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HomeMy WebLinkAbout2007-12-20-CPC-min Public Hearing for FY2009 CPC Proposals Cary Auditorium, Cary Memorial Building Thursday, December 20, 2007 7:00 p.m. CPC Members Present: Joel Adler, Norm Cohen, Marilyn Fenollosa, Wendy Manz, Leo McSweeney, Richard Pagett, Judy Pearson, Sandy Shaw, Betsey Weiss, Dick Wolk CPC Chair, Betsey Weiss with introductions of the Community Preservation Committee members, th opened the meeting. Betsey convened the meeting at 7:05 p.m., continuing it from December 13. The agenda items were presented as follows: 1. Lexington Site Analysis Project (Housing Partnership) $25,000 – presented by Bob Bicknell Bob Bicknell briefly outlined this project, which is to identify developable building lots in the Town of Lexington that are suitable for affordable housing. The project is an extension of past efforts and designed to provide up-to-date resources and GIS data to identify developable land opportunities throughout Lexington. Questions: 1. David Kanter, Capital Expenditures Committee, asked how this is connected with other GIS efforts of the Town. Will the material become publicly available? Bob responded that he is not aware of how accessibility is set-up. He imagined the Engineering and Planning Departments would have access to this information and it is therefore likely to be treated like other Town Office information. 2. Frank Sandy, TMM, Precinct 6, asked about the picture on the PowerPoint slide. Marilyn Fenollosa explained that it was a chart used in the Homebuyers Assistance Program project application. 3. David Kanter, Capital Expenditure Committee, commented that the results of this project could be viewed as a roadmap for anyone to develop in town. He expressed concern that with public knowledge, this material could be very useful to real estate developers. Bob Bicknell shared his own concern, which is that they do not have a way to identify affordable properties and this effort will allow them a more modern approach. 2. Survey and Define the Homebuyer Assistance Program (LexHAB and Housing Partnership) $25,000 – presented by Bill Hays and Bob Bicknell Bob Bicknell announced that this is an amended project from the original Homebuyer Assistance Program project. Rather than the $470,000 previously requested, Lexington Housing Partnership and LexHAB are seeking $25,000 to define an appropriate home ownership program for the Town. Therefore, the project that had previously been submitted for CPC consideration has been amended. The request now is for only $25,000. With this, they will create a Statement of Objectives and Summary for how best to achieve affordable housing. Bill Hays shared some history stating that the Town of Lexington has become a resource of affordable rental housing know-how for other communities. And therefore, at this time, they are interested, on Public Meeting 12.20.07 Minutes – FINAL 1.16.08 1 behalf of the Town, in pursuing affordable housing that would be owned rather than rented. As a Town, Lexington has little to no experience with this. In a reverse situation, they would like to learn more about owning affordable housing from other communities just as these communities have learned about affordable rental housing from Lexington. Funds for this project will allow them to consider the possibility of beginning an affordable “ownership” program of this kind, which is in the long-term interest of the Town. Having determined what others have done, Bill stated that they would summarize the kind of program to adopt. Bill and Bob both expressed their delight at being able to partner with each other (LexHAB and Housing Partnership). Questions: 1. Richard Pagett, CPC mentioned that the first proposal had step-by-step costs. How did they arrive at $25,000? 3. Harrington Pre-School Playground (School Department) $75,000 – presented by Liz Billings-Fouhy Liz Billings-Fouhy introduced herself as the supervisor of early childhood education for the Town of Lexington stating that they serve children with and without special needs. She explained that two years ago when the new Harrington School was built, a pre-school playground was left off the agenda. Consequently, the School Department wishes to build an integrated playground designed for small children ages 3-5. This playground will be unlike others in town as they have been built for 5-12 year olds. Liz shared that parents have raised $20,000 over the last two years towards the cost. Currently, they have 70 kids who come to the pre-school and therefore, wish to build a structure that is accessible and developmentally appropriate. Questions: 1. Frank Sandy, TMM, Precinct 6, asked if the picture on the PowerPoint slide is what they would get for $75,000 or if it was a smaller part of it. Liz responded that it is only a piece of it. The overall structure would include a sandbox, two teeter totters, the surface below and other features. 2. David Kanter, Capital Expenditures Committee, asked about the $5,000 difference ($75,000 requested + $20,000 raised by families = $95,000) in relation to the total cost of $90,000. Liz explained that the $95,000 also includes topography and site preparation. 3. David Kanter also asked Town Counsel’s opinion on eligibility. Betsey Weiss, CPC Chair, responded that this project is eligible because it creates a new recreational resource in an area that was not originally a playground. 4. School Administration Building/Old Harrington (School Department) $350,000 – presented by Mary Ellen Dunn, Pat Goddard Pat Goddard, Director of Facilities and Grounds, opened by saying it is yet to be determined whether or not the Town will need five or six elementary schools in the future based on demographics and school enrollment. He explained that the School Department had been using Old Harrington as swing space and moved central school administration into this vacant space this past year – 22 staff members in all. That number, however, has grown more recently and is now closer to 50 with the Facilities Department staff having moved in. Facilities will occupy the space until summer 2009, when they will Public Meeting 12.20.07 Minutes – FINAL 1.16.08 2 relocate to the new DPW on Bedford Street. Pat further explained that the School Department is seeking $350,000 for improvements to the main floor of the school. These improvements will enhance the building environment over the next few years as the Town determines what will happen with school population. Pat outlined the following costs: HVAC $225,000 Electric $ 50,000 Carpentry $ 50,000 A/V $ 20,000 Fire Alarm $ 5, 000 TOTAL $350,000 Questions: 1. Eric Michelson, Appropriations Committee, asked how many employees would be in the building once completely renovated. Pat’s response was 40 plus or minus. 2. David Kanter, Capital Expenditures Committee, asked for a clarification of numbers (employees currently occupying the building). 3. Norman Cohen, CPC, asked how much empty space there currently is. 4. Betsey Weiss, CPC Chair, asked how long Pat expected the school administration to be in the space. Pat responded a minimum of three years. He stated it could be 3-5 years and further stated that it could be recommended that the site serve as a permanent home to school administration. 5. Town Office Complex Building Envelope (DPW) $95,000 – presented by Bill Hadley and Peter Chalpin Peter Chalpin, Town Engineer, stated there are two items to this request: gutter and downspout repair/replacement for the TOB and Cary Hall and new storm windows for Cary Hall. Questions: None 6. East Lexington Fire Station (DPW) $47,500 – presented by Bill Hadley This project requests $29,500 for a new A/C system and $18,000 for the replacement of storm windows for a total of $47,500. Questions: 1. David Kanter, Capital Expenditures Committee, asked if Town Counsel had further qualified this request. 7. Town Office Building Accessible ADA Restrooms (DPW) $50,000 – presented by Bill Hadley Bill Hadley, Director of Public Works, pointed out that this request is for $70,000 and not $50,000, which was a preliminary estimate for bathrooms and signage for Town Hall and Cary Hall to meet Public Meeting 12.20.07 Minutes – FINAL 1.16.08 3 ADA requirements. He stated they wish to establish two fully accessible bathrooms next to the Recreation Department, per Massachusetts ADA guidelines. Questions: 1. Richard Pagett, CPC, mentioned he was curious as to how cost is determined. 2. Wendy Manz, CPC, asked if the Committee on Disability could address its priorities and if this is a top priority for funding this year. Victoria Buckley, Chair of the Committee on Disability, responded that clearly, they would like both a ramp and bathrooms but because people can access the TOB in the back, it is better to have restrooms and signage to let people know about access and accessible bathrooms. 3. Dick Wolk, CPC, asked if there would be signage throughout Town in general. Bill responded that it would be more appropriate for the Tourism Committee to provide pedestrian-friendly signs. 4. David Kanter, Capital Expenditures Committee, stated that the CEC would welcome a list of priorities from the Committee on Disability. 8. Town Office Building Use Study & Renovation Design (Town Manager) $100,000 – presented by Carl Valente Carl Valente, Town Manager, stated he is seeking $100,000 to evaluate the use of the Town Office Building and to determine how it should be structured and laid out for maximum efficiency and effectiveness for serving customers and staff. He further acknowledged that the DPW will move out of the TOB in 18 months and next year, following this Use Study, he would request money for construction and renovation expenses. Questions: 1. David Kanter, Capital Expenditures Committee, asked for a breakdown of costs. 2. Frank Sandy, TMM, Precinct 6, asked why just changing an office requires reconstruction. Carl stated the importance of having space and offices designed to meet Department needs, which includes desk space, files, ventilation, code specifications, etc. They strive to meet the needs of employees as well as the public they serve. 9. Stone Building Renovation (Library) $XXX – PLACEHOLDER – presented by Connie Rawson Connie Rawson, Director of Library Administration was absent at the time this agenda item surfaced so Norman Cohen, Member of the Library Board of Trustees offered that the Library was requesting a placeholder for this project and that the Stone Building (East Lexington Branch Library) was awaiting the result of a study conducted on how to best preserve this building. He mentioned they are hoping for the needed information to be available for the annual Town Meeting. Questions: 1. Eric Michelson, Appropriations Committee, asked about the schedule for placeholders. He inquired about the latest possible date for which numbers could be made available. 2. David Kanter, Capital Expenditures Committee, offered that there would be need for public dialogue once numbers are available. Betsey Weiss, CPC Chair, stated that CPC would meet and then have a public meeting. Public Meeting 12.20.07 Minutes – FINAL 1.16.08 4 3. Sue Cusack, from the Committee on Disability asked if the plan would include making the building accessible. The answer was yes, that is part of the study. 10. Land Acquisition (Community Development) $XXX – PLACEHOLDER – presented by Dick Wolk Dick Wolk, CPC, stated that there was no specific property at this time but they do wish to keep this article open. Questions: None 11. Fire Department HQ Renovations & Redesign (Fire Department) $40,000 – presented by Chief Bill Middlemiss Chief Middlemiss shared that both operations and administrative staff share the same functional area at the Fire Department Headquarters creating several conflicts. Therefore, he is looking to improve the efficiency and operations of day-to-day activities and is seeking funds to research and study the use of the building. Following this study, he would bring forward a proposal to renovate and remedy the situation in future years. Questions: 1. Richard Pagett, CPC, sought clarification of the $40,000. Chief Middlemiss, mentioning, “the form was not amenable,” said the money is for the study and design. Construction would be in the future. 12. Munroe Fire Prevention System Replacement (Fire Department) $579,550 – presented by Chief Bill Middlemiss Chief Middlemiss opened by saying the Fire Department is seeking nearly $580,000 to install a new fire suppression system in the Munroe Center for the Arts and to complete the construction for this project. He shared that the current fire sprinkler systems are very old at Munroe and that it is unlikely that they would work. He further stated that there is some responsibility on the Town as property owner. Questions: 1. Wendy Manz, CPC, asked if this project would be applicable no matter what purpose the building was used for. 2. Joel Adler, CPC, asked if the Fire Department visits commercial and school buildings on a regular basis – to be familiar with buildings, to know how to access, to identify code violations, etc. He commented that he was surprised to hear the system at Munroe had not been tested. Chief Middlemiss confirmed that they do visit certain properties on a regular basis and that the Munroe system has been regularly inspected – reviewing main valve, supply line, root system of operation, etc., however, there are deficiencies – size and diameter of pipe, sprinkler heads from 1918, and the like. The Chief shared that under current standards, they are required to have the system inspected but not tested. 3. Marilyn Fenollosa, CPC, asked if it was safe for occupancy between now and when the new fire suppression system is installed. Chief Middlemiss said it is as safe as it was in 1918. The Public Meeting 12.20.07 Minutes – FINAL 1.16.08 5 building itself does not require a sprinkler system based on its use and it is highly unusual to have a system like this. The Chief asked – is it safe – it’s as safe as Cary Hall is, he said. The Chief further stated that they need a very aggressive campaign with realistic limits. 4. Wendy Manz, CPC, asked if there is a range of costs or is this the minimum needed to install a system. Chief Middlemiss responded that this is the cost if it was to be installed today. Approximately $100,000 should be factored in for inflation costs. 5. David Kanter, Capital Expenditures Committee, asked if you factor in all the grandfathering, is the building compliant? Chief Middlemiss responded that under current standards, they are required to have the system inspected but not tested. 6. Unknown person said they want confidence that a licensed inspector has inspected the system. Chief Middlemiss said as far as operations go, they have met with the folks at Munroe to address areas needing to be cleared and they have imposed storage limits. He also said that his staff has gone into this building more than ever trying as best they can in the conditions they have. 7. David Kanter, Capital Expenditures Committee, mentioned that they have lots of documentation. 8. Sue Cusack, from the Committee on Disability, asked if work on the fire suppression system trips ADA requirements. The response was that there is a fair amount of ADA work that should be looked at. 9. Richard Pagett, CPC, spoke in follow-up to Sue Cusack. He asked at what point do we obligate ourselves to do a full renovation? Someone responded that it is triggered by a percentage of total building value. Richard stated that the paper did not include ADA issues. Carl Valente said that the engineering study included building systems and building envelope only. 10. David Kanter, Capital Expenditures Committee, asked how long the project would take once it was kicked off. The Chief responded 2-3 weeks to remove the old system and less than a month to put the new one in. At this point, the meeting returned to agenda item #9 – Stone Building Renovation (Library). Connie Rawson shared that the East Lexington Branch Library suffered a flood in August 2007 and that the Trustees are waiting on a report before making a decision on how to proceed. There are two parts to the process – one, an evaluation of the Stone Building as a municipally owned structure and two, a decision for what should occur within the structure. The Trustees are currently waiting for the report and plan to have a public hearing in the first quarter of 2008. No further questions were asked. Regarding other business, CPC Chair, Betsey Weiss announced that the requested amount for the Archive Record Management and Conservation Project put forth by the Town Clerk had been revised from $35,000 to $150,000. In response to this announcement, David Kanter commented that he was delighted to learn that the comments previously made on this project had been addressed. Betsey Weiss adjourned the Public Hearing at 8:30 p.m. Respectfully Submitted, Judy Pearson Administrative Assistant to the CPC Public Meeting 12.20.07 Minutes – FINAL 1.16.08 6