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HomeMy WebLinkAbout2013-01-16-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 January 16, 2013 Place and time: Public Services Building, 8:30 a.m. Members Present: Richard Pagett, Acting Chair; Peter Kelley, Selectman; Jeanne Krieger; Jessie Steigerwald, School Committee Members Absent: Bill Kennedy, Chair; George Burnell, Selectman; John P. Carroll Liaisons Present: Mark Corr, Chief, Police Department; Laura Hussong, Community Center Task Force (CCTF); David Kanter, Capital Expenditures Committee; Paul Lapointe, Council on Aging; Louise Lipsitz, School Department; Linda Vine, Town Manager's Office; John Wilson, Chief, Fire Department Liaisons Absent: James Goell, CCTF; Alan Levine, Appropriation Committee; Joseph McWeeney, Permanent Building Committee (PBC) Also present: Ken Buckland, Cecil Group; Eunice Kim, Cecil Group; Pat Goddard, Department of Public Facilities; Mark Barrett, Department of Public Facilities; John Fleck, Assistant Chief, Fire Department; Bob Pressman, Community Preservation Committee; Carol Ann Bottino, resident; Joe Pato, resident Recording Secretary: Sara Arnold The meeting was called to order at 8:35 a.m. 1. Comments: In response to a request for comments, Ms. Steigerwald updated the Committee on the School Department's 10 Year Facility Master Plan. It is anticipated that a feasibility study for replacing /renovating Hastings Elementary School will be needed in 2015 and construction will be in 2017. If the school is to be replaced, there will be logistical challenges because there is no swing space available on the property. Although the construction might be done in stages, some students may need to be redistricted. After the new Estabrook opens, it may be necessary to redistrict, and the plan is to factor in any potential Hastings' redistricting needs into one process. Looking further into the future, the high school needs to be massively renovated or replaced by 2020 when there will be 200 more students coming into the facility. The current buildings are old, overcrowded, and need updated HVAC systems. Modular buildings are being used on a short term basis, but this is expensive and inadequate to address the facility's short- comings. The Committee and Ms. Steigerwald discussed student projection methodology. While live births provide one piece of data, many families move into Lexington when their children are entering kindergarten and first grade. Mr. Steigerwald will share copies of enrollment projections and will respond to Peter Kelley's questions about how projections have compared to actual enrollment outside of the meeting. 2. Identification of Parcels and Facilities to be Prioritized: Mr. Buckland provided a list of identified facilities in Town that are being used by the Town or could be used by the Town to meet Town needs. The chart includes costs for renovating or replacing those buildings, as appropriate. If all the projects were completed, they would cost approximately $300 million. The Committee needs to determine if the list is complete and then pursue a process for prioritizing the projects. Those in attendance suggested additions to the list, as follows: ➢ The Muzzey facilities currently being used by the Council on Aging; they could become available if the Town purchases and uses 33 Marrett Road for a senior center. ➢ The old Harrington School, which is currently being used as a school administration building; if the police department is moved to a new station and the school administration functions are moved to the current police station, the old Harrington School could become available. ➢ The Waldorf School building, which is leased until 2027, but should be recognized as a potential resource after that. ➢ The Liberty Mutual building on Bedford St.; this could potentially be purchased by the Town. ➢ Town owned land on Worthen Road. It was agreed that recreation projects should not be included on the list; this would expand the Committee's scope beyond what the timeline can accommodate. The time parameters for the Committee were discussed in the context of the Town purchasing 33 Marrett Road. The Town is developing an offer letter for the Masons during the next couple of weeks. If a tentative agreement can be reached, the Selectmen expect to schedule a special Town Meeting on March 18. Meanwhile, Rob Addelson, Assistant Town Manager for Finance, is evaluating funding mechanisms and is preparing a model for bonding using Community Preservation Act (CPA) funds. Discussing the use of CPA funds triggered comments about other projects vying for this funding source. The Cary Hall report recently presented to the Board of Selectmen reported a request of $550,000 in CPA funds for design and engineering costs associated with upgrading Cary Hall. During discussions, it was noted that a joint -use police /fire department requires at least three acres. The Town does not own such a parcel, except perhaps on Worthen Road. The Liberty Mutual parcel on Bedford Street is only 2.7 acres but it is flat and has no wetlands. Mr. Buckland agreed to review GIS to determine whether there are any other options. W 3. Criteria to Determine Priorities: Mr. Buckland asked the attendees to help develop criteria for prioritizing which facilities should be addressed first. They were identified as follows: ➢ Public Safety; Mr. Kelley believes this is increasingly critical because upgrades have been postponed. ➢ Education of the Student Population. ➢ Failure Point of a Building; that is, if a building can no longer function. ➢ Maintenance Costs versus the Cost to Renovate or Rebuild; at some point it becomes wasteful to maintain a facility. ➢ Equity of Services; for example, all elementary students should receive the same amenities in their schools. ➢ Professional and Pleasant Work Environment. ➢ Opportunity: 33 Marrett is an example of a facility that the Town has an opportunity to purchase. ➢ Social Costs and Values: How does the facility impact residents? ➢ Non - service Demands ➢ Impact on the Community by Demographics; is there equity, in terms of services provided, among the different age groups. ➢ Emergency Preparedness. ➢ Historic Preservation: Although the Community Preservation Committee is tasked with this goal, this Committee doesn't want to ignore the issue. ➢ Revenue Generator: some facilities, such as the Visitor Center and Cary Hall generate a small amount of revenue. ➢ Need, Cost and Timing 4. Value Obtained by Pursuing New or Renovated Facilities: Mr. Buckland asked the liaisons to each prepare a list of values or service improvements that will be achieved with the projects associated with their committee or department. An outline for this request will be distributed by the end of the week. This will help the Committee prioritize the projects. It was noted that two projects are moving forward, which is putting them at the top of the list: the purchase of 33 Worthen Road and Cary Hall renovations. Mr. Pagett commented that the estimated $200 million needed by 2020 for the High School means other projects need to be addressed sooner than later or there won't be funds to pursue them. 5. Public Hearing; Getting Broad Community Input: Mr. Buckland recommended having a public meeting to solicit input from the larger community. At the meeting, he will provide a list of the projects that have been identified, the costs associated with the projects, and the values, as identified by the liaisons. The buildings /projects will be grouped based on current use and magnitude. It was determined that the public meeting will be held on Saturday, February 2, 2013 from 10 a.m. to noon [this was later changed to 9:00 a.m.] in Cary Hall. If the meeting starts in Estabrook and there are too many people, it can be moved to Battin Hall. Mr. Buckland said he would share the PowerPoint for the meeting in advance. Mr. Buckland will also use a financial model for handling the financial debt over 10 years. He will work with Rob Addelson to incorporate policies used by the Town, such as avoiding a spike in the tax rate and holding excluded debt service to no more than 5% per year. It was noted that, cash may be used for CPA approved projects; but if a bond is issued the CPA funds may be committed for the term of the bond. It was recommended that Mr. Buckland explore the impact of not relying on CPA funds. It was reported that all of the past CPA obligations have been met except for Wright Farm. The Town will be issuing a Bond Anticipation Note for Wright Farm in the near future. 6. A motion was made and seconded to approve the December 12, 2012 meeting Minutes. VOTE: 4 -0. 7. The meeting was adjourned by the Chair at 10:15 a.m. Materials used at the meeting: ➢ Agenda ➢ 10 Year Facility Master Plan: Lexington Public School Facility Capital Spending $247.7M- $282.2M 2013 -2022 TM ( revised School Committee January 8, 2013); graph presented by Jessie Steigerwald ➢ Lexington Facilities Master Plan table, prepared by Cecil Group, January 2013 ➢ December 12, 2012 Meeting Minutes 10 Year Facility Master Plan Lexington Public Facility Capital Spending $247.7M - $282.21VI 2013 - 2022 TM (revised School Committee January 8, 2013) $250,000,000 $200,000,000 $150,000,000 N ca O 0 $100,000,000 $ 50,000,000 Hastings $16.40M - $48.7M Building Renewal $2MIYR LHS $196.61VI, Small Capital $1.2M IYR Note: Small capital and building renewal funding v 'p � $ 4 annually. New construction cost zj m y annually. APRIL 19 10 Year Facility Master Plan Lexington Public Facility Capital Spending $247.7M - $282.21VI 2013 - 2022 TM (revised School Committee January 8, 2013) $250,000,000 $200,000,000 $150,000,000 N ca O 0 $100,000,000 $ 50,000,000 Hastings $16.40M - $48.7M Building Renewal $2MIYR LHS $196.61VI, Small Capital $1.2M IYR Note: Small capital and building renewal funding for all DPF buildings, increased 2.5% annually. New construction cost escalated 3.5% annually. 2013 2014 2015 2016 207 2018 2019 2020 2021 2022 TM Year Lexington Facilities Master Plan Project Cost Estimates Prepared by The Cecil Group January 2013 Note: Project Costs are from previous studies. Total Estimated # Years Cost Escalated at (FY2014 unless Project Project Cost Year 3.5% per Year otherwise noted) Notes Cary Memorial Building $8,537,126 2014 0 $8,537,126 Single Project Central Fire Station $13,119,000 2013 1 $13,578,165 Community /Senior Center $10,185,575 2008 6 $12,520,672 Preferred Scenario B $15,400,000 - Hastings School $48,700,000 2017 FY 2017 High School $196,500,000 2021 FY 2021 Hosmer House Munroe School Police Station $12,131,000 2013 1 $12,555,585 Stone Building Visitors Center $1,657,500 2012 2 $1,775,555 Option 3 Note: Project Costs are from previous studies.