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Meeting Minutes
Lexington Permanent Building Committee (PBC)
Meeting Date & Time: 14 April 2011, 7:OOPM
Location: 201 Bedford Street, 2 Flr. Conference Room
Attendees: Guests:
Jon Himmel, PBC
Carl Oldenburg, PBC
Dick Perry, PBC
Eric Brown, PBC
Jen Vogelzang, PBC- Bridge & Bowman
Staff:
Pat Goddard, DPF
Mark W. Barrett, DPF
Laurie Lucibello, DPF
Index
1.0 General Business
2.0 Public Services Building
3.0
4.0 Bridge & Bowman Elementary Schools Renovation
5.0 Police & Fire Studies
6.0
7.0 Estabrook Elementary School
1.0 GENERAL BUSINESS
1.1 Minutes
1119110
Motion to approve the Monthly meeting minutes for 12 October 2010.
Motion: Eric Brown 2 Dick Perry Voted: Unanimous
Motion to approve the Executive Session meeting minutes for 12 October 2010.
Motion: Eric Brown 2 Dick Perry Voted: Unanimous
1113111
Motion to approve the Monthly meeting minutes for 09 November 2010 and 14 December 2010.
Motion: Eric Brown 2 Carl Oldenburg Voted: Unanimous
4/14/11
Motion to approve the Monthly meeting minutes for 13 January 2011 and 10 February 2011, as corrected.
Motion: Eric Brown 2" d :Dick Perry Voted: Unanimous
201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420
PBC Meeting Minutes
10 February 2011 Meeting
1.2 Monthly Bills
1 -13 -11
DPF presented invoices totaling $1,150.00, which were approved for payment
4 -14 -11
DPF presented invoices totaling $10,843.00, which were approved for payment
1.3 Meeting Minute Format (Item Relocated from 2.24 to general business)
For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting
minutes. Please refer to previous editions of the minutes for older insertions.
Mark Barrett is waiting for proposal from PSS.
7/13/10
Software has been purchased, is currently being installed on town server and DPF to coordinate with install on local computer and
training.
9/14/10
DPF advises that the company we purchased the software from has ceased their relationship with the software manufacturer and a
new vendor has contacted the town about providing support/ training. PBC supports getting training from the new support group
as long as town is getting what it originally contracted for at the some costs. Mark Barrett will follow up.
4/14/11
DPF updated PBC on setting up training with new vendor.. PBC is interested in getting the training completed so that the new
software can be used as new school projects start.
1.4 PBC Make -up and Projects
7/13/10
There was brief discussion about the make -up of the committee, numbers of members etc, and the issues of working with the
growing volume of projects in Town. No conclusions made.
9/14/10
Additional discussion on the issue focused on clarifying areas or the specifics of where the PBC felt changes to the PBC
organization /structure could be beneficial.
a. Recommend to increase PBC member core /permanent number from 5 to 9 permanent members.
b. Have a permanent member joined by a client (temporary /project) member(s) to make a sub committee. PBC to
approve client members.
C. Client members should be required to come to monthly PBC meetings to report on progress.
d. Clearly define what projects constitute PBC involvement. Le, studies, programming, design, construction?
e. What is the process for becoming a PBC member is there an application?
f. What are the details of how Subcommittee process will work, what are their authorities, can they make approvals
and determinations or is Full PBC approval required at the monthly meeting.
g. Will project meetings that have sub committee members present require posting?
10/12/10
Discussion on this issue took place during executive session portion of meeting.
12/14/10
Proposed Language for a Town Meeting article relative to the PBC Committee format was discussed with a few edits proposed. First
Paragraph, "five to Nine" members and change "more than two" to "more than three"
1/13/11
Town Meeting article was sent to Carl Valente and to Town Counsel, no response to date.
2/10/11
Discussions around the needs to properly vet building or user programs, Selectmen involvement in study process and selectmen
liaisons to study committees.
Discussed PBC bylaw restructure. Pat Goddard to discuss by law language with Carl. Jon Himmel will compose a process for PBC
Committee, mail to PBC members for input and agreement of process.
4/14/11
General discussion on warrant article at Town Meeting passing to expand PBC.
• Discussion regarding a protocol for reviewing prospective members and suggesting they come to at least two meetings
to see what it's like and then the PBC members could discuss further.
• Discussion on background of prospective members and that they don't necessarily need to be architects or builders, an
hvac engineer was suggested as was someone in an operations field.
Page 2 of 6
PBC Meeting Minutes
10 February 2011 Meeting
2.0 PUBLIC WORKS &FACILITIES BUILDING PROJECT
2.01 Contractor Monthly Requisition
For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting
minutes. Please refer to previous editions of the minutes for older insertions.
12/14/10
Motion to approve payment of Application for Payment #30 in the amount of $ 25,384.00
Motion: Dick Perry 2 Eric Brown Vote: Unanimous
2.26 Budget
For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current
meeting minutes. Please refer to previous editions of the minutes for older insertions.
7/13/10
No updates
1/13/11
DPF transmitted budget status Update, Currently $184,982.00 in encumbered funds and $2,560,381 in un-
committed funds remaining. Advising that $250,000 may be required for the wash bay fix, $200,000 held for
potential AC expansions if approved, $50,000 for contingency, and $40,000 for approved EOC expenses not yet
transitioned to Purchase Orders.
2.60 Site Signage at Street
For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current
meeting minutes. Please refer to previous editions of the minutes for older insertions.
11/9/10
Existing lights have been powered up and are too strong and create hot spots, DPF to contact light vendor for fixture
recommendations.
12/14/10
DPF made contact with Reflex lighting and is waiting fixture recommendations.
1/13/10
DPF working with DPW to develop cost effective design solution to lighting issue.
4/14/11
DPF reported that they had looked at LED fixtures, but concerns had been expressed over LED lighting not working
well for outdoor ground lighting. DPF has looked at conventional ground spot lights for signage and is planning to
coordinate a an effort with DPW this summer to improve the lighting and planting around the sign.
2.73 Fluid Distribution System
For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current
meeting minutes. Please refer to previous editions of the minutes for older insertions.
7/13/10
Parts are on order for interfacing system with existing tank monitoring system and spill boxes, when received system will be
complete.
12/14/10
Waste Oil Heater & Fluid Distribution System at 98% complete
2.82 Wash Bav
04/13/10
The PBC toured the vehicle car wash area to review the current conditions of erosion, paint decay, water seepage and equipment
operation. See HKT email of 1 -28 -10 and HKT letters of 2 -4 -10 and 3 -25 -10 and RW Sullivan memo of 5- 12 -10.
After much discussion of the many issues involved the PBC requested that HKT return to the next meeting with recommendations on
how each item can be addressed and resolved.
5/11/10
HKT power point presentation will be forwarded to DPF.
Design team has not seen this type of condition with similar systems in other DPW's.
Review of steel, operator and disconnect.
Discussion needed of sequence of operation for the car wash.
Page 3 of 6
PBC Meeting Minutes
10 February 2011 Meeting
PBC discussed HKT pursuing painter to get them to do as much as possible, but do it right.
Motion to set aside monies to hire a specialist to review conditions and processes of the wash bay area, may include forensics.
Motion: Dick Perry 2nd: Eric Brown Vote: 5 -0
6/08/10
Simpson Gumpertz & Heger Proposal was reviewed by PBC. PBC members would like the scope and tasks for investigation needs to
be defined. Mark Barrett to coordinate a meeting to discuss with Greg from SG &H.
7/13/10
Meeting was held on 6118110 to review SGH Scope on report for vehicle wash Bay.
Draft report due on 7/26/10 for PBC review and proposed review mtg on 7128110 with Town Manager.
9/14/10
When estimate is received DPF will send out to PBC members to review.
10/12/10
It was discussed that in future contracts System Design Statements along with training requirements need to include design
intent.
2.83 Front Walkway
9/14/10
DPF reported that DPW had a cost range of $13- 15,000 to install a sidewalk following the incoming driveway, instead of passing by
the flagpole at the center. PBC felt that the work could be done for less money and should be bid instead of using the state vendor
contract and that HKT had a responsibility to provide the town with design options and construction documents that could be put
out to bid. PBC asked DPF to notify HKT on need to meet design /code requirements and that they should provide layouts /options
(bike path is not a viable design option) to the PBC for review and that construction documents suitable for bid should be provided
10/12/10
Mark Barrett will contact Gary Rhodes for a memo on code violation.
11/9/10
Memo was sent to HKT and awaiting response.
12/14/10
HKT provided several sketches that would satisfy the requirement to connection the public sidewalk to the front entrance. The PBC
elected to have Bill Hadley select a walkway plan from those presented, that he was satisfied with and get pricing to complete the
work.
4/14/11
Reported no activity to date, waiting for snow to melt, DPW will be obtaining prices for work defined by HKT and will report back
to PBC.
4.0 Bridge &Bowman Renovation Projects
4.4 LEED Certification
12/14/10
The Project Architects outlined that LEED certification was not considered to be viable given the scope and nature of the proposed
work at Bridge and Bowman and recommended against pursuing the certification. The School Principals' thought that the funding
for LEED pursuits could be better suited to go towards items that will effect programming or educational issues.
4/14/11
LEED was discussed and it was agreed that work should focus on energy aspects and incorporate into the specs those items that
can be incorporated in the spirit of LEED. Further that the last part of the last sentence of the LEED Ltr from DPC dated 23
November 2010, should be followed.... "... we suggest designing all systems within the current scope to a standard that would be
required for LEED Certification but not add additional scope solely for the purposes of achieving certification." And report back
on what measures are being done.
Page 4 of 6
PBC Meeting Minutes
10 February 2011 Meeting
4.5 Proiect Direction
12/14/10
With the School Committees support of pursuing increased funding to expand the base scope of the project discussion ensued on the
paths of the project and if and how work could continue until the spring town meeting. The DPC suggested a fee increase would be
warranted in the area of $280,000 to accommodate the increased scope. Multiple scenarios were discussed concerning what scope
items could continue, scheduling paths and what work could be continued contractually.
Motion to recommend that project go dormant until additional funding is authorized for expanded scope or direction to continue
with original scope received.
Motion: Dick Perry 2nd: Carl Oldenburg Vote: 6 -0
4.6
2/10/11
Discussion regarding the scheduling of the continued project, town meetings, construction sequencing and phasing schedule. Also,
the fee negotiation with DPC. PBC discussed Pat, Jon and Eric continuing with fee negotiation issues.
4/14/11
By Next meeting DPC will have started work again and come to the next meting with updates.
4.7
4/14/11
Reported to PBC that Town Meeting supported expanded Fee article for Bridge and Bowman Project.
5.0 Fire and Police Study and Design
5.6 Written report / hard copy
8/10/10
It was stated that the final submission of this study would be in the form of a final written document /manual. Further, that a
submission should be made constituting a progress submission for this final document as portions of the manual will likely be
needed for a submittal to the selectmen.
12/14/10
Final report for the Fire Station was received. PBC recommends that Donham & Sweeney complete the Police Station report in the
some fashion as the fire station report and submit copies to PBC to review at next meeting.
2/10/11
Feedback from Eric Brown, Bruce and the chiefs was sent to the architects. PBC would like an electronic copy of the
report.
5.7 Apparatus Bay Floor Slab
2/10/11
Further study of the apparatus floor slab is being undertaken with Donham & Sweeney through the facilities Department to fine
tune the scope and costs of the floor slab underpinning and or replacement.
4/14/11
Town Meeting approved $450,000 for Floor Slab Project to be completed as a DPF project.
5.8 Final Study Reports
4/14/11
Final Reports acknowledged by PBC and approved to pay final invoice upon receipt.
Page 5 of 6
PBC Meeting Minutes
10 February 2011 Meeting
7.0 Estabrook Elementary
7.1 Estabrook SOI
2/10/11
MSBA supported Estabrook SOL Reimbursement would be between 31 and 40 %. MSBA has procedures to follow for OPM, Designer
and Schematics. Issue going to Town Meeting for funding request.
4/14/11
OPM and Designer Selection to begin soon.
Next Meeting:
05/12/11
Public Services Building, 201 Bedford St. 7:00 PM
Meeting Adjourned 9:05 PM
Motion to Adjourn
Motion: Eric Brown 2 nd : Dick Perry Unanimous
Page 6 of 6