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Home My WebLink About2015-12-10 PBC-min DRAFT Permanent Building Committee (PBC) 201 Bedford Street, Room 221 December 10, 2015, 6:00 p.m. Members Present:Jon Himmel, Chairman, Peter Johnson, Charles Favazzo, Carl Oldenburg, Dick Perry, Bill Hurley, and Lee Noel Chase Members Absent:Eric Brown, Vice-Chairman, Philip Coleman Guests:Paul G. Kalous and Dave Billings, Hill International; Ken DiNisco and Angel Khazadian, DiNisco Design Partnership; Mike Lambert and Greg Williamson, Bond Brothers; Don Mills, Mills Whitaker Architects; Judy Crocker, School Committee; Jill Hai, Chair, Capital Expenditures Committee (CEC) and David Kanter, Vice Chair, CEC Liaison; Peter Kelley, Board of Selectmen (BoS); Susan Bennett, Lexington Historical Society; Richard Pagett, Lexington Historical Society; Elaine Ashton, Town Meeting Member Lexington DPF:Patrick Goddard, Director of Public Facilities and Mark Barrett, RA Project Manager; Sergio DeMango, Public Facilities Recording Secretary:Sara Arnold Jon Himmel called the Meeting to order at 6:07 p.m. 1. Using a PowerPoint presentation, Mr. Mills demonstrated that the current designed and too small for its current uses. He also noted that the building has serious moisture problems. He reviewed previously explored options for renovating or rebuilding the facility and reasons for their being unacceptable according to stakeholders. Mr. Mills reviewed a that includes the following elements: Handicapped access to the second floor; A quiet area for sitting and viewing the outside memorials; Entrances from the bike-path, Meriam Street, and the Massachusetts Avenue side of the building; Flexibility of movement within the building; A first floor that incorporates adequate space for restrooms, vending machines, and the Battle of Lexington diorama, while combining the Liberty Ride information desk with the retail area. A second floor that includes an office, meeting space for staff, and storage. The ability to secure the retail portion after hours, while allowing access to the restrooms and meeting space. Page 1 It was generally agreed that an exhibit designer should be added to the team as the interior exhibit spaces are designed. The current building is 4,229 square feet; the proposed building is 6,317 square feet with a height of approximately 32 feet. Mr. Mills reviewed suggested outside building materials. There was discussion about potential swing space to be used during construction. Options discussed, included the Depot building and a facility owned by Ms. McKenna. The conceptual project estimates are $3.3 million. This includes LEED certification; the cost could be reduced if construction met certification standards without pursuing LEED certification. Ms. McKenna suggested that the Town could use hotel and restaurant taxes to help finance the rebuild of a new building precludes using Community Preservation Act funds. There was general support for taking this plan to the BoS. 2. General Business: Minutes: The members reviewed the PBC Meeting Minutes dated November 10, 2015. There were some suggested edits. A Motion was made and seconded to approve meeting minutes dated November 10, 2015, with suggested edits.The Motion was approved: Vote: 6-0 Mr. Favazzo arrived at approximately 7:00 p.m. 3. Master Plan Multiple School Projects Update: Mr. Himmel reported that passage of Article 2 (Appropriate for School Facilities Capital Projects) on December 7 at the th fall Special Town Meeting #1 allows work to continue on plans to install modular units at up to three elementary schools and to finalize plans for renovating and expanding both Diamond and Clarke Middle Schools (Diamond and Clarke). The primary purpose of the projects is to address current overcrowding and projected enrollment increases for the next five years, although other considerations have been incorporated. Mr. Himmel reiterated comments he made at Town Meeting regarding the need for a peer review of the projects and noted that this is important for the finance committees. Mr. Hurley reported having heard anecdotally from Town Meeting members that they want more detailed information and that the projects need for the middle schools and stressed that it is important to avoid a failed override. Mr. DiNisco discussed the plans for the middle schools and the recent value engineering (VE) process that was used to reduce costs. Using a spreadsheet for each school he discussed each element that might be eliminated and its impact. He also identified some components that were added to the project as requested by the Town or School Committee. Page 2 The work at Clarke requires meeting with the Conservation Commission (ConComm) because of wetland impacts. This is scheduled for December 18 th. It is anticipated that an Order of Conditions would be issued at their February meeting. The range of alternatives for heating, ventilation, and air conditioning units at the middle was a reasonable compromise for controlling costs while providing acceptable air temperatures/humidity in the schools, and that a two pipe system, which requires a manual changeover, was acceptable, although hvac system selection was being reviewed by the Integrated Design Meeting participants which includes, representatives from Sustainable Lexington, Energy Conservation Committee, BOS, PBC and School Committee. There was discussion about the costs associated with expanding Clarke because of the wetland issues. Mr. Himmel suggested that only doing the inside work at Clarke and enlarging Diamond beyond the current envisioned expansion could be less expensive than expansions at both schools. It was noted that this scenario could result in Diamond losing soccer fields if ten rooms were added, needing an additional storm water system to accommodate an increase in impervious surface, and needing an upsized chiller. This option had previously been presented to and rejected by the School Committee as the proposed cost savings was projected only in the $1,000,000 area, although, this occurred before the current level of cost estimates were available. Because the PBC was concerned that the reflected savings of design option generated less than a $5.m savings over the current design, DiNisco agreed to once again prepare estimates that would allow one to better understand the -of-magnitude associated with this approach. It was also noted that in September 2016 the Clarke middle schools will be short two ortfall, and such a project should go to bid by January to elicit the best prices. Mr. Goddard reviewed the process that had been pursued to-date and noted that the School Committee had asked the PBC to comment on the VE options. There was discussion about the role of the PBC in this process. PBC members expressed concern that many of the VE options impact school programs, and they are reluctant to make judgements about the advisability of such alternatives. Mr. Himmel and Mr. Hurley requested more detailed information regarding the renovation costs. It was agreed that DiNisco Design Associates would provide additional detail for discussion at a PBC meeting on December 22 at 2:00 p.m. The nd School Committee is scheduled to meet on December 15 and January 5. thth Meeting adjourned at 10:08 p.m. 4. Motion to adjourn was made and seconded: Page 3 Meeting Materials: Meeting Agenda; PowerPoint: Visitors Center prepared by Mills Whitaker Architects Clarke Middle School, Design Development, Value Engineering Options; prepared by DiNisco Design Partnership, December 9, 2015 Diamond Middle School, Design Development, Value Engineering Options; prepared by DiNisco Design Partnership, December 9, 2015 Page 4