# lunenburg-municipal-building-design-committee — 18 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2024-09-09-agenda-6756.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-09-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-09-09-agenda-6756.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09092024-6756 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member MEETING NOTICE 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Monday September 9, 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/3020039690?omn=89576074031 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #302 003 9690. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment 2. Review RFP for Design Services 3. Review & Approve Minutes 4. Future Meeting Schedule First and third Monday of each month, at 6PM 5. Adjourn ======================================================================================== DOCUMENT : 2024-09-09-minutes-6756.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-09-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-09-09-minutes-6756.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09092024-6756 ======================================================================================== ===PAGE 1=== Meeting Minutes September 9, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Greg Roy, David Blatt, Matthew Allison Members absent: Kristina Masaitis, Tom Gray Town Employees: na Community Guests: Anthony Sculimbrene Meeting called to order at 5:30pm. This is the first meeting of the year and the first time we've met since last November. Mr. Jeffries gave a quick recap. We just did a space needs assessment, we met with multiple departments, the architect met with multiple departments, we met with different community organizations. We came up with multiple different plans, and then landed on a hybrid plan that would use the current Town Hall as a meeting house. It would have three meeting rooms on the first floor, and the primary meeting space remaining on the second floor. We looked at the Ritter building, which would be repurposed as the new kind of office for the superintendent for the Ace Program and district offices related to the school department. We also looked at building a new Town Hall, which would be collocated with the Ritter building. Our mission was to go forward with the town in 2023, but due to tax issues we were advised to not pursue that. We were advised toward the end of last fiscal year that May would not be a good year to bring this project forward due to concerns about a potential override. We have $225,000 allocated to us from ARPA, but we need to have everything under contract by October. The purpose of our meeting tonight is to go over the RFP that was sent out to the committee. Discussion took place on the $225,000 cost. The town manager and Mr. Jeffries reached out to an architectural team. ===PAGE 2=== This is a competitive process, and we intend to select not only on qualifications but also on price. Mr. Allison talked about getting the software to create a conceptual plan for the Ritter building, the new Town Hall, and the current Town Hall. The school committee is in the process of moving forward with a needs assessment of Turkey Hill and a Municipal Building Design product. The town manager wants to allocate capital funds to both projects and the select board fully agrees with that strategy. This RFP is similar to the one that we published before, in that we outline what the criterias are of how we are going to evaluate the different proposals, and then we go with the vendor that meets all of our needs and that comes out as kind of the highest rated. We have to allocate funds for the project before the RFP can be published, but we are projecting a release in October. As we walk through this RFP, we will identify things that need to be fine-tuned. The release date is determined by the day that this gets published, so the sooner we get it to Julie, the sooner it can get published. The Town Manager was clear that they wanted to keep the cost as low as possible, so we are going to adjust the goal year and then hit the key points where we want to talk about. Discussion took place on adding that they should provide a digital copy, and Julie agreed to scan the paper copy. The Town of Lunenburg has been working for several years to identify a municipal building solution that allows for the consolidation of school and administrative offices and public meeting spaces. The new Town Hall will be located on the same parcel as the Ritter Administration building. The Municipal Building Design Committee met with staff, Community stakeholders, and various Town departments or officials to work through space needs and finalize schematic designs. The vendor firm selected will be expected to meet with the Municipal Building Design committee to develop and review plans and estimates. Matthew Allison said that he was not happy to see the previous Town manager go, and that the contract seemed rushed through. Mr. Allison and Mr. Jeffries were trying to work together to come up with CAD drawings to push this along, but we haven't made any progress. Some design firms may want to meet with the group twice a month, but others might have a different take on it. If we leave that final call up to the selected firm, they might have that worked into their price. Anthony Sculimbrene thinks that being more specific about what the deliverables will be will help keep the architect engineering firms on the same page in terms of pricing and that it would be better to let them decide how long it would take to do those deliverables. The designer will be required to prepare detailed room data sheets and diagrams, establish necessary adjacencies and proximities as appropriate, and evaluate any state or Municipal zoning or regulation, including local design guidelines, that might impact the concept. ===PAGE 3=== For schematic level drawings, you probably don't need to have field evaluations, although if you're looking for a real cost, you might want to know if you have to do some exotic Foundation on the site to get something that will fit your plan. Soil borings and geophysical work could use up a big chunk of the money, but it's a pretty small area. If we are talking about a 4,000 foot addition to the north of the Ritter building, we probably won't need a lot of soil boring work at this point in time. We don't necessarily need to go and get a detailed survey yet, or a detailed civil engineering civil engineered parking plan, if we use publicly available information, and get a preliminary site plan based on publicly available information. The meeting adjourned at 6:15pm due to loss of quorum. ======================================================================================== DOCUMENT : 2024-09-23-agenda-6779.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-09-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-09-23-agenda-6779.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09232024-6779 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member MEETING NOTICE 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Monday September 23, 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/9091740347?omn=86860371316 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #909 174 0347. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment 2. Review RFP for Design Services 3. Review & Approve Minutes 4. Future Meeting Schedule First and third Monday of each month, at 6PM 5. Adjourn ======================================================================================== DOCUMENT : 2024-09-23-minutes-6779.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-09-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-09-23-minutes-6779.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09232024-6779 ======================================================================================== ===PAGE 1=== Meeting Minutes September 23, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Greg Roy, David Blatt, Kristina Masaitis, Matthew Allison Members absent: Tom Gray Town Employees: na Community Guests: Anthony Sculimbrene Meeting called to order at 5:30pm. The meeting resumed with a review of the RFP, starting with Section 3 and continuing into Section 4, which covers the minimum quality requirements for architecture and engineering services. It was suggested including a question on the firm’s familiarity with historic preservation and the Secretary of the Interior Standards for Historic Preservation. Concerns were raised about referencing the standards without full awareness, but it was agreed that firms familiar with historic tax credits likely have experience with these standards. It was discussed whether requiring historic preservation experience might narrow the field too much. The committee agreed that setting a baseline requirement of familiarity and experience with historic preservation would ensure that the firms considered had the relevant expertise. The committee discussed an appropriate minimum for project experience. The committee focused on refining the evaluation criteria for proposals. The committee discussed the importance of ensuring the project leader’s involvement throughout the project, emphasizing that the project leader must be present at all meetings and directly involved in project oversight. The committee suggested adding language regarding long-term operation and maintenance costs, as well as energy efficiency analysis, as part of the design requirements. The need for subcontractors should be minimal, and firms must demonstrate stability and capacity. The selection process will involve reviewing the non-price proposals first, followed by opening the price proposals. The highest-ranking firm will be awarded the contract based on qualifications and price. Michael Ray Jeffreys will review with Julie and get back to the committee. Greg Roy made a motion to approved the Rfp and gave the chair permission to make minor modifications with the consultation of the town procurement officer can make non- ===PAGE 2=== substantive changes to the document as required by law. The motion was seconded by Brian Lehtinen, unanimously passed. It was recommended that we meet with other boards during the process to keep everyone informed. Motion to adjourn by Brian Lehtinen at 6:50pm, seconded by Greg Roy, unanimously passed. ======================================================================================== DOCUMENT : 2024-10-21-agenda-6843.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-10-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-10-21-agenda-6843.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10212024-6843 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Monday, October 21, 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353?omn=84434015207 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Board b. APDC Representative c. Public 2. Report from Facility Director on status of TC Passios Building 3. Report / Presentation from APDC on request to sell property and building for the Brooks House 4. Discuss Space Needs a. Review space needs analysis 5. Discuss STM Warrant Article and update to Boards / Commissions a. Community Update b. Finance Committee Presentation c. Select Board Update d. School Committee Update e. Planning Board Update f. Council of Aging Update 6. Review & Approve Minutes 7. Future Meeting Schedule November 4, November 18 First and third Monday of each month, at 6PM 8. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-10-21-minutes-6843.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-10-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-10-21-minutes-6843.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10212024-6843 ======================================================================================== ===PAGE 1=== Meeting Minutes October 21, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, David Blatt, Kristina Masaitis, Matthew Allison, Tom Gray Members absent: David Blatt, Greg Roy Town Employees: Chris Ruth Community Guests: Anthony Sculimbrene Meeting called to order at 5:30pm. Michael-Ray Jeffreys received an email regarding the RFP questioning the process. The RFP is framed that everything happens under the supervision of the town manager and that interviews are followed by the decision of the procurement officer which is the interim town manager and select board and we will comply with the process. Chris Ruth, the facilities manager gave an update on the status of the TC Passios building. The option to use the building for temporary offices is no longer viable; the leaks and heating system are the main concerns. Closing off the back section would be ideal and then abatement process could start. The likely scenario for office space would be to add the addition to the Ritter building first, then renovating town hall and Ritter. Anthony Sculimbrine asked about the approximately $300,000 for roof repairs. Due to the schools looking to leave the building, the town decided to put the money on hold. The vast majority of the 38 year old roof does not have asbestos. The gymnasium and cafeteria will stay open as long as possible. There were concerns that the cost to renovate TCP will limit the possibility to renovate Ritter, Town Hall, add to the Ritter, and to build a new Turkey Hill School. TCP is also at an operating loss and potentially a rent increase for the schools. The schools will likely leave the building and it will be vacant and at a total loss on operating costs. APDC article on action on the Brooks house was discussed. 13 companies have requested documents. Questions from firms came in and they asked about whether there could be a site visit. The committee said we should allow for site visits. Some firms asked about previous studies, Michael-Ray Jeffreys stated he would prefer to wait until after a firm was picked due to the amount of material. The ranges of costs of projects were discussed. The committee agreed to keep it the same. ===PAGE 2=== There will be a brief update at fall special town meeting. Michael-Ray Jeffries will reach out to Finance committee on the 24th of October for an update. Other committees will also need to have updates. Motion to adjourn by Thomas Gray at 6:42pm, seconded by Matthew Allison, unanimously passed. ======================================================================================== DOCUMENT : 2024-11-04-agenda-6860.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-04-agenda-6860.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11042024-6860 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Monday, November 4, 2024 – 5:30 PM Revised AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: Join Zoom Meeting https://us02web.zoom.us/j/7663167607?omn=81316140995 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 766 316 7607#. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Board b. APDC Representative c. Public 2. Discuss Space Needs a. Review and revise space needs analysis 3. Review bids for RFP for Design Services a. Identify qualified bids b. Identify entities eligible for interview c. Discuss interview questions 4. Discuss STM Warrant Article and update to Boards / Commissions a. Community Update b. Finance Committee Presentation c. Select Board Update d. School Committee Update e. Planning Board Update f. Council of Aging Update 5. Review & Approve Minutes a. 10/16/23, 11/8/23, 9/9/24, & 9/23/24 6. Future Meeting Schedule November 18, December 2, December 16 First and third Monday of each month, at 5:30PM 7. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-11-04-minutes-6860.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-04-minutes-6860.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11042024-6860 ======================================================================================== ===PAGE 1=== Meeting Minutes November 4, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Greg Roy, David Blatt, Kristina Masaitis, Matthew Allison, Tom Gray Members absent: David Blatt Town Employees: na Community Guests: Anthony Sculimbrene Meeting called to order at 5:35pm. The meeting resumed with a review of the RFP, starting with a review of the tours provided to potential firms. There was one firm, Taylor and Burns, that submitted before the deadline. One firm submitted after the deadline and it was discussed it cannot be accepted. The committee discussed options available with only one submission. The committee reviewed the submission and evaluated the proposal with the evaluation criteria for proposals. In regards to scoring General Quality of Response, Brian Lehtinen, Kristina Masaitis, and Michael-Ray Jeffreys ranked the firm Advantageous, Thomas Gray, Matthew Allison, and Anthony Sculumbrine ranked the firm Acceptable. In regards to scoring Experience with projects of similar size and score, Brian Lehtinen, Thomas Gray, and Michael-Ray Jeffreys ranked the firm Highly Advantageous, Matthew Allison and Kristina Masaitis ranked the firm Advantageous, and Anthony Sculumbrine ranked the firm Acceptable. In regards to scoring Historic Preservation Experience, Brian Lehtinen, Kristina Masaitis, and Michael-Ray Jeffreys ranked the firm Advantageous, Thomas Gray, Matthew Allison, and Anthony Sculumbrine ranked the firm Acceptable. In regards to scoring Project Approach, Brian Lehtinen, Kristina Masaitis, Thomas Gray and Michael-Ray Jeffreys ranked the firm Advantageous, Matthew Allison, and Anthony Sculumbrine ranked the firm Acceptable. In regards to scoring Firm Stability and Capability, Michael-Ray Jeffreys ranked the firm highly advantageous, Brian Lehtinen, Thomas Gray, Matthew Allison, and Kristina Masaitis, ranked the firm Advantageous, and Anthony Sculumbrine ranked the firm Acceptable. Michael-Ray Jeffreys and Anthony Sculimbrine will reach out to the references for the committee. ===PAGE 2=== Interview questions should be prepared by the 14th. Members can send Michael-Ray Jeffries questions ahead of time. Michael-Ray Jeffreys made a motion to approve minutes from September 9, 2024, September 23, 2024, October 16, 2023, and November 8, 2023 was seconded by Brian Lehtinen, unanimously passed. Motion to adjourn by Thomas Gray at 7:20pm, seconded by Matthew Allison, unanimously passed. ======================================================================================== DOCUMENT : 2024-11-14-agenda-6876.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-14-agenda-6876.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11142024-6876 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Thursday, November 14, 2024 – 5:30 PM Revised AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7663167607?omn=81372360383 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #766 316 7607. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Board b. APDC Representative c. Public 2. Discuss & Review Space Needs a. Review and revise space needs analysis 3. Review Interview Questions for Design Services 4. Discuss STM Warrant Article and update to Boards / Commissions a. Community Update b. Finance Committee Presentation c. Select Board Update d. School Committee Update e. Planning Board Update f. Council of Aging Update 5. Review & Approve Minutes a. 11/4/24 6. Future Meeting Schedule Reschedule November 18, December 2, December 16 First and third Monday of each month, at 5:30PM 7. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-11-14-minutes-6876.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-14-minutes-6876.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11142024-6876 ======================================================================================== ===PAGE 1=== Meeting Minutes November 14, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Matthew Allison, Tom Gray Members absent: Greg Roy, David Blatt, Kristina Masaitis Town Employees: NA Community Guests: Community Guests: Anthony Sculimbrene Meeting called to order at 5:32pm. Public Comments: There were no public comments from the board, APDC, or the public. Ronda Lisso raised a question regarding recent presentations at the Finance Committee meeting and Special Town Meeting. She asked about Comcast’s quote for moving the PAC broadcast feed to TCP. Discussion ensued about the cost implications, potential space utilization at Town Hall, and the agreement with Comcast/Xfinity, which is valid through 2028. It was noted that relocating PAC to Town Hall could sustain the building while avoiding additional costs for relocating the broadcast feed and making improvements. The weight of equipment and accessibility requirements were also discussed. Feedback will be incorporated into ongoing planning. Interview with Taylor & Burns Team: The committee welcomed the Taylor & Burns team, led by Robert Taylor. The team, including Marley Lynch, Ken Beck, and Bruce Gorman, demonstrated expertise in HVAC, plumbing, fire protection, and electrical design for historic buildings. Key points from the interview included: The firm adheres to the Secretary of the Interior’s Standards and showcased notable projects like Trinity Episcopal Church in Concord and Cassidy Fieldhouse in Boston, balancing new integrations with historic structures and using cost-effective materials. Focus on weatherization, building envelope improvements, and minimally invasive systems for energy efficiency while preserving historic character. Sustainability efforts include efficient HVAC designs and leveraging incentives such as Inflation Reduction Act grants. Emphasis on investigative demolition, detailed assessments, and robust planning to address unforeseen structural issues. Regular meetings and visuals are used to align designs with community vision. Commitment to value design, detailed cost estimates, and market trend ===PAGE 2=== monitoring to keep projects on track. The committee inquired about the firm’s structural engineer and experience with wood-frame buildings akin to the Town Hall. The committee members were impressed with Taylor & Burns’ expertise and articulate presentation. It was agreed to follow up with the firm to provide additional details and clarify questions raised during the interview. Michael Ray emphasized the importance of adherence to the Secretary of the Interior Standards and asked for specific examples from the firm’s recent projects. There was a discussion about prioritizing space needs and revisions to existing designs, including maximizing library and collaborative spaces at the high school while considering office space needs in Town Hall. Upcoming scheduling was addressed, with plans to meet Taylor & Burns next Wednesday at 5:30 PM for follow-up. Minutes from the October 21, 2024 and November 4, 2024 meetings were reviewed and approved. The committee planned to:  Review updated space needs assessments on Monday.  Prepare for a potential project kickoff meeting on December 2nd.  Schedule additional interviews and meetings as necessary. The meeting adjourned at 6:01 PM following a motion by Matthew Allison, seconded by Tom Gray, and passed unanimously. ======================================================================================== DOCUMENT : 2024-11-20-agenda-6890.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-20-agenda-6890.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11202024-6890 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Wednesday, November 20, 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7663167607?omn=83156978865 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #766 316 7607. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Board b. APDC Representative c. Public 2. Interview Taylor & Burns for Design Services 3. Complete Interview Scoring Sheet 4. Discuss STM Warrant Article and update to Boards / Commissions a. Community Update b. Finance Committee Presentation c. Select Board Update d. School Committee Update e. Planning Board Update f. Council of Aging Update 5. Review & Approve Minutes 6. Future Meeting Schedule December 2, December 16 First and third Monday of each month, at 5:30PM 7. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-11-20-minutes-6890.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-20-minutes-6890.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11202024-6890 ======================================================================================== ===PAGE 1=== Meeting Minutes November 20, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Matthew Allison, Tom Gray, Greg Roy Members absent: David Blatt, Kristina Masaitis Town Employees: NA Community Guests: Community Guests: Anthony Sculimbrene Meeting called to order at 5:32pm. The meeting was called to order at 5:32 PM. The agenda for the evening included public comments, introductions, an interview with the Taylor & Burns team, and a post-interview discussion to assess the firm's qualifications. The committee welcomed the Taylor & Burns team, led by Robert Taylor, an experienced architect who would serve as project designer and bid manager. Accompanying him were Marley Lynch, Ken Beck, and Bruce Gorman, specialists in HVAC, plumbing, fire protection, and electrical design for historic buildings. The team expressed enthusiasm for the opportunity to work on the Town Hall and Ritter building project. During the interview, Taylor & Burns emphasized their approach to historic preservation, rooted in the Secretary of the Interior’s Standards. They highlighted several notable projects, including the Trinity Episcopal Church in Concord, where they successfully balanced the integration of new structures with existing historic buildings. Another example, the Cassidy Fieldhouse in Boston, demonstrated their ability to incorporate cost-effective, modern materials that maintained the appearance of traditional construction. The discussion also explored how the firm addresses challenges such as ADA compliance and modernization while preserving historic character. They outlined their focus on weatherization, improvements to the building envelope, and the use of minimally invasive systems to enhance energy efficiency. Sustainability was also a priority, with the team highlighting their expertise in designing efficient HVAC systems and utilizing incentives like Inflation Reduction Act grants to offset costs. ===PAGE 2=== Taylor & Burns emphasized the importance of thorough evaluation and planning when working with historic structures. Their approach includes robust contingency planning, investigative demolition, and detailed assessments to address unforeseen structural issues. They also stressed the value of community input, using clear visuals and regular meetings to align their designs with the town’s vision. In terms of budget and schedule, the firm demonstrated a commitment to value design, focusing on cost-effective solutions without compromising quality. They highlighted their ability to monitor market trends and use detailed cost estimates to ensure projects remain on track. The committee members were impressed with the Taylor & Burns team, noting their expertise and articulate presentation. There was interest in further details about the firm’s structural engineer and their experience with wood-frame buildings similar to Town Hall. The committee planned to reconvene on Monday to review updated space needs assessments and finalize next steps. The meeting adjourned at 6:01 PM, following a motion by Matthew Allison, seconded by Tom Gray, and passed unanimously. ======================================================================================== DOCUMENT : 2024-11-25-agenda-6897.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-25-agenda-6897.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11252024-6897 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Monday, November 25, 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353?omn=85869349641 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Board b. APDC Representative c. Public 2. Discuss & Review Space Needs a. Review and revise space needs analysis 3. Discuss STM Warrant Article and update to Boards / Commissions a. Community Update b. Finance Committee Presentation c. Select Board Update d. School Committee Update e. Planning Board Update f. Council of Aging Update 4. Review & Approve Minutes 5. Future Meeting Schedule December 2, December 16, January 6, reschedule January 20 First and third Monday of each month, at 5:30PM 6. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-11-25-minutes-6897.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-11-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-11-25-minutes-6897.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11252024-6897 ======================================================================================== ===PAGE 1=== Meeting Minutes November 25, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Matthew Allison, Tom Gray, Greg Roy Members absent: David Blatt, Kristina Masaitis Town Employees: NA Community Guests: NA Meeting called to order at 5:32pm. The committee reviewed two documents, a prior space needs analysis, and a simplified version prepared for Taylor and Burns Architects. Adjustments included refining square footage allocations and verifying calculations. Departments reviewed included: Tax Collector, including transaction counters. Principal Assessor for staff and records. Town Clerk, administrative assistant, Town Manager, building inspector, director and health agent. Conservation Commission: Consideration for record storage and unique spaces. Historical Commission: for office needs. Accounts payable clerk, accountant, payroll benefits clerk, IT director and staff, select board office, IT Department: allocated for IT equipment and staff. School District Offices. Linear shelf space measurements needed. Creative storage solutions for a revamped Town Hall basement. Bathrooms, break rooms, and occasional office space will require a 3,000 sq. ft. reduction in allocated space. Veteran Affairs, State Rep office. Recreation Director. At 7090 square feet and school offices is 2675 square feet, bathrooms and break rooms need to be added. Next Steps: verify storage needs and measure existing spaces. Add data for conference room requirements based on Town Hall usage. Collaborate with architects on innovative solutions for space constraints. The committee reviewed two key documents: a prior space needs analysis and a simplified version prepared for Taylor and Burns Architects. Adjustments focused on refining square footage allocations and verifying calculations. Departments and allocations discussed included the Tax Collector, with space for transaction counters, and the Principal Assessor, with allocations for staff and records. Other areas reviewed included the Town Clerk and Administrative Assistant, Town Manager, Building Inspector, and Director and Health Agent. The Conservation Commission's needs were considered, including record storage and unique spaces, as well as the Historical Commission's office requirements. Space for the accounting ===PAGE 2=== and IT staff was discussed, covering the accounts payable clerk, accountant, payroll benefits clerk, IT director, and staff. The Select Board Office and IT Department were also reviewed, with the latter including allocations for IT equipment and staff. The School District Offices were identified as requiring a total of 2,675 square feet. The committee noted the need for linear shelf space measurements to refine storage planning and discussed creative storage solutions, such as utilizing a revamped Town Hall basement. Bathrooms, break rooms, and occasional office space will require a 3,000 square-foot reduction in allocated space. Other departments reviewed included the Veteran Affairs and State Representative Offices, along with the Recreation Director Office. The proposed addition totals 7,090 square feet, with additional considerations for bathrooms and break rooms. Next steps include verifying storage needs, measuring existing spaces, adding data for conference room requirements based on Town Hall usage, and collaborating with architects on innovative solutions for space constraints. Motion to adjourn by Matthew Allison at 6:01pm, seconded by Tom Gray, unanimously passed. ======================================================================================== DOCUMENT : 2024-12-02-agenda-6904.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-12-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-12-02-agenda-6904.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12022024-6904 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Monday, December 2 , 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/84519698087 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: #845 1969 8087. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Board b. APDC Representative c. Public 2. Meet with Taylor & Burns a. Project overview b. Review upcoming deadlines c. Review and revise space needs analysis 3. Discuss STM Warrant Article and update to Boards / Commissions a. Community Update b. Finance Committee Presentation c. Select Board Update d. School Committee Update e. Planning Board Update f. Council of Aging Update 4. Review & Approve Minutes 5. Future Meeting Schedule December 16, January 6, reschedule January 20 First and third Monday of each month, at 5:30PM 6. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-12-02-minutes-6904.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-12-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-12-02-minutes-6904.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12022024-6904 ======================================================================================== ===PAGE 1=== Meeting Minutes December 2, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Matthew Allison, Tom Gray, Greg Roy, Kristina Masaitis Members absent: David Blatt Town Employees: Chris Ruth Community Guests: Anthony Sculimbrine Meeting called to order at 5:30pm. The Chair noted that public participation is encouraged and public comments may be welcomed during committee discussions at the Chair’s discretion. The committee discussed the town’s long-standing efforts to address municipal building needs. Initial planning began in the 1980s, followed by a Building Reuse Committee in the early 2010s. Recommendations for Town Hall did not move forward, and prior project costs (e.g., the TC Passios project) were deemed unviable for addressing all municipal building needs. The Select Board reorganized the committee to focus on a comprehensive solution, including renovations to Town Hall, the Ritter Building, and the Middle School. The committee has developed a conceptual plan to repurpose Town Hall, the Ritter Building, and construct a new Town Hall annex. Measurements will be taken at municipal offices for improved accuracy. Focus will be on record storage solutions, favoring digitization to minimize physical storage costs. Jason Varney and Mark Webster from Simpson Gumpertz Hager introduced themselves, highlighting their expertise in historic buildings. Discussion included the Ritter Building’s limited parking and the potential for parking on nearby parcels. Historical Society easements and land use at 30 School Street were also reviewed. Departments requiring space in the new design include the Treasurer/Tax Collector, Building Department, Board of Health, Planning, Recreation, and Veterans Affairs. The historical commission will require an office and a transaction counter. The committee discussed whether PACC (Public Access Channel) should be included in the project. PACC has unique needs, such as first-floor access and proximity for vehicle ===PAGE 2=== loading/unloading. Concerns were raised regarding PACC’s budget and the potential costs of building a new studio. The committee will meet on December 16, 2024, and subsequently on January 6, January 22, and February 3, 2025. Soil and utility assessments at the Ritter parcel will be reviewed. Reports, drawings, and other materials will be distributed before upcoming meetings. The Chair thanked committee members for their time and dedication. A reminder was issued regarding the Chair’s term ending in May, with a decision about future service pending. Motion to adjourn by Anthony Sculimbrine at 6:44pm, seconded by Michael-Ray Jeffreys, unanimously passed. ======================================================================================== DOCUMENT : 2024-12-16-agenda-6930.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-12-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-12-16-agenda-6930.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12162024-6930 ======================================================================================== ===PAGE 1=== LUNENBURG MUNICIPAL BUILDING DESIGN COMMITTEE MEETING NOTICE Monday, December 16, 2024 – 5:30 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The recording of this meeting will be available on the Lunenburg Public Access YouTube channel within 24 hours. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely from a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353?omn=88147409047 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: # 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. Public participation is encouraged, and public comments may be permitted on regular agenda topics in addition to the public comment periods, at the discretion of the Chair. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. Public participation is encouraged and public comments may be welcome during committee member discussions at the discretion of the Chair. 5:30 PM - Call to Order 1. Public Comment a. Public b. APDC Representative c. Committee 2. Review Design Team Progress a. Discuss review with key users and stakeholders 3. Discuss Update to Boards / Commissions a. Community Update b. PACC Update c. Planning Board Update d. Council of Aging Update 4. Review & Approve Minutes 5. Future Meeting Schedule January 6, January 22, February 3 First and third Monday of each month, at 5:30PM 6. Adjourn 17 Main Street, P. O. Box 135 Lunenburg, MA 01462 978-582-4144 Fax 978-582-4148 Michael-Ray Jeffreys, Chair, Select Board David Blatt, Vice-Chair, Community Member Brian Lehtinen, Clerk, School Committee Tom Gray, Finance Committee Matthew Allison, Planning Board Gregory Roy, Community Member Kristina Masaitis, Community Member ======================================================================================== DOCUMENT : 2024-12-16-minutes-6930.txt BOARD : lunenburg-municipal-building-design-committee DATE : 2024-12-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-municipal-building-design-committee/2024-12-16-minutes-6930.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12162024-6930 ======================================================================================== ===PAGE 1=== Meeting Minutes December 16, 2024 5:30pm Members Present: Brian Lehtinen, Michael-Ray Jeffreys, Matthew Allison, Tom Gray Members absent: David Blatt, Kristina Masaitis, Greg Roy Town Employees: NA Community Guests: NA Meeting called to order at 5:30pm. The Committee reviewed updates from the Taylor and Burns team on the new building design progress, focusing on: program elements based on prior Committee input, existing building framework, integration of components into a cohesive design matrix, proposed layout visualizations. The presentation highlighted key aspects of the project. Lunenburg Village Center Vision: incorporation of several municipal buildings, public parking highlighted on diagrams. Proposed pedestrian pathway connecting town hall, the new town hall addition, and surrounding areas, with a primary route running past Bad Larry’s and across Route 2A to a new wing entrance. Building Naming Clarification: suggested referring to the new town hall as the Meeting House and the Ritter Building as the School District Offices. Space Allocation Overview: The new town hall design includes a U-shaped relationship between spaces, with the Town Manager’s office positioned separately. The Ritter Building program includes 2,700 square feet for the School District. Additional offices for the State Representative, Select Board, Veteran Affairs, and storage on the second floor. Structural Connections: The Ritter Building and the new town hall will be connected via an umbilical cord structure. Public access planned at the ground level of the Ritter Building, with split-level navigation between the second floor and lower floor. Clarifications on Design and Elevation: Concerns raised regarding the connection between the Ritter Building and the new town hall, particularly due to differences in elevation. The new town hall entrance will be at sidewalk level, with a sloped corridor leading to the lower level of the Ritter Building. Access to Offices: Questions were raised about how accessible the lower level offices (e.g., Treasurer, Assessor) would be from the Town Manager’s office given differing elevations. Survey Data Needs: The team emphasized the importance of precise survey data to finalize connection details between buildings. New Town Hall Entrance: Tony’s concern about the new town hall entrance being accessible was addressed. ===PAGE 2=== The entrance will be at sidewalk level at the corner of the library and Ritter properties. The design allows for internal floor-level transitions to accommodate elevation changes. Old Town Hall Programmatic Spaces: The first floor primarily houses programmatic spaces, with the middle corridor highlighted in yellow. The second floor is designated as hearing room space with minimal programmatic use, including cable access facilities. Site Plan Considerations: Most parking will be located at 30 School Street. The path from the parking area to the Meeting House should be emphasized. Suggestions included evaluating the possibility of a new entrance near the main road and considering a crosswalk there. Crosswalks: There were differing opinions on adding a second crosswalk near the existing one. While some saw potential in this, others expressed caution about its proximity. PACC Building: PACC was discussed as a standalone structure that should remain functionally connected but not physically integrated with the main buildings. Layout Adjustments: Color-coding improvements for the new town hall spaces were suggested. The idea of grouping Town Clerk, Treasurer, Collector, Assessor, Accounting, and Town Manager’s offices on the same floor was proposed. Ritter Building Usage: Suggestions included expanding the ground floor northward to provide additional space for the Town Manager’s office. Using the basement for programs like ACE and less-utilized services such as State Representative and Veterans Affairs offices. Positioning the Recreation Director and Facilities Director offices on the second floor of the Ritter. Concerns were raised about the school superintendent’s office being located on the lower floor of Ritter. Suggestions included moving it closer to the new town hall or to an expanded Town Manager’s office area. Structural Considerations: the design must account for the Ritter building’s north wall issues, including energy inefficiency due to leaks. Expanding and possibly adding a new level to the Ritter to maximize usable space was recommended. It was emphasized that clear, accessible pathways should connect the buildings, with attention to preserving distinct aesthetics between the Ritter and the new town hall. General consensus highlighted the importance of prioritizing accessibility, functional space allocation, and energy efficiency while addressing programmatic needs. The architects were encouraged to incorporate these suggestions into updated plans for further review. Architects to revise layouts based on the feedback, especially concerning programmatic space adjustments, crosswalk considerations, and structural enhancements. Further analysis of space needs for school-related programs and updates to the proposed connections between the buildings. The committee discussed the limited space for parking, particularly at the southwest corner and along School Street for handicap spots. Tony emphasized that parking should not dominate the design, and that the available space should be better utilized for building purposes. Committee members agreed to review the parking requirements based on code. The new town hall design includes a connector to Ritter. It was discussed that the connector should be on two levels to accommodate changes in level and maintain smooth accessibility, particularly from the sidewalk into the new town hall. Concerns were raised about the need for the new building's front to mirror the current Town Hall or Ritter building, particularly to maintain the historical aesthetic of the area. Members suggested that the side entrance from the parking lot should feature architectural elements signaling "Town Hall." Robert confirmed that the elevator would be placed in the center of the new town hall’s footprint. Members voiced concerns about the addition to the Ritter building, specifically that the design didn’t enhance its appearance. A few members also expressed dissatisfaction with the current design of the addition, particularly the curved roof. ===PAGE 3=== It was noted that PACC requires a significant amount of space for their operations. The committee discussed their growing space needs and the possibility of relocating them to a new building separate from the town hall. There was concern about the cost and feasibility of including PACC in the current town hall project due to space constraints. It was suggested that PACC should educate the public about their operations and how much space they truly need. The committee discussed the projected cost for building out 2,700 square feet for PACC, with estimates suggesting a cost of approximately $1.6 million. There were concerns about whether this investment would be justified, given that some members felt the community might not view PACC's studio as critical for the town’s operations. Members discussed options for shortening the connector or adjusting the number of floors in the connector and that the connector could be more cost-effective if limited to a single floor. The committee debated whether the entrance should be on Main Street or School Street. While Robert suggested an entrance on the narrower side facing Main Street, Tony proposed an L-shaped design that would face Mass Avenue. Some members felt the current entrance design needed to better reflect the town hall’s traditional architecture. Tony raised concerns about adding the Brooks House project to the committee's agenda, suggesting that focusing on the town hall should remain the committee's priority. Some members agreed that the Brooks House issue should be handled separately and not interfere with the ongoing town hall project. The next meetings are scheduled for January 6th and 22nd. The committee will review revised renderings and continue refining the design. The goal is to make significant progress by mid- January. Robert thanked the committee for their constructive input. He mentioned that they would return to the drawing board and provide updated plans for review. Tony reiterated the need to stay focused on the town hall project and expressed hope that future meetings would bring positive responses to the revised designs. A motion to approve meeting minutes from November 14th, and 20th and 25th 2024 was made by Tom Gray, seconded by Brian Lehtinen, approved unanimously. Michael-Ray Jeffreys thanked all the members for their work on the committee. Motion to adjourn by Matthew Allison at 7:34pm, seconded by Tom Gray, unanimously passed.