===PAGE 1=== Town of Lunenburg Park Commission Karin Menard, Chair 978.582.4160 Chris Sullivan, Vice Chair 520 Chase Road Susanna Jewell, Secretary Lunenburg, MA 01462 Dave Passios, Member Ana Lockwood, Member TOWN OF LUNENBURG PARK COMMISSION WEDNESDAY OCTOBER 27, 2021 MINUTES 1. C Sullivan opened the meeIng at 7:00pm via zoom. In aMendance was D Passios, A Lockwood, and Chris Sullivan. K. Menard arrived at 8pm. Also in aMendance was AcIng RecreaIon Director Rob Thompson, Town Manager Heather Lemieux, Jared Bowser and Genevieve Nass from the Town Beach, Greg Roy and Anthony Caiozzo from the Skate Park. 2. Public and Board Comment-C Sullivan spoke of Soccer starIng the past weekend and is hoping for another game this weekend. MenIoned that his feedback from the community is that they are looking for acIviIes in town to parIcipate in. No Public Comments 3. DPW/Town Manager/RecreaIon Director Updates-R Thompson menIoned that the Trunk or Treat is happening rain or shine. Early parIcipants will get candy and be able to parIcipate in raffles. They have 76 cars signed up (carloads) and had to have a cutoff about a week ago. There’s going to be 26 businesses and so far over have 300 people. It’s Saturday from 11 to 2 at the High School Upper Parking Lot. C Sullivan stated that there will be a posIng for the posiIon of a permanent RecreaIon Director . 4. 7:05 Beach Season Review-Jared Bowser commented that from the lifeguard’s standpoint the summer went well with just a couple hiccups. He added that the opIon of accepIng cash should be discussed. D Passios told of a miscommunicaIon that needs to be sorted out by next year and that is the ability and the requirement to accept cash at the beach. A Lockwood asked R Thompson to get some data on the number of passes sold. C Sullivan menIoned that the informaIon was added to the Commission’s October shared folder . R Thompson commented that he did provide those numbers that showed aMendance, number of passes sold but not expenditures or employee’s pay. C Sullivan read the number of passes sold was 189, 156 of those were town residents, total day passes was 248, 175 were town residents. 5 took the Lifeguard safety course, 172 people did the swim lesson, and 146 were town residents. A Lockwood asked for a comparison report from prior years, she’d like to have a data base for that. R Thompson will provide that as soon as possible. D Passios added that he had talked with the town Beach Director and she said due to the slow response to opening up the swim lesson number of applicants she felt they lost a lot of business. He feels that a key item for next season is sorIng out the details on the number of spaces for swim lessons. ===PAGE 2=== The Town Beach Director, Genevieve Nass gave an overview of the season saying it went well but the swim lesson registraIon was confusing the public because they signed up for slots but not level of instrucIon. She believes next season the online registraIon should somehow communicate the level of classes. She menIoned the passes went well but had a technical problem with the scanner so had to record numbers by hand and then give a report to R Oliva. Discussion followed on the problem with the scanner/sohware. She added that she’d like a conversaIon before next season’s start regarding registraIon of swim classes and how they’re handled. She menIoned that 2022 is a registraIon year with the BOH, done every 2 years, and that she’d like to get the paperwork done in April 2022. D Passios menIoned that the DPW is looking at the building for repairs. K Menard menIoned that G Nass has been paying out of pocket for the Red Cross cerIficaIon for swim lessons and gejng reimbursed but believes reimbursement needs to be done in a more Imely fashion Imeframe. 5. 7:20 Discussion with Lunenburg LiMle League-Stephen Chow, President of Lunenburg LiMle League joined the meeIng and presented slides on maintenance, infield drags (done 8x) for playing surface safety, rip and replace some material because of the weather, minor fence work, repairing of the Susan Ware shed (water damage) and repairing of the vandalism to Powell Shack. He gave an overview of details of the labor extensive work they do and suggesIons on ways to recIfy the problems. He menIoned that the work is done by volunteers. C Sullivan asked if any items were ever taken from the break in of the shed since they do store equipment there. S Chow answered that just some snacks or drinks were taken. S Chow asked if the Commission would ok him pujng up a camera inside the shed. A Lockwood commented that it would have to be put to a Commission for a discussion, and possibly it would fall under the DPW director . D Passios asked if any Police Reports were made on the break ins and in the future, at a minimum, contact the chair of parks who would handle any reporIng, so there is a record in history. S Chow menIoned that there had been no break ins or vandalism since he took his posiIon at LiMle League in 2013 unIl this past year . He then, as K Menard had requested, gave the LLL registraIon numbers. Between years 2013-2019 it went down from 220 to 214 kids per season. He believes that the numbers when compared to surrounding towns, whose numbers have gone down and some leagues folded, are a testament to his board. D Passios asked him to speak to the small fall season that they did on the 90-foot diamond. S Chow answered that they did one last year and gave a history of the teams playing on that diamond and menIoned teams being chased off of that area. A Lockwood wanted clarity on “chased off” and S Chow responded that they weren’t allowed to play there. She believes “chased off” is a strong statement for the record. D Passios commented that we don’t really know that the issues behind the departure of the leagues at the 90-foot diamond. He added that this year there was a liMle more use and if there’s an opportunity to bring a substanIal more use back, that informaIon needs to part of our consideraIons going forward for the Marshall Park Master Plan. S Chow agreed that they need to get the kids back in town to use the diamond. Dan Proctor joined the meeIng. He stated he was part of the Babe Ruth League and was coaching. He menIoned that the Susan Ware Shed, the snack shack was built in 1975, He stated that the people in Leominster who run that league put in a tremendous amount of Ime running those 90-foot diamonds. He stated that the biggest thing a volunteer board would like and appreciate is ease of communicaIon for use of the field and someIme of policy for noIficaIon of the needed use. He believes the problems in the past were due to lack of communicaIon. A Lockwood menIoned that there was no Park Person available in the past but now there is a Commission in place. ===PAGE 3=== D Passios asked that with those enIIes coming back to down if it was non-problemaIc whereas the 90-foot diamond is the home field for the School Department’s team and if that could be a workable scheduling issue or will there be overlapping problems. S Chow answered that he doesn’t see a scheduling problem since the School’s team would be winding down when the other leagues would be starIng. R Thompson stated that he would definitely start those conversaIons about LiMle League and more baseball opportuniIes coming back to Lunenburg and he would make his contact informaIon available. D Passios menIoned that there’s a desire to get a schedule or calendar accessible by all enIIes so that everybody can easily access what’s already scheduled to see if the dates they’re looking for are booked or not. R Thompson is pujng together a global calendar to see the availability of everything maintained by the RecreaIon Department. A Lockwood menIoned that R Thompson would need the update from LiMle League about games. A Lockwood asked if LiMle League needed all the fields for use such as the Fitzgerald. S Chow answered that the demographics change year to year, following the kids all the way through the system. C Sullivan asked about the field for T-ball, to which S Chow answered that the T-Ball field needs to be a fenced one and that Fitzgerald is the right size and an instrucIonal field. He also explained the minors and majors both have field that are fit for purpose. S Chow gave some feedback he has received: Slow start to maintenance for the year, improved over season Basic maintenance items can make the Parks much beMer Some properIes get less love Unmonitored areas of the Parks-lots of trash Kids at Marshall Park in cars before school, aher school-lots of trash A Lockwood menIoned that one thing that’s a barrier to get everything working is gejng informaIon from the LiMle League and asks that if anyone sees anything to alert the Commission by email to let them know what’s happening. She also asked S Chow about the kids at the skate park area and he responded by saying they hang around there and leave trash. S Chow gave some feedback for the Marshall Park Master Plan. He menIoned that the 90-foot diamond should have more town teams on it and to find a beMer line of communicaIon. He asked if the track could be put outside the fence that people could use it even when games are going on. D Passios asked if it’s problemaIc to lose 15 feet of yardage for the oumield. S Chow answered that the quesIon is what the minimum for MIAA is. S Chow stressed keeping a maintenance plan in place and how the DPW will support the day to day plan as part of the Master Plan. D Passios conveyed a conversaIon with a resident at Marshall Park discussion the material for the infield or baselines for the 90 foot diamond that a higher clay content material would be beMer for the base runners instead of the exisIng material which is close to crushed stone. S Chow clarified that it is stone dust and discussed the some maintenance that could change the composiIon of what it looks like now, clay would need more maintenance. C Sullivan pointed out to S Chow that the Commission is trying to establish some proper procedures, guidelines and policies for the parks and to be mindful of the dumpster and portable toilet policies that are in place. S Chow told of the Vendor problems they experienced this past summer and now have a new vendor that hasn’t given them any paperwork. He added that he asked the BOH to change their policy to say “on file” for the vendor paperwork. A Lockwood stated that it would be difficult for the Commission to know from season to season if it’s the same vendor or not. She added that he might resubmit the informaIon to the Commission at the beginning of every season. D Passios commented that the paperwork should be included with the ===PAGE 4=== applicaIon and payment and should go to the BOH, DPW and Park Commission so they all have the same informaIon. A Lockwood believes the Commission is to submit the paperwork to the BOH. S Chow quesIoned that the parks are closed on November 1st but showed a form that said closing was November 30th. K Menard, who recently joined the meeIng, clarified that the November cutoff date was for user groups to use and was going to double check that date. S Chow menIoned that they have a game scheduled for November 6th, but could get rained out and could be later . MoIon made by C Sullivan to abide by the data in the form that S Chow signed for this season. K Menard moIoned to amend the moIon to abide by the date of November 30th for field usage and extend it to the port-a-poMy and dumpster policies. Seconded by A Lockwood Roll Call, D Passios-Aye, A Lockwood-Aye, K Menard-Aye and C Sullivan- Aye. 6. 7:50 Greg Roy-Marshall Park SepIc System-G Roy updated that they have been engaged by the town to design a repair sepIc system and they have put in an applicaIon to the BOH to perform soil tesIng at the site. The work was done 2 weeks ago and were successful in finding enough overburdened soil over the ledge put in a system in the vicinity of the old bathhouse. The next scope of work on the contract was to do a topographic survey but found it was done 4 years ago so they don’t need to redo that. He then showed some plans and menIoned that no design flow of the system in the vicinity of the bathhouse that existed are on record with the BOH. He will have to work with the BOH to assign what that flow will be. They have been put on the BOH agenda for 11/1/2021 and will show them the same designs that he is showing. Discussion followed on the system capacity, an esImate to come up with a design flow, locaIon of the system and a 500 to 1000 gallon system. G Roy stated that the final decision on the size is up to the BOH but encouraged feedback from the Commission. K Menard just wants to make sure the size will fit in the area designated. A Lockwood commented that on what G Roy has thought would be suitable in size and hoping to be on the district sewer if needed. C Sullivan agreed and added that having a warrant arIcle in place is the right direcIon for future needs. D Passios commented that he believed the 1,000 gallon flow is overkill, that the flow for a repair is to build to what the original system’s flow but there is no record of that and that the BOH has already voted to support the flow for six toilets and Monday’s BOH meeIng is to clarify what the flow is going to be required for the system. 7. 8:00 Discussions with Lunenburg Skate Park Including reconsideraIon of Park Size.-A Caiozzo and G Roy represented the Skate Park CommiMee. G Roy stated that he and A Caiozzo spoke with some oumits that do skate park design to get a discussion to a point where they can get some preliminary sketches and get an idea how it would fit into Marshall Park. K Menard asked if Marshall Park was their final desInaIon for the Skate Park. G Roy would like to put it at TC Passios but Marshall Park is more viable. He gave an overview of his reasons and that there’s challenges at both sites but they outweigh each other . TC Passios has drainage problems, Marshall Park has ledge problems. K Menard asked about the status of the fundraising. A Caiozzo answered that a good chunk of the materials for the project are going to be provided in-kind which means donated. Concrete, lumber, and heavy equipment will all be donated. They are securing about $90,000 in-kind donaIons. They’ve raised so fair $130,000 and another $25- 30,000 is coming before the end of the year . They are between $25 and $50,000 away from having enough money to build the park. A Lockwood asked if that was a revised amount from the last meeIng they presented at. He believes the total amount needed is $250,000. ===PAGE 5=== A Lockwood commented that before they are able to start drawing the design that they need to commit to a site. G Roy answered that he was hoping to have an iniIal site plan for tonight’s meeIng to study a bit before the final okay. He’s confident that Marshall Park is the final decision. C Sullivan asked if there was an update on the size of the Skate Park. A Caiozzo answered that around 8,000 square feet and feels that anything smaller would be a potenIal dangerous situaIon with the number of users. G Roy added that if the fundraising money goal is shorter than expected the size could be reduced. D Passios asked if G Roy if he had a feel to know what can actually fit in the area, near the playground, and stay away from the underground electric. G Roy answered that an 8,000 square foot will fit there and he needs to get the plan done. C Sullivan menIoned that there has been a prior MoIon from the Commission on the size of the park and if various sizes are being considered the MoIon would have to be changed. G Roy suggested to get a plan before the Commission before anything changes. K Menard agreed and that the Commission looking to support a larger size than the prior MoIon. A Lockwood commented that she agrees with G Roy that a plan needs to be brought before the Commission to vote on the size. Discussion followed on whether to rescind the prior MoIon. MoIon made by D Passios to rescind the previous vote of a prior meeIng that the Commission supported to limit the park size to 5,000 square feet. Seconded by K Menard. Roll Call Vote: A Lockwood-Aye K Menard-Aye D Passios-Aye C Sullivan- Aye. K Menard and G Roy discussed a Ime to put the Skate Park on an upcoming agenda and decided on 11/22/2021. She also asked if they would have a final plan of the locaIon to which G Roy answered that they want to finish the engineering first. 8. Town of Lunenburg Bylaw Review-K Menard stated that Steve Archambault a member of the By-Law CommiMee alerted the Commission that the By-Laws are up for review and sent an email to the Commission to look at their secIon to make sure it matches with what they’re doing. She believes it does match because they increased to a 5 member board but an answer has to go back to the By-law CommiMee. D Passios the By-Law goes back to Mass General Laws for Park Commission. K Menard will look into the override of Town and State By-Laws, she will speak with the Town Counsel Adam Costa or Town Manager for clarificaIon. 9. Marshall Park Master Planning-C Sullivan and K Menard went to the Assistant Town Manager to get an overview of the RFP process and gain more understanding as what the Commission’s role is, understanding Imelines and how the process goes on. He went on to say that on page 3 of the RFP and being reviewed by some companies there are some dates related to the bid schedule that need to be worked out and requires a vote for that. The Interview dates listed in the RFP are correct and listed as 11/17/21. One of the changes is the anIcipated contract award was on 11/18/21, the day aher the interviews which will be amended to a decision on the following Monday 11/22/21. The Assistant Town Manager needs the graded responses from the Commission on the interviews by 11/10/21.The 3 public meeIngs dates project review would be 12/2/21, 12/20/21 and the week of 1/5/22. An addendum will be added for the compleIon date of the iniIal phase to 5/1/22. ===PAGE 6=== MoIon made by C Sullivan to accept those date changes and addiIon of compleIon date of 5/1/22 seconded by D Passios. Roll Call Vote: K Menard - Aye A Lockwood-Aye D Passios-Aye C Sullivan-Aye. K Menard shared the informaIon on the grading secIon on the RFP . One is the criteria of which they would be evaluaIng the firms and the Rubric that the commissioner’s would be using to grade. Each Commissioner would give their raIng to the Assistant Town Manager . 10. Discussion about Lunenburg Public Schools reciprocal field use.-School CommiMee Chairperson Carol Archambault stated that the School CommiMee policy has to go back to the SubcommiMee for edits, then it will come back to the School CommiMee for discussion and possibly more changes. The requirements is that policy needs to be read three Imes in three subsequent meeIngs. Discussion followed on the changes and wording of user placement, addiIonal fee wording and Commission programming. K Menard stressed that the Commission needs to be aware of changes made and be involved in public comments on the policy that they are reworking. C Archambault wants to work cooperaIvely and come up with something that’s going to work for both groups. K Menard added that depending on how the school policy piece plays out that Iming is important and as approaching the spring season to execute the reciprocal use agreement that needs to get that done. A Lockwood stressed that the language is crystal clear on policy. D Passios would like to open future discussions of the adult programs. 11. Other Business a. Other business maMers that may legally come before the board not known at the Ime of posIng - none b. Correspondence, Announcements, Public and Board Comments- D Passios relayed a conversaIon with a member of the Open Space CommiMee whom he asked if any of its members would help with grant applicaIons and his understanding is that there has to be a plan developed before any grant applicaIons can be filed. K Menard would like to pursue some grants and invite someone from Open Space to discuss helping with the process. A Lockwood menIoned that their State Reps might help to aid in securing funding. D Passios gave a Capital Planning CommiMee report. The proposals for the Capital Plan have been submiMed by all the department heads. RelaIve to the Park Commission, there is a $25,000 request for the completer survey of Marshall Park, nothing has been prioriIzed yet. The other item is the repairs of the Town Beach building and will determine by cost whether it is a budget line item on go on the Capital Plan. K Menard would like to have a CPC Liaison in place or have it permanent agenda item. He also menIoned a discussion with J Belliveau regarding addiIon to the addendum that will go out to the interested parIes for our RFP regarding the parking enIty and what it included. 11. Next MeeIng Date/Agenda-Next meeIng is November 17th at 7pm with the Interviews of Firms for Marshall Park proposals, November 22 at 7pm will be the decisions. 12. Adjourn-MoIon made to adjourn at 10:29pm by D Passios seconded by K Menard, Roll Call, A Lockwood- Aye, D Passios-Aye, K Menard-Aye, C Sullivan-Aye Respecmully submiMed Dawn Pavone Minutes secretary