Sharon Standing Building Committee
Minutes
November 12, 2002
Members Present: Deborah Benjamin Dave Belton, William Croteau, Fred Clay, Gordon Gladstone, Steven Kennedy, Arthur Kublin, Robert Levin, Linda Lurie, Brian Pariser,
Members Absent: Tim Quirk,
The meeting was called to order at 6:00pm
The following is a schedule of the architect interviews for design of the Wilber School Building .
6 PM Donham and Sweeney
7 PM Kaestle Boos
8 PM SEA
9 PM STV
10 PM SSBC deliberations.
The format of the interview was the same for each architect. Each of the Architects was given twenty minutes to present their proposal and participated in a thirty minute question and answer period was asked the following questions. All of the participants were asked the following set of standard questions.
What roles should the each project proponent (Town Administration, Library Trustees, Council on Aging), community members and the SSBC play in the design process? Please cite relevant experience in this area.
How do you propose to manage the activities of your team to develop an all-encompassing and coordinated design of a single facility addressing the very distinct requirements of the three individual departments? For example, how will your team establish priorities and make decisions?
What do you see as the important issues in this project?
How can the architectural design ensure flexibility for future programmatic change? How will the office and meeting spaces for the Library, Town offices and Council on Aging be different in the next decade?
Think of a recent project that is most similar to our project, what would you have done differently now that the project is complete?
In a past public renovation project what was one obstacle or problem and how was it solved or overcome?
Mr. Tadgh Sweeney gave and overview of Donham and Sweeney Architects, Inc. Mr. Marshall McLean, project manager described a building project in Chelsea that was similar to the Wilber School Building. Mr. Jack Moran - job captain described the project approach and the project schedule.
Member Kublin, asked about the involvement of Emmet Schmarsow on this project. Mr. Sweeney stated that Mr. Schmarsow is working just as an advisor that developed a program for project development.
Member Levin asked about the construction experience of Mr. Tom Jewel.
Chairman Wolk asked about quality control procedures that are in place. Mr. Sweeney stated he has several meetings with all the consultants and it keeps all participants updated throughout the design phase. Donham and Sweeney hires a MEP consultant and has an independent review.
Chairman Wolk also asked about cost controls. Mr. Sweeney stated that he sets up a budget at the end of design development and does cost estimates at different phases of the plans.
Member Croteau - asked about the presentation data that will be used to relay information to the user group. Mr. Jack Moran stated that he can use slides, power point, sketching and actual drawings.
Member Gladstone asked about the costs of the Chelsea renovation project. The estimated costs came in 2% higher than the estimate due to the bidding climate in 1999.
Member Clay asked what is the basic approach to the project? When will we know the cost and the final approach. Mr. Sweeney stated that they develop a cost estimate during design development. Mr. McLean stated that the reason that Chelsea was completely gutted because they needed to add an additional floor to the project. Mr. Moran stated that they have ideas and will confirm them when they have more time to go into the building and review the building. More detailed information should be available for the end of December. The Chelsea building is 32,000 square feet.
Discussion regarding bid schedules on pending projects was reviewed.
Member Rice asked about the firms approach to construction administration and their approach for cost control during the project. Mr. Sweeney stated that the clerk should be on the job and should be on the architects payroll. Chairman Wolk asked about working with a construction manager. Mr. Sweeney has not has this experience. The project manager takes over the project during construction.
Mr. Kublin asked about the senior center known as Old Colony Apartment. It was developed in the 1980's as the senior center and housing authority headquarters.
Kaestle Boos Associates, Inc.
Mr. Michael McKeon gave an overview of the firm and introduced his members of his team. Ms. Bonne Smith DeSousa discussed the major components of the building, one was the technical components of the building, the second was to bring and integrate three different user groups in the building and creating the right atmosphere for all the user groups. The senior center lends its self as the home away from home environment, the library is a multi-generation heart and sole of the building and the municipal offices are a professional office building. Mr. Kevin Witzell, would be the project architect and would coordinate the mechanical, architectural and code requirements on the building. He would work with Ms. DeSousa to coordinate the project. Mr. McKeon stated that he feels it is important to look at the extended
life of the program. Mr. Boos stated that they have been in business for over 40 years. He spoke about a similar project in Cromwell, CT which has the same program as the Wilber School. The idea of completely gutting the building prior to bid was discussed. They presented some schematic drawing for the use of the building.
Member Kennedy discussed the organization and wanted to know who is the design architect and who sees the building vision. Mr. McKeon stated they would take a team approach. The façade changes would take place in the parking lot area. The front façade and wings would remain the same. They have a weekly in house review.
Member Rice stated that the firm has a lot of experience in town buildings and asked how it works between the offices to coordinate between the users. Many of their projects have been in CT. Mr. Boos stated that he will be doing the presentations.
Member Gladstone asked about the conflict between cost and design. The conflict lies between scope and budget. It the budget is determined then the scope can be modified to meet the budget.
Member Clay asked about the costs of different alternatives and when can this be expected. It would take take 6 - 8 weeks. The architects need to look at the inside of the building.
Member Kublin asked if a restoration of the structure can be in conflict with the planned use of the building. Mr. Boos stated that there are some buildings that should not be restored but he feels that this building does not show signs of distressed. Mr. McKeon stated that he feels the multi-levels are can pose a challenge in the Senior Center.
Chairman Wolk asked about the contract and if it was acceptable. Mr. Boos offered tours of some of the projects for the committee to review.
SEA Consultants, Inc.
Mr. Bob Brandon gave and overview of his team and stated that he enjoyed working on the feasibility study. He stated that the majority of his team were also involved in the Feasibility Study and were ready to jump start this project. He stated that it is important to control costs of the project. They are also flexible to the design approach and renovation potential. The project includes both a site and a building. Mr. Brandon discussed similar projects. Mr. Thomas Huf gave an overview of the project concepts. Ms. Melissa Bennett gave an overview of the library program. There are grant programs available for 40% construction funding. Mr. Joseph McDonough is a structural engineer that will balance code and building issues in coordination with the architects. Mr. Arthur Spruch gave an
overview of the site issues and traffic concerns and drain water and surface circulation. Mr. Frank Vanzler is the cost estimator for the project. He works with the designers to review potential existing condition costs.
Member Kennedy asked about the library grant program and how the costs are allocated to the shared program. Ms. Bennett stated that this would be a test case for the State reimbursement program.
Chairman Wolk how do you insure that this project will be built within the Towns Budget. Mr. Vanzler stated that SEA is very sensitive to the budget process in the public construction arena. Mr. Vanzler stated that he gets very involved in the estimate project in reviewing the line items, existing conditions and materials used. Conceptual estimates are developed to keep the team on track.
Member Gladstone asked about the senior center experience. Mr. Brandon stated that he is responsible for the senior center programming issues.
Member Clay asked how long it will take to get estimates on one or more options. Mr. Huf stated that this should be completed within the first month. Mr. Brandon stated that they will come in with several schemes to review with the committee.
Member Kublin asked how they would review the space allocated for the senior center and how would this impact the building layout. Mr. Brandon stated that they are reviewing this item for accessibility issues.
STV Incorporated, Inc.
Mr. Maher Labib gave an overview of the project team and stated that he is the Principal in Charge for this building. Mr. Keith MacKenzie is the project manager, Mr. Joel Davidson is the project architect, Ms. Melissa Bennett will be in charge of the Library and Mr. Joseph Rizza will be responsible for the Town Administration and Senior Center. The budget process is very important in this project and they will be using a interactive process to insure this. Alternative funding sources need to be explored. Program verification is very important, building assessment needs to be completed before alternate schemes can be developed. Project Communications in the beginning part of the project needs to be open between the users and architect. The building committee will be invited to the meetings. Ms.
Bennett gave an overview of the library program for this building. Mr. Joseph Rizza gave an overview of the Town Hall and Senior Center program for the building. He feels that program issues need to be resolved. Record storage issues need to be addressed. The Senior Center will fit nicely into this building, it will need a reception area acoustics and lighting issues also need to be addressed. Mr. Joel Davidson stated that there will be architects dedicated to the users of the building. Mr. Davidson stated that he will coordinate all functions all the building.
Chairman Wolk asked about work that STV has done for larger agencies and how would your approach be for a small community group. Mr. Labib stated that he looks at the client on an individual basis not on the dollar basis. They have a wide range of projects. Ms. Bennett stated that STV has a project management staff that is superior.
Member Gladstone stated that he is concerned because this is such a large firm - who will be responsible for the communications. Mr. Labib stated that they have been involved with smaller projects. Mr. McKenzie stated that he is the project manager and he will be giving the directions.
Chairman Wolk asked about the budget process to insure that the project is completed within the Town's budget. The estimates will be done on the deliverable stages and there will be review by the internal construction management group that does the project estimating review. This is important when determining programming and mechanical systems.
Chairman Wolk asked about the presentation materials that will be used. Mr. Joel Davidson stated that they use a variety of material, boards, power points, isometrics, models.
The MEP will be done in house.
The committee reviewed the architect presentations for the Wilber School Study. The Committee felt that the integration of the three users is the key issue in the project. All the architects have qualifications for the building structure. Community communications is very important. The committee expressed their concern over the budget and cost control for the projects.
Motion: To establish ranking order STV, SEA, KBA and Donham & Sweeney for the Wilber School (Quirk/Kennedy) unanimous.
| 
