HomeMy WebLinkAbout2000-04-03 Space Building Needs Assessment.rptTABLE OF CONTENTS
SUMMARY000000•000000000.•...•••••••
THE
COMMITTEE MEMBERSHIP
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GENE L PRINCIPLES & 7
SITES E MINED FOR POSSIBLE USE..........................
RECOMMENDATIONS AND DISCUSSIONS BY
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PROJECT PRIORITIZATION •••••••••6.•.•••••■••••••••••■•■•••••••••■••••1
APPENDICES....
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Documents Available for the Committee's Review.. A
Copy of Survey of Departments...................................... B
Listing Sheets for Clarke Street Medical Building
Outline of Procedure for Acquiring Waldorf School.... D
Mapof Sites...................................................................... E
The Board of Selectmen formed the Space/f3uilcrn, Nceds Assess lent Advisory Committee t
take a comprehensive look at municipal buildim!, space needs for the present and future„ and to
make reconymowndations as to ho\Y those needs can be met for the future. It is important to the
Committee that The Town Manger, Board of Selectmen, and ultimately the 2000 Town N/leet1n.,1
rcview this report and then develop a rinancin(2, strategy to implement the recommendations that
they choose to support. It is evident by the documentation referred to in this report that space
needs and buildiiw conditions have been examined and overlooked for years. It is time for the
community to iC1 on l comprchens v,2 plan to 'address the space needs 'Lind corresponding
r -Ttm,nwide,
It is i i tIfl tO ufldcFStLlfld vht (hi s report is 'ind what this report is not. This report is
tmpLitc for how the space needs cLin bc met. This report is not an attempt to quantit'y eithei
actual sr,lee needed or the cost implications of that space. Where possible, the Committee
make reasonable cost assumptions. The Committee expects that an appropriate cost Linalysis
the recommendations will be conducted. The Committee also understands that quantitati\—
requirements will have to be determined before the assumptions the Committee has made - •
.2A ■11 CI
OLIF efforts to develop recommendations included surveying L-iind intervie\vin each deportment,
studies and ViSitillP, sites. Needs 'across departments 'Lire: training spoce,
copPrence space, porkimi, stora(2,e, and volunteer workspace. Efficiency in conference room
Litilization could be (2ained by u centralized computer based booking system, which th
Committee rceommends be implemented immediately. The Committee also found Chat many
DLL rocilities are not Cully AI)A Licccssible„As bui1dins are upgraded or replaced., tli
mum ccirccd.
Impro\ in2 citizen Lieeess to buildings and individual offlices is something the Comi
CNCOLIrW. When one enters our To\,,,,vn buildings, there are few signs or personnel to
It is theretbre the recommendation of:the Committee that a centralized reception person in e' is
building c physically placed so that citizens can immediately receive guidance and service.
Monv of the spaces and wotin conditions lor the employees are less than ideal. Years of'
bucket constraints have resulted in the Town spencl1n2, inctdeqw-tte resources on facility
The idvent Cf the computer has not lessened space needs but rather increased space ncedst
\\ urk spLice and storage space needs have increased, Additionally. volunteers have helpeti [1-:c
dC1r1L1Ild for :services and they need space in which to work.
\ve co'ald not idiUi t toi i11 Town buildings anc.1 piopc rty (some of which
recumincnd he vLicated). ih Commkte recoo lizes that land is Li valuable sset.
e
gone, it is lost forever. We urge the Town to think carefully before selling property. We further
recommend that the Town be prepared to acquire property in a strategic and fiscally responsible
manner.
There are multiple space needs in the Community. Contained in the report are all the
recommendations in detail. In summary, it is the recommendation of the Committee that the
following should be addressed as soon as practical in this order:
Build a new DPW facility at 201 Bedford Street to accomodate Engineering, Planning,
Community Development, and Recreation, in that order as necessary
Add wing additions connecting the Town Office Building and the Police Station to Cary
Hall to incorporate School Administration and municipal office needs
Move main Fire Station to 201 Bedford Street
Provide a new senior center
Build parking facility
Build athletic fields
T -,ruuLLhly rvi\ving space needs required the Committee to review reports ind studies frum
the past, survey each department, and interview employees. See Appendix A for a complete list
(Jt' the ducumen s available for our' review. Sce Appendix B for a copy of the survey sent to each
dL:plrtinent,
The information supplied in the surveys was used as a basis for interviewing the departments.
We asked that anyone in the department who hid knowledge of present and future space need
be avetc,:i0,411: br the interviewt As a result, we believe wc have collected data that reflects the
, •
views not only (__)1,' management, but also of the employees who work in and utilize the space,
:vIcetin;2s were held in the facility in which the department operates to enable the Committee to
gt a close look at the EL-Iyout, how it was used, and ‘vhether it might accommodate a different
Mier othei'in foct, wo then turned our attention to assessing the information and makin
FCCOMIIICII±ItiOnS. Towards that end we started by identifying common threads and guictinL2,
principles, (See pac 7). \V then started revicwimo the options, department by department,
A droll cport \\-,Is circulated back to the departments, the Town Manager and the Selectmcft
1-11c\ w ere asked to review our assunTtions and identified needs, and to indicate whether
tO\ COnCiLiCICd \\ LIS flO ILLUI IL
FCC
41ata review and collective historical kilo
Et Lied in thk ULpOIL
he Committee came to LI co
Ti -, Bo, 'd of Seim., _ ,,-1 fon .d the Space/Buis N A sment Advisory Co 'ttee in
Oc ' -,- of 19':, i . ine purpose of the Commitr-, ,., r • • a compreher., iv,, 1 _,:- at _1 ce
neeu Llirc-lgl-out the tow- -nd to make recmmendat to -.- the identi_, -ild
be mut ;- - futTire. I- order to prov;de the mo 4- cry
who 1. ., issu , • h1 the pt, who hau k _ oi
affiliath i wi.,14 -a..., ■ . uneni. ifl .,ommitte-.:, ....,_9±1 Wik3 ‘:ctuld rt
The the of the Committee reaci as follows:
he capita; needs within L. Town with ?xc ,tion of C.,qr:' ii,)rary
.141, ngs cLo L. 77. Commit', ,, will '4,7. 11 appropriate
, mine and , s'sess the f • e:tionality of c futi.---
7om-zittee _hall rev,' w all perii.-cmt stz evalui,,tioiL, of
builazt co).„.`,Ixtion, and plan, however prol', r.ake
reco) IatioiL 4-o capital buildin, inv_stment prioritic_ T AT should
_ Ch, "nt prc,, ty inventory held by the Town is to meet futui
space and lding needs I should id:ti-, properties for pers,ective acquisition to
ir „pa .e and 1-,':1(11). ; needs.
LO VI I
who I-
ent different neight,
rc, of th
- and f aEi. itions are:
Don Chisholm
Don is a re,resentative from the Tu i Mting Mc—L „Ai Associati TMMA) from Preci ct
He ha i en active on ,1 Recreatil Committee.
Michelle Ciccolo
Aichelle repres
trat.
Joh] lavies
Johr 1 represer ative
Iiv in Preci. "..
F—en D-olis
Cap Ep
_
L
rd former Town M in Mem Ic r.
J udson. and i11 Preci. ,z,'t 9.
e Pia ing Board. He ir Tov Meeti : lember, an architect,
any 'own Mc ,I; 1\4,-mber. Sh k former 1 maii th,
in Precinct 2.
John Frey
John ref: ent, ti , the East LexiL n Civic I ociation. i landscape ,
ard i H it riecinct
Diana Garcia
Diana is a representative from the Precinct 8 Resident Association. She is a Town Meeting
Member, and lives in Precinct 8.
Peter Kelley
Peter is a representative from the Permanent Building Committee of which he is chai an. He
was Chai an of the Building Finance Committee, is Chairman of the Friends of the Council on
Aging, is a builder, and lives in Precinct 4.
Dawn McKe ptiLL
Da is a member of and representative from the Board of Selectmen. She chairs the
Space/Building Needs Assessment Advisory Committee and recently moved to Precinct 6 from
Precinct 9.
Joe Medlin
Joe is a citizens representative and recently retired as Operations Director of DPW. He worked
for the DPW from 1965 to 1999. He has been involved in or aware of every construction project
durinu that time. He lives in Precinct 7.
Fred Rosenberg
Fred is a member of and representative from the School Committee. He is a Town Meeting
Member and lives in Precinct 9,
Sheila Watson
Sheila is a representative from the Lexington Center Committee. She is a resident of the Meriam
Hill Association in Precinct 6.
Liaisons
The Committee also has two liaisons who have actively participated in the development of the
recommendations contained in this report. They are:
George Burnell - Liaison from the Capital Expenditures Committee, Precinct 7.
Sheldon Spector - Liaison from the Appropriations Committee, Precinct 6.
I
GENERAL PRINCIPLES
o vin
url :
LI principl — e ped t Committee d. velop its recommendations. We
Loo :T t' make public iluildin-, lure citi7en-frien,-
1 T e
r 0 Vr 1 .1,t1Jr .
I ;sical n_.. L,
•:. 1 • ,1 Toperty. We recoanize th
int , -.,01111-1 " IL ', -ar . 'o..,omr.,., . ;ate 'or that
•:. Consir i ure use E. 1 cis in making cr „ ' ndati-
•:. Stri- , Of co ', our recornLJ tions.
value )le to Town
n o 1..he Ccaimitte
Mere i; o_ _Dng-term and short-term recor( torage in all .,partments. Son i n rds
can be kep computers but many :ill -equire hard copie. by law Crlr ;r1 jr otice. Storage
shoulc i-th within indivic 1 departments an cent Ily. Scy-r, f- to-,
trv- • .,)1e.
Th, _ nnt worl for t",
Town c, tions.
Overcrowding L I LO substandard Sp :-_)ming work
WL, and for the n—ny volun \AD
1 Le 1ar
pr ec
..l _omen .
of existir
Parking *
Cen
F
ri LA 1,
ining room (50 1_, _)ple) appropriately u* I )mew: re in Town
accommE 0-12 peopi ;-; 'dent in r -),-t de w ,t- fa.
mittc meeting, --Iv
ir)in is ,uirerl
need Zor UJ
shouL Lle ce
lize * ze aware_ f options
',7L. citizens, visitc_ and emp1oye t I._
6114,/
oom that can :corrirr,',u,„_.,
1- hiri t
,U3L L ich other P1,_.- to be
1,, N1 ':1c1)gs and in the
50 people
7
The Commit ee evaluated the usibitit aF many rown buildings and properties., Lis well as some
privately owned sites that might be L dvisable for the Town to purchase. A map in Appendix E is
prod for your reference. in Lilphabetical order, below is the list of the sites we examined:
Christian Science Church on corner of Forest Street and Muzzey Street
This building was brought to our attention is a building to consider event though
currently available. The Town should continue to watch for an opportunity to consider its
acquisition if it becomes available_
Clarke Street Medical Building
Given the proximity to the center and the 1 ihiui the gi owing nccds of the Tov,m for parkin(2, and
ofike LL nd the possibility of Ltcquiring this propert\' (Wei- time at a reduced price. the
Committee recommends that the Town explore ways or purchasing this property. The total site
covers approximatelv 40000 square Feet or land. Currently there are two units available. One is
00 the market for S93,600 and the other for S60,000. (Appendix C), This property would be L:
location for a youth drop-in center. Since the current use requires medical related uses
001v, it is cur suL,estion that until it L-icquires ownership of the entire building, that the Town
consider movin,4 the youth medical services currently provided under Town contract to this site
L-ts it purchases individuLd units. Acquisition or this site might also provide a means of enhancinLI.
pirk for the library.
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131rn at 201 Bedford Street
—Lim uses for this 9.6 acre site have been discussed over the years, including the possibility oi-
sellin,1 it for commercial value. The parcel's location, size, and site conditions L:111 lead towards
the ittee's recommendation that it is important to preserve this site under TONVI1
cc 1 ( lOF lurther discussion,
Tire St t' (It Bedford Street
(liven our recommendation to relocate the main Fire Station to 201 Bedford Street. this
sia is uniquely suitable fora commercial location, While the Committee feels the property
should be retained by the Town, the comt lercialization of this site can help offset some of the
ecsts associated with the recommendations in this report, As a means of raising, revenues outside
the ta.,K k\ Y. the Committee urges that the possibilities Cor commercialization be examined
Further.
Hartwell „Avenue Landfill
This site is over 65 acres. It is a flood resource for Li low impact traffic use. Flowevcr, givcn its
past function as a landfill the possibilities Cor reuse may be limited. The Committee
it would be too costly from an operational standpoint LIS a location for the DPW Lind it
would decrease efficiency in service delivery. Once the Committee made that decision, we then
looked at other possible uses for the site.
The Committee concluded that its present uses by DPW, Fire and Police are appropriate for the
site. One use that could co-exist with the current use is recreation fields. Recreation progr
are growing tremendously. The Town ca ot currently accommodate all the requests for youth
progr s requiring fields. The recent School Committee decision to build new schools at Fiske
and Harrington may further affect the number of new fields required. This site was thought to
be a place where multiple fields with plenty of parking could be developed and where the hours
of use would not compete with the traffic generated by the adjacent business community, (See
page 17).
Laconia Street School Site
This is the only site under the control of the School Committee that is not contiguous to an
existing school. This site should be preserved in case the School Committee ever recommends
the need for a new school. This site currently has inadequate access through a residential
neighborhood. The potential to provide improved access to the site now exists in the form of a
subdivision currently before the Pia ing Board, in which an easement through the proposed
development is reserved for this purpose. It is a 12 acre parcel of open space that is currently
wooded. Balancing all of the issues, the Committee does not recommend using this site at this
time. The COA believes this site may be an appropriate and viable alternative for the Senior
Center.
Lowell Street
This site is a three acre parcel at the corner of North Street adjacent to the McCabe's Home
Specialty store. It is open space on a busy road. There may be wetland issues associated with
this property. The Committee could not anticipate a use for this property.
Marrett Road Lot Next to Old Res
The Committee felt this site was too small to seriously consider for any use other than parking
contiguous to the Old Res.
fillet State Property
Currently there is a task force examining the potential uses for this property. Several towns must
agree on the uses because the State owns the property. It is likely that the Lexington piece will
be available for affordable housing. The topography of the land is hilly and there is ledge. The
Committee did not consider other uses at this time because of the task force activities and the
land conditions.
u spitai
As with the Met State property, the Committee did not feel it could consider this property for use
because the State owns the property. The portion of the land in Lexington is wooded, hilly and
has limited development potential. Resolution of its use will likely be determined through a
future task force approach.
Munroe Center for the Arts
This 1.5 acre site, located on Massachusetts Avenue, currently houses an arts center. The
Co -iittee supports the concept of providing low cost space to artists for their craft. The
building has no cafeteria and no gymnasium. It is not handicapped accessible. The lot is
substantially undersized for a school under current state requirements. Current parking is
minimal and the ability to provide additional parking at this site is limited due to its small lot
size.
Parking Sites
We reviewed the following Center parking options: build a multi-layered garage in the parking
lot between Waltham and Muzzey Streets; take the land rights underneath all the land between
Muzzey Street, Clarke Street and Raymond Street and create an underground "superblock"; and
decking the Meriam Street lot Because the Meriam Street lot is a substantial area, already
paved, decking that area appears to be the most economical way to get significant additional
parking.
Pelhanz Road
This 14 acre site is located at the east end of Highland Avenue off Massachusetts Avenue up a
steep hill, It is near the Armenian Sisters School and the Museum of Our National Heritage. The
only accesses are through residential neighborhoods. The frontage is insufficient for
development. The Pelham Road intersection at Mass. Ave, has a poor site line. The increased
traffic through the neighborhood by using Highland Ave. and other streets to access the site was
a concern to the Committee. The COA believes this site may be an appropriate and viable
alternative for the Senior Center.
Raytheon Property at Spring Street
The Committee felt it was unrealistic to consider any use of this property in that Raytheon has
made no offers to the Town for the property. The property has been withdrawn from the market.
School Administration Building and Town Office Complex
The Committee believes that the School Administration building is inappropriate for use as
Town or School offices. Whether or not it could be demolished, moved, or commercialized
should be examined further, The Committee considered building a joint Police/Fire Station at
this location. Since the Fire Department felt that response time to areas west of the Center woulc
be unacceptable if the Fire Station was moved to Town Office Complex, This Committee does
not recommend this option. Expansion of the Town Office Complex to accomodate municipal
and school administrative offices by building wing additions to both the Town Office Building
and the Police Station with connectors through Cary Hall is recommended by the Committee,
Senior Center at Muzzey
The Senior Center has outgrown its current facility which is approximately 8,000 square feet of
space (not all useable). Given the difficulties the Town has experienced with the Trustees of the
Muzzey Condominium Trust, it is the Committee's recommendation that the Town explore the
possibility of selling this facility back to the Trustees once the Senior Center has been moved to a
10
new location. If appropriate compensation ca ot be achieved, then other uses should be
explored if legally possible under the existing agreements and deed. The Committee could not
recommend an alternative use for this facility. However, all rights to the soccer field should be
retained.
Waldorf School
Under the te s of the sale of the old Adams School building to Waldorf, the Town retained
ership of the land and leased the building. The lease provides that every 20 years the town
may repurchase the building by giving notice no later than 3 years prior to the expiration of the
renewal. That means that the Town has the opportunity to repurchase the building by notifying
the Waldorf School of its intention to do so no later than August 31, 2000. Given that, the
Committee visited this site. The Committee recommends that the Town further examine the cost
implications of repurchasing this building for Town use. The Library would welcome the
opportunity for the Town to control this property and explore the use of a complex that better
utilizes the East Lexington branch, The Committee recommends that the this financial
implications of the Waldorf School building as a possible location for the Senior Center be
explored immediately. Note, the COA does not support using this site for the Senior Center.
Attached as Appendix D is a memo from Town Counsel outlining the steps and timetable
involved should the Town consider repurchasing the Waldorf School building.
Worthen Road Lot
This is a three acre parcel along Worthen Road between Hayden Recreation Center land and
behind residential properties on Baskin Road. The terrain is hilly and the fitness path abuts the
land. The Committee did not find any present or future use that we could identify at this
time.
11
ENDATIONS AND
ISCUSSIONS BY DEPARTMEN
The Committee biives that meeting the need L of many departments could be
enlarging the Tovvii Office Compt_..y. Adding ins to both the Tm,in Offl LUi1difl d the
Police Station connecting throlih Cary Hall won. allow t;_ti.er uti.ition of meeting ,,pace,
improve and expand handicap aessibi1ity and meet space ru:uirements of the departments. If
upon further detailed analysis, the space needs of all existing departments coulc' Le met by
adding to the Town Hall complex, inclu-ing Ll-ie critical pied of brining in tide School
Ad—iinistration function, the Committee coul( support that .oach. Ou.
bcl v reflect an alternate plan ‘.:iich in the Committee',- ,)_Aiiion is a goo 6 way to addrff.,-
needs.
Animal Rescue
Identified needs - Modernization
viAirj mdation & Discussion - The Animi I building on Westview Street in an
ap iriate location. The size of the building appears tu ive the needs of the dep it --.-it. The
facility has not had a major uporacie. It should be looked at in the ordinary noiirse of capital
pital
repairs.
Cemetery. Building
Identified needs - Modernization; additional ‘voir- ad storage area; additional a aize space
Recomnzendatie.z & Discussion - The location ofthis building is appropria- "Thwever, it is
undersized its deeds and in need of a cosrn_Lin uporacie. This building ani garage should be
refurbished and enlargeci iii the ordinary courz_, of r_.pital repairs.
Co. tkveloprnent
(The Community Development OJfice includes Inspectional Servic- vation and
Health.)
Identifi needs - meet'n room for 15+; small rooms for 5- rith space to layout
,kns; pia.: file and storage 'reas; office space; employee v ace; If space; bookn,
izens.
ation & Discussion - The: ( partments frequently i1e to ,,arious public
works s ViCCS, TIL,, 2o1Aunity Development spa c should be increasu., to acco 11nodate their
need for storage and work space.
Since the Committee is recommending a new DPW facility L. -ouilt, it is economically feasible
to include space for these departments to be co-located. In addition, that would e t' 'Town
to build a training facility and conference rooms that could be shared, and would provide
Community Development with adequate storag, w(-1: ['pace and office space.
file drav-r- cabinets and stoie room; nur:' 'r office; bettc . ace to
Council On Aging
Identified needs - Night and weekend accessibility; parking for 100-200 cars; program space;
ADA accessibility; customer friendly reception area; drop-off location; room to provide program
for up to 250; music room; small meeting space; exercise room; expanded library; computer
training room; office space; and return of adult day care to the Senior Center.
Recommendation & Discussion - The Committee recommends that the Senior Center be
moved to a larger space. The Senior Center space needs far exceed the space available at the
current facility. Already the Senior Day Care has been moved to a satellite facility because it
could no longer be accommodated at the Senior Center. In addition, acco odations to the
Muzzey Trustees over the years have severely restricted the hours the facility can be used. A
1982 report projecting that space needs of the Senior Center would outgrow the Muzzey site by
1990 has long since been realized.
The Committee recommends that the Senior Center be a single purpose facility. Recreation and
other departments should have the opportunity to use the facility for classes and meetings on a
reasonable basis with advance notice and coordination with the director of the facility.
The Committee recommends that the alternative of renovating an existing building versus
building new should be explored and a comparative cost analysis be completed. At this point,
site selection and building envelope size has not been adquately defined. Therefore, it would be
difficult for the Committee to support a specific recommendation. The Waldorf School building
has been identified by the Committee as a possible renovation option. Under the te s of the
existing lease/purchase with Waldorf, there is an August 30, 2000 deadline for taking action in
this direction. In the interest of making that decision in a timely manner, and in order to resolve
the issue one way or another to give the Waldorf Community the closure they deserve as quickly
as possible, the Committee recommends expedited preliminary appraisal and cost anaylsis of that
site. In making this recommendation the Committee recognizes that the COA does not support
this alternative, preferring new construction on a vacant site. However, the Town has not
undertaken building on open space since the Clarke Middle School was built in 1972 and has
since identified open space as a Town-wide core value. Therefore, it is desirable to have the data
to determine whether the cost of renovating the Waldorf School building would be so prohibitive
as to make building on open space a more acceptable approach.
East Lexington Library
Identified needs - ADA accessibility; more space for computers and
materials
Recommendation & Discussions - The Board of Trustees plans to have conversations with the
Community as to whether in fact a branch library for a Community of this size is appropriate.
We urge that those conversations take place soon. Because of that discussion, we are not at this
time, making recommendations for this building. If it is going to continue to be used as a branch
library, it must be upgraded to include handicap accessibility and more work space. Upgrades
should reflect the historic architecture of the building. Parking is an issue. Library patrons
continually compete with the Waldorf School and the Follen Church for parking, The Library
staff has also suggested making the branch a storage location for archive documents. It is
important to note that the possible uses of the building are controlled by the Trust under which
the Cary family gave the building to the Town.
13
Economic Development
4;.
e
. identified needs - Meeting room, parking for visitors, workstation with computer for volunteers
Recotnmendation & Discussion - The Economic Development office currently has adequate
iail' space. It needs to be located in close proximity to the Center. This office can be located
anywhere within the Town office complex once the redesign for other departments is
accomplished.
Finance
Identified needs - Training room with computer work stations for 20-30 people; storage;
combining assessor and tax collector areas; copy machine area
Recommendation & Discussion - It is the Committee's recommendation that the Comptroller
and the finance functions be co-located in the Town Office Building. With various other
functions moved to 201 Bedford Street, space becomes available for use. At their request, the
Tax Collector and Assessors should be moved together for efficiency.
Fire Department
Identified needs - Improved air quality; outdoor training space; classroom space for 30+;
meeting room to lay out plans and meet with up to 10 people; working space that can be secured
during non-business hours; appropriate female living space; exercise/workout area; storage for
equipment and medical supplies; records storage; adequate parking for town vehicles,
employees, and visitors; ADA accessibility; wash rack on apparatus floor
Recommendation & Discussion - It is the recommendation of the Committee that the Fire
Station be replaced and that the most logical location for that is at 201 Bedford Street,
Combining the Fire Department with the DPW makes fiscal and physical sense, The site allows
for drive through bays and the economies of sharing of space such as conference rooms, training
facilities, etc. The current Fire Station is undersized, drab and has been plagued with air quality
problems. A majority of the calls to the Fire Station are from incidents in locations west of the
current Bedford Street Station. Additionally, technology in fire safety has improved dramatically
since the Fire Station was built. The current location causes traffic delays, especially when
vehicles are returning to the station. These deficiencies could be corrected in a new facility.
A critical piece of our recommendation (echoed by the Fire Department) is that the move to 201
Bedford Street is contingent on preservation of the East Lexington Fire Station. Were Town
Meeting or the Board of Selectmen to disagree with this premise, the Committee would not feel
comfortable with recommending the move to 201 Bedford Street. In this case, an expansion and
substantial upgrade to the current facility would be recommended.
Parking
Identified needs - Employee; Center business; visitor to Town Office Complex
Recommendation & Discussion - Parking is a serious problem for town employees, the Center
business district and visitors to the Town Office Building. We began by addressing a question
which is often raised that "if we build more parking we will invite more traffic." The Committee
felt that simply to satisfy the needs of its citizens and the needs of the employees we must create
more parking in the Center.
The most logical way to maximize parking is to deck the Meriam Street lot. The Committee
understands that this may generate some concern amongst the Meriam Hill neighborhood.
14
However, most of the lot abuts the commercial building of Lexington Press on Oakland Street.
Providing additional parking may serve to take some of the cars off the neighborhood streets. A
half-level underground and a level above ground can increase the parking without raising the
level too high. Additional parking behind the Town Office Building and the Police Station can
also be created when the new wings are built.
Planning
Identified needs - Conference area with room to spread out plans and meet with 3-4 people,
map storage, central storage, increased space for personnel, better layout for serving citizens
Recommendation & Discussion - P1 ing interacts with Engineering and Zoning extensively.
There is also a strong interaction with the Assessor's office database, but electronic access rather
than face-to-face contact could be developed with the necessary software and network
configuration. Pla ing is short on space for meetings, employees, and storage. This is a
department that frequently interacts with the public and customer friendly access could be
improved. For all these reasons the Committee recommends that the Pla ing Department be
moved to the new DPW facility with Community Development and Engineering.
Police Department
Identified needs - Training room for 20-25 people; conference rooms for 10-12 people; storage;
improved facilities for female officers; evidence processing and storage room; expanded locker
area; computer workstations; equipment storage area; record storage area; file cabinets and area
parking for fleet of cars and employees; ADA accessibility in upper floors and basement area;
and an additional garage bay.
Recommendation & Discussion - The current facility basically meets the needs of the police
station. A small wing addition with under building parking to provide symmetry with a new
Town hall wing would accommodate their needs. A second garage bay can be added to the
current garage. It does not seem fiscally prudent to replace this facility. In addition, the location
of the police station in the Center provides high visibility and makes it easy for residents and
visitors to seek help. One of the suggestions that had been made was to combine Police and Fire
and the DPW at 201 Bedford Street. We examined this possibility. While some economies of a
joint facility makes sense, we ruled out this idea for several reasons. Over recent years, many
improvements have been made to the Police Station. The specialty equipment such as
bullet-proof glass, firing range, and the joint dispatch center would be costly to replace.
Print Shop
Identified needs - Location that allows for easy delivery of flats of papers and loading and
unloading of print jobs.
Recommendation & Discussion - Approximately 2,000 square feet of space is needed to
accommodate both the print shop and storage for paper. The print shop was scheduled to be
rebuilt at Lexington High School. However, complications make it desirable to consider a
different location. The Committee could not reach consensus on whether it was more appropriate
to locate this shop at the DPW or the Town Office Complex. Physical location of this function is
not critical. Space should be allotted at whichever facility will use the Print Shop on a regular
basis and at the location that makes the most economical sense.
15
Public Works
ntified needs - training space; large meeting room for 50-60 people; staff meeting rooms for
15-18 people; small conference rooms to roll out maps, charts, and work plans; equipment
storage space; storage stock room for Town paper and supplies; file storage; office space; room
for volunteers to work; more up-to-date mechanics shop with parts storage area; citizen friendly
entrance and reception area; ADA accessibility; and better ventilation
Recommendation & Discussion - This facility is in desperate need of replacement. The current
building dates back to the 1800s. Even the newer building was built under the original roof line.
The community began developing plans to replace this facility in the 1960s. Asking our
employees to work in a facility that has leaking roofs, dated utilities, and has not had a cosmetic
uplift in years is not appropriate. After examining the options, the Committee agreed that
rebuilding the DPW (which includes Engineering and Lexpress) at the existing site is overdue.
We recommend that it be a new building(s) large enough to accommodate the Fire Department,
Pia ing, and the Community Development functions (and Recreation if necessary).
One reason for recommending a new building is that the old building could provide swing
space. In other words, the new DPW building(s) could be built without displacing operations
during construction.
At this facility, a Lexpress bus stop should be available, A reception area should be designed
that can be physically separated from the rest of the building and used during off hours. Visitor
parking should be added.
A training room appropriately equipped for 50 people should be included and designed so it can
be accessed from the exterior and interior. In addition, small conference rooms for 10 -
people should also be designed \vial exterior office that can double as meeting space for DPW
and Fire operations as well as be available for committee and other Town meetings.
Reception Area
Identified needs - Greeting place for citizens entering the Town Office Building.
Recommendation & Discussion - One thing that is clear to the Committee is that the Town
Office Building is not inviting to citizens. Citizens enter one of three doorways, with little
sionage directing them where to go for service or information. The Committee recommends that
a reception area be developed to welcome citizens into the building, and that the area be
physically separated for off hour use without opening the entire building. In addition to a
reception area at the Town Office Building, the Committee recommends that a reception area be
developed that is welcoming to citizens at each building.
Recreation
Identified needs - Training space; program space; lockers; equipment storage; file storage;
employee and visitor parking; ADA accessibility; a greeting area for citizens with a place for
adults to sit and fill out forms and an area for their children to wait; and full-sized fields.
Recommendation & Discussion - The current space for recreation is neither user friendly nor
adequately sized, In addition, handicapped visitors cannot navigate all areas of the office. There
is merit to maintaining this function at the Town Office Complex, However, if upon designing
the space at the Town Office Building there remains a space crunch, the Committee felt that this
department could be moved to 201 Bedford Street where short-term parking might be more
convenient, A citizen friendly area should be created to sell swim tags and to allow sign-up for
I b
classes. If Recreation is moved to Bedford Street, a Lexpress bus stop at this facility would
enhance its accessibility.
Recreation Bali Fields
Identified needs - Full-sized fields
Recommendation & Discussion - Recreation has a demonstrated need for more fields. With
the building of two new elementary schools and possible reuse of the Waldorf School building,
existing field might also be displaced requiring even more new fields. In reviewing all the open
space that was available for this purpose, we concluded that the best place to develop new fields
would be at the Hartwell Avenue site. This site contains plenty of acreage to provide a number
of full sized fields and parking without interfering with current operations.
Recreation Facility
Identified needs - Program space
Recommendation & Discussion - There has been much discussion about whether recreation
should have a separate facility. The Committee debated this issue. The need for a facility has
not been demonstrated. What is clear is that they need more and continued access to Town
owned rooms in which to provide their programs. Continuing cooperation with the School
Department will help. Some use of a new Senior Center for recreation should be discussed.
School Administration
Identified needs - Office space to bring all central administration, including SPED services,
together; large conference room for 50 people; room with access for 20-25 people to use for
computer training; small conference room for 12-15 people; workroom with table space to spread
out projects; areas for volunteers to work; ADA accessibility; appropriate reception area for
citizen interaction; storage; office supply storage; loading/unloading area; and parking for
visitors and staff.
Recommendation & Discussion - The School Administration needs a new space where all
central office personnel can be consolidated. The facility needs to be befitting of the value that
the community places on education. With the importance of education in the community and the
continuing desire to see the municipal and school administrations share functions wherever
practicable, it is the Committee's recommendation that the School Administration be given a
wing of Town Office Building. In order to accomodate the School Administration and municipal
regular space requirements, wings should be added to Town Office Complex. The wings could
be built to complement the existing buildings with parking underneath. Additional shared
conference space and better utilization of existing space at Cary Hall could be provided.
Symmetry at the Town complex is important and should be included in the design.
Selectmen's Office
Identified needs - Better configuration of existing space, copier/fax area, larger meeting room,
smaller conference space, better waiting area for citizens and work area for them to fill out forms.
Recommendation & Discussion - The space is very inefficient and gives the appearance of a
private office. The space can be reconfigured to capture more efficiency, increased size and
provide a more inviting atmosphere for the people it serves. The Selectmen's meeting room is
not adequate for all of the meetings they have. It is recommended that one level of the Town
17
Office Building wing include a Selectmen's meeting room large enough to accommodate 100
people for a meeting. The current meeting room could then be used to expand the Town
Manager's oftice to accommodate their space needs.
Social Services
Identified needs - Parking; small conference room; more office space; customer friendly
reception area; storage; ADA accessibility; volunteer workspace; confidential counseling space
Recommendation & Discussion - The Committee recommends that with the move of the
Senior Center, the Social Services intake officer and Veterans Administrator be separated from
the Senior Center. Social Services serves families and individuals. Privacy issues are a concern.
The Committee recommends that this function be brought back to the Town Office Building
where it is easy and convenient for residents to seek assistance. There has been some staff
concern about this relocation and we recommend it be discussed further.
Town Clerk
Identified needs - Technology training space; small meeting rooms; storage space; file storage:
election equipment storage; parking for employees and visitors; climate controlled permanent
record preservation area; and volunteer workspace.
Recommendation & Discussion - The Town Clerk's office needs to be easily accessible to the
public. The current location provides that access. In addition, the walk-in safe is important to
this office's daily function and may need to be expanded. The size of the office is adequate to
meet their needs.
Town Manager
Identified needs - Countertop workspace with computer hook-up for volunteers; nee spac-,
programming space; training space; confidential space for employment counseling ; storage
space; vault space; employee parking; and improved customer greeting area.
Recommendation & Discussion - The Town Manager's office functions well at its current
location, Over the years interns and volunteers, as well as computer and copying equipment, and
consolidation of personnel have all contributed to overcrowding. The Town Manager's office
could be expanded into the aid Selectmen's Meeting Room after the wing is built,
Youth Drop-
Identified needs - Space for counseling and programs
Recommendation & Discussion - There is a tremendous need for youth (especially middle
school students) to have a place to socialize, listen to music, and just relax. This model was tried
in Depot Square and while the need was demonstrated, the location was inappropriate. The
Committee set about to identify a location that would be convenient to the Center but not affect
the businesses, The central location of the Clarke Street Medical building provides an
opportunity to fill this need. This building is currently controlled for medical use by the
condominium owners, It is the recommendation of the Committee that the Town acquire
ownership in the units over time, As they acquire units, Youth Services could occupy the units
as an appropriate medical use and begin to develop a drop-in center. These units are reasonably
priced (under S100,000), Their value is diminished by the restrictions on their use and planning
restrictions that prohibit expansion and make upgrades economically unfeasible. See Appendix
D for listing sheets on tkvo units recently listed for sale.
18
PROJECT PRIORITIZATION
The overriding issues that drove our prioritization were safety and the working conditions in the
buildings. The logic to the order of our recommendations focuses on freeing-up space in the
Town Office Building while correcting the seriously outdated conditions at the DPW and School
Administration building. However, if funding can be found, many of these capital requests
should happen in the short-term.
In the Committee's estimation, neither the possible purchase of the Clarke Street units nor the
possible purchase of the Waldorf School building are high priorities. However, timing
circumstances of those purchases may suggest funding them early in order to ensure their
availability later. Other circumstances such as adequate Recreation Enterprise funds may enable
the athletic field projects to be completed out of priority order.
It is the recommendation of the Committee that the Town immediately implement a centralized,
computerized conference room booking system that identifies all spaces available for use
Townwide.
Before the first two priority projects below can be addressed, the Town needs to identify a design
concept that details which functions will be accomodated in the expanded Town Office Complex.
Priority 1
Build a new DPW facility at 201 Bedford Street to accomodate Engineering, Planning,
Community Development and Recreation, in that order, as necessary
Priority 2
Add wing additions connecting the Town Office Building and the Police Station to Cary Hall to
incorporate School Administration and municipal office needs
Priority 3
Move the main Fire Station to 201 Bedford Street.
Priority 4
Provide a new Senior Center
Priority 5
Building parking facility
Priority 6
Build new athletic fields
19
Docu
or the Co n ee's Rev ew. A
Copy of Survey of Departments••••••••••••••••••••••••••••••••••••••B
Listin e s o Clarke Street Medical C
Outline
Procedure for Acquiring Waldorf School.... D
fSite.••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• E
20
APPENDIX A
DOCU
NTS AVAILABLE FOR COMMITTEE'S REVIEW
1. Conservation Map
2. Land Acquisition Planning Committee Report, April 30, 1996
3. Evaluation of Alternative Sites for DPW Garage Facility, May 1999
4. Recreation Program Space, November 12, 1999
5. 1977 Open Space and Recreation Plan
6. Lexington School Facility Study, January 31, 1994
7. Lexington School Facility Study: Archetype Report
8. Lexington COA Long Range Planning Committee Proposal for a new Senior
Center, December 6, 1999
9. Annotated List of all Vacant Land in Lexington
10. Assessor's List of all Town-owned Buildings and Land
11. Building Finance Committee Report to Selectmen, December 18, 1995
12. Muzzey Quitclaim Deed, Master Deed Management Agreement, and other
documents related to rights and agreements
13. Munroe School Lease Agreement and Documentation
14. DPW Site Plan
15. Long Range Comprehensive Town and Financial Plan, 1966
16. Long Range Comprehensive Town and Financial: Part 11, Long Range Physical
Facilities Plans, May 31, 1968
17. Meagherville development Proposal, January 1971
18. Westview Cemetery Master Plan, October 1, 1972
19, Parking Policy Issues in Lexington Center, December 1980
20. Traffic and Overview Study of the Lexington central Business district, November
15, 1983
21. Lexington Center Land Use - Parking Analysis, March 1, 1984
22. Zoning Maps
23. Waldorf Lease
Selectmen's Office: Space and Building Needs Assessment Questionnaire APPENDIX B
Department N
Questionaire
Name of Person completing questionnaire:
Phone no.
ext.
. With which other to dep en school and m c pal) do you interact? How
frequently and in what ways?
2. Describe the extent and type of the ent and future interactions with the other
dep ents. (i.e. routine e-mail, shared actual services, shared computer progr s, etc.?)
hich dep ou d it be helpful for you to be co-located and why .
4. What type of
not?
g
ace does your dep ent require? Can it be shared, why or why
5. What conference space does your dep ent need? How often do you use it?
6. What c ent space F itations 'bit your dep • en 's ability to perfo its functions
fully? Why?
7. What locatio i To best serves your purpose?
8. Are there any locations that you know of that you feel are unacceptable and why.
Selectmen's Office: Space and Building Needs Assessment Questionnaire
9. How many people work in the dep ent office? How many need desks?
How many need a private office?
10. For p oyees that do not need desk space (e.g. public works, fire, police
What building space does each non-office p- on require, if any,
What specialized indoor or outdoor facilities does he/she need or shares (e.g. workshop or
equipment storage).
11. How many peop
employees, citizens, or others ) visit your facility per day.
12. at storage facilities does your dep ent need? Can it be shared? If not, why no
What do you store?
13. How many file cabinets or supplies does your dep ental office c ently have? Does
this n ber meet your future needs?
14. What other facilities (indoor or outdoor, or specialized), not included above, does your
dep a ent have? at additional needs are there?
15. What space and/or storage does your dep4 t ent c ently have that you could do
without?
16. What vehicle access and/or parking space is required for vehicles and employee
parking?
17. Are there any A issues of which you are aware for your dep
Selectmen's Office: Space and Building Needs Assessment Questionnaire
18. In the next 5-10-15-25 years, are there needs issues that should be a part of the pl
19. Has your dep
ent done a report on space needs? If so, p1 e provide us with a copy.
20. Please provide us with any info ation you think relevant which you have not previously
described.
05-Jan-00 09:59
APPENDIX C
COPYRIGHT, 2000, CENTRAL MIDDLESEX MLS
0014 ADD: 16 L/U:B-3 CLARKE STREET
NG:MED, OCC:AR GED P:D-5 ST:A
AL:SMRD BOOK 17718, PAGE 232 TVA:Y
:OF STORIES:2 CLEAR HGT: 8 HEAT:
T $:169.49 EXTR:CN HZD WASTE:U A/C:YES
R
SQFT: 354 BTMT:N.K.
•
354 LOT: 40000
T PAYS:
NAME :
:354 DESCR:
:354 YR EST: #EMPL:
FLR AREA:
PRICE INCL:HEAT,AC,H20
:220V
S:220V
OTH:
S:BA,FA,PS,PP,OP,SO,BS
RKS:TASTEFULLY RENOVATED OFFICES IN LEX.MED
CENTER. PLEASE NOTE THAT OWNER / TEN
MUST BE A MEDICAL OR AFFILIATED USAGE. NOTE
BUILT-INS,1/2 BATH, BERBER CARPET, THOUGHT- LST DATE:04-Jan-00
FUL DESIGN, SOUND-PROOFING. EXP DATE:31-May-00
ER :DAWN GABLE PH:781-862-7240 SA:2.5 SHOW SA:LO
P :LES III PH:781-446-2544 BA:2 SHOW BA:LO
ICE:LESTER E. SAVAGE,R.E PH:781-862-7240 ID:42001
SEWER:T
WATER:TOWN
GAS :
ELEC:C.B.
PRKNG : YES
LS EXP:
FT:CIB PT:OS $60,000
TWN:LEX AGE: 34
YEAR BLT:1966
APP:E YRB:86
BLDG:
LND:
ASMT:37,000
TAXES:$ 917-99
AL DATA
SEWER,ELEC.
GO1:$
EXP:$289
NOI:$
FLOW:$
OWR FIN:
VOL:
PG:
WHR:DOE
BY:LJ
er listing number(s) or 'ESC' key
05
ull or (P)ersonalized format ?
you wish Feature Table (Y or cNT›) ?
you wish dates printed, if authorized (Y or ‹N›) ?
03-Feb-00 01:37 PM ----- COPYRIGHT, 2000, CENTRAL MIDDLESEX MLS
805 ADD: 16 L/U:21
\TING:CIB OCC:AR NGED
AL:SMRD BOOK 15369, PAGE 436
:OF STORIES:2 CLE
T $:180.00
SQFT:
520
TS
ER:
RT:320/170
KE STREET FT:CIB PT:OS $93,600
MAP:5D ST:A TWN:LEX AGE: 39
TVA: N YEAR BLT:1960
HGT: 0 HEAT:FA/FW APP:V YRB:83
EXTR:WF,MS HZD WASTE:U A/C:CENTRAL
BTMT:UNKNO i SEWER:PUBLIC
LOT: 40700 WATER:PUBLIC
T PAYS: GAS :YES
NAME : ELEC:CB
DESCR: PRKNG:54+
YR EST: #EMPL: LS EXP:
FLR AREA:
PRICE INCL:
OTH:OPERATING EQUIPMENT
S:SS,PS,IN,OP,HW,PP
RKS:ENCLOSED 1ST FL MEDICAL SUITE-2 E IN-
ING RMS,RECEPTION AREA,LAV & SPACIOUS OFFIC
SERVICE. BLDG USE FOR MEDICAL/DENTAL OR
AFFILIATED SERVICE.7PHONE LINES UPDTED FOR LST DATE:15-Nov-99
COMPUTERS.WELL MAINT.BLDG-NEAR BUS & CENTER EXP DATE:15-May-00
.R :CVA REALTY TRUST PH:781-446-9174 SA:3.0 SHOW SA:AP
P :PHYLLIS RESERVITZ PH:781-446-9174 BA:3.0 SHOW BA:AP
CE :THE DEWOLFE COMPANY PH:781-862-2600 ID:18102
BLDG:
LND:
ASMT:73,000
T ES:$ 1787-99
N, AL DATA
GO1:$
EXP:$
NOI:$
FLOW:$
OWR FIN:N
VOL:C006
PC: 87
WHR:DOE
BY:BF
er an MLS number for Full Print, or <RETURN> to end search
e orandum
Date:
To:
From:
RE:
TOWN
OF LEXINGTON
Selectmen's Office
March 23,2000
Daum McKenna, Space/Building Needs Committee
No an Cohen, Town Counsel
Waldorf School Building
APPENDIX D
Current lease expires August 31, 2003.
To must give notice prior to August 31, 2000 of its desire to establish the Fair Market
Value of the building.
Within 20 days of giving otice, Town and Waldorf must each engage an appraiser, (The two
appraisers pick a third appraiser.)
Within 90 days ofengagirig the appraisers, the appraisal report is due.
Within 90 days after appraisal is received, Town must give Waldorf- notice of its intention to
exercise or not exercise its option to purchase building.
If Town exercises option, closing must take place within 10 days after August 31, 2003 or 10
days after price is determined as specified, whichever is later.
1625 M achusc
Lexinoon, MA 02420 781-862-05007(208 Fax 781-863-9468
e-mail sclectmeni.lexington.ma.us