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HomeMy WebLinkAbout2014-03-05-CCAC-min �y„ TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date March 5, 2014 Place and time- Estabrook Hall, Cary Memorial Building, 8 00 A.M. Members Present Michelle Ciccolo, Chair Mary Ellen Alessandro Betty Borghesam, Laura Hussong, Jon Himmel(Chair, Permanent Building Committee (PBC)) Members Absent Harry Forsdick, Florence Koplow- Leslie Zales Liaisons Present Staff Charlotte Rodgers, Human Services, Karen Simmons, Recreation, Committees David Kanter for Beth Masterman, Capital Expenditures Committee (CEC), Joe Pato for Norm Cohen, Board of Selectmen (BoS) Glenn Parker, Chair, Appropriation Committee, Jessie Steigerwald, School Committee Liaisons Absent(liaisons only attend as-requested and as-available to address relevant agenda items) Staff Linda Vine,Vice Chair of AhCCAC, Town Manager's Office Donnda Goodman, Information Technology- Shawn echnologyShawn Newell, Department of Public Facilities (DPF), Chns Filadoro, Department of Public Works, Koren Stembndge, Library John Mazerall, Police Department; Chief John Wilson,Fire Department; Steffian Bradley Architects (SBA) Consultant Representatives Teresa Wilson, Richard Berry, Joe Sirkovich Also present Carl Valente, Town Manager; Rob Addelson,Asst. Town Manager for Finance Pat Goddard, staff, DPF Nancy Adler, Chair, Council on Aging (COA) Board, Joel Adler, Town Meeting Member Sheila Butts, Recreation, Mark Barrett, Facilities,Bob Pressman, Community Preservation Committee (CPC) George Gamota, Senior Center Computer&Technology group Nathalie Rice, CPC staff; Dorothy Tatro, Resident; Rita Sagalyn, Resident Recording Secretary Mark Barrett The meeting was called to order by Ms. Ciccolo at 8 00 A.M. 1 SBA presentation for March 5,2014 SBA Architects reviewed a power-point presentation that outlined the work of the last several weeks of a working group evaluating and assessing two heating, ventilating,and air-conditioning (HVAC)options for the building project including life-cycle cost benefit analysis The two options were developed to address deficiencies in the building's existing HVAC system that were known but not originally considered capable of being done pnor to initial occupancy The two options were very broadly defined as Option 1 consisting primarily of refurbishing existing boiler& chiller equipment, and Option 2 considering the replacement of existing boiler& chiller equipment with new Both options provided for vastly improved ventilation consistent with the HVAC needs of the new program and energy recovery SBA contracted with Shawmut Design and Construction to perform constructability analysis and value engineering. Energy modeling was completed by BR+A Eight meetings were held, one jointly with the Energy Conservation & Sustainable Lexington Committees to gain additional input. The findings were defined as follows A Implementing the project in 1 phase would only extend the schedule by 4-6 weeks B Doing the work in a single phase actually would cost less than the pnor two-phase approach. Capital costs of two phases would add+$382,000 hard cost dollars plus approximately another 30%in soft costs C The existing building has good insulation qualities and improving this does not improve comfort or save enough energy to justify the expense D Replacing the chiller and boiler has a 27-year simple payback and is thus not recommended. E Recommended Budget Model for March 5, 2014, is $6,320,000 F Scheduling shows occupancy in the first week of March and further outlines numerous meetings that need to take place with user groups to confirm plans. G Neither a generator(large or small)nor a manual transfer switch, for attaching a portable generator, are currently included in the costs because the costs seem excessive H. Floor plans were reviewed to see where new equipment chases would be added to the plan to facilitate implementing added HVAC-distribution equipment for improved ventilation. Added exterior elements were also discussed. Summary • Schedule impact of adding HVAC work into single-bid scope extends schedule 4-6 weeks. • Additional funding at March 24, 2014, Special Town Meeting (STM)would be $3,151,000 with $100,000 from general fund for FF&E and transition costs, and $3,051,000 from the Community Preservation Fund. • Opening Community Center is projected for first week of March 2015 Mr Pato inquired about rumors of very-high energy consumption at the building by the previous owners and was surprised that the building was being reported as well insulated, and that our energy modeling showed no gains by improving insulation. Mr Goddard replied that the energy modeling was based upon the improved system that we are planning to install and in consideration of the way in which we plan to operate the building We have no knowledge of how efficiently the prior owners operated their building Ms Steigerwald expressed concern for the lack of a back-up generator and the arrival of that decision. Mr Goddard explained that much of the consideration is from a cost standpoint. There is significant cost to get natural gas from the main building to power a new emergency generator aside the Carnage House, coupled with the cost of the generator, automatic transfer switch, and re-designing the electrical panel for automatic switch-over That cost was not thought worthy given its projected use of,perhaps, once or twice a year Charlotte Rogers added that we do not cook food or store food in the kitchen. Mr Parker inquired about the $100,000 for FF&E and Transition Costs Mr Goddard replied that the original budget was based upon the discussions of the Scottish Rite leaving behind furniture for Town use In the end, there was not a significant quantity of useable items and as such the budget line for FF&E was increased. Additionally there had not been a line in the budget previously for moving and transition costs,which would be needed to move the departments into the facility, thus funds were added for those expenses. Mr Parker inquired about the methodology for protecting the building from freeze ups and the like if we lost power without having a generator Mr Goddard replied that the Facilities department has been successful in preserving buildings and keeping the buildings maintainable for up to 5 days when power has been lost, and when necessary bringing temporary services. 2.Review of draft letter to BoS summarizing recommendations. A request was made to add the original STM funding amount to the letter to better clarify what exactly the additional costs would be Mr Addelson reported that he may well include that figure in his budget presentation to the various boards There was continued discussion over the addition of back-up power or a manual transfer switch that would allow connection of a portable generator Some pointed out the importance of having some level of emergency power available and some referenced that the existing Senior Center has survived since the mid-1980s without an emergency generator Mr Goddard noted that the $250,000 figure presented for a manual transfer switch was a surprise and that this number can be further evaluated to refine it, if possible,under the idea that a standby generator is not currently part of the project and that the inclusion of a manual transfer switch simplifies the connection of standby power when needed, after an initial event causing the power loss A Motion was made and seconded to forward the SBA presentation and AhCCAC recommendation letter of March 5, 2014, to the next BoS meeting and to allow the Chair the discretion of making further edits,without making a change of substance, as necessary per the discussion of additional incoming information on manual transfer switches, and how that might be incorporated. VOTE Passed 5-0 3 Gymnasiums In light of the lack of a gymnasium addition to the Community Center, Jon Himmel reminded the chair that School Committee Liaison Jessie Steigerwald had previously made a recommendation that the AhCCAC make a request of the BoS that they take up a dialogue with the School Committee on the policies of use and availability of school gymnasium space for non-school use 4 Senior Center Computer & Technology Group Ms Hussong introduced George Gamota, one of the organizers of the Senior Computer& Technology Group that has expressed an interest in planning work for the Community Center as it relates to technology Mr Gamota reviewed some of the group's primary concerns for wiring and equipment,hard wiring, wireless/WiFi,large meeting rooms, small meeting rooms, computer rooms, audio-visual(A/V) equipment and the like Mr Gamota agreed to share his notes through the Chair Ms Ciccolo outlined the intent to form a working group that would include Harry Forsdick (AhCCAC), Donnda Goodman (Town IT) and perhaps someone from the Facilities Department to review the myriad of technology issues and requested Mr Goddard's thoughts on the issue He replied saying that the Facilities Department manages the Town A/V equipment so we would be involved, Town IT would handle computer hardware, Ethernet, WiFi, and in the case of broadcasting, etc, the Communications Advisory Committee may get involved as it relates to LexMedia. Mr Goddard promised feedback to Ms Ciccolo for the next meeting on a Facilities person to help work on these issues Mr Himmel requested that the Architect send a bnef email to Mr Goddard indicating the telephone/data infrastructure currently in the building and currently in the bid documents 5. User Group Meetings SBA stated they would provide more clarity to user-group meeting needs, content, and schedule for discussion at next meeting These meetings are for confirmation,not new program 6. Upcoming Meetings with possible discussion as currently known March 10, 2014 BoS Presentation March 21, 2014 8 30 A.M., Estabrook Hall Use Policy Discussions March 26, 2014 8 30 A.M, Estabrook Hall Interior Design Review & Fundraising April 2, 2014 10 00 A.M, Estabrook Hall Technology April 7, 2014 1 00 P.M., Estabrook Hall Building Safety Meeting Adjourned A Motion was made and seconded at 9.28 A.M. to adjourn.VOTE 5-0 3 Materials distributed/used at the meeting• Public Meeting Agenda, March 5, 2014, AhCCAC Lexington Community Center, AhCCAC Public Meeting March 5, 2014, PowerPoint prepared by SBA Draft AhCCAC letter of Recommendation to Board of Selectmen, March 5, 2014 Copy of memo from Norma Floyd to AhCCAC and COA 4