2012-09-13-PBC-min - Laserfiche WebLink

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Lexington Permanent Building Committee PBC Meeting Minutes Meeting Date & Time: September 13, 2012 7:00 PM Location: 201 Bedford Street Attendees: Carl Oldenburg Dick Perry Brigette Steins Jon Himmel Peter Johnson Phil Coleman Chuck Favazzo Joe McWeeney Jen Vogelzang 13 September 2012 Guests: Dave Capaldo Mary Anton Oldenburg Meg Colella Mary Ann Stewart Kevin Batt Index 1.0 General Business 4.0 Bridge & Bowman Elementary Schools Renovation 7.0 Estabrook Elementary School 1.0 GENERAL BUSINESS 1.1 Minutes 7/12/12 Motion to approve PBC Minutes for May 10, 24, 31, and June 14, 28 for the year 2012. Motion: Eric Brown 2 Dick Perry Vote: 9 -0 1.2 Monthlv Bills 8/9/12 Motion to approve Monthly invoices in the amount of $549,549.21 Motion: Dick 2 Peter Vote: 5 -0 -0 9/13/12 Monthly Invoices were approved in the amount of $665,143.47 1.3 Meeting Minute Format (Item Relocated from 2.24 to general business) For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. Mark Barrett is waiting for proposal from PSS. 5/10/11 DPF reported a quote received for training on prolog, but could only find out of state vendors approved by the software company. PBC member suggested he knew of a local firm we could get training from that would be more cost effective. 10/13/11 DPF reported that it would appear that we would be able to setup training within the next few weeks. 12/1/11 DPF again reported that it was hoping to set up the training within the next couple weeks. 1.5 Change Order Approval Process 2/22/12 Discussions on authorization of change orders and the process of how this could be done to avoid delay and to maintain approval of change order elements with PBC, through the use a pre- approved encumbrance that DPF staff would apply interim change orders to. PBC would like to see a flow chart showing approval process. 3/8/12 Flow Chart Circulated and process discussed. Further discussion planned; no action. 4/26/12 Motion to approve $50,000 to be encumbered for the purpose of allowing Pat Goddard to approve change order proposals for Bridge & Bowman to allow work to be expedited, which shall be reconciled and amended to the GC contract through a formal change order at the next PBC meeting to release them from the $50,000 encumbrance. Motion: Eric 2 Dick Vote: Unanimous Page 1 of 8