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HomeMy WebLinkAbout1999-06-23-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of Wednesday June 23, 1999 meeting in Room G-15 Town Office Building, as approved July 21, 1999 The meeting was called to order by Chairman Kelley at 7:37 p.m. with other PBC members Bruckman, Himmel, Johnson, Pierce, Poinelli and Touart present Also attending were Cary Library Director Carol Mahoney and Town Meeting Member Michael Schroeder. The purpose of this meeting was to update the PBC on progress for the Cary Library renovation project since the abutters' law suit that interrupted all action for a year has been settled. Preparations for continued hearing with the Historic Districts Commission(HDC) will be resumed at a meeting with two representatives of the Commission, architects and others from the library and PBC on Friday July 9 at 8 a.m. Mahoney announced. Contract with Architects Stephen Hale and Melissa Bennett that was suspended under its article 8.2 centered around a draft addendum that will be needed. PBC members questioned closely amounts that had been spent, when, for what and how authorized. Between December 15, 1997 and December 16, 1998 a Total of$205,568.93 has been paid the architects. The Town s purchase order encumbering funds has been written for $400,000. Much of the discussion attempted to pin down what were additional costs, when incurred for items such as preparing a second plan following the state s rejection of the first application plan and attempts to mollify the objecting abutter. Poinelli pointed out that the architects' contract needs to extend the contract completion date (now at 29 months from date of contract). Mahoney informed that the library expects construction documents to be prepared in five months following completion of design development. A construction time of about 16 months to begin summer or fall of 2000 is envisioned. She noted that the state is now preparing a new timetable for inflation. Present construction cost is roughly estimated at $6.7 million with total project about $9.5 million. A clause in the proposed contract draft allows for adjustment for extra cost to relocate contents of the tower that has been eliminated to satisfy the suing abutters, and a tentative agreement has been reached between the architects and library trustees on total adjustments to the contract so long as the HDC does not require substantial changes. Mahoney added that architects' fees for library projects are limited to ten percent of construction in conformance with DCPO (now DCAM) standards, if the project is to be state reimbursed. The architects' performing of additional services beyond contract without prior notification to the client is a serious concern to PBC members, and language to require notification was requested in contract amendment. Poinelli drafted a list of proposed changes needed, including a specific listing of what comprise basic and additional services. Ms. Touart took his list to write up in a form for circulation and consideration by the PBC at their next meeting on the library project to be scheduled in July Meeting adjourned at 9:35 p.m. Respectfully submitted, G Secretary