HomeMy WebLinkAbout2000-01-26-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS
PERMANENT BUILDING COMMITTEE
Minutes of Wednesday January 26. 2000 meeting in the Conference Room, School Administration
Building, as approved May 24, 2000.
The meeting was called to order by Chairman Kelley at about 7 15 p.m. (following a picture taking
for the Town Report), with other PBC members Himmel, Johnson, Kennedy Poinelli and Touart
present. Also attending were Project Manager/Owner's Representative Michael Melnick, Director
of School Building Operation John Moynihan, School Committee member Barrie Peltz, Selectman
Dawn McKenna and HMFH architect Philip Lewis.
Materials distributed: Mclnick's Agenda and Pending Issues list, HMFH 1/21/2000 memo to
Melnick with attached Professional Services Supplement No. 3 referring to high school support
wing eliminated and then put in add/alternate list, HMFH Professional Services Supplement
requesting extra funding to redesign west exterior wall to enclose the covered walkway and extend
the guidance suite, high school bid register to date, HMFH updated high school project schedule
and reprinted article from Boston Sunday Globe.
A list of people who can do structural review of drawings was given to Melnick by Poinelli, as this
is the time to order this procedure, mostly for compliance with codes.
Request for extra payment beyond amount in HMFH contract called for$4,280 extra involved in
redesign of support wing, including site work by Carol R. Johnson Landscape Architects. PBC
requested more detail from CRJ:A.
Schedule and bidding discussed in light of lack of some trades missing from filed sub-bids to date.
This continued after arrival of Pip Lewis. The pros and cons of bid extension and/or rebid of some
sub-bids was discussed, with recommendation to wait a week and then do some calling. All around
concern was expressed about delaying the schedules for all three schools.
Portable classrooms at the high school (10) must be installed by April 1 and remain on the site for
three years. Either new or used ones are on order, but concern expressed that they might not be
ready in lime. Four portable rooms will be needed at Clarke for one year A proposal for them is
now on the street, documents are OK and have been sent to the (only) four vendors.
A food service problem at the high school will occur when the high school kitchen is removed, and
food service for the school system will have to operate out of Clarke, but that school lacks sufficient
freezer space. Moynihan s suggested solution of restoring the walk-in freezer at the Estabrook
School using town labor and paying 3,000 to 4,000 for materials (that probably will not be
reimbursable) was accepted by the PBC.
Another phasing problem: relocation of the print shop will probably be solved by relocating the
print shop in space available in the basement of the Town Office Building.
Utility savings on the retrofit portion of lighting has been approved by Edison. Moynihan is
negotiating with the Boston Gas on their deal that also involves ongoing gas supply contracts in
PBC Minutes of January 26, 2000 - page 2
forthcoming years and therefore is more a concern for the School Committee.
Clerk of the works hiring Process has hit a snag, Melnick reported, because Town Counsel says they
must become town employees, rather than contract workers. Moynihan will get in touch with Town
Counsel to clarify this matter since the people would not be consultants" The selection procedure
was reviewed. If the number of applicants is about 10, the PBC will review all of them; otherwise
Melnick will screen resumes before presenting top contenders to the PBC Moynihan and others
recommended that the principal or vice principal of each school participate in the selection process.
Professional Services Supplement No. 4 and water/vapor problems at Clarke were discussed, with
viewing the Clarke design development plans for the second floor. The recommended solution to
the vapor problem in the music rooms is furring out the nearby wall and venting the area in
between. The nearby stair well has a water problem and the recommended solution for that is to
install a French drain trench and line to a catch basin outside in the parking lot outside (where the
first floor is at grade, and parking lot below). As for the guidance suite change request for the
second floor near the administration office, it was deemed too costly in the first proposal and
therefore rejected. The requested change of extending the guidance suite offices by moving the
wall out was again rejected.
Sprinkler omission for gums & field house discussion conclusion was that only in separate
structures that not being significantly renovated would omission of sprinklers be feasible because
the additional required fire retardant features in the entire 'building" would cost more than the
saving of not installing sprinklers. Only the field house (already permitted by Fire Chief) and the
Diamond gym are in separate buildings separated from adjacent building segments by a fire wall
would qualify PBC agreed that these two areas, except for the Diamond locker rooms that are in
the gym building, should not have sprinklers but that beam detectors that provide alternative and
equal fire protection be substituted. A letter will have to go to the Fire Chief and the Building
Commissioner notifying of this decision.
Insurance for building contractors will be coordinated by Melnick, by builders' use of the owner's
building. The contractors will be responsible for up to the $1,000 deductible on the Town's
insurance for each claim.
Other special Problems at Clarke include an emergency generator, now being rented that will soon
be replaced by a reconditioned one belonging to the schools that is now at the Town Barn,
Clarke fields present special problems. A perched (trapped) water table is increased by water
running off the nearby hillside and not getting to the stream. Proposed to run a drain line from the
base of the hill to carry water to the stream. Removal of several feet of peat lying below about four
feet of top soil is recommended by the geotechnical engineers. In addition the same situation exists
beneath the tennis courts, which would need either complete rebuilding or elimination. Chairman
offered to informally contact the Conservation Director and Town Engineer over this situation.
Agreed that judgement and fronting on this issue is the responsibility of the Recreation Department
and Committee. ��
Meeting adjourned at 10:10 p.m., Respectfully submitted, C� , ' eit4.eSecretary