Sharon Standing Building Committee
Minutes
October 22, 2002
Members Present: Dave Belton, Deborah Benjamin, Bill Croteau, Fred Clay, Gordon Gladstone, Donald Gilligan, Steve Kennedy, Linda Lurie, Tim Quirk, Joel Wolk
Members Absent: Brian Pariser
Guests Present: Roger Hoit - Strekalovsky & Hoit, Tom Feeney, Tony Pruner - Heery International, Inc., Ron Ashton - Kaestle Boos Associates, Inc., Ken Wertz, Judy Freedberg, Sue Lechter – Sharon Public Schools
Minutes: The minutes of October 8, 2002 were submitted for approval.
MOTION: To accept the minutes of October 8, 2002 as corrected.
(Belton/ Quirk 8-0-2 –Lurie/Benjamin abstained)
NOTE: Member Lurie asked if a section for absent members could be added.
The Executive Session Minutes of October 8, 2002 were submitted for approval of content only.
MOTION: To accept the Executive Session Minutes of October 8, 2002 as written for content only. (Belton/Kennedy 8-0-1- Lurie abstained)
Invoices:
Heery International, Inc. (East Elementary) $17561.00 (Kennedy/Belton - unanimous)
Heery International, Inc. (Middle School) $17732.00 - Final Bill for pre-construction services - hold until the job is complete
The Patriot Ledger ( Wilber – advertisement of RFP ) $ 52.38 (Belton/Gladstone - unanimous)
Correspondence: Reading File
Cottage Street School
A letter to DF Pray from Strekalovsky & Hoit RE: Proceed with Science Casework
Clerks Daily Reports
October 9/30/02 – 10/11/02
Testing Results -Briggs Engineering and Testing - none
East Elementary School
A letter to NSTAR from Heery RE: new electrical service
Clerks Daily Reports
October 9/30/02 – 10/11/02
Middle School
A letter to M. McKeon from Heery letter regarding comments on budget
Cottage Street Elementary School (Heery, Strekalovsky & Hoit)
Construction and Budget Status: Mr. Tom Feeney gave an overview of the construction work that is in progress at the Cottage Street School. There is rough construction and finish construction going on at the same time. There are some windows that still need to be installed to make the building weather tight. There is a delay with window delivery because the vendor has fabricated the wrong windows. The windows are now anticipated to arrive in mid-November. The outside play area is being hydro-seeded on 10-23-02. Mr. Feeney stated that this is late for hydro seeding and the contractors are proceeding at their own risk. The parking lot binder coat will be installed soon. New sidewalks will be installed along the new parking lot. Both
areas are being prepped for paving. The elevator is being installed. The elevator contractor is waiting for power to be connected in this area. The cab has not been installed. The power for the new addition is complete. The generator should be installed next week. The sump pump in the mechanical room has been installed. This should remedy the storm water discharge into the septic system. A floor drain will need to be installed in the boiler room as required per code.
Potential Change Orders - no changes to the PCO log at this time. Mr. Pruner stated that there were no requests for the Committee to be approved at this meeting.
FF & E and Technology purchasing status -
A request to purchase storage bins to be used for the upcoming moves was presented by the school department.
MOTION: To approve Purchase Order # CMO-160-03- for storage containers, (336 rough tote storage bins) for a total of $2,856.00 to be used during the moves. (Quirk/Belton 4-4-0 (JW/LL/TQ/SK voted in the affirmative) Motion fails. Note: The Committee stated that this request could be resubmitted with a comparison of other types of storage containers.
Decisions to be made.
The Committee reviewed a request from Dr. Jackson - “for sinks to be lowered to the minimum legal height for all classroom sink installations at the Cottage Street Elementary School.” The Committee discussed the height of the sinks and stated the existing sinks (sinks that were installed prior to construction) were not installed per the ADA requirements. The chairman requested that the architect do a sketch to handle this request. A proposed change order (PCO) can be issued requesting a response with in a specified time. An alternate to add a second sink will be included in this PCO. The newly installed sinks are too high for most kindergarten and first grade students. It was the consensus of the Committee to request the architect to meet with
the School Administration to get a complete scope of work prior to issuing a sketch and PCO. This will also be an issue at East Elementary School. Notification of this decision will be sent to Heery International, Inc., Strekalovsky & Hoit, and the School Administration.
East Elementary School (Heery Strekalovsky and Hoit)
Construction and Budget Status: Mr. Pruner gave an over view of the project. The project is off to a slow start.
Potential Change Orders:
Mr. Pruner gave an overview of the PCO log that was prepared by Mr. Collins.
MOTION: To authorize Heery International, Inc. and Strekalovsky & Hoit to approve Construction Change Directive (CCD’s) not to exceed $2500.00 for emergency items. (Belton/Quirk – unanimous)
This will follow the same procedure as Cottage Street. The chairman will issue a letter to DF Pray, Strekalovsky & Hoit and Heery International, Inc.
FF & E and Technology purchasing status:
A request to purchase storage bins to be used for the upcoming moves was presented by the school department.
MOTION: To approve Purchase Order # EMO-159-03- for storage containers, (336 rough tote storage bins) for a total of $2,856.00 to be used during the moves. (Belton/Quirk 6-2-0 Gladstone/Kennedy opposed)
Decisions to be made.
The Committee reviewed a letter from Peter Collins requesting that legal counsel review the contract for Education Technology Integration Services. The School Department holds the contract for the technology at the Cottage Street School. The SSBC is not the contracting officer for technology; however, the SSBC is paying for this work under the construction project. This item is not necessarily a SSBC issue and it will be referred to the School Administration for their action.
MOTION: The Sharon Standing Building Committee will not approve authorization of funds for contracts that have not been approved by counsel. (Belton/Quirk – unanimous) (Note this could be a liability for the Committee if the contract was not approved.)
The Committee reviewed a request from Dr. Jackson - “that the computer lab design for the East Elementary School be changed from a 19 student station classroom to a 25 student classroom.” There was discussion regarding why the student station number was reduced. The layout was changed when it was discovered that the stations were located on the unit ventilator. It was the consensus of the Committee that the architect be directed meet with the School Administration to review the layout of this computer lab prior to issuing a sketch and a PCO. The Committee was favorable to this change to accommodate 25 students in this classroom.
A request from Dr. Jackson requesting – “that the Library Media Center Floor layout for the East Elementary School be altered to reflect the changes in the attached drawings.” Mr. Hoit stated that this change could be implemented with no cost associated with design or construction. The architect responded that there will be no problems associated with HVAC, structural, lighting, or code issues. The Committee compared the request to the construction documents. The members of the Committee stated that the SSBC was formed to set up procedure for construction and that this has not always been followed.
MOTION: To direct the architect to move forward with this request and to make the changes in accordance with the school department’s request. (Belton/Quirk 8-1-0- Kennedy opposed)
The Committee reviewed two other requests from Dr. Jackson stating: “That the Administration circulation desk design for the East Elementary School be changed to allow proper use intended.” and “That the Library Media Center circulation desk design for the East Elementary School be changed to allow proper use intended.”
MOTION: To direct the architect to move forward with this request and to make the changes in accordance with the school department’s request. (Belton/Quirk - unanimous)
Middle School Project (Kaestle Boos Associates, Inc., Heery)
Mr. Ashton gave an overview of the status of the project. Mr. Ashton stated GGD would issue a written response to the Committee in regards to questions being asked and answered by the Board of Health and Conservation Committee. The Committee discussed a letter from KBA for Feasibility Study to review the scope of repairs to the middle school. It was discussed that this would be a band-aid approach to the problems at the Middle School. For example if the windows were approved for repair, then approximately 50% could be repaired because of the construction project. The Committee discussed that repair changes to the project could jeopardize the project standing with the SBAB. This request could not be funded from the SSBC budget because of the Town Meeting Vote, which designated that this money
was appropriated for design services. The architect reviewed the form “summary of spaces for maximum construction cost allowance” with the Committee. This report will be used for the presentation before the School Committee in November. The range is based on number of students that will be attending the school. The Committee reviewed the budget report that was prepared by Heery.
The FF & E budget has not been set from the School Administration. The number that is being carried in the draft budget has been calculated on both a per pupil costs and square foot cost. The items in the FF & E budget are determined by the School Administration. The earliest date that this project could be started is spring 2004. The Commission of Disability reviewed the plans and made comments. The architect will respond back to the commission on an item by item basis.
Board of Health, Conservation Commission - The architect needs to forward a set of plans for the kitchen to the Board of Health for their review and comments.
Public Utilities - Summary of communications with NSTAR, Bay State Gas, Verizon
AT & T – The chairman stated that it is important to keep written documentation on any communications with the utilities.
Decisions to be made:
The Committee directed the architect to meet with the School Administration and have the construction documents approved by the Superintendent as well as the school principal and appropriate staff.
The School Committee representative will be requesting a new meeting date for the middle school presentation.
Other Business
Member Lurie stated that she has been appointed to the Personnel Board and she has no conflict of interest serving as a member of both the Personnel Board and a member of the SSBC.
Utility Rebate Program:
There was discussion regarding the rebate program from the utilities. Mr. Wertz stated that the mechanical and electrical consultant should fill out this rebate program associated with utilities for the construction projects, as it is necessary to include information from the engineers. The chairman asked both Kaestle Boos Associates, Inc. and Strekalovsky & Hoit to pursue these rebates with the utmost diligence. There were several options of reimbursement.
Wilber Municipal Building:
The Committee received an evaluation form for the Wilber School Building Program. The members were instructed to read the proposals and fill out the evaluation forms. The Committee will be meeting on 10-29-02 to review the proposals. Members Kennedy and Croteau will not be able to attend this meeting but will forward their evaluations to the administrative assistant to be included in the discussions.
The next scheduled meeting of the SSBC is scheduled for 10-29-02 at 6:00pm in the Town Hall – lower level meeting room. The purpose of this meeting is to meet as the Designer Selection Committee and review proposals that were submitted for the design of the Wilber School.
The Committee will meet on November 5, 2002 at 6:30pm at the School Administration Offices to discuss the school construction projects.
The meeting adjourned at 10:15pm.
Respectfully submitted,
Maureen R. Doherty – Recording Secretary
______________________________ ______________________________
Signature of Chair Date of Acceptance
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