The URL can be used to link to this page

Home My Public Portal AboutBuilding & Needs Assessment -- 2013-12-17 Minutes 14 1 1..1.1 00 We o� °,. Town of Brewster ccepted: 12/30/13 .,�9 •. • ;VOTE: 5-0-0 _;, •� ; 2198 Main Street s ` Brewster, MA 02631-1898 ;k: ,.r r : Phone: (508) 896-3701 ° _ 4 Fax: (508) 896-8089 IV As required by the Open Meeting law we are informing you that the Town will be audio and video-taping this public meeting. 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. Location: 2198 Main Street, Brewster, MA 02631 Date: Tuesday,December 17, 2013 Time: 5:30 PM Present: Bob Miller, Ralph Ingegneri, Phil Lindquist, Jon Phillip, David Telman, and Geof Deering. Absent: Kevin Pooler Also Present: Robert Moran, Fire Chief Charles Sumner, Town Administrator Dennis Hanson, citizen Herb Montgomery, Finance Committee Greg Levasseur, Finance Committee Bill Harrison, Deputy Fire Chief Ben deRuyter, Liaison to Board Of Selectmen(BOS) Edward Swiniarski, Energy Committee Chair Victor Staley, Building Commissioner The Chair called the meeting to order at 5:33 pm. 1. Fire Station Project a. Status of Existing Site Conditions: Fire Chief Moran stated that Dig Safe has been contacted but that they have not yet been out to the site. Richard Pomroy has been in contact with David Bennett as to the land survey done for the Town previously when he was partnered with Mr. O'Reilly and he agrees with Mr. O'Reilly that the Town of Brewster owns this information. Mr. Bennett has no problem with the town using this information for the fire station project. b. Designer Selection Process & Schedule: Bob Miller reviewed the designer selection process and schedule sent to the BNAC. The Designer Selection Review Committee will be composed of Bob Miller, Kevin Pooler, Ralph Ingegneri, Jon Phillips, Charles Sumner, Chief Robert BNAC Minutes December 17, 2013 Page 1 of 5 Moran, and Ben deRuyter. It was suggested by Mr. Pomroy that the Designer Selection Review Committee meet on December 30, 2013 at 3:30 pm before the regularly scheduled BNAC meeting at 6:00 pm. Designer application submissions are due on December 27, 2013. Richard Pomroy will be available to assist in the collection of these submissions and the Designer Review Selection Committee members will then review them against a checklist provided by Mr. Pomroy to narrow the field. The Designer Review Committee will then narrow this list down to three firms when they meet on December 30, 2013. Richard Pomroy will call the three selected firms to schedule interviews on January 13, 2014. Each interview will be one hour long and there will be 15 minutes between interviews. It was suggested that the BNAC Committee schedule visits to recently constructed fire stations to learn about their process and for the BNAC to try to avoid any problems these projects may have encountered. 2. Schools- Due to weather conditions this evening,the architect will not be here and his presentation will possibly be rescheduled to the next BNAC Meeting on Monday, December 30, 2013. It was decided to comment on the feasibility study tonight and these comments will be passed onto the Habeeb Associates. a. Eddy Roof& HVAC— i. Draft Feasibility Study Report—Steve Habeeb, Habeeb & Associates b. Stony Brook Window Replacement—Phase II Phil Lindquist: ➢ The feasibility study determines the need for an OPM (Owner's Project Manager) not the cost estimates for the project. ➢ Concern raised that there seemed to be no contingency mentioned in the feasibility study and a contingency probably is necessary in a remodel situation. This is a draft report and some items may be missing because there was pressure to present something to the Committee tonight. ➢ On the $1.1 cost estimate there were no skylights involved and there was a question as to whether skylights are necessary. The estimates are different with regard to skylights. ➢ Is the snow rail necessary? ➢ Is the aluminum ladder necessary? ➢ Item 3040 to remove and reinstall solar panels -the estimate does not seem high enough. BNAC Minutes December 17, 2013 Page 2 of 5 > Specifications - new roof curves will be required but nothing is noted as to the process of replacing them. > Are the exhaust fans required? Jon Phillips has no comments. Ralph Ingegneri > How will May warrant for town meeting fund the HVAC and Eddy School and will the school ask for state aid to fund the project? Charlie Sumner > Wants to evaluate the pros and cons to replacing the current roof with a venting roof system before the January 6, 2014 joint meeting. > The Designer Service and Owner's Project Manager fees are not included in this estimate. > The Assistant County Administrator, also an official of the Cape Light Compact, has been asked to look for energy efficiency money that may be available for the HVAC systems, insulation gains, and possibly relocating and reinstalling the solar panels thorough money from Cape Light Compact. She will send the information off to her staff to review. > Any monies appropriated for the school project will be voted on through a warrant article and possibly a debt authorization at the May 2014 Town Meeting. > We have been notified by the State that we are not eligible for any state funds for this project. The BNAC School Subcommittee has been out and walked the roof on the school. The Fire Chief will be looking at the Eddy School proposal tomorrow. Geof Deering has no comments. Dave Telman wants to make sure that the Fire Department is involved in the school project. The timeline for designer service selection on the Eddy project specifically were reviewed. The project that the town goes with is to be decided on at the joint meeting on January 6, 2014. An ad has been placed for both designer services and OPM in the Central Register and will be advertised in the Cape Cod Times to meet the deadlines of the Central Register. The RFQ will be finalized tomorrow. BNAC Minutes December 17, 2013 Page 3 of 5 It is easy to cancel the request for an OPM if we do not need one. The costs of advertising are minimal and we are trying to make the timelines as tight as we can under the law. There may be a need for an RFQ for the Designer Services and Mr. Habeeb will be consulted. If we hire an OPM, the decision will need to be made as to if we want the OPM to do the Designer Services selection for the roof project. The initial discussions are that the town can save some money if the BNAC does its own RFQ for the Designer Services. There needs to be a discussion with Mr. Habeeb as to the rational in the feasibility study of maybe not replacing the roof fans as some of them are 17 years old. The potential Designer and OPM costs need to be presented at the December 30, 2013 meeting so that current appropriations can be researched and we know how much money we have available and where it will come from at the January 6, 2014 meeting. This will allow us to sign a contact on January 7, 2014. Herb Montgomery ➢ Compared the cost estimates of both of the projects and the figures do not add up properly under the subtotals on the higher priced project with a subtotal before the contingency of$1,561,400 and he feels it adds up to $1,488,401 and that is $72,999 less than the subtotal in the proposal. Greg Levasseur ➢ Would like to see in addition to the specs, a quote for replacing rotted sheathing on a per square foot cost and sanding and replacing dry bevel leading to be added to the proposal. > In the estimated costs there is a need to replace with"pressure treated" > With regard to the possibility of replacing the roof fans—compare replacing them as existing or consider variable roof fans to save on electricity and heating/cooling costs. ➢ Exhaust 15 exhausts to the attic and this an original design issue and should be looked at. ➢ Unit capabilities- Do all of the units on the roof need to act as heaters and coolers? ➢ Can the heating/cooling of the building be improved by removing some of the fans or by changing their venting into the building? > Are we planning on the to use of the existing control devices that are 17 years old and not working well? Are these just thermostats in the rooms BNAC Minutes December 17, 2013 Page 4 of 5 or all of the wiring and controls? There may be one unit calling for heat while another is calling for cooling and we will want to make the building as energy efficient as possible. Victor Staley > Venting of the slope roof is important and critical. ➢ Panels put up the roof have compromised the roof and some leaking is occurring. ➢ Would like to see the proposal to include taking out and replacing the insulation and evaluate the cost benefit of R20 vs. R25. The Chair thanked everyone for their comments that will allow for working out solutions and will be passed onto Mr. Habeeb before the next meeting on the 30tH 3. Review&Approve December 10, 2013 Meeting Minutes Motion made by David Telman to approve the minutes of December 10,2013. Second by Geof Deering. VOTE: 6-0-0 4. Topics the Chair did not Reasonably Anticipate: There were no other topics discussed. 5. Future Meetings— • December 30, 2013 (Monday) 6:00 pm (Design Meeting @ 3:30) • January 6, 2014 (combined Selectmen's Meeting, BNAC, School Committee, Finance Committee) • January 7, 2014 • January 14, 2014 6. Adjournment Motion made by David Telman to adjourn the meeting at 6:10 pm. Second by Geof Deering. VOTE: 6-0-0 Respectfully submitted, • Donna J. Moberg, Recording Secretary BNAC Minutes December 17, 2013 Page 5 of 5