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Home My Public Portal AboutBuilding & Needs Assessment -- 2014-02-25 Minutes 11 •} sa , , ��..q; Town of Brewster Approved: 3/5/14 o • w 2198 Main Street VOTE: 6-0-0 r 417 Brewster, MA 02631-1898 '° ,�9 "�o"+��, a, Phone: (508) 896-3701 P Fax: (508) 896-8089 MINUTES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE Tuesday, February 25,2014 at 6:00 pm at Town Hall Present: Ralph Ingegneri, Phil Lindquist, Geof Deering, Robert Miller, David Telman and Jon Phillips Also Present: Chair Ed Swiniarski of the Energy Committee, BOS Liaison Ben deRuyter, Fire Chief Robert Moran, and Town Administrator Charles Sumner, Architect Steve Shuman of Akro Associates, Representatives Dennis Hanson and Greg Levasseur of the Finance Committee Absent: Kevin Pooler Chair Miller called the meeting to order at 6:00 pm 1. Stony Brook Window Replacement Phase II. Steve Shuman,Architect,Akro Associates Dave Telman gave an overview of the Stony Brook Window Replacement project and introduced Steve Shuman, Architect for the project. Architect Shuman explained that in Phase I approximately half of the windows were replaced in the Stony Brook School and the windows replaced were those in the toughest shape. He passed out a diagram indicating the windows in Phase II that will be replaced that essentially are the remainder of the windows in the east wing. A sheet with the dimensions and details of the windows was distributed as well as a sheet with the breakdown of the cost estimates. He reviewed the construction documents that will include the window dimensions with details and a project manual. Alternates will be included in the bid documents for about $13,000 and may be considered should the bids come in under the original cost estimate. On March 26, 2014, the project will be advertised in the Central Register,posted in town hall, and the drawings and specifications will be available. On April 7 there will be a site visit for the bidders to review the project. Bids are due April 23 and town meeting is May 5. A contract for the project could be signed on or about June 2, 2014. It is hoped to start the construction on July 1, 2014 after school closes. The project will take 70 calendar days and the expected date of completion will be September 8, 2014. There was discussion on placing a contingency into the project. The bid opening will occur before Town Meeting and this bid opening number plus a contingency can be added to the project with this total number appearing in the appropriation clause. The town will temporarily borrow and pay for this project over a couple of years. It is important to complete this job over the summer. 2. Eddy Roof/HVAC Project- Dave Telman i. 60%Design: Dave Telman gave an update on the Eddy Roof/HVAC project. The 60%design phase has been completed BNAC Meeting Minutes February 25, 2014 Page 1 of 3 ii. Project Schedule: Next Wednesday is the third project meeting and the 90%design phase should be completed in a week and a half. At the March 4, 2014 BNAC meeting. Richard Pomroy will be available to do an update on this project and the Fire Station project. The Project Meeting for the Eddy School roof/HVAC project will be on Wednesday and the Eddy School Principal and the Town Recreation Director will be attending to review the project. Currently,the late delivery date for the HVAC equipment is September 11 and the earliest would be August 14. The problem with the May 20 election is that the contract cannot be signed until May 21. It is awkward to hold a special election in April if town meeting is not until May 5, 2014. However, a special election at the cost of$6,000 could be done on May 6 that would move the project up by two weeks. There are costs with waiting and it is the consensus that this project should be done over this coming summer. The BOS will discuss if it is worth the two weeks to have the election on May 6, 2014. The Town Administrator will discuss the special election and this project with the BOS and then a combined meeting with the Finance Committee and School Committee will need to be scheduled. There needs to be more discussion on the delivery of this equipment. iii. OPM- Richard Pomroy: Brewster School Committee meeting, February 27, 2014, 5:00 PM: OPM, Richard Pomroy will be in attendance at the next School Committee meeting to review the Eddy School Project on Thursday and this meeting will be broadcast live. iv. Potential Impact on Brewster Recreation Summer Program: The Recreation Director, Ellen Bearse, is planning on having the recreation programs at the Eddy School this summer and areas will need to be designated as to where the recreation programs are able to take place during the roof replacement and HVAC project. 3. Fire Station Project i. Project Schedule: Ralph Ingegneri thanked those involved in the planning process of the Fire Station. Chief Moran reviewed the elevator with the architect and the elevator has been added back into the project. About 2700 square feet has been eliminated from the building. The Chief has reviewed with Comtronics the needs of the communication equipment and has received an estimate. This information will be discussed with the OPM and Architect at a meeting tomorrow. In addition, at this meeting, W. B. Mason that will be helping with the furniture needs for the building. CDR Maguire will have the revised fire station plans available for the Citizen's Forum scheduled for Saturday, March 1, 2014. Ben deRuyter reviewed the project. Article 22 will be a zoning bylaw amendment and deals with building height. The Fire Station as it is currently designed exceeds the building height and Article 22 will exempt fire stations from this requirement. The second article will be for the construction monies for the fire station and will be a temporary debt exclusion over- ride. This is not a permanent over-ride. The real estate tax implications of the fire station will be available at the Citizens' Forum Saturday. Chair Ed Swiniarski of the Energy Committee has been in touch with the OPM Richard Pomroy but they have not yet met. ii. New Business: 1. March 01, 2014, Fire Station Forum at Brewster Fire Station Forum at Brewster Fire Station, 10:00 A.M.: Ralph Ingegneri reviewed the broadcast schedule of the videotape that is available on the need for a fire station. Richard Pomroy and CDR Maguire and representatives from the different town boards, Denise Rego, COA, Victor Staley, Building and Sue Leven, Planning, Finance Committee, and the BOS will lead the initial discussions on the project. A question and BNAC Meeting Minutes February 25, 2014 Page 2 of 3 answer session will also take place as well as an open discussion. There will be a review of the long-term aspects of this project. During the Citizens Forum on March 1,parking is available at the COA. There will be another meeting at the COA on April 15, 2014 discussing the Fire Station project. in Old Business: There was no Old Business. 4. Review and Approve February 18, 2014 Meeting Minutes Motion made by Dave Telman to approve the February 18,2014 meeting minutes as presented. Geof Deering seconded. VOTE: 6-0-0 5. Topics the Chair did not reasonably anticipate There were no other topics discussed. 6. Future meetings- March 4, 11, 18, 25 The next BNAC meeting will be scheduled for March 4, 2014 and Richard Pomroy will be available to give updates on both the Fire Station Project and the Eddy School roof/HVAC project. 7. Adjournment Motion made by Dave Telman to adjourn at 6:32 pm Geof Deering seconded. VOTE: 6-0-0 Respectfully submitted, Donna J. Moberg, Reco ding Secretary BNAC Meeting Minutes February 25, 2014 Page 3 of 3