MEETING MINUTES
BOARD OF SELECTMEN
Monday, June 02, 2008
PRESENT: Sara A, Mattes, Chairman, Sarah Cannon Holden, Gary Taylor
STAFF: Timothy Higgins (Town Administrator), Debra Parkhurst (Administrative Assistant)
Welcome & Introductions: The meeting opened at 7:35 PM. The Chairman welcomed the public, reviewed the agenda and action items for the meeting.
Announcements:
Green Tip of the Week: Ms. Mattes encouraged residents to shop for locally produced food, noting that local farm -raised produce is available at Drumlin Farm, Codman Farm, the Food Project, Linden Tree Farm and Blue Heron Organic Farm. She also noted that Lincoln has a local winery, Turtle Creek, that produces wine from local grapes.
Appointments:
· COA Candidates, Barbara Terrano and Ben Horne
The candidates introduced themselves. Ms. Terrano moved to Lincoln 5 ½ years ago and became involved with the COA right away. They recently asked her to join the Board. Her favorite event is the Top of the Town annual party for the COA in December. This includes dinner and dancing with a live band. Mr. Horne has been volunteering with the Senior Tax Work off program in various departments including Recreation, the Selectmen’s office, and finally, the COA. He continues to volunteer on Wednesdays at the COA. He recommends the Strawberry Social. This year it will be held at the Pierce House on June 26.
Mr. Taylor made a MOTION to appoint Barbara Terrano to the COA, filling the seat vacated by Robert Lennington, term to expire in 2010, and to appoint Ben Horne to the COA, filling the seat vacated by Fez Morse, term to expire in 2011. Mrs. Holden seconded and the Motion passed unanimously. The Board thanked the new members for their willingness to participate.
· Town Facilities Plan – OMR Architects
Whitney Granger, principal of Office of Michael Rosenfeld, architects (OMR)
Town Administrator Timothy Higgins, along with Assistant Town Administrator Anita Scheipers, began the discussion by explaining that a baseline analysis of Town facilities was first conducted in 2006 by the firm of McGinley Kalsow Associates (MKA) The Town followed this report by contracting with OMR for a more detailed analysis for the Town Offices and Bemis Hall. Mrs. Scheipers described the goals and process for the Town Facilities Study. The facilities under study include the Town Offices, Bemis Hall, Public Safety, Highway Dept., Pierce House, Codman Farm, and the four housing buildings under the Town’s supervision. Work to date includes the 2006 Study by MKA, which reviewed all the facilities for building envelope condition, structural integrity, code and accessibility compliance, and mechanical and
electrical systems conditions. The findings prioritized the facilities needs from low to urgent with those associated costs. The 2008 Study by OMR included a peer review of portions of the MKA 2006 Report and conceptual design of Town Offices and Bemis Hall. The OMR Study focused on Town Offices and Bemis Hall, given their extensive list of deficiencies. Results of this study include updated cost estimates, addition of other facility deficiencies, no significant alteration of project phasing, and basic conceptual plans and cost estimates for building modification for Town offices and Bemis Hall. Next Steps include:
· Develop summary of work-to-date as basis for draft facilities plan;
· Develop process for soliciting input from key boards and stakeholders;
· Develop process to assess priorities and trade-offs;
· Develop process for establishing how to place potential new facilities into the mix (e.g., new community center);
Mr. Granger took over the presentation and said that OMR conducted a site survey with town representatives. OMR also reviewed and wrote a peer review of the MKA Report. Recommendations included changes and revised cost estimates for architectural, accessibility, and structural or mechanical costs. The 2006 MKA estimate for Bemis Hall was originally estimated at $1,361,000 and was revised to an estimate of $2,148,000 by OMR. Some of the discrepancy may be attributed to a lower contingency factor and a small arithmetic error. Items completed in recent work on Bemis Hall have been deducted from the amounts. Certain items, such as replacement windows were recommended and included in the new amount. An office should be added for the Assistant Director, and a number of items of ADA compliance
issues, including the front entrance, should be addressed. He said that the Massachusetts Architectural Board will require certain changes once particular cost thresholds are crossed. A completely new HVAC system is recommended. Other new items include a new sprinkler system and electrical issues (such as gfi compliance). The Town Offices 2006 estimate was $2,372.000. This has been revised up for 2008 to $3,524,000. This includes a 20% contingency (vs. a 15% contingency in the MKA report), escalation factor, and reductions for any improvements made. The issues for Town Offices also include access, replacement windows, new HVAC, mechanical and electrical upgrades. The Board asked Mr. Granger to check on item B-3. Mr. Granger said the monetary trigger set by the Architectural Board for complete accessibility compliance is an expenditure of $100,000 or 30% of the value of the building over a three year period. OMR did a comprehensive study of the two buildings. They met
with the users, analyzed the site and the buildings, positive and negative, as well as the culture and history of the buildings. Mr. Granger presented conceptual drawings of proposed improvements.
1. Bemis Hall - Mr. Granger said The building will not be suitable for the COA within five years. He noted difficult parking and access issues for the front entrance. Their analysis provided systems upgrades to keep the building useful for the Town. New plans include a new entrance, revised parking, and a revised toilet area (which reduces the kitchen area) on the first floor. The egress to the basement does not meet code, and the revised plan changes the basement to create usable space. The second level remains the same with the addition of improved access to the stage and to storage areas. Discussion turned to the importance of the historic green and architectural integrity of the building being preserved.
2. Town Offices –
§ Option A – provides as much program space as possible without increasing the footprint of the building. Renovation to achieve this costs $5,200,000.
§ Option B – adds 2200 square feet for increased program use. This expanded building would cost 6,300,000.
The Board turned the discussion to next steps. The Long Range Subcommittee FACTS (Facilities, Transportation & Services) is looking at programs and services around Town. The Board recognized that they may have a different set of services in the next few years. They questioned if dealing with the “status quo” was appropriate or if potential changes should be mapped out. However, there are urgent maintenance issues, and serious concerns with Bemis Hall work if the COA will not be using it in five years. The Board discussed if these options should be brought forward to Capital Planning or if the Long Range Planning Committee has the ability to further vet the issues. Mrs. Holden said she would not want to invest in a building only to have it torn down in two years. Mr. Taylor said a
building committee could look at the report. He asked Mr. Granger what escalations are. Mr. Granger said that escalations costs are approximately 5 1/2% per year. Mr. Higgins said it is important to look at all processes and decide on a sequence. FACTS is wrestling with decision making criteria, and all surveys were interested in a community center. Mr. Taylor was concerned that with a study process you could land up with two buildings being proposed at the same time, and that is a concern for debt funding. The Board agreed there are choices to be made and all of these can not be put on hold for five years. Ms. Mattes said she is worried about the process for decision making among competing needs. Suggestions included a qualified building committee or volunteers after the Master Plan is complete. The Board agreed that FACTS and the Capital Committee should be asked to attend a discussion on this topic at a Selectmen’s
Meeting in June or July.
Town Administrator’s Report
· Liquor License
Mr. Higgins reviewed the history of the need for a liquor license in Town. He also said that they are required to have regulations, and that Assistant Town Administrator had collected models from various communities and researched at the State level how to put forward these regulations. The Board should understand that the regulations are dominated by the ABCC (Alcoholic Beverage Control Commission). He suggested that one Board member work with himself and Mrs. Scheipers on the regulations. Mrs. Holden volunteered. Mr. Higgins also pointed out that the precursor to the granting of a liquor license is the Common Victualler’s (CV) License. All food service agencies in Town will be required to get this license, and a liquor license will not be granted with out the CV License. The Board
asked staff to look into regulation allowing the Town to issue one day liquor licenses.
· Traffic Committee
Ms. Mattes reported that a new charge has been written for the committee and the next meeting is on Wednesday at 8 AM. The Board confirmed that there will be guidelines for design for pavement with traffic calming by October 1.
Lincoln Woods Strategic Plan
The next meeting is on May 20. Minutes of the meeting are available. Mr. Smith is finishing his report and analysis
· Housing Commission and Group Homes
The Housing Commission, Lincoln Foundation, and Affordable Housing Trust are hosting a Forum on June 12 regarding Group Homes. Chairman Mattes talked about the history of affordable housing in Lincoln, explaining that the earlier creation of Lincoln Woods and Battle Road Farm, along with more recent developments such as the Deaconess and Minuteman Commons have helped Lincoln achieve the State mandated 10% affordable housing with very little town expenditure. The Board noted this has taken constant attention, care and a non-passive approach. However, there is real concern that Lincoln will not be able to maintain the 10% affordable factor following the 2010 census.
· Liaison Reports
Ms. Mattes reported that the 128 Central Corridor Coalition met last Friday. This included the Mayor of Waltham, and Selectmen representatives from Weston, Lincoln, and Lexington, as well as a representative from MAPC. A draft Memorandum of Understanding is being formulated
Ms. Mattes continues to work with the state and Senator Kennedy’s Office. HATS will take a vote in support.
Ms. Mattes is attending a Section 106 hearing on Thursday regarding Hangar w24. As Chairman of HATS she was asked as a consulting party.
Action Items
The Board asked that portions of past minutes be sent to relevant boards or committees.
Mr. Higgins outlined Action items from tonight’s meeting.
Minutes were deferred.
Warrants were approved and signed.
The Meeting adjourned at 9:50 PM
Submitted by Debra Parkhurst
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