Town of Newbury
Public Safety Complex Committee
~ MINUTES ~
DATE: September 25, 2013 Approved as written, 10/2/2013
Present: Tracy Blais, Keith Grant, Sam Joslin, John Lucey, Jr., Eric Svahn, Martha Taylor
Absent: Rob Serino, Curtis Walton
The meeting was called to order at 8:15 a.m.
GOAL AND PHASES OF THE PROJECT
GOAL: To design and build a public safety complex for the Town of Newbury that will house the Newbury Police Department, Newbury Fire / Protection 2 and Emergency Management with space and resources to accommodate both agencies’ needs for the next 50 years while renovating the existing Town Hall building to better accommodate Town Hall services.
1. Deficiency Report
2. Feasibility Report
3. Design Phase
4. Construction & Renovation Phases
MEETING MINUTES
Motion: A motion was made by S. Joslin and seconded by K. Grant to approve the minutes of September 4, 2013, as written. The motion passed unanimously.
OLD BUSINESS / PENDING ACTION ITEMS
- Property Survey: ARC Surveying & Engineering Associates, Inc. (ARCSEA) has submitted a proposal to T. Blais for additional work to perform a topographic survey of the locus parcels and abutting areas and to delineate adjacent wetland resources. ARCSEA anticipates that this work can be completed in two to three weeks. The Committee noted that existing utilities, driveway access, and first floor elevations should also be included on the survey. Subsurface investigation – 21E and test borings – is also needed. T. Blais will follow up on obtaining proposals for that additional work. Additional funding in the budget for Technical and Engineering services has been approved by the Finance Committee.
- Lease vs. Ownership: A lease agreement between the Town and Protection #2 is to be drafted. Mark Janos has been retained to represent the Fire Company in the negotiations.
- Space Needs: S. Joslin has forwarded the comments on the draft program and concept plan to CSS. The list is not long, but the changes to the plan are sizable in some areas. CSS anticipates that a revised draft will be submitted in the next week or two.
In addition to expanding the apparatus bay, as discussed at the September 4 meeting, the Fire Department would like to include a space large enough to house some of the activities currently taking place in the Function Hall, such as scout meetings and banquets. Reconfiguration of the front of the building and improving access for the FD to the apparatus bay were discussed.
In addition, K. Grant noted that the Fire Department has discussed keeping the easternmost portion of the parcels clear of any structures and has raised the possibility of reusing the existing Protection #2 building and adding on to it instead of building an entirely new public safety complex.
The Committee discussed sharing of spaces where feasible, including the kitchen and the exercise room. J. Lucey noted that some areas, such as the PD break room, cannot be combined with the FD day room, since the break room is a space where confidential information is discussed.
E. Svahn noted that the new building should economize space wherever possible and should create a civic presence. The lobby should be a space which will appropriately represent the Fire Department, the Police Department, and the Town.
The usability of the basement of Town Hall for office space is still to be determined. The head height appears to be adequate; CSS is to verify.
The Committee discussed the possibility of using the Town Hall basement for records storage and adding on to the first floor of the building for increased office space. Water issues in the basement will need to be addressed, whether the space is used for offices or storage.
CSS is looking for information from the Town on implementation plan, scheduling, etc., and decisions on what direction the Town wants to go in with the project.
- Sewer Service: Newburyport has confirmed that sewer service will come from either High Street or Parker Street.
- Committee Organization:
Motion: A motion was made by J. Lucey and seconded by S. Joslin to elect M. Taylor Chair of the Public Safety Complex Committee. The motion passed unanimously.
- Equipment: R. Serino has forward a list of fire apparatus owned by Protection #2 to T. Blais. The Capital Planning Committee (CPC) has incorporated the apparatus into the Capital Asset replacement schedule.
- Communication: Discussion of the Public Safety Complex has been added as a standing item to the Board of Fire Engineers monthly meeting agenda. T. Blais will plan on attending the meetings; J. Lucey will be the alternate if she cannot attend. Going forward the PSCC meeting agendas will include the Board of Fire Engineers/Fire Company as a standing item.
Mike Doyle, who will be sitting in on the PSCC meetings, and Jen Solis are to be included on the distribution list for agendas and meeting minutes.
NEW BUSINESS
- Project Costs: M. Taylor distributed an outline prepared by E. Svahn of total anticipated project costs, including construction costs, soft costs, and furnishings, fixtures, and equipment (FF&E) to provide a framework for developing an overall budget for the project. Each department will need to provide its FF&E requirements.
- Public Outreach: The Committee discussed ways in which to lay the groundwork for approval of the project and develop public support.
On a motion made by S. Joslin and seconded by T. Blais, the meeting was adjourned at 9:25 a.m.
NEXT MEETING October 2, 2013, 8:15 A.M.
Respectfully submitted,
Martha L. Taylor
Town Planner
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