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Home My WebLink About2013-04-24-TFMP-min77S TOWN OF LEXINGTON a Ad hoc Townwide Facilities Master Planning Committee k_ APRIL IT � k1 NG'V Town of Lexington Ad hoc Townwide Facilities Master Planning Committee (AhTFMPC) April 24, 2013 Place and time: Public Services Building, 8:30 a.m. Members Present: Bill Kennedy, Chair; John P. Carroll; Peter Kelley, Selectman; Richard Pagett; Joe Pato, Selectman; Jessie Steigerwald, School Committee Members Absent: Jeanne Krieger Liaisons Present: Laura Hussong, Community Center Task Force (CCTF); David Kanter, Capital Expenditures Committee; Alan Levine, Appropriation Committee; Louise Lipsitz, School Department; Linda Vine, Town Manager's Office; John Wilson, Chief, Fire Department Liaisons Absent: James Goell, CCTF; Joseph McWeeney, Permanent Building Committee (PBC); Paul Lapointe, Council on Aging (COA); Mark Corr, Chief, Police Department; Also present: Ken Buckland, The Cecil Group; Pat Goddard, Department of Public Facilities; Bob Pressman, Community Preservation Committee; Fred Johnson, Center Committee & Cary Memorial Building Committee; Nancy Adler, COA; Tom Griffiths, Munroe Center for the Arts; Carol Ann Bottino, resident; George Burnell, resident Recording Secretary: Sara Arnold The meeting was called to order at 8:38 a.m. 1. Comments: Mr. Kelley and Mr. Pato reported that the Board of Selectmen will be holding their goal setting session on June 19; they would like to have this Committee's report by June 1 so the Board can review it and be prepared to incorporate its recommendations into their discussions. The Selectmen are not interested in receiving one recommendation but rather several options, with background, pros, cons, and financial impact, for their consideration. There was agreed that this Committee should meet more frequently, if necessary, to finish its task by the end of May. Mr. Kelley commented on this Committee's April 3 vote opposing an amendment to postpone a Town Meeting vote on funding Cary Memorial Building design and engineering expenses. Apparently, Mr. Carroll misunderstood the motion and voted against postponing a vote on the Town Meeting article, contrary to his position. Also, two members of this Committee abstained. Mr. Kelley doesn't question Town Meeting's rejection of postponement, but he doesn't think Town Meeting got a sense of how split this Committee was on the question. There was discussion about the amount of attention this Committee has given the Cary Memorial Building needs. Mr. Johnson noted that the Cary Building was not initially included on the list of projects for this Committee to consider, and it was not factored into the scenarios that have been discussed at length by this Committee. He doesn't believe the Cary project has gotten the attention that other projects have received. Mr. Buckland explained that the focus of the scenarios has been on projects that require decisions about where they will be located; the Cary building isn't going to be moved so it wasn't included. It was noted that the high school project has also received little attention, partially because there is nothing to fix right now and partially because the replacement project isn't slated until 2021. Ms. Steigerwald urged committee members and Mr. Buckland to tour the school administration building to understand how the building is used and which functions could be located at other facilities. She asked whether the core functions would fit into the current police station, a suggestion made at previous meetings. She commented that it will be important to make wise decisions about the future use of the old Harrington building, now used for school administration offices, if the school administration offices are moved. She added that the School Committee is generally more interested in using available funds for learning spaces rather than for administration needs. 2. Munroe Center for the Arts: Mr. Griffiths provided a brief review of the Munroe Center's background and services. The Town has issued a license, first to the Lexington Friends of the Arts and now to the Munroe Center for the Arts, to use the building for art- related activities and functions. There are three kinds of operations at the center: a visual arts school, summer art camps, and rental space for for - profit art- related entities, such as Dance Inn and Lexington School of Ballet. There are also 11 artists who rent studio space. There are about 1900 student registrations each year; representing approximately 1000 individuals, who come from the region. The facility can handle about 50 attendees for performances; the Community Christ Church provides space for larger events. Munroe Saturday Nights are offered for free; there is going to be a play reading on May 11. Ms. Steigerwald feels it is important to look at the town program and community needs in the arts area beyond the current use of Munroe. She emphasizes that the community need for arts programming space is not met by the current use of Munroe. There are many groups and individuals seeking space. The report should reflect that there is very active and vibrant arts community and that Munroe currently serves some of those people — but that there is a need for additional space and Town facility support which could be at Cary Memorial Building, a Community Center or other Town facility. Mr. Griffiths noted that the Munroe Center for the Arts has reduced its staff costs, maintains the building, and pays the town $24,000 per year. The license agreement means that they must follow the Town's bidding process, which results in increased costs. If the Town leased the building, the public bidding process may not be necessary. The Town pays for capital improvements. It has been estimated that the facility needs approximately $2.5 million over the next 20 years to address long term needs. Mr. Kelley and Mr. Kennedy said they do not support trying to change the role the Munroe Center for the Arts plays in the Town. Ms. Steigerwald wants this Committee's report to W reflect a realistic view of the facility. Mr. Pato would like the report to identify the costs associated with it. Others noted that how Munroe is used is outside the Committee's charge; and it appears that at this time, the building is being used in a way that is consistent with what the Town wants. 3. Revised Scenarios: The Committee and Mr. Buckland discussed the report that will be developed for the Committee to present to the Selectmen. Mr. Buckland noted that there are currently three scenarios for the facilities that may be re- located. High level points and construction costs have been identified for each scenario. These have been updated slightly since they were last distributed. Some additional corrections for the financial material were identified. It was suggested that the costs associated with the Community Center should be bundled in a way to allow the phasing of projects. Mr. Buckland will review the estimates with Rob Addelson, Lexington's Finance Director. It was agreed that the report should start with maps that identify all of the projects that have been considered. The maps associated with the three scenarios should be shown later in the report. The report should include reference to the Stone Building, which could possibly be used by the Historic Society. There was discussion about purchasing land for a new fire station or a combined police and fired station. If land being purchased includes a building, it will cost more. There was concern that assessed prices, currently used in the estimates, do not reflect sale prices. Mr. Buckland will determine if there is a defensible inflation factor that can be used. 4. Next Steps: Mr. Buckland will have a rough draft of the report ready for the May 8 meeting, although there will be some missing pieces. Meetings will also be held on May 15 and May 22. Dawn McKenna will be invited to attend a meeting to discuss the Visitor Center project. Donna Hooper will be invited to come to talk about using the Stone Building as a Heritage Center. Melisa Tintocalis, Economic Development Director, will be asked to prepare a written summary regarding potential uses for the Hosmer House. It was agreed that those who are available will meet at the fire station on Monday, April 29 at 8:30 a.m. to visit the fire and police stations as well as the Stone Building and the Hosmer House. 5. Minutes: A motion was made and seconded to approve the March 20, 2013 Minutes with some technical corrections. VOTE: 6 -0. 6. Adjourn: The meeting was adjourned at 10:28 a.m. Materials used at the meeting: ➢ Agenda ➢ 3 Scenarios for April 3: Lexington Facilities Alternatives prepared by The Cecil Group for April 3, 2013 meeting ➢ PowerPoint slides: Munroe Center for the Arts Scenario 1: Combine & Reuse Facilities SUMMARY PROGRAM • Police and Fire to Liberty Mutual (options) Cn • Community Center to 33 Marrett Road • School Admin to Police Station or new High School U ,i • High School reconstruction with or without School c Admin 0 C M • Upgrades and maintenance for other facilities c J ASSUMPTIONS • Liberty Mutual building is demolished, and the Police/ Fire Facility is new construction • Police Station building is reused for School Admin (if School Admin moved to Police Station site) * Hosmer House is not incorporated or moved • High School project is done in phases COMPARATIVE CRITERIA SUMMARY COST Combined Police and Fire at New Site School Administration to Police Station Renovation $2,750,000 Community Center to 33 Marrett $11,893,717 Total $39,438,572 SERVICE IMPACTS Likely requires smaller Police /Fire Station programs Moves School Admin to more central location and creates due to site constraints centralized area for Town /School offices, or moves School Admin to High School campus FEASIBILITY — Requires acquisition of private property for Police /Fire Facility (willingness of Liberty Mutual or other owner and timing unknown) — May not be enough space for combined Police /Fire Facility, and configuration on site could be challenging OTHE Reuses Police Station and Fire Station sites for Town purposes No swing space required for PS and FS if Police /Fire Facility built first (before School Admin and Community Center projects) Does not affect Hosmer House R CONSIDERATIONS Preserves historic Police Station ThelCecil Group Planning and Design Land Purchase $3,397,680 Construction $18,374,175 Disposition of Land $3.023.000 School Administration to Police Station Renovation $2,750,000 Community Center to 33 Marrett $11,893,717 Total $39,438,572 SERVICE IMPACTS Likely requires smaller Police /Fire Station programs Moves School Admin to more central location and creates due to site constraints centralized area for Town /School offices, or moves School Admin to High School campus FEASIBILITY — Requires acquisition of private property for Police /Fire Facility (willingness of Liberty Mutual or other owner and timing unknown) — May not be enough space for combined Police /Fire Facility, and configuration on site could be challenging OTHE Reuses Police Station and Fire Station sites for Town purposes No swing space required for PS and FS if Police /Fire Facility built first (before School Admin and Community Center projects) Does not affect Hosmer House R CONSIDERATIONS Preserves historic Police Station ThelCecil Group Planning and Design Scenario 2: Sequential Projects cz SUMMARY PROGRAM 0- • Fire to Liberty Mutual Cn • Police to Fire Station • Community Center to 33 Marrett Road ,i • School Admin to Police Station or new High School o • High School reconstruction with or without School C, Admin x • Upgrades and maintenance for other facilities a� J ASSUMPTIONS • Liberty Mutual building is demolished, and the Fire Station is new construction • Fire Station building is reused and expanded for Police Station • Police Station building is reused for School Admin (if School Admin moved to Police Station site) * Hosmer House is not incorporated or moved • High School project is done in phases COMPARATIVE CRITERIA SUMMARY COST Fire Station to New Site Purchase of Site $2,265,120 Construction $9,425,250 Police Station to Fire Station SERVICE IMPACT Likely requires smaller Police Station program due to -- No break in service and no swing space needed during site constraints construction - Requires acquisition of private property for Fire Station (willingness of Liberty Mutual or other owner and timing unknown) - Provides enough space for Fire Station, but configuration on site could be challenging - May not be enough space for Police Station + Provides enough space for Comunity Center and Fire Station programs + Moves School Admin to more central location and creates centralized area for Town /School offices, or moves School Admin to High School campus FEASIBILITY Allows for sequencing of projects without swing space: 1) Fire Station, 2) Police Station, 3) Community Center (timing of other projects not affected) Reuses Police Station and Fire Station sites for Town purposes Supports other use of Hosmer House OTHER CONSIDERATIONS Preserves historic Police Station and Fire Station ThelCecil Group Planning and Design Demolition $179,850 Construction $10,990,500 School Admin to Police Station $2,750,000 Community Center to 33 Marrett $11 Total $37,504,437 SERVICE IMPACT Likely requires smaller Police Station program due to -- No break in service and no swing space needed during site constraints construction - Requires acquisition of private property for Fire Station (willingness of Liberty Mutual or other owner and timing unknown) - Provides enough space for Fire Station, but configuration on site could be challenging - May not be enough space for Police Station + Provides enough space for Comunity Center and Fire Station programs + Moves School Admin to more central location and creates centralized area for Town /School offices, or moves School Admin to High School campus FEASIBILITY Allows for sequencing of projects without swing space: 1) Fire Station, 2) Police Station, 3) Community Center (timing of other projects not affected) Reuses Police Station and Fire Station sites for Town purposes Supports other use of Hosmer House OTHER CONSIDERATIONS Preserves historic Police Station and Fire Station ThelCecil Group Planning and Design Scenario 3: On Site SUMMARY PROGRAM • Fire Station on site with added parcel • Police Station on site • High School reconstruction with School Admin ,i • Community Center at 33 Marrett Road o • Upgrades and maintenance for other facilities CM X ASSUMPTIONS • Fire Station building is demolished and reconstructed on site with adjacent site added • Police Station building is renovated and expanded on site * Hosmer House is moved to a new location • Scottish Rite Headquarters /Training Center reused for Community Center COMPARATIVE CRITERIA SUMMARY COST Fire Station SERVICE IMPACTS Keeps Police Station and Fire Station at their central locations Provides enough space for Community Center, Police Station and Fire Station programs Moves School Admin to more central location and creates centralized area for Town /School offices, or moves School Admin to High School campus FEASIBILITY — Requires swing space for Fire Station and Police Station Does not dictate timing /phasing of projects — Requires new location for the Hosmer House Reuses Police Station and Fire Station sites OTHER CONSIDERATIONS Preserves historic Police Station and Fire Station ThelCecil Group Planning and Design Acquisition $702,187 Swing Space $1,000,000 Construction $13,578,165 Police Swing Space $500,000 Construction $12,555,585 School Administration Construction Community Center to 33 Marrett $11,893,717 Total $40,229,654 SERVICE IMPACTS Keeps Police Station and Fire Station at their central locations Provides enough space for Community Center, Police Station and Fire Station programs Moves School Admin to more central location and creates centralized area for Town /School offices, or moves School Admin to High School campus FEASIBILITY — Requires swing space for Fire Station and Police Station Does not dictate timing /phasing of projects — Requires new location for the Hosmer House Reuses Police Station and Fire Station sites OTHER CONSIDERATIONS Preserves historic Police Station and Fire Station ThelCecil Group Planning and Design 4/24/2013 Munroe Center for the Arts Visual Arts, Music, Dance, Publi Performance, and Community Participation A Building for Education Since 1904 • Owned by the Town of Lexington and used as a school for most of its existence • First leased to an arts organization in 1984 • Leased to Lexington Friends of the Arts (LFA), dba Munroe Center for the Arts (MCA) in 1994. Now licensed to LFA. • This year, school buses again pull up to Munroe, completing a 108 -year cycle. MCA Also Rents Space to Respected Independent Arts Organizations • The Dance Inn — Thelma Goldberg, Director • Lexington Music School — Epp Sonin, Director • Lexington School of Ballet — Mary Peterson, Director • Lexington Players — Sal Jones, Artistic Director What Does MCA Do? ArtSpan W , • Operates ArtSpan, a school that — Provides drawing, painting, & ceramics classes — Runs summer art camps, as well as one -week camps for winter and spring school breaks • Operates a small gallery • Operates Munroe Saturday Nights, a program of once -a -month performances, including music, poetry, play - reading, and dance MCA is An Art Emporium ArtSpan LEXINGTON P11 MUSIC SCHOOL 1 1403 Massachusetts Ave 4/24/2013 How Many Students Do We Serve? ArtSpan Preschool up to 950 seniors, including special needs The Dance Inn Preschool up to 468 eighties Lexington School of Ballet Ages 4 to adult 321 Lexington Music School Ages 2 to adult 125 Lexington Players Ages 8 to adult 90 Total Enrollment (including Various Overlaps) 1,954 A Home for Artistic Expression 1 " 1 t rT� ... and Instruction MCA also rents studio space to 11 artists who enrich the Munroe and Lexington communities by teaching, mentoring, lecturing, creating workshops, or contributing to all- building events • Ambreen Butt, Painter • Patricia Carney, Multi Media • Nancy Mimno, Multi Media/Painter • YoungsheenA. Jhe, Painter • Andy Ryan, Photographer • Judith Ellen Sanders, Paintings on Canvas & Paper • Sally Santosuosso, Mixed Media/Fiber Arts • Micah Schatz, Painter • Patricia Selder, Watercolor /Photography • Adrienne Sloane, Fiber Arts • Zoe Perry -Wood, Photography ... and Tools .0 t L 2 4/24/2013 and Display Space fF h 1 ... and Fun (Painted Faces at Art Camp) ... and Family Fun ... and Teens ... and Performance (Munroe Saturday Nights) Of 3 4/24/2013 Never Too Young (Dance Inn) ... and More Music • Carolyn Kingston, voice • Andrew Goodrich, piano & theory • Lina Yen, piano • Andre Baumann, piano • Rick Scalise, piano & guitar • Kathy Rosenbach, piano • Devin Lawrence, piano & vocal • Todd Brunel, clarinet • Marla Rubinson, Violin • Luis Antonio Ibanez, Violin • Cameron Sawzin, Cello • J J Tanzer, Viola & Chamber • Marilyn Abel, Pre - Instrumental ... and Music Public Performances Emanating from Munroe • The Dance Schools give public performances and recitals regularly. • The Lexington Players mount several plays annually at the Cotting School that draw community audiences. • Munroe Saturday Nights, in its second year, sponsors ten free Saturday -night events that fill the our room at Munroe, which is limited to fifty. • For larger MSN events, the Community of Christ, across from Munroe, graciously provides space. 4 4/24/2013 Munroe Participates in Town -Wide Events Open Studios (MCA and Lexington Arts and Crafts were the original co- sponsors of Open Studios.) • Arts classes offered at the Senior Center at a subsidized rate Gallery shows and exhibitions at the library and other venues Lexington 300th anniversary celebrations Discovery Day Making Luminaria kits • Patriot's Day Parade Making May Day baskets in Depot Square and much more as occasions present themselves: Upcoming Munroe Saturday Night Presentations • February 2: A reading of the play Widow's Walk directed by Melinda Lopez • March 9: Diabolis in Musica - Medieval Music ....with a twist • April 6: "Inside the Artist's Studio" - an exploration of the development of visual arts, in collaboration with Lexington Open Studios • May 11: The third in MSN`s play reading series 5