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HomeMy WebLinkAbout2009-10-16-REC-min`o JS Mop? oQ 177 hQ a -> =w r a s �P APRILI9 �FXI NG"s Frederick DeAngelis, Chairman Richard Thuma, Vice Chairman Wendy Rudner Sandra Shaw Howard Vogel RECREATION COMMITTEE MEETING October 21, 2009 Town of Lexington Recreation Committee Town Office Building Room G15 Tel: (781) 862 - 0500 x262 Fax: (781) 861 -2747 Members Present: Rick DeAngelis (Chairman), Wendy Rudner, Sandra Shaw, Richard Thuma (Vice Chairman), Howard Vogel Staff Present: Karen Simmons, David Pinsonneault, and Sheila Butts Others Present Peg Enders, Minuteman Bicycle Advisory Committee, and Hank Manz, Board of Selectmen Liaison The meeting of the Recreation Committee came to order at 7:05 PM. The following items were topics of discussion: 1. Citizens and Other Boards: No citizens or other boards were present. 2. Meeting Minutes from September 16,2009: Sandra Shaw made, and Dick Thuma seconded a motion to approve the Meeting Minutes of September 16, as written. There was no discussion. The motion was unanimously approved (5 — 0). 3. Peg Enders, Minuteman Bikeway Committee — CPC Proposal Sandra Shaw introduced Peg Enders, who reviewed the proposed Capital Article requesting $320,000 of Community Preservation Act money, under the category of Preservation of a Recreation Resource. Ms. Enders requested a letter of support from the Recreation Committee to the Community Preservation Committee. The Lexington Bicycle Advisory Committee is also requesting the support of the Center Committee and the Chamber of Commerce. The project goal is to address and remediate deterioration of the 5.5 miles of Minuteman Bikeway that runs through Lexington. Ms. Enders and Dave Pinsonneault explained that the deterioration is the result of a number of items including improper drainage, root penetration, and erosion. The project if funded would stop further deterioration from the aforementioned problems and protect the condition of the bikeway. Members of the Recreation Committee inquired about the extent of the work to be done. Dave Pinsonneault responded that the work would include the installation of root barriers, drainage repairs and swale restoration. Mr. Thuma asked if there is money in the annual Public Works budget to maintain the Minuteman Bikeway. Mr. Pinsonneault explained that there is no line item in the budget, but Public Works personnel do what they can to maintain the Bikeway. He also noted that in 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 the future, there might be monies included in the Highway Department budget to address maintenance of all of the bike paths in Lexington. Ms. Enders and Mr. Pinsonneault stressed that the funding requested from the CPC was not for maintenance, but rather for preservation of a recreation resource. The Minuteman Bikeway is considered a valuable recreational asset of the Town of Lexington. After the completed presentation and further discussion by the Recreation Committee, Mr. Thuma made the following motion: The Minuteman Bikeway is an important recreational asset and resource of the Town of Lexington. The Recreation Committee supports improvements to and Community Preservation Act funding for the Minuteman Bikeway infrastructure, as presented by the Lexington Bicycle Advisory Committee on October 21, 2009. Sandra Shaw seconded the motion. The Recreation Committee unanimously accepted the motion (5 — 0). Mr. DeAngelis, Chairman, will send a letter of support on behalf of the Recreation Committee to the Community Preservation Committee prior to November 1, 2009. 4. Park Report: Dave Pinsonneault provided the Recreation Committee with information on the following: ■ The Town Pool and Old Reservoir have been closed and winterized. The work was completed on October 20, 2009. During the winterization process, two mechanical problems were discovered. The shut off valve and sump pump located in the "pit" between the lap pool and dive pool were malfunctioning and replaced. Karen Simmons reported that the three diving boards are being recoated this off - season. The boards were purchased in 2002. The recoating process should allow for an additional 6 to 7 years of use prior to the purchase on new diving boards. On Sunday, October 18 a permitted adult soccer group caused excessive damage to the Harrington regulation size soccer field. The group played throughout the day, despite the rainy weather conditions. Mr. Pinsonneault and Peter Coleman are meeting with the permit holder on Friday afternoon. The Harrington regulation size field is unplayable for the remainder of the season. Mr. Pinsonneault estimates that the cost to repair the field (aeration, rolling, slice seeding, etc.) will be $4,000 - $5,000. Ms. Simmons told the Recreation Committee that the policy is clear that the group who caused the damage is expected to pay for the repairs. Mr. Pinsonneault noted that the Parks Department has been able to relocate two of the smaller size fields within the Harrington field complex to allow the Lexington United Soccer Club teams to continue to practice and play at the site. However, all other groups permitted to use the regulation field have to move to alternate sites within the town. The Recreation Committee had a spirited discussion about how to avoid such a situation in the future. Rick DeAngelis praised the work of Peter Coleman and Dave Pinsonneault regarding necessary weather related field closures through the spring and summer, but noted that some field assessment procedures for weekends might be needed in the future. He suggested that the Department survey other communities regarding their procedures for closing fields and notifying users on weekends. Karen Simmons said that the Department would begin such a survey. She also noted that staff would review and recommend changes to the Field Use Policy designed to tighten up the language addressing conditions under which use is not allowed. The survey results will be available at the November Recreation Committee meeting. • Mr. Pinsonneault reported that the Muzzey Field looks very good. The field has been closed this fall to allow for rest, repairs and rejuvenation. The Adams Field is scheduled to be out of service in Spring 2010. Mr. Thuma asked if the Waldorf School had been contacted regarding the field closure. Mr. Pinsonneault said that he would be reviewing the work and implications for the Waldorf School with Ralph Brooks, School Athletic Director. • The methane mitigation project at Lincoln Park is completed. There are several items, including issues in the parking lot and seeding of disturbed areas, on the punch list. The Engineering Department is working with the contractor to assure that all of the work is completed to the satisfaction of the Town. • An RFP for the Pine Meadows drainage project, approved at 2009 Annual Town Meeting, is being prepared with the support of the Engineering Department. 5. Recreation Report: • Karen Simmons reported that the Town of Lexington has received a letter from the Executive Office of Energy and Environmental Affairs conditionally approving the Open Space and Recreation Plan through October 2014. Ms. Simmons and Karen Mullins, Director of Community Development will meet with VHB to review the items listed in the conditional approval letter as needing submission or revision, before final approval is granted. Although the Town will be allowed to participate in future grant submissions, no money will be allocated for grants until the Open Space and Recreation Plan is officially approved. • The Recreation Department has been awarded $100 from the National Park and Recreation Association for its participation in the Aquafina Pitch, Hit and Run skills competition. • An updated FY 2011 — FY 2015 Recreation 5 -Year Capital Plan was distributed by Ms. Simmons. She noted that since the September 16 vote by the Recreation Committee to move the next Athletic Field Improvement project from FY 2011 to FY 2012, the Park Improvements - Athletic Fields article had been removed by DPW and placed within their Capital Plan. Dave Pinsonneault explained that he wanted to keep his Athletic Field Improvement Plan moving forward and that he met with Bill Hadley, Director of Public Works and inquired if it was feasible to move the article to the DPW Capital Plan. He said that it was his understanding that Mr. Hadley met with the Town Manager to discuss this, and the project was moved from the Recreation Capital Plan to that of DPW. Mr. Pinsonneault apologized to Karen Simmons for not communicating with her. Ms. Simmons told the Recreation Committee that she would be meeting with Mr. Pinsonneault and Mr. Hadley on Monday, October 26 to discuss the issue. Rick DeAngelis, Dick Thuma and Sandra Shaw all expressed dismay about the removal of the Article from the Recreation Capital Plan. Mr. Thuma said that eliminating the Recreation Department and Recreation Committee from the process, is an unfortunate direction for the Town to go in. One of the charges of the Department and Committee is to maintain and improve Recreation Assets within the Town of Lexington. A critical part of this mission involves field related activities. Ms. Shaw concurred and said that the Recreation Director must be a part of the process. Mr. DeAngelis commented that there has always been a partnership between the Recreation Department and DPW regarding field improvements. Placing the Field Improvement Article in the DPW Capital plan could mean that the Department and Committee have no say in what fields are repaired and improved in the future. He reiterated Mr. Thuma's statement that fields are a Recreation Asset and the Department and Committee should and must be at the table regarding field improvement project timing and priorities. • Mr. Thuma asked where the $875,000 cost for the FY 2011 Center Drainage Improvement Project came from. Ms. Simmons explained that the cost estimate was provided by Stantec. She also informed the Committee that representatives of Stantec would attend the November Recreation Committee meeting to review the plan and answer questions about the project. Stantec is scheduled to meet with the Conservation Commission on November 17, 2009. • Ms. Simmons distributed copies of the September 16, 2009 USGA Turf Advisory Service Report for Pine Meadows. She was pleased to report that the course is in good shape. The bunker on the left side of the Seventh Green has been reconstructed, and the bunker to the right of the green has been removed. Additionally, the Eighth Green has been renovated. A temporary green will be used until the new two - tiered green is opened. It is estimated to open in mid -May 2010. • There are two issues at Pine Meadows that must be addressed in the very near future. Both are the responsibility of the Town to repair or replace. Bill Harrison is currently getting quotes to replace the Irrigation Controller and the Irrigation Control Main Box. In addition, the pump house located to the left of the Eighth Fairway is not functioning properly. The problem with the pump house stems around the relays & circuits not functioning properly. • The Attorney General's Office recently released an "Advisory on Municipal Golf Course Management Contracts ". According to the report, there are 63 municipal golf courses in Massachusetts of varied sizes and types. 53 of these operate through leases or vendor contracts for management, maintenance, food and beverage service, pro -shop or some combination, while 10 operate solely with municipal employees. The Attorney General's Office conducted a review to determine if municipalities are operating courses using sound business practices and are exercising vendor oversight to ensure municipalities receive a fair share of golf course revenue. After reviewing the document, Ms. Simmons believes that the current management contract with New England Golf Corporation includes most of the recommendations in the advisory. • Ms. Simmons reported that there is no news about the status of the 319 Grant for the Old Reservoir. • Dave Pinsonneault told the Recreation Committee that all of the waterworks projects (Dam) at the Old Reservoir are completed and working properly. Mr. Thuma asked about the status of the tree removal project on the Old Reservoir Dam. Mr. Pinsonneault responded that the Town Engineer, John Livsey, continues to put together a plan to adequately address the issues. • The Busa Farm land purchase has been delayed due to the results of the 21e (Environmental Site Assessment). The closing has been postponed. • Karen Simmons informed the Recreation Committee that staff have been working on and are finalizing the FY 2011 Recreation Operating Budget. • Mr. DeAngelis asked what finally transpired with the Center Basketball Courts and Valley Tennis Courts. Ms. Simmons informed the committee that the Town hired an independent testing firm to test the paint. According to the test results, the issue appears to be the adhesion between the bituminous and the Novaplay paint. The contractor sanded, repainted and relined the courts. Ms. Simmons worked with Town Counsel and the contractor to extend the warranty two years and the Town received a two year maintenance bond valued at $195,800. The warranty and maintenance bond will expire on June 26, 2011. The next meeting of the Recreation Committee is scheduled for 7 PM in the Selectmen's Meeting Room of the Town Office Building on Tuesday, November 17, 2009. At 7:30 PM the Recreation Committee will join the Conservation Commission in Room G15 for a presentation by Stantec on the Center Drainage Project. The October 21, 2009 meeting of the Recreation Committee adjourned at 8:48 PM.