Discussion: Town Hall Expansion Plan – Consider Incorporating the Regional School District 18 Administrative Offices
First Selectman Griswold explained that the purpose of the Town Hall Facilities Committee formed a couple of years ago was to look into ways to remediate Town Hall problems such as handicap accessibility and crowding in the offices primarily in the land use area. When the committee looked at way to develop the lower level, it encountered a fire and building code problems, particularly when contemplating the use of an elevator. The Roche property across the street from the Town Hall became available but it was not suitable for District #18 or the Town Hall and it was sold.
Recently a Town Hall Expansion Committee was formed to decide whether to renovate the building, put on an addition to the building, or relocate to another site. The new committee, comprised of eight or nine people, concluded that an expansion was the most sensible. An option to buy the Speirs property at 50 Lyme Street to the south of the Town Hall was approved at $1,000/month until November 30, 2006. If the town were to decide to purchase or abandon the idea, the remaining option payments would be either credited to the purchase price or returned to the town.
The committee selected Paul Bailey, an architect from New Haven. Chairman John Forbis reviewed Paul Bailey’s schematic design and site plan for the Town Hall expansion.
Mr. Forbis stated there are challenges in this kind of project. The Town Hall was built in 1920 with an addition to the north. Today, there are 20 off-street parking places to the rear of the building, including the one handicap parking space that is about 200 ft. away from the front door. From the street level, there is no handicap accessibility to the second floor or basement. The auditorium has a maximum capacity for 58 people and is inadequate for large Zoning, and Inland/Wetland meetings or a Town Forum. There should be a capacity for100 people. Emergency access to the back stairs and downstairs are through offices, causing issues with the fire codes. The low ceilings in the basement would require it to be dug deeper to put in offices. Some of the offices are wedged into
inadequate spaces and do not have the necessary wiring for internet access.
One key requirement in choosing an architect was to choose someone who had experience with the same kind of building issues and someone who could renovate and expand the building simultaneously. In choosing Paul Bailey from New Haven, the committee was aware that he had completed other projects in Old Lyme such as Christ the King Church and other residences. He has previously worked with the Old Lyme Historic Commission, Zoning, etc. Mr. Bailey did preliminary sketches of combining the Town Hall facility and the District 18 Central Office. He concluded that it was cost effective and a practical idea to bring these two entities together.
Mr. Forbis explained that the first floor would have a meeting hall with a capacity of about 100 people including 10 people at the “head table”. Display cases will be available for the American Legion memorabilia. An elevator will be installed to go from the lower level to the first floor, second floor, and the mezzanine. A new staircase from the lower level to the street will be added. The first floor will house another conference room, the Tax Collector, the Assessor, and Selectman’s office, the First Selectman and Finance/Treasurer office. A consolidation of the Land Use Dept (Planning and Zoning), Building, Fire Marshal and the Health Dept in one large space will be on the second floor. The Central office will have seven offices and administrative spaces, a conference room and
will be located on the north side. The lower level will be used for storage, heating and ventilation. The lower level entrance will be used by handicap persons who will be able to use the elevator. The space under the auditorium will be used for Probate Court, the Registrars, Park & Rec, a break room, and bathrooms. The Town Hall requirements are 8,000 sq. ft. plus another 3,000 sq. ft. of new construction and the school requirements are 4,200 to 4,300 sq. ft., but can be reduced to about 3,100 sq. ft. after sharing conference rooms, storage, baths, and the break room.
Mr. Forbis stated that it is the unanimous conclusion of the Town Hall Expansion Committee that by bringing the two activities (Town offices and Central offices) together, it really maximizes the utilization of the building and is cost effective. A cost estimate will be available in a week or so.
First Selectman Griswold stated that an incoming driveway for the Town Hall would be the Speirs driveway next door. The architect will evaluate how the driveway will work and how to incorporate 40-42 parking spaces behind the building.
Selectwoman Reemsnyder asked if the expansion would serve the town 20 years from now. Mr. Forbis replied that when he has the architect’s schematic, a specific analysis would be done.
Selectwoman Reemsnyder suggested getting in touch with other communities who have combined their town government with school offices to see what they learned.
John Forbis stated that John Bysko will work with the architect to be sure that the costing system that the architect is using is organized in a way that keeps the town and school cost separate relative to the capital cost.
Lyme First Selectman Koch asked if the school district would be an owner of a portion of the facility and what would happen if they moved out? Mr. Forbis stated there will be a letter of intent with an agreement between the organizations and that issue will be dealt with during negotiations. Mr. Koch also asked about Lyme Street being zoned residential and would it be an issue to change the Speirs property that is residential to non-residential. First Selectman Griswold stated that he talked with ZEO Ann Brown and there has been no indication that it would require a big zoning issue. The one thing not in conformity now is the floor area coverage ratio that factors in square footage on all levels and the paved surfaces.
Gary Reynolds of Lyme stated it would make more sense for the Town of Old Lyme to build the facility and have a lease with the District. Mr. Forbis asked that if that approach was used, would it compromise the money District 18 receives from the Dept of Education on the capital side.
Steve Matson of Lyme said that if the town bonded the joint Town Hall facility and charged the school rent to recover the capital cost, the District bonding requirement for the high school would be less.
Town Clerk Irene Carnell asked if Nina Peck was in the Town Clerk’s office and did she feel more room was needed. John Forbis stated that the ladies room space would be added to the town clerks’ space.
The school board will meet on July 12, 2006 and the Town Hall Expansion Plan will be presented during the meeting.
A Town Forum will be held on Wednesday, July 26, 2006 at the Middle School auditorium at 7:30 P.M. and the plan will be presented to the public.
A Town Meeting may be held on Monday, August 14, 2006 for the purpose of approving the purchase of the Speirs property and additional funding for architectural work and various expenses.
A referendum will be held to approve the necessary funds to construct the building.
2. Adjournment:
Selectwoman Reemsnyder made a motion to adjourn the meeting at 9:05 P.M. Selectman Sibley seconded the motion. SO VOTED.
Respectfully submitted,
Eileen Coffee, Clerk
| 
