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HomeMy WebLinkAbout1997-05-13-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of Tuesday May 13 1997 Meetina in Room 105 Town Office Building, as approved May 20 , 1997 The meeting was called to order at 7 33 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 between 8 and 9 p m were HMFH representatives John Miller, Dorothea Hayes and Philip Lewis along with Dick Peterson, building envelope consultant School Committee Chairman Peltz appeared at the end of the meeting Minutes of the May 6 1997 committee meeting, including an executive session, were APPROVED as amended Chairman recommended that the committee be prepared to approve the remaining minutes of 1996 and the March and April minutes of 1997 Materials distributed included a compendium of comments from meetings at all the schools except Bowman as well as reports comments from in- dividuals and PBC committee members , a schedule of meetings to be held at each school between architects and concerned staff and school users, a letter from Joel Bargmann of Archetype evaluating the Master Plan of HMFH in relation to potential conflict of interest if they should be retained for design development for the entire schools project , and three sheets giving school enrollment projections extended to ten years From HMFH came a draft owner architect agreement adapted from AIA document B141 (with changes in italics) , a summary of architectural fees for basic services for each school with list of optional additional services and a draft-sample of data sheets for existing conditions survey Before arrival of HMFH people Moynihan reported that John Miller came to see him yesterday with a list of basic services totalling over $6 5 million Moynihan suggested that services that the town will not ask HMFH to do might be among the duties of the town's construction manager He further noted that the first sheet of his enrollment projections handout should be disregarded until the correct sheet could be supplied The assistant to the Weston schools business manager enthusiastically praised the Carlisle group's management of projects for the town, but was less enthusiastic regarding the work of Dick Peterson, Moynihan reported from his inquiries He will receive a scope of work statement used by Weston in engaging Carlisle Most schools have had their roofs renewed in the last five years , with notable exceptions at the high school main building, Clarke and Diamond Recommended that the contract for the town' s representative-manager include checking design plans when they are available Poinelli asked to have a copy of the scope of work for project management FAXed to him He suggested that someone should be hired on a time and materials basis during the initial design development phase with an option for the person to continue services for the duration of the project on a monthly basis Recommended that "owner' s representative" be appended to the Project Manager title Bruckman will FAX Moynihan proposed wordings for job description and mission statement PBC Minutes of 5/13/97 - Page 2 HMFH people arrived at 8 07 p m Commenting on the handouts , Miller said his firm is now writing goals and reviewing the schedule progress (speaking from handout of last week 's PBC meeting ) The existing conditions survey sheets are only a first draft; this work is to be done as soon as possible so that it can provide basis for decisions Bruckman asked where value engineering would come in Miller responded that payback time and options would be keyed into the schematic plans from the Master Plan (at first) ; programmatic changes would then be added Cost estimates would be done by Richard Marks Code numbers will probably be revised to facilitate pulling out systems in all schools as well as possibly to harmonize with codes the schools now use A uniformat system will be used in design development with checking as going along, then for construction documents the CSI format will be used In documents a column will be included for PBC OK/acceptance A database format is useful for evaluating the project , using a page for each system The engineers are now working on this Miller said that an update on asbestos is now needed In discussing differences between "basic" and "optional additional" services, the committee determined that the town would supply clerk-of- the-works HMFH encouraged roof inspection After committee question- ing, decided that construction testing could be arranged by HMFH, upon calling by the clerk-of-the-works Scheduling by Critical Path Method (CPM) should be for basic services , as should be recording of drawings Post construction evaluation "We will know " Also to be considered as additional services furniture and equipment, cost estimates , environ- mental consultant , geotechnical consultant, wetlands consultant , an allowance for roof inspection, advertising and legal follow-ups as needed Building envelope consultant Dick Peterson introduced himself as a person who had been working with HMFH for 20 years , until three and a half years ago as a staff member of Gale Associates He has been involved in designing and monitoring building envelopes during design and construction phases of projects To review the kitchen and related components design, HMFH would use Manny Tavaris as a consultant News releases should go through Joe Gibbs of the Lexington Minuteman However, release of news that HMFH has been engagement for design development is still premature, as terms of agreement have not yet been settled Letters have already gone out to the three other design firms interviewed that the PBC and town have chosen to negotiate with HMFH Dawn McKenna pointed out that the meetings at each school that are taking place beginning this week should be public and publicized in the newspaper immediately She offered to post the schedule Dorothea Hayes asked about availability of schools during non-school times, and Moynihan told her that all schools open at 7 a m and remain open until 8 p m (elementary) or 11 p m (secondary) 1 PBC Minutes of 5/13/97 - Page 3 After HMFH representatives left , the committee revisited the demo- graphics data in relation to accuracy and design capacity It was proposed that the PBC check the ten-year data when available mid-summer and approve the number for basis of design Then the School Committee should vote on it Chairman Bruckman advocated for committee attendance at each of the forthcoming meetings at schools Among the volunteers were Peter Kelley - Bowman, Fiske and Diamond Bill Bruckman- Harrington Phil Poinelli- Bridge Mary Lou Touart - Clarke Peter Johnson - Hastings Barrie Peltz informed the committee that literature about the project will be sent to all who voted in the last local election, town meeting members and school families Meeting adjourned at 10 10 p m until Tuesday, May 20 at 7 30 p m in Room G-15 , Town Office Building Respectfully submitted, Erna S Greene, Secretary