2003-06-18 (2)
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
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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
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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
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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