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2003-11-19 City of Beverly Planning and Construction Committee Minutes November 19, 2003 A Meeting of the Planning and Construction Committee was held on Wednesday, November 19, 2003 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Rodney Maxner, Cheryl Sydorko, Maureen Hobin, Dan Skokski and Tim Brennan. Others Present: Mike Tracchia, Ron Bouchard, Sam Bird, Peter Seamans and Cheryl Lamont. The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Seamans presented his report to the Commission on the status of the school building projects. Mr. Seamans reported that the discrepancy at the Ayers-Ryalside School between the bonded amount for the project and the amount actually spent was caused by a number of invoices that belonged to other school projects, being charged to this school. Mr. Seamans reported that the North Beverly School project is just about complete except for the street reconfiguration. Committee members had no comment on the progress at the Centerville School. Committee members had no comment on the progress at the Beverly Farms Branch Library. Chairman Bouchard stated that the Veranda Replacement Project is coming along. The finishing touches on the lockers will be completed shortly. Planning and Construction Meeting Minutes – November 19, 2003 Page 2. Chairman Bouchard stated that the Boiler Replacement Project has had adjustments made to the boiler controls. Ron Bouchard verified that this adjustment has been made. The O&M manuals have not been submitted as yet. Chairman Bouchard stated that he is waiting for verification that this load bearing adjustment has been made to the boiler. Chairman Bouchard asked if all board members received a copy of the Draft Report for the High School Repairs Project. He asked board members to look it over and let him know things that should be included. There was some talk that this Draft Report did not include any pavement and landscaping plans for the exterior of the building. They are proceeding with information to replace the field house roof and part of the gymnasium roof, which will be taking place soon. The cost for this project could exceed one million dollars. Chairman Bouchard stated that there was an opportunity to have the Mayor include another couple of roof projects using surplus cash. This has now been referred to the Finance and Property Committee who will be meeting on Monday night. The idea would be to do the Department of Public Works roof, Lynch Park Barn roof/siding on roof and to side the GAR Hall. These items will come before the Finance and Property Committee for review. A meeting will need to be held as to the additional funding for the Beverly High School work needs assessment. The matrix shows requirements for the NEASC, and some other recommendations have been made because of code changes, safety issues, accessibility issues as well as some recommendations submitted by the school department for consideration as well as classroom reconfigurations. Chairman Bouchard stated that this draft has been crafted to identify/remediate NEASC in order to recertify Beverly High School. Mr. Maxner made a motion to approve the minutes of the October 15, 2003 meeting. Mrs. Sydorko seconded. All in favor. Motion passes. Mr. Seamans presented the following invoices for approval: 1. Sandmark 110204 $ 745.00 2. Sandmark 110166 10,011.95 3. Sandmark 110201 1,649.95 4. Henry Wolkins 208777 516.00 Planning and Construction Meeting Minutes – November 19, 2003 Page 3. 5. SMMA 35,000.00 6. Instant Signal and Alarm 3,365.00 7. Gayle Associates 3,062.52 8. Mike Tracchia 65.19 9. Flansburg Associates 9,031.50 10. Fortress Boston 485.00 11. Tappe Associates 5,805.57 12. Donham and Sweeney 73,156.00 13. Clean Team 800.00 14. Flansburg Associates 331.97 15. Flansburg Associates 3,540.60 16. Fortress Boston 485.00 Mr. Maxner made a motion to pay the invoices as presented. Mrs. Hobin seconded. All in favor. Motion passes. Mr. Seamans stated that the Contractor owed a floor cleaning credit from the Centerville School, which was not done to the School Department’s satisfaction. The school department performed this work for the opening of this school. The bill for that amount is $10,648.23 and Mr. Seamans would like approval to transfer this amount into the school department budget from the construction account for performing this work. 17. Transfer into School Department Budget 10,648.23 Mr. Brennan made a motion to approve the transfer as presented. Mr. Maxner seconded. All in favor. Motion passes. Chairman Bouchard stated that the plans for the Police Station/Centralized Dispatch Center are approximately seventy-five to eighty percent complete as well as a draft of the front end being completed. Meetings are ongoing to review the plans and specifications. These completed plans will then be sent to the Building Inspector for his review. Mr. Maxner made a motion to adjourn this meeting at 7:35 P.M. The motion was seconded by Mrs. Sydorko and carried unanimously.