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2007-06-20 City of Beverly Planning and Construction Committee Minutes June 20, 2007 A Meeting of the Planning and Construction Committee was held on Wednesday, June 20, 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, Dan Skalski, Bob Griffin and Rod Maxner. Others Present: AI Cuevas, AI Calcagno, Ben Gary, Peter Seamans and Cheryl Lamont. The Meeting was called to order at 7:06 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Maxner made a motion to approve the minutes of May 23, 2007 as presented. Mr. Griffin seconded. All in favor. Motion passes. Planning and Construction Minutes - June 20, 2007 Page 2. Mr. Seamans presented the report that was prepared by Peterson for Tappe with regard to the water infiltration problem at the Beverly Farms Library. He stated that the report states that they could not find the cause of the water infiltration but did find several things that need to be looked at. They think an un-insulated elbow in the cast iron drain leader could be causing the problem with the plaster saturation in the Reading Room. They recommend that this be insulated. They also found, on one of the roof-top units, that there was no piping for the drain away from the unit causing condensation to leak back into the building. They also found some inappropriate flashing and directed Pascucci to correct both items. Mr. Seamans stated that the question before this board would be do we direct them to insulate those drain leader pipes; and, does the board want to go to the next level of testing. Chairman Bouchard stated that the board has no choice but to do this to get this problem resolved but does feel that some negotiating should be done regarding the price. Mr. Calcagno introduced himself and stated that he is assisting Mr. Ellis with the design process. He stated that he is an architect and will be working on that phase of the design. He distributed updated status reports and reported that they are on task and are in the process of reviewing the schematic design and cost estimate. He estimates that by the middle of next week they will be prepared to share the cost estimate for this project. The design development will be ready next by the middle of July. Mr. Calcagno stated they are compiling a lot of information for better definition and that Heery has concerns identifying more critical renovations. Mr. Calcagno stated that he would have additional information to share with board members for their next scheduled meeting as the cost estimate will be completed next week and be sent to the Mayor. Planning and Construction Minutes - June 20, 2007 Page 3. Mr. Cuevas stated that a meeting was set for the end of June with the fire department, police department and the building inspector to have their concerns addressed. Chairman Bouchard stated that the City had hired a new building inspector and suggested that MPE sit down with the gas, plumbing and electrical inspectors and work closely with the new building inspector to give him some lead time. Chairman Bouchard stated that they are working on assembling a list of proprietary items and the school department has their building and grounds supervisor putting items together as well as Mr. Seamans putting together a list. This board will be reviewing this information, taking a vote and then forwarding this list. Mr. Cuevas stated that he brought Ben Gary, the project's landscape architect from Marshall/Gary and that he would review some issues with the site. Mr. Gary stated that Meredian Engineering performed a topography survey several months ago. He presented that overall composite to board members which included property owners, set backs, and streets. He stated that they have a wetlands consultant, David Derosa, who met last evening with the conservation commission and they have scheduled a hearing in about three weeks. He stated the wetlands are narrow and run along the brook and at the bottom of the slope, near the tennis courts, where wetlands extend and another area that extends across Sohier Road, where the entrance is located. He stated that the flood plane elevation wanders in and out of the site. He has been in touch with Camp, Dresser and McKee who are conducting a study on the North Beverly Brook project. They are now in the process of preparing drawings and making recommendations. Mr. Gary stated that in thirty (30) days they would have the decision made by the conservation commission. Planning and Construction Minutes - June 20, 2007 Page 4. Mr. Gary stated that also being considered is if the brook is a perennial or intermittent. If it is considered perennial then it is called a river if it is called an intermittent, than it is not. If it is determined to be perennial stream it will need approval from the conservation commission and the DEP. Mr. Gary stated that the road would be thirty feet wide, two way with granite curbs. There will be sine age in all areas with lit parking and driveways that will be energy efficient. Mr. Gary stated the slope, sidewalk and end caps will be fully handicapped accessible with enough space for all busses and parking crosswalks installed for safety. Mr. Gary stated that visitor parking would be in their own section with room to make adjustments for additional spaces. Trees will be planted on the island. Mr. Gary stated that there are still two entrances and has a concern about the rotary, join out lane and separate lines for in and out going traffic. He asked the board members for their input into this. The schematic appears with exit only. It would be preferable to keep the exit only and this plan would work with the traffic. Mr. Cuevas stated he thought it would be better for the entrance because it would take the load off the traffic. They do want to keep the speed bumps with Kittredge Street "in" and Russell Street "out". The island has been pushed out more and have realigned it and moved it with the stop. It will remain one way, changing to two way. This way the busses will be able to make the turn. Planning and Construction Minutes - June 20, 2007 Page 5. Mr. Cuevas has shared this information with police and fire, but not in great detail. The tennis courts are not imposing and the superintendent questioned the baseball court placement. There will be a lot of green space in front of the building and the plans are being adjusted as seen fit. Mr. Maxner asked about the placement of the athletic fields and was told that they were being moved slightly back and will be out of service for several years. The school department is looking into making other arrangements. The tennis courts will be out of service even longer. Mr. Griffin asked about flipping the parent/bus drop off. Mr. Cuevas stated they don't want to do that because they don't want the busses to mix with student/teacher parking. Mr. Griffin asked if the band would be able to practice in the school parking lot and was told that they would have an area in the upper parking lot. Chairman Bouchard stated that the tennis court will be paved and they can use that space. Mr. Cuevas stated that they could erect temporary lighting for band practice. Mr. Cuevas stated that this information has been put into handouts and they will be distributed. Mr. Cuevas stated that this plan keeps redefining itself and Chairman Bouchard stated that the cost estimate would bring the project into reality. The cost estimate should be ready next week. Mr. Cuevas stated they are looking at the asbestos abatement and would be there for a month doing the testing. Planning and Construction Minutes - June 20, 2007 Page 6. Chairman Bouchard stated that LSP was on scene two years ago regarding the oil tanks being removed. Chairman Bouchard stated that the oil tanks were not leaking and back filled and that he has all the information regarding this removal. Mr. Cuevas stated during the discovery phase it was discovered that the boilers are three to four years old and the air handlers were not replaced but made functional. Chairman Bouchard stated that the biggest problem was that the original grading was not done as designed and the water graded towards the building foundation. Chairman Bouchard stated that he is waiting for the school to submit their proprietary items to them. Mr. Seamans presented the following invoice for payment: Vendor Invoice Number Amount Mt. Vernon Group #3 $239,470.95* *This represents the period of time from May 1, 2007 - May 31, 2007. Mr. Seamans stated that there is nothing to report on the Beverly Farms window project. Planning and Construction Minutes - June 20, 2007 Page 7. Chairman Bouchard asked board members if they would like to recess for the summer. Mr. Griffin stated he would like a meeting in July because of the completion of the cost estimate. Chairman Bouchard stated that he would cancel the meeting, if needed. Mr. Maxner made a motion to adjourn this meeting at 8:20 P.M. Mrs. Sydorko seconded. All in favor. Motion passes.