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HomeMy WebLinkAbout1999-05-05-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of Tuesday May 5. 1999 meeting in the Conference Room, School Administration Building, as approved May 12, 1999 The meeting was called to order by Chairman Kelley at 7 45 p.m with other PBC members Cannalonga, Himmel, Johnson and Poinelli present. Others attending included Director of School Building Operations John Moynihan III, soon-to-be Project Manager/Owner's Representative Michael Melnick, School Committee Chairman Barrie Peltz and Town Meeting and health schools group member Myla Kabat-Zinn. Distributed items included a list of"pending issues" prepared by Michael Melnick as items he found needing possible PBC action or discussion (not necessarily an agenda for this meeting), invoices from HMFH for basic services performed in March at the three project schools, and copy of a seismic report from HMFH to Moynihan. HMFH invoices, it was explained by Moynihan, are being billed at the hourly rate until a contract is signed with the architects. Kelley told of his meeting with John Miller last week. Another meeting will take place next week. HMFH proposed that the firm proceed at the hourly rate until after the June 1 submittal. Kelley expressed concern that the design contingency would need to be tapped to cover the rise in architectural fees above the quoted 1997 costs. Discussion brought out need for negotiating terminology to be carefully delineated, such as basis of construction administration costs. Concern was expressed that the Town may be paying double for some "D.D revision" time that was spent on items such as phasing and scoping of project. It was concluded that Kelley and Poinelli would be the PBC negotiating team and that contract negotiations should preferably be concluded prior to June 1, as the submittal is a `must" for the firm. Also it was agreed that the issues justifying the town's entitlement to downward revision of design costs should be the thrust of PBC's argument. Decision on payment of HMFH's invoices was postponed until next week. Monetary Valuation of schools is still being worked on by the Assessors' office. In any case, Moynihan reported, the exterior panels of the Clarke walls are adequately anchored to satisfy seismic code for schools. Only the high school has been officially designated as the town emergency shelter. Moynihan reported. Now location of the generator and of the shelter areas is under discussion with the architects and engineers. Proiect Manager's Contract was discussed with Melnick in relation to Moynihan's list as well as other issues in need of understanding. Pointed out that although the PBC is the organization for which Melnick will be working, he should keep Moynihan informed about his daily activities through an e-mail log to both the committee and Moynihan. This need not be extensive. Regarding resolution of extreme contention by binding arbitration or court action, Moynihan PBC minutes of May 5, 1999 -page 2 advised that this is up to Town Counsel, the final drafters of all contracts. On the issue of professional liability insurance, Moynihan pointed out that the town cannot bear this responsibility for someone hired on a contract basis. Yes, the pay could be upped $1 or$2 an hour to ultimately cover the cost, but not up front. Melnick stated that he would give a 90-day notice if he should quit the job. The definition of `project completion" after some debate was agreed to be "60 days following substantial completion of project, with renegotiate additional services. A five percent annual inflation escalator on each anniversary of service commencement was also agreed upon. A report of last week's meetings with town staff was given by Moynihan. There will be a site visit with fire officials next week, and the Town Engineer saw no problem in connection with relocation of the sewer line around Clarke new construction. Prior to Tuesday night's Conservation Commission wetland hearing, site visits Saturday morning will be well attended by representatives of PBC, School Committee and the Carol Johnson firm (Shellmeier). Healthy Schools concerns, particularly regarding materials used, were expressed by Myla Kabat- Zinn. When she asked about having an industrial hygienist, it was told that HMFH has engaged environmental consultants ATC to be available when needed. An advertising flier/registration form for the state's Healthy Schools conference at Clark University in Worcester on Wednesday, June 2, was passed around by Moynihan. Several committee members expressed an interest in going, as Moynihan will, and promised to get in touch with him on this. Meeting adjourned at 9:50 p.m. until Wednesday May 12 at 7.30 p.m. Respectfully submitted, �� �� �a Secretary