Senior Center Building Committee Meeting
August 27, 2009
High School Modular Office at 4:00 PM
Meeting # 128
Present: Karen Pressey, Neil Hegarty, Susan Burgess-Cox, Walter Guertin, Penny Schafer, Phyl Solomon, John Cicariello, Project Manager, The following guests appeared: Mary Hitchcock.
Absent: Peg Callanan, Mary Ann Johnson, Paul Laffey, Bill Lovallo, Jon Donner, Clerk of the Works, Janet Macdonald, Liaison Disability Access Committee Nava Niv-Vogel, Council on Aging Director and Town Liaison.
Site Meeting Report/Close Out Plans
John Ciccariello reported that the project is getting closer to completion. There was an extensive overview of the current status of the project. It was reported that although Groom believes that the project is at substantial completion, there are still issues regarding the HVAC system that need to be addressed to ensure that the system is operational and the striping in the parking lot needs to be corrected as the lot cannot be used during re-striping. While the project is close to completion, there are still things that need to be addressed before it can determined as being at substantial completion.
John Ciccariello reported on an issue with the wells that should be corrected as there are two wells now, one has a slave drive and the other is the master. It was recommended that there be 2 masters to ensure that if one well goes down there is another that is still operational. The current system will be completely inoperable if the master fails. A change order in the amount of $7,365.80 was presented and recommended by the architect without an explanation as to why 2 masters were not installed from the beginning. Upon a motion by Penny Schafer, seconded by Neil Hegarty, the Committee voted unanimously to approve this change order to allow the installation of another master to replace the slave drive and have 2 masters.
John Ciccariello reported that he directed Groom to purchase all fixtures and emergency lights. He also directed Groom to authorize Aurora to schedule the disconnection and removal of the generator but not to begin that until there is a meeting on-site to go over the logistics of moving the generator. It was noted that the emergency lighting issues are still being worked on regarding the pricing and lighting needs for each room.
Center Opening Plans
It was reported that the building will most likely not be ready for moving in at the originally scheduled date. At this time it appears that the move-in will likely be the week of September 21st but it is likely that the Center will not be ready for the dedication and open house the weekend of September 25th. It was agreed that the current open house and dedication will most likely be rescheduled with a date to be determined.
Phyl Solomon reported that members of the Council on Aging who will be tour guides would like information on the green features of the building. John Ciccariello will see if he can obtain information from Catlin and Associates.
Treasurer’s Report, Invoices and Change Orders, if any
Walter Guertin reported that there were significant changes in his report as there were several open purchase orders that are no longer on the list as they have been paid in full. It was reported that from the original budget of $6,451,385, $6,268,321 has been spent and committed, there is $193,064 in net available funds, there are potential expenses in the amount of $188,258, leaving a net available of $4,806 plus the town furniture fund of $22,000 leaving $26,806 as potential available funds.
Walter presented the following invoices:
Verizon for the operation of the elevator phone in the amount of $35.61. Upon a motion by Penny Schafer, seconded by Walter Guertin, the Committee voted unanimously to approve this invoice.
John Ciccariello and Associates for a payment made to Holmburg and Howe in the amount of $2,420 for work done on site. Upon a motion by Penny Schafer, seconded by Neil Hegarty, the Committee voted unanimously to approve this invoice.
Furnishings and Equipment
Phyl Solomon reported that the group did not purchase classroom tables as the group determined that they would purchase these tables off of the state bid list. It was reported that WB Mason will charge for storage of furniture but John Ciccariello reported that Kevin Looney is aware of this and is working on where the furniture can be stored if it cannot be placed in the Center on the scheduled delivery date.
The Committee reviewed minutes from meeting #127. Upon a motion by Penny Schafer, seconded by Neil Hegarty, the Committee voted unanimously to approve the minutes as amended.
John Ciccariello presented a requisition in an amount not to exceed $107,741.26. Upon a motion by Walter Guertin, seconded by Susan Burgess-Cox, the Committee voted unanimously to approve this requisition.
September 10, 2009 4:00 PM High School Modular Office
September 24, 2009 4:00 PM High School Modular Office
Motion by Neil Hegarty, seconded by Walter Gueritn, a roll call vote was taken to go into executive session for the potential of discussing potential litigation. After a brief discussion, upon a motion by Phyl Solomon, seconded by Penny Schafer, a roll call vote was taken to return to an open meeting.
Other issues as arise
Karen Pressey recognized the work that Andy Rojas has done as a member of the Planning Board in moving this project along.
It was reported that the Clerk of the Works is officially off the project but available if we need him.
Upon a motion by Phyl Solomon, seconded by Penny Schafer, the Committee adjourned at 5:09 PM.