The Board of Selectmen held a special meeting at 9:00 A.M. on Monday, August 14, 2006 at Memorial Town Hall Auditorium. First Selectman Timothy Griswold, Selectman Skip Sibley and Selectwoman Bonnie Reemsnyder were present.
Town Hall Expansion Project:
Resolution to Recommend to the Board of Finance and to a Special Town Meeting to Appropriate a Sum Not to Exceed $475,000 to Fund the Purchase of 50 Lyme St. (Speirs Property), to fund additional Architectural and Engineering Expenses and to Fund Additional Expenses Associated with the Expansion Project.
John Forbis described the overall Town Hall expansion project detailing the cost estimate by Steve Green of Faithful and Gould, the largest cost estimating firm in the world. Mr. Forbis further explained that the materials estimate includes all materials for the auditorium, for the renovation of the existing building, and for administrative offices and the conference room in the north of the building. The advantage of taking this approach gives an early look at the costs and the actions to be taken to reduce those costs. The original cost estimate for the combined town and school was $5,100,000. The committee believes the $5,100,000 can be reduced by $1,600,000 to $2,200,000 depending on the extent of the cuts. The net construction cost for the total project (after cuts) is $2,900,000 to $3,300,000.
There are three grants that are actively being considered. A Small Cities Grant of $500,000 to $600,000 specifically focuses on changes in town halls relative to making them accessible to the disabled. A Small Towns Economic Assistance Program (STEAP) in the amount of $175,000 focuses on landscaping for parking in a historic district and the access to parking in the back of the building. The Culture and Tourism Commission has a separate program that focuses on historic buildings and discussions are ongoing as to which pieces of the existing building would qualify for that grant. After subtracting grants of between $775,000 and $975,000, the net cost is between $2,200,000 to $2,500,000 range. First Selectman Griswold stated that if the school joins in the project, it is anticipated that a lease with the school to repay the estimated $800,000 to build their space would be structured over a 15 or 20 year period.
Mr. Forbis stated there are specific items that would be nice to have but could be changed to reduced costs. The $200,000 cost of the roof back of the existing building could be deferred. Changing the auditorium cross beams would be a $30,000 savings. Wood paneling in the conference room could be changed to paint and chair rails. Sprinklers throughout the building are optional. The meeting hall could be reduced by 700 sq. ft. and still keep a capacity for 100 people. Savings of $250,000 would be achieved by reusing the boiler and water system for heating. In the north wing, several hundred thousand dollars could be realized by having the heat in the roof and a slab construction instead of a crawl space. Selectman Sibley suggested looking into using geothermal heating. Lower cost shingles, less
costly windows and less fancy interior finishes are a consideration for savings as well. Scale reductions could be done in the south wing without compromising its functions. The Selectmen and Superintendent’s offices could be reduced by 150-sq. ft. each. The design price markup in the original estimate has more contingency built in for
uncertainty in terms of expanding the “bunker” than appropriate. Mr. Forbes stated that quality is not being compromised by the possible $2,000,000 reduction.
Another option is to not finish off all the space in the second floor of the north wing.
Selectwoman Reemsnyder asked for an update of last week’s meeting with Land Use. First Selectman Griswold stated that it was sparsely attended. Selectman Sibley stated that the most notable comments were that the setback distance is short from the edge of the new parking lot property line and would need a variance. Wetlands situation is of concern. The property line is close to the Speirs property driveway.
Selectwoman Reemsnyder asked about the floor area cover ratio. First Selectman Griswold stated that the Speirs 2/10 of an acre will increase the lot by 20% – 25% and that will help. The question is whether ZBA will act on a variance because it is the Town Hall.
Selectwoman Reemsnyder stated that with or without the school being part of the project, the Speirs property would be a necessary purchase. Ms. Reemsnyder said that citizens are asking why not expand the building on the north side and not purchase the Speirs property. Mr. Forbes answered that the meeting hall is a very central part of the proposal for the community.
Selectman Sibley stated he was impressed with the way the plans address the ADA deficiencies in the building and the elevator service to all the floors is a huge improvement. First Selectman Griswold added that the Small Cities Grant would fund this ADA type of improvement by having the elevator within the confines of the building.
First Selectman Griswold stated the project is on the town website. A postcard is being mailed as a reminder about the special Town Meeting on Monday, August 28, at 7:30 PM in the Lyme Old Lyme Middle School Auditorium to consider and act upon the approval of the appropriation of an amount not to exceed $475,000 to purchase the Speirs property at 50 Lyme Street and to fund additional architectural and engineering work required for the expansion and renovation of the Town Hall.
First Selectman Griswold will speak to the dept heads for input on the project.
First Selectman Griswold made a motion that the Board of Selectmen recommends to the Board of Finance and to the Planning Commission and to Town Meeting to appropriate an amount not to exceed $475,000 to purchase the Speirs property at 50 Lyme Street (cost of the house $350,000) to fund architectural and engineering costs which are estimated to be $60,000, to provide fund for the demolition of the Speirs property building ($20,000) and miscellaneous items that we can’t estimate at the moment of $45,000 for a total of $475,000. Selectman Sibley seconded the motion. SO VOTED.
First Selectman Griswold made a motion to borrow up to $475,000 on short-term note or notes. Selectwoman Reemsnyder seconded the motion. First Selectman Griswold stated the reason for borrowing is so that money will not be taken out of surplus. It is important to maintain a healthy surplus, particularly since the school will be looking to bond the High School renovation in the near future. The representative from Bank of America stated that Old Lyme has tremendous borrowing capacity and that borrowing the money is the best way to do business. The $100,000 payment on principle for the library will end in a couple of fiscal years and that money would then be earmarked for this debt service to reduce the impact to taxpayers. The Board of Selectmen voted unanimously in favor of the motion.
Adjournment:
Selectwoman Reemsnyder made a motion to adjourn the meeting at 10:06 A.M. Selectman Sibley seconded the motion. SO VOTED.
Respectfully submitted,
Eileen Coffee, Clerk
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