1997-15-01PLANNING & CONSTRUCTION COMMITTEE
MINUTES
JANUARY 15, 1997
A meeting of the Building and Other Facilities Planning and Construction Committee was
held on Wednesday, January 15, 1997 at the Briscoe Middle School, School Committee room
at 7:00 p.m. Present were Ray Bouthard, Thad Siemasko, Rod Maxher, Tim Brennan,
Maureen Hobin, Mike Nardella, School Business Manager Judy Mulligan, Project Manager
Peter Searoans, Director of Purchasing Christopher Bradley and two representatives from
the Community Development Office, Phil Hubbard, Assistant, and Dawn Goodwin,
Manager. Cheryl Sydorko arrived at 7:15 p.m.
Ray called the meeting to order and handed out an agenda. Phil Hubbard spoke to the
committee regarding a grant for $100,000 that the Community Development
Office has received to improve handicap access at City Hall. The Mayor has promised a
$10,000 match for the project. Phil presented various options and estimated costs for those
options. The cost of a new elevator shaft added to the exterior of the building would be in
excess of available funds. The current shaft and cab could be renovated at much lower
expense but would necessitate a waiver as it could not be brought into compliance with
current laws. The lower cost would allow additional work to be done to restrooms,
threshholds, water coolers and installation of a fire alarm system. Ray's recommendation
was that the Community Development Office work with Chris Bradley to develop an RFP
for .a feasibility study for handicap access at City Hall and that the RFP should be ready for
rewew at next week'sa,neeting. The Building Committee will act as the designer review
committee.
Rod made a motion to approve the minutes of the December 4, 1996 meeting. The motion
was seconded by Mike and voted 7-0. Ray asked that the minutes of the December 12, 1996
meeting be changed to reflect the opinions of non-voting members separately from those of
voting members. Maureen made a motion to approve the minutes of the December 12, 1996
meeting as amended. Rod seconded the motion and it was voted 7-0. Rod made a motion to
approve the minutes of the December 23, 1996 meeting. Maureen seconded the motion and
it was voted 743. Rod made a motion to approve the minutes of the January 6, 1997 meeting.
Maureen seconded the motion and it was voted 7-0.
Judy discussed the Briscoe Roof Project. She handed out copies of meeting minutes, change
order no. 2, and a cost spreadsheet. Change order no. 2 requests an extension of the
completion date from November 15, 1996 to January 10, 1997 as well as changes in
contracted unit price item amounts. The cost of contract administration has run over budget
due to the length of time it has taken Murphy Specialty to complete the work. Ray asked
that Gale Associates supply a written recommendation to the committee regarding
acceptance of change order no.2 after their review of Murphy's reasons for delays and
confirmation of their validity. The committee will review the change order before approval.
Peter spoke regarding the elementary school project. The City Solicitor has sent a notice to
proceed to Mello Construction. No contract has been signed yet but Mello has indicated it
would like to commence work on March 15, 1997. The committee will schedule its next
meeting on Thursday, January 23, 1997 at 7:00 p.m. At that time learroe Kuespert of Earl R.
Flansburgh + Associates will discuss the bidding and construction schedule for the
elementary schools. The School Committee will be invited .to attend. Peter handed out a
tentative construction schedule from ERF+A. Jeanne will be asked to bring a new story
board size floor plan for the new elementary school as the old one has been misplaced and
several changes have been made in the design.
Tim Breaman reported on the status of hiring a Clerk of the Works. Interviews were held
this week and the subcommittee recommends Allan Morash for the position. Rod made a
motion to accept the subcommittee's report and recommendation. Cheryl seconded the
motion and it was so voted 7-0. Ray directed the subcommittee to begin negotiating a
contract with Mr. Morash with the help of the City Solicitor.
Tim gave an update on the list of city-owned buildings. He still needs to pull together a
report on City Hall and has not yet received a report from the fire department.
Strekalovsky and Hoit were directed to appear tonight or to submit a report in writing
regarding the status of the secondary schools feasibility study. No report was received and
they did not send a representative to the meeting. Ray, Peter and Chris will all call
Strekalovsky and Hoit tomorrow to express the committee's concern about the lack of
progress.
Peter will talk to the 1v/ayor again regarding progress made on hiring a secretary for the
committee. Peter and Tim will work together to define the scope of work to be performed.
The next item on the agenda was invoices. Rod made a motion to approve payment to Gale
Associates of $2,649.12 for contract administration for the Briscoe Roof Project. Maureen
seconded and it was voted 7-0. Rod made a motion to pay the balance due of $1,988.25 to
Haley & Aldrich for the AUL study. Cheryl seconded and it was voted 7-0.
The committee will meet with Tom Scully next month regarding anticipated renovations at
the Beverly Farms branch library.
Rod made a motion to adjourn, Maureen seconded and it was voted to adjourn at 9:55 p.m.
Respectfull submitted,
J
Acting Secretary/Clerk