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HomeMy WebLinkAbout2014-02-13 Special Town Meeting MinutesSPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House The meeting was called to order by the Moderator, Alan E Foulds, at 7:41 PM, there being a quorum present. The Pledge of Allegiance to the Flag was recited by those in attendance. The Warrant was partially read by the Assistant Town Clerk, Julia Rodger, when on motion by James Bonazoli, Board of Selectmen, it was voted to dispense with further reading of the Warrant. 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 and Development Commission, Conservation Commission, Town Manager and any other Board or Special Committee. Backaround: This article appears on the Warrant for all Town Meetings. At this Special Town Meeting, no report(s) are anticipated. Finance Committee Report: No report Bylaw Committee Report: No report On motion made by James Bonazoli, Board of Selectmen Article 1 was tabled 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. Backaround: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. The Town Moderator requires that all proposed Instructional Motions be submitted to the Town Clerk in advance so that Town Meeting Members may be "warned" as to the subject of an Instructional Motion in advance of the motion being made. Instructional Motions are normally held until the end of all other business at Town Meeting. Instructional Motions Submitted: Motion made by Barry Berman, Precinct 4 to move that Town Meeting instructs the Bylaw Committee to bring before Subsequent Town Meeting in November 2014 an amendment to the Bylaws creating a Permanent Building Committee. The Bylaw Committee will hold at least on public hearing on the matter to gauge Input from the public and other Board and Committees. DUTIES The Permanent Building Committee is responsible for oversight and management of construction, reconstruction, major alteration or enlargement of all municipal buildings. The Permanent Building Committee is also responsible for working with the Director of Facilities to conduct a periodic review of the physical condition of all existing buildings and for preparing and recommending on -going comprehensive capital management and spending plans to the School Committee and the Board of Selectmen. The Permanent Building Committee works with the School Committee, the Board of Selectmen, the Library Trustees and any other Board or Committee which proposes building or renovation projects. I Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House The Permanent Building Committee establishes criteria and guidelines for communication regarding these projects between and among interested committees and the public. Any Board or Committee which intends to propose a project or a feasibility study before Town Meeting shall provide goals and financial requirements to the Permanent Building Committee in advance of the Town Meeting where funding will be requested. Permanent Building Committee will review the information to determine whether the sums are reasonable and will report such to Town Meeting. MEMBERSHIP The Permanent Building Committee will be comprised of volunteer Reading residents, and be appointed jointly by the Board of Selectmen and School Committee. Permanent Members will be selected from among the following professions: architect, engineer, builder, project manager, building trades and attorney. Allowances will be made for each project to have temporary voting members from the proposing body. The Bylaw Committee will recommend length of Terms, town staffing, number of members, temporary membership rules and to whom the Committee reports. Motion made by David Greenfield, Precinct 5 to include "or other solution that those instructed may recommend" amend Carried Finance Committee Report: No report Bylaw Committee Report: No report Instructional Motion Carried as Amended On motion made by John Arena, Board of Selectmen Article 2 was tabled ARTICLE 3: On motion made by Ben Tafoya, Board of Selectmen it was voted to amend the FY 2014 - FY 2023, Capital Improvements Program as printed in the "Report on the Warrant - Special Town Meeting - February 13, 2014" including the revised total of $18.4 million for the Library building project, as provided for In Section 7 -7 of the Reading Home Rule Charter or take any other action with respect thereto. Background: The following amendments are proposed to the FY2014 - FY2023 Capital Improvements Program (CIP) as previously approved at Annual Town Meeting in April 2013 and amended at Subsequent Town Meeting in November 2013. These amendments need to be included in the CIP In order for Town Meeting to consider funding them under Article 5 later at this Special Town Meeting. Since the changes are so minor, blue pages showing these Capital Improvement Plans are not included in this Warrant Report, but will be back at Annual Town Meeting when significant changes are proposed. General Fund FY14: +$200.000 ♦ $200,000 School department technology for the State online testing system FY1S: ♦ No changes made 21Page SPECIAL TOWN MEETING Reading Memorial High School Hawkes Field House ♦ No changes made Water Fund February 13, 2014 FY14: +4120.000 ♦ $120,000 dump truck - at November Town Meeting was moved to FY15 from FY18, but Is now In urgent need of replacement FYIS: 4120.000 ♦ - $120,000 dump truck - see above FY16 to FY23: ♦ No changes made Sewer Fund FY14: +4120.000 ♦ $120,000 dump truck - not urgent, but was scheduled for replacement in FY15 and combining with Water dump truck purchase will be most economical FY1S: - 4120.000 ♦ - $120,000 dump truck - see above FY16 to FY23: ♦ No changes made Finance Committee Reno rt - given by Paul McNeice: The Finance Committee recommends all of the proposed amendments to the FY 2014 - 2023 Capital Improvements Program by a vote of 5 -0 -0 at their meeting on January 29, 2014. Placing Items in the Capital Improvement Program is a prerequisite but in itself does not authorize spending funds towards these items. Bylaw Committee Report: No report Presentation given by: • Bob LeLacheur - See Attached ARTICLE 4: On motion made by Dan Ensminger it was voted 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. Backaround: Following is a list of surplus vehicles that are scheduled to be disposed of in FY 2014. Town Meeting approval is required for disposition of tangible property with a value of $5,000 or more. It is unlikely that all of these items have a value that exceeds that amount, but to be safe, Town Meeting approval is requested. Disposition could be through trade in, auction, or other sale: • Election equipment • Library materials and equipment • Water Dump Truck #14 {2000 International 4900, 4x2} • Sewer Dump Truck #17 {2001 International 4900, 4x2} 31 Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House At Annual Town Meeting, the Capital plan will add $72,000 of election equipment replacement in FY16. There is a chance that the Town may be able to participate in a beta test of new election equipment for the state within the next year, at a substantial savings. Trading in old equipment would be part of the transaction. As only Town Meeting can declare surplus equipment, that permission is sought now. If funding is needed before FY16 for the new equipment and the opportunity cannot wait for the next vote of a local Town Meeting, then the Town will approach the Finance Committee with a Reserves request. The library will be disposing of some materials and equipment as they consolidate and move to smaller temporary quarters. While it is unlikely that any item will exceed the technical $5,000 threshold, Town Meeting should be aware that in total the disposed items may well exceed that value. Finance Committee Report - given by Mark Dockser: The Finance Committee recommends the subject matter of Article 4 by a vote of 5 -0 -0 at their meeting on January 29, 2014. Bylaw Committee Report: No report Presentation given by: • Bob LeLacheur - See Attached Motion Carried ARTICLE 5: On motion made by Marsie West, Board of Selectmen it was voted to see if the Town will vote to amend one or more of the votes taken under Article it 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. Backaround• General Fund - Waaes and Expenses Account Line Description Decrease Increase W99 - Water Enterprise Fund C99 Capital School Technology for State online testing system $120,000 $200,000 392 - FINCOM Reserves In anticipation of replacing Boiler system at Joshua Eaton School $120,000 $200,000 Subtotals Subtotals $240,000 $400,000 Net Operating Expenses $400,000 _ From Free Cash $400,000 Enterprise Funds - Wages and Expenses Account Line Description Decrease Increase W99 - Water Enterprise Fund Dump Truck $120,000 W99 - Sewer Enterprise Fund Dump Truck $120,000 Subtotals $240,000 41 Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House Over the next two years, the Department of Elementary and Secondary Education is transitioning from the current paper state test (MCAS) to a more computer -based online testing system called PARCC. The field testing will begin this spring and may be fully Implemented next year. In order to prepare for this transition, the Reading Public Schools is requesting this additional funding for the purchase of laptops, workstations, and hardware infrastructure to improve wireless capacity and to allow multiple classes in each school to take the test at the same time. This additional technology will help with scheduling during the testing periods and will also be used outside of the testing periods for instructional use by students. During the month of November, boiler #1 at Joshua Eaton developed an interior leak. Upon further Investigation it was discovered that three sections of the boiler were rotted out causing a drop in system pressure and an inability for the boiler to function properly. The sections, due to their location and size, are cost prohibitive to repair. Therefore, a full replacement of both boilers is recommended at this time. Since both were installed during the renovation in 1997, and in the same general condition, it makes sense to upgrade these gas fire hydronic boilers to 4 smaller high efficiency gas fired condensing boilers. Bids will be opened on February W, one day after the Special Town Meeting. Therefore the exact cost is not known. To adjust for this uncertainty, a request to add $200,000 to the FINCOM Reserves Fund will then allow the Facilities Department to seek reimbursement from FINCOM instead of waiting for the Annual Town Meeting. Finance Committee Report - given by Barry Berman: The Finance Committee recommends the subject matter of Article 5 by a vote of 5 -0 -0 at their meeting on January 29, 2014. FINCOM would like to have this equipment replaced as soon as possible, and agrees with the method of transferring funds to their Reserve Fund. Bylaw Committee Report: No report Presentation given by: . Bob LeLacheur — See Attached Motion Carried ARTICLE 6: On motion made by Andrew Grimes, Board of Library Trustees it was voted that the Town raise by borrowing or transfer from available funds, or otherwise, and appropriate the sum of three million five hundred thousand ($3,500,000) 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 that the Town authorizes the Board of Library Trustees, Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a 51 Page Net Operating Expenses $240.000 From Water Reserves $120,000 (balance declines from $1,728,653 to $1,608,653 $120,000 which is well above FINCOM suggested minimum target) $120,000 From Sewer Reserves $120,000 (balance declines from $2,203,974 to $2,083,974 which is well above FINCOM suggested minimum target) Over the next two years, the Department of Elementary and Secondary Education is transitioning from the current paper state test (MCAS) to a more computer -based online testing system called PARCC. The field testing will begin this spring and may be fully Implemented next year. In order to prepare for this transition, the Reading Public Schools is requesting this additional funding for the purchase of laptops, workstations, and hardware infrastructure to improve wireless capacity and to allow multiple classes in each school to take the test at the same time. This additional technology will help with scheduling during the testing periods and will also be used outside of the testing periods for instructional use by students. During the month of November, boiler #1 at Joshua Eaton developed an interior leak. Upon further Investigation it was discovered that three sections of the boiler were rotted out causing a drop in system pressure and an inability for the boiler to function properly. The sections, due to their location and size, are cost prohibitive to repair. Therefore, a full replacement of both boilers is recommended at this time. Since both were installed during the renovation in 1997, and in the same general condition, it makes sense to upgrade these gas fire hydronic boilers to 4 smaller high efficiency gas fired condensing boilers. Bids will be opened on February W, one day after the Special Town Meeting. Therefore the exact cost is not known. To adjust for this uncertainty, a request to add $200,000 to the FINCOM Reserves Fund will then allow the Facilities Department to seek reimbursement from FINCOM instead of waiting for the Annual Town Meeting. Finance Committee Report - given by Barry Berman: The Finance Committee recommends the subject matter of Article 5 by a vote of 5 -0 -0 at their meeting on January 29, 2014. FINCOM would like to have this equipment replaced as soon as possible, and agrees with the method of transferring funds to their Reserve Fund. Bylaw Committee Report: No report Presentation given by: . Bob LeLacheur — See Attached Motion Carried ARTICLE 6: On motion made by Andrew Grimes, Board of Library Trustees it was voted that the Town raise by borrowing or transfer from available funds, or otherwise, and appropriate the sum of three million five hundred thousand ($3,500,000) 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 that the Town authorizes the Board of Library Trustees, Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a 51 Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House grant or grants to be used to defray the cost of all, or any part of, said Improvements; and that the Town authorizes 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, subject to approval by the voters of the Town of a Proposition 2 -1/2 debt exclusion for the additional cost of the project. 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. Background: 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 debt exclusion, authorized by Town Meeting in November 2012, in the amount of $14.9 million, the total estimated project cast. Reading Public Library had successfully written a grant application and was awarded 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 (ST/) 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 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 61 Page SPECIAL TOWN MEETING Reading Memorial High School Hawkes Field House February 13, 2014 following. Accordingly, they were presented to the Board of Selectmen and the Finance Committee on January 29, with a request to call 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. 7 i Page Reading Memorial High School Hawkes Field House SPECIAL TOWN MEETING February 13, 2014 z O U I .�■ I ■muu �IIIIIII i n 1 I -- I I" - 1 II II II I II I Ij it I. ii S� IIII II I i 11 111111111 II I•u II 11 111111 I1 II II I u iii 11 111111 II p II I 11 11111111_I� II II P ��' milli I SPECIAL TOWN MEETING Reading Memorial High School Hawkes Field House February 13, 2014 12 U r Z A 6 0 0 O a LL C N 9 K m Il C SPECIAL TOWN MEETING Reading Memorial High School Hawkes Field House February 13, 2014 V a u z 5 A a a 0 J 0 a LL � � 6 z m 0 W b N K (N Reading Memorial High School Hawkes Field House SECOND FLOOR FIRST FLOOR GRODND FLOOR SPECIAL TOWN MEETING V ' C N ` f ". Reading Public Library February 13, 2014 Reading Memorial High School Hawkes Field House SPECIAL TOWN MEETING February 13, 2014 a V d V N L w W j C_ y N � «� a c 0 �dn Reading Memorial High School Hawkes Field House \1 SPECIAL TOWN MEETING r - -F .. '{ X E -' 'o L E 0 v r I it I February 13, 2014 a u I ®a ate' I I_ z Z d « a E : a a p, j c N d eEA �f L1. ifi7T ::� I ®a ate' I I_ z Z d « a E : a a p, j c N d SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House Cost Estimates Concurrent 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 Extensive presence of Hazardous Materials Some of these challenges were becoming apparent but their scope was not easily quantifiable without more invasive testing. Early conceptual design and assessments which were used to develop the state application, related cost estimates and initial funding request approved by the Town was limited in scope, given that the Town was not prepared to invest in extensive research, expert professionals, and testing until project funding was certain. Consequently, some Items were omitted or insufficiently scoped. The information was the best available at the time of the application and funding in January 2013. 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 expenditure for this project of $3.5 million, either by a larger debt exclusion or otherwise. On January 29, 2014, the Finance Committee voted unanimously (5 -0 -0) to recommend such additional funding through such means as the Town will determine, recognizing the need for significant repairs. 141 Pa g SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House The current project cannot be meaningfully pared back. Were the Town to choose not to fund the current project in some manner, the Town would forfeit the associated $5.1 million state grant and need to begin development on a new proposal. As noted below in the Alternatives section, other options are likely to ultimately cost the Town substantially more and not meet the community's stated preferences. The proposed timing of the request for approval by a Special Town Meeting and, if funded by debt exclusion, the voters, will enable the project to stay on its current schedule and proceed in the summer of 2014 to bidding for general contractors. Delays could jeopardize the schedule and would very likely translate into additional cost increases. Below are categorical summary costs ($K) for the current proposal and the previously approved amount Total Project 18,328 14,912 3,416 Direct Construction 10,195 7,495 2,700 Overhead 2,912 2,420 492 Contingency Fess & Admin 1,983 2,018 (35) Furnishings, 1,112 1,113 (1) Fixtures & Equipment 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 Requirement 13,223 9,807 3,416 The incremental $2.7 million of direct construction costs, which constitutes most of the difference from the initial approved amount, Is driven primarily by higher estimates of certain structural and design costs and more thorough assumptions on complete upgrades which were previously omitted (e.g. new roof, turrets, foundation and drainage). These occur mostly in external envelope and systems cost groups. 151 Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House The core of the project spending occurs in the construction costs, a more detailed breakdown of which is shown below. Addition $2,668 Sitework 705 Renovation 6,822 • Accessibility 475 • Functional Improvements 1,719 • Exterior Envelope Repair 1,286 • Public Safety 919 • Systems, Tech, Energy 2,423 Total Construction Cost Direct 10,195 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. Report from CBT Architects: Value Enhancement for the Town of Reading to the Exfstln • • ibrary r•V 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. 161 Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House Accessibility: ( ;475,000) 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: ($1,719,000) 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. ($1,286,000) 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 (lashings 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 rim). public Safety: ($919,000) 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 floor framing to the masonry walls to mitigate potential separation through a tie system. Selective floor areas for book collection loads will be 171 Page SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House 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. ( ;2,423,000) Modernization of the mechanics, electrical, plumbing, and technology systems of the library will provide measurable benefit and positive retum 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 fiexibility 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 IS Pa 9 e SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House • 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) Total Project 15,398 23,024 Direct Construction 7,676 12,662 Overhead & Contingency 2,627 4,333 Fees & Admin 2,529 2,911 Furniture, Fixtures & 655 1,112 Equipment Temp Space & Moving 675 100 Project Contingency 1,236 1,906 Total 15,398 23,024 State Grant Not Available for $5.1 million grant would Renovation Only. have to be returned. Reapplication would be required and award and funding are unknown. Local Funding 15,398 23,024 Renovation only also assumes: 191 Pa g SPECIAL TOWN MEETING Reading Memorial High School February 13, 2014 Hawkes Field House 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 R (based in other current MA library projects, current proposed addition, and STV /CBT experience) • 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. Finance Committee Report - given by Karen Herrick: The Finance Committee recommends the subject matter of Article 6 by a vote of 5 -0 -0 at their meeting on January 29, 2014. The need for significant repairs to this facility has been evident for many years. FINCOM will hold another meeting prior to the Special Town Meeting to discuss funding options for the additional funds that are needed at this time. Their preferred method of financing may include Proposition 2 -1/2 debt exclusion for these additional funds, but FINCOM will examine other options as well. Bylaw Committee Report: No report Presentation given by: • Bob LeLacheur - See Attached • Sharon Angstrom - See Attached On motion by Barry Berman, Precinct 4 a friendly amendment was made "and that the 3.5 million additional funds needed come from debt exclusion" There were no objections to the friendly amendment, it was accepted by Town Meeting. After discussion a vote was taken: 2/3 Vote Required 109 Voted in the affirmative 13 Voted in the negative 125 Town Meeting Members in Attendance. Motion Carried with Friendly Amendment James Bonazoli, Board of Selectmen moved to adjourn the 2014 Special Town Meeting sine die at 10:44 PM with 125 Town Meeting Members in attendance. Motion Carried A true copy Attest: 201 Pa g SPECIAL TOWN MEETING Reading Memorial High School Hawkes Field House Laura A Gemme Town Clerk 211 Page February 13, 2014 a 19 ensMls V d ^I .:_ • Water damage inside -Accessibility issues walls •New seismic code •Eaves showing signs requires structural of at reinforcement -Extensive presence of •MEP Systems Hazardous Materials wom /wearing nut •Previous renovations left multiple floors and ceilings in place sa. • mvoe�aioo . o..bo p....mum. . eroi<n neveloFei.eu.nd Update. . uLr.rr 9uadlna Commlu.. comm<nv.ry •Co uvefim Can ...... is • Ne.. step. •Major envelope -Relocate main entry repairs & rebuilding and additional exit -Hazardous Materiel stairs remediation requiring •Replace and update additional unforeseen MEP systems demolition and removal •stmcmral reinforcement extensive PEADING 1 RESEARCH & TECHNICAL ACTIVITY SEPT 1 I . 1.. ....r aEAOn9c •Major envelope -Relocate main entry repairs & rebuilding and additional exit -Hazardous Materiel stairs remediation requiring •Replace and update additional unforeseen MEP systems demolition and removal •stmcmral reinforcement extensive PEADING 1 A T � N a � � T r c 0 � A n [T' S 5 b Z DOE I] m i A Y 1"! 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