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Home My WebLink About2013-07-17-CMBRD-min5 Moq,yr c a ' <ex"` TOWN OF LEXINGTON Ad hoc Cary Memorial Building Renovation Design Committee Wednesday July 17, 2013 Place and time: Town Office Building, Parker Room (G -15) 7:00 P.M. Members Present: Nancy Shepard, Chair; Fred Johnson, Vice Chair; Len Morse - Fortier, Linda Roemer, Gary Lerner, Jeff Leonard, Marsha Baker, and Wendall Kalsow Member(s) Absent: Donna Hooper Liaisons Present: Richard Eurich, Liaison to Appropriation Committee Liaisons Absent: Not yet appointed, Capital Expenditure Committee & Board of Selectmenr Also present: Pat Goddard, Facilities; Don Mills, Mills Whitaker Architects; David Kanter Recording Secretary: Jean Curran The meeting was called to order by Ms. Shepard at 7:05 P.M. 1. Introductions of Committee Members: Those present introduced themselves and described their affiliation and /or background. 2. Project Scope Overview: Don Mills began with a broad overview of the project, description of the specific areas, floor plans, shell drawings and stated that he will be looking for a consensus from the Committee for architectural changes and some things that may be issues that may be developed in design. The Architectural Access Board (AAB) is a regulatory agency within the Massachusetts Office of Public Safety. Its legislative mandate states that it shall develop and enforce regulations designed to make public buildings accessible to, functional for, and safe for use by persons with disabilities. Mr. Mills reviewed the list of variances he will need to request from the AAB as stated in the code of Massachusetts Regulations as 521 CMR 1.00 which are designed to provide full and free use of buildings and facilities. Mr. Mills then asked the Committee for their view in order to make valid options for handicap accessibility, Committee protocol, involvement and whether there would be subcommittees. Mr. Mills then reviewed the following areas: AhCMBRDC Meeting 7.17.13 5 Moq,yr c a ' <ex"` TOWN OF LEXINGTON Ad hoc Cary Memorial Building Renovation Design Committee Site and Building Exterior changes to the circular drive to include five handicapped spaces, create a drop off area which could also be used for parking spaces during the week. Mr. Mills suggested relocating the mailbox to the end of the circular drive, removal of vegetation, rebuilding the ramp serving the front entrance to the building and removing the chiller and transformer and moving them to an area away from the building. The exterior of the building requires some small repairs, no real roof work needed, but there will be some HVAC work needed. There were questions and comments from the Committee regarding (i) the number of handicap parking spaces; (ii) parking spaces behind the building; (iii) whether a designated drop off area is needed; (iv) the need to load from the front of the building; (v) whether to explore the idea of raising the level of the ground between each of the three building; and (vi) visual impacts to the front of the building. The Chair reminded the Committee to keep in mind the project as approved along with the charge of the Committee. Basement Level Don Mills reviewed the basement level items which included redoing the boiler room completely and replacing the HVAC, the dressing room area larger, moving the recreation storage area out of the building, organizing the facility storage area, moving the community area into the recreation area. The women's and men's bathrooms would be switched and the women's room made larger. The handicap bathroom would be located next to the women's bathroom. The record storage area was discussed along with whether or not there is a need to have a vault. The Committee had questions and comments regarding (i) no storage of any gasoline inside of the building; (ii) the possibility of putting an exterior shed next to the transformer; (iii) removing the Recreation Department storage area; (iv) provide storage for Lexington Player sets, music stands, acoustic shells and furniture that currently are not provided for; (v) storage of paper goods for all three buildings; (vi) the bathrooms, janitor room, and ante room; and (vii) preserving the number of fixtures as possible. Estabrook Hall Don Mills reviewed the renovation plans for Estabrook Hall along with what was renovated in 2000. He asked the Committee for direction on how much to preserve such as the ceiling paneled beams, three different ceiling heights, preserve wall and maybe keep sideways maintaining the character of the hall. Mr. Mills also discussed acoustics, speech ability, accessibility to stage, and no access from Green Room into Estabrook and rebuilding stairs to get wheelchair lift installed. AhCMBRDC Meeting 7.17.13 5 Moq,yr c a ' <ex"` TOWN OF LEXINGTON Ad hoc Cary Memorial Building Renovation Design Committee David Kanter shared his thoughts on variances and add - alternates. The Committee had comments and questions regarding (i) accessibility for the handicapped; (ii) access through the Green Room; (iii) add alternates versus variances; (iv) costs; (v) the code regulations; and (vi) storage room in Estabrook Hall. First Floor Don Mills reviewed the main changes which include improving acoustics, lighting, painting, stage, concession room and the handicapped bathroom, ramps and handrails, sound proofing in the lobby and possibly soundproofing all doors to Cary Hall. The Committee had comments and questions regarding (i) the expectations on the use of the hall and concession area; (ii) access to the stage and the options available to choose from; (iii) handrails; and (iv) Board of Selectmen concerns. Pat Goddard spoke to the specific issue of having everyone go up the same way to the stage and he suggests that the committee consider that if the wheelchair lift cannot be done, then the Committee should have a response to that question. David Kanter had questions on required variances for Cary Hall. Second Floor Mr. Mills provided an overview of the second floor and discussed the lift to the Bird Room and no public access to the Civil Room. Also discussed were handicap seating and how members of the public would speak and be seen at Town Meeting and the need to request hardware and modify guard rails. The Committee had comments and questions regarding (i) the use of wireless microphones; (ii) handicap seating; (iii) communication at Town Meeting; (iv) the upper floor doors; (v) elevator; (vi) the Legion, Bird and Civil Rooms. Pat Goddard suggested that the Committee discuss how members of the public at Town Meeting would be able to speak and be seen. David Kanter had questions regarding fire doors and magnetic doors near the elevator. Variance List Don Mills reviewed the timing of the application for variances as well as the required variances from the AAB. Mr. Mills stated that the Committee will need to show the AAB that full compliance to the entire building will be too costly. The Committee just needs to AhCMBRDC Meeting 7.17.13 5 Moq,yr c a ' <ex"` TOWN OF LEXINGTON Ad hoc Cary Memorial Building Renovation Design Committee say okay and Mr. Mills will handle everything else. Mr. Mills also shared that he will present everything to the Disability Commission for their review and approval. The Committee had comments and questions regarding (i) upper floor doors, (ii) variances needed on second floor; (iii) automatic operator doors; (iv) stone drinking fountains; (v) public parking; (vi) moveable handicap parking for specific events; and (vii) bid process. Pat Goddard spoke to the timing and bid process, funding, design development and construction documents. David Kanter shared his thoughts the CEC process and deadlines. 3. Specific Issues to Review: Site: Walkway Surface, Drop -off Area, Ramp Ice Basement: Women's vs. Clerk, Estabrook Entry, Green Room First Floor: Stage Stairs & Access, Concessions Access Second Floor: Battin Hall Lighting, Diffusers & Acoustical Baffles The Committee decided to postpone this Agenda Item until the next meeting. 4. MAAB Variance Probable Scope of Variance Request Pre - application Activities: Local Commission, Building Commissioner Probable Schedule The Committee decided to postpone this Agenda Item until the next meeting. 5. Protocols for Content of Committee Meetings & Detailed Reviews of Specific Issues e.g., Accessibility, HVAC, Lighting, Audio visual, Site Improvements, etc.: The Committee decided to postpone this Agenda Item until the next meeting. 6. Schedule Next Meeting(s): The Committee discussed various days and dates to meet. The Committee decided to hold meetings on Tuesday, August 6; Thursday, September 19, October 3, November 7 and December 5. 7. Adjourn: At 9:30 p.m., it was moved and seconded that the meeting adjourn. Vote: 9 -0 AhCMBRDC Meeting 7.17.13 5 Moq,yr c a ' 'Y l `: °� TOWN OF LEXINGTON INGI Ad hoc Cary Memorial Building Renovation Design Committee Materials used at the meeting: ➢ Agenda for July 17, 2013, Meeting of the AhCMBRDC ➢ AhCMBRDC Charge ➢ AhCMBRDC Committee Membership List ➢ LexCary Meeting Slides 130707 from Mills Whitaker Architects AhCMBRDC Meeting 7.17.13