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HomeMy WebLinkAbout2013-05-29-TFMP-min77S TOWN OF LEXINGTON a Ad hoc Townwide Facilities Master Planning Committee k_ APRIL IT � k1 NG'V Minutes Town of Lexington Ad hoc Townwide Facilities Master Planning Committee (AhTFMPC) May 29, 2013 Place and time: Public Services Building, 8:30 a.m. Members Present: Bill Kennedy, Chair; John P. Carroll; Peter Kelley, Selectman; Jeanne Krieger; Richard Pagett; Joe Pato, Selectman; Jessie Steigerwald, School Committee Members Absent: none Liaisons Present: David Kanter, Capital Expenditures Committee; Alan Levine, Appropriation Committee; Mark Corr, Chief of Police; John Wilson, Chief, Fire Department; Laura Hussong, Community Center Task Force (CCTF) Liaisons Absent: James Goell, CCTF; Joseph McWeeney, Permanent Building Committee (PBC); Paul Lapointe, Council on Aging (COA); Linda Vine, Town Managers Office. Also present: Ken Buckland, The Cecil Group; Pat Goddard, Department of Public Facilities; Bob Pressman, Community Preservation Committee; George Burnell, resident; Becky Barrentine, Hastings PTA; Louise Lipsitz, Hastings Principal; Fred Johnson. Recording Secretary: Laurie Lucibello The meeting was called to order at 8:35 a.m. 1. Comments: There were no general comments. 2. Discussion on Executive Summary Preparation/ Interim Report: ♦ Bill Kennedy stated that the White House should be called Hosmer House and asked about updating to the deficiencies reported in the past studies with revised information? ♦ Ken Buckland — We will add the updates. ♦ Jesse Steigerwald asked why the Town Office Building was rated fair and what is the definition of fair. Other members also mentioned that we just renovated the Town Office Building and that it should be better than fair. ♦ Ken Buckland replied that The Cecil Group judged that the building was rated fair because in the interviews the building was reported to be overcrowded. They will update the condition to sound. ♦ Joe Pato remarked that the Hosmer House square footage has been reduced since the Historic Structures Report was issued. The table in the interim report should reflect the current situation, and studies that are referenced they should be footnoted. Committee agrees an updated photo should be used in the report. ♦ Peter Kelley questioned the square footage shown for the Maria Hastings School. ♦ Pat Goddard remarked he thought it looked correct, but will check if it included the modular classrooms. ♦ Peter Kelley questioned the amount of space required for Maria Hastings School and whether it matched the program need. Louise Lipsitz remarked that the current building size definitely does not meet the program need. It was agreed that the table should reflect that the current school does not meet the program need and repair only is not an option. ♦ David Kanter remarked that the table qualifiers needs repair and lacking maintenance are inappropriate for the report. The map also is incorrect in building locations. ♦ Jesse Steigerwald suggested renumbering the school buildings on the map to match prioritization. ♦ The usefulness of the summary table was discussed, and after discussion it was agreed that the table should stay, but after removal of some information that was not clear, such as demand space and percentage of demand. ♦ Fred Johnson remarked that the Scottish Rite facility should be added. ♦ The committee discussed prioritization and which facility projects should be the priority. ♦ Committee decided to discuss each project and review details and changes of each. ♦ LHS was discussed and agreed upon that wording should be revised to state that it will be a significant fiscal burden and it needs to be addressed. ♦ Hastings was discussed and decisions to be made about renovation or replacement and who makes those decisions. Jessica Steigerwald added wording that the committee agrees upon and will give to Ken to put in his report, for review at the next meeting. ♦ School Administration Building, in this discussion Jessica Steigerwald pointed out that if this is postponed the building still requires maintenance. ♦ Munroe School, much discussion about responsibility and liability. Bill Kennedy asked who is responsible for repairs? Jeanne Kreiger commented that ultimately the building will require extraordinary maintenance. Committee agrees to leave the option of selling in recommendation to BOS. ♦ Cary Memorial Building, Joe Pato feels committee should layout the criteria why they should proceed on Cary as some projects have started. ♦ Stone Building, David Kanter suggest using a current picture with a front view as that is how most people identify with the building. Richard Pagett feels a viable programmatic use has to be defined. ♦ Visitors Center, David Kanter points out a conflict with a statement in the 2nd sentence and the data table. Richard Pagett states the Facility is considered too small for programmatic need but the need for the facility should be defined before moving forward. ♦ Community Center, David Kanter would like a picture of the facility in the report. Richard Pagett suggest that the committee is in favor of ongoing plans but would like a defined programmatic scope to move forward. ♦ Muzzey Center, Richard Pagett states many restrictions from the Condo Association. ♦ The Committee then asked that Ken Buckland prepare a draft of the Executive Summary, including any additions and changes discussed in today's meeting to be reviewed at the 6/5 meeting. Richard Pagett would like to review the report before the meeting. Minutes from May 22 meeting were not reviewed. 3. Adjourn: The meeting was adjourned at 11:05 AM Materials used at the meeting: ➢ Agenda for May 29, 2013 ➢ Draft Final report Chapter, 4 Alternatives ➢ Draft Meeting Minutes for May 22. INTERIM REPORT 28 MAY 2013 Townwide Facilities Master Plan The Townwide Facilities Master Plan is under development to eval- uate the town's facility needs and develop a plan of recommendations to be considered over a ten year period. The executive summary covers the work of the Ad Hoc Townwide Facilities Mas- ter Plan Committee that has been completed to date, next steps to be taken, a summary of the conditions of the townwide facilities, and initial recommenda- tions. AD HOC TOWNWIDE FACILITIES MASTER PLAN COMMITTEE The work of the Ad Hoc Townwide Facilities Master Plan Committee (AhTFMP) has to date encompassed: 1. Selection of the Cecil Group, Inc. as the consultant for Townwide Facilities Master Planning. 2. Review of the completed studies for Schools, Fire Station, Police Station, Visitors Center, Senior Center, Community Center, Cary Memorial Building, White House, Stone Building, and the Final Report of the 2009 School Ad Hoc Facility Committee. The complete results of this review will be in the Final Report. 3. Assessment of the impact of the deficiencies identified in these studies on the delivery of services and prioritization of the recommendations for improvements. The results of this assessment are shown in the facilities summary. 4. Consideration of available prospective sites for the proposed facilities projects. Identification of alternatives for sequencing the facilities construction /renovation for addressing the facility deficiencies. The alternatives are presented in the initial recommendations. The next steps to be taken by the Committee are: 1. Financial consideration of alternatives for addressing the facility needs of the Town. 2. Creation of a Final Report that includes the priorities, timing of projects, and pro- posed financing of the projects. Timeline for completion is final report delivered by 30 June. TOWNWIDE FACILITIES MASTER PLAN 0 ■ ■ LEXINGTON TOWNWIDE BUILDINGS SUMMARY The Committee and consultant team conducted building tours and reviewed previous studies and reports to better understand the existing conditions of municipal facilities in Lexington. These reports largely focused on the physical condition of Lexington's mu- nicipal buildings as well as the space needs of Town departments. Many of the reports described structural, mechanical and other deficiencies of the buildings; the key issues and needs have been summarized below. Recommendations for building projects related to space needs are included in the fol- lowing section on Building Programs and Plans. Shown on the map below and in the summary chart on the following page are the 12 town buildings and three school buildings considered in this townwide facilities master plan. For each building, the condition is listed as either Sound (in good condition), Needs repair (lack in maintenance), Needs improvement (lacking facilities), or Unsound (building is structurally insufficient). The plan or plan alternatives are then listed per building. END LEXINGTON, MASSACHUSETTS LOT ASSESSED BUILDING DEMAND DEMAND BUILDING BUILDING (ACRES) VALUE (SQF) (SQF) / SPACE CONDITION PLAN /ALTERNATIVES A Town Office Building 3.4* 22,900 22,900 100% Fair No change B Cary Memorial Building 3.4* $8.1 m 31,000 31,000 100% Needs repair Renovation a. Repair and expand in place C Police Station 3.4* $8.1 m 13,060 29,308 Needs repair b. Rebuild on another site c. Rebuild on another site with Fire Station D Hosmer House 1.8 $1.Om 9,700 0% Needs Move historical building, improvement demolish remaining E Senior Center 4.2 $2.8m 9,236 28,744 311% Needs repair Move to 33 Marrett Road F Munroe Center 1.6 $3.3m 22,500 22,500 100% Needs repair Continue use as arts center G Cary Memorial Library 62,500 62,500 100% Sound No change H Visitor's Center 2.5 $1.7m 4,500 4,210 94% Needs Improve in place improvement I Stone Building 0.4 $1.Om 3,500 0% Needs repair Expand restoration to add ADA access J East Lex. Fire Station 5,250 5,250 100% Sound No change a. Repair and expand in place K Central Fire Station 1.4 $3.Om 11,841 25,134 212% Unsound b. Rebuild on another site c. Rebuild on another site with Police Station L Public Services 82,227 82,227 100% Sound No change a. Repair in place 1 School Admin. 8.7 $24.1 m 46,637 19,200 41% Needs repair b. Rebuild with High School c. Move core functions to vacated Police Station 2 High School 56.5 $36.4m 328,500 378,600 Needs Rebuild improvement 3 M. Hasting School 50,400 50,400 100% Needs repair Maintain in place *Note: This includes the Carey Memorial Building and Town Offices, which are located on the same property. TOWNWIDE FACILITIES MASTER PLAN ■ Preliminary Facilities Recommendations The following is a summary of the Committee's most recent discussion on recommendations and alternatives for the town facilities consid- ered in this study. These recommendations will be further refined in the next steps of the Committee's work after the financials and phas- ing plan are reviewed. MASS. AVE BIRD'S EYE VIEW CENTRAL FIRE STATION AND POLICE HEADQUARTERS POLICE STATION POLICE STATION After 33 Marrett Road, the AhTFMP Committee has spent much of its meeting time discussing the needs and alternatives for emergency service facilities, including consid- eration of the 33 Marrett Road property for individual and combined facilities. The reasons are that Committee places the Police and Fire facilities projects in the highest priority for implementation. The following alternatives for emergency services should be considered (in order of the majority's preference). A minority of the AhTFMPC recommended this order of prefer- ence be reversed: 1. A majority of the Committee supports consideration for a combined facility on an appropriate new site location; 2. Sequentially phased projects that first puts Fire Central on a new site and then the Police HQ on the existing Fire Station site, thereby opening up the Police HQ for alternative uses such as School Administration; 3. Build in place, in accordance with the previous planning reports. ® ■ , LEXINGTON, MASSACHUSETTS The pros and cons for these alternatives which have been identified during the process are summarized in the following table: ALTERNATIVE BENEFITS ISSUES Combined Fire and Police facility Sequentially Phased Facilities Build In Situ Only opportunity to explore a combined emer- gency services facility Current chiefs of Police and Fire are amenable to discussion Possible reduction in multiple spaces used for same function Reduction in size of mechanical/ HVAC when buildings combined All emergency and other department services in one accessible location Requires purchase of private property as no cur- rent town land is suitable Liberty Mutual site appears to be a clear option and appears to be an underutilized commercial property Allows sale of Fire Central property as fiscal benefit Requires purchase of private property May be minimal reduction of space with more complexity in design, utilization and operations All emergency services would be in one loca- tion at risk for an event — also traffic is becoming more difficult on Bedford Street Requires purchase of private property May require eminent domain with resultant legal action Liberty Mutual site bounds may create restricted project design Requires purchase of private property Liberty Mutual site appears to be a clear option May require eminent domain with legal action and appears to be an underutilized commercial property Allows sale of Fire Central property as fiscal benefit Allows use of previous initial study results as basis for planning and design Maintains facades of existing older and historic buildings Eliminates need for additional land purchase for space at Police Station Does not allow a combined facility Requires compromises in design to fit current site and building Requires decision on Hosmer House for Police Station expansion either within the building or after building is moved Requires decision on additional land acquisition for Fire Central TOWNWIDE FACILITIES MASTER PLAN = ■ E While time is of the essence, two prior actions should be taken to support the decision on alternatives: 1. Review sites, and in particular the Liberty Mutual site, as potential location(s) for siting emergency services, for either or both the Fire and Police facilities, while con- sidering the following: • Maintain emergency response time and service presence; • Ensure flexibility in facility design and potential for future expansion on the chosen site; • Understand that there are design options (see below); • If the facilities are to be combined, consider sale of Fire Central property as fis- cal benefit. 2. Analyze the design options for a combined facility, while considering the following: * Identify the shared facility elements to determine cost savings; * Consider multi -story and below grade facility design to fit the program with the chosen site. HOSMER HOUSE Regardless of other facilities actions, the Hosmer House needs to be relocated. Preferably but not required is that this move be within the Historic District. This will allow for other program options within the relocated building and within the existing footprint when combined with the adjacent town open space. ALTERNATIVE BENEFITS ISSUES Incorporate into Maintains building in current location Requires compromises in program and spaces Police Station for Police expansion Provides function for building Move Hosmer Allows building to be incorporated into a Need to find appropriate location for the building House preferred context Allows vacated space to be part of larger public open space program Use building for Provides leasable function for building and Requires organization of private lease small business supports local economic development arrangements incubator LEXINGTON, MASSACHUSETTS MUNROE SCHOOL Because the activities provided under the Munroe School license address some but not all creative arts and education needs in the town, review arts space and programs town- wide. Consider how the specific programs and needs would work in conjunction with the Munroe and other buildings, particularly the Stone Building, Cary Hall, Waldorf School and the new Community Center. ALTERNATIVE BENEFITS ISSUES Maintain Continues leasable function for building and Existing rent does not support major capital existing license supports local non - profits building needs arrangement Could consider as part of townwide non - profit needs Sale of the One -time financial gain and reduces capital Lose public building property, possibly maintenance for housing STONE BUILDING Complete the suggested historic restoration with a rear `el' building addition which will allow ADA accessibility to the 2nd floor lyceum for public activities. Review the arts and private /non -profit education space and programs townwide. Consider how the range of w P programs and needs would work in conjunction with other town buildings, particularly the Waldorf School and the new Community Center. ALTERNATIVE BENEFITS ISSUES Restoration for Expand programming options for building Cost of renovation use of 2nd floor Sale of property One -time financial gain and reduces capital Requires conformance with deed restrictions maintenance TOWNWIDE FACILITIES MASTER PLAN ■ � ■ CARY MEMORIAL Given Town Meeting's vote, the Committee encourages proceeding apace with the reno- vation of Cary Memorial Hall. Action on financing the project will hopefully be timely to open opportunities for other projects with later starts. ALTERNATIVE Expand non- profit uses within building spaces ALTERNATIVE Complete full expansion plan BENEFITS Allows analysis in conjunction with other public spaces for non - profit uses VISITOR CENTER ISSUES Requires detailed scheduling The Visitor Center is in the correct location and the facility could be improved for basic services — providing information and public toilets. However, while the facility is consid- ered too small for all visitor needs, there must be further vetting of the program elements before expanding beyond these recommended improvements. BENEFITS Fully develops a visitor center ISSUES Visitor needs and town policies have not been discussed in relation to this facility Z _. 6 p s- HIGH SCHOOL Keep the High School replacement project within a 10 -year planning horizon to prepare for the project and ensure it is completed. Move on other projects prior to the High School to smooth the financial burden to the town when the project starts. ALTERNATIVE BENEFITS Phased Allows on site construction during other uses of construction the site Spreads the financial burden over a longer period of time ISSUES Increases time of disturbance and increases the total cost of the project HASTINGS SCHOOL Replace Hastings School as soon as it is practical. In the feasibility phase, consider op- tions for spaces and programs. ALTERNATIVE Renovate the building BENEFITS Reduces the total project cost ISSUES Does not provide spaces for education comparable with other town schools NEW COMMUNITY CENTER Review program for new facility while considering coordination with other community arts and activity programs, and the use of other facilities. ALTERNATIVE Programming options for multiple users BENEFITS Allows consideration for non - profits to reduce demand on other spaces ISSUES �eN �caa d !'� �! •ml SLr.�Y.E i a... f r t�l.lQLI3 lire lolain�ii+� 5.lii.�ltti Requires detailed scheduling of spaces TOWNWIDE FACILITIES MASTER PLAN ■ � ■ 1 SCHOOL ADMINISTRATION Prioritize the Administration offices for later phases, as a lower priority. Prepare for con - sideration of options; adjunct to the High School project, inclusion in a vacated Police Station, or renovation in place. �r ALTERNATIVE BENEFITS BENEFITS Adjunct to High Links school construction with other needs Postpones improvements requiring maintenance School of existing location Links administration with major school property In vacated Police Centralizes the core school administrative Would require other non -core functions to be Station functions within the municipal building complex housed separately Renovation in Maintains existing programs and spaces Existing space is larger than necessary for place program of uses The facility may have a purpose for some other function, such as Meals -on- Wheels, but otherwise is appropriate for disposition preferably to the existing condominium owner- ship. ALTERNATIVE Sale of space Continued function One -time financial gain and reduces capital maintenance ISSUES ISSUES Best if sold to the owners of the condominium project, but not clear whether they are willing buyer Maintains current portfolio of municipal spaces Requires finding a function for the space LEXINGTON, MASSACHUSETTS WALDORF SCHOOL Under the agreement which is understood by the Committee to be long term (20 years), the use will continue on the site beyond a phase contemplated by the AhTFMPC plan- ning horizon. However, the town should consider allowing expansion of the Waldorf's programming into the adjacent Stone Building to further justify the improvements to Stone Building, and add another source of revenue. ALTERNATIVE BENEFITS ISSUES Expand programs Provides use for adjacent municipal building Commits to private use of the Stone Building into adjacent Stone Building TOWNWIDE FACILITIES MASTER PLAN ■ � ■ NEXT STEPS The AhTFMP will complete this final report by 30 June. The Committee has agreed to the following report outline to submit to the Selectmen. Final report outline A. Existing Conditions 1. Assessments of Properties and Buildings 2. Building Programs and Plans a. Schools: Ad hoc Facility Committee report (2009) b. Fire Station c. Police Station d. Visitors Center e. Senior Center f. Community Center g. Cary Memorial Building h. Hosmer House i. Munroe School j. Stone Building B. Program and Project Policies and Goals 1. Planning a. Master Planning b. Programming c. Project Validation 2. Service Delivery a. Basic Services b. Collaboration c. Technology d. Shared Space e. Scalability f. Location 3. Construction Phases a. Design b. Construction c. Commissioning 4. Facility Maintenance a. Yearly Maintenance MEN LEXINGTON, MASSACHUSETTS b. Capital Replacement 5. Facility Use and Reuse a. Design for Use and Reuse b. Lifecycle Design 6. Disposition a. Preservation of Buildings for Later Use b. Disposal of Buildings C. Alternatives 1. Scenarios and Alternatives 2. Building Design Concepts 3. Alternative Project Costs a. Projected Design, Development, and Construction Costs b. Projected Capital and Operating Costs 4. Benefits and Impacts a. Service Impacts b. Considerations of Health, Safety, and Environment 5. Phasing a. Phasing and timelines for projects D. Financial Model 1. Relative Financial Demands and Risks 2. Projected Town Budgeting E. Planning Options 1. Public - Private Partnerships 2. Options for Project Phasing and Delivery of Services Bird's eye view images ©2013 Google, Map data and ©2013 MDA Geospatial Services Inc. TOWNWIDE FACILITIES MASTER PLAN