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2015-01-08City of Beverly, Massachusetts Public Meeting Minutes Board: Parks and Recreation Commission Subcommittee: Date: January 8, 2015 — 7:OOPM Place: Beverly Public Library Board Members Present: Mark Casey (Chairman), Jan Jefgood, Bill Lowd, Nancy Marino, Ezra Holland, Henry Pizzo Board Members Absent: Tracey Geary, Dorothy Bolas Others Present: Bruce Doig - Parks, Recreation & Community Services Director Meeting called to order at 7; O8PM, Minutes: The minutes from the 12/4/14 meeting were approved 6 -0. Assistant Director's Report: Bruce reviewed Joscelyn's report, which reported Evening Enrichment wrapping up in December and many new classes for the winter /spring session, Summer Staff, Camps & Park info, Web Site & Social Media updates and Beverly's New Year commitments. Director's Report: Bruce discussed the following items during his report — RECENT EVENTS: Several Community Service Meetings — Meetings with COA Board, Board or Health, Veteran's groups, Library Trustees, Commission on Disabilities, BG &T Commission, Cultural Council & BYC North Pole Calling — 12/22, 12/23 & 12/24— 5:00- 7:OOPM — Santa called over 70 children again this year!! Beverly's New Year — Joscelyn & Bruce - 12/31— 3:30 -7:30 — Cabot Street — A great night and great crowd!! DPW LUNCH — 1/6/15 — Fed about 45 DPW folks with lots of good food from Super Sub paid for by the Friends of Beverly Recreation. UPCOMING EVENTS: Beverly Substance Abuse Prevention Committee — Part of Be Healthy Beverly. Coalition with Gloucester & Danvers. Next meeting in January. CPC Pre - Applications Due — February 15, 2015 CORRESPONDENCE: PARC Grant — Awarded $400,000 to purchase Camp Paradise in FY2016. Girl Scouts are willing to wait. Attended the required PARC Grant seminar in Boston to discuss necessary documentation. Gruppe Mural Move — TBD - Appraisal still being sought by Planning Department Beverly Waterfront — Email and letter from George Whitney / Planning Department Friends of Beverly Recreation — Updated report from Mark C. Email from John Aucone — Resigned from Commission — Moved to Danvers FY2015 BUDGETS: Enterprise Fund — Started FY2015 with balance of $275,246. Current balance of $205,180. Revenues still — $13K ahead of FY2014. City to transfer — $15K to Enterprise Fund due to Joscelyn's salary being taken out of wrong account from 7/1 to Sept. City Budget — FY2015 budget approved as presented. Joscelyn's position moved from Enterprise Budget to General Budget. Will be significant savings for us each year ($56K). Increases approved for Bruce & Joscelyn last month. LYNCH PARK: LYNCH PARK ADVISORY COMMITTEE / LYNCH PARK CARRIAGE HOUSE: Commission decided to form a subcommittee to compile a new mission statement for the LPAC and discuss this at the February meeting. RESTRUCTURE COMMITTEE — Next meeting of the LPACstill to be determined in 2015 Events: Revenues well over $70,000 in 2014 calendar year (subtract security deposits) DOG PARK SUBCOMMITTEE: New ACO hired in July — Matt Lapinsky — Doing well. Need to sit down to discuss plans. Things going well at Paddles' Park! Several members of the committee are looking to move on. They want to meet to discuss process for issuing new park tags and keeping things running smoothly at park. FIELDS: Issue at BHS w/ baseballs hitting houses — Mike Collins working on netting to be installed by spring — RFP out!! Field Summits — Need to schedule spring summit. Need to meet with BYSA and Boys LAX to work out field issues. NOTE: Commission voted to approve a letter drafted by Bruce to be sent to all sports organizations stating that permits will not be issued unless ALL required paperwork is received before practices and games begin. Motion by Henry Pizzo. Second by Nancy Marino. Approved 6 -0 PROJECT PIPELINE Recreation Department Project Pipeline: - Lynch Park Playground and Splash Park: (Locations moved to area of Recreation office) • Replace existing play structure and install new splash park • Project total cost $280,000 • Our Common Backyard grant. - $200,000 was awarded to us on 3/31/14 • Purchases required by 12/31/14 (Spent $230,000 to date) • City Match of $50,000 required (CPC Grant & Lynch Trustees) • CPA Grant for $30,000 (For new playground only) - APPROVED 9/18/14 • CPC will not fund splash pad • Lynch Trustees Grant for up to $50,000 (For splash pad) - APPROVED 9/18/14 o Playground installation — November 2014 • Selected vendor & designs for playground and splash pad - DONE • City Council Vote to approve project and funding — DONE 9/2/14 • Playground Equipment Delivered — DONE 10/20/14 • Playground construction - Started 10/20/14 — Completed 11/23/14 • Prep existing area for new play structure — DONE 10/28/14 • Spread mulch when structure is completed — DONE 11/23/14 o Splash Pad Equipment Delivered — November 2014 • Prep area for Splash Pad — Started 11/17/14 • Received extension from state to install splash pad in the spring 2015!! • Remove existing small play structure — DONE 10/28/14 • Dig out area (18" deep) — by 3/15/15 • Install water, drainage and power hookups to Control Box — by 3/15/15 • Install splash pad equipment —Vendor (April 2015) • Pour final concrete — DPS /Vendor by April 2015 o Plant some new trees — Spring 2015 - Lynch Park Bathrooms: o Replace existing public bathrooms with new ADA compliant bathrooms • Project total cost $200,000 to $235,000 • David S. Lynch Trustees funding $150,000 — APPROVED 9/18/14 • CPC Grant for $50,000 — APPROVED (up to $85,000) 9/18/14 • Up to $85,000 dependent on Design Review Board approval o Looking for clapboard exterior vs. concrete block • Completion of installation —April 2015 (hard date) • Architect designing building — In Progress • Put out RFP — January 2015 • Compiling drawings and specs for final RFP • Select vendor — January 2015 • Begin construction February 2015 • Remove existing bathrooms (February 2015) • Prep water, sewer and electrical connections (March 2015) • Pour new pad /foundation for building (Pre -Fab or Block built) • Installation of new building completed (early April 2015) - Lynch Park Carriage House Doors /Windows: • Installation of glass doors and windows along west & south facing walls in Gallery • Completion of Project —April 2015 (Hard date) • Project total cost $150,000 ■ Donation funding from American Renal $50,000 — Obtained in 2013 ■ $100,000 appropriation approved by City Council 4/7/14 — Encumbered to FY2015 • Completed specifications for doors & windows — (Mike C.) • RFP for doors and windows — Due 1/13/15 • Doors & windows to be delivered — February 2015 • DPS to install doors & windows beginning in February 2015 - Lynch Park Traffic Gates: • Install new automated barrier gate(s) to control the flow of traffic on driveway and to reroute traffic to enter via the driveway and exit via the existing entrance. ■ Two automated barrier (lift) gates with touch pads, sound sensors and remotes • Completion of Project —April 2015 (Hard Date) • Soliciting designs and 3 quotes — Projected project cost $10 -15K ■ Funding from Recreation Enterprise Fund or Lynch Trustees • Select Vendor (January 2015) • Vendor to install gates and accessories (April 2015) - Lynch Park Tot Lot (Move & Reinstall): o Small tot lot play structure was removed to make space for the new splash pad. Tot lot will be moved to another area next to the new large play structure. • Tot Lot removed as part of new play structure installation — DONE 10/28/14 • Prep new area for reinstallation of tot lot — Spring 2015 • Reinstall new tot lot — Spring 2015 (DPS /Contractor) - Obear Park Bathrooms: • Complete the interior construction (Stalls & fixtures) and vault installation • Project total cost $35,000 (Mike Collins estimate)? About $25,000 spent to date ■ Funding from Friends of Beverly Recreation — Obear Park account — Approved 4/3/14 • Installation required by 3/31/15 • Working with DPS folks to ensure completion — In Progress • Concrete block wall constructed w/ 3 doors -DONE • Complete bathroom stalls —To be completed by winter (Mike C.) • Decision to Install vault for now —To be completed by winter (Mike C.) • Bathrooms completed by April 2015 - Obear Park Pavilion: o Install a pavilion outside of bathhouse for use by Obear Park patrons and Bev Rec • Installation completed by June 2015 (soft date) • Project cost of $47 -75K depending on size • CPC grant for $47K — APPROVED 9/18/14 • Request to Lynch Trustees for $35K - Dane Street Beach /Lyons Park Bathrooms: • Project modified to renovate existing bathrooms only with new stalls and fixtures • Project total cost $50,000 (Estimate) • David S. Lynch Trustees funding $50,000 — APPROVED 9/18/14 • CPA Grant for $50,000 — NOT APPROVED • CPC voted to wait for design for new building until at least 2015 application cycle • Completion of renovation — May 2015 (hard date) • Replace stalls in Women's room • Replace toilets and sinks as necessary in Men's & Women's room • Clean HP bathroom • Clean /Paint all public areas of building • Work to be done by DPS / Contractor • Begin construction by December 2014 — Work through winter 2014 -2015 - Dane Street Beach /Lyons Park Play Structure: o Private group led by Josie Marino is working to raise funding for new play structure at Dane Street Beach /Lyons Park (Complete by September 2015 — soft date) ■ About $16K raised to date with a couple of fundraisers (Polar Express @ Cabot) • Project cost estimated at $75K • $10K committed in private donations to date (Isabella Foundation) • Possible funding from Lynch Trustees, CPC or PARC Grant • Soliciting designs and quotes from vendors — IN PROGRESS - Purchase Camp Paradise: • Purchase existing Girl Scout camp for use by Recreation Department • Project total cost $950,000 ■ PARC Grant - $400,000 • Application due 6/15/14 (hard date) — COMPLETED • Notice of award November 2014 — Contracts signed /returned in 2014 • CPC Grant for $450,000 (w/ city bonding) • Notice of award — CPC Approved 9/4/14 — City Council Approved 12/15/14 • Recreation General & Enterprise budgets - $100,000 o Completion of Purchase —July 2015 • Meet w/ Girl Scouts to discuss process - Completed • Appraisal of property by Murphy Associates ($550,000) - Completed • Review appraisal by Peterson Lachance Regan Pino ($950,000) - Completed • Determine purchase price by June 2014 — COMPLETED - $950,000 • Purchase & Sale agreement w/ Girl Scouts of Eastern MA — In progress - Install ADA Accessible Paths @ Dane & Lynch: • Recommendation from Commission on Disabilities • They have some funding • CPC & Lynch Trustees ?? • Call from Sheila Consone — 10 Beacon Street ■ Stated it is very difficult for older folks to get from parking lot to Woodbury Beach over sand • Steve Frederickson looking into designs • Project total cost $100,000 ? ?? - Dix Park Ping Pong Table: o Concrete ping pong table donated by citizen for Beverly Farms Improvement Society • Location determined by Mike Collins (Next to basketball court) • Installation completed 10/29/14 — Looks good - Dix Park Benches: o May be installed as part of fundraiser for Beverly Farms Fire Station • Benches being sold for $2700 — None sold to date • Some will be installed in downtown BF and other locations (library, station, etc.) • BFIS asked for permission to install some at Dix Park, if sold Meeting adjourned at 8,55PM, Respectfully submitted, Bruce Doig, Director of Parks, Recreation & Community Services