School Building Facilities and Maintenance Special Committee

September 15, 2025
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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:

  • City Council: 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 Lathan (DPW Commissioner), Bill Fisher (Director of Emergency Management), Ralph Henry (Director, Capital Projects), Matt Bennett (Building Superintendent), Amaria Onosike (Chief of Staff, SPS), Jamie Goldstein (Liaison), Delaney Fisher Cascio (Clerk)

Executive Summary

The joint committee addressed critical infrastructure and operational matters, including the approval of past meeting minutes, a contingency plan for emergency school closures, and a comprehensive update on the Jenny Smithers Pool. Significant progress was reported on summer maintenance and capital improvement projects across Somerville Public Schools, with a focus on the Argenziano, Kennedy, and East Somerville Schools. The Massachusetts School Building Authority (MSBA) process for the Winter Hill and Brown Schools was also updated, highlighting the selection of a design firm and ongoing community engagement.

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

  • Discussion: The minutes from the June 10, 2025, joint meeting were presented for approval.
  • Vote:
    • Councillor Sait: Yes
    • Councillor Davis: Yes
    • Chair Clingan: Yes
  • Outcome: All votes in favor. Minutes approved.

2. Contingency Plan in the Event of an Emergency School Closure During the 2025-2026 School Year (from Councilor Davis and School Committee)

  • Discussion: Liaison Jamie Goldstein presented a five-step contingency plan in response to concerns about emergency school closures.
    • Step 1: Instant reaction, convening an incident command system, and activating an emergency operations center.
    • Step 2: Utilizing the Tufts Administrative Building (TAB) for immediate instructional needs, as Tufts has cleared it for this use and it has existing classrooms.
    • Step 3: Mobilizing quickly to move in and out of the TAB, leveraging past experience.
    • Step 4: Moving Somerville Public Schools (SPS) administration and city staff from the TAB to alternative locations (options outlined in the memo).
    • Step 5: Rapidly evaluating a more long-term solution, with ongoing confidential conversations with community partners regarding large properties.
    • Director of Emergency Management Bill Fisher confirmed that during the June chemical spill, the emergency response, alerting, and evacuation protocols worked effectively, ensuring student and staff safety despite the scary nature of the event. No toxic fumes were detected.
    • Councillor Clingan inquired about the plan for displaced employees, noting the memo suggests remote work or relocation to the Annex.
    • School Committee Chair Leron Betone and Ms. Patone expressed appreciation for the plan, acknowledging it provides certainty for constituents and demonstrates a commitment to preparedness, despite past frustrations regarding the time it took to develop such a plan.
  • Outcome: Work complete.

3., 5., and 6. Jenny Smithers Pool Updates

  • Discussion: Chief of Staff Nikki Spencer and Director of Operations Yanni Tseregatis provided a comprehensive update on the Jenny Smithers Pool, addressing items 3, 5, and 6.
    • Memo Summary: A memo detailing improved procedures, cleanliness, and teamwork at the pool was submitted.
    • Schedule Alteration: DPW and Parks & Recreation recommend altering the pool schedule to close one day during the week and expand weekend hours. This will allow for dedicated maintenance and adjustments. The specific day off will be finalized based on lower attendance and avoiding impact on school swimming lessons.
    • Lifeguard Manual: The lifeguard manual has been updated by Director Tseregatis, vetted by ISD and DPW, to ensure proper procedures for chemical testing and reporting.
    • Chemical Spill (June): The cause was identified as human error due to overfilling a muriatic acid tank. An improperly stored chlorine bottle was also found.
      • Actions Taken: DPW and Parks & Recreation clarified tank limits, reviewed chemical storage protocols, and DPW installed a shutoff valve on the water hose in the storage closet.
      • After-Action Exercise: Director of Emergency Management Bill Fisher will convene an after-action exercise to train and improve protocols with relevant departments.
    • Councillor Sait's Questions:
      • One-Day Closure: The closure will be implemented soon and is a best practice, not solely due to the lack of a director. It allows for coordinated maintenance and avoids programming interruptions.
      • Role Delineation: Roles for Parks & Recreation and DPW have been redelineated and retrained, focusing on chemical balance testing (four times daily by Parks & Rec, occasionally by DPW), routine cleaning, and strengthened communication protocols for urgent issues.
    • Councillor Davis's Comments: Expressed constituent frustration regarding ongoing pool issues but acknowledged the efforts. Noted the human error cause of the spill and hoped for improved training and procedures with a new director. Questioned the cost-effectiveness of the one-day closure versus other options.
    • Councillor Sait's Follow-up: Inquired about rescheduling classes canceled during past closures. Nikki Spencer stated that efforts have been made to improve communication with users and that anyone who missed a class should have received a follow-up. She encouraged individuals needing support to reach out.
    • Councillor Clingan's Questions:
      • Staff Changes: Acknowledged some staff departures but stated the Parks & Recreation team continues daily operations.
      • Outside Contractor: Commissioner Jill Lathan confirmed that outside contractors have always been used for complex pool systems (e.g., Western Samson, Wolfpack).
      • Contractor Responsibility: Commissioner Lathan clarified that Parks & Recreation staff are primarily responsible for chemical testing and balances, with DPW supporting.
      • Deep Cleaning Schedule: DPW plans to return to an August schedule for deep cleaning and system maintenance.
    • School Committee Questions:
      • Third-Grade Swim Lessons: Dr. Phillips asked about the impact of the one-day closure on third-grade swim lessons. Yanni Tseregatis stated they are working to avoid conflicts and that make-up lessons from last year are difficult due to students advancing grades.
      • Coordination with SPS: Amaria Onosike (Chief of Staff, SPS) confirmed ongoing communication with Parks & Recreation regarding scheduling.
  • Outcome: Work complete.

8. MSBA Process for the Winter Hill and Brown Schools

  • Discussion: Director Ralph Henry provided an update on the Massachusetts School Building Authority (MSBA) process for the Winter Hill and Brown Schools.
    • Owner's Project Manager (OPM): PMA is fully under contract and has begun work, leveraging their experience from the high school project.
    • Designer Selection: A Request for Services (RFS) for designers (architects and disciplines) received six responses, indicating high interest.
    • Selection Process: The MSBA-driven selection panel, including Dr. Carmona, Director Henry, and Courtney Koslow (Winter Hill parent and School Building Committee member), shortlisted six firms to three. Interviews are scheduled for September 25th, after which a top firm will be selected for contract negotiations.
    • Construction Advisory Group (CAG): The CAG has continued to meet, examining building size and location.
    • Community Survey: A second community survey, developed in collaboration with the CAG, is in the field and has received a high response rate. It will close the day after interviews, with data provided to the CAG for final consideration. The first survey's data is available but not heavily weighted due to methodological flaws.
    • Councillor Davis's Concerns: Expressed concern that conversations might be steering towards a single option. Highlighted the significant red flag of combining the two smallest schools into potentially the largest, and the impact of closing the only school in Ward 6. Stated he would actively campaign against such a plan.
    • Councillor Clingan's Clarification: Confirmed that the CAG makes a recommendation to the Mayor, who is a voting member of the MSBA board and will bring an informed decision to that body.
    • Passive House Experience: Councillor Clingan noted that some top design firms may lack extensive Passive House experience and urged the committee to inquire about this during interviews.
    • "A Team" vs. "B Team": Councillor Clingan raised concerns about firms presenting an "A team" during selection but deploying a "B or C team" after contract award, asking if stipulations could be made.
    • St. Ann's School: Councillor Clingan inquired if one firm's concept included the St. Ann's School building, and Director Henry confirmed it was a creative concept, acknowledging the need for archdiocese cooperation.
    • Timeline Comparison: School Committee Chair Betone asked why Somerville's MSBA process seemed slower than other communities. Director Henry explained that every project is unique, Somerville has more complex requirements due to city ordinances, and the CAG's parallel work may ultimately save time in the feasibility study phase.
    • Ms. Patone's Comments: Emphasized the complexity of the CAG's recommendations, considering values, potential losses/gains of combining schools, addressing risks of old buildings, enhancing inclusion, and significant financial implications. Stressed that the survey is not a vote but a data point.
    • Survey Data Weighting: Ms. Patone asked if survey data would be weighted to reflect the demographics of Somerville residents. Director Henry confirmed demographic tracking and targeted outreach to underrepresented groups. Nikki Spencer added that consultants are working with SummerStat to determine the best analytical approach.
    • Abutter Outreach: Councillor Sait requested information on outreach to abutters of proposed school locations. Director Henry committed to providing this information at a future meeting.
  • Outcome: Kept in committee.

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

  • Discussion: Director Ralph Henry (Capital Projects) and Commissioner Jill Lathan (DPW) presented a detailed overview of summer work.
    • Argenziano School:
      • Kitchen Expansion: Installation of an 88 sq ft walk-in freezer and an additional ventless electric oven, doubling cooking capacity.
      • Relocation of Equipment: Flash freezers and a tilting kettle moved from the former Winter Hill School, requiring gas, electrical, and drainage work.
      • Third-Floor Classroom: An 850 sq ft classroom is nearing completion, featuring new technology, smart boards, WiFi, increased fire sprinkler suppression, a sink, and cabinetry. Punch list walkthrough scheduled for tomorrow.
    • Winter Hill and Edgerly ADA Improvements: Modification of the sidewalk and accessibility ramp leading to Edgerly, significantly improving access for staff and others.
    • Kennedy School: Installation of a new air conditioning system using modular chiller technology. Enhancement of the Building Management System (BMS) to Johnson Controls, providing real-time data on comfort, temperatures, and energy usage.
    • High School: Installation of an additional plaque near the oval berm area.
    • Solar Panel System: The solar panel system became fully operational in late May/early June, deferring approximately 12% of the school's annual electricity usage and 16% during peak summer AC usage.
    • DPW Contributions (Matt Bennett, Building Superintendent):
      • General Summer Cleaning and Maintenance: Extensive cleaning, plumbing, electrical, painting, and general upkeep across all buildings, addressing 200-300 311 requests weekly.
      • Boiler Projects: Replacement of two boilers at Brown School, one at DPW for the water department, and bidding for the highway and fleet boiler.
      • Hot Water Pumps: Repairs at Capuano and Argenziano Schools.
      • Plumbing Issues: Addressing blockages and corrosion at Brown School.
      • Cummings School: New damper switch on the boiler room, repairs to the pneumatic system.
      • Edgerly: Adjustments to the ramp door and elevator issues, exterior lighting, painting, and patching. Replacement of older lights with LEDs.
      • East Somerville School: Patching, painting, plumbing, electrical repairs, and addressing rodent issues.
      • Healey School: Replacement of multiple sink traps to prevent leaks.
      • Kennedy School: Addressing older breakers, switches, plumbing issues, and full room painting.
      • High School: Minor repairs, cabinetry work, door frames, window screens, and replacement of GFI outlets.
      • Future Plans: Transition from "whiteboard maintenance" to data-driven maintenance using a citywide asset management program (OpenGov built on Cartograph) to track work orders, schedule preventative maintenance, and predict equipment issues.
    • East Somerville School Tiles: Councillor Clingan inquired about falling tiles. Commissioner Lathan stated DPW is working with the school department to understand the cause (e.g., vandalism, normal wear) and is bringing in consultants to assess the issue.
    • Boxing Club Space: Director Henry confirmed no active plans for the former boxing club space due to the prioritization of summer school work.
  • Outcome: Work complete.

4. Mayor Create and Make Public Specific Plans for Cummings School (from Council President Neufeld)

  • Discussion: Liaison Jamie Goldstein explained that the school committee is currently considering a Memorandum of Understanding (MOU) regarding a full plan for emergency displacement. This MOU, which is still under discussion, would include a comprehensive continuity of operations plan and an evaluation of alternative locations, including the Cummings School. The Cummings School is part of the Capital Improvement Plan (CIP) for potential improvements.
  • Outcome: Kept in committee.

7. Director of Asset Management Develop a Swing Space Plan (from Councilor Davis)

  • Discussion: This item is related to the ongoing discussions regarding the MOU and the development of a comprehensive continuity of operations plan, as explained under item 4.
  • 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

Last updated: Oct 6, 2025

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