2021-11-04Join Zoom Meeting
Meeting ID: 83250O789O1
PaS3Cnde:188O64
Phone: +1929 205 6099 US (New York)
Community / Senior Center Advisory Committee
Thursday, November 4,2O21@ 6:00 PM
Board ofEducation Conference Room
Regular Meeting
1' Call tmOrder-ChaimnanBnemdmnLuddy
Chairman Luddy called the meeting to order at 6:02 p.m.
2. Roll Call
Attendance:
Members Present: DonnaBnvee BarboruGombotz Tim Grady, BnendenLuddy W1ikeUnonaga
Members Absent: Dave Cyr
Staff Present: Director ofCommunity, Recreation and Park Services Jennifer Ochoa, Superintendent
of Recreation Debbie Dennis, Sr. Center Director Tina Doyle
3' Audience of Citizens
Tim Thurston, 100 Saw Mill Dr., Berlin - Mr. Thurston noted that the town needs a pool that is
regulation competitive with a combination design for both Seniors and the High School to use. Also,
a gym for Seniors should beincluded inthe plans.
Eileen Thurston, 100 Saw Mill Dr., Berlin — Ms. Thurston noted that Chelsea Pier Connecticut in
Stamford isanoutstanding facility for ideas. Our plan could include daycare options, swim lessons,
splash pad for children, gym facility, arts and crafts school program room, High School internship
possibilities and an overall design that is marketed for everyone. It is also important to have extra
deep diving areas that are beyond regulation size to maintain usefulness.
4. Approval of Minutes, September 27, 2021
Ms. Boveerequested anamendment tnthe September 27,2021minutes, Amendment isthat the
Committee is working towards a November 2022 referendum and asked Chairman Luddy to
communicate with Town Council that based on the current schedule, the Committee will not
achieve the task to meet an April 2022 referendum. Costs will go up because the architect's cost
estimate assumes we start construction in Summer 2022.
Mr. Grady moved to approve the September 27, 2021 Special Meeting minutes with this
amendment.
Seconded by Ms. Bovee
Those voting in favor: Ms. Bovee, Ms. Gombotz, Mr. Grady, Chairman Luddy, Mr. Urrunaga
Vote being: 5-0. (MOTION CARRIED).
5. Discussion on Sites Visited
a. Bloomfield Community Center (please see attachments of notes provided by Chairman
Luddy and Ms. Bovee)
Discussion took place based on the notes provided by Chairman Luddy and Ms. Bovee. Outside of
the notes provided:
Director Doyle mentioned an entrance near the gym is available to use on Saturday's and the gym is
divided up by a curtain, they have volleyball and pickle ball courts, the town would prefer more
windows, they have a large food pantry and the Senior Center dining area has a patio with outdoor
tent and tables.
Mr. Urrunaga asked if they have the Silver Sneakers program and Ms. Bovee advised there is no
Silver Sneakers program at Bloomfield. Some insurance companies provide Silver Sneakers for free,
or at a reduced fee, but not every location offers it.
b. Mansfield Community Center - (please see attachments of notes provided by Ms. Bovee)
Discussion took place based on the notes provided by Ms. Bovee. Outside of the notes provided:
Mr. Urrunaga mentioned they charge the schools for swim meets and have membership fees. Also,
there is lack of space in the layout, they need more office space.
Mr. Grady said there is a sound problem in pool area, very loud when classes take place. Also, the
facility has 40% out of town usage likely because there is not much competition nearby.
Director Doyle added that Mansfield has an indoor track located above the gym area. They included
family changing rooms and have different classroom spaces.
c. Glastonbury Riverfront Community Center- (please see attachments of notes provided by
Chairman Luddy and Ms. Bovee)
Discussion took place based on the notes provided by Chairman Luddy and Ms. Bovee. Outside of
the notes provided:
Director Doyle said they have anice Senior Center, but no gym or exercise equipment, There isa
beautiful all-purpose room with a caf6, patio area and pickle ball courts. They also draw good
revenue given the location.
Mr. Urrunaga added the facility is definitely a Senior Center and not a Community Center. |tisa
beautiful building with very nice staff. They have removable walls that are good for meeting
spaces. The commercial kitchen iadesigned for banquet use and for the caf6.
d. Newtown Community Center -(p|easesee attachments ofnotes provided byChairman
Luddyand Ms. Bnvee)
Discussion took place based on the notes provided by Chairman Luddy and Ms. Bovee. Outside of
the notes provided:
Superintendent Dennis mentioned that Newtown's pool area includes space for classes and laps.
They have a competition pool, therapy pool and splash area.
Director Doyle added that Newtown built outdoor bathrooms for events and they purchased taller
tables for the Art Room. They have a warming kitchen and use the town's school lunch program
for meals.
a. Discussion offuture site visits
Director Ochoa will schedule site visits for Windham and Branford. Windham isstill under
construction, but Committee is able to tour what exists now.
a. Windham
b. Others— Branford is newly remodeled, Ridgefield, Rocky Hill, Cromwell and Chelsea
Piers could possibly provide additional ideas.
f. OpenDiscussion/Communications
Overall, the visits were great and the Committee is learning from them and will seek architect input
and work with Finance Director Delaney. It was suggested that having one lower level isbest
instead oftwo floors with nnelevator. The Town would also consider emergency shelter facility
planning. The Committee also considered looking at the Plainville YMCA and New Britain YMCA.
The goal isaNovember 2O22referendum. ApriU2O22would bepushing it. Director Ochoa will
invite Economic Development Coordinator Jim Mahoney to the December meeting, as well as State
Representatives Cathy Abercrombie, Donna Veach and State Senator Rick Lopes.
g. Adjournment
Mr. Grady moved to adjourn at 7:35 p.m.
Seconded by Ms. Gombotz
Those voting in favor: Ms. Bovee, Ms. Gombotz, Mr. Grady, Chairman Luddy, Mr. Urrunaga
Vote being 5-0. MOTION CARRIED
Submitted by,
Alina Brown
Alvin and Beatrice Human Services Center fB|oonmfie|d\
Date ofVisit — October 12,2O21
Berlin attendees: BnenclenLuddy Donna Qovee,Tina Doyle
Bloomfield — Dave K4e|eako,Director nfLeisure Services, Yvette Huyghue-Pannne|LDirector ofSenior
Services, Director of Youth and Social Services
The facility houses the offices of Leisure Services (Parks & Recreation), Senior Services mnthe main floor
and on the second floor, Youth and Social Services along with the town's Food Bank. The second floor is
accessible via one elevator and stairs onthe left side ofthe main entrance.
The first floor has a multi-purpose room that can be sub -divided into 3 smaller rooms with fancier
lightening, ceiling, furniture, etc. Various community ronnos,a small teen center, afull size gym,
exercise room, art rooms, ateaching kitchen (3stations). The Senior Center portion has aHealth/Nurses
Room with a shower facility, a Fiber Arts (knitting, etc.) room, ooffee/cafd area, billiards room, m couple
otmeeting rooms, dining area where daily lunches are sen/ed, and asma||er kitchen.
Each nfthe department offices has its own rest room. Various large monitors display programs, etc. are
displayed throughout the building which are also available on-line as well. Very well communicated and
maintained by Leisure Services. There is courtyard but not used (see lessons learned).
The building is 56,000 sq. feet and cost $22.3 million to construct (Brenden to confirm). Referendum
approved in 2016, construction started in 2018 and opened in August 1, 2019. Certain cost reductions
were implemented to save money and ensure the project came within budget. Some funds remained
unspent and so they installed a water irrigation system. Cost to build includes $.9 million to demolish
the prior building (old middle school which served later as Leisure and Senior Services) and costs to build
2 outdoor soccer fields. There is room to expand. No pool was included due to cost and other available
nonprofit indoor pools (Mandell Center, eLc.). The high school swim teams which are small innumber
swim out ofWindsor High School.
100% of the construction was funded by the town taxpayers. The architect is Moser, Pilon, Nelson
Architects and the town hired CSG Construction Solutions Group to manage the project.
Operation Cost
Annual operating costs budgeted for the '21222 fiscal year is $1.98 million comprised of Leisure Services
and Senior Services. Leisure Services includes staff costs for all programs including those outside the
Community Center. Costs excluding outdoor pool costs and parks isapprox. $818k. Senior Services is
$550k with their mini bus services costing an additional $536k. Public Works who maintains the facility is
$76k. All department costs include fringe benefits and utilities. | did not include the cost ofthe Youth
and Social Services Dept. on the second floor. I have a copy of the detailed budgets and write ups
prepared bythe departments.
Positives
1. Access to all rooms, storage, etc. is keyless (badge entry or code).
2. Certain areas shared and no issues with senior/community times, it works out.
3. Restrooms and conference rooms in offices — a big plus
4. Sinks in community rooms and shelves.
S. Expansion areas if town so chooses
6. Flexible rooms as programs, needs change
7. Full security system
Lessons Learned
1. Courtyard complete waste, no access to surrounding rooms, no airflow, not used.
2. Coffee/cafe in senior area — no water line!
3. Staff must be involved in design and pay attention to small details — not enough outlets, outlets
not placed in areas needed for counter space, office space, etc. Draws and files cabinets ensure
proper size. Layout games, etc. to ensure enough room (teen center tight and too small);
ensure doors open right way and remain open when moving items in and out of storage
4. Not enough storage
5. Prefer automatic sliders for main entrances not doors; easier access for people of all ages, etc.
6. Ensure all sinks, shelving, are higher levels and that all furniture is appropriate for age groups
for programs such as art...
7. Food bank on second floor — should be on main floor
8. Leisure Services would like their office to oversee the gym rather than be down the hall.
Bovee Opinion
I believe the Berlin Conceptual Design layout flows better for traffic and design. Bloomfield's layout as
you enter has the Senior Services office on right and on the left is the Senior Fiber Art room, cafe leading
to the billiards room, a couple of meeting rooms. Further up the main entrance on the left is the
stairway to upstairs (Youth and Social Services) and on the right is the multi-purpose room. Further to
the right is the Leisure Services Office. Between the Leisure Service Office and Multi-purpose room is a
hallway leading to the Teaching Kitchen, Teen Area and full gym opposite Teen Area. The courtyard is in
the interior with other rooms going around it (a square concept),
Population is 27,900 with 24% ages 64 and older. Due to demographics needs are different than Berlin
and costs are higher than one would expect in Berlin.
Prepared by Donna Bovee
Bloomfield — Human Services CommunitV Center
Site Visit — 10/11/202110:00 am
Leisure Offices:
More Outlets needed atcounter areas
Conference Roam should be out front, Asst. Director office should be switched with Conference Room
Lack ofenough Storage
Ergonomics of cabinets etc... could have been thought out more
Main Lobby/Entries/Corridors
H.LPush toOpen Entries
Painted High GVV8/3heetrockceilings show stress cracka—Maintenanoeissue
Wasted Space????
NotouohscreensaLinfokiosks—necessary?
Courtyard
Not used much, Lack ofairflow, Too hot —Noshade orUmbrellas
Limited access from other parts nfbuilding
Originally designed asp}aysuapearea
Hallways around courtyard used as walking/exercise path
Teaching Kitchen
|sthis anecessity for Berlin?
Wished was larger
Gym
Wished for more Natural light/transoms
Adjustable Height Basketball hoops for youths
Pickle Ball courts — huge success
Having an extra gym keeps control from school system
No pool —would have added $4 million to building costs
Costs of current pool operations was a consideration not to add pool/pools
Fitness/Exercise Room
Wished it was twice the size
Gets a lot of use
Functions: Community Center/Senior Center/Youth Services
Buses —7buses, 2vans
5O&Over Senior Center
Nurses Office
CoffeeShop—Novvateroemice/sink
RatRoof—has|eaksinacuup|eofareas
Mansfield Community Center
Date of Visit — October 26, 2421
Berlin attendees: Tim Grady, Mike Urrunaga, Donna Bovee, Tina Doyle
Mansfield — Jay O'Keefe Acting Director of Parks and Recreation
Building
Mansfield operates a separate Senior Center facility and is not included in this facility. However, seniors
have joined this facility and use the pools, fitness center, indoor track and gym and are not duplicated at
the senior center.
The Cost of the building was $7.675 million with donations including naming rights of rooms, etc.
contributing $340k and the balance paid by the town taxpayers. Since the original construction starting
March, 2002, the 38,000 sq. ft. facility was completed in 2003. Major cuts from the original design
were: a reduction of 12,000 sq. feet with a leisure pool being eliminated; reduction in size for the 25 -
yard lap and diving pool (was to be 25 meters); 6 lanes from the original 8 lap pool; and removal of a
black box theatre.
Since the original construction they have added Solar Panels with Sun Edison in 2008. The town entered
into a 20 -year agreement with $0 installation cost and save 1/3 on annual electrical costs. In addition,
they have added pool blankets in 2008 to save water from evaporation. Lighting switched to all LED and
saves $20k annually. In addition, the town established a Co -Generation project in 2009 allowing the
facility to operate off the grid and generate its own power along with the solar panels and reduce
demand on the boilers. Saves $40k in energy costs annually.
Gathering room in front of facility which is open to the public for people to come, read, have a cup of
coffee, etc. Only room available for public use, otherwise must be member or rent area/room, etc.
Very large fitness center upstairs with latest equipment and dance room. Complaint is equipment room
is too congested.
Local companies contribute donations for environmental initiatives in the community center and
worked with the State of CT to give the donating companies a full tax credit equal to their donation.
Larger Maintenance Projects
o Pool Motor replace in 2009
• Every 3 years, pool water to replace?
e One day a year shut down for annual maintenance for aquatic center
Operation Cost
Goal is to have the Community Center be self-supporting with memberships offsetting costs. However,
the town financials do not separately break out the Community Center from other Parks & Recreation
programs. Actual revenues for the '19220 fiscal year (pre-Covid) were $1.456 million, including other
Parks & Recreation programs. The town contributed $0.96 million paying for Parks & Recreation Admin,
costs towards the teen center and outdoor park/pond and other community projects.Tota|Recreation
costs were $232million with a"proft"of$93k. Cumulative profit thru]une'2Owas $12Sk. The town
incurred a substantial deficit in '2O -2I of $3 million mainly due to covid.
The town does accept Silver Sneakers and due to the number of State of CT retirees in area Silver
Sneaker members have grown to 50% of members. Most facilities are ok averaging a 10% level. With
Silver Sneakers the town recovers only $3 each time the member attends with no more than $30 per
month and $36Oannually vs. a full membership of $401 per year/resident or $474 per year/non-
resident. Some facilities are saying no to Silver Sneakers because you have to offer certain programs and
cannot charge for any classes (town absorbs instructor costs).
Mansfield operates with 8.3 full time staff including a membership coordinator (performs billing Q'
collection too) and a.5Oenvironmental planner for the facility. Note the staff also covers other Park &
Recprogran`s. Lifeguards and other part time help covering weekends etc. represents 20 additional full
time equivalents. The facility operates 7 days a week with weekends closing at 4 pm (2 prn during
summer). In reviewing few earlier years Parks & Recreation operate with revenues in excess of
expenditures. Difficult though tobreak apart community center from other programs. Fringes and all
utility costs are included.
Membership and Competition
Mansfield population is 12,000. Membership rates are established for Mansfield residents, and a higher
rate for residents of Coventry, Tolland, Ashford and an even higher rate for those outside that regional
area. There are I9UOmemberships covering 5,OOOmembers.
If a couple of kids wanted to play pickup basketball in the gym, they would have to be a member.
Rooms are rented out for hourly fees. Program fees are established aswell.
Aohi|d care program isoperated for members only.
Competition is with UC0NN (new facility) and Starr Hill.
Positives
1, Offers aquatic physical therapy program with local PT firm. (Newtown noted they do not due to
liability?)
2. Family changing rooms —very popular
3. Continues to look for grants to add to pool and fitness center experiences
4. Has community days periodically
5. Indoor track has proven to be very popular even in the summertime (outside heat)
6. Works with high school to develop life guards and working on seniors as well to help fill the
need
Lessons Learned
1. Pool blankets — obtain the roll up option (remains onthe ends nfthe poo|decN—|ess
maintenance and motorized and will allow the diving board to remain in place
2. Ramps into pool, not stairs
4. Older facility —pool locker rooms small and hallway narrow
S. Therapy pool onopposite side oflocker rooms
6. Have bleachers off deck to save space
Bovee Opinion
Membership fees appear tobevery high. $717iscurrent annual cost for aMansfield family of2 adults
or more than an adult and one child. I also believe they offer too many options (annual, 3 months etc.).
Older facility, definitely more crowded than new facilities being built.
Prepared by Donna Bovee
Glastonbury Senior Center
Date ofVisit — October 26,2O21
Berlin attendees: Michael Urrunaga,Donna Boxee,Tina Doyle
Glastonbury —
Provided tour offacility which isnicely laid out. Nopool, gym, etc which are provided inother facilities.
Large social services staff incorporated in facility as well. Built in 2005.
Not a facility for us to compare our Community and Senior Center.
Prepared by Donna Bovee
Newtown Community Center
Date ofVisit — October 27,2O21
Berlin attendees: Brenclen Luddy, David Cyr, Donna Bovee, Tina Doyle, Debbie Dennis
Newtown — Matthew Ariniello, Community Center Director (Senior Center Director unable to meet
with us)
Building
The Newtown Community and Senior Center opened in August, 2019 and the Community Center and
the Senior Center have their own staff, separate budgets and share the building; however, the Senior
Center has its own entrance and dedicated rooms (request ofseniors). Pool use isinLer8eneratio na|.
The architect isthe same Berlin has chosen for the conceptual design.
The approx. 50,000 sq. ft. (?) building is comprised of the community center and 39,125 sq. foot facility
and approximately 1U,UOUfor the senior center.
Community Center — 39,125 sq. ft. Operates 7 days a week, 360 days per year and 101 hours per week.
As you walk in the front door, receptionist is on the right and straight ahead is a coffee/gathering area
with a caf6 selling muffins, cookies, drinks, etc. The caf6 is run by the Public Schools Special Education
Dept. and funded bvaprivate donor grant. Directly behind one can view the aquatic center through o
glass wall. Community rooms for arts programs, health 7wellness programs, and after school program,
various other adult and youth programs and all (except one room) can be rented. Tothe left once you
enterandontheri8h1sideisthenou|ti'purposenoomvvithfancier|iQhtenin0,dropoei|inghidin8the
pipes, etc. — however still accessible onthe sides. Alarge commercial kitchen isattached and
community events are held in these rooms, can be rented for weddings/showers, etc. Certain caterers
are permitted touse the kitchen. Most kitchen shelving isonracks sothey move easily and can move
out if rented. The multipurpose room can be further subdivided into 3 rooms and it opens to patio that
allows for outdoor activities.
The Aquatic Center has 3 pools- a six lane lap pool, no diving, 25 yards long; a therapy pool (good size)
and aToddler Spray Bay Pool. Ramps are used rather than stairs toenter the toddler and therapy pools.
All ADA compliant, Pools are extremely popular and the town is now having their younger age swimming
teams and the community use the high school competitive 6 lap pool for overflow. There are 3 locker
rooms (family where the shower and changing stall are together, women and men locker rooms).
The Community Center does not have a fitness room (workout machines) nor a gym because approx.
1/8 of a mile away is a huge private NYA Sport Center. The town pays this Sport Center $100k per year
To use its gym, etc. for local Parks and Recreation programs.
Hallways are extra wide (19 ft.) and they will run silent auctions etc. so that rooms can be rented,
Ceilings are open for access 10piping and saved $4;itdoes not look bad atall.
There are 5,000 members and approx. 25% are out of town and pay higher fees. Fees are charged
monthly only. Fees range from $41/noonthfor a family of2 adults and children in same home to
$32/monthfor asenior couple. Senior is6Oand above. Anadditional joiner fee /one-tirne\ischarged
for those members who do not live in Newtown. The town did consider having a Y operate the pools but
fees were going to be high erfor the townspeople and no control forth e community over usage and
fees.
Senior Center —The Senior Center is open 9 am —4 pm, Monday through Friday, It has various rooms for
activities such as sewing, knitting, card and games room that can be divided (with poker tables!), a
coffee and reading area. Further down is a dining room (can be subdivided as well) with a kitchen for
meals served. Senior Services office area is being the receptionist as you enter the Senior Center (side of
bui|ding).The Senior Center isapprox. 1O,OOOsq, ft.
Cost and Funding — The cost ofthe facility was $22million and approx. $3million for public works for
sidewalks, parking etc. Total approx. $25 million of which GE contributed $15 million and the taxpayers
paid the balance. (Need to recheck — all town documents say GE contributed $10 million for the
building). Prior to building the Director spent the first year doing public outreach to businesses and the
townspeople. Heworked also with the architect, etc.
Operating Costs —The Director runs the center like a business and continues to say an empty room is
revenue lost. Goal is to have the Community Center be self-supporting with memberships and donations
offsetting costs. Parks and Reoismseparate dept. The Community Center Director reports directly to
the First Selectman and the there is a separate Community Center Commission.
For the '20-'21 budget, the Community Center revenue is budged to be $1.9 million, which includes $1
million donation from GE (GE gave $1 million towards operating costs in each of the first 5 years).
Expenditures are $1.1 million resulting in $0.8 million excess revenue for the fiscal year. However, ifyou
exclude the $1 million from GE, there is an annual deficit of $.2 million. The Senior Center/Services
budget is $3 million plus $J million for utilities and maintenance. 3o total town sourced funding, if GE
did not contribute the $1 million, is $.6 million for the fiscal year. These costs include services from
other departments such as Park & Rec and Public Works and includes fringe benefits.
Maintenance is outsourced (saved considerable money doing so) and al I employees of the Community
Center are non -onion.
The Director writes his own grants, reaches out to businesses, etc. and has a very aggressive approach to
revenue generation. Very impressed with the Director.
Staff
Staff for Community Center is5full time staff with 3 (fad|ities,aquatics and program coordinators
shared and costs allocated toParks and Rec.)
Part time salaries include lifeguards, bookkeeper, water instructors, event help and a weekend
housekeeper.
The Community Center is a special revenue fund and fund balances are carried forward for future
maintenance urexpansion.
The Senior Center has 3 full time positions and a part time van driver.
Positives
1. Does not offer aquatic physical therapy program due to perceived liability.
2. Separate Family locker room.
3- Director runs it like a business and even has his CPO and can operate the pool system as can the
Aquatic Director.
4. Beautiful facility, well attended.
5. Shared facility services and allocated tobudgets.
6. Solar included (received grant from the state) and operates UV system to for pools to save on
chlorine, utility costs.
Lessons Learned
1. Would recommend liquid chlorine, more expensive but less maintenance. Need outside
storage for it.
2. Ramps into pool, not stairs
3. Lifeguard chairs were the taller ones, replaced with lower ones so eyesight is level to pools.
4. Strongly recommends 8 lap pool.
S. Make sure shower heads donot spray outside shower
G' Pay attention todetails — storage, storage, storage
Bovee Opinion
Best facility thus far. Membership fees more reasonable. Well laid out and welcoming. You can see it is
atrue Community and Senior Center.
Community Center Director is willing to help us in anyway and is currently helping Seymour's advisory
committee.
Recommends visit toRidgefield. Stay intouch with other towns.
Prepared by Donna Bovee
Newtown — Community/Senior Center
Site Visit 10127/2021
Main Lob by/Corrido rs/Entri es
VWdeHa|kuov-aNetoho|deve fairs,etu.
Separate Senior Center & Community Center Entrances
Separate Public Toilets away from Locker Rooms
Locker Rooms
Floor Finishes - not ideal - doesn't hold uptobleach/cleaners
Shower heads -toberenovated - water sprays outside area into changing area
Men, Women, & Family Locker Rooms
Pool
=-=
6lane pool - should have been Olanes -approx. 31million more for two lanes
Kid Pool Connects toThera py/ExenjsePool
Low Walls for separation or some sort of walls would have helped with noise
Hard tohave classes ifkids pool occupied and alp pool occupied
Aquatics Director & Couple others are trained tooperate pools
Pools have lots of use - after school programs, Rec teams & competitive teams at high school do not use
this pool
Combined Pool has H.C. Entry Ramp and ramp between Kids pool to Therapy/Exercise pool
UV/C6|ohne5ysteno
Specialty/Summer Camps -A¢Cooking, Magic-wishforseparate toilets
Fitness rooms could have been larger
C.C.Open 7days per week, Senior Center not open onWeekends
IO5hours, Busy after 4and onweekends
Current Staffing issues
Overall Organization restructuring
Independent Director — reports to1stSe|ectpemon
Newtown has Beach and another outdoor pool
Self-sustaining model, have not dipped into $1 million per year donation for operations
Lots of private rentalfuncLions/vveddings,
Only one small free community room
Fees for use
Furniture was not included inbuilding costo($17SK[I./$6UKfor 3.[)
Lack ofStorage for some areas isanissue
Classrooms should have had separate toilets
Partitions are manual — would benice tohave electric partitions