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Maria Hastings Elementary School Building Project
SBC MEETING MINUTES & LOCAL VOTE RESULTS
DATE OF MEETING: September 15, 2016 at 7:00P.M. at 201 Bedford St, Lexington MA
PROJECT: Maria Hastings Elementary School Building Project
Dore & Whittier Project #MP16-0112
SUBJECT: School Building Committee Meeting (D&W#2)
ATTENDING: John Himmel Lexington PBC, Chair
Andrew Clarke Lexington PBC
Curt Barrentine Lexington PBC
Dr. Mary Czajowski Superintendent of Schools
Louise Lipsitz Principal, MHES
Eric Brown Lexington PBC
Philip Coleman Lexington PBC
Charles Favazzo Jr. Lexington PBC
Carl Oldenburg Lexington PBC
Richard Perry Lexington PBC
Mark Barrett Lexington DPF
Sandra Trach Lexington
Judy Crocker School Committee Liaison
Trip Elmore DWMP
Rachel Milaschewski DWMP
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1.Call to Order of SBC Meeting at 7:02 PM with 5 voting Members in attendance.
2.Approval of Minutes:
A short SBC review of the August 11, 2016 Meeting Minutes was provided by the M. Barret.
Discussion: A suggestion was made to spell out the acronyms in section 4 of the meeting minutes.
Motion to approve the August 11, 2016 SBC Meeting Minutes as amended with discussed
changes by C. Barrentine, 2nd by C. Oldenburg. VOTE: 5 approve, 0 against, 0 abstain
*C. Favazzo, J. Himmel, and P. Coleman arrive 8 voting members in attendance*
3.Architect Selection Update; DSP Meeting on 9/27/2016 at 8:30AM, 40 Broad Street, Boston, MA
T. Elmore of DWMP began by pointing out that only one Designer submission was received in
response to the RFS, which came from DiNisco. He explained that in this case, the MSBA requires
that the eligible applicant submits a statement that explains the following (statement attached):
Why they may have received less than 3 proposals
A description of the public advertisements
A description of the on-site briefing/walk-through provided for the interested architects
Furthermore, the MSBA asks that the submission includes the following attachments:
Statements from the architects who attended the walk-through describing why they did not
submit a proposal
certified representative endorsing
the adequacy and completeness of the procurement activity
T. Elmore mentioned that the responses collected from the architects who attended the walk-through
were fairly consistent, as they all stated that the reason(s)
/or inconvenient timing related to the holiday, a recent
submission to a different project, or both.
He then went on to explain that the architect selection committee should still follow the same
procedures they would as if they received 3 or more proposals, meaning they fairly
submission and attend the DSP meeting on September 27, 2016 with an idea in mind of how they
would like to proceed or not proceed with the submitting architect. Furthermore, he pointed out that
the MSBA has advised that the District is prepared to describe each step of the procurement process
that was followed when the designer services were secured for the previous study, and that they will
likely have a lot of other questions.
The committee then went on to discuss the situation at hand:
E. Brown stated that the procurement process is to find the architect who will provide the best
services for the project,
they could provide the same level of achievement for the Maria Hastings School.
The committee then reiterated what their hopes were for the Maria Hastings School, and whether or
not they thought DiNisco was a good fit. They also discussed the ramifications if they did not select
DiNisco. T. Elmore pointed out that, though being somewhat conservative, a 2 to 3-month delay in the
schedule now, could result in a September, 2020 occupancy date, rather than the September, 2019
date that they are hopeful for. The committee agreed that the major delay in schedule would have a
serious impact on the students and educational program due to the heavy increase in enrollment,
which is only projected to grow more.
L. Lipsitz, principal of the Maria Hastings Elementary School, pointed out that 63 new students
enrolled over the summer of 2016, plus an additional 9 since the beginning of the academic school
year, as opposed to the average 30 students over the summer enrollment period.
Though they were interested in receiving proposals from other architects, the committee at this point
agrees that DiNisco is a qualified and able architect. They went on to weigh the pros and cons of
moving forward with DiNisco or beginning the architect selection process over again, and all agreed
that due to the timing and great past performance from DiNisco, there is little downside to moving
forward with them as the project architect, and it is important to the community that the over-
population issue is addressed for the sake of the educational program and comfort of the students as
soon as possible.
4.Project Goals
T. Elmore pointed out that an extra copy of the project goals worksheet is attached to the meeting
packet. He mentioned that if anybody would like to provide their input, that the worksheets can be
filled out and submitted to him and R. Milaschewski via email.
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5.Schedule Staff Meetings to Enable PBC Member Input
taff
Mlaws, to discuss specific topics in depth,
in relation to the project should somebody want to participate. The participant(s) of these staff
meetings can then report their suggestions/findings, etc. back to the committee during the following
School Building Committee (SBC) meeting.
6.Other Business Not Anticipated 48 Hours Prior to Meeting: None.
7.Public Comment: None.
8.Upcoming Meetings & Public Forums:
a.September 28, 2016 Designer Selection TBD. Contingent upon outcome of DSP meeting
held on September 27, 2016
b.October 13, 2016 TBD. Contingent upon outcome of DSP meeting held on September 27, 2016
c.October 20, 2016 TBD. Contingent upon outcome of DSP meeting held on September 27, 2016
9.Adjourn
SBC Motion to adjourn by R. Perry, 2nd by P. Coleman. VOTE: unanimous to approve. Meeting
adjourned at 8:30 PM
DORE AND WHITTIER MANAGEMENT PARTNERS, LLC
Rachel Milaschewski
Dore & Whittier Management Partners, Assistant Project Manager
Cc: Attendees, File
The above is my summation of our meeting. If you have any additions and/or corrections, please contact me for
incorporation into these minutes. After the minutes have been voted to approve, we will accept these minutes as an
accurate summary of our discussion and enter them into the permanent record of the project.
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