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HomeMy WebLinkAbout2014-11-13-PBC-min Permanent Building Committee 201 Bedford Street, Room 221 Lexington, MA November 13, 2014, 6:00 p.m. Members Present: Jon Himmel, Co-Chairman, Eric Brown, Co-Chairman, Carl Oldenburg, Dick Perry, Charles Favazzo, Philip Coleman and Lee Noel Chase Member Absent: Peter Johnson Guests: Judy Crocker, School Committee Liaison to PBC; Michele Oldershaw Lexington DPF: Patrick Goddard, Director of Public Facilities; Mark W. Barrett, RA., Project Manager The Minutes were taken by Jean Curran, Recording Secretary The Meeting convened at 6:00 p.m. Carl Oldenburg announced that he needed to leave the meeting by 7:00 p.m. and requested that the order of the Agenda be changed in order to discuss the School Master Plan first and all the members present agreed to the Agenda change. 1. PBC Role in Future Projects. The Members discussed a proposed memorandum to Carl Valente, Town Manager, Town of Lexington, regarding changes to the Perm role in future projects. The main goal will be to focus on the larger picture rather than reviewing smaller detailed items such as change orders which the employees are well able to manage. Patrick Goddard, Director of Public Facilities shared that over the past seven and a half years, the DPF is involved in a lot more projects and this has meant hiring full-time employees to manage the project administration portion, which takes the burden off of the PBC so that the town may have the best value Carl Oldenburg questioned whether Carl Valente, Town Manager, Town of Lexington was aware of the letter. Pat responded that he had a conversation with Carl Valente and told him that this item would be on meeting agenda. Eric asked what the next steps would be. Pat stated that they needed to accept all changes to the draft letter and submit to the Town Manager for his comments and then bring those comments back to the Committee for review before voting on the letter. Jon shared that he had had a conversation with Peter Johnson regarding the draft letter and Peter had two comments (i) what would be the mechanism if there were no PBC involvement; and (ii) what would be the mechanism be for having PBC involvement in projects. The DPF is responsible for coming to the PBC Meeting Minutes 111314 Page 1 PBC when there is a project so that the PBC can make the decision on how much involvement the committee would like to have. Another concern is cost and schedule control issues. Motion to approve track changes and submit draft letter to Carl Valente, Town Manager (Dick, Eric) The Motion was approved 6-0 Pat will send the draft letter to Carl Valente and David Kanter reques Valente. 2. Ad Hoc School Master Planning Committee (AhSMPC) Update. Jon Himmel indicated that the AhSMPC members include members of the PBC, School Committee, Superintendent of Public Schools, Director of Public Facilities, Board of Selectmen (BOS) and the Advisory Committee. Pat questioned whether there was a quorum of the AhSMPC. There was a quorum present so Judy Crocker, AhSMPC Member left the room. Jon shared that the AhSMPC met before the School Committee placing standard modulars at three elementary schools. The issue before the PBC tonight is the need for eight (8) classrooms at the elementary level, ten (10) classrooms at the Middle School and seven (7) classrooms at the High School in order to address the needs as described by the Enrollment Working Group (EWG). Jon also shared that the PBC is not interested in making School Committee policy but is concerned by how the modulars get built out and whether there will be a need for swing space to have this happen. The PBC should make sure the budgets are set appropriately and adhered to. The School Committee would like to lease temporary modulars at the Bowman, Bridge and Fiske Elementary Schools. The Hastings Elementary School overcrowding is also an issue and the current, prevalent thinking is to replace that school. Pat shared that the vote by the School Committee to put standard modulars at three (3) elementary schools has accelerated the need for the Master Plan to address the elementary schools now. Pat would like the PBC to discuss the SMMA work and focus on elementary schools, then middle schools, especially if there is a Special Town Meeting on January 21, 2015; and if accepted, the elementary schools could be broken into two blocks (including Hastings). Pat believes that it is important to understand how the Hasting students can stay in the school during construction. The members engaged in a lengthy discussion regarding the long and short-term solutions with respect to placing standard modulars at the elementary schools. Long-term solutions include the possibility of placing permanent pre-fabs and/or a new wing added onto the schools. Short-term solutions placing leased temporary standard modulars to address the immediate need of enrollment at the elementary school level. Further discussion included (i) whether the consultant has completed his report and recommendation, (ii) what was the basis of the School Committee wanting to do something without the consultant full recommendations, (iii) what was the concern of the School Committee if they did not act right away; (iv) should the PBC recommend installing two essentially permanent standard modular classrooms in the fall of 2015 without knowing what the need will be in 2016 and 2017; (v) what are the other solutions; (vi) what happens at Diamond Middle School, (vii) was the discussion the opinion that the PBC wanted to send to BOSand what the PBC believe what needs are and that there be an appropriate process for the School Committee to make an appropriate decision and the PBC is not convinced that the timing is correct; (ix) what would be the class size at Fiske if no modular were placed; (x) is anyone else making a presentation to the BOS; (xi) what is PBC Meeting Minutes 111314 Page 2 would Judy explain why a one year compromise to use art and music spaces does not appeal to the School Committee; (xiii) not sure parents understand or agree what modulars look like and it might be in the way for a better long term solution; (xiv) what and how to help everyone understand what the buildings or more specific descriptions to be proposed; (xv) what are the differences between modular and pre-fab; and (xvi) why pricing for an addition being performed. Pat outlined the three phases to the Master Plan: (i)first phase (capacity analysis) presented at the School Committee meeting held on September 15, 2014; (ii)second phase (elementary short term options) presented at the School Committee meeting held on September 17, 2014 and the School Committee would like to know what the costs would be at the three schools referenced therein; and (iii)the third phase (middle schools) which included the pricing was presented at the November 3, 2014 School Committee meeting and the School Committee voted in favor of having the BOS hold a Special Town Meeting. The long-term solution of permanent pre-fabs at the Bridge Elementary School would be $750,000, the Bowman Elementary School would be $750,000 and the Fiske Elementary School would be $925,000. The pre-engineered leased standard modulars will cost approximately $400,000 \[ Michele Oldershaw, Lexington Parents Advocacy Group, shared that Thomas Martoleone, Principal Fiske Elementary School supports a temporary leased modular. The current grade 5 was reduced to three classrooms (28, 28 and 29). This has caused individual classrooms to have problems due to class size. The rising 4 th grade is larger than the current 5 th grade class. Jon stated that he believes that treating all three schools the same is not the way to go. The modular does the School Committee or the AhSMPC and the third phase has not yet had a chance to be completed. David Kanter shared that the BOS is deciding whether to call a Special Town Meeting and that Joe Pato, BOS Member, asked that the participants be better prepared with a more robust explanation. The Appropriation Committee (AC) and Capital Expenditure Committee (CEC) share concerns that alternatives have not been researched thoroughly and are concerned about spending money prudently. Pat Goddard left the room so Judy Crocker could join the meeting and speak to the PBC. Judy Crocker shared that the BOS asked for a formal committee recommendation. Judy also shared that the AC is planning to meet today. Ms. Crocker also shared that the motion by the School Committee modular is the ceiling of the request. The School Committee already knows that Fiske will need one extra classroom in September 2015, along with the Bowman Elementary School. Ms. Crocker then shared that currently there is self-redistricting happening, but the School Committee has not yet flushed out the issue thoroughly. The School Committee has heard on numerous occasions that parents are not in favor of art/music on a cart. The School Committee feels there is urgency now and are requesting a little extra classroom space at three elementary schools. Carl Oldenburg left the meeting. PBC Meeting Minutes 111314 Page 3 rd David Kanter shared an opinion on the space inadequacies. The earliest town meeting will be the 3 week in January, 2015. Mr. Kanter favors waiting until the spring Town Meeting when portions of Phase III will be available. Motion that the PBC recommends that the Ad Hoc School Master Planning Committee consultant confirm the feasibility of prioritizing their services to inform the Advisory School Committee on the elementary schools by the end of the year if the Board of Selectmen vote in favor of having a Special Town Meeting relating to modular classrooms in January, 2015 (Jon) The Members engaged in further discussion of Motion. Motion that the PBC recommends that the Ad Hoc School Master Planning Committee consultant reprioritize their services to inform the School Committee and its advisory committee on the elementary school portion of the overall Master Plan by the end of the calendar year if the Board of Selectmen vote in favor of having a Special Town Meeting relating to modular classrooms in January 2015, if so directed (Jon, Dick) There was further discussion by the Members regarding the Motion. Motion that the PBC recommends that the Ad Hoc School Master Planning Committee consultant reprioritize their services to inform the School Committee and its advisory committee on the elementary school portion of the overall Master Plan by the end of the calendar year if the Board of Selectmen vote in favor of having a Special Town Meeting relating to modular classrooms in January 2015, if so directed (Jon, Dick) The Motion was approved 5-0 III. General Business. 1. Approval of Monthly Invoices. Mark Barrett reported that they did not invite DiNisco Design to but circulated a punch list from November 14 which includes the 10-month warranty Phase I; end of the 90-day maintenance from contractors is November 30; the Plaque will be completed by the end of the year and the paving completed in April. The Phase II site warranty walkthrough will be in July. Interior punch list for phase I has about 6 items for Shawmut to complete. Mark also shared that monetized items on the punch list would be addressed when all other work was complete. Mark stated that there was a list of bills to be approved this evening. Motion to approve the October monthly invoices in the amount of $163,515.87 charged as appropriate to their corresponding projects and funding sources, as recommended by the DPF as presented (Eric, Phil) The Motion was approved 5-0 2. Approval of October PBC Minutes. The members decided they would like to postpone the vote on the October minutes because they were presented at the meeting and not prior to the meeting. Motion to Adjourn (Dick, Eric) The Motion was approved 5-0 The meeting adjourned at 8:00 p.m. Meeting Materials: Meeting Agenda; October Monthly Invoices, October PBC Meeting Minutes PBC Meeting Minutes 111314 Page 4