Loading...
HomeMy WebLinkAbout1970-03-TOBC-rpt.pdf REPORT ( TOWN OFFICE BUILDING COMMITTEE I March - 1970 Articles 32 , 33 - 1970 � HISTORY � Article 36 of the 1966 Town Meeting authorized the Selectmen � to obtain preliminary plans and specifications for alterations and additions to the existing Town Office Building. An appropriation of $2 , 000 was voted in conjunction with this article . The Committee working with the Boston Architectural firm of Perry , Dean & Stewart , made in-depth studies of Town office space � requirements and presented an office space development program to the 1969 Annual Town Meeting under Article 37 . The Town Meeting amended this Article and appropriated $ 8 ,000 for the preparation � to a future Town Meeting of a more definitive proposal for the Town office expansion. i This detailed proposal was made under Article 2 of the June , 1969 Special Town Meeting. It carefully outlined the space and facilities problem and showed how these could be greatly alleviated � by adoption of the Committee ' s recommendation to build an addition j to the Town Office Building and include a corresponding renovation of the existing office facilities and the Police Station . This program was designed to insure adequate space and efficiency of � operation for all Town departments and to solve the estimated ulti- mate population of 45 ,000 people . Article 2 ' 69 was adopted and � $40 ,000 was appropriated to prepare the final plans and specifica- tions along the lines of the Committee ` s recommendation . The Committee has worked since that time with the Architects , Perry , Dean & Stewart , other Town officials and Citizens Committee members in preparing these detailed plans . The expectation is that the bids due March 19 , will come in at about the original estimate of $750 , 000 . A set of the revised floor plans is attached to this report . � WHY DO WE NEED ADDITIONAL OFFICE SPACE NOW? Before making a recommendation to the Town Meeting for con- struction funds , the Building Committee has made a seapching re- examination of this project to answer the key questions - Do we really need this space and must we have it now? Is there any feasible way to defer or avoid it? The answers to these and related questions � f i � Report - Town Office Building Committee -2- are outlined here as a report to Town Meeting Members explaining why the construction phase should be authorized now. SPACE REQUIREMENTS The space problem is most severe on the second floor of the Town Office Building in the Comptrollers , Public G7orks Administra- tion and Town Engineer' s areas . Here , 30 employees doing work requiring business machines , drafting boards , large files and many records , are squeezed into about 2000 square feet of space . This causes very inefficient working conditions and produces a safety hazard. We have been forced to use public corridor and a closet as work area for Water Department billing, photo-reproduction and mail room operations . Should a fire occur in the rear stairway area these people would have to exit through a single narrow passage . � On the first floor, similar crowding exists in the Town Clerk 's � office and the Selectmen' s staff area. There is no office available to afford citizens any privacy for discussion of tax matters with � the Tax Collector. In the basement , storage space has been con- verted to office use. During the annual audit of the Retirement i Fund, we had to put three auditors to work at a table in a small ; crowdedfile room. Temporary arrangements to provide space for the i Town Manager' s office has added to this problem. OTHER ESSENTIAL NEEDS There is an urgent space requirement for meeting rooms for application hearings , bid openings , meetings with citizen groups , employee conferences and similar activities . There is no conference room space available in either of the two buildings . Lexington has many boards and committees which are a vital part of its Town government. These groups must use the clerical areas of the department offices for their evening meetings . They conduct their business seated on folding chairs , desks and files . It is not unusual for the Appropriations Committee meetings to involve 15 people crowded into an office area barely large. enough for six clerical work stations . Regular Planning Board meetings and hear- ings involve 12 to 15 people and 20 would not be unusual . When this occurs , some people must stand along the walls and some sit in an adjoining office and peer in the doorway. Other committees meet under similar difficult circumstances . It is clear to the Committee that inadequate space is produc- ing inefficient operation with additional expense , and is also hampering citizen participation in local government . f � ( Report - Town Office Building Committee -3- POLICE DEPARTMENT Police operations are being hampered by overcrowded conditions . The main desk is in an open area resulting in a combination of citizens being interviewed on police business and others waiting in the same area. A waiting room is needed to protect the privacy of citizens . There is no facility for the detention of juveniles as required by law. Currently , all arrested juveniles are trans- ported to Jamaica Plain for over-night detention. This causes additional expense and diversion of police cruisers and personnel . A juvenile detention area is an urgent requirement for which space is needed. Detective personnel work in cramped quarters without the privacy so necessary for their work. The clerical areas are inadequate in size and poorly located with respect to the functions they serve . Space is needed for proper set up of equipment and storage of evidence . The present service garage has capacity for � only a single vehicle . A new two car service garage is included in the plans . Plans call for moving the departments of Public Health , Assessors , and Euildings , to the new addition to provide space for the rearrangement of the Police operations . TOWN OFFICE BUILDING CONDITION Examination by the architects during the study phase confirmed that this 40 year old building contains inadequate heating, wiring , plumbing and other basic services . They must be modernized if the building is going to serve the Town ' s needs to even miniR�sm standards . Electrical Wiring - The electric service to this building is rated at 80 amperes , 220 volts . It is grossly inadequate to meet current demand . An average modern home is eauipped with at least a 100 ampere service . Power is so limited that no additional busi- ness equipment can be installed. The circuit wiring is old and dangerously over-loaded. Much of the lighting is sub-standard but there is insufficient power available to permit installation of additional modern fixtures . For continuing use the building must be completely rewired to modern standards and its service capacity at least doubled. Emergency Electric Power - Neither the Town Office Building or Cary Hall have any source of electric power in case of an inter- ruption of Edison Company service . During such a period , operation of the Town offices for various emergency operations would be essential . The installation of an auxiliary generator (for which funds have previously been appropriated) in Cary Hall , to serve both buildings , is a part of the renovation plan. ( Report - Town Office Building Committee -4- Heating Plant - The Town Office Building and Cary Hall are both heated by a single steam boiler originally coal fired and later converted to oil . After more than 20 years , it is becom- ing less efficient and approaching the end of its reliable operat- ing life . Plans call for the installation of a modern boiler with the present unit to remain as a standby. Rest Rooms - Major repairs and urgently needed modernization of the 40 year old toilet facilities has been postponed for many years . Further deferment would increase maintenance and continue the deteriorating appearance . Roof - The roof of the Town Office Building has leaking condi- tion which , if not corrected, will cause deterioration of the roof substructure and water damage to the building interior. Major re- pairs have been repeatedly postponed pending the new construction program. This cannot be further delayed. This roof must get major repairs this year. It is painfully apparent to the Committee that the present office building must be renovated for continuing use , regardless of whether additional new space is constructed. Doing both phases as part of a single contract produces a large saving in cost. (The costs of doing renovation independently are shown later. ) NEW AND FUTURE REQUIREMENTS The planned addition would provide 13 ,000 square feet of office space necessary to accomplish the following: l . Provide the office space needed to relieve the over- crowding already described. 2 . Furnish the additional space needed for steps being taken or planned in the short term future , to keep Lexington government modern and efficient. This includes the creation of the Town Manager form of organization , upgrading of data processing equipment , and office space for a Town Counsel located with other departments . 3. Anticipate the office space needs of Lexington at the forecast population of 45 ,000 . 4 . Provide a flexible interior layout , adjustable to meet future needs at minor cost . The final plans on which construction bids are being taken provide for these requirements . � I Report - Town Office Building Committee _5_ ARE THE FINAL PLANS THE SAME AS THE LAYOUTS SHOWN IN THE 1969 BROCHURE? Definitely YES , with very Few changes , which are : l . The addition of 1300 square feet of basement (which could not be added later) to provide for building equipment, record storage and possibly a future emergency operating center. 2 . Construction of a brick wall , 37 feet long and 8 feet high to hide the air conditioning cooling unit , to be located in the corner of the parking lot near the rear basement d�or of Cary Ha11 . This wall will also enhance the appearance of that area. 3 . Finalizing the layout of the Police Building has made possible the allocation of 700 square feet on the second floor for the needs of Town Counsel and Welfare Services . HOW ABOUT PARKING SPACE? The Committee proposes the following plan for parking , which would be installed after completion of the proposed addition: 1 . A one-way traffic pattern would be set up for the three town building complex. 2 . The available area for parking would be restricted to Town employees working at these buildings and to persons on Town business . IS THERE AN ALTERNATIVE TO THE BUILDING ADDITION? Yes , but not a good one , and only on a short term basis , with added cost. If the Town Meeting does not appropriate funds for construction this year, then the Building Committee proposes the following alternate action : 1 . Temporary office space would be acquired to relieve the overcrowding and to provide some meeting rooms . Either four office trailers (1400 square feet) , would be rented or two used portable buildings (1600 square feet) would be purchased. They would be located in the parking area, directly behind the Town Office Building. Rented trailers would cost about $7 ,200 per year. 4de estimate the price of used portable buildings C2 ) at $16 ,000 . iJew buildings would cost $30 ,000 . Report - Town Office Building Committee -6- 2 . The Town Office Building must get renovation; this work would include rewiring, roof and floor repairs , heating and plumbing systems and modernization . Installation of the new boiler and auxiliary generator would be included. Since the interior walls are load bearing brick or masonry , most existing office spaces would have to remain as they are . Certain departments would move into temporary space and others would be rearranged using the vacated space . We estimate the cost of this type renovation at $105 ,000 Cone half the cost of the complete renova- tion in the proposed construction program) plus the cost of new heating plant and controls at $20 ,000 . The funds for an alternate program would be requested at a mid-year special Town Meeting. If portable buildings are used the estimated total cost would be : Town Office Building Renovation $105 ,000 New Heating Plant and Controls 20 ,000 Portable Office Buildings (2-used) 16 ,000 ($30 ,000 if new) Limited rearrangement -2 buildings 5 ,000 Total Capital Cost 146 ,000 If rented office trailers were used , the total capital cost would be $130 ,000 , plus $7 ,200 per year rental charges . WOULD. THE ALTERNATIVE AFFECT THE NE,�: ADDITION DESIGN? The proposed program for addition and renovation of the Town Office Building in a single construction contract results in a single functional building with common utility systems . A major drawback to a phased program in which the emergency renovation only were done first , would be the loss of the single integrated building concept. Instead , considerable redesign would be required , resulting probably in a two-part building made up of an old reno- vated section attached to a new section . If the entire program is split into two phases , then the total cost through construction of the addition at some later date would approach $1 ,000 ,000 , based on todays price levels . The Building Committee strongly recommends that funds be appropriated now for the construction program. This is the lowest cost method of ineet- ing Lexington' s urgent present and future office space requirements . Report - Town OfPice Building Committee -7- ARTICLE 33 - RELOCATION If Article 32 is approved, construction would start within a few weeks . All Town offices would have to be relocated from the office building very early in the construction period. The architect has determined that by emptying the building, construction cost is reduced by about $50 ,000 and the project time reduced several months . The Building Committee ' s approach to meeting the need for relocation space is made up of the following steps : l. Meve some operations to the second floor of the police building, by crowding those offices during the construction period. 2 . Transfer Public Works Administration and Town Engineer' s � offices to the D .P.W. Building on Bedford Street . This wi11 preempt some of D.P.W. ' s operating area and vehicle space but is felt to be a tolerable condition for up to a year. 3. Use the large 3rd floor conference room in Cary Hall (subject to approval of the Trustees ) for the Select- men' s meetings and another conference room as a committee meeting room. 4 . Locate the remaining office funetions in four rented office trailers which would be positioned in the parking area between Cary Hall and the Police Build- ing. These units would be heated electrically. Rest rooms in the two adjacent buildings would serve the trailers . The cost of moving offices , installing utilities and the rental of trailers for about 10 months is estimated at $8 ,500 . Respectfully submitted, TOWN OFFICE BUILDING COMMITTEE Allan F. Kenney Cildii•iiidii ��.s \ �-��. Otis S . Brown, Jr . �chard M. Perry � John H . Blaisdell Mark Moore, Jr. John J . McSweeney Albert Gray, Jr . Walter C. 0 ' Connell Won�EN LAB. QLANNING OFiuB B OI.QO CIERtCAI. Mew � C�. NEA�TH O COMMITTEE CLER�CAL 0 OrfkE ASSESSORS � OFPlC6 DIQ.OF g VMILT CLE2�CAl. $um.Y HEALTN 0 VAYIT Q���� U COR2100R �FST�Buc.e SLOG .00VT. �iNTIN6 = FIRST �� O�R�CE ROOM � AIO ERVIC� 1'�EETtNG VAu►T ' RAOM T�RRACE G20UtJ� FL002 pLAt3 TOWN OPFICE BUILD ► NG OcrKe DATA TOwN � DRACESS��1G CLERK a►ItE OFFICE MACHINES TREASUq52 0��� VAUIT OFFlCE AUl7 �t�ECToa OFFiC6 YAyLT � �LT VET. � AGENT COMP'fROLLE2 STaicr Ha:�� Go22�o02 CONFE26NCE �OOM F l 2 ST FL002 PLAN� Towiv OFFieE Bu � � o � � G SEI.ECTMEI3S 4�«' CLE R1CAL PtIBL�C WORKS . SEL. 56LEC1'M�EN9 � �CE VAUIT OFFICE MEETNG S20oM � �4u LT WI.IT�IJG 2oo►�n �C 42� ENGI►JEER ORAFT�*1Ci OFFICE S6CRECA2`( Tow,a MANA6E2 SECONO FL002 PLAN TOWN OFFtCE $UIL� ING Wo as J Ce Ls � Y s � J Q CD �►� � � W Q,M. AUTO 7 5u�ies � SZuaa�e Ex�9tiNc M C'�ER PASS AGE Rooe«i Ci 2A E � Ta�En LocKact Roowt go LE� �xcsr�u� c� � 2oorn SToez,�e Z � � � NZO x w� W (� J�u. QOOIA BASEM�Ie!'T FL002 QL. AI`i POLlGE STATION BUILDING MEN WAITIhIG RaOM WOMEN�I L� c� �I NGFR .IuvB►���E PR�M DESK OARK �� A�� 2ooe.� RooM ASSEMBLY CO221D02 '� I J Q GAT2AGE � � 260F W v CAPT. � 7 OF TRAFFIG � T2AFFPG COM►.�t. W � � AI�.R►.45 �IESS. STbR/�GE F 125T F1.002 PLA►J pOLICE STATION �UILDING M�E N CAPT. STaiR pc HALL Ofi'('ECTIVES WOMBW ❑ Jwa. � VOLYG � � F�RST W �.W � C � o At0 � U LL � �Y OBSfRN � W N CLBR{cAL N a W o dQ U1 3 p m � � � U -� ua � N W nQ � O ' ►- � . L16RAR+( w o � p OFFICE `� CHtEFS J (� C � CONFER. OFctCE L � 3U U Q .4� , Q ��...:.� �� � �'< SECC�t�I� FL002 PLA►J I� I �I ppL�CE STATtO►J BU1�.OtNG