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HomeMy WebLinkAbout2014-05-22-CCAC-min TOWNOFLEXINGTON AdhocCommunityCenterAdvisoryCommittee(AhCCAC) Minutes Date: May 22, 2014 Place and time: Estabrook Hall, Cary Memorial Building 1:30 .. PM 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: Karen Simmons, Recreation; Dorinda Goodman, Information Technology; Chief John Wilson, Fire Department; Committees: Joe Pato for Norm Cohen, Board of Selectmen (BoS); David Kanter for Beth Masterman, Capital Expenditures Committee (CEC); Glenn Parker, Chair, Appropriation Committee; Judy Crocker for 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; Charlotte Rodgers, Human Services; Shawn Newell, Department of Public Facilities (DPF); Chris Filadoro, Department of Public Works; John Mazerall, Police Department;Koren Stembridge, Library; Committees: none Steffian Bradley Associates (SBA): Joe Sirkovich Also present:Pat Goddard, staff, DPF; Mark Barrett, staff, DPF; Sheila Butts, staff, Recreation Department; Rob Addelson, staff, Finance Department; Barb Deveau, staff, Human Services; Nathalie Rice, Administrative Assistant, Community Preservation Committee (CPC); 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 1:38 .. PM 1.Minutes: Ms. Ciccolo asked that the Working Groups forward their approved Minutes to the Town Clerk; the approved Minutes with any attachments should be forwarded to Mr. Goddard. There was a motion and a second to note the approved Minutes of the Programs Working Group’s April 28, 2014 meeting and the approved Minutes of the Governance Working Group’s May 12, 2014 meeting. The motion was approved. VOTE: 8-0 There was a motion and a second to approve the May 12, 2014 AhCCAC Minutes. The motion was approved. VOTE: 8-0 2.Announcements: Members of the Public Relations Working Group reported that they will have a table th at the Chamber of Commerce’s Discovery Day events on Saturday, May 24; those willing to take a shift should so inform Ms. Zales. Comments on a draft of Frequently Asked Questions should be forwarded to Ms. Hussong. This Working Group is also preparing 3000 rack cards. It was noted that although this Committee is getting a new email address, signing up for email announcements has not changed; one does this on the Town’s website. 3.SBA Presentation: Ms. Ciccolo and Mr. Sirkovich explained that the 90% construction documents estimate a cost of $705,650 more than the amount appropriated by Town Meeting. The cost drivers include increases in the costs for the overall community center aesthetics, exterior façade repairs, and fire protection needs; the latter is impacted by the expanded heating, ventilation, and air conditioning that was added to the project in the early spring. A fourth cost driver is a new entry at the lower level, as requested by the Commission on Disability. Three approaches for addressing the shortfall were identified and discussed, with the understanding that a combination of approaches could be used. Request Additional Funding from Town Meeting: Because there will be a Special Town Meeting on June 23, an article has been submitted for additional Community Center funding. This th Committee must make a decision whether to pursue this request by June 16. During discussion, this option was not eliminated, but there was concern about getting support from Town Meeting. It was noted that such a request would have to be approved by the CPC before going to Town Meeting. Mr. Kanter suggested that this Committee could let Town Meeting make the decision about spending additional funds to meet the goals of the new facility. He commented that the only addition to the project is the lower level entry; otherwise the cost increases relate to new information that has been identified about the condition of the building and costs associated with meeting the project’s mission. Include Alternates in the Bidding Process: Mr. Sirkovich identified three elements of the project (the new entry at the lower level for $75,000, exterior façade repairs for $428,740, and ramp access from the mansion sun room/patio to the landscaped area for $202,826) that the bidder could be asked to price as project alternates. These would be ranked in the construction documents, and the bidder would provide costs for including them in the presented order. If the Town is unable to fund some or all of them at this time, they could be potentially funded at a later time without disrupting programs. Mr. Sirkovich noted that the new lower level entry would allow some natural light into the area around the lower level exercise room. This Committee expressed concern about allowing further deterioration of the exterior of the building. In response to questions, it was explained that although there is alternative handicap access to the garden area near the patio, it does not involve direct access. Value Engineering: This process involves reviewing in detail all of the cost items in the project and creating a list of those that might be trimmed or eliminated along with the associated savings; the next step is determining which items will have the least impact on the total project while reaching the goal of trimming the projected cost. In a preliminary value engineering process, Mr. Sirkovich identified 13 items in the project that could be eliminated to save $86,980. In discussing the 13 specific items, it was agreed that it was unacceptable to eliminate some, such as the staff lounge/kitchen, the sink in the refreshment room, the lean rails, and the ballet bars. It was noted that the project includes contingency funding and funds to evaluate the carriage house, but using those funds for the renovations was not recommended. It was agreed that a far more rigorous value engineering process is a necessary first step. A technical team will convene on Friday or Tuesday to go through this process. th 4.Next Meeting: The next meeting is at 8:30.. on May 28 at the Community Center. AM 5.Adjourn: A motion was made and seconded to adjourn the meeting at 3:30 .. The motion passed. PM VOTE: 8-0 These minutes were approved on October 3, 2014. 2 Materials distributed/used at the meeting: Public Meeting Agenda, May 22, 2014, AhCCAC Ad hoc Community Center Advisory Committee; Updated Work Group Schematic Lexington Community Center; AhCCAC – May 22, 2014; PowerPoint prepared and presented by SBA Ad hoc Community Center Advisory Committee (AhCCAC) Governance/Operations Working Group, Minutes of Meeting of May 2, 2014 Ad hoc Community Center Advisory Committee (AhCCAC) Programs Working Group, Minutes of Meeting of April 28, 2014 Lexington Community Center(LCC) Frequently Asked Questions, Draft handout Lexington Community Center; A Place for Every Lexington Resident; rack card 3