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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2013-09-17 Minutes Ow* o .;�9` Town of Brewster s IT, '•� t. 2198 Main Street • it Brewster, MA 02631-1898 o '13 NO0 7 91i641 -_ Phone: (508) 896-3701 * 4- MINUTES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE BRESTEP TOWN CLERK DATE: September 17,2013 TIME: 7:00 P.M. PLACE: Town Hall Offices,2198 Main Street PRESENT: Bob Miller, Dave Telman, Ralph Ingegneri. Geof Deering. Chief Moran, Herb Montgomery, Ben deRuyter ABSENT: Jon Phillips, Kevin Pooler, Phil Lindquist. The meeting of the Building Needs & Assessment Committee (BN&AC) was called to order at 6:04 p.m. by Committee Chairman Robert Miller. fire Headquarters Construction Project Bob Miller stated that he spoke to Donna Kalinick who indicated that the email regarding proposals for RFP for the Owners Project Manager(OPM)has been sent out. Bob Miller handed out a calendar indicating the proposed dates of the RFP screening and interview process. The bid opening is scheduled for October 16 at 2:00 pm. Bob Miller indicated the screening committee for the RFP's will consist of himself, Charlie Sumner, Kevin Pooler and Chief Moran and that the process will be completed during weekday hours. He and Charlie Sumner are working on the screening criteria at this time. He also indicated that the interview committee would be comprised of the same individuals conducting the screening process and that it is important for all members to be present at all of the interviews. Herb Montgomery asked how many groups would be interviewed and a discussion followed 1 after which Bob Miller indicated the goal would be to get the candidates down to five and then interview those companies. Herb Montgomery stated that too many groups were interviewed the last time. Bob Miller then stated that five would be the number. Ralph Ingegneri asked what credentials the companies would need, does location make a difference? Bob Miller stated that the companies would have to be licensed and certified in Massachusetts and that those items would be in the screening and interview criteria. 1 BNAC 9-17-13 Bob Miller brought up the fire station email, if it is working, and asked if the committee should develop a list of frequently asked questions (FAQs). Chief Moran stated that there has been no action on the email and that at this time the email is forwarded to Chief Moran, Bob Miller, and Ralph Ingegneri. Chief Moran suggested waiting to develop FAQs until after the movie premier to Town as there would be a better idea as to what types of question will require answers. Since Ralph Ingegneri will be leaving on vacation in October for a few months, Geof Deering volunteered to take his spot on the email contact list. Bob Miller stated that would be a good idea. Geof Deering was assigned that task by the committee. Dave Telman asked if the website could have a link to the FAQs. Chief Moran stated that there is not a website but an email address, so that would not be possible. However, Kathy Lambert may be able to place the questions as a link on the Town website. Bob Miller indicated that once the questions were developed, the group would meet with Kathy Lambert, IT Director. The group discussed tentative dates for the Citizen Forum and movie showing. Two dates were chosen(October 8 or 15). Ralph Ingegneri was assigned to discuss securing the rooms with Susan or Donna in the Administrators office and get back to the group as to the best date. Dave Telman mentioned working with the Council on Aging and the senior groups as we move forward with the possible project. All committee members agreed that this would be the best way to move forward and that the COA would be involved. Bob Miller discussed having a pre-plan meeting for the Citizens Forum and other agenda items on October 1. Chief Moran stated that he would handle all press releases, advertisements, and media issues including the Town and Fire Department websites for the citizen forum once a date was chosen. Bob Miller was concerned about the flyers and who would pay for them and if there may be a conflict of interest since there will be a request for funds at the Town meeting. Ralph Ingegneri brought up the possibility of developing a third video prior to Town meeting. The topic will be brought up at a later date. Herb Montgomery stated that the FAQs don't have to answer every small detail but the group should go back and look at the video and develop a set of FAQs based on that. A discussion on the Eddy School roof project was initiated. Bob Miller stated that the RFS is being worked on at this time and that just today he met with Donna Kalinick on the proposal and that before it goes out, Charlie Sumner will have to review it when he returns from vacation on September 25th. He also stated that the draft document will be sent to the committee members for their review and comment. Dave Telman asked if he could add questions/comments. Bob Miller stated that he should contact Donna Kalinick. Herb Montgomery stated that he went on the Mitsubishi website to look at the HVAC equipment they can provide and found that Robies is the local distributor. He said the equipment he saw looked like very low maintenance and economical units that were ground mounted and that they had an expected life span of at least 20 years and that they would save money over the long term. He asked the committee to have the engineers look at this equipment. Bob Miller stated that he called Robies and talked to a tech about the units and there ability to meet the air exchange requirements for schools. Ben deRuyter stated that he has had experience with commercial units like the ones being discussed and that the units do appear to be low maintenance and can be ground mounted so the units could be removed from the roof. Herb Montgomery stated that after listening to the school committee he believes that the Town should move forward with the HVAC/roof project this spring. He 2 BNAC 9-17-13 believes Mr. Sumner is afraid to move forward to include both the Fire Department and school project at the same time. He believes the school committee should also make a video to show the residents and that the project be completed during the summer of 2014. Bob Miller stated that he is concerned about the timing and schedule for the project and that he thinks it would be difficult to get it done in that time frame. Ralph Ingegneri watched the school committee presentation and was happy to se the aggressiveness of the committee and their ability to push the project forward. Ben deRuyter stated that Selectman Foley did a good job at the Selectmen's meeting, during the school board presentation, and that he was apprehensive at first and wanted to wait on the project but he added that"IF"the project can get done during the summer of 2014 then we should move forward and that if not the project should wait. Ralph Ingegneri stated that the Fire Department has been sitting back for many years waiting for the right timing and that although he believes the school project is important, the Fire Department project is also important. Ralph Ingegneri stated that he is going on vacation to Colorado for a few months but he would return, if the project is not going well, if that is necessary. A discussion on the Stony Brook phase II window project was initiated and Bob Miller stated that the warrant article project is moving forward. Bob Miller stated that the September 10 minutes were not yet complete but are expected at the next meeting. The committee then scheduled a meeting for October 1. With no further comments Dave Telman requested an adjournment which was seconded by Geof Deering at 6:55 p.m. 3 BNAC 9-17-13