The Parks & Recreation Commission at its meeting Tuesday evening voted 4-0 to approve a new program registration refund and cancellation policy because last-minute cancellations have created a burden for department staff and vendors.

Parks & Rec Director Jon Lewitus explained that the current policy allows parents to cancel their registration and receive an account credit to their myrec registration software account if they do so up to two weeks before the program starts. But the department has been receiving calls from people who want refunds when they cancel the day before a program starts or even a few days into a program.

“Essentially what’s happening right now is that people are taking advantage of the policy,” he said. “And Parks & Rec staff are sort of being too lenient with the public.”

Lewitus noted that the department has been using “a customer service approach” by trying to work with customers. But this has put a strain on department staff because of the time involved in completing transactions rather than program-related activities.

He said last-minute cancellations impact would-be participants on wait lists as well as the vendors involved in planning for program supplies.

The refund policy for last-minute cancellations states that it can only be approved because of a medical reason, Lewitus stressed.

He requested that the commission approve a three-week period instead of the current two-week period. The credit would go on the myrec account for a future program registration.

The other change Lewitus requested is that the department charge a 10% processing fee for these transactions. He said this is “an industry standard that would be charged per program. The fee would go toward administrative time spent processing requests and contacting vendors and people on the wait list.

The credit card fee charged for processing will not be refunded, he added.

The key, Lewitus stressed, is that this policy will be enforced. It will go into effect when fall registration starts on Aug. 7. It was approved in a 4-0 vote.

“We need to have families plan their schedules,” said Lewitus. “Our goal is to push registration dates months before the program starts.”

Pyne Field plans discussed

The commission reviewed an update on the Pyne Field project provided by design consultant Gale Associates. Plans to construct a combined baseball and cricket field and parking lot have been delayed, partially due to leadership changes.

Chair Dan Terry explained that the project’s funding was approved at the May 2023 Town Meeting. Jay Guelfi, the previous department director, had retired. This prompted a search for his replacement and an interim director. Lewitus was hired and has been working diligently to move this project forward.

He added that another factor is that “we’re moving at the speed of government.”

Lewitus explained that the project will be designed in a phase system. Gale Associates will evaluate the site and work on a design over the fall and winter. Construction would begin in the spring of 2025. The project is expected to be finished by the end of next year.

The process will involve several town departments, Lewitus added. The phased approach allows financial flexibility in the bidding process.

Don Sutherland, the chair of the Sustainable Green Committee’s environmental working group, said the committee opposed the use of artificial turf at any new fields because it contains PFAS that could infiltrate into the groundwater. It also absorbs more heat than grass.

Terry said the commission had planned to use grass at Pyne Field and had no future plans to install artificial turf at other sites.

Sunday’s summer concert canceled

Lewitus announced that Sunday’s scheduled summer concert on the Town Common has been canceled. The series will resume the following Sunday.

Potential project ideas for CPC funding discussed

Sustainable Green Committee member Carol Esler mentioned during the public forum that she had requested that a water bottle filler be placed at the Town Common, the dog park and the pickleball/tennis courts. This would help prevent the use of single-use plastic water bottles, which would be more environmentally friendly.

Said Esler: “My big question is, ‘How can we help from SGC with this process.’ ”

Lewitus said he is planning to apply for Community Preservation Committee funding for this proposed project. It would include updating the current fountain on the Town Common with a modern refill station.

Terry was ambivalent about replacing the fountain at the Town Common. He questioned how many individual plastic bottles are left behind during a three-month period because a new fountain would require maintenance.

Added Terry: “I don’t know if the juice is going to be worth the squeeze.”

Hanson stressed that the common is a hub for town events, including the Boston Marathon and PolyArts, making this an ideal location for a water bottle refill station.

Lewitus said that the plumbing at the site has to be taken into consideration regarding the cost.

Another idea Lewitus had was for a funding request for a master plan study of Reed Field. He envisioned a Parks & Rec facility there. He noted that the field is in good condition, while the tennis courts need repairing. Some suggestions were for a multi-use gym, a rock climbing wall and outdoor fitness equipment. Access from Wood Street would be ideal.

Pickleball court usage reviewed

Lewitus said he has had conversations with two pickleball instructors. When classes are not scheduled, the courts would be open for public play.

There was a discussion about the app pickleball players use to coordinate play times with others. The confusion is that some people think the app is used to reserve court times, which is not true. Another issue is that some people are somewhat selfish when they play and aren’t courteous when other tennis players and pickleball players are waiting in line.

Lewitus said a sign with a QR code at the court will be at the court. The schedules for program usage will be available there.

Individuals can access the app at playtimescheduler.com/login.php

Problems at Sandy Beach persist

Lewitus noted that people congregating at Sandy Beach after hours continues to be an issue, particularly on the weekends. The police have had conversations with Lewitus about this and have increased patrols there, he said.

“Parks & Rec can only do so much,” Lewitus stressed. “People are learning that there’s a policy there that is being enforced.”