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2006-03-22 City of Beverly Planning and Construction Committee Minutes March 22, 2006 A Meeting of the Planning and Construction Committee was held on Wednesday, March 22, 2006 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Dan Skokski, Cheryl Sydorko, Rod Maxner and Tim Brennan Others Present: Peter Seamans, Fred Hopps and Cheryl Lamont. The Meeting was called to order at 7:05 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Skokski made a motion to approve the minutes of January 18, 2006 as presented. Mr. Maxner seconded. All in favor. Motion passes. Mr. Seamans presented his report to the Commission on the status of the school building projects. Mr. Seamans stated that he would locate the final payment sent from MTC for the grant for the Centerville School and return it to the project. Mr. Seamans stated that during the spring, the search would continue for the water penetration at the Beverly Farms Branch Library. Chairman Bouchard stated that he and Mr. Seamans have been working on Tappe and Associates to get these things moving again since the weather has broken and has asked them for a schedule of completion on both the Lynch Park Roof and the Beverly Farms Branch Library. Chairman Bouchard stated that the report has been completed on the Beverly Golf and Tennis Club. If everything were to be done, they would be looking at 3.9 million dollars, which does not include any bidding or construction administration costs, financing, insurance and any other cost escalations. Planning and Construction Minutes – September 21, 2005 Page 2. Chairman Bouchard stated that the report was done in two parts and addressed the immediate repairs that need to be done and capital improvements. The immediate repairs represent about 1.5 million dollars and capital improvements represent about 2.4 million dollars. The handicapped access ramp will need to be reworked and that cost will be around $71,000.00. The total cost is around 3.9 million dollars and the longer it waits, the more it will cost. Chairman Bouchard stated that he had a conversation with the Chairman of the Beverly Golf and Tennis Commission and they will be sending a letter requesting funding, setting their priorities and, once that is received, it will be submitted to the mayor for his action. Chairman Bouchard stated that the two change orders for the Lynch Park Barn Roof could be simplified into one change order. Chairman Bouchard stated that the trustees have indicated that they would like to have a walk-through and then generate some money to get this project completed. Chairman Bouchard stated that Dr. Scuzzarella, Beverly High School Principal, is very pleased with the outcome of the cooking lab and is happy that it is now being utilized to the full extent. Chairman Bouchard stated that the Project Manager advertising for the Beverly High School Project is in progress and is a requirement under the new reform construction law that states any project that exceeds 1.5 million dollars has to have an owner/project manager (OPM). This position has been advertised in the paper and to-date thirty-eight (38) inquiries have been received and at a field walk-though, twenty people responded. The Mayor has formed a special rd committee to make this selection. The RFQ’s are due on April 3 and it has been set up that the selection committee will choose three (3), the Mayor will interview those three and make the final selection and do the negotiating. By law, the OPM has to be on board before the design selection process begins because he/she will need to be part of that selection. Chairman Bouchard referred to a copy of a submittal by Councilor Coughlin who submitted three separate orders to the committee as a whole, which has been passed by the council and has now been submitted to the Mayor for his approval. Planning and Construction Minutes – September 21, 2005 Page 3. Chairman Bouchard asked Mr. Seamans if there has been movement with Millis regarding moving the weather station at the Centerville School. Mr. Seamans stated that he felt that Millis is done doing what they are going to do and that he will get the unit inspected, making sure it is properly wired, and take the next step. Chairman Bouchard stated that he attended a meeting with the City Solicitor and Mr. Seamans to try and get these issues resolved and come to back to this committee in order to take the votes that need to be taken to vote on the decision. The issue on the balancing report has resolved itself since the report has come in and went back and forth for a while and Chairman Bouchard is not sure of the status of this and the other issue is the windmill. Chairman Bouchard stated that the City of Swampscott has their High School now under construction for 42 million dollars and the budget for the project manager and staff is 1.35 million dollars which includes the project manager, an in-house, an outside project manager and one clerical person and they do not have a Clerk of the Works. This part of the construction costs is an expensive proposition and is required by law. Fred Hopps, a teacher at Beverly High School, teaching applied technology/engineering technology, addressed the committee with his interest in Green Energy Park and particularly in the Green School approach that is being used to implement into Beverly High School. He is working with a citizens group, who is interested in this process as a group, and has some good information that he would like to share with this committee. He was interested in the fact that one school had a Clerk of the Works and another did not and would like to propose that his citizens group be involved in the following ways: 1. he is interested in the building process 2. and as a teacher, he would like to be able to discuss the school with the students as a learning platform This is now being done in Blackstone Vocational Technical School where he recently visited and they are one of the top two premiere Green Schools now. He left reports with committee members that talk about the language that is Planning and Construction Minutes – September 21, 2005 Page 4. looked for in terms of Green Schools, when meeting the criteria of the Massachusetts School Building Authority, which is setting out this June and by reviewing the RFP, the committee will know that these standards have been included. He also presented the Incremental Cost and Benefits of Green Schools in Massachusetts which is a twenty (20) year study, and the summary of the National Review of Green Schools Cost Benefits and Implications for Massachusetts, which is sponsored by the Massachusetts Technology Collaborative. Chairman Bouchard stated that all applications for Green School Technology and Funding were done through the architects who were hired and supervised by this committee. This funding did not come out of the school budget, but came out of a capital project in order to file the application to get the money. Chairman Bouchard explained that is why some of the money that is coming back is going into the Capital Account and not back to the School Department. Mr. Hopps wanted, if needed, to offer his services as far as researching and providing information that could be used by this committee. Mr. Hobbs presented information from Mr. Bruce Dias, technical representative for National Grid, who is part of the Citizen Committee, to show that there is design money available through National Grid to look at energy efficiency proposals. Chairman Bouchard stated that this was done on all of the projects, except the McKeown School, because the others were renovations and these details were handled through the School Business Manager. Chairman Bouchard stated that all avenues for additional funding are looked at and was interested in all of this information and hopes that the person hired is already very familiar with this. Mr. Seamans presented the following invoices for approval: 1. Creative Library 2653 $18,847.01 2. Anthony Tappe and Associates 83625 150.00 3. SMMA 83626 1,250.00 Mr. Maxner made a motion to approve the invoices as presented. Mrs. Sydorko seconded. All in favor. Motion passes. Mr. Maxner made a motion to adjourn the meeting at 7:32 P.M. The motion was seconded by Mrs. Sydorko and carried unanimously.