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HomeMy WebLinkAbout1996-04-12-BFC-min.pdf TOWN OF LEXINGTON AD HOC BUILDING FINANCE COMMITTEE Minutes of Meetina April 12 1996 at Cary Memorial Library, as approved April 16, 1996 The meeting was called to order by Chairman Kelley at 7 35 a m with all committee members present Also attending was Capital Expenditures Committee member Ron Grammont Minutes of April 8 1996 were approved as amended Cary Library Deferred Maintenance items should be presented in the same time-frame format as other buildings were in the December 1995 report of the Building Finance Committee, Kennedy suggested Kelley later recommended that each item be assigned for operating or capital budget Sprinklers were discussed at length, and committee members questioned why they should be required There are no sprinklers in the schools, except in some kitchen cooking areas Reported by Eagle that the Fire Chief would probably make a concession on the issue if all other protection measures such as smoke and heat detectors were in place and operating Should sprinklers be on the "deferred maintenance" list? or in new construction plans? Pierce commented that this is a policy matter for the town (At the time of the $11 87 million school renova- tion project, sprinklers were not required ) Agreed not to recommend sprinklers on the "deferred maintenance" list What is "deferred maintenance"? Pierce said that programmatic needs should be addressed insofar as possible within the confines of the present building, along with deferred maintenance This would be alternative to new construction, if any of the three required criteria for approval of the proposed renovation/addition fails Actually the only programmatic items on the deferred maintenance chart are data communication and extension of power outlets Roof . Grammont stated that $80 ,000 was spent on the roof in 1992 (believed to be the 20-year-old section of flat roof ) Committee quickly agreed that there is no urgent roof need for the next five to ten years Jenkins expressed concern over the wide range of the architect ' s estimate on roofing costs Only small items such as flashings were listed in the Archetype report Two years ago there was an ice dam problem Agreed that in ten years or so, an expense of $50 ,000 or possibly less might be needed for maintenance ADA requirements Pierce reported that Emily Silberberg has inspected the building and her recommendations are in the Director's office This information is to be made available to the committee' s next meeting Committee questioned whether a new elevator is really needed, and if so, its cost might be greater that the architect 's $85,000 estimate HVAC is one of the principal concerns at the library; yet the committee noted that the old boiler has a new oil burner to fire it , and it could probably be stretched for some more years Air handling and air conditioning improvements are definitely needed, particularly the poor controls and zoning for an estimated $300 ,000 in one to three years Ad Hoc Building Finance Committee Minutes 4/12/96 - Page 2 Windows should be repaired rather than replaced, the committee agreed, especially in view of the long cost recovery through energy conserva- tion Caulking and other repairs could be handled from operating budgets , for something like $15 ,000 Carpeting throughout the building would be recommended by the library's architects Some capital expenditure for carpeting was anticipated by the Capital Expenditures Committee, Grammont added With painting Hale ' s numbers could be accepted Electrical problems were given some numbers, but the library's numbers for data communication were questioned as the committee compared proposals for the schools Agreed to subtract about $60,000 from Hale's estimate Lighting inadequacies were not considered by the committee to be as serious as reported by library personnel and architects Security system extension to include windows was discussed Concerns about personal safety, present poor sight lines and lighting, par- ticularly in the stacks, were cited, as was the loss of books through open windows near the stacks However, the committee did not recommend extending the security system in the present building The formal part of the meeting adjourned at 9 15 a m to a tour the library and the committee will meet next at 7 00 p m Tuesday, April 16, prior to meeting with the Selectmen that evening Meanwhile the Chairman will gather information in response to committee questions Respectfully submitted, Erna S Greene