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HomeMy WebLinkAboutMBC Comm. 12/07/2021RECEIVED CLERKS OFFICE 1021 APR 12 P 3: 41 W.NS IELD Municipal Building Committee Meeting Minut�`-"'se 1, P!II E-7TS December 7, 2021 Committee Members Present: Doug Annino, Chairman Evan Epstein, Vice -Chairman Bob Barry, Member Also Present: Mike Ahern, OPM/Public Buildings Kevin Dumas, Town Manager Sherri Gurnon, Recreation Director Josephine Madrazo, COA Director Not Present: Chris Paquin, Member Maureen Doherty, Member Minutes Clerk: Christopher P. Walsh Mr. Annino noted a quorum present and called the meeting to order at 6:00 pm. All in attendance introduced themselves at the start of discussions 1. Committee reorganization chairman and vice chairman Mr. Annino suggested that the reorganization be postponed until the next meeting. 2. Discussion on COA facility start of design at 50 West Street Mr. Ahern discussed the town has authorized 300K for the beginning design phase for the new COA facility and that part of the project is to have additional meeting areas that can be utilized by the recreation department after hours for some of their programs. The existing space at the present COA facility will be remodeled for use as the new home of the recreation department and the present location of the recreation department at town hall would be vacated. Mr. Ahern suggested that he would use 250K for the design and hold the remaining 50K for additional items that may need to be done and pay for secretarial support if needed. It was discussed that we need to keep the communication tower at the site, although it could be moved if necessary. The tower presently serves the town wide radio system along with the fire alarm control system. This may have to be incorporated into the new building structure. It was discussed about the decision to demolish the existing building based upon previous budget presented and amount of both remedial work and future work to bring it up to code. Design work should be looked at for the existing space in the COA for when they vacate the conversion to the Recreation Department. 3. Owners Project Manager discussion This item was discussed in general and Mr. Annino suggested this item be continued to the next meeting. 4. Request for Qualifications for a Designer discussion Mr. Ahern stated that Mr. Dumas wanted to look at eradicate all the Japanese knot weed from the Fulton Pond Dam to Spring Street along the river banks and pond as part of this project. This will require the hiring of a biologist to assist and careful coordination with conservation agent. Mr. Barry suggested that Mr. Ahern start working on drafting an RFQ for a designer. 5. Designer review and selection committee discussion It was decided that there shouldn't be a subcommittee to choose the designer but should be done as the committee. 6. Project schedule and funding Mr. Dumas stated its anticipated after doing the design the town will seek funding at either the fall 2022 or spring 2023 town meeting based on budgets. It is anticipated this project will be within the operating budget and will not require an operational override. Mr. Epstein asked if there were any grants available and Mr. Ahern stated that one was recently applied for but the town wasn't a recipient of that grant cycle. It was noted that if another opportunity is available the town will apply. 7. Proposed committee and community members Mr. Dumas suggested the creation of additional members that will be part of the committee to work on aspects of the project and help building community support. Mr. Ahern suggested after speaking with Mr. Dumas the following: 5 Building committee members ** 1 Public Buildings OPM 1 Select board Member 1 COA Board member ** 1 Recreation Board Member ** 1 Planning board member 1 COA Director ** 1 Recreation director ** 1 Conservation agent 1 at large member from COA Group 1 general member of public 1 Town Manager ** Proposed voting members 8.Other items for discussion related to COA Facility Mr. Annino stated that this is an important project for the town along with the council on aging and recreation departments. He encouraged both Sherri and Josephine to look at other facilities and need to make sure they start assembling their programs, needs list, activities forecast and future needs if any. He also stated that it's important to remember that anyone we hire will be working for us and not to feel that you have to go along with what they try and sell you but be creative with your ideas. We should also keep in mind that the town's interest also has to be accommodated so input from Mr. Dumas is necessary. Josephine discussed some of her programs and what she was envisioning. Mr. Barry asked Mr. Dumas why the eradication all the Japanese knot weed from the Fulton Pond Dam to Spring Street needed to be part of this project and suggested that it be its own project. 9. Old/New Business It was discussed that the next meeting will be either December 10 or the 215t Mr. Annino will let Mr. Ahern know so he can schedule the meeting as required. 10. Adjourn Motion: Adjourn the December 21, 2021 meeting at 6:57 pm (Barry/Epstein). Vote is 3-0. Meeting adjourned. Signature Date