SHARON STANDING BUILDING COMMITTEE

February 1, 2005

Minutes

Members Present:    Deborah Benjamin, Joel Wolk, Dave Belton, Gordon Gladstone, Fred Clay, Don Gilligan, William Croteau

Members Absent:  Greg Waugh, Colleen Tuck, Rich Slater, Richard Goldstein

Guests Present:  Michael McKeon, Ken Wertz, Bonne DeSousa, Judy Freedberg,

Sue Lechter

Administrative Matters:

The members of the committee reviewed the minutes of January 25, 2005. 

MOTION:        To accept the minutes of January 25, 2005 as amended (Wolk/Clay - unanimous)

· The Chairman distributed the Project Manager's Guidelines as prepared by the Department of Capital Assessment Management (DCAM). A copy of this will be distributed to the Town Administration to forward to the Personnel Board.

Invoices and Purchase Orders:

Cottage Invoices:

• DF Pray - Final Change Order:  $380,000 - to allow the chairman to sign after this document had been signed by the architect.(Belton/Wolk – unanimous)
• DF Pray - Final Requisition:  the amount approved is $218,000 the balance will be sought at town meeting. (Belton/Wolk - unanimous)
• American Arbitration Association - $1692.75 (Belton/Wolk – unanimous)
• Merrick Louison & Costello - $557.50 (Belton/Wolk – unanimous)
• Staples $ 59.81 (Belton/Wolk – unanimous)
• Gelerman Buschmann $25.00 (Belton/Wolk – unanimous)

East Elementary School

• Verizon - $52.56 (Wolk/Croteau – unanimous)
• Heery International $ 3200.00 (Croteau/Wolk – unanimous)
• MCI - $ 248.49 - (Croteau/Wolk – unanimous)
• Merrick Louison and Costello $ 245.00 (Croteau/Wolk – unanimous)
• Gelerman Buschmann $ 425.00 V=(Croteau/Wolk – unanimous)
• WB Mason  - PO # E-FFE-44-04 – Complete $3871.60 (Croteau/Wolk – unanimous)
• DF Pray – Change Order # 6 $ 14162.00 – to allow the chairman to sign (Croteau/Wolk – unanimous)

Purchase Orders  -

To approve the following purchase orders and allow the chairman to sign: (Belton/Wolk – unanimous)   Note: Principal Freedberg will send a memo to the Committee stating that she will be ordering items that may not necessarily coordinate with the appropriate lines – due to changes in the needs of the school department but will closely monitor the budget with the administrative assistant. 

Purchase Order # E-FFE-48-04 – School Health - $291.50

Purchase Order # E-FFE-49-04 – Classroom Direct - $1149.95

Purchase Order # E-FFE-50-04 – School Specialty - $1,634.63

Purchase Order # E-FFE-51-04 – ATD – American Co. $ 887.70

Purchase Order # E-FFE-52-04 – Barco Products $ 440.73

Purchase Order # E-FFE-53-04 – Valley Communications - $ 4781.80

Purchase Order # E-FFE-54-04 – Lakeshore Learning Materials $ 1137.00

Purchase Order # E-FFE-56-04 – WB Mason - $ 11024.91

Senior Center Design:

Chairman Gladstone stated that will be attending a meeting on Friday to review the status of this project.  The scope of the project will be limited to completion of schematic design and will not include an independent construction estimate.

Middle School - HVAC and Roof Replacement:

The members of the committee discussed the proposal from Kaestle Boos for design and bid costs for the HVAC Renovation for the Middle School HVAC Project.  Mr. McKeon discussed the project schedule and asked if the committee could schedule a meeting to review and accept the project and budget prior to March 15, 2005. The committee accepted the revised proposal and it will be sent to Town Counsel to prepare an amendment to the KBA contract.  A notice to proceed will be issued to KBA so that they may begin work.  There was discussion regarding the architect's report to the Building Committee.  The report consisted of the Project Schedule.   The architect requested the following information.  1.)  For specification KBA will need SSBC to define Owner Representative (Clerk of Works) role.  2.)  For advertisement KBA will need approval of bid and cost estimate before March 15^th SSBC meeting dates.    The committee asked about staffing and administration of the job. (* William Croteau arrived 7:20pm)

Chairman Wolk commented on the schedule and asked about the deliverables and feedback to the committee.  The schedule will be coordinated with the schedule of the SSBC. 

Member Wolk discussed with the committee the prequalification options under Chapter 193.    There was discussion regarding the amount of work that would be required to prepare the Request for Qualification (RFQ) for prequalification for the Middle School HVAC project.  Member Wolk expressed that it was a good exercise and it shouldn’t take more than 5 minutes. There was discussion regarding the project manager and that this project falls within the guidelines of the DCAM as it is over $1.5 million. Member Wolk would like to name Maureen Doherty to serve in this position.  He stated that Mrs. Doherty meets the requirements under the statute and has had this information verified with the Inspector General and DCAM.

MOTION:        To appoint Maureen Doherty as the owner's project manager for the Middle School HVAC Project.   (Wolk/Belton) Unanimous (Note: There was discussion that a clerk of the works will be added as the daily representative on site.). 

MOTION:        To have the SSBC set up a sub committee to pre-qualify the HVAC subcontractor as the prime contractor as outlined in MGL Chapter 193. (Wolk /Belton) unanimous

Joel Wolk, Bill Croteau will serve as the Town's representatives for the subcommittee.

There was discussion regarding a request to have a sole source provider named for the HVAC equipment and controls.  A letter will be issued from the School Administration asking for the SSBC to take this vote.

East Elementary School:

Principal Freedberg informed the committee of the various issues with the East Elementary School project.  There are issues with the several types of finishes that are used on the stage.  Mr. Wertz stated that his recommendation would be to replace the stair treads.  There was discussion regarding the problems with the ownership of the roof and the problems with the snow-build-up.  There was discussion regarding the lack of performance with the completion of the contractor.  The floor in the gym has been cupping - notification has been made to the architect and general contractor.  There was an error with the exterior door installation. Mr. Wertz informed the committee that there are no doors larger than 36” in which to take deliveries. 

 * Deb Benjamin left the meeting - 8:30PM

Change Order Subcommittee:

Member Wolk gave an overview of the progress of the subcommittee .It was the consensus of the subcommittee that this process is going well. 

Cottage Street Close-out:

The committee discussed the items that should be included in the amount that will be presented to the Town Meeting.  Mr. Wertz gave an update regarding some heating issues at the Cottage Street School.  Mr. Wertz stated that he will review any close-out documents. 

Executive Session: 8:50pm

The members were polled to go into executive session for the purposes of the committee to discuss pending litigation with the East Elementary School Project.  The following members voted in the affirmative: Joel Wolk, Dave Belton, Gordon Gladstone, Fred Clay, Don Gilligan, William Croteau

The committee returned to open session at 10:00pm. 

The Chairman presented a Certificate of Appreciation from the Board of Selectmen to former chairman, Joel Wolk, for his years of service and hard work to the Town of Sharon in the role of chairman of the SSBC.

The meeting adjourned at 10:30pm

Respectfully submitted:

Maureen R. Doherty – Recording Secretary

 _____________________________             ______________________________

Signature of Chair                                                       Date of Acceptance