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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2013-07-17 Minutes e611w8r< 0* , ,�'9 Town of Brewster •t s 2198 Main Street c " a Brewster, MA 02631-1898 BREWSTER TOWS CLERK - _' a Phone: (508) 896-3701 * y� ¢ Fax: (508) 896-8089 13 A MINUTgS OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE ' � '' DATE: July 17, 2013 TIME: I 6:00 P.M. PLACE: Town Hall Offices, 2198 Main Street PRESENT: Bob Miller, Chief Robert Moran, Ralph Ingegneri, Ben deRuyter, Mike Fitzgerald, Geof Deering, Larry Greeley, Deputy Chief Harrison ABSENT: Charlie Sumner, Phil Lindquist, Jon Phillips, Dave Telman The meeting of the Building Needs &Assessment Committee (BN&AC) was called to order at 6:00 pm. by Committee Chairman Robert Miller. Eddy School Roof Project A discussion on the Eddy School roof project and the funding for the feasibility study that was approved at Town meeting was held. Bob Miller indicated that the school committee and school administrators should begin to move on the project as soon as possible but can't because of the unknown status of the grant application submitted to the state. Dr. Hoffmann indicated to Bob Miller that the grant was still open and possible for an October award however, nothing could be confirmed at this time. Dr. Hoffmann did inform Bob Miller that the school system had been awarded a grant for a new roof at the Middle School and would be moving forward with that project. Bob Miller stated that the current plan is to have the school committee, Dr. Hoffmann, and the Selectrihen meet to develop a program that would provide the committee with direction on the Eddy Roof pr'pgram and the ability to move forward on the project. He stated that until this occurs the project is in limbo. Ralph Ingegneri stated that only approximately 225 students currently attend the Eddy School and that the Town should be cautious about accepting the grant since, if they do, the building will have to continue to be utilized as a school with no opportunity for any other use such as the COA, human resources, or other Town purpose. Stony Brook School Project fi Bob Miller indicated the first phase of the window replacement project at Stony Brook is underway. As of today, there have been no issues with mold or insulation and the contractor is moving forward. He alsr stated that the Town Administrator asked the architect to develop prices for Phase II of the project so that he could have them available for presentation to the Selectmen. � a Fire Headauarters Construction Project A discussion on the fire station construction project was initiated by Bob Miller who turned the meeting over to Ralph Ingegneri to give an update on the status of the video. Ralph indicated that JP had walked through the current facility with various Fire Department personnel who discussed the problems or inefficiencies of the areas within the building in which they operate from. Chief Moran's half hour interview video and associated power point presentation is being made into a separate video to be shown on TV which will air as soon as it is completed. Ralph also pointed out that the video is being made to show the residents the problems and inefficiencies of the current building and how it is not conducive to being used as a fire station. Chief Moran stated that he believed Mr. Sumner indicated in his portion of the video that a resident with a home assessed at $375,000 would see an increase of$137.00 per year for the first several years and then $87.00 there after. Ralph Ingegneri stated that during the Administrators taping he went into costs of other projected capital items such as beaches, roads, and water issues. Ralph said he thought that it was not a great idea to lump all of those issues together. He then asked the group their feelings about talking about other capital items on a video that is designed to substantiate the fire building. Kevin Ppo ler agreed with Ralph that the video should not include other future capital costs and should just focus on the funding and process for the fire station, since the original intent of the video was to show the residents the inefficiencies of the current station and the reasons to build new. Geoff Deering agreed with Ralph Ingegeneri and thought that the discussion of other future Town capital projects should not be merged into the video. Bob Miller disagreed and stated that he thought that revealing the totality of future Town capital projects was important and that the residents should have this information in order to make decisions. Ralph Ingegneri stated that the recent video of the beaches that was made with the Selectmen showed residents Town wide beach damage and possible future costs associated with repairs and maintenance and did not once mention the fire department facility or future costs associated with the project.', Ralph Ihgegneri mentioned he recently discussed the fire station project and need for a new facility with a friend and non-resident taxpayer Rod O'Connor, a retired Battalion Chief in FDNY. Ralph stated that his friend stated he had no reason to believe a new fire station was needed based on what he saw,of the building but could not make an informed decision without seeing it. Ralph invited Mr. O'Connor to visit the station for a tour. Chief Moran stated he would be available as necessary. Ralph Ingegneri asked Bob Miller how he wanted to handle Mr. Sumner's segment of the video? Bob Miller stated that as the producer, who has the freedom to decide, he should get together with the committee making the video, review it, and edit as necessary. Bob Miller thanked Ralph for all of his work on the video. Selectmen DeRuyter stated that a slide should be included in the PowerPoint that shows the staffing levels of the fire department in the 70's and today. He felt that would be an appropriate addition, Chief Moran stated that he would add that to the PowerPoint presentation. Finance committee Chairman Mr. Fitzgerald stated that he sees this project as an important capital project and that adding other items to the video would cloud the intent of the video. He also stated that funding for the roads could come from a variety of sources such as grants or other areas. Mr. Fitzgerald stated that the issue of a 10 year capital plan is a Selectmen issue for review and that they should be making plans on how to look at current and future Town capital needs and the methods to fund them. Mr. Fitzgerald stated that the Finance Committee should preview the video prior to public distribution or be given a personal copy for review so that they would have the information they require to answer questions from residents concerning the new fire station. Mr. Fitzgerald erald stated he would look into the open public meeting laws regarding the distribution of the video for preview to the finance committee prior to the public since it would be done at a committee meeting. Selectmen deRuyter stated he would think the board would not have final say on the video and that final video should not be revised by any other committee. Selectmen deRuyter stated he agrees with Mr. Fitzgerald that the reason for the video is to detail why we need a fire station and that it should not include other capital costs or needs which if necessary could by another video produced by the Selectmen. Mr. Fitzgerald stated that the committee should check with Mr. Sumner to make sure his numbers of $137.00 on the average $375,000 assessed house is correct. Kevin Pooler reported the final feasibility report was delivered today. Bob Miller stated that it would be sent electronically to all selectmen for review and that there where no drastic changes to the draft report. Selectmen deRuyter asked if the report contained better construction cost estimates. Kevin Pooler asked if report would be available to all? Bob Miller stated it would be available on Town and Fire Department website. Geoff Deering/Bob Miller/Ralph In a neri stated that the cost estimates have not g t changed from the draft and that items such as the septic system that was supposed to be included had not been. Bob Miller spoke on the upcoming presentation to the Selectmen and stated that he would open up meeting then turn over to Kevin Pooler to discuss the project status who would then turn the presentation over to CDR/Maguire. Ralph Ipgegneri asked if he could talk about the video. Mr. Miller indicated that he could update as necessary. Selectmen deRuyter asked if there was a timeline on the project. Bob Miller stated that the timeline of the project is included. Bob Miller stated that the funding and project timeline was drafted by Charlie and that he would be making comments to the board regarding same and that he could not be more specific on the issue. Bob Miller stated that the Selectmen will have to make the decision to support the project and how and when to proceed after the presentation of the final report. If approved, the committee would then need to move forward and advertise for architect and opm firms. Mr. Larry Greeley stated that if the committee is not ok with the numbers as presented they should look at cancelling the presentation until such time they are confident the numbers are correct. Deputy Chief Harrison agreed with Mr. Greeley and said based on his experience, other fire station projects,currently being developed, and the company not including septic system costs that it looks as though the group is not prepared to go before the selectmen, and if they do it would only hurt the chances of the project moving forward and make all of those involved look bad in front of the residents and the selectmen. Mr. Fitzgerald agreed accurate numbers are a must. He made mention of a past Golf Commission report that when presented had numbers that ended up to be wrong and the commission, the Town, and the department head looked flawed. Geoff Deering stated that the committee should ask point blank questions to CDR/Maguire regarding the costs and get straight answers. Bob Miller stated that we could still go to selectmen meeting and give an update on the project since we are on the agenda but just not present the final report since the numbers need to be reviewed. Deputy;Chief Harrison stated that from this meeting it looks like the committee is not ready to make final presentation and that the numbers must be exact. Ralph Ingegneri stated he has reviewed the report a number of times and feels confident about the report except for the cost estimates in particularly since the septic costs are not included. Bob Miler stated that Chief Moran will call CDR/Maguire to discuss numbers and make sure that we are proided with the correct figures and report is updated. Selectmen deRuyter stated that the board would like to push forward sooner than later but he agrees with Deputy Chief Harrison that the committee and CDR/Maguire is not ready to make the final presentation especially since the accurate cost estimate figures need review. Bob Miller stated that the committee should still go to the selectmen meeting to give a project and video update so that we make some type of presentation since we are on the agenda. He sated that CDR/Maguire could be cancelled until the next selectmen meeting. The committee agreed with Mr. Miller and voted to attend the selectmen meeting without CDR/Maguire and give a project update. Chief Moran stated that we could possibly look at August 12 as the new date for the final report presentation to the selectmen and by that time all of the updated cost estimates and a revised final report reflecting same could be completed. Bob Miller stated that the minutes from the last meeting were being prepared and would not be available until the next committee meeting. With no further comments Bob Miller requested an adjournment which was seconded by Ralph Ingegrleri at 7:04 p.m.