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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2013-11-26 Minutes IRE War, Accepted: 12/10/13 .,�� , Town of Brewster p ��; 't; t 2198 Main Street VOTE: 4-0-1 Brewster, MA 02631-1898 r '' a Phone: (508) 896-3701 —�. * = ¢ Fax: (508) 896-8089 As requ'red by the Open Meeting law we are informing you that the Town will be audio and video-taping this public meetint In addition, if anyone else intents to either video or audio tape this meeting they are required to inform the chair." We request that all cell phones be turned off or to vibrate. MINU ES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE DATE November 26,2013 PLAC : Town Hall Offices,2198 Main Street,Brewster PRES NT: Geof Deering, Jon Phillips, David Telman, Robert Miller, Kevin Pooler, and Phil Lindquist NOT 'RESENT: Ralph Ingegneri ALSO PRESENT: Charles Sumner, Town Administrator Robert Moran, Fire Chief William Harrison, Deputy Chief Ben deRuyter, Liaison to Board of Selectmen (BOS) Denise Rego, Council on Aging Director(COA) Mike Fitzgerald, Finance Committee Chair(FIN COM) Dennis Hanson, citizen Greg Levasseur, Finance Committee Edward Swiniarski, Energy Committee Chair Richard Pomroy, Pomroy Associates Taylor MacDonald, Pomroy Associates Chair Bob Miller called the meeting to order at 6:02 pm and introductions were made around the room. 1. 1~ire Station Project a. Fire Station Subcommittee i. Fire Station Owner/Project Manager Update—Richard Pomroy Mr. Pomroy distributed talking points for this Kick-Off Meeting (attached). The OPM (Owner's Project Manager) contract will be signed this evening. Communication protocol will be one or two points of contact for all information between the town and Pomroy Associates. Any issues during the project should come to Pomroy Associates who will be in touch with assigned town contacts. It was decided that Kevin Pooler, Chair of the BNAC Fire Station Subcommittee and Charlie Sumner, Town Administrator to receive parallel communication. Communications will be primarily via e-mail. BNAC is made up of 7 members and the Fire Station Subcommittee is made up of 5 members from this committee. This subcommittee will then make a report to the full BNAC. Primary contact will be Richard Pomroy and as project BREWSTE OWN OLEi : www.town.brewster.ma. n�,, �, � , BNAC Minutes 11-26-13 1.7"`i LJtL.` •=:40N Page 1 of 4 continues, Taylor MacDonald of Pomroy Associates will become more involved. As the project evolves, many town committees will become involved. Reports on the soil composition will be distributed to BOS and Fin Corn as well as others involved. Richard Pomroy requested committee member lists to develop a directory for the project. Discussion took place on who would need to have the final say in design decisions that may need to be made quickly. Town meeting voted to approve for the project to proceed with the soil studies and with the initial design work. The Fire Station Subcommittee will attend meetings and then make recommendations to the full BNAC. The BOS will be involved in the soil composition report and the design process RFP for the design of services will continue during the soil testing. The BNAC will hire an architect. Each design phase will need to be brought to the BOS. Ben deRuyter is the liaison to the BNAC and he will report to the BOS. It was suggested that the 2nd and 4th Tuesdays of each month as tentative meeting dates though as the process continues some meetings may be canceled and others may need to be held weekly. The next meeting will take place on Tuesday, December 10th and possibly Monday, December 23rd though there may be a conflict. Richard Pomroy will put together a 6-month calendar of meeting dates. Invoices will be submitted either at the beginning or end of each month and must be paid within 15 days of submittal. This schedule needs to be worked out with the town warrant cycle. There was a discussion on how bills will be vetted. Brewster has its own designer contract that may need updating and will need to be reviewed by town counsel. The designer contact will be submitted with the RFQ d Y g Q (Request for Qualifications). A hard copy of 2008 feasibility study will be provided to Pomroy Associates. The 2013 feasibility study update and a site plan document have a lot of valuable information. It will be explored to see if the town owns this site plan. Floor plans have been received. The vision presented will be reviewed to make sure the plan mirrors what is needed into the future. It was recommended to include some cost efficiencies in the project. This should not be a showcase facility but a facility that meets the needs of the department. There was a discussion on the Water Department building to be demolished. It was suggested that perhaps it would be financially wise to include the COA parking lot in the scope of this project due to the parking lot being torn up during demolition. Relocation of the fuel tanks located behind the fire station needs to be discussed. The generator currently located at the fire station may need to be included as an alternate in the RFQ to see if it is feasible to move it to the Town Hall. Another generator in the water building may be able to be used in the COA building. The size of generators will be checked. There was a discussion on whether or not to possibly including solar panels in the project but another project in town may produce all of the solar energy that the town needs. Geothermal heat pumps were discussed for the Fire Department and due to the site conditions, may want to be included in the RFQ. It was suggested that the RFQ to be completed by December 12th with it being reviewed and approved by the BNAC at the December 10th meeting. The timeline was discussed with possibly posting in the central register next Tuesday with local airing at the same www.town.brewster.ma. } BNAC Minutes 11-26-13 Page 2 df 4 time on Wednesday, 12/11. It was suggested to have the Requests in by Friday, 12/27 so they could be reviewed over the weekend. Placing an interview date in the RFQ was suggested with the goal of having a designer under contract by the middle of January. The Designer informational meeting will not be done in this case, but the current fire station can be toured if bidders are interested. The Fire Department and Town Hall websites were discussed and information on the project will be available on both websites. The first draft of RFQ was distributed to the Committee and Richard Pomroy would like all comments back to him no later than December 6th at noontime so that he can make the changes and it can be ratified on December 10th. Donna Kalinick will collect the comments to be sent to Pomroy Associates. Consultants without fire station design and construction experience will not be considered. The BOS has charged the Energy Committee to have this building be a Leed certified building leaning the town towards a green certification. On page 8 of the contract, the information on Leed certification will be left in. Mr. Pomroy feels that with the new energy codes, buildings are just as efficient as a Leed certified building, but the Leed certified building would cost more. There was a brief discussion on what should be included in the RFQ such as insurance requirements, any specific statutes, and certifications. A draft copy of the designer contract will be sent to be included with the RFQ. Pomroy Associates will take care of administrative items and screen all proposals. A checklist will be provided to the Committee to rank the proposals. A round table discussion will be held to see who shall be interviewed. A ranking analysis will take place and top 3 firms will be interviewed. Due to a conflict of interest, Mr. Sumner left the room during the site analysis discussion. The existing conditions survey may not need to be done and will be explored further by Pomroy Associates. The geotechnical information has two quotes and we need a third one. Within quotes received characteristics of the water table were included. Geotechnical, hydrology, wetlands flagging, and perk testing were briefly discussed. After full debriefing with O'Reilly decisions can be made. Utility availability was discussed and the telephone lines for COA come currently from the fire station. Currently the COA has two lines and they would like three telephone lines. Once a designer is on board, the budget in the feasibility study will be reviewed and recommendations will be made. ii. Development of Linking Fire Station Project to Town of Brewster/Fire Department Websites: As this project moves forward it will be possible to link the fire station project and Town of Brewster websites updating the project progress. It was suggested that perhaps a site web cam and/or a site blog be available that the public can log onto. We can put this as part of the RFQ and make this part of the contractor's responsibility. The next project meeting will take place on December 10th 2. Schools a. Eddy Roof& HVAC: Habeeb & Associates and Barry Schofield spent time going over the plans, documents, and reports of the Eddy School. Any requests by the engineers are in the process of being developed and sent with regard to the feasibility study. Under the contract, www.town.brewster.ma. BNAC Minutes 11-26-13 Page 3 0'4 this feasibility study needs to be done by end of December. Within two weeks flabeeb & Associates is to present an update with an estimate of the costs of the project. b. Stony Brook Window Replacement—Phase II. The architect contract for Steve Shuman of Akro Associates is being developed for both parties to sign. 3. Review& Approve November 19, 2013 Meeting Minutes Motion made by Dave Telman to approve the November 19,2013 meeting minutes as submitted. Second by Geof Deering. VOTE: 6-0-0 4. Adjournment Motion made by Dave Telman to adjourn the meeting at 7:25 pm. Second by Jon Phillips. VOTE: 6-0-0 Respe•Ifully submitted, onna$. Moberg Recor.Mg Secretary www.town.brewster.ma. BNAC]Minutes 11-26-13 Page 4 of 4