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11 March 2009 <br />Meeting Minutes <br />Lexington Permanent Building Committee (PBC) <br />146 Maple Street – Conference Room <br />Date & Time: 10 March 2009, 7:00PM <br />2.25 Document Scanning <br />3/10/09 <br />DPF stated that they had received preliminary price quotes for scanning of current building plans on file for <br />the purposes of storing documents in electronic format, to reduce the amount of stored paper copies of these <br />documents, in consideration of limited plan file storage capacities. DPF requested approval to expend funds <br />from the Allowance for Operations line item in the budget for the purpose of scanning these documents. <br />Motion: To authorize the DPF to expend up to $12,000 for the Allowance for Operations line Item . for <br />the scanning of the most up to date drawings and plans of town / school buildings currently on file <br />and or available to DPF, including the final as built’s and O&M Manuals for the new building at 201 <br />Bedford Street. <br />Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous <br />2.26 Budget <br />3/10/09 <br />During review of various budget line items, the definition of some of the budget column headers was <br />discussed. The PBC requested an accounting of the previous appropriations to verify that there are not <br />unmet obligations, as we come to the end of the project and discuss or define any ending or remaining <br />balances in the current appropriation. <br />The PBC asked for an executive summary of the Project Accounting that clearly shows the Estimated Cost at <br />Completion for each of the major line items in the budget. While the current form of the budget is focused on <br />Town Accounting requirements, it is difficult for the PBC to get a convincing understanding of the remaining <br />contingency across the project and the various appropriations. <br />3.0 K-12 Master Plan <br />3.1 Preliminary Review of Master Plan <br />01/13/09 <br />Representatives of the Design Partnership of Cambridge presented an overview of the K-12 Master Plan <br />findings to date. <br />PBC advised DPC verify setbacks with zoning for any construction. <br />PBC requested full disclosure of footnotes on any and all cost documents and estimates showing <br />escalation provisions and terms. <br />PBC requested town expenses be added to project cost sheet. <br />Scheduling discussions involved estimates on MSBA review schedules and funding cycles. <br />3/10/09 <br />DPF Reported that the K-12 Master Plan was being finalized and is scheduled for a presentation to the <br />School Committee in March of 2009. <br />Page 7 of 9 7 <br /> <br />