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HomeMy WebLinkAbout2009-12-16-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 December 16, 2009 Town of Lexington Recreation Committee Town Office Building Room 207 Tel: (781) 862 - 0500 x262 Fax: (781) 861 -2747 Members Present: Rick DeAngelis (Chairman), Wendy Rudner, Sandra Shaw, Howard Vogel, and Dick Thuma (Vice Chairman) Staff Present: Karen Simmons, Peter Coleman and Sheila Butts The meeting of the Recreation Committee came to order at 7:04 PM. The following items were topics of discussion: 1. Citizens and Other Boards: No citizens or other boards were present. 2. Meeting Minutes from November 17,2009: Rick DeAngelis made, and Sandra Shaw seconded a motion to approve the Meeting Minutes of November 17, 2009, as written. There was no discussion. The motion was approved (4 — 0 - 1). Dick Thuma, who was absent from the November meeting, expressed his concern and displeasure that the Recreation Committee had revisited, reconsidered and voted to resubmit Park Improvement /Athletic Field Capital Article requesting $50,000 to address the athletic field at the Hastings School in FY2011. Mr. Thuma voiced his opinion that the Committee reconsidered the Article without any new information provided at the November meeting or indicated in the minutes of said meeting. Mr. DeAngelis and Ms. Shaw both indicated that additional information regarding the Article was provided at the November meeting, and is noted in the November meeting minutes. 3. Center Field Drainage: A full discussion of the Center Field Drainage is postponed until the January meeting at which time representatives from Stantec will be in attendance to address any concerns and answer any questions the Recreation Committee might have. Members of the Recreation Committee did have a lively discussion of the proposed project, and posed questions about the costs, ADA compliance and the manner in which non - budgeted items were listed in the Stantec proposal. Mr. Thuma asked where in the budget the money for the camera investigation of the existing drainage lines would be shown. He also inquired as to what money was budgeted for bringing the fields into ADA compliance? He indicated that both would certainly affect the budget for the project. Ms. Simmons explained that the Stantec report lists both CPC and non - CPC items, but a close review will show that there is no dollar amount listed for the non -CPC items, as they would be a separate Capital Article request. Mr. Thuma suggested that the Department ask 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 Stantec to provide cost estimates for ADA upgrades and all other non -CPC items listed in the final report. 4. Weekend Field Closure Survey Results: Peter Coleman provided the Recreation Committee with the results of the Weekend Field Closure Survey they had requested at the October 2009 meeting. Mr. Coleman had contacted 15 communities about their policy for determining field closures on weekends. A copy of the survey and the results are attached. 5. Proposed Changes to Field Permit Policy: Peter Coleman distributed a copy of the current Field Permit policy including recommended changes for 2010. Included in the recommendations is information about weekend closures of all grass fields and the Lincoln fields. Rick DeAngelis asked: "What is a significant rainstorm ?" He suggested that the word significant be deleted if criteria are not included. Field users could potentially be left to determine individually what "significant" means. Other questions posed and discussed by Mr. DeAngelis and members of the Recreation Committee were: • If it rains overnight, what would occur regarding field closures? • What is the mechanism for permit holders contacting the Department to check on the status of a field on weekends? • If fields are closed due to weather conditions, does the closure apply to the Lexington Schools? • What happens if the fields are not closed, and there is a heavy rainstorm during a weekend day? Sandra Shaw suggested that the information included in the Field Permit policy relative to the Department Cancellation Line be highlighted in red and listed more than once within the document. Rick DeAngelis suggested that the closure information be more specific, and agreed that the Cancellation number be highlighted throughout the document. Dick Thuma noted that the policy should include a statement indicating that the Department can close the Lincoln synthetic turf fields as well as the natural grass fields throughout the Town. Members of the Recreation Committee concurred with this. Karen Simmons told the Recreation Committee that the Department would incorporate their suggestions and recommendations into the revised Field Permit Policy. Once revisions are completed the document will be distributed to all previous field permit holders. Peter Coleman told the Committee that the deadline for spring field permit requests is January 8, 2010. Rick DeAngelis noted that some of the users might not be able to submit all of the required information by the deadline. Mr. Coleman explained that the additional information (rosters, CORI's, and insurance certificates) can be submitted after the initial requests, but before the start of the season. 6. Lincoln Turf Concerns Karen Simmons reported to the Recreation Committee that concerns have been raised by Lexington United Soccer Club about the condition of the synthetic turf on Lincoln Field 4 1. Peter Coleman and Dave Pinsonneault walked the fields to determine if there were any areas of inconsistent wear. Dave Pinsonneault is arranging a meeting with Pat Maguire of Stantec (formerly Geller Sport), who designed the park. Ms. Simmons reported that the Town has a 10 year warranty and the substantial completion date was in early 2003. The warranty would only cover materials. Dick Thuma suggested that play on the fields be rotated so that one field is not impacted by continual use. Field 1 has traditionally been used by Lexington High School for varsity soccer and lacrosse practices and games, in addition to LUSC and Lexington Youth lacrosse. Mr. DeAngelis and Mr. Thuma suggested that the Department revisit the warranty on the fields. Mr. Thuma also suggested that the Department confirm that the warranty owner is still in business. Ms. Simmons indicated that she will review both the existing warranty and the viability of the company. She also noted that Northeast Turf is on contract with the Town to inspect the fields and do minor maintenance on the fields twice a year. The Town also has a G -Max test done annually by a different company. 7. Parks Report Dave Pinsonneault was unable to attend the meeting. His monthly Parks Report is attached. 8. Recreation Report Karen Simmons told the Recreation Committee that the annual summer staff recruitment has begun and letters would be mailed to 2009 staff before Christmas. The deadline for returning staff to commit to summer employment with the town is January 26, 2010. The numbers for both the Thursday afternoon and Friday evening Ski Programs are greatly increased over past years. The Department has added a third bus on Thursday afternoons and a fifth bus for Friday evenings to accommodate all of the participants. Ms. Simmons distributed a copy of the Recreation Department's FY201 I operating budget. The recommended budget was presented to the Board of Selectmen on December 2, 2009. The budget request was for a level service and reflects an increase of .14 %. Ms. Simmons briefly reviewed and explained different elements of the recommended budget, which reflects a rise in bank charges for the new credit card machine usage at Pine Meadows, and an increase in the contractual vendor fees for programs. Ms. Simmons also noted that the Indirect Charges to the Recreation Department have increased $15,000 for FY 2011. Mr. Thuma inquired as to whether the revenues were up or down based upon projected numbers. Ms. Simmons told the Committee that the revenue numbers were in line with projections and ended FY2009 with a small surplus. Mr. Thuma congratulated Ms. Simmons on a great job. 9. New Business Sandra Shaw, who is the Recreation Liaison to the Bicycle Advisory Committee, submitted a report to Karen Simmons regarding the BAC concerns about problem intersections along the Minuteman Bikeway. The next meeting of the Recreation Committee is scheduled for 7 PM in Room 207 of the Town Office Building on Tuesday, January 12, 2010. Sandra Shaw moved and Howard Vogel seconded adjournment of the meeting. The Recreation Committee voted 5 — 0 to adjourn the December 16, 2009 meeting of the Recreation Committee at 8:31 PM.