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Home My WebLink About2014-04-17-CCAC-min �y„ TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date April 17, 2014 Place and time- Lexington Senior Center, Muzzey Building, 1475 Massachusetts Avenue 1 00 P.M. Members Present Michelle Ciccolo, Chair Mary Ellen Alessandro Harry Forsdick, Laura Hussong, Jon Himmel(Chair, Permanent Building Committee) Florence Koplow- Leslie Zales Memhers Absent Betty Borghesani Liaisons Present Staff Linda Vine,Vice Chair of AhCCAC, Town Manager's Office Charlotte Rodgers, Human Services, Karen Simmons, Recreation, Committees Joe Pato for Norm Cohen, Board of Selectmen (BoS) David Kanter for Beth Masterman, Capital Expenditures Committee (CEC) Jessie Steigerwald, School Committee 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) Chris Filadoro, Department of Public Works, John Mazerall, Police Department; Koren Stembndge, Library Chief John Wilson, Fire Department; Committees Glenn Parker, Chair, Appropriation Committee Steffian Bradley Associates (SBA) Teresa Wilson, Richard Berry Also present Pat Goddard, staff,DPF Sheila Butts, staff, Recreation Department;Nancy Adler, Chair, Council on Aging (COA) Board, Joel Adler, Town Meeting Member George Gamota, Senior Center Tech Group Recording Secretary Sara Arnold The meeting was called to order by Ms Ciccolo at 8 40 A.M. 1 Minutes It was agreed that this Committee's working groups would only forward minutes to the full committee after approval. Initially, this Committee's April 7, 2014 Minutes were approved, and then the approval was withdrawn because comments submitted by Mr Himmel had not been incorporated. 2. Correspondence A letter from Town Manager Carl Valente to the Lexington Field and Garden Club gave permission for the Field and Garden Club to use the Lexington Community Center(LCC)parking lot for its annual plant sale It was noted that this was the first official use of the recently purchased facnty 3 SBA Presentation Ms Koplow reported on the Interiors Sub- Group visit to SBA's offices and expressed her appreciation for the attention SBA staff gave to the interior color schemes and details for the LCC The Committee is pleased with the results Ms Wilson reviewed the floor plans in the PowerPoint presentation, identifying the locations for technical equipment. She also described some small adjustments that are being made to each floor These include a lower level kitchen for public health needs, adjustments to the reception/sitting area on the first floor, and adjustments to some offices and a change in the orientation of a multi-purpose room on the second floor There was discussion about having a bench and cubby holes for storage of participants' belongings in the lower level fitness room Pros and cons for having this at one end of the room versus in the hall were identified. With some reluctance, it was generally agreed that the limited hall space necessitated placing these amenities inside the room. Ms Wilson reviewed the lighting plans and the color schemes that were selected. Ms Alessandro complimented SBA on the interior plans, saying they had"hit a home run" This Committee expressed its enthusiastic support for the work done by SBA and the Space/Intenor Working Group A generator is not included in the plans,but there will be battery powered emergency lighting if there is a power failure There will be specific plans for evacuating anyone who cannot use the stairs Mr Berry discussed the construction documents, explaining that they include a written description of the project as well as detailed graphics Performance criteria are being identified, and estimated construction costs,with unit prices,will be included. Sub-contractors will bid separately their work will be coordinated to avoid conflicts There will be specifications for materials and equipment,which will identify three acceptable manufacturers It was noted that signage is not included in the construction documents Various details were clarified during the discussion. It was reported that the Commission on Disability had an opportunity to visit the building and review the plans Efforts are in place to ensure smooth floors and to avoid a floor pattern that could be misconstrued as including a hole by someone with vision impairment. The ramp that provides outside access to the patio will be smooth and will increase in elevation. Material that does not create a tripping hazard will be used on the surface area of the patio 4 Working Group Reports Governance Working Group There was discussion about the management of fundraising for certain age-specific programs (e.g programs for senior citizens)because many programs at the LCC will not be restricted by age It was agreed that this issue will need careful attention. It was recommended that the Governance Working Group solicit input from relevant people and groups, such as the Friends of the COA,who have made purchases for the current Senior Center Technology Working Group Mr Forsdick and Mr Himmel reported on recent efforts to document and clarify this group's goals and implementation ideas. They have developed floor plans with room numbers, a matrix that identifies the desired technology for each room, and a written proposed plan. The current focus is on the required infrastructure, which needs to be included in the construction documents, terminal equipment can be purchased at a later time Infrastructure should be installed when the ceilings are down for other construction-related purposes,power and Wifi should be ubiquitous throughout the building Mr Goddard explained that surge protection will be comparable to that which is available in other Town buildings,he added that data is backed up every night on the Town's server It was suggested that each Town building have an Unlimited Power Source and surge stops Program Working Group Mr Himmel reported that a consolidated list of programs is being created from seven separate lists 5. Liaison Reports Ms Steigerwald reported that she recently suggested to a Subcommittee on Students at Risk that they contact the AhCCAC with any LCC needs. She also reported that the Council for the Arts is pursuing its grant request for funds to support art displays at the LCC when it opens In response to questions, the Council indicated that the display will likely be in place for approximately one year Finally, she said that she is volunteering at Diamond Middle School to facilitate a program on creative problem solving On May 15 her middle school students will be exploring ways to encourage their peers to use the LCC members of this Committee are invited to attend. 6. Next Meeting: The next meeting is at 8.30 A.M. on May 1 in Estabrook Hall, Cary Memorial Building 7 Adjourn A motion was made and seconded to adjourn the meeting at 1030 A.M. The motion passed. VOTE 6-0 These minutes were approved on May 12, 2014 Materials distributed/used at the meeting. Public Meeting Agenda, March 27, 2014, AhCCAC Ad hoc Community Center Advisory Committee, Updated Work Group Schematic Lexington Community Center, AhCCAC Meeting April 17, 2014, PowerPoint prepared and presented by SBA Floor Plans identifying room numbers and the future functions of the rooms Meeting Schedule and Work Plan Revised 4/15/2014 A Proposed Plan for Deployment of Electronic Technology Over Time at the LCC,prepared by Harm.' Forsdick, April 16, 2014 LLC Tech Plan Room Matrix, 4/17/14 Ad hoc Community Center Advisory Committee (AhCCAC)Programs Group, Minutes of Meeting of April 1, 2014 Email from t lic ht(awerivon net to AhCCAC, 4/7/2014, Subject LexCC Questions/Comments 3