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HomeMy WebLinkAboutBOS/MBC SPECIAL MINUTES 10-30-1997BOARD OF SELECTMEN/ MUNICIPAL BUILDING COMMITTEE SPECIAL JOINT SESSION MINUTES OCTOBER 30,1997 (7:00 PM) MEMBERS PRESENT: 97 f-i0V 20 Fi'i 2: Board of Selectmen: Chairman Madan, Clerk Royle, Members Malian, Robinson and Colella. Municipal Building Committee: Chairman Liddick, Members Antoine, Feeley, Young and Moore. Guests: Robert Mangiaratti, Town Counsel, Rick Foster, Sun Chronicle OBJECTIVE OF MEETING: (As stated by Municipal Building Committee Chairman Liddick) Chairman Liddick discussed the need to address the negative comments heard "around town, through news, word of mouth, in reference to Municipal Building Committee members. Chairman Liddick feels Municipal Building Committee can provide a huge benefit to the town of Mansfield as a volunteer committee, but members were prepared to resign from the committee should certain issues not be resolved and a difficult work atmosphere not be alleviated. Chairman Liddick stated he wanted to see more teamwork between the Municipal Building Committee and the Board of Selectmen. Chairman Madan commented that both committees shared the same goals. PROBLEMS WITH THE ARCHITECT (DISCUSSION) Discussion over the phone call placed to the Mansfield Police Department by Municipal Building Committee's secretary so as to barr DPW from the Mansfield Police Department construction site. Municipal Building Committee Chairman Liddick comments he was unaware of the DPW situation until Tuesday, October 28, 1997. On that day, lie received first knowledge of problems with DPW and the General Contractor. As he understood, per Acting Town Manager, Richard Boucher, DPW was to come in and pave the parking lot. Municipal Building Committee member Feeley added calls were received that DPW was to take over the site. He further added that the concept of DPW on the site was fine, but the methodology instilled was bad. Municipal Building Committee would have liked the opportunity to coordinate the situation. As a result, the General Contractor became very upset. Chairman Madan commented it was voted on the meeting of Tuesday night, October 28, 1997, that the grinder was ordered for paving to commence. It was his understanding Municipal Building Committee told General Contractor not to let DPW on the site. Member Young questioned Chairman Madan as to what communication came to Municipal Building Committee. Chairman Madan replied it came through the Acting Town Manager, Richard Boucher. Member Rich Feeley commented that no notice was given to the Municipal Building Committee. Chairman Madan stated notice was given after the meeting of October 28, 1997. Chairman Liddick stated there was no coordination with Municipal Building Cormuittee before Selectmen's meeting. Member Dave Young stressed the need to establish better communication between the committees. Clerk, Dianne Royle, agreed it was one of the problems present. Clerk Royle went further on to state she did not see the messages getting from the Board of Selectmen to Municipal Building Committee. Chairman Liddick and Member Antoine agreed, in unison, that there was a lack of urgency in relaying messages. Clerk Royle asked the question of who called Clean Harbors in reference to hazardous material. Member Feeley and Chairman Liddick both stated that information was unknown to them. Clerk Royle continued on to state Clean Harbors cost the town of Mansfield $12,000 and afterward, the Town had to lure Penney Engineering at further cost. Chairman Liddick restated that if messages were properly conveyed, there would be no problems. Chairman Madan reinforced lack of communication. Member Bill Antoine agreed with Chairman Liddick and Chairman Madan. Chairman Liddick stated all this discussion is hindsight, and they should deal with the present issues. Member Feeley asked status of the BBC trailer. Chairman Madan stated nothing would occur. Member Feeley commented BBC is willing to do the work but will not take responsibility for damages. Chairman Madan stated Dan Clifford agreed DPW would pay for damages. Chairman Liddick stated frustration because they can't close the Town Hall out. It is his goal to close out this building without involving Bob Mangiaratti. However, due to things falling apart, there was no alternative but to involve Town Counsel. Chairman Madan agreed with the frustration. He commented on how the Board of Selectmen is also frustrated. For example, the Town Hall landscaping. The Board of Selectmen felt something had to be done. Chairman Liddick agreed with Chairman Madan and added that attempts to involve contractor went unattended. Selectman Mahana interjected that Leslie Pasch at the Mansfield Public Library was told by Municipal Building Committee to "fix the leaks at the Library as they occur". Member Young amended that the memo stated they felt it more economical to fix the leaks rather than go through litigation. Selectman Mahana commented we are fortunate to have DPW and Can Clifford and that it is important to replace and not patch the roof at the Library. Member Feeley stated to Selectman Mahana that the MBC had nothing to do with the library job. It was taken out of the Municipal Building Committee's hands. He further commented that he was unsure it was the Municipal Building Committee's job to repair the building. Selectman Mahana stated the Board of Selectman wanted no involvement with the Municipal Building Committee or any other committees. Selectman Mahana mentioned one of the questions posed to the Town Manager Candidates was what they would do to improve the town. One of the responses received was they would bring a lawn mower down to the Town Hall and mow the grass and trim the shrubs. Then, Selectman Mahana commented on the town hall site and who was allowed to walk the site during construction. Selectman Mahana stated he was insulted the Board of Selectmen needed clearance to walk the site yet the Municipal Building conunittee's secretary was allowed on the site. Member Young clarified that the secretary was allowed on the site so she may deliver materials to the Clerk of the Works. He also apologized if anyone was offended. Cominented it was a principle of issue and that it was for insurance purposes everyone was not invited to walk the site. Selectman Mahana maintained that was not the way the memo was interpreted and went on to state he would like to see the jobs done in the most efficient manner such as the front steps and the leaky roof etc. Selectman Mahana continued on to say these problems have now become the responsibility of the Board of Selectmen when it should be the responsibility of the Municipal Building Committee. Member Young responded that his committee was l trying to get Roger Hoyt to respond and keep Town Counsel out of it due to costs. Selectman Mahana continued that there are other issues like missing lights throughout the Town Hall, Member Young contended there were 21 fixtures replaced last week. Selectman Mahana implied the Municipal Building Committee is handling too many jobs at once. Clerk Royle agreed with Selectman Mahana in that the Town has given the Municipal Building Committee too many jobs. In response, Member Feeley stated his board was still dealing with the Town Hall, Jordan Jackson etc. He commented his committee was discussing current as well as past issues. Restated no job has gone forgotten. DISCUSSION IN REFERENCE TO OVERBUDGET ISSUES Chairmen Madan and Liddick discussed the issue of going overbudget. Chairman Liddick stated overbudget amount was built into contract budget and that subsurface conditions are expensive. Selectman Mahana stated it appeared it would be more expensive to redo the job rather than get it done right the first time. Member Antoine stated there was knowledge 2 years ago that the budget would go over. Chairman Madan commented the first word of potential overbudget came 2 months ago. He asked if there would be a presentation at Town Meeting. Chairman Liddick stated there would be a presentation. Clerk Royle commented it irked her the Municipal Building Committee took $100,000 from the Town Hall project to give to the Police Dept project. If the $100,000 was left in the Town Hall budget, the money would be available for necessary repairs. Chairman Liddick stated Clerk Royle's continents upset him as the decision to take $100,000 was made with no reason to think there would not be enough money. Things just snowballed from there. Clerk Royle commented it was frustrating to DPW that repairs were corning out of the DPW budget. Chairman Madan added the question of where the money would come from for the DPW's overbudget expenses. DPW has yet to see a dime of that money. Member Young stated the fees were being considered. Clerk Royle continued that the relations between DPW and the Municipal Building Committee has fallen apart due to money owed DPW with no reimbursement. Chairman Liddick added that it is his perception that DPW works equally as hard to "shoot" his committee for their projects. Member Feeley added that in reference to a memo about electric usage at the Mansfield Police Department, DPW is trying to get the Municipal Building Conunittee to pay for what DPW should. Chairman Madan commented radios cost approximately $4.00 per month to operate. Chairman Liddick stated Dan Clifford put in a meter to register usage that was used by the MBC and DPW. Selectman Robinson stated we should be able to get the actual figure against the bill and determine who pays what. The question arises as to whether or not the contractor has been paid in full for services not rendered in full. There was discussion of funds for drainage due to architect's lack of foresight. Bob Mangiaratti suggested the Board of Selectmen and Municipal Building Committee look at the contract, talk to experts in the field and then make a decision. Member Feeley stated that, for the record, his committee was not thrilled with Mr. Hoyt. Bob Mangiaratti commented it is our responsibility to continue to push the issues and that even though Mr. Hoyt is slow to respond, the fact is he is responding. At sonic point we may have to think about litigation but that time is not now, in his opinion. Chairman Liddick stated he will gather information and notes the problem has been presented to Mr. Hoyt with some degree of finger pointing. It is now up to Mr. Hoyt to prove it is not his responsibility. After that point, we can make a resolution. Chairman Madan asks Town Counsel if it would be in our best interests to install drainage, to which Town Counsel responded lie did not see a problem and recommended the Acting Town Manager get right on it. Town Counsel then stated to the Municipal Building Committee not to let things slip through the cracks on the drainage issue. Suggested to WC that if things do not go accordingly, contact the Board of Selectmen. Chairman Liddick stated he would follow up with information from Roger Hoyt. He would advise Hoyt that information will be furnished to MBC or else necessary measures will be taken. DISCUSSION ON AIR CONDITIONING UNIT AT TOWN HALL Chairman Liddick stated he received the official report from the acoustical engineer. Now we need to discuss how to proceed and get the fees to fix the unit. Chairman Madan questions why we were responsible to pay for repairs. Town Counsel stated the need for expert testimony as it could be a design fault. If designer were liable, the Town would have a claim. Town Counsel also stated it would be prudent to bring to the attention of the Board of Health and see what is said from that point. Suggested we do what can be done to get air conditioner going by July and seek recoupment of fees if necessary. Selectman Mahana asks Town Counsel if it is advantageous for Board of Selectmen, Board of Health, Municipal Building Committee and Acting Town Manager to sit down and discuss the air conditioner situation. Town Counsel's response is yes. Chairman Liddick stated the Municipal Building Committee will forward a package to Town Counsel and Acting Town Manager in reference to the cost estimate and packet of jobs. ADJOURN The members of the Municipal Building Committee agreed all specific issues were touched upon and they would leave this meeting knowing the Board of Selectmen respected the Municipal Building Committee and is willing to work with the Municipal Building Committee. MOTION To adjourn meeting: Unanimous / 01, (,cL Ej1uJQ-- a t Si nature of C -hair Date of Acceptance