327 households (19%), and 4. enrichment programs—2,082 households (17%). The estimated number of households that have unmet needs for each of the 30 programs that were assessed is shown in the graph on the following page. Town mLexington Community Interest and Opinion Survey:Final Findings fzmo Estimated Number of Households Whose Needs for Programs Are Met Partly Met.. Mostly Unmet,, and Not Met by number of households baseclon an estimated 12,149 households Inthe Town ofLexiqton(MA) Fitness&vRlIness programs ONE= 2,469 Outdoor voter recreation NUMMENVEEM 2,428 culturM performances /1/11220' WNSININUMERM 2,327 Outdoor events 1`1111111 WM 1,9,07 Performing arts programs IMPREIRIMM 1,904 Outdoor programming in parks RVIREIVERAIREM 1,789 Outdoor recrea tion 20//(11 10 1 ON 1,609 Senior programs(6G+) 1,580 Historical programs 2,486 Aquaticprogfams 1,473 Community gardening programs 1,257 Family ormultl-ageg(oup programs ROOM 1,188 Adult programs(18+) 1,180 Arts&crafts 0,1100/01M 1,165 Prograrnswith your pet 1,041 Science,Tech,Enginee ring,Art&Math programs RIMM 911 Holiday/out of school programs PRESS' 011'N 8 6 6 Teen(12-17)programs RRUMN11=1 838 After school programs US OWNS, RNIN 707 Social service programs 1001015110, OEM 706 Adaptive Reaeation R%/v,,,i,�// 00'00M 692 Technology programs ',1NIVI'MININ 465 0 1,000 2,000 3,000 4,000 Program Importance. In addition to assessing the needs for each program, ET[ Institute also assessed the importance that residents placed on each program. Based onthe sum of respondents' top four choices, the four most important programs to residents were: 1. outdoor events (8OY6), 2. outdoor recreation (3O96), 3. cultural performances /2796\, and 4. fitness and wellness programs /24%L The percentage of residents who selected each program as one of theirtop four choices is shown inthe chart atthe top ofthe following page. Town"xLexington Community Interest and Opinion Survey:Final Findings(2020) %4-7. Programs Most Important to Households by percentage of respondents who selected the ftemsas one of theirtop four choices outdDorevents 30% Outdoor recreation EMEM 111111111M 1, 30% Cultura I performances 27% Fitness&wellness programs V 24% Historical programs 1/,l 112=111=1 111111/1,1001M, 16% performing arts programs IOU=RIMMI 14% Enrichment programs 10% Nature programs JMMINIPS1 8% Adaptive Recreation 7% After school programs '11,11,ff=I N 7% Outdoor programming in parks t,,' 11 M 1 7% Adult sports leagues&tournaments MEW11 6% Science,Tech,Engineering,Art&Math programs FAMOVINIR 6% Outdoor water recreation 0 M ro.1111 6% Arts&crafts W 11/110111 6% Youth sports leagues,tournaments,&camps 0 0� 6% Teen(12-17)programs 0101,N I F05 6% Adult programs(18+) �YANJU 5% Social service programs 1/M 10 4%, Pfogra ms with your pet �KINIVN 4% Community gardening programs RKU 4% Family or multi-age group programs 110A I N 1 4% Hollclay/out of school programs MUNI 3% Trips 11",01 2% Technology programs 11 1% Before school programs 1 1% Summer meal assistance for youth 10% Source: ETC Institute(2020) Most Important m2ndChoice w3rdChoice r�,14thChoice Responding household were asked what programs they and/or members of their household would use most often. Based unthe sum ofrespondents' top four choices, the four programs households would use most often, are: ` 1. outdoor recreation (3194) 2. outdoor events (2896), 3. cultural performances (25Y6), and 4, fitness and wellness programs (229C). Priorities for Program Investments. The Priority Investment Rating (PIR) was developed by ETC Institute to provide organizations with an objective tool for evaluating the priority that should be placed on Parks and Recreation investments. The Priority Investment Rating (PIR) equally weighs (1) the importance that residents place on amenity/program and (2) how many residents have unmet needs for the fad|itv/prmArarn. [ Details regarding the methodology for this analysis are provided in Section 3ofthis report] Based the Priority Investment Rating (PIR), the following nine programs were rated as high priorities for investment: • Cultural performances (PIR=183) * Fitness and wellness programs (P|R=17O) w Outdoor events (P|R=l77) Town of Lexington Community interest and Opinion Survey:Final Findings(2020) • Outdoor recreation (PIR=165) • Performing arts programs (PIR=125) • Senior(60+) programs (PIR=121) • Outdoor water recreation (PIR=118) • Enrichment programs (PIR=11.7) • Historical programs (PI'R=112) The graph below shows the Priority Investment. Rating for each of the 30 programs that were rated. Top Priorities for Investment for Programs Based on the Priority Investment Rating Cultural performances ////l/.,/t,r l!J'/y r'a r/,rY'r RAW 0rl fj„ Fitness&wellness programs Era vrl%/'f,!i ,/l;rJ.i/r%irirr,,,ll ,;,rrf,'TJ/uS'Irr3J/'l,/,i/i rr/ iiJYr„>/,/br/ tr/,,I2i ra+1„ Outdoor events ,rvin„'r?;'v lra%',rc,.E,of,,, i/1,rr,;anrS//riE,r,,frr„1i u/,l/,F/i rvi<J!ly✓,lv/n,r/lirl6'd„!i Outdoor recreation J!J!/l %f''+r f'lr erdJlr 1 J' 2JN 1,ryian fi'✓J,l,rx»l/!/JS JG, / El ilrl rY/',!l 1r;; Perform Ing arts programs Senior programs(60+) Ir7//9ri/,+/iS%r,^.Jird/1 r (6ufJlEG/1 l r, E f , 11�i i,id Outdoor water recreation fF9J,)r J //,?r7/r 'r i/iGlryrl, yrlv,l fflr,,'?„U !P rrv' Enrichment programs I I Historical programs Irl"l��ur i'f iJ//f�r9 rrrtiru/A�r uri�'r'r/�w�o° "f Aquatic programs f rSlrJ,ai`r,( JP (J%I li3%rr/f/6!L rYlr91/C% Outdoor programming In parks „a,rrf i'rl Sru E;rlra„vj rr/„J/,,;G/il%ii S%!i' Nature programs vrj E',N%h%E;'/r'rfri/ri/lviyrl /rl s G;rt r %J Adult sports leagues&tournam ents vl�,a r Arts&crafts Np//,i'„12'fY/1 ;9/y'Jl/,11/(!OJ,rrEi'a, Community gardening programs l rr 1ril;,,v lrrr r,,G/r/r.,.`rl11,00,'�lr: Adult programs(1g+) „rl'%lli,1!l ir 'cEGoirl7 !'aJr(I/j, ” ” Family ormuKagegroup programs Science,Tech,Engineering,Ad&Math programs Summerdaycampprograms Programs with your pet rrJ!l✓11,<'/1,1rrrD/vEb;lt Teen(1.2-17)programs Adaptive Recreation r i r,, rrirrtY%r„/l !fiiir After school programs /'rl �rlrhf,,J,1�Yi Holiday/out of school programs 1r%J,T `r;,;,rr'r;ur frtr; Youth sports leagues,tournaments,&cam psiini'rlert Social service programs Trips Technology programs Before school programs f Summer meat assistance for youth o ao ao 120 160 tom Source: ETC Imtkute(2020) Facility Use and Ratings Use. Lexington Recreation and Community Programs facilities that were used most by responding households and/or members of the household, were: paths and trails (76%), Minuteman Commuter Bikeway(73%),general park use/open space (72%), and Lexington Community Center (50%). Ratings. The items with the highest ratings for the overall condition of the facility, based on the sum of"excellent” and "good” responses among residents who had an opinion, were: Lexington Community Center (100%), skate park (100%), general park use/open space (97%), and Minuteman Commuter Bikeway (97%). Town nrLexington Community Interest and Opinion Survey:Final Findings J2020) Facility Needs and Priorities Facility Needs. Respondents were asked to identify if their household had a need for 31 facilities and rate how well their needs for each were currently being met. Based on this analysis, ETC Institute was able to estimate the number of households in the community that had the greatest "unmet" need for various facilities. The four facilities with the highest percentage of households that have an unmet need were: 1. indoor fitness and exercise facilities—2,9O5households (or 2496\, 2. canoe/kayak access—2,7I4households (or I2y6), 3. indoor swimming pools/leisure pools—2,627households (or 22%), and 4. indoor lap |a,nosfor exercise swimming—2,59Bhouseholds (or2196). The estimated number of households that have unmet needs for each of the 31 facilities that were assessed is shown |nthe graph below. Town mLexington Community Interest and Opinion Survey:mm|Findings(2020 Facility Importance: |maddition tuassessing the needs for each facility, ETC Institute also assessed the importance that residents placed on each facility. Based on the sumo of respondents' top four choices, the four most important facilities tVresidents were: 1. paved walking and biking trails (5396), 2. nature trails (5SY6) 3. park shelters and picnic areas /31%J and 4. natural play areas and playgrounds /I7Y6\. The percentage of residents who selected each facility as one of their top four choices is shown in the gra,phonthe following page. Q12. Facilities Most Important to Households by percentage ofrespondents who selected the items as oneof their top four choices Paved walking&biking trails 0/301/011001 5 3 Nature trails ffAMENMEMININIMPE 53% Park shelters&picnic areas A IMMIMEMER 31% Natural play areas&playgrounds 27% Outdoor tennis courts 11M 11111MEM111"KINA 14% OutdoorpickleballcOurtS IBM 24% Off-leash dog parks 12MINWIFY/1 10% outdoor swimming pools/water parks INNINE111 WINN, 9% Indoor fitness&exercise facilities I MISID1111 9% outdoor basketball courts I/Y111,MNIMIRM, 9% Disegolf 8% Skateboarding parks =11=11/2 8% Indoor swimming pools/leisure pools 8% Multi-generational community centers 4111111YA 6% Splash pads IOU' 5% indoor lap lanes for exercise swimming 1 4% Outdoor fitness equipment&facilities MR 4% Indoor running/walking tracks 0 111111 4% outdoor baseball&softball fields 1111 Ed 4% outdoor multi-use fields 111112 4% Greenspace&natural areas/parks M1111 3% Mountain bike parks I I V"I 3% Community gardens 1111f 2% Cricket fie ids 1 2% Escape rooms 1% Ca noe/kaya k access 1% indoor meeting space/facility rentals 11 1% Outdoor adventure courses 0% Source: ETClnstkute(2020) Responding household were asked what facilities they and/or members of their household wou ld use most often. Based on the su rn of respondents' top fou r choices, the fou r facilities households would use most often, are: 1. paved walking and biking trails (S596), 2. nature trails (52Y6) S. gneenspaceand natural areas/parks /3J%0, and Town ofLexington Community Interest and Opinion Survey:NnalFindings QUO) Priorities for Facility Investments: Bused on the priority investment rating (PIR), which vvas described briefly on Page v of this Executive Summary and is described in more detail in Section 3ufthis report, the following eight facilities were rated as "high priorities" for investment: • Nature trails (P|R=l50) w Paved walking and biking trails (P|R=l5[) w Indoor fitness and exercise facilities (P|R=13Z) • Indoor swimming pools/leisure pools (P|R=108) • Greenspaceand natural areas/parks /P|R=1Q5\ • Indoor running/walking tracks(P|R=1O4) • Canoe/kayak access (P|R=1U2) • Indoor lap lanes for exercise swimming /P|R=1OD\ The graph below shows the Priority Investment Rating for each of the 31 facilities that were rated. Town of Lexington Community Interest and Opinion Survey:Final Findings(2020} Additional Findings Organizations Used for Indoor/Outdoor Recreation Activities.The organizations that were used most for indoor and outdoor recreation activities, during the past 12 months, were: libraries (75%), movie theaters (53%), shopping malls (37%), private fitness clubs (36%), and Lexington Recreation and Community Programs (35%). • Organizations used most for those that are 17 years and younger, based on the sum of respondents' top two choices, were: libraries (11%), JW Hayden Recreation Centre (9%), and Lexington Recreation and Community Programs (6%). • Organizations used most for those that are between 18 and 34 years of age, based on the sum of respondents' top two choices, were: libraries (7%), movie theaters (4%), and Lexington Recreation and Community Programs (3%). • Organizations used most for those that are between the age of 35 to 59 years, based on the sum of respondents' top two choices, were: libraries (14%), private fitness clubs (12%), and neighboring community's Parks and Recreation Department(6%). • Organizations used most for those that are 60 years and older, based on the sum of respondents' top two choices, were: libraries (20%), private fitness dubs (11%), and Lexington Recreation and Community Programs (9%). Funding. Compared to other Town services (police, schools, etc.), respondents were asked how important it is to them to fund parks, trails, and recreation programs and facilities. Nine percent (9%) indicated it is much more important, 11% indicated it is more important, 66% indicated it is equally important, 12% indicated it is less important, and 1% indicated it is far less important to fund parks, trails, and recreation programs and facilities. The items with the highest level of support for potential funding, based on the sum of "very supportive" and "somewhat supportive" responses among residents who had an opinion, were: formalize and expand fundraising efforts (81%), partner with similar providers to operate facilities and provide services (72%), and develop corporate naming rights and sponsorships (54%). The top potential actions that responding households would be most willing to support, based on respondents' top three choices, were: formalize and expand fundraising efforts (48%), partner with similar providers to operate facilities and provide services (45%), and develop corporate naming rights and sponsorships (33%). Allocation of Funds. Respondents were asked if, hypothetically, they had a budget of $100 to spend on parks, trails, sports, and recreation, how they would allocate and prioritize such funds among various categories. Respondents would choose to allocate their budget as follows: • $26 to improvements/maintenance of existing parks and recreation facilities • $21 to the acquisition and development of pathways and greenways (walking and biking trails) • $20 to the development of new facilities • $18 to the acquisition of new park land and open space • $15 to the construction of new sports fields and courts Town of Lexington Community Interest and Opinion Survey:Final Findings(2020) Method of Information. The top three methods respondents have used to learn about parks, facilities, activities, and recreation programs are the Parks and Recreation Guide (79%), word of mouth (47%), and newspaper (40%). Responding households were asked to indicate the preferred ways they would like to learn about parks,facilities,activities,and recreation programs. The top responses, based on the sum of respondents' top three choices, were: Parks and Recreation Guide (63%), email (47%), and the Town website (31%). Conclusions To ensure that Lexington Recreation and Community Programs continues to meet the needs and expectations of the community, ETC Institute recommends that the Parks and Recreation Department sustain and/or improve the performance in areas that were identified as "high priorities" by the Priority Investment Rating (PIR). The facilities and programs with the highest PIR ratings are listed below. Facility Priorities o Nature trails (PIR=150) o Paved walking and biking trails (PIR=150) o Indoor fitness and exercise facilities (PIR=132) o Indoor swimming pools/leisure pools (PIR=108) o Greenspace and natural areas/parks (PIR=105) o Indoor running/walking tracks (PIR=104) o Canoe/kayak access (PIR=102) o Indoor lap lanes for exercise swimming (PIR=100) Program Priorities o Cultural performances (PIR=183) o Fitness and wellness programs (PIR=178) o Outdoor events (PIR=177) o Outdoor recreation (PIR=165) o Performing arts programs (PIR=125) o Senior(60f) programs (PIR=121) o Outdoor water recreation (PIR=118) o Enrichment programs (PIR=117) o Historical programs (PIR=11 Lexington RECOArION&commUNITY Town of Lexington Recreation and Community Programs Melissa Battite, CPRP Tel: 781-698-4800 Director of Recreation and Community Programs Fax: 781-861-2747 Path to RECovery Restoration of Services INTRODUCTION The Recreation and Community Programs Department remains closed to the public due to the Covid-19 pandemic and resulting State of Emergency declared' by Governor Charlie Baker. The closure includes the cancellation of the entire spring session of indoor and outdoor programs, services and facilities. Discontinuing access to health and wellness, organized and drop-in activities, athletic leagues in addition to public use of playgrounds, tennis and basketball courts and fields has significantly impacted the community. The spring season typically includes preparations for summer including thousands of registrations, onboarding hundreds of staff and volunteers in addition to the traditional seasonal opening of the Town Pool. Virtual services continue and the Pine Meadows Golf Club has reopened with reduced services, following safety guidelines. The Recreation and Community Programs Department has operated as an Enterprise Fund since 1991. Programs are self-supported by setting user fees to cover all expenses. The Director of Recreation and Community Programs, through the Recreation Committee, sets fees with the approval of the Select Board. The Recreation and Community Programs Department operating budget supports staff that manages and delivers recreation programs, services and facilities along with the supplies needed to operate and deliver services. Surplus revenues generated through the Enterprise helps fund Capital Improvement Projects and financially supports the professional staff to administer the department in addition to the In Direct costs associated with support from Town Services such as those provided directly by the Department of Public Works and various town departments. The cancellations of programs, services and facility closures has devastated the Recreation Enterprise Fund. The loss of this revenue, stream is forecasted to total over$1M. The Retained Earnings balance of the Enterprise Fund is approximately$670K and will be completely absorbed by this revenue loss and will likely require support from the Tax Levy for FY20. Thoughtful, creative and fiscally sound decisions will be necessary for building a financial recovery plan for FY21 and beyond for financial viability. Staff is developing plans for how programs, services and facilities may be feasible as restrictions are lifted. As services resume, we will adopt a phased approach where the health, safety and well-being of our staff, volunteers and patrons guides us towards full restoration of services. A measured approach and adhering to the guidelines is necessary to ensure forward progress and to prevent further closures. Services will be addressed holistically as well as site/service specific based on the local decisions and ability to meet guidgliqgs received from the CDC, NRPA, Public Health leaders and local authorities. It is important to note that the Town of Lexington is developing phases for Reopening Lexington, which may not mirror that of other cities and towns. www�1exJiQg!p_nmg.govrecreation L_ recdePb@_W1r0tQnMa'gQV 39 MARRETT ROAD,LEXINGTON,MA 02421 The core services will be addressed by categories including Golf, Programs/Camps/Clinics, Aquatics, Parks, Athletics and the Community Center, each of which will have an individual plan towards the restoration of services. This document will evolve as information changes and as the town resumes staff capacity in early lune and' the estimated dates and phases may change at any time. The Service Categories and Definition of Terms along with links to the guidelines can be found at the end of this document, Path to RCovory Phase A: Early to mid-June* Staff begin to return to the building with rotating schedules • Closed to the public o Community Center o Town Pool o Athletics—Individual Sports &Activities- Contact. o Athletics—Team Sports & Activities: Contact o Athletics—Team Sports & Activities— Non-Contact o Programs/Camps/Clinics o Playgrounds o Skatepark o Gaga Pit—Center Recreation Complex o Public Restrooms, Water Fountains, Grills o Athletic Fields • Open to the public—following,guidelines o Pine Meadows Golf Club o Capital projects o Virtual services o Parks and Trails - Open dawn to dusk without athletic lighting o Athletics—Individual Sports & Activities—Non-Contact Phase B: Mid-June to early July* (approximately 3 weeks after previous phase) • Ciosed to the public. I o Community Center—limited curbside services are allowed o Town Pool o Athletics— Individual Sports & Activities - Contact a Programs/Camps/Clinics o Public Restrooms, Water Fountains, Grills, Special Events, including picnic rentals or special) use permitting • Open to the public—following guidelines o Pine Meadows Golf Course o Capital projects o Virtual services o Playgrounds o Skatepark o Parks and Trails - Open dawn to dusk ■ All equipment such as goals will remain locked unless used during permitted use. Bounce backs and or individual l use equipment may remain unlocked. • Permit holder or participants are not required to be residents ■ Use of athletic lighting is allowed o Athletics— Individual Sports &Activities - Non-contact o Athletics—Team Sports & Activities: Contact; no games or scrimmages o Athletics—Team Sports & Activities— Non-Contact; no games or scrimmages a All equipment such as goals will remain locked unless used during permitted use. Bounce backs and or individual use equipment may remain unlocked. i Phase C: early July to mid-August* (approximately 3 weeks after previous phase) • Closed to the public o Community Center— limited curbside services are allowed o Town Pool a Athletics—Individual Sports & Activities - Contact • Gaga Pit—Center Recreation Complex • Public Restrooms, Water Fountains, Grills, Special Events, including picnic rentals or special use permitting • Open to the public—followingggidelines ci Pine Meadows Golf Club a Capital projects o Virtual services o Playgrounds o Skatepark • Parks and Trails - Open dawn to dusk ■ All equipment such as goals will remain locked unless used during permitted use. Bounce backs and or individual use equipment may remain unlocked. ■ Permit holder or participants are not required to be residents ■ Use of athletic lighting is allowed • Athletics—Individual Sports & Activities - Non-contact p Athletics—Team Sports & Activities Contact a Athletics—Team Sports & Activities— Non-Contact • Community Center w/limited hours & access a Athletic Fields • Programs/Camps/Clinics (if space allows) Phase D: mid-August—October J.* (approximately 3 weeks after previous phase) • Closed to the public • Community Center—limited curbside services are allowed a Town Pool • Athletics— Individual Sports & Activities - Contact • Gaga Pit— Center Recreation Complex. a Public Restrooms, Water Fountains, Grills, Special Events, including picnic rentals or special use permitting • Open to the public—following guidelines o Pine Meadows Golf Club a Capital projects o Virtual services • Playgrounds • Skatepark o Parks and Trails - Open dawn to dusk ■ All equipment such as goals will remain locked unless used during permitted use. Bounce backs and or individual use equipment may remain unlocked. ■ Permit holder or participants are not required to be residents ■ Use of athletic lighting is allowed © Athletics— Individual Sports & Activities- Non-contact • Athletics—Team Sports &Activities: Contact o Athletics—Team Sports &Activities— Non-Contact o Community Center w/limited hours & access o Athletic Fields o Programs/Camps/Clinics *dates and timing of the phases will be based upon the action of the Commonwealth and or the appropriate authorities LexRec -- Definitions of Terms Aquatics—swimming activities provided at the Town Pool (Old Reservoir closed for construction) Athletic Fields— playing areas that are designed in order for specific sports to be played such as baseball, softball, lacrosse, field hockey, track &field, soccer using natural grass or synthetic surfacing. Athletics—activities as defined in the guidelines for Urban Recreation and Youth Programming activities during the duration of Governor Baker's Phase I plan • Athletics— Individual Sports &Activities—Contact—Sports/Activities that require more than 1 individual and require physical contact to compete. Examples: Wrestling, Mixed Martial Arts, 1-1 sport specific skill drills (soccer, basketball, etc) • Athletics— Individual Sports&Activities - Nan-contact- activities that require less than 10 people to participate, but do not require individuals to be closer than 6 feet together to be able to engage in the activity or sport. Examples: Tennis (singles), Golf, running, Pickleball (singles), Skateboarding, Kite Flying, Fishing, Yoga, Tai Chi, Meditation, Low Impact Fitness Courses, Self-guided Fitness courses, hiking, walking, solo birding, trail running. • Athletics--Team Sports&Activities: Contact—Traditional team sports that require multiple individuals and close proximity as part of the competition. Examples: Soccer, basketball, football, baseball, softball, hockey, lacrosse, rugby, field hockey • Athletics—Team Sports&Activities— Non-Contact-Sports and activities that require multiple individuals to be in close proximity to participate, even though they may not be competing against each other. Example: Baseball, softball, team biking, swimming, handball, volleyball Golf—9 hole municipal golf course open 7 days a week. Guideline-a directive, limitation and or restriction received from the Massachusetts Reopening Task Force, regarding a specific service, facility or experience. Capital projects-fiscal FY20 and FY21 funded capital improvements that may be active or become active during the phases. Community Center- multi generational facility that provides indoor and outdoor space to participate in formal and informal enrichment opportunities. Hard Court Surfaces—playing areas that are designed in order for specific sports to be played, such as tennis, pickleball, basketball and skate parks Parks- a parcel of open space on public land that may include active and or passive opportunities for individual or group activities; typically compromised a variety of amenities including playgrounds, athletic fields, public restrooms, trails, track, etc. Permit— preapproved permission and access for use of a specific location for a predetermined amount of time for a specific use. Can be for one time use or multi use at multi locations and times Phase- a period of time with no set start or end date with defined guidelines that may or may not be permitted based on national, regional or local authority. Playgrounds- a permanent structure within a park that is comprised of climbing apparatus, slides and or swings designed for children ages 5— 12 years olds Programs/Camps/Clinics- organized activities that require preregistration and staff support Trails-formal or informal walkways creating connectivity within a park or park system Virtual programs—organized activities and resources that can take place via the internet LexRec - Service Categories Recommendations 1) Golf— Currently open and will continue to follow guidelines throughout phases and 2020 season. 2) Aquatics— recommendation to keep the pool closed to the public for the 2020 season. 3) Programs/Camps/Clinics— recommendation to offer a limited number of programs. This will be determined based on licensing capacity with the Board of Health, access to adequate space at the schools and Community Center and financial resources to fund the programs. 4) Parks— recommendation for parks to remain open with limited access; implement the phases following appropriate guidelines and ability to comply. 5) Athletics— recommendation for organized use to be permitted with organizations ability to follow the guidelines through the phases and 2020 season. This includes (individual Sports &Activities—Contact; Individual Sports &Activities— Non-Contact; Team Sports & Activities: Contact; Team, Sports & Activities— Non-Contact 6) Community Center— recommendation to offer limited hours, Sam—4pm, Monday— Friday through October 1, 2020 with limited access; implement the phases following appropriate guidelinµes and ability to comply. A separate reopening plan is being developed in collaboration with the Human Services Department and the Library. Resources • Massachusetts Reopening Task Force— Four Phase Approach r- hase-a roach • Outdoor Recreation Task Force Guidelines https:Z/www.mass.gov/doc/outdoor-recreation-task-forcelpEqsentatiLoq-5:L8 2_Q/Oown load • Executive Office of Energy and Environmental Affairs b�qp -JLwwW.mAss.,gov/doc/va rks-opgen-s pace-a n d-o u td oo r-ed u cat i on-best-p ract i ces-5-18- 20/clownload • National Recreation and Park Association tqp�ij org/about t- www.nrpa -nation al-recregign:�!��ssociation/press-room NRPA-statemen .L_ on-using.-darks • Field Guide for Camps on Implementation of CDC Guidance https://www.publicgqrdensLorgLresourqes/field-guide-camps-implementation-cdc-guidance Last version voted 7.1.2020 Recreation Committee Last version voted 6.17.2020 Recreation Committee Last version voted 6.2.2020 Recreation Committee BOARD OF SELECTMEN REGULATION PARK AND RECREATIONAL FACILITIES Date Approved by BOS: Signature of Chair: Juno 171 'f01 1 22../2" The Board of Selectmen for the Town of Lexington, by virtue of its authority to make rules for the use and government of the Public Parks and Recreational areas of said Town, and for breaches of such rules to affix penalties, hereby ordains that within the limits of the Public Parks and Recreational areas, except with the prior written consent of the Board or its designee, it is forbidden: I. To be in or on Park or Recreation Property from one-half hour after sunset to one-half hour before sunrise except while open for public skating or any other lighted recreational use. 2. To use playing fields except as allowed by the Recreation Department Field Use Policy. 3. To cut, break, injure, deface, defile, or ill-use any building, fence or other construction or any tree, bush,plant or turf, or any other thing or property of said Town. 4. To have possession of or consume any alcoholic beverage, or play any game of chance, or commit any disorderly or improper action; or disturb the peace in any way, or conduct oneself in such manner as to interfere with the rightful enjoyment of the public upon these grounds. 5. To refuse to obey the orders or requests of either the Selectmen or the Police, or other agents of the Selectmen, and to refuse to assist them when required. 6. To make a fire except in designated fire places with permission of the Fire Department. 7. To have possession of or discharge any destructive weapon, firearm, firecracker, torpedo, or firework; to hunt, trap or shoot; injure or have possession of any wild animal or bird; to injure or disturb bird nests or eggs. 8. To post, paint, affix, or display any sign, notice, placard, or advertising device; or engage in business, sell, or expose for sale, or give away any goods, wares, or circulars. 9. Dumping of any kind shall not be permitted within any park grounds, school grounds, and recreation areas. 10. The playing of golf is strictly prohibited, except at Pine Meadows Golf Course during scheduled hours of operation. 11. To operate or park a motor vehicle, including, but not limited to any car, truck, bus, motorcycle, motor bike or snowmobile on park grounds, school grounds and recreation areas, other than in the official use of the Town, or in designated parking areas. 12. To allow any domestic animal, other than dogs on leash to go upon these grounds. All animals, including dogs, are expressly prohibited from school grounds, playgrounds, and playing fields. The exception is a service animal as designated by the American with Disabilities Act. 13. Smoking is strictly prohibited. Compliance with the foregoing regulations is a condition of the use of these premises. Any person willfully doing any of the things above forbidden shall be punished by a fine not exceeding one hundred dollars. Adopted February 9, 1981 Section 12 added June 16, 1997 Revised by Policy Manual Committee 6127111. Lexin t©QCl RECREATION&COMMUNITY rnacnnn�s r �ry ry��y l VlA/lr< 0jQXZ/iYC7V 'I Recreation & Community Programs Melissa Battite, CPRP Tel: (781)698-4800 Director of Recreation &Community Programs Fax: (781) 861-2747 Playing Field and Related Facility Permit Policy The Town of Lexington (the Town), through authority granted to its Recreation and Community Programs Department, hereby adopts the following policy concerning the use of the Town's playing fields and related facilities. Lexington Fields and Facilities are in the public domain and j do not necessarily need a permit for use. However, a legally issued permit does take preference over drop-in use on any site or playing surfaces. Regular meetings of a group of individuals is considered organized use and does necessitate the issue of a Field Permit. Permitted lyses of Fields: • Organized or regular use of the Town's playing fields by groups shall require a permit. ca eu1p LaseBaslm.Scheduled meeting time, day,week or month or is often used • f2r anized Group of people who have formally chosen to come together • I ea uses: A Lexington-based league must consist of a minimum of A teams to be classified as a league. • When two or more applicants fall kinder,the same tier system and applying for the same space, priority will be given to the sport in season sanctioned by the Mf , outlined as follows: o Fall Season — Football, Field Hockey, Soccer, and Cross Country o Spring.Season — Baseball, Softball, Lacrosse, Tennis, Track and Field o Summer Season — Baseball, Softball o lion MIAA sanctioned sports--Will fall under the season that is traditionally played and prioritized with the space that is available. • ,Allocations will be based on availability, scheduled renovations, and turf control measures, implemented by the Recreation and Community Programs Department and the Public Grounds Department(Simply because afield looks open and available does not mean it will be permitted. It may be scheduled for renovation or have been renovated with controls that are not readily visible, or may have been deemed by the Recreation and Community Programs Department and Public Grounds Department to be 1 at its maximum use level in light of its condition). The Town will make a concerted effort to schedule field renovations and turf maintenance to minimize impact on access and use. • In addition to the tier (which will be issued pursuant to the priority tier system and other factors as described below) to which a permit holder belongs, consideration will be given to a Lexington Based Sports Organization (LBSO) that has been a permit holder at a site in the post. As a general rule, a permit will be renewed provided the holders have conducted themselves in accordance with the conditions described in this policy. This does not guarantee a permit from season to season.-Items that will weigh in final decisions will be the past history an organization has developed with the Recreation and Community Programs Department, length of time an organization has been at a particular site, how good a neighbor the LBSO has been to the surrounding neighborhood (ie. parking, no alcohol use), condition the field is left in after user is finished for the day (i.e. trash), and the ability of the group to conform to the rules and regulations of the Recreation and Community Programs Department. REMOVING: e Other than Tier I and Tier 22, applicants that wish to use a second field'during a season will only be considered for a second site based on availability after the season permits have been issued. In general, we have space for non-Tier I or 2 applicants to have only one field per.season, • Payment is expected prior to receiving the permit (with the exception being LBSO that pay the per participant rate and final light fees). Payment by check, cash and credit cards are accepted. No future permits will be issued to a group or organization until all outstanding fees are paid. • Reallocation or subletting of fields by a permit holder is strictly prohibited. If permitted fields are going unused, the unused dates and times may not be assigned to non- permitted users and are to be turned back to the Recreation and Community Programs Department for allocation to other users. • Unless specifically requested and approved by all applicable Town Departments and Boards, it is understood that the function/activity to be held is not a fundraiser, which no admission is to be charged, that no tickets will be sold or collections taken, and no items will be sold. • Any violation of the permit's terms, conditions, and/or limitations shall be grounds for immediate revocation of the permit. No refund of the permit (administrative fee removed) will be granted and future applications for permits submitted by such team, group, or organization may be denied. • By submitting an application, all applicants agree to conform to all Town policies for playing fields and related facilities use in addition to Board of Selectman, Park and Recreation, facilities regulation. 2 Checklist for permit application: Consideration will be given once tine following conditions are met: • Completed application with signed acknowledgement of policy statement. • Associated rosters signed by organization or league authenticating residency requirements for Tier 2, 3, & 4 users. A copy of participant's driver's license or other proof of residency may be required. • A copy of the organization's insurance certificate. it must be for a minimum of $1,000,000 general liability coverage and the Town must be named as additionally insured. • Check in with the Police Department or DPW, where deemed necessary by the Recreation and Community Programs Department, as a condition of any permit being issued. The Cost Of Such a police detail or DPW overtime shall be borne by the permit holder, at the established detail rate, (Moved Sections) • Any organization or entity that accepts volunteers and provides activities or programs to children 18 years of age or younger must provide the Recreation and Community Programs Department with written documentation that the entity or organization performs a CORI check on all volunteers, as required by Massachusetts General Law. This must be on your organization's letterhead and signed by the President: Chapter 385 of the Acts of 2002, "An Act Further Protecting Children", was signed into low by Governor protecting Children"Jane Swift in November 2002. The low imposes several new requirements, including "..any entity or organization primarily engaged in providing activities or programs to children 18 years of age or less or that accepts volunteers, shall obtain all available criminal offender record information from the criminal history systems board prior to accepting any person as a volunteer." • The permit holder(s) must be in possession of the permit at the playing field and/or related facility, and be prepared to produce the permit upon proper request by representatives of the Recreation and Community Programs Department, or any Town official, including the police. Failure to produce a valid permit when requested is grounds for expulsion from the playing field or facility, and such further action as the Recreation and Community Programs Department may determine,to be appropriate under the circumstances. • Field Permits are not guaranteed from season to season. (Moved sections) • Once afield permit has been processed, no refunds will be given. (Removing) After a field permit has been processed, each change made to the permit, whether it be date, location, or time, will result In a $10 administrative fee being assessed to the permit holder. • Each non-profit sports organization must be in compliance with, all state and federal regulations, (Check with Peter) 3 Permits will be issued in the following priority: Tier 1 Priority Use: • Recreation and Community Programs Department Sponsored Programs. • School Department Use: o Lexington High School MIAA sanctioned athletic team (e.g., soccer, softball, lacrosse, baseball, football, field hockey, tennis, cross country, track and field, etc.) games and practices. o Lexington Middle School athletic team (e.g. soccer, softball, lacrosse, baseball, football, field hockey, tennis, cross country, track and field, etc.) games and practices. o Lexington Public School Physical Education classes. o Lexington Public School/PTA special events like "Walk for the Arts", school fairs, etc. • These priorities override any permit issued by the Recreation and Community Programs Department. School Department sport & special events take priority over all previously issued permits. • When appropriate communication and adequate time is provided, the Recreation and Community Programs will work to resolve any conflicts on a case by case basis. Tier2 Priority Use: (Must have 95% Lexington Resident Participants) 9 Lexington Based Youth &Adult Sports Organizations (i.e. Little League, Babe Ruth Baseball, Lexington United Soccer Club, Lexington Youth Lacrosse who pay a per participant/per season fee) . A Lexington resident with at least 95% residents can apply for a single use one-day permit (example: birthday party, pick-up game, etc.) Tier 3 Priority Use: (Must have minimum of 60% Lexington Resident Participants) • Lexington Based Youth & Adult Sports Organizations (a team that participates in regional leagues— MAPLE, Summer District Select, etc.) will be considered provided that no fewer than sixty percent (60%) of the officially rostered members of such teams are residents of the Town. R "MC VEe Lexington based adult sports league*. League membership must have 60% residency. e Season permit for organized pick-up games/adult league games & practices - must maintain 60% residency. Tier 4 Priority Use: o Lexington Based Youth &Adult Sports Organizations, Lexington based businesses, private or charter schools, and groups of residents who cannot meet the 60% residency requirement. Such requests will be accommodated on a case-by-case basis. e Season permit for organized pick-up games/adult league games & practices and does not meet 60% residency. 4 Tier 5 Priority Use: Private Clinics, camps, tournaments, or other special uses shall not be eligible for a playing field and/or related facility use permit unless such use is sponsored by the Recreation and Community Programs Department, Lexington Public Schools, or on a case-by-case basis for a recognized Lexington Based Sports Organization. Any playing field and/or related facility use permit issued for such use shall be subject in all instances to the terms, conditions, and limitations of the Town Department or agency's sponsorship, including permit priority. * Please be advised that rosters will be verified. o (Removing) Organizations cannot suer-lease the fields or sell their field permit to another group. REDUNDANT Single Use field requests: Will be on a first-come basis. Tier categories and fees apply to single use requests. No refunds will be issued, but a credit will be awarded in the event of weather related or Town discretion cancellation. Permit holder must contoathe Recreation and Community Programs Office no later than the day following the rain out to receive this credit. 5 f Application Process: Starting and ending dates are approximate and depend upon weather/field conditions. The Recreation and Community Programs Department and the DPW Public Grounds Department will set the start dates. • sessions: Approximately every V Monday of the months listed 1. spring: March—lune 2. Summer: June—August 3. Pall: August— November (or sooner if fields are closed due to weather) • Following is an approximate timetable for submission of playing field and related facility applications and issuance of permits. It is the responsibility of each permit holder to submit requests in writing to the Recreation and Community Programs Department. 1. spring permits: Applications accepted starting in December. Applications are due by the first Friday in January e Permits will be issued by the end of February 2. summer permits: Applications accepted starting in March ® Applications are due by the 3rd Friday in April • Permits will be issued by the end of May 3. Fall permits: Applications are accepted starting in May Applications are due by the Beginning of July • Permits will be issued by the beginning of August • A schedule of permit fees is listed at the end of this document. The Recreation and Community Programs Department will issue a permit/invoice based upon the tier category the organization falls under. (Removing)An application requesting use of any Lexington High school Field may need the additional approval of the LHS Athletic Director.The Recreation and Community Programs Department shall make this determination and notify the applicant if such approval is required. • All completed permits received by the Recreation and Community Programs Department on or before the seasonal (i.e., spring, summer and fall) deadline will be considered shortly following the seasonal deadline. Permits received after the seasonal deadline will be considered only if there remains playing field availability. • once a permit is issued, use of the playing fields and related facilities covered by such permit is strictly limited to the terms, conditions, and limitations contained in the permit. These shall include, without limitation, all applicable Town ordinances and such further rules and regulations as may be promulgated and in effect from time to time by the Town and/or the Recreation and Community Programs Department. 6 Revoking of Permits: The Recreation and Community Programs department reserved the right to revoke permits issued for violation of Policy, Town Ordinance, or Recreation and Community Programs Department Rules and Regulations. • Field permits may be revoked for any of the following in addition to any breach of our policy: o Use of alcohol, tobacco, and other controlled substances at field sites o Use of wet fields (defined below) o Excessive litter o Cars parked on fields and other grass areas o Use of foul and abusive language o Failure to adhere to Town ordinances o In addition, the following Rules/Regulations must be enforced at the synthetic fields: o No staking any object into the synthetic turf o No chewing gum is allowed (gum may damage the synthetic turf) o No sports drinks and spitting are allowed on the fields Equipment: • Goals and other equipment ancillary to the use of Town playing fields and/or related facilities may be made available. If made available, the following would apply: o The permit holder may use such goals or other equipment but shall do so at his own risk. 2. The permit holder shall be responsible for using such goals and other equipment in accordance with such rules and regulations established by the Recreation and Community Programs Department. 3. The permit holder shall be responsible for all damages or loss of such goals or other equipment resulting from the use thereof. 4. The permit holder is responsible to ensure that all ancillary equipment that is used is returned to its original location on the site after each use. 5. Only soccer goals with wheels, lacrosse nets and field hockey goals are allowed on the synthetic turf fields. 7 Playing Conditions, Cancellations and Field Maintenance: Appropriate notices will be posted and maintained by the Town at all playing fields and related facilities that may be under renovation. e Field permit holders are not allowed to practice or play games on any field (grass and turf), under the following conditions: 1. When there is standing water on the field 2. When the ground is water-logged and "squishy" 3. When the footing is unsure and slippery 4. During any thunderstorm, lightning event, or heavy/downpour rain. S. When the ground is covered in snow M You are not allowed to remove the snow from,the field • A credit may be issued due to inclement weather contingent upon timely notification of a cancellation (for lighted fields, the organization must contact the Recreation and Community Programs Department by 3:30pm the day of the cancellation) and at the discretion of the Town. The Recreation and Community Programs Department will (Monday— Friday 8:30 a.m. to 4:30 p.m.) post regular updates vii the website at www1exingtonma,govIrecreation and/or its program information and cancellation line • If the weekend forecast calls for rain, the Town, has the authority to close all athletic fields for the weekend. If this decision is made, an attempt will be made to notify all field permit holders via email and/or phone on Friday afternoon. Ultimately, it is the responsibility of the field permit holder to check the website about field updates (httr)s://www.lexinp,tonma.gov/recreation-community-prLogramsLnqwslfield-updates). After regular Recreation office hours, including weekends, it is the responsibility of the permit holder to determine whether or not an activity can be held'. if the decision to cancel is made after regular Recreation office hours, the permit holder must contact the Recreation and Community Programs Department the next business day in order to be eligible for a credit. • Field permit holders will be held responsible for the repair of any field on which they played in wet conditions and caused damage to the field regardless of whether or not the field was closed by the Town. If field damage occurs, the Public Grounds Department will determine what and how the field needs to be repaired and the permit holder will be responsible for paying for all damages. In addition, failure to pay for repairs and/or causing field will result in in revoking all future permits and use. • Youth teams should consider younger participants when making the decision to play. • There is no guarantee that the field permitted will be lined or prepped. Field preparation is not induded in the permit fee. If the league or organization requires-field maintenance or lines. It is the responsibility of the permit holder to make arrangements. Users are not permitted to perform any type of maintenance (including lining) on Lexington fields without the approval of the Superintendent of Public Grounds. 8 * The use of drones, other electronic devices, filming or placing storage units on any of our town fields are not permitted unless you have received permission and approval by the Town * Dogs are not allowed on any of our grass or synthetic turf fields * Portable bathroorns need the approval by the Town to be placed at any location in town. * For the Town Park and Recreational Facilities rules governed by the Board of Selectman, you can find it at http://records.lexingtonma.gov/WebLink/o/edoc/­­211072/Regulation-Park- Recreation Faci I ities-1062711.pd!f, also attached. In submitting an application for a permit under this policy, the applicant: 1. Agrees that they will abide by the rules of the Town, the Recreation and Community Programs Department and their representatives and designees; 2. The person whose name appears on the application is responsible for the action of all persons using the field site in association with this permit. This includes responsibility for the removal of all litter, and all damages to the site. The permit will immediately be revoked for the use of alcohol, any illegal substance, and violation of the law and any behavior deemed inappropriate by the Director of Recreation and Community Programs or his/her duly appointed representative. If at any time an unfavorable condition exists or conduct by a participant or participants is deemed inappropriate, the Director of Recreation and Community Programs or their duly appointed representative reserves the right, in the interest of public safety, to discontinue all activities or dismiss the person or persons detrimental to the activity. As a condition of use the permit holder agrees to furnish at their own expense, Police or other protection, if deemed necessary by the Director of Recreation and Community Programs or his/her duly appointed designee, and to reimburse the Town of Lexington for any damages done to the site. Amended 12/18/09; Updated 2/17/14 12.12.19, 12.13.19 9 `OUS Moo.? o¢ TTS ~c Y m Town of Lexington rad _ Recreation Department 4 y S 3 a� APAILI9^ �FXIPi G's � Karen Simmons,CTRS,CPRP Tel: (781) 698-4800 Director of Recreation Fax: (781) 861-2747 Town of Lexington Outdoor Recreation Area Lighting Policy October 2008 By vote of the Town of Lexington Recreation Committee, the following Outdoor Recreation Area Lighting Policy,which shall apply to all recreation areas in the Town of Lexington, is adopted: • Lighting of outdoor recreation areas for the purpose of engaging in recreation activities,including court activities such as basketball, tennis and volleyball, and field activities such as football,soccer, lacrosse,baseball, softball and Frisbee shall only be permitted at the Center Field Recreation Area located on Worthen Road; • Permanent lights,currently installed at the Center Field tennis courts and the softball &baseball fields at Center Field immediately adjacent to Worthen Road, shall only be operated upon issuance,at its sole discretion, of a Permanent Lighting Permit by the Lexington Recreation Department; • Temporary lights shall only be permitted at such location(s) at Center Field as the Recreation Committee may,from time to time,allow and then only after issuance, at its sole discretion, of a Temporary Lighting Permit by the Lexington Recreation Department under the following minimum conditions: o A valid certificate of insurance naming the Town of Lexington as a Named Additional Insured,with such limits of liability and in such form as the Lexington Town Manager may deem appropriate,shall be delivered to the Lexington Recreation Department prior to the installation of temporary lights; o A plan showing where temporary lights will be located and how temporary lights will be brought onto the recreation facility and removed from it shall be submitted to,and approved by the Lexington Recreation Director prior to the installation of temporary lights; and o The names, addresses and telephone numbers of a responsible individual and a responsible alternate,both of whom must be Lexington residents at least eighteen years of age and directly affiliated with the permit-seeking group or organization,shall be submitted to the Lexington Recreation Department prior to the installation of temporary lights; • Only temporary lights which are powered by a zero-emissions power source shall be permitted; • No permanent or temporary lights shall be operated before thirty minutes prior to sunset or after 10:30 PM unless a special request is made to the Board of Selectmen. • Permanent and Temporary Lighting Permits shall only be issued to bona fide and pernnitted recreation facility users;and 1625 MASSACHUSETTS AVENUE • LEXINGTON,MASSACHUSETTS 02420 • Permit fees for the right to use permanent or temporary lights and recovery costs of current to operate permanent lights shall be paid to the Lexington Recreation Department at the time of issuance of the lighting permit(s) and in such amount as the Lexington Recreation Department may,from time to time, recommend and the Recreation Committee may approve. C)OS MO 1775 Town of Lexington > Recreation Committee APRIL Fr I N Clio Frederick DeAngelis, Chairman Tel: (781)698-4800 Lisah Rhodes, Vice Chair Fax: (781) 861-2747 I.,isa O'Brien recreationcrnteiPlexin tonma.gov Ruixi (Ray),Yuan Francesca Pfrornmer June 30, 2020 RECREATION COMMITTEE EMAIL-PROPOSED PROCESS Email address: recreati IL crote lrxinvtonma.go via "Contact Us"on town's Recreation Conunittee lionic page(https://www .Bg(ppm i a,gov/recregtion- j�LN. coi,nmittee/webforms/contact-tis) Alonitoring 1. One clerk will be assigned to monitor email. Lisah Rhodes and Lisa O'Brien will handoff periodically during remainder of CY2020. Currently, Lisah Rhodes is otir clerk. 2. Clerk is setup to receive text notifications when new email is received. 3. Clerk will respond to email within three(3)business days. 4. Clerk will coordinate with Recreation Department Director and staff as appropriate. 5. Clerk will coordinate with Recreation Department Director for distribution of information to Recreation Committee as needed in advance of meetings. Footer on each ernail response from clerk: Thank youl Your email is veq important fo us. The Recreation Committee is as voluneeer comininee responsible for the planning and administration of public playgrounds and recreational centers within Lexington. The Committee meets the rd Wednesday of each,month plus other times as needed, please check the town website for more information at www.loLitigtotitiig.gov. To signupfiar Recreation prograin updates and entalls,please go to Hygr-a"Is, 1625 MASSACHUSY"'I"I'S AV[1NUF1-LFAINGTON, MASSACHUSI'l-I'S 02420