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Home My WebLink About2014-05-28-CCAC-min TOWNOFLEXINGTON AdhocCommunityCenterAdvisoryCommittee(AhCCAC) Minutes Date: May 28, 2014 Place and time: Estabrook Hall, Cary Memorial Building 8:00 .. AM Members Present: Michelle Ciccolo, Chair; Mary Ellen Alessandro; Betty Borghesani; Harry Forsdick; Laura Hussong; Jon Himmel (Chair, Permanent Building Committee); Leslie Zales Members Absent: Florence Koplow Liaisons Present:Staff: Linda Vine, Vice Chair of AhCCAC, Town Manager’s Office; Karen Simmons, Recreation; Charlotte Rodgers, Human Services; Committees: Joe Pato for Norm Cohen, Board of Selectmen (BoS); David Kanter for Beth Masterman, Capital Expenditures Committee (CEC); Glenn Parker, Chair, Appropriation Committee Liaisons Absent (liaisons only attend as-requested and as-available to address relevant agenda items): Staff: Dorinda Goodman, Information Technology;Chief John Wilson, Fire Department; Shawn Newell, Department of Public Facilities (DPF); Chris Filadoro, Department of Public Works; John Mazerall, Police Department;Koren Stembridge, Library; Committees: Jessie Steigerwald, School Committee Steffian Bradley Associates (SBA): Joe Sirkovich; Richard Berry Also present:Pat Goddard, staff, DPF; Mark Barrett, staff, DPF; Sheila Butts, staff, Recreation Department; Recording Secretary: Sara Arnold The meeting was called to order by Ms. Ciccolo at 8:08 .. AM 1.Introduction: Ms. Ciccolo thanked those who helped at the Lexington Community Center (LCC) table during the Lexington Chamber of Commerce’s Discovery Day events. 2.Cost Estimates and Budget Impacts: Ms. Ciccolo reviewed information showing that the cost estimates for the 90% construction documents, including all factors such as inflation and contingency estimates, are almost $1.0 million greater than the total appropriated by Town Meeting. As agreed at nd this Committee’s May 22 meeting, a group including staff, SBA, and select members from this Committee conducted a Value Engineering (VE) effort to reduce that shortfall by identifying specific aspects of the project that could be eliminated or altered to reduce the cost. Initially, SBA identified approximately100 numbered items for consideration. Those items were then vetted to identify those that were thought to be reasonably acceptable by this Committee. There was an effort to identify things that would not disrupt programs. Ms. Ciccolo presented and reviewed a list of 23 items for this Committee’s further consideration. The elimination of/changes to these items result in a $436,691 reduction in the estimated budget shortfall, if implemented. Under this scenario, Ms Ciccolo anticipated presenting an appropriation request for the th balance of the shortfall to the June 16 Special Town Meeting. The following suggestions did not trigger particular concern or comment by this Committee: Reducing some of the highest quality and/or most expensive replacement materials: This included using pro-press piping rather than conventional grade piping (No. 27); delaying the replacement of functioning fluorescent light bulbs (No. 30); selecting less expensive light fixtures (No. 33); and using hollow metal doors and frames rather than wood doors and frames (No. 64). Reusing existing materials rather than replacing/cleaning them: This included retaining ceiling tiles in some of the rooms (Nos. 47 & 52); re-using the existing bluestone for the patio (No. 70); and postponing the cleaning of some carpeting (No. 90). Eliminating/reducing the scope of design: This included removing the folding partition in one second floor multipurpose room (No. 63), while retaining the supports for a later installation; removing some of the casework, counters, and shelving (Nos. 71 & 73); removing some of the proposed wall coverings (No. 76); removing some of the bathroom tile work (No. 83); and removing some room darkening window treatments (No. 86). In some cases (Nos. 71 and 73), the specifics of the reductions were not yet been identified. It was noted that it may be possible to salvage some materials from the current senior center (No. 73). Changing the design for two areas: This included installing mechanical equipment on grade rather than in a mechanical pit (No. 19); and eliminating structural upgrades to the second floor east wing, thus necessitating restrictions on the number of people allowed to use the rooms (No. 97). Remove telecommunications and security (No. 67) and site improvements (No. 68) from the contractor’s base bid thus removing the General Contractor’s cost burden of approximately 25%. DPF will bid these two scopes directly. There was discussion about the following items: Removing some of the benches/wall paneling (No. 54), ballet barres (No. 59), and mirrors (No. 88) from the lower level fitness room: It was noted that senior citizens have expressed particular interest in having ballet barres and mirrors; less expensive, portable ballet barres were rejected because they would take up space that is considered a premium in this area, and installing the structural needs required to add the equipment at a later date minimizes the savings. It was agreed that it was better to remove the folding partition in and the middle entry door to this room rather than taking out the benches, ballet barres, and mirrors. This is a nearly equal financial trade-off. It was noted that there will be other rooms on the second floor that will be available for yoga, tai chi, or other activities that are better conducted without ballet barres or mirrors. Replacing a lower level staff kitchen with limited kitchen amenities in a second floor room that can serve as a staff room (No. 45): There was general agreement that the staff and volunteers need kitchen space. It was noted that the Board of Health cannot allow staff to use the equipment in the warming kitchen for personal use. Eliminating the addition of a drinking fountain/bottle filler near the elevator on the lower level (No. 85): It was ultimately agreed that this should not be eliminated. Ms. Ciccolo asked this Committee to look at the expanded list of items initially identified by SBA, and the following items were identified as being subject to changes based primarily on the discussions described above: Remove the soffit from the billiard room (No. 43). Repurpose an existing conference room with limited kitchen amenities for staff use during lunchtime (No. 46). Remove some additional built in cabinets and use the Furniture, Fixtures, and Equipment budget for purchasing necessary items (No. 61). Remove the folding partition, supports for the folding partition and the middle access door in the lower level Fitness room (No. 62). Where baseboards are needed, use vinyl instead of wood; this may require removing wood baseboards in some rooms (No. 87). Postpone the purchase of some marker boards (No. 91). Use manual projector screens rather than motorized screens (No. 92). Include daylighting in the lower level entry area that was recently added to the scope (No. 94). There was discussion about fundraising for certain items. 2 Ms. Ciccolo reviewed the bidding process. It is expected that this project will include three “add- alternates”: exterior façade repairs, ramp access from the mansion sun room/patio to the landscaped area, andcasework not included in the base bid scope. The base bid will include north, lower level entrance improvements, which were recently added to the scope. A request to the June 2014 STM for approximately $500,000 will cover the cost of the “add-alternates”, assuming the bids do not exceed the current estimated costs. There was a motion and a second to accept the VE recommendations from the list of 23 options discussed above, EXCEPT for Nos. 54, 59, 85, and 88; to further develop recommendations for Nos. 71 and 73, as discussed above, and to accept the changes to Nos. 43, 61, 62, 87, 91, 92, and 94 from the full list of options, as discussed above. The motion was approved. VOTE: 6-0 3.BoS Presentations and Other Future Meetings: Ms. Ciccolo asked for comments on her draft report that she plans to present to the BoS on June 2; at that time she will be laying the ground work for an appropriation request from the June STM. It was agreed that she will include a review of the “add alternates” and she will use PowerPoint slides to identify the cost drivers. There was a motion and second to accept the concept of the draft report and let Ms. Ciccolo use her best judgment in finalizing it as she incorporates comments from this meeting. VOTE: 6-0 Ms. Ciccolo will also be meeting with the BoS on June 9. At that time, she will make a specific recommendation for a requested appropriation from the June 2014 STM. She will meet with the Community Preservation Committee at 3:30 p.m. on June 10 to request the use of Community Preservation Act funds for this appropriation request. th 4.Next Meeting: The next meeting is at 8:30.. on June 5. AM 5.Adjourn: A motion was made and seconded to adjourn the meeting at 10:25 .. The motion passed. AM VOTE: 6-0 These minutes were approved on June 19, 2014. Materials distributed/used at the meeting: Public Meeting Agenda, May 28, 2014, AhCCAC Lexington Community Center Budget Review, May 28, 2014; Plan for Getting to Budget, SBA Lexington Community Center, Lexington MA May 28, 2014; Plan for Reducing Budget Gap, SBA Lexington Community Center Budget Review, May 28, 2014, Lexington Community Center Total Project, May 28 Draft (includes budget at significant points in time, starting with STM 11/4/2013) 3