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HomeMy WebLinkAbout1996-07-24-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of July 24 1996 Meeting in the School Administration Building, as approved December 16, 1997 The meeting was called to order by Chairman Bruckman at 7 10 p m with other committee members Johnson, Kennedy and Touart present Also present were School Committee Member Joseph Dini , Capital Expenditures Committee member David Miller and Director of School Buildings Operation John Moynihan, as well as representatives of three firms that submitted proposals for a school space utilization study Wallace Floyd Associates Inc was represented by Hubert Murray, a principal substituting for Deborah Poodry; Jim May, an architect , Jennifer Peterson and Paul Abramson, described as a national curriculum expert Among those also participating on the project would be engineers Shooshanian and Chartwell & Co cost estimators First in the project would be data collection on space existing throughout the town' s system as well as programs and their spatial requirements - the latter kind of data to be gathered through interviews Among the questions they would ask are these What works? What are the non-program concerns such as security? What changes in direction are upcoming? Also included in the data collection would be a total site analysis including parking and traffic All options would be tested and costs estimated at the same time as design options Costing and phasing would be considered Community acceptance would be needed to carry out recommendations Ongoing coordination and meetings would be directed toward final presentation on October 31 The firm would provide a space analysis on what is needed for each program and a database that can later be used by the client In discussion, Dini pointed out that the school committee and department would need to know how to get along with the present building footprints It was noted that most of Lexington's schools were in built in the 1960s , before the changes and additions required by special education Changes in computer space needs also need to be considered Flexibility is important Murray asked how good the town' s demographic estimates are Response This year the school department was within two students; presently 17 percent of the student body is in special education Replying to Moynihan's questions, Murray said the database would be FoxPro, with all data including schematics and cost estimates to go to the School Committee Moynihan noted that data on deferred maintenance is now on floppy disks DRA (Drummev Rosane Anderson Inc ) was represented by architect James Barrett , principal and project manager Owen Baurhusier and architect associate Paul Moore Citing some of his firm's past work (including Hastings School most recently in Lexington) , Barrett said that the firm now does mostly renovations DRA is strong in building a team of professionals , clients and consultants to work fast , discussing goals and programs and reviewing work Study process would include (1) establishing need, ( 2) assessing the physical plant , (3) examining sites (4) , considering potential solutions PBC Minutes of 7/24/96 - Page 2 and options (5) , cost estimates, and (6) conclusions and recommendations Preparations for state applications and presentations at town meeting would be considered part of DRA's job Q (Moynihan) What will George Collins of West Haven CT be doing? A He is an education specialist Q (Bruckman) asked about staffing in relation to the three months schedule A Eight people would be working on the project, assisted by the superintendent and staff of the Lexington Schools Paul Moore would be the prime contact Q What about empty classrooms? A About 85 to 90 percent space j utilization is probably the maximum to be expected In some schools there are more teachers than rooms Equivalent classrooms are desirable Support spaces , such as teachers ' work rooms, etc , make I flexibility easier HMFH Architects Inc , represented by architect John Miller, is a firm employing 40 people who specialize in public education work They are just finishing a master study in Winchester, described as a "good process " They also have worked extensively in Lincoln, Concord, Weston, Cambridge and Chelsea Miller described the Archetype report as a good study that now needs verification and updating The high school has special problems, particularly with circulation and the house plan Clarke has an open plan but is not being used that way Speaking from experience in Winchester, Miller told how his firm did demographic, physical plant and, most importantly, program organization analyses Another important aspect of the six-month study was the total community and town government participation as well as commitment to program and class size The study is now in the schematics phase, readying for a meeting with all school users A "significant renovation" will be needed for state funding, Miller said Reorganization of space is needed at the high school and Clarke Q How will you deal with the short schedule in Lexington? A The same people who are now working in Winchester will be carrying on in Lexington Ratina discussion was based upon the criteria in the Request for Proposal and on the rating sheet passed out at the conclusion of the presentations Dini emphasized the need to meet budget and October 31 deadline for schematics etc No more than $100 ,000 is allowed for the study, with $400 ,000 for the next phase of plan preparations Ratings (1) HMFH, (2) Wallace, Floyd and (3) DRA VOTED to authorize John Moynihan to negotiate with top-rated firm within allowed amount Meeting adjourned at 9 55 p m Respectfully submitted, t J� e Erna S Greene, Secretary