2023-10-26-PBC-min - Laserfiche WebLink

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The focus groups included: educational planning and equity sustainability/MEP systems site, safety, and security exterior and interior design The timeline for the Preliminary Design Program (PDP) was presented. The first category was the educational plan review and educational programming, and it would run from October 2023 to January 2024. The options development (repair – renovate – new buildings) would take place from January 2024 through April 2024. The submission of the PDP to the Massachusetts School Building Authority and the review period take place in May and June 2024. The Preferred Schematic Report would begin in May 2024 and run through December 2024, which was the actual program document. It was reported that the reviews with staff at the educational program were being finalized. A meeting was being planned with a couple of individuals from the town to discuss Article 97. Jon Himmel asked how the IDP, especially Attachment B, fits into the PDP timeline. The IDP requests a delivery after Month One. He suggested figuring out how the IDP fits into the PDP timeline. Mike Burton discussed that the green charette held at the beginning of the process was a forum in which a lot of topics in the IDP come into play. He discussed that site orientation was tied to multiple focus groups. He discussed that available lay-down space would be a critical aspect when different options are evaluated. Jon Himmel asked what form the work plan would take. It was discussed that each section in the PDP, including stakeholder meetings, would have specific dates added. In terms of reviewing, weekly meetings will be held to track progress. Jon Himmel asked about Prolog and Procore and stated that Prolog was very useful in being able to access previous meeting notes. He asked if there would be a way to track the design process. Mike Burton reported that they had proposed using a custom-built dashboard. It was discussed that the CM typically brought on Procore. All of the information could be transferred to Procore if it was decided to use it. It was discussed that when the CM was on board, phasing, logistics, and staging were examined. The CM’s input will be given at the beginning of the schematic design. It was discussed that stakeholder engagement would begin in November and last through April 2024. The idea of the PDP was to get all options on the table. In May 2024, decisions would start to be made. It was discussed that it was a very iterative process. The Preliminary Schematic Report (PSR) is scheduled May through December 2024, and then the schematic design would begin, and SMMA would get to a 50% design. It was asked if there was a timeline for bringing the CM on board. It was discussed that for them to be useful, it would be best to be in the PSR phase. It was discussed that having the construction manager on earlier would be beneficial but that bringing them prior to the options being created would not be as helpful. It was suggested that individuals from the Sustainable Committee could be helpful with answering questions for the IDP. It was discussed that CM procurement could be put out, and a few weeks to provide comments could be given. The next PBC meeting is scheduled on November 16th, and the next SBC meeting was on November 30th. It was reported that there would be some progress to be presented at the following PBC meeting. It was discussed that Cindy Arens and others on the PBC could assist with a peer review. There would be a public forum held on Tuesday, November 21st, and it was asked if anyone had topics to add to the agenda to reach out. Motion to adjourn, all approved. Meeting adjourned at 7PM. Next meeting: November 16th 2023.