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Home My WebLink About2013-12-09-CCAC-min �y„ TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date December 9, 2013 Place and time- Cary Memorial Building, Estabrook Hall, 9.00 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, Pat Goddard,Department of Public Facilities, Committees Jon Himmel, Chair, Permanent Building Committee Glenn Parker, Chair, Appropriation Committee Beth Masterman, Capital Expenditures Committee (CEC) Joe Pato for Norm Cohen, Board of Selectmen(BOS) Liaisons Absent(liaisons only attend as-requested and as-available to address relevant agenda items) Staff John Mazerall, Police Department; John Wilson, Fire Department; Chris Filadoro, Public Works, Shawn Newell, Public Facilities, Koren Stembndge, Library Donnda Goodman, Information Technology Committees Jessie Steigerwald, School Committee Steffian Bradley Architects (SBA) Consultant Representatives Teresa Wilson, Joe Sirkovich, Richard Berry Also present Sheila Butts, staff, Recreation Department; Barb Deveau, Human Services Department; Mark Barrett, Department of Public Facilities, David Kanter, CEC Nancy Adler, Chair, Council on Aging Board, Joel Adler, Town Meeting Member Bob Pressman, Community Preservation Committee Michael Alexander, resident Recording Secretary Sara Arnold The meeting was called to order by Ms Ciccolo at 9 10 A.M. 1 Opening Comments. Ms Ciccolo reported that draft Minutes for the December 3 meeting were not yet available (Note LexMedia was recording the meeting ) 2. Correspondence Ms Ciccolo reported that she received and has distributed correspondence recommending installation of a secunty system and the hiring of a director/manager for the new Community Center Mr Goddard explained that there are plans for a video secunty system consistent with secunty systems in other Town buildings Ms Ciccolo commented that an Executive Director may be needed,but this Committee had not yet discussed governance or space needs for an Executive Director 3 Open House—December 14,2013, 10 00 A.M.to 2 00 P M. Ms Vine and Mr Forsdick reported that a variety of resources are being used to publicize the Community Center Open House, including FaceBook, Twitter, ListServes and the Community Center URL Written material is in both English and Chinese A business card that is being made available highlights the URL A Lexpress bus will provide free shuttle service to the Community Center,making continuous loops from Countryside, Greeley and Vinebrook Villages Anyone can flag the bus for a nde ACTION ITEM. Mr Forsdick will inform Google maps that 39 Marrett Road now exists as a separate address. During the Open House there will be a sign-up sheet to capture the names of those who attend. Pencils, 3x5 cards, and a suggestion box will be available to facilitate the gathering of ideas and comments A comment board will offer comparable opportunities Handouts will facilitate self-guided tours There will be greeters at the front door and roving people to answer questions and give directions. Additionally, guided tours will begin on the half hour or every 15 minutes Mr Forsdick asked for volunteers. ACTION ITEM. Ms Rodgers will explore the possibility of having some of the senior citizens who run the Fix-It Shop available to answer questions It was agreed that in the event of bad weather, Ms Vine and Ms Ciccolo will decide whether it is necessary to cancel the Open House Ms Ciccolo thanked staff and committee members for the effort they have made to prepare for the Open House 4 SBA December 9,2013 PowerPoint Presentation Ms Wilson reviewed a capacity matrix,which illustrates the ability of Phase 1 renovations accommodating the Muzzey Senior Center current program hours and Phase 2 accommodating additional requested program hours. It demonstrates the diminishing capacity based on the size of the room that is needed, there are more than enough small multi-purpose rooms, there may be some constraints for the activities that serve the largest numbers of people ACTION ITEM. SBA will add the numbers of people that are assumed for each room size identified in the matrix. In response to a request at the December 3rd meeting, Ms Wilson reviewed slides that include a ramp from the addition basement to the raised basement area under the mansion. The ramp would use most of the area that had been identified for a Fix-It Shop It was estimated that the ramp would cost $60,000 to $61,000 Additionally,it would be necessary to remove ducts and pipes in the basement area under the mansion because of the low ceiling The height of the mansion basement area with the ducts is 6 feet 10 inches, regulations require a ceiling height of no less than 7 feet 6 inches in public use areas Also in response to a request, Ms Wilson reviewed three options for adding a staircase between the first floor and basement, as follows • Around the elevator It appears to fit but it will cut into the elevator room and bathroom in the basement, and there may be complexities that have not been identified. • Next to the rotunda. It would be in a central location,using space that is currently identified as a lounge/snack area. This option is preferred by SBA • In the southwest corner of the building This is architecturally complicated and impacts the basement area identified as a fitness room. Although there was support for adding a stairway, there were committee members who opposed losing the lounge/snack area. It was generally agreed that observing traffic flow during the December 14 Open House will help inform the Committee It was also agreed that in order to stay on schedule, SBA should continue the design work for the plan that this Committee approved, although it does not include the additional stairway ACTION ITEM. SBA will look at the possibility of adding an elevator to the storage area in the basement. Ms Wilson reported that a second access road,necessary for Phase 2,will require significant re-grading It can be within the 25 foot setback for buildings but must be 5 feet or more from the property line Suggestions included identifying the purpose of the road and having the road connect to the front of the building Various aspects of the Phase 2 elements were clarified, and sequencing those elements was discussed. Ms Wilson provided a range of construction cost estimates for a large multi-purpose facility, a full court gym, and site improvements that include the access road. It was noted that Community Preservation Act eligibility for Phase 2 will be minimal at best. It was suggested that it may be possible to eventually build a small greenhouse with donations. Ms. Ciccolo reminded this Committee that, in preparation for their presentation to the BOS of December 16"', they need to determine what programming needs they want Phase 2 to address. She asked this Committee to review and comment on her draft report to the BOS so this Committee can endorse it at the December 12"'CCAC meeting. ACTION ITEM. Ms Hussong and Ms Koplow will develop summary back up data regarding the multi- purpose room for the memo to the BOS 5. Adjourn There was a motion and second to adjourn the meeting at 11 00 A.M. The motion passed. VOTE 7-0 These minutes were approved on January 8, 2013 Materials used at the meeting. Public Meeting Agenda, December 9, 2013, AhCCAC Email from Wendy Reasonenberg recommending safety/security measures and a director/manger for the Community Center, December 4, 2013 CCAC Open House Plan 12-14-13, identifies tasks and responsible person Memo from Ham.'Forsdick to AhCCAC Members, Liaisons and Friends, Subject LexCC Open House Tour Plans Community Center Open House, Saturday, December 14, 2013, invitation with shuttle schedule in English and Chinese Lexington Community Center Open House, December 14, 2013, welcome flyer Lexington Community Center, Self-Guided Tour, (floor plans) Lexington Community Center, AhCCAC Public Meeting December 9, 2013, PowerPoint prepared by SBA Draft Presentation to the BOS,prepared by Ms Ciccolo 3