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m COMMITTEE MEMBERSHIP ............
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m GENERAL PRINCIPLES &
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0 SITES EXAMINED FOR POSSIBLE USEOOODOOOGOOOOOGOGOO0000000000
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w RECOMMENDATIONS AND DISCUSSIONS BY
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0 PROJECT PRIORITIZATION .........
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Documents A vailablefor the Committee's Reviews.......
A
Copy of Survey of
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Listing Sheetsfor Clarke Street 111edical Buildings.......
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Outline of Procedurefor Acquiring ff"aldorf School....
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Nlap of @dosage 9600405
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Tl b2 Docard of'Selecti-ricri formed the Space/ Buildirio Needs AssessmBrit Advisory Cori-imittCe 1
take a tom preherisive look, at iminiciptil buil dim -j, space needs for the present -arid fi-ItUre, 'llid to
make recom.nWridations as to hov those needs can be met for the -Its e. It is important to the
Committee that The Town Man(ager, Board of Selectmen, ail d ultimatek, the 2000 Tow!n %Vlectilh,
review this report Carid then develop a, financing strategy to implement the reconiniendatioiis ihLii
they choose to support. It is evident by the docurneritation referred to in this report that space
FICCCIS and bUildlilky conditions have b cxamiried arid overlooked for vears, It is time for th�:
01111111,111ity, to act cm a cumprcheiisivc pl,'-m to address the space needs and correspondill " CROPKil
It Is 1' . =-IL'Illt to U11CICF-StLilld whal this report is 'md Wilt this report is llot. This report is L -i
t L cite 1`)r how th(2 space Zs1I1 be mn This report is not an attempt to quantik, el, t h (2 1
L L L
I L ice. WhI
ere possible, the ComillittCC (11L.
('1CIUL-il si)�Icc 11CCLICCI or the cost imp1,cIt,I (_)I1s of thL,it spL
make rc,,.-'isonable cost aSSUIllptiOr"IS, The COMInittCe expects that an appropriate cost arialvsis (,)I
I t I V�: 'M
I )c colic L that qu�
the rccommeticl.,--itioris lucted. The Committee also understands antItL W,
I-CCILlIrcillcilts wIII have to be determiried bef'ore the Lissumptions the Committee has iiiLtdc cm &rtl
O
.,,,ing all each depal-1111(2111, ur CtTorts to develop recommenclatioris included sure -c\ d int
c I icross departments are: trairum, si)Ltce,
FeVIc%VirIx x'Istim.-Y stud'es - L md visitim sites, Needs L L
ccrC,iice sl)Licc, parkIM.", stUrLIALI)C, alid voluritcer \vorkspace. Efficlencv in conferellc�: 1,00111
LZ�Iiiuii coLild be L-,1,LiMcc1 by- a COMPUter based booking, system,
ill I which 11
he ImplCmelited ImIlled'ately. The Comill L
ittCC 'IIS) fc) U Il'i Ill'L
it M M%' Ht
F_)\ 1l I'LIC'I'lics LIrc I -lot fully �AD*A a(2cCSSiblc. As buil dill()S are Upgraded or rel -
I I A MM b9- IT�2 C
1 ll,,) C It'lZICII L'ICC�'SS 10 bLII 1(i III" S Lifl(l I 11LI I VI(ILIL11 Off Is I'S SOMCthill(j the Comm
I
_11CII 011C ClItCr, c)�II® To�,vii hLi'l(I'm, isthcrcI � are fe�v s'(1
C 1-1 (2 C) U I"Ll 1�1 e. ns or perso-imel to *r* e Ow
It is tim-cf'Ore the recummeridLatiori of the (.'.'ommittce thLrlt a centralized reception persoll III 11CI-1
buil dino be plivsicall-v placed so that citizens call immediately receive guidance and scr%,,I(2e.
I
of 111C spaces Land wow kirig coridit.oiis Cor the employees are less tha,11 ideLil. YeLars of
buch-jet coi-istrairits have resulted in the To�vii spendill() In,'-ldcquate resources oil facility
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The SIL vcrit o I` the computer has not lesseried space needs but rather iricreLased spice riecdst R& 0-)
Urk spl-11C 'Cilld story gTe space needs have 111cre'LAsed, Additiolially. volLmteers have I-icipc-0 0!7
,-I ci-i-i Lmd for IS �ry 1 c C S 'Llild the V lb2CCI S pLiC C 111 WI I I C 11 tO WO I'k-
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, N I N - I -
At% bi, %ve Could Ilot idClIt'l' I'LlUlItl I— MS Cor Lill Towil buildill" s LlIld propel-tv (Some 01, w1l I I
m
VN, (2 be VLACLIICCI), the Collim0trT, I-ccovillizes that lai-Id is a VIlLlable "LAssel, al-Amzpm h
gone, it is tost torever. w 7 e urge the Town to think carefully before selling property. We further
recommend that the Town be prepared to acquire property in a strategic ana tiscaiiy responsible
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 con-necting, the Town Office Building and the Police Station to Cary
Hall to incorporate School Administration and municipal office needs
'M
Provide a new senior center
B « y } w� \ 2,:((}{>:
uild pa
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Thorou(jlilv rcviciii space needs required the Committee to review reports and studies from
the past7 survey Li ll department, in lntcrvie�v employees, See Appendix A for -a complete list
of the Lig meats ivall,,:iblc for out, review. See Appendix B for a copy of the survey sent to each
The Infol-III'Litiun suppiied in the surveys used as a basis for intervle%vlll�.) the departments,
\Vc aSk-ed t1lat anvolle in t1li2, depart illern v�1-10 llad kbowl edcle of present and future space needs
li-tvc collected data fliat reflects the
A result, v��t� [�cl,
L�c iv
Lail" for the L W'C L
VICW-S 110t, Only ot'nianagement, but also c) f" the employees who work in Lind utilize the space,
I,r z:D
were held in the facility, in %%.hicil the 1.,.,pL,-irtmcnt operates to enable the Committee io
kj�:t a Close look, at the layout, llow it was used,, and whetlier it miglit accommodate a different
I
A f 0 11 tassesSiand a
o nly the in mk-IM-1
ter izatlicrin(jl Cacts, then turned our attelit1'
i-ccommcnclations. To%\,�,ards that end \\,Ic started by Identifying cornmorI threads and ouiclil]()
is department by, department,
p,rinclIpIcs, (See pace 7), \k`e then stlartccl rcvicv,,,.iIwj the optior
,� -11- , -1 c,rculatccl Lmck to the the To%��n Maniocr and the Selectmen,
Lill FCJ�(_M. WLIS I L L ZD
1_11:-N v"erc L-1-Acd to rc%.1cW our L'Isstimption-S k,.MLA Identified needs, Lind to indicate %%�Ilctllkfr
LMNA -e Concluded %%as I -lot L,
11-11VI-k4-ILItLi 'L
.0 1
ill P
1 �:011cctl%�c lllstol,1it kilov"Iedi-3c, the Collinlittee Came to the colic ILIS1011-S
rccanmabolLicci M tIlls report.
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The Board of Selectmen formed the Space/Building Needs Assessment Advisory Committee in
October of 1999. The purpose of the Committee was to take a comprehensive look at space
needs throughout the town and to make recommendations as to how the identified needs could
be met in the future. In order to provide the most credible product, the Board sought members
who had studied space issues in the past, who had knowledge of how the town works, who had
affiliations with departments and committees, and who would represent different neighborhoods.
The charge of the Committee reads as follows. -
To assess the capital building needs within the Town with the exception of Cary Library
and those buildings in use as schools. The Committee will meet with all appropriate
personnel so as to determine and assess the functionality of current andjuture space
needs, In addition the Committee shall revieu) allpertment studies and evaluations of
building maintenance, construction, andplans, however preliminary, to make
recommendations as to capital building investment priorities, The Committee should
assess whether current property inventory held by the Town is sufficient to meetfuture
space and b u ilding ne eds and sh o u ld ide ntify properti es for perspe ctive acq u is ition to
meetfuture space and building needs.
Don Chisholm
Don is a representative from the Town Meeting Members Association (TMMA) from Precinct 4.
He has been active on the Recreation Committee.
MI*chelle CI'ccolo
Michelle is a citizen representative and former Town Meeting Member. She is currently
Assistant Administrator for the Town of Hudson, and lives in Precinct 9.
John Davies
John is a representative trom tne Planning Board. He is a Town Meeting Member, an architect,
and lives in Precinct 4.
Karen is a citizen representative aria I own meeting Member. She is former chairman of the
Capital Expenditures Committee, and lives in Precinct 2.
John Frey
John is a representative from the East Lexington Civic Association. He is a landscape architect,
and lives in Precinct 5.
I.
Diana Garel"a
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 chairman, He
was Chairman of the Building Finance Committee, is Chairman of the Friends of the Council on
Aging, is a builder, and lives in Precinct 4.
Dawn McKeu*
Dawn 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
'11-1
Precinct v.
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
during 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.
Shelia 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 -
®c from the Appropriations Committee, Precinct 6.
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The following general principies rielped the Committee develop its recommendations. We
would -
Look for ways to make public buildings more citizen -friendly.
Understand how Town departments work together.
Balance fiscal prudence with physical needs,
Discourage tne selling of Town property. We recognize that land is valuable to Town
interests. Its commercial value cannot compensate for that fact.
Consider present and future use and needs in making our recommendations.
Strive for consensus on our recommendations.
Findings of the Committee werl
There is alack of long-term and short-term records storage in all departments. Some records
can be kept on computers but many still require hard copies by law and in practice. Storage
should be addressed both within individual departments and centrally. Some off-site storage
may be possible.
There is insufficient workspace for the employees we have and for the many volunteers who
support Town operations.
Overcrowding has led to substandard spaces becoming work areas.
At least one large training room (50 people) appropriately equipped somewhere in Town
should be provided.
Lack of conference rooms to accommodate 10- 12 people is evident in most departments for
internal meetings, volunteer committee meetings, and to service citizens.
Computers have not lessened the need for s ace, More area per workstation is requirect to
p
accommodate technology.
Conference room scheduling should be centralized to maximize awareness of options and use
of existing space.
Parking is inadequate for citizens visitors and employees at many Town build' i
1 1 ings and in the
Center shopping district.
Each building has a need for a meeting room that can accommodate a minimum of 50 people
which can be shared by departments within that building,
Departments which functionally support each other need to be brought together.
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L 1 ? e
'Th(,� Comm i ttet-- cv'Lil uL-ited the LIS'Ibl I I t\," 0 f III'LlIAV '0 "D bLII Idings and properties, Lis I I 'LIS Some
pmy"Lltely Owned -sites thLit might be Li" ViSLINC for the Town to purchzise. A mLip in Appenciix E IS
r, b
-ibc,ot-deelow s tilist oti
ile f le sites v
�e evirnined:
pro!Wd for your Tef'crence. In ' C ilpl-IL et'Lil I
/I T�
Christiati Scietice Ch urch oti cortier oy P orest Street aml Muzzey Street
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Thl-S bUildintJ \VUS 1)101-1�,Jht to OUr LAttClItiOn LIS C'l bUilding to consider event thoucTh it is not
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currently L t,-nl-Lible, The Town should continue to vvL-itch for all opportunity to consider its
LICCILlisition if it bccomes Livciilable-
Clarke Street.11cid ical Buil(Iiiia
the pr(-)Xlllll[N. to the center Lind the Ithi-Lu-N, the urc)Nvinu needs of the Tn for parkin(i Ind
4:7
-ty is property Over time Lit Ll reduced ®i ,the
01 ice X; lie p I I I
. M- cc, 'Ind t, o-ss'b'l Y of''ic(lun-'no tli'
Committee recommends thLit the Tovn explore %N LAN" ofplir chLlsing this property, The totLd site
Covers L-Ipprc-)\lmLitcly 40,000 sqLI'LII-C feet 01'Lilid, Cul-l-ClItIly there LIFC t�-vo units LivLlilli ble, One is
1011 the n-IL-irket for SQ -),600 Lind the other for S60,000. (Appendix C), -rhis propet-tv �vould be a
MQ_ 10C"Lill'On for Ll VOLIth drOP-111 center. 'Since the cul-l-Cilt use requires medicIL-11 relLited tiscs
-1ccluires O\vncrsh'Ip Of the entire buildina. thhe Towi-I
U 111 v It 'IS OUr SLI(I(JCSti011 thLIt Until it ' L Lit t
C01-ISI&I, MOVIM" the Vouth iii edicLal Pr0%,`IdCd Under T0%,Vn conti-Lict to this sits'
(,is it PUI'ChLiscs Individi-IL11 units, 41ACCII-IlSitiOn 01' this Site Mi(Illt L11SO PrOVide a inins Of CnhL-1nCInL1
I -)L -i r k for the libl-Llry,
AP& Bam at .2.01 Betiford Street
\L-mv uses for this 9.6 'LICI'C site IlLlve been dIscI.ISScd Over the N/cLu-sl incl udiii " tile possinilitv of,
sellln(�) it t'()[' COMIllercl"LlI vc-1111C. The pCirccl's locLition, Size, Lind site Conditions L-111 IeLld tow�lr(ls
(lurnmitlee ® I
S I-CCOM111cildmion t1lLIt it is 111-1pollmit to preserve this site under ToNvii owim-sl-III).
S 1�2 �111 C0 1- t'Ll 1-t 11 C I- (I I S C US S 10 n
Fire Statimi tit 'int®I Street
6IVCI-I 0111- 1,CcommendLition to i,clocLitt the m(,iin I'li-c StLition to 20 1 Bedford `qtr t. this 1,5
is uniquely suitLible for Li cornmei-cl,,ll lot:L-ition, While the Committee feels tile, pi,operte
shoal be retained bvT the TOWI-1, tile col-nmerc lkil iLittzoll of this site CL -in help Offset some Of the
-ecom I I As a ri-Icans of rLiisin -C VC 11 U e '-) 0 LI t S 1 U'
�-()SI-l'), 'LISSOCILIted with the I mendLit,oll-S in this repoi g7 1
the t-Lix levythe Cc-)IIII-ilittCe Ur CS thLit the I)OSSIbilitICS for C0111111CrCialiZati011 be C XLI Ill 111 C Cl
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i1lt-thcr-
Ibirtwell.-Iveime Laii(�Iill
This site is ovci- 65 Licrcsa It is Li (3ood nesourcc for Li IoNv 11-11PLIlct ti-Liffic Disc. I-IoNvever, (JIN-til 11-",)
,iv be limited� The C(-)Illllllttc(2
-11 the poss'b'l't'cs fOr rCLISC mL I
L L Ll L
T-) -I-St I-Incti011 IS I
L
roill 'In opcl�L I t oil for the DP%%
am, MdLduei it would be too costly f tiomil stundpoint, Lis Li 1ocL I L111LI it
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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
siteOne use that could co -exist with the current use is recreation fields. Recreation programs
are growing tremendously, The Town can -not currently accommodate all the requests for youth
programs requiring tleids. The recent School Committee decisioa
n 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 Planning Board, in which an easement through the proposed
development is reservect tor 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.
L a well 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.
iVarrett Road Lot Nevt 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.
111et State Property
Currently there is a task torce examining the potential uses for this property. Several towns must
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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.
HiMesex Como- s ital
pi
As with the Met State property, the Committee did not feel it could consider this property tor use
I and
because the State owns the property. hilly The portion of the land in Lexington is wooded,
has limited development potential. Resolution of its use will likely be determined through a
future task force approach.
A
Manroe Centerfor the Arts
This 1.5 acre site, located on Massachusetts Avenue, currently houses an arts center. The
Com-mittee 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 Sttes
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 undemeath all the land between
Muzzey Street, Clarke Street and Raymond Street and create an underground "superblock"; and
decking the Meriam Street lot, Because the Meriarn Street lot is a substantial area,, already
paved, decking that area appears to be the most economical way to get significant additional
parking,
Pelhani 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 tl-trough residential neighborhoods, The frontage is insufficient for
development, The Pelham Road intersection at Mass. Ave, has a poor site line, The increased
traffic dirough 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 Adonnistrallon Building and To�vn Ofj'ice Coinplev
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 woule
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 Buildina
and the Police Station with connectors through Cary Hall is recommended by the Committee,
Senior Center at illazzey
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
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new location. If appropriate compensation cannot be achieved, then other uses should be
explored if legally possible under the existincr agreements and deed. The Committee could not
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recommend an alternative use for this facility. However, all rights to the soccer field should be
retained.
Waldorf School
Under the ten -ns of the sale of the old Adams School building to Waldorf, the Town retained
ownership 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
Com-mittee 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 buildina 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.
The Committee believes that meeting the needs of many departments could be well served by
enlarging the Town Office Complex, Adding wings to t)oth the Town Office Buildincr and the
Police Station connecting through Cary Hall would allow better utilization of meeting space,
improve and expand handicap accessibility and meet space requirements of the departments. If
upon further detailed ranalysis, the space needs of all existing departments could be met by
addincy to the Town Hall complex, including the critical piece ot tDringing in the School
Administration, function, the Committee could support that approach. Our recommendations
below reflect an alternate plan which in the Committee 5 s opinion is a good way to address space
needs.
Animal Rescue
Identified neecls - Modernization
RecowsThe Animal Rescue building on Westview Street is in an endat'on & Discussion
appropriate location, The size of the building appears to serve the needs of the department. The
facility has not had a major uporade. It should be looked at in the ordinary course of capital
repairs.
Cemetery Building
Identified nee(Is - Modernization, additiorial work and storage area; additional garage space
Ir T
Recotinnena'ation & Discussion location of this building is appropriate. i-iowever, it is
undersized for its needs and in need of a cosmetic upgrade, This building and garage should be
refurbished and enlarged in the ordinary course of capital repairs.
C a in rm-mt#bt v e I o p m c n t
(The C'onitnunity Develoj)nwnt Oifice inclucles Insoectional Services, Conserwition onci
Heulth.)
® needs - meeting room for 15+; small meeting rooms for 5-6 with space to layout
plansplan file and stacre areas- office space- employee work space- shelf space; bookcases -
file drawer cabinets and store room; nurse's office; better space to service citizens,
Recominendati"on & Discussi"on - These departments frequently need access to various public
�vorks services, The Community Development space should be increased to accommodate their
need for storage and work space,
Since the Committee is recommending a new DPW facility be built, it is economically feasible
to include space for these departments to be co -located, In addition, that would enable the Town
to build a trainincy facility and conference rooms that could be shared, and would provide
Community Development with adequate storao, work space and office space.
t))
a
Councl"I On Agi*ng
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 proaram
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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, accommodations 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 meetincis 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 possime renovation option. Under the terms 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, anci in orcier to resolve
the issue one way or another to give the Waldorf Community the closure they deserve as quickly
'ble, the Committee recommends expedited preliminary appraisal and cost anaylsis of that
as possi
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 mid 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 (assy p)
-reseitLys-ei - ADA accessibility- more space for computers and
materials
Recommendall"on & Disciissions - 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
il
libraryit must be upgraded to include handicap accessib
,ity 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 underwhich
the Cary family gave the building to the Town,
IN
Economic Development
Identified needs - Meeting room, parking for visitors,',xiorkstation with computer for volunteers
Recommendation & Discussion - The Economic Development office currently has adequate
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
Identij'ied needs - Training room with computer work stations for 20-30 people, storage;
combining assessor and tax collector areas, copy machine area
Recommendation & Dis'cussion - 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
Identij'ied needs - Improved air quality,- outdoor training space- classroom space for 30+ -
meeting room to lay out plans and meet with u to 10 people- working space tnat can be secured
p 5
duri ng 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 & Disciission - 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 econornies 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 preserwition 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
'® 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 ? I own Office Complex
Recommendation & Discussion - Psrking 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 bblng 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 msx1mize parking is to deck the Meriam Street lot. The Committee
understands that this may generate some concern amongst the Meriam Hill neighborhood.
E
However, most of the lot abuts the commercial bung 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
Identp"ied 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 - Planning interacts with Engineering and Zoning extensively.
There is also a strong interaction with the Assessor's office database, but electronic access ramer
than face-to-face contact could be developed with the necessary software and network
configuration. Planning is snort 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 Planning 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 storaae area, record storage area- file cabinets and area-,
l ZD I I
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
. garacTeIt does not seem fiscally rudent to replace this facility. In addition, the location
tD p
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 possty. 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
Identit'ied needs - Location that allows for easy delivery of flats of papers and loading and
unloading of j obs.
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.
a
Public Works
A - I
hpntij'ied needs - training space- large meeting room for 50-60 people- staff meeting rooms for
15-18 people- small conference roorns to roll out maps, charts, and work plans- equ*
1pment
storage space; storage stock room for Town paper and supplies; file storage; office space; room
f
w . I (- F 71 or volunteers to ork; more up-to-date mechanics shop with parts storage area; citizen Triencu
T y
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 root' 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 anC1 Lexpress) at the existing site is overdue.
We recommend that it be a new building(s) large enough to accommodate the Fire Department,
Plarming, and the Community Development functions (and Recreation if necessary).
One reason for recommending a new building is that the old building couici provide swing
space. In otherwords, the new DPW building(s) could be builtwithout displacing operations
during construction,
At this facility, a Lexpress bus stop should be av,-filable. 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, smaii conference rooms for 10 - 12
peopI e should --ilso be designed with exterior office that can double as meeting space for DPW
-ind Fire operations as well as be available for committee and other Town meetings.
Reception Area
Identij'ied needs - Greeting place forcitizens entering the Town Office Building.
Recommendation & Discussi"on - One thing that is clear to the Committee is that the Town
Off -ice Building is not inviting itit
to citizens. Citizens enter one of three doorways, wh ltle
signage 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 er-ich building.
Identij'ied needs - Training space; program space; lockers; equipment storage, file storage;
employee and visitor parking; ADA accessibility- a greeting area for citizens witn a place tor
adults to sit and fill out forms and an are, -i for their children to wait; and full-sized fields.
Recommendation & Discussi"on - 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 Streetwhere short-term parking might be more
convenient, A citizen friendly area should be created to sell swirn tags and to allow sign-up for
a
classesP If Recreation is moved to Bedford Street, a Lexpress bus stop at this facility would
enhance its accessibility.
Recreation Ball Fields
Identified needs - Full-sized fields
Recommendati'on & DI'PB sciission - 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 requirincy 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.
0
Recreation Facility
Identij`ied needs - Program space
Reconstnendatt"on & Disciissi'on - 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
Ident�fted needs - Office space to bring all central administration, including SPED services,
together, large conference room for 50 people; room with access for 20-25 eople to use for
5 p
computer training; small conference room for 12-15 people; workroom with table space to spread
out projects; areas tor volunteers to work; ADA accessibility; appropriate reception area for
citizen interaction- storaae- office supply storage- load ing/unload incy area- and parking for
visitors and staff.
Recommendatt"on & Discussi'on - 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
practicaoie, 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
, Identiji'ed 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.
Recostitnendation & Di'sciissi'on - 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
N
Office Bunuingwing inciucieaSelectmen' s meeting room large enough to accon-imodate 100
people for a meetincy. The current meeting room could then be used to expand the Town
i1- 's office to accommodate their space needs,
t)
Social Services
Identi
fled needs - Parking; smaii conference room; more office space; customer friendly
reception area- storage- ADA accessibility- volunteer workspace- conflidential counselincy space
Recocotnendati*on & Discussl'on - The Committee recommends thatwith 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 Off -ice 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.
Io`entiJ1ednee(1s - Technology training space; small meeting rooms; storage space; file storage,
election equipment storage- parkincy for employees and visitors- climate controlled permanent
record preservation area, and volunteer workspace.
Recommendatloti ct, Discussion - The Town Clerk's off -ice 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 off -ice is adequate to
meet their needs.
Town NNIanager
Ideiitiji'ed nee(Is - Countertop workspace with computer hook -tip for volunteers; mceting space-,
programmini-, s , trainino space' confidential space for employment counseling- storaue
paceb
space- vault space- employee parkincy- and improved customer greeting area.
Recomineticlation & Discussion - The Town Manager's off -ice functions well at its current
loca- -tioii, Over the years interns and volunteers, -is well as computer and copying equipment, and
consolidatiori of personnel have all contributed to overcrowding, The Town Manager's office
could be expanded into the of Selectmen's Meetini.1, R.,00m after the wing is built.
Youth
®j
ft
Idelitij'ie(l iiee(ls - Space for counselits g 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 ",,vhile 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 f -ill 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 ii -i the units over time. As they acquire units, Youth Services could occupy the units
'is an appropriate medical use and begin to develop a drop-in center. These units are reasonablv
priced (tinder S 100,000), Their value is diminished by the restrictions on their use and planninC)
rest ri(I'tioits that prohibit expansion and make tiades economically unfeasible. See Appendix
b -
D fc)r listing sl-icets on two units recently listed for sale.
0
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
Adm
if funding call be found, many of these capital requests inistration building. However,
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
I 1 .1
circumstances of those purchases may suggest funding them early in orcier to ensure tneir
availability later. Other circumstances such as adequate Recreation Enterprise funds may enable
,,4
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 t)eiow can be addressed, the Town needs to identifv a design
W
concept that details which functions will be accomodated in the expanded Town Office Complex.
Priority I
Build a new DPW facility at 201 Bedford Street to accomodate Engineering, Planning ,
4
Community Development and Recreation, ill that order, as necessary
Prl*orl'tv 2
Add wing additions connecting the Town Office Building and the Police Station to Cary Hall to
incorporate School Administration and municipal office needs
P r I' o rl"ty 3
Move the main Fire Station to 201 Bedford Street.
Prl'orl*ty 4
Provide a new Senior Center
Priority 5
Building parking facility
Priority 6
Build new athletic fields
K
0 A
DocumMMAvaikeNefor the Committee's Review....... A
Copy of Survey of B
L 4 0
isting W, etsfor Clarke Street Medical Building....... C
Outline 1-V'F'rocedurefor Acquiring Waldorf SchooL.G.#
of as000sooss so so** o as000soos000 s000 @see so so s000soo as*soy
E
m
0
I . Conservation Map
2. Land Acquisition Planning Committee Report, April 30, 1996
3. Evaluation of Alternative Sites for DPW Garage Facility, May 1999
4. Recreation Procyram Space, November 12, 1999
5. 1977 Open Space and Recreation Plan
6. Lexington School Facility Study, January 3 1, 1994
7. Lexin ton School 9 Facility Study: Archetype Report W
8. Lexincyton COA Loncy Rancye Planning Committee Proposal for a new Senior
t) t) t)
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. Mun-roe School Lease Agreement and Docunientation
144 DPW Site Plan
15, Long Range Comprehensive Town and Financial Plan, 1966
16. Long Range Comprehensive Town and Financial-. Part 113 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 Lexincyton Center December 1980
20. Traffic and Overview Study of the Lexington central Business district, November
151 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
Name of Person completing questionnaire: Phone no. ext.—
...............
..........................
L With which other town departments (school and municipal) do you interact.? How
frequently and in what ways.?
2. Describe the extent and type of the current and furttre interactions with the other
departments. (i.e. routine e-maii, snared actual services, shared computer progains, etc.?)
3. With which departments would it be helpful for you to be co -located and why' !
4What type of trai
.ning space does your department require? Can it be shared, why or why
not?
5. What conference space does your department need? How often do you use it'!
6. What current space limitations mhibit: your department's ability to perform its functions
fu I ly ?0 Why?*
I liq 111
OR
M.
8. Are there any locations that you know of SII you feel are unacceptable and why' ./
1111111111 a
9. How many people work in the department office? How many need desks'./
How many need a private office?
10. For employees that do not need desk space (e.g. public works, fire, police) -
�n.�Img space does each non -office person require, if any?.
What specialized indoor or outdoor facilities does he/she need or share? (e.g. work -shop or
equipment storage).
11. How many people (other town employees, citizens, or others) visit your facility per day?
12What storage facilities does your department need? Can it be shared? If not, why not?
, .
What do you store?
13. How many file cabinets or supplies does your departmental office currently have? Does
this number meet your future needs?
14. What other facilities (indoor or outdoor, or specialized), not included above, does your
department have? What additional needs are there?
15. What space and/or storage does your aepartment currently have that you could do
without?
16. What vehicle access and/or parking space is required for town vehicles and employee
parking'.'
17. A -re there any ADA issues of which you are aware for your department?.
Selectmen's Office: Space and Building Needs Assessment Question n airc.
18, In the next 5-10-15-25 years, are there needs issues that should be a part of the planning?
19. Has your department done a report on space needs? If so, please provide us with a copy.
® Please provide us with any infon-nation you think relevant which you have not previously
described.
05 -Jan -00 09:59 AM ----- COPYRIGHT, 2000, CENTRAL MIDDLESEX MLS --------
0014 ADD: 16 L/U:B-3 CLARKE STREET FT:CIB
PT:OS $60,000
ING:MED. OCC:ARRANGED MAP:D-5 ST:A TWN:LEX
AGE: 34
AL:SMRD BOOK 17718, PAGE 232 TVA -.Y
YEAR BLT:1966
:OF STORIES:2 CLEAR HGT: 8 HEAT:HA
APP:E YRR:86
T $:169.49 EXTR:CN HZD WASTE:U A/C:YES
BLDG:
SQFT: 354 BTMT-.N.K. SEWER:TOWN
LND:
354 LOT: 40000 WATER:TOWN
ASMT:37,000
® T PAYS: GAS :
TAXES:$ 917-99
L NAME ELEC:CB-
ANNUAL DATA
:3 5 4 DESCR: PRKNG:YES
GOI:$
,:354 YR EST: #EMPL: LS EXP:
EXP:$289
FLR AREA:
NOI:$
S:220V PRICE INCL:HEAT,AC,H20 & SEWER,ELEC.
FLOW:$
TS:220V
OWR FIN:
W :
VOL:
RT:
PG:
L :
WHR: DOE
L OTH:
BY: LJ
R_AS-.BA, FA, PS, PP, OPS0,BS
ARKS:TASTEFULLY RENOVATED OFFICES IN LEX-MED
CENTER. PLEASE NOTE THAT OWNER / TENANT
MUST BE A MEDICAL OR AFFILIATED USAGE. NOTE
BUILT-INS,1/2 BATH, BERBER CARPET, THOUGHT- LET 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-
I T ,R.E PH:781-862-7240 I 200
er listing number(s) or 'ESC' key ?
ull or (P)ersonalized format ').
you wish Feature Table (Y or <N>)
you wish dates printed, if authorized (Y or <N>)
03 -Feb -00 01:37 PM COPYRIGHT, 2000, CENTRAL MIDDLESEX MLS --------
38051 CLARKE STREET
FT:CIB
PT:OS $93,600
ING:CIB OCC:ARRAINGED MAP:5D
ST:A TWN:LEX
AGE: 39
AL:SMRD BOOK 15369, PAGE 436
TVA:N
YEAR BLT:1960
:OF STORIES:2 CLEAR HGT: 0
HEAT:FA/FW
APP:V YRB:83
T $:180.00 EXTR:WF,MS HZD WASTE:U
A/C. -CENTRAL
BLDG:
SQFT: BTMT:UNKNOWN
SEWER:PUBLIC
LND:
1 520 LOT:
1 40700
WATER:PUBLIC
ASMT:73,000
S: T PAYS:
GAS :YES
TAXES:$ 1787-99
'L: NAME :
ELEC:CR
ANINUAL DATA
® DESCH.-
PRKNG:54+
GOI:$
YR EST: #EMPL:
LS EXP:
EXP-.$
FLR AREA:
NOI:$
S: PRICE INCL:
FLOW:$
TS:
ONE, FIN:N
®
VOL:C006
RT:320/170
PG: 87
L:
WHR: DOE
L OTH:OPERATING EQUIPMENT
BY: BF
RAS:SS, r OP, HWI PP
:ENCLOSED 1ST FL MEDICAL SUITE -2 EXAMIN-
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 1BLDG-NEAR BUS & CENTER ERE DATE:15-May-00
tR :CVA REALTY TRUST PH:781-446-9174 SA:3.0 SHOW SA:AP
P :PHYLLIS RESERVITZ
® SA. -3.0 SHOW BA:AP
ICE:THE DEWOLFE COMPANY PH:781-862-2600 ID:18102
er an MLS number for Full Print, or <RETURN> to end search ?
APPENDIX D
'T OWN OF LLXINGTOI�
Date.- March 23, 2000
To:
Space/Buildirig Needs Corrin-i-ittee Dawn McKenna,
From- Norman Cohen, Tow -n Counsel
RE: Waldorf School Building
CLuTent lease expires August -3) 1, 200-1
Toxvn rriust give notice prior to August 31, 2000 of its desire to estiblish the Fair Market
Value of the building,
Within 20 days of giving notice, To�xrn arid Waldorf must each engage an appraiser. (The ri'vo
appraisers is a third appraiser.)
Within 90 daysof engaging the appraisers, the appraisal report is due.
Z�
It aysafter appraisal is received, Town must give Waldorf notice of its intention to
exercI se or not exercise its option to purchase building,
I f Tow-ri exere is s ci on, c I o s i ng must to ke p lace wit i n 10 days after A ugust
days after price is determined as specified, whichever is later.
1625 NlassachUseus Avenue Lexington, MA 02420 781-862-0500x,208 Fax 781-863-
- ail select rnen(,�'�,�ci.lexingtort. rna-us