Sharon Standing Building Committee
Meeting Minutes
January 24, 2006
Members Present: Debbie Benjamin, Gordon Gladstone, Joel Wolk, Bill Croteau, Fred Clay, Greg Waugh, Colleen Tuck, Rich Slater
Member Absent: David Belton
Associate Members Present: Don Gilligan, Rick Rice, Jay Bronstein, Rob Maidman
Guests Presents: Bonne DeSousa - Kaestle Boos Associates, Tom Scarlata - BH+A, Adriana O'Sullivan – resident
Administration
The following minutes were submitted for approval: November 11, 2005, November 29, 2005, December 13, 2005, and January 10, 2006.
MOTION: To accept the minutes of November 22, 2005 as written (Wolk/Clay - 6-0-2 Tuck/Slater abstains)
MOTION: To accept the minutes of November 29, 2005 as written (Wolk/Clay - 5-0-3 Tuck/Slater/Benjamin abstains)
MOTION: To accept the minutes of December 13, 2005 as amended (Wolk/Clay - 5-0-3 Tuck/Croteau/Gilligan abstains)
MOTION: To accept the minutes of January 10, 2006 as amended (Wolk/Clay - 5-0-3 Gilligan/Slater/Tuck abstains)
Middle School HVAC Project
A situation with the heat in the tunnels was discussed, with the conversion of the heating system from a steam system to a hot water system the tunnels will no longer be kept warm from the steam pipes that run through them. However, the question was raised that after the project is complete what will happen with the existing water pipes that are running in the tunnels could they freeze in the cold weather. This area is not only a confined space but there is asbestos present as well. There was discussion regarding the type of persons who would be qualified to work in a confined space that contains asbestos and the costs of repairs to remedy this situation if it is necessary or if it would be a minor repair. The architect was asked to explore the options and report to the committee.
The committee also discussed water tanks that are in the boiler room. The removal of the tanks was reviewed and more information will need to be obtained regarding if these tanks are necessary or if they are still in use.
Middle School Roof Project
The members of the committee reviewed the bid scheduled that was submitted by Kaestle Boos Associates. The committee agrees to the proposed schedule.
· 1/24/06 - Building Committee Approval
· 1/27/06 - Submit Advertisement to the newspapers
· 1/31/06 - Submit advertisements to the Central Register
· 2/6/06 - Drawings to printer
· 2/7/06 - Central Register - 1st appearance
· 2/8/06 - Drawings Available
· 2/15/06 - Central Register 2nd appearance
· 2/21/06 Pre-bid conference
· 3/1/06 Bids Due – Town Hall
· 3/7/06 SSBC Meeting
It was noted that if there snow is on the roof, then the bid date can be changed. It was the consensus of the Committee to accept the bid schedule as prepared by Kaestle Boos.
MOTION: To approve the KBA invoice # 1 for the roof project at 85% complete in the amount of $55,781.25 (Wolk/Clay - unanimous)
The Building Committee could take action on the bids at the March 7, 2006 meeting if all the document review and reference checks have been completed.
Cottage and East Elementary School Project Close-out
The committee reviewed a letter from P. James regarding the enforcement of Agreement for judgment due to nonpayment on the Cottage Street School. The committee will schedule Atty. Costello to appear at the next meeting to discuss this issue of pending litigation in executive session. The members of the committee expressed strong feelings that having complete as-builts on both schools are critical to the good operations of the school.
Cottage Street School
MOTION: To accept the proposal from Fraser Engineering of 12-23-05 in the amount of $2497.00 for fire stopping of existing penetrations at the Cottage Street School and to allow Chairman or Vice Chairman to execute the contract (Wolk/Tuck - unanimous)
MOTION: To accept the proposal from Suburban/ Masonry for the maintenance/agreement for the roof at the Cottage Street School not to exceed $7500 and allow the Chairman or Vice Chairman to execute the contract (Wolk/Tuck - unanimous)
East Elementary School
Roof - Nothing has happened on the roof. The report from RJ Kenney has been forwarded via counsel to DFP in response to their correspondence that said the roof was completed. The RJ Kenney report states that many of the same items that were identified in August have not been completed and remain open and a potential source of leaks.
Commissioning
The final balancing report as of August 2005 has been reviewed by Heery, SEI and GGD. GGD did not approve the final balancing report as there are items that are listed on the report that have been open since Feb 2005.
Community Center:
Progress Prints – will be available at the next meeting. The following members will review the documents; Croteau, Wolk documents on CD’s, Clay, Rice, Doherty, and Gladstone paper ½ sizes. A set will be sent to construction counsel.
Site Utilization – The trailers will be removed from the site, the site will be closed to public access.
Pre-qualification - There was discussion regarding the lack of pre-qualified firms in the plumbing category - Under MGL C149 44D1/2 and 44D3/4 CMR 11 (b); the Town has two options has (a): to re-issue the RFP and solicit new proposals for qualified plumbing subcontractors or (b): to abandon the process and put the plumbing out to bid in the regular bidding process.
MOTION: To accept Option B to abandon the process and to put the plumbing out through the regular bid process as outlined in Chapter 149. (Wolk/Benjamin - unanimous)
Landscape: Ms. Adriana O'Sullivan came before the committee to discuss the design project that she is doing for her thesis at the Harvard Landscape School at the Arnold Arboretum. She has been working on a landscape design of the Community Center project for her school project. Chairman Gladstone gave an overview of the authority and responsibility regarding the implementation of the construction projects. The members of the committee stated expressed their concern that this is a study and not a real implementation of the project. Several members of the committee and the architect stated that they have worked with students in the past and wished Ms. O’Sullivan the best of luck on her project. Mr. Scarlata stated that he has assisted Ms. O’Sullivan earlier in her design with information and that his landscape architect was available if she needed additional assistance or if she wanted to discuss plant selections. The question was raised that if the grade for this thesis was dependent upon implementation of the design. Ms. O’Sullivan responded that it was not. The committee wished Ms. O’Sullivan good luck and stated that she was lucky that she was not constrained by conservation regulations or budget.
DPW - Waiver for Water Conservation:
MOTION: To request a waiver from the Department of Public Works for the Standing Building Committee and to instruct the architect to install code compliant low flush toilet fixtures. (Wolk/Clay - unanimous)
The Building Committee will direct the project manager to draft the memo to the Director of the DPW with the supporting documents that were based upon the letter prepared by BH +A on December 15, 2005 in accordance with the wording of the Water Department Rules and Regulations as defined in Eric Hooper's email to the SSBC dated 12/7/05.:
Article III of the Sharon Water Division Rules and Regulations is to be amended by the BOS by adding paragraph 7, Low Flow fixtures, as follows:
7) Low Flow Fixtures.
".....Only those fixtures approved by the DPW, listing available on request, shall be installed. Appeals to this provision may be addressed in writing to the Superintendent of Public Works."
FF & E - The architect stated that he will be having meetings next week for FF & E.
The committee directed the architect to present to the committee a proposal to provide a proposal for additional services for full FF & E services for the Community Center Project.
Security - The architect informed the committee that he has been in talking with a security consultant regarding the design of a security system. The direction that was given to the architect is to work with the users and the town administrator to develop a program for security systems and security cameras in the building.
Technology - Meetings will be scheduled to review the voice and data system for the Community Center.
The meeting adjourned at 10:00pm
Respectfully submitted,
Maureen R. Doherty – Project Manager
_______________________________ ____________________________
Signature of Chair Date of Acceptance