HomeMy WebLinkAbout2014-01-29 Board of Selectmen Packeto`d OF I?
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Office of the Town Manager
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16 Lowell Street
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Reading, MA 01867
To:
Board of Selectmen
From: Robert W. LeLacheur, Jr. CFA
Date: January 23, 2014
RE: Financial Forum January 29, 2014
781 - 942 -9043
townmanager @ci.reading.ma.us
www.read!ngma.gov /town - manager
Next Wednesday night at 7:30pm at the Pleasant Street Center, the Finance Committee will
lead a typical Financial Forum meeting that includes the Board of Selectmen, School Committee
and Board of Library Trustees.
The first portion of the agenda will cover a brief financial overview:
➢ The Town Accountant will provide an update on FY15 projected revenues, including the
disappointing local aid figures proposed by the Governor in House 1 yesterday
• Our FY15 local aid estimate: $13,423,553 (excludes school lunch & library aid)
• House 1 budget filed by Governor calls for $13,204,901 ($218,652 less)
• Local assessments in House 1 are $56,476 lower than our assumptions
• Net impact of these two figures is $162,176 less than we had estimated;
➢ Both the Town Manager and Superintendent of Schools will review their FY15 budgets
which are currently in front of both the Selectmen and School Committee;
➢ The Finance Committee will give final budget guidance before the Town Manager must
submit to them a balanced total Town /School budget in mid - February.
The second portion of the agenda will be led by the Library Trustees and the Library Director, to
provide a project update. The Trustees met jointly with the Library Building Committee one week
ago and unanimously voted to request that the Board of Selectmen call a Special Town Meeting
as soon as possible in order to discuss additional funding needed for this project. If approved by
a Special Town Meeting, the objective is to place a question on the April 1St local ballot to
increase the amount of excluded debt for the project.
Town Meeting authorizes the issuance of debt, and voters authorize paying the debt service as
excluded, ie above the Prop 2 -1/2 tax levy. There are two approaches to this situation:
(a) most communities with our form of government in the Commonwealth first seek Town
Meeting's approval before asking the voters;
(b) it is possible to reverse that order.
Below is a review of the very tight Timeline, presuming the approach (a) as we've done in the
past. As you can see, on January 29th the Selectmen must vote to close a Warrant for this
Special Town Meeting Meeting in order to achieve the April 1 St objective. A draft Outline and Warrant is
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included in your packet today. There will be some minor business under FY14 capital requests
for both the School department and for some capital purchases for water and sewer, but the
overwhelming majority of this Special Town Meeting is to decide the library question.
Lastly, note the location of the Special Town Meeting will be in the RMHS Field House, due to
prior conflicts on that date for a graduation ceremony that has already been advertised. This
should not impose any logistical issues, although I suspect we will not be able to broadcast live
from that location.
Timeline
April 1" — combined state & local elections;
February 25th — the deadline for the Town Clerk to receive the exact language of the question to
be put to the voters. Note this language may come from a vote of (a) Town Meeting or (b) the
Board of Selectmen;
February 13th — Special Town Meeting (need gap between 13th and 25th to allow a protest of a
Town Meeting vote);
January 31St — Town Meeting members must be notified (U.S. Mail) of the Special Town
Meeting. Materials must be available for them to pick up.
January 30th — mail notice to Town Meeting members
January 29th — Selectmen close Warrant for Special Town Meeting. All written material
(including FINCOM vote & opinion) must be received in writing in less than one day for the
deadlines above.
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Financial Forum
January 29, 2014
Reserves as of 1/29/14
Free Cash 7/1/13 $ 71584,868
November Town Meeting $ (75,000)
General Stabilization Fund $ 11549,505*
FINCOM Reserves $ 138,000
TOTAL $ 9,3475373
is 11.6% of estimated $80.6 million FYI projected net available
revenue
*total excludes funds designated for specific purpose
D
operati n g bud ets = => 3.60% 3.75% 3.50% 2.50% 2.50% 2.50%
Town of Reading
Recent
One Yr
Changes
Current
One Yr
Changes
Projected
One Yr
Changes
Projected
One Yr
Changes
Projected
One Yr
Changes
Projected
One Yr
Changes
Budget Summary
112911412:18 PM
FY - 2013
FY - 2013
FY - 2014
FY - 2014
FY15
57,798,823
FY - 2011
3.6%
FY16
59,684,352
FY - 2016
3.3%
FY17
61,617,421
FY - 2017
3.2%
FY18
63,613,184
FY - 2018
3.2%
Revenues
54,479,102 3.4%
55,774,186 2.4%
Total Property Taxes
Total Other Local Revenue
5,380,000
-0.4%
5,652,474
5.1%
5,830,000
3.1%
5,970,000
2.4%
6,110,000
2.3%
6,250,000
2.3%
Total lntergov'tRevenues
12,955,108
-0.1%
13,096,149
1.1%
13,204,901
0.8%
13,535,024
2.5%
13,873,399
2.5%
14,220,234
2.5%
Total Transfers & Available
4,406,704
7.3%
4,835,042
9.7%
3,734,954
-22.8%
3,715,203
-0.5%
3,747,458
0.9%
3,781,770
0.9%
,venues before Free Cash
$77,220,914
2.8°/.
$79,357,851
2.8%
$80,568,678
1.5%
$82,904,579
2.9°k
$85,348,278
2.9-Ye
$87,865,188
2.9%
Free Cash
1 697,733
-19.2%
1,050,000
50.5%
1,500,000
42.9%
1,500,000
0.0%
1,500,000
0.0%
1,500,000
0.0%
Net Available Revenuesl
$77,918,646
2.5%
$80,407,851
3.2%
$82,068,678
2.1%
$84,404,579
2.8%
$86,848,278
2.9%
$89,365,188
2.9%
Accommodated Costs
Benefits
13,329,635
3.7%
13,515,050
1.4%
14,174,665
4.9%
14,967,166
5.6%
15,820,574
5.7%
16,682,723
5.4%
Capital
1,937,700
104.4%
2,355,500
21.6%
2,030,000
-13.8%
1,500,000
-26.1%
1,750,000
16.7%
2,300,000
31.4%
Debt
4,539,575
-25.1%
3,970,500
-12.5%
3,381,063
-14.8%
3,976,790
17.6%
3,847,292
-3.3%
3,377,274
-12.2%
Energy
1,911,168
4.7%
1,938,945
1.5%
1,898,465
-2.1%
1,978,964
4.2%
2,059,722
4.1%
2,143,311
4.1%
Financial
740,000
3.4%
750,000
1.4%
760,000
1.3%
770,000
1.3%
780,000
1.3%
790,000
1.3%
Education - Out of district
3,344,235
- 12.9%
3,598,098
7.6%
3,858,194
7.2%
4,051,104
5.0%
4,253,659
5.0%
4,466,342
5.0%
Education - Vocational
325,000
- 22.5%
371,250
14.2%
387,000
4.2%
403,000
4.1%
419,000
4.0%
435,000
3.8%
Miscellaneous
2,898,937
3.2%
2,957,750
2.0%
2,929,194
-1.0%
3,034,149
3.6%
3,116,997
2.7%
3,202,845
2.8%
Community Priorities
0
0
0
0
0
Annual Accommodated C
$29,026,250
-2.1%
$29,457,093
1.5%
$29,418,581
-0.1%
$30,681,172
4.3%
$32,047,243
4.5%
$33,397,495
42%
Operating Costs
14,543,129
3.6%
15,423,120
3.75%
16,240,552
3.5%
16,646,566
2.5%
17,062,730
2.5%
17,489,298
2.5%
Municipal Go'vtOperating
adjustments (comm. priori
322,528
268,235
adjustments (ent funds ove
771,190
2.0%
822,418
6.6%
851,203
3.5%
872,483
2.5%
894,295
2.5%
916,652
2.5%
TOTAL Muni Govemmeni
15,636,848
5.7%
16,513,773
5.6%
17,091,755
3.5%
17,519,049
2.5%
17,957,025
2.50/6
18,405,950
2.5%
School & Bldgs Operating
32,049,069
3.6%
33,764,332
3.75%
35,136,172
3.5%
36,014,577
2.5%
36,914,941
2.5%
37,837,815
2.5%
adjustments (comm. priori
494,865
183,661
TOTAL School & Bldgs
32,543,934
4.5%
33,947,993
4.3%
35,136,172
3.5%
36,014,577
2.5%
36,914,941
2.5%
37,837,815
2.5%
Town Bldgs Operating Tar(
439,499
3.6%
455,980
3.75%
425,346
-6.7%
435,980
2.5%
446,879
2.5%
458,051
2.5%
adjustments (comm. priority)
(45,018)
TOTAL Town Bldgs
439,499
3.6%
410,962
-6.59/6
425,346
3.5%
435,980
2.5%
446,879
2.5%
458,051
2.5 °h
School Town, Buildings
$48,620,281
4.9%
$50,872,728
4.6%
$52,653,273
3.5%
$53969,605
2.5%
$55,318845
2.5%
$56,701,816
2.5%
Municipal Go'vt Operatin
32.16%
32.46%
32.46%
32.46%
32.46%
32.46%
School & Bldgs Operatin
66.93%
66.73%
66.73%
66.73%
66.73%
66.73%
Town Bldgs Operating Ti
0.90%
0.81%
0.81%
0.81%
0.81%
0.81%
TOTAL EXPENSES 1-2
$77,646,531
2.4%
$80,329,821
3.59/6
$82,071854
22%
$84,650,7Z7_3A%
089
3.2%
$90�9�317
- 1%
$ (3,176)
$ (246,198)
$ (517,810)
$ (734,123) l
wY
LJLJ 1%UPWI V1CWCI
Chapter 70
School Transportation
Charter Tuition Reimbursement
Smart Growth School Reimbursement
Offset Receipts:
School Lunch
School Choice Receiving Tuition
Sub - total, All Education Items:
10,038,191 10,146, 544
General Government:
FY2015 Local Aid Estimates
Unrestricted Gen Gov't Aid
2,806,899
Reading
0
Regional Public Libraries
FY2015 House FY2015 Senate
FY2014 Cherry FY2015 Governor's
Final Budget Final Budget
Sheet Estimate Budget Proposal
Proposal Proposal
10, 011,427
10,126, 574
Exemp: VBS and Elderly
0
0
9,811
3,154
Sub - Total, All General Government
0
0
l 16953
66,81
0
0
10,038,191 10,146, 544
General Government:
Unrestricted Gen Gov't Aid
2,806,899
Local Sh of Racing Taxes
0
Regional Public Libraries
0
Urban Revitalization
0
Veterans Benefits
145,125
State Owned Land
38,021
Exemp: VBS and Elderly
84,866
Offset Receipts:
Public Libraries
T 25 412
Sub - Total, All General Government
3,1 b U, 323
2,806,899
0
0
0
135,138
49,587
83.549
9286
3,100,101
Total Estimated Receipts 13,138,514 13,246,645
s IUw,� 4-11 rj 7
13 e4 b, f 1-( 9
rage 2. or 1
FY2015
Conference
Committee
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County Assessments:
County Tax
Suffolk County Retirement
Essex County Reg Comm Center
Sub - Total, County Assessments:
State Assessments and Charges:
Retired Employees Health Insurance
Retired Teachers Health Insurance
Mosquito Control Projects
Air Pollution Districts
Old Colony Planning Council
RMV Non - Renewal Surcharge
Sub - Total, State Assessments:
Transportation Authorities:
M BTA
Boston Metro. Transit District
Regional Transit
Sub - Total, Transp Authorities:
Annual Charges Against Receipts:
Special Education
STRAP Repayments
Sub - Total, Annual Charges:
Tution Assessments:
School Choice Sending Tuition
Charter School Sending Tuition
Essex County Tech Sending Tuition
Sub - Total, Tution Assessments:
Total Estimated Charges:
FY2015 Local Aid Assessments
Reading
FY2015 House FY2015 Senate
FY2014 Cherry FY2015 Governor's Final Budget Final Budget
Sheet Estimate Budget (proposal) Proposal Proposal
0 0
0 0
0
0 0
0
0
0
0
0
0
8,150
8,162
7 QQ1
A 1Aq
rage /_ of
FY2015
Conference
Committee
0
14,140
0
14,740
30,281
31,065
528,555
536,111
0
0
0
0
528,555 536,111
0 5,384
0 0
0
5,384
19,875
13,250
57,780
22,984
12,553
0
90,208 36,234
649,044 08,794
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1/23/2014
Reading Financial Forum
29 January 2014
Reading Public Library Building Project
Design and Cost Updates and Supplemental Funding Request
Project Introduction
In April 2013, Reading voters endorsed a proposed project to renovate and modestly expand
the public library by approving a debt exclusion, authorized by Town Meeting in November
2012, in the amount of $14.9 million, the total estimated project cost. Reading Public Library,
however, had successfully obtained a grant from the state library commission of $5.1 million to
offset the total project cost.
The Board of Selectmen and Library Trustees, at the request of Town Meeting, created a Library
Building Committee to oversee the project. This Committee comprises three interested and
well qualified residents (appointed by the Town Moderator and a representative from each of
the Boards), two Library Trustees, the Library Director, a staff member, and a Finance
Committee representative.
A project manager (STV) was engaged in July 2013. An Architect (CBT) for the project was
selected in September, though only placed under contract in November 2013.
In October and November of 2013, when the architects and project manager took a first look at
the construction budget, they thought some costs may have been underestimated or
overlooked at the conceptual design phase completed two years ago. At that time, the hope
was that some of those costs could be designed out without compromising the integrity of the
library renovation and addition, and that offsetting savings might be available in the "soft"
project categories.
The Library Building Committee urged the Town to allow the architects to proceed to develop
the design fully to generate solid information about existing conditions, a good schematic
design, and a clear understanding of both construction costs and overall project costs. The
Town committed to the architects by contract in November 2013. The Library Building
Committee and Town Manager instructed the architects to gather as much information as they
could as quickly as possible and to bring back a complete project with acute awareness of cost
while they addressed the deficiencies of the current building and its limitations as a functional
library.
Now in January 2014, the Town has a schematic design from the architects that meets the
requirements of the library program it was planned to fulfill and meets the community's
expectations for a well - planned, highly- functioning renovation /addition. Though conformed to
the now known details and infirmities of the existing building and systems and optimized for
!00
entry, flow and safety, this design follows the same parameters for the renovation and addition
previously proposed.
The Library Building Committee, the Board of Trustees and the Town Manager are committed
to full transparency. On January 16, 2014, the proposed schematic design and the compilation
of updated costs were presented to the Town Manager and the Library Building Committee and
finalized in the weeks following. Accordingly, they are being presented to the Board of
Selectmen and the Finance Committee on January 29, with a request to present to a Special
Town Meeting in February 2014.
Proposed Design
Following are drawings prepared by CBT, the project architects, showing the internal and
external renderings of the proposed building project.
roip
GROUND FLOOR PLAN
IS ;. Reading Public Library
64 Middlesex Avenue, Reading, MA
01 292014
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FIRST FLOOR PLAN
Reading Public Library `r
64 Middlesex Avenue, Reading, MA cbt
\� \) 01292014
V
SECOND FLOOR PLAN
. r Reading Public Library
64 MiddI —. Avenue, Reading, MA
of zszoi4
cbt
SECOND
FLOOR
FI RST
FLOOR
GROUND
FLOOR
i
IR ..
STAFF ENTRANA
Reading Public Library
RE.U71M: 64 Middlesex Avenue, Reading, v:
01 2920,4
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1 \ -
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I
I MAIN ENTRANCE I /
1
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/ SECONDARY/
DEINERf
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LEGEND
CIRCULATION
® MEETING ROOM
SPECIAL AREAS
STAFF
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Section at Main Entrance
Reading Public Library
64 A
Cbt
M�if cllr-.ix ve -� R,-,,,g, MA
01291016
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View from the South
View from the North
Reading Public Library
NI �� 64 Middlesex Avenue, Reading, MA
01292014
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Cost Estimates
Commensurate with the fully developed schematic design, the architects and project manager
have developed a project cost, based on the completed schematic design and extensive reports
and information from technical specialists, engineers, code consultants, and advanced
investigatory methods about existing conditions.
The detailed information supplied by these assessments was not previously available, and could
only be obtained by engaging and paying such consultants. Costs for leasing temporary
quarters, professional moving and storage, and a new circulation /materials handling system
have been updated. In short, the additional time and detailed building analysis has given the
project team new and significantly better information on which to base the project cost.
These efforts have improved confidence and certainty in the costs. However, they also have
revealed new or more severe challenges, including the following examples:
• Extensive and continuing water damage between external masonry and internal walls and
throughout the external masonry
• Many and significant code update requirements (stairs, fire, HazMat, ADA, insulation,
seismic, flooring, elevator)
• Main floor needs more support (certain spans removed in 1984)
• Storm water has permeated foundation, mandating a new sub - surface drainage system
including new gutters and downspouts and regarding at the building perimeter
• Floors must be tied to walls (seismic code)
• Addition must have structural ties — can't rest against current building
• Granite curbing required by Town (vs. concrete)
The current proposed design and cost estimates include a fully funded project accommodating:
• Construction overhead and contingencies (-29% of direct costs)
• Windows, replacement woodwork, roof, turrets
• New furniture and equipment (network, materials handling, security)
• Project Contingency ( ~8.6% of project costs)
• Continued commitment to a sustainable building
The proposed design also:
• assumes no growth in the physical materials collection (expected to be flat or declining over
time)
• incorporates internal flexibility to enable:
• future redesign and reallocation of internal space
• evolution to more digital and electronic uses
The Library Building Committee and the Library Board of Trustees have both reviewed the
design and the associated costs in detail, and unanimously recommended that the Town adopt
and fund the revised project. Accordingly, the formal request is for the Town to approve an
additional debt exclusion for this project of $3.5 million.
The proposed timing of the request for approval by a Special Town Meeting and the voters will
enable the project to stay on its current schedule and proceed in the summer of 2014 to
bidding for general contractors. Delays could jeopardize the schedule and would very likely
translate into additional cost increases.
Below are categorical summary costs ($K) for the current proposal and the previously approved
amount.
TOWProject
13,328
14th
3,115
Direct Construction
10,195
7,495
2,700
Overhead
2,912
2,420
492
Contingency
Fess & Admin
1,983
2,018
(35)
Furnishlnp, fixtures
1,112
1,113
(1)
& Equiprnent
Temp Space &
675
546
129
Moving
Project Contingency
1,451
1,320
131
Total
18,328
14,912
3,416
State Grant
5,105
5,105
—
Local Funding
13,223
9,807
3,416
Requirement
6
The core of the project spending occurs in the construction costs, a more detailed breakdown
of which is shown below.
Sitework 705
RtWvMdon 61901
• Accessibility 480
• Functional Improvements 1,739
• Exterior Envelope Repair 1,301
• Public Safety 930
• Systems, Tech, Energy 2,451
T*W ConOwt m Cost Dhvd 10,274
A further explanation of these categories is provided by our architects, CBT, below.
The changes in estimates are not attributable to any single item or category - they reflect more
detailed information gathered over the last two months and a careful parsing by dedicated
professionals.
ire
Report from CBT Architects:
Value Enhancement for the Town of Reading to the Existing Library by Renovation
Whereas the expansion of the Reading Public Library will benefit the Town with several new
meeting spaces available to the community, as well as a new reading and stack room of light -
filled quality, the proposed renovation of the existing building will also significantly enhance the
value to the Town of this historic facility through improved accessibility, better functional
organization, improved safety, abatement of hazardous materials, integrity of the building
envelope, and renewed mechanical systems of higher efficiency.
An allocation of approximately $6.9 million dollars of direct cost will fund these needed
improvements to the original building. The order of magnitude cost for each of these principal
categories of work is indicated below as a proportion of the overall $6.9 million (exclusive of site
work). The distribution of costs is approximate as well, recognizing that categories overlap.
Accessibility: ($480,000)
A new entry sequence is planned into the building from a landscaped entry plaza at the parking
area, featuring doorways on level with the sidewalk, leading to a lobby from which the various
levels and areas of the library can be readily accessed via clear circulation paths, and a new
elevator — all within the secure supervision and help of a new central circulation desk. The
objective is clarity of orientation for the patron, with easy linear circulation movements along
the center of the library, and openly visible access to stairs and the elevator serving the 3 levels
of the library. The elevator is enlarged for ease of use to accommodate parents with strollers,
those with physical disabilities, indeed all patrons, as well as emergency services. Access to the
children's library, traditionally on the upper level at the Reading Library, will be more direct than
at present, without necessarily traversing other parts of the library, if desired. The accessibility
extends through the existing building to a new exterior activity area at the roof deck of the new
addition, for the children. All accessory areas of the library will be updated to meet dimensional
standards for doors, aisles, toilet rooms and fixture placements.
Functional Improvements and General Overall Reconfiguration /Finishes Renovation:
($1,739,000)
The overall functional relationships amongst staff areas, collections, reading areas, exhibits,
meeting spaces, and utility uses have been studied to maximize efficiency, improve sight lines
for supervision, connect the staff positions directly to staff work areas, ease navigation through
the facility, and to make the access of the collections a positive experience. The functional
improvements will enable the staff to have a visible presence throughout the building, and
efficient use of space will translate into more staff time available to assist the patrons. The
spaces are designed to fit the current and future programmed activities and collections.
Exterior Envelope Repair. ($1,300,500)
Funding will be assigned for refurbishment of the exterior envelope of the original building, in
order to address issues of deterioration, maintenance, and energy efficiency. The key elements
of the envelope have been studied to identify present deficiencies and points of failure. Principal
components in particular are highlighted. masonry, windows, roofing and associated drainage.
The masonry exterior is in need of general pointing and repair. Several areas of wall suffer from
water penetration which has displaced the brick via freeze -thaw cycles, which, if not corrected,
will accelerate the rate of failure. Mortar has deteriorated and water is infiltrating the
decorative horizontal bands, where the mortar is washed out, leading to infiltration. Broken
and cracked masonry is to be replaced. The conditions have been identified by the design team
for budgeting specific repair.
The original wood windows are past their useful life; many are no longer operable with failed
balance weight systems, the glass is only non - insulated glass, and there are excessive layers of
paint. The project includes replacement of the windows using relatively low - maintenance
aluminum framed window with insulating glass (including energy- saving coatings). The
windows will be designed to match the historic frame and trim profiles of the original wood
windows, with fused finish coatings of historic appearance to minimize the need to re finish in
time. The program includes exposing /re- opening windows to the lower stack level areas along
the south side of the library, now covered by the handicap ramp (to be removed and replaced
with direct entry access described above.)
The roof system has reached the point of replacement, as the gutters are leaking and the eaves
have areas of failure; the fascia and flashings are due for replacement using improved materials
and methods reflecting current practice. Refurbishment of the subsurface drainage network for
the rain leaders — which are suspected for water penetration into the building at some locations
of the lower level - is planned. The roofing renovation presents the opportunity to consider
reconstruction of the missing conical turret roofs (lost in the past to fire).
Public Safety. ($930,000)
Costs have been included for general improvement of public safety, within the context of an
existing, historic public facility, as modeled for by provisions of the Massachusetts State Building
Code. The funding for the project is not least valued for the contribution to safety. The
renovation is an opportunity to enhance the strength of the building to improve resistance to
seismic events, within practical limits. For example, the code provides for clipping all the wood
170
floor framing to the masonry walls to mitigate potential separation through a tie system.
Selective floor areas for book collection loads will be strengthened. Egress stairs will be updated
with fire -rated enclosures (now absent). Modernized fire alarm and detection systems, along
with updated sprinkler protection will serve the public good. In the course of the refurbishment,
hazardous materials have been tested for and identified, and these materials will be abated in
accordance with regulations.
Systems Replacement, Technology Integration, Energy Efficiency and Sustainability:
($2,450,500)
Modernization of the mechanical, electrical, plumbing, and technology systems of the library
will provide measurable benefit and positive return over time, together with responsible
management of Town resources. Funds are targeted for a complete replacement of the
heating, ventilating and air conditioning systems, using modern high- efficiency condensing
boilers and an effective refrigerant -based heat - exchange system, supplemented with proper
fresh air ventilation meeting the current code standards. Together with the insulated glass
windows and a new insulation system for the large attic space, and an electronic management
control system, the energy efficiency of the original building will be advanced, saving costs long-
term for the Town and improving the environment of the facility in terms of air quality,
temperature control and comfort.
Furthermore the electrical system and lighting will be updated and enhanced to serve the
operating systems and the patrons. The improved lighting will also contribute to the public
safety discussed above.
Plumbing systems will be renewed with more numerous toilet facilities of convenient location,
utilizing low- consumption fixtures for water conservation. Toilets will be configured for
accessibility.
Along with the electrical system upgrade, the original library will benefit from a new technology
infrastructure to support extensive availability of computer stations. The network will feature
an expanded network of computer connection ports, coordinated with specialized furnishings, to
facilitate flexibility and encourage usage by all patrons. The positive and long -term benefit and
value of such technology access to the community, in terms of education and opportunity is
beyond measure.
Alternatives
The decay and decline of the library building has accelerated in recent years. Residents who
toured the building " behind the scenes" in the spring of 2013 saw major areas of deterioration
and damage, and were dismayed to discover the age and wear - and -tear on the 120 year -old
building. At this point in time, the Town must address the library. If not this project, then a
substantial renovation of the existing building or a new building must be pursued immediately.
The information and knowledge generated from the current project has enhanced our
awareness of major issues. Major drivers to update the space include:
• Serious and accumulating damage (water between walls, foundation, masonry)
• Required Code Updates (stairs, fire, ADA, HazMat remediation, insulation, seismic, flooring,
elevator)
• Community Usage (actual use, requested space reconfiguration, flexibility for future uses)
• Updated systems to handle evolving usage (electrical, HVAC, network)
The Town has committed and approved the current project in all respects (location, layout,
scope, etc.). The current request is an informed update to it.
Questions have occasionally arisen during the project about these other alternatives. As you
can see by the estimates below, neither would appear to make sense. However, for
completeness we have asked STV, our project manager, to assist us in preparing directional,
high level estimates. The information below regarding other alternatives is for reference only.
Neither is under consideration.
The estimates for the two options have not been fully developed but represent a collective best
guess and are offered for comparison purposes. Each contains certain assumptions which
would apply to each alternative, including the following:
• Are extrapolated from comparables but not based on specific design information or detailed
cost estimates
• Will involve a project with enough changes to trigger full code compliance
• Will be of sufficient size to require professionals, temporary relocation, and new furniture
and equipment
• Will be funded entirely by Reading (current state grant forfeited; no eligibility for a
Renovation only; a successful approval of a resubmission for a new building is very
uncertain and, even if ultimately available, would likely result in substantial delays)
• For an expenditure reflecting all of the foregoing, the Town should invest in either project
to deliver a useful library
• Will not achieve Town's stated requirements (space, utility, location)
• Costs expended or committed on current project are aggregated and included
• As entirely new projects, redesign and new Town approvals will cause delays, which are
conservatively reflected as 18 month escalation of 6% (4% per year)
Ir.TM
Direct Construction 7,676 12,662
tV & C0MkVncy
Fees & Admin
Local Funding
Not Available for
Renovation onty.
2,627 4,333
2,529
2,911
6S5 1,112
675 100
1,236 1;906
15,398 23,024
15,398
23,024
Renovation Only also assumes:
• New Roof, Windows, and Exterior Repairs, HVAC, Toilets, Stairs, Elevator and Accessibility
Upgrades as required by code.
• Significant storm drainage work to be performed and associated repair
New Building also assumes:
• Building parcel is immediately available, at no cost, and reasonably flat and open site; no
demolition or Haz Mat; and utilities available in adjacent street(s) _ $1m site work
• 37.5K sq ft new library, with direct construction costs of — $311/sq ft (based in other current
MA library projects, current proposed addition, and STV /CBT experience)
0
• No costs including for decommissioning or redeploying old building (which will be
substantial)
External Fund Raising
Library supporters still expect to organize a funding campaign, both private and corporate, as
well as in -kind requests, but none have formally commenced. Efforts are pending both a final,
funded design and the establishment of a fund raising group.
OlIq
DRAFT 2014 Special Town Meeting
Thursday February 13, 2014
WARRANT OUTLINE REVISED 01/23/2014
Art. Mover/ Moderator
# Article Description Sponsor Comment Notes
1
Reports
Board of Selectmen
♦
Motion to Table —
James Bonazoli
2
I n
Board of Selectmen
♦
Motion to Table —
John Arena
3
Amend the Capital Improvement
Board of Selectmen
♦
Motion — Ben
Program FY 2014 -FY 2023
Tafoya
♦
Presentation — Bob
LeLacheur
♦
FINCOM report —
Barry Berman
4
Dispose of Surplus Tangible
Board of Selectmen
♦
Motion — Dan
Properties
Ensminger
♦
Presentation — Bob
LeLacheur
♦
FINCOM report —
Nim
Mark Dockser
5
Amend the FY 2014 Budget
FINCOM
♦
Motion — Marsie
West
♦
Presentation — Bob
LeLacheur
♦
FINCOM report —
Mark Dockser
6
Authorize Additional Excluded Debt
♦
Motion — David
— Library Building Project
Hutchinson
♦
Presentation —
♦
FINCOM report
— Barry Berman
1/23/2014 1
0
COMMONWEALTH OF MASSACHUSETTS
Middlesex, ss. Officer's Return, Reading:
By virtue of this Warrant, I, on notified and warned the
inhabitants of the Town of Reading, qualified to vote on Town affairs, to meet at the place and at the
time specified by posting attested copies of this Town Meeting Warrant in the following public places
within the Town of Reading:
Precinct 1 J. Warren Killam School, 333 Charles Street
Precinct 2 Reading Police Station, 15 Union Street
Precinct 3 Reading Municipal Light Department, 230 Ash Street
Precinct 4 Joshua Eaton School, 365 Summer Avenue
Precinct 5 Reading Library, Local History Room, 64 Middlesex Avenue
Precinct 6 Barrows School, 16 Edgemont Avenue
Precinct 7 Birch Meadow School, 27 Arthur B Lord Drive
Precinct 8 Wood End School, 85 Sunset Rock Lane
Town Hall, 16 Lowell Street
The date of posting being not less than fourteen (14) days prior to February 13, 2014 the date set for
the Town Meeting in this Warrant.
I also caused a posting of this Warrant to be published on the Town of Reading website on
, Constable
A true copy Attest:
Laura Gemme, Town Clerk 9
TOWN WARRANT
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COMMONWEALTH OF MASSACHUSETTS
Middlesex, ss.
To any of the Constables of the Town of Reading, Greetings:
In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the
inhabitants of the Town of Reading, qualified to vote in elections and Town affairs, to meet at the
Reading Memorial High School Hawkes Field House, 62 Oakland Road, in said Reading, on
Thursday, February 13, 2014, at seven -thirty o'clock in the evening, at which time and place the
following articles are to be acted upon and determined exclusively by Town Meeting Members in
accordance with the provisions of the Reading Home Rule Charter.
ARTICLE 1 To hear and act on the reports of the Board of Selectmen, Town Accountant,
Treasurer - Collector, Board of Assessors, Director of Public Works, Town Clerk, Tree Warden, Board of
Health, School Committee, Contributory Retirement Board, Library Trustees, Municipal Light Board,
Finance Committee, Cemetery Trustees, Community Planning & Development Commission,
Conservation Commission, Town' Manager and any other Board or Special Committee.
Board of Selectmen
ARTICLE 2 To choose all other necessary Town Officers and Special Committees and
determine what instructions shall be given Town Officers and Special Committees, and to see what
sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for
the purpose of funding Town Officers and Special Committees to carry out the instructions given to
them, or take any other action with respect thereto.
Board of Selectmen
ARTICLE 3 To see if the Town will vote to amend the FY 2014 - FY 2023, Capital
Improvements Program as provided for in Section 7 -7 of the Reading Home Rule Charter, or take any
other action with respect thereto.
Board of Selectmen
ARTICLE 4 To see if the Town will vote to authorize the Board of Selectmen to sell, or
exchange, or dispose of, upon such terms and conditions as they may determine, various items of
Town tangible property, or take any other action with respect thereto.
Board of Selectmen 2
ARTICLE 5 To see if the Town will vote to amend one or more of the votes taken under
Article 11 of the April 22, 2013 Annual Town Meeting relating to the Fiscal Year 2014 Municipal Budget,
and amended under Article 11 of the November 12, 2013 Subsequent Town Meeting and see what sum
the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate as the
result of any such amended votes for the operation of the Town and its government, or take any other
action with respect thereto.
Finance Committee
ARTICLE 6 To see what additional sum the Town will raise by borrowing or transfer from
available funds, or otherwise, and appropriate for the purpose of renovating and expanding the Reading
Public Library located at 64 Middlesex Avenue, including the costs of consulting services, audits, plans,
documents, cost estimates, bidding services, moving, temporary relocation, and all related expenses
incidental thereto and necessary in connection therewith, said sum to be expended by and under the
direction of the Board of Library Trustees and the Town Manager; and to see if the Town will authorize
the Board of Library Trustees, Board of Selectmen, Town Manager, or any other agency of the Town, to
apply for a grant or grants to be used to defray the cost of all, or any part of, said improvements; and to
authorize the Board of Library Trustees and /or the Town Manager to enter into any and all contracts
and agreements as may be necessary to carry out the purposes of this Article {,subiect to approval by
the voters of the Town of a Proposition 2 '/2 debt exclusion for the Town portion of the cost of the
ro'ect . These funds will be additional to the $14.9 million previously approved by vote of Town
Meeting on January 28, 2013 and a majority of the voters at a local election on April 2, 2013,
or take any other action with respect thereto.
Board of Library Trustees
and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public
place in each precinct of the Town not less than fourteen (14) days prior to February 13, 2014, or
providing in a manner such as electronic submission, holding for pickup or mailing, an attested copy of
said Warrant to each Town Meeting Member.
Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk
at or before the time appointed for said meeting.
Given under our hands this 29th day of January, 2014.
, Constable
James Bonazoli, Chairman
John Arena, Vice Chairman
Ben Tafoya, Secretary
Dan Ensminger
Marsie West
SELECTMEN OF READING
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