HomeMy WebLinkAbout2014-02-04-CCAC-min
TOWNOFLEXINGTON
AdhocCommunityCenterAdvisoryCommittee(AhCCAC)
Minutes
Date: February 4, 2014
Place and time: Cary Memorial Building, Estabrook Hall, 1:00 ..
PM
Members Present: Michelle Ciccolo, Chair; Mary Ellen Alessandro; Betty Borghesani; Harry Forsdick; Laura
Hussong; Jon Himmel (Chair, Permanent Building Committee (PBC)); Florence Koplow; Leslie Zales
Members Absent: None
Liaisons Present:Staff: Linda Vine, Vice Chair of AhCCAC, Town Manager’s Office; Charlotte Rodgers,
Human Services; Sheila Butts for Karen Simmons, Recreation; Committees: Beth Masterman, Capital
Expenditures Committee (CEC); Joe Pato for Norm Cohen, Board of Selectmen (BoS)
Liaisons Absent (liaisons only attend as-requested and as-available to address relevant agenda items):Staff:
Dorinda Goodman, Information Technology; Shawn Newell, Department of Public Facilities (DPF); Chris
Filadoro, Department of Public Works; Koren Stembridge, Library; John Mazerall, Police Department;Chief
John Wilson, Fire Department; Committees: Glenn Parker, Chair, Appropriation Committee; Jessie
Steigerwald, School Committee
Steffian Bradley Architects (SBA) Consultant Representatives: Teresa Wilson, Richard Berry, Joe Sirkovich
Also present:Pat Goddard, staff, DPF; Mark Barrett, staff, DPF; David Kanter, CEC; Bob Pressman,
Community Preservation Committee & Lexington Housing Partnership Board; George Burnell, Town Meeting
Members Association; Fred Johnson, Lexington Center Committee and Cary Memorial Building Renovation
Design Committee
Recording Secretary: Sara Arnold
The meeting was called to order by Ms. Ciccolo at 8:10 ..
AM
1.Minutes:
There was a motion and second to approve the Minutes for January 27, 2014, with edits requested
by Mr. Himmel. The motion passed. VOTE: 8-0
2.Board of Selectmen (BoS) Update:
Ms. Ciccolo and Mr. Goddard reported that there had been a series of
meetings with staff, consultants, and the engineering team regarding the heating, ventilation, and air
conditioning (HVAC) elements for the Community Center. The PBC had also been consulted. Those
meetings resulted in a recommendation to the Board of Selectmen at their February 3 meeting to bring the
building up to “Primary Standards” for ventilation as defined by the American Society of Heating and Air
Conditioning Engineers (ASHREA) 62.1. This will allow the Town to meet its guidelines for heating to 70
degrees and cooling to 74 degrees in all areas of the building. Initial estimates indicate that it will cost the
Town 28% more to pursue these HVAC upgrades as a separate project as compared to incorporating them into
the previously identified Phase 1 renovations. Additional information regarding the HVAC portion of the
project is being compiled, and a full analysis will be presented to the BoS on March 10, 2014. Mr. Addelson
is preparing a financing model for this aspect of the project. In addition to going to the BoS, plans for using
Community Preservation Act (CPA) funds will have to be approved by the Community Preservation
Committee before the project can go to Town Meeting.
Mr. Goddard reassured this Committee that none of this impacts the floor plans that have been developed, and
the design team can continue developing construction documents. He said that once the documents are
completed it will be costly to make changes, but there is currently a good scheme and the architects need to
continue their process. In response to concerns about getting full input regarding safety and security, Mr.
Goddard said that the Police and Fire Departments are involved in this process. He will also be working with
the Department of Public Works, and he will meet with the Conservation Commission and Sustainability
Committee. Regarding the Recreation Department’s loss of program and storage space during the Cary
Memorial Building renovations, Mr. Goddard said that the BoS is responsible for deciding how that is
addressed.
3.SBA February 4, 2014 PowerPoint Presentation:
Ms. Wilson reviewed the floor plan changes that have
been made over the course of the past four months, starting with the October 11, 2013 floor plans and
identifying each of the subsequent changes. This allowed for a final review of the floor plans for which
construction documents are being developed. The following discussions occurred:
Basement Level: It was suggested that a doorway be created in the cement wall between the area
identified for recreation storage space and the mansion. The doorway could be covered with drywall if it
isn’t needed at this time, but making the opening as part of the renovations will avoid considerable
disruption at some future time if the access is desired.
ACTION ITEM: There was a motion and second to incorporate plans for this a doorway, as discussed.
The motion passed. VOTE: 8-0
First Floor: There was a review of the assumptions that resulted in staff offices being located on the first
floor: staff should be available on every floor; staff should be available to serve the senior citizen
activities on the first floor; and locating offices in this area was cost effective because serving group
activities in that location would have required reinforcement of the floor.
In response to questions about using that office space for small meeting rooms during hours when staff are
not using them, staff commented that the offices are locked when they are not in them. Confidentiality of
records and security for money that is collected were identified as issues. Ms. Ciccolo mentioned that the
capacity analysis that was done some weeks ago indicated that there is more than enough space to meet the
currently identified demand for small meeting rooms.
Other comments included the following:
The office space includes a greeting area, which staff envisions using for “one-stop administrative
support”.
Volunteers may serve as greeters during non-office hours.
The Fiscal Year (FY) 2015 budget includes funding for three custodians to be available between
7:00.. and 9:00 .. seven days a week.
AMPM
The FY2015 budget includes funding for one additional support person in the Recreation
Department.
Some activities are un-programmed; these may be just as important as programmed activities.
There are civil groups and volunteer organizations that are interested in using the Community
Center.
Staff members are exploring potential software programs for scheduling spaces that can be used
for Community Center activities and outside groups.
The size of the telecommunications room was discussed.
ACTION ITEM: It was agreed that SBA will look at the potential for enlarging the Window Pane Shop
by making the telecommunications room smaller.
Floor Materials: SBA needs to identify the flooring for the construction documents; it isn’t advisable to
use the most expensive option for all the floors to maintain flexibility because this will result in inflated
bids. The basement floor is currently cement. A “cushioned wood floor” is being recommended for the
basement fitness room; this option includes a cushion of material under the wood floor to soften the
impact; a floating wood floor is too thick for this application.
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Vinyl plank is being recommended for the multi-purpose rooms on the first floor and the southwest wing
of the second floor. The multi-purpose room in the northeast corner of the second floor is already
hardwood, and this will be refinished. Where carpet is being recommended, there was no consensus on
whether or not that should be broadloom or carpet tile since both have their advantages. This will be
further explored. It was suggested that the central lobby have a logo in the floor; it was generally agreed
that this should be pursued later, with, perhaps, fundraising as a revenue source.
Floor Plan Clarifications: Some clarifications will be incorporated into the floor plans.
ACTION ITEMS: The electric room on the second floor will be more clearly identified, and the basement
fitness room will be identified as a fitness/multi-purpose room.
It was agreed that the design group should continue its work once they incorporate the adjustments identified
above.
4.Next Meeting:
There was discussion about meeting at the Muzzey Senior Center for a tour and meeting. Ms.
Ciccolo will explore alternative meeting dates.
5.Adjourn:
A motion was made and seconded to adjourn the meeting at 11:55 .. The motion passed.
AM
VOTE: 8-0
These minutes were approved on February 12, 2014.
Materials distributed/used at the meeting:
Public Meeting Agenda, February 4, 2014, AhCCAC
Lexington Community Center; AhCCAC Public Meeting – February 4, 2014; PowerPoint prepared by SBA
Some Assumptions to Use in Making Decisions about the Lexington Community Center; Harry Forsdick &
Florence Koplow, February 4, 2014
Memo from Ms. Vine to Ms. Ciccolo, RE: Process for the Identification of Program Components; January 30,
2014
Letter from Mr. Goddard to Carl Valente, Town Manager; Subject: Community Center Renovation, Phased
versus Single Contract; January 31, 2014
Lexington Community Center Planning Matrix – Current Programs
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