HomeMy Public PortalAboutBuilding & Needs Assessment -- 2014-05-25 Minutes 041 4r , ��, •s Town of Brewster Approved:07/08/2014
p ;''. a 2198 Main Street VOTE: 6-0-0
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* _ _---� a Brewster, MA 02631-1898
Phone: (508) 896-3701
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MINUTES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTET JP
Tuesday, March 25,2014 at 6:00 pm at Town Hall `, E ,_ ,,_
Present: Ralph Ingegneri, Phil Lindquist, Robert Miller, David Telman and Jon Phillips
Also Present: Finance Committee member Herb Montgomery, Finance Committee member Greg Levasseur,
Fire Chief Robert Moran, Town Administrator Charles Sumner, BOS Liaison Ben deRuyter, and OPM Richard
Pomroy.',
Absent: Kevin Pooler and Geof Deering
Chair Miller called the meeting to order at 6:00pm.
1. Fire Station Project
a. Update#9 from OPM: Richard Pomroy gave the latest update on the Fire Station project.
i. Design Update: There was a meeting with the Brewster Energy Committee and their questions
and comments with regard to mechanical systems and the locations for solar options were
discussed. All suggestions and comments will be researched and taken into consideration. We
will meet again following spring town meeting when final design of the fire station has been
decided.
1. Progress Items: Filing of the certificate of appropriateness has been placed on hold until
after spring town meeting and we will schedule a pre-meeting with the Historic District
Committee (HDC)to get feedback from them before we file the certificate of
appropriateness.
a. Fire StationlCOA Campus Complex: A sketch was reviewed on a new proposed fire
station site option with the majority of changes made by the Fire Station subcommittee.
A master site plan of the Council on Aging (COA) and Fire Station was proposed with
the combination of the two sites saving in blacktop costs and improving access to both
sites. The apparatus bays will be switched to the other side of the building and the
administration offices will now be located on the east side of the building and then the
bank of parking for the administration and COA can be combined. The number of
parking spaces has been increased with a reduction of blacktop necessary saving money.
A bus loop pickup/drop off will be added around the COA. There will be one point of
access and one point of exit. This plan will better accommodate the pickup and drop off
of people. The memorial area will be moved and a green zone will be created around the
COA. An automated gate may be added to the parking area to discourage driving in back
of the fire station. This plan eliminates the building of a retaining wall with fill to create
BNAC Meeting Minutes
March 25, 2014 Page 1 of 4
the roadway. This was presented to the Board Of Selectmen last night, as this is a
departure from the initial plan. Furniture has been discussed and the cost is being
estimated. Surplus dry storage will be located on the side of the building in a small
addition and the outbuilding was eliminated. The training tower itself will serve several
different functions and will be the highest point of the building. The back of the fire
station will have a smoke training area. The Fire Chief feels that this is an excellent plan
and the campus-like plan is a win-win situation for both the Fire Department and the
COA. Due to the water office/garage building, the COA parking is currently limited.
The nice part is that this plan keeps the access to the ball field. The fuel station is going
to be moved from this location. Bob Miller thanked Ralph Ingegneri for coming up with
the idea of flipping the apparatus bay and the administration areas of the building around.
The septic system, drainage system, and utility locations will not have to change from the
first site plan design. Estimates are being investigated now to see if there is any cost
difference between the two plans. Concern was raised as to how the new plan will
accommodate the RTA bus kiosk. It was also suggested that the COA might not be in
this location forever as they are requesting more space. Angle parking vs. straight
parking needs to be reviewed, particularly on the COA side. This concept was introduced
and endorsed by the BOS last night and they will review the cost estimates when
received. Concern was expressed that the new plan will have more of an impact on the
COA during construction than the first plan. The COA has been met with and their
concerns are being addressed. Relocation of the COA in 2015 to the Eddy School while
the work is being done will be reviewed. The construction site will be fenced off and any
concerns will be addressed before the construction starts. The COA is happy with the
apparatus bay being moved to the other side of the building as the fire sirens are loud and
this moves them further away from the COA. Ralph Ingegneri asked the public to bring
any concerns or questions forward before the Town Meeting.
Motion made by Ralph Ingegneri to approve the new design of the Fire Station as presented.
Dave Telman seconded.
VOTE: 5-0-0
2. Open Items: CDR Maguire has a change order for the new design at a cost of$4,800. The
OPM has asked for this change order in writing and recommends authorization of the Town
Administrator to pay.
Motion made by Ralph Ingegneri to approve the payment of the invoice from CDR Maguire on
the change order not to exceed $4,800. Phil Lindquist seconded.
VOTE: 5-0-0
ii. Project Budget Detail: There were no invoices at this time.
1. Review of Draft Format & Additional Information Required:
a. Progress Schedule. Milestones Meetings: There will be a meeting of the Fire Station Sub
Committee on April 2 to review the estimates and drafting the schematic budget. A joint
presentation to the Board of Selectmen, Finance Committee and School Committee as
well as the Building Needs Assessment Committee is tentatively scheduled for April 7,
2014. There will be a citizen's forum at the COA on April 15, 2014. The next meeting
of the Building Needs Assessment Committee will tentatively be April 15, 2014.
BNAC Meeting Minutes
March 25, 2014 Page 2 of 4
2. Schools
a. Eddy Roof& HVAC: Dave Telman gave a brief update on the Eddy School Roof project. The
Sub Committee reviewed the 90-percent drawings at last Wednesday's meeting. A meeting was
held with the Principal and the Recreation Department and Nauset Youth Alliance (NYA)
summer program that was very productive and reviewed the phasing of the project. It has been
confirmed that the NYA summer program will be moved to the Stony Brook School. OPM
Richard Pomroy further updated the committee.
i. Design Update:
1. Progress Items: A phasing plan has been developed for bidding and safe areas will
be spelled out in the bid specifications. The Recreation Department with their
250 children will be moved to an alternate location within the building and the
area of the building they usually use will be done first with both the pitch and flat
roofs. The Fire Chief reviewed all of the egresses as the fire alarm will be
disarmed in sections of the building and a fire watch may need to be instituted.
All will be spelled out in the project documents. There was a review of the phase
in plans and it includes when equipment is expected to be available. The
Recreation Department and building staff will be remaining in the building. The
parking and fencing plans have been developed and this plan should avoid any
backups on Route 6A. The contractor is expected to have most of the work
completed by August 23, 2014. The last units expected in September will need to
be done over the weekends. The roof will be kept weather tight and the work will
be well coordinated. As it stands right now, the design is 100 percent complete,
the bid specifications are ready, and a notice will be placed in the central register,
Project Dog.
2. Open Items: An addendum will be issued with supplemental information. April 3
is the walk through. The file sub contractor bids are due April 15 with General
Contractor bids are due April 24. On April 30 will be the final project meeting to
establish the final project budget for town meeting. There are some problems
with the coordination of the solar panels as the ConEd owns the solar panels and
has a lease agreement with the town. These panels will be turned over the Cape
Vineyard. The town cannot disable the system for more than 30 days without stiff
penalties. Some language has been placed in the bid documents regarding this
issue. Last Friday information came from ConEd that has been helpful to include
in the documents. The warranties from different companies needed to be worked
out. The town wants one party to be responsible for this entire project and it
appears this has all been worked out. Cape Light Compact may provide some
funds to reduce the cost and has been very helpful with the project. We need to
make sure that the roofer cannot violate their warranty due to the solar panels.
We are increasing the R-value,putting in new high efficient units, and replacing
the control system allowing the school to control the units more effectively.
There was a discussion on how the fire alarm system will work during the project.
In coordination with the School Committee a Teacher/Parent forum will be
scheduled to inform everyone as to what they can expect after Labor Day. The
Energy Committee has requested information and the answers to their questions
are being prepared.
BNAC Meeting Minutes
March 25, 2014 Page 3 of 4
ii. Progress Schedule. Milestones & Meetings: There was a review of the schedule:
• Pre-bid walk through will be on April 3 at the school.
• File sub bids due on April 15 at 2:00 and they will be opened immediately and
tabulated. They will need to be reviewed to make sure they meet all of the
qualifications.
• The General Contractor bids are due April 24 and the GC will be selected.
Sub contractors are roofers, HVAC, electrical and plumbing. The sub contractor
bidders have to be DCAM certified. We cannot sign a contract until following town
meeting. The school will be formally notified of the April 3 walk through and those
attending the walk through will be notified that they need to check in. There was
discussion on the new roof fasteners to make sure there are no leaks in the roof down
the road. The fastening system was taken into account in Habeeb Associates design.
Roof warranties on the pitched roof are 50 years and the flat roof will be 30 years.
The first few years the roof is covered by a full warranty and then it is prorated as the
years increase. This is a fused roof system with all seams fused together and failure
very rare. The timing of this roof project is good. At the next BNAC meeting on
4/15 there needs to be a discussion on a presentation at town meeting. The selectmen
will present the article and there will only be a five-minute initial presentation
allowed.
b. Stony Brook Window Replacement—Phase II:
Bids went out on March 19 for the Stony Brook Window Replacement project Phase II. A walk
through is scheduled for April 11 at 11:00 am and the bid opening is scheduled for April 16,
2014.
3. Review&Approve March 4, 2014 Meeting Minutes
Motion made by Dave Telman to approve the March 4,2014 Meeting Minutes as presented. Phil
Lindquist seconded.
VOTE: 5-0-0
4. Topics the Chair did not Reasonably Anticipate
Chief Moran reviewed the forecast for the snowstorm expected tomorrow and how the Fire Department has
prepared.
5. Future Meetings
a. April 15, 22, 29, 2014
b. Special Meeting - April 7 Joint BOS/FINCOM/School Committee, April 9 FINCOM, April 15
COA Information Forum, May 5 Town meeting
6. Adjournment
Motion made by Dave Telman to adjourn the meeting at 7:08 pm. Phil Lindquist seconded.
VOTE: 5-0-0
Respectfully submitted
Donna J. Moberg, Reco ding Secretary
BNAC Meeting Minutes
March 25, 2014 Page 4 of 4