1997-16-04PLANNING & CONSTRUCTION COMMITTEE
MINUTES
APE 16, 1997
A meeting of the Building and Other Facilities Planning and Construction Committee was
held on Wednesday, April 16, 1997 at 7:00 p.m. at the Briscoe Middle School, School
Committee Room. Present were Ray Bouchard, Thad Siemasko, Mike Nardella, Rod
Maxher, Maureen Hobin, School Business Manager Judith Mulligan, Project Manager
Peter Seamans, Clerk of the Works Bill De Bartelomeo, School Committee member Stella
Mae Seamarts, Library Director Tom Scully, Michelle Mann, Jearme Kuespert of Earl
Flansburgh & Associates and Norman Ganley of the Beverly Commission on Disabilities.
Ray called the meeting to order at 7:15. He invited Jeanne to give a status report on the
new elementary school.
Committee members Tim Brennan and Cheryl Sdorko arrived a few minutes-after the
meeting was called to order. .-~
The first construction meeting was held yesterday. Site work has begun. Peter expressed
concern that there was still no power to the trailer, thus no copier, fax, heat, etc. Phone
lines are in, the construction fence is up, the silt fence is up, soil samples have been taken
and there has been a meeting with the structural steel fabricator. The issue of grading onto
Cummings land is still unresolved.
Jeanne asked when the Ayers project will go out to bid. Ray and Peter stated that a decision
can't be made until the FY 98 budget is set as the amount of debt service the City can afford
will be a deriding factor. Jeanne discussed the project budgets. The new school is now
expected to cost $6,767,494. The appropriation is only $6,659,100. The project can move
forward at this time by reducing the construction contingency. SGESSS needs a letter and a
copy of the City Council order authorizing the $6,659,100 in order to increase the state's
reimbursement to the maximum. Judy will get e certified copy of the order and Jeaune will
draft the letter.
Peter submitted a proposed meeting schedule in order to deal with invoices from Mello
construction in a timely manner. The Committee will take it under advisement.
Rod made a motion to direct the Director of Purchasing to prepare an RFP and to advertise
for design services for repairs and renovations to the Beverly Farms Public Library. Cheryl
seconded the motion and it passed 7-0.
The status of the Secondary Facilities Feasibility Study was discussed. The Mayor wants
Strekalovsky and Hoit to do a presentation before a Joint Meeting of the School Committee
and City Council. The Committee wants to know when a final bound copy of the report
will be available.
The High School roof was discussed. Ray wants to get going on an RFP. Judy will get an
estimate of the cost for design services. Matt Ruby of Firestone will do a presentation to the
Committee on various types of roofing materials.
Regarding the status of the City Hall project, two letters were received, one regarding
available funding and one requesting permission to go forward with design
Peter Seamans reminded everyone that the groundbreaking ceremony for the new school
will take place tomorrow at 10:00 a.m.
Mike made a motion, seconded by Rod to approve the minutes of the meetings held on
January 15 and 23, February 19 and March 5. It was voted 7-0 to approve the minutes.
Judy presented the follow invoices for approval: Strekalovsky & Holt, invoice # 2 for $15,
625, and invoice #3 for $18,405.50; Gale Associates, invoices 701202 ($3950.39), 702202
($1680.61) and 703245 ($1098.86); and Earl Flansburgh & Associates, invoice 17092 for
$12,966.78, invoice 17136 for $528.00 and invoice 17166 for $275.40. Rod made a motion,
seconded by Cheryl, to approve the invoices for payment. There was discussion about
whether ERF+A's invoices should be approved subject to audit or if a letter stating same
should be attached to payments made. Judy will put a hold on the checks an~have a
statement to that effect mailed with the bills. She was asked to get more info'ximation on
the $500 invoice from Welch Associates presented for payment by the City Solicitor's
office.
There was a discussion of the draft solar panel bid handed out to members. Everyone will
look it over and get back to Judy with questions or concerns.
The question was raise~ as to who has the power to approve construction invoices for the
new school, the Mayor or the Committee. If it is the Mayor he may wish to delegate that
authority to the Committee. Peter will ask City Solicitor Marshall Handly to issue a legal
opinion on the matter.
The Committee revisited the issue of proposed changes in the meeting schedule brought
up earlier by Peter. The Committee would like Mello Construction to change its schedule
for the submittal of invoices to accommodate the Committee's scheduled meeting date of
the third Wednesday of every month. A subcommittee was set up to review invoices prior
to the meeting. Members will be Rod, Thad and Mike. Mello will submit to ERF+A on the
first Tuesday of the month, ERF+A will submit to the subcommittee on the second
Tuesday of the month and the Committee will review for payment on the third
Wednesday of the month.
A motion to adjourn was made by Tim at 9:20 p.m., seconded by Rod and voted 7-0.
Respectfully submitted,
Judith A. Mulligan
Acting Secretary/Clerk