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HomeMy WebLinkAboutMBC 11/07/2023Municipal Building Committee November 07, 2023 Present: Doug Annino, Chairman* Evan Epstein, Vice -Chairman* Bob Barry, Member* Carol Terry, Member* Also Present: Mike Ahern, OPM/Public Buildings Josephine Madrazo, COA Director* Neal Boldrighini, COA Board Chairman* Rachel Young, Project Manager BH+A Charlie Mulcahy, COA Member Wendy Adams, COA Assistant Director Absent: Chris Paquin, Member* Kevin Dumas, Town Manager Sherri Gurnon, Recreation Director* Mitch Bregnard, Recreation Chairman* *Denotes voting member RECEIVED T INH CLERKS OFFICE Mee ing 1Vlmutes 9 23 M„•` HSEIELD Mr. Annino noted a quorum present and called the meeting to order at 6:05 pm. 1. Introduction of new members Mr. Annino introduced 2 new members Charlie Mulcahy and Carol Terry whom have recently been appointed to the committee with Mrs. Terry being a;fulltime MBC member and Mr. Mulcahy being the at large member of the COA group. The meeting minutes from the December 07, 2021 meeting were attached to the packet so to better understand the voting roles. 2. Approval of meeting minutes from the following meetings: Motion: Mr. Barry made a motion to approve the meeting minutes from October 17, 2023 and noted a quorum wasn't present for that meeting. (Barry/Epstein) Vote is 6-0- 0 Motion: Mr. Barry made a motion to approve the meeting minutes from August 02, 2023. (Barry/Epstein) Vote is 6-0-0 3. Invoices for payment Mr. Ahern recommended the payment to BH+A for the last invoice in the amount of $4,500.00 Motion: Mr. Barry made a motion to approved the BH+A invoice in the amount of $4,500.00 (Barry/Epstein) Vote is 6-0-0 a. Project Budget Update Mr. Ahern explained the present budget spread sheet along with the state grants that have been utilized to date for the design of the project. Mr. Epstein asked about the town payroll and Mr. Ahern stated this was for the OPM duties that have been encumbered. 5. Update from BH+A on Final Design Completion Schedule Mr. Ahern discussed the design schedule, contained in the packet, and time lines proposed for completing the final design phase of the project. 6. Site Plan update with VHB Mr. Ahern notified the committee that the project plans have been forwarded to VHB to install the necessary pedestrian lighting infrastructure along with curb cuts for the proposed walk way crossing at the area of the bridge which will connect the proposed COA facility to Fulton Pond Park. The plans were forwarded to VHB so they may incorporate the future work into the design for improvements under a separate contract. 7. Committee input on FFE/Low Voltage/Kitchen/MEP The committee discussed various aspects of FFE/Low Voltage/Kitchen/MEP areas as follows. The FFE/Low Voltage/and /MEP will be discussed with the consultants in the near future at a workshop with Mr. Ahern and the users. This will be a follow-up to the previous meeting held with the MEP group in early design. The kitchen design was discussed at length and Mr. Annino suggested that Mrs. Madrazo needs to develop a breakfast, lunch and possible dinner menu along with a kitchen operating plan to determine the level of kitchen appliances and setup based on need. This will give the kitchen consultant a base line to start from. It was discussed about adding a walk in cooler and freezer to the kitchen all of which will be incorporated into the square footage that was originally set aside for a kitchen area in the 50% DID plan set. S. Discussion on Construction Documents Phase Mr. Ahern informed the committee that town meeting approved, last week, the monies for the construction document phase and suggested that we get this process going sooner than later with the architect. Some members expressed that the Design Fee of $330K may be higher than what would be expected in which Mr. Ahern stated that he has spoken with Mrs. Young about looking into reducing the cost of this phase of work. It was noted that the audio visual work wasn't in the original project cost which equals $40K. Mr. Ahern stated he doesn't suggest starting the phase of designing a/v equipment at this point not knowing when it will be bid and technology changes quickly and we would want the most cutting edge technology to be up to date. It was noted that Mr. Ahern and Mr. Annino can work with the consultant to agree to a Design Fee for construction documents that doesn't exceed the original $330K proposal to complete the work scope. Motion: Mr. Epstein made a motion to have Mr. Ahern and Mr. Annino negotiate with BH+A on completing the construction document phase of the project not exceeding the original appropriation of $330K. (Epstein/Barry) Vote is 6-0-0 9. Review of questions received at October 17t' meeting with seniors Mrs. Young explained in detail many of the concerns raised at the meeting that was held with the seniors on October 17, 2023. One of the big concerns was the size of the current meeting room as shown vs the existing one at the COA facility presently. Mr. Ahern and Mrs. Madrazo met with Mrs. Young and looked at different ideas and suggestions to help address this concern earlier in the week and presented the committee with what we believed would be resolutions to this issue. The committee reviewed the suggestions to the meeting room size and suggested increasing the size from the presently size of 1880 sf to 2150 sf. Mr. Annino requested that the main wall containing the windows is a highlight of the room and wanted to ensure that no columns would be placed in the way to obstruct views. Additionally, discussion occurred around the parking spaces and the amount that was going to be utilized for handicap and it was determined that we can easily add additional handicap parking spaces in the front of the building. Motion: Mr. Epstein made a motion to increase the present meeting room from 1880 square feet to 2150 square feet as proposed by Mrs. Young in her presentation. Mr. Annino also added that he didn't want the columns blocking or obstructing the views of the pond. (Epstein/Barry) Vote is 6-0-0 10. Update on radio tower latest information Mr. Ahern stated we are making very slow progress with the radio tower information. Mr. Ahern has met recently with Mr. Desrosiers, Fire Chief and the radio company that will be relocating all the fire alarm radio and repeater equipment from the 50 West Street location to both 10 Plymouth Street and the Oxford Road radio site. Currently we don't have a cost but are expecting it soon and this work will probably have to be funded from the project budget. As far as the rest of the radio equipment we have conflicting information if anything additional is needed at the tower site. Mr. Archer, Deputy Chief has asked to have a meeting with SEMREC Dispatch to try to get an answer on the topic. 11. Update for consideration of early release, packages Mr. Ahern advises that he had submitted a $3M request to the Capital Improvements Committee to start some early site packages to begin some aspects of the work at the 50 West Street site. Examples of this work would include building demo, site and soil improvements and other infrastructure improvements to get the site foundation ready for a contractor to start. 12. Consider proposal from Verdantas Environmental Mr. Ahern explained the proposal from Verdantas Environmental to start with an investigation of the site at 50 West Street. This work includes overseeing some test pits along with soil sampling and ground water monitoring. Mr. Ahern stated he will have a meeting with Mr. Dumas and the consultant before doing anything on site related to this contract to advise what the potential risks are if something is encountered. Motion: Mr. Barry made a motion to approved Mr. Ahern to move forward with Verdantas Environmental as described above. (Barry/Epstein) Vote is 6-0-0 13. Update additional test pit excavation onsite, test pits and drainage data Mr. Ahern explained that as part of the test pits that need to be performed at the site he will incorporate both the test pits for the civil engineer along with the environmental engineer to do all the work in the same day to determine the site conditions. He will utilize the contractor that the Town presently has under contract to do this excavation work which is a unit price by the hour and will be invoiced to the project. 14. Other Items for discussion Related to COA Facility None 15. Creation of Strategic Sub Committee Mr. Dumas asked to create a strategic sub committee to look at various items including funding ideas and have the following people involved. Mr. Ahern, Mrs. Madrazo, Mr. Annino, Mr. Desrosiers, Mr Violette, and Mr Dumas. 16. Upcoming meetings for MBC, Note: location may be changing Mr. Ahern noted that he will inform the committee of changes for the next meeting locations, whereas the room at Public Safety is booked the next 3 scheduled meeting dates. 17. Old/New Business None 18. Resident questions or comments None 19. Any items not anticipated by the Chair 48 hours prior to this meeting. None 20. Adjournment Motion: Adjourn the November 07, 2023 meeting at 7:45PM. (Barry/Epstein) Vote is 6-0-0, Signature Date