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Home My WebLink About2009-07-14-PBC-min TOWN OF LEXINGTON Department of Public Facilities Patrick W. Goddard, CFM Tel: (781) 861-2580 x201 Director of Public Facilities Fax: (781) 863-5829 14 July 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) nd Location: 201 Bedford Street, 2 Flr. Conference Room Date & Time: 14 July 2009, 5:00PM Attendees : Jon Himmel, Chairman, PBC Eric Brown, PBC Peter Johnson, PBC Dick Perry, PBC Bill Hadley, DPW Pat Goddard, DPF Mark W. Barrett, DPF Laurie Lucibello, DPF Mike Lawrence, HKT Architects Members not present: Carl Oldenburg, PBC Bill Kennedy, PBC Abbreviations that may be used in this document: PBC – Lexington Permanent Building Committee DPF – Lexington Department of Public Facilities DPW – Lexington Department of Public Works HKT – HKT Architects – Architects of Record, Lexington DPW Facility CTA – CTA Construction Co., Inc. SB – Sebesta Bloomberg WS – Weston & Sampson 1.0 GENERAL BUSINESS 1.1 Minutes 7/14/09 19 May 2009and 24 June 2009 To Approve the Meeting Minutes, as amended from Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous 146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 14 July 2009 Meeting 1.2 Monthly Bills 6/24/09 DPF presented the May 2009 Bills for payment by the Town for PBC approval. The invoices included HKT architects monthly invoice, UTS testing, and legal fees, a copy of approved invoices is on file. The PBC Approved the Monthly Bills for Payment. Invoices approved by signature. 7/14/09 DPF presented the June 2009 Bills for payment by the Town for PBC approval. The invoices included HKT architects monthly invoice, UTS testing, and legal fees, a copy of approved invoices is on file. The PBC Approved the Monthly Bills for Payment. Invoices approved by signature. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.01 Contractor Monthly Requisition 06/24/09 Application for Payment # 20 to the General Contractor was reviewed. The Clerk of the Works, The Architect and the Town’s Project Manager has previously reviewed the Requisition. Many items were discussed and evaluated prior to acceptance. Motion: To approve Application for Payment #20 in the amount of $402,458.00 Motion: Eric Brown 2nd: Dick Perry Vote: Unanimous 7/14/09 Application for Payment # 21 to the General Contractor was reviewed. The Clerk of the Works, The Architect and the Town’s Project Manager has previously reviewed the Requisition. Many items were discussed and evaluated prior to acceptance. Motion: To approve Application for Payment #21 in the amount of $397,979.00 Motion: Peter Johnson 2nd: Eric Brown Vote: Unanimous 2.02 Diverted Construction Waste 3/10/09 The diverted Construction waste is reported at 86%. 2.03 Construction Change Orders 05/19/09 Construction Change Order # 16 in the amount of $83,103.34 includes PCO’s103 – 111, PCO 113 – 117, PCO 119, 120, 122, were identified and briefly discussed. Motion: To approve Change Order No. 16 in the amount of $83,103.34 Motion: Dick Perry 2nd: Eric Brown Vote: Unanimous Page 2 of 15 PBC Meeting Minutes 14 July 2009 Meeting 6/24/09 Change Order 17/ Time Extension Language $86,539.00 Motion to approve $86,539.00 for CO 17 Motion: Eric Brown Second: Peter Johnson Vote Unanimous 7/14/09 Change Order 18 $85,567.68 Motion to approve $85,567.68 for CO 18 Motion: Eric Brown Second: Peter Johnson Vote Unanimous 2.3 Commissioning Status 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. 10/14/08 Commissioning work shown on schedule, no new activity or meetings until equipment start up. 11/04/08 Sebesta to start Energy Modeling, progress meetings should begin. 01/13/09 Commissioning to commence with start up. 3/10/09 There have been two Commissioning meetings held on site since January. Minutes from those meetings are copied to the PBC this evening. Next meeting tentative 3/19/09. Start up of equipment will be commencing. 04/14/09 Start-up and training are ongoing 7/14/09 PBC was informed that commissioning is ongoing. Balancing and testing are continuing and RTU-1 is being assessed for conditions and capabilities. Commissioning will continue once all balancing is complete. Sebesta Blomberg to come to future meeting for full update. 2.4. DPW Construction Schedule 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. 4/14/09 Punch list draft completed, carpet being installed, RWS Sullivan punch list being completed this week. Meeting held with all inspectors and Building commissioner for review, Fire alarm testing scheduled. Tentatively 05 May 2009 looked at for C.O. Updated schedule will be issued for next week. 5/19/09 Leak into Fire Alarm panel. Potential for delay in receiving C.O. 06/24/09 Elevator inspection scheduled for 6.29.09. Tentative move in week of 7.6.09. 7/14/09 Administrative functions moved in the first week of July. Construction is anticipated for completion by end of july. Landscaping continues, Green roof continues. Shelving and line painting still to be completed HKT and RWS have update the punch list twice thus far, to recognize completed items. Page 3 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.9 Furniture 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. 12/09/08 Report back in January with proposed cost. Six weeks production two weeks install. 01/13/09 PBC has agreed for Pat Goddard and Bill Hadley to make final decisions on furniture and colors based upon the palette accepted by the PBC. 3/10/09 Price Quote was received by DPF and DPW for furniture systems for the new building. Quote was finalized with final color and fabric choices with a total cost of $209, 941.01. To be posted against the FFE budget line item of $300,000 for hard and soft costs. A purchase order was issued by the town. Delivery schedules are being reviewed with early may as a current projection. PBC recommended finding out about vendor storage time in PO agreement as delays in occupancy should not result in extra charges. 4/14/09 Delivery of Furniture 5/7/09 assembly and installation should take approximately 1 week. 5/19/09 Furniture installed. Some minor changes may occur. Few issues with wood furniture in one office. HKT to work with WB Mason and Allsteel to resolve. 7/14/09 Installation Complete, no repair punch list items known at this time 2.20 Exterior Finishes 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. 9/9/08 The colors that were decided at an August 25th site visit were as follows: a. Sand and Salt Shed – siding 3040 Cottonwood b. Sand and Salt Roof - FABRAL color selected: Light Gray #589 c. Solid Surface - Avonite Surfaces, Studio Collection, White Sands K1-6636 d.Color for the canopy channel to be sent to Eric and Carl for further consideration – intent to be blue (HKT to send) Final painted channel to be painted front and top and bottom at a minimum e. Fuel Island Canopy to be Mac’s White f. Blue color sample for canopy was sent out for sample requested for site. 10/14/08 HKT has received blue color samples for canopies. PBC would like to view on site with natural light. 11/04/08 PBC would like to view canopies on site with natural light in the spring. 3/10/09 HKT / DPF will email members of the PBC to determine a possible day to review the canopy color samples at the project site 4/14/09 The selected blue color was painted onto the steel channel band for review. 7/14/09 PBC discussed lack of trim ring at light fixtures under entrance canopy. HKT to find trim ring for light fixture, as PBC does not feel that caulking the space between the fixture and the cut-out is an acceptable solution. Page 4 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.21 Town Network Head End 9/9/08 Town looking to bring in Network head end to DPW building, meeting scheduled on site for Thursday 9/18/08 @ 1:00 PM to review. 10/14/08 Town Head End Room being revaluated and may be relocated to accommodate needs of HVAC system Head End for building, and computer access for facilities maintenance staff. 11/04/08 Contract amendment for additional cost to HKT $12,580.00 for additional HVAC equipment design for Facility Room, plan changes, does not include construction. Motion: To approve the Contract Amendment to HKT Architects Contract for additional HVAC equipment design for Facility Room, plan changes, does not include construction. Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous 01/13/09 PBC approved PCO’s 56 and 62 on a time and materials basis not to exceed $116,205.79. 3/10/09 Construction Work in this area is ongoing 2.22 Telephones for DPW 11/04/08 HKT to hire a consultant to help determine what is needed for a phone system. Additional cost of $6,160.00. Motion: Bill Kennedy 2nd: Dick Perry Voted: Unanimous 12/09/08 Additional cost for telephone consultant was originally quoted wrong, additional cost is actually $8,624.00. PBC authorized. 3/10/09 Telephone System Vendor Price Quotes were requested under State Vendor Contract ITT29. Three Price quotes were received and reviewed by the Town. Two Finalists were determined and a Site Visit has been scheduled for 3/12/09 to visit the demonstration show room for the two finalist vendors. Motion: To authorize the Director of Public Facilities to proceed with the purchase of the finally selected Telephone system contract in an amount not to exceed $60,000.00, with an additional amount not to exceed $15,000.00 for the selection of various options deemed appropriate to the system, for a total of not to exceed amount of $75,000.00 Motion: Jon Himmel 2nd: Peter Johnson Voted: Unanimous 2.24 Meeting Minute Format 3/10/09 DPF discussed the idea of simplifying the meeting minute format currently being used. Citing a time consuming process for monthly updating and minute reviews as well as the length of publish minutes. PBC discussed the favorable characteristics of this format and a prior moment to purchase and utilize the software Prolog for development of meeting minutes and potentially tying in budgets and schedules into the minutes. DPF representatives expressed a concern that that would develop into an even more cumbersome process requiring a greater time commitment form DPF to manage. DPF requested that the issue be tabled until the DPF director was available to participate in the discussion. No changes to be made to format currently. DPF stated that if time permitted they would issue the minutes for this meeting in the current format and in a simplified format for review. Page 5 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.26 Budget 3/10/09 During review of various budget line items, the definition of some of the budget column headers was discussed. The PBC requested an accounting of the previous appropriations to verify that there are not unmet obligations, as we come to the end of the project and discuss or define any ending or remaining balances in the current appropriation. The PBC asked for an executive summary of the Project Accounting that clearly shows the Estimated Cost at Completion for each of the major line items in the budget. While the current form of the budget is focused on Town Accounting requirements, it is difficult for the PBC to get a convincing understanding of the remaining contingency across the project and the various appropriations. 7/14/09 It was agreed that a budget review would be planned for the next meeting. 2.27 Technology 4/14/09 IT Department head Dorinda Goodman was present to review technology items that are needed to run many of the systems in the building but were not prior intentional budget cuts in the project. These items include but are not necessarily limited to, servers, switches, cables, data racks and miscellanies devises. Discussions also focused on whether or not the PBC would want wireless capability in the new training / conference room, that this could be made available through a Verizon install with router similar to what you might get at a residence. The PBC discussed and elected not to pursue. Motion: To authorize the DPF to expend up to $109,000.00 for the technology equipment (network / data) specific to the operation of the new building systems. Motion: Dick Perry 2nd: Carl Oldenberg Voted: Unanimous Motion: To approve $24,000 for the GIS Server procurement and up to two additional licenses, subject to the approval of the Town Manager, to determine that the appropriation supports the purchase, after the finances of the project are sufficiently closed that the availability of the funds is certain. Motion: Dick Perry 2nd: Carl Oldenberg Voted: Unanimous 5/19/09 DPF requested on behalf of the IT department and additional amount of up to $16,500 to purchase additional switches for the network equipment. Currently some outlets in the building would not be operable without additional purchase. PBC was reluctant to approve additional switches without a more specific accounting of what might be un-operable. Further PBC was okay with not building out full connectivity of all devices if they were otherwise not currently scheduled for use. 2.28 CTA Time Extension 4/14/09 HKT presented a discussion on a CTA Time extension. The proposal was originally received for an 81 day extension with a general conditions cost of $135,000. This submittal was vetted and CTA agreed to a reduced proposal of 71 days and $86,000, reflective of the time delays incurred through many of the delay issues documented in the letter, the majority of which were related to differing ground and site conditions. The PBC would like to see the final language of the Change order prior to approval. 5/19/09 Change Order/ Time Extension Language. The language text was discussed with copies distributed to all members. Mark Barrett directed to incorporate suggestions to text and send to PBC representatives for confirmation. Page 6 of 15 PBC Meeting Minutes 14 July 2009 Meeting 6/24/09 Language for time extension change order was finalized with PBC consent. PBC Approved Time Extension request through approval of Change Order 17 in the amount of 71 days and $86,539.00, see item 2.03 above. 2.29 Equipment 5/19/09 The proposed Equipment list was discussed with a corresponding estimate of $445,000.00 against a budget of $550,000.00. The equipment was predominately items included in the original plans i.e. shelving and industrial equipment that was removed for budgetary reasons and is now being reinstated. PBC was advised that bids were being received for the equipment and in turn advised DPF to remain within the established budget. Concrete Truck Stops proposed for Vehicle Staging and Prep Area $6,000.00 Motion to approve $6,000 for Concrete Truck Stops Motion Eric Brown Second: Carl Oldenburg Vote Unanimous Padlocks for Lockers Requested for Locker room $ 600.00 Motion to approve $600 for Padlocks Motion Eric Brown Second: Carl Oldenburg Vote Unanimous 6-24-09 Bids for Equipment Requisitions #1-#5 and CTA Change Order proposal 127 $202,931.35 Motion to approve $202,931.00 for Equipment Bids Motion: Dick Perry Second: Eric Brown Vote: Unanimous Salt Brine Not to exceed $80,000.00 Motion to approve not to exceed $80,000.00. Motion: Peter Johnson Second: Jon Himmel Vote: Unanimous Start Up supplies Car Wash $1,649.45 Motion to approve $1,649.75 for start up car wash supplies Motion: Eric Brown Second: Peter Johnson Vote Unanimous 7/14/09 DPF reported that two pieces of equipment remain for purchase and have budget allocations. 2.30 High Density File Storage Unit 6-24-09 High Density File Storage $44,887.75 Motion to approve $44,887.75 for High Density Storage Motion: Peter Johnson Second: Eric Brown Vote Unanimous 2.31 Bi-Directional Radio 5/19/09 The operation and need for a Bi-directional radio system in the building was discussed with the Fire Department. The system boosts the signal of the fire department radios allowing them to communicate in the building and improves fire fighter safety. Expected costs range from $30,000 to $50,000. PBC expressed need for an Additional services fee from HKT Architects to develop an RFP for the antenna system to obtain design/build quotes for same. Page 7 of 15 PBC Meeting Minutes 14 July 2009 Meeting 6/24/09 HKT Additional Services not to exceed $8500.00 (Bi-directional Radio) Motion to approve not to exceed $8500.00 Motion: Eric Brown Second: Jon Himmel Vote: Unanimous 7/14/09 RFP drafted by HKT and going to be sent to fire department for review. 2.32 Fire Suppression System at Sand & Salt Shed 5/19/09 The need for a fire Suppression / Sprinkler system was discussed in the Sand and Salt Shed located behind the building. The size of the building dictates that a sprinkler system is required based upon statute. Upon review of the current progress of the project and the extent of sprinkler coverage present, and through consultation with the Fire Department it was decided that the DPF would apply to the State Board for a Variance on the requirement. 7/14/09 Application for variance has been submitted to the State Board. The application is supported by the Fire Chief. Hearing is forthcoming. 2.33 Appliances and Office Equipment 5/19/09 The purchase of Refrigerators and Office Copiers, were discussed for the new building. The PBC expressed a reluctance to approve the purchase of equipment where the language of the appropriation may not clearly support it, without direction from the Town Manager. 7/14/09 DPF reports that the Town Manager supported the use of funds for this purpose and Purchase Orders were issued by the town 2.34 Movers 5/19/09 The PBC approved the award of a Purchase Order to Sterling movers for the relocation services of the DPW and DPF Offices. Motion to approve quote of $8,684.00 to Sterling Movers. Motion Eric Brown Second: Dick Perry Vote Unanimous Page 8 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.35 PCO’s 5/19/09 PCO’s 123, 124, 125, 126 were reviewed and discussed with description by HKT Architects. Motion to approve PCOÒs 123, 124, 125, 126 in the amount of $28,555.14, as presented. Motion Dick Perry Second: Bill Kennedy Vote Unanimous 06/24/09 PCO 128 $8,146.00 Motion to approve $8,146.00. Motion: Eric Brown Second: Peter Johnson Vote Unanimous PCO129 extend concrete apron $19,286.25 Motion to approve up to $25,000.00 for concrete apron. Motion: Eric Brown Second: Peter Johnson Vote: Unanimous 2.36 HKT Contract Amendment 5/19/09 Discussion on the contract end date of Basic Services for HKT Contract Motion to authorize up to $23,500 for Contract extension for additional Construction Administration Services on an hourly basis, expected to cover a three month period. Motion John Himmel Second: Eric Brown Vote Unanimous 2.37 HKT Additional Services 5/19/09 Additional services required to revise electrical requirements for equipment being purchased for the new building. Motion to authorize $7,700 Additional Services to HKT Architects for RWS Sullivan electrical engineering revisions. Motion Dick Perry Second: Bill Kennedy Vote Unanimous 2.38 Budget Transfer 6/24/09 Budget Transfer $518.76 For install owner telephone lines from Allowance for Operations Motion to approve $518.76 for budget transfer Motion: Peter Johnson Second: Eric Brown Vote Unanimous 2.39 Kronios Time Clock 6/24/09 Kronos Time Clock System Estimated $33,000.00 Motion to approve $33,000.00 for Kronos. Motion: Peter Johnson Second: Eric Brown Vote Unanimous Page 9 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.40 Pavement testing 6/24/09 Pavement Testing $3,850.00 Motion to approve $3850.00 for Pavement testing. Motion: Dick Perry Second: Jon Himmel Vote Unanimous 2.41 HP Parking Signs $145.28 7/14/09 Motion to approve $145.28. Motion: Jon Himmel Second: Eric Brown Vote Unanimous 2.42 Software for Fuel Management $2,818.00 7/14/09 Motion to approve $2,818.00 for software. Motion: Eric Brown Second: Peter Johnson VoteUnanimous 2.43 PCO 143-Head End Electrical 7/14/09 Additional Electrical requirements are needed at the new Head end room. PBC discussed need for planning to prevent needs such as this not being identified earlier in the process. Motion: To approve additional electrical work identified in PCO 143 in the amount of 29,351.13 Motion: Eric Brown Second: Peter Johnson Vote: Unanimous 2.44 PCO144 - Exhaust Fan Reconfiguration 7/14/09 PCO to relocate existing ex. Fan in large Conference room. PBC recommends that that EF be modified to have manual control to avoid unintentional operation and noise and to save on relocation costs. PBC did not approve PCO 144 2.45 PCO 142 – Fluid Distribution Equipment 7/14/09 Price quote received for Fluid Distribution equipment originally in project but removed prior to bid for cost savings. Budget line item in budget for this item at $140,000.00. PCO 142 Cost $147,772.76 Motion: To approvePCO 142 in the amount of $147,772.76. Motion: Peter Johnson Second: Eric Brown Vote: Unanimous Page 10 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.46 PCO 141 Installation of Town owned Lift 7/14/09 The PCO was submitted at $13,026.00. The scope was discussed and the PBC asked the DPW to look into alternative ways to install lift at more conservative costs. If alternative ways are not found then the PCO is authorized for approval not to exceed $13,026. Motion: DPW to meet with HKT to investigate options for a more conservative way to install the existing lift, finding none, the proposed PCO 141 in the amount not to exceed $13,026.00, shall be approved. Motion: Peter Johnson Second: Eric Brown Vote: Unanimous 2.47 PCO 140 Stone Swale 7/14/09 Motion: To approve PCO 140 in the amount of $3,248.25 (T&M) for the installation of the proposed stone swale. Motion: Eric Brown Second: Peter Johnson Vote: Unanimous 2.48 PCO 139 – Relocate Stanchion 7/14/09 PCO was submitted to move the entry stanchion back 15 ft away from the gate for better vehicle access into the facility. PBC requested that DPW meet with HKT to investigate options for alternative methods to complete the work and look at perhaps performing some of the work. 2.49 PCO 138 – Wetland Planting 7/14/09 Motion: To approve PCO 138 in the amount of $3,646.35 for the installation of the additional wetland planting. Motion: Eric Brown Second: Dick Perry Vote: Unanimous 2.50 PCO 137 – Sidewalk railing 7/14/09 Motion: To approve PCO 137 in the amount of $9,412.90 for the installation of the sidewalk railings required for accessibility. Motion: Peter Johnson Second: Dick Perry Vote: Unanimous 2.51 PCO 136 - Additional seeding at slope 7/14/09 Rear slope of site, which increased in size to reduce amount of material being removed from site at high cost requires seeding. Motion: To approve PCO 136 in the amount of $13,476.91 for the installation of the added seeding at rear slope Motion: Dick Perry Second: Peter Johnson Vote: Unanimous Page 11 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.52 PCO 134 – Added Security Camera 7/14/09 PBC discussed value of adding additional camera and requested DPF to investigate adding camera if found to be needed under maintenance. 2.53 PCO 133 – Rain Harvesting System Automation 7/14/09 Motion: To approve PCO 133 in the amount of $4,226.70 for the automation of a portion of the rain harvesting system to integrate more effectively with the vehicle wash. Motion: Peter Johnson Second: Dick Perry Vote: Unanimous 2.54 PCO 131 – Sealing Washbay 7/14/09 PCO was not approved, HKT to investigate responsibilities of subcontractor.. 2.55 PCO 130 – Exterior Corrugated Metal Panel 7/14/09 HKT still investigating Issue involves proper sealing of the building skin, specifically at seams and penetrations prior to the installation of the metal panels. PBC recommends review of clerk of the works photos and videos during construction to gain confidence in thoroughness of work and the removal of selected panel locations as a sampling to expose area and inspect for proper sealing. 2.56 PCO 123 & 129 – Concrete Apron 7/14/09 PBC in favor of reducing square footage to maintain methodology, but to keep costs as approved of $46,041.25 2.57 PCO 118 - Vehicle Exhaust Wiring 7/14/09 Motion: To approve PCO 118 in the amount of $596.78. Motion: Peter Johnson Second: Eric Brown Vote: Unanimous 2.58 Substantial Completion 7/14/09 Proposed Form of Substantial completion reviewed and language discussed. Punch list expressed as being attached. PBC recommends not to cancel the builders risk insurance until substantial completion. Contractor should maintain insurance while still working on project. The PBC made no objection to the dates, times of the proposed Certificate of Substantial Completion, but proposed that the Town Managers Office review the language as well since much of it dealt with insurance issues. Page 12 of 15 PBC Meeting Minutes 14 July 2009 Meeting 2.59 Ribbon Cutting Ceremony 7/14/09 th Ribbon Cutting Ceremony set for Friday August 7 at 8:30 AM 2.60 Signage 7/14/09 Dedication Plaque approved as circulated, Signage option 3 for building approved. Signage still requires approval for site sign out by Bedford Street. 3.0 K-12 Master Plan 3.1 Preliminary Review of Master Plan 01/13/09 Representatives of the Design Partnership of Cambridge presented an overview of the K-12 Master Plan findings to date. PBC advised DPC verify setbacks with zoning for any construction. PBC requested full disclosure of footnotes on any and all cost documents and estimates showing escalation provisions and terms. PBC requested town expenses be added to project cost sheet. Scheduling discussions involved estimates on MSBA review schedules and funding cycles. 3/10/09 DPF reported that the K-12 Master Plan was being finalized and is scheduled for a presentation to the School Committee in March of 2009. 3.2 Adhoc Committee 6-24-09 The Superintendent of Schools has asked for an adhoc Committee to review the K-12 Master Plan. Committee members are being requested from several different areas including two representatives form the PBC. John Himmel and Eric Brown volunteered to serve the Adhoc K-12 Committee in representation of the PBC Page 13 of 15 PBC Meeting Minutes 14 July 2009 Meeting 4.0 Stone Building 4.1 Continued development / next steps for Stone Building Project 1-20-09 The Purpose of the meeting was to provide an opportunity for interested parties to discuss with the PBC the concern they may have with regard to the continued or further development of the Stone Building Project. Representatives were in attendance from the Historical Society, Historic Commission, CPC, and CEC in informal or un-official capacities to engage in a dialogue on the best course of action for this project. Discussion points included: 1. Historic Restoration vs. Preservation 2. The intended use of the building – not as a dedicated library but as a Heritage Center 3. Scope of the prior study and satisfactory completion of the work 4. Renovation of the building without more detailed knowledge of the intended use 5. Costs proposed for continued work versus those of other projects of historic character a. The budgets proposed to CPC were clarified as budget figures only and did not indicate plans to contract exactly at those dollars. b. Completion of a Historic Structures report for the Stone Building, costs were discussed between $25,000 and 50,0000. 6. The engagement of a qualified historic specialist for future work relative to the historic details 7. A reduced budget ($180,000) was outlined for re-issuance to CPC for a modified scope for moving forward, to include a Historic Structures report and design such that a 2010 request could be made for monies for construction documents. 2-10-09 General Discussion on the Stone Building project continued and is summarized below: This Project is requesting $180,000 in Community Preservation Act funds to preserve the historic Stone Building by stabilizing the structure. The first step of the stabilization process will entail a Historic Structures Report (HSR) augmented by further existing conditions assessment; all of this will be the basis of the Stabilization bid documents. Strategic building stabilization repairs will be bid and completed within these funds. Concurrent with this Stabilization process, the Town needs to identify the users and then fully describe the building program. Should there be any residual money left from the stabilization effort, that money will be put towards preliminary programming of the space for an identified user. A year or more out, with the building stabilized and the building program fully described and vetted, the Stone Building will again be before Town Meeting for funds to hire an Architect/Engineer team to complete design and bid documentation for the full renovation of the building. That Architect/Engineer team will utilize the Historic Structure Report (HSR) and the completed code analysis, structural, mechanical, electrical, and plumbing systems preliminary analysis that are a part of the recently completed Feasibility Study. Thereafter, once the bid documents are complete, the Project will again be before Town Meeting for a vote on appropriating Construction dollars. 3-10-09 No further development. Jon Himmel reports that a meeting is pending for discussion on the time lines for the project and next steps. 4.2 Stone Building Designer Selection 5/19/09 Architects are submitting proposal for the Stone Building HSR phase. A committee is being formed for the Designer selection Committee of which two members of the PBC are being requested. Dick Perry and Carl Oldenburg volunteered to represent the PBC on this committee Page 14 of 15 PBC Meeting Minutes 14 July 2009 Meeting 7/14/09 Presentation by Architect for Stone Building Study work at next meeting 8/11/09 at 7PM. Next Meeting: 8/11/09 Public Services Building, 201 Bedford St. 5:00 PM Meeting Adjourned 10:15 PM Motion to Adjourn Motion: Dick Perry 2nd: Eric Brown Voted: Unanimous Page 15 of 15