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TOWN OF LEXINGTON, MASSACHUSETTS
( PERMANENT BUILDING COMMITTEE
Minutes of Tuesday March 15. 2006 meeting in the Selectmen's Meeting Room at Town
Hall.
Permanent Building Committee Chairman, Phil Poinelli called the meeting to order at
7:09 p.m. with other PBC members Jon Himmel,Richard Perry, Mary Lou Touart and
Eric Brown present. Present as well, were the Owner's Representative, Bill Kealy,
Project Manager, Project Coordinator, Carl Oldenburg, Superintendent of Schools, Paul
Ash, Bill Hartigan, Director of Facilities, Pauline Burke and Gail Wagner from DPW On
behalf of the School Committee(SC), Helen Cohen, Tom Diaz, Olga Guttag and Tom
Griffiths and from Handlin, Garrahan, Zachos and Associates (HGZ), architects, David
Handlin, Elizabeth Zachos and Amy Carroll. Also in attendance, Shirley Stolz, Capital
Expenditures Committee(CEC), Colin Smith, Design Advisory Committee(DAC), Joe
Welch, Historic Districts Commission(HDC), Sonia All Marta, Farmer's Market and
neighbors, Nanur Page. Susan Ericson, Valerie Johnson and Stephanie Kendall.
1 HGZ showed how the School Administration Building(SAB) is currently situated and
three schemes for the new building with different narking plans stretching from the
esplanade to Fletcher Street. Scheme A allows for 62 parking spaces, Scheme B, 83
spaces and Scheme C, 71 spaces. At present there is about 52%green area. With the
implementation of Schemes A, B or C (all done to code and zoning by-laws)there will be
( 55%to 59%green area around the new SAB. It was also pointed out that the grade level
will be brought up to the entrance of the new SAB.
2. The DAC had concerns regarding the planting of trees for every ten narking spaces:
wanted to an increase in green area: thinks access from Fletcher redundant; and preferred
Scheme C.
3 Neighbors were apprehensive about the re-orientation of the green (playing) space on
Massachusetts Avenue: the new access from Fletcher inviting an increase in traffic;how
landscaping might effect the bike path: increased parking and noise levels during
meetings at the SAB: and snow removal. (A new back façade and re-landscaping of the
parking lot, making it aesthetically more pleasing, was acceptable.)The School
Department answered that for daytime meetings a total of 30 more cars would need to
park and for evening meetings a maximum of 80 would need to park. As far as, constant
traffic in and out of the lot, most employees arrive in the morning, park and leave their
space only at the end of the day A possible solution to increased traffic on Fletcher
would be to create an entrance on Massachusetts Avenue and an "exit only" on Fletcher.
4 The PBC suggested planting a low hedge that would help to prevent some balls from
rolling onto Massachusetts Avenue.
5 Limited access to the green area and narking could nose problems for the Farmer's
Market.
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PBC Meeting Minutes
March 15,2006
6. The DPW stated that there are 175 spaces behind the Town complex including 26
hermit narking spaces and possibly 8 stacked-narking spaces behind the SAB. It might be
possible to move the 26 permit parking contracts to another lot in town.
7 The joint meeting adjourned at 8:44 n.m. and the PBC continued with Chairman, Phil
Poinelli,other PBC members Jon Himmel,Richard Perry,Mary Lou Touart and Eric
Brown present. Also,the Owner's Representative, Bill Kealy, Project Manager, Project
Coordinator, Carl Oldenburg,Bill Hartigan,Director of Facilities, Olga Guttag and Tom
Griffiths from the School Committee, and from HGZ architects,David Handlin,
Elizabeth Zachos and Amy Carroll.
8. Conies of the Cost Estimate and LEED upgrade were distributed.
9 Cost Estimate: Retaining the old historic structure out weighs tearing it down; the
current foundation of the historic building is sound and the basement is not intended for
use; figure includes a 10% contingency; figures show an increase in HVAC materials;
and the Daedalus figure is as of today's date.
10. Regarding the Cost Estimate,the PBC reauested the actual cost to demolish the old
historic front of the SAB versus keening it and asked that the figures for this be tied to a
schedule.
11 Concerning the SAB budget.the Committee asked to have 30% for soft costs: to
think about FF&E and technology and moving expenses(B. Hartigan to do); suggested a
hazard specialist review potential problems with asbestos and/or lead paint; estimates for
security, construction and architect;to increase the landscape budget; and that the
standard for Town lighting(for the site for security reasons)be checked.
12. It was suggested that there be access to the bike Hath from somewhere within the
complex.
13. For LEED certification a commissioning agent has to be engaged to review drawings
and continue with the project ensuring that all teauirements are fulfilled. An allowance of
$20,000 needs to be made for this.
14 LEED administrations costs for the General Contractor could be between$60.000 to
$100,000.
15 Daedalus estimates that LEED is 10%of the construction costs.
16. As to whether the PBC decides to annly for LEED Silver or just track the nanerwork
will depend upon the final cost estimate.
17 The geothermal is not part of the cost estimate.
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PBC Meeting Minutes
March 15,2006
18. The School Committee needs to vote on the SAB nroiect before it goes to Town
Meeting [TM1.
19 The money required for additional design work and carrying the nroiect through the
bidding stage will be requested at the Anril TM.
20. HGZ was asked to update the Cost Estimate: connect it to the project budget; and
create time lines for the project.
21 At 9:50 p.m. M. Touart made a motion to adjourn the meeting. E. Brown seconded
the motion and all were in favor to end the meeting.
Respectfully submitted,
f/
Cam Shapiro
Secretary