Sharon Standing Building Committee

November 9, 2004

Minutes

Members Present:  Dave Belton, Deborah Benjamin, Fred Clay, Bill Croteau, Gordon Gladstone, Greg Waugh, Colleen Tuck, Joel Wolk, Donald Gilligan

Members Absent: Richard Goldstein, Richard Slater,

Guests Present: Sue Lechter, Judy Freedberg, Ken Wertz, Ron Laprise,

Tony Branca, Carl Pearson

The meeting opened at 6:30pm at the Community Center Trailer.

Administrative Matters

The minutes of October 26, 2004 were submitted for approval.

MOTION:        To approve the minutes of October 26, 2004 as submitted (Benjamin/Tuck - unanimous)

Future meeting dates:  The members of the committee reviewed the future meeting dates.  It was consensus of the members to reschedule the meeting of 11/23/2004 to 11/30/04 due to the possibility of lack of a quorum due to the Thanksgiving holiday.

Invoices and Purchase Orders:  The following invoices and purchase orders were submitted for approval.

Cottage Street School

DF Pray, Inc. Req. # 31 -$754.50 (Tuck/Belton – unanimous)

Merrick Louison & Costello - $2546.25 (Tuck/Belton – unanimous)

East Elementary School

Expense Transfer – Overtime – Heat Issues $341.92 (Tuck/Belton – unanimous)

Merrick Louison & Costello $ 183.75 (Croteau/Belton – unanimous)

Verizon  - $52.49 (Tuck/Belton – unanimous)

Staples - $57.38 (Tuck/Belton – unanimous)

RJ Kenney Associates $ 42.50 (Croteau/Belton – unanimous)

Dicenso’s (PO # E-FFE-34-04 – complete) $174.00 (Tuck/Belton – unanimous)

Robert Lord Company (PO # E-FFE-08-04 - partial) $622.08 (Tuck/Belton – unanimous)

The committee noted for the record that DF Pray did not submit a requisition for payment at this meeting. 

Purchase Orders:

East Elementary School

PO # E-FFE-43-04 – Maps $844.80 (Croteau/Belton – unanimous)

PO # E-FFE-42-04 – Easel $198.00 (Croteau/Belton – unanimous)

PO E-FFE-41-04 – Theatre equipment - $ 1414.41(Croteau/Belton – unanimous)

Sharon Middle School Abatement Project

Suburban Middlesex Insulation (SMI) $ 13516.58 (FINAL PAYMENT) (Benjamin Tuck- unanimous)

JF McNamara & Sons - $375.00 (Benjamin Tuck- unanimous)

Correspondence:

• A memo to SHR from SSBC RE: school department expenses weekend of 10/23/04 (in member’s packets)
• An email from Chairman Joel Wolk to School Committee Member Don Gilligan RE: upcoming Middle School project (in member’s packets)
• A copy of a letter from KBA to Capital Carpet RE: Project close-out(in member’s packets)
• A copy of email from P. Costello RE: unresolved items – East (in member’s packets)
• A copy of a request from DCAM to SHR RE: Contractor evaluation
• A copy of the DCAM contractor evaluation (in member’s packets)
• A demand for Direct Payment – Rustic Fire Protection
• A copy of DF Prays response – Rustic Fire Protection – demand
• A copy of a letter to SHR from DF Pray – RE roofing delays
• A copy of a punch list from GGD to SHR RE: mechanical punch list
• A copy of a letter from Boston Showcase RE: punch list items
• A copy of correspondence from The Northern Group RE: PCO # 114
• A copy of a transmittal to SHR from SSBC RE: Cottage Street Documents
• East Elementary Logs prepared by SHR

Sharon Middle School Status – Mr. Ken Wertz gave the update for the Middle School abatement project.  The final requisition for SMI has been submitted and approved. There are several items that are incomplete for Capital Carpet.  Mr. Wertz has had communications with their project manager regarding completion of these items. The committee will review the budget status at the next meeting.

Middle School - Future HVAC and roof projects:  Mr. Wertz gave an overview of the future project for the roof and heating system replacement at the Middle School. Chairman Wolk asked about the use of unit ventilators and if they are still allowed by code.  The portion of the project is being conducted in accordance with the plans that were designed for the complete renovation and additions of the Middle School Project.  There were concerns raised about the implementation of this project.  Mr. Wertz stated that this project is moving ahead with the installation of unit ventilators.  A project budget has been presented to the School Committee however; this budget has not been presented to the SSBC.  This project will be under the jurisdiction of the SSBC.  The Chairman is scheduling a meeting with representatives from KBA and GGD to review the scope of this project. 

Senior Center Project – At the October 18^th Special Town Meeting the Senior Center Article passed which would allow for the completion of schematic designs and preparation of a construction budget.  A proposal for continuation of these services has been received from Court Street Architects and had been forwarded to Town Counsel on October 19^th, 2004 for the preparation of an amendment to their contract.  The SSBC expressed concern over signing the amendment as no money was appropriated to administer this project.  The Chairman will talk to the Town Administrator about this situation.

East Elementary School Project - Mr. Carl Pearson gave an overview of the project at the East Elementary School.  The majority of the major visual issues are nearly complete at this time. There was discussion about construction workers walking on to the job without following the security protocol that established at the beginning of the project.  Mr. Pearson stated that project security and sign in procedures are stressed at every project meeting.  Exterior caulking must be installed in accordance with the manufactures instructions - this requires an outside temperature of 40 degrees. There was discussion regarding the gym warranty.  It is still in place with the open items being the floor and the scoreboards.  The committee asked about the growing season for the new fields.  The fields need three growing seasons before they can be used.  Member Tuck asked about the "visual" items in the hallways - there are several items that were reviewed on an individual basis.  There were several remedies to complete these types of situation.  There are some areas that will be completed after the project is complete.  For the majority of this work the contractor performed in accordance with the contract documents.

Punch List status report - the punch list has been revised as of October 29^th - this revised punch list has been forwarded to the general contractor.

HVAC System - There was a meeting held today on site to review all the deficiencies with the HVAC system.  Mr. Pearson stated that he felt that this meeting was very productive and he anticipates that the system will be complete by the end of the month.  The commissioning agent will be on site after all the components are in place.  The A & B filters have been replaced and the units have been vacuumed.  The plastic covering over the louvers in gym must be removed so that the heat in that area can be turned on. There is working heat in approximately 80% of the building.

Roof Testing - the roof has not been completed.  The roofing consultant has made their recommendations to remedy the problems with the water infiltration through the louvers.  There are three areas of the roof to be completed, the 40 foot panels, the louvers, and the A entry with a substitution, the B entry needs to have a completion of the tie-ins.  The architect’s office could not approve a substitution with out the approval of the manufacturer.  Member Benjamin asked if there was anything holding up the completion of the roof.  Mr. Pearson stated that in his opinion that all issues related to the roofing have been answered.  Mr. Pearson stated that he feels that the drip pan is not architecturally designed but manufactured by the roofing contractor to meet the installation. 

Change Order Meetings and Status - A meeting will be scheduled between SHR, Heery and DF Pray. 

Other Issues –

Mr. Ron Laprise, DF Pray asked to address the Committee on critical items on this project.

• Roof - Needs letter of acceptance from the architects of the roof report
• PCO - drafts of change order # 6 & 7 from the architects office
• Charms - Fire rated wall - need an opinion from the architect's office
• Entry A - approval of substrate must meet the Peterson's standards.

Debris - blown off the roof - it was deemed as an emergency and the school staff responded to this item.

Fence items - The School Committee will be go to the Zoning Board of Appeals in regards to the request for the increase in the height of the abutters fence.

Presentation by Mr. Anthony Branca - PI Consultants - Mr. Branca a resident of Sharon was invited to give an informational discussion regarding the purpose of a bonding company.  Mr. Branca is a construction consultant who primarily works with surety companies in regards to projects which have been defaulted.  Mr. Branca primarily works with the claims side of the bonds.  Pi Consultants gets involved with the project when the contractor has been defaulted for any number of issues.  A default can be cured within the notice period.  Once the process has been started then the bonding company should be notified throughout the entire process.  The involvement of Mr. Branca depends on the completeness of the project.  The bonding company confirms all the remaining funds and retainage that are available on the project. Once a contractor is terminated - then this in effect terminates the subcontractors on the job.  This completion of the work is then bid out as a private job - not a public job.  The general contractor can be terminated for both performance and payment issues.    There was discussion about the continuance of the warranty.  The bonding company will continue the warranty through the new contractor or remainder of the subcontractors.  A takeover agreement must be in place prior to the bonding company taking over the project.  If a contractor is terminated it may take several months to investigate the work in place and establish the process that is needed for the completion of the project.  Questions were raised regarding the collection of liquidated damages.  This is a right of the contract and sometimes the actual damages are covered. 

Executive Session to discuss pending litigation for the Cottage Street School project.  Mr. Carl Pearson of Strekalovsky Hoit Raymond was invited to attend the executive session. The following members voted in the affirmative to go into executive session. Dave Belton, Deborah Benjamin, Fred Clay, Bill Croteau, Gordon Gladstone, Greg Waugh, Colleen Tuck, Joel Wolk, Donald Gilligan.  The Committee went into executive session at 8:30pm and will leave executive session to adjourn.

The meeting adjourned at 8.50pm

Respectfully submitted,

Maureen R. Doherty - Recording Secretary

____________________________                __________________________

Signature of Chair                                                       Date of Acceptance