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Home My WebLink About2011-08-23-PBC-min TOWN OF LEXINGTON Department of Public Facilities a;;·zmazÒ·; [;ãzm·t;©;·.Òz7zm/z··;;t./ a;;·zm5·;µz;t 23August20117:30AM [-·zt .;7E©7{·©;;· Attendees t Guests: WIz;rt./.©zmz··;{·;z;rt./t©¦;-·zÝ;a;,;© 5z-t;©©ärt./D©ä[;©;©rt./t©¦;-·zÝ;a;,;© t;·;©Wwrt./D©;mm{-w©;7;©r5t/ 9©z-.©Þrt./5Ý;Cz;är5t/ /©h7;,Ò©mrt./ W;m;émr.©z7m;µ.Þ Staff: PatGoddard,DPF MarkW.Barrett,DPF LaurieLucibello,DPF Index 1.0GeneralBusiness 2.0PublicServicesBuilding 3.0 4.0Bridge&BowmanElementarySchoolsRenovation 5.0 6.0 7.0EstabrookElementarySchool 1.0GENERALBUSINESS 1.1Minutes 6/9/11 MotiontoapprovetheMonthlymeetingminutesfor12May2011. nd Motion:DickPerry2:EricBrownVoted:Unanimous 1.2MonthlyBills 6/9/11 DPFpresentedinvoicestotaling$127,500.00,whichwereapprovedforpayment 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 23 August 2011 Meeting 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. MarkBarrettiswaitingforproposalfromPSS. 7/13/10 Softwarehasbeenpurchased,iscurrentlybeinginstalledontownserverandDPFtocoordinatewithinstallonlocalcomputerand training. 9/14/10 DPFadvisesthatthecompanywepurchasedthesoftwarefromhasceasedtheirrelationshipwiththesoftwaremanufactureranda newvendorhascontactedthetownaboutprovidingsupport/training.PBCsupportsgettingtrainingfromthenewsupportgroup aslongastownisgettingwhatitoriginallycontractedforatthesamecosts.MarkBarrettwillfollowup. 4/14/11 DPFupdatedPBConsettinguptrainingwithnewvendor,PBCisinterestedingettingthetrainingcompletedsothatthenew softwarecanbeusedasnewschoolprojectsstart. 5/12/11 DPFreportedaquotereceivedfortrainingonprolog,butcouldonlyfindoutofstatevendorsapprovedbythesoftwarecompany. PBCmembersuggestedheknewofalocalfirmwecouldgettrainingfromthatwouldbemorecosteffective. 1.4PBCMakeupandProjects 7/13/10 Therewasbriefdiscussionaboutthemakeupofthecommittee,numbersofmembersetc,andtheissuesofworkingwiththe growingvolumeofprojectsinTown.Noconclusionsmade. 9/14/10 AdditionaldiscussionontheissuefocusedonclarifyingareasorthespecificsofwherethePBCfeltchangestothePBC organization/structurecouldbebeneficial. a.RecommendtoincreasePBCmembercore/permanentnumberfrom5to9permanentmembers. b.Haveapermanentmemberjoinedbyaclient(temporary/project)member(s)tomakeasubcommittee.PBCto approveclientmembers. c.ClientmembersshouldberequiredtocometomonthlyPBCmeetingstoreportonprogress. d.ClearlydefinewhatprojectsconstitutePBCinvolvement.I.e,studies,programming,design,construction? e.WhatistheprocessforbecomingaPBCmemberisthereanapplication? f.WhatarethedetailsofhowSubcommitteeprocesswillwork,whataretheirauthorities,cantheymakeapprovals anddeterminationsorisFullPBCapprovalrequiredatthemonthlymeeting. g.Willprojectmeetingsthathavesubcommitteememberspresentrequireposting? 10/12/10 Discussiononthisissuetookplaceduringexecutivesessionportionofmeeting. 12/14/10 ProposedLanguageforaTownMeetingarticlerelativetothePBCCommitteeformatwasdiscussedwithafeweditsproposed.First t©m©¦wr|EzÝ;tobz;|membersandchange{©;than·Þ|to{©;than·w©;;| 1/13/11 TownMeetingarticlewassenttoCarlValenteandtoTownCounsel,noresponsetodate. 2/10/11 Discussionsaroundtheneedstoproperlyvetbuildingoruserprograms,Selectmeninvolvementinstudyprocessandselectmen liaisonstostudycommittees. DiscussedPBCbylawrestructure.PatGoddardtodiscussbylawlanguagewithCarl.JonHimmelwillcomposeaprocessforPBC Committee,mailtoPBCmembersforinputandagreementofprocess. 4/14/11 GeneraldiscussiononwarrantarticleatTownMeetingpassingtoexpandPBC. Discussionregardingaprotocolforreviewingprospectivemembersandsuggestingtheycometoatleasttwomeetingsto seewhatz·xlikeandthenthePBCmemberscoulddiscussfurther. Discussiononbackgroundofprospectivemembersandthatthey7x·necessarilyneedtobearchitectsorbuilders,a HVACengineerwassuggestedaswassomeoneinanoperationsfield. 5/12/11 Theprocessfornewprojectmemberswasdiscussed. Page 2 of 11 PBC Meeting Minutes 23 August 2011 Meeting ChairreportsthattheschoolcommitteeorTownManagerappointmembersforspecificprojects.QuestionaskedifPBCshould gettomeetpersonsbeingappointedandvoteiftheyaretobeaccepted.DPFreportsthattheappointmentisperthebylaw. Discussionon7Memberorganization: DPFreportedthatthe7memberorganizationtakeseffectsome6090daysafterATMorapproximatelyAugust. DiscussionthataCriterianeedstobedevelopedfordeterminingnewmembers. DiscussionthatanHVACorCivilEngineerwouldbeagoodknowledgebaseforanewmember Discussiononusingtownlistsforseekingmembersrejected,focusshouldbeonlookingforprospectmembersindividually. AgreedPBCmembersshouldbringprospectlistofpeopletheyfeelwouldbeagoodfit. 6/9/11 ALexingtonresident,anengineercurrentlyinvolvedinmanufacturing,visitedthePBCmeetingtogaininsightintotheworkofthe PBCinconsiderationoftheexpansionofthePBCmembership. 1.5CoChair 5/12/11 TheChairleadadiscussionontheneedforacochairmanofthePBC. Discussionfocusedontheroleofthecommittee,assomedonotfeelthatthePBCshouldbetheagencyresponsiblefor {;zm|theprojectatTownmeeting. DiscussionthatATMmaywantPBCopinionsbutPBCwÒ7x·betheadvocateorproponentsoftheproject. Nodeterminationsmade,nocochairappointed. 6/9/11 EricandJondiscussedaneedtomeetandreviewphilosophyonroleofPBC 1.6RobinsonRoadAppointment 5/12/11 ThesuperintendantofschoolsandtheschoolcommitteehaveestablishedanadhoccommitteefortheRobinsonRoadProject lookingattrafficandneedsastheyrelatetotheEstabrookproject.Therewillbe11votingmembersandthePBChasbeenaskedto provideamembertoserveonthiscommittee. PeterJohnsonwasnominatedtoserveinthiscapacity. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.26Budget C©·w;¦Ò©¦;E©;7Ò-zmmzm¦©z·;7·;ã·r¦©;ÝzÒ;·©z;Ò7;©·wzw;7zmäwÝ;,;;©;Ý;7E©-Ò©©;· ;;·zmzÒ·;ut;;©;E;©·¦©;ÝzÒ;7z·zE·w;zÒ·;E©7;©z;©·zu 7/13/10 Noupdates 1/13/11 DPFtransmittedbudgetstatusUpdate,Currently$184,982.00inencumberedfundsand$2,560,381inuncommitted fundsremaining.Advisingthat$250,000mayberequiredforthewashbayfix,$200,000heldforpotentialAC expansionsifapproved,$50,000forcontingency,and$40,000forapprovedEOCexpensesnotyettransitionedto PurchaseOrders. 2.60SiteSignageatStreet C©·w;¦Ò©¦;E©;7Ò-zmmzm¦©z·;7·;ã·r¦©;ÝzÒ;·©z;Ò7;©·wzw;7zmäwÝ;,;;©;Ý;7E©-Ò©©;· ;;·zmzÒ·;ut;;©;E;©·¦©;ÝzÒ;7z·zE·w;zÒ·;E©7;©z;©·zu 11/9/10 Existinglightshavebeenpoweredupandaretoostrongandcreatehotspots,DPFtocontactlightvendorforfixture recommendations. 12/14/10 DPFmadecontactwithReflexlightingandiswaitingfixturerecommendations. 1/13/10 DPFworkingwithDPWtodevelopcosteffectivedesignsolutiontolightingissue. 4/14/11 Page 3 of 11 PBC Meeting Minutes 23 August 2011 Meeting DPFreportedthattheyhadlookedatLEDfixtures,butconcernshadbeenexpressedoverLEDlightingnotworkingwell foroutdoorgroundlighting.DPFhaslookedatconventionalgroundspotlightsforsignageandisplanningto coordinateaneffortwithDPWthissummertoimprovethelightingandplantingaroundthesign. 2.73FluidDistributionSystem Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 7/13/10 Partsareonorderforinterfacingsystemwithexistingtankmonitoringsystemandspillboxes,whenreceivedsystemwillbe complete. 12/14/10 WasteOilHeater&FluidDistributionSystemat98%complete 5/12/11 DPFwaitingonfinalcompletion 6/9/11 SysteminstallationComplete 2.82WashBay 04/13/10 ThePBCtouredthevehiclecarwashareatoreviewthecurrentconditionsoferosion,paintdecay,waterseepageandequipment operation.SeeHKTemailof12810andHKTlettersof2410and32510andRWSullivanmemoof51210. AftermuchdiscussionofthemanyissuesinvolvedthePBCrequestedthatHKTreturntothenextmeetingwithrecommendationson howeachitemcanbeaddressedandresolved. 5/11/10 HKTpowerpointpresentationwillbeforwardedtoDPF. Designteamhasnotseenthistypeofconditionwithsimilarsystemsinother5txu Reviewofsteel,operatoranddisconnect. Discussionneededofsequenceofoperationforthecarwash. PBCdiscussedHKTpursuingpaintertogetthemtodoasmuchaspossible,butdoitright. Motiontosetasidemoniestohireaspecialisttoreviewconditionsandprocessesofthewashbayarea,mayincludeforensics. Motion:DickPerry2nd:EricBrownVote:50 6/08/10 SimpsonGumpertz&HegerProposalwasreviewedbyPBC.PBCmemberswouldlikethescopeandtasksforinvestigationneedsto bedefined.MarkBarretttocoordinateameetingtodiscusswithGregfromSG&H. 7/13/10 Meetingwasheldon6/18/10toreviewSGHScopeonreportforvehiclewashBay. Draftreportdueon7/26/10forPBCreviewandproposedreviewmtgon7/28/10withTownManager. 9/14/10 WhenestimateisreceivedDPFwillsendouttoPBCmemberstoreview. 10/12/10 ItwasdiscussedthatinfuturecontractsSystemDesignStatementsalongwithtrainingrequirementsneedtoincludedesignintent. 2.83FrontWalkway 9/14/10 DPFreportedthatDPWhadacostrangeof$1315,000toinstallasidewalkfollowingtheincomingdriveway,insteadofpassingby theflagpoleatthecenter.PBCfeltthattheworkcouldbedoneforlessmoneyandshouldbebidinsteadofusingthestatevendor contractandthatHKThadaresponsibilitytoprovidethetownwithdesignoptionsandconstructiondocumentsthatcouldbeput outtobid.PBCaskedDPFtonotifyHKTonneedtomeetdesign/coderequirementsandthattheyshouldprovidelayouts/options (bikepathisnotaviabledesignoption)tothePBCforreviewandthatconstructiondocumentssuitableforbidshouldbeprovided 10/12/10 MarkBarrettwillcontactGaryRhodesforamemooncodeviolation. 11/9/10 MemowassenttoHKTandawaitingresponse. 12/14/10 Page 4 of 11 PBC Meeting Minutes 23 August 2011 Meeting HKTprovidedseveralsketchesthatwouldsatisfytherequirementtoconnectionthepublicsidewalktothefrontentrance.ThePBC electedtohaveBillHadleyselectawalkwayplanfromthosepresented,thathewassatisfiedwithandgetpricingtocompletethe work. 4/14/11 Reportednoactivitytodate,waitingforsnowtomelt,DPWwillbeobtainingpricesforworkdefinedbyHKTandwillreportbackto PBC. 5/12/11 DPWhasHKTplansandisinprocessofgettingpricing. 6/9/11 Onepricereceivedtryingtoobtainasecond. 2.84CloseOut t./E©Ò·©·;7·w·¦©;-·w·,;;{-;7Ò·|u5tCw©;7·w·E©Ò·©·z7Þwz;Þ;wÝ;,;;EÞzm; Þ©©·äz·;r¦·zmr;·-u-;Ò·w,;;Þz·zm·w;-¦;·zE·w;EÒz77z·©z,Ò·zä·;7·w;z·;,Òz·u5tC zw¦;EÒ·w··w;;z·;©;;©ä-¦;·;7Þ;Þz,;,;·{-;Ò·|¦©;-·u 4.0 Bridge & Bowman Renovation Projects 4.4LEEDCertification 12/14/10 TheProjectArchitectsoutlinedthatLEEDcertificationwasnotconsideredtobeviablegiventhescopeandnatureoftheproposed workatBridgeandBowmanandrecommendedagainstpursuingthecertification.TheSchoolt©z-z¦xthoughtthatthefunding forLEEDpursuitscouldbebettersuitedtogotowardsitemsthatwilleffectprogrammingoreducationalissues. 4/14/11 LEEDwasdiscussedanditwasagreedthatworkshouldfocusonenergyaspectsandincorporateintothespecsthoseitemsthatcan beincorporatedinthespiritofLEED.FurtherthatthelastpartofthelastsentenceoftheLEEDLtrfromDPCdated23November 2010,shouldbeEÞ;7vu|vwesuggestdesigningallsystemswithinthecurrentscopetoastandardthatwouldberequiredfor LEEDCertificationbutnotaddadditionalscopesolelyforthepurposesofachieving-;©·zEz-·zu|Andreportbackonwhat measuresarebeingdone. 4.8DPCProjectUpdate 5/12/11 DesignPartnershipprovidedageneraloverviewoftheprojectfor30%DesignDevelopmentcompletioninclusiveofexpandedscope. Primarytopicsofdiscussionwerefloorplanapproval,phasingplanforconstructionandWindowpatternsandschedule. AtnextmeetingDPCwillpinupdrawingsforreviewandbringMEPEngineer.PBCwouldalsoliketoreviewDivision1specs 4.9ApprovedFloorPlan 5/12/11 CarlO.hadbeenprovidedwithcurrentdesignfloorplansandreviewedwiththeprincipalsthedetailsofthedesignplans,tomake recommendationsbacktotheArchitectsonpreferencesorimprovementstotheplanstoreflectfinalapprovedplansfromtheuser. Itwasreportedthattheplanpresentedbacktothearchitectswere95%andtheremainingdeviationswouldbeminimalinnature suchastheadjustmenttoadoorswingorlocationbaseduponcontinueddevelopmentoftheproject. 4.10PhasingPlan 5/12/11 DPCpresentedapreliminaryphasingplanthatcarriesthemajorityofworkovertwosummerswithsecondshiftworkandweekend orschoolholidayworkconsidered. Questionsandconcernsraisedincluded: Wastheestimatebasedonsuchaphasingplan,DPCconfirmedyes. Generalconcernovertheabilityofthecontractortocompletetheworkinthetimegiven AdministrativesectionneedstobeincludedinPhase1work. Page 5 of 11 PBC Meeting Minutes 23 August 2011 Meeting Aresufficientexistingconditionssurveysbeingcompletedtoavoiddelaysandchangeordersduringconstruction? Awrittennarrativeofthephasingplanwasrequested. 6/9/11 Concernwasagaindiscussedoverthecontentandqualityofthephasingplansandspecsandadditionalinformation,i.emore detailedplan,shouldberequestedfromDPC.DPFwillfollowup. 4.11WindowPatternsandOperation 5/12/11 DPCpresentedthreewindowdesignsA,BandC.ArchitectsliketypeC.Discussionfollowed.Bhasmostoperableunits,Atheleast, Teachersandstaffwillwantmostoperableunits,whynotDoubleHung,DPChassafetyconcernondoublehung,questiononcosts changesforoperableunits. Architectstoreportbackatnextmeetingoncostsofoperableunits. 6/9/11 Discussiononhungwindowsversusprojectingwindows.DPFtoforwardinfoonhungwindowsinFiskeandor Harrington.PBCrequestscostoptionsondoublehungwindows. 4.12Projectschedule 5/12/11 Projectschedulewasbrieflydiscussed;howeverfinaldecisionsonbidperiod,townelections,andTownMeetingmayrelyon outcomeofTownBudgetSummitmeetingtobeheldinJune. 4.13Planreview 6/9/11 DPChungcopiesofprintsfortheprojectaroundthegymwallsforthePBCtowalkthruandreviewtheplans. 4.14MeetingwithBuildingDepartment 6/9/11 DPCreportshavingameetingwiththebuildingdepartmentandfiredepartment.Thescopeofworkoftheprojects wasreviewedandthebuildingdepartmentandDPCidentifiedsomecompliancealternativesthatwouldbe required. Plumbingcodewaterclosetsinkitchenbathrooms Firewallseparationatexistingmodularclassrooms Maxoccupancybaseduponplumbingfixturerequestedbyplumbinginspector. 4.15EnergyCode 6/9/11 DPCreportsprojectisexemptfromstretchenergycodeexceptfornewwork.PBCbelievesitshouldbebroughtto theattentionoftheBOSthepathoftheprojectwithregardtothestretchenergycode. 4.16HotWater 6/9/11 Plumbinginspectorhasconcernovergettinghotwaterinappropriatetime.DPCshouldtestHWatvariousspotsin buildingtoseeifexistingdeliverysystemiscurrentlycompliant. 4.17Skylights 6/9/11 Aparentgrouphasraisedthequestionofaddingskylightsinsomeinteriorclassrooms.PBCdiscussedhavingcosts establishedforaddingskylights.PBCaskedDPCtopreparesomeoptionsfor6roomseachin2bldgs. Page 6 of 11 PBC Meeting Minutes 23 August 2011 Meeting 4.18BOSPresentation 6/9/11 PBCdiscussedhavingameetinginlateJulyorearlyAugustandinvitingBOS/EnergyCommittee/CPC/CEC/TownManager. Itwasdiscussedthattheformatofthepresentationmightbebestbaseduponthephasingplan. 4.19BridgeGymFloor 7/14/11 Oldmasticbelowexistinggymflooratbridgewouldrequireaddedprojectscopetoabate.Discussedcostoptions needforreplacement.ReplacementoftheBridgegymnasiumfloorsolelyforthepurposesofabatementofmastic wasdiscussed.Thegymfloorisotherwiseinacceptableconditionsandfullyintact.Replacementofthefloor solelyforthepurposesofabatementofotherwiseintactmaterialwasnotpreferred. 4.20Entrance 6/9/11 Currentscopehasnoplansformodificationsatthebuildingentrancediscussiononremovingexistingentrance canopyandaddingnewcanopywithnewwalksandlandscapingtoimproveschoolentrance.Itwasproposedthat thiselementoftheworkcouldgoalongwayinsolicitingsupportfortheproject. 4.21ReviewofDesignDevelopmentEstimate 7/14/11 DPCreportsprojectdesigndevelopmentestimateis$2,834,515overestimatedSchematicDesignprojections. DPCattributedsomeofthesecostincreasesto: materialprices,ductwork,pipeandwiregoingup. Generalconditionsoriginallyasapercentage.Needfordoubleshiftsinthesummer. Complexitieswerenotanticipated. Discussionensuedonwaystobestpresentandunderstandthecurrentcostestimatesanddeterminewhere overrunsmightbe.Itwasagreedthatanadditionalmeetingwouldberequiredwithfurtherrefinementofthe estimatebyDPC. 7/21/11 DPCpresentedsummaryofprojectcostandreviewed Manywouldliketomoveforwardwiththeprojectbutitisimportanttounderstandwhythenumberswentup. Alsoitneedstobedeterminedhowreliablethecurrentnumberswillprovetobe. DPCisconfidentthatthescopeisfullycaptured,butspeculatesthatthemarketcostwillcontinuetorise. Alsoitwaspointedoutthattherearenofiguresinbudgetfornightlycleaningduringconstruction;andthisshould beaddedin. Otherdiscussionsincludedwhatcanberemovedfromtheaddedscopetogetclosertotheoriginalbudgetnumber? Whatisthepaybackonthenewwindows? PBCwouldlikeDPCtoputtogetheralistofalternatestogetbacktothe19.3number. DiscussiononOptionalSeismicbracingforBridge,thoughtswerethatifitisnotrequiredatthistimeandcanbe donewhenroofisreplacedinthefuturethenpossiblywaituntilthentodoso,howeveritwouldbehelpfulto knowwhatkindofseismiceventwouldcausefailure. Discussiononnewentrancecanopiesincludedfavorablecommentsonaverynicedesign.Somefeltthatifthe projectcanaffordthemitwouldbeapossibleadd,howevercurrentchangesinoverallprojectcostsneedtobe understoodfirst. Summaryofdiscussions: DPCtokeepmovingforward. Aclearerexplanationofincreasedcostisneededpriortonextmeetingscheduledfor8/11/11. Page 7 of 11 PBC Meeting Minutes 23 August 2011 Meeting If/Howcanwegetbackto19.3million? ListofDesignScope/Deducts Addalternates 4.22FireSeparationatModularClassrooms 7/14/11 OptionsforFireseparationforthemodularclassroomswerediscussedandwithprojectedcostsor$25,000 (wall)and$48,000(modularrelocation)ThePBCdiscussedsupportforthelessercostoption(wall)aslongas optionisapprovedbybuildingcommissioner. 4.23Budget/ScopeUpdates 8/8/11 DPCdistributedanupdatedestimatesheet(dated7/27/11)thatidentifiedscopeitemsthatcouldberemoved(or remain)toattempttoadjustbudget. SomePBCmemberswereinfavorofreturningtooriginal+/$19.4millionbudget,otherswereinfavorofdoing whatwasneededtobedonetoavoidreducingtheprojecttoaregrettablescope. DPC,PBCandschoolrepsreviewedlistandmaderecommendationsonscopeitemsfromchartunderPossible ScopeAdditionsPossibleScopeReductions.Recommendationsfromgroupshouldadjustestimatedbudget downwardfrom$21,855,444toapprox$20,055,000. Additionitemsweresummarizedasfollows: EntryCanopyatanaddofapprox.$160,000wasaperceivedbysomeasanicetohavebutwouldrequireschool committeeinputasothersfeltontheoriginallyapprovedbudgetof+/$19.4millionshouldgoforward.An alternatecouldbeconsidered. SeismicBracingatBridgeisconsideredoptionalandrepresentativeswouldliketoknowwhattypeofseismicevent wouldberequiredtobenefitfromtheimprovements. NewWindowswouldbeconsideredanalternateintheproject.Anticipatedenergysavingsfromnewwindows doesnothaveapromptpayback,planshouldrepairwindowsasbaseandreplaceasalternate. DPCtosummarizerecommendationsfromthegroupintoanupdatedbudgetsheetandaformatforupcoming schoolcommitteemeeting. 4.24Phasing&Scheduling 8/8/11 Generaldiscussionoverthetightscheduleandconcernforcompletingphasesontime. Dr.AshaskedhowconfidentDPCwasincompletingworkattheendofeachsummer.DPCrespondedthattheyfelt goodaboutitaslongasthebidprocessgaveusagoodcontractor.FurtherDPCfeltthatprequalifyingbidders couldworkinourfavorforthisissue. ContractneedstobesignedbymidmarchtoApril1tostartspringwork.Timewillbeneededatthebeginningand endofeachsummertomoveClassroombelongingsinandoutofplannedrenovationareas.Workisincludedin phasingplanforstartinginAprilfornewboilerroomconstruction.Night&weekendworkisscheduledthroughthe constructiondurationwithdoubleshiftsanticipatedduringthesummermonths. Athreesummerprojectwasbrieflydiscussedbutnotlookeduponfavorably. AFurniturebudgetneedstobeaddedtoindirectcoststoaccountfornewclassroomfurnitureintheadded classroomsandtherenovatedlibrarycheckoutdesks. 8/23/11 DiscussiononsecondshiftconstructioninCentralcoreareas,preferredoverregulardayshift.Itwassuggestedthat allafternoonprogrammingatbothschoolsshouldberelocatedtootherbuildingsduringtheconstructionphases. Page 8 of 11 PBC Meeting Minutes 23 August 2011 Meeting Keydateswithinthesummerconstructionsequencesshouldbeidentifiedandincludedinthespecssopthatthere aremidsummermilestonestohelpkeeptheprojectontrack. PBCstillhasconcernforthephasingandtheschedule. 4.25Tableofcentralcorespace 8/23/11 Thecentralcore/adminareabeingrenovatedwasassessed{,;E©;andE·;©|inatabletolookatthebenefitsof therenovatedspaceorgainsachieved. Thistablewasdiscussedalongwithassociated,colorcodedplans. 4.26Noise 8/23/11 Itwasdiscussedifthenoiseordinancewouldprohibitdoubleshiftwork.DPFreportedthatwehavehaddouble shiftworkatotherbuildingswithoutcomplaint.Furtherthebuildingcommissionerhasstatedthereisnota problemwhentheworkisinsidethebuilding.Furtherthefiredepartmenthasconfirmedthatithasnoimpacton theirregulations. 4.27SchoolCommitteeMeeting 8/23/11 DPCisscheduletoupdatetheschoolCommitteeat7:30PM. UpdatedBudgetSheetwasreceivedbasedupondiscussionsfrompriormeeting.Currentbudgetsheetdated 8/11/11hastotalbudgetat$20,719,897withalternatesproposedforreplacingwindows(+750,000)andentry Canopy(+160,000). SomePBCmembersexpressedthattheprojectwasapprovedat19.4millionandthatiswhatshouldbe presentedbacktoschoolcomm.withlistofitemstheycouldaddiftheywant. Alsodiscussedneedingbetterhandleonwhatdrovecostsup.Andsuggestwaystogetbacktooriginal approval. Priordiscussionswithsuperintendentwerethatthebudgetsheetwouldbethebasisofthepresentationtothe schoolcomm. 7.0EstabrookElementary 7.1EstabrookSOI 2/10/11 MSBAsupportedEstabrookSOI.Reimbursementwouldbebetween31and40%.MSBAhasprocedurestofollowforOPM,Designer andSchematics.IssuegoingtoTownMeetingforfundingrequest. 4/14/11 OPMandDesignerSelectiontobeginsoon. 5/12/11 DPFfoundoutthatprojectwasnotacceptedbyMSBAasemergencyprojectbutasnormalproject. 6/9/11 MSBAhassaidtheywillsupport540studentplanforEstabrook Page 9 of 11 PBC Meeting Minutes 23 August 2011 Meeting 7.2OPMSelection 5/12/11 DPFprovidedanupdateontheOPM&DesignerselectionProcess.Itwassuggestedthatthecommitteedivideintotwogroupswith threemembersinvolvedinselectionofthedesignerandthreeinvolvedinselectionoftheOPM. DesignerSelectionMembersOPMSelectionMembers CarlOldenburgJonHimmel ChuckFavazzoEricBrown PeterJohnsonDickPerry DateswerediscussedforOPMproposalandselectionprocess 23JunereceiveproposalsDPFwilldistribute 27Junemeettodiscussrankings.7:30AM 30Juneinterviewsstartingat6PM. 11JulymeetingwithMSBA 6/9/11 Schedule(above)reviewed.RFShasbeenissuedand12requestshavebeenmadetodate. 7/14/11 RepresentativesofRFWalshwereintroducedastheselectedOPMFirm. RFWalshmadeashortpresentationonprojectschedule. Sept.isgoingtobesobusyitneedstobeplannedoutverycarefullytoachievescheduleneeds. 7.3DesignerSelection 6/9/11 DesignerSelectionhasnotbegunyet.Towngetsthreevotesoutoffifteentotalinselectingthedesigner PBCmembersrequestedseeingtheRFSforDesignerServices 7/14/11 DiscussionondraftofRFSforDesignerServices. ThreemembersconfirmedforDesignerSelection,ChuckFavazzo,CarlOldenburg,PeterJohnson. RFSavailable7/20willneedfeedbackprior. Comments: LEEDshouldbequalifiedas{aä|u CommentsduetoPatbyFridayatnoon. *Reviewedimportantdates. **RFWtoassessscheduleifoptionexercisedtointerviewfirmsandstillmeetMarchMSBAdeadline. AgendaforAugustmeetingtoincludeSchoolBoard/Superintendent;·-vtoreviewprojectandupcoming deadlinesandneeds. *MSBAapproved540·Ò7;·t·tosendlettertoRFWalsh. 8/11/11 RFWalshpresentedasummarytableforeacharchitecturalfirmthatsubmittedtotheMSBAfortheEstabrook project.Thetableidentifiedalltheconsultantslistedforeachfirm. AlsodistributedwasacopyofDSBquestion10responsesforeachfirmwhichwastheEz©xopportunitytoprovide supportinginformationonwhytheyshouldbeselected. AbriefupdateonthescheduleprocessfordesignerselectionwasprovidedbyWalshonthetimelineand proceduresforparticipatingmemberstobeinvolvedintheselectionprocess. Thematerialprovidedforeachsubmittingfirmwasreviewedandanopportunityformemberspresenttoshare theirthoughtsandexperienceswiththefirmforconsideration. Page 10 of 11 PBC Meeting Minutes 23 August 2011 Meeting 7.4SiteSurveyandBorings 8/11/11 Itwasrecommendedthatthetownpursuesitesurveyandsoilboringsnowsothatarchitectwillhaveinformation intimelyfashion.RFWwillassistindevelopingRFQforscopesofworkandinsolicitingquotes. a·ztt./Ò·w©zé;7·w;¦¦©ÝEÒ¦···;ã-;;7Å r E©·w;¦Ò©¦;E;mmzmz·;Ò©Ý;ä Þ©Þ;·7Emmzm7z·;·,©zmm;·;-wz--Ò·zmE©·w;9·,©z·;u 7 tt;·;©Wu·;t a·zt/©hu 7.5Programming 8/11/11 RFWalshrecommendedthattheschooldepartmentbegintoconsiderprogramofneedsforEastabrookschoolas selecteddesignerwillneedtohitthegroundrunning.RFWadvisedthereisatemplateavailablefromtheMSBAfor schoolprogramming.Acopywillbesenttotthesuperintendant. SchoolDept.shouldidentifywhoneedstobeapartofdesignteamandgetthemorganizednowtobereadyto meetwitharchitect.PreliminarythoughtsonparticipationtobeapprovedbytheSuperintendantwere: Superintendent,AsstSuptCurriculum,Asst.Supt,specialservices,Principal,selectteachers. MeetingAdjourned MotiontoAdjourn8/23/119:30AM nd Motion:JonHimmel2:EricBrownUnanimous Page 11 of 11