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HomeMy WebLinkAbout2015-11-10 Recreation Committee MinutesOF Town of Reading b1' Meeting Minutes s'39.1NCOR4�� Board - Committee - Commission - Council: Recreation Committee Date: 2015 -11 -10 Building: Reading Town Hall Address: 16 Lowell Street Purpose: Monthly Meeting Attendees: Members - Present: Time: 7:00 PM -P IV LID READING, M Location: Berger Room Session: General Session 1l A 4 31 John Feudo, Kate Kaminer, Mike DiPietro, Adam Chase, Nancy Linn Swain, Emily Sisson Members - Not Present: Mary Ellen Stolecki, Dan Foley, Jeanne Borawski, Rich Hand, Frank Driscoll Others Present: Genevieve Fiorente, Bob LeLacheur (Town Manager), John Halsey (Board of Selectman) Minutes Respectfully Submitted By: Genevieve Fiorente Topics of Discussion: John Feudo calls the meeting to order on behalf of Kate Kaminer at 7:06pm. Town Manager, Bob LeLacheur, starts the conversation by asking the committee about the thought process of the priority of fields at the Birch Meadow Complex that were approved in the previous meeting. He also asks John Feudo if he wants to first update the committee on the RFP for the lights. John Feudo gives an update and states that the boring has been completed and the Town was waiting for a report back from Camp Dresser and McKee on soil testing. He has met with DPW and Engineering and is pushing for releasing the RFP on the project in the winter. This would lend for better pricing than if the town waits until spring. He also talked about the possibility of a design /build where a private vendor would design, coordinate other vendors, and give pricing for the project. J. Feudo goes on to explain that there may not be enough money to complete all of the 5 proposed areas and that is why the Town must prioritize them. Bob LeLacheur follows up on the priority of fields and asks committee their opinions. Mr. LeLacheur talks about the strategies on bidding small fields vs big fields. He makes a point on saying there are more strategies aside from the actual field use. J. Feudo mentions that the committee chose the order of: 1. Street and Lot Field 2. Lighted Softball Field 3. Tu rf 2 4. Tennis Court Field 5. Morton Field Page 1 1 Committee members start to recall conversation on their thought process. Emily Sisson recalls there was an issue with a field hockey field overlay at Morton Field and the proposed pole location would shorten that field. A. Chase recalls neighborhood resistance on Morton during the neighborhood walk. A. Chase also commented on the field pole issue again on Morton. J. Feudo shows the committee a picture diagram of Morton and points out how the overlay would affect Morton fields use. K. Kaminer asks who actually uses the Morton Field. J. Feudo answers high school Field Hockey and Baseball and Reading Babe Ruth. N. Swain asks why Turf2 can't be paid for the by the School Department since it's there field. Mr. LeLachuer agrees that its low priority since it is already lit. A. Chase brought up the quality of the lights previously discussed on Turf 2 and that they are not sufficient for HS sports. J. Feudo says that there have been issues when running High School games and that the lights aren't up to par when it comes running HS caliber sports. Mr. LeLachuer replies that the stadium field can be used for that. J. Halsey comments that the idea of the lights is to keep as many people recreating for as much time as possible. J. Feudo responds that fields becoming more multipurpose will require a lot more maintenance. M. DiPietro asks if the Town can maintain Morton as a multipurpose field? K. Kaminer says she can't get past lighting Morton Field and having it be used for Multipurpose and has seen the use at Washington park diminish. She just doesn't see the need. N. Swain agrees. J. Halsey states he has no personal agenda and is willing to fold his intercity league baseball team if it means more lighting for the fields. N. Swain asks the Town Manager his priority of the fields. B. LeLacheur says two softball field areas are first and second, followed by Morton, Little League, and Turf 2. N. Swain asks about the recovery time for fields. J. Feudo gives a brief overview of how recovery time works and what goes into it. Typically fields don't get to "rest" he stated. Mike DiPietro asks about input from baseball organizations who have contributed to maintenance of the fields for the past several years. He mentions his concern for their thoughts and would they be as diligent in helping with the maintenance if this field becomes multipurpose. The committee agrees. K. Kaminer also adds that the importance of having Reading citizens on the fields is most important to the Recreation Committee. K. Kaminer mentions asking baseball organizations for their input is an important step. J. Feudo recommends inviting them to the next meeting. Mr. Halsey says the key to baseball people is maintaining the in -field and that the outfield is a different story. He goes on to explain that while they would like it green and nice, that he thinks they would be open to sharing that space and coexisting. M. Di Pietro says he really wants to get feedback from the Babe Ruth folks. John Halsey suggests talking to the President Jeff Pierce. Mr. Halsey says that if Morton is lit, he can see 3 flag football games down there on Saturdays in the Fall. J. Feudo says that he would hope Fall baseball could return. The worst situation would be putting up the lights and not being able to use them. Bob LeLacheur mentions getting feedback from the School Department and School Committee liaison Jeanne Borawski's opinion. K. Kaminer suggests conversing with High School Athletic Director Tom Zaya. J. Feudo responds that he has had some discussion with Tom Zaya but will reach out again to Zaya and Borawski to get more feedback. J. Feudo also brings up the neighborhood on Bancroft and their constant concerns on traffic by Morton, especially with out of town users who abuse parking. J. Feudo goes on to explain that he has a hard time justifying non - resident usage of the field when he gets these Page 1 2 complaints. He also adds that he wants the neighbors to be heard and wants to invite them in on the conversation again. B. LeLacheur mentions signage should be done sooner than later. K. Kaminer mentions the restricted parking one side. She also says that she wants the neighbors to be heard also and thinks it is very important that something be done soon for parking /traffic initiative. B. LeLacheur suggests to the committee to come to Board of Selectman Meeting on December 15th to suggest signage for parking and restricted parking on one side (resident parking only sign). J. Feudo says he will try to set up another meeting for this month to invite baseball in, maybe on November 26th. J. Halsey mentions he give an update on the parking issue during his liaison report at a future Board of Selectmen's meeting. J. Feudo moves on to the Birch Meadow Master Plan update. He presents a timeline to the committee. He talks about the first meeting with the sports organizations that was held on November 3rd. There will be another meeting on November 17th and an abutters meeting on December 8th. B. LeLacheur mentions it would be beneficial for a member of the Board of Selectman to attend. John Halsey says he will be there as he is a member of the sub- committee. J. Feudo continues to explain that the draft plan will begin in January and he will also bring it to the newly formed building committee for advice. J. Halsey suggests having Town Meeting members to the public hearing. J. Feudo goes on to briefly explain the projected timeline throughout 2016. There is 1.5 million planned in Capital Improvement funds for the project. B. LeLacheur asks if there are any other things that the Board of Selectman can help with as far as sharing survey results. J. Feudo says that Rich Hand has a presentation that he has been working on. He also mentions that he has reached out to an Landscape Architecture firm to render a plan with more detailed illustration of the complex rather than just a CAD drawing. J. Feudo moves on to discussing the field fee policy and procedure document with the committee. Now that the committee has changed some of the fees, they now needed to update the corresponding policy and procedure. He stated he would like to take a final vote on that policy. He hands out the field permit procedure document to the committee for review and discussion. The committee begins to read through the document. M. DiPietro asks what the definition of a "day rental" is. J. Feudo states it is considered 7 hours. N. Swain suggests putting the "7 hours" in the definitions to make it clear what the "day" covers. John Feudo agrees and will make that adjustment. John Halsey suggests putting market value rates on the lights. The committee agrees. John Feudo will edit. N. Swain asks about the definition of Reading Resident and questions whether it should be edited or not. A brief conversation is held on the topic then the committee decides not to change the definition. Kate asks about the increase of fees to maintain the fields, which was brought up in the last meeting and if we can have an outside organization maintain for us. J. Feudo answers yes but only if the DPW could not agree to the scope of the plan. E. Sisson suggests putting together fee payment and fee structure and also mentions listing fields out. John Feudo will make the adjustment and do a graph with all fields. Page 1 3 A. Chase makes a motion to accept the Field Permit Procedure document as presented with the few modifications made by committee. E. Sisson seconds the motion and all are in favor 4 -1 -0. J. Feudo mentions Jenna Fiorente moving into the Recreation Administrator role after it was approved by Town Meeting as part of the pay in class study. The position will become official ten days after Town Meeting closes. J. Fiorente gives a fall program update. She talks about travel and in -town basketball as well as her planning of the winter spring programming. N. Sawin moves to accept minutes from last meeting. M. DiPietro seconds. All in favor 5 -0. K. Kaminer makes a motion to adjourn at 9:19pm. M. DiPietro seconds. All in favor 5 -0. Attachment: Field Permit Policy doc Page 1 4 FAX: (781) 942 -5441 Town of Reading 16 Lowell Street Reading, MA 01867 -2685 RECREATION DIVISION: (781) 942 -9075 FIELD PERMIT PROCEDURE The field fees collected by the Reading Recreation Division serve three functions: 1. Fees collected are used to pay for seasonal staff for the DPW Parks Department to help with the maintenance of fields. 2. Fees collected are used to cover the administrative cost of field scheduling by the Reading Recreation Division. 3. To help offset expenses for upkeep of parks and playgrounds. i.e. rim/net replacement etc. Priority: Field Priority will be decided in the following order: 1. RMHS Athletics and Extra - Curricular Activities 2. Reading Recreation Programs 3. Reading Organizations 4. All other users on a first come, first serve basis Procedures and Definitions: Casual User: Defined as an individual or organization not associated with a team or league that has field use for not more than 1 day per season. (Ex. one time events such as birthday parties) Regular User: Defined as an individual or organization that uses the field more than 1 time per season but is not considered a resident league. (Ex. multiple bookings for single purpose —i.e. Men's Soccer League) Reading Residents: Reading Residents are defined as any person(s) with either town residence, employment with in the Town,.altends- the Reading Public Schools, or graduated from a Reading Public School System. All others will be considered non - residents. Reading Organizations: Reading Organizations are defined as any group that is Reading based and encompasses a membership of no less than 50% of Reading Residents. Non -Town Organizations — Are defined as any casual or regular user that is not classified as a Reading Organization or Reading Resident. 1. Reading Organizations - Applying for Field Permits The Recreation Director will make his or her best effort to accommodate each leagues request. If two or more organizations request conflict, the Recreation Committee or designee will handle and resolve the situation as fairly and equitably as possible. The league president or coach shall apply for the field necessary for all home games and practices throughout the season, by the designated deadline. Rain dates should not be requested at this time. 2. Fee Payment Organizations shall pay 75% of their field fees to the Recreation Division at the time the primary roster is turned in. Permission for field use to an organization for their next season will not be granted if there is an outstanding field fee balance. At the Midseason organizations shall submit a final roster with the remaining 25% of the balance. Season Deadline Midseason Spring (April 1 - June 20) February 17 May 15th Summer (June 21 — August 31) May 15 July 15th Fall (September 1 —November 30) August 7 October 15th The Recreation Division will issue permits for all time requested for both practice and games. Organizations should work with in the time frame requested for practice and game times. High School Synthetic Fields (During off - season) HS Synthetic fields are rentable during the time of December 1St and February 28th by contacting the Reading School Department Facilities office and it's on a first come, first serve basis. For rentals during the month of March organizations may make requests by February 190. The Recreation Director will then make a March Schedule each year. Please refer to Facilities Department for fee schedule. * High School Synthetic Fields are charged at rate published by the Reading School Department. Collins Field at Parker Middle School Collins Field is rentable during the time of December 1 St and February 28th by contacting the Reading Recreation Division and it's on a first come, first serve basis. For rentals during the month of March organizations may make requests by February 19th. The Recreation Director will then make a March Schedule each year. 3. Schedule The Field schedule will be set each season by the Recreation Director with collaboration with the RMHS AD. Field Priority will be decided in the following order: 1. RMHS Athletics and Extra - Curricular Activities 2. Reading Recreation Programs 3. Reading Organizations a 1 4. All other users on a first come, first serve basis �J- s: Once this is completed, open space will be considered for rental. The complete schedule will be posted and shared on -line. It will be updated as needed based on weather, field availability and needs of the Town organizations. 4. Coaches mailing List The league President must submit an updated copy of his/her organizations coaches mailing list including names phone numbers and email addresses if possible. The Recreation Committee will dispense pertinent information directly to the coaches. 5. Rain Dates Request for rain dates should be made at the time the final schedule is turned in. A league may request as many rain dates as needed. Dates will be awarded based on field availability. Organizations should look internally before request rain dates from the Recreation Division. * *There will be no fee for Rain Dates. FEE STRUCTURE CASUAL USER Resident $10 / 2 -hr block per field Non - Resident $50 / hour REGULAR USER Resident $30 / 2 -hr block — 50% or more Residents Non - Resident $50 / hour Grass Fields: Resident Non - Resident Synthetic Fields: $12 per player per season $120 per player per season Resident $14 per player per season Non - Resident $140 per player per season TOURNAMENTS /CLINICS Grass Fields: Not sponsored by Recreation Synthetic Fields $300 per day /per field $500 per day /per field COLLINS FIELD Reading Organizations $14/ player in Season (Mar — Nov) Reading Resident $37.50/ hour out of Season (Dec — March) Reading Resident $ l 00.OQ1194' Non - Resident $150 per hour (2 hr Min.) LIGHTS GHTS Reading Organizations $`Iii per R'—" td'0P Reading Residents 425per-lzcrcrrftY" Pit,- Non- Resident Groups _$SO..pld "- *TENNIS COURTS Reading Residents $5 per reservation Non - Residents $10 per reservation *Limited times available through www. reserveagame. com Please note: Refer to School Departmentfee schedule for current rates for Turf 2 and Stadium Field for all non - Reading Organization rentals. Casual and Regular Users Applying for Field Permits 1. Apply for the Field Permits A. The fields should be permitted at least 48 hours in advance of the date requested. B. A written request and payment must be received in that 48 -hour time period, before a permit can be issued. C. Only single use programs. Camps and clinics shall follow guidelines for Camps and Clinics. ** If a Resident and Non - resident submit a field request simultaneously, Reading Residents will receive preference. Basketball Court: Outdoor Basketball courts are generally available on a first come — first serve basis. Courts may be permitted from time to time by making a Request to the Recreation Division. The same fee structure shall apply as for grass fields. None of the outdoor basketball facilities shall be used for private lessons unless under the direction of the Reading Recreation Division. Tournaments Tournaments will be defined as a one week or weekend entity separate from an organizations regular schedule. Non- Readine Recreation Sponsored Camp Field Fee Non - Reading Recreation Camps are defined as any camp or clinic that is offered within the Town of Reading, but not sponsored by the Reading Recreation Division. Non - Reading Recreation Camps, Leagues or Clinics will be assessed according to the following fee schedule: TOURNAMENTS /CLINICS Grass Fields: $300 per day /per field Not sponsored by Recreation Synthetic Fields: $500 per day /per field Please Note: 75% of the estimated monies shall be paid up front with a primary roster one week prior to the Camp, Leagues or Clinic. A final roster shall accompany the outstanding balance on the final day of the Camp, Leagues or Clinic. Camp, League or Clinic must submit proof of insurance no later than one week before the initial date requested. All clinics, leagues and camps are subject to spot checks by the Recreation Administrator. All Camps must be approved by a representative of the Board of Health. A day is defined as a minimum of 5 hours and maximum of 8 hours. The Recreation Administrator may prorate based on hours. Non - Reading Recreation Camps or Clinics will be responsible for submitting a completed list and payment to the Recreation Division on or before the first permitted field date. Revised May 26, 1999 Updated Feb. 6, 2004 Revised March 9, 2004 Amended July 14, 2004 Updated Jan. 21, 2009 Updated Dec. 9, 2009 Drafted October 23,2015