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HomeMy WebLinkAbout2010-10-12-PBC-min.exe TOWN OF LEXINGTON Department of Public Facilities MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) ExecutiveSession MeetingDate&Time:12October,2010,8:00PM nd Location:201BedfordStreet,2Flr.ConferenceRoom Attendees:Staff&Guests: JonHimmel,PBCCarlValente,TownManager EricBrown,PBCKevinBatt,TownCounsel CarlOldenburg,PBCMarkW.Barrett,DPF DickPerry,PBCLaurieLucibello,DPF PeterJohnson,PBC BruceCreager,PBC 10/12/10 MotiontomovetoExecutiveMeetingSessionforthepurposeofpotentiallitigation. nd Motion:EricBrown2:DickPerryVote:Unanimous PeterJohnson:YES DickPerry:YES EricBrown:YES BruceCreager:YES CarlOldenburg:YES JonHimmel:YES TownCounselKevinBattreceivedacopyofSGHreportontheVehicleWashBayandtheArchitects agreement.HeisatPBCtogetanunderstandingofhowissuescameabout. DiscussionSummary Training O&Mmanualswerereceivedfortheoperationoftheequipment,althoughtheycontainednothingfor preppingpriortowashing. DPWstaffwastrainedintheoperationofequipmentbythevendor.PBCisnotawareofanyprewashprep training. Originaldesignhadthevehiclewashadjacenttomainbuilding.Tocutprojectcostthewashbaywasmoved intothemainbuilding.HKThiredanIndustrialDesignconsultant,Weston&Sampson.PBCreliedonthe design.ItwasnotmadecleartoPBCthattheIndustrialEngineerwasnotexperiencedinͻźƓķƚƚƩͻcarwash design. esignedtoreusewaterbuttheamountofsaltinthewater,inwinterconditions,wasnot Washbayisd takenintoconsideration. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 12 October 2010 Meeting PBCmembersbelievethewashbayshouldhavebeendesignedwithmoredurableorresistantfinishessuch asStainlessSteelandFiberglass.Thewalltofloordesignandfloordrainagearepoorlydesigned.Tenemic paintfinishes/coatingswereapplied,butwaslaterquestionedifitwasappliedproperlyorto specifications.Isittheappropriatefinishforthisenvironment?PBCwasnotdirectlyresponsibleforthe choosingofmaterialstheyreliedonthedesignertorecommendappropriatematerials.PBCwasledto believethatallthefinishes,hardwareandapparatusrecommendedbydesignwereappropriateforthe designedspace. PBCbelievestheissueswiththewashbayare Recirculationofwater Ventilationofthespace Choiceofmaterials CounselbelievestheTownshouldconsiderthecostforproperinstallationoftheappropriatematerialshad itbeendoneinthebeginning,comparedtowhatitwillcosttorepairwashbaytohaveitasitshouldhave been.Certainmaterialscannotbereplaced,whatwillthecostbetorepairthemtoremedythesituation? AlsotositwithSGHandgetabetterunderstandingoftheirreport. pproachshouldbeameetingwithHKT, CounseladvisesPBCthatlitigationcanbelengthyandcostly.Firsta toreviewpotentialcoststoremedythesituationandpossiblycoordinateanagreement. CounselbelievesweshouldnotsharetheSGHreportatthistime. PBCMemberLiability PBCstatedsomeconcernastopersonalandorprofessionalliabilityasamember,especiallyforthose memberswhohaveprofessionallicensure. Kevinexplainedthereisnoliability.CommitteemembersaretreatedasTownemployeesandare indemnifiedbytheTowncoverage.Therearetwoexceptionsinwhichthiswouldnotholdtrue. Ifamemberactsoutsideofhisscopeofemployment. Deliberateandintentionalviolationofcivilrights. TheTownManagerwillfollowuponthisdiscussionwithinformationfortheTownsInsuranceAgent. C FormatofPB Woulditrequireanarticletochangetheformatofmembersfrom5tomoremembers? No,youcanamendthebylaw.Kevinrecommendskeepingtheamountofmembersatanodd number. BylawchangetextwouldhavetobesubmittedinJanuary.Numberofcommitteemembers full/sub. erperprojectthat PBCsuggestthatpossiblythereshouldbeassignedsubcommitteememb attendsmonthlyPBCmeetingstoreportonprojects.Whochoosestheseassociateremembers,, PBC?Whataretheexpectationsforthem,doSubCommitteeshaveanyauthority? Page 2 of 3 PBC Meeting Minutes 12 October 2010 Meeting SubAgents/associatemembers,aretheyPBCMembers?ShouldtheycometoPBCmeetings? CarlsuggestedPBCmembersthinkaboutthestructureofthecommittee. Associatemembersavailabletositinabsence.SetanexpectationforaͻƭǒĬğŭĻƓƷͼ͵ PBCwouldlikeͻƩǒƌĻƭͼͲthatprojectsandDPFhavetofollow.Suggestingmoreprojectsshouldbe reportingtoPBC.DPFsuggestedthatthePBCwouldneedtomeetmoreoftentocoverallactive projects. PBCsuggestedthatFacilitiesstarttheprocesstodefinetherules. MotiontoexitExecutiveSessionbacktoOpenSession. nd Motion:DickPerry2:CarlOldenburgVote:Unanimous Page 3 of 3