Senior Center Building Committee Meeting
June 18, 2009
High School Modular Office at 4:00 PM
Meeting # 122
Present: Karen Pressey, Susan Burgess-Cox, Peg Callanan, Walter Guertin, Mary Ann Johnson, Paul Laffey, Bill Lovallo, Penny Schafer, Janet Macdonald, Liason Disability Access Committee, Nava Niv-Vogel, Council on Aging Director and Town Liason, John Ciccariello, Project Manager, Jon Donner, Clerk of the Works, The following guests appeared: Kathleen Rizzuto, Mary Hitchcock, Judith Ananian Sarno. The local television was also present to record and broadcast the meeting.
Absent: Neil Hegarty, Phyl Solomon
Approve Minutes
Upon a motion by Bill Lovallo, seconded by Walter Guertin, the Committee voted unanimously to approve the minutes of meeting #120.
Upon a motion by Penny Schaffer, seconded by Walter Guertin, the Committee voted unanimously to approve the minutes of meeting #121. Susan Burgess-Cox abstained from the vote as she was not present at that meeting.
Treasurer’s Report, Invoices and Change Orders, if any
Walter Guertin reported that the current report reflects invoices from the last meeting and two on-going invoices from Galaxy and NEC solutions. It was noted that the contingency amount has decreased.
The following invoices were presented:
Change Order #33 for new underlayment in the floors. In April 2009, the Committee voted to approve the change order for $10, 616.93. However, Walter presented a new cost for this change order in the amount of $10, 143.85. Upon a motion by Penny Schafer, seconded by Paul Laffey, the Committee voted unanimously to have the budget and invoice accurately reflect this new cost.
Briggs in the amount of $452.83 for services and testing rendered to the site. Upon a motion by Paul Laffey, seconded by Bill Lovallo, the Committee voted unanimously to approve this invoice
Morrisey, Hawkins and Lynch in the amount of $4,675 for legal services provided. Upon a motion by Penny Schafer, seconded by Susan Burgess-Cox, the Committee voted unanimously to approve this invoice.
Bill Lovallo asked John Ciccairello about the status of payment for the services he is providing as project manager. It was reported that a bill for services will be provided to the Committee which will reflect what the budget should include for services from the project manager.
Change Orders
Change Order #44 for sink changes in the amount of $1,371.29. This is for handicap accessible sinks which are required to be a certain size and depth. The ones originally specified were not the correct depth. Upon a motion by Walter Guertin, seconded by Peg Callanan, the Committee voted unanimously to approve this change order.
Neighborhood Concerns – Generator and Kitchen Roof Top Units
John Ciccariello reported that he has been working with Bill Lovallo to resolve the issues surrounding the generator. John Ciccariello reported that he had a meeting with a number of town officials including the town manager, regarding the generator last week. The police department performed a test and it was reported that the noise levels of the current generator are within the requirements of the current town by-laws. There were four options discussed regarding how to address this situation and John Ciccariello and Bill Lovallo are reviewing each to determine what they would recommend to the Committee. The planning board did approve a 100kw generator. Therefore, if the current generator is replaced by one that is 100kw or less, then there would be no need for approval. There
are several ongoing discussions with the architect, consultants, and manufacturers to resolve this issue.
Karen Pressey clarified several comments that were made including those about testing. First, it was noted that testing the generator for 15-20 minutes one time each week was just a recommendation, not an action that the town will actually take. At most, the generator would be tested one time each month for 15 minutes. Second, a copy of a letter from Senator Kerry that was sent to the inspector from DEP states that the current generator replaced a natural gas generator which is not true as the original building plans that were approved by the planning board call for a 100kw diesel generator.
Site Meeting Report
John Ciccariello reported that the substantial completion date reported at the site meeting was the end of June. However, it was noted that does not seem likely. The project is moving along and LEED submittals are being processed.
One project that will be undertaken in the next week is the fence which runs along private property lines. A letter was sent to abutters from Karen Pressey asking for a response by 11:00 AM on Wednesday, June 24, 2009 regarding fencing that they own along the current property line.
Furnishings and Equipment Discussion
There was an extensive presentation given by Penny Schafer of the work completed by the group who reviewed the bids. There were 5 bidders, all references were checked for the three lowest bidders and came in high. The group recommended rejecting the bid of BBE as they did not provide a complete bid. Upon a motion by Penny Schafer, seconded by Walter Guertin, the Committee voted unanimously to reject the bid from BBE as it was incomplete.
It was reported that the current budget reflects $135,950 for furnishings and there is an additional $22,000 that the town has for furnishings for the Senior Center through tax donations that have accrued over the years. Therefore, $157,950 is the actual amount available for furnishings. However, after an extensive discussion, it was recommended that the group review what the minimum amount of furniture would be necessary for the Center and come back with a revised budget as it is not completely clear whether the funding that has been set aside for furnishings can be used exclusively for that purpose or if it needs to be utilized to address other issues. Additionally, it was noted that the group has to consider purchasing kitchenware and that was not included in what was presented to the Committee. It was agreed that the group would contact those they deemed the lowest bidders regarding the intent to award the contract but ask if they could hold the bid for 60 days due to
financial considerations that the Committee needs to take into account at this time.
The Committee did agree to vote on the bid for office furniture as it was agreed that this was necessary and not something that could be adjusted. Creative Office Pavilion had the lowest bid and had an alternate bid of $32,620.67 which included higher grade fabric. Upon a motion by Penny Schafer, seconded by Walter Guertin, the Committee voted unanimously to approve the alternate bid of Creative Office that provided higher grade fabric.
Replacement of Recreation Fencing on Beech Street
Paul Laffey reported that he met with a representative from Community Development and a fencing contractor. There is a drawing and he should have bids to present to the Committee next week.
Next Meetings
June 25, 2009 4:00 PM
July 16, 2009 4:00 PM
July 30, 2009 4:00 PM
Upon a motion by Peg Callanan, seconded by Walter Guertin, the Committee adjourned at 6:30 PM.
Respectfully Submitted,
Susan Burgess-Cox
Secretary
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