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2003-06-18 PLANNING AND CONSTRUCTION COMMITTEE BEVERLY BUILDING COMMISSION AGENDA July 16, 2003 CALL TO ORDER: APPROVAL OF MINUTES: June 18, 2003 OLD AND ONGOING BUSINESS: INVOICES: NEW BUSINESS: ADJOURNMENT: Planning and Construction Committee Minutes June 18, 2003 A Meeting of the Planning and Construction Committee was held on Wednesday, June 18, 2003 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Ray Bouchard, Rodney Maxner, Cheryl Sydorko, Maureen Hobin, and Daniel Skokski. Others Present: Peter Seamans, Art Daignault, Mike Tracchia, Ron Bouchard, Sam Bird, Bob Nelson, and Cheryl Lamont The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Bouchard. Mr. Seamans presented his report to the Commission on the status of the school building projects. Mr. Seamans reported that the SBAB application for the McKeown Elementary School was now complete because he has received the certified vote of the acceptance by the Beverly School Committee. The application is made electronically with a cover letter and the signatures of the members of this Committee are required. Mr. Seamans presented this cover letter to each member for his or her signature. Mr. Seamans stated that the Ayers School application should be done in another three weeks. Mr. Seamans stated that the School Department is preparing a punch list for the Hannah and Cove Schools to be performed over the summer recess, subject to approval of this Committee. Mr. Ron Bouchard was asked if this list had been prepared and he stated that this list would be prepared during the following week. Planning and Construction Committee Minutes – June 18, 2003 Page 2. Chairman Bouchard stated that Flansburg Associates should be the issuers of this punch list. Chairman Bouchard stated that there is a different situation where the City already has a settlement agreement with Peabody Construction Company. Mr. Bird states that he is under the impression that the Committee wants to glean from the punch list items of certain things that had to be done by the City and a list of other things to be done and take a credit for items not worth doing by anybody. Chairman Bouchard stated that those credits may not be there anymore and feels that the agreement has to be reflected into the equation. Mr. Seamans states that the Hannah School roof repair which was a long standing issue may now be resolved. Chairman Bouchard feels that this will take some effort on the School Department’s part to keep children from getting up on the roof and causing damage. Mr. Ron Bouchard stated that the School Department would not allow the installation of barbed wire on the roof. The roof has been punctured and the lightning rods have been snapped off. Mr. Seamans reports that the Video Retrieval system has been installed at the North Beverly School. Mr. Ron Bouchard is concerned about the playing field settling which is now showing a great crop of rocks and feels that the field needs to be raked off. They do have sufficient loam and the area was in great shape last summer but now with the rocks surfacing, grass is unable to grow. Mr. Seamans will check into whether the six inches (6”) of loam was placed into this area as per contract requirements but feels that this area should be watered well into the fall months. Planning and Construction Committee Minutes – June 18, 2003 Page 3. Mr. Seamans reported on the progress of the Centerville School and stated that he has every reason to believe that this project will be completed on schedule. Moving has been scheduled for a week from Tuesday. Chairman Bouchard stated that the Procurement Office would need to be satisfied with only two vendors and not the required three submitting proposals for commissioning agent services. Mr. Bird stated that things are moving along and looks for a th substantial completion date of July 17. Mr. Seamans stated that twenty-one classrooms have been completed so far and that he arranged and gave a teacher tour. The teachers were very enthusiastic about the renovations. Mr. Seamans reported on the progress of the Beverly Farms Branch Library. Chairman Bouchard states that the application for the grant from the Massachusetts Historic Preservation must be filed before th June 30. Chairman Bouchard stated that the Veranda Replacement Project is about ninety-five percent (95%) complete. He has received a copy of a payment application. All of the molding pieces are being put together by the restoration contractor and they all had to be hand made. The rug installation should be done in one to two weeks. The lockers have been ordered but there was an eleven (11) week lead time but they are trying to expedite this. Chairman Bouchard feels that this work is going along well but that there were periods of time when the weather was uncooperative. He suggests that committee members take an opportunity to look over this project and see all of the intricate work that has gone into this project. Planning and Construction Committee Minutes – June 18, 2003 Page 4. Chairman Bouchard reports that the Boiler Replacement Project is moving along nicely. The boilers are in and are running but they can’t be fine-tuned until there is a load on them, which will be done in the fall. Chairman Bouchard reports that a rough draft of the owner’s manual has been submitted and that the contractor is still owed around $188,000.00. A payment request will be going back as well because there were some credits that should have been included. The punch list will be done shortly. Chairman Bouchard stated that a lot of the bills that had been passed on to him would be resubmitted to Helfrich Brothers as well as an invoice from the Fire Department, which will be resubmitted to them for payment. The submittal to the gas company for a refund in the amount of $8,000.00 is still outstanding as well as a credit change order from Helfrich Brothers in the amount of $18,000.00. Chairman Bouchard stated that another item to be done is to get an additional appropriation to remove the underground fuel tanks and to do some additional remediation. The total cost of this has not been calculated as yet and Mr. Ron Bouchard is also working on this. Chairman Bouchard reports that there has been one change order on the Beverly Golf and Tennis Club for forty-five thousand ($45,000.00) dollars and there will be another change order for the lockers and rug. That amount will be funded out of the operating budget of Beverly Golf and Tennis account. Planning and Construction Committee Minutes – June 18, 2003 Page 5. Chairman Bouchard mentioned receiving some monies from the State for the Green Application at the Centerville School (copies which were previously given to board members). Chairman Bouchard asked board members if they received a copy of a training session regarding the Open Meeting Law. Mr. Bird asked if anyone had any questions but feels that the summary sheet speaks for itself. They are still looking at total changes of 2.6%, for the Centerville School Project, which he feels was very good and cost control was very tight. Chairman Bouchard states there is a draft change order #10 that is finally going in the right direction, as they want to give $26,000.00 back. The Minutes of the May 21, 2003 meeting were not available at this th time and will be presented at the July 16 meeting. One warrant was presented for approval of invoices: 1. GVW, Inc. 5 $78,640.10 2. Fortress Boston 10014 471.00 3. Gale Associates 306227 5,245.16 4. Tappe Associates 30512 8,206.18 5. Flansburg Associates 25020 5,882.48 6. Michael Tracchia 61303 108.27 7. Flansburg Associates 24992 1,934.70 8. Flansburg Associates 24993 118.27 9. Flansburg Associates 25014 7,333.33 10. UTS of Massachusetts 18549 497.25 11. Flansburg Associates 24994 237.50 12. BFS Business Printing 297940 1,272.00 Planning and Construction Committee Minutes – June 18, 2003 Page 6. Mr. Maxner made a Motion that these invoices be approved as presented. The Motion was seconded by Ms. Sydorko and carried unanimously. NEW BUSINESS Ms. Hobin, following a meeting with School Committee member, Mr. Tallo, asked for a status report on the High School Renovation Project. Chairman Bouchard stated that she should tell him that he met with Ron, Greg and the Superintendent on Monday morning and the list was produced and delivered on Tuesday. Hopefully, by next Wednesday they may have more to report. Now that this list has been produced, the project will be scoped out and then we will go out for pricing from outside vendors. Chairman Bouchard explained that work to be done by outside help had to be determined first, which would translate into plan specifications for contractor bids. Chairman Bouchard wanted to take the original letter from NEASC and develop a matrix listing all items and checked off by who was going to do them. Then the items left unchecked would then be contracted for. Mr. Maxner made a Motion to adjourn this meeting at 7:50 P.M. The Motion was seconded by Mr. Skokski and carried unanimously. Respectfully submitted, CHERYL LAMONT Secretary