HomeMy WebLinkAbout2013-09-27-CCAC-minp�y5 MOR MeryC
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Lexington Ad hoc Community Center Advisory Committee (AhCCAC)
j Minutes
September 27, 2013
Place and time: Cary Memorial Building, Estabrook Hall, 8:00 A.M.
Members Present: Michelle Ciccolo, Chair; Betty Borghesani; Harry Forsdick; Laura Hussong;
Florence Koplow; Leslie Zales; Mary Ellen Alessandro
Members Absent: None
Liaisons Present: Linda Vine, Vice -Chair of AhCCAC, Town Manager's Office; Karen
Simmons, staff, Recreation; Charlotte Rodgers, staff, Human Services; Norm Cohen, Board of
Selectmen; Jon Himmel, Permanent Building Committee; David Kanter for Beth Masterman,
Capital Expenditures Committee; Glenn Parker, Appropriation Committee;
Liaisons Absent (liaisons only attend as requested and as available to address relevant agenda items):
Dorinda Goodman, staff, Information Technology; Alessandro Alessandrini, School
Committee; John Wilson, Chief, Fire Department; John Mazerall, Police Department; Chris
Filadoro, staff, Public Works; Shawn Newell, staff, Public Facilities; Koren Stembridge, staff,
Library
Consultant Representatives Present from Steffian Bradley Architects (SBA): Teresa Wilson; Joe
Sirkovich
Also present: Pat Goddard, staff, Facilities; Sheila Butts, staff, Recreation; Joel Adler, Town
Meeting Member; Hank Manz, Board of Selectmen; Kerry Brandin, resident
Recording Secretary: Laurie Lucibello
The meeting was called to order by Ms. Ciccolo at 8:00 A.M.
Opening Comments: After introductions, Ms. Ciccolo expressed her desire to follow the
agenda with times noted for each item, to stay as close to on time as possible.
Minutes: A motion was made and seconded to approve the Minutes for September 16, 2013,
with the amendment in paragraph 3, 3rd from last bullet, by adding at its end "except for
adding a ramp for accessible access to the rear entrance." The motion passed. VOTE: 7 -0
Chair's Update: The Chair summarized the outcome of her presentation to the Board of
Selectmen at its meeting of September 23, 2013. She thanked members, liaisons, and staff who
were able to attend and mentioned that the report was well received. There were some
concerns expressed by Selectmen Manz and others about the report being silent as to the status
of moving Recreation during the Interim occupancy. Ms. Ciccolo expressed to the Board that
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Lexington Ad hoc Community Center Advisory Committee (AhCCAC)
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September 27, 2013
she expected Recreation to be taken up at the next AhCCAC meeting and the Board Chair
Ms. Mauger expressed the Board's desire to hear from the AhCCAC on October 7, 2013, with
the outcome of the discussions pertaining to Recreation. The Board then voted unanimously to
support the recommendations just received in the AhCCAC report and to advance the project
for funding at the November 4, 2013, Special Town Meeting.
Staff and Liaison Reports: The Appropriation Committee discussed the project, but did not
take a formal vote; the Capital Expenditures Committee did the same. Both committees are
awaiting additional information on scope and project cost.
Correspondence: Ms. Ciccolo shared emails received and sent, and expressed the desire to
have members forward any items they feel are worthy of sharing to the Chair so such
correspondence can be noted and distributed for the record under this standing agenda item.
The items distributed this week were: an email from Bowman Parent - Teachers Association; the
Chair's emails to and from the Recreation Committee; and an email from the IT Department.
Draft Recommendations for Interim Occupancy: Discussion on multiple moves, optimal
efficiency and effectiveness and ultimate cost of moving Recreation with Human Services.
The two departments could better collaborate and increase their programs they are planning to
do. Moreover, having both departments there at initial occupancy allows for better long -term
planning of all programs and begins the integration process needed for both departments to
co- program the new building. It also ensures an inter - generational experience at the new
center. Ms. Simmons, in an effort to illustrate how flexible the Recreation Department is,
explained how many times Recreation has already moved and also explained to this
Committee that working in an area while construction is ongoing has already been modeled
successfully with the Town Office renovation project. It was also noted that the decision has
already been made to move Human Services into the new Community Center building at the
Interim stage. Thus, it is a foregone conclusion that the building expansion phase will proceed
with construction beside and connecting with an occupied building. This will avoid any
increased costs (e.g., insurance) if the building were unoccupied after the Town becomes the
owner. However, it also creates a situation where the expansion construction must be closely
coordinated with and impacted by the adjacent occupancy. Adding Recreation to the Interim
occupancy only enhances this situation.
On a motion made and seconded, the Committee unanimously approved the written
"Recommendation 3" that Recreation move into the new Community Center at the initial
occupancy phase be presented to the Board of Selectmen at its next meeting. VOTE: 7 -0
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Lexington Ad hoc Community Center Advisory Committee (AhCCAC)
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September 27, 2013
SBA Presentation: Ms. Wilson s presentation included the timeline, Guiding Principals and a
Questionnaire. The Questionnaire was explained as a document to help define space needs.
Members were asked to offer feedback to Ms. Wilson that she will compile for the next
meeting.
The need to identify user groups to receive the questionnaire was discussed. Ms. Ciccolo
suggested the Committee discuss that under the Communications Plan agenda item at the next
meeting. Leslie Zales agreed to compile a list, from members' suggestions, to discuss at the
next meeting.
The schedule is compressed, but it was explained that compression is needed to meet timelines
for appropriation of funds to continue with next needed steps. It was also noted that if the
Committee needs more time to do its work then that schedule need not be cast in stone.
However, lengthening the schedule would extend the initial project completion as
construction funding for it might not occur until a fall Special Town Meeting (if held) or the
spring Town Meeting next year. The Committee members agreed to the revised meeting
schedule, as presented, but also scheduled an additional meeting October 17, 2013, to keep the
process moving.
It was noted that the Committee is touring Natick Community Center and that both Natick's
Recreation and Human Services are occupants at that facility.
Next Meeting: The next meeting is October 3,2013,8:00 A.M.
Adjourn: A motion was made and seconded at 9:40 A.M. to adjourn the meeting. VOTE: 7 -0
These minutes were approved on October 11, 2013.
Materials used/distributed at the meeting:
➢ Public Meeting Agenda, September 27, 2013, AhCCAC
➢ PowerPoint Slides, SBA Presentation entitled "Lexington Community Center, CCAC Meeting, Friday,
September 27, 2013"
➢ Proposed 2013 Meeting Schedule and Work Plan - Revised 09127113
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