Sharon Standing Building Committee

Minutes

August 16, 2005

Members Present: Gordon Gladstone, Joel Wolk, Fred Clay, Bill Croteau,

Colleen Tuck, Greg Waugh, Rich Slater, Dave Belton

Community Center Members: Rob Maidman, Rick Rice, Steve Lesco

School Committee Member: Don Gilligan

Members Absent: Deb Benjamin

The meeting opened at 6:40pm at the Recreation Trailer at the Community Center.

Community Center Project - BH +A – Mr. Tom Scarlata– Project Architect

BH +A Contract Status – The contract is presently with BH +A to prepare as outlined in the cost proposal.

Project Status - The committee discussed the scheduling of the meeting with the Finance Committee. Mr. Scarlata gave a presentation to the committee beginning with the changes of the project.

Exterior Site - parking lot - will remain virtually the same size with an improvement to the parking scheme and traffic flow to the site. Modifications are recommended to improve the foot and vehicular traffic for the portico. A recommendation was made to add a storage shed for the snow-blower, golf cart and miscellaneous tools that are used in the maintenance of the building and site. The storage trailers which are in the exterior of the building will be relocated from the rear of the site to another location on the property.

Emergency Generator - will be added to the project. The generator will supply power to the lights, heat and communication systems in the event of a power failure.

Trash removal - from the main level will be from a stairway near the kitchen. The COA has a service ramp for deliveries for the meal program and other items.

Flexibility of space - the ballroom will feature a room divider to provide dual use of the space. Utility needs for different users must be addressed. The committee discussed the use of the ballroom for performances and access of the platform through the lobby rather than the audience.

The heat will be provided through a heat pump system. Utility ducts were reviewed. The units will be placed on the roof. There was discussion regarding the benefits of heat pumps, members of the Committee asked if we could have the mechanical and electrical engineers attend the next meeting to answer the questions of the committee. The HVAC system should be easy to operate. Operable windows will be installed throughout the facility.

The expansion of the third floor over the kitchen was discussed this area would be add approximately 2150 square feet at the cost of $380,000 to $400,000 for this additional space.

The committee reviewed the plan for rooftop units for heating and cooling of the building. The units will be located where shafts will be installed to reach all three floors. Roof access was discussed. Roof drainage was reviewed.

The chairman asked if the project was on schedule. Mr. Scarlata stated that the site is working at an equal tract with the design. The budget is being revised to incorporate the changes to the plan.

Chairman Gladstone stated for the record that he is serving as a treasurer for the Friends of the Community Center.

Note: The associate members for the Community Center Project left at this time.

Middle School Project: KBA - Michael McKeon

Project Update - Mr. McKeon gave an update of the summary of the boiler modifications. The committee had given direction to the architect to have the contractor proceed in accordance with the contract documents for the issues concerning the boiler trim. The general contractor has stressed the point that they would like to make the boiler modifications in strict adherence to the boiler manufacturer’s recommendation. The committee was presented with the option to issue a CCD for this work with a NTE amount of $9,600 for the additional piping. Fraser has estimated this work to be $20,798. KBA does not believe that this is a clear cut issue, however, Fraser should be entitled to additional compensation for this work. GGD has omitted a valve that should have been added to accommodate the project phasing, because of this omission there is an added requirement for a change in the piping plan. The chairman asked if this valve was included in the original bid documents if the bid price would have been increased by the amount requested by Fraser Engineering. Member Greg Waugh asked if GGD has met with the contractor to review the difference between the added scope and the scope that was included in the contract documents. KBA informed the committee that there was a disagreement between the general contactor and the engineers of record with the amount of hours that were requested for this additional work.

The architect recommended the following items to be approved by the committee in regards to the boiler trim issue:

CCD # 4 - COP # 18:

MOTION: To allow the architect and the project manager to issue a CCD for an amount not toe exceed $9600 as outlined in COP # 18 for the boiler modifications. (Wolk/Tuck - unanimous)

Discussion: Member Slater asked why the Town has to pay for the errors and omissions of the architect for missing this valve in the bid documents. It is important to have this item moved forward so that the project can progress without additional delay. Mr. McKeon stated that if the committee has a problem with errors and omissions on the documents then the committee should review the amount of these changes and bring them forward to the architect for further discussion. The chairman feels that KBA has taken the middle ground on this change request. Member Croteau feels that we need to inform the contractor feels that this price is not valid then he should provide additional back-up to support his claim. The present change order support has is not sufficient to support this claim. The clerk will be advised to watch this insulation of this additional work.

CCD # 5 - Boiler controls

MOTION: To allow the architect and the project manager to issue a CCD for time and materials for not to exceed $6,100.00 (Wolk/Tuck - unanimous)

3. COP # 19 - Heat timer control - The heat timer control as specified is not compatible with the unit for $3,176.00 with no time extension. This is an error in the documents.

MOTION: To approve COP # 19 as submitted to be included in change order # 4 (Wolk/Belton - unanimous)

4. COP # 22 - Fire Alarm - The electrician has brought to the attention of the general contractor that the heat/smoke detectors are not code compliant because of the back boxes in each location.

MOTION: To allow the architect and the project manager to issue a COP # 22 (CCD # 6) for $2,977 for the smoke detector revisions. (Wolk/Gilligan - unanimous)

The architect stated that there are a lot of areas of the school that do not contain proper fire protection as a result of penetrations in the fire and smoke walls. These penetrations are part of the pre-existing conditions. Member Tuck stated that this committee should notify the school committee that this is a life safety issue. The committee asked school committee member Gilligan to report this item to the school committee and report back to the committee. It was discussed these penetrations are not part of the scope of the project because this is not a renovation project. This could be included as a change order in the general contractor's budget for this work but may be funded by the school department. This item will be placed on the agenda for the next meeting. The members of the committee feel that this may be the result of building maintenance. If the school committee authorizes this work then the committee will contact the architect to direct the contractor to proceed with this work.

The committee asked about the issuance of the schedule. Members of the committee expressed their displeasure that a complete schedule has not been produced. The committee has the right to reduce the amount of the requisition as a result of the general contractor not providing a schedule.

KBA presented the letter to the committee for October, 2003 for an additional fee of $150,000 for the scope increase in the original middle school design. The committee will discuss this matter in executive session as it pertains to negotiations.

The members of the Committee were polled to go into executive session. The following members voted in the affirmative to go into executive session leaving executive session to continue the remainder of business: Gordon Gladstone, Joel Wolk, Fred Clay,

Bill Croteau, Colleen Tuck, Greg Waugh, Rich Slater, Dave Belton, Don Gilligan

The committee returned to open session at 8:35pm.

The committee reviewed the documents that were presented for Change Order # 3 in the amount of $ $17,959.00.

MOTION: Allow the chairman or vice chairman to execute Change Order # 3 in the amount of $17,959.00 (Waugh/Wolk - unanimous)

The committee reviewed a request from Ken Wertz for $5,000 for overtime costs to clean the school prior to the opening of the school. It was the consensus of the committee to have this item tabled until further information can be provided from Ken Wertz.

Cottage Street School update:

The committee has been working to complete the punch list items for the Cottage Street School. The committee reviewed the project update report from the school department.

Project Close-out - The committee reviewed correspondence from the Superintendent of Schools regarding training. The committee discussed the turn over of the documents to the school department.

DCAM - the committee approved the DCAM evaluation with revisions.

MOTION: To offer KBA a settlement of $65,000 for their claim for additional services (Wolk/Clay - unanimous)

The next meeting of the SSBC is scheduled for August 30, 2005.

Respectfully submitted:

Maureen R. Doherty

_____________________________ _______________________________

Signature of Chair Date of Acceptance