School Building Facilities and Maintenance Special Committee

Governing Body: School Building Facilities and Maintenance Special Committee (Joint Committee with Somerville School Committee) Meeting Date: December 08, 2025 Type of Meeting: Remote Participation Attendees:

• Councilors: Jesse Clingan (Chair), Lance Davis, Naima Sait
• School Committee: Laura Patone, Sarah Phillips
• City Staff: Yasmin Erdasi (Legislative Liaison, IGA), William Fisher (Director, Office of Emergency Management), Rich Raish (Director, Infrastructure and Asset Management), Ralph Henry (Director, Capital Projects), Liz Cortiello (Director, School Health Services), Jill Lathan (Commissioner, DPW)
• Clerk: Clerk

• Discussion: Chair Clingan called for a vote to approve the minutes from the October 28th meeting.
• Vote:
  • Motion: To approve the minutes of the School Buildings Facilities Maintenance Special Committee of October 28th.
  • Mover: Councilor Davis
  • Seconder: Councilor Sait
  • Outcome: Approved
  • Votes For: Councilor Davis, Councilor Sait, Chair Clingan (3)
  • Votes Against: 0
  • Abstentions: 0

• Discussion:
  • Yasmin Erdasi, Legislative Liaison, IGA, reported no substantive update on the MSBA process. She noted that Mayor Ballantyne and Mayor-elect Wilson are in communication to ensure a smooth transition and are awaiting recommendations from the school construction advisory group.
  • Rich Raish, Director of Infrastructure and Asset Management, stated that the School Building Committee is meeting monthly. The most recent meeting focused on the educational plan, with consultant architect Perkins Eastman leading workshops with SPS administration. The educational plan is expected to be presented to the School Committee in February or March 2026.
  • Councilor Clingan recommended that interested parties review the recorded MSBA committee meetings on the City of Somerville website for detailed presentations.
• Outcome: Item to remain in committee for future updates.

• Discussion:
  • William Fisher, Director of the Office of Emergency Management, presented a memo outlining the Continuity of Operations (COOP) plan.
  • The process began in October 2025, with weekly meetings to identify risks, critical resources, and ensure educational expectations are met.
  • The initial plan involves assessing a school disruption, potentially moving students to the TAB building temporarily, and then seeking a more permanent solution.
  • The timeline for the COOP plan concludes in March 2026, with a draft plan expected by late January or February 2026. This draft would be executable if needed, with further refinement to follow.
  • School Committee Chair Paton inquired about the risk of slippage in the timeline, to which Director Fisher responded that a draft plan would be available by late January/February, allowing for execution even if not fully finalized.
• Outcome: Item to remain in committee for ongoing updates.

• Discussion:
  • Rich Raish, Director of Infrastructure and Asset Management, stated that work is in progress. Improvements are being made for its use as a warming center, which also benefits its potential as a school building.
  • A contract amendment was signed with Bayer Blinder Bell (the architecture firm that worked on the Edgerly and City Hall) to conduct additional investigative work on the School Street wing of the Cummings School. This will identify necessary upgrades (ADA, electrical, plumbing, structural) and provide planning-level cost estimates.
  • Ralph Henry, Director of Capital Projects, confirmed that current work primarily focuses on code compliance (fire alarm, restrooms, heating) for the warming center.
  • Councilor Clingan clarified that Bayer Blinder Bell's work will assess the building's suitability and cost for becoming a functional school again.
  • Director Raish indicated that the Cummings School assessment would not complicate the current MSBA process for other schools.
  • School Committee member Patone confirmed that the assessment work is foundational for making informed decisions about the building's future use or disposition.
  • Director Henry estimated that the evaluation by Bayer Blinder Bell would take approximately three months, with a draft report and cost estimates following within another month or so.
• Outcome: Item marked as "Work Complete" with an expectation of a report in May 2026.

• Discussion:
  • Councilor Sait explained that this order stems from a 2024 resolution passed by both the City Council and School Committee regarding actions to promote student and community health and resilience in the era of climate change, specifically decarbonization of school buildings. The resolution called for an update by July 1st, 2025.
  • Yasmin Erdasi, Legislative Liaison, IGA, clarified that the next step, as per the SEU collective bargaining agreement, is for the School Committee (via SPS legal) to work with the city's legal department on an MOU to set standards.
  • School Committee Chair Paton thanked Councilor Sait for spearheading the resolution and noted the School Committee's commitment to the work.
  • School Committee member Patone suggested the School Committee follow up with the Superintendent regarding the MOU and also raised the MSBA's Accelerated Repair Program (ARP) for roofs, windows, doors, and heat pumps. She inquired about the city's interest in applying for these programs for schools like Healy and JFK.
  • Director Raish stated that heat pump conversions would require swing space and would be more feasible after new schools open. He expressed interest in strategizing with the School Committee in the new year for ARP applications for the Healy and JFK roofs.
• Outcome: Item marked as "Work Complete" with Councilor Sait intending to resubmit a new order in February 2026 for a July 2026 report.

• Discussion:
  • Chair Clingan recalled previous discussions where it was stated that all dispensers were operable and regularly replaced.
  • School Committee Chair Paton recalled questions about restocking frequency and access in gender-neutral bathrooms, particularly at Argenziano.
  • Liz Cortiello, Director of School Health Services, provided an update:
    • Citron refills East Somerville every 56 days and Winter Hill every 28 days (Winter Hill was part of a city building pilot).
    • Custodians fill other dispensers, relying on school administration to report low stock.
    • Spot checks show dispensers are typically at least three-quarters full and operable.
    • A dispenser has been installed in the gender-neutral bathroom at Argenziano.
• Outcome: Item marked as "Work Complete."

• Discussion:
  • Councilor Davis initiated the discussion due to visible cracks in the Brown School foundation.
  • Ralph Henry, Director of Capital Projects, confirmed the existence of a long-standing "sawtooth crack" in the brick facade. A contractor will fill it with backer rod and elastic caulking to prevent water and pest intrusion.
  • The foundation is monitored quarterly by Kevin Hatcher (Green Buildings Manager) and Director Henry, comparing current observations with two and a half years of photographs and historical data.
  • Rich Raish, Director of Infrastructure and Asset Management, stated that the crack is likely due to age and possibly tree roots, but is not a structural concern. Structural and geotech engineers have confirmed no cause for alarm. The crack exhibits seasonal drift.
  • School Committee Chair Paton inquired about a mitigation plan for the tree, to which Director Raish responded that monitoring is the current plan, and if permanent deflection is observed, the tree's removal would be discussed.
  • School Committee member Patone requested that quarterly reports be shared with Ms. Barry (SPS administration) for awareness.
  • School Committee member Patone suggested making information about the crack and its monitoring more publicly accessible, possibly through the city's website.
• Outcome: Item marked as "Work Complete" with an expectation of a report in May 2026.

• Discussion:
  • Councilor Davis explained the order's intent was to understand the budgetary implications of snow removal and how climate change might affect future snow day planning.
  • Councilor Davis noted that state budgeting rules allow for amortization of snow removal budget overrides over future years, providing flexibility.
  • School Committee Chair Paton emphasized the complexities of climate change projections on snow and ice and the need for city staff to consider these factors.
  • Jill Lathan, Commissioner of DPW, provided context on snow removal budgeting:
    • Budgeting is not directly tied to actual snowfall but to preparedness (contractors, vendors, staff).
    • DPW conducts annual snow drills to familiarize staff and vendors with routes and new infrastructure.
    • Snow emergencies are typically called for forecasts over four inches, involving coordination with multiple city departments and schools.
    • The decision to call a snow day is made with health and safety in mind, especially regarding student travel.
    • Not every snow day is tied to a snow emergency, but a snow emergency usually leads to a school closure.
    • DPW provides regular weather reports to schools to aid their decision-making.
• Outcome: Item marked as "Work Complete."

• Discussion:
  • Councilor Davis highlighted the challenge of clearing snow from new safety surfaces in schoolyards without damaging them or voiding warranties.
  • Dr. Phillips (School Committee) noted that at Argenziano, play structures are inaccessible with snow underneath. PTAs have organized hand shoveling (without metal shovels), but this is unsustainable. She inquired about the use of powered snow brushes on crumb rubber surfaces.
  • Commissioner Lathan stated that any shoveling, even by hand, damages the specialized surfaces. She explained that powered snow brushes are designed for synthetic turf with infill, not the rubberized poured-in-place surfaces found in schoolyards, and would cause damage.
  • Commissioner Lathan emphasized the high cost of replacing these surfaces (e.g., East Somerville needs complete resurfacing). She suggested exploring creative programming with Parks and Rec for snow days.
  • Yasmin Erdasi (Legislative Liaison, IGA) from PSAF (Playground and Schoolyard Accessibility Fund) clarified that poured-in-place rubber and engineered wood fiber (FIBAR) are used for required six-foot fall zones due to ADA compliance and shock absorbency. She noted strong resident demand for these surfaces and synthetic turf fields during the design process.
  • Councilor Clingan suggested exploring rubberized playground mats/tiles as a more durable alternative and considered leaf blowers for light, dry snow removal.
  • School Committee Chair Paton emphasized the need for schoolyards to be usable year-round for outdoor play and learning, suggesting a focus on designing surfaces that allow for snow removal. She proposed further discussion on design considerations with PSAF in the upcoming year.
  • Dr. Phillips conveyed a question from Ms. Patone (School Committee) regarding which schools are most impacted by snow clearance constraints and how snow clearance can be explicitly factored into new school building designs.
• Outcome: Item to remain in committee for further discussion in 2026.

Adjournment:

• Motion: To adjourn the meeting.
• Mover: Councilor Davis
• Seconder: Councilor Sait
• Outcome: Approved
• Votes For: Councilor Davis, Councilor Sait, Chair Clingan (3)
• Votes Against: 0
• Abstentions: 0
• Time: 7:49 PM