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HomeMy WebLinkAboutMBC Minutes 12/10/2002{ TOWN OF MANSFIELD : p 7 Mnnicipal Building Committee Meeting Minutes of December 10, 2002 M�Mbers Preseht : -i J Xchard Feeley, Chairman, David Young, Clerk, James Liddick, Kenneth Liddick, Eleanor McCarter, Secretary William Moore Excused Absence Meeting commenced at 8:00 PM. WATER TREATMENT FACILITY AND WELLS PROJECT Vehicle Wash Station - Several staff members attended a site visit coordinated by. Woodard & Curran to Norfolk Power Equipment in Wrentham, MA on Tuesday, November 26, 2002. Attendees included; Bob Chapell (W &C), Kurt Gaffney (Water Operations Mgr.), Lee Azinheira (DPW Mgr.) Mike Ahern (Special Projects Mgr), Mark Cook (Highway Operations Mgr) Ken Hackett (Wastewater Operations Mgr) Rich Feeley and Eleanor McCarter representing the MBC: Consensus was that the application of that facility was not comparable to the Town's future needs in Mansfield. Woodard and Curran plans to schedule a site visit to a larger wash facility located in Framingham, MA. Photographs of the wash station observations were taken for members unable to attend. • Budget Concern - Construction of a central wash station facility was originally included with a new DPW building in a later phase of the Municipal Master Plan (prepared by CSS Architect). Shortly after project funds were appropriated for the WTF Project, Kurt Gaffney and Lee Azinheira advised the MBC of plans to include a vehicle wash station for the Water Dept.. as part of the Project. After recent discussion with DPW staff, it appears the function of having a vehicle wash station located at the proposed Water Treatment Facility had expanded to include use for all Town department vehicles (Fire, Police, DPW etc.) rather than just the Water Dept. MBC members raised concern that the potential high cost to include amulti- department vehicle wash station with the Water Department Facility could have a significant impact on the construction budget. MBC could explore option to bid the vehicle wash station as an add - alternate to the overall WTF Project. MBC to discuss further with Kurt Gaffney and Lee Azinheira. FISHER- RICHARDSON HOUSE PROJECT Archaeologist — (Timelines, Inc) • Site Access — MBC Office sent a letter to Timelines (dated 12/9/02) confirming Archaeology work was complete and requested return of the property key. MBC Secretary reported that Timelines had returned the key to the Fisher - Richardson House P ro ert earlier that day. . _ P Y _ • Press Report — MBC Secretary responded to local reporter regarding status of construction activity. News article printed in Sun Chronicle (12/03/02), reported that the State Archaeologist had completed investigation of the Fisher - Richardson House and that work to repair the roof and structural supports should begin shortly. GENERAL CONTRACTOR - (ARJ Associates) Project Schechde - Original project schedule indicates on -site work to begin October 7,, 2002. Per conversation with Marzi Jahedi (December 12, 2002), the MBC Secretary reported that ARJ began on -site construction work Week ending Dec. 7, 2002. During that conversation, the MBC Secretary requested ARJ submit an updated Project Schedule to the MBC Office as soon as possible. Pro'et ct Update Status of contract work as of Dec. 10, 2002 (as reported to the MBC Office by Marzi Jahedi, ARJ Associates): • Rake brick mortar - Work completed w/e December 7, 2002 • Hanger Installation — Contractor reported hangers were installed in the basement w/e December 7, 2002. ARJ advised of their need to clarify proper method required and location to install hangers upstairs with James Bright Architect. • Sample of brick mortar - Work was scheduled to take place Tuesday, December 10, 2002, provided weather temperatures reached above 40 degrees. MBC Secretary advised ARJ to contact the Architect for response to a question regarding the Town providing sand material need. Rich Feeley suggested the MBC verify whether Architect and /or MASS -HC need to approve sand mortar. Change Order No. I — ARJ Associates forwarded (3) signed copies of Change Order No. 1 to the WC for review /approval. MOTION to recommend Town Manager approve ARJ Associates no -cost Change Order No. 1 for Extension of time due to delays required by compliance with the Massachusetts Historical Commission (MASS -HC). Letter from MASS -HC allowing on -site work to proceed was received November 6, 2002. Revised contract end date is March 6, 2003. JUDY: Passes 4 -0. Security Concern - ARJ Associates contacted the MBC Office to report the security alarm at the Fisher - Richardson House was not set when they arrived to the site and that a flashlight and fire extinguisher they previously left at the house were missing. Suggestion was made by Ken Gay to remove the existing Town lock and request the General Contractor provide a temporary lock with two additional keys to be issued to the MBC for the duration of the construction project. Ken Gay reported discussing the issue with Mike Ahern (Special Projects Manager) and noted he supported changing the lock. WC members agreed. Consb7tction Sign - Ken Gay observed the Project Construction Sign was not hanging on site on December 9, 2002. MBC Secretary had placed a follow -up call to Marzi Jahedi (ARJ) and was waiting for ARJ to respond. f JORDAN JACKSON ELEMENTARY SCHOOL Roof&yairProeect - Ed Stewart, Gale Associates previously advised MBC members (11/18/02) that the roof repair project at the Jordan Jackson School was complete, and < that workmanship was satisfactory. MBC had not received the upgraded roof warranty and Project Close -out documentation from Gale Associates at that time. MBC Secretary spoke with Ed Stewart earlier that day and reported the Roof Contractor had still not provided the upgraded roof warranty to Gale per the Town's signed Settlement Agreement. Ed Stewart had noted that the MBC may need to ask Town Counsel to follow up on this item. Fee Reimbursement /Constiwction Administration — The MBC Office met with John D'Agostino (12/5/02) to discuss method of reimbursement for fees paid by the Town of Mansfield to Gale Associates, in connection with the Jordan Jackson School Roof Repair. Per the Settlement Agreement, Grainger, Titan Roofing and Gentek agreed to collectively pay the Town a total dollar amount of $10K to be applied toward the Town's cost to hire Gale to oversee the roof repair project. Town Manager advised MBC to contact Town Counsel, Max Volterra, to assist with collection of funds from the three parties involved. Invoices submitted by Gale Associates through October, 2002 totaled $15,249.45. MBC Office to confirm with Town Counsel whether the Town would be responsible to pay additional fees submitted by Gale beyond the $10,000.00 amount to be reimbursed by , others. (To date that amount would total $5,249.45). Upgraded Warranty - Town Manager advised MBC that the roof needed to be inspected annually, as a condition to extend the 10 -year warranty by an additional 5- years, and that the Town would need to set funds aside and establish a contract with Gale Associates for that purpose. MBC Secretary reviewed the written terms of Settlement Agreement and noted with respect to upgrading the roof warranty for an additional 5 years, inspection of the roof was required in year 10, not annually as previously indicated. As part of the Settlement Agreement, the 10 -year roof inspection must be done by a representative of the TOPCOAT Technical Department and application of another coat of TOPCOAT Membrane (Further conditions to achieve the warranty were noted in the Settlement Agreement). Roof Snow Guards— Gale Associates previously agreed (11 /19/02 MBC Meeting) to generate an "Invitation to Bid" Roof Snow Guards and forward to the MBC Office to handle placement of advertising. Per MBC a follow up conversation with Ed Stewart, Gale planned to forward that information to the MBC Office by Wednesday, December 11, 2002. QUALTERS MIDDLE SCHOOL Occupancy Permit Issues - Need final approval signature from Fire Inspector. • Fire Doors — School Bldg. & Grounds Office needs to fix doors not working properly and notify MBC when work is complete. Doors nee d to be re -inspected by Fire Dept. • Visual Alarm Devices/Horns - Jim Liddick to forward the name of local contact to MBC Office to coordinate site visit to review a synchronization code issue. i Upgrade to Exterior Lighting at Front Ramu - Ed Stewart, Gale Associates previously offered to submit a proposal to the MBC (11/19/02) to provide additional lighting in that area. MBC Office contacted Gale earlier that day regarding the status of this information. Ed Stewart advised a proposal would be forwarded to MBC later that day, however as of that date no information was received. Window Litigation/Period of Discovery — MBC Secretary met with Attorney Sue Jacobs on Friday, December 6, 2002 to review QMS files not previously reviewed. Attorney Jacobs authorized release of various documents previously requested by the Attorney representing Keyes Associates. Those documents were copied and forwarded to Attorney Jacobs Office for distribution. Attorney Jacobs requested the MBC copy (2) sets of MBC Meeting Minutes for the period between June 1998 and June 2002. MBC Secretary was authorized by Attorney Sue Jacobs to send that information to a local printer to make copies and forward the invoice for copies to her office. MANSFIELD HIGH SCHOOL Protect Close -out - J.T. Callahan had not provided any further information with respect to project close -out information (i.e. Release of Direct Payment/General Mechanical). Punch List - MBC previously forward a request to Walter Parker to provide a punch list of previous outstanding electrical contract items completed by the School Department, along with back up invoices in order to back - charge JTC for that work prior to closeout of the Project. As of that date no information had been received. WC Office to follow up and also confirm that an Assistive Listening Device was provided by JRW per contract. Tiack/Field Bleacher Project — MBC previously forwarded a letter (dated 11/13/02) to John Moretti, School Superintendent requesting he provide copies to the MBC of cost back up to $113,000 dollars recently appropriated at Town Meeting to be added to the NMS Track & Field Project budget. 'It was assumed the funds were for the installation of 500 capacity stadium bleacher seating. As of that date the information was not received. ROBINSON ELEMENTARY SCHOOL General Contractor Evaluation Form MBC needs to complete JTC evaluation for the Robinson School Project and return paperwork to Town Accountant (for SBAB). OTHER Anmial Town Report -Town Manager issued a memo to all Department Heads, Boards & Committees, requesting 2002 Annual Town Report articles be submitted to his office by December 20, 2002. The theme for this year's report is Community Resources. Libre Project/HVAC Upgrade received a co of a letter to Town Manager from Mike Ahern Special Projects Ken Gay c _ g _ P J Y PY `Manager advising that he (Mike) would be working with MBC member Ken Gay on the Library Project. Ken Gay acknowledged that he was assisting with that project due to his background experience in HVAC, and that the scope of the library project was independent of the MBC's responsibilities. FY2004MBCDepartmentBy get —MBC Office submitted alevel funded budget as requested by Town Accountant by a December 6, 2002 deadline. MBC Secretary noted the amount requested under the salary line item could change, based on the outcome of upcoming union contract negotiations. A line item for longevity was added to the MBC budget this year due to the MBC Secretary entering her 5th year of employment with the Town. Per Jerry Sherma (Town Personnel Agent), the eligible dollar amount for longevity was prorated based on FTE.75. This item increased the total MBC budget , request by 1.21% ($281.25). Department Heads were required to submit another budget, scenario reducing the department budget by 5 % prior to December 16, 2002. Issue was raised that a reduced budget of 5% would have a financial impact on Secretarial support line item. Based on decisions made at a recent department head meeting, all departments were advised to take the 5% reduction from operating expense line items. Reduction request should not impact salary line items at this time. Copies of the FY2004 budget were provided to members for review. MBC's FY2004 Expense Operating Budget was reduced from $1,325,00 to $1,259.00 by taking a $66.00 reduction from MBC Office Supplies line item. Candidate for Re- Appointment - MBC agreed to send letter to Board of Selectman on behalf of the Committee in support of re- appointment of David Young to the Municipal Building Committee. INVOICES Gale Associates Jordan Jackson Elementary-Roof Repair MOTION to recommend payment to Gale Associates in the amount of $1,353.45 for professional services associated with roof repairs. DY /JL: Passes: 4 -0. Meeting adjourned at 9:00 PM. Respectfully submitted, Eleanor McCarter, Secretary e1f David Young, CleAC _� _p I' n,�i'.�v TOVY]jP OF MANSFIELD pinicipal 'building Committee Meetin� M Mutes of December 3, 2002 Members Present: Ri6403,ee , Chairman, Kenneth Gay, William Moore and Eleanor McCarter, Se retry David Young and James Liddick — Excused Absence Attendees: Kurt Gaffney, Water Operations Manager Bob Chapell, Woodard and Curran Meeting commenced at 7:35 PM. WATER TREATMENT FACILITY AND WELLS PROJECT Fencin —Bob Chapell reported he had attended a recent DPW staff meeting (11/2/02) to review the fence location of the proposed fuel filling station, and the impact on future construction of a proposed Water Treatment Facility. Copy of the Highway Garage site plan showing fencing, was distributed to those present. Kurt Gaffney commented that the existing location of chain link fencing would remain as shown on the site plan, but may need to be relocated during construction of the Water Treatment Facility. Old fencing would be removed by DPW later that week. Space Needs Assessment — Bob Chapell (Woodard and Curran) and Barry Giorgi (CDM) met with Kurt Gaffney, and Lee Azinheira (DPW Director) to review existing conditions and future space needs of the Mansfield Water Department. MBC Secretary attended the space needs meeting on behalf of the Committee and was preparing a written summary of that discussion. Bob Chapell noted that Barry Giorgi was preparing official Project Meeting Minutes for distribution. Vehicle Wash Station — Bob Chapell reported a previously scheduled site visit to the Christmas Tree Shops warehouse was cancelled, due to security access issues and staff availability. Bob invited the MBC to attend a site visit scheduled at Norfolk Power Equipment Company -on Rt. 1 in Norfolk, Wednesday, December 4, 2002 at 10:30AM. Water Operations Manager, DPW Staff, and MBC Secretary plan to attend. MBC Chairman noted he might attend, depending on his work schedule on that day. Invoicing Procedures - Bob Chapell asked the MBC to clarify what information was required by the Town in order to process invoices. Rich Feeley advised an updated project schedule, project update report and percent amount of project complete, should be provided with each requisition. Meeting adjourned at 8:30 PM. Respectfully submitted, Eleanor McCarter, MBC Secretary David Young, Clerk Date ^� '