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HomeMy WebLinkAbout1997-05-06-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of Tuesday May 6 1997 Meetina in Room G-15 , Town Office Building, as approved May 13 , 1997 The meeting was called to order at 7 35 p m by Chairman Bruckman with other committee members Himmel , Johnson, Kelley, Poinelli and Touart , as well as Director of School Buildings Operation Moynihan and Dawn McKenna present Also attending early in the meeting were HMFH representatives John Miller, Dorothea Hayes, George Metzger and Philip Lewis Materials distributed included an agenda, a follow-up communication from Earl R Flansburgh Associates (who had not yet been notified who would be doing the design work) , a compendium of comments by high school staff from Tony Capezza and a draft scope of work outline by HMFH Discussion based on Phase I Scone of Work draft first centered on evaluation of existing school facilities The earliest task will be to draw in the real drawings of each school facility on CAD (drawing in rather than scanning would be more beneficial , HMFH stated) Site surveys would be ordered, since they did not think that such exist Moynihan said that all school and site plans are supposed to be on microfiche in the building department Debated briefly about how much or how extensive site information is needed Poinelli interjected that the organization of the whole sites are especially vital at high school and Diamond Playgrounds belonging with each school should be included, in the case of the high school , the site extends to/through the Crumb football field only (the fields beyond belong with the Center Play- ground ) Committee input will be sought at all steps, information obtained will be updated Consultants involved will be Carol Johnson landscape architects, who worked on the Archetype report Randy Sorenson, a principal of that firm, will be working on the Lexington project A traffic consultant will be engaged only if an issue comes up as traffic flow and parking must be related to building plans Later in the meeting HMFH promised to have a list of consultants , along with staff list , at the next meeting Among those mentioned were roof/envelope expert Dick Peterson (formerly of Gale Engineering) , for HVAC electric/plumbing Mike Spence of T/M/P Engineering and Shooshanian for telecommunications since they are already working on school technology Oil tanks will be checked and tested if necessary Wetlands are to be flagged, since most school sites have wetland involvement Initial wetland flagging will be done by Carol Johnson Associates All items I listed in the scope of work draft under telecommunications will be checked Only Hastings school is fully updated in this area Demographics need to be firmed up, i e how many anticipated in each school , and the town's existing five-year projections must be extended to ten years, as the state requires Discussion of how to accomplish this was concluded with the note that Lexington' s own town demographics have proved very good and should be used if possible Moynihan will f provide best available town demographic data for all schools Concern was expressed about accuracy of projections so far ahead as well as possibility that school population could drop in the second five years What then? HMFH said plans would be revised, if needed p (e4,5e Su.Asl, 1&fcaa phis lafhead 5-A4.W PBC Minutes of 5/6/97 - Page 2 Responses to the Master Plan have been gathered through meetings at each school Moynihan will get these comments to the PBC for screening (with equity between schools in mind, as well as preferences and priorities) and then to HMFH Rethinking of additions advocated Deference to state reimbursement reauirements was advised during a recent visit by Jim Anderson of the SBAB Size of kindergarten rooms should be equalized so that all more closely adhere to state standards Hall lengths should not be too long Support space at the high school should be only for that school , if possible Provisions for Special Education are to be approved by a special staff in the state organiza- tion Especial attention must be paid to the location of the learning center in each school In general , the state will not fund duplication of services particularly in construction management , it was reported by Poinelli from a recent monthly meeting with Jim Anderson at the Boston Society of Architects Gettina information to the Public continuously was deemed of utmost importance Weekly Tuesday night meetings of the PBC are all open to the public In addition should be special public information meetings at various schools Miller recommended meeting at the high school immediately, to be followed very soon with meetings at the middle schools Moynihan will develop a schedule for these meetings Whenever possible School Committee will be represented at the PBC meetings Weekly press information will be provided by HMFH and use of the schools ' web page should be explored Listing of Categories for existina conditions report and desian is to be developed by HMFH Noted that full sprinklering and earthquake pro- visions are now required in all substantial renovations Each item is to be evaluated in terms of life-span PBC will need HMFH recommenda- tions on each and why Miller agreed to this and suggested that Diamond be a prototype school analysis to be the first prepared Cost control concerns were expressed by Himmel , who asked about where cost estimates fit into HMFH' s scope of work To advance the town' s contract with the firm, Miller will bring a draft agreement to the next PBC meeting Hastinas is soon to be audited for completion of renovations in connec- tion with its opening so that the state will be able to issue reimburse- ment funds Any items not included in that renovation will be included with the forthcoming additions HMFH representatives departed at 9 15 as the committee briefly recessed Construction Management considerations The contract with HMFH should provide for a trailer for the Town's project manager/owner's representa- tive Should the town hire an individual or a firm? The management service should last for three months, with carry-on potential That person should be an advocate for the Town' s interest , doing what? Can advertising for this service begin? Calculated that the person should be hired for 20 hours a week for 13 weeks That would be 260 hours at $75 per hour Bases for contract are PBC Minutes of 5/6/97 - Page 3 contained in AIB document E-141 for construction management services and AGC document 800 , check lists for services A subcommittee of Bruckman, Poinelli and Himmel will exchange information and available documents on CM Bruckman suggested talking with Thuma of the Carlisle Group next week, as well as consulting the Town of Weston on their CM experience VOTED UNANIMOUSLY BY ROLL CALL to go into executive session at 10 p m to discuss financial matters and strategy in contract negotiations Respectfully submitted, Erna S Greene, Secretary