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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2014-03-04 Minutes if I Wat. k: : _• ; Town of Brewster Approved: 3/25/14 3 . s VOTE: 5-0-0 11, 0 '1 a 2198 Main Street LJ r ' Brewster, MA 02631-1898 * 1 ,po.o•' Phone: (508) 896-3701 ,, 0��" Fax: (508) 896-8089 MINUTES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE Tuesday, March 4,2014 at 6:00 pm at Town Hall Present: Ralph Ingegneri, Phil Lindquist, Geof Deering, Robert Miller, David Telman and Jon Phillips Also Present: BOS Liaison Ben deRuyter, Finance Committee Chair Michael Fitzgerald, Fire Chief Robert Moran, and Town Administrator Charles Sumner, Energy Committee member Deane Keuch, and OPM Richard Pomroy. Absent: Kevin Pooler Chair Miller called the meeting to order at 6:00 pm. Dave Telman notified the Committee that his firm may be involved in the Fire Station project and the disclosure paperwork will be submitted to the BOS at their next meeting. 1. Fire Station Project a. Update#8 from OPM: Ralph Ingegneri, Chair of the Fire Station Sub Committee, introduced BOS Ben deRuyter who gave an overview of the Citizen's Forum that took place on Saturday, March 1, 2014. At the Citizen's forum, the fire station project was reviewed as well as the implication for taxpayers and Ben thanked those who participated in the event. On April 15, there will be another Citizen's Forum at the COA. i. Design Update: 1. Progress Items: OPM Richard Pomroy reviewed some of the building design changes. The mechanical, electrical, and plumbing scopes are being mapped out as well as the materials to be used in the building. Description scopes will be used in the cost estimate of the design. The designer is constantly looking for design efficiencies. The outbuilding and basement have been eliminated and the elevator is back in the design. Several meetings took place last week and next week a meeting with the Energy Committee will take place that will review the energy efficiencies of the building. 2. Open Items: The Historical Commission has met and a public hearing is scheduled for April 7 on the Fire Station project. The current design does not meet the current height restrictions due to the desire that the fire station design incorporate a pitched roof. W. B. Mason will be meeting with the Fire Chief regarding furniture. The Fire Chief met with Comtronics and CDRMaguire and the phone system can be used as an intercom so a separate intercom system may not be necessary. BNAC Minutes, March 4, 2014 Page 1 of 5 ii. Project Budget Detail: 1. Review of Draft Format& Additional Information Required: The complete budget for the fire station is expected to be ready on or about March 31, 2014. iii. Progress Schedule, Milestones Meetings: • Project meeting scheduled for March 12 • A joint presentation with the Board of Selectmen, Finance Committee, Building Needs Assessment Committee and School Committee has been tentatively scheduled for April 7 • Design update is due on March 12 • Plans and scope of work to be given to the estimator by March 17 2. Schools a. Eddy Roof& HVAC —Dave Telman gave an overview of the Eddy School roof and HVAC project. The meeting originally scheduled for tomorrow has been rescheduled to next week. i. Design Update: Richard Pomroy stated that the presentation to the School Committee last Thursday afternoon went well. The Design is moving forward and the 90%progress documents should be ready next week to be reviewed. Comments need to be back to the designer by the following week. 1. Progress Items: Hazmat testing has been completed and nothing was found. The Structural Engineer does not see any structural issues with the additional construction load or the solar panels. 2. Open Items: The Investigation into the existing HVAC control system determined that it is old and antiquated and cannot control the new roof HVAC system. A new control system is recommended at an additional cost of between $50-60,000. A new control system will give better energy efficiencies and can be controlled remotely. The quick ship option for the HVAC units is still being investigated. The cost could be an additional ten percent and may only save a couple of weeks. A decision on this will be made next week. ii. Progress Schedule, Milestones & Meetings: The base design will be a complete removal and replacement down to the existing deck and replacing the roof insulation with an R-25 ventilated system. Code requires R-20 but the designer is designing to R-25 and this is the MSBA (Massachusetts School Building Authority) standard though this project is not being funded through them. One alternate being considered is the substrate being replaced on the pitched roof. This avoids replacing the entire roof substrate. However, this means that this is being installed over the existing substrate that does not have an air space and there is concern about adding a vapor barrier. The alternate will save time, insulation costs, and disposal. However, the OPM's concern are the ridges in the shingles with the OSB delaminating. The ridges may be able to be dealt with but it is felt that the roof it is somewhat failing right now and this would be going over something that has been there a long time and possibly not installed properly the first time. The cost savings could be $100,000 and the OPM is concerned about what may be found when the roof is being dismantled. The new boards being installed would be ventilated, but the current system is not ventilated. Based on this information, it was discussed and the following motion bought forward - Motion made by Jon Phillips to delete Alternate#1 of new insulation going over the old from the project scope. Ralph Ingegneri seconded. BNAC Minutes, March 4, 2014 Page 2 of 5 VOTE: 5-0-0 There was discussion on the energy efficiency of R-20 to R-25 and most heat loss is through the roof. It was suggested to go with R-25. Deane Keuch of the Energy Committee stated that he reviewed the 60%plans this afternoon and they state R-20 but he feels R-25 would be a good idea. The design should read R-25 and the 90%plans should be ready by next week. There was discussion on energy modeling and whether it should be done, as one is not scheduled for this building. Assumed R values and the occupancy are being considered in deciding the HVAC system. There were some items of concern outlined by Mr. Keuch that will be referred to the engineers. There was discussion on possible future capacity of the space. Motion made by Phil Lindquist to approve adding into the design R-25 insulation and deduct R-20 insulation from the plan (new Alternate 1). Jon Phillips seconded. VOTE: 5-0-0 This site is exempt from the Historical District Commission due to its visibility from the road. All roof items and interior work such as fire alarms are to be done while school is out and the remaining items of replacing the curbs and HVAC units can be done after school starts. A determination on how this will be accomplished will need to be decided and perhaps done after school hours. The curb replacement was discussed. When the units are pulled, the roof will be patched and this will not affect any roof warranties. Richard Pomroy will get back to the BNAC on the length of the roof warranty. The membrane should be white and this needs to be double checked in the specifications. Without the quick ship option, if the HVAC units are received by August 14 then September 4 is the early completion date and if units are received by September 11 then October 2 is the late completion date. There was discussion to see if a refit curb could be added on top of existing curbs. This will be investigated and information if this is plausible will come back to the BNAC. There was a review of the programs being run at the school and through the Recreation Department with a parking plan to be put in place so that traffic does not back up onto the roadways. The CORI requirements have been received from the School Department and will be included in the specifications. The BNAC and OPM are waiting to hear back from Cape Light Compact. Air-conditioning needs for the kindergarten areas were reviewed. However, the budget is very tight and it was decided that air-conditioning be deleted from the project. There has been a review of the coordination aspects for the existing school operations. Use of the building will be moved around depending on areas being worked on. The cafeteria and gym both need to be operational thorough August 15. Nauset Youth Alliance is willing to move to the Stony Brook School during the roof project at the Eddy School. A contingency plan needs to be developed with the School Department for the worse case scenario as outside classrooms have windows, but the inside areas do not. This plan for worse case scenarios should be completed next week. Phasing plans will be developed following receiving all information. The School Administration will be in the building during the summer. A Parent/Teacher forum needs to be planned before school is back in session and the August 6, 2014 School Committee meeting may be the meeting to do this. There are changes in upcoming meetings with the March 5 meeting canceled and the March 12 meeting to be rescheduled. There was a review of the progress schedule as it currently exists, but this may change. There was a brief discussion on the contractor equipment onsite. It is hoped to have the roof complete leaving a clean, safe BNAC Minutes, March 4, 2014 Page 3 of 5 area by the time school starts. One staging area may be designated for the contractor, but the rest of the site will be ready to be occupied. A general contractor will be in charge and this will be outlined in the specifications. There was a discussion on the coordination of contractors and inside work. There will be a meeting on March 19. The responses back from the manufacturers of HVAC units received last week were 10 to 12 weeks, 7 to 12 weeks, and 5 to 6 weeks. If Town Meeting on May 5 approves this project, then the issuance of debt needs a May 20 debt exclusion that will delay the bid award until May 21. A special election on May 6 would save two weeks. There is an extra cost of$6,000 for a special election and the BOS discussed this last night at their meeting. This decision needs to be done by April 1. The OPM feels that these two weeks would be of benefit. It was suggested to have an alternative of the quick ship option to structure the contractor overtime costs. There was a discussion on the existing ductwork and all connection points will need to be reviewed. It was requested that the utility cost savings estimate be forwarded to the school committee to be used in the structure of their budget. Motion made by Phil Lindquist to approve Habeeb Associates invoice for the first phase, 60% construction documents for $83,262 at 100% complete. Jon Phillips seconded. VOTE: 6-0-0 The following bill from Pomroy Associates includes two reimbursable items over and above the contract (pull test and hazmat). Motion made by Jon Phillips to approve payment of invoice for Pomroy Associates OPM services for February 1 through February 28, 2014 for the Eddy School Roof project for $10,630.80 as submitted. Phil Lindquist seconded. VOTE: 6-0-0 Motion made by Jon Phillips to approve the invoice for OPM Services for the Fire Station project from February 1 to February 28,2014 for$12,515. Phillip Lindquist seconded. VOTE: 5-0-1 b. Stony Brook Window Replacement—Phase II: Steve Shuman, Arko Associates Architect has presented the window replacement designs for Phase II and he is currently the process of preparing bid specifications. 3. Review& Approve February 25, 2014 Meeting Minutes Motion made by Ralph Ingegneri to approve the February 25,2014 meeting minutes as presented. Phil Lindquist seconded. VOTE: 6-0-0 4. Topics the Chair did not Reasonably Anticipate There were no other topics discussed. BNAC Minutes, March 4, 2014 Page 4 of 5 5. future Meetings—March 11, 18, 25, 2014 Project Meetings: March 18 6. Adjournment Motion made by Dave Telman to adjourn the meeting at 7:25 pm Phil Lindquist seconded VOTE: 6-0-0 Respectfully submitted, Donna J. Moberg, Recording Secretary BNAC Minutes, March 4, 2014 Page 5 of 5