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HomeMy WebLinkAbout2015-09-10-PBC-minPermanent Building Committee Town of Lexington 201 Bedford Street, Room 221 Lexington, MA 02420 September 10, 2015, 6:00 p.m. Present: Jon Himmel, Chairman, Eric Brown, Vice - Chairman, Dick Perry, Carl Oldenburg, Charles Favazzo, Philip Coleman; and Bill Hurley Absent: Peter Johnson, Lee Noel -Chase Guests: Don Mills, Mills Whitaker Architects LLC; Dave Billings, Hill International; Ken DiNisco, Angel Khazadian and Vivian Lowe, DiNisco Design Partnership; Judy Crocker, School Committee Liaison; Jill Hai, Capital Expenditures Committee Liaison Lexington DPF: Patrick Goddard, Director of Public Facilities and Mark Barrett, RA Project Manager The Minutes were taken by Jean Curran, Recording Secretary Jon Himmel called the Meeting to order at 6:05 p.m. 1. General Business • Jon Himmel suggested postponing approval of the August 13, 2015 meeting minutes until next month. The members all agreed. 2. Visitors Center Update • Don Mills shared that his company Mills Whitaker Architects LLC were selected to perform the first round of work for the Visitor Center Project. The goal for tonight was to review what work had been completed to date, and what the next steps were. o Reviewed existing Building and current uses o Prepared measured drawings of building o Reviewed criteria of battle green master plan o Met with 16 stakeholder groups to review program intent o Reviewed summary program developed by Town o Developed two basic concepts for discussion • The stakeholders would like to keep the visitor center open during construction. • The Preliminary Program consisted of (i) customer service counter for welcoming and assisting multiple visitors simultaneously; (ii) orientation space to accommodate a typical bus tour group of 55 and for use during inclement weather; (iii) accessible restrooms with after -hours access from the outside; (iv) redesigned rear entry from bikeway to attract guests; (v) contemplative area for honoring Veterans with visual connection to the exterior memorials; (vi) self- service kiosk with materials in multiple languages; (vii) exterior site work in coordination with the ongoing Battle Green Master Plan; and (viii) consider cost of adding second floor public space with controlled after hour access. PBC Meeting 091015 Page 1 • The first concept plan included renovation and a proposed addition that would require extensive work. • The second concept plan was new construction and was located on a new location on the site closer to Mass Ave. • Neither of the concept plans has been presented publicly yet but would be very soon. Many of the PBC members stated that a great deal of thought needed to go into the building siting as well as maintaining the open space. • Judy Crocker suggested that Mr. Mills update his PowerPoint presentation to the correct the image of the Minuteman. • Members engaged in discussions about (i) preserving the open space and appreciating the current building's location over the idea of the possible new location closer to Mass Ave., and (ii) felt the new building is a bit too big or showy and would prefer something a little more modest. • Mr. Mills had stated that an open forum was planned for September 30 to get public input into the project, but Jill Hai suggested moving the meeting date because September 30 is back to school night and it may affect attendance. • Pat Goddard suggested getting an agreement on what the program will be and bring that back to the BOS with a concept of what the building options are and a recommendation from the PBC and stakeholders. Mr. Goddard would like to have the public forum meeting and then decide if more input is needed from the BOS before returning to the PBC and it may not be timely to bring back to the PBC's next meeting, but perhaps the November meeting. • Peter Kelley shared his thoughts on doing a renovation /addition as opposed to a new building and that another weigh in from PBC makes sense. Mr. Kelley suggested holding the open forum meeting at the Community Center in order to get a greater turnout for the combined meeting. 3. Master Plan Multiple School Projects Update • Jon Himmel shared that a meeting has been scheduled on Tuesday, September 15 to talk about energy with A &E. Mr. Himmel shared his concerns regarding the upcoming meeting. • Ken DiNisco addressed Mr. Himmel's concerns and stated he will send out an agenda to Pat Goddard who will distribute and give people time to comment on the agenda. • Various codes will need to be taken into consideration as the new policy is developed. • Ken DiNisco updated the PBC about DiNisco's meeting with the School Committee which included updates on the following items that he had been asked to evaluate: o Additional square footage at Diamond for ILP program due to proposed change to Special Education (SPED) feeder pattern at Clarke and Diamond. Impact is 3,385 gsf addition on two levels with a total project cost of $2,054,000. This option would be better for the SPED students because they would be with their peers from elementary school. Fiske: additional classrooms. DiNisco was asked at the Summit how many more classrooms could be found at Fiske. Mr. DiNisco explained that by increasing the size of the addition and the scope of PBC Meeting 091015 Page 2 some of the renovation and site work, they could go from 24 to 26 classrooms, without a need to increase core spaces. It would be a 90,760 total building size with a 2.5 million dollar increase in project cost. o Diamond: cafeteria expansion vs. relocation project would be a delta of +1- 2,100 GSF and +1- $2,500,000 between the two plans with the relocation being the larger and more expensive option. o Diamond: mechanical upgrade: original mechanical system, piping and boilers, are all failing and beyond their serviceable life. DiNisco recommends further study of the type of systems, cost implementation and schedule. A $30,000 study fee was developed for this purpose. Whether or not this work could be rolled into the main project or not was not discussed in detail. o Clarke: partition reconstruction — remove and replace existing folding walls with permanent walls. Wall Replacement project cost is $433,000. o Clarke: science room conversation — expand existing science rooms and replace all casework and furniture. DiNisco is reviewing study recently completed by another firm on these science classrooms. Project cost to be determined. Mr. DiNisco reviewed conceptual plan layouts. Suggested keeping plumbing and electrical intact. Not looking at relocating in building. Study fee established at $15,000. o Diamond: science room conversion — renovate existing science rooms and replace all casework & furniture. DiNisco is reviewing study recently completed by another firm on these science classrooms. Project cost to be determined. Equipment needs to be updated. Mr. DiNisco showed conceptual plan layouts. Not looking at relocating the science rooms in the building. Study fee established at $15,000. o Previously Deferred Fees: 1. LCP Renovation at Harrington (Construction Documents) $33,000 and est. $160,000 construction cost. • Harrington ES (Study Completion) $15,000. David Billings, Hill International, updated the Committee that the town received nine proposals from CM firms for three projects. The Selection Committee met on September 2 and chose six firms. CMs have all schematic designs and will be required to provide their general conditions based on percentage of costs and provide DD cost estimates and then C.D. cost estimates at 60% and 90 %. • Mr. Billings reviewed the interview schedules. • Members engaged in discussion of the firms. • Hastings Mark Barrett shared that Pat Goddard asked him to hand out a copy of the email from Kathryn DeCristofaro of the Massachusetts School Building Authority (MSBA) stating that they will do a senior staff study of the Hastings school. This does not mean that they will participate at this point in time, but it is a good first step. • Ken DiNisco shared that this is a very good sign from the MSBA. Motion to adjourn was made and seconded (Carl, Eric) PBC Meeting 091015 Page 3 Meeting adjourned at 7:43 p.m. Meeting Materials: Meeting Agenda;; Renovations to the Visitors Center Progress Report to the Town of Lexington dated September 10, 2015 from Mills Whitaker Architects LLC; and Email dated September 10, 2015 from Kathryn DeCristofaro of the MSBA to Mary Cazjkowski PBC Meeting 091015 Page 4