1. Brookline Facilities Study Committee Preliminary plan for a new Ambulance and Police facility with Town Hall office expansion – 6-Jan-2003 Committee Members Member: Representing:Advisors: Tim McCoy – Chairman (Board of Selectmen)John Frugard C.E.M. Jim Deffely – Vice Chairman Tom Goulden – Chief of Police Judy Cook (Planning Board)Wes Whittier – Ambulance Director Jonathan King (Finance Committee)Fred Matuszewski - Architect Jason Kramarczyk Mike Molkentine Dick Randlett (Planning Board)

2. Agenda Executive Summary and Recommendation Ambulance - current site synopsis Town Hall offices – current site synopsis Police – current site synopsis Summary of current sites Alternatives Recommendations Project Overview Financial Summary Cost Analysis Estimated Debt Schedule Tax Impact Warrant Articles Appendix - Facilities Committee Charter- Fresh Pond Realty Proposal- - - - CMK Initial Proposal- Resource Committee Report - LaBombard Engineering Report- CIP Initial Project Worksheet - Municipal Resources Inc., Report- CMK Drawings

3. Executive Summary and Recommendation Timeline Nov 1998: CIP program recommends renovations of the existing ambulance bay for 2004 to accommodate new ambulance. Nov 1999: Selectmen charge Brookline Resource Committee (BRC) to conduct space study needs of : Ambulance, Fire and Police departments. The BRC report recommended: 1. Build an addition to the existing fire station 2. Build a new facility to house the Ambulance and Police departments 3. Town offices can occupy space vacation by the Police departments Nov 2000: CIP program recommends a ‘Expanded town services/land acquisition study’ in response to Ambulance Dept concern that present facility is to small. CIP rating: Urgent Dec 2001: Selectmen hire CMK Architects to review three sites for a new Public Safety Building to house the Ambulance and Police departments. Sites are located at intersection of Rte 13 and 130. Apr 2002: LaBombard Engineering, LLC, completed a study at the request of the Selectmen regarding the feasibility and/or limitations for an expansion of the existing Ambulance facility. Report stated that it is not feasible to expand the current facility. June 2002:Selectmen appoint Facilities Study Committee to review facility designs and potential sites for a new Ambulance facility, and to review options including moving the Police Dept. into the new facility so town hall offices can backfill the vacated police space. Dec 2002: CIP Committee rates a new Ambulance and Police facility “Urgent cannot be delayed”. Jan 2003: Facilities committee in conjunction with CMK architects present formal plan for a new public safety facility housing the Ambulance and Police Departments, while expanding town hall offices into the vacated police space.

4. Ambulance - Current Site Synopsis -Facility to small to house new ambulance due 2004 -Current ambulances barely fit through door opening -Only expansion possible is upwards. -Interior to small to remove stretcher from Ambulance -Parking and Road access prevents ambulance from pulling out of bay, and closing overhead door, without vehicle protruding onto Main Street. -Parking limited to 4 vehicles, 8 if one row blocked -Meetings/training requires parking elsewhere -No parking expansion possible -Well located off site -New well not possible on site, does not meet state standards -Sewage disposal system cannot be expanded -Not handicapped accessible -No room for EOC, Emergency Operations Center -Severe lack of storage and office space, no room for future expansion of services, i.e.: full time attendant. -Significant cost associated with renovation, which would resolve space issue for only five years.

5. Town Hall Offices – Current Site Synopsis -No expansion for storage or desk space -One combined office area houses Selectmen, Planning, Assessors, Building Inspection and storage/files in support of each function. -Services can’t expand without additional space -Town Clerk/Tax Collectors office requires a fire proof vault to secure records, current storage area does not protect records. -Regional Planner must use conference room due to lack of office space. -Small office houses cable equipment, emergency operations center, map storage, copier, and files and is a backup meeting room. -One meeting room in insufficient for all town boards and committees to meet. -No room for added conference room. -Only option for additional office space is to move the Police department out of the facility, and expand into the vacated space. -Public parking is limited, as many spaces are taken up by town employees and the police department.

6. Police Department – Current Site Synopsis -Municipal Resources Inc. conducted an audit of the Police Dept. and determined that additional space is needed for files, training, evidence storage, and prisoner handling (sally port). -No expansion possibilities at current site. -Current site prevents state accreditation of the Dept. -One closet houses weapons, evidence and files. -File boxes currently piled in Sgt’s office for storage. No room for additional file storage on-site. -A single coed room combines a bathroom, shower, locker room and uniform storage area. -Temperature controlled evidence stored in common break area, above a refrigerated, due to lack of space. -Current space restricts and/or prevents adherence to State guidelines on Holding Facilities and Property/Evidence control. -No room for communications center, currently use Hollis services at at cost of 75K in 2002. -No room for animal control kennel, currently pay Hollis to house animals. -Break area used as an interview room, training room, and conference room. -One office houses work stations and two desks, shared by all full-time and part-time officers.

7. Combined Summary – Current Site Synopsis Ambulance/Town Offices/Police all require additional space. Ambulance Department has immediate requirements for a new facility. Modern ambulances, including Brooklines next vehicle, will not fit in existing facility. Expansion of existing Ambulance facility is not possible. Town Hall Offices are inadequate for current needs, and the only expansion to alleviate current conditions, and to plan for the future, is to expand downwards into the present Police area. Police Department requires additional space to meet basic needs, and to obtain accreditation. It is opportunistic to design a single facility for Ambulance/Police, thus creating additional town hall office space.

8. Alternative Solutions Design and construct a Public Safety facility to House the Ambulance and Police Departments, with room for Kennel facilities and future Communications Center. Pro: Resolves all current and future space needs in the most economical way. Con: Requires financing in a single bond, albeit taking advantage of historically low rates and the economic feasibility of combining two projects into a single one. Design and construct an Ambulance Facility with future expansion potential for the Police Department. Pro: Meets most immediate need to house new ambulance, avoids additional bond funding for the Police portion of the facility, for approximately 3 years. Con: Does not resolve Town Hall Office or Police space requirements. Cost increase of at least 200K based on two separate construction projects (initial ambulance facility and police addition). Purchase land to construct a future facility Pro: Least costly alternative, approximately 300K versus 2.3M. Con:Does not solve any space issues, and would negate the purchase of a new ambulance required for the life and safety of town residents.

9. Recommendations Facilities Study Committee recommends that the town approve a single bond for the purchase of land, and the construction of a combined ambulance and police facility. This resolves both current and future space requirements up to and including the full build-out of the community, estimated at 6500 residents, while providing the most economical solution. Municipal Resources Inc. recommended a police facility with more space is appropriate and that a facility in combination with ambulance services is not uncommon today, and is worth exploration as the community begins to plan for it’s future. The Brookline Resource Committee (BRC) recommended that “building an addition to the current Fire House with the Fire Department staying in its current facility and building a new facility that houses the Police and Ambulance departments only, was the best option for the town. The current Ambulance building could be sold or renovated and the Town Offices can occupy space vacated by the Police Department.” LaBombard Engineering LLC., recommended that “in my opinion, unless adjacent property can be obtained to increase the limited on site parking and possibly relocate the overhead doors then it is not economically feasible to expand this facility.” Capital Improvements Committee recommended that the construction of a new Ambulance and Police facility be given the CIP classification of Urgent. Urgent is defined as “cannot be delayed – needed for health and safety.

10. Project overview Site The committee recommends the purchase of Lots F-155, F-4-5 and F-4-4 and Commercial Lane totaling 3.8 acres. This property was chosen for a variety of reasons: - Conveniently located at the intersection of two state roads, Rte’s 13 and 130. - Centrally located within the town borders - Limited site work and fill will be required. - Cost is within budget and comparable to other sites. - Site is adjacent to the Post office, and is a continuation of a “downtown” presence - Coincides with the BRC’s recommendation to locate a facility in the “post office square” area. - Segregated parking for Ambulance, Police and Visitors. - Access and Egress to Route 13 and Route 130 If negotiations fail to produce a purchase and sales on the primary site, a secondary site has been identified. Lot H-104-1 consisting of 4.8 acres on state route 13 is available for a comparable per acre cost.

11. Project Overview - continued Facility - A 12,500 square foot facility including: * 5166 square feet dedicated to the Ambulance Department * 4580 square feet dedicated to the Police Department * 2748 square feet dedicated as common area, including a meeting room and building services. - Three Ambulance Bays - Sally-port for two Police cruisers - Room dedicated for future communications center - Common meeting room with rest room facilities for town and resident use - Low maintenance and cost effective vinyl siding - Designed to complement Brooklines rural setting

12. Financial Summary Single Stage Project: Combined Ambulance/Police Facility: $ 2,280,400 Two Stage Project: Ambulance : $ 1,725,055 Police Addition $ 772,291 Total Cost: $ 2,497,346

16. Recommended Warrant Articles Warrant 1: Combined Facility $ 2.3m Warrant 2: Ambulance Only $ 1.7m Warrant 3: Land Only $ 300K