COA reviews design for Center at the Heights renovation; kitchen, vestibule and fitness spaces top concerns

Needham —4 —4 The Council on Aging reviewed schematic-design drawings for a consolidated renovation of the Center at the Heights during a public meeting, focusing on a new vestibule, converting the existing kitchen to a commercial kitchen, and swapping the game room and fitness room to enlarge exercise space.

Board and staff discussion focused on operational details (how to keep congregate meals running during work), accessibility and staffing, and the budget and construction timeline. Project architects from BH&A and a building-design representative presented plans and answered questions about alternatives for staff break space, parking and staging for construction.

The board heard that the proposed vestibule would sit on the parking-lot side of the building and include entrances from both the building and the lot; the design team said the canopy will be placed over the parking-lot-side entrance to avoid interfering with upper windows. The team also said the vestibule would include signage, an accessible entry and automatic door controls and that parking would be restriped to improve access to accessible spaces.

Architects described the kitchen work as substantial demolition with a retained service counter at the serving window, installation of commercial appliances, a new walk-in refrigerator and freezer and reusable stainless-steel work tables in place of the current teaching island. The design team said the existing grease trap will need to be replaced with a larger unit and that a new hood is being priced as an alternate. A project presenter said the kitchen demolition and reconstruction were being priced and noted the existing cabinetry and some equipment could be reused if appropriate uses are identified.

Board members and staff pressed for options to maintain the congregate-meal program during construction. The group discussed options including moving meal preparation to a school cafeteria for part of the year, contracting with another provider, providing boxed meals during construction, or a temporary off-site kitchen. The presenters said they were exploring alternatives; they also flagged that the kitchen construction itself was expected to last months (the team described the kitchen construction phase as a multi-month effort) and that interim arrangements would be required.

Converting the kitchen to commercial use raised questions about future operations: who would staff it, whether the town would fund ongoing staffing costs, and how volunteer roles would change. The presenters and staff noted the capital request is for facilities and equipment; operating staff and recurring payroll would be a separate budget issue for town leaders to consider during future budget cycles.

The plan to enlarge the fitness room depends on moving the game room activities to the Second Floor. That shift would create a larger, roughly 1,300-square-foot fitness space where the current game room is located and convert the former fitness room into an exercise/dance room. The design team said they expect to move many game-room items upstairs (two billiard tables, ping-pong table, one computer table) and to reuse existing light fixtures where practical. The team noted additional electrical capacity may be considered for future equipment but said the current equipment list shows relatively few powered pieces.

Relocating or replacing the staff break room was a recurring concern. Designers presented three options: converting a small upstairs conference room, using the nurses/veterans office area, or building a break space in the basement. Staff and board members said the conference room is used frequently for private client meetings and that moving staff out of sight (for example to the basement) could be unwelcome; the basement option was estimated as an additional $30,00090,000 in schematic scoping and could require new mechanical work and a lift pump for drainage. The design team and staff indicated they would prepare a trade-off matrix that maps cost and program impacts for each option.

Board members also discussed parking and construction logistics. The project team said they would forbid construction workers from using CAF-owned parking and would pursue alternative contractor parking and staging (including possible use of MBTA or school parking for a short period). The team said coordination will be required for dumpsters, deliveries and temporary loss of parking during demolition and utility work, and that a new generator project being coordinated by building maintenance will require a cut through the parking lot and repaving.

Schedule and budget: presenters said schematic design is finished and cost estimates are higher than initial feasibility numbers largely because of the game-room move to the Second Floor. The team plans to complete construction documents by January, advertise for bids in FebruaryMarch and have bids in hand before annual town meeting; however, the construction start may not be immediate and some equipment and work could shift into later fiscal years. Project presenters noted the capital estimate must be finalized and soft costs (FF&E) added; that update will be presented to the board prior to capital and PBBC (Permanent Building Committee) hearings.

Board members urged the COA to be publicly supportive of the project while the town evaluates capital priorities and the finance committee considers costs. At the meeting, staff asked board members to advocate for the project to select board and finance committee members and to help the "friends" group with modest fundraising for nonstructural items such as specialty equipment and serviceware.

What happens next: the design team will return with refined cost estimates and a decision matrix that lays out trade-offs among break-room location, program disruption and cost. The project will be scheduled for PBBC and capital-plan review; the presenters asked the COA to be prepared to weigh priorities so the town can set a capital request.

(Ending) The board concluded the discussion with requests for more-detailed cost breakdowns, options for interim food service and a staff-led trade-off matrix. The design team and building staff said they will finalize construction documents, return to the COA with updated budgets and present at the PBBC hearing prior to town meeting.