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HomeMy WebLinkAboutMBC MInutes 10/21/2008A f TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of October 21, 2008 Members Present: William Moore, Chairman Alan Clapp, Clerk - Excused Absence Julie Hunter Maureen Doherty Robert Barry Secretary: Kathleen Reynolds Visitors: Lee Azinheira, Department of Public Works (DPW) Director Mike Ahern, DPW Public Buildings /Special Projects Manager Meeting commenced at 7:40 PM in the MBC Meeting Room at Town Hall. Chairman Moore explained Alan Clapp had an excused absence from this meeting, but recognized a quorum was still present. Chairman Moore acknowledged the presence of Lee Azinheira and Mike Ahern of the DPW. The Committee welcomed the visitors. UPDATE ON HIGHWAY GARAGE PROJECT Changing the agenda order, Mr. Azinheira presented pictures of the ongoing Highway Garage Project and distributed a detailed budget completed by Mr. Ahern. Introducing the budget, Mr. Azinheira explained it included items paid, spending invoices, estimates, etc., with some changes made from previous reporting. Both Visitors described some ways money within the $80K budget was saved: By Mr. Ahern and an assistant doing the electrical work, by having easily maintained epoxy floors, and by using wall -unit HVACs and an 'easy' bathroom fan. They also explained: Based on budgeting, aspects of the Project were done in -house or subcontracted, and that funds are available for 4' -high hallway panels Highway Department Operations Manager, Mark Cook, requested. • Bob Barry asked if heat was installed. Our Visitors explained that the heat is part of the plumbing in the slab, using the existing heating system which is more effective than electric. Mr. Azinheira shared that there is space enough to include a kitchen not originally planned for, whicli'makes the area function.' The Committee and Visitors discussed the DPW already having all needed appliances for the area. ( TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of October 21, 2008 Page 2 of 5 Stairs and a ramp are the necessary parts for completion, per Mr. Azinheira. • Maureen Doherty asked if an occupancy permit would then be applied for; Mr. Ahern responded affirmatively. • Julie Hunter asked if the Town would waive the permit fee and was told by Mr. Ahern that the Town would waive its administrative inspection portion, so the only money required was the inspector's portion. With Mr. Azinheira stating the T1 -11 used as siding is'unbeatable,' Bill Moore agreed, when the material is kept painted. • Bob Barry asked what interior colors would be used, and Mr. Azinheira said that would be decided by Department personnel. • Bob Barry asked what the scheduled completion date is. The Visitors discussed the reasons it would be the second to third week in November, as the Project will be completed when schedules allow, without affecting other projects. Mr. Azinheira went on to describe there would also be a room which could be used for planning meetings. An item changed from the original plan is the 9' -1" ceilings rather than 8'. • Bob Barry asked how the acoustics were; and Mr. Ahern responded they are good, hearing minimal from the outside. Julie Hunter pointed out there are offices between, allowing for better working conditions. Mr. Azinheira was pleased to report the Department members appreciate the proper facilities. • Julie Hunter asked if there would be a washer /dryer area; both Visitors responded in the affirmative, with Mr. Azinheira pointing out the area in the pictures. The required appliances were discussed. Mr. Ahern stated lockers were also needed, at a cost of $80 each, used, from a firm in Rhode Island. Mr. Azinheira clarified by stating the lockers would be purchased if the budget allowed, or later if necessary. • Bob Barry inquired about the locker height, with Mr. Ahern responding they would be 81" high and 18" wide. With no more comments, the MBC Members were in agreement the Project looks good and fits well with the rest of the DPW building. Chairman Moore added the Project has turned out well and that all involved are to be commended. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of October 21, 2008 Page 3 of 5 UPDATE ON PROPOSED WEST MANSFIELD WATER TREATMENT FACILITY This topic now the second agenda item, Mr. Azinheira distributed a Project Summary of the Albertini Wells Water Treatment Plant, by Woodard & Curran (W &C). He stated this would be a pump and treatment plant, with no offices. The DPW will treat this Project like the Walsh Well, keeping the MBC apprised with updates and contacting before entering into a contract. The present construction cost estimate is $6.1M. Mr. Azinheira reminded the Committee that Woodard & Curran was contracted for the other treatment plant, with no problems; they 'stood behind their work': W &C repaired a truck trench at the other facility, at their cost using a subcontractor. Mr. Azinheira declared this type of positive relationship important. With loan rates and chemical costs presently so high - with one chemical skyrocketing to $200K - Mr. Azinheira envisions this project taking at least two years, as it fits with other projects. • Bill Moore asked when this would be presented at Town Meeting. Mr. Azinheira responded he was planning on the'one after next, 2010' unless all is in -line sooner. • Bob Barry asked whose Terms and Conditions were in the project summary. Mr. Azinheira stated they were Woodard & Curran's and they would be reviewed by the Town attorney. • Bob Barry asked if these within the project summary were updated to reflect the Town attorney's review. Mr. Azinheira relayed the attorney review would be part of the sign -off, especially relative to liability clauses; he pointed out #9 on the list, which was not part of W &C's initial paperwork. Bob pointed out #5.11; Mr. Azinheira confirmed this condition could certainly be exercised, but at the expense of losing a client. Bob stated he thought the Town would have their own standard Terms and Conditions, but Mr. Ahern explained that is not the case and that the DPW has their own. • Bob Barry asked as confirmation if this would be a full masonry building, versus metal. Mr. Ahern responded that masonry buildings can last 100+ years, where metal has a 50 -year lifespan. Mr. Ahern added that a masomy building allows for a 'blowout' of the walls to change filters. Mr. Azinheira focused on the fact the building is within a conservation area and the type-of-structure cost is a small percentage of the overall cost. Bob Barry stated this could be reviewed after some costs are seen. Mr. Azinheira informed costs would be reviewed at 25% and 75 %. • Bob Barry asked if bidding, evaluation, and construction administration costs were included. Mr. Azinheira responded the construction administration would be a separate fee, but that this project summary is complete through the bidding process. Maureen Doherty pointed out the summary is not through bidding, with Bob Barry showing where it stops and stating documents must be 100 %. Ivlr. Azinheira assured the MBC would be included in discussions before the DPW moves further. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of October 21, 2008 Page 4 of 5 • Bob Barry questioned if the design would be completed by December, with the process then progressing to bidding. Mr. Azinheira confirmed this, and added the MBC will be kept abreast of, and hold discussions regarding, milestones. Bob asked if a discussion would be held after W &C Item 46 on Page 2, and Mr. Azinheira assured him it would. • Upon Bob Barry questioning if a site bathroom was planned, Ivh•. Azinheira explained there would be a small laboratory but no bathroom on site, as the Facility is located in a Zone 1. A discussion ensued as to whether this Project fell under Chapter 149, as noted, or Chapter 30, Section 39M. • Maureen Doherty reminded an Owner's Project Manager must be named if the Project falls under Chapter 149; in response, Mr. Azinheira stated he would be named. Mr. Azinheira added the look of the building would be a split -face block, based on the other plant. Chairman Moore thanked Mr. Azinheira and Mr. Ahern for their presentation. GENERAL BUSINESS Meeting Minutes - Review and Ap rp •ove September 9, 2008 Comments: Maureen Doherty pointed out two necessary wording corrections. Asked individually, no other Members made comment. MOTION to approve changes, made by M. Doherty and seconded by B. Barry. Vote was 4 -0. Motion passed unanimously. FURTHER MOTION to approve 4 -0. Motion carried unanimously. Updated meeting minutes will be distributed at the next MBC meeting. Invoice Approval Two W.B. Mason invoices totaling $6.69 for office supplies were presented, with Chairman Moore opting for a combined vote. MOTION to approve payment of invoices made by M. Doherty and seconded by J. Hunter. Vote was 4 -0 -0. Motion passed unanimously. • Julie Hunter asked what the Office Supplies budget is; Bill Moore stated it is $300, from July. Julie Hunter mentioned Secretary Kathy Reynolds should order herself a meeting nameplate, and Members agreed. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of October 21, 2008 Page 5 of 5 Town Meeting Notice A notice from the Town Manager stating a November 18 Town Meeting would be held was read. • Julie Hunter said she would have liked to have seen the issue of surplus money from capital projects on the agenda at this meeting. Bill Moore stated memos have been issued to initiate the process, but that the MBC would add this as a January meeting agenda item. As a quorum may be in attendance, an MBC meeting notice will be posted for a half hour before the Town Meeting, when any items necessary to cover before the next meeting may be discussed. Next MBC Meetine is tentatively scheduled for December 2, 2008, at 7:30 PM at Town Hall. MOTION to adjourn was made at 9:10 PM. Respectfully submitted, Kathleen Travers Reynolds, Secretary r 2 V Alan Clapp, Clerk �% Date