HomeMy WebLinkAbout2015-03-12-PBC-min
Permanent Building Committee
201 Bedford Street, Room 221
Lexington, MA 02420
March 12, 2015, 6:00 p.m.
Permanent Members: Jon Himmel, Co-Chairman, Eric Brown, Co-Chairman, Philip Coleman and Charles
Favazzo
Project Specific Members Present: Lee Noel Chase, {ĭŷƚƚƌ tƩƚƆĻĭƷƭ
Absent: Peter Johnson, Dick Perry, Carl Oldenburg
Lexington DPF: Patrick Goddard, Director of Public Facilities; Mark W. Barrett, RA., and Project Manager
Members of the Lexington School Committee: Judy Crocker and Jessie Steigerwald
The Minutes were taken by Jean Curran, Recording Secretary
The Meeting convened at 6:00 p.m.
1.Lexington Public Schools PBC Softcost Budget Recommendations. Mr. Himmel led the
Members in a discussion of the Lexington Public School Softcost Budget Recommendations which he
and Mr. Goddard, Director of Public Facilities have been collaborating on since the last meeting. The
discussion included a review of the work performed by Symmes Maini & McKee Associates (SMMA)
which involved an inventory of existing facilities at each of the schools (Phase I), Emergency Stop Gap
Measures (Phase II) and Design Work (Phase III). SMMA proposed budget for option 7 is
$118,000,000.
The Softcost Budget Recommendation from Messrs. Himmel and Goddard totals $4,080,000 which
includes $1,400,000 for project dollars excluding construction costs for three months of work between
April and July which would lead to a summit in July, 2015. The balance of $4,080,000 would not be
available until directives from the summer summit are issued. The work between April and the Fall
Town meeting would include concept confirmation and schematics for the majority of the projects and
design development and construction documents for the modular projects.
The discussion included (i) Modulars at the Clarke and Diamond Middle Schools or the same number of
modular but all placed at Diamond, thus eliminating the need for a modulars at the Clarke Middle
School; (ii) Modulars at the Bridge, Bowman and Fiske Elementary Schools and how many units would
be needed to meet the immediate; (iii) construction of a standalone Pre-K building or a Pre-K addition at
Harrington Elementary School and renovating the existing Harrington Pre-K area into general education
classrooms; (iv) Hastings Elementary School rebuild with or without MSBA participation because it does
not appear that the MSBA will be providing dollars to Lexington in the near future due to the recent
construction of the Estabrook Elementary School.
Mr. Brown believes that $1,400,000 is too much money to be spent during this time period. He also
questioned whether the companies would have enough manpower during this period to sufficiently
complete the proposed work.
PBC Meeting Minutes 031215 Page 1
Mr. Goddard shared that the SMMA had little interaction with school administration as they prepared
their phase 3 schemes and most of their work is based upon their experience and they did not have time
to work plans with schools and their particular issues.
The RFQ went out and interviews will take place next week and each company will submit how they will
be able to accomplish the tasks. The evaluation team will then rank the two finalists, finalize a scope of
work and contract terms, negotiate the fee and signing the contract.
The prefabs need to go forward for a November appropriation in order to be ready for school opening in
2016.
Ms. Steigerwald reminded the members that Hastings must remain operational during construction of a
new school. Ms. Steigerwald reminded the Members that there are a lot of kids coming in the next five
years and there is a need to build now. Ms. Steigerwald also shared that the School Committee voted
on Tuesday to begin a redistricting study.
Ms. Crocker shared that the pre-k could be located at the new Hastings Elementary School. Ms. Crocker
also shared that over the last five years 600 new students have been added to the school system and
that is expected to grow another 670 and they may not be able to fit into the neighborhood school they
live near. Ms. Crocker suggested that the Hastings Elementary School and the Diamond Middle School
get priority.
aƩ͵ DƚķķğƩķͲ aĽƭķğƒĻƭ {ƷĻźŭĻƩǞğƌķ ğƓķ /ƩƚĭƉĻƩ ƌĻŅƷ ƷŷĻ ƒĻĻƷźƓŭ ğƷ АʹЊЎ Ʀ͵ƒ͵
2.Mandatory Ethics Training. Mr. Barrett informed the Members that they will have to complete
the online annual ethics training for the Town.
3.PBC/DPF Letter to Town Manager. Mr. Barrett requested that Mr. Brown sign the original letter to
the Town Manager. Mr. Brown signed the letter.
4.PBC Monthly Invoices. The Members reviewed the PBC Invoices presented by Mr. Barrett.
Motion to approve PBC Invoices, with DPF recommendation, in the amount of $76,141.24 (Phil, Eric)
The Motion was approved 5-0-0.
aƩ͵ /ƚƌĻƒğƓ ƌĻŅƷ ƷŷĻ ƒĻĻƷźƓŭ ğƷ АʹЋЎ Ʀ͵ƒ͵
5.Visitor Center. Mr. Barrett shared that the Town is looking for two PBC Members to be
involved in the Visitor Center project. Mr. Barrett requested the Members to consider volunteering and
to let him know of their interest.
6.PBC Meeting Minutes. The Members decided to postpone review of the 10/09/14, 11/13/14,
12/11/14 and the 01/08/15 Meeting Minutes until the next meeting.
7.Adjournment: There was a motion and second to adjourn. The Motion was approved 4-0-0
The Meeting Adjourned at 7:37 p.m.
PBC Meeting Minutes 031215 Page 2
Meeting Materials: Meeting Agenda, PBC Draft Softcost Budget Recommendation, PBC Invoices,
Letter to Town Manager, Draft PBC Meeting Minutes dated 10/09/14, 11/13/14, 12/11/14 and
the 01/08/15
PBC Meeting Minutes 031215 Page 3