Town of Holden
Public Safety Building Committee
Meeting Minutes
October 6, 2010
6:00PM Building Site Office
Present: Chairman Chris Lucchesi, Karl Makela, Peter Liddy, David White,
Dave Ellis, Brian Forts, Rick Bates, Mary Ryan, Police Chief Sherrill,
Fire Chief Jack Chandler
Absent: Bob Beck
Others Present:
Paul McAndrew, Kaestle Boos Associates
Michael McKeon, Kaestle Boos Associates
Gary Kaczmarek, Owners On Site Project Manager
Robert Para, Jr. Lamoureux Pagano Associates
Sean Smith, Fire Department
Chris Carey, Police Department
Elizabeth Helder, Recording Secretary
Chairman Lucchesi called the meeting to order at 6:00PM. He announced the Committee toured the Public Safety Building prior to the meeting.
Public Comment
There was no public comment.
Architect’s Report
Mr. McAndrew presented COP 091-01 (Credit for Oxygen Generating System $17,500), COP 119-01 (Additional Roof Drain Piping $10,381.55), COP 131-01 (Additional Landscaping ($43,866.82), COP 134-01 (Additional Doors, Windows for Storage Shed $1,221.63), COP 138-01 (Stair No. 2 Ductwork Adjustment $909.28), COP 139-01 (Credit for Original Landscape Scope of Work $10,690.00), COP 140-01 (Additional Cast Iron Downspout Boots $4,024.64), COP 145-01 (Build Soffit Boxes at Stairs and Hose Tower $3,184.44) for committee approval.
Motion by Dave White, seconded by Mary Ryan, it was UNANIMOUSLY VOTED TO APPROVE COP 091-01 (CREDIT FOR OXYGEN GENERATING SYSTEM $17,500), COP 119-01 (ADDITIONAL ROOF DRAIN PIPING $10,381.55), COP 131-01 (ADDITIONAL LANDSCAPING ($43,866.82), COP 134-01 (ADDITIONAL DOORS, WINDOWS FOR STORAGE SHED $1,221.63), COP 138-01 (STAIR NO. 2 DUCTWORK ADJUSTMENT $909.28), COP 139-01 (CREDIT FOR ORIGINAL LANDSCAPE SCOPE OF WORK $10,690.00), COP 140-01 (ADDITIONAL CAST IRON DOWNSPOUT BOOTS $4,024.64), COP 145-01 (BUILD SOFFIT BOXES AT STAIRS AND HOSE TOWER $3,184.44).
Committee directed KBA to proceed with a furniture punch list with WB.
Dave White commented that the overall impression of the building is positive. However, the furniture in the bunkrooms is not up to the buildings’ standards and some of the file cabinets in the building need to be replaced. None of the furniture in the bunkroom matches and does not belong with the beautiful maple millwork installed in the room. He commented that people who are tall would not be able to sleep in the beds because of the footboards.
The file cabinets purchased for the filing space in the fire department do not fit in the filing room and the file cabinets purchased for several of the police offices are covering a light switch and a thermostat.
The Committee directed KBA to return the beds through WB Mason and reorder new beds in the appropriate color and size. Mr. McAndrew said there was some flexibility in the length of the bed. Chairman Lucchesi suggested moving the thermostat and light switch or replacing the file cabinets with smaller choices in the police areas. Mr. Para suggested building a shelving or cubby space in the remaining file space in the fire department. Chief Chandler said the fire department would be able to use the 2 extra file cabinets elsewhere in the department.
Mr. McAndrew reported that Woodmeister Co., located in the Holden Industrial Park had offered to make and donate a lectern. The Committee reviewed the drawings. Chief Sherrill suggested the addition of the Town seal on the front of the lectern. Additionally, it was suggested that Woodmeister place their logo on the bottom front of the item. Chief Chandler asked about the control of AV equipment. Mr. McAndrew will report back regarding AV equipment.
Project Management
Mr. Kaczmarek reported that the Police areas are almost complete. Loam is being spread and an irrigation system is being installed. Finish binder paving will be completed on 10/18. The original apron has been removed and reinstalled. Mr. Kaczmarek reported that he did not think that the original apron had cured properly. Asphalt paving and concrete installation on the sidewalks will be installed after the new apron is complete. The stairway between the two buildings is currently being formed. Pae-Tec, the phone system company, is setting up the T-1 line so Verizon can install the phone system. 911 cannot be installed until the phone system is installed. A move-in deadline date cannot be chosen until all systems are up and running properly. Commissioning and Training will be ongoing
through the end of October. All training is being video taped for future repair use. Mr. White said that anyone being trained to run the buildings systems needs to become very familiar with the building and how it functions. Mr. Kaczmarek said that he would need to make power changes in the kitchen and the server room: Griffin expects to be paid premium time (50% more) for T&M work.
Committee reviewed COP 126-01 (Additional Camera on Communications Tower $19,348.73). The Committee agreed to hold off on the purchase and installation of the camera until after substantial completion is finished.
Mr. Kaczmarek reported that he had procured flooring for the gym. It will be installed prior to moving in.
Mr. Para reported that the contractor G&R is falling behind on some of the “little things” to finish the building (fit-ups, cleaning, etc.). Commissioning on the systems is almost finished. Training needs to be thorough. Mr. Para commented that in-the-end, the Town would receive a very high quality building.
Chairman Lucchesi thanked Mr. Kaczmarek for his diligence with the entire project. He commented that Mr. Kaczmarek made his mark on the finished building.
Review of Existing Building
Mr. Michael McKeon with KBA reviewed the design drawings to the proposed renovations to the existing fire station. The bathroom on the first floor has been expanded and a bathroom was added to the basement. Other changes to the project include cleaning and repointing exterior existing brick ($25,000) and rebuilding an existing chimney ($5,000), total window replacement, replacement of three overhead doors, and HVAC and electrical work. Total Construction Cost: $583,000 + Owner’s Costs $77,000 = $660,000. The original proposed renovation design quote was $455,000. Recommended purchasing a Detailed Cost Estimate to fine-tune the total cost of the project. Bidding it out soon will hopefully catch the building market before it changes.
Mr. White commented that he felt that the project could be bid for less. He suggested KBA break the project up into several unique project, hire Mr. Kaczmarek to act as the Project Manager to bid out and run the project, and have the Committee act as the General Contractor to save money. He questioned the need to install a bathroom in the basement of the building. He said it was the intention of the Town to use the space as storage and did not see the need for a bathroom in the basement. The renovation of the existing bathroom upstairs will create handicap accessible men and women’s bathrooms. Chief Chandler questioned the removal of one of the walls to create the bathroom space. Code requirements dictate the installation of 2 separate bathrooms because the public will use the building
space.
Mr. Kaczmarek asked if an asbestos contingency had been included in the quote. The asbestos contingency was included only in the roof estimate.
KBA agreed to consult with Mr. Kaczmarek to parcel the project into several projects. KBA to report back to the Committee.
Return of Authorized Borrowing
The Committee discussed a vote to return some of the authorized borrowing from the project to the Town at the November 8th Special Town Meeting. The money would be used to help offset the costs for the Mountview Middle School Feasibility Study ($675,000). Mr. White said that the PSB would come in 2M under its authorized borrowing. The estimate for the renovations to the existing fire station will cost approximately $660,000. He suggested the Committee consider as a sign of good faith to the taxpayers returning a portion of the borrowing. He said that return of the money would assure those who might be against borrowing for the feasibility study that the Town runs a good project under budget.
Mr. Makela said that the Committee does not know for sure how much money it is going to need to finish all its work. He said he did not understand the urgency to return the money to the Town.
Mr. Al Berg, Chairman, Finance Committee, spoke to the issue. He said he did not recommend the Committee change its borrowing position at this time. He commented that there wasn’t a person in the room that could put a final price tag on what it would cost to finish the new building or the existing building. Once the borrowing is gone, it’s gone. If the Committee runs into trouble down the road, there will not be any money to fix it if the authorized borrowing has been returned to the Town. The money cannot be used to fund the feasibility study. The PSB money is a long-term borrowing, the Mountview money will be a short-term (5-year) borrowing, and they cannot be interchanged. He commended the Committee for bringing the project in under budget.
Mr. Forts agreed with Mr. Berg adding that now was not the time to return the money to the Town.
Chairman Lucchesi said that to date the Committee has borrowed 13M.
Motion by Karl Makela, seconded by Brian Forts, it was UNANIMOUSLY VOTED TO TABLE DISCUSSION OF THE RETURN OF PSB AUTHORIZED BORROWING.
Mr. Berg said the Finance Committee would vote to take no action on the placeholder for the return of authorized borrowing at the November 8th Town Meeting.
New Business
The Committee reviewed a list compiled by the Chief’s of items to help with the startup of the new building. Mr. Para said he had $25,000 budgeted for each Chief to fund their offices. Additionally, he had budgeted $15,000 per Chief for Miscellaneous Items for a grand total of $40,000 per chief.
Motion by Dave White, seconded by Brian Forts, it was UNANIMOUSLY VOTED TO APPROVE $60,000 TO ALLOW BOTH CHIEFS TO FUND THEIR MISCELLANEOUS ITEMS ($30,000/CHIEF).
Chairman Lucchesi asked that an allowance for defibrillators be included in the motion.
Motion by Brian Forts, seconded by Mary Ryan, it was UNANIMOUSLY VOTED TO INCLUDE THE COST OF DEFIBRILLATORS IN THE AMOUNT OF MONEY ALLOCATED TO THE CHIEFS.
Motion by Dave White, seconded by Karl Makela, it was UNANIMOUSLY VOTED TO AUTHORIZE $20,000 FOR FITNESS EQUIPMENT.
Chief Chandler thanked the firefighters association and the call firefighters for their donation of TV’s at the Fire Station.
Karl Makela commented there was a light pole in the parking lot that is not enclosed in a grassy area/island. He said this light would be hit by a plow this winter. Mr. Kaczmarek and Mr. Para said they were aware of the problem.
Mr. White asked Mr. Kaczmarek to investigate the installation of a guardrail in the parking lot. Mr. Kaczmarek said he was looking into solving the issue.
Mr. McAndrew said the KBA landscaper had recommended the installation of a guardrail to provide a safety between the upper and lower parking lots. This will be difficult because of the conduit that runs horizontally in that area. Mr. Kaczmarek will ask G&R for a quote to install granite curb in this area.
Mr. Kaczmarek asked Busy Bee for a cost to install riprap stone and landscaping fabric in the area. He said that Busy Bee had recommended leaving the islands in grass.
Installation quote for a 6-foot granite stairway with a rail between the two buildings quote was $5,400. The Committee directed Mr. Kaczmarek to get a PO from the Town.
Motion by Dave White, seconded by Brian Forts, it was UNANIMOUSLY VOTED TO AUTHORIZE MR. KACZMAREK TO HIRE BUSY BEE NURSERY TO CONSTRUCT A 6-FOOT GRANITE STAIRWAY WITH RAIL FOR $5,400.
Motion by Dave White, seconded by Mary Ryan, it was UNANIMOUSLY VOTED TO INSTALL GRANITE CURB IN UPPER/LOWER PARKING LOT NOT TO EXCEED $6,000.
Chairman will discuss the Grand Opening Celebration with Chiefs.
The bid opening for the RFP for Cleaning Services is October 15th.
Chairman’s Comments
Next meeting is October 20th.
Financial Business
The Committee signed several invoices for payment.
Adjournment
Motion by Bob Beck, seconded by Mary Ryan, it was UNANIMOUSLY VOTED TO ADJOURN THE
OCTOBER 6, 2010 MEETING AT 9:00PM.
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