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Meeting Minutes: School Buildings, Facilities and Maintenance Special Committee, Joint Committee with the School Committee

Meeting Date: September 15, 2025 Governing Body: School Buildings, Facilities and Maintenance Special Committee, Joint Committee with the School Committee Type of Meeting: Regular Meeting

Attendees: * Councilors: Jesse Clingan (Chair), Naima Sait, Lance Davis * School Committee: Leron Betone (Chair), Sarah Phillips * City Staff: Nikki Spencer (Chief of Staff), Yanni Tseregatis (Director of Operations, Parks and Recreation), Jill Latham (DPW Commissioner), Bill Fisher (Director of Emergency Management), Ralph Henry (Director, Capital Projects), Matt Bennett (Building Superintendent), Amaria Onosike (Chief of Staff, SPS), Liaison Redassi * Clerk: Fisher Cascio

Executive Summary

The joint committee addressed critical infrastructure and operational matters concerning Somerville's school buildings and facilities. Key discussions included the approval of previous meeting minutes, a comprehensive update on the Ginny Smithers Pool's chemical spill and ongoing maintenance, and a detailed report on summer 2025 work completed on Somerville Public School buildings. The committee also received an update on the Massachusetts School Building Authority (MSBA) process for the Winter Hill and Brown Schools, including the selection of a project manager and the designer selection process. Finally, the city's contingency plan for emergency school closures was presented, outlining immediate and long-term strategies.

Agenda Items

1. Approval of the Minutes of the School Buildings, Facilities and Maintenance Special Committee Joint Meeting of June 10, 2025

• Discussion: Chair Clingan requested a roll call vote for approval.
• Vote:
  • Councillor Sait: Yes
  • Councillor Davis: Yes
  • Chair Clingan: Yes
• Outcome: All votes in favor. Minutes approved.

3, 5, & 6. Ginny Smithers Pool Updates (Combined Discussion)

• Item 3: That the Director of Parks and Recreation report to this council on the cause of the chemical spill at the Jenny Smithers pool in the process to address the cause of the spill and prevent future occurrence.
• Item 5: (Not explicitly read, but discussed as part of the holistic pool update)
• Item 6: That the administration report to this council on the cause of the reported chemical imbalance at the Ginnie Smithers pool and process being used to address the imbalance.
• Presenters: Nikki Spencer (Chief of Staff), Yanni Tseregatis (Director of Operations, Parks and Recreation), Jill Latham (DPW Commissioner), Bill Fisher (Director of Emergency Management).
• Key Discussion Points:
  • Chemical Spill Cause: Nikki Spencer reported the June chemical spill was due to "human error via overfilling of a tank of muriatic acid in the storage closet." An improperly stored bottle of chlorine was also found.
  • Safety Measures: DPW and Parks and Rec clarified tank limits, reviewed chemical storage protocols, and DPW installed a shutoff valve on the water hose in the closet. Parks and Rec also wet-vacuumed remaining water.
  • Emergency Response: Director of Emergency Management Bill Fisher confirmed he was notified immediately and responded to the school. He stated, "the one thing that worked fairly very well is the response. In the response, the alerting, the evacuation was done through an abundance of caution and concern to make sure that those kids and staff are safe." No toxic fumes were detected.
  • Operational Changes:
    • Schedule Alteration: Parks and Rec and DPW recommend altering the pool schedule by closing for one day during the week to allow for dedicated maintenance and expanding weekend hours. This is a "best practice" seen in other communities, not solely due to the absence of a director.
    • Lifeguard Manual: The lifeguard manual has been updated to be more user-friendly, vetted by ISD and DPW, and is a "living document."
    • Roles and Responsibilities: Roles between Parks and Rec and DPW have been redelineated, with Parks and Rec staff testing chemical balance four times daily and DPW staff occasionally conferring. Communication protocols for urgent maintenance issues have been strengthened.
  • Maintenance Vendor: Commissioner Latham confirmed the city uses an outside contractor for complex pool systems maintenance.
  • Deep Cleaning Schedule: The deep cleaning will return to an August schedule, as it is the "best time to do that."
  • Staffing: There have been "some departures" in pool maintenance staff.
  • Communication: Improvements have been made in communicating with pool users regarding closures and activities.
  • Third-Grade Swim Lessons: The new pool schedule is being coordinated to avoid conflict with third-grade swim lessons. Make-up lessons from last year's closures are difficult to arrange due to students advancing grades, but the department will follow up with individuals who missed classes.
• Outcome: Work complete.

9. Update Regarding Work Completed During Summer 2025 on Somerville Public School Buildings

• Presenters: Ralph Henry (Director, Capital Projects), Jill Latham (DPW Commissioner), Matt Bennett (Building Superintendent).
• Key Discussion Points:
  • Argenziano School:
    • Kitchen Expansion: Installation of a new 88 sq ft walk-in freezer and an additional ventless electric oven, doubling cooking capacity.
    • Relocation of Equipment: Flash freezers and a tilting kettle were relocated from the former Winter Hill School, involving natural gas, electrical, and drainage work.
    • New Classroom: An 850 sq ft classroom was created in the third-floor atrium area, nearing completion with new technology, fire suppression, and a sink. Punch list walkthrough scheduled for the following day.
  • Winter Hill and Edgerly ADA Improvements: Sidewalk and accessibility ramp modifications at the common doorway to Edgerly, significantly improving access.
  • Kennedy School:
    • Air Conditioning System: A new modular chiller technology AC system was installed.
    • Building Management System (BMS): Enhancement of the BMS to a Johnson Controls system, providing real-time data on comfort, temperatures, alarms, and energy usage. This system is also in use at Somerville High School, West Branch Library, and Cummings School (for boiler).
  • Somerville High School:
    • Plaque Installation: An additional plaque was installed near the oval berm area.
    • Solar Panel System: The system started in late May/early June, deferring approximately 12% of annual electricity usage and 16% during peak summer AC usage.
  • DPW Summer Work (General Maintenance):
    • General Cleaning: Extensive cleaning and maintenance in all buildings, addressing 200-300 311 requests weekly.
    • Boiler Projects: Replacement of two boilers at Brown School and DPW Boiler #2, with the Highway and Fleet boiler project out to bid.
    • Plumbing/Electrical: Hot water pump repairs at Capuano and Argenziano, addressing bathroom backups at Brown School, and various plumbing/electrical issues across schools.
    • Lighting: Replacement of older lights with LED lights in multiple schools.
    • Rodent Control: Patching exterior foundations at East Somerville School to address rodent issues.
    • Asset Management: DPW is cataloging all building systems (serial numbers, pictures, installation dates) to transition from "whiteboard maintenance to data-driven maintenance." OpenGov (built on Cartograph) has been selected as the citywide asset management program provider.
  • East Somerville School Tiles: Ongoing issue with exterior tiles falling off the building. Capital Projects is bringing in a consultant to investigate the cause (potential vandalism vs. structural issues).
  • Boxing Club Space: No active plans for the former boxing club space at this time, as summer school work was prioritized.
• Outcome: Work complete.

8. MSBA Update for Winter Hill and Brown Schools

• Item: That the administration provide the special committee on school building facilities and maintenance with regular updates about the Massachusetts School Building Authority process for the Winter Hill and Brown schools.
• Presenter: Ralph Henry (Director, Capital Projects).
• Key Discussion Points:
  • Project Management: PMA (Owner's Project Manager) is fully under contract.
  • Designer Selection:
    • Request for Services (RFS) for designers yielded six responses.
    • Three firms have been shortlisted for interviews on September 25th.
    • The selection panel includes Superintendent Carmona, Director Henry, and Courtney Koslow (Winter Hill parent and School Building Committee member).
    • The RFS requires designers to consider all options through the feasibility study, including consolidation and different sites.
  • Construction Advisory Group (CAG):
    • The CAG has continued to meet, examining building size and location.
    • A public survey is currently in the field, receiving high response rates, and will close the day after designer interviews.
    • The CAG's recommendation will inform the Mayor's decision, who is a voting member of the MSBA board.
  • Survey Data: Demographic information is being tracked for the survey. Initial responses showed a higher proportion of high-income homeowners. Targeted outreach is being conducted to reach underrepresented demographics. The consultant will analyze the data, considering weighting for demographic representation.
  • Financial Implications: Financial scenarios, including updated cost estimates, debt service calculations, and bond ratings for different building options (one vs. two schools), were presented to the CAG last week. This information will be presented to the committee at a future meeting.
  • Process Timeline: Director Henry addressed concerns about Somerville's pace compared to other communities, emphasizing the complexity of Somerville's project, higher contractual requirements due to city ordinances, and parallel work being done by the CAG.
  • Design Firm Selection Concerns: Councilor Clingan raised concerns about firms' experience with passive house design and ensuring the "A team" remains on the project after contract award. Director Henry stated these are valid concerns and mechanisms exist in Somerville's contracts to address them.
  • St. Ann's School: One design firm's concept included the St. Ann's School building, which Director Henry noted was a creative concept but early in the process. He confirmed ongoing contact with the archdiocese regarding real estate.
• Outcome: Work complete.

2. City's Contingency Plan for Emergency School Closure

• Item: That the administration submit to the city council and school committee, the city's contingency plan in the event of an emergency school closure during the 2025, 2026 school year.
• Presenter: Liaison Redassi.
• Key Discussion Points:
  • Five-Step Plan (Immediate Term):
    1. Instant Reaction: Mobilize immediately.
    2. Incident Command System (ICS) & Emergency Operations Center (EOC): Convene ICS and activate EOC within hours.
    3. Tufts Administrative Building (TAB): Address immediate instructional needs at the TAB, which Tufts has cleared for use.
    4. Relocate SPS Admin/City Staff: Move SPS administrative and city staff from the TAB to other locations (e.g., remote work, annex).
    5. Long-Term Solution: Rapidly evaluate more long-term solutions, including confidential discussions with community partners with large properties.
  • Preventative Maintenance: Emphasized the importance of ongoing preventative maintenance (as discussed in Item 9) to prevent building failures.
  • Employee Impact: The plan acknowledges the challenge of relocating employees from the TAB, with remote work and other city spaces as potential options.
• Outcome: Work complete.

4. Full Scope of Work at Cummings School for Emergency Use

• Item: That the mayor create and make public specific plans that outline the full scope of work necessary at the coming school, including capacity, time, and cost to host some of the public school students in the event of an emergency and provide regular updates to this council until such plans are completed.
• Discussion: Liaison Redassi explained that the School Committee is currently considering a Memorandum of Understanding (MOU) regarding a full continuity of operations plan, which would include evaluating alternative locations like the Cummings School. The MOU has not yet been accepted by either party.
• Outcome: Kept in committee.

7. Swing Space Plan Development

• Item: That the Director of Asset Management developed a swing space plan to accommodate several public school students to mitigate disruption to students, families, and staff while a school building is unavailable or during construction.
• Discussion: This item is related to the ongoing MOU discussions and the development of a comprehensive continuity of operations plan, which would address swing space needs.
• Outcome: Kept in committee.

Adjournment: The meeting was adjourned at 8:32 p.m. by roll call vote. * Councillor Sait: Yes * Councillor Davis: Yes * Chair Clingan: Yes