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HomeMy WebLinkAbout2012-10-05-TFMP-min77S TOWN OF LEXINGTON a Ad hoc Townwide Facilities Master Planning Committee k_ APRIL IT � k1 NG'V Minutes Town of Lexington Townwide Facilities Master Planning Committee October 5, 2012 Place and time: Public Services Building, 8:30 a.m. Members present: Bill Kennedy, Chair, Peter Kelly, Richard Pagett, John P. Carroll. Jeanne Krieger Members Absent: George Burnell, Jessie Steigerwald Liaisons Present: David Kanter, Capital Expenditures, Paul Lapointe, Council on Aging, Louise Lipsitz, School Department, Mark Corr, Police Dept., James Goell, CCTF, Joseph McWeeney, PBC., John Wilson, Fire Department Liaisons Absent: Laura Hussong, CCTF, Alan Levine, Appropriations, Joe Pato, Appropriations, Linda Vine, Town Manager's Office Also present: Ken Buckland, Cecil Group, Eunice Kim, Cecil Group, Lori Cowles, HMFH Architects, Inc., Mark Barrett, facilities staff, Pat Goddard, facilities staff, Joel Adler, Bob Pressman Recording Secretary: Sara Arnold The meeting was called to order at 8:30 a.m. 1. Introductions: Ken Buckland and Eunice Kim from Cecil Group, and Lori Cowles from HMFH Architects were introduced. 2. Overview: Mr. Buckland explained that Cecil Group will be working with the committee to identify how Lexington can maximize efficient and effective use of its public buildings. Considerations will include the function of the buildings and the image that Lexington desires. Mr. Buckland identified four tasks: • Task 1: Hold today's kick -off meeting • Task 2: Expand the conditions assessments that already exist and develop an analysis based on these assessments; an interim report will allow the committee to evaluate whether Cecil Group is on the right track. • Task 3: Create a space and needs program analysis of the buildings; include looking at the Scottish Rite property to determine, among other things, the property conditions that restrict reuse, and then develop five alternatives for the use of this property. • Task 4: Develop an alternatives analysis and recommend a preferred scenario; address questions such as where department's best fit into the structures and which departments can best share facilities or spaces. A Facility Master Plan will be developed. 3. Questions and Answers: In response to questions and concerns, Ken Buckland explained: • The Master Plan will consider both capital and program needs. • Experiences in other communities can help facilitate the "buy -in" process, which is important. • Cecil Group is aware that potentially useful material is being developed by other groups, including the Ad Hoc Committee on Cary and the Fire Department. • Cecil Group understands that some plans identified in previous studies have been implemented. • Buildings such as the Monroe Center for the Arts and the Visitors Center (both of which are leased to outside entities) will be included because they have public functions that are of value to the Town. • Recreational facilities, other than those used for administrative purposes will not be included. • The police department's firing range will be included as a decision by the Town. • Fire and police departments have different missions, but an effort will be made to identify any overlap, such as needs for training. • The previous recommendations regarding facilities could be tweaked during this process, but major changes are not anticipated. • Cecil Group will include comments on the extra space that is currently being requested by departments. • Cecil Group will initially create 10 scenarios, reduce this to five, and ultimately identify a preferred alternative that will include a capital program; tax implications will be considered. • Cecil Group will not develop architectural plans for the Scottish Rite property, but there will be block diagrams. • Cecil Group will be looking at the study Design Partnership 2009 when considering school administration needs. • Cecil Group will not completely revisit what departments have said in the past about their needs, but there may be times when a department will be asked to consider efficiencies and alternative uses of space, for example. In response to questions about Town owned land that is not currently being used, Pat Goddard said that he is developing a map showing all of the available space and this will be shared with the Cecil Group for its use and consideration. In response to the concern that needs are important but capital impacts /constraints are also important, Mr. Buckland commented that when looking at tax implications, it would help to know if the Town wants a 20 year program or a 15 year program or some other length of time. 4. Members' Goals: In response to Mr. Buckland's request, individual committee members identified the following goals or important issues: • Consensus should be sought on the design, use and location of facilities; changes in the community in general and technology specifically, should influence the outcome. An example of community change is the previous desire for a senior center, which has now shifted to the desire for a community center. • Location is not as important as whether programmatic needs are being met; does the Town have the facilities to meet those needs? • The reports should be thorough and identify the different views of the various departments in Town. • The building analysis and the desirability of new versus renovating will be important. • The process should enable the Town to prioritize which things are most important. Mr. Buckland commented that this is complex, but Cecil Group will strive to organize material in a way that helps the committee toward this end. • The Town needs a guide with the big picture. 5. Future Schedule: The committee plans to meet on Wednesdays at 8:30 a.m. The following meeting dates were identified: • October 31 • November 28: The Cecil Group will have property assessments completed; viability of their uses should also be near completion. • December 12 • January 16 • February 13 • March 20 The contract calls for completion of the final report by April 12. 6. The meeting was adjourned at 9:30 a.m. Materials used at the meeting: Agenda PowerPoint presentation prepared by Cecil Group, Inc. 3