Sharon Standing Building Committee
Minutes
Revised
October 11, 2005
Members Present: Gordon Gladstone, Colleen Tuck, Joel Wolk, Bill Croteau,
Greg Waugh, Dave Belton, Deborah Benjamin, Fred Clay
Members Absent: Rich Slater
Associate Members Present: Steve Lesco, Rick Rice, Jay Bronstein, Arnold Kublin,
Don Gilligan
Guests Present: Norma Fitzgerald - COA, Randy Smith - CMS, Ira Miller - FINCOM, Bonne DeSousa – KBA, Dave Clifton – Rec. Dept., Ken Wertz - SPS
Meeting called to Order at 6:30pm at the Sharon Community Center – Recreation Trailer
Community Center Project
Contract Status – Execute BH +A contract
MOTION: To authorize the chairman to sign the contract for BH + A for basic architectural services in accordance with the RFP (Rice/Wolk - unanimous)
Review of Schematic Design and cost estimate
The committee received a copy of the formal construction budget which is based on 50% construction documents. The estimate for construction only is $7,000,000 which includes economic factors for escalation. It is noted for the record that this is construction only and is not reflective of the overall project costs.
Project Schedule
The construction estimate based on 95% construction drawings will be distributed on 10/31/05 and will be reviewed with the SSBC at their November 1st meeting.
Landscaping
Member Clay raised concern over the landscaping in the project. He referenced other communities and architects concerning the need to have landscaping. Member Clay asked BH +A to submit a plan to landscape the area across the street on the land that meets the shoreline. There is landscaping that will be around the building. Members Rice and Croteau raised the question of program use of this space. There was discussion that this came up late in the project and possibly this came up late in the process and this is a fundamentally separate item from the building. Chairman Gladstone stated that there have been increases in budget and landscaping across the street was not included in the original intent. Member Rice stated that this is beyond the scope of the project that was accepted by Town Meeting. Dave Clifton stated that he feels the grass area might need to be spruced up. He would like to work with private groups and selectmen. The scope of the work never included the site across the street. Mr. Scarlata stated that the landscape drawings are slightly behind schedule but he has been working to develop the building rather than the site.
Building Issues:
Open issues/decisions to be made
· Norma Fitzgerald asked if the building could be modified to add the full service kitchen. Tom Scarlata stated that the duct work would have to be added which is most of the expense. The kitchen layout would have to be modified to show the stove could be added in the future. Associate Member Kublin added that Norma reflected the views of the COA and he envisioned that the COA would like to have a full kitchen downstairs. Chairman Gladstone asked why is there a need now to duplicate services that would be provided in the main floor kitchen. Norma stated that she anticipates that the program will grow and wants to have full use of the facility. The question was raised if there would be a conflict in the scheduling and it wouldn't run smoothly. Concern was raised with the interaction between users of other programs. Norma stated that is why they wanted a free standing building so that they would not have to share and could run their programs independently. Arnold Kublin stated that the men's club would like to have spaghetti dinners that are very popular. Member Tuck stated that the men's club program as described would not be accommodated in the COA because of the number of attendees and it was always anticipated that they would meet in the upstairs ballroom. Member Croteau stated that the addition of a 4 burner cook top and oven would cost approximately $35,000 to $40,000. Norma stated that she might want to use her space as rental. Member Croteau stated this cook top could not be able to serve more than a dozen participants at a time. Member Wolk stated that the ductwork would have to be installed throughout the building and would impact other spaces in the building. The committee was asked how this could be accommodated in an add-alternate. There was discussion regarding what types of food would be cooked. Norma stated that this would be used for social activities where people like to help each other. This will be added to the bidding as an add-alternate to the bid documents.
Future meeting schedules
Middle School
School Security - the school department will be responsible for security of the school and the SSBC will be paying for an hour of overtime per night for the custodian. The SSBC has been satisfied with the performance of the clerk in securing the building. This new security procedure begins on October 11, 2005.
KBA Report - Bonne Desousa gave an overview on the proposal that was received from Fraser for $28,702 for performing the scope of work for the wall penetrations. Chairman Gladstone asked Bonne DeSousa to discuss the necessity of sleeves for this project. The issue to address these penetrations was reviewed to determine the best way to achieve the fire and smoke ratings for the wall, the patching alone was more expensive than the sleeves. The Building Inspector stated that he wants to achieve a one hour rating. The committee members discussed how this will be monitored for additional work. The committee stated that Fraser submitted a lump sum proposal. If there is additional penetrations found than additional CCD could be issued. The CCD will be issued for the proposal amount.
MOTION: To issue CCD # 9 in the amount of $28,416 to accept their proposal 10/3/05. To be executed by Chairman or Vice Chairwoman (Wolk/Waugh - unanimous)
Change Order Review – Change order # 4 – to be executed
MOTION: To authorize the chair to execute Change Order # 4 (Wolk/Waugh - unanimous)
MOTION: To issue CCD # 5S by-pass valve proposal was submitted by Johnston Controls for $4000.00. (Wolk/Waugh - unanimous)
Other items
1. 2 week look ahead - the architect commented that she would like Fraser to submit more detail in their submission.
2. Warranty and retainage concerns - There was discussion regarding the reduction of retainage. It was the consensus of the committee not to reduce the retainage at this time. The school opened on time so the first phase was completed. The committee expressed that the warranties begin at the completion of the project. Members expressed concern of reducing the retainage for the individual subs this has to be completed by the general contractor. After the discussion the committee determined that they were not in favor to reduce the retainage.
3. Budget report – was distributed to members of the committee.
4. There was discussion regarding the installation of the containment curb in the boiler room. The committee suggested installing the most cost effective product.
Clerk’s Report
The clerk stated that the project is approximately 65% complete. The water is circulating in the building; however no unit ventilators have been installed.
Cottage Street School
Update on Punch list
Review proposals for Punch List work - The question was raised if the school administration would be allow this work to be completed or would it be difficult to complete this work. The committee reviewed the proposals that were submitted for the punch list work. The Chairman asked the Ken Wertz and members of the committee to review the proposals and give their opinion on the proposals so that action can be taken at the next meeting. Member Clay expressed his concern over doing the work on this project without a set of professional prepared construction documents. The committee agreed to proceed without professionally prepared documents.
Close-out – Cottage and East
The Committee is still awaiting the delivery of the missing close-out documents for both school projects.
East Elementary School
Commissioning – Thomas Young request – No action was taken on this item. DF Pray has not forwarded any other close-out documents to the committee.
Roof Inspection – no action has been taken to correct the deficiencies listed in the RJ Kenney roof report.
Update on Punch list – a walk through will be held with the Director of Operations and Maintenance to review the items listed on the final punch list.
Status of Tree Fence installation – the trees have been installed along the property line. The School Department is responsible to water these trees.
Administrative Matters
Minutes:
The following minutes were approved:
August 16, 2005
August 30, 2005
August 16, 2005 – Executive Session
September 13, 2005
September 30, 2005
Invoices and Purchase Orders
The following invoices were approved for payment;
Suburban Glass & Mirror $ 8975.00
G. Lopes Construction $ 625.02
IKON $ 5474.32
CMS, Inc. $ 8428.50
MCI $ 52.35
COMM. Of MA $ 600.00
Gelerman Buschmann $ 180.00
Gelerman Buschmann $ 150.00
RJ Kenney Assoc $ 4973.00
Future meetings – Agenda items
Old Business
· Legal Opinion – Town Counsel – Chairman’s appointment
New Business
§ Hurricane Katrina – article
§ Seminar – cost impacts of Hurricane’s Rita & Katrina
§ Capital Outlay – Email – Cash Flow
The meeting adjourned at 9:50pm
Respectfully submitted,
Maureen R. Doherty – Project Manager
______________________________ _____________________________
Signature of Chair Date of Acceptance