HomeMy WebLinkAbout2014-01-15-CCAC-min �y„
TOWN OF LEXINGTON
Ad hoc Community Center Advisory Committee (AhCCAC)
APPo'L I4'
Minutes
Date January 15, 2014
Place and time- Community Center, 2nd Floor Large Conference Room, 39 Marrett Road, 8 00 A.M.
Members Present Michelle Ciccolo, Chair Mary Ellen Alessandro Harry Forsdick, Laura Hussong, Jon
Himmel(Chair, Permanent Building Committee (PBC)) Florence Koplow- Leslie Zales
Members Absent Betty Borghesani
Liaisons Present Staff Linda Vine,Vice Chair of AhCCAC, Town Manager's Office Charlotte Rodgers,
Human Services, Karen Simmons, Recreation, Donnda Goodman, Information Technology Committees
David Kanter for 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
Shawn Newell, Department of Public Facilities (DPF) Chns Filadoro, Department of Public Works, Koren
Stembndge, Library Chief John Wilson, Fire Department; John Mazerall, Police Department; Committees
Jessie Steigerwald, School Committee Glenn Parker, Chair, Appropriation Committee
Steffian Bradley Architects (SBA) Consultant Representatives Teresa Wilson, Richard Berry, Joe Sirkovich,
Ashley Jordan
Also present Pat Goddard, staff, DPF Mark Barrett, staff, DPF Sheila Butts, staff, Recreation Department;
Nancy Adler, Chair, Council on Aging Board, Joel Adler, Town Meeting Member
Recording Secretary Sara Arnold
The meeting was called to order by Ms Ciccolo at 8 12 A.M.
1 Opening Comments. Because of a problem with the email distributing meeting matenals, Ms Ciccolo
suggested postponing discussion of the January 8, 2014 Minutes and the material analyzing comments from
the December 14, 2013 Community Center Open House She reported having received correspondence
through the Town's new Community Center email address with a request for suggestion boxes around town.
2. Staff and Liaison Reports Mr Kanter reported that the Town Manager and Selectmen are holding a Budget
Summit in the evening (January 15"')with the finance committees. He expects discussion about the
Community Center and reported that, at this time, the CEC is not supporting the allocation of funds for Phase
2 Design and Engineering The CEC understands that Phase 1 estimated costs are being revisited because it is
now clear that Phase 2 will not be pursued in the near future CEC expects the estimates to include upgrades
to the heating,ventilation and cooling (HVAC) systems,upgrades that address the envelope of the current
building, and construction of a sidewalk from Marrett Road,until now, the latter was part of Phase 2 Mr
Himmel suggested that the Phase 1 estimates should include all of the soft costs (i e architects and time) as
well as hard costs (i e construction matenals such as `Bricks and Mortar") that fully embody the Phase 1
project scope inclusive of a Project Contingency
3 SBA January 14,2014 PowerPoint Presentation—Phase 1 Ms Wilson reported that SBA has been
working with the Human Services Department and the Recreation Department to design their working spaces
The design of the entry area in the rotunda has changed because the current information desk became an
impediment to traffic flow This location has been opened up to become a central customer service area. Ms.
Vine plans to cross-train staff and encourage interaction between departments.
SBA engineers are looking at all the details as part of the design and engineering phase of the project. These
include specific furniture layouts, lighting,plumbing, electrical needs, HVAC systems and finishes The bid
documents cannot identify specific manufacturers,but can describe the type and quality of materials.
Consistent with Chapter 149, the low bidder will be selected to implement the requirements identified in the
bid documents. Ms Ciccolo cautioned that this Committee may not need more than a casual understanding of
some elements of the Massachusetts building procurement
Ms Jordan presented sample materials used for floonng and walls, along with three color schemes, all equally
priced. The color schemes ranged from cool tones, to earthy tones, to more vivid colors Reactions vaned but
were generally reserved. It was agreed that the specific colors do not need to be decided at this time the color
schemes allow the group working on finishing details to begin thinking about this element. It was noted that
there can be different color schemes on different floors
Lighting was discussed. There was particular concern about the lack of natural light in the basement. SBA is
suggesting the use of mirrors, cove-lighting, and up-lighting to brighten the large basement fitness room.
Windows between the fitness room and comdor will allow down-lighting in the comdor to add light to the
fitness room. SBA is also identifying areas in the building where dimmable light and indirect light are
appropnate, as well as places for translucent panels with back lighting that give the illusion of a window
Floor material for each room needs to be identified in the scope The options discussed included carpeting,
hardwood, tile, rubber and linoleum. Linoleum is resilient,not slippery,needs periodic polishing but is
usually no-wax, and is used universally Rubber is the easiest to clean and is especially appropnate for an arts
and crafts area. Hardwood floors need periodic refinishing Because the basement floor is concrete,which is
unyielding, SBA is suggesting a floating wood floor,with a 1/16 to 1/8 inch cushioning mat under the wood,
for the large basement exercise area. Anything thicker will raise the floor more than is advisable SBA is
suggesting new carpet tile for much of the second floor,but added that some of the current carpeting is in
reasonable condition and could be salvaged if the Town so desires
For the purpose of the Design Development estimate,Mr Goddard recommended selecting the most expensive
alternative that is being considered if there isn't consensus right away This allows the budgeting process to
move forward, a less expensive option can be selected at a later date, if so desired, this needs to be decided
before the bid documents are put out for bid. Mr Himmel agreed with having financial flexibility but said the
Town won't realize any savings if cheaper floonng is selected after the bid documents are issued. Mr Himmel
also suggested that the DPF staff weigh in on the floor options because of their expenence
Ms Ciccolo commented on her expenence in Hudson,where an old building was renovated for a senior
center Choosing the floonng was the most challenging task. She felt that they made some good decisions and
some not-so-good decisions. People generally prefer wood,but wood is not advisable in areas that involve a
lot a furniture moving She invited committee members to visit the Hudson Senior Center on Friday, January
17, 2014 at 1.00 P.M. Mr Himmel asked that a Hudson maintenance person be invited.
It was suggested that more financial resources will be needed for furnishings than was originally identified for
Phase 1 because of the expected delay in Phase 2 Furnishings will not be included in the construction scope
of work,but need to be identified for budgeting purposes and included on the appropriate line item in the
Project Budget. All of the additional funding that will be needed for Phase 1, including HVAC, sidewalls, and
the exterior, is currently being identified and will be discussed at next week's meeting
4 Phase 2—Prioritization and Phasing. Ms Ciccolo reminded this Committee that Phase 2 recommendations
need to be developed, this will be discussed at next week's meeting Three options have been presented.
• Adding a gymnasium and large multi-purpose room at the same time
• First building a large multi-purpose room with a commercial kitchen and some storage and adding a
gymnasium at a later date
• First building a gymnasium with a full commercial kitchen and adding a large multi-purpose room with a
dumbwaiter connection to the kitchen at a later date
The Committee needs to incorporate plans for the Carriage House and a new access road as well. The
Carnage House is likely to be eligible for Community Preservation Act funds It was noted that construction
of a multi-purpose room is less costly than construction of a gymnasium. Fundraising for constructing the
multi-purpose room may be worth pursuing
5. Next Steps/Action Items
• Ms Ciccolo will draft a report for the Board of Selectmen's January 27"'meeting that can be reviewed at
this Committee's meeting next week.
• An updated estimated budget for Phase 1 will also be available at next week's meeting.
6. Adjourn A motion was made and seconded to adjourn the meeting at 9 50 A.M. The motion passed.
VOTE 6-0
These minutes were approved on January 22, 2014
Materials used at the meeting.
Public Meeting Agenda, January 14, 2014, AhCCAC
Lexington Community Center, AhCCAC Public Meeting January 14, 2013, PowerPoint prepared by SBA
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