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Home My WebLink About2013-09-23-CCAC-minAGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: PRESENTER: ITEM NUMBER: September 23, 2013 Michelle Ciccolo, Chair, CCAC I.5 Pat Goddard SUBJECT: Ah Community Center Advisory Committee (AhCCAC) Recommendations EXECUTIVE SUMMARY: At the 2013 Annual Town Meeting, funding was authorized to hire an architectural firm to prepare schematic design and design development documents for the fit -up and code compliance of the new Community Center (CC), to allow initial occupancy of the Marrett Road facility. At this stage, plans have been developed to a point that allows the Board to consider advancing the plan to Town Meeting, seeking an appropriation for the architect to prepare construction drawings and for funding to enable that construction to proceed. The AhCCAC has been meeting with the architects, town staff, and other stakeholders to help make recommendations on an interim occupancy plan (part of its charge) and to evaluate and make recommendations on the permanent facility (also in its charge). The plans before the Board tonight represent only the minor code, HVAC, telecommunications, and ADA modifications required for initial occupancy. Minor wall reconfiguration to non -load bearing walls are also included to enable the availability of larger spaces for classrooms and activities, necessary if any public functions will be conducted at Marrett Road. The building cannot be occupied without the majority of the modifications shown on the plans. Steffian Bradley Architects (SBA) has been able to demonstrate that the existing building, with these recommended changes, can accommodate and fit all of the Human Services offices and Recreation offices, along with the maj or functions presently conducted at Muzzey and still provide swing spaces that can be shared for multiple purposes for Community Center programming. Who and what goes where is still to be finalized as the plans advance and more information is gathered. A schedule is provided in the SBA portion of the report which shows that if the Interim Construction project receives approval at Town Meeting, construction would occur this winter and early spring and the facility should be ready for occupancy around June 2014. Concurrent with the ongoing development of the Interim construction and occupancy plan, the AhCCAC, Staff, and Prepared by MC Stakeholders will be looking at the long-term programming and facility needs. Recommendations on the full build out, use, programming, and phasing will be under consideration this fall, winter, and spring and we anticipate there will likely be another capital request for the Annual Town Meeting in the spring. However, the scope of that request is yet to be determined. The AhCCAC is recommending the move of all Muzzey functions as soon as possible to avoid having to also spend the money to bring that building up to code compliance. It has not yet had adequate time to evaluate if other Town departments should also move in at this interim occupancy stage. Nonetheless, it plans to continue its consideration of the Recreation Department's interim occupancy at its upcoming meetings in order to be able to make a recommendation to the BOS well before the Town Meeting vote. The AhCCAC members, at various meetings to date, have strongly expressed the opinion that this new Comnuunity Center should be an intergenerational, multicultural, inclusive facility, right from the start. The Committee is looking to find ways to ensure that the programming at the CC will support this vision, FINANCIAL IMPACT: NA — see budget in SBA report RECOMMENDATION/ SUGGESTED MOTION: Support the AhCCAC recommendations and include the necessary warrant articles on the STM Warrant. STAFF FOLLOW-UP: AhCCAC and Facilities Department will continue working with architects on plans and presentation for the Special Town Meeting. Prepared by MC Interim Recommendation to BOS 9/23/13 —from Ad Hoc Community Center Advisory Committee Recommendation# 1 Guiding principles for interim construction: • Initial physical modifications to the building should be minimally invasive • An effort should be made to minimize the costs associated with the interim construction and to avoid doing work that may have to be modified or changed for the permanent occupancy plan. Nonetheless, energy improvements or other modifications that have the potential to reduce the' Town's building maintenance costs could be considered at this early interim stage because of the resulting operational savings the Town might achieve. • Startup renovations should focus on building code compliance and telecommunication needs to operate and function as a public municipal building • There should be no removal of load bearing walls, structural changes to the building, nor any signification exterior work, except for that required for ADA accessibility or other permitting and code compliance reasons • Renovations to the new Center should generally follow the SBA schematic construction plan identified as "Interim Scope, Sept. 16, 2013" and further improved in its 09/23/13 drawings presented concurrently with this document. • Interim locations of offices and programming spaces should not be finalized until the construction plans are further fleshed out and more information is gathered. Thus, plans and drawings at this early stage should be considered illustrative, for conceptual use only. • Absent detailed construction drawings, the cost estimate for the construction improvements are still a work in progress. The Board of Selectmen, with the advice of staff and architectural consultants, should determine the final appropriate budget to present to Town Meeting as more information becomes available. • All Muzzey Senior Center functions should be moved to the new facility at this interim stage. • Interim construction should be guided by the need to maintain critical and core senior services, and meet code compliance (including adding bathrooms and other plumbing fixtures if needed to meet new occupancy demands). Recommendation #2: Human Services: The majority of Lexington's Human Service functions are located at Muzzey Condominium on 1475 Mass. Avenue. Muzzey Condominium's deficiencies have been well documented in separate studies and include life safety code deficiencies and non-compliance with ADA accessibility. The first phase of a two year renovation totaling $1,040,444 was approved under Article 8C Annual Town Meeting 2012. The $561,518 appropriation has not been spent, and second phase funding was not sought at Annual Town Meeting 2013, as the Human Services Department are intended to move into the Community Center. All Muzzey services need to be moved to the new center as soon as possible in order to avoid having to make the above mentioned expensive life -safety code and ADA compliance upgrades Distributed to BOS for its Meeting of 09/23/13 Page 1 of 2 which would be required if functions stayed in place. Thus, the top priority for the short-term interim use of the new Community Center (CC) should be to move all programs and functions, presently located at Muzzey, to the new Center. The Human Services (HS) Department is comprised of 6 FTE and 6 part time employees, all of whom have a role in either running, overseeing, or supporting the provision of public services. Ten of those employees are presently located at Muzzey. Splitting the department and leaving some employees remaining in Muzzey might degrade inter -departmental communications, and reduce staff's ability to provide quality services to the public. All HS employees at Muzzey should make the move at the interim phase. • Move all mission critical programs, functions, and activities currently operated at Muzzey to the new Center in the shortest possible timeframe. • Consider leaving transportation services where they are now at the Town Office Building until such time as it is determined that adequate space will be available in the new Center. • Continue to provide daily nutritional program with a modified menu catered until a commercial kitchen is available at the new Center. Recommendation #3 The AhCCAC has held 4 meetings to date and has not had sufficient time to complete its review of interim occupancy recommendations. At its last meeting on 9/16, which was running considerably over time, the committee voted to table its recommendation (without prejudice) on whether or not to move Recreations functions, because it did not have sufficient time to review or discuss the ,subject area. However, it should be noted that the interim budget and conceptual plans (presented with this report as part of SBA's materials) were developed to demonstrate that both Human Services and Recreation offices could fit in and occupy the building simultaneously without the need for a building expansion. The plans, as they are shown today, allow for Recreation to move in, or not. Thus, moving Recreation into the building upon its initial renovation can be treated as a separate consideration, evaluated on its own merits, without any impact to the construction drawings or budget. It is the intention of the AhCCAC to take this matter up in its subsequent meetings and report back to the Board of Selectmen prior to Town Meeting on its findings. Distributed to BOS for its Meeting of 09/23/13 Page 2 of 2 \2013 LEXINGTON COMMUNITY CENTER — September 23,2013 s manBradley Architects United States .G:U Kingdom .cam a.Dm Interim Fit Test Floor Plans First Floor Basement Floor Second Floor Office/Storage Community Center Space Support Space IIIIIIIIIN Restrooms Interim Scope — Basement Floor Plan Tel / Data / Security Remove Wall Add Wall Plumbing / Fire Protection Support Space ® Restrooms EMB Emergency Ballast at Exit LEXINGTON COMMUNITY CENTER —September 23, 2013 Steffian Bradley Architects United States • United Kingdom - Canada • China Interim Scope -First Floor Plan ADA EMB RAM P EMB— s Tel / Data / Security EMB �EMB F Remove Wall -7, Add Wall M Add Door N w: Mechanical -- `' Electrical _ i V EMB Plumbing / Fire Protection Support Space ® Restrooms EMB Emergency Ballast at Exit Interim Scope —Second Floor Plan Tel / Data / Security Plumbing / Fire Protection Support Space Restrooms Emergency Ballast at Exit LEXINGTON COMMUNITY CENTER — September 23, 2013 Steffian Bradley Architects United States - United Kingdom • Canada • China Interim Scope —Attic Floor Plan 1 Tel / Data / Security Plumbing / Fire Protection Support Space Restrooms Emergency Ballast at Exit Interim Schedule Lexington Community Center Interim Project Interim Project Schedule SBA Job Number. 2546.000 KEY: Draft Weeks Schematic Design CCAC Meeting CCAC Meeting Selectmens Meeting Special Town Meeting Design Develop./Constr. Doc. 5 - Lexin ton Town Review Lexington 1 Bid - Filed Sub Bids 3 Bid - GC 4 Contract Award - 2 weeks 2 Permit 4 Construction Admin. 10 Occu anc 4 2014 mmmmm mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm mmmmm mmmmm mmmmm.......mm MMMMM.... mmmmm mmmmm MMMMM.......... mmmmm............mm MMMMM.......... mmmmm MCMMM MMMMM.........M...... mmmmm �mmmm mmmmm ?i- .................................... .................................... .................................... ........................... i .......................... .................................... .................................... i ...................... ...................... A ..................... .................................... :::::::::::::..AC:::C::::MC:E::::C: _ �........ .............................m...... ....................� ; . .................................... m . ...... i..... mmmmm mmmmm .............................. .................................... m s, i. DRAFT Cost Estimate Interim Phase Estimated Costs for Construction: Construction Costs Soft Costs Total Estimated Project Costs = $567,000 - $945,000 = $188,000 - $265,000 = $7559000 - $1,210,000