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2008-04-23 City of Beverly Planning and Construction Committee Minutes April 23, 2008 A Meeting of the Planning and Construction Committee was held on Wednesday, April 23, 2008 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Cheryl Sydorko, Bob Griffin, Dan Skalski and Maureen Hobin. Others Present: Tom Ellis, Heerey International, AI Cuevas, Mt. Vernon Group, Peter Seamans, and Cheryl Lamont. The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Skalski made a motion to approve the minutes of January 23, 2008 as presented. Mr. Griffin seconded. All in favor. Motion passes. Planning and Construction Minutes - April 23, 2008 Page 2. The following invoice was presented for payment: Vendor Invoice Number Amount Tappe Associates 0080309 $1,877.50* *This represents the period of time from March 1, 2008 - March 31, 2008. Mr. Griffin made a motion to approve payment of this invoice as presented. Mr. Skalski seconded. All in favor. Motion passes. Mr. Seamans stated they are working towards closure of the Beverly Farms Library Project. He stated that there is a small budget amount available and in his handout he reports on a budget from Pascucci to complete the repairs to the Reading Room. Mr. Seamans stated that the problem turned out to be condensation forming around an elbow in the rain leader and that condensation was dripping onto the plaster soffit and causing the damage. This has now been insulated, the repairs built up and the area painted which now makes this issue complete. Staff members were very pleased with this repair, but they reminded Mr. Seamans of damage to the ceiling in the exit stairwell addition where the high roof meets the old roof. Mr. Seamans stated that Pascucci is responsible and this is warranty work at no cost to the City. Planning and Construction Minutes - April 23, 2008 Page 3. The following invoice was presented for payment: Vendor Invoice Number Amount Heerey International 5 $16,000.00* *This represents the period of time from January 1, 2008 - February 29, 2008. Mr. Griffin made a motion to ratify payment of this invoice as presented. Mr. Skalski seconded. All in favor. Motion passes. The following invoices were presented for payment: Vendor Invoice Number Amount Mt. Vernon Group 11 $95,398.27* Mt. Vernon Group 12 $193,021. 97** *This represents the period of time from January 1, 2008 - January 31, 2008. **This represents the period of time from February 1, 2008 - February 29, 2008. Mr. Skalski made a motion to ratify payment of this invoice as presented. Mrs. Hobin seconded. All in favor. Motion passes. Planning and Construction Minutes - April 23, 2008 Page 4. The following invoice was presented for payment: Vendor Invoice Number Amount Mt. Vernon Group 13 $257,669.37* * This represents the period of time from March 1, 2008 - March 31, 2008. Mr. Griffin asked what percentage of completion does this represent. Chairman Bouchard stated that this represents completion of ninety- five (950/0) on the CD's, one hundred (1000/0) percent on schematic design, one hundred percent (1000/0) on design development, forty- five (450/0) percent on reimbursable services and seventy (700/0) percent on additional services. Mr. Skalski made a motion to approve payment of this invoice as presented. Mrs. Hobin seconded. All in favor. Motion passes. Mr. Ellis stated that Mt. Vernon Group has issued one hundred (1000/0) percent coordination set of documents approximately two weeks ago and is continuing to coordinate review and are trying to wrap up seventy-five (750/0) percent cost estimate that was suspended a couple of months ago. He stated that there is now a lot of information in the documents that need to be coordinated and other things that need to be finalized. They are trying to get review comments back and are still trying to pinpoint mechanical issues and site planning issues. Mr. Ellis stated that there was a neighbor's meeting where the overall concern was a lack of communication with the immediate neighbors. The mayor and superintendent attended this meeting and the idea was that before the documents were being Planning and Construction Minutes - April 23, 2008 Page 5. submitted to the conservation commission for review and approval, which included the fields as the committee has moved forward on them, that there was a feeling that there was not a lot of communication with the immediate neighbors. These neighbors expressed a concern that they had no idea as to what was going on with the project. They expressed a concern that there were drawings dated in January 2008 and in April 2008 was a three-month gap in which they did not know that there were plans to put a field in their back yards. Chairman Bouchard stated that the superintendent had scheduled a neighbor informational meeting but it got cancelled. Mr. Ellis stated that his feeling was that the immediate neighbors do not want the field in that location. The mayor is going to revisit this and have another meeting to address these concerns. Mr. Ellis stated that at this next meeting the neighbors will be shown all the options as well as the pros and cons since this information was not available to them at the first meeting. He stated that there were these alternatives: 1. to place the field parallel with Herrick Street, 2. to place the field parallel with the brook, 3. to place the field in the area that has currently been designed for parking, or 4. to leave it where it is. Planning and Construction Minutes - April 23, 2008 Page 6. Mr. Griffin asked where the project stands in the bidding processfRFQ. Mr. Ellis stated that they are in the process of reviewing the contractor qualifications and hopefully these reviews will be completed in the next two weeks. (They received 117.) This needs to be completed prior to going out to bid and normally they would like to have this completed a week prior to going out to bid. They had hoped to go out on May 14th but this date may be pushed back because of the mechanical and site issues that need to be resolved. Mr. Griffin asked what is the date of the occupancy of the tower. Mr. Ellis stated that the original schedule was aggressive and this will probably change that time frame to sometime in 2010. This was originally thought to be in January but now more likely in the fall of 2010 in order to set up the sequencing so that once an area is completed, the contractor will be able to move to the next area. Chairman Bouchard stated that this board will most likely call for a special meeting to vote on proprietary items and may be hearing about this in the next several weeks. Mr. Griffin made a motion to adjourn this meeting at 7:26 P.M. Mr. Skalski seconded. All in favor. Motion passes.