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2007-10-17 City of Beverly Planning and Construction Committee Minutes October 17, 2007 A Meeting of the Planning and Construction Committee was held on Wednesday, October 17, 2007 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Cheryl Sydorko, Bob Griffin, and Dan Skolski. Others Present: AI Calcagno, Heerey International, AI Cuevos, Mt. Vernon Group, Frank Tedesco, Mr. Vernon Group, Ben Gary, Marshall/Gary, Peter Seamans, Art Daignault, Rose Maglio and Cheryl Lamont. The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Chairman Bouchard asked for a moment of silence to show respect for esteemed board member, Rodney Maxner, who passed away recently. Planning and Construction Minutes - October 17, 2007 Page 2. Mr. Skolski made a motion to approve the minutes of September 19, 2007 as presented. Mrs. Sydorko seconded. All in favor. Motion passes. Mr. Seamans stated that the only pending problem is the water penetration issue at the Beverly Farms Library. He stated that he has just received a proposal from Gayle Associates to continue the investigation into the water permeation. Mr. Seamans has not yet had an opportunity to review this information. Chairman Bouchard hopes this could be resolved before winter. Mr. Calcagno, from Heerey International, stated that he has met with Mt. Vernon Group and are continuing to fine-tune the draft of the phasing. With regard to the design phase and estimate, Mr. Calcagno stated they have received the last set of documents from Mt. Vernon and does not have any concerns about financial budget impact or scheduling. He stated they are still looking at putting this project out to bid in early spring and hopefully breaking ground late spring/early summer. Mr. Calcagno stated they have a commissioning professional on board and are in the process of finalizing this contract. Mr. Calcagno stated that he will have some information on the estimate and will provide those costs at the next Beverly High School Building meeting, which will be held in the middle of November. (NOTE: this meeting has been changed to Thursday, November 15th at 7:00 P.M.) Planning and Construction Minutes - October 17, 2007 Page 3. Mr. Ben Gary, from Marshall/Gary, stated this project is being conducted in phases to accommodate the students and to have the contractor do their work without interfering. He stated that the first phase (lA) of construction would propose, since the tower part of the new construction would be erected in the center of the parking lot, to be the contractor's access in and out of the job site. He stated that phase 1B includes renovations to the auditorium and locker areas, which will involve erecting a construction fence around that area for use as a construction site. He stated that the major part of phase 1 involves the tennis court where the paving will be extended to accommodate two hundred parking spaces. Students who park at the Patten Wing will find direct access into that area. He stated that, at all times, provisions would be made for emergency vehicles. Mr. Gary stated that phase 2 would include the new entrance off Sohier Road, which will be extended to meet the present driveway. This will then become the new turn around so that student parkers can access as well as accommodations for busses and parent drop offs. Mr. Gary stated that as soon as the driveway is operable the rest of the site could be brought up to the new design. He stated that during this phase a lot of site work would be taking place and continuing up until the opening of school and into the following year. Planning and Construction Minutes - October 17, 2007 Page 4. Chairman Bouchard asked what would happen to the contractor's lay down area. Mr. Gary replied that the contractor could now give this area back because the new building tower is up and the only work left is demolition. The contractor will have the option of retaining parking for twenty cars in case it will be needed. Chairman Bouchard asked what would be the access and egress off the site during demolition. Mr. Gary stated that the design shows a gate off Sohier Road but that if a gate were erected in the back, the access would be Russell Street and Kittredge Road. Chairman Bouchard stated that they are presently looking into off-street parking for construction workers. Mr. Griffin asked when this roadway would be ready to go. Mr. Cuevos stated that it would be ready in the summer of 2009. Mr. Gary stated that they would have to get in during the summer months and complete it. He does not anticipate much blasting work but an advantage is that the curbing could be ordered; all the utilities would be in as far as drainage and light bases, and would then mean grading, curbing and putting a binder in. Chairman Bouchard asked if it was intended to have as part of the specs to have the demolition contractor not have access to Kittredge and Russell Streets. Mr. Gary stated that this would be made clear with signage. Mr. Griffin asked about teacher parking in the spring of 2010. Mr. Gary stated that current parking would stay as it is until the parking lot has been completed. Mr. Gary stated the students would be able Planning and Construction Minutes - October 17, 2007 Page 5. to park in the temporary parking area and then walk around the building. Chairman Bouchard stated that Chris Rand, Dr. Hayes and the Mayor are currently looking at off-site parking, possibly the Roller Rink. Chairman Bouchard asked if provisions would be made for cleaning construction vehicles before they enter public ways. Mr. Gary stated they would have washed off crushed stone as well as a sweeper program for the streets. Mr. Griffin stated that he would like to see a month-by-month description of the parking status projected over time to help make the decision of off-site parking. Chairman Bouchard stated that he thought it would be helpful to have this time schedule matrix for all concerned. Chairman Bouchard asked if there had been any feedback from Camp, Dresser and McKee about the North Beverly Brook Reconstruction Project. Mr. Gary stated that engineering has spoken with them and they have referred to it on their drawings but he does not know when that work is supposed to start. He will follow up on this since he does not know if it has been submitted to the Conservation Commission. He stated that it is not being altered but just being cleaned out for better water flow. Mr. Cuevos stated that regarding the building phase; he tried to show captions in time between the spring and fall of each school year. He stated that after discussions with the school department and Heerey International, they have come up with this schedule that they feel is reasonable in terms of construction time. Planning and Construction Minutes - October 17, 2007 Page 6. Mrs. Sydorko asked if they will begin the school year in A, B, and C wings in the fall of 2009 and then move into the tower in January 2010. Mr. Tedesco stated that the phasing plan has been looked at very carefully by the school department who has gotten a good sense of how it will work and seem to be very happy with the plan. Chairman Bouchard stated that the regularly scheduled November meeting would be held the evening before Thanksgiving and suggested that this board hold their November meeting on Thursday, November 15, 2007 at 6:30 P.M. right before the Beverly High School Building Committee Meeting. Chairman Bouchard presented the following invoice for payment: Vendor Invoice Number Amount Mt. Vernon Group #7 $291,134.42* *This represents the period of time from September 1, 2007 - September 30, 2007. Mr. Griffin made a motion to pay the invoice as presented. Mr. Skolski seconded. All in favor. Motion passes. Mr. Griffin made a motion to adjourn this meeting at 7:45 P.M. Mr. Sydorko seconded. All in favor. Motion passes.