HomeMy WebLinkAboutMBC Minutes 6/4/2002TOWN OF MANSFIELD
Municipal Building Committee
Meeting Minutes of June 4, 2002
Melnbe "fs Present ' Richard Feeley, Chairman, David Young, Clerk, Kenneth Gay, William
1Vloore and Eleanor McCarter, Secretary
James Liddick — Excused Absence
Attendees: Lincoln Lynch, School Business Manager
Meeting commenced at 7:30PM.
MANSFIELD HIGH SCHOOL
Project Closeout — The MBC sent a certified letter dated June 30, 2002 (with back up
documentation) to Michael Callahan outlining the dollar values associated with incomplete JTC
contract work. JTC was asked to revise and re- submit a Final Application for Payment No.26
based on the information provided for MBC review prior to that night's meeting. JTC did not
respond to this request. David Young suggested MBC send written notice to J. T. Callahan &
Sons that the Town would deduct payment for any contract work not complete by June 30, 2002.
Close out Documents /WFDG — Discussion opened regarding Wallace Floyd delaying return of
Approved As -Built Drawings and Operation & Maintenance Manuals due to outstanding billing
issues with the Town. WFDG may be unaware that the MBC had processed three invoices
recently. MBC to follow up with WFDG
Approval action remains pending on (2) WFDG invoices;
• Invoice No. 7 in the amount of $756.06 — MBC questioned whether services provided
were completed prior to the expiration of WFDG's contract with the Town, therefore
owned under contract, or whether the Town should be charged based on an hourly rate
for additional work as submitted. MBC to investigate further with WFDG.
Invoice No. 13 in the amount of $490.15 — No approval action was taken, due to approved
Operation & Maintenance Manuals not yet returned to the Owner.
Direct Payment Claim/General Mechanical — General Mechanical forwarded a partial Release of
Liens to the Town in the amount of $14,510.00. The MBC Office forwarded a copy of the
release to the Town Accountant and Town Treasurer advising them to reduce the original amount
of $51,772.12 currently held in escrow down to $37,262.12.
GENERATOR REPLACEMENT PROJECT
Mechanical — Gerry Caron, Project Manager advised the MBC Office that Freedom Electric had
received the Approved Shop Drawings from TCI. Freedom plans to begin installing the
automatic transfer switch and panel board on Monday, June 3, 2002. Installation was expected
to take 2 -3 days. Proposed on site work schedule was coordinated with Walter Parker in the
School Bldg & Grounds Office. Walter Parker noted to MBC prior to that evening that a
mechanic from Freedom Electric was working on site earlier that day.
Dry — MBC Office confirmed with the School Building and Grounds Office that sub-
contractor Steve Smith of Boss Construction, was on site that day installing drywall.
Electrical — Per Gerry Caron, Freedom Electrical was in the process of ordering MI Cable.
Requisition for Payment #1 —MBC received a pencil requisition from Freedom Electric in the
amount of $11,875.00. Contractor's cost included initial start up, mobilization, Automatic
Transfer Switch and 400 AMP Panel Board. The amount of requisition also included a 5%
retainage fee in the amount of $625.00.)
MOTION to approve future payment to Freedom Electrical in the amount of $11,875.00 as
reflected in a pencil requisition submitted for review June 3, 2002. MBC to request
Freedom Electrical submit original signed paperwork for final approval reflecting the
same amount. DY/KG: Passes 4 -0.
Generator Rental Unit — The School Dept. had rented a temporary generator to maintain
necessary emergency power in the school building earlier this year. Lincoln Lynch noted the
monthly generator rental fees were high ($2,700.00 per month), and asked MBC how soon the
new generator would be on site. Rich Feeley advised the new Genset was ordered and scheduled
for delivery in July 2002.
LOCKER ROOM RENOVATION PROJECT (MRS)
Final Affidavit — Wallace Floyd needs to provide a final affidavit to the Building Inspector
before the School Department could obtain a Final Certificate of Occupancy in the Locker
Room. WFDG was waiting for TCI to submit final MEP Affidavits at that time.
MHS TRACK & FIELDS UPDATE
To coat — Mike Ahern advised the MBC Office earlier that day of plans to install rubberized
track topcoat. Materials were delivered to site on 5/27/02. Installation of track topcoat began
May 29, 2002. Per Mike Ahern this work is estimated to take 2 -3 weeks to complete.
Paving - David Young previously suggested to Mike Ahern that DPW pave walkways at the gate
entrances to reduce the volume of stones currently being kicked onto the track surface. MBC
was waiting for response from Mike Ahern on this issue.
Bleachers/Parkin Issue — Issue re: location of proposed bleachers taking away parking spaces in
the rear lot at MHS. Discussion opened by MBC that the Building Inspector had previously
required the school renovation project provide a specific minimum number of parking spaces at
the high school. School Department responded that if sufficient funds were raised to install
bleachers at the synthetic turf field (parking lot side), the School Dept would relocate the same
number of parking spaces taken away to accommodate installation of new bleachers to another
area of the school property.
JORDAN JACKSON ELEMENTARY SCHOOL
Roof Update — A Pre - constriction Meeting was scheduled Thursday, June 6, 2002 at 3:00 PM.
Those planning to attend were advised to meet at the Jordan entrance of the school.
Construction Administration/Gate Associates — Discussion opened regarding an additional cost
involved to have Gale Associates provide Construction Administration services (not included in
their original scope of work). MBC members felt it was valuable to have Gale Associates
monitor construction administration to ensure a good quality of roof repair. There was a
sufficient balance remaining in the Jordan Jackson Project Account at that time to cover the
additional cost.
East Street Field — Regarding the proposed installation of an irrigation system at the East Street
Field, Line Lynch advised the School Dept. had received verbal approval from SBAB regarding
a 67% rate reimbursement. Rich Feeley requested Line Lynch obtain written approval from
SBAB and provide copy of that response to the MBC prior to proceeding with this work.
FISHER- RICHARDSON HOUSE
Project Notification Form — The MBC Office returned a completed Project Notification Form to
MASS -HC per grant guidelines.
Archaeologv — MBC received notification from Brona Simon, Archaeology Dept. at MASS -HC
on June 3, 2002 indicating that an Archaeology Site Examination of the property was required.
The scope of archaeology work was limited to the basement area. Copies of this letter were
forwarded from the MBC to Tom Paske, Preservationist, James Bright Architects, and David
Loving, Mansfield Historical Commission (613102). Per an earlier conversation with Eric
Gradoia (MASS -HC), the MBC needs to generate an RFP for the Scope of Archaeological Work
required. Eric Gradoia had a sample RFP for this type work and was forwarding a copy to the
MBC.
• The Town opted not to include exterior grading in the project scope of work at this time.
The Architect and MBC agreed that the potential cost of archaeological survey work
required by MASS -HC could drastically deplete project funds, leaving the Town unable
to complete necessary structural improvements.
Deed Restriction — The MBC Office forwarded the Deed Restriction to Town Counsel for review
as instructed by Town Manager.
• MBC followed up with Attorney Bob Mangiaratti on May 28, 2002 regarding status of
legal review and was advised Town Counsel had contacted MASS -HC directly to
investigate possibility of amending the deed restriction to include wording that the "Town
agrees to maintain the Fisher - Richardson House property "based on Town's
Approp•iation offends ". Town Counsel was waiting for response from MASS -HC
regarding approval of the proposed amendment.
• Deed Restriction document needs to be signed by Town Manager, notarized, and
recorded at the Registry of Deeds.
MBC Office had advised Eric Gradoia that the lack of response regarding the proposed
amendment from the Director at MASS -HC, was delaying execution and recording of the
Deed Restriction document.
Contract Specifications - MBC and Eric Gradoia, MASS -HC had reviewed and submitted
comments regarding the second draft bid documents submitted by James Bright Architect. MBC
Office met with Eric Gradoia, MASS -HC earlier that day to review MBC comments and /or
modifications. Eric Gradoia MASS -HC advised only minimal changes were needed from a
historical perspective. MBC forwarded final marked up plans with their comments to Eric
Gradoia and James Bright.
Contract Deadline — MBC Office confirmed with Eric Gradoia (MASS -HC) that the Fisher -
Richardson Project must be complete by June, 2003, regardless of when documents are put out to
bid.
QUALTERS MIDDLE SCHOOL
Unit Ventilator — Walter Parker provided an update earlier that day regarding ongoing problems
that continue with UV's located in the Administration Office area. School experienced another
freeze up with one unit last week. Walter Parker has been working with Johnson Controls, TCI
(Dick Carney) and Stebbins & Duffy over the past week and a half to test the current system.
Per conversation with Walter Parker, Bill Frazer disputed any obligation on behalf of
McLaughlin Mechanical regarding this problem. Walter Parker questioned whether use of
glycol in the system would alleviate the ongoing problems. (It was previously determined that
glycol was not necessary with the type of system installed.) MBC decided to forward a written
notice to McLaughlin Mechanical directing them to correct problems with unit ventilators by
June 30, 2002, or the Town would deduct the value of that work from their final payment.
Occupancy Permit Issues
• Handicap Workstation/Home Economics — Line Lynch advised the School Dept. had
appropriated $4,000 to install the handicap workstation needed in the Home Economics
classroom as required by code. Monies will initially be taken from operating budget and
later submitted to the MBC for reimbursement in that amount.
• Visual Alarm Devices/Horns —Lincoln Lynch to discuss possible in -house capability to
synchronize corridor strobe lighting required for Final Fire Dept. sign off.
Erin Kelly Claim — MBC received an update from Town Counsel John Davis (6/4/02). As of
that date the Kelly family had not provided a "Letter of Presentment" to the Town as required. If
that document was not presented, Town has legal cause to request dismissal of this claim. MBC
Faxed copy of JTC's Insurance Certificate (dated July 6, 1998) naming Town as additional
insured to Town Counsel as requested.
Meeting adjourned at 9:00 PM.
Respectfully submitted,
Eleanor McCarter
/7- -iZ7
David Young, Clerk Date —d,