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HomeMy WebLinkAbout2010-08-10-PBC-min TOWN OF LEXINGTON Department of Public Facilities MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) MeetingDate&Time:10August,2010,7:00PM nd Location:201BedfordStreet,2Flr.ConferenceRoom Attendees:EricBrown,PBC CarlOldenburg,PBC DickPerry,PBC PeterJohnson,PBC MarkW.Barrett,DPF PatGoddard,DPF BillMiddlemiss,ChiefLexingtonFD MarkCorr,ChiefLexingtonPD BrettDonham,Donham&Sweeney Abbreviationsthatmaybeusedinthisdocument: PBCΑLexingtonPermanentBuildingCommittee DPFΑLexingtonDepartmentofPublicFacilities DPWΑLexingtonDepartmentofPublicWorks HKTΑHKTArchitectsΑArchitectsofRecord,LexingtonDPWFacility CTAΑCTAConstructionCo.,Inc. SBΑSebestaBloomberg WSΑWeston&Sampson 1.0GENERALBUSINESS 1.1Minutes 7/13/10 MotiontoapprovetheMonthlymeetingminutesfor9March2010,13April2010,11May2010and8June2010. Motion:EricBrown2nd:DickPerryVoted:Unanimous 8/10/10 MotiontoapprovetheMonthlymeetingminutesfor13July,2010. aƚƷźƚƓʹ9Ʃźĭ.ƩƚǞƓЋƓķʹtĻƷĻƩWƚŷƓƭƚƓƚƷĻķʹЍЉ 1.2MonthlyBills 6/8/10 DPFpresentedinvoicestotaling$24,976.47,whichwereapprovedforpayment. 8/10/10 DPFpresentedinvoicestotaling$57,743.58,whichwereapprovedforpayment. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 10 August 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. 1.5ArchitectInterviewsforCaryMemorialBuildingVenueImprovementsstudy 8/10/10 ItwasdiscussedthatsomemembersofthePBCrecentlyparticipatedinarchitectinterviewsfortheCaryMemorialBuilding VenueImprovementsstudy.SeveralqualifiedfirmswereinterviewedandthefirmofMillsWhitakerArchitectswererankedas thenumber1firm. 1.6DesignPartnershipSelectionforBridge&BowmanProject 8/10/10 Thescopeofcontractandfeenegotiationswerediscussedwithoutconclusion.ItwasagreedthattheArchitectwouldbeinvited tomeetwithrepresentativesofthePBCforcontinueddiscussions. 1.7PBCRepresentativetoBridgeandBowmanProject 8/10/10 ItwasdiscussedandCarlOldenburgagreedtobeaPBCrepresentativetotheBridgeandBowmanProject. Page 2 of 8 PBC Meeting Minutes 10 August 2010 Meeting 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. 2.4.DPWConstructionSchedule CƚƩƷŷĻƦǒƩƦƚƭĻƭƚŅƩĻķǒĭźƓŭƚƓŭƚźƓŭƦƩźƓƷĻķƷĻǣƷͲƦƩĻǝźƚǒƭĻƓƷƩźĻƭǒƓķĻƩƷŷźƭŷĻğķźƓŭƒğǤŷğǝĻĬĻĻƓƩĻƒƚǝĻķŅƩƚƒĭǒƩƩĻƓƷ ƒĻĻƷźƓŭƒźƓǒƷĻƭ͵tƌĻğƭĻƩĻŅĻƩƷƚƦƩĻǝźƚǒƭĻķźƷźƚƓƭƚŅƷŷĻƒźƓǒƷĻƭŅƚƩƚƌķĻƩźƓƭĻƩƷźƚƓƭ͵ 03/09/10 PBCLookingforfirmschedulefromGCtoaccomplisheverything,frontoutdoorsignage,canopy,andplantingtobescheduledand closedout.PBCwouldliketohavefinalrequisitionbyendofMarch. 7/13/10 FinalPlanting/landscapepunchlistitemsbeingcompleted 8/10/10 Blueberrysoddidnotsurvive.ContractorcanreplantinNovemberorremoveallblueberrysod,replantsodtocurbwitha1year warranty.PBCisokwithremovalofblueberrysodandreplanttocurbwithsod. 2.22TelephonesforDPW 11/10/09 Admintrainingcomplete.MarkBarrettwillfollowupwithDorindaGoodmanonpunchlistitems. 01/12/10 MarkBarretttocoordinatewithDorindaGoodmantocloseout. 7/13/10 Systemcompletewaitingtoforfinalinvoicestocloseout Page 3 of 8 PBC Meeting Minutes 10 August 2010 Meeting 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. 2.61PunchList Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 03/09/10 PBCwouldlikescheduleforalloutstandingitemsatnextmeeting. 06/08/10 HKTpresentedpunchlistmanyitemsarewarrantyissues. 2.73FluidDistributionSystem Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 01/12/10 Ongoing 03/09/10 ContractorReps.willcontactMarkBarretttostartworkonsystem,DPFreviewedwiththemechanicswhoagreedthatnonew waterlinetothissystemwasneeded. 7/13/10 Partsareonorderforinterfacingsystemwithexistingtankmonitoringsystemandspillboxes,whenreceivedsystemwillbe complete. Page 4 of 8 PBC Meeting Minutes 10 August 2010 Meeting 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. 2.82WashBay 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. SubjecttotheTownManagersapprovalthatthisexpenditurerepresentsanappropriateuseorallocationofprojectfundsforthe fullscoperequiredforEOCoperations. Motion:EricBrown2nd:CarlOldenburgVote:40 Page 5 of 8 PBC Meeting Minutes 10 August 2010 Meeting 5.0FireandPoliceStudyandDesign 5.2ConfirmationofFireDepartmentSpaceneeds 04/13/10 ConfirmationofFireDepartmentSpaceneedswasdiscussedandthearchitectsreport95%finalized,willreportnextmeeting. 5/11/10 Donham&SweeneyreviewedMaguireStudywiththeChief.SquareFootneeds+/1,000sf,chiefisinagreement. 8/10/10 TheChiefwillcoordinatesitevisitswithlocalnewlybuiltfirestations,Belmont,Wilmington,Wakefield. 5.3PoliceDepartmentSpaceNeeds 04/13/10 DevelopmentofPoliceDepartmentspaceneedswascompletedandtransmittedtoPBC. ChieftoreviewwithStaffandArchitectstomeetwithPolicestafftoreview Therewasdiscussionastowhomshouldchallengethespaceneedsofthisoranyprogramdeveloped. 5/11/10 Policeprogramwasreviewedwithstaff.Thefiringrangeandlockersizesareissuesstillindiscussion.TheArchitectsaretocontinue tomeetwiththePoliceDepartmentrepresentatives. 6/08/10 Spaceprogrammingisongoing.Discussionoflockersizeandfiringrangestillongoing. 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. 8/10/10 ItwasdiscussedthatthePolicemassingmodelsshouldbeimprovedtomatchthelevelofdetailorqualityofthefirestation models. Page 6 of 8 PBC Meeting Minutes 10 August 2010 Meeting 5.7FireSitePlandevelopmentOptions 5/11/10 Conceptdesignoptionswerereviewed.Discussionsregardingtrafficintersectionandvehicleaccess.Architectstoreviewdesign furtherwithChiefandStaff. 6/08/10 StillnotclearastowheretheStateHighwayends.Donham&Sweeneytoresearchfurther. Continueddesignwork/optionsdiscussed. 8/10/10 Statehighwaylimitsweredefinedandinformationsenttoarchitects. 5.8ProjectSchedule 04/13/10 OverallProjectSchedulewasreviewed. Nextmeetinganticipate: Completedexistingbuildinganalysis InformalmeetingswithZoningandorHDCandPlanningBoard FireStationProgramming MeetwithPoliceStaffonprogramming BeginSchematics 06/08/10 InvitationtoHDCCommitteetoattendnextPBCMeeting,tobemadebycommittee. Nextmeetinganticipate: AdvancedSchematicsspecificallyelevations. CostEstimates SquareFootanalysis 7/13/10 Presentationscheduledfor7/28/10toupdatevarioustownboardsonthestatusoftheproject 5.9PresentationwithHDCpresent 7/13/10 PresentationwasmadebyD&SonthestatusoftheprojectwithmembersoftheHDCpresent Thebackgroundoftheprojectwasexplainedalongwithprogrammingandspaceneedsdiscussionshowevertheprimaryfocusof discussionwasontheapproachtodesign,massingoftheproposedadditionsandtheissueofrenovationoftheexistingfirestation ornewconstruction. PoliceStationdiscussionsincluded: Existingbuildingisnotcurrentlyplannedtobeseismicallyupgraded Newconstructionshouldreadasnew;honortheexistingbuildingķƚƓ͸Ʒmimicit. ThesmalleradditionscouldincorporatetheͻŅĻĻƌͼorthespiritoftheold Themassinglooksokayaccordingtosomediscussion D&SmaywanttolookattheapproachusedontheBelmontfirestationsforsomeguidance ShowthebuildingincontextwiththeWhitehouseandCaryHall Usemodelingsoftwaretoshowthebuildingin3dimensions Showthechimneysandtheelevatorpenthouse Showtheradioantenna Somediscussionstomakethereargaragesmaller Thewhitefinishonthenewsidingappearstobetoomuchofacontrast Considerproportionsandscale FireStationdiscussionsincluded: Themeetingconfirmedthattherenovation/additionoptiondidnotmakesenseifthedesignincludedspacenotneeded. Thereelevationsweremoredevelopedthanthepolicedesigns. Onepersonsuggestedreplicatingthe2formsofthepresentapparatusportionofthebuildingandplacingthe2gabled elementssidebyside. OneortwopeoplereferredagaintotheBelmontFireStationsdesignsassomethingthatwasmoreappropriatethanwhat wasbeingshown. TherewasconsensusthatthesitewasverywelllocatedintermsofresponsetimeandoptimalcoveragefortheTown. Page 7 of 8 PBC Meeting Minutes 10 August 2010 Meeting Therewasdiscussionforconcernoversufficientspaceforapparatusmovement,especiallywiththerenovationdesign. Itwasdiscussedthatthepoliceandfiredesignsdonotneedtobelinked,thefirestationcanstandonitsown. Discussionovertheoptionofanallnewstructure,i.e.thedemolitionoftheexistingbuilding,wasnotmetwith admonishment,moreoveritappearedthatpeoplewereopentofurtherdiscussion. Usemodelingsoftwaretoshowthebuildingin3dimensions Existingbuildingisnotcurrentlyplannedtobeseismicallyupgraded Newconstructionshouldreadasnew;honortheexistingbuildingķƚƓ͸Ʒmimicit. 7/13/10 MotiontoadditionalservicespaymenttoD&Sintheamountof$2,198.75forcorrectiontoexistingconditions/basedrawingsfrom priorstudy. Motion:DickPerry2nd:EricBrownVote:unam. 8/10/10 ReviewofDonham&SweeneyPowerPointPresentation. PBCdiscussedpresentationmadesuggestionsforformatofpresentation.Nofinaldecisionsweremadeonwhether thisdocumentorportionsthereofshouldserveasthebasisofthepresentationtotheSelectmen. Commentstopowerpoint Addcost/sftoprojectcostsheetandmovetoendofslides. 46Bedfordstreetvaluationshouldread$2,500,000 Identifythatestimatesdonotincludefiringrange Removereferencetooverridevote Deficienciesnotspecificenoughandneedstobemovedforwardinthepresentation. Maywanttoaddreferencetostaffinglevelswhenbuildingwasbuilt. Arialsneededforpoliceupgrademodelstoleveloffire. NeedConclusionssection ZoningAnalysisΑacompilationofzoningrequirementsneedstohaveparkingcalcsincluded. 5.10Writtenreport/hardcopy 8/10/10 Itwasstatedthatthefinalsubmissionofthisstudywouldbeintheformofafinalwrittendocument/manual. Further,thatasubmissionshouldbemadeconstitutingaprogresssubmissionforthisfinaldocumentasportionsof themanualwilllikelybeneededforasubmittaltotheselectmen. NextMeeting: 9/14/10 PublicServicesBuilding,201BedfordSt.7:00PM MeetingAdjourned9:00PM MotiontoAdjourn nd Motion:2:Unanimous EricBrownCarlOldenburg Page 8 of 8