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HomeMy WebLinkAbout2014-01-23-AC-min 2014-01-23 Minutes Minutes Town of Lexington Appropriation Committee January 23, 2014 Place and time- Parker Room, Town Office Building, 7 30 p.m Members present John Bartenstem, Vice Chair and Secretary; Robert Cohen, Mollie Garberg; Alan Levine, Susan McLeish, Richard Neumeier, Jonma Schonfeld, Rob Addelson (non-voting, ex officio) Members Absent Glenn Parker, Chair, Enc Michelson Others Present Pat Goddard, Director, Department of Public Facilities The meeting was called to order at 7 36 p.m. 1 Minutes. A motion was made and seconded to accept the December 4, 2013 Minutes and the January 9, 2014 Minutes, both with minor edits The motion passed. VOTE 7-0 2. Cary Memorial Building Upgrades. Mr Goddard reported that he expects an article on the March 24, 2014 Special Town Meeting (STM) warrant to request funding for Cary Memonal Building upgrades, which he characterized as being pnmanly a repair project. The design and engineering documents were funded in 2013 Mr Goddard explained the 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 lighting and 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 preserved and the bnck path outside the building will not be replaced. The seats in Battm Hall will not be replaced because of the quarter million dollar cost. It is anticipated that the Town will request a variance from the Architectural Access Board for some elements that cannot reasonably be modified to meet Americans with Disability Act requirements • The plans include a shed for snow-removal equipment. Continuing the current practice of storing some equipment in the Cary Memorial Building is not acceptable because of fire codes The shed will be able to accommodate a tractor, which is currently stored outdoors, thus extending the tractor's life and making it easier to bring into operation It will be possible to conduct some maintenance in 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(originally estimated at $55,000 but 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 is expected 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 2014-01-23 Minutes • Construction costs are now estimated at $8 677 million, up from an earlier estimate of $8 0 million. Mr Goddard's handout identified the make-up of the $8 677 million and 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)unanimously supports the use of CPA funds for the bulk of the funding for the project. 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 for the article will not request the entire $8 677 million because the funds coming from the PEG Access Fund do not require specific appropnation This fund receives revenue from the cable companies (Comcast, Venzon, and RCN), and currently has 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 technologies that are displacing cable TV, such as mternet-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 needed for the Cary Building communication elements, from the PEG Access Fund. • The current estimated cost of the project was determined by 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 unknown soil contamination. The 90% design development documents should be available in late March. Vanables could 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 dunng construction. The bid documents may include an "add alternate" strategy that will allow some elements to be bid as estimates and included in the contract based on the bids and available funds Ms Schonfeld asked about the Town's ability to increase revenue by renting space in the Cary Memonal Building. Mr Addelson explained 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 flexibility in rents charged to for-profit users Ms Garberg noted that amortization of the costs of capital improvements should be included in the cost analysis It was noted that programs at Cary Memonal Building could become a destination for visitors, which could indirectly benefit local businesses and therefore the Town through meals tax revenue, etc , Mr Goddard suggested that this is a consideration for the Economic Development Director to 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 this idea with the TMMA 3 Community Center Capital Project: Mr Goddard advised the Committee that the Warrant for the March 24 STM will also probably include a request for additional appropnations for Phase I of the Community Center renovations, beyond the approximately $3 million approved at last fall's Special Town Meeting. He reviewed bnefly the background and status of this project: 2 2014-01-23 Minutes • Pnor to the Town's decision to purchase 39 Marrett Road, The Cecil Group estimated a cost of$9 5 million to renovate the building and 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, ongmally 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 the number is not yet definite Specific cost estimates for this change will be available within days, and it is expected that an article for the identified amount will be brought to the March 24th STM • 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 engmeenng 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 need to 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 that experience 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 seats 250 people dunng 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 existing public 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 Center are included in the DPF FY2015 budget request. Neither Human Services nor Recreation increased their FY2015 operating budget requests for this purpose 4 Report to the Upcoming Annual and Special Town Meetings. There was a brief review of the table prepared by Mr Parker to identify who will be working on which components of the report. There will be additional discussion at the January 30th meeting. It was agreed that Ms Garberg will invite members of the School Committee and School Department to the January 30th meeting to discuss the School Department budget. 3 2014-01-23 Minutes 5 Announcements. Ms McLeish asked about this Committee's policy regarding Committee members supporting political candidates for town positions She will ask Mr Michelson to circulate the current policy Mr Addelson reported that Theo Kalivas, Budget Officer, will have copies of the School Committee's budget material in his office tomorrow Copies of the Fiscal Year(FY) 2015 Town Manager's Preliminary Budget & Financing Plan, January 13, 2014 ("White Book") are also available in the budget office Mr Addelson reported on three items relating to the 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 of Engineering Inspector Currently the Town uses a third party for its engineering inspection needs but considering the level of construction activity in the Town it is advisable to have 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 9.20 p.m A list of documents and other exhibits used at the meeting is set forth below Respectfully submitted, Sara Arnold Recording Secretary Approved January 30, 2014 Exhibits 1 Meeting Agenda posted by Glenn Parker, 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 report to Town Meeting 4