The heart of the meeting revolved around the financial hurdles encountered in the Center for Active Living renovation project. A critical decision point emerged as the board grappled with a $2.6 million budget overrun. This discrepancy was attributed to unforeseen complexities in the design and structural integrity of the building. Project representatives explained that the initial estimates had evolved considerably due to necessary design updates and structural modifications, leading to a revised budget that exceeded the original $5 million appropriation.

The project’s design team, including architect Kurt Raver and project manager Rick Pomeroy, detailed the current status of the design documents, noting that 96 drawing sheets covering various engineering aspects had been prepared. The team highlighted that although there were no significant surprises in the existing conditions, certain structural elements required more attention than initially expected, prompting a reevaluation of costs. This reevaluation resulted in a delay in obtaining final cost estimates, which were not expected until later in the month.

A contentious point in the meeting was the discussion around whether to pause the project until a clearer budget framework emerged or proceed with obtaining contractor bids. The board was urged to consider moving forward with the bidding process, as contractor bids would provide a more accurate cost assessment compared to preliminary estimates. This suggestion was met with mixed reactions, as some board members expressed concerns about the financial implications of proceeding without a definitive budget.

The board also deliberated on the implications of relocating Council on Aging (COA) activities to a temporary location. The project team advised against relocation without certainty regarding the project’s progress, highlighting the risks of committing to temporary accommodations without clear timelines. Despite some recent projects coming in under budget, the estimates for this project remained conservative due to ongoing market uncertainties.

Public comments underscored the community’s concerns regarding transparency and the need for regular updates. Pat Burke, chair of the COA, voiced disappointment that the project would not meet initial expectations and stressed the importance of the CFL to Chatham’s senior population. She called for increased transparency and routine updates, noting difficulties in accessing project information and expressing concern over funding requests followed by insufficient budget allocations.

Ann Ryan, another COA board member, shared her concerns over the lack of prior indications that the $5 million budget might be insufficient, emphasizing the issues facing the building, including deferred maintenance costs. Other members echoed these sentiments.

As the board navigated these complexities, members explored the possibility of a special town meeting to address potential budget overruns, with recommendations to schedule it early to avoid delays. There was consensus on the necessity of contingency plans and the importance of board consensus regarding budget overruns. Members expressed disappointment over the lack of communication about the $2.6 million figure in prior documentation, emphasizing the need for a collaborative approach to ensure the project’s success.

In addition to the renovation project, the board addressed other matters, including legal issues concerning 127 Old Harbor Road and a pressing vacancy for a delegate position to the Barnstable County Assembly of Delegates. The legal matters were deferred to a future meeting to ensure full board participation, while the board established a timeline for interviewing candidates to fill the delegate position.