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HomeMy Public PortalAboutCapital Asset Assessment -- 6/11/2014 Minutes Nauset Regional School District Capital Asset Assessment Subcommittee Minutes of Junel1, 2014 meeting Present: John O'Reilly(chair), Sue Skidmore, Chris Easley. Edward Lewis, Giovaima Venditti, Paul Richard, Thomas Conrad,Maxine Minkoff,Richard Hoffinann CALL TO ORDER/AGENDA CHANGES Mr. O'Reilly called the meeting to order at 4:34 pm. No agenda changes CITIZENS SPEAK None present. PRIORITY BUSINESS: Review Nauset Regional School District House Doctor Proiect Listina Mrs. Venditti provided the committee with the Nauset Regional School District House Doctor Project Listing. The listing currently contains thirteen items. Mr, Lewis wanted to know if we had committed to a set percentage per project in the House Doctor contract. Mrs. Venditti explained that the percentage would be negotiated on each individual job. Mr. Dmitri Kapalis of Habeeb&Associates Architects dialed in connecting on a conference call. Dr. Hoffinann requested clarification of what the fees on the schedule cover. Mr. Kapalis explained that they are not all the same, rather they are project specific. The Middle School Auditorium Air Conditioning fee of$24,700.00 will cover design through construction. Mr. Kapalis estimates construction costs at$80,000.00. If the committee asks him to move forward with his drawings he will provide actual install costs. Dr.Minkoff voiced her concerns about the fee and the estimated installation costs. She would like to obtain another opinion. The project has been pushed to the summer of 2015. Security at both the Middle and High Schools was discussed. Mr. Conrad reported that the High School has completed updating their locks. Mr. Richard has vendor meetings scheduled to review security requirements and proposed costs. He will report back to the committee once completed. Mr.Kapalis was advised not to move forward at this time. Page 1 of 4 Mr. O'Reilly requested confirmation that the proposed HVAC study represents a more in depth study and evaluation than was in the Capital Asset Report. Mr. Kapalis confirmed that the original study was done by a different firm at a higher level. We will not move forward on this at this time. Mr. Kapalis explained that three options for the High School Courtyard and Plaza Replacement would be provided with pricing should we request them to move forward. Mrs.Venditti explained that the Town of Eastham will be controlling the project to restore the High School tennis courts. We will not be working with Mr. Kapalis on this project. The High School track resurfacing fee will cover the cost of a site visit, the survey and evaluation by a Landscape Architect to determine the condition of the subsurface and a design with details will be provided. The fee does not include the preparation of bid documents. Mr. O'Reilly stated that the exploration of the subsurface is necessary in order to make informed decisions. The High School parking and site modifications quoted fee of$11,510.00 is inclusive of an engineering survey, drawings and evaluation. It will not include bid documents or construction management fees. The Middle School existing conditions survey and parking lot design quoted fee of$21,000.00 is inclusive of engineering survey and drawings. It does not include bid documents or construction management. Mr. O'Reilly questioned Mr.Kapalis concerning the inclusion of geotechnical testing. Mr. Kapalis believes it is included. Mr.Kapalis will review this. Mr. O'Reilly voiced concerns that our current issue may be the result of poor soil conditions. Mr. Conrad provided an update on the High School science laboratory project. Cabinetry has been ordered and will be shipped in six to eight weeks. Due to the cost we expect to be able to do only one lab at this time. Dr. Minkoff asked Mr. Kapalis for an update on the Middle School courtyard security gate and fence. Both Dr.Minkoff and Mr.Kapalis agree that we should pursue moving some existing fence. Mr. Kapalis will provide cost proposals. Mr.Kapalis agreed to provide Mrs, Venditti with proposals for the High School science laboratory and Middle School courtyard security gate and fence tomorrow, Dr. Minkoff asked that the estimate for the Middle School courtyard security gate and fence be broken down in parts. Mr. O'Reilly requested all construction costs as they are critical to making an informed decision. Mr. Kapalis disconnected conference call at 5:35 pill. Mr. Lewis voiced his concern that these projects would not complete this summer. Discussion of the Middle School security continued ,Mr. Richard did explain that they must consider first responder issues with any potential change. It was suggested that we could work directly with a security company to install cameras thereby eliminating the Habeeb and Associates fees. Page 2 of 4 Mr. Richard did state that he has received input on locks and has some suggestions, however he does need sign off from first responders and Habeeb and Associates brings a level of expertise. Mr. O'Reilly suggested that the list of projects must be prioritized. It was agreed that the fencing at the Middle School must be done followed by security at both schools,the science laboratories and then the tennis courts and parking at the High School. It was agreed that Mr. Richard would develop the project scope and contact local contractors for estimates to meet the requirements for the courtyard security gate and fence. Mr, O'Reilly inquired as to options for security cameras. Mrs.Venditti suggested we could work with Galaxy Integrated Technologies directly. They are on the state bid list and we have worked with them in Brewster. Dr.Minkoff suggested that perhaps we could do the wiring ourselves.Neither Mr. Easley or Mr. O'Reilly thought this would be appropriate. Mr. O'Reilly requested an update on the progress at the High School with security. Mrs.Venditti confirmed that they had completed their locks. Mr. Lewis voiced concern that we may not have enough money available to complete the security projects and suggested the solution might be to move allocated funds from other projects to security. Mrs, Venditti explained that reallocating funds cannot be done at a subcommittee level. In the future Mr. Lewis would prefer that annually each town establish one capital amount that the school committee spends under their control. Dr. Hoffmann updated the committee on the progress of the science labs. Fisher Scientific will provide the casework we will need subcontractors for the plumbing, electric and so forth. Mr. O'Reilly expressed his feelings that the High School parking estimate from Habeeb and Associates of $11,510.00 should have the project ready to go to bid. Mrs.Venditti will email him the estimate when received from Mr. Kapalis for review. Mr. Easley and Mr. Lewis agreed that if Mr. O'Reilly was satisfied with the scope of work and estimate for the parking lots he would ask Mrs.Venditti to move forward with Habeeb and Associates on the project, Mrs, Skidmore had left the meeting at approximately 5:00 pm prior to this discussion. Reallocation of capital balances for completed projects Mrs.Venditti requested that at the School Committee meeting Mr. O'Reilly recommend reallocation of Middle School completed projects balances into Middle School technology. This action will be taken. Page 3 of 4 Review and approval of invoices Invoices #6596 in the amount of$11,250.00 and invoice#7034 in the amount of$5,000.00 from ICON Architecture, Inc. were presented for approval. Mr. Lewis moved to approve invoice# 6896 in the amount of$11,250.00 from ICON Architecture, Inc. seconded by Mr. Easley and voted unanimously. Mr. Easley moved to approve invoice# 7034 in the amount of$5,000.00 from ICON Architecture,Inc. seconded by Mr. Lewis and voted unanimously. APPROVAL OF MINUTES: Mr. Lewis moved that the minutes of the March 18, 2014 meeting be approved as written, seconded by Mr. Easley and voted unanimously. Mr. Lewis moved that the minutes of the March 27, 2014 meeting be approved as written, seconded by Mr. Easley and voted unanimously. Mr. Lewis moved that the minutes of the April 29,2014 meeting be approved as written, seconded by Mr. Easley and voted unanimously. ADJOURNMENT Mr. Lewis moved that the meeting be adjourned motion was seconded by Mr. Easley and voted unanimously. Meeting was adjourned at 6:25 PM. Respectfully submitted, Sandra L, Foley Page 4 of 4