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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2014-02-11 Minutes ow.), * '` , �9 s f• ,;e;i •4•\t Town of Brewster Approved:02/18/2014 a 2198 Main Street VOTE:4-0-1 = o Brewster, MA 02631-1898 Phone: (508) 896-3701 VIVO, Fax: (508) 896-8089 MINUTES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE Tuesday, February 11,2014 at 6:00 pm at Town Hall Present: Ralph Ingegneri, Phil Lindquist, Geof Deering, Robert Miller, and Jon Phillips Also Present: BOS Liaison Ben deRuyter, Finance Committee Chair Michael Fitzgerald, Fire Chief Robert Moran, and Town Administrator Charles Sumner, Greg Levasseur, Finance Committee, Richard Pomroy, OPM, and Fabrizio Caruso Architect from CDR Maguire. Absent: Kevin Pooler and David Telman Chair Miller called the meeting to order at 6:00 pm 1. Fire Station Project: a. Update from OPM: Richard Pomroy gave an update on the Fire Station project and he stated that a fee has been successfully negotiated with CDR Maguire and a contract should be signed shortly. i. Status of Existing Site Investigation: 1. Geo-technical: Report Complete, Final Report Received 2. Test Holes and Perk Testing: Site Suitability Report filed with Board of Health 3. Wetlands Flagging: Status of February 4, 2014 Conservation Commission Hearing went well and the flagging was approved. ii. Design Update: 1. Report on February 5, 2014 Kick off Meeting Progress Items: A project kickoff meeting was held on February 5, 2014 and minutes from that meeting were distributed. 2. Progress Items: Chief Moran discussed the fire station project. The plans, room by room, were reviewed today with the site engineer and the architect from CDR Maguire. The Chief has met with the fire station vendor for the dispatch and emergency communications and a plan was developed for an emergency center. On February 19, there will be a meeting with the COA Director, Denise Rego to make sure the impact on their programs is minimized. Department Heads that will be involved in the fire station project met and discussed many issues: Victor Staley, Building Commissioner; Sue Leven, Town Planner; Jim Gallagher, Wetlands/Conservation; Paul Anderson, Water;Nancy Ice, Health, and Kathy Lambert, IT Specialist. The building height was discussed. The problem of the proposed building height of 39 feet violates the Town of Brewster Bylaw that states that buildings cannot be more than 30 feet in height. This may have been in both of the 2008 and 2011 feasibility studies as a potential problem but at the time was not viewed BNAC Minutes February 11, 2014 Page 1 of 5 as an issue that could not be overcome. From the street,the new building will not be any higher at street level than the present building,but the current town bylaw requires measuring the building from the original grade and not on the adjusted grade. However, this is now seen as a serious issue as the town is proceeding with a building that does not meet local codes and ordinances and is nonconforming. This may be a setback on the timing and schedule. There was discussion on solutions to the building height problem as follows: • Changing the roof pitch would not be a solution. The ridgeline is 36',the peak of the training tower is 39', and the cupola is 45',but is decorative and can be taken off the project. • Asking for a variance from the bylaw was discussed. It was felt that a variance could only be granted for a hardship and would be a 3-month process. • A bylaw amendment was discussed and the Planning Board has been notified and will be discussing a possible bylaw amendment or exemption. A bylaw amendment/exemption could be voted on at the May Town Meeting. • Suggestion was made to investigate the redesign of the proposed building to a one-story structure negating the need for an elevator and saving money. The one-story building option was discussed, but here concern was raised due to the site's location of wetlands. However, with a one-story building as the building gets wider in order to accommodate the single roofline, it becomes taller. There was discussion on the consideration of a flat roof or perhaps a mansard roofline. • There was discussion of finding another site to locate the fire station, but the feasibility study recommended the present site as the optimal site and this would not change the height requirement of the proposed building and this ultimately was not seen as a solution. • Architect Fabrizio Caruso of CDR Maguire will look at different design elements that meet the town bylaws at the present site and return with rudimentary drawings to the BNAC meeting to be scheduled for February 18, 2014. • Richard Pomroy suggested that because the program needs of the building are not going to change, that that part of the project be moved forward. Only the footprint of the building will be affected by the height restriction. • Renovating the existing building was discussed. The apparatus bay with a simple roof will be coming close to the 30-foot height. The current facility needs an apparatus bay and the roof on an addition will still have a problem. Both feasibility studies done in 2008 and 2011 felt that a new facility is necessary. • Another option is to wait until November for the design of the building and look to have the zoning bylaw changed at the May town meeting. However, the question was raised as to what happens to CDR Maguire's services if this project is not approved at the May Town Meeting? 3. Open Items: BNAC Minutes February 11, 2014 Page 2 of 5 • It was suggested that the project should move forward but that the Finance Committee and the Board of Selectmen should be notified. Risk is limited with not going to full- design until after the May town meeting. • Whether the elevator is required in a two-story building was discussed. This may be a cost savings feature if it not necessary. Whether ADA code requires a new building be fully accessible to the public was discussed. Since firefighters need to be able bodied,the town may be exempt from the ADA requirements if the public does not have access to the second floor. This will need to be investigated. • The Selectmen will decide ultimately whether this project goes to Town Meeting in May. If it is determined that they decide to wait until November so it is done correctly, Chief Moran is okay with that decision as he wants the town to be comfortable with the project. ii. Project Budget Detail 1. Review of Draft Format& Additional Information Required iii. Progress Schedule, Milestones Meetings 1. Review: Chair Bob Miller would like to see the problem of the height restrictions added to the program schedule as this will be adding time to the project. iv. New Business 1. March 1, 2014 Fire Station Forum at Brewster Fire Station, 10 am There was a review of the distributed agenda for the Citizens Forum that will take place on March 1, 2014. Tours will be given and questions answered at this forum. BOS Ben deRuyter stated that the town overwhelming approved the design of a new fire station at the November town meeting and feels any delay will be very expensive to the town. The project plans showed the building at 39 feet when it was presented at the November Town Meeting. As the cost of each year of delay will cost the town six percent per year,with a project of this size, it is a great deal of money. Certainly every possibility should be explored, but ultimately the best thing to do is to take the project to the May town meeting and ask for the bylaw change at that time. iii. Schools a. Eddy Roof& HVAC— i. Status of Designer& OPM Fee Negotiations and Contracts: A new fee has been successfully negotiated and is recommended by the OPM to hire designer Habeeb and Associates. ii. Design Update 1. Report on February 5, 2014 Kick off Meeting: Members from the School Department and the Recreation Department attended. We have added to the scope of work to the project with the architect based on the feasibility study. The HVAC ductwork and devices have been upgraded and a new fire alarm system was added. Due to the time involved in constructing the custom-built HVAC equipment, it is questionable if the HVAC equipment could be delivered in time to do the roof over the summer and this is being investigated. It was suggested that perhaps a pre-order or pre-purchase of the equipment may resolve this issue, but this could be risky and effect warranties. BNAC Minutes February 11, 2014 Page 3 of 5 2. Progress Items: • Site investigations were scheduled to take place on possible hazardous materials, construction materials, duct work and pull tests on the current system, but may be postponed and rescheduled due to the weather. • February 19 - we plan to have a 60% CD (construction document) from the architect and copies will be given to the town for review and comment to be returned to the designer within a week. • March 4 -the deadline for the Central Register. • March 5 —we plan to have CD at 90%with a deadline of March 10 to give back the designer. • March 12 -the Central Register notifies contractors. • March 18 -bid documents to be sent to Project Dog that will handle all of the administrative duties with regard to the bid and this has been found to be more economical. • March 20 - bidding process to start. • April 8 —file sub bids are due. Two or three file sub bidders are expected and the qualifications of the best candidates will need to be decided before the bidding starts. • April 17—general bids are due. • April 25 -Bid qualifications and DCAM certifications reviews completed in preparation for the town meeting presentation on May 5. 3. Open Items: Dehumidification of the building will be looked at since the roof is being taken off. The school still has uses within the building with about 250 students and perhaps the students may be moved to another area during the work. More information will be forthcoming at the next meeting. The architect is investigating insulation of the roof design and answers will be coming. iii. Progress Schedule. Milestones & Meetings: Richard Pomroy hopes to have the answer to the lead-time for the delivery of the HVAC equipment by the next meeting of the BNAC on February 18. If the equipment takes longer to secure,the roof may not be able to be done until the summer of 2015. There was a suggestion of perhaps saving two weeks by holding a special election in April for the Proposition 2 1/2 over-ride debt exclusion before the May 5 Town Meeting and the Selectmen have been approached about this. Costs to delays may be around $100,000 in new construction costs and in addition to spending more money maintaining what is currently there. The scope and cost of this project have expanded. The project will be short by about $177,000 that needs to be spent before the Annual Town meeting. There was discussion as to what accounts this money will come from and it appears that we will need about a$63,200 in a reserve fund transfer in addition to the other funds. Richard Pomroy stated that two weeks would be a great help as the two volatile aspects of this project are the roofing and the HVAC equipment. Phasing in the roof project by perhaps paving the sloped roof areas this summer and doing the flat roof and HVAC equipment the following year is an option. If it is decided to break the project into two phases, it should be bid as two separate projects. Information on ordering the equipment will be coming from more than one supplier and we will need to rely this information to make our decision. BNAC Minutes February 11, 2014 Page 4 of 5 Performance spec and a delivery timeline will be complicated. There was discussion on the size of the equipment in the HVAC design. All options will be presented next week. Per request, using the original sized units and tuning back the HVAC through the controls will be investigated. It was suggested to talk to the school committee and administration about a contingency plan for the students if the roof is not completed by September. a. Stony Brook Window Replacement—Phase II: This is still a work in progress. The Design Plans should be available in a week or so and Akro Associates will be here on February 25. 4. Review& Approve January 28, 2014 Meeting Minutes Motion made by Ralph Ingegneri to approve the January 28,2014 meeting minutes as presented. Geof Deering Seconded. VOTE: 5-0-0 5. Topics the Chair did not Reasonably Anticipate Motion made by Ralph Ingegneri to approve payment of the Richard Pomroy and Associates statement of January 1,2014—January 31,2014 for$6,680 for the fire station project. Geof Deering Seconded. VOTE: 5-0-0 6. Future Meetings—February 18,25,2014, March 4, 11, 18,25, 2014 February 18 we will meet on the Fire Station project and the Eddy School project. A joint meeting is needed for each project,the Fire Station and the Eddy School, with the Board of Selectmen, Finance Committee, School Committee, and Building Needs Committee sometime in March. The costs need to be discussed so the designer has this information. 7. Adjournment Motion made by Phil Lindquist to adjourn the meeting at 7:25 pm. Jon Phillips seconded. VOTE: 5-0-0 Respectfully submitted, 42Cfl4 9,fff%s" -- Donna J. Moberg, Recordi g Secretary BR'E1AS,TER 1-04k1 C LERK '14 FEB24 11,41m BNAC Minutes February 11, 2014 Page 5 of 5