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Home My WebLink About2024-11-13 Permanent Building Committee Minutesr Town of Reading RECEIVED �' Meeting Minutes FO�iPd CLERK Yu �I..Oa�' Board - Committee - Commission - Council: - - - q PN 12: 319 Permanent Building Committee Meeting Date: 2024-11-13 Time: 7:30 PM Building: Reading Town Hall Location: Berger Room Address: 16 Lowell Street Session: Purpose: Permanent Building Committee Version: Final Attendees: Members - Present: please see attached Members - Not Present: please see attached Others Present: please see attached Minutes Respectfully Submitted By: Brian Hromadka from Turner & Townsend Heery Topics of Discussion: Please see attached Page I 1 MEETING MINUTES# 02 TmnOr&Townsend Heery AtMdaas In/tlab uew! I'MROM - " � I" Project: Reading Center for Active Living Project No: TfH# HII-2408100 Meeting No: PBC - ReCAL 02 Locebon: Zoom/Town Hall (Hybrid) Date: 2024-11-13 0 7:30PM Recorded By: B. Hromadka Purpose: Reading Center for Active Living Pile: 1809300 - A02-00 Attachments: Role Call Sheet. Meeting Packet AbbrevlLbons: BH+A - Bergmann Hendrie + Archetype, Inc. N COA - Council on Aging gregory—aWlerpyalwo.mm OPM - Owner's Project Manager Irk McCormick PBC - Permanent Building Committee N ReCAL - Reading Center for Active Learning klrk.mr<armltk@hotmall.com RDTC - Reading Dally Times Chronicle arty Ziemlak RCN - Reading Community Television N SBC - Killam School Building Committee n121emlak®gmall.com SO - Schematic Design Mark Dockser TOR - Town of Reading N TTH - Turner & Townsend Heery MEETING MINUTES# 02 TmnOr&Townsend Heery AtMdaas In/tlab Present I'MROM Email I" Detrick Tompkins PT N Chair, PBC, TOR ptompkins0daconstruceon.com (781) 942-9043 ancy Twomey NT N Vice Chair, PBC, TOR nj2meilcomcast.net (781) 942-9043 ohn Coote JC ® Member, PBC, TOR jas.woteGverizon.net (781) 942-9043 rcggry Stapler GS N Member, PBC, TOR gregory—aWlerpyalwo.mm (781) 942-9043 Irk McCormick KM N Member, PBC, TDR klrk.mr<armltk@hotmall.com (781) 942-9043 arty Ziemlak NZ N Member, PBC-ReCAL, COA, TOR n121emlak®gmall.com (781) 942-9043 Mark Dockser MD N Mmber, PBC-ReCAL, Seled Board, TOR mark.docksermtl.reading.ma.us (781) 942-9043 IcheN Nazzaro MN N Associate, PBC, TOR mpnamrolaverizon.net (781) 942-9043 I Greenberg AG ❑ Assodate, PBC, TOR arisgreenberg9gmall.com (781) 942-9043 Add AlbrlOaaa IOO*PreaarA cbmpmw(aaAy anti Tai. Ian Kraunells MK ❑ Town Manager, TOR mkraunelisOneadingma.gov (781) 942-9043 Gyne Wellman JW N Asst. Town Maruger, TOR jwellmand eadingma.gov (781) 942-6637 enna Wood ]WD N Community Services Director, TOR jwaodereadingma.gov (781) 942-6672 oe Huggins JN ❑ Director o/ Facilities, TON jhugglnslreadingma.gov (781) 670-2824 Add Affendaaa Za/tla/s PnNNW Company (/ala) Email Tai. Pape I t pill www.heerv.com win Cabml KC ❑ Assistant Director of Facilities, TOR kczbuzzi@chreatling.ma.us (781) 942-5492 tk Gabrlello KG ❑ Director of Operations, TOR kgabriello@readiryma.gov (781) 942-6696 Inds Kowaleski CK ❑ Elder and Human services Administrator dowalwkl@readingma.gov (781) 942-6796 arilyn Shaplelgh MS 0 Reading Council on Aging shaplaigh.marilyn@gmail.mm (781) 942-6794 ran Hronwtlka SH 0 Turner &Townsend Heery, (OPM) brlan.hromadka@tumtown.cnm (978) 572-6509 husk Adam G ❑ Turner & Townsend Heery (OPM) chudr.adam@tumtown.mm (978) 500-5435 eter Collins PC ❑ Turner & Townsend Heery(OPM) peter.collins@Wmtmm.com (617)823-3265 el Bergmann 111 0 Bergmann Hendrie + Archetype, Inc. Jbargmann@bhplus.cum (617) 350-0450 eremy Tobin IT ❑ Bergmann Hendrie+Archetype , Inc.Jtobin@bhplus.mm (617)350-0450 aria Naztaro CN ® Chair, Klllam school Building Committee carla.naaaro@readinq.kl2.ma.us ob H01mes BHM Z News Editor, RDTC, RCN Oar. jorstribudo, lnRNb PWaent 7RN Rafe Jagar Tal. to assist. JC noted the Importance of considering location OLD BUSINESS KW-1eaAtflp,unenr we DataSfNus 01-06 Open TTH recommended using the same site evaluation tool that was put together by BH+A for ReCAL and provided an overview of how the tool works and how customized input can be provided in the final section of the tool. NT commented about weighting each site location within the evaluation tool. Site locatlons and past survey results related to location were discussed. MD & JWD provided Insights from ReCAL's use of the tool, including consideration of location and Community feedback. NZ provided feedback from COA noting that Symonds Way appeared to be the preferred site. PT solicited feedback on the weighting of each evaluation category. MD recommended looking closer at the operational costs in the future and perhaps bring on an outside consultant to assist. JC noted the Importance of considering location relative to users and the pros and cons of the Pleasant Street site. Various categories were also discussed Including the ability for each evaluator to use the 20 discretionary points to fine tune the survey to their Individual values. The PBC agreed to increase the weighting of traffic (#3) and use categories (#9) by 0.5 points and lower the weighting of operational Costs (#8) and sustainability (#11) by 0.5 points due to the known information on these categories at this time. It was agreed that the final selection would be made after Input from the selection tool was reviewed by the PBC. A vote on the preferred site is planned for their next meeting. Meeting #2 update: www.turneranctownsend.wrn Page 12 M5 www.heerv.com OLD BUSINESS -rMn AWe . pM WN SdN ALL PBC members submitted written feedback on site evaluations. BH+A compiled and tabulated data. Data was evaluated with/without category weightings, with/without removal of individual categories, with/without high/low scores and with/without subjective weightings. The Symonds Way location scored highest in all categories, except for the subjective weightings in which Symonds and Oakland scores were nearly tied. After reviewing the data, the PBC discussed the merits of the sites: PT noted the abutter issue at Oakland Way. JC commented on how Symonds Way was the perfect site, though the longer travel distance to Symonds Way might have a negative Impact on users. PT suggested the PBC refer to the data collected from the Town relative to location which pointed to the distance being less of a concern. NZ noted that many people Initially preferred the Oakland Road location, but when looking at all the factors chose Symonds Way. GS noted that the longer distance would likely have a negligible Impact on access as many people will drive to both sites. MD felt downtown would be preferable, but as there were no suitable sites in that area, Symonds Way was the best option. He also noted that many people travel to other communities to access similar facilities, and travel arrangements will need to be looked at going forward to support the community. JC and MO discussed the future use of the Pleasant Street Center facility. PT and JC discussed the higher costs for the Pleasant Street site and Its lack of outdoor recreational space. NT said she Initially preferred the Oakland site, but when reviewing the details found the Symonds Way location better including the notion that Symonds Way would be a recreational hub. JWO confirmed that Symonds Way is very actively used. JW and others agreed that users will go to the facilities that have the desired programs. KM noted that there would likely be abutter objection at Oakland Road which could derail the project. JWD confirmed that there was significant objection from residents in that area including a petition by about 100 residents. Symonds Way abutters had no objections. GS noted that no site was perfect, all had merits, but Symonds Way was a good compromise which was confirmed by the data. MN felt that Oakland Road has good features, but Symonds Way can be a good location fora future community and recreation center and doesn't have some of the challenges that the Oakland Road location has. MS noted that North Andover relocated Its Center from the downtown to the outskirts and without any loss o current users and an increase In additional users. Transportation methods were addressed as part of that change. NT made a motion to recommend the Symonds Way location as the preferred site for the ReCAL facility. KM Seconded the motion. The motion passed unanimously. The Select Board will review the site recommendation at their meeting on 11/19/24. www-tumerandtownsend.mm Page 13 of 5 www heery com OLD BUSINESS •v -aa ave awe snag r Closed 01-08 WORKING GROUPS The PBC discussed setting up working groups to help support Closed the PBC and bring In other stakeholders to provide input on Closed Rale call was taken by PT. Refer to attached Role Call Sheet. the project. Three maln groups were identified including 02-09 — communications, sustainability and overall design/use. PBC Closed TTH outlined the updated project schedule and the tight time members will consider potential member selections in frame for the schematic design which Is determined by the site preparation for PBC review. Recommendations can be sent to selection and the April town meeting. Three public forums will JWD or JW. Further discussion and participant selection will be scheduled during the schematic design stage for public be targeted for the next meeting. Input. While the schematic design timeframe is tight, the Meeting *2 update: project team feels like It can be accomplished At the end of this The PBC reviewed a list of potential working group members phase the project will have a set cost and overall design. and dimmed some revisions to the list. The Stakeholder and Additional design decisions and explorations can be made Sustainability groups will meet biweekly with the design team during the next design stage. The PBC will monitor the existing following the final site selection. The Communications group timeframe going forward and make adjustments if needed. will begin with weekly meetings. The PBC discussed the merits Refer to meeting packet for full schedule. of how the groups should best be staffed to ensure proper 02-09 — representation In each group. A decision was made to staff Closed 7A meeting of the communications working group was the working groups as follows: scheduled for 11/20 0 ipm. • Communications: JW, KG, MD, N2, CK, MK, Josh Delaune, TTH • Stakeholder: JWD, NT, MN, MK, MS, Jean Prato, Jim Sullivan, Anna Asslni, Si TTH • Sustalnablllty: JH, KC, MK, AG, GS, BH+A, TTH NEW BUSINESS rat -a ar,•o.ee = 02-01 Closed The meeting was called to order by PT at 7:30pm 02-02 Closed Rale call was taken by PT. Refer to attached Role Call Sheet. 02-09 — Closed TTH outlined the updated project schedule and the tight time frame for the schematic design which Is determined by the site selection and the April town meeting. Three public forums will be scheduled during the schematic design stage for public Input. While the schematic design timeframe is tight, the project team feels like It can be accomplished At the end of this phase the project will have a set cost and overall design. Additional design decisions and explorations can be made during the next design stage. The PBC will monitor the existing timeframe going forward and make adjustments if needed. Refer to meeting packet for full schedule. 02-09 — Closed 7A meeting of the communications working group was scheduled for 11/20 0 ipm. www.tumerandtownsend.mm Pape 14 of 5 www.hftrv.com NFw RUr%TN nest MeeMp: December 10'^, 6pm, Zoom/In person (Hybrid) END OF MINUTES. me em" wmmamea rumor a rownm Re ,S Intem^•tadan of s Cfa W, ane ee M$ rcaanee M,nna Mn meemy. Addldens or m must ae wemlltee In w dna to Me suMor MMM Mree daps arrec 0; oMe,wlse, Me min.Wa will Rand as wnam. wwwAumcrandtownsend-00m Page 15 of 5 www heery cam The Select Board will review the site recommendation at their meeting on 11/19/24 and potentially vote on the site. TTH will prepare a presentation for this meeting. The next PBC meeting will be scheduled for 12/10 @ 6pm. 02-10 PPROVAL OF MINUTES Closed A motion to approve the meeting minutes from 11/04/2024 was made by NT and seconded by MD. David Swyter will be removed from the PBC list. Schematic design will be completed In early 2025. A detailed list of activities is documented in the project schedule. A role call vote was taken. The motion passed unanimously. 02-11 Gosed A motion to adjourn was made by NT and seconded by MD. A role call vote was taken. The meeting adjourned at 9:15 pm. FUTURE AGENDA rrEMS Vision Statement, Working Group Updates, Public Fomm, Invoice Approvals nest MeeMp: December 10'^, 6pm, Zoom/In person (Hybrid) END OF MINUTES. me em" wmmamea rumor a rownm Re ,S Intem^•tadan of s Cfa W, ane ee M$ rcaanee M,nna Mn meemy. Addldens or m must ae wemlltee In w dna to Me suMor MMM Mree daps arrec 0; oMe,wlse, Me min.Wa will Rand as wnam. wwwAumcrandtownsend-00m Page 15 of 5 www heery cam