Loading...
HomeMy WebLinkAbout2015-04-27 Special Town Meeting MinutesSPECIAL TOWN MEETING Reading Memorial High School Preforming Arts Center April 27, 2015 The meeting was called to order by the Moderator, Alan E. Foulds, at 8:40 PM, there being a quorum present. The Warrant was partially read by the Town Clerk, Laura Gemme, when on motion by Dan Ensminger, Board of Selectmen, it was voted to dispense with further reading of the Warrant. Motion made by Dan Ensminger, Board of Selectmen to dispense of the reading of all motions in their entirety. Motion Carried ARTICLE 1: Motion made by Dan Ensminger, Board of Selectmen and Article 1 was tabled ARTICLE 2: Motion made by John Halsey, Board of Selectmen and Article 2 was tabled ARTICLE 3: Motion made by John Arena, Board of Selectmen and Article 3 was tabled ARTICLE 4 Motion made by Dan �Ensminger, Board of Selectmen that the Town vote to appropriate the sum of one million ($1,00 ,000.00) dollars for the purpose of extraordinary repairs, replacement and /or new installation of field lighting systems, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, and, for the purpose of meeting such appropriation, to authorize the Town Treasurer, with the approval of the Board of Selectmen, to borrow said sum in accordance with Chapter 44, Section 7(25) of the Massachusetts General Laws, or any other enabling authority; said sum to be expended by and under the direction of the Town Manager; and to see if the Town will authorize the 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 field lighting systems improvements; and to authorize the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article. Background: A Master Plan for the Birch Meadow Complex was drafted in 2008 and approved by the Board of Selectmen in 2009. Town Meeting subsequently approved funding in the Capital Plan to begin in FY15. Approximately two years ago, a discussion with the Board of Selectmen concluded with a changed approach that the Recreation Committee would revisit the Master Plan and make comments and suggestions before any funds were expended. The project start date was pushed out beyond FY15 on the capital plan. Last fall the Recreation Committee and Town staff began discussing the Master Plan in detail and one change evident to all was that the fields would not need to be shifted slightly. This represented a substantial cost avoidance compared to what had been proposed previously. This decision then made the SPECIAL TOWN MEETING Reading Memorial High School Preforming Arts Center April 27, 2015 Birch Meadow Complex project divisible into two phases - field lighting in the near term and the remainder of the project to follow. The first phase of the project is the subject matter of this Article, which is a request to install newer energy efficient field lighting for the entire Complex at an expected cost of $1.0 million. The second phase will begin with a community -wide survey by the Recreation Committee later this spring. The results of the survey will be discussed at public meetings with the Recreation Committee and the Board of Selectmen, and the community should expect to see the rest of the Birch Meadow Complex Master Plan within the next year. Town Meeting may see an Article at 2016 Annual Town Meeting to complete this last phase of the project. The field lighting phase will encompass five fields as shown in the picture below. Note the photo is old - taken before the tennis courts were completed. Right away we shall admit to needing some creativity in field naming, but currently two of the fields ( "Lighted Softball Field" and "Turf 2 ") are lit, with 'old' lighting technology: The field lighting portion of this project could be said to have two main components: community impact and recurring cost. From a community impact standpoint, the increased hours of field illumination are estimated to add 3 -5 hours per day for the three unlit fields, or the equivalent of adding 1.5 more fields to the existing Birch SPECIAL TOWN MEETING Reading Memorial High School Preforming Arts Center April 27, 2015 Meadow Complex. This estimate assumes that hours of use are not extended beyond their current limits, but simply that more fields are available deeper into the evening. This additional field time will be a huge positive step towards meeting unmet recreational demands from our residents, which are substantial. Growing the availability of team sports and activities is consistent with the efforts of the Reading Coalition Against Substance Abuse to provide alternatives and opportunities to engage the students and young adults in the community. The Board of Selectmen will schedule a spring 2015 neighborhood meeting if this Article is approved in order to review the field lighting project details, answer all questions and hear any concerns. Parking, traffic, light spillage and other impacts will be discussed. If the community has an appetite to expand the current night -time hours of field use, that will be considered. Note that modern lighting design features very low light leakage and as one can see from the picture above, this should have negligible impact on abutters and neighbors. There is expected to be no impact on Conservation land, but Conservation staff and the Commission as needed will be consulted before the project begins. From a cost standpoint, it should first be noted up front that Recreation is not a profit- seeking enterprise. Recall that revolving funds are meant to draw in just enough revenues to reasonably pay the costs. All Recreation expenses are paid directly by the revolving fund during the year and at fiscal year end the revolving fund turns back about $75,000 to $100,000 to the general fund, an amount purposefully below the remaining wage and benefit costs of Recreation staff in order to provide a low -cost service to the community. On the financing side, selling project debt for ten years will add approximately $15,000 in annual interest costs. Note that participants are directly charged the cost of field lighting, so there is no additional operational cost to the town for adding new lighting. For the participants using the two currently lit fields, there is an estimated total combined energy savings of about $10,000 annually. Field revenues are currently estimated to be $55,000 during the year. The addition of extra field availability should increase field hours purchased by at least 15 %. The Recreation Committee has already discussed raising fees to help cover the cost of the first phase of the project. This is only possible indirectly since fees do not currently fully support all costs. Note that it is affordable by current night -time participants as they will get a break in lower lighting costs. Following is a chart that combines these two impacts on revenues, as reviewed at a recent Board of Selectmen meeting. It is not difficult to see this project paying for the extra $15,000 costs described above. SCENARIOS FOR INCREASE OF FEES AND PARTICIPATION Increased Field Fees 20% 30% 40% 50% Increased Participation Current $ 55,234 10% 15% 20% $ 60,757 $ 63,519 $ 66,281 $ 66,281 $ 72,909 $ 76,223 $ 79,537 $ 71,804 $ 78,985 $ 82,575 $ 86,165 $ 77,328 $ 85,060 $ 88,927 $ 92,793 $ 82,851 $ 91,136 $ 95,279 $ 99,421 In the next year when the remaining phase of the Birch Meadow Complex is presented to the community, the financial approach to covering costs will again be explored, but weighed against the benefit of the service provided to the community. SPECIAL TOWN MEETING Reading Memorial High School Preforming Arts Center April 27, 2015 Finance Committee Report - given by Mark Dockser• The Finance Committee recommends this Article by a vote of 8 -0 -0 at their meeting on March 25, 2015. Bylaw Committee Report: No report Board of Selectmen Report: The Board of Selectmen at their meeting on March 24, 2015 voted 4- 0-0 to support this Article. Selectman John Halsey left the meeting for both the discussion and the vote on this Article due to a possible perceived conflict of interest because of his association with baseball activities in the community. Presentation given by: • Bob LeLacheur - See Attached • John Feudo - See Attached On motion made by Peter Carcia, Precinct 3 it was voted to move the question 2/3 Vote Required 140 Voted in the affirmative 18 Voted in the negative 163 Town Meeting Members in Attendance Motion to Move the Ouestion Carried 2/3 Vote Required 115 Voted in the affirmative 43 Voted in the negative 163 Town Meeting Members in Attendance Motion Carried ARTICLE 5: Motion made by the Board of Selectmen as a courtesy to the School Committee that the Town vote to amend the vote taken pursuant to Article 6 of the February 23, 2015 Special Town Meeting to provide that appropriation of the sum of one million, two hundred thousand ($1,200,000) dollars for the purpose of purchasing and placing modular classroom units at elementary schools, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, can be met by borrowing, and further to authorize the Town Treasurer, with the approval of the Board of Selectmen, to borrow said sum in accordance with Chapter 44, Section 7(9) of the Massachusetts General Laws, or any other enabling authority; said sum to be expended by and under the direction of the School Committee and the Town Manager; and to see if the Town will authorize the School Committee, 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 School Committee 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. Background: A Special Town Meeting in February 2015 approved $1.2 million to be used from Free Cash towards the purchase and siting of modular classrooms at the Joshua Eaton, Alice M. Barrows and J. Killam Elementary Schools. SPECIAL TOWN MEETING Reading Memorial High School Preforming Arts Center April 27, 2015 A first round of the procurement process has revealed the need for the School Committee to make some choices ranging from changing some technical specifications to a request for additional funding. Results from a second round of the procurement process currently underway will provide the School Committee with information to help determine the next steps. In order to provide the most flexibility to the project, this Article has been placed on this Warrant. There are three possible outcomes: a) The Article will be tabled; b) The Article will move forward as a request to use debt instead of Free Cash for an amount up to $1.2 million; c) The Article will move forward with a request to include additional funding above $1.2 million, and to use debt instead of Free Cash. The first two choices above indicate that the previously approved $1.2 million is ample for the project, and that is the current expectation and desire of the School Committee. The third choice c) will indicate that the $1.2 million is not adequate, in which case Town Meeting will be asked to approve debt for the entire project. Note that if this is the case, the Capital plan in Article 4 of the Annual Town Meeting will need to be first amended for the new total project cost. Finance Committee Report - given by Karen Herrick: The Finance Committee recommends this Article by a vote of 8 -0 -0 at their meeting on March 25, 2015. Bylaw Committee Report: No report School Committee Report - Chuck Robinson: 26, 2015 voted 4 -0 -0 to support this Article. Presentation given by: • Bob LeLacheur - See Attached • John Doherty - See Attached Motion Carried The School Committee at their meeting on March 2/3 Vote Required Declared by Moderator 163 Town Meeting Members in Attendance ARTICLE 6 On motion made the Board of Selectmen as a courtesy to the School Committee that the Town vote to appropriate the sum of five hundred thousand ($500,000) dollars for the purpose of making extraordinary repairs, replacement and /or new installation of retaining walls at Reading Memorial High School, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, and, for the purpose of meeting such appropriation, to authorize the Town Treasurer, with the approval of the Board of Selectmen, to borrow said sum in accordance with Chapter 44, Section 7(7) of the Massachusetts General Laws, or any other enabling authority; said sum to be expended by and under the direction of the School Committee and the Town Manager; and to see if the Town will authorize the School Committee, 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 School Committee and /or SPECIAL TOWN MEETING Reading Memorial High School Preforming Arts Center April 27, 2015 the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article. Background: Subsequent Town Meeting in November 2014 approved $30,000 in funding for an engineering assessment of the retaining wall for the upper parking lot at Reading Memorial High School. That assessment is 50% complete and the estimated repair cost will be known if the snow ever melts, which hopefully will be before Annual Town Meeting! Complete information for both Articles 5 and 6 will be known in advance of Town Meeting but not in sufficient time for the printing of this Special Town Meeting Warrant Report. If Article 5 has converted previously approved use of Free Cash to be debt instead, then it is possible that Article 6 will be tabled and the retaining wall repair project will continue as a request to use Free Cash instead of debt. Such a request would happen under Article 5 in the Annual Town Meeting. Otherwise this Article will request debt funding for these repairs. Finance Committee Report - given by Craig Merry: The Finance Committee recommends this Article by a vote of 8 -0 -0 at their meeting on March 25, 2015. Bylaw Committee Report: No report School Committee Report- Chuck Robinson: 26, 2015 voted 4 -0 -0 to support this Article. Presentation given by: • John Doherty - See Attached The School Committee at their meeting on March 2/3 Vote Required 126 Voted in the affirmative 1 Voted in the negative 163 Town Meeting Members in Attendance ARTICLE 7: Motion made by the Board of Selectmen that the Town vote pursuant to Section 5.2 of the Reading General Bylaws, to approve and authorize the Board of Selectmen to settle potential litigation involving the Sutton Brook Disposal Area Superfund Site, involving the possible payment of a sum of $ 27,166.23 to be settled by June 30, 2015, or take any other action relating thereto. Background: The Town may be named as defendant in a suit seeking contribution towards the cost of cleanup of the Sutton Brook Disposal Area Superfund Site, formerly known as Rocco's Landfill. The Town has received a preemptive offer of settlement, to be paid in exchange for avoiding litigation. Town Counsel has been looking into both the chances such a suit will actually be brought as well as the legitimacy of any claims the Town would face. Town Counsel and the Board of Selectmen will meet in Executive Session on April 14, 2015 in order to recommend a course of action. This Article is placed on this Warrant as a placeholder in the event that there is need for Town Meeting to approve the payment of a settlement. Finance Committee Report - given by Mark Dockser• The Finance Committee may be asked to advise Town Meeting on this matter once Town Counsel recommends the best solution to the Board of Selectmen. SPECIAL TOWN MEETING Reading Memorial High School April 27, 2015 Preforming Arts Center Bylaw Committee Report: No report Presentation given by: • Bob LeLacheur - See Attached Motion Carried Dan Ensminger, Board of Selectmen moved to adjourn the 2015 Special Town Meeting sine die at 10:46 PM with 163 Town Meeting Members in attendance. Motion Carried A true copy Attest: Laura A Gemme Town Clerk RM HS Retaining Wall SOUTHWEST RETAINING WALL SYNOPSIS Timelines August 2014 —April 2015 • Au ust 2014: During annual fire, building &safety rlkthrough with Faci ttien Officials (Building Inspector Fire Chief) potential deficiencies with the right retaining wall at RMHS • Se tember — October 2014: Facilities contacted PARE Engineering (civil engineers to pre orm an onsite preliminary review of condition of wall • October 2014- December 2014: Facilities in conjunction with PARE began to acquire various plans an review preliminary site notes • December 2014 —lanua 2015: Design & Engineering contract between ea ing __1, is coos ngineering is executed • %bruua 201�5 —Site investigation and drilling delayed due to snow & b azal" rds March 2015 — Site Investigation, drilling & topographical survey's compT� • ril 2015 Design and Opinion of Cost (OPC) completed and ready for reApview w pro— ject approval Area in question: • Southwest Edge of Parking Lot adjacent to Oakland Road & Faculty Parking Lot 12/30/2015 Visual Representation of Failing Retaining Wall: • PARE preforming initial structural condition assessment — Fall 2014 Visual Representation of Failing Retaining Wall: -TO NOTE: see undulating wall (wave like failure) Visual Representation of Failing Retaining Wall: -View: Along north - south wall -TO NOTE: wave in wall - & settlement at railing sono -tube foundations - 12/30/2015 Visual Representation of Failing Retaining Wall: • TO NOTE: fractured Sono -Tube railing foundation at wall corner near stairs Visual Representation of Failing Retaining Wall: • 90— degree corner, looking along east -west wall • TO NOTE: Wall Rotation: see wall pulling away from parent soil — should be plumb Recommendations: • Remove & rebuild the entire southwest retaining wall from stairs to PAC entrance • Stairs are NOT affected and NOT impacted thus NO need to repair or replace • Repair sidewalk and parking lot immediately affected and impacted by failure —(up to the first row adjacent to first light poles on right side) • Estimated time for construction —8 -10 weeks In Summary: • Preliminary investigations, engineering site visits and review of field notes determined the RMHS retaining wall at the southwest edge of the parking lot adjacent to Oakland Road has failed and is in need of replacement • Estimated OPC determine total project costs to be $495,950.00 • Estimated Project assumes an 8 -10 week schedule (Summer 2015) • Next Steps: • Approval of project by School & Town officials • Appropriation of fiscal resources • Contract execution & project development 12/30/2015 Opinion of Costs: (OPC) • Conceptual Opinion of Total Construction Cost: $337,000 • Construction Administration: Estimated: $60,000 (still to be negotiated but estimates assume an 8 -10 week project schedule) • Potential Add On's: $98,950 • LSP Services: $7,500 potential for LSP Services ifcontaminated soils are encountered during over — excavation • Rehabilitation of Parking Lot: $91,450 potential for increased parking lot rehab if point of failure is determined to be further back from initial project costs (up to first light pole parking lot) — Assumes 35 feet back with 325 long area • Total Estimated Project Costs: $495,950 OPC ore based on aW %compkdon ofdesipn J