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2011/11/02 Minutes
Sebago Fire and Rescue Building Task Force
Minutes from Meeting of November 2, 2011

Meeting opened at 6:07 pm at the Sebago Town Offices.

In attendance were Task Force members Jim Smith, Tim Smith, Carl Dolloff, Alan Greene, Phil Strike, Ann Farley, Anita Chadbourne, and Allen Crabtree. Fire Chief Brent Libby was there from Standish.  Fire Chief Ken Littlefield was there from Sebago.   Guests present were Architect Jeff Fleming, Jon Whitten from Terradyn Consultants, Benson Bowditch, Gerry Holt, and Phil Lowe.

The comments raised at the Public Hearing on Oct 25 were discussed.  Comments focused on the site selection and problems with the slope and angle of the proposed site.  Although the site and site development work were discussed and approved by voters at the June 2011 town meeting, and other sites were extensively considered and rejected, it was felt that a side-by-side cost comparison of the town pit site and the Station 2 site should be made to respond to these comments.  Allen Crabtree presented a draft spreadsheet that presented several alternatives that the group discussed.

Many of the site development costs would be the same regardless of the site chosen (e.g. – drainage, septic, well, etc).   The cost comparisons of eight alternative sites are summarized below, but do not include the additional costs of keeping Station 3 in North Sebago open and equipped should either the Town Pit or the Station 2 site were selected.  These additional costs are shown at the end of these minutes in a separate table.  


Site
Land Cost
Site Development
Land + Site
Shaw Brothers site
$30,000
$202,818
$232,818
Shaw Brothers site w/ addn’l fill
$30,000
$281,078
$311,078
Town Pit site, Shore Road entry
$0
$343,948
$343,948
Town Pit site, Town Lot entry
$0
$344,058
$344,058
Town Pit site, Map 21 Lot 9 entry*
$22,000
$347,908
$369,908
Station 2 site
$0
$250,998
$250,998
Station 2 site with Map 2, Lot 2A*
$36,630
$253,858
$290,488
Station2 site with Map 21 Lot 2*
$108,110
$275,858
$383,968

*Note – Landowners have indicated that they are not interested in selling, so these options are not feasible on the basis of a willing-buyer-seller arrangement.

Details are listed for each site with assumptions used in preparing the estimates are also listed below.

1.      Shaw Brothers Site – Terradyn Consultants provided an estimate for site development for $202,818 that included the following.  The lot would cost an additional $30,000.

Clearing and grubbing ½ acre
$2,600
Excavation
$0
Fill (3,500 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$89,400
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water retention
$5,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
10% contingency
$18,438

2.      Shaw Brothers Site with additional fill to reduce the slope of the access road.  The additional of 4,743 cy of fill would add 4’ to the site and reduce the slope from 6% to 3-4%.  This would increase the fill amount to $160,545, and the total to $281,078 for site development, plus $30,000 for the lot.  It was suggested that moving the building on the site would reduce the S-curve route that trucks would have to take to exit the site.  Also flipping the site to south of the access road would reduce the amount of fill needed, or going to the south of the Shaw Brothers pit to their current main access road would be nearly flat.  Assignments to Jeff and Jon to see what adjustments could be made to the building location on the site, and to Jim, Ann and Allen to meet with Shaw Brothers about either “flipping” the site or moving to the south end of their property.


Clearing and grubbing ½ acre
$2,600
Excavation
$0
Fill (8,243 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$160,545
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water retention
$5,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
10% contingency
$25,553

3.      Town Pit Site – We revisited using town land at the sand pit as an alternative, taking the footprint of the building that Jeff prepared and locating it east of the existing EMS building in the pine grove.  The main costs would be clearing and grubbing the 2-acre site and also rebuilding, widening and adding a sidewalk to Shore Road for the fire apparatus.  It was commented that this needs to be done now with the public service trucks that use it.  Jon suggested that a rule of thumb that he uses is $150/foot of road construction, and from the building site to Route 114 would be 1,000 feet, or about $150,000.  Total for site development would be $343,948.

Clearing and grubbing 2 acres
$10,400
Excavation
$8,000
fill (1,000 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$51,900
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water retention
$5,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
Access Road rebuilding – Shaw Road
$150,000
10% contingency
$31,268

4.      Town Pit Site using town land for access to Shaw Road – The town owns a small piece of land fronting on Shore Road near the intersection with Route 114, and it could be used as access to Route 114.  It would require building a new 750-foot road from the building across the south side of the ball field to Shore Road.  In addition to the cost of building the road would be added restoration of the ball field, replacing the chain link fence and rerouting public access roads to the ball field.  Total cost would be $344,058.


Clearing and grubbing 2 ½ acres
$13,000
Excavation
$8,000
fill (1,000 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$51,900
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water retention
$5,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
Access Road building – new road
$112,500
Ball field, fence, road replacement
$35,000
10% contingency
$31,278

5.      Town Pit Site and purchasing Map 21 Lot 9 for direct access to Route 114 – After this meeting Jim Smith contacted the owner of this 0.19 acre lot on Route 114 where the cellar hole is located, and there was no interest in selling the parcel.  This is not, therefore, a viable option assuming a willing-buyer-seller-arrangement.  For purposes of discussion, however, we explored this option of routing an access road directly from the building site to this lot for a more direct entry to Route 114.  

This parcel belongs to Muriel McCullough from Lynn, MA and is appraised at $8,460 for the land and $6,000 for the building.  Ann talked to Steve Titcomb who estimated the market value of the lot would be $20,000 to $25,000.  For purposes of this comparison $21,000 was estimated plus $1,000 for closing and processing.  

An access road from the new building to the purchased lot and entry to Route 114 would be 750 feet long and would cost about $112,500.  In addition to the cost of building the road would be added restoration of the ball field, replacing the chain link fence and rerouting public access roads to the ball field.  Total cost of site development would be $347,908 and cost of land estimated at $22,000.  Again, however, this is not a viable option unless the owner was willing to sell, which she is not.


Clearing and grubbing 2 ½ acres
$13,000
Excavation
$8,000
fill (1,000 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$51,900
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water retention
$5,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
Access Road building – new road
$112,500
Ball field, fence, road replacement
$35,000
Demolish and fill cellar hole
$3,500
10% contingency
$31,628

6.      Station 2 Site – The town could build on town land behind existing Station 2 and then demolish the old station when it is done.  There is room, just barely, for the new station on the existing 2-acre town lot there.  Major costs, in addition to the other site development costs, would be the demolition and removal of the old fire station and construction of a storm water pond.  Cost of site development would be $250,998.

Clearing and grubbing 2 acres
$10,400
Excavation
$16,000
fill (1,500 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$59,400
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water pond
$30,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
Access Road building
$0
Demolish old station
$25,000
10% contingency
$22,818

7.      Station 2 Site and purchase Map 2 Lot 2A on south side – The town could build on town land behind existing Station 2 and then demolish the old station when it is done.  Additional room is available if the town could purchase the 2.0 acre Map 2 Lot 2A from Donald Berry.  (Note - Jim Smith contacted the owner after this meeting and there was no interest in selling the parcel.  This is not, therefore, a viable option assuming a willing-buyer-seller-arrangement.)  

This lot is assessed at $35,630 (Land $29,600 and building $6,030), and for purposes of this comparison $36,630 was estimated that included $1,000 for closing and processing

Major costs, in addition to the other site development costs, would be the demolition and removal of the old fire station and construction of a storm water pond.  Cost of site development would be $253,858 and land would be $36,630+. Again, however, this is not a viable option unless the owner was willing to sell, which he is not.

Clearing and grubbing 2 1/2 acres
$13,000
Excavation
$16,000
fill (1,500 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$59,400
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water pond
$30,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
Access Road building
$0
Demolish old station
$25,000
10% contingency
$23,078

8.      Station 2 Site and purchase Map 21 Lot 2 on north side – The town could build on town land behind existing Station 2 and then demolish the old station when it is done.  Additional room is available if the town could purchase the 0.28-acre Map 21 Lot 2 from Gail Mills.  (Note - Jim Smith contacted the owner after this meeting and there was no interest in selling the parcel.  This is not, therefore, a viable option assuming a willing-buyer-seller-arrangement.)

For purposes of comparison with the other options, this lot is assessed at $107,110 (Land $26,240 and building $80,870), and an additional $1,000 would be added for costs.  Major costs, in addition to the other site development costs, would be the demolition and removal of the old fire station and construction of a storm water pond.  Cost of site development would be $275,858 and land would be $108,110+. Again, however, this is not a viable option unless the owner was willing to sell, which she is not.


Clearing and grubbing 2 1/2 acres
$13,000
Excavation
$16,000
fill (1,500 cy common barrow @$15, 1,700cy Sub base gravel @18, 300 cy Base gravel @$21)
$59,400
Paving
$20,300
Siltation fencing (740 lf @$5)
$3,750
Storm drains, catch basins
$25,300
Storm water pond
$30,000
Drilled Well
$5,000
Domestic water service
$5.000
Septic system
$15,000
UGE and lighting
$10,500
Signage and misc
$2,530
Access Road building
$0
Demolish old station and house
$45,000
10% contingency
$25,078

Keeping Station 3 Open

The above estimates are based on best available information.  In addition, should the options of building on the town pit site or the Station 2 site be selected, Station 3 in North Sebago would remain open.  The cost for heat at the Station is currently $1,340/year and electricity $397/year.  Over the 15 year life of a bond for the new fire and rescue building this would total $26,055 which should be added to these options as a real cost.  Further, one of the advantages of the new Fire and Rescue building at the Shaw Brothers site is that it would allow the consolidation of apparatus and eliminate the need to retain Engine 3, the engine now housed at Station 3.  Under the Capital Investment Program $8,131 is set aside annually in a reserve account to allow the scheduled replacement of this engine; over the 15-year life of the bond this would total $121,965, and this also should be added to the town pit and Station 2 site options.  


Site
Land + Site Cost
Costs of keeping Station 3 open
Total Cost
Shaw Brothers site
$232,818
$0
$232,818
Shaw Brothers site w/ addn’l fill
$311,078
$0
$311,078
Town Pit site, Shore Road entry
$343,948
$148,020
$491,968
Town Pit site, Town Lot entry
$344,058
$148,020
$492,078
Town Pit site, Map 21 Lot 9 entry*
$369,908
$148,020
$517,928
Station 2 site
$250,998
$148,020
$399,018
Station 2 site with Map 2, Lot 2A*
$290,488
$148,020
$438,508
Station2 site with Map 21 Lot 2*
$383,968
$148,020
$531,988

*Note – Landowners have indicated that they are not interested in selling, so these options are not feasible on the basis of a willing-buyer-seller arrangement.

Assignments

Several assignments were made to attempt to fine-tune the numbers to make them as objective and accurate as possible.  On the basis of the numbers now generated, the Shaw Brothers site appears to be most cost effective over the use of town land to avoid the $30,000 purchase price of the Shaw Brothers lot.  However, additional questions needed to be asked to firm up the estimates as reasonable and objective in order to address questions raised at the public hearing.  The following assignments were made:
:
1.~~ Jim to contact the owners of the cellar hole site on Route 114 about selling and get a cost. (He did this and the responses are included in these minutes, above)

2.~~ Jim to contact the landowners on either side of Station 2 for the same information.
(He did this and the responses are included in these minutes, above)

3.~~ Jim to talk with the town attorney about the costs, etc involved in an eminent domain action by the town.

4.~~ Jim, Ann and Allen will~meet with Shaw Brothers to discuss flipping the site, moving the site to the southern access road, or other modifications to the site to~help reduce the costs of fill at the site. (They met on November 15, 2011)

5.~~ Phil will attempt to get cost increase estimates from insurance carriers if coverage within 5 miles is changed. (He reported on his findings at the November 16 meeting)

6.~~ Alan and Ken will make some dry runs with Engine 4 to better document response times.  (Phil Strike did so and reported at the November 16 meeting)

7.~~ Jeff and Jon will look at moving the building on the site to better align access to the road, and also add a scale fire truck to show viewers a perspective. (They reported their recommendations at the November 16 meeting)

8.   Ann will check with Barbara Cutting re the selling price for the cellar hole and with Chris Harriman and Corrine Davis as to the number of games at the ball fields to determine impact on safety and traffic.~(She did so and her findings are included above)

Next meeting is scheduled for Wednesday, 16 November, at the town offices, 7pm to review the cost comparison spreadsheet.  Assignments are due before then to Allen so that he can update the spreadsheet.

Meeting adjourned at 8:20 p.m.

 
Town of Sebago 406 Bridgton Road (Route 107) Sebago, Maine 04029
Phone: (207) 787-2457
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