Town of Holden
Public Safety Building Committee
Meeting Minutes
December 3, 2008
6PM HMLD Building
Present: Chairman Chris Lucchesi, Karl Makela, George Sherrill, Jack Chandler, David White, Richard Bates,
Peter Liddy, Mary Ryan, Robert Beck, Brian Forts
Absent: Hal Lane
Others Present: Michael McKeon, Kaestle Boos Associates, Paul McAndrew, Kaestle Boos Associates, Gary Kaczmarek, Clerk of the Works, Robert Para, Jr. Lamoureux Pagano Associates, Elizabeth Helder, Recording Secretary
Others Absent: Todd Costa, Kaestle Boos Associates, Corrine Sienna, Kaestle Boos Associates, Ken Costello, Kaestle Boos Associates, Mike Pagano, Lamoureux Pagano Associates, Wayne Whippie, WV Engineering, David Dill, WV Engineering
The Chairman called the meeting to order at 6:00PM.
Public Comment
No one from the public address the Committee.
Approval of Previous Minutes
Motion by Dave White, seconded by Mary Ryan, it was VOTED 5-0 WITH 3 ABSTAINED TO APPROVE THE SEPTEMBER 17, 2008 MEETING MINUTES AS PRESENTED. (Abstained: Beck, Forts, Bates.)
Motion by Dave White, seconded by Peter Liddy, it was VOTED 7-0 WITH 1 ABSTAINED TO APPROVE THE OCTOBER 1, 2008 MEETING MINUTES AS PRESENTED. (Abstained: Beck.)
Motion by Dave White, seconded by Mary Ryan, it was VOTED 7-0 WITH 1 ABSTAINED TO APPROVE THE OCTOBER 8, 2008 MEETING MINUTES AS PRESENTED. (Abstained: Forts.)
Motion by Dave White, seconded by Rick Bates, it was VOTED 5-0 WITH 3 ABSTAINED TO APPROVE THE OCTOBER 15, 2008 MEETING MINUTES AS PRESENTED. (Abstained: Ryan, Beck, Forts.)
Motion by Dave White, seconded by Mary Ryan, it was VOTED 7-0 WITH 1 ABSTAINED TO APPROVE THE NOVEMBER 5, 2008 MEETING MINUTES AS PRESENTED. (Abstained: Forts.)
Motion by Dave White, seconded by Mary Ryan, it was VOTED 6-0 WITH 2 ABSTAINED TO APPROVE THE NOVEMBER 19, 2008 MEETING MINUTES AS PRESENTED. (Abstained: Liddy, Forts.)
Facility Signage
The Chairman said that the Committee needed to discuss signage direction for KBA. The Committee previously reviewed sign submissions from KBA. The cost estimate will be based on the sign proposed by KBA in the original design documents.
The Committee reviewed several options of signs that already exist at some businesses in Holden. KBA informed the Committee that the Holden Building Inspector requested that the sign have lettering that is approximately 6” high. Rick Bates suggested a rough faced piece of granite and to include letters EMS on the sign.
Dave White said he did not like the two sign options presented by KBA. He proposed that the Committee consider erecting a vertical sign approximately 7 Feet in height rather than horizontal sign. Mr. White said that he based on the topography of the site. He presented a sketch he created to the Committee. He added that the plans should include a “Public Entrance” sign at the driveway for visitors. Mr. Forts commented that he did not want to list “Fire, Police and EMS” on the sign. He said the sign should read “Public Safety” and have clean lines to it. Mr. McKeon agreed that a vertical sign would work if it were kept clean and simple. Mr. Bates opined that as a law enforcement professional, people like to see signs for the Police and Fire Station,
and might be confused by a “Public Safety” sign. People are often looking for these facilities in an emergency and need to see Police and Fire to direct them appropriately. You want people to know where the Police are. Mary Ryan said she would like to see a vertical sign that reads Public Safety, with additional signs directing individuals appropriately. The current design allows for the sign to be placed on a base and lit from below. Dave White said he did not want the sign to be on a base. He thought that the effect of the sign “growing up out of the ground” was a better design. Mr. McAndrew said that the sign was currently designed on the same block that the building is designed with.
The Committee directed KBA to develop a vertical sign option showing different lettering concepts and several smaller signs in order to direct public traffic/entrance and report back to the Committee.
Existing Fire Station Roof
The Committee continued previous discussions to add a pitched roof on the current flat-roofed Fire station as an add alternate to the Construction Documents. Mr. McKeon with KBA informed the Committee that the differential cost would be 147K. Additional structural and design work will cost approximately 20+K.
The Committee discussed whether to make the pitched roof the final add alternate to the project or wait until after the project is completed. Mr. McKeon said that KBA could design a pitched roof in approximately 6-weeks. Karl Makela said that he would like to wait to make a decision when the final cost estimate is delivered in late December. Dave White said he would like to table the discussion and discuss at the end of the building process.
After some discussion, the Committee agreed to wait on making a decision on the pitched roof until during the construction process when more information is available. The Committee directed KBA to proceed with the bid documents without the pitched roof design. Chief Chandler said that the existing flat roof is leaking and needs to be repaired. Estimates to strip and replace existing roof for $60K.
Motion by Dave White, seconded by Karl Makela, it was UNANIMOUSLY VOTED TO AUTHORIZE GARY KACZMAREK TO SEEK BIDS TO REPAIR THE LEAKING ROOF AT THE FIRE STATION AND TO EXPEND UP TO $2000 IN REPAIRS.
Fire Alerting System
Fire Fighter Andy Miller provided the Committee with an update on the West-Net Fire Alerting System. This packaged system is anticipated to cost 150K. The Chairman announced that a meeting would be held on December 5, 2008 with a communications representative from Howard Systems to discuss alerting alternatives. Howard Systems has designed the PA system for the new building.
Mr. Miller said that he had been in contact with LW Bills in Georgetown, MA. This company designed the Z-Tron system for the Sterling Fire Station and is working on a rough estimate for the Holden facility. This system will use the PA system designed by KBA for the building. Chief Chandler said he would contact a representative with LW Bills to arrange attendance at the communications meeting on 12/5. The Department has been focusing on other options.
Mr. McAndrew said that he was concerned about integrating a total package like West-Net, into the lighting and PA system designed by KBA. Wiring for both systems are totally different, and there are many unknowns with the West-Net system.
Dave White said that 150K is a huge hit to the budget and there are many unknowns. It might be the Rolls Royce of systems but is it what this building needs?
Pre-Qualification Committee Update
Dave White updated the Committee on the contractor prequalification process. The Committee met on December 3, 2008 and is winding down the process. They are current evaluating ownership, references, and financial status of the contractors. The prequalification process anticipates being finished by early January 2009. Re-bid for elevator, tile and resilient flooring contractors received the same number of applicants. Mr. Kaczmarek said that he received verbal approval from the office that wrote the pre-qualification regulations. Since the re-bid solicited the same contractors, they can be considered qualified and evaluated under the prequalification process. Brian Forts requested that Mr. Kaczmarek receive written approval of these contractors’ status from the regulation office.
Project Management Report and Update
The Committee reviewed Building Committee report #7. Mr. Para confirmed that asbestos removal occurred November 24th-26th. Test borings and test pit drilling was conducted on November 17th and 18th. The DPW will conduct house/dump asbestos removal December 1st-4th. Chief Chandler will firm up Fire Department training dates.
D-CAM Boiler replacement is in the bid process. A pre-bid meeting was held on 11/26. The bid deadline was extended to December 10th.
A pre-bid meeting was held on 11/26 for the geothermal well drilling. The bid deadline was extended to December 10th. Geothermal Sub-Committee to meet to authorize approval of a bid to start the process quickly. Mr. Para commented that test pit and test boring results have been received and are being evaluated. There are some minor issues that need to be resolved.
Boiler asbestos removal bids have been received and forwarded to the Town Manager for review.
Mass Highway has admitted to temporarily misplacing all the traffic and signal engineering drawings. The Traffic Engineering Consultant and Town have resubmitted all paperwork. Chief Chandler recommended submitting paperwork to both Boston and the District 3 Mass Highway offices to help expedite the process. Chief Chandler requested that the traffic signal report be sent to him.
A Temporary Power meeting needs to be set-up between Town and KBA and LPA.
Mr. Kaczmarek said that water has been disconnected and power will be disconnected 12/4. He said he would pull the house demolition permit. The house to be demolished by DPW by mid-December.
Materials stockpile is in the process of being removed from the site.
Mr. Kaczmarek reported that he received 5 quotes to clear trees off the house site. Quotes ranged from $14,500 - $5500. No trees that involve abutters or a tree hearing are being taken down at this time.
Chief Chandler said that there are approximately 20 trees on site that will eventually involve a tree hearing. Mr. McAndrew recommended that these trees be flagged so that they are not removed by mistake.
Chairman requested that the Committee review the tree removal bids.
Motion by Dave White, seconded by Brian Forts, it was UNANIMOUSLY VOTED TO AUTHORIZE MR. PARA TO MAKE A RECOMMENDATION FOR A TREE REMOVAL CONTRACTOR TO THE TOWN MANAGER BASED ON THE BIDS SOLICITED BY MR. KACZMAREK NOT TO EXCEED $7500.
Architect’s Report
Mr. McAndrew provided a project update to the Committee. A meeting was held on November 19th. Both Chiefs reminded Mr. McAndrew about changes in the locker room and gun room.
S&S Tower has ordered the drawings kit for the antenna tower. Chief Chandler said he expected to receive this kit in two weeks. Quotes for the tower are pending. Lead-time on the purchase of the tower is 4-6 weeks from the receipt of the PO. The bid process will be advertised in the Central Register. KBA to review drawings upon receipt. Mr. Kaczmarek said that KBA needs to design an area to accommodate the topography of the site. KBA to provide the topography scale to Mr. Kaczmarek who will forward it appropriately.
Rick Bates left the meeting at 7:25PM.
KBA issued a list of the proprietary items for Committee review. Committee will need to make decisions on the list at a later date.
CD Progress Set is scheduled to go to printer 12/5. CD Progress set is 95% of complete project.
Final CD printing is scheduled for January 9, 2009. Chairman will let KBA know how many extra copies of the CD Progress Set Committee wants.
Next Project Team meeting: 12/10 from 9AM-3PM at KBA-MA.
Geothermal permitting update. Ken Costello with KBA spoke to Holden Board of Health. The HBOH requires the test wells certified as geothermal wells in order to proceed with the pump installation process. Mr. McAndrew explained that the wells must go through the UIC (Underground Injection Commission) program in order to get a DEP number. A DEP number is required by the HBOH in order to receive a permit from the HBOH. Mr. McAndrew said that the UIC could turn the approval of certifying the geothermal wells in approximately 2 weeks.
KBA is currently completing the applications process. Test holes will be capped upon waiting for the permit process. There are no fees involved, and the Town may waive HBOH fee. There might be a small design fee associated with the process.
Motion by Dave White, seconded by Bob Beck, it was UNANIMOUSLY VOTED TO AUTHORIZE MR. PARA TO RECOMMEND TO THE TOWN MANAGER THAT THE TOWN PROCEED UP TO 60K WITH THE GEOTHERMAL WELL DRILLING, CASING, AND YIELD TESTING PROCESS.
Water flow sprinkler system inspection information has been forwarded to the Building Inspector.
Chief Chandler requested that the property be flagged on the Fire Station/KP’s Restaurant side of the property. A registered survey needs to be conducted. Mr. Para will call Graves Engineering to get a quote. Chief Chandler said that a local business offered to donate services to the Committee. This could be a possibility. Mr. Kaczmarek will contact the business owner directly.
Mr. McAndrew addressed several outstanding “potential” add alternates and their costs:
Remembrance Garden – (retaining walls, benches) 18K
Radiant Heat under main entry walkway 52K
Radiant Heat under apparatus Bay 92K
Extras – Roof replacement, demo overhead and man door and new doors
The Committee discussed reordering the add alternates to reflect them in order of importance. Mr. White said that function and safety features to the building were important to consider.
Motion by Dave White, seconded by Mary Ryan, it was VOTED 6-1 WITH 1 OPPOSED TO APPROVE THE FOLLOWING ADD ALTERNATES IN ORDER OF IMPORTANCE:
Radiant Heat under apparatus Bay 92K
Radiant Heat under main entry walkway 52K
Remembrance Garden – (retaining walls, benches) 18K
Extras – Roof replacement, demo overhead and man door and new doors
(Opposed: Beck.)
Chairman requested that plantings and landscaping items that were removed from the Remembrance Garden design are added back into the plans.
New Business
The Committee held a discussion regarding expansion of the Committee membership. The Chairman stressed the importance to achieve a quorum at meetings during the construction process to keep the project on track. It was suggested that the Committee send a letter to member Hal Lane to inquire about his continued interest in serving on the Committee. The Chairman said he would verify committee quorum requirements with the Administration.
Chairman to forward 2009 meeting schedule and locations to Committee members.
Mr. McKeon said that once the construction process starts, there is generally a job meeting every week. He said that typically, a building committee generally meets once a month for updates and to sign requisitions.
Mary Ryan suggested that the Committee should continue to schedule meetings on the first and third Wednesdays and then cancel dates as needed.
The Chairman said that he would make a recommendation to the Manager to send a letter to Mr. Lane regarding his interest in serving. Perhaps Mr. Lane would be willing to serve in an ex-officio status. He said he would make a recommendation to the Manager to appoint Recording Secretary Liz Helder to the Committee. He said that he would allow the Manager to make the appointment as necessary.
Brian Forts suggested that the Charter of the Committee could be changed to accept alternates to the Committee.
The Chairman went through the FF&E consulting proposals (KBA and LPA). He will forward his recommendation to the Manager.
Future Meetings: December 17, 2008, January 7, 2009 and January 21, 2009.
Treasury Business
Mr. Makela presented bills for signature and payment. Mr. Makela handed out an updated expenditure report.
Public Comment
No came forward to address the Committee.
Adjournment
Motion by Brian Forts, seconded by Dave White, it was UNANIMOUSLY VOTED TO ADJOURN THE DECEMBER 3, 2008 MEETING AT 8:20PM.
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