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HomeMy WebLinkAboutMBC Minutes 2/24/2009TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of February 24, 2009 Members Present: William Moore, Chairman Alan Clapp, Clerk Maureen Doherty Julie Hunter Robert Barry - Excused Absence Secretary: Kathleen Reynolds Visitors: None The meeting commenced at 7:15 PM in the MBC Meeting Room at Town Hall. Chairman Moore explained Member Barry had an excused absence from this meeting, but recognized a quorum was still present. The first order of business was to have the Committee's 2008 Annual Report picture taken by Parks & Recreation Director Lorilee Fish. TERMS AND CONDITIONS BOILERPLATE Chairman Moore relayed that Town Counsel Robert Mangiaratti had electronically mailed him a copy of the terms and conditions used by Department of Public Works Public Buildings /Special Projects Manager Mike Ahern. Members took time to review the document. After review, Clerk Clapp declared most of the terms relate to contractors; but he recommended, for boilerplate formation, inserting `consultants' for `contractors,' acknowledging some are not typical for consultants. Clerk Clapp proposed `AIA Standard 201' a good starting point for Town terms and conditions. Member Doherty informed that the MBC had previously utilized modified AIA documents under Division 1, and Chairman Moore stated he thought some terms and conditions used were adapted from contractors'. Members acknowledged the benefit of having legal eyes peruse the boilerplate, recognizing bidders will have the opportunity to insert their own indemnification. Discussing whether these sample terms and conditions would be applicable for all jobs, Chairman Moore suggested creating a Mansfield Division 1 Standard. Member Doherty agreed, proposing including specifications specifically for large projects. Referencing past project books, supplemental conditions would be included for requested items. Member Doherty pointed out past project terms and conditions require adjustment to current -law standards in order to be usefiil as a starting point for boilerplate creation. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of February 24, 2009 Page 2 of 3 Clerk Clapp confirmed four boilerplates would be needed, to include contractor and consultant large and small projects. With Member Doherty accepting the sample document fits for small contractor jobs, Clerk Clapp suggested evaluating for small contractor and small consulting terms and conditions, and using Town Counsel's input for larger projects. Chairman Moore suggested Members take home the sample document to review, to come to the next meeting with input. All Members agreed. GENERAL BUSINESS Meeting Minutes - Review and Approve January 20, 2009 With Member Barry's absence, it was decided to table the meeting minutes' review and leave open until the next meeting, to eliminate vote reconsideration for reopening. Miscellaneous Member Hunter asked if a response had been received regarding Chairman Moore's memorandum to the Board of Selectmen recommending Town Meeting warrant article sponsorship to close the Police Station and Jordan Jackson Elementary School Projects, and to release their approximately $7,000 surplus for transfer to the appropriate account. Chairman Moore answered that he had not received a reply. Member Hunter commented she may have heard mention of it at a Selectmen's meeting. Member Doherty inquired with Member Hunter about her new role as MBC Representative to the Capital Improvements Program Committee. Member Hunter responded that serving on this committee is interesting in that there are many Town needs but a greatly reduced budget, suggesting new requests have been scaled back, with most now made for upkeep. She was surprised to learn how well the many Town dams are maintained; because of Mansfield's maintenance record, the Town is looked upon favorably, resulting in usually not being fined if a project is not completed in the allotted time. Clerk Clapp asked if Town buildings have been audited for energy efficiency, informing there are 20 -30 items with long paybacks which yield tax and energy benefits. Chairman Moore answered he is unsure but knew of an attempted HVAC study. Clerk Clapp suggested this issue might be something for the MBC to spearhead, by bringing in experts to assess. Member Doherty stated a building audit is expensive and mentioned the Schools completed an efficiency update for the heating systems. Chairman Moore voiced he does not think this area falls under the MBC's structures -based purview, suggesting the department to delve into this may be Mike Ahern's at the DPW. Clerk Clapp proposed the Committee might research and create a project, for Town savings. Member Doherty declared she would check into, as she is on a large procurement team with a facilities aspect, remarking that free efficiency audits could be available. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of February 24, 2009 Page 3 of 3 Member Doherty gave Secretary Reynolds Massachusetts Certified Public Purchasing Offrcial Program books for her to learn more of the procurement process. Member Hunter asked if anyone had attended the Department of Public Works Garage Improvements Open House. All Members present except Clerk Clapp had been able to attend. Member Hunter relayed what a `great job' she thought had been done with the project. Chairman Moore stated he was impressed with the finished product. Member Doherty added it seems the DPW employees are pleased with the outcome. Member Hunter remarked on the in -floor heat being a positive feature, and others agreed. The next MBC meeting is tentatively scheduled for March 24, 2009, at 7:30 PM at Town Hall. MOTION to adjourn was made at 8:25 PM. Respectfully submitted, Kathleen Travers Reynolds, Secretary Alan Clapp, Clerk Date