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HomeMy WebLinkAbout2010-07-13-PBC-min TOWN OF LEXINGTON Department of Public Facilities 13July2010 MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) nd Location:201BedfordStreet,2Flr.ConferenceRoom MeetingDate&Time:13July,2010,7:00PM Attendees:JonHimmel,Chairman,PBC EricBrown,PBC CarlOldenburg,PBC DickPerry,PBC BruceCreager,PBC MarkW.Barrett,DPF PatGoddard,DPF BillMiddlemiss,ChiefLexingtonFD MarkCorr,ChiefLexingtonPD BrettDonham,Donham&Sweeney JeffShaw,Donham&Sweeney Abbreviationsthatmaybeusedinthisdocument: PBCΑLexingtonPermanentBuildingCommittee DPFΑLexingtonDepartmentofPublicFacilities DPWΑLexingtonDepartmentofPublicWorks HKTΑHKTArchitectsΑArchitectsofRecord,LexingtonDPWFacility CTAΑCTAConstructionCo.,Inc. SBΑSebestaBloomberg WSΑWeston&Sampson 1.0GENERALBUSINESS 1.1Minutes 7/13/10 MotiontoapprovetheMonthlymeetingminutesfor9March2010,13April2010,11May2010and8June2010. aƚƷźƚƓʹ9Ʃźĭ.ƩƚǞƓЋƓķʹ5źĭƉtĻƩƩǤƚƷĻķʹ…ƓğƓźƒƚǒƭ 1.2MonthlyBills 6/8/10 DPFpresentedinvoicestotaling$24,976.47,whichwereapprovedforpayment. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 13 July 2010 Meeting 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. MarkBarrettiswaitingforproposalfromPSS. 02/09/10 PricequotesfromPrologweresenttoIT. 03/09/10 PBCsuggestedinquiryaboutrecurringannualcostforsoftware.MarkBarrettwillgetdetailsfromProlog. 6/8/10 MotiontoapprovepurchaseofPrologsoftwareandlicenses nd Motion:PeterJohnson2:EricBrownVote:40 7/13/10 Softwarehasbeenpurchased,iscurrentlybeinginstalledontownserverandDPFtocoordinatewithinstallonlocalcomputer andtraining. 1.4PBCMakeupandProjects 7/13/10 Therewasbriefdiscussionaboutthemakeupofthecommittee,numbersofmembersetc,andtheissuesofworkingwiththe growingvolumeofprojectsinTown.Noconclusionsmade. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.01ContractorMonthlyRequisition Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 06/08/10 MotiontoapprovepaymentofApplicationforPayment#28intheamountof$114,822.00 Motion:DickPerry2nd:EricBrownVote:Unanimous 7/13/10 NoRequisition 2.03ConstructionChangeOrders Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 7/13/10 NoCurrentChangeOrders 2.3CommissioningStatus Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 03/09/10 MeetingwithE.Amanti,correctionstostartupproceduresweredone.Discussionstakingplaceonamountofoutsideairbeing broughtintosystemandhowmuchCFMispassingoverenergyrecoverywheel..Meeting3.11.10forslightmodificationsofO.A. damperstopreventwhistling.SoundAttenuatorsbeingproposedfornoiselevelcontrolfromunittoreducesounddbatproperty linebacktooriginallevelofbackgroundnoise,priortoconstructionproject. 7/13/10 WaitingonfinalcloseoutmanualsfromHVACbaseduponmostrecentcorrectivework. Page 2 of 9 PBC Meeting Minutes 13 July 2010 Meeting 2.4.DPWConstructionSchedule CƚƩƷŷĻƦǒƩƦƚƭĻƭƚŅƩĻķǒĭźƓŭƚƓŭƚźƓŭƦƩźƓƷĻķƷĻǣƷͲƦƩĻǝźƚǒƭĻƓƷƩźĻƭǒƓķĻƩƷŷźƭŷĻğķźƓŭƒğǤŷğǝĻĬĻĻƓƩĻƒƚǝĻķŅƩƚƒĭǒƩƩĻƓƷ ƒĻĻƷźƓŭƒźƓǒƷĻƭ͵tƌĻğƭĻƩĻŅĻƩƷƚƦƩĻǝźƚǒƭĻķźƷźƚƓƭƚŅƷŷĻƒźƓǒƷĻƭŅƚƩƚƌķĻƩźƓƭĻƩƷźƚƓƭ͵ 03/09/10 PBCLookingforfirmschedulefromGCtoaccomplisheverything,frontoutdoorsignage,canopy,andplantingtobescheduledand closedout.PBCwouldliketohavefinalrequisitionbyendofMarch. 7/13/10 FinalPlanting/landscapepunchlistitemsbeingcompleted 2.22TelephonesforDPW 11/10/09 Admintrainingcomplete.MarkBarrettwillfollowupwithDorindaGoodmanonpunchlistitems. 01/12/10 MarkBarretttocoordinatewithDorindaGoodmantocloseout. 7/13/10 Systemcompletewaitingtoforfinalinvoicestocloseout 2.26Budget Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 01/12/10 DPFprovidedanupdatetotheBudget.Transferswereproposedtoreconcileindividuallineitemsinthebudget.Tentativenet balanceonbudgetinexcessof$2,200,000.00 MotiontoapprovetransferasproposedinDPWProjectBudgetdated1.12.10. Motion:JonHimmel2nd:PeterJohnsonVote:Unanimous 7/13/10 Noupdates 2.31BiDirectionalRadio Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 01/12/10 HKThassentcontract.Ongoing. 03/09/10 Contractorssubmittal/Designplanshouldbesubmittedshortly. 7/13/10 Systeminstallationcomplete,awaitingwalkthrough/acceptanceofFireDepartment. 2.60SiteSignageatStreet Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/8/09 ProposedChangeOrdercostwasreceived,reviewedandacceptedunderChangeOrderdiscussionsforthiswork. 03/09/10 Frontoutdoorsignageisonlisttobescheduled.GeneralContractorisdoingthebase. 7/13/10 Contractworkcompleteatsignageatstreet,LightstobeactivatedbyDPF.PBCwouldliketolookatchangingdesignoflight fixture,DPFtofollowup. Page 3 of 9 PBC Meeting Minutes 13 July 2010 Meeting 2.61PunchList Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 03/09/10 PBCwouldlikescheduleforalloutstandingitemsatnextmeeting. 06/08/10 HKTpresentedpunchlistmanyitemsarewarrantyissues. 2.65CanopySignage Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 02/09/10 Motion:ToapprovePCO#185$2190.00toremovepanelsrequiredatsoffettoinstallsignage. Motion:PeterJohnson2nd:EricBrownVote:Unanimous 03/09/10 Questionraisedabouttheseamandthepaintedchannelandcolormatch? 7/13/10 Contractworkatthecanopysignagecompleteandresolved,channelwasrepainted,itemtobeclosed. 2.73FluidDistributionSystem Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 01/12/10 Ongoing 03/09/10 ContractorReps.willcontactMarkBarretttostartworkonsystem,DPFreviewedwiththemechanicswhoagreedthatnonew waterlinetothissystemwasneeded. 7/13/10 Partsareonorderforinterfacingsystemwithexistingtankmonitoringsystemandspillboxes,whenreceivedsystemwillbe complete. 2.75Carpet 12/8/09 Thecarpetmanufacturerisnowproposingtoreplaceallthecarpetinthebuildingbasedupontheapparentdefectinthebacking material.Thedetailsofthereplacementarenotyetdefined.Anewbackingmaterialisplanned. 1/12/10 Replacementprocesshasbeeninitiated,althoughplanningandschedulingwillbeneeded.Materialsareonorderandare6to8 weeksout. 03/09/10 Carpetmanufacturertomovefurniture,coordinationwithGeneralContractor. 7/13/10 Allcarpetinthebuildinghasbeenreplacedunderwarranty,Workcomplete,itemtoberemoved. 2.76References 12/8/09 ThePBCdiscussedandagreedthataletterofrecommendationshouldbesenttoHKTArchitectsandtoźƷ͸ƭProjectManagerMichael Lawrencefortheoutstandingwork,careandlevelofcommitmentdedicatedtotheTownandthisproject. 01/12/10 JonHimmelwillwriterecommendationletters.PBCsuggestthatHKTbeavailableforTownMeetingtodiscusscloseoutofproject andmoneysaved. 7/13/10 Letterhasbeenwrittenandwillbeissuedatthediscretionofthechairman,itemtoberemoved. Page 4 of 9 PBC Meeting Minutes 13 July 2010 Meeting 2.77Tools 02/09/10 Motion:Toapproveupto$10,000.00fromtheEquipmentlineitemtopurchasetoolsforCarpentryshop. Motion:DickPerry2nd:PeterJohnsonVote:3yes1no 04/13/10 Motion:Toapprovepurchaseoftoolsformillingmachine(ChuckandCutters)intheamountof$2976.71. Motion:EricBrown2nd:BillKennedyVote:3yes1no 7/13/10 Workcomplete,itemtoberemoved. 2.78BotanicalGardensSustainableSites 02/09/10 MikeLawrencediscussedcertificationforsustainablesites.Costtoapply$0ifacceptedcostwouldbe$5000.00.PBCdeclined. 7/13/10 Itemtoberemoved. 2.79Mezzanine 03/09/10 WayneBrooksorBillHadleytotakeatourwithPBCmemberstoidentifywhatdrivesstorageneedsandhowmuch. 04/13/10 PBCwouldlikeafeeproposalfromHKTusingsketchesprovidedbyWayneBrooksforthemainmezzanineonlyattherearwingof themainvehiclebays.Oneproposalforusingthesystemasproposedandoneproposalforbuildingsystemascompatiblewith existingconstruction. 5/11/10 HKTproposalforthemezzanine. OptionA:$19,710.00 OptionB:$22,100.00 PBCtabledconversationandwouldlikeHKTtocheckRWSullivanfees.PossiblygetotherfeesforMEP.WouldalsolikePatGoddard presentforfurtherconversation. 6/8/10 PatGoddardandBillHadleydiscussedtheneedsforthemezzanine.PBCsuggestthereisaneedtoexploreotheroptions. Whatneedstobestored Whatiscurrentlystoredonthemezzanine. Whatothermeanscouldbedevelopedtoprovidethestorage. 2.80CentralStorageShelving 03/09/10 Costtoaddshelvingfornonpalletitems$6091.39 Motiontoapprove: Motion:EricBrown2nd:DickPerryVote:40 7/13/10 Workcomplete,itemtoberemoved. 2.81FloorCleaning 03/09/10 DPFandPBCdiscussedthepurchaseofaspecialfloorcleaningmachineforthevehicleareas,butafterdiscussionresolvedthatthe currentStreetsweepermachineoughttobeabletoaccomplishthetaskoffloorcleaninginthegarageareainsteadofbuying anothermachine. 7/13/10 Discussioncomplete,itemtoberemoved. Page 5 of 9 PBC Meeting Minutes 13 July 2010 Meeting 2.82WashBay 04/13/10 ThePBCtouredthevehiclecarwashareatoreviewthecurrentconditionsoferosion,paintdecay,waterseepageandequipment operation.SeeHKTemailof12810andHKTlettersof2410and32510andRWSullivanmemoof51210. AftermuchdiscussionofthemanyissuesinvolvedthePBCrequestedthatHKTreturntothenextmeetingwithrecommendationson howeachitemcanbeaddressedandresolved. 5/11/10 HKTpowerpointpresentationwillbeforwardedtoDPF. Designteamhasnotseenthistypeofconditionwithsimilarsystemsinother5t‘͸ƭ͵ Reviewofsteel,operatoranddisconnect. Discussionneededofsequenceofoperationforthecarwash. PBCdiscussedHKTpursuingpaintertogetthemtodoasmuchaspossible,butdoitright. Motiontosetasidemoniestohireaspecialisttoreviewconditionsandprocessesofthewashbayarea,mayincludeforensics. Motion:DickPerry2nd:EricBrownVote:50 6/08/10 SimpsonGumpertz&HegerProposalwasreviewedbyPBC.PBCmemberswouldlikethescopeandtasksforinvestigationneedsto bedefined.MarkBarretttocoordinateameetingtodiscusswithGregfromSG&H. 7/13/10 Meetingwasheldon6/18/10toreviewSGHScopeonreportforvehiclewashBay. Draftreportdueon7/26/10forPBCreviewandproposedreviewmtgon7/28/10withTownManager. 2.83FrontWalkway 6/08/10 Suggestiontohaveawalkwayconnectingthepublicsidewalktothebuildingentrance.PBCsuggestthisshouldbeaTown Engineeringdesign.BillHadleytofollowupondesignandcostestimate. 7/13/10 Nofurtherinfotodate. 2.84EmergencyOperationCenter 6/08/10 Motiontoapproveexpenditureoffundsnotexceeding$43,550.00forthepurposesofequippingtheEOCat201BedfordStreet. SubjecttotheTownManagersapprovalthatthisexpenditurerepresentsanappropriateuseorallocationofprojectfundsfor thefullscoperequiredforEOCoperations. Motion:EricBrown2nd:CarlOldenburgVote:40 5.0FireandPoliceStudyandDesign 5.2ConfirmationofFireDepartmentSpaceneeds 04/13/10 ConfirmationofFireDepartmentSpaceneedswasdiscussedandthearchitectsreport95%finalized,willreportnextmeeting. 5/11/10 Donham&SweeneyreviewedMaguireStudywiththeChief.SquareFootneeds+/1,000sf,chiefisinagreement. 5.3PoliceDepartmentSpaceNeeds 04/13/10 DevelopmentofPoliceDepartmentspaceneedswascompletedandtransmittedtoPBC. ChieftoreviewwithStaffandArchitectstomeetwithPolicestafftoreview Therewasdiscussionastowhomshouldchallengethespaceneedsofthisoranyprogramdeveloped. 5/11/10 Policeprogramwasreviewedwithstaff.Thefiringrangeandlockersizesareissuesstillindiscussion.TheArchitectsaretocontinue tomeetwiththePoliceDepartmentrepresentatives. 6/08/10 Spaceprogrammingisongoing.Discussionoflockersizeandfiringrangestillongoing. Page 6 of 9 PBC Meeting Minutes 13 July 2010 Meeting 5.4ZoningassessmentReport 04/13/10 ZoningassessmentReportwasdeliveredtothePBCandreviewed PBCrecommendedArchitectsmeetwithTownZoningofficialtoreview. 5/11/10 Regulatoryreviews,Donham&Sweeneymetwithzoningofficerreviewedmadecorrectionsandresubmitted. Existingvs.proposedareasofreliefneeded. FinaldocumenttogotoTowncounsel. 5.5FireStationSiteSurvey 04/13/10 AsitesurveywasinitiatedandtheArchitectsexpectresultbythenextmeeting. 5/11/10 DiscussionabouttheMonitoringwellsandfiltrationsystemattheFiresiterevolvedaroundlimitationsondevelopment.Mark BarretttoFollowup. 6/08/10 Emaildistributedinformationavailabletoallpartiesonthemonitoringwells. 5.6PoliceSitePlandevelopmentOptions 04/13/10 VariousoptionsforhowthepolicestationpropertycouldbedevelopwhenconsideringasubstantialadditiontothePoliceStation andhowthesemightimpactontheexistingwhitehouseandparkingoverall. TheArchitectswereinformedofpriorstudiesinthisareathatcouldprovideinformationaboutparking.DPFtotransmitto Architectsavailabledocuments. 5/11/10 Conceptdesignoptionswerereviewed.Capt.h͸\[ĻğƩǤpointedoutmonitoringwellsonsite.MarkBarretttofollowup. 6/8/10 Continuedconceptdesignoptionsexplored. 5.7FireSitePlandevelopmentOptions 5/11/10 Conceptdesignoptionswerereviewed.Discussionsregardingtrafficintersectionandvehicleaccess.Architectstoreviewdesign furtherwithChiefandStaff. 6/08/10 StillnotclearastowheretheStateHighwayends.Donham&Sweeneytoresearchfurther. Continueddesignwork/optionsdiscussed. 5.8ProjectSchedule 04/13/10 OverallProjectSchedulewasreviewed. Nextmeetinganticipate: Completedexistingbuildinganalysis InformalmeetingswithZoningandorHDCandPlanningBoard FireStationProgramming MeetwithPoliceStaffonprogramming BeginSchematics 06/08/10 InvitationtoHDCCommitteetoattendnextPBCMeeting,tobemadebycommittee. Nextmeetinganticipate: AdvancedSchematicsspecificallyelevations. CostEstimates SquareFootanalysis Page 7 of 9 PBC Meeting Minutes 13 July 2010 Meeting 7/13/10 Presentationscheduledfor7/28/10toupdatevarioustownboardsonthestatusoftheproject 5.9PresentationwithHDCpresent 7/13/10 PresentationwasmadebyD&SonthestatusoftheprojectwithmembersoftheHDCpresent Thebackgroundoftheprojectwasexplainedalongwithprogrammingandspaceneedsdiscussionshowevertheprimaryfocus ofdiscussionwasontheapproachtodesign,massingoftheproposedadditionsandtheissueofrenovationoftheexistingfire stationornewconstruction. PoliceStationdiscussionsincluded: Existingbuildingisnotcurrentlyplannedtobeseismicallyupgraded Newconstructionshouldreadasnew;honortheexistingbuildingķƚƓ͸Ʒmimicit. ThesmalleradditionscouldincorporatetheͻŅĻĻƌͼorthespiritoftheold Themassinglooksokayaccordingtosomediscussion D&SmaywanttolookattheapproachusedontheBelmontfirestationsforsomeguidance ShowthebuildingincontextwiththeWhitehouseandCaryHall Usemodelingsoftwaretoshowthebuildingin3dimensions Showthechimneysandtheelevatorpenthouse Showtheradioantenna Somediscussionstomakethereargaragesmaller Thewhitefinishonthenewsidingappearstobetoomuchofacontrast Considerproportionsandscale FireStationdiscussionsincluded: Themeetingconfirmedthattherenovation/additionoptiondidnotmakesenseifthedesignincludedspacenot needed. Thereelevationsweremoredevelopedthanthepolicedesigns. Onepersonsuggestedreplicatingthe2formsofthepresentapparatusportionofthebuildingandplacingthe2gabled elementssidebyside. OneortwopeoplereferredagaintotheBelmontFireStationsdesignsassomethingthatwasmoreappropriatethan whatwasbeingshown. TherewasconsensusthatthesitewasverywelllocatedintermsofresponsetimeandoptimalcoveragefortheTown. Therewasdiscussionforconcernoversufficientspaceforapparatusmovement,especiallywiththerenovationdesign. Itwasdiscussedthatthepoliceandfiredesignsdonotneedtobelinked,thefirestationcanstandonitsown. Discussionovertheoptionofanallnewstructure,i.e.thedemolitionoftheexistingbuilding,wasnotmetwith admonishment,moreoveritappearedthatpeoplewereopentofurtherdiscussion. Usemodelingsoftwaretoshowthebuildingin3dimensions Existingbuildingisnotcurrentlyplannedtobeseismicallyupgraded Newconstructionshouldreadasnew;honortheexistingbuildingķƚƓ͸Ʒmimicit. 7/13/10 MotiontoadditionalservicespaymenttoD&Sintheamountof$2,198.75forcorrectiontoexistingconditions/basedrawings frompriorstudy. Motion:DickPerry2nd:EricBrownVote:unam. NextMeeting: 8/10/10 PublicServicesBuilding,201BedfordSt.7:00PM Page 8 of 9 PBC Meeting Minutes 13 July 2010 Meeting MeetingAdjourned10:15PM MotiontoAdjourn nd Motion:2:DickPerryUnanimous DickPerry Attachments Signinsheetto7/13/10meeting Page 9 of 9