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2007-05-23 DRAFT City of Beverly Planning and Construction Committee Minutes May 23, 2007 A Meeting of the Planning and Construction Committee was held on Wednesday, May 23, 2007 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Cheryl Sydorko, Tim Brennan, Maureen Hobin, Bob Griffin and Rod Maxner. Others Present: AI Cuevos, Frank Tedesco 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 April 18, 2007 as amended. Mrs. Sydorko seconded. All in favor. Motion passes. Planning and Construction Meeting - May 23, 2007 Page 2. Mr. Cuevos gave committee members an update on the progress being made on the design for the new Beverly High School. He stated that they have been working very hard with the superintendent and have done traffic studies and flow tests. This information has been sent to the engineers. He stated that they would not need to do anything special with the sprinkler system, as they will not need a pump for the fire suppression system or a booster for the upper floors. Chairman Bouchard stated that this building would be fully sprinkled, including the old sections. Mr. Cuevos stated that they have some traffic information including analysis of drop off/pick up numbers and are discussing the entry in more detail for a better recommendation. Some concerns are with the landscape architect and the two entry points. Chairman Bouchard stated that the City would be doing modifications of Sohier Road, at the intersection of Herrick Street, and possibly at Cabot and Herrick Streets. He stated that there is an arrangement that was made with Beverly Hospital when they were granted permits for modifications/expansions to their building, and that they are funding this work that will be done. Chairman Bouchard stated that their work on the intersections should not have any impact on the High School project. Mr. Tedesco stated that according to the schedule, they would be doing the intersection work at the same time as the demo work being done at the High School. Planning and Construction Meeting - May 23, 2007 Page 3. Mr. Cuevos stated that in terms of the intersection, the turn around designed closer to Herrick Street and Sohier Road will be pulled closer to the hill. They will be matching the present parking count of four hundred sixty-two (462) spaces. This will enable the project to get the lead points because it will be above the minimum zoning requirements and below the maximum allowed. Chairman Bouchard stated that these points, with respect to MSBA, mean that more reimbursement money will be received. Mr. Cuevos stated the teacher and student parking will be separated and the visitor parking will increase to 50-52 spots. Chairman Bouchard stated that the proposed site plan has the word "draft" on it, which means these are working documents. Mr. Cuevos stated that they would be taking the entire baseball diamond as the construction zone and that this area would be re- skinned when the project is completed. Chairman Bouchard stated that the City will be doing some work on the North Beverly brook drainage and both parties have been working together in this issue. Mr. Cuevos stated that the plan shows future fields and a proposed stadium. An official MIAA sized field hockey field will not fit but if it is resized it could work. He stated that there is a range for that, so more discussion needs to take place on this issue. Planning and Construction Meeting - May 23, 2007 Page 4. Mr. Cuevos stated that relative to the building, they have met with all departments in the past few weeks and have gotten back a lot of good feedback. They will be meeting next with technology and then will be able to integrate the FF&E component layout. The guidance wing has been developed to their satisfaction and security of the building is something that will need to be addressed. The security system will have an impact on where doors and walls need to be located. Mr. Cuevos stated that one of the major items is coming to terms with is having probably seven hundred fifty (750) seats in the auditorium. He stated that both the principal and the superintendent are comfortable with that number and that they have looked at three seat manufacturers layouts and each will fall into that number range. The furniture will come in as samples for testing. The present number of seats is eight hundred two (802) but they can't get that number since the auditorium needs to be handicapped accessible. Mr. Maxner asked if there would be a control room. Mr. Cuevos stated that it would be located in the back of the room. They will be talking to a theater consultant who will look at the rigging needs within the confines of the building. They will plan to use what they can but there will be needs since some of this does not meet present day codes. Mr. Cuevos stated something that has not been decided as yet is access to the BevCam area. Mr. Cuevos stated that they would begin to develop elevations. The stairwells used during lunchtime will be somewhat larger since they will be used by a lot of students at the same time. Planning and Construction Meeting - May 23, 2007 Page 5. Mr. Griffin asked why the front of the building was not kicked out on the third floor. Mr. Cuevos stated that it has to do with the fa<;ade. He stated that one of the things they were trying to do is to accentuate the different uses so this area is one element and then the roof line sets back so that it can be broken down somewhat as a four story building. Mr. Tedesco stated that it also works as far as the square footage and that the program sometimes defines some of the elements of the exterior. Mr. Griffin stated that he felt this would be a costly change. Mr. Tedesco stated that they would take a look at it. Chairman Bouchard stated that Heerey International is in the process of doing the first cost estimate for this project. This probably will be done in the next couple of weeks. Mr. Tedesco stated that his engineers and consultants will look at what numbers they came up with for various components and make sure that all items have been included in the estimate. Mr. Tedesco stated the plan is to get the estimate and make the appropriate alterations, if necessary, to meet the budget but if you wait, things are going to get more expensive. He stated that the plan is to move ahead with the design and to be ready to go out to bid after the first of the year. Mr. Griffin stated that he feels if the project is behind in the cost estimating process, that he is not in favor of moving ahead and he would rather wait to make sure the project is within budget before doing things that would cost a lot of money to change. Planning and Construction Meeting - May 23, 2007 Page 6. Chairman Bouchard stated that this project has been directed to move forward by the administration and everyone is waiting for the same thing. Mr. Tedesco stated that this is the normal process and that it us not unusual when you get the cost estimate it could consist of one hundred fifty (150) pages of estimates, from ceramic tile to roofing materials, and time has to be spent reviewing this. Mr. Griffin stated that he would like to see changes in scope earlier than later so that there would be an opportunity to cut from the project if there is a cost problem. Chairman Bouchard stated that as part of the MSBA rules and regulations for funding, as to what they consider reimbursable, is a matter of a point system and the idea is that you generate more points if you have a facility that has a multiple use besides just being an educational facility. Mr. Griffin stated that he has a concern about bringing this project in on budget. Mrs. Sydorko asked about the number of classrooms configured in this project. Mr. Tedesco stated that they have planned on twelve hundred (1,200) students with the ability to add twenty-four classrooms in the future if needed. This would be located off the dental area and provisions have been built in for future expansion. Chairman Bouchard stated that beginning tomorrow they would be doing the water infiltration work at the Beverly Farms Library to see what is going on. Planning and Construction Meeting - May 23, 2007 Page 7. Chairman Bouchard stated the Beverly Golf and Tennis wrote a letter about moving along with the repairs to the clubhouse. They do not want to spend a lot of money because of the condition of it. The administration was trying to get this building off the Historical Registry. Since Mr. Seamans is not present tonight, Chairman Bouchard presented the followi ng invoice for payment. Vendor Invoice Amount Number Mt. Vernon Group #2 $364,518.40* *This amount represents the period from April 1st - April 30, 2007. Mr. Maxner made a motion to approve payment of this invoice as presented. Mrs. Hobin seconded. All in favor. Motion passes. Mr. Maxner made a motion to adjourn this meeting at 7:50 P.M. Mrs. Hobin seconded. All in favor. Motion passes.