HomeMy WebLinkAbout2012-10-17-CMB-min77S TOWN OF LEXINGTON
x r F Ad hoc Cary Memorial Building Program Committee
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October 17, 2012, 7:00 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 and Don Mills)
The minutes were recorded by Jean Curran.
The meeting convened at 7:00 PM
Agenda Item 1. Review improvement scope based on last meeting's discussion of
opt ions.
The Members reviewed the improvement scope based on last meeting's discussion of options. They
broke them down into three categories (i) upgrades for life safety, (ii) building system
improvements, and (iii) usability to enhance desirability for existing and new users. The discussion
revolved around how to reorganize, prioritize and budget these three areas. Also discussed were
recommendations made by Peter Lally, General Manager of the Lowell Memorial Auditorium
regarding (a) making the door at the side of stage functional for loading of sets, props, major
lighting and audio and music equipment with either a ramp or a scissor lift, (b) taking a fresh look at
lighting and sound equipment due to fact that many users will prefer to bring in their own
equipment and (c) incorporate sufficient electrical power requirements to support these lighting
requirements. The Members are attempting to be sensitive to maintaining the appearance of the
building while incorporating needed updates.
Don Mills brought up additional items for consideration which included whether or not to have the
entire building installed with a fire suppression system even though it is not required by Code. The
Members overwhelming support having a fire suppression system installed throughout in the entire
building and to examine the existing sprinkler system. Items also discussed included (i) whether to
have a ramp versus a scissor lift at the stage door entrance in rear of the building, (ii) hall lighting,
(iii) replace chiller and move it to the where the transformer is currently located to alleviate current
acoustic problems at the doors and windows, (iv) purchase of either a gas or oil based standby
generator, (v) removal of transformer as part of switch gear replacement and remove it off the
Estabrook Hall stage and run new lines to a new transfer location downstairs, (vi) Estabrook Hall
ramp, (vii) use of the storage facility space in the basement to use as a separate space for musicians
and actors and for catering purposes, (viii) oil tank disposal costs, (ix) the idea of having NSTAR
hire a green engineer who would perform an operating cost analysis on new and old equipment
which would be funded by NSTAR and they would speak on Town's behalf and the Town would
not have to pay for this study, and (x) how best to present recommendations to Town Meeting in
order to support investment and what is in the best interest of the town.
Agenda Item 2. Review meeting with Acentech and draft of recommendations.
Acentech met with Pat Goddard and a couple of Members for a few hours and reviewed Acentech's
recommendations which included (i) a speaker cluster located at the slight vault in the ceiling with
three speakers that would fit into a harness with two speakers underneath, (ii) place fill speakers at
the apron of stage so sound is balanced and delayed speakers at balcony and under the balcony, (iii)
different communication systems, wireless and motorized screen to 16x9 and 28x16 tall, (iv) putting
audio in lobby, (v) doing displays for signage, video and audio in green room, (vi) high definition
cameras to replace existing security cameras, (vii) meeting rooms to have large video display so
simultaneous broadcast can take place, (viii) Estabrook ceiling mounted projector and in meeting
rooms would provide value per room, and (ix) LexMedia's requirements. The Members wish to
review these items further.
Agenda Item 3. Aurelization schedule for the auditorium analysis
Acentech will provide a presentation to a small group of Members of what they are proposing and
this is schedule for Friday, October 26 at 4:30 p.m. at their offices located at 33 Moulton Street,
Cambridge. There will be a full demonstration before the public meeting at the end of November
and this will be scheduled for the next regular Committee meeting.
Agenda Item 4. Architectural illustration schedule for images and animation.
Michael Borne will be scheduled to show illustrations at the next meeting on November 14 and
that would be part of what is shown at the public meeting. There was discussion revolving around
how to categorize and how best to present the costs to the public. Also discussed was how best to
get the word out to the public of the upcoming public meeting on November 27, 2012 regarding
utilization, plans, scope and why residents of the town should come to the meeting and how long
public comment should remain open.
Agenda Item 5. Finalize Public Meeting Date
Patrick Goddard to review available open dates for November 27 and 28 for the Public Meeting
and to have it broadcast live and on- demand on LexMedia.
Agenda Item 6. New Business
Patrick Goddard stated that there is a policy in place for using Cary Hall. He suggested that the
Committee review the policy and consider making a recommendation about whether it should be
reviewed and updated in order to accommodate certain future users. Mr. Goddard will also
distribute a fee schedule and application.
Agenda Item 7. Approve meeting minutes from September 19, 2012
Motion to Approve Meeting Minutes from September 19, 2012, as amended
(Johnson/Manz) The Motion was Approved (5 -0).
Motion to Adjourn (ManzBrodner) The Motion was Approved (5 -0)
The Meeting Adjourned at 9:00 p.m.
Documents Meeting Agenda; Cary Hall Use Policy; andAhCMBPC Draft Meeting Minutes of
September 29, 2012.
TOWN OF LEXINGTON
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CARY MEMORIAL BUILDING
HALL/MEETING ROOM POLICY
Cary Memorial Building offers facilities for use by groups and organizations engaged in
historical, civic, educational, cultural, or charitable activities, as the trustees or person or officers
having the care and custody of said memorial building shall approve. These public meetings
should be of a non - sectarian and non - political character according to the terms of Susanna E.
Cary's will. Permission to use facilities in the building, however, does not constitute or imply
Town of Lexington endorsement of the aims, policies or activities of any group or organization,
or the views expressed. Applications shall be considered in the order received, however Town of
Lexington based committees and groups will be given priority status. Priorities for using the
Cary Hall facilities have been established in keeping with the building's mission and service
goals. In scheduling the use of these rooms, the Town Manager's Office may grant permission
for use, in order of priority:
1. Town of Lexington departments
2. Town of Lexington committees.
3. Neighborhood and community -based groups and organizations from the town.
4. Other groups serving the needs of the community
5. Community based organizations, whose mission is to improve the quality of life
in Lexington by broad community involvement to address common needs and
interests including education for all ages, encouragement of civic participation
and dissemination of ideas and information, may seek extended use (lease) of
Cary Hall facilities for operations provided the organizations' financial
contribution to the Town or School Department exceeds comparable extended
rental fees. Such uses will be reviewed annually through the Town Manager's
Office.
Cary Memorial Building is available only when a regular municipal custodian is
employed to supervise and to protect the building. Custodians are paid at the rate on the
attached sheet.
An application for use of Cary Memorial Building must be completed in advance by an
authorized representative of the group or organization. The individual signing the application
form will be responsible for the conduct of the group and the protection of Town property. The
application form incorporates by reference this policy statement, and provides that the applicant
group agrees to abide by its terms. The applicant organization or individual must agree to and
sign an indemnification agreement with the Town of Lexington for each scheduled event in Cary
Memorial Building. A general liability policy ($1,000,000) is required as part of the rental
agreement naming the Town of Lexington as an additional insured for the day of the event. A
certificate of insurance must be provided as proof of said policy. Events that are sponsored or
co- sponsored by the Town may be eligible for coverage under the Town's insurance policy, at
the sole discretion of the Town Manager. Applications may be made in person, by mail or
requested via email at caryauditorium @ci.lexington.ma.us.
Regulations concerning the fees for Cary Memorial Building shall be established by the
Town Manager, and shall be reviewed from time to time as is deemed necessary. All fees are
payable in advance. The Town Manager may waive the rental fee at his/her discretion, but that
does not relieve the applicant of its responsibility for additional costs of using the halls, including
custodial, police and fire details and other licenses and permits. Please see attached sheet for
fees.
Each applicant group shall ensure that:
• No person uses tobacco, alcohol or any illegal chemical substance within the building during
its use by the group; however groups may request to serve alcohol beverages, by requesting a
one day liquor license that may be granted at the discretion of the Board of Selectmen;
• No open flames, pyrotechnic display, sparking devices or smoke machine are present in the
building;
• No materials are affixed, by tape or otherwise, to the walls, woodwork or floor;
• No music extends beyond midnight;
• They shall, at their own expense, procure any license or permit necessary. for the conduct of
their meetings;
• The Building User must satisfy the Town Manager or his designee that the person designated
by the Building User to operate the audiovisual equipment, lighting, curtains, drops, scenery,
etc is qualified to do so.
• No solicitations for funds for business are made; charitable fund raisers are at the discretion
of the Town Manager;
• All rooms, including the kitchen, if used, have been cleaned and restored to the condition in
which they were found;
• Food or beverages are not allowed in Cary Hall, unless authorized in writing by the Town
Manager;
• Adult sponsors are present to supervise activities by minors;
• No publicity or notices of activities or events held at the facilities imply endorsement by the
Town of Lexington;
® The maximum capacity of rooms is not exceeded;
® Accommodations requested to comply with the American with Disabilities Act are provided;
® Sets, wardrobes and other equipment are not to be stored in Cary Memorial Hall or Estabrook Hall
except if performances are scheduled on successive days;
® Painting and construction of sets is not permitted;
® If at the recommendation of the Town Manger, the presence of a police officer is advisable, the
group using the facilities will hire one (or more) at its own expense.
® If using scenery for a performance, they Will contact the Fire Department at 781- 862 -0272 for their
review /approval. If a firefighter is required to be on the premises for the event, the contact person
will call the Fire Department two weeks prior to the event to arrange for a detail.
®. No Town property i.e. chairs, stairs, etc. are to be removed by the group renting the hall. They must
contact the custodians to do so.
• The group using the facility agrees to assume full responsibility for any damage to seats, sound
system, or other fixtures, which are part of Cary. Hall during the rental time.
11/04, Revised 2/08
A- 06:Facilities Bookings /Cary Hall