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HomeMy WebLinkAbout2023-08-17-PBC-minTOWN OF LEXINGTON Permanent Building Committee Permanent Members Jon Himmel, Co-Chairman, Charles Favazzo, Co-Chairman, Peter Johnson, Philip Coleman, Celis Brisbin, Elizabeth Giersbach, Frederick Merrill Police Station Members: Semoon Oh, Wendy Krum Associate Members: Curt Barrentine, Henrietta Mei PBC Minutes for the meeting held on: 8-17-23 Meeting was held remotely via Zoom Members Present: Jon Himmel, Celis Brisbin, Wendy Krum, Henrietta Mei, Peter Johnson, Fred Merrill, Todd Rhodes, Charles Favazzo, Curt Barrentine, Semoon Oh, Philip Coleman Others Present: Mark Barrett, David Kanter, Steve Brown, Mark Sandeen, Mike Cronin, Jeff McElravy, Michael Burton, Suzie Barry Koren Stembridge, Stew Roberts The PBC Meeting was called to order at 5:03 pm. Meeting Minutes Approval Minutes for the June 8, 2023 mtg were only sent out recently, although some edits were received. Staff will update and recirculate the minutes. Update Cary Library Children’s Room project Staff presented the lower level Library Floor plan and highlighted the children’s room. The primary renovation focus is on the children’s room, but also includes the large meeting room and HVAC upgrades for the entire lower level to become an all-electric HVAC system for the ground floor. Staff discussed the driving factors behind the project needs including safety, accessibility, improved operations and general upgrades such as the site line improvements to several areas of the children’s room. Johnson Roberts, the architect, was engaged and came up with several schemes to solve the issues after meeting with staff. The preferred scheme was being presented tonight. The projected interior views of the children’s room were presented. The large meeting room space was originally a lecture space but now includes children’s programming. The modified meeting room would also allow for better kitchen space and add adjustments to the storage room. Code requirements for a demonstration kitchen would be investigated. The sustainability goals were also discussed to see what could be applied to the current project from the Town Policy. The estimate of the probable project cost was presented. The total budget estimate was currently at $6,367,000. The project schedule was presented, with a target to complete Construction Documents and final estimate to support a spring annual town meeting. It was reported that there was no exterior work anticipated except for temporarily placing outdoor cooling equipment, until it could be relocated a few years down the road under a larger HVAC project. Feedback would be sought from the HDC on this issue. It was asked what the funding sources were. It was reported that the library committed to providing $1.5 million in private funding for the project; some of those funds are being used to pay for the A/E services. The rest of the funding would be requested from the town. DPF status update on Police Station Construction Steve Brown provided an update on the Police Station construction activities for the past month. He reported that the delivery and installation of stair number two was complete. The concrete placement at the second-floor slab was made. The installation of the first-floor HVAC ductwork had begun. The installation of the exterior wall sheathing and air and vapor barrier application were ongoing. The site subcontractor was working on trenching and installing the underground structures on the Northwest side of the site. A lot of the interior blockwork was nearly complete. Brownstone deliveries and their schedule were being closely monitored. The construction milestones included the roofing being nearly complete. The building exterior façade is scheduled to be finished in November. The substantial completion for the project is currently expected to be in April of 2024. It was reported that there were no changes or updates on the expected delivery of transformers from the utility company. It was reported that the main building transformer was a 1000 KVA 480/277-volt transformer. The vehicle charging transformer was a 750 KVA three-phase 480/128-volt transformer. There was some discussion on this sizing and a need to follow up on verifying sizes. The change is Substantial Completion from March 12 to April 9, 2024 was due to a delayed switchgear arrival. It was asked if the changed substantial completion date affected funding. It was reported that there was an added cost to accommodate some new work implemented but no overhead or added costs for time. There were updated photos presented. (post meeting note for clarity: It was later found that the transformers were reported in reverse of the proper make- up. The building transformer is the 750 KVA and the Vehicle charging transformer is 1000 KVA) Solar Canopy update Jeff presented the revised conceptual site plan for the solar canopy project as it was last presented to HDC on 8-10-23. There had been previous discussion about breaking down the overall mass of the solar canopies or the large flat plane. The plane of the canopy was broken by raising a middle section above the left and right sides. The 14’6” center clearance was maintained all the way through as the site topography allowed for the center section to be above the two sides without changing the inside vehicle clearance. There has been discussion about eliminating some of the arches, but this was still being evaluated. There was a discussion about eliminating two columns at the end of the canopy and have one long archway, which would also eliminate the two columns and two footings. There was also discussions regarding exploring colors other than white, such as a warm gray or a gray -green at the end of the discussion at the last HDC meeting, it was decided to explore other colors, but a decision on the color still needed to be made. The various plants that could be placed adjacent to the main canopy were reviewed and it was noted that a neighborhood meeting was scheduled for 8/22 to receive input. It was noted that the parking layout leaves a bit more space between the curb and the bike path for plantings. Several meetings were held with the engineers, and there were original concerns about soil quality, however the preliminary findings showed that the soils were better than anticipated. There was a conversation about the foundation and the uplift and wind factors that are involved in a canopy structure. It was decided to use spread footings, and the engineers are working on the final calcs and details. The foundation designs should be available by the end of the next week. It was confirmed that the Canopy still needed formal approval from the HDC. Location of columns was discussed and said to be outside of the parking area although the need for any protection would be investigated. It was asked if there was a system to reserve parking spaces. It was reported that there would be cones or taping off if reservations were needed for an event. Rain water was asked about, and if there was a gutter system for the run-offs. It was reported that there would be gaps between the panels so water would not be collected. It was stated that it was not expected to see any exposed concrete. A question was asked if the solar panels were capable of withstanding the 105 MPH winds used in design standards. The architect stated that there had yet to be deep discussions regarding the solar panels, although that was next and they would need be able to withstand the required wind loads. Update on LHS Project Status Mike Burton from Dore and Whittier (Owners Project Manager (OPM) provided an update on the LHS status. Six proposals were received from six design firms, which will go through the MSBA’s DSP selection process. There will be three to four firms to interview, and one will be chosen. It was suggested to have a joint PBC and Sustainable Lexington meeting prior to September 14th to go through attachment A of the IDP. It was decided to hold a meeting on September 7th., to establish Attachment A targets for the High School Project per the requirements of the Integrated Design policy. Other groups will also be reached out to join the September 7th meeting. It was reported that some of the property will fall under Article 97 and required a 2/3 town vote and a 2/3 legislative vote to accommodate an equitable trade between park and school property. Staff would be doing an initial takeoff of the parcels for early work on this issue. It was discussed that the entire process could be 1 to 2 years and needs to be carefully evaluated and coordinated with the MSBA timeline. The OPM will begin working on schedule models for this work. The School Building Committee would be establishing a communication sub-committee that will assist in community engagement. A Public Meeting is being held on September 14th to being to introduce the public to the project. The meeting will be hybrid and held in Battin Hall. Update on Westview Cemetery Building Mark Barrett reported that the building was in the process of getting final inspections, and the move-in is scheduled for August 28th. There were photographs of the building presented. Clean-up was currently being done. The demolition of the existing building will begin a few weeks after the move -in occurs. To date the total cost of the project is within the Town Meeting appropriation for the project. It was stated that the Select Board and Committee members would be offered a tour as soon as there was a certificate of occupancy. Urgent Business There was no further business. Motion to adjourn, all approved.