HomeMy WebLinkAbout2009-08-11-PBC-min
TOWN OF LEXINGTON
Department of Public Facilities
Patrick W. Goddard Tel: (781) 861-2580
Director of Public Facilities Fax: (781) 863-5829
11 August 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
nd
Location: 201 Bedford Street, 2 Flr. Conference Room
Date & Time: 11 August 2009, 5:00PM
Attendees
: Jon Himmel, Chairman, PBC
Eric Brown, PBC
Peter Johnson, PBC
Dick Perry, PBC
Carl Oldenburg, PBC
Bill Kennedy, PBC
Pat Goddard, DPF
Mark W. Barrett, DPF
Janet Slemenda, HKT Architects
David Fennell, Sebesta Blomberg
Members not present:
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
To Approve the Meeting Minutes, as amended from
19 May 2009and 24 June 2009
Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous
8/11/09
Motion: To Approve the Meeting Minutes, as amended, for the 14 July 2009 Meeting.
Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous
201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420
PBC Meeting Minutes
11 August 2009 Meeting
1.2 Monthly Bills
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.
8/11/09
DPF presented monthly invoices totaling $90,472.58. Invoices are from HKT architects, Sebesta, UTS, FST
Engineers, Verizon, AT&T, and various equipment invoices covered by approved PO’s.
1.3 Meeting Minute Format
(Item Relocated from 2.24 to general business)
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 from 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.
8/11/09
PBC Chair reports that after discussions with the Town Manager, the purchase of Prolog Software was
approved for purchase for use by DPF in developing future meeting minutes. PBC indicated that some level
of training would be required for use of the software.
2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT
2.01 Contractor Monthly Requisition
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.
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
8/11/09
Application for Payment # 22 to the General Contractor was reviewed.
Discussion surrounded the payment line item for pavement at $32,000.00. Based upon percentage of work
complete and outstanding issues with non-acceptance of current top coat, the PBC approved payment of the
requisition less the amount due on 02300 pavement $32,000.00.
Motion: To approve Application for Payment #22, less the $32,000 pavement allowance.
Motion: Dick Perry 2nd: Eric Brown Vote: Unanimous
2.02 Diverted Construction Waste
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.
3/10/09
The diverted Construction waste is reported at 86%.
Page 2 of 13
PBC Meeting Minutes
11 August 2009 Meeting
2.03 Construction Change Orders
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.
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.
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.
8/11/09
David Fennel of Sebesta Blomberg made a report to the PBC on the status of the commissioning work.
Functional testing is complete.
a. Training needs to take place on the majority of items.
b. SB is confident that everything has been installed per the design drawings and is operating correctly.
c. Lighting controls have been evaluated through the use of data loggers and SB is currently evaluating
the results.
d. SB reports they will also be evaluating the exterior lighting in a similar manner.
e. HKT is reportedly investigating the need for an audible alarm in the veh. Staging & prep area tied to
the CO system.
f. SB reviewed the corrective action log with the PBC.
g. RTU-1 was discussed with respect to modifications being made to unit through discussions with
manufacturer. A 40 amp fuse is being increased to 50 amp upon manuf. Recommendation and a
letter is being sought by SB from the manuf. Documenting warranty of the fuse change.
h. Condenser fan motor has been tripping out and a fuse change was recommended their as well per
the manuf. a letter has also been requested o that item for warranty.
i. The motor for the energy recovery wheel was replaced yesterday.
j. DPF is seeking confirmation that RTU-I is capable of meeting the cooling and ventilation loads as
specified. SB States that we should be able to verify that by a test on the system simulating
balancing conditions, he will coordinate with DPF.
k. PBC requested if searchable PDF files were owned under the contract for Operation and
Maintenance manuals.
l. SB is investigating warranty time frames with engineer and manufacturer for RTU-1.
Page 3 of 13
PBC Meeting Minutes
11 August 2009 Meeting
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.
8/11/09
Contractor reports desire to complete all work by end of August wit the exception of fall plantings.
DPF has requested schedule for remaining work items as well as PCO work.
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
8/11/09
Installation of the new telephone system is primarily complete. DPF and Town IT are developing a punch list.
Some phone features have not yet been rolled out to users yet and will be done along with additional
training.
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.
8/11/09
The Town’s Accounting software (MUNIS) has not carried over balances to the new fiscal yr. as of yet. DPF
asked to postpone the budget review until after MUNIS is updated for the new fiscal year so that the budget
can be balanced.
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11 August 2009 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.
2.29 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.
8/11/09
DPF reports receipt of PCO 145 for the remaining equipment. Earlier reports that there were two remaining
pieces of equipment were not accurate as the PCO includes two industrial type pieces of equipment, i.e.
lathe and milling machine, as well as a drill press and a small lifting worktable.
DPF states that the small lifting work table should be temporarily removed and not ordered as the one
specified runs on compressed air and this should be re-specified for electric power as the compressed air is
more problematic to feed to the unit.
DPF sought approval of the PCO 145 issued at $60,852.18, but reduced to $55,617.22 to eliminate the
aforementioned table.
PBC recommends that PCO could be approved as a part of the overall equipment approval as long as DPF
has reasonable confidence that the overall budget condition is in keeping with the expressed PBC threshold
for spending.
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11 August 2009 Meeting
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
8/11/09
The contractor started work on the installation of this unit today.
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.
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.
8/11/09
HKT has received Fire Department feedback and is sending the RFP out to prospective bidders / installers.
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.
8/11/09
DPF reports that the hearing for a variance of the sprinkler system for the sand and salt shed is tomorrow 12
August 2009.
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
8/11/09
DPF reports that all appliances and office equipment has been received and is operational except for one
printer which is being replaced by the manufacturer.
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11 August 2009 Meeting
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
8/11/09
The remaining move element is for the moving of the Vault contents which will be completed after the high
density files are completed. Vendor is being paid for completed portions of the move.
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
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
2.42 Software for Fuel Management $2,818.00
7/14/09
Motion to approve $2,818.00 for software.
Motion: Eric Brown Second: Peter Johnson Vote: Unanimous
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
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11 August 2009 Meeting
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
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.
8/11/09
A revised PCO was received in the amount of 9,121.65 reflecting a modified scope of work and distribution of
responsibilities between HKT, CTA and DPW for the work.
Motion: To approve PCO 139 Rev in the amount of $9,121.65 for the relocation of the
stanchion at the entry gate, with the revised scope of work and/or division of
responsibilities.
Motion: Eric Brown Second: Bill Kennedy Vote: Unanimous
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
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11 August 2009 Meeting
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.
To approve PCO 136 in the amount of $13,476.91 for the installation of the added seeding at rear slope
Motion:
Motion: Dick Perry Second: Peter Johnson Vote: Unanimous
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
To approve PCO 133 in the amount of $4,226.70 for the automation of a portion of the rain harvesting system to
Motion:
integrate more effectively with the vehicle wash.
Motion: Peter Johnson Second: Dick Perry Vote: Unanimous
2.54 PCO 131 – Sealing Wash Bay
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 Revised PCO 152
7/14/09
PBC in favor of reducing square footage to maintain methodology, but to keep costs as approved of $46,041.25
8/11/09
PBC discussed PCO 152 which reflects an improved standards for the concrete apron that will provide more
longevity to the finished product. Final cost of PCO 152 is $49,066.80, PCO’s 123 and 129 shall be voided.
To approve PCO 152 in the not to exceed amount of $49,066.80 with work to be performed on a time and
Motion:
materials basis, PCO’s 123 and 129 to be voided.
Motion: Dick Perry Second: Peter Johnson Vote: Unanimous
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
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2.58 Substantial Completion
7/14/09
Proposed Form of Substantial completion reviewed and language discussed. Punch list expressed as being attached.
PBC recommends to not 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.
8/11/09
PBC advised that the Certificate of Substantial Completion had been forwarded to and received
approval from the Town Managers office with respect to language. Having received signed copies
from the Architect and Contractor, the Certificate of Substantial Completion will be forwarded to
The Town Manager for Signature.
2.59 Ribbon Cutting Ceremony
7/14/09
th
Ribbon Cutting Ceremony set for Friday August 7 at 9:30 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.
8/11/09
PBC member requested copies of up to date sketches for site sign to conclude final review
2.61 Punch List
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.
8/11/09
DPF will request an up to date copy of the Punch list
2.62 PCO 156 Employee Parking Bio-Basin Drainage
8/11/09
Drainage issue at the employee parking bio-basin were discussed and increased standing water in the basin
is attributable to unanticipated drainage and run-off . DPF reports that abutters have complained about the
standing water. The Site Engineer, upon review, issued a sketch for the corrective work to the basin so that
there would be reduced opportunity for standing water.
Motion:To approve PCO 156 in the amount of $6,001.04, subject to HKT review of scope and pricing.
Motion: Dick Perry Second: Peter Johnson Vote: Unanimous
2.63 PCO 154 Signage
8/11/09
Motion: To approve PCO 155 in the amount of $1,752.00 for added signage.
Motion: Dick Perry Second: Peter Johnson Vote: Unanimous
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2.64 PCO 151 Cantilevered Gate Extension
8/11/09
Motion: To approve PCO 155 in the amount of $1,752.00 for added signage.
Motion: Peter Johnson Second: Eric Brown Vote: Unanimous
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
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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
4.3 Progress presentation
7/14/09
Presentation by Architect, Menders Torrey Spencer for Stone Building Historic Structures Report Study work at next
meeting 8/11/09 at 7PM.
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11 August 2009 Meeting
8/11/09
Lynne Spencer and Patrick Guthrie made a presentation of their work and discoveries relative to the Historic
Structures report and Study project for the Stone Building. The presentation was in a power point format and
is planned to be made available through the Library website. The report to date includes historical
information and findings on the building, interpretive drawings of how the original addition likely looked,
relative to massing, fenestrations, and layout. Topics touched on included potential occupancy levels of the
lyceum room on the second floor. Some members of the audience/town felt that a higher occupancy of the
lyceum should not be ruled out based solely on costs to improve structure and that options should be made
known.
The final report is due at the end of September. The architects will transmit to the DPF at the 8/20/09
meeting a scope of work for interim or “button up” repairs that should be completed prior to winter 2009 and
are expected to cost less than $10,000.00.
The architects have meet with the Heritage Center Committee to discuss programmatic needs for the
building and some concept test drawings will be developed showing how best these programmatic needs
may fit with in the existing building and it’s historical fabric and character.
Estimates will be included in the final report for “total project” including any addition.
The estimates should reflect that any construction activity may not occur until 2011.
Next Meeting:
9/8/09
Public Services Building, 201 Bedford St. 7:00 PM
Meeting Adjourned 9:05 PM
Motion to Adjourn
Motion: Dick Perry 2nd: Eric Brown Voted: Unanimous
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