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HomeMy WebLinkAboutFairweather/Brown Study 06/97 . /~1 FAIRWEATHER-BROWN DESIGN ASSOCIATES, INC. 413 Main Street P.O. Boa 521 Greenport, N.Y. 11944 51(?477-9752 (faz) 51(.477-0973 SOLJTHOLD TOWN HALL FEASIBILITY STUDY FOR ACQUISITION AND RENOVATION OF 52875 MAIN ROAD SOUTHOLD, N.Y. IN CONSIDERATION OF REVIEW OF SPACE REQUIREMENTS AND EXISTING CONDITIONS FOR TOWN OF SOUTHOLD 53095 MAIN ROAD SOUTHOLD, N.Y. JUNE 23, 1997 -wil6 AoMtI Brown, Architect. P.C. Attachment # 3 Southold Town Hall Facility Feasibility Review INTRODUCTION This report is the result of a study conducted by Fairweather Brown Associates, Inc., based on the '...preliminary analysis of Southold Town's need for additional space for Town Ha1L..', by William A. Klein, dated Decembor 30, 1996, as well as the 'Engineering Inspection 8c Report' for the residence at 52875 Main Road, Southold, N.Y., and our own visual inspection of the above noted structure, with the intention of aaatyang the feasibr7ity of the Town acquiring, renovating, and occupying the budding as an annex to Town Hall. The budding under consideration consists of a partial two story vinyl-clad wood frame structure, currently occupied as a three farm'ty residence on .667 acre. This report will attempt to present in a clear manner, possible alternative solutions to meet the needs expressed. Page - 2 Southold Town Hall Fac>7ity Feasibility Review EXECUTIVE SUMMARY The following is a list of goals considered as the criteria for a viable solution to arty physical re-arrangement of the Town Hall facility: • The facility should comply with all applicable codes and regulations, especially including Federal Americans With Disabilities Act and New York State Code requirements for accessibility. NOTE: AS AN EXISTING FACILITY, IF THE TOWN DOES NO WORK TO THE EXISTING STRUCTURE, TT MAY NOT NEED TO BRING THE TOWN HALL INTO COMPLIANCE, IF THE TOWN CAN DEMONSTRATE THAT ANY ACTION WOULD RESULT IN UNDUE FINANCIAL AND ADMINISTRATIVE BURDENS. HOWEVER, ANY ALTERATION WORK DONE TO THE FACILITY MUST BE DONE IN COMPLIANCE WITH ACCESSIBII.IT'Y REQUIREMENTS. THIS MAY ALSO TRIGGER REQUIREMENTS THAT THE ENTIRE STRUCTURE BE UPGRADED. It should be the goal of all murricipatities, to provide accessibiliity to all of its functions for all of its citizens. This report makes the assumption that the Town intends to work toward compliance, and to relieve other problems and concerns discussed in Mr. Klein's report, as well as the report (with similar conclusions) written by this o$ice in 1989. • Overcrowding, and lack of appropriate proximity to sim~7ar services should be reduced The internal arrangement of elements should be reflective of an efficient and productive process of government. Page - 3 Southold Town Hall Facr7i<y Feasibility Review • Access to town departments by the public should be direct where appropriate, and secure without being disruptive to daily activities of the fac>7ity. • The fac>7ity should provide a pleasant working emriromnent for employees. • The scope of arty renovation and possible expansion program should be minimal and strive for the greatest vahre for the least expenditure. • 'The condition of the physical infrastructure of the existing facr7ity should be considered for its' performince and as part of long-tern? expense considerations. Wtn7e a specific investigation of the existing Heating and Air- Conditiorring system is not part of this study, it is understood that there have been complaints regazding the system's efficacy. • Arry work undertaken to accomplish any or all of the above listed goals should be considered in terms of long-range solutions. The operational problems we have established based on our investigation are as follows: • Accounting, Central Data Processing, Town Trustees, Community Development, and District Attorney's Offices are crarenntiy located in the basement, sot accesu'ble to individuals with disabilities. The existing facrlity is not in compliance with state and federal accesslbr~ity regtruements for new conshvction, specifically in terms of access to the basement of the existing structure and bathrooms, and in general in terms of individual movement, counter heights and signage, etc. • Lack of office and meeting space for individual Boazd members. • Lack of privacy for small meetings, confidential conversations, and simrlaz functions in moat departments. Page - 4 Southold Town Hall Fac>7ity Feasibility Review • Lack of internal accesaiM7ity to security for various purposes, including flea, vaults, etc., presently located in the basement. • Inefficiency of the existing heating and air conditioning system. . • 1n some cases, lack of appropriate proximities between departments. • Lack of separation between Town Hall business lobby area and Justice Court lobby, when in session. • Shortage of fle and storage space in most departments. The departments and uses considered as part of the operation of the Towa Hall, for the purposes of this report are as follows: • ACCOUNTING • TOWN ATTORNEY • BUII,DING DEPARTMENT • TOWN CLERK • COMMUNITY DEVELOPMENT • HISTORIAN • JUSTICE COURT • PLANNING BOARD • SUPERVISOR'S OFFICE • TAX ASSESSOR/RECETVER • TOWN TRUSTEES • ZONING BOARD OF APPEALS The proposed arurex is a part two (2) story aad part one and one-hall (1-1/2) story wood frame structure, at least part of which was appariendy bu~7t in 1815. Page - 5 Southold Town Hall Facility Feasibility Review However, due to the extensive alteration and modification work done over the years, aside from the date, there is little visible that is historically significant. Due to the expensive nature of restoration work, this report will not consider historic preservation as a factor. Further, the physical condition of the building, as indicated in the Engineering report, and corroborated by our visual inspection, raises many issues calling for adaptive and/or repair work prior to occupancy: • Due to the significant expense involved in making the second floor structurally appropriate and accessible, it is not considered as an option in this report. The ava~7able square footage in the bu>Yding is therefore calculated to be approximately one thousand eight hundred square feet. • The ground floor is in need of structural support to carry the required load • All mechanical systems (Heating, Air-Conditioning, pfimbing and electric) must be replaced or provided new. • The entire inside of the building (partitions, stairs, etc.) must be gutted prior to installation of office layout for Town activities. • Insulation, roofing, and other measures for weather protection and energy conservation must be undertaken. • Accessibr~ity features such as widened doors, new ramps, etc. must be provided as part of the building alteration and conversion. Page - 6 Southold Town Hall Facility Feasibility Review ANALYSIS The first option considered is conversion of the proposed annex bwlding into offices for departments presently located in the basement of a Town Hall. In terms of current locations of various depaztments within the existing Town Hall structure, the depar(mer?ts presently located on the main floor could retnain in their present locations, assuming some reconfiguring of spaces, and reasonable access being provided to the basement storage azeas. It must be emphasized that tins option addresses only one of marry facilities issues and problems faced Uy Town Hatt. Internal reorgartization of spaces to centralize storage and flies, and better control of circulation and access should be an important part of this renovation. In the course of the project, it is anticipated that the existing structure would undergo upgradng for code compliance (inchtding accessibility) and upgrading of mechanical systems. The departments to be relocated are: • Accounting approx. 950 s.f. • Historian approx. 300 s.f. • Trustees/Comm. DeveL approx. 450 s.f • Usable apace required 1,700 s.f. • Allowance for common space & faa7ities 60~ s.f. • TOTAL SQUARE FOOTAGE REQUIRED 2,300 S.F. Page - 7 Southold Town Hall Facr7ity Feasibr74ty Review The proposed structure provides approximately one thousand eight hundred (1,800) square feet, leaving a balance of five hundred (500) additional square feet which must be added, as a bare minimum, to the structure in order to provide spaces equivalent to current. We estimate the cost of renovation of the existing available one thousand eight hundred square fcet (1,800 s.fj in the house to be in the order of two hundred thousand dollars (5200,000J. The additional five hundred square feet (500 s.f.) we estimate to cost sixty-five thousand dollars (565,000.). The total budget for this option, including 'soft costs is estimated at three hundred twenty-five thousand dollars (5325,000.), plus the cost of land acquisition. This does not however, address serious lack of necessary space in many departments, and intermingling of Justice Court and Town Hall waiting areas, as well as accessibility within departments and to Storage areas. As a second option, in order to provide more adequate, efficient' and code compliant spaces for current government activities, as discussed in the space requirement studies, in addition to the armex, assuming the renovation of 52875 Main Road as described above, additional space should be bu~7t in the range of four thousand six hundred square feet (4,600 s.f.~ compared to five hundred square feet (500 s.f.) indicated above. This assumes removal of the 'temporary' Justice court offices, and construction of new facilities which would meet code requirements, as well as other recommendations made in the above noted space studies. The total for this option, not inchuding land acquisition, would be approximately trine hundred sixty-five thousand dollars (5%5,000.00.). Page - 8 Southold Town Hall Facility Feasibiliiy Review Not included in this budget arc costs for upgrading the existing Town Hall infrastructure, incuding a necessary elevator to the basement storage areas. Option 3 would be to acquire the adjacent property under discussion, remove the existing structure (perhaps the Southold Historical Society could relocate it and establish it as a restoration project), and build a new addition to existing Town Hall of six thousand four hundred square feet (6,400 s.f.), on either one or two stories, at a budget cost of one million fifty thousand dollars (51,050,000.), no[ including land acquisition costs. This budget figure, in comparison to about, would include upgrades to existing mechanical systems which would service the entire Town Hall, as opposed to having two sepazate and distutct systems, one of which may still require major work Another advantage to this option is the location of all departments under one roof. An ahenrative to Option 3 (option 3A) calls for all work descn'bed above, ezciuding arty changes to the Justice court facrlities. The square footage necessary for the addition is then three thousand seven hundred square feet (3,700 s.f.), for a budget of approximately six hundred twenty-five thousand dollars (5625,000.) plus the cost of acquisition. Further consideration should be given at that point to relocation of Justice Court to a remote facility in order to resolve issues raised in Mr. Klein's report. Other options for consideration of the Board include relocation of the entire Town Hall facr7ity to another location, either existing to be altered, or new buih to suit. These options are beyond the scope of this report to analyze on a cost basis. Page - 9