HomeMy WebLinkAbout2018-11-29-PBC-min usMO
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x Permanent Building Committee
a w b Permanent Members
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APRIL I�'" Co-Chairman: Jon Himmel & Co-Chairman Dick Perry
fix'"°`� Philip Coleman, Charles Favazzo, Carl Oldenburg,Peter Johnson, Howard Hobbs
Project Specific Members
Clarke&Diamond Schools Hastings Elementary Fire Station Vsitors Center LCP LCC
Margaret Coppe Curt Barrentine Robert Cunha Joel Berman Teresa Hank
Edwin Goodell Andrew Clarke Joseph Sirkovich Peter Kelly Wilson Manz
November 29, 2018
Members Present: Jon Himmel, Dick Perry, Philip Coleman, Charles Favazzo, Carl Oldenburg,
DPF Staff: Mike Cronin/Director of Public Facilities,Ann Marie Ponzini
Board of Selectman Representative: Jill Hai DPW Staff: Dave Pinsonneault/Director
6:00 -The meeting was called to order—201 Bedford Street
1. Westview Cemetery—Justin Humphreys (TBA Architects)
Justin's presentation covered the existing conditions of the Cemetery Building. The project began in
2015 with a Feasibility Study and Condition Analysis. The final report was issued in 2016. Some
findings showed:
• The existing facility is undersized, outdated and in poor condition.
• An inappropriate visitor/bereavement service area does not exist.
• Maintenance is in plain sight at the center of the cemetery.
Two study options were presented to the committee. Option 1 was for Rehab/Expansion and
Options 2 was to construct a new facility.
Option 2 showed to meet the program goals better for both cemetery administration, customer
service (family bereavement area), and facilities &ground maintenance needs.
• Relocation closer to Westview Street allows for improved traffic flow and opens up land for
gravesite development, i.e. where the current facility exists. It also provides for future
expansion at the new location.
• Current operations would not be impacted during construction.
• Floor plan,,elevations and building materials were also discussed.
• The building design is based on an all electric facility consistent with the town's Sustainability
policy intent. Also consistent with the town's Sustainability policy intent, the design is being
developed with no gas. The design currently anticipates a septic system and no connection
to the town's sewer system. Adding a Crematorium would change these sustainability
initiatives due to the effects on site design, sewer and the additional bathrooms that would be
needed.
Jill: Stated we know that there is a need to meet DPW's needs for the cemetery facility.
DPW: Dave stated the current building design is all funded by fees. A change in the program will
cause possible tax levies making it harder to get it through Town Meeting. Additional cost in staffing
would also come into play if a crematorium function were to be added.
201 BEDFORD STREET• LEXINGTON, MASSACHUSETTS 02420
Conversation related to the addition of a Crematorium discussed it being an addition versus a
possible separate building. Additional costs associated with adding/building a Crematorium, and its
needs, were also briefly discussed. Further study is needed.
Appropriation and Schedules
Justin: Current appropriation covers everything in his fee for CDs, bidding and other associated soft
costs. The project would need to be back to town meeting for a hard cost discussion. Justin
anticipated he will have 90% docs for the meeting around March 10th 2019. The design process is
not put on hold for any appreciable time. He is currently finishing schematics.
PBC: Stated a schedule of the design phase still needs to be done as requested at the prior
meeting. The PBC asked that 4 high level schedules be prepared showing each of the design
phases; [programing, schematics, design development, construction, bidding, construction,
occupancy, plus Town Meeting funding approvals (if needed)].
1. Proceed with the current design with only a notion of a crematorium.
2. Proceed with the current design with a standalone crematorium on a separate schedule. The
separate crematorium would probably be outside the current article language, and therefore
require an all new RFP process.
3. Proceed with the current design while making other accommodations for a future
crematorium addition.
4. Develop an all new design that acknowledges a future crematorium addition as opposed to
adding the crematorium to an existing design as contained in number 3.
It was suggested to show a schedule of phases with dates showing what is needed and
when.
DPF: It was stated that we are good to go with DD and on through CD. The AD Hoc Committee
updates would be good to have and will be provided by DPW. DD is anticipated in late January.
Someone needs to check with the financial committee for their review/approval timelines,
DPW: Timelines for a construction start in the Fall can be met with the existing plan, without the
Crematorium.
7.00p Dave excuses himself for a prior scheduled meeting.
Jill: Stated if the PBC Committee has opinions, please provide input. It is helpful to hear feedback
from others related to the Crematorium discussions. The AD Hoc Committee should be heard from
once they have had their meetings December 101h, 2018.
DPF: Addressed the PBC Committee; asking if they have an opinion on the Crematorium regarding
it as an addition, separate building project, and possible design for gas and sewer ready for future.
PBC: A separate building project and/or standalone was briefly discussed, and would allow DPW's
program to continue on schedule. Agrees AD Hoc needs to meet and updates provided to the PBC
as a courtesy.
Jill: Need to be prepared with project schedule dates for Town Meeting if AD Hoc votes For or
Against inclusion of the Crematorium.
7.30p Jill excuses herself for a prior scheduled meeting.
PBC Meeting 11.29.18 2
PBC recommends that the Director of Public Facilities put the design of the Cemetery
Building on pause until the PBC's December 13th, 2018 meeting when Schedule and Cost
options are available, and the AD Hoc Crematory Study Committee has met. All PBC
members were in favor.
2. Approval of Minutes —PBC Committee
September 1311, 2018 PBC Minutes approved with changes.
November 81h, 2018 PBC Minutes approved as is.
Motion to adjourn was made and seconded: Meeting adjourned at 8:OOPM.
PBC Meeting 11.29.18 3