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2003-07-16 City of Beverly Planning and Construction Committee Minutes July 16, 2003 A Meeting of the Planning and Construction Committee was held on Wednesday, July 16, 2003 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Ray Bouchard, Rod Maxner, Daniel Skokski, and Robert Griffin. Others Present: Peter Seamans, Ron Bouchard, Tim Brennan, Sam Bird and Cheryl Lamont. The Meeting was called to order at 7:05 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 stated that the application for the Ayers School must be proofread and will be completed by mid August. Mr. Ron Bouchard stated that the fire alarm system has been worked on at both the Hannah and Cove Schools. Mr. Bird stated that Geller’s report states that they performed ten test holes and found the topsoil to range between two to five inches, at the North Beverly School, as opposed to the six inches required. They recommended that another three inches of loam be spread, filled in and re-seeded. Mr. Seamans stated that the argument is that unless the field is maintained as to water and aeration, you will never be able to grow good turf. Mr. Bird stated that an issue is that you were not given the loam that was paid for and that the maximum stone size is six inches but surface stones exceed that. Mr. Bird will resolve this issue. Planning and Construction Committee Minutes – July 16, 2003 Page 2. Mr. Seamans stated that he feels the Massachusetts Technology Collaborative will want to have some sort of fanfare for the opening of the Centerville School and this may be an opportunity for some publicity. Mr. Seamans stated that monies received have been deposited into the Centerville Budget. Mr. Seamans stated that Sebesta Blomberg was one of the vendors who submitted a bid for the commissioning agent to approve the installation of items paid for with MTS funds and feels that this company is very well versed with the grant. Mr. Bird questions the Clerk of the Works position. Since the Centerville School is the final school to be completed, he is wondering how long these services will be needed. Mr. Bird assumes that these services would be needed through Labor Day and the opening of the Centerville School and through the preparation of the punch list. Chairman Bouchard asked if this position is required to be full time and if, at that time, this position could become a part time position. Mr. Bird will discuss this part time option. Mr. Seamans will take a look at the punch list and account for all money expenditures. All board members were in agreement. Mr. Bird raised the issue of the concrete block at the Centerville School. They tried to stain the block, unsuccessfully, and have asked that the block be removed. Chairman Bouchard would like to get a credit and put some signage across the front of the blocks. He feels that you can’t see the change in color from a distance. He feels that it would be too difficult, at such a late date, to remove this and replace it since he feels that it is not obvious. Mr. Bird stated that the other issue was the water in the crawlspace at the Centerville School. Mr. Bird stated that there are only two test probes in the vicinity of the crawlspace that indicate ground water one and one-half to two feet below the surface of the floor. Mr. Bird recommends a foot of crushed stone and a vapor barrier and then a mud slab on top of that. He has found standing water in that area during heavy rains so that the water table does rise during those times. Chairman Bouchard asks if something will be designed so that there is access to that space. Ron Bouchard asks if two wells with caps or a sump pump could be installed so that the water level would not come up. This idea makes sense to everyone Planning and Construction Committee Minutes – July 16, 2003 Page 3. Mr. Seamans reports that the order has been placed on the alarm system at the Library. Three bids have been received. They all came in very close. He liked the Instant Alarm proposal as it included enhanced benefits, which would enable monitoring the entrances from the circulation desk. Chairman Bouchard received a memo from ADA Coordinator regarding deficiencies at the Beverly Golf and Tennis Club. Chairman Bouchard stated that plans for the Police Station/Public Safety Facility has been started up again. Locations for sub-stations have been looked at on McKay and Essex Streets and reconfigured Police Station on Elliott Street with Centralized Dispatch. Chairman Bouchard states that he has received preliminary sketches and would like board members to take a look at them. Chairman Bouchard stated that the veranda project at the Beverly Golf and Tennis Club is moving along and progressing slowly. There is another changer order in the amount of $47,047.37 for the rug installation. Lockers have been ordered and will be delivered next month. Some additional work had to be done in the entrance to the locker room. Most of the money to fund this will come from the Beverly Golf and Tennis Operating Budget. Chairman Bouchard stated that he asked Gale Associates to take a look at the ten-year old field house roof. The bottom line is that this rubber roof leaks. There is about ten feet all around the perimeter of the existing roof that is gone. If this roof were repaired, it would cost approximately $150,000.00 - $175,000.00, not including engineering costs. This repair would only extend the life of this roof another five to seven years. If this roof were replaced entirely, the cost would be between $400,000.00 to $450,000.00, not including engineering costs. Chairman Bouchard states that the roof should be replaced with the same materials used in the school renovations and that a rubber roof should have never been installed on the field house roof in the first place. The other schools have Sonafill roofs that are warranted for twenty years. Chairman Bouchard states that the field house is scheduled to be refurbished and that the roof replacement would become part of the overall renovation. Chairman Bouchard stated that he was asked how to extend the life of the fairly new current field Planning and Construction Committee Minutes – July 16, 2003 Page 4. house roof. Firestone will not come back and do anything to the roof under warranty because they claim that the roof has not been maintained. SMMA has been asked to give their opinion on the current field house roof condition. Chairman Bouchard stated that in regard to the fuel oil tanks at the high school, he has spoken with Jim Decoulis who is putting together a scope of services for a boring program and identifying exactly what the limits are of the contamination site, if any. He will also mediate with DEP. Chairman Bouchard stated that we are in a situation now where the one-year time frame to remove the tanks has gone by. Chairman Bouchard stated that Decoulis is going to try and get a waiver for that requirement. Chairman Bouchard stated that they need to get another appropriation of funds. In order to arrive at an amount for the cost for this, they would start with the boring program and contamination and go from there to see what is needed. Then an estimate of cost can be made from those results to go before the City Council. Chairman Bouchard gave revised minutes of the June 18, 2003 minutes to the secretary for editing purposes. Mr. Maxner made a motion to accept the revised minutes. Mr. Skokski seconds. All in favor. Motion passes. Three warrants were presented for approval of invoices: Warrant Number One: 1. PSI - New England Storage Products 3914 $12,280.20 Mr. Maxner made a Motion that this invoice be approved as presented. The Motion was seconded by Mr. Brennan and carried unanimously. Warrant Number Two: 1. Gale Associates 810722 $ 2,265.09 2. Flansburg Associates 0025058 1,010.95 3. Flansburg Associates 0025059 480.00 4 Flansburg Associates 0025073 7,333.33 5. Helco Electric 35598 625.00 6 Division 10 Specialists 0003155 1,152.00 7 UTS of Massachusetts 18814 264.50 8. Michael Tracchia 71603 45.68 Planning and Construction Committee Minutes – July 16, 2003 Page 5. Mr. Maxner mad a Motion that these invoices be approved as presented. The Motion was seconded by Mr. Skokski and carried unanimously. Warrant Number Three: 1. Donham and Sweeney 0000001 $27,816.31 Mr. Maxner made a Motion that this invoice be approved as presented. The Motion was seconded by Mr. Skokski and carried unanimously. Mr. Maxner made a Motion to adjourn this meeting at 8:00 P.M. The Motion was seconded by Mr. Skokski and carried unanimously.