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2003-10-15 City of Beverly Planning and Construction Committee Minutes October 15, 2003 A Meeting of the Planning and Construction Committee was held on Wednesday, October 15, 2003 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Ray Bouchard, Chairman, Rod Maxner, Cheryl Sydorko, Bob Griffin, Dan Skokski, Maureen Hobin and Tim Brennan. Others Present: Peter Seamans, Ron Bouchard, Mike Tracchia, Sam Bird, Bob Nelson, George Wattendorf and Cheryl Lamont. The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Maxner made a motion to approve the minutes of the September 17, 2003 meeting. Mr. Skokski seconded. All in favor. Motion passes. Chairman Bouchard passed out copies of information he had received including: Weekly Progress Report on Beverly High School Copy of the Amendment to the Contract for Beverly High School Memo from the Mayor to Chairman Bouchard regarding Lynch Park Recreation Office being renovated/remodeled with Lynch Park Trust Funds and being done by the North Shore Vocational School. Mr. Seamans presented his report to the Commission on the status of the school building projects. Mr. Seamans passed the application for the Ayers-Ryal Side School to Committee members for their signatures. He reports that the total cost of this project was $7,356,564.33 and that $7,340,000.00 with a $15,000.00 difference that the Finance Director is trying to find. Mr. Seamans reported that this project did not go over budget because the bonded amount was approximately $7,500,00.00 and the entire amount was not bonded. Planning and Construction Committee Minutes – October 15, 2003 Page 2. Mr. Bird discussed the letter he sent to Chairman Bouchard in regards to the condition of the Field at the North Beverly Elementary School. Geller looked at the field and found four issues. There appears to be less than six inches of topsoil in several places. The field is choked with weeds now and the topsoil is compacted which has choked out a lot of the turf grass. This is a result of the field not being aerated and a lack of irrigation. Geller’s recommendation was to do a top dressing and to re-seed, although, as they stress in their report, that if the field is not regularly aerated and regularly irrigated, the field will not improve substantially. Mr. Bird’s recommendation was to split the difference to close things out with GVW and hold $4,000.00 as a credit towards the thin areas of loam to offset some of the costs of top dressing the field, should that be done in the future. Mr. Wattendorf, of GVW, stated that great efforts were made on the field after the fact and that he was now appearing before the board one and one-half years later trying to get his last payment. He stated that his position was that if the field had been properly maintained this would not have become an issue. Mr. Ron Bouchard stated that he felt that GVW did not adhere to the specifications. Mr. Bird stated that a reasonable loam depth for grass cover is being looked at as the end result. He then stated that when Geller went to research this he did not find that there was six inches of loam everywhere. He would like to come to some resolution so that this issue could be closed out. He stated that there is some money left in the budget so that corrective measures could be taken on the field and get it back. Chairman Bouchard stated that the focus should be on the contractual obligations for the construction of this particular facility. Mr. Bird stated that the contract says that the owner has the option to accept non- conforming work with an equitable adjustment in the contract sum. Mr. Bird recommends that equitable adjustment, should be the $4,000.00, as stated in his letter, which represents one-half of the money owed to GVW. Mr. Griffin made a motion to get the cost to meet the specifications and to keep the remaining $17,00.00 owed to GVW. Mr. Brennan seconds. After discussing this motion, board members decided to have Mr. Bird negotiate the best deal for the City in order to close this out. Mr. Griffin withdrew his motion. Mr. Brennan seconds. Planning and Construction Committee Minutes – October 15, 2003 Page 3. Board members were in agreement to have five “No Parking Fire Lane” signs installed along both sides of the entrance drive to the Centerville Elementary School. Mr. Seamans has been authorized to contact the Department of Public Works to perform this project which will then be made in ADA compliance. The sidewalk work, requested by the Superintendent, has also been completed. Mr. Seamans also reports that Wireless Technologies is working with Paul Cohen to define this project so that it can be given to AMG for pricing. Mr. Seamans stated that a lot of work has been done at the Beverly Farms Branch Library to solve the water problem. The top landing is sloped towards the building. Installation of new interior walls are being held up until this area proves to be watertight. The lockers have been installed at the Beverly Golf and Tennis Club and the punch list is being finalized. Chairman Bouchard states that the new boiler at Beverly High School still has not been fired up and will be looked at when the cold weather arrives. They are still working on the O&M manuals. Chairman Bouchard states that the Police Station schematic design is still on going. Mr. Seamans presented the following invoices for approval: 1. Tappe Associates 0030912 $ 6,024.69 2. Gale Associates 0310226 847.95 3. Flansburg Associates 0025281 1,833.33 4. Donham and Sweeney 0000004 16,539.87 5. Helco Electric 36064 625.00 6. Thomas Brothers Furniture 92403 285.00 7. Phillip Clock Shop 3490 75.00 Planning and Construction Committee Minutes – October 15, 2003 Page 4. 8. Flansburg Associates 0025252 2,361.12 9. Flansburg Associates 0025251 1,152.00 10. Flansburg Associates 0025253 6,060.00 11. Clean Team 800.00 Mr. Skokski made a motion to pay the invoices as presented. Mr. Brennan seconds. All in favor. Motion passes. Mr. Seamans then presented the following invoices for approval: 1. Corporate Express 64.80 2. Nobody Resources 361.17 3. Gordon Werlitzer 334.90 4. National Business Furniture 418.95 5. Robert Lord Company 377.23 6. San Mark Industries 1,626.00 7. School Furnishings, Incorporated 654.40 8. School Specialties 35,544.70 9. School Specialties 126.00 10. School Specialties 520.00 11. School Specialties 140.00 12. School Specialties 410.08 13. School Specialties 168.00 14. School Specialties 725.00 15. Henry Wolkin Company 1,282.00 16. World Almanac Education 1,578.38 Mr. Griffin made a motion to pay the invoices as presented. Mr. Skokski seconds. All in favor. Motion passes. Mr. Skokski made a motion to adjourn this meeting at 8:25 P.M. The Motion was seconded by Mrs. Hobin and carried unanimously.