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Selectmen set final wording of STM Town Hall report and warrant article

Corrected and updated Oct. 28, 2014, 10:a.m.
 

With less than three days remaining before Moderator Robert Eubank calls this week’s Special Town Meeting to order, the selectmen today reached agreement on the wording of the report they will present and the motions they will make Wednesday night as they seek the approval of voters to move ahead with their plan for the renovation of Town Hall.

The report, and the proposed design and its estimated cost have been posted to the town’s website,
but the wording of Article 4, the warrant article on which the town will be asked to vote, will be revised on the floor of STM.

The meeting began with a review, led by LLB architects Drayton Fair and Brian Valentine, of the modifications made to the selectmen’s Plan 1B and its costs as a result of the recommendations made by John Holland last month in his  envelope analysis report. The four board members next debated and approved the language for Article 4, 3-1, with Selectman Ron Ricci dissenting. The vote in favor of the report to the town, however, was unanimous, once the original language drafted by Selectmen Lucy Wallace and Leo Blair had been tweaked to meet some additional concerns raised by Ricci.

In a further development, BOS Chair Stu Sklar and Selectman Leo Blair told the Press after the meeting that the deal to lease office space in the building at 200 Ayer Road is dead. The building is owned by Harvard Office Park, LLC for which Lou Russo of Harvard is the resident agent. Blair and Town Administrator Tim Bragan had proposed—and negotiated a tentative agreement—to lease the building for five years with an option to opt out in 18 months once construction of Town Hall was complete.

One article, three motions

Article 4 will consist of three sections, which the Board is calling 4a, 4b, and 4c. Voters will be asked to vote sequentially on each section. Section 4a asks if the town will agree to hear the report of the BOS regarding the update on the Town Hall renovation plans. If the town agrees, the Board will present their report before votes are taken on the remaining sections.

Section 4b asks if the town will vote to authorize the board to proceed with the repair, restoration, and renovation of Town Hall as detailed in their report, often referred to as plan 1B.

Section 4c asks if the town will authorize temporarily moving employees out of Town Hall during construction. Ricci objected to 4c, the section that deals with employee relocation, on the grounds that the selectmen already have the voters’ approval to temporarily relocate employees during construction. The other three selectmen argued that because of the original wording of the article, which made no mention of the temporary nature of the relocation, people have a trust issue with the selectmen’s intentions concerning the move.

“Why not just ask again?” said Blair. “It needs to be abundantly clear that we’re only leasing space temporarily for the construction for up to 18 months. Sklar agreed that it needed to be clear. Wallace made a motion that the three sections be included, worded as stated, and the motion passed 3-1, with Ricci voting no on the basis of his disagreement with the inclusion of 4c.

Is the building falling down?

During the discussion of leased space, Wallace said that employees need to move out before winter due to safety concerns. Ricci suggested that, before deciding to move out in November, well ahead of the proposed spring construction start date, a structural engineer should be brought in to evaluate the southeast corner. “People have told me that the building is falling down,” said Ricci. “If that is true, we shouldn’t be in this room right now.” He then moved to bring in a structural engineer to evaluate the southeast corner and tell the Board what, if anything, should be done to fix it. His motion, however,  was not seconded.

The board’s STM report

The selectmen also settled on the wording of the report they will deliver at STM, if the town votes to hear it. The report will include how we got here, activities since the October 2013 STM where the request for additional funding for the project failed, and next steps. The contents of the “next steps” portion of the report sparked disagreement among board members, notably Ricci. That section of the report contained language that asked specific questions about what uses the building might be suited for when the project has been completed.

Ricci objected to that language on the grounds that after spending nearly $4 million on the building, the town should expect that it will meet all of their needs for the foreseeable future. “If it doesn’t, we need to be up front about it,” said Ricci.

Wallace said, however, that she had added the language because “there have been a lot of conversations in town about how this building will be used. The space is tight, and people need to be allowed to talk about that over the next few years.”

Sklar agreed, and added “to cut off all of your options before you start doesn’t make sense to me. It’s a compromise, and I’m not prepared to say ‘this is it’.” Blair expressed his frustration regarding the use of the building, saying that, “The people who argued for community space are now arguing for office space. I don’t know what people want for this building.” But, he added, “I agree with Ron’s comment that we can’t spend money leasing permanent office space if we’re spending all the money to renovate this building.”

Sklar suggested removing the building use questions posed in the report. The Board agreed with that suggestion, and the questions were removed, although Ricci remained concerned. “It still doesn’t say we’re meeting the needs of the town for $4 million,” he said.

LLB update

At the start of the meeting, LLB presented the latest version of Plan 1B, which includes some minor modifications based on recommendations from John Holland and LLB’s structural engineer that arose after Holland’s envelope analysis of the building. These modifications include re-siding the entire building with cedar siding, removing the interior walls to insulate with spray foam, and adding an insulated vapor seal blanket in the crawl space. The modifications bring the base construction cost to $2,454,170, which includes a 16.5% contingency. The contingency was increased from 10% “due to the time that it’s taking to move this project forward,” said LLB Architect Drayton Fair, who explained that the existing construction estimates were done at the beginning of 2014. Replacement of the windows and the cupola are included in that $2.45 million figure, but could be removed if the project exceeds the budget. According to the BOS report, the new base construction cost brings the total estimated project cost to $3,068,358. That figure includes soft costs, and it leaves approximately $450,000 in reserve for unknowns. LLB is also planning to provide new cost estimates at the end of the detailed design phase as a “sanity check”.

Ayer Road office space deal is dead

After the meeting, both Sklar and Blair confirmed that a deal to lease town employee office space in a building at 200 Ayer Road for five years with an 18-month opt out clause was dead. Because of the terms of that lease, a Town Meeting vote would have been required for approval. In an interview after the meeting, Blair told the Press that “the perception of the Board was that, given the current climate, the likelihood that the town would approve a lease with those terms was extremely unlikely. I think bringing it up clouded the issue of fixing the building itself, and it would be a shame to work this hard and long on the building only to have people vote it down because of the leasing terms.” The Board is currently looking for temporary leased office space elsewhere.

 The selectmen will provide the contents of LLB’s latest design and cost estimates in a handout at STM. Links to that handout and the BOS report that will be presented at STM are now available on the town website via a link on the home page at http://harvard.ma.us/Pages/index.


Updated at 10 a.m. Oct. 28: The final wording of the article that asks the town for permission to proceed with Town Hall renovations will be read from the floor at Special Town Meeting. Previously we reported that the final wording of Article 4 would be posted at the town website.


 

 

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