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Home My WebLink About2024-12-10 Permanent Building Committee Minutesr Town of Reading 00 Meeting Minutes Board - Committee - commission - Council: Permanent Building Committee Meeting Date: 2024-12-10 Time: 6:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Session: Purpose: Permanent Building Committee Version: Draft 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# 03 Attendees 2nitials Present Two Refs Email '3 �r atilck Tompkins PT 0 Chair, PBC, TOR Project: Reading Center for Active Living Project No: TTH# HII-2408100 Meeting No: PBC - ReCAL 03 location: Zoom/Town Hall (Hybrid) Cate: 2024-12-10 0 6:OOPM Reconi Sy: B. Hromadka Purpose: Reading Center for Active Living File: 1809300 - A02-00 AbarAmems: Role Call Sheet. Meeting Packet abbreviations: BH+A- Bargmann Hendrie +Archetype, Inc. klrk.moc smick@hotmail.com COA — Council on Aging ancy Zlemlak NZ OPM — Owner's Project Manager Member, PBC -Rei COA, TOR PBC — Permanent Building Committee (781) 942-9043 ReCAL — Reading Center for Active Learning 0 RDTC — Reading Daily Times Chronicle mark.dockser@d.reading.ma.us RCN - Reading Community Television Ichael Nanaro MN SBC - Killam School Building Committee i ssodate, PBC, TOR SO - Schematic Design (781) 942-9043 TOR - Town of Reading 0 TTH - Turner & Townsend Heery MEETING MINUTES# 03 Attendees 2nitials Present Two Refs Email T.I. atilck Tompkins PT 0 Chair, PBC, TOR ptompkins@ctamnstruction.com (781) 942-9043 anry Twomey NT 0 Vice Chair, PBC, TOR nlime@comcaii (781) 942-9043 ohn Coote jC ® Member, PBC, TOR jas.coote®verizon.net (781) 942-9043 regory stapler as 0 Member, PBC, TOR gregory—stepler@yahoo.com (781) 942-9043 Cir, McCormick KM 0 Member, PBC, TOR klrk.moc smick@hotmail.com (781) 942-9043 ancy Zlemlak NZ 0 Member, PBC -Rei COA, TOR njziemlak@gmail.com (781) 942-9043 ark Dockser MD 0 Mini PSC -Rei select Board, TOR mark.dockser@d.reading.ma.us (781) 942-9043 Ichael Nanaro MN ® i ssodate, PBC, TOR mpnezum@verizon.net (781) 942-9043 ri Greenberg AG 0 Associate, PBC, TOR arisgreenberg@gmall.com (781) 942-9o43 Add. AMandaY Zn@gla Resent Company (Ask) En" 71 Matt Kraunelis MK 0 Town Manager, TOR mkraunelis@readingma.gov (781) 942-9043 gyne Wellman jW ® Asst. Town Manager, TOR jwellman@madingma.gov (781) 942-6637 erns Wood JWD 0 Community services Director, TOR jwood@readingma.gov (781) 942-6672 oe Huggins 311 0 Director of Facilities, TOR jhuggins@readingma.gov (781) 670-2824 Add. Alterrdwa ZnR/ab MPtnt Company (Rob) amalf Tab www tumerandtownsend.com Page 11 of 7 www.heery.com "in Cal l KC ❑ Assistant Director of Facilities, TOR kcabumiild.reading.ma.us (781) 942-5492 tie Galxiello KG ® Director of Operations, TOR kgabrielloiltreadingma.gov (781) 942-6696 shua Delaune ID ® Executive Assistant jdeliunegireadingma.gov (781)g42-6636 Me Kowaleski CK ® Elder and Human Services Administrator ckowalesdoGreadingirl (781) 942-6796 arilyn Shapleigh MS ® Reading Council on Aging shaplelgh.marilyrOgmall.com (781) 942-6794 Han Hromadka BH N Turner It Townsend Heenr (DPM) brian.hromadka®Nmtown.com (978) 572-6509 huck Adam CA ❑ Turner &Townsend Hear, (OPM) chudt.adammttumtown.com (97B) 5W-5435 star Collins PC ❑ Turner &Townsend Heery (OPM) peter.mlllnuCturntown.com (617) 823-3265 eel Bargmann IB ® 1 Bergmann Hendrie +Archetype, Inc. I jbargmann®bhpius.mm (617) 350-0450 an Chen DC ® Bergmann Hendne +Archetype, Inc. dchendibhplus.com (617) 350-0450 arta Namaro CN ❑ Chair, Klllamschool Building Committee ceda.n=ixo@reading.k12.ma.us Fob Holmes BHM ❑ News Editor, RDTC, RCN Costs In the future and perhaps bring on an outside consultant IMUxb Praaarrt TNN Ret& Erna/( TOL relative to users and the pros and Cons of the Pleasant Street OLD BUSINESS Moi Assa.t Cua Date SM1rYS 01-06 SITE EVALUATIONS Closed 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 locations and past survey results related to location were discussed. MD & ]WD provided insights from ReCAUs 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. IC 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: PrNqllluN-rhi OLD BUSINESS ws-aem we aree =vm 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. Atter 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. Pi 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 MD discussed the future use of the Pleasant Street Center facility. Pi 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 Bre Symonds Way location better including the notion that Symonds Way would be a recreational hub. JWD 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. wwwAurnerandtownsend,mm Page I3of7 www,heerv.com NEW BUSINESS cap -mm OLD BUSINESS narynmrne Mqr-,ran sdna n.sam�.nr uue wre sr ws Meeting #3 update: The meeting was called to order by NT at 6:00pm The Select Board voted 5-0 (unanimous) in favor of choosing 03-02 ROLE CALL Symonds Way as the site for the ReCAL facility. Role call was taken by NT. Refer to attached Role Call Sheet. NEW BUSINESS cap -mm narynmrne ove Dare sdna 03-01 G&LrQJH= Closed The meeting was called to order by NT at 6:00pm 03-02 ROLE CALL Closed Role call was taken by NT. Refer to attached Role Call Sheet. 03-03 SELECT BOARD UPDATE Closed MD announced that the Select Board voted unanimously in favor of the Symonds Way location. 03-04 INVOICE APPROVALS AND BUDGET UPDATE Closed BH presented the current project invoices and an update on the expenses Incurred to date relative to the active project contracts. A motion was made by MD, seconded KM to approve BH+A Invoice 27208 in the amount of $8,000.00, BH+A invoice 27214 in the amount of $20,000.00, and TTH invoice PJIN 0042121 in the amount of $23,950.00. All invoices totaled $51,950.00. The motion passed unanimously. Roll Call Vote - See attached Roll Call sheet 03-05 SCHEDULE UPDATE Closed SH presented the updated project schedule noting the inclusion of forecasted subcommittee meeting dates. The current phase of the project is focused on defining the desired building configuration and setting the project budget. This will be presented at the April 2025 town meeting. The project is tracking on schedule. 03-06 COMMUNICATIO S UPDATE Closed BH commended the communications working group on their achievements In a short amount of time. KG, chair of the communications working group presented the completed work of the group which Included the development of a project website that includes the newly established vision statement. The website will be featured in the Town's "News Flashes", and through a tile that provides a link to the page from the Town's projects page. KG noted that any comments relative to communication Items can be sent directly to her. A public forum and facility tour is scheduled for Dec. 17e' at the Pleasant Street Center. A flyer was created to advertise this event and provide a leave behind for forum participants. A video Is being created to provide a short overview of the project. The video will be presented at the public forum and be accessible on the project website. JC asked about how to best reach various parts of the community. JW noted that communications pieces www.tumerandtownsend.com Page 14 of 7 www.heerv.com NEW BUSINESS Mrp-tHm avgnmmt we wte wcus are being shared with RCN, press releases, Facebook, Twitter and Linkedln. BH noted that the communication working group sends information to 31 different communications channels. AG suggested Incorporating a QR code to make It easier to access information. BH noted that the communications working group has also issued a press release and a notice for the upcoming public forum. KG noted that additional public forums will be scheduled. BH noted that the upcoming public forum will include refreshments and encouraged all to participate. The forum will provide an overview of the past accomplishments as well as a briefing on the site selection and current design process. It will also Include information on how the Town manages capital projects. MD mentioned that the Town has recently been managing/paying for multiple large projects simultaneously, and that this Is an ongoing need o the Town. PT Indicated that FlnCom had been Informed that the Town needs to engage in multiple building projects simultaneously to keep up with the needs of their aging facilities. MD noted that would be helpful to have a landing page on the Town's website listing the multiple current projects. JD noted that this is already underway. JH will also touch on the upcoming facilities masterplan at the public forum. PF and NT congratulated the team for their hard work. 03-07 SUSTAINABILXW UPDATE losed AG volunteered to serve as the chair for the sustainability working group. The meetings will be moved to every other Tuesday from 2pm to 3pm. NZ recommended John Saaynski from the COA be added to the working group. (John S. has an engineering background.) This recommendation was accepted. BH noted that the working group received a detailed presentation by BH+A on code requirements, carbon reduction, structural, mechanical and envelope issues relevant to goal setting for the project. Dan Chen from BH+A provided an abbreviated presentation for the full committee. MD noted that the Town has recently become a green community and that grant funds could be available through that as well as Reading Municipal Light Division (RMLD) and the state legislators. This could potentially amount to hundreds o thousands in funding. BH noted that long term financial benefits and environmental benefits require higher upfront costs and asked the PBC to indicate what their sustainability priorities were. PF mentioned that the PBC wants to prioritize efficient design that is good for the environment and willing to Incur higher upfront costs (within reason) . AG noted that the current code requirements are significantly higher than previously through the Stretch Energy Code, and provided Insights relative the appropriateness of geothermal. NT noted that the ReCAI guiding principles includes sustainability goals. JC noted that wood is less feasible for recycling that steel. This should be considered when calculating the carbon Impact, and www.tumerandtownsend.corn Page 15 of 7 www heerycam NEW BUSINESS NM - fpm I A.Wt➢ue OMe SW[ua that materials should be selected based on what Is most appropriate for the use. PT supported JC commentary. JB and BH agreed that framing the gym in steel makes sense 03-08 STAKEHOLIDERMESIGN UPDATE Closed NTvolunteered to serve as the chair for the stakeholder/design working group. BH noted that BH+A had met with the working group to discuss the design process, application of the ReCA vision relative to the building program, and how other facilities have constructed similar facilities including proposed design concepts and material choices. JB provided a brief overview o the presentation and noted how much of the programming had been done during the earlier feasibility stage. JB noted It is Important to align the costs with the vision. BH noted that the Town staff that will be running the facility Is meeting to review how the spaces will be used. NZ noted that the COA wanted to provide additional input on the layout. An additional meeting with the COA was scheduled to receive their Input. BH also noted that meetings are being scheduled with the Town's approval jurisdictions to get additional feedback on the current design. BH asked the committee about their support for VRF and an all -electric building. AG and KM were in favor of this approach with the inclusion of a generator. Further review will take place during the design development period. MZ asked whether the pickleball courts are Included in the project. J8 and JW noted that it is a separate project with separate contracts and funding, but coordinated with the ReCAL project as they are happening in the same location. JW noted that a significant amount of private funding is being contributed to the project, but that it will also likely require Town funds that would be taken out of current operating budgets. AG requested that the pickleball courts be more clearly delineated as being separate from the project. 03-09 APPROVAL OF P41NUTES Closed A motion was made by GS, seconded by MN to approve the meeting minutes dated 11/13/24. The motion passed unanimously. Roll Call Vote - See attached Roll Call sheet 03-10 ADJOURNMENT Closed A motion to adjourn was made by MN and seconded by JC. A role call vote was taken. The meeting adjourned at 8:15 pm. FLFTURE AGENDA ]ITEMS Closed Working Group Updates, Invoice Approvals, Schedule Updates x=.rr V: December 17"' Public Forum 7pm (tours 6pm), Pleasant Street Center; January 14'^, 6pm, Zoom/In person at Pleasant Street Center (Hybrid) END OF MINUTES. muff ee wbnH O �n�irnu� b ae'ma wm Nor m� tl�Y of apt; oux-iw;u, ue minu�t wit Sante etas em . �n9. atlCmons w ronectlona www,tumerancitownsenomm Page 17 of 7 www h rZ p Jett: Project No: Meeting No: Location: Late: Reconfed By: Purpose: File: Reading Center for Active Living TTH* HII-2408100 PBC - ReCAL 03 Zoom/Town Hall (Hybrid) 2024-12-10 @ SPM B. Hromadka Reading Center for Active Living 1809300 - A02-00 ROLE CALL VOTE SHEET PBC ATTENDEES w.. vmi roex va.a we va.s voce vox vara was Patrick Tmnpkia-Chair NPV NPV NPV NW Nancy Twomey—Vice Chair J J J J John Conte -Member J J J J Gregory Stepler-Member J J J J Kirk McCormkk- Member J J J J Nancy llemlak-Member J J J J Mark Dakar -Member J J NPV NPV Michael Nactam- Associate J Ari Greenberg - Associate J Vote 1 Roll Call Vote Vote to approve project Invoices for a total of $51,950.00 (refer to meeting minutes for detail) Vote 0 Approval of meeting minutes from 111132024. Vote Adjournment J -is a YES vote NPV is Not Present for Vote AB is Abstained