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HomeMy WebLinkAbout2014-01-23-AC-min 2014-01-23Minutes Minutes Town of Lexington Appropriation Committee January 23,2014 : ParkerRoom,Town OfficeBuilding,7:30p.m. :John Bartenstein, Vice Chair and Secretary; Robert Cohen; Mollie Garberg; Alan Levine;Susan McLeish;Richard Neumeier; Jonina Schonfeld; Rob Addelson (non-voting, ex officio) Members Absent:Glenn Parker, Chair; Eric Michelson Others Present:Pat Goddard, Director, Department of Public Facilities The meetingwas calledto order at 7:36p.m. Minutes: 1.A motion was made and seconded to accept the December 4, 2013 Minutes and the January 9, 2014 Minutes, bothwith minor edits. The motion passed. VOTE: 7-0 Cary Memorial Building Upgrades: 2.Mr. Goddard reported that he expects an article on the March 24, 2014 Special Town Meeting(STM)warrant to request funding for Cary Memorial Building upgrades, which he characterized as being primarily a repair project. The design and engineering documents were funded in 2013. Mr. Goddard explainedthe following: The project includes bathroom upgrades,acoustical wall and ceiling treatment, accessibility to the stage and meeting rooms (except the Civil Room), a catering kitchen, additional stage lightingand a new access ramp to the building.Energy-efficient elements include converting to a gas-fired heating system, energy recovery ventilation, a more efficient air exchange system, and an improved chiller. The terrazzo floors will be preservedand the brick path outside the building will not be replaced. The seats in Battin Hall will not be replaced because of the quarter million dollar cost.It is anticipated that the Town will request a variance from theArchitecturalAccess Board for some elements that cannot reasonably be modified to meet Americans with Disability Act requirements. The plans includea shed for snow-removal equipment. Continuing the current practice of storing some equipment inthe Cary Memorial Buildingis not acceptablebecause of fire codes.The shed will be able to accommodate atractor,whichis currently stored outdoors, thus extending the tractor’slifeandmaking it easier to bring into operation.It will be possible to conduct some maintenancein the new shed. The snow removal equipment is used for the police station and Town Office Building as well as the Cary Memorial Building. The cost of the shed (originallyestimated at $55,000but scaled back to $30,000) will come from the General Fund, not from Community Preservation Act(CPA)funds. Going out to bid in the early spring isexpected to produce the most competitive responses. Construction will take 18 months. By beginning construction in June 2014, the building will be out of commission for two summers, when usage is the lowest, and one school year.Use of the High School auditorium is being explored for Town Meeting use during the construction period. 1 2014-01-23Minutes Construction costs are now estimated at $8.677 million, up from an earlier estimate of $8.0 million. Mr. Goddard’shandout identified the make-up of the $8.677 millionand the differences from the original estimate. About one third of the increase is related to a better understanding of the heating, ventilation, and air conditioning (HVAC) needs. The Community Preservation Committee(CPC)unanimouslysupports theuse of CPA fundsfor the bulk of the funding for theproject.Mr. Addelson added that the CPA component will be funded through a 10-year debt instrument/bond; additional funds will come from the tax levy and the Public, Educational, and Governmental (PEG) Access Revolving Fund. The motion forthe article will not request the entire $8.677 million becausethe funds coming from the PEG Access Fund do not require specific appropriation. This fund receives revenue from the cablecompanies (Comcast, Verizon, and RCN), and currentlyhas a substantial surplus.The Communications Advisory Committee (CAC) is anxious to keep some of those funds in reserve because it is concerned that revenue may decrease over time because of new technologiesthat are displacing cable TV, such as internet-based programming. The PEG Access Fund was recently used to pay costs associated with moving overhead cables between 201 Bedford Street and the Police Station into underground conduits. The CAC is supporting the use of $200,000, half of the $400,000 neededfor the Cary Buildingcommunication elements,from the PEG Access Fund. The current estimated costof the projectwasdeterminedby an estimator based on the 50% design development documents.The cost of removing an underground fuel tank is difficult to estimate because of the potential need to address currently unknownsoil contamination.The 90% design development documents should be available in late March. Variablescould increase the estimate. Although some contingency funds could be used for such an increase, it is important to keep some contingency funds for potential change orders needed during construction. Thebiddocuments may include an “add alternate” strategy that will allow some elements to be bid as estimatesand includedin the contractbased on the bids and available funds. Ms. Schonfeldasked about the Town’s ability to increaserevenue by rentingspace in the Cary Memorial Building. Mr. Addelsonexplained that the Town is only allowed to cover its costs when renting space,otherwise it is considered an illegal tax, although there may be more flexibilityin rents chargedto for-profit users. Ms. Garbergnotedthat amortization of the costs of capital improvements should be includedin the costanalysis.It was noted that programs at Cary Memorial Building could become a destination for visitors, which could indirectly benefit local businesses and therefore the Townthrough meals tax revenue, etc.; Mr. Goddardsuggested that this is a considerationfor the EconomicDevelopment Directorto address. It was agreed that having a tour of the building before Town Meeting would be helpful. Mr. Goddard suggested doing this before a Town Meeting Members Association (TMMA) information session. Mr. Neumeier will pursue thisidea with the TMMA. Community Center Capital Project: 3.Mr. Goddard advised the Committee that the Warrant for the March 24 STM will also probably include a request for additional appropriations for Phase I of the Community Center renovations, beyond the approximately $3 million approved at last fall’s Special Town Meeting. He reviewed briefly the background and status of this project: 2 2014-01-23Minutes Prior to the Town’s decision to purchase 39 Marrett Road, The Cecil Group estimated a cost of $9.5 million to renovate the buildingand another $2.3 million to build a half gym. The $9.5 million was considered CPA-eligible. The fall 2013 STM approved $3.16 million to implement a scope of work, identified as Phase 1, to make that portion of the renovations that were essential for move-in. In response to the Board of Selectmen’s recent decision to postpone Phase 2 for several years,the Ad hoc Community Center Advisory Committee (CCAC) developed an improved design for Phase 1. The biggest change involved enlarging a multi-purpose area, originally designed for 80 people banquet-style and now designed for 100 people banquet-style. Mr. Goddard speculated that something in the range of $1.0 to $1.5 million more will be needed for Phase 1, which is now being called Phase 1A,but thenumber is not yet definite. Specific costestimatesfor this change will be available within days, and it is expected that an article th for the identified amount will be brought to the March 24STM. Because of the delay in Phase 2, there are additional renovations, such as increased HVAC capacity, installation of a generator and some building envelope repairs that need to be addressed but are not included in Phase 1A. It is anticipated that an article for design and engineering for this work will be brought to the 2014 Annual Town Meeting. This is being called Phase 1B. Construction money for Phase 1B will be requested at a future Town Meeting. It is anticipated that Phase 1B will be CPA-eligible. Reasons identified for opening the building before Phase 1B is implemented included the needto move the Senior Center out of the Muzzey Building as soon as possible, the need for Recreation Department storage space that will be lost when the Cary Memorial Building renovations are started, and the importance of maintaining community enthusiasm. It was also noted thatexperience using the Community Center can inform the final refinements. Neither the additional funding for Phase 1A nor the funding that will be requested for Phase 1B are expected to add to original $9.5 million estimate to fit out and upgrade the building for use as a Community Center; rather, they are advancements of work that would have had to be done later anyway. Mr. Goddard also reported the following: The CCAC is interested in adding a full gym and a multi-purpose room that seats250 people during Phase 2. However, both the Fire and Police stations need to be addressed, and the BoS wants to pursue public safety needs before addressing Phase 2. If either or both of the existingpublic safety buildings were renovated, some of the work would be CPA- eligible,but it is questionable whether that approach is advantageous.It may be more effective to build new facilities. Operating funds for the Community Centerare included in the DPF FY2015 budget request. Neither Human Services nor Recreation increased their FY2015 operating budget requestsfor this purpose. Report to the Upcoming Annual and Special Town Meetings: 4.There was a brief review of the table prepared by Mr. Parker to identify who will be working on which th componentsof the report. There will be additional discussion at the January 30meeting. It was agreed thatMs. Garberg will invitemembers of the School Committee and School Department to th the January 30meetingto discuss the School Department budget. 3 2014-01-23Minutes Announcements: 5.Ms. McLeish asked aboutthis Committee’s policy regarding Committee members supporting political candidates for town positions. She will ask Mr. Michelson to circulate the currentpolicy. Mr. Addelson reported thatTheo Kalivas, Budget Officer, will have copies of the School Committee’s budget material in his office tomorrow. Copies ofthe Fiscal Year(FY) 2015 Town Manager’s Preliminary Budget & Financing Plan, January13,2014 (“White Book”)are also available in the budget office. Mr. Addelson reported on three items relating tothe White Book: The Town Manager is proposing that the Town create a position for a Chief of Information Technology because it is increasingly apparent that the Town needs a person who focuses on long range technological needs. The Information Technology(IT) Department currently spends time on the immediate needs, including social technology, and mid-range necessities. Dorinda Goodman, IT Director maintains the backend of the Town’s system. The Town Manager is recommending the creation of a new position ofEngineering Inspector. Currently the Town uses a third party for its engineering inspection needs but considering the level ofconstruction activity in the Town it is advisable tohave an in-house person. Although not mentioned in the White Book, there is a plan to add $100,000 to the street improvement line item for traffic calming on Shade Street. The funding source would be the Capital Project/Debt Service Reserve/Building Renewal Stabilization Fund. The meeting was adjourned at 9:20p.m. A list of documents and other exhibits used at the meeting isset forth below. Respectfully submitted, Sara Arnold Recording Secretary Approved January 30, 2014 Exhibits 1.Meeting Agenda posted by GlennParker, Chair 2.Cary Memorial Building Renovation; Integrated Project Scope prepared by Pat Goddard 3.Report Schedule, prepared by Glenn Parker for identifying member assignments for the Committee’s reportto Town Meeting 4