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HomeMy WebLinkAbout2023-06-05 Joint SB and SC-min Joint Meeting of the Select Board and School Committee June 5, 2023 A remote participation Joint Meeting of the Lexington Select Board and the School Committee was called to order at 7:23 p.m. on Monday, June 5, 2023 via hybrid meeting services. Review and Discuss Recommended Updates to the Integrated Building Design and Construction Policy Present for the Select Board (SB): Mr. Pato, Chair; Mr. Lucente, Ms. Hai; and Mr. Sandeen as well as Mr. Malloy, Town Manager; and Ms. Prizio, Department Assistant. Present for the School Committee (SC): Ms. Cuthbertson, Chair; Mr. Freeman; Ms. Jay; and Dr. Hackett, Superintendent of Schools. Todd Rhodes, Sustainable Lexington Committee Vice- Chair, and Jon Himmel, Permanent Building Committee Chair, presented proposed updates to the Integrated Building Design and Construction Policy and its Attachment A. The proposed changes are an effort to keep the policy up to date with current best practices and performance standards for health, energy, and resilience. The Integrated Building Design and Construction Policy requires a review and approval of any amendments every three years to ensure it remains up to date and relevant. This presentation is for information only at this point in time and will come back to both the Select Board and School Committee th with any appropriate edits based on the discussion on June 5. Mr. Rhodes explained that the Sustainable Design Policy was first approved in 2007. That evolved into the Integrated Design Policy that was approved by the Select Board and the School Committee on October 7, 2019. Integrated design in buildings shows the value of establishing targets early in the design process when tradeoffs can be assessed, and that net zero and near net zero buildings are achievable. It has been three and a half years since the original adoption, and with new building projects pending, for example, the High School, this is an appropriate time for an update. The Permanent Building Committee and Sustainable Lexington Committee have worked together to develop edits and additions to refresh the policy. He reviewed the proposed changes to the policy. Jon Himmel reviewed the proposed changes to the checklist associated with this policy. He explained that the decisions made early on have everything to do with the final tradeoffs. Ms. Jay asked if potential architectural firms are given this Integrated Design Policy during the designer selection process and what the expectation is during the design selection process for them to show capability to meet to meet these objectives. Mr. Himmel stated that it was part of the package for the High School project. If the selection criteria were not demonstrated by the potential firms, they likely would not be chosen. These skills would likely come from the firm’s staff or using subconsultants. In response to a question from Ms. Jay, Mr. Himmel explained that designers are usually comfortable with this policy process. Lexington has added some additional elective requirements to its checklist, but other items are requirements that must be met. Ms. Barry asked at what point projects get locked into Attachment A of the policy. Mr. Cronin explained that new requirements that come up during the process will be evaluated versus the budget. If certain criteria do not meet the budget, these will be evaluated and considered along the way. Mr. Himmel stated whatever list is issued at the time of the contract is what will go forth. Ms. Hai and Ms. Cuthbertson suggested considering some flexibility in the language in the document to make sure that the Town is not cornered into certain requirements. Dr. Hackett asked how the Integrated Design Policy will work between two different consultants, one for the OPM and one for the designer. Mr. Himmel stated that, if a designer was working on a LEED-rated project elsewhere, it would likely have a sustainable consultant on its team. For both the Police Station and Fire Station, the architect did have their own sustainable consultant that was performing that task. In consultation with Mr. Cronin, Mr. Himmel suggested that the Town retain an outside entity, a green engineer, to work directly with the Town and advise how to push harder on the design team to get more sustainability. Having two consultants allows for one to be the coach and the other to be the athlete. Mr. Sandeen expressed gratitude to the Department of Public Facilities, Permanent Building Committee and Sustainable Lexington for working so well together on using and updating this policy. Mr. Pato asked that additional questions and comments be sent to Mr. Malloy. Unless substantive changes are made to the document, this item will be voted at a future date separately by each board. The Select Board adjourned the Joint Meeting at 8:05pm. By roll call, the School Committee, voted to adjourn. The Select Board continued onto its regular meeting. A true record; Attest: Kristan Patenaude Recording Secretary