Weston board approves Option 3 VRF plan for North House HVAC, adds gym split unit

The Weston Board of Education voted to approve Landmark Facilities Group’s recommendation to install a VRF (variable refrigerant flow) heating and cooling system for the North House and to replace the gym unit with a split system.

Board Chair Steve opened discussion on the North House HVAC project, noting the feasibility work and multiple site visits Landmark performed. Adam, a consultant from Landmark Facilities Group, described four options considered: reuse/retrofit unit ventilators with a rooftop DOAS (Option 1); central rooftop RTUs with VAV zones (Option 2); a full VRF system delivering individually zoned heating and cooling to classrooms and a rooftop fresh air unit (Option 3); and a hybrid combining RTU on the second floor with VRF on the first (Option 4). Adam and Landmark emphasized Option 3’s operational flexibility and per-room zoning, while acknowledging it was costlier and might require less structural work than rooftop-ducted RTU solutions.

Board members pressed consultants and staff on costs, additional ‘‘soft’’ expenses (architectural, structural, electrical work noted as add-ons labeled a–e in the consultant report), and timelines. The presentation listed core cost figures discussed at the meeting: the Option 3 base estimate shown in the report was about $1,200,000 before add-ons; Option 4’s base estimate was about $915,000; a gym upgrade line of roughly $206,000 was presented as additive to any option. Board members and consultants also discussed that additional items (architectural, structural, electrical feeders, etc.) could add several hundred thousand dollars to the total. Landmark said the installation timeline would be similar for Options 3 and 4.

Several board members and staff argued for the longer-term operational and maintenance benefits of Option 3. Facilities staff and board members noted Option 3 would unify disparate systems, reduce reliance on boilers for heat, provide per-room heating/cooling control, and likely reduce maintenance complexity over time despite higher upfront cost. Finance staff (Phil) confirmed the district does not yet have a single, encumbered appropriation for the full construction; the plan is to present a funding request to the Board of Finance in November for the design and construction phases.

After public discussion and questions about contingency and lifecycle costs, Board member David moved that the Weston Board of Education approve the North House HVAC project as recommended by Landmark Facilities Group (Option 3) and the gym split unit. The motion was seconded; the board voted in favor and the motion carried. The board will seek funds from the Board of Finance in November to proceed to design and procurement.

Why this matters: North House currently lacks full air conditioning and has inconsistent ventilation. Board and consultant statements in the meeting highlighted indoor air quality and summertime comfort as learning-and-health issues that the project aims to address. Board members said the project would affect classrooms, the gym and roughly two floors of instructional space and that timely funding was necessary to meet a goal of installing systems for the start of the 2026–27 school year if approvals and procurement proceed on schedule.

Implementation and next steps: The board will present the approved design and cost estimate to the town Board of Finance in November and seek the necessary appropriation. Consultants noted warranty and expected equipment life (typically 15–20 years for major mechanical components) and recommended budgeting for medium-term replacement cycles and potential refrigerant regulation changes.

Quotes (verbatim from meeting): “This really will lower our, our carbon footprint because we won't have to run the boiler so much.” — Mike (facilities staff) “VRF system is a little easier to do. It's a little bit more expensive, but easier to do because we we have to provide just a refrigeration piping instead of dealing of all ductwork.” — Adam (Landmark Facilities Group consultant)

Ending: With the board vote to proceed with Option 3 and the gym split unit, administrators will refine the design, finalize the budget add-ons (architectural/structural/electrical), and seek funding from the Board of Finance in November so the district can move to procurement and construction planning.