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HomeMy WebLinkAbout2012-09-19-CMB-min77S TOWN OF LEXINGTON x r F Ad hoc Cary Memorial Building Program Committee w (AhCMBPQ 3 a� APRIL IT k1 NG'V September 19, 2012, 6:30 PM Legion Room, Cary Memorial Building 1605 Massachusetts Avenue Present: Members (Fred Johnson (Chair), Bonnie Brodner, Wendell C. Kalsow, Hank Manz, Nancy Shepard), Liaison CEC (William Hurley), Liaison PBC (Gary Lerner), Liaison AC (Richard L. Neumeier), Liaison CAC (Linda Roemer), Liaison to Town Manager (Michelle Stevens), Administrator (Pat Goddard), and Consultant (Craig Whitaker) The minutes were recorded by Jean Curran. The meeting convened at 6:30 PM Agenda Item 1: Discussion with Peter Lally, General Manager of the Lowell Memorial Auditorium regarding the potential of Cary Hall as a location for booking entertainment. Peter Lally provided his overview of the potential opportunities for the auditorium and Estabrook Hall. He stated that for past 15 years he has managed and presented entertainment throughout New England and other municipalities. Peter stated that he toured Cary Hall with Pat Goddard and they discussed the possibility of bringing in national recording artists since the size of the auditorium fits well into that marketplace and believes there are other opportunities to explore. He noted some key items for the auditorium included: (i) modifying the loading dock located at the back of the auditorium. The loading dock could consist of a hydraulic scissor lift with a non skid platform. The scissor lift would rise to the back of the stage floor doors via a push button control on the back stage wall. The scissor lift would lower to a variety of heights for easy access for a variety of trucks. However, the Committee could also consider having ramps instead of the scissor lift; (ii) dressing rooms need to be considered and should contain a sink, shower, lavatory, mirrors and dressing area and a catering area; (iii) sound and lights are key and purchasing a basic package that suits the space well should be considered; (iv) having extra stage depth has a lot of benefits but the Committee should think about the loss of seats and how that would limit the potential revenue for future performances; (v) recommendation for nonpermanent seating because having flexibility of the space is a great asset to set up differently and will help meet the needs or requirements for performance events and having many options is ideal. Peter's recommendations for Estabrook Hall included having additional seating in order to maximize seating in this small space which could be used for longer run theatrical events. He recommends having the storage space outside of the hall if possible. Peter believes that renovating the bathrooms downstairs is a very good idea but the Members should be aware of (i) investment thresholds which trigger ADA Standards and (ii) the number of bathrooms is based on the number of seats and the Committee should also consider intermission bathroom use. He suggests maximizing the number of seats in bathrooms would be ideal. Peter Lally took questions and comments from the Committee regarding (i) the appropriate events and number of nights per year; (ii) how events are booked; (iii) rent and how the town should be looking to be paid regardless if anyone shows up for an event; (iv) basic rent what it includes; (v) concessions and revenues generated; (vi) Improvement Plan and having a lateral stage access instead of the front load in which currently exists; (vii) stage, lighting and having a leaner facility; (viii) electrical requirements; (ix) parking; and (x) trial booking of acts and the timeline. The Members then discussed the kitchen as a possible catering area. Finance and revenue were also discussed and how much it weighs into some of the expenditures they are considering. Other benefits to the town were discussed including parking revenues, local option meal taxes and overall business community restaurants and stimulating interest in the downtown and how it is an economic piece to the community as a whole. These buildings are expensive to maintain and run; the economic development piece has to be a part of the equation. Requests for capital always far exceed what they have and how do we want to sell this to community. Agenda Item 2. Discussion of audio visual meeting with Acentech, scheduled for 10/3 at 1:00 PM Pat Goddard shared the agenda for the October 3 rd meeting with Acentech which will be held in Cary Hall from 1 -3. The items to be discussed will be the itemization of costs for all audio visual for each of the rooms, consultants from Acentech and Lexmedia representatives will be in attendance to share what their requirements for broadcasting are. This will not be a public meeting, but Members are welcome to come and listen but may not participate. Agenda Item 3. Discuss schematic work scopes to support ranking of proiect components Craig Whitaker discussed the rankings and priorities with respect to the schematic work scopes discussed at the last meeting. The Members reviewed these rankings and priorities which included fire protection and suppression systems, providing wheelchair accessibility to the balconies, access to the Civil Room and no flat landings at auditorium doors. Also discussed were building system improvements, standby generator versus emergency generator as well as looking at a gas chiller versus an electrical chiller. The Members are also researching alternatives for cost options for different solutions. High priority items include improvements to the acoustic speech in the auditorium and how it ties into improvements to the audio visual changes in hall. The projection room and how will it require capital expenditures. Estabrook Hall was discussed relating to extra seating and looking into redirecting the ramp to maximize seating in the hall. Motion to investigate changes discussed as part of the next steps moving forward. (Johnson, Brodner) The motion passed (5 -0). 4. New business Richard Post, member of the Board of Lexington Pops Chorus wondered whether there could there be some sort of community performing center and if other organizations that have similar needs would be able to use Cary Hall. He stated it would be nice enhance local business. The Members are keenly interested in all potential users and wondered whether there should be public hearings for all potential users of the facility and to also explore ideas of reduced rental options for local groups. October 17 will be the next regular meeting. The members discussed the timing for the first public meeting. Pat Goddard agreed to check the availability of Cary Hall for a public hearing on November 14th. November 1 st and 7 th were discussed as regular Committee meetings. It was also decided that meetings will now meet at 7:00 pm instead of 6:30 p.m. 5. Approve Meeting Minutes from August 29, 2012 Motion to Approve Meeting Minutes of August 29, 2012, as amended. (Roemer/Manz) The Motion was approved (5 -0). Motion to Adjourn (Johnson/Manz). The Motion as approved (5 -0). The Meeting Adjourned at 8:15 p.m. Documents Summary of Recommended Improvements dated September 14, 2012 SUMMARY OF RECOMMENDED IMPROVEMENTS Cary Memorial Building 14 September 2012 / For Review by AhCMBPC Building Code & Life Safety Upgrades: Exterior Accessibility: provide accessible parking spaces by the front entrance and replace the existing non - compliant entrance ramp. Interior Accessibility: make all public interior spaces accessible, including the Main Stage, Green Room, Estabrook Stage, Bird Room, and if funds allow, the Civil Room. Provide wheelchair seating at the auditorium balcony. Life Safety Improvements: extend the automatic sprinkler system into missing areas that lack protection if funds allow. Provide handrails in the balcony areas and make improvements to existing guards and handrails in the back exit stairs. Building System Improvements: Boilers: replace the steam boilers with high efficiency hydronic boilers serving both the Cary Memorial Building and the Town Offices Building. Remove exterior underground fuel oil storage tank and provide smaller interior tank for the emergency generator. Ventilation: provide quiet ventilation systems in the Hall and Meeting Rooms, replacing the existing noisy venting and non - venting systems in all areas. Provide temperature actuated attic ventilation system and re- insulate attic. Improve operability of the stage exhaust system. Chiller Noise: provide sound baffles and compressor wraps at the existing air - cooled chiller. Provide sound - isolating glass at adjacent window areas. Electrical Switchgear: remove the main circuit breaker panels from the Main Stage where they pose a hazard and provide these panels in the Basement. Public Toilet Rooms: renovate the Basement level Men's and Women's Rooms, significantly expanding the capacity of the latter. Structural Repairs: provide repairs of exterior brickwork, stonework, lintels and related flashings in selected areas. Repair settled and cracked concrete slabs and terrazzo in selected areas. Facility Usability Improvements: Cary Hall: improve speech amplification system, performance /house lighting and recording /broadcasting capabilities. Provide variable acoustic wall treatment for optimization of "speech only" events. Replace the portable thrust stage with a permanent thrust stage. Improve stage rigging, gridiron supports and operability of fire curtain at proscenium. Green Room: provide a functioning Green Room area below the Stage per the original intent, an area that has been used solely for facility maintenance. Main Lobby: provide sound attenuation at the vaulted ceiling without changing the character and appearance of the Lobby. Provide sound gaskets on doors. Estabrook Hall: provide speech amplification system and improve architectural acoustics with sound attenuation wall panels or integrated ceiling treatment. Reconfigure the entrance side of the room for better use of the space and for concealed storage of tables and chairs. Other Meeting Rooms: Provide a menu of AV system options to support meeting room functions in the Ellen Stone, Legion, Bird and Civil Rooms. Options will be based upon identified needs. PROPOSED SCHEMATIC WORK SCOPES TO SUPPORT PROJECT COMPONENTS Cary Memorial Building 14 September 2012 / For Review by AhCMBPC BUILDING CODE & LIFE SAFETY UPGRADES • All recommended building code and life safety improvements are assumed to be included in the project, with the possible exception of the following two items that will be separately itemized. a. Itemize costs associated with making the Civil Room handicap accessible. b. Itemize costs associated with extending automatic sprinklers into missing areas. • Prepare outline specifications of building code & life safety upgrades for project budgeting. , VIJI111 1►I MI V&IIa LTA II LTA 1:J:Z01T /a LTA IaL • Determine approximate probable cost implications of energy use due to new HVAC systems. • Analyze the steel trusses in the attic (roof supports) to determine if reinforcement is required. • Prepare outline specifications of building system improvements for project budgeting. FACILITY USABILITY IMPROVEMENTS • Review alternatives to integrate effective speech reinforcement sound system into the Auditorium plus improvements to the audiovisual recording and broadcast systems. Prepare an auralization study analysis to examine options for speech reinforcement and acoustical issues. • Determine an appropriate level of audiovisual technology for Estabrook Hall and for the other meeting rooms (Ellen Stone, Legion, Bird & Civil). Itemize the cost of AV improvements to individual meeting rooms to allow for alternates if funding or interest is limited. • Review space allocation and programmatic requirements for renovations below the Auditorium Stage for a Green Room, Facility Storage of items related to the municipal complex, and continuing storage of Recreation Department equipment in the building if required. • Prepare an animated video of proposed changes to the Auditorium (thrust stage) and show vignettes of the Hall during three differing use groups to illustrate effects of the change. • Prepare outline specifications of facility usability improvements for project budgeting.