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HomeMy WebLinkAboutMBC Minutes 11/27/2007TOWN OF MANSFIELD L; `D MUNICIPAL BUILDING COMMITTEE { Q F Meeting Minutes - November 27, 2007 n' 'rc z C A 10: 51 Members Present: William Moore, Chairman, Alan Clap, Clerk, Julie Hunter, Maureen Doherty, Robert Barry and Eleanor McCarter Secretary = Attendees: Lee Azinheira, Department Public Works (DPW) Director Mike Ahern, DPW Public Works Manager Mark Cook, DPW Highway Division Manager Meeting commenced at 7:30 P.M. GENERAL BUSINESS New Member Welcome: Robert (Bob) Barry was recently appointed by the Mansfield Board of Selectmen to fill an unexpired term vacated by former member Ken Gay, Jr. in June 2007. Bob's work experience as a Construction Project Manager for the Massachusetts Division of Capital Asset Management (DCAM) is expected to be a positive asset to the MBC. TEMPORARY HEALTH SAFETY IMPROVEMENTS — HIGHWAY GARAGE Special Town Meeting held October 23, 2007, voted in favor of Warrant Article 9 to appropriate the sum of $80,000 for remodeling and making extraordinary repairs to the existing highway garage (located at 500 East St., Mansfield, MA) for health and safety improvements. DPW Representatives Lee Azinheira, Mike Ahern and Mark Cook met with MBC members this evening to discuss the project. Lee Azinheira provided a copy of preliminary stamped drawings prepared by The Dempsey Group engineering firm. The size of the building improvements as shown on the drawings will add approximately 10,000 cubic feet (comparable to a standard 3 car garage.) to the existing building. The scope of work includes construction of a temporary addition containing a bathroom, shower room, locker room, lunch -room, and small office area. The present area for construction is shown as an L -shape and will square off the east corner of the building when renovations are complete. DPW's objective is to complete the minimum improvements necessary within the $80,000 dollar budget amount appropriated. MBC will serve to monitor construction and project costs. All work related to the temporary improvements will be done based on prevailing wage rates. Copies of Certified Payrolls records to be forwarded to the MBC with requests for payment. Discussion: • Question was asked as to whether the highway garage renovations would fall under the State guidelines for "controlled" construction project. Projects over 35,000 cubic feet must have certified drawings and inspections etc. Action: Mike Ahern to confirin with the Building Inspector. TEMPORARY HEALTH SAFETY IMPROVEMENTS — HIGHWAY GARAGE DPW plans to utilize qualified in -house staff to perform most of the carpentry and miscellaneous work. Action: MBC supports DPW using in -house staff when possible to help save cost. • Maureen Doherty and Bob Barry questioned which procurement procedures would apply based on the type and size of the project. DPW previously sought bids for various trade specialties (i.e. mechanical, plumbing, electrical etc.) to perform building related repairs and/or minor construction to Public Buildings in Mansfield in FY2008. Attendees discussed whether or not the Town of Mansfield could utilize existing contracts which were previously awarded under the Massachusetts General Laws Chapter 149 procurement process under Chapter 30;39M (value of work between 25,000 and 100,000) for related work. The $80K budget for garage improvements does fall within the dollar threshold for procurement of this type. Using the licensed contractors who were awarded these bid contracts would help DPW keep costs within the limited budget available and enable work to begin sooner. MOTION to request legal opinion from Town Counsel to determine if the service contracts procured by DPW for various trade services in FY2008 can be used to serve as the contractors for temporary improvements to highway garage: M. Doherty/J. Hunter (Doherty-yea; Barry -yea; Hunter -nay; Moore; nay) Fails 2 -2. The MBC does not have a line item budget to pay for legal expenses therefore all requests for Legal Services must be approved in advance by Town Manager and /or three members of the Board of Selectmen. MOTION to reconsider the above request to seek legal opinion to determine if the service contracts procured by DPW for various trade services in FY2008 can be used to serve as the contractors for temporary improvements to highway garage: Discussion: Lee Azinheira recommended the MBC move forward with a request to seek legal opinion to alleviate any doubt regarding pr•ocurenrent procedures. IATown Counsel agrees that no further action is required, DPW will proceed with the permitting 'Process. Lee Azinheira agreed to initiate the legal request and report back to the Committee when the response is received. J. Hunter/B. Moore Passes 4 -0. Project Discussion Continued • Fire Safety: Based on Massachusetts State Building Code 780 CMR, it appears that a building addition under 7,500 square feet does not require the owner to install of a complete sprinkler system. Smoke detectors will be installed in hallways and common areas. If the added square footage of improvements is building over 7500 square feet, the Town would be required to make sure the entire facility meets current fire safety standards. Action: AMC to request fire code information from Mansfield Fire Department to confzrIn. • Lunch/Break Room: Proposed plan accommodates space for 15 -16 employees and may also be used for staff training. • Handicap Accessibility: Handicap ramp access is planned through the rear of the building to reduce and /or avoid conflicts with grade level elevation. • Materials/Equipment: Town will purchase miscellaneous items such as; lumber, clothes washer and clothes dryer, and window air conditioners. • Women's Bathroom: Maureen Doherty raised discussion on whether to add a shower in the female bathroom in relation to ADA compliance. It is uncertain as to whether adding a female shower in the facility is required or optional. Except for one part-time Secretary, there are no female workers in the highway facility. The Water Treatment Facility constructed in 2005 on this same site was not required to have a shower in the female bathroom. To address the equal shower issue, the facility was constructed with a common wall between the men's /women's bathrooms which could be modified at a later date to add shower facilities with minimal structural changes to the building. Lee Azinheira indicated that there would be sufficient space to add a shower in the women's bathroom at the highway garage if the building code requires one be added to the project. Action: There was no final decision on whether to add this cost item. • Foundation: The addition to the existing highway facility will be constructed on a concrete foundation. Bids for concrete work is complete for FY2008. • Project Schedule: DPW hopes complete the building foundation and shell prior to winter weather conditions. Action: MBC requested DPW to provide a written project schedule. • Permitting: Mike Ahern will secure the building permit for the project and handle day - to -day construction supervision responsibilities. MBC members are authorized to visit construction site. Capital Improvements Plan Committee ( Maureen Doherty reported topics of discussion at the October CIP Meeting included sewer projects and Health Safety Improvements to the existing DPW Highway Garage. Master Plan Committee Update Pare Corporation has been retained by the Town of Mansfield to update the 1996 Master Plan INVOICES MOTION: The following invoices are reviewed and are accepted for payment: W.B. Mason; MBC Office Supplies - $10.16 MBC Secretary; MBC Professional Development - $53.00 MOTION TO ACCEPT: M. Doherty/J. Hunter Passes 4 -0. MBC Meeting Minutes MOTION to accept MBC Meeting Minutes of September It, 2007 as written. M. Doherty/J. Hunter Passes 3 -0 -1 (R. Barry abstained) Correspondence Town Mileage Reimbursement Policy — Effective November 9, 2007 mileage reimbursement rate is reduced from .56.2 to .48.5 cents per mile. Town Hall Holiday Schedule — Town Hall is closed Dec. 24 & 25, 2007 for Christmas Holiday OTHER M. Doherty: • Re: Status of legal opinion; Request was made to Add item on next meeting agenda re: whether to pursue legal opinion on distribution of draft meeting minutes via e-mail. Discussion is postponed until Alan Clapp is present. • Question was asked whether there is space available on the Town web page to post MBC meetings and meeting minutes, and whether that option is available to the MBC. The Webmaster who maintains the Town website recently left her employment with the Town. It is uncertain at this time who will be handling this role. Eleanor McCarter will try to find out what resources can be made available. Bill Moore: • Annual Election of Officers will take place during the first meeting in January 2008. Members serving as officers or representatives of the MBC will continue to serve in their role until elections are held. • Proposed Budget Requests for FY2009 are due mid - December 17, 2007. The MBC Chairman to submit a request for level funding at this time. Julie Hunter: • Re: Reappointment to the MBC; Julie indicated that she did not receive a letter from Town Manager's office regarding the expiration of her term, but announced that she does plan to re -apply for the full 5 -year term seat. MBC Calendar Tentative MBC meeting schedule is as follows: Tuesday, December 18, 2007 (at the Chairman's discretion) Tuesday, January 15, 2007. Meeting adjourned at 9:35 P.M. Respectfully submitted, Eleanor McCarter, Secretary djCe,�U U -4762 3 Alan Clapp, Clerk ' t Date