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Home My WebLink About2013-11-13-CCAC-min �y„ TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date November 13, 2013 Place and time- Cary Memorial Building, Estabrook Hall, 8.30 A.M Members Present Michelle Ciccolo, Chair Mary Ellen Alessandro Betty Borghesani, Harry Forsdick; Laura Hussong, Florence Koplow- Leslie Zales Members Absent none Liaisons Present Staff Linda Vine,Vice Chair of AhCCAC, Town Manager's Office Charlotte Rodgers, Human Services, Karen Simmons, Recreation, Mark Barrett for Pat Goddard, Department of Public Facilities (DPF) Committees. Norm Cohen, Board of Selectmen, Jon Himmel, Chair, Permanent Building Committee Beth Masterman, Capital Expenditures Committee (CEC) Liaisons Absent(liaisons only attend as-requested and as-available to address relevant agenda items) Staff: John Mazerall, Police Department; John Wilson, Fire Department; Chns Filadoro, Public Works, Shawn Newell, Public Facilities, Koren Stembndge,Library Donnda Goodman, Information Technology- Committees echnologyCommittees Glenn Parker, Chair, Appropriation Committee Jessie Steigerwald, School Committee Consultant Representatives Present from Steffian Bradley Architects (SBA) Teresa Wilson, Richard Berry Also present Sheila Butts, staff, Recreation,Nancy Adler, Chair, Council on Aging Board, David Kanter, CEC Steve Daniels, resident, senior citizen advocate Rita Sagalyn, resident Recording Secretary Sara Arnold The meeting was called to order by Ms Ciccolo at 8 35 A.M. 1 Opening Comments. Those in attendance introduced themselves. (Note LexMedia was not recording the meeting ) 2. Minutes There were a number of clarifications/additions requested by Mr Kanter and a correction requested by Ms Zales for the November 8, 2013 Minutes It was moved and seconded to approve the Minutes for November 8, 2013, as amended. The motion passed. VOTE 7-0 3 Correspondence Ms Ciccolo reported that the flyer for next Tuesday's meeting will be provided later in the day for distribution. ACTION ITEM. Everyone was urged to distribute the flyer to as many interested entities and individuals as possible 4 Space Needs Review for 39 Marrett Road • Phase 1 Options Ms Wilson used PowerPoint to present three alternative sets of floor plans, explaining that Option 3 is SBA's preferred plan. She reviewed the important considerations (included on the slides) for each option. Each option identified an area that could be dedicated to activities currently associated with the senior center Ms Wilson made or clarified the following points There are no windows in the basement; windows are a consideration when deciding where certain activities should be held. A structural upgrade of the area above the basement mechanical room may be a challenge but will not be necessary if office space, rather than public space for large group activities, is located directly above it. None of the options require removing load-bearing and/or shear walls The needs for appropriate acoustic treatment,ventilation, showers, and additional sinks will be evaluated dunng the design development stage,which will occur after the preferred option is selected. The intent is to avoid or minimize the need for additional renovations in the building dunng Phase 2 Interspersed staff offices are not included on every floor in the first two options,which results in scenarios that have the public using space on a floor that is not staffed. The preferred option does have staff located on each floor Using typical conference room tables that can be combined and taken apart will provide more flexibility than the one large conference table that was previously in the Board Room on the second floor Any area that is going to accommodate more than 49 people must have two means of egress The number of people a space can accommodate differs based on whether they are being seated banquet style at tables or auditorium style in rows A room capable of accommodating 200 people banquet style can handle approximately 400 auditorium style ACTION ITEM. SBA will more clearly identify on the floor plans specific room capacities The details (e.g., the small areas for computer terminals, coffee cafe/kiosk, greeting space in the rotunda) in each option can be adjusted as the plans develop and are shown for conceptual purposes It isn't advisable to use the telecommunications room for dual purposes because of security Staff members noted the following Residents sign up for both Human Services and Recreation programs,but different computer software systems are currently in use There generally aren't lines for Recreation sign up,but there can be a steady stream of people Points made by those in attendance included the following If there is interest in using kitchen equipment from the existing Estabrook School, the bid documents for the new Estabrook School construction need to be researched by DPF to determine whether the Town retains ownership of the existing Estabrook School kitchen equipment when the building is demolished. A change order may need to be written to re-gain ownership of desired kitchen equipment items. Access (a ramp or lift) to the basement area under the mansion should be further evaluated with costs examined because without access this becomes a large unusable area. The public needs to understand the pros and cons of a decision to pursue or not pursue such access If the selected layout is going to change the number of warranted bathrooms, this should be addressed now,not in Phase 2 A large multi-purpose space is an important component. A specialty workshop for bicycle maintenance is desired and perhaps could be combined with the fix-it shop ACTION ITEM. SBA will determine the viability of including such a specialty workshop in Phase 1 There was concern about the amount of identified office space Option 3, for example,has 10-12 offices that average a total of 2,200 square feet. The need for all the office space was questioned. It was noted that some areas color-coded on the floor plans as office space are actually areas where staff serve the public or are waiting areas not actually to be furnished as office spaces ACTION ITEMS Tasks for SBA include changing some color-coding on the floor plans to reflect the public use of some areas that are now color-coded as office space showing tables in the offices that require space for meeting with a family or individual,providing some additional office space analysis, and working with staff to further understand actual office needs and opportunities for reconfiguration of these spaces • Phase 1 Unmet Needs to be Considered for Phase 2 Ms Wilson reviewed a list of previously identified ideas for the Community Center that are not incorporated in Phase 1 There was discussion about the need for a full size gym versus a half gym and the importance of a large multi-purpose space The distinction was made that a gym is not necessarily directly analogous with a large multi-purpose flexible space because of the need for different audio visual components and acoustical components for some types of gatherings For instance,with high ceilings in a gym, it might be difficult to convert this space to be used for large meetings and functions requiring food and/or visuals It was agreed that this Committee should pay particular attention at the community meeting on Tuesday evening,November 19th, to feedback regarding Phase 2 issues • Phase 1 Preferred Option There was a motion to accept Option 3,with refinements, as the Committee's preferred Phase 1 alternative to ultimately be advanced to the design development stage (pending Selectmen approval) The motion passed. VOTE 7-0 5. Next Steps. This Committee is meeting at 39 Marren Road at 2 00 P.M. on Thursday,November 14"' for a tour of the building There is a community meeting on Tuesday,November 19"'at 7 00 P.M 6. Adjourn The meeting was adjourned at 10 40 A.M. These minutes were approved on December 3, 2013 Materials used at the meeting. Public Meeting Agenda, November 13, 2013, AhCCAC Lexington Community Center AhCCAC Meeting November 13, 2013, PowerPoint presented by SBA 3