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HomeMy WebLinkAbout2012-10-31-TFMP-min77SR 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 31, 2012 Place and time: Public Services Building, 8:30 a.m. Members present: Bill Kennedy, Chair, Peter Kelly, Richard Pagett, John P. Carroll, and George Burnell Members Absent: Jessie Steigerwald, Jeanne Krieger Liaisons Present: Louise Lipsitz, School Department, Mark Corr, Police Dept., Laura Hussong, CCTF, Joe Pato, Appropriation Liaisons Absent: Lames Goell, CCTF, Alan Levine, Appropriation, Joe Pato, Paul LaPointe CoA, David Kanter, Capital, Joseph McWeeney, PBC, Linda Vine, Town Manager's Office Also present: Ken Buckland, Cecil Group, Eunice Kim, Cecil Group, Pat Goddard facilities staff Recording Secretary: Laurie Lucibello The meeting was called to order at 8:35 a.m. by the Chair. • John Carroll stated for the record that his company provides snow plowing service for the Scottish Rite Facility and that there will be no conflict of interest. • Ken Buckland and Eunice Kim from Cecil Group updated the committee on program assessments, building assessments, and initial assessments of the Scottish Rite Facility.. • Town Office Building was recently renovated in phases, with Cary Memorial Building being used a swing space. The project was successful in meeting the program needs. Ken also remarked that the Recreation Department would be shown as part of the Community Center program. • Lessons learned include that common spaces and waiting areas are perhaps not large enough. Online uses are beginning to take the place of people coming into the offices. Fewer people at the counters and more doing business online is a big item. • Ken Buckland observed that Lexington has one of the most expensive DPW Buildings in the state and would like to learn what the dialogue was that took place to make the decisions and polices for this building. Again, the project was successful in meeting the program needs. • Cary Library renovation from several years ago is also considered to have been successful. Changes in technology that have come in to play since the renovation will impact uses of the library. • Fire Department study and program from 2011 is considered to be substantially current, but 2nd Assistant Chief position has been added. This does not substantially change the building program. • Police Department study and program was also completed in 2011. Some updates could include additional storage, traffic bureau and traffic supervisor, evaluate location of dispatch, firing range location and if indoor or outdoor. These will all need further discussion. • Ken Buckland suggests that an understanding of what does it take to qualify a police officer and the cost of training should also be part of the discussion on program. • Ken also discussed that the Police and Fire Studies of 2011 considered a combined facility. The combined facility had limited effect on total program as only lobby, exercise facility, training room, and perhaps some storage could be shared. • Senior Services has changed since the 2008 study, including Adult Supportive Day Care has been eliminated, Transportation has been added, and Veteran Services has been staffed full time. • Visitor's Center program may have more space than needed for the Chamber of Commerce on the 2nd floor. • Munroe Center for the Arts is using less program space than the 2005 study shows. • Hastings School enrollment has been steady; classroom need has grown from 21 to 22. There were several questions and comments during the review: • George Burnell questioned if the programs had been vetted. • Peter Kelley asked if the Recreation Director and the Town Manager were on board with the need for the Recreation Department being located in Community Center. • Richard Pagett remarked that he is uncomfortable that the previous needs assessments might not have been vetted, but is happy if they have been. • Ken Buckland stated that verifying the program was not in their scope, and that the previous studies were to be used as a basis for the Master Plan process. After discussion, the committee agreed that the studies were a snapshot in time and that they were sufficient for this planning purpose, but they should be vetted in the future when the facility becomes a proj ect. • John Carroll asked if the Police Headquarters is a good location, or if it should be moved and is the parking sufficient. • Chief Corr responded that location of the Police Headquarters is key because the community needs to know where it is. Parking is not a primary issue. • The decrease in Munroe Center of the Arts space use was attributed to a new process for filling space, which takes longer than the previous process, but the need exists. Ken Buckland presented an overview of the initial Scottish Rite Assessment: • Commanders House is designed for residential use. • Could be small amount of mold on attic insulation. • Layout plan not well coordinated. Home is not handicapped accessible. • Bill Kennedy asked if the home could be used for affordable housing, as he is also Chair of LexHAB. • Ken described the home as more of a rooming house, living options are open, and the Scottish Rite is open to keeping the home if it doesn't fit into Lexington plans. If so, an easement may be necessary for utilities. • Ken reported that the home parcel is about ' /z acre. • Peter Kelley, who is also on the negotiating team, commented that the home may not be suitable for public use and the funds to purchase it ($1,000,000 range) may be put to better use for affordable housing. • Ken then began discussing the training center, which has been expanded and has a large parking lot. Property lines would need to be changed to accommodate the shared parking arrangement. • Questions arose as to the parking lot, and if it was available for sale or if the Scottish Rite planned to keep the parking lot. Ken reported that he would have the question clarified. • Ken also reported that the building was in good condition, some wood exterior needs repair. The MEP assessment is still in process. • Ken also reviewed the Carriage House. Plan for the structure are not available. Outside is vinyl siding and the inside has minimal improvements, no sprinklers, and some signs of mold in the basement. The building will need renovation for most uses, such as dining, art studios, etc. • A short discussion ensued on using the Scottish Rite facility as a Community Center, which would perhaps require a new gym. • Ken reviewed a Scottish Rite Site plan with a Fire Station, Police Station, and a Community Center individually located off Marrett Road on the level area of the property. • Discussion ensued on the need for a second access road and whether that could be accommodated by the Commanders House. • Ken concluded the status update. Bill Kennedy asked Ken what was needed from the committee and if Ken wanted to discuss the DPW building. Ken remarked that the discussion at today's meeting was very helpful and he would like to understand the Town process for constructing the building and value to the Town and the constructed cost. Several committee members contributed to the discussion on the new DPW building (Public Services Building.) • Strong sentiment throughout the town, the building was old, inefficient, foundation, health and safety issues. • It took 20 years to convince people. Dynamics going for school at the same time, operational override. • It was the old Trolley Barn we had to back vehicles in 4 deep. • Biggest point of contention was the cost keeping trucks outside. The savings on maintenance and durability. A lot of people opposed it but it passed. • Stand alone question. Whole community; where it should be, what it should be. Brought operations to a facilities department. Battles about heat in the garage. Strong argument about work environment and employee morale was important. Care and appreciation for trucks we rely on. • LEED Certification environmental components, retention of storm water, sustainability. • Exceptional PBC, very productive. The town has a high regard for their work. Bill Kennedy then asked the committee to consider changing the February 13, 2013 meeting to February 12, 2013. All agreed to the change. Richard Pagett reiterated his request to have materials prior to the meetings, which he previously requested. Ken remarked that they would comply with the request. Peter Kelley made a motion to approve the October 5, 2012 Meeting Minutes. Seconded by Richard Pagett and approved (5 -0). Meeting adjourned by the Chair at 10:00 a.m. Materials used at the meeting: Agenda, October 5, 2012 Meeting Minutes, PowerPoint presentation prepared by Cecil Group, Inc.