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HomeMy WebLinkAbout2014-01-22-CCAC-min �y„ TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date January 22, 2014 Place and time- Cary Memorial Building, Estabrook Hall, 1.00 P.M. Members Present Michelle Ciccolo, Chair Mary Ellen Alessandro Betty Borghesani, Harry Forsdick, Laura Hussong, Jon Himmel(Chair, Permanent Building Committee) 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, Committees Jessie Steigerwald, School 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 Donnda Goodman, Information Technology Shawn Newell, Department of Public Facilities (DPF) Chns Filadoro, Department of Public Works, Koren Stembndge, Library John Mazerall, Police Department; Chief John Wilson,Fire Department; Committees Glenn Parker, Chair, Appropriation Committee Steffian Bradley Architects (SBA) Consultant Representatives Teresa Wilson, Joe Sirkovich, Ashley Jordan Also present Pat Goddard, staff, DPF Mark Barrett, staff, DPF Sheila Butts, staff, Recreation Department; David Kanter, CEC Bob Pressman, Community Preservation Committee & Lexington Housing Partnership Board, Rich McDonough, Town Meeting Member& Town Celebrations Subcommittee George Burnell, Town Meeting Members Association, Jem O'Neill, Council on Aging volunteer Christina Mackey, Senior Center volunteer Ellie Noz, Senior Center volunteer Recording Secretary Sara Arnold The meeting was called to order by Ms Ciccolo at 1 10 P.M January 27,2014 BoS Presentation Ms Ciccolo asked for comments on her draft presentation to the BoS that had been distributed. The following comments were made/discussed. The detailed cost estimates for a supplement to Phase lof the Community Center project(being called Phase 1A) are not yet ready but it is clear that the fall 2013 Special Town Meeting (STM) approved funding will not be adequate to cover the recently identified Phase IA recommendations Additional elements are being pursued as Phase lB These include a sidewalk from Marrett Road, some work on the envelope of the building,potential improvements to improve access to the grounds from the mansion, and Heating,Ventilation, and Air Conditioning (HVAC)upgrades that were initially going to be phased in. There is an urgency for getting Town Meeting approval for Phase IA funds because those aspects of the project are planned to be bid and a contract awarded in April. It is likely that this funding request will go to the spring 2014 STM,which will commence on March 24" and be closed that night or shortly thereafter Funding for Phase lB can be presented to the Annual Town Meeting (ATM),which will also begin on March 24, 2014,but won't be closed until later in the spring The BoS will determine how many warrant articles relating to this project will be needed for the STM and/or ATM. The target for opening the Community Center is now December 2014 A discussion about having an Executive Director for the Community Center will take place as program plans are explored and developed. The following points were made • Ms Vine suggested that having some experience using the building would help inform this discussion. • The earliest time for requesting funds for any new positions will most likely be at a fall 2014 STM. • The Community Center's hours of operation will be impacted by the availability of staff • Unlike many other Towns, Lexington has a DPF,which will cover some of the responsibilities that might otherwise be assigned to an Executive Director • The DPF FY2015 operating budget includes funds for maintaining the new Community Center It is necessary to review the need for an emergency access road with the fire department now that the BoS has decided to postpone Phase 2 of the Community Center project. Mr Himmel asked that the HVAC scope of work expected in Phase 1B be better defined prior to the January 27`h presentation to the BoS He suggested that with proper planning and some added Phase 1 construction work, disruptions could be minimized once the facility is occupied. Ms Ciccolo will change some of the wording in the draft report to the BoS to reflect comments made • The bullets about the use of gym space after the new Estabrook Elementary School is opened will be consolidated. Ms Steigerwald urged this Committee to start a conversation with the School Committee about sharing space, including the gym at the new Estabrook School. She recommended that this discussion start as soon as possible • The report won't present a position regarding the preferred sequence of Phase 2 elements, i e there won't be a position on whether a gymnasium or large multi-purpose room should be built first if Phase 2 is pursued in different parts The report will identify pros and cons for each option. • There will be an opening paragraph about the goal for this project to reflect Ms Hussong's comments,which stressed the concept of creating "community" She noted that the central idea of the facility is more than space and programs, it should become "the soul of Lexington" • The Phase 1B HVAC upgrades will be specifically discussed in the report to explain why these upgrades will be done after the building is opened rather than prior, despite the disruption that will occur Mr Goddard noted that although certain areas will not be usable for four to six weeks while the work is done, this has been done at other buildings The work can often be done at night, over weekends, or when demand is light. Until this work is done, it may be difficult to have optimal temperatures in some rooms,particularly when it is especially hot or cold,but the conditions are not hazardous There was a motion and second to endorse the report to the BoS with the edits identified during the discussion. The motion passed. VOTE 8-0 2. Updated Work Plan It was agreed to hold a meeting of this Committee at 8 00 a.m. on January 27"' This will allow final discussion before meeting with the BoS that evening There will be a meeting on February 4"' at 1000 A.M. and on February 12"' at 8 30 A.M. 3 Community Center Open House Discussion A full discussion of the comments collected at the December 14, 2013 Open House was postponed until the next meeting Mr Forsdick briefly reviewed the distributed matenal that he and Ms Koplow developed with the help of other Committee members Three documents provide factual information about the comments. A fourth document presents recommendations that stem from the data. There is also a PowerPoint presentation that will be made at the next meeting He believes that the information will assist this Committee in its future deliberations and help facilitate good discussions Ms Ciccolo noted that with the structural issues being addressed, it is time to look at programming A process will be needed for evaluating how the building will be used. This Committee was urged to read the matenal in preparation for the next meeting 4 Minutes There was a motion and second to approve the Minutes for January 8, 2014 and January 15, 2014, as amended by Mr Himmel. The motion passed.VOTE 8-0 5. Correspondence and Outreach Ms Rodgers reported that in response to an email requesting suggestion boxes for input regarding the Community Center, three such boxes have been ordered. They will be put in the library, at the Town Clerk's office and at the Senior Center Ms Ciccolo said that the Town created an email address for the Community Center This allows all emails to be kept as part of the public record. The next step is to have incoming emails distributed to this Committee Volunteers are needed to manage the email address. 6. Committee Member Reports. Ms Hussong reported that she is meeting with Peggy Enders, Chair of the Bicycle Advisory Committee, to discuss ideas for a bicycle workshop in the Community Center Ms Zales discussed her email to Ms Ciccolo that identified initial ideas relating to a teen outreach plan. She will be talking to Cindy Snell, Time Dugan and Bill Blout in the near future 7 Next Steps • SBA will meet with the working group for interior design and finishing elements • The Carnage House is included in SBA's scope and needs to be addressed. • A list of potential "to-do"items that are outside this Committee's charge will be developed and shared with the BoS e.g asking the Arts Council to work on art displays in the Center 8. Adjourn A motion was made and seconded to adjourn the meeting at 2 30 P.M. The motion passed. VOTE 6-0 These minutes were approved on January 27, 2014 Materials distributed/used at the meeting. Public Meeting Agenda, January 22, 2014, AhCCAC Meeting Schedule and Work Plan Revised for 01/22/2014 Summary of Comments from Open House, Ham.'Forsdick and Florence Koplow, January 15, 2014 Recommendations Based on Comments Received at the Open House, Florence Koplow and Harr.'Forsdick, January 15, 2014 Comment Cards Categorized Sorted Category 1, spreadsheet prepared by Florence Koplow and Harry Forsdick, January 15, 2014 Comment Cards Categorized Sorted Category 2, spreadsheet prepared by Florence Koplow and Harry Forsdick, January 15, 2014 Open House comment Cards and Suggestions as We Go Forward, Harry Forsdick and Florence Koplow, January 22, 2014, PowerPoint Draft Memo from Ms Ciccolo to the Lexington Board of Selectmen, Subject Status Report, with recommendations regarding future phased build-out of the Lexington Community Center Email from Ms.Zales to Ms Ciccolo, Subject Update on Teen Outreach CCAC, January 21, 2014 Phase 1 Floor Plans prepared by SBA, January 22, 2014 3