HomeMy WebLinkAbout2024-01-22-SBC-min SCHOOL COMMITTEE/SCHOOL BUILDING COMMITTEE
MEETING MINUTES
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Project: Lexington High School Project No:
Subject: School Building Committee Meeting Meeting Date: 1/22/24
Location: Hybrid(146 Maple Street&Zoom) Time: 12:00 PM
Distribution: Attendees, Project File Prepared By: R. Rincon
Present Name Affiliation Present Name Affiliation
''. Kathleen Lenihan* ''. SBC Chair&SC Member J Mike Burton DWMP
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Michael Cronin* SBC Vice-Chair&LPS Facilities Christina Dell Angelo DWMP
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Julie Hackett* Superintendent Steve Brown DWMP
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Jim Malloy* Town Manager Mike Cox DWMP
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Joe Pato* Select Board Chair ✓ Rachel Rincon DWMP
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Mark Barrett* Public Facilities Manager Jason Boone DWMP
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Charles Favazzo Jr.* PBC Co-Chair Brad Dore DWMP
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✓ Jonathan Himmel* PBC Chair Elias Grijalva DWMP
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Interim Lexington High School Green Engineer
✓ Andrew Baker* Principal Chris Schaffner
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
J Carolyn Kosnoff* Finance Assistant Town Manager Lorraine Finnegan SMMA
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
J Hsing Min Sha* Community Representative Rosemary Park SMMA
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✓ Kseniya Slaysky* Community Representative J Matt Rice SMMA
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
✓ Charles Lamb Capital Expenditures Committee Brian Black SMMA
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
J Alan Levine Appropriation Committee Erin Prestileo SMMA
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Dan Voss* Sustainable Lexington Committee AnthonyJimenez SMMA
Maureen Kavanaugh Director of Planning and Assessment
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Action
Item
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7.4 — Update students role from LHS student to LPS SMMA
student under Ed planning focus group
7.5—Provide feedback on evaluation criteria SBC
7.6 — Send schedule doodle for communications DWMP
working group
7.6—Send overall project timeline to communications DWMP
working group for feedback
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Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page:2
Item
No.
7.1 Call to Order & Intro: 12:01 PM meeting was called to order by SBC Chair K. Lenihan Record
with 12 of 13 voting members in attendance.
7.2 Approval of December 21, 2023, Meeting Minutes: Record
➢ A motion to approve the 12/21/2023 meeting as submitted made by J. Hackett
and seconded by A. Baker. Discussion: None. Roll Call Vote: K. Lenihan - yes,
M. Cronin - yes,J. Hacket -yes,J. Pato -yes,J. Malloy-yes, M. Barrett-yes, C.
Favazzo - yes, A. Baker - yes. C. Kosnoff- Yes, H. Sha - yes, K. Slaysky-yes,J.
Himmel -yes. 12-0-0
Approval of January 8, 2024, Meeting Minutes:
➢ A motion to approve the 1/8/2024 meeting as submitted made by M. Barrett
and seconded by J. Hackett. Discussion: None. Roll Call Vote: K. Lenihan -yes,
M. Cronin - yes,J. Hacket -yes,J. Pato -yes,J. Malloy-yes, M. Barrett-yes, C.
Favazzo - yes, A. Baker - yes. C. Kosnoff- Yes, H. Sha - yes, K. Slaysky-yes,J.
Himmel -yes. 12-0-0
7.3 SSBC Update: Record
J. Hackett introduced LHS student, Elizabeth Yan, from the Student School Building
Committee(SSBC).
E. Yan shared that since the last time the SSBC met with the SBC, their group has
expanded to about 30 students. The SSBC met on January 4th, where they reviewed
the SBC process and discussed the expansion of possible SSBC activities, including
community forum no. 3, more educational plan involvement, data collection surveys,
making a website, and job shadowing the project team. The next SSBC meeting is on
February 1 st.
J. Hackett explained that at the upcoming SSBC meeting, they will delve further into
the job shadowing memo that was sent to Dore and Whittier and SMMA.The purpose
of the job shadowing memo is for students to familiarize themselves with the roles
and responsibilities associated with the design team and the owners' project manager.
Students will learn and teach each other about these roles, and then they will be
assigned to a particular person at one of the firms to share their learning experiences.
J. Hackett mentioned that SSBC members informed the new students during their
meeting that the SSBC is not just about learning about the new building; it is also
about coming together and supporting each other from middle school to high school.
Students as young as 6th grade were making significant contributions.
Page 2 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page:3
Discussion:
➢ K. Lenihan mentioned that it is great because there is a lot of focus on the
younger students who will benefit from this building. Additionally, there is
some benefit for students even if they will graduate before the renovation or
new building is complete.
7.4 Design Update: Record
M. Rice provided the SBC members with an existing conditions update.
Existing Conditions:
➢ Investigations
o Wetlands Flagging-field work completed 12/15
o Traffic Observations- performed on site 12/14& 12/15
o Geotechnical Borings-field work completed 12/21 & 12/22
o Geothermal test boring well - will be completed during PSR phase,
around 6/1
o Environmental acoustics baseline measurements - scheduled to be
performed around 4/1
o Land survey - field work is nearing completion, CAD/office work
currently underway, estimated first draft on 2/14
o Existing Building Architecture, Structure and Systems Review -SMMA
team spent two days on site on 12/19 & 12/20, currently working on
existing conditions report, first draft expected on 1/26
R. Park provided a brief overview of the process and explained how all the research is
transformed into a building design. The project is currently in the information
gathering stage, aiming to comprehend the site, school, curriculum, and community.
Building and site investigations are underway, along with an analysis of the curriculum
and master schedule of courses. Precedents from other schools are also being
examined. In addition to these activities, there have been numerous discussions
through visioning workshops and educational programming meetings with staff and
educators. Focus group discussions are scheduled to commence this week. Lexington
has already presented a comprehensive educational plan that encapsulates the
desired high school educational delivery. With all the gathered data and the
educational plan, an itemized space summary will be created. This summary includes
the types and quantities of program spaces. The next step involves developing
program adjacency diagrams to understand the relationships among programmatic
elements, which will be revisited multiple times. These diagrams will contribute to the
generation of initial massing concepts and forms, marking the beginning of the
extensive design process.
Page 3 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page:4
Focus Group Discussion:
➢ Educational Planning and Equity
o Meeting Dates
• Meeting#1 -January 251h, 1-313M
• Meeting#2- February 5th, 1-3 PM
• Meeting#3- February 29th, 1-3 PM
o Meeting Objectives
• Meeting#1 - Listen
• Meeting#2- Respond
• Meeting#3- Recommend
o Meeting Focus
• Review overall goals from educational planning perspectives,
educational programming meetings and visioning sessions. As
the design progresses, this group will also be involved with
review of the following:
• Plan Preview-follow up w/ refined layout.
• Furniture coordination (inc. budget)
• Equipment coordination (inc. budget)
• Technology coordination (inc. budget)
➢ Site, Safety and Security
o Meeting Dates
• Meeting#1 -January 24th, 1-3PM
• Meeting#2- February 91h, 1-3 PM
• Meeting#3- March 5th, 1-3 PM
o Meeting Objectives
• Meeting#1 - Listen
• Meeting#2- Respond
• Meeting#3- Recommend
o Meeting Focus
• Development of the site design for traffic, circulation, safety
and security. Includes conversations about parking, driveways
and circulation, fields, and offsite improvements and
coordination with Town Departments.
Page 4 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page: 5
➢ Exterior and Interior Design
o Meeting Dates
• Meeting#1 -January 26th, 3:30- 5:30PM
• Meeting#2- February 14th, 1-3 PM
• Meeting#3-April 1St, 1-3 PM
o Meeting Objectives
• Meeting#1 - Listen
• Meeting#2- Respond
• Meeting#3- Recommend
o Meeting Focus
• Review exterior design concepts including composition of form
and material selections such as brick, precast, metal panels etc.
Review the design concepts of the large spaces such as the
Gymnasium, Dining Commons and Media Center as well as a
typical classroom,Administration, and typical corridors. Review
of the products and materials selected for finishes such as
flooring,tile, ceilings,wood paneling, paint colors etc.
➢ MEP Systems and Sustainable Design
o Meeting Dates
• Meeting#1 -January 25th, 3:30- 5:30PM
• Meeting#2- February 12th, 1-3 PM
• Meeting#3-April 3rd, 3:30- 5:30 PM
o Meeting Objectives
• Meeting#1 - Listen
• Meeting#2- Respond
• Meeting#3- Recommend
o Meeting Focus
• Selection of preferred MEP systems. The LEEDv4 Certification
and energy/water performance compliance as mandated by
MSBA, as well as the MA Energy (Stretch) Code compliance,
including Solar PV installations. This will include security and
access control systems. Review sustainable design features and
components, which increase the energy efficiency and water
reduction within the building, product selection for low and no
VOC and renewable materials; and site design and landscape
features which contribute to environmentally friendly design.
Page 5 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page: 6
Educational Visioning Update:
➢ Visioning
o Workshop#1 held on 12/5
o Workshop#2 held on 12/20
o Workshop#3 held on 1/10
o Included a focus on sustainability.
o Workshop#4 scheduled for 1/24
➢ Programming
o Day#1 of meetings held on 12/11
o Day#2 of meetings held on 12/21
o Day#3 of meetings held on1/5
o Day#4 of meetings held on 1/9
o Day#5 of meetings held on 1/10
o Day"#6"of meetings
o Make-up mtgs on 1/18 & 1/19
o Central Office mtg will be scheduled.
M. Burton walked through how the MSBA views certain program spaces and their
guidelines.The project team is looking for additional clarification from the MSBA.
Other Program Spaces:
➢ The Following Spaces shall be categorically ineligible for Authority funding.
o Swimming Pools - MSBA will only allow a separate project, separate
funding, and ballot vote.
o Skating Rinks
o Field Houses (Field houses have a track vs Gymnasium)
o District Administrative Office Space - MSBA may allow but will not
participate.
o Indoor Tennis Courts
o Other spaces as determined ineligible by MSBA.
➢ The Following Spaces are subject to size limits.
o Auditorium shall be no more than 13,300 nsf (based upon upper limit
of 1,000 seats)
o Gymnasiums - The district may choose to build a gymnasium and
associated spaces, but in no event shall the gymnasium exceed 18,000
nsf. The MSBA will participate in a gymnasium of up to 12,000 nsf
unless adjusted by the MSBA to increase teaching stations for
enrollment and/or the educational plan.
o Areas in excess of the MSBA guidelines will be at the sole expense of
the district.
Page 6 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page:7
o Community support must be demonstrated prior to MSBA approval of
a district's proposed project scope and budget.
o The MSBA will exclude from its grant the cost of the total gross square
foot ("gsf') above guidelines for these areas. Total NSF over MSBA
limits x 1.5* grossing factor. This amount will not change over the term
of the grant even if the bids come in at a lower amount.
*Net square foot(NSF)
*Grossing factor to be determined at end of schematic design
Discussion: SMMA
➢ J. Hackett asked how far down you go for the well? M. Rice explained they are
still deciding on that with the consultant.The traditional wells that are being
looked at will be 500 feet deep. They are also exploring the potential to go 800
feet deep, which would involve fewer wells in that scenario.
➢ H. Sha asked if SMMA is coming to any conclusions that have started shaping
what the school is going to look like? R. Park responded no, indicating that they
are not at that stage yet.
➢ J. Himmel inquired about blocks J, H, K, and L, from the existing conditions
diagram and whether SMMA is looking at maintaining the buildings. For
example, building J is near wetlands, and building a new structure there might
be precluded, but maintaining the building for some use while everything else
goes away could be a consideration. The same consideration is raised for
building L and K, built in 2015 and 2014, respectively.J. Himmel is interested in
whether there are ways to salvage them. M. Cronin commented that the last
two buildings(L and K) are modulars and not portable. He shared that these
are built differently than typical modulars,with a life expectancy of about 20
years.There have already been issues with the K modular. M. Rice responded
that they do not know yet whether they will need modular classrooms to
support the construction phasing, but it is within the realm of possibility.
➢ J. Hackett asked about precedents and how they influence the work. M. Rice
explained that they are looking at various types of precedents. During the
visioning meetings, they had initial looks at project precedents illustrating
paths other schools have taken in terms of design goals and guidelines.Visits
to nearby relevant and new schools are also scheduled as part of the process.
They will examine exterior and interior design precedents as well. L. Finnegan
mentioned that school visits are ideal once they have gone through the first
draft of the space summary after the February meeting.A list of proposed
schools will be sent out in advance of the meeting, and times will be
coordinated.
➢ H. Sha inquired whether the SBC will be part of those school visit meetings and
how feedback will be accessed. SMMA responded yes, and M. Rice explained
that during previous school tours, a small camera crew documented the tours.
Page 7 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page:8
➢ J. Hackett mentioned the need for a correction, stating that Sanjama Thesayi is
a middle school student, and it should be corrected to say LPS student.
➢ K. Slaysky suggested that the recommendations from the educational planning
focus group should be presented to the school committee, not just the SBC. L.
Finnegan clarified that these recommendations go back to the SBC, and the
school committee approves the educational plan.The goal is for everyone to
go back to the SBC with a recommendation, and conversations about the final
space summary are expected between the SBC and the school committee.
➢ J. Hackett mentioned the importance of ensuring LABBB is represented. M.
Rice mentioned they spoke with LABBB during the educational programming
but are happy to include and involve them.J. Hackett expressed the desire to
have a representative from LABBB.
➢ A. Levine noted his interest in being a part of the focus groups. C. Dell Angelo
mentioned that all meetings are public and will be posted with the agenda and
Zoom link for those who cannot attend in person.
➢ K. Slaysky commented on Arlington High School having a daycare built at the
same time adjacent to the school. L. Finnegan explained that it depends on
whether the project was a renovation or part of the existing building.
➢ K. Lenihan asked when there will be a definitive answer on the categorically
ineligible spaces. M. Burton explained that they met with the MSBA last
Thursday, and they will be checking with senior leadership.They are hoping to
have a response from the MSBA in about a month.
➢ K. Lenihan asked how much does a pool for a high school typically cost? L.
Finnegan responded that for a competition pool, it costs around $15-$20
million.
7.5 Evaluation Criteria: Record
M. Burton explained that in the spring, the SBC will begin to see options. These
options include a code repair-only option, addition/renovation options, and new
construction options. The SBC's challenging task will be justifying why they prefer
certain options to help eliminate others. A sheet has been created to narrow down to
the option that makes the most sense. This sheet is not predetermined, and the SBC
can modify it to identify what is important to the group.
M. Burton mentioned that the rating system makes it graphically easy to conclude
without doing the actual math, providing a simplistic approach.
Categories:
➢ Diversity, Equity, and Inclusion
Page 8 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page:9
➢ Cost and Schedule
➢ Educational
➢ Building
➢ Site
➢ Sustainability
➢ Construction Impacts/Cost
➢ Operational Cost
➢ Community
Discussion:
➢ J. Hackett asked when will the criteria matrix be used? M. Burton responded
around April.
➢ J. Himmel commented that he is happy to see the draft and has some initial SBC
comments. M. Burton explained that he wants the SBC to focus on column B
and note what is important to the committee, then email feedback to C. Dell
Angelo. Another version will be released based on the comments received
between now and the next SBC meeting. Feedback should be sent by the end
of the day on February 16th.
➢ K. Slaysky mentioned that some of those categories should not be
differentiators between options, though they are important elements. L.
Finnegan asked the committee to view this as not only a tool for evaluating
multiple options but also to communicate the reasons for choosing a
particular option to the town. It serves as a communication piece to convey the
rationale behind the preferred option
7.6 Communications Working Group Update: Record
J. Himmel provided the SBC with a communication working group update, mentioning
two topics: the postcard and the project website.The website, while having organized
information, might be challenging for non-SBC members to navigate. Efforts will be
made to improve accessibility for citizens.The postcard, although featuring nice
artwork, faced feedback that the artwork overshadowed the message. The consultant
team is working on rebalancing the message and artwork.
C. Dell Angelo mentioned that there are still changes requested, and DWMP is meeting
with marketing to finalize the draft.The goal is to have the revised version sent out by
the end of the day.
K. Lenihan noted that once it is finished, it will be sent out to the other members.
Page 9 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page: 10
M. Burton shared a simple timeline shown during the working group meeting that,
once approved, could be shared on the website.
K. Lenihan discussed the consideration of changing the date of the community forum
due to concerns about its proximity to February vacation.The goal is to be more
responsive to when people might be able to attend.
C. Dell Angelo mentioned that there is a placeholder for a March 6th community
meeting that can be used for the third meeting.
H. Sha suggested amending the previous motion, stating that the SBC needed to
approve the postcard and that the communications working group is to approve it.
DWMP will send a schedule doodle for a follow-up communication working group
meeting to review the postcard and website. DWMP
Discussion:
➢ K. Slaysky asked for the updated timeline to be shared. DWMP will send the
timeline to the communications working group for comments. DWMP
➢ J. Himmel wants the postcard to direct people to the website, encouraging
them to provide feedback.The goal is to make everyone aware of where to
access information.
7.7 Article 97 Update: Record
J. Malloy shared that there had been a recent meeting, and there will be another
meeting tomorrow. Additionally, there will be another meeting in the first half of 2024.
Starting in June or July,they plan to have monthly meetings.
L. Finnegan reviewed the Article 97 process and provided an update on its status. The
project team will keep the SBC informed with monthly updates on this process.
• Team Met with Tori Kim, MEPA Director, on 1/2/2024.
- Introduced the project and general schedule of feasibility and
schematic design.
- Shared diagram of approximate existing uses within Article 97 portion
of campus
- Reviewed high level of PLPA and associated legislative process.
- Tori recommended the team meet with PLPA to clarify the process and
respond to questions and associated project implications.
• Previously established Article 97 Working Group reconvening 2/23/20024 to
develop goals and confirm cadence/schedule for future meetings.
Page 10 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page: 11
Discussion:
➢ K. Slaysky asked whether the land swap alternatives would include land off-site
or distant from the vicinity, or if it's more likely to involve the existing school
site when it goes away. L. Finnegan responded that the goal is to contain it
within the red boundary on the map shown.The intent is to remain within the
site as much as possible, ensuring equitable, same-quality land. The working
group will determine potential trade options, consider the current use of the
land, and ensure that proposed swaps provide fields with the needed
orientation and the same level of quality.
7.8 Upcoming Meetings: Record
➢ SBC#8- February 26, 2024
• Accept existing conditions report, review concept massing studies.
➢ Community Meeting No. 4- March 6, 2024
• Designer updates, timeline review, breakout discussion
➢ SBC#9- March 18, 2024
• Accept proposed space summary, accept site development
requirements, review concept massing alternatives.
➢ TBD Community Meeting No. 5 -April 4, 2024
➢ SBC#10-April 22, 2024
• Review focus group MEP/sustainability design recommendations,
refine MEP and sustainable design requirements.
➢ SBC#11 - May 20, 2024
• Review draft PDP submission.
➢ SBC#12- May 30, 2024
• Approval of PDP
7.9 Other Topics not Reasonably Anticipated 48 hours prior to the meeting: Record
➢ None.
7.10 Public Comment: Record
➢ None.
7.11 Adjourn: Record
1:27 PM a motion was made by J. Hackett and seconded by A. Baker to adjourn the
meeting. Roll Call Vote: K. Lenihan -yes, M. Cronin -yes,J. Hacket-yes,J. Pato-yes,
J. Malloy - yes, M. Barrett - yes, C. Favazzo - yes, A. Baker - yes. C. Kosnoff- Yes, H.
Sha -yes, K. Slaysky-yes,J. Himmel -yes, D.Voss-yes. 13-0-0
Page 11 of 12
Project: Lexington High School
Meeting:School Building Committee
Meeting No. 7-1/22/2024
Page: 12
Sincerely,
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Rachel Rincon
Assistant Project Manager
Cc:Attendees, File
The above is my summation of our meeting. If you have any additions and/or corrections, please
contact me for incorporation into these minutes.
Page 12 of 12