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)
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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