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HomeMy WebLinkAbout2020-12-16-REC-min (includes attachments) Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 698-4800 Lisah Rhodes, Vice Chair Fax: (781) 861-2747 Lisa O’Brien Francesca Pfrommer Christian Boutwell Recreation Committee Minutes of Meeting December 16, 2020 A virtual meeting of the Recreation Committee was held on Wednesday, December 16, 2020 at 7:00pm through the Zoom platform. Members Present: Rick DeAngelis, Lisah Rhodes, Christian Boutwell, Lisa O’Brien, and Francesca Pfrommer Staff Present: Melissa Battite, Director of Recreation and Community Programs, Peter Coleman, Assistant Director of Recreation, Christine Dean, Community Center Director, David Pinsonneault, DPW Director, Chris Filadoro, DPW Superintendent of Public Grounds, Katharine Labrecque, Management Fellow, Thomas Romano, Youth and Family Program Coordinator, Kate DeAngelis, Therapeutic Recreation Specialist, and Melinda Spencer, Administrative Manager Others Present: Meredith Applegate (42 Reed Street, Lexington), Suzie Barry (Select Board liaison), Michael Broderick (8 Pine Knoll Road, Lexington), Tim Clackson (14 Winthrop Road, Lexington), Eileen Jay (School Committee liaison), Naomi Martin (Lexington High School Director of Athletics), Ara Najarian (8 Manning Street, Lexington), and Cynthia Pfeiffer (298 Marrett Road, Lexington 1. November 23, 2020 Minutes Lisah Rhodes moved and Lisa O’Brien seconded the approval of the minutes from the November 23rd meeting. The Recreation Committee voted 5-0 to approve the November 23, 2020 minutes. 2. Public Comment - none 3. Liaison Reports Lisa O’Brien reported on behalf of the Lincoln Park Sub-Committee that the Shen Cai Memorial Park Bench was installed and a formal ceremony will take place on December 19th from 10:30 – 11:00am. There is a sign-up for people who want to attend during the day. Ms. Cai was a victim of domestic violence. Rick DeAngelis mentioned that the Bicycle Committee is still without a liaison and questioned if we should appoint at the January meeting. Ms. Battite agreed that the group could discuss next month. 4. 2021 Fee Proposal Ms. Battite shared a memo that provided an overview of the fees proposed for increase in FY22. The memo is attached. Ms. Battite explained that staff would like to present the revenue projections for FY22 based on what the anticipated enrollment will be and then apply percentages of how the pandemic will impact those registrations. This is a projected revenue, with a conservative yet optimistic approach for the fiscal 2022 year. Mr. DeAngelis asked for clarification if the $65,000 figure was added income due to fee adjustments or if it was the total 2 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 amount projected. The proposed budget was presented based on these fee increases and any changes would impact what has been estimated thus far. The next document shared provided an overview of the 5 year look back to show the history of where there have been increases or sustained fees. Anything highlighted in green represents a fee increase on the attached document. Ms. Battite added that staff is not recommending any increase to aquatic memberships, due to the closure in 2020 and an increase the previous year. The only aquatic increase will be for lessons. In looking at comparable markets, the Department has decided to keep the swim program affordable and attractive. There is a new introduction this year for the swim fitness class that had been offered previously for free; there will be a proposed fee for the summer of 2021. There will also be the introduction of a punch card. There was a decrease in memberships in 2019, and staff are looking to provide an incentive for those who may not be local all summer and would like the flexibility of dropping in. Francesca Pfrommer questioned what the $50 fee will represent and Mr. Coleman responded that it would be for 10 visits plus one free. Tennis programming had the most significant area for projected revenue in the coming year as comparisons show that Lexington has been extremely under market. Ms. Battite explained that PlayLocal.com has provided the ability to track and review memberships. There are the super users, regular users, and sporadic users. Even with the proposed increase, the Lexington tennis program will remain under market compared to similar communities. There will also be a proposed increase to lessons fees. During the pandemic, there has been an increased in use and appreciation for recreation spaces and access became more difficult when the facilities are in high demand. In response, staff created semi-private lessons. With ID cards, there is no additional fee to reserve for daytime play. The lighted courts have an additional cost and each of the categories will have a proposed increase. Christian Boutwell questioned how the semi-private lessons were perceived. Mr. Coleman responded that a total of 28 participants attended on Mondays, Wednesdays, Fridays, Saturdays, and Sundays for 4 weeks at the cost of $320, or $80 per lesson. Mr. DeAngelis stated that this is the type of program that can grow in terms of numbers, finance, and instructors. He inquired if there has been any thought to adding additional sports to this model. Ms. Battite replied that it had been tried with swimming lessons in the past, but there had not been the same positive response. Mr. DeAngelis went on to add that a similar model could apply to Baseball, Softball and Basketball if there is the right instructors, added value, and quality instruction. He went on to question the process for golf lessons at the Pine Meadows Golf Club, to which Mr. Coleman responded that there are semi and private lessons though the golf management company, as well as organized golf clinics and camps. Next, Ms. Battite explained the proposed increases for the summer camps and clinics cost center. Staff is suggesting an increase of $10 for each (day camps and clinics) due to the uncertainty of what families will need in 2021. This will be based off of the 2020 model. The increase is modest but will keep the trend moving forward to keep up with increases. The cost center for adult programs and leagues is for the passes at the LHS Field House for morning and evening programs. There will be a suggested increase of $15 to keep it in par with other programs and to keep it in line with the expenses necessary to deliver the services. The Department relies on the use of space of other facilities and there may be increased usage costs such as sanitation, etc. The next cost center addressed will be the fitness classes. They are inconsistent compared to the industry standard and over the last few years staff have been working hard to increase the fees over time to cover expenses. Many of the programs are subsidized by grants and therefore a price discrepancy exists across the board. The flag football and basketball clinics will go up by $10 to keep up with costs. Basketball leagues will see a $5 increase. The Golf program has several areas that have increased over the years and others that have not. The Golf ID card has been $10 for over a decade. Currently, residents who purchase the ID card can reserve a tee time two weeks in advance. Ms. Battite reported that around 30 people purchase the ID card and reserve a tee time to play with a regular group of four. Therefore, the increase of $40 is still a great value 3 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 for residents. Senior and Junior rates for residents and non-residents is still low compared to competitors. The proposed $1 increase is for before 3pm Monday through Thursday. Over the last three years, there has been an increase in the request for carts. Staff has reported that one individual would rent the cart and then by hole three or four, the renter’s friends were joining the cart. It is proposed to increase individual carts by $3. The increases to Adaptive programming may look significant but they are reflective of having staff (vs. volunteers) lead the programs. Francesca Pfrommer asked if research has been done to assure that this fee increase will not feel prohibitive. Ms. Battite responded that in reviewing like-services in other communities, and what the recent Community Needs Assessment results showed that the community supports, the fees are justified. She added that as is the case with any of our programs, if the fee prohibitive, the Department will do what it can to assist. With regards to the Community Center, there will be no suggested increases in fees or rental costs. The final proposed fee increase is for the tiered field use fees. There will be a $2 per participant increase in Tier 2, which represents approximately $8,800 for the year based on what was collected in FY19. Mr. DeAngelis added that he had alerted the Babe Ruth Board of this increase so it will not come as a shock. In addition, since these increases will not come into effect in July, it will give the leagues ample time to adjust their fees. Ms. Rhodes added that the Select Board shared their concern for the senior fee increase last year and advised the Department to be sensitive to their hesitation. Mr. DeAngelis added a comment of caution surrounding the public perception of maintaining value. Ms. Pfrommer stated that more than ever, the pandemic has given families a new appreciation for recreation facilities and services. The fees will feel reasonable to people and they will be eager to enroll their children in a socialization activity. Mr. Boutwell shared his support for the punch card model for the Pool. Lisah Rhodes made the following motion: “The Recreation Committee moves to approve the proposed 2021 fee schedule as presented and recommends it be presented to and voted on by the Select Board in January.” Lisa O’Brien seconded the motion. The Recreation Committee voted 5-0 to approve this motion. 5. Recreation and Conservation Committees’ Working Group In the October Meeting it was discussed to bring both committees’ goals more in line. This initiative was confirmed by the Community Needs Assessment. The Conservation Committee and Recreation Committee agreed that they would like to create a working group that gets together once or twice a year to bring projects in line. Melissa Battite & Karen Mullins created a draft (attached) outlining the goals and priorities of the two groups, taking into consideration the Recreation & Open Space Plan and the Community Needs Assessment findings. Ms. Mullins will present a similar draft to the Conservation Committee in January. It was decided to hold off on a vote so all members could review and revisit the plan in January. Ms. Pfrommer added that she would advocate for a presentation of this with the Greenways Corridor Committee 6. Community Needs Assessment working groups An update was provided by Christine Dean, Peter Coleman and Katharine Labrecque. The update is attached. 7. Snow Removal and Field Use Policy Ms. Battite shared the request letter that came to the Department from the Lexington High School Athletic Department “AD.” In summary, the Athletic Director, Naomi Martin, requested use of the fields in the winter for an adjusted football season in response to the pandemic, and in effort to allow athletes to participate in their chosen sport. Ms. Martin reported that 8 of the 12 participating communities are planning to plow their fields for play. The approval in these 4 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 communities depended on who owns and maintains the property, the age of the field, warranty information, support of the Town, and vendor services available. David Pinsonnault stated that his Department does not have the equipment, time, or expertise to offer a field plowing service and therefore would need to be contracted to a vendor at the estimated cost of $1500 - $3000 per event. Ms. Battite reported that the industry standard is that synthetic fields are not to be plowed. The warranty would be voided for any of the damages due to snow removal. Similar to current repairs needed on the Lincoln 1 field, it would be difficult to prove if the damage was from plowing or the install. She added, it is uncertain how this new field will respond to traditional use, let alone non-traditional maintenance. There are options to consider without using the Center Track Field. There may be the possibility to have all games away. There is also Lincoln 1 to consider, as it will need to be replaced in the coming years. Mr. DeAngelis asked for clarification on the seemingly two-fold request to use the Center Track Field for football, and then to remove snow. Ms. Pfrommer inquired what the School Committee’s stance was on the request, to which Eileen Jay responded that Ms. Martin attended the last meeting to discuss Fall 2 Sports, however, she did not share costs. Ms. Martin has a budget that she works within and the School Committee assumes she is monitoring her resources. Ms. O’Brien shared her concern about damage to the field and the track. She added that the track was the lever to push the project forward and the field was a happy bi-product of the complex. Ms. O’Brien questioned if damage would impact spring sports and who would be responsible for the damage and/or any additional wear and tear impacting longevity of the surface. Ms. Rhodes stated that the track and field is part of the Lexington infrastructure and it is part of the community and programming. Ms. Martin joined the meeting at this point. She reported to the Committee that they put in the request to meet the needs of the displaced athletes who do not have any outside opportunities to play their sport. She added that they are looking to provide a season that does not exclude them. Mr. DeAngelis asked if this Center Track facility were not an option, where the AD would propose the Fall 2 Football season be played. Ms. Martin reported that other communities are not open to sharing facilities. Mr. DeAngelis questioned if the AD would entertain practicing on the grass field. Ms. Martin responded that it would depend on the condition of the ground; the athletes cannot play on frozen turf for safety reasons. Ms. Pfrommer referred to the Letter and asked for clarification on plowing “as needed.” Ms. Martin stated that the AD would be looking to provide access as needed relative to the conditions of the turf. They are requesting use for the length of time of the season, practices and games. Ms. Pfrommer asked if the AD budget can withstand $1500 – $3000 per event. Ms. Martin explained that it is a different budget this year due to the pandemic and it can sustain the additional costs. Ms. Battite shared with the group that previous discussions had only been about games on the field, not practices. She added that this would involve more than just plowing the field, it would also include the walkways, access points, etc. Ms. Battite explained that many athletes, spanning every age and sport, have lost seasons during this time period. There are opportunities for athletes to keep active, exercise, and be well during this time of lost seasons. It would be helpful to better understand if there have been days in the past when field access was restricted due to conditions and if the Field House can be used as a backup when the fields are closed. In response to Mr. DeAngelis’ question about the number of home games, Ms. Martin responded that they hadn’t gotten those guidelines yet. With a two-month season, her guess would be 5 home games. She added that team would need three weeks to prepare and the first game would likely fall in the middle of March. Mr. DeAngelis asked if there would be a Jr. Varsity and Freshman season as well. Ms. Martin explained that the philosophy of district and the league is to engage as many students as possible. From a safety standpoint they would be looking to run a sub-varsity team in addition to the varsity team rather than having young athletes join the varsity team. Select Board liaison, Suzie Barry, asked Ms. Jay to clarify their understanding of the request. Ms. Jay responded that they 5 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 received a winter sports update, but the plowing request made to the Recreation Committee did not come before the School Committee. Ms. Barry added that based on the money that the Town has put into the Lincoln Field and the new Center Complex, she has some major concerns about what she has heard in the meeting. She asked Mr. Pinsonneault what the likelihood would be that the base layer of snow received early on in the season will be able to be removed come February when it is time to plow. Mr. Pinsonneault stated that it would depend on additional weather conditions that transpire leading up to plowing. Ms. Barry also shared her concern over the public perspective of allowing it for one sport and not others; would it set a precedence to plow fields in the future? Ms. O’Brien questioned if Lincoln field would be a possibility for practices while utilizing other options for the games. Ms. Martin agreed that Lincoln would be okay for practices, but is not appropriate for games. Mr. Pinsonneault added that plowing for practices would still have to be done by a contracted service and the cost borne by the AD. Mr. DeAngelis recommended that if the Recreation Committee is going to allow a field to be plowed, by anyone, there be a discussion with whoever provides the warranty and have that party sign off on a protocol for field maintenance with regard to plowing. He would like to hear more, think about it, and have a discussion with committee members and staff. In addition, Ms. Barry indicated that that she would like her colleagues on the Select Board to hear about it. Some members were not prepared to make a decision during the meeting so Ms. Battite asked when the LHS AD will need to notify the league whether or not they will be participating. Ms. Martin reported that there is no rush at this point. Ms. Pfrommer affirmed that she is uncomfortable with setting the precedence of plowing the fields. She noted her appreciation that kids need to have a healthy outlet, however, is not comfortable with plowing fields at this point. Ms. Jay added that there is a need to better understand the liabilities and the risks so there is not damage done to a resource that the community has put so much into. Ms. Rhodes stated her concern about the precedence as well. Mr. Boutwell shared that he was deeply conflicted and was not in need of additional information; he was not in favor of risking the community asset or changing current Recreation policy for snow removal. Christian Boutwell moved that “the Recreation Committee does not change its standing policy, which states that the removal of snow from any athletic field is prohibited.” Francesca Pfrommer seconded the motion. The Recreation Committee voted 5-0 to approve this motion. Ms. Barry asked for clarification on whether there was a policy specific to the snow removal from the track. Ms. Battite confirmed that snow cannot be stored on the track and that machinery moving over the track could damage the surface. She added that it is not a Select Board policy, however, in previous years, the Recreation Committee would request the Select Board to support or recognize the Recreation Committee’s stance such policies. 8. Recreation and Community Programs and Parks Report – report is attached. Prior to concluding the meeting, Mr. DeAngelis requested an agenda item for the January meeting to discuss naming of the Center Complex outdoor basketball court in honor of Bob Farias, longtime LHS boys varsity basketball court. Ms. O’Brien also noted the discussion of expanding the Recreation Committee, which would need to be submitted as an article at the next Town Meeting. Ms. Jay asked for it to be a consideration that the School Committee appoint one or two of the additional members. Ms. Barry cautioned against this practice as the Committee represents all of the Community and should not be polarized. Rick DeAngelis moved and Lisah Rhodes seconded the motion to adjourn the meeting. The Recreation Committee voted 5-0 to approve this motion. 6 39 MARRETT ROAD, LEXINGTON, MASSACHUSETTS 02421 The December 16th, 2020 meeting of the Recreation Committee adjourned at 9:38pm. The next virtual meeting of the Recreation Committee is scheduled to take place on Wednesday, January 20th at 7:00pm through the Zoom platform. Respectfully submitted, Christine Dean Community Center Director The following documents distributed at the meeting are attached:  December 2020 Liaison Reports  2021 Fee Schedule  LHS Athletic Department Request  December 2020 Community Needs Assessment Working Groups Update  December 2020 Recreation & Community Programs Report Town of Lexington Recreation Committee Frederick DeAngelis, Chairman Tel: (781) 698-4800 Lisah Rhodes, Vice Chair Fax: (781) 861-2747 Lisa O’Brien recreationcmte@lexingtonma.gov Francesca Pfrommer Christian Boutwell 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 Recreation Committee November 2020 Liaison Reports ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Select Board: respectfully submitted, Suzie Barry . Council On Aging: respectfully submitted, Ellen Cameron . Lincoln Park Sub-Committee: respectfully submitted, Lisa O’Brien     Naomi Martin (781) 861-2320, ext. 69902  Director of Athletics nmartin​@lexingtonma.org  December 10, 2020 Lexington Recreation Committee 39 Marrett Road Lexington, MA 02420 To Whom It May Concern: With the end of the high school fall interscholastic season coming to a recent end in the state of Massachusetts and more specifically in the Lexington Public Schools,we couldn’t be more grateful for all who made it possible.When we made the collaborative decision to offer some interscholastic fall athletics in the Middlesex League in August,we knew little about what the future would hold relative to our plan.However,similar to our return to the hybrid model of in person learning,because of extraordinary effort,attention to detail,communication and an uncanny willingness and ability to adapt to whatever was thrown at us,we succeeded in more ways than we ever thought possible.I offer a heartfelt thank you to our LPS families,coaches,student-athletes,administrators,nurses, teachers and community members,committees and the Lexington Board of Health who supported us and cheered for us every step of the way.This was an incredibly important opportunity for our student-athletes and coaches, many of which will never show up on the scoreboard. As we move towards the colder weather and rising infection numbers,the future of interscholastic athletics remains on unstable ground across the Commonwealth.However,evidenced by the recent Lexington School Committee support to offer a modified winter interscholastic indoor and outdoor athletic program,we are reminded that the physical and social-emotional benefits of athletic participation is an invaluable accompaniment to all that our young students are facing during this unprecedented pandemic. In an attempt to deal with the health and safety challenges and realities of the pandemic while still trying to balance opportunities for as many student-athletes as possible,the Massachusetts Interscholastic Athletic Association (MIAA)has added a 4th interscholastic season to the 2020-2021 academic year.This season has been labeled Fall II and will run for a period of time from February 22, 2021-April 25,2021.At this time the Lexington Public Schools in conjunction with the Middlesex League is hoping to offer the sports of Football,Fall Cheerleading,Girls Volleyball,Boys &Girls Swimming,Unified Basketball and Boys &Girls Indoor Track.These additional 8 programs will likely   Lexington High School | 251 Waltham Street | Lexington, MA | 02421          include 12 teams for the Fall II season at LHS,and participation opportunities for approximately 400 Lexington High School student-athletes. Obviously,a huge part of our programming in the Lexington Public Schools is contingent on access to facilities.For the Fall II season we are requesting continued use of the Center Track Complex (turf and track)and the Turf fields at Lincoln Park.Undoubtedly,the weather will present challenges for us in the Fall II season,but in the hope of providing consistent programming as well as safe programming; interscholastic athletic teams cannot go with large gaps between practices and games to ensure the safety of all participants throughout the season,the Lexington Public Schools is requesting snow removal to the Center Track Turf Field on an as needed basis.All costs for snow removal and maintenance to the field during the Fall II season would be paid by the Lexington Public Schools. Should the Lexington Recreation Department use the fields for additional permitted hours beyond the use of LPS during the Fall II season,there would be a request for snow removal and maintenance costs be shared amongst the permitted user groups. Although there has been no guidance issued by EEA or the MIAA relative to the Fall II season,we would expect our Fall II programming to be similar to some of the outdoor programming offered in the Fall I and indoor Winter season.Roster sizes would continue to be limited,varsity practices would occur 3 times per week with one game per week,and sub-varsity practices would occur 2 times per week with one game per week (this is subject to change relative to ensuring safety in the sport of football). Similar to the fall and winter programming,interscholastic games and competitions would continue to be held on weekends,with no transportation and locker room access for any teams in HOME and AWAY locations. Despite the uncertainty of weather,and state guidance relative to the pandemic,please consider this letter a formal request for the Lexington Public Schools to access the Center Track Complex and the Turf Fields at Lincoln Park for use Monday through Friday 3:30pm-5:30pm and Saturday’s 8am-12pm beginning on Monday,February 22nd through Sunday April 25th.All time and date requests are subject to revision when more data and information becomes available in 2021.The revised dates for the MIAA Spring Season are Monday,April 26th to July 3rd,2021.Additional information relative to spectator attendance,participation limits,levels of teams offered etc.for the Fall II season will be provided as more state guidance is issued and the registration process begins in early February. At time of submission of this letter,the other 11 Middlesex League schools plan to participate in the Fall II season in all sports listed above.All schools in the league at this time plan to have fields available to play football.66%(8 of 12)of schools plan to have fields cleared through their local Department of Public Works.Watertown and Melrose are exploring outside snow removal contracts and only Reading remains uncertain of their plan for snow removal for the Fall II season.       As always,should you have any further questions or concerns,please don’t hesitate to reach out.We look forward to our continued partnership with the Lexington Recreation Department and continuing to bring as many healthy and positive opportunities to the student-athletes of Lexington. Thank you and Stay Well Naomi    Naomi Martin Director of Athletics Lexington Public Schools CC:Julie Hackett, Superintendent of Schools, Lexington Public Schools David Coelho, Director of Finance, Lexington Public Schools           DRAFT 12/2020 Conservation Commission and Recreation Committee Goal and Priority Setting Working Group Participants: 2 – Conservation Commission members 2 – Recreation Committee members 1- Greenway Corridor Committee member? 2- Conservation Staff Member 1- Recreation Staff Member Meeting Times: Twice/year (February and Septemer) Description: This group will consider Conservation Commission and Recreation Committee Goals and Priorities for planning and communication purposes for developing each of their respective annual budgets in an effort to streamline efforts and maximize resources with a holistic approach for the individual projects. Documents to support the efforts of the work include: 1) Conservation Commission Goals and Priority Projects 2) Recreation Committee Goals and Priorities 3) Action Plan of the 2015 (and as amended every 7 years) Open Space and Recreation Plan Update https://www.lexingtonma.gov/sites/lexingtonma/files/pages/lexington_osrp_update_2015_final_report_01-14-16.pdf) 4) 2020 Community Needs Assessment https://www.lexingtonma.gov/sites/g/files/vyhlif3351/f/uploads/lexington_report_200930_with_full_appendix_1.pdf The goal of the group will be to evaluate current projects and the proposed master list of projects of each Commission/Committee while balancing newly identified projects along with limited available resources, including Capital and CPA funds and staff bandwidth, in order to make recommendations to their respective Commission/Committee for setting and requesting annual and 5-year Capital Improvement Projects. Consideration of priorities shall be given to projects that achieve multiple Goals identified in the in the 2015, and as amended, Opens Space and Recreation Plan Update Action Plan and 2020 Community Needs Assessment.