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HomeMy WebLinkAbout2014-10-09-PBC-min Permanent Building Committee 201 Bedford Street, Room 221 Lexington, MA October 9, 2014, 7:00 p.m. Members Present: Jon Himmel, Co-Chairman, Eric Brown, Co-Chairman, Dick Perry, Charles Favazzo and Lee Noel Chase Members Absent: Peter Johnson, Philip Coleman, Carl Oldenburg Guests: Gary Ainslie and Jean McQuestion, DiNisco Design Partnership and John Park, Hill International Lexington DPF: Patrick Goddard, Director of Public Facilities; Mark W. Barrett, RA., Project Manager The Minutes were taken by Jean Curran, Recording Secretary The Meeting convened at 7:05 p.m. I. Estabrook Elementary School 1. Project update-Hill International John Park of Hill International provided a project update to the Estabrook Elementary School. Mr. Park shared they are working to reconcile the Furniture, Fixtures & Equipment (FF&E) and Administrative Costs listed on the Project Budget. Mr. Hill reviewed the remaining punch list items which included (i) $20,250; of items that Shawmut Design Construction (Shawmut) is actively addressing; (ii) $31,650, items recommended to take the money; (iii) $2,900, items to be completed; and (iv)$4,950, total of the remaining consultant items. These remaining punch list items total $59,750. Gary Ainslie recommended that the Town take about $31,000 of the items monetized on the list. Mr. Ainslie shared there was some disappointment in the ceramic tile installation. Some of the installation standards. Mr. Ainslie also shared that Shawmut stepped up to their subs performance and did the remaining punch list items themselves. Shawmut is still looking for additional money. The Members had questions comments and questions concerning (i) there is exposed mesh approximately four feet off the ground at the rock wall; (ii) what was the tile installation problem; and (iii) there is a broken light fixture in the lunchroom; (iv) the pine trees on the entrance do not appear to be doing well and can they be replaced next year; (v) there are bare spots in some of the grassy areas, should we put in for a notice on the 90-day warranty; (vi) Phase I is coming up on the 10 month period warranty walkthrough and should that be performed right after Thanksgiving. Jon Himmel shared that at the Community Center meeting; the gym at the Estabrook Elementary School is an annex used as an experiment for three nights a week but is limited through December to make sure that people do not drift throughout the school. Mr. Himmel wondered if it would be possible to cordon off areas so people would not wander the school. Pat Goddard stated they have cordoned off areas with signs and there is someone there to monitor. PBC Meeting Minutes 100914 Page 1 John Park shared that all broken light fixtures had been fixed. The lunchroom light fixture broke a second time, but was fixed. John Park reviewed the PCO and Contingency Logs. Mark Barrett suggested the Members authorize the payment of the requisition for Shawmut shown on the invoices tonight for $271,388. Motion to approve Application #27 in the amount of $271,388 to Shawmut Design & Construction for the Estabrook School Project, as recommended by the Architect of Record and Hill International Project Managers and the DPF (Jon, Chuck) The Motion was approved 4-0 The Members engaged in discussion regarding whether there are special state rules with respect to holding money. Once the punch list is monetized, the punch list can only hold that money as it is identified in the punch list; however Phase II is to be included and once completed the Members will make a decision on how to release the 5% $2,000,000 in retainage, on the contract. II. Bridge & Bowman Elementary School 1. Project Update. Mark Barrett had no updates on the Bridge & Bowman Elementary School Projects. 2. General Business. Jon Himmel provided an update to Community Center Task Force sharing that governance folks are looking at recommending a Director be hired for Community Center. Mr. Himmel also updated the Members on the three different levels of openings. There will be a presentation to Carl Valente on Tuesday regarding having the Community Center opening 8:00 a.m. 3:00 p.m. until the March 10 meeting. Beginning on July 1, there would be expanded hours on Friday evenings and a bit of time on Saturday. The governance group also recommended that two folks be hired to manage the Community Center due to the anticipated increase in programs. Jon Himmel provided an update on the Ad Hoc School Master Planning Committee that Carl Oldenburg and he are members of. Phil Poinelli, architect, of Symmes Maini & McKee Architects (SMMA), was hired to prepare a master plan for Lexington school buildings, and has completed a capacity analysis at all elementary schools and is now working on the high school. The Members engaged in discussion of Lexington school capacity issues and enrollment modeling that projects that within 5 years there will be a need to house up to 500 additional students in all schools. 3. PBC/DPF Letter to Town Manager. This Agenda Item was not discussed. 4. Approval of Monthly Invoices. The Members reviewed and discussed the Monthly PBC Invoices. Motion to approve Monthly PBC Invoices for September in the amount of 284,587.54 (Eric, Dick) The Motion was approved 3-0-1 PBC Meeting Minutes 100914 Page 2 5. Approve Meeting Minutes. The Members reviewed the meeting minutes dated August 14, 2014 and September 11, 2014. Changes to each set of minutes were discussed. Motion to approve the meeting minutes dated August 14, 2014, as amended (Jon, Eric) The Motion was approved 4-0 Motion to approve the meeting minutes dated September 11, 2014, as amended (Chuck, Dick) The Motion was approved 4-0 The Members engaged in a discussion of how much detail should be included in the minutes. Motion to Adjourn (Eric, Dick) The Motion was approved 4-0 The Meeting adjourned at 7:50 p.m. PBC Meeting Minutes 100914 Page 3