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HomeMy WebLinkAbout2014-02-04-CCAC-min �y„ TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date February 4, 2014 Place and time- Cary Memonal 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 (PBC)) Florence Koplow- Leslie Zales Members Absent None Liaisons Present Staff Linda Vine,Vice Chair of AhCCAC, Town Manager's Office Charlotte Rodgers, Human Services, Sheila Butts for Karen Simmons, Recreation, Committees 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 Jessie Steigerwald, School Committee Steffian Bradley Architects (SBA) Consultant Representatives Teresa Wilson, Richard Berry, Joe Sirkovich Also present Pat Goddard, staff, DPF Mark Barrett, staff, DPF David Kanter, CEC Bob Pressman, Community Preservation Committee & Lexington Housing Partnership Board, George Burnell, Town Meeting Members Association, Fred Johnson, Lexington Center Committee and Cary Memonal Building Renovation Design Committee Recording Secretary Sara Arnold The meeting was called to order by Ms Ciccolo at 8 10 A.M. 1 Minutes There was a motion and second to approve the Minutes for January 27, 2014,with edits requested by Mr Himmel. The motion passed.VOTE 8-0 2. Board of Selectmen (BoS) Update: Ms Ciccolo and Mr Goddard reported that there had been a series of meetings with staff, consultants, and the engineering team regarding the heating,ventilation, and air conditioning (HVAC) elements for the Community Center The PBC had also been consulted. Those meetings resulted in a recommendation to the Board of Selectmen at their February 3 meeting to bring the building up to "Primary Standards" for ventilation as defined by the American Society of Heating and Air Conditioning Engineers (ASHREA) 62 1 This will allow the Town to meet its guidelines for heating to 70 degrees and cooling to 74 degrees in all areas of the building. Initial estimates indicate that it will cost the Town 28%more to pursue these HVAC upgrades as a separate project as compared to incorporating them into the previously identified Phase 1 renovations. Additional information regarding the HVAC portion of the project is being compiled, and a full analysis will be presented to the BoS on March 10, 2014 Mr Addelson is preparing a financing model for this aspect of the project. In addition to going to the BoS,plans for using Community Preservation Act (CPA) funds will have to be approved by the Community Preservation Committee before the project can go to Town Meeting Mr Goddard reassured this Committee that none of this impacts the floor plans that have been developed, and the design team can continue developing construction documents He said that once the documents are completed it will be costly to make changes,but there is currently a good scheme and the architects need to continue their process In response to concerns about getting full input regarding safety and security, Mr Goddard said that the Police and Fire Departments are involved in this process He will also be working with the Department of Public Works, and he will meet with the Conservation Commission and Sustainability Committee Regarding the Recreation Department's loss of program and storage space during the Cary Memorial Building renovations, Mr Goddard said that the BoS is responsible for deciding how that is addressed. 3 SBA February 4,2014 PowerPoint Presentation Ms Wilson reviewed the floor plan changes that have been made over the course of the past four months, starting with the October 11, 2013 floor plans and identifying each of the subsequent changes This allowed for a final review of the floor plans for which construction documents are being developed. The following discussions occurred. • Basement Level. It was suggested that a doorway be created in the cement wall between the area identified for recreation storage space and the mansion. The doorway could be covered with drywall if it isn't needed at this time,but making the opening as part of the renovations will avoid considerable disruption at some future time if the access is desired. ACTION ITEM. There was a motion and second to incorporate plans for this a doorway, as discussed. The motion passed. VOTE 8-0 • First Floor There was a review of the assumptions that resulted in staff offices being located on the first floor staff should be available on every floor staff should be available to serve the senior citizen activities on the first floor and locating offices in this area was cost effective because serving group activities in that location would have required reinforcement of the floor In response to questions about using that office space for small meeting rooms dunng hours when staff are not using them, staff commented that the offices are locked when they are not in them. Confidentiality of records and security for money that is collected were identified as issues. Ms. Ciccolo mentioned that the capacity analysis that was done some weeks ago indicated that there is more than enough space to meet the currently identified demand for small meeting rooms Other comments included the following The office space includes a greeting area,which staff envisions using for"one-stop administrative support" Volunteers may serve as greeters dunng non-office hours The Fiscal Year(FY) 2015 budget includes funding for three custodians to be available between 7 00 A.M. and 9.00 P.M. seven days a week. The FY2015 budget includes funding for one additional support person in the Recreation Department. Some activities are un-programmed, these may be Just as important as programmed activities There are civil groups and volunteer organizations that are interested in using the Community Center Staff members are exploring potential software programs for scheduling spaces that can be used for Community Center activities and outside groups The size of the telecommunications room was discussed. ACTION ITEM. It was agreed that SBA will look at the potential for enlarging the Window Pane Shop by making the telecommunications room smaller • Floor Materials SBA needs to identify the flooring for the construction documents, it isn't advisable to use the most expensive option for all the floors to maintain flexibility because this will result in inflated bids. The basement floor is currently cement. A "cushioned wood floor"is being recommended for the basement fitness room, this option includes a cushion of material under the wood floor to soften the impact; a floating wood floor is too thick for this application. Vinyl plank is being recommended for the multi-purpose rooms on the first floor and the southwest wing of the second floor The multi-purpose room in the northeast corner of the second floor is already hardwood, and this will be refinished. Where carpet is being recommended, there was no consensus on whether or not that should be broadloom or carpet tile since both have their advantages This will be further explored. It was suggested that the central lobby have a logo in the floor it was generally agreed that this should be pursued later,with,perhaps, fundraising as a revenue source • Floor Plan Clarifications Some clarifications will be incorporated into the floor plans ACTION ITEMS The electric room on the second floor will be more clearly identified, and the basement fitness room will be identified as a fitness/multi-purpose room. It was agreed that the design group should continue its work once they incorporate the adjustments identified above 4 Next Meeting. There was discussion about meeting at the Muzzey Senior Center for a tour and meeting Ms Ciccolo will explore alternative meeting dates 5. Adjourn A motion was made and seconded to adjourn the meeting at 11 55 A.M. The motion passed. VOTE 8-0 These minutes were approved on February 12, 2014 Materials distributed/used at the meeting. Public Meeting Agenda, February 4, 2014, AhCCAC Lexington Community Center, AhCCAC Public Meeting February 4, 2014, PowerPoint prepared by SBA Some Assumptions to Use in Making Decisions about the Lexington Community Center, Harry Forsdick& Florence Koplow, February 4, 2014 Memo from Ms Vine to Ms Ciccolo, RE Process for the Identification of Program Components, Januaiy 30, 2014 Letter from Mr Goddard to Carl Valente, Town Manager, Subject Community Center Renovation, Phased versus Single Contract;January 31, 2014 Lexington Community Center Planning Matrix Current Programs 3