ACM NE Conference November 1-3, 2017

1. ACM NE ConferenceNovember 1-3, 2017 Robert S. Kelly Executive Director NewTV Building a new (or updating your) Community Media Center

2. Where do we begin? • Formulate a building committee comprised of professionals in the construction industry, financial advisors, a real estate lawyer, municipal leader, space planner, interior decorator and a really good clerk. • OR… • Formulate a group of really hard working, passionate and loyal volunteers. • Are you, your staff and your board on the same page? • What are your needs: • Did you complete a Strategic Plan? If so, many of your facility needs have been identified there. Was a community survey done? • If not, where do you want to be in 5 years and beyond? • What services are you adding? • Where will your growth come from?

3. What is your borrowing capacity? • Have you contacted a bank or lender to see how much funding your community media center qualifies for? • Reach out to the bank or institution you have your checking and savings accounts with first. Chances are you have established a friendly partnership with them already. • But get three quotes anyway…CYA • Expect to put 20% down from you bank deposits. • If you are a non-profit, ask about a Mass Development Tax Exempt Bond. • Ask about closing costs, permits and attorney fees up front. Make them cap the amount so there are no surprises. • Whatever the “all in” construction quotes are - add another 10% for the unexpected.

4. Deciding on contractors: • Avoid conflict of interest – no board members, family members or elected officials submitting bids. • Bring in an architect that shares your vision. • Project Manager versus General Contractor: BONDED • A Project Manager is capable of working with your existing subcontractors and takes a management fee. • A General Contractor brings in their subcontractors. • There is the possibility that the PM and GC can do a little of both. • Union versus non-union: this is strictly personal preference. • Your media and telecom vendors must be alerted to the improvements and impact on existing infrastructure. • Conduct an environmental and structural study of the space/building.

5. Timelines • When should we start? • Least impactful to your annual service offerings such as annual meetings, election coverage, tapings, etc. • Is there a slow period at your center? Summer? • Least impact on your community, neighbors, producers. • Post timelines (construction schedule) on website and in the facility. Keeps contractors accountable – sometimes! • Clock starts ticking with the lender as soon as you sign on the dotted line. • Conduct biweekly meetings with the PM or GC to keep staff and board aware of progress.

6. The Layout • Flow is essential – • If possible keep administrative offices and support together while doing the same with production and programming. • If possible, allow for a kitchen that is large enough to be used by a caterer during hosted events. • The design should allow for other organizations to want to host an event or two in your facility. Many benefits to this. • Strategically placed bathrooms and exits. • Artwork! Invite local artists in to help with the layout of the artwork. • Lobby should be inviting and descriptive.

7. The Work • Make sure you add a WOW! factor. • Walking in the front door. • Studio/control room view. • A cool looking piece of artwork. • Flooring is key – choose the most durable and do not cut the cost in this category. • HVAC – quiet and efficient. Roof units versus wall panels. What do your needs require. • Security, telephones and internet should reflect the current advances in technology. • Choose tasteful furniture and artwork to reflect your vision.

8. Permits and punch list • Make sure there is an active punch list that you and the GC agree to. Hold out final payment to ensure the list is completed in a timely fashion. • CO’s and temp CO’s – secure from the municipality to move into your space. • Attempt to get a finished copy of the floor plan from the architect or GC. Frame it or store it somewhere safe for future reference. • Gather all warranties, manuals and associated documents related to the installed appliances and put them in a safe place. • Conduct one final walkthrough with GC and staff – include a workshop to train the staff in the use of the new appliances if necessary.

9. Light at the end of the tunnel • Apply cool paint colors to entice and nurture ideas and creativity – or just apply some basic earth tones if you are at a loss. Painting common areas should be done every 3-5 years. • Lobby furniture should be comfortable, durable and easy to clean. Often times the lobby furniture doubles as set furniture so keep this in mind when purchasing. • Include trophy/award cases, tablet stands, lobby monitors and a place to hold forms/flyers/business cards. • Partner with artists (and florists if possible) to put the finishing touches on the common area walls and in the lobby. • Ribbon cuttings, soft openings and grand openings will help gain community and industry visibility. If you have cake and ice cream - invite me please!