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2006-09-20 City of Beverly Planning and Construction Committee Minutes September 20, 2006 A Meeting of the Planning and Construction Committee was held on Wednesday, September 20, 2006 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Bob Griffin, Rod Maxner, Dan Skolski, Tim Brennan and Maureen Hobin. Others Present: Peter Seamans 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 June 21, 2006 as presented. Mr. Skolski seconded. All in favor. Motion passes. Mr. Seamans presented his report to the Commission on the status of City building projects. Mr. Seamans stated that the Lynch Park Barn Roof Project has been completed and is hoping to get the Certificate on September 21, 2006. Mr. Seamans stated that also included in the budgets for the Lynch Park Barn Roof and the Beverly Farms Branch Library is $17,478.49, from the original budget, that is still available for this project from the Lynch Park Barn Roof Project. The Beverly Farms Branch Library budget has overcommitted by $18,846.01. Mr. Griffin stated that the concern is that while they may have overspent and purchased more than they were supposed to, that there might not be enough money to repair the water leak and that purchase orders be cancelled over their original authorization amount. Planning and Construction Minutes – September 20, 2006 Page 2. Chairman Bouchard stated that he thought it was now too late to be able to do this as Mr. Seamans already has the invoice for this overage. Chairman Bouchard stated that figures need to be calculated as to where they stand on this budget item, and what items are outstanding and has asked Mr. Seamans to get this information. Mr. Griffin has a concern about being in a situation where the City will be asked for money they don’t have. Chairman Bouchard stated that another problem was that their fundraising efforts fell short on their overall total and if that had not happened, this would not have been a problem. Chairman Bouchard stated that he got an estimate for the stained glass window at the Beverly Public Library. Mr. Seamans stated that the original front door at the Library is air-locked between that door and the Reading Room. When the doors close the air gets trapped and the leaded glass window that is installed over the exterior door keeps moving in and out with the door movement and has now become a hazard. Mr. Seamans stated that there needs to be some way to release this air and stabilize the window. Chairman Bouchard stated that he has a copy of a proposal through Tappe to fix this, at a minimum cost of $3,000.00 plus an additional $400.00 for additional options, which would only cover fixing the window, and then a vent would need to be cut. Tappe Associates is looking to this group to take on this project. Chairman Bouchard stated a meeting took place with John Dunn who indicated that there would be money available to pay for this project. Mr. Seamans will speak with John Dunn as this has now become a safety issue and the door has been closed and will only be used as an emergency exit. Mr. Griffin would like to get a handle on the budget and then make a decision based on the consensus of the board. Chairman Bouchard stated that there was a selection group to review the OPM proposals for Beverly High School and recommended that the Mayor interview Hearey and negotiate a contract for OPM services but is unsure if this has been finalized yet. Planning and Construction Minutes – September 20, 2006 Page 3. Chairman Bouchard stated that this is going to cost $1.3 million dollars with an additional $100,000.00 for additional expenses. He has not seen the contract and his information is coming from the newspapers. The proposal for architectural/engineering services was sent out and twelve proposals were received. Another Committee was formed to review those proposals whose members include John Dunn, Mike Collins, Ray Bouchard, Thad Siemasko, Nancy Brusil, Kevin Hobin, Miranda Gooding, Bill Mahoney and the Superintendent of Schools. The Mayor will negotiate a contract. The architectural services could cost $3-$4 million dollars, $60 million for construction for a $65 million dollar total. Chairman Bouchard stated that there is work that needs to be done at the Beverly Golf and Tennis Club but it is now not a priority since they are continuing with their efforts to get the property de-registered. Mr. Seamans presented the following invoices for approval: 1. Anthony Tappe and Associates 0060607 $1,262.14 2. Anthony Tappe and Associates 0060814 298.33 3. Anthony Tappe and Associates 0060609 668.40 4. Anthony Tappe and Associates 0060718 225.00 Mr. Maxner made a motion to approve the invoices as presented. Mr. Skolski seconded. All in favor. Motion passes. Mr. Maxner made a motion to adjourn the meeting at 7:20 P.M. The motion was seconded by Mr. Griffin and carried unanimously.