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1997-19-02PLANNING & CONSTRUCTION COMMITTEE MINUTES FEBRUARY 19, 1997 A meeting of the Building and Other Facilities Planning and Construction Committee was held on Wednesday, February 19 1997at the Briscoe Middle School, School Committee room at 7:00 p.m. Present were Ray Bouchard, Cheryl Sydorko, Rod Maxner, Tim Brennan, Thad Siemasko, Maureen Hobin, School Business Manager Judy Mulligan, Director of Purchasing Christopher Bradley, Mayor William F. ScanIon, Jr., City Solicitor Marshall Handly, School Committee member Russ Bjork, Phil Hubbard of the Community Development Office, Director of Community Services Tom Scully and several members of the Friends of the Beverly Public Library. Ray called the meeting to order then recessed for a presentation from Strekalovsky and Holt on existing conditions at the three secondary schools. S & H handed out nine copies of the draft report to members and attendees. The meeting was called back to order. Tom Scully spoke to the needs of the Beverly Farms Branch Library building, i.e., handicapped access, HVAC, underground oil storage tank, roof, electrical, plumbing, masonry, etc. He would like to hire an architect and have a feasibility study done. He would like to explore the possibility of an addition to the back of the building to house an elevator, stacks, bathrooms and a children's room. There has already been $40,000 raised privately for the children's room. The cost of ~e feasibility study, $17-20,000, is already on hand from private donations. Construction would be funded by a combination of state funding for renovations and private fund raising. Mr. Scully was directed to finalize financial issues with the Treasurer and to draft a scope of services. Chris Bradley will advertise for an architect. Phil Hubbard spoke to the committee regarding a feasibility study for handicap accessibility at City Hall. He distributed copies of the RFP to members. The committee needs to set a not to exceed figure before reviewing proposals. Mr. Hubbard suggests that figure be $18,000. He submitted a ranking sheet for committee use. Rod made a motion, seconded by Maureen, to approve the minutes of the January 23, 1997 meeting. So voted 6-0. There was a discussion regarding the review of ERF+A invoices being performed by Peter Seamans. Marshall Handly suggested setting specific audit dates for review of invoices rather than have an ongoing review. The following ERF+A invoices were submitted for payment: #16948 $4,495.58 #17030 $ 148.38 #17031 $8,867.86 Rod made a motion to approve payment of the invoices. Maureen seconded and it was so voted 6-0. Ray asked Marshall to draft a letter to ERF+A regarding all paid invoices being subject to audit. The checks are to be held until the letter is prepared and it is to be mailed with them. Thad made a motion, seconded by Cheryl to approve payment of Strekalovsky and Hoit invoice #1 for $18,750. It was voted to approve for payment 6-0. There was discussion about the hiring of the clerk for the building committee. Tim Brennan will pursue a resolution with the Mayor. There was a discussion about the hiring of a Clerk of the Works for the elementary school project. Marshall spoke about his concerns. He would prefer the clerk to work for ERF+A rather than the City. The contract with the contractor on the new school should be executed by next week. Tim Brennan has all the information on the condition of all city-owned buildings and is working on putting it into final form. A letter was submitted from the Superintendent of Schools asking to reactivate some dormant building commission funds that appear to have unspent balances. Judy will pursue this further with the Finance Director. The next meeting Will be held on Wednesday, February 26, 1997 at 7:00 in the School Committee room at Briscoe. Respectfully submitted, Judith A. Mulligan Acting Secretary/Clerk