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HomeMy WebLinkAbout2012-10-17-CMB-min cesu7s°4'fre TOWN OF LEXINGTON � x F` Ad hoc Cary Memorial Building Program Committee 1* fan APRIL 19 -tk/NGT°' (AhCMBPC) 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 options. 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, (n) 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, (vin) 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, (vii)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 26th 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 14th 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 27th and 28th 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 2 Motion to Approve Meeting Minutes from September 19, 2012, as amended (Johnson/Manz) The Motion was Approved (5-0). Motion to Adjourn (Manz/Brodner) 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 3 TOWN OF LEXINGTON oLI ,3s M..6,,„\ O 1/4‘,.. till 4. ONI FM EX7fiGIO/t CARY MEMORIAL BUILDING HALL/MEETING ROOM POLICY Cary Memorial Building offers facilities for use by groups and organi7atioris 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 pnority status Priorities for using the Cart'Hall facilities have been established m 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, m 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 mterests 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 m person,by mail or requested via email at caryauditonum@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, mcludmg 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 has designee that the person designated by the Building User to operate the audiovisual equipment, lighting, curtams, 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 m 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 Depai tiuent 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 3