Public Forum: 2/25/2023
The following questions were sent via email and answered during the meeting, please see questions and responses provided by the Committee below:
- Could you or other committee members detail some of the state or federal requirements/regulations for a police station or EMS facility at Saturday's meeting?
I think many of the details in the proposed facility are there to meet these regulations, but the general public is unaware of these necessary items.
There is a bidding process required for all municipal jobs over $10K, where the Town sends out an RFP (request for proposal) of the project and construction companies reply with their project estimates. This applies to the hiring of a Project Manager as well, and is the process that was used to hire Brian Humes as the Architect to design the building a few years ago. The Select Board then decides which bid is the most cost effective for Lanesborough and votes to hire the most fiscally responsible construction firm.
Municipal buildings are required by Federal law to be ADA (Americans with Disabilities Act) compliant and there are regulations relating to accessibility of public spaces.
Municipal construction is subject to specific laws and regulations, including paying contractors and builders prevailing wage and following the ‘Build America, Buy America’ law that is in place as of May, 2022 that requires all federal agencies not receive federal financial assistance for infrastructure projects unless the iron, steel and construction materials used are produced in the United States. This law is a requirement in order to qualify for the USDA loan program and all Federal grant or funding programs.
Architect Brian Humes has a career designing municipal public safety buildings and designed the proposed building following all required State, Federal and Police and Ambulance agency regulations.
Construction of private homes or businesses has more flexibility in deciding what contractor and materials to go with and these laws do not have to be followed so costs may be lower- where municipalities can not cut corners.
- There are multiple references to additional grant and financing options by having this be a combined project
- What are these additional sources?
- How can we apply for them?
- Is there a benefit to slow walking the building (but not the purchase of the land) to get these funds lined up? Or is it dangerous to slow walk and lose possible funding?
- What might be the end figure of grants received?
This project already has $1 million lined up, having this funding secured prior to having taxpayer approval is something to be very grateful about. Grant and loan programs typically require approved projects. Grants can be sought, but aren't a first priority because they are not guaranteed. The first priority after taxpayer approval is to request more money from this year's Bond- we can request the full project amount but it could be decreased like it was last year to the $1 million. After Bond funds, ARPA funds will be sought because they need to be spent by the end of 2023. I hesitate to discuss details about specific grants because the process is competitive. The grants we have looked into for combined facilities are through Homeland Security, FEMA and MEMA. There are grants for things like solar, sewer and exercise equipment we are also looking at. I've talked to Richard Neal's Office and they will endorse any grants the Town submits which will improve our odds of receiving funding. I don't have a total amount expected the Town could receive through grants, but do plan to ask for the full project cost of $4.9 million through the Bond and APRA funds as a first step if the project is approved in March. Once the project is approved the Committee has plans to fundraise toward furniture costs, and requests can be made of local banks and places like Home Depot to donate funds and/ or furniture for the project.
The Committee did consider slow walking the project, or having a contingency in the warrant where a percentage of the project cost had to be covered by grants/ other funds but were advised against it because it could halt construction in the middle if funding ends up not being available and in the long run risks the project costing more money with delays- as well as not solving the near immediate need for adequate space for Lanesborough’s Police and Ambulance. I honestly think we will be able to have at least 50% covered by sources that are not a taxpayer burden. I have also heard construction bids have come back lower than expected for neighboring town's projects so the $5.9 million will most likely decrease right off the bat.
The following question was on the Meeting Agenda to be discussed but was not able to be answered after a disruption led to the meeting being ended:
- Since a new "proposal" has been mentioned on social media, can you talk about when the former mall property was considered by the committee and some of the reasons it was taken out of consideration?
The Committee has compiled some data on that is included in the handout packet. Last week, Blake Mensing of JMJ Holdings, co owners of Berkshire Mall, offered rental or purchase space at Berkshire Mall property for a Public Safety Complex in a letter sent to the Town and posted on Facebook. The letter and the following data I will present are included in the handout packet-
The letter states the Berkshire Mall option would be less expensive than the proposed Public Safety Complex, promising a “cheaper and faster route to accomplishing [the] shared goal” of building a new facility.
No data was provided along with the letter to show this offer as viable or less expensive. No data on rental, purchase, site work, construction, or demolition costs was provided. No timeline for construction was provided.
We can not provide any data about what a rental or purchase at the Mall would look like, but we can provide more information the Committee gathered related to rentals through last year’s assessment of this project.
It is important to say- The Leasing Agent for Berkshire Mall attended multiple Police Station Building Committee meetings in 2022 and did not bring this topic up. In October of 2022 the Leasing Agent for Berkshire Mall approached Lanesborough’s Police Chief at Town Hall to tell him the Mall owner had offered space at Berkshire Mall for a Police Station. At that time she was encouraged by the Police Chief to contact the Committee, or have the Mall owner contact the Committee to discuss the offer. No one representing the Mall has contacted the Committee at any time to discuss this matter further.
When considering sites for a temporary Police Station we discussed the Berkshire Mall property. Based on the poor condition of the building and Berkshire Mall site, as well as ongoing litigation with unknown outcomes the Committee decided not to pursue the location as a viable option. The location being far away from the center of town as well as increased risks for Emergency Services travel on the high traffic Route 7/ Route 8 Connector road, and the site being privately owned were also considerations that ruled it out.
(See the Public Safety Complex Handout provided on Saturday for information collected about rental costs below)There were questions raised Saturday about heating system and lack of fire suppression system in the proposed Public Safety Complex. Additional costs and information have been sought from Architect Brian Humes for consideration relating to these items.
Please see the response regarding heating system from Brian Humes below:
"We have proposed a Variable Refrigerant Flow (VRF) system to provide individual room controls and high efficiency. Yes, this is an all-electric system. While this system provides the required cooling, it is utilized in the winter to provide “supplemental” heating and to provide the code required fresh air to each space. Primary heating during the winter will be through a boiler / hot water radiant ceiling panels installed within all perimeter rooms. This is a similar concept to typical baseboard radiation but they are now installed within the ceiling grids. The same boiler will be producing hot water for domestic use / showers and for radiant heating within the vehicle bays. This combined heating system will increase efficiency, reduce the reliance on the VRF system for heating (but not for fresh air), and provide interior comfort. To aid in the efficiency of bringing code required fresh air to each space, an Energy Recovery Ventilator (ERV) will be installed in the attic to transfer exhaust energy to incoming fresh air.
The budgeted amount of $65/s.f. for mechanical systems should support the mechanical design described above"
Please see the response regarding fire suppression below, cost estimates are coming soon:
"I can obtain an estimate to ADD fire suppression. This would need to include the extension of fire service from the street to the building, a valve assembly, a “wet” zone for the main level rooms, and a “dry” zone for the attic which will also require a compressor. The “dry” zone also requires the use of galvanized piping.
As a commentary on fire suppression: It has been proven to protect the structure in the case of fire. For most facilities that sit unoccupied during the day or night, this is prudent. The new PD/EMS will, for the most part, be occupied 24/7/365 so the need for fire suppression is lessened due to the ability to react to a fire event. The building will also be equipped with a fully addressable fire alarm system to provide early warning of any fire / smoke event. The fire alarm system, coupled with an occupied building, should reduce the need for a fire suppression system. I can understand and fully support a fire suppression system if the budget allows. You are correct that the building codes / fire codes do not require it due to the size of the facility."
Please see the Public Safety Complex Project handout that was available at Saturday's meeting below:
February 25th, 2023
Public Safety Complex Overview Prepared by the Police Station Building Committee
Please read through the main points of the proposed Public Safety Complex project for Lanesborough, MA.
All documents and information relating to the Public Safety Complex can be found on the Town website by visiting: www.lanesborough-ma.gov Click the ‘Government’ heading, select ‘Boards and Committees’ and select the ‘Police Station Building Committee' subpage.
The Committee can be contacted at: lanesborough.pdcommittee@gmail.com
THE SPECIAL TOWN MEETING IS THURSDAY, MARCH 9TH AT 6PM AT LANESBOROUGH ELEMENTARY SCHOOL.
The proposed building includes:
- Police Headquarters
- Ambulance/ EMS Office, Sleeping Quarters, Garage
- Emergency Management Center
- In-House Training Room
Both Lanesborough Police and Lanesborough Ambulance are paid staff of Town employees, and neither department has long term, professional and adequate work space.
- The former Police Station at 8 Prospect Street was unsafe and unfit, the property was ruled out for a new building in 2022 after a deed restriction was located stating the parcel could only be used as a park.
- Officers moved to a temporary location, rented until August of 2024 using ARPA funds at no taxpayer burden, that is inadequate size to accommodate all needed evidence, storage and other law enforcement agency needs.
- Lanesborough Ambulance has historically been part of the Volunteer Fire Department, but they have outgrown space at the Volunteer Fire Station, and the building- which is not owned by the Town- can not be retrofitted to provide adequate space.
- Combining Police and Ambulance services opens more possible funding opportunities through grants, State and Federal sources and a shared space lessens overall costs to both departments.
- The proposed site location for Lanesborough’s Public Safety Complex is 405 South Main Street in Lanesborough, the driving range area of the former Skyline Country Club. The 9 acre parcel would require minimal site work for construction to begin, has room for future Town buildings if needed, and can be fully paid for at no burden to taxpayers by a gift of $150,000 from Baker Hill Road District if approved by taxpayer vote at the Special Meeting.
- The proposed building plan is 7300 square feet, smaller than the Space Needs Assessment states Lanesborough’s needs at. It was designed using shared spaces for both Police and Ambulance crews to keep the floor plan and building costs as low as possible.
- The total estimated project costs are $5.9 million, this cost includes a 10% construction contingency and will have to be put out to bid once the project is approved. Construction bids have been coming back lower than expected across Berkshire County in recent months.
- $1 million in State Bond money has been secured for the Public Safety Complex and can be released to the town after taxpayer approval. The Bond money does not need to be paid back like a loan does. Once the project is approved the Town can ask for more money in this year’s Bond toward the project.
- Lanesborough qualifies for up to a 40 year low interest loan program through the USDA, with the current interest rate at 3.7%. This interest rate is set quarterly and could go up after March 31st.
- The maximum tax burden for the Public Safety Complex as of today is $4.9 million, with the annual increase to taxpayers of $45.80 per $100,000 valuation based on the USDA low interest loan at 3.7%interest.
- Funding sources: $1 million in State Bond funds are already guaranteed for this project but can not be released to the Town until the project is approved by taxpayer vote. Once the project is approved more funding will be sought in the following order: applying for USDA’s low interest loan program, requesting more funds in this year’s State Bond, seeking ARPA funds that have to be spent by the end of 2023, fundraising toward specific soft costs and applying for grants.
- There will be two Warrant Articles to be voted on at the Special Town Meeting March 9th, 2023 relating to the Public Safety Complex project. Please read the Articles and explanations below:
ARTICLE 2. To see if the Town will vote to authorize the Board of Selectmen to acquire, by gift, purchase, eminent domain or otherwise, certain property located at 405 South Main Street, Lanesborough, shown on Assessor’s Map 235-19, being a portion of the property described in a deed recorded with the Berkshire North Registry of Deeds in Book 1738, Page 398; and further to authorize the Board of Selectmen to execute any and all documents to carry out the intent of this Article, or take any other action relative thereto.
Explanation: Baker Hill Road District has donated the amount of $150,000 to the Town to fund the acquisition of this land.
This article is asking taxpayers to approve the purchase of land at 405 South Main Street using the gift of $150,000 from Baker Hill Road District; there is no taxpayer burden for this purchase. The gift from Baker Hill will cover the full purchase price. The Town Council confirmed there is no need for a separate warrant to accept the gift of funds from BHRD. The funds from BHRD can only be used toward the land purchase, and the parcel can not be used for purposes other than building the Public Safety Complex.
A ‘YES’ vote means: the Town can purchase 405 South Main Street for the purposes of building a Public Safety Complex using the gift of $150,000 from Baker Hill Road District at no taxpayer burden. The gift from Baker Hill Road District covers the full purchase price. Site testing, which has been paid for using ARPA funds, can be done on the parcel in order for the construction process to move forward.
A ‘NO’ vote means: the Town can not purchase 405 South Main street. The gift of $150,000 from Baker Hill Road District can only be used for the land purchase.
ARTICLE 4. To see if the Town will vote to raise and appropriate, transfer from available funds, and/or borrow the sum of five million nine hundred eighty nine thousand one hundred dollars ($5,989,100.00) for the design, engineering, construction and equipping of a new Public Safety Complex to be located at 405 South Main Street, including site preparation and remediation, and all costs incidental and related thereto; and to authorize the Treasurer, with the approval of the Select Board, to issue any bonds or notes that may be necessary for that purpose, as authorized by the provisions of G.L. c. 44, or any other enabling authority; and further, to authorize the Select Board to apply for and accept any forms of financial assistance that may be available to the Town on account of this project which amount received shall reduce the amount to be borrowed pursuant to this vote by a like amount; and further, to authorize the Select Board to enter into all agreements and execute any and all instruments deemed necessary to effectuate the purposes of this article; or take any action in relation thereto.
This article is asking taxpayers to approve the Public Safety Complex project so that funding can be released to the town and more funding can be sought. Funding includes having $1 million in Bond money that has passed legislation in 2022 released to the Town, applying for a USDA low interest loan the tax burden estimates are based on, requesting more money in this year’s Bond, seeking ARPA funds before the year’s end, applying for grants and fundraising toward soft costs like furniture. Without taxpayer approval more funding can not be sought. If the project is not approved at the Special Meeting the Town will likely lose funding the committee has lined up. The Bond funds can not be released until the project is approved and can not be used for purposes other than the Public Safety building. Interest rates for the USDA loan will likely go up after March 31st and additional expenses including rent for the temporary police station will become an annual taxpayer burden.
A ‘YES’ vote means: the Public Safety Complex project can move forward and take the next steps for construction and funding. The $1 million Bond can be released to the Town and more Bond funds can be requested. ARPA funds, which have to be spent by the end of 2023 can be sought. Grants can be applied for and fundraising can begin. Requests for donations of furniture and appliances can be made. The Town can apply for USDA’s low interest loan. The construction bidding process can begin, and a Project Manager can be bid to hire. A Project Manager will be responsible for finding the most fiscally responsible supplies and materials for the project. The Article includes the full project cost of $5.9 million in order to have the $1 million in Bond funds released to the town. The maximum tax burden for the project is $4.9 million. A ‘YES” vote does not mean the full $4.9 million will be a taxpayer burden.
A ‘NO’ vote means: the Public Safety Complex can not move forward. A ‘NO’ vote at the Special Meeting means the project will increase in cost and be a higher tax burden as the window for applying for the USDA's low interest loan at 3.7% interest is set to increase after March 31st 2023. The construction bidding process and fund seeking can not continue without taxpayer approval. Lanesborough could miss out on funding sources, like ARPA funds, that have to be spent by the end of 2023. A ‘NO’ vote could mean additional annual expenses on taxpayers when rent becomes due on the temporary Police Station in August of 2024 as well as the possibility of needing to pay for a space large enough for Lanesborough Ambulance.
Public Safety Complex Overview: Additional Information Prepared by the Police Station Building Committee
On February 22nd, 2023 Blake Mensing of JMJ Holdings, co owners of Berkshire Mall, offered rental or purchase space at Berkshire Mall property for a Public Safety Complex in a letter sent to the Town and posted on Facebook.
The letter states the offer had been made previously to the Town and the Berkshire Mall option would be less expensive than the proposed Public Safety Complex, promising a “cheaper and faster route to accomplishing [the] shared goal.” The Public Safety Complex project is set to go to Town vote on March 9th, delays to the proposed project will increase the taxpayer burden.
No data was provided along with the letter to show this offer as viable or less expensive. No data on rental, purchase, site work, construction, or demolition costs was provided. No timeline for construction was provided. The Committee is presenting additional data collected since March of 2022 relating to rental spaces and documentation relating to Berkshire Mall for taxpayer consideration.
The Leasing Agent for Berkshire Mall attended multiple Police Station Building Committee meetings in 2022 and did not bring this topic up. In October of 2022 the Leasing Agent for Berkshire Mall approached Lanesborough’s Police Chief at Town Hall to tell him the Mall owner had offered space at Berkshire Mall for a Police Station. At that time she was encouraged by the Police Chief to contact the Committee, or have the Mall owner contact the Committee to discuss the offer. No one representing the Mall has contacted the Committee at any time to discuss this matter further.
Rental Costs: The Committee looked into many temporary space options for Lanesborough Police in Spring of 2022. The cost to rent a 1000 square foot trailer was $93,000.00 a year. Property to park the trailer and utility hook ups are not included in this cost. Based on the Space Needs Assessment square footage needed for Lanesborough Police and Ambulance are no less than 7300, using these figures rent for modular space would be over $700,000 dollars a year. The current Public Safety Complex proposal is a maximum taxpayer burden of $4.9 million dollars over 40 years, the cost for a modular rental over 40 years would be about $28 million dollars. These figures do not include any space rental costs or land purchase prices for the Berkshire Mall property, as these figures are unknown.
When considering sites for a temporary Police Station the Police Station Building Committee discussed the Berkshire Mall property. Based on poor condition of the building and Berkshire Mall site, as well as ongoing litigation with unknown outcomes the Committee decided not to pursue the location as a viable option. The location being far away from the center of town as well as increased risks for Emergency Services travel on the high traffic Route 7/ Route 8 Connector road, as well as the site being privately owned were also considerations that ruled the site out.
Rent for 1000 square foot temporary Police Station at 545 South Main is paid for until August of 2024 using ARPA funds at no burden to taxpayers. After August 2024 rent of at least $1500.00 a month/ $18,000.00 annually will become a taxpayer burden. This does not include any rental space costs for Lanesborough Ambulance, for which more space is currently needed. If we use this data and multiply by the needed square footage of 7300 for Police and Ambulance services we can expect rent to be at least $11,250 monthly/ $135,000.00 annually. These rent figures do not include any renovation, demolition, construction costs related to the Berkshire Mall property as these are unknown factors.
The proposed site location for Lanesborough’s Public Safety Complex at 405 South Main street is 9 acres, and if approved by taxpayer vote will be fully paid for by a gift from Baker Hill Road District at no burden to Lanesborough taxpayers. No data has been provided as to what a purchase or rental price for similar space at Berkshire Mall would be.
In 2016 Williamstown did renovations on an existing building to complete a 12000 square foot Police Station costing $5.2 million dollars. With increases to construction and material costs this project would cost $10 million dollars if built today. No data has been provided by the Mall owners relating to renovation costs for the Berkshire Mall property.
Funding Sources:The proposed Public Safety Complex has estimated project costs of $5.9 million dollars, with the maximum tax burden currently at $4.9 million dollars.
The Committee secured $1 million in State Bond funds toward Lanesborough’s Public Safety Complex. These funds can not be used for purposes other than the Public Safety Complex. The Town will not be able to receive the Bond funds if the Mall parcel is considered. More funding in this year’s Bond can not be requested for construction on private property.
The USDA has specific guidelines for loan and grant programs. Lanesborough would not be eligible for the USDA low interest loan the tax burden estimates are based on for the Berkshire Mall property.
The use of ARPA funds most likely could not be pursued for use at the Berkshire Mall as it is private property.
Lanesborough would be excluded from State and Federal grant programs the Committee has looked into over the past year.
Baker Hill Road District provided a gift of $150,000.00 to the Town to purchase property for the Public Safety Complex. This gift will cover the full purchase price of 405 South Main street, 9 acres with minimal site work required to start construction. The gift can not be used for purposes other than the property purchase.