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TOWNOFLEXINGTON
Minutesofthe
AdhocCaryMemorialBuildingRenovationDesignCommittee
(AhCMBRDC)Meeting,Tuesday,November19,2013
Place and time: Public Services Building, Training Room (211) 7:00 ..
PM
Members Present: Nancy Shepard, Chair; Fred Johnson, Vice Chair; Linda Roemer; Marsha
Baker; Wendall Kalsow; Donna Hooper; Gary Lerner (until 8:15 ..); and Len Morse-Fortier
PM
Member Absent: Jeff Leonard
Liaisons Present: David Kanter, Capital Expenditures Committee; Richard Neumier,
Appropriation Committee
Liaison Absent: Hank Manz, Board of Selectmen
Also Present: Don Mills, Mills Whitaker Architects, and Pat Goddard, Department of Public
Facilities
Recording Secretary: Pat Goddard
..
The Chair called the meeting to order at 7:00
PM
1.Members Comments:
Linda Roemer asked about the parking plan that provides some spaces in front of the building that
also can be used as drop of area. It was agreed to defer the discussion until the project update.
2.Don Mills, Mills Whitaker Architects: Design Development Update
Don Mills reviewed the revised project estimate for the Cary Memorial Building from Design
Development documents. The new total project cost is up $562,749.
Don reviewed with the committee that since schematic design there has been an increase in project
scope of $686,750. Of the items identified that were added, the cost of an enclosure outside of the
building footprint to store gasoline, grounds equipment and supplies generated the most discussion.
The enclosure value of $47,400 was reviewed and it was determined that the material can likely be
modified to reduce the enclosure cost 50%.
Don then reviewed the project budget. The committee asked several questions about the budget
components. Pat Goddard noted that with the amount of construction projects that will be in
process during this time period, the budget should be supplemented with the cost for a Clerk of the
Works as Public Facilities will not be able to dedicate someone to the project. In general, the
committee was supportive of the increased budget to implement the project and the add-alternate
bidding strategy to provide flexibility when bids are received.
AhCMBRDCMeeting11.19.13
Minutesofthe
AdhocCaryMemorialBuildingRenovationDesignCommittee(AhCMBRDC)Meeting,
Tuesday,November19,2013
The project schedule was then reviewed by Don. Don said that he will be finished with
construction documents by April 1 and that the project implementation will require 15 months.
The phasing of the work will be critical to provide cooling and heating to the Town Office
Building, as the Cary Memorial Building boiler and chiller are shared between the two buildings.
After discussion, the committee recommends that, should the project be supported by the Town
Meeting, bidding take advantage of the spring bidding period with construction beginning in June
of 2014. Bidding during the spring typically produces more competitive pricing then summer
bidding. In addition, by starting in June, the 15-month period can span two consecutive summers,
when the building is least utilized, and minimize disruption to building users.
The committee suggested that it may be helpful to the schedule to seek the appropriation under a
Special Town Meeting that is scheduled near the beginning of the Annual Town Meeting. Nancy
Shepard agreed to follow up with Town officials on this suggestion and provide feedback to the
committee.
3.Approve Minutes for the August 6, 2013, meeting:
Motion to Approve the Meeting Minutes of August 6, 2013 (Linda, Len). The Motion was
approved 7-0.
4.Approve Minutes for the October 3, 2013, meeting:
Motion to Approve the Meeting Minutes of October 3, 2013 (Fred, Linda). The Motion was
approved 7-0.
5.Adjourn:.., it was moved and seconded that the meeting adjourn. The Motion was
At 8:55
PM
approved 7-0.
Materials used at the meeting:
Agenda for November 19, 2013, Meeting of the AhCMBRDC
AhCMBRDC August 6, 2013, Meeting Minutes
AhCMBRDC October 3, 2013, Meeting Minutes
Project Budget Update dated November 19, 2013
AhCMBRDCMeeting11.19.13