COMMUNITY PRESERVATION COMMITTEE
MINUTES
March 10, 2015
A regular meeting of the Community Preservation Committee (CPC) was held on Tuesday, march 10, 2015 at 6:00 pm at 120 Washington Street, Salem, MA. Present were Chair Helen Sides, Vice Chair Kevin Cornacchio, John Boris, Joanne McCrea, Ed Moriarty, Tim Shea and Leslie Tuttle. Also present was Jane Guy of the City of Salem Department of Planning & Community Development.
Arriving later in the meeting was Mickey Northcutt and Bart Hoskins.
Public Comment
Christine Lutts stated she was here on behalf of Friends of Greenlawn Cemetery, noting that they will be supporting the City’s application for the Dickson Memorial Chapel.
Old Town Hall Window Project – Request for Additional Funds
Present was Andrew Shapiro, Economic Development Planner. Copies of the written request and bid sets were distributed.
Mr. Shapiro stated that has secured a total of $66,000 in committed funds for the project but that the bids came in at over $200,000. In order to complete the entire project, the request is for $171,763 in additional CPA funds, which would cover the difference and a 10% contingency.
Mr. Northcutt joined the meeting at this time.
Mr. Shapiro stated that the cost includes a base bid and two alternates. The City uses the facility as cultural venue for public events and private events, such as weddings. The bids were opened on February 18 are good for 60 days. He stated that he understands that it will need to go to the City Council if the CPC recommends additional funds. He stated that the City applied to Mass Cultural Facilities and received an award of $25,000 from its $45,000 request. He noted that the project could cost more if it were separated into two or more phases, and that completed the windows all at once will be more cost effective.
Ms. McCrea asked if this is the first time the windows are being treated.
Ms. Guy replied in the affirmative.
Mr. Shapiro stated that the windows should be painted at least every 5 years to maintain their condition.
Ms. Sides asked who were bidders.
Mr. Shapiro stated that the low bidder was Campbell Construction Group of Peabody. Other bidders were Kronenberger and Sons Restoration, who did the City Hall project, Aulson Company, Paul J. Rogan Company and Homer Contracting.
Ms. Sides asked if they will be restored off site as was done at City Hall.
Mr. Shapiro replied that he believed some would, but that he would need to address this with the contractor at the pre-construction meeting.
Ms. Sides stated that, unlike a lot of construction jobs, the windows could be done over time, so there is not a lot of disruption of use. She noted it is always more cost effective to do at same time, but this could be done on a plan over several years to do so many per year.
Mr. Shapiro noted that because the City utilizes the building for rental income, there is the issue of having expectations of how the building will look for weddings, etc.
Mr. Shea asked if the rental income is earmarked for the building
Mr. Shapiro stated that there is a revolving fund. He noted that the management is in transition, and was formerly run by Gordon college. The City’s new Public Art Planner now manages Old Town Hall and part of her salary is from this income. He noted that, right now, it is not doing enough business due pending how this project will go for the rest of year.
Mr. Northcutt asked how much the City will make on the building and if any prior work was done.
Mr. Shapiro stated that he did not have a projection, but stated that there is every intention to try to maximize the amount of income, such as raising some rental rates. The City has done renovations to the heating system, installed an elevator and made handicapped access improvements. A building assessment was completed which noted that windows are the next priority. He noted that the fan lights are boarded up.
Mr. Northcutt asked what happens if the CPC doesn’t provide additional funds.
Mr. Shapiro stated that there is also a capital improvement request into Capital Improvement Plan funds, but, if funded, it wouldn’t become available until July. He noted that they would not be able to hold bids that long and would have to rebid. He noted that the base bid was $90,668, so they would try to do that work this time.
Mr. Shea asked if the bids covered the restoration or is there a possibility of change orders down the road.
Mr. Shapiro stated that bid is to replace nine windows and restore the rest. They are asking for 10% contingency in case of unforeseen conditions.
Mr. Hoskins joined the meeting at this time.
Mr. Shea asked what happens if the funds are not used.
Ms. Guy stated that whatever is not spent for the project comes back to the CPA fund.
Ms. McCrea asked if the low bid firm has done historic windows.
Mr. Shapiro replied in the affirmative. He stated that the bid specification had the requirement that they were DCAM certified in historic windows and doors and in historic buildings. Their most recent restoration was the U.S. Capital building in Washington, D.C. He stated that Massachusetts Historical Commission gave them a good reference and the City’s architect is satisfied. The project has been approved by Salem Redevelopment Authority.
Mr. Moriarty asked why the bids are substantially higher than anticipated.
Mr. Shapiro speculated that the initial quote received from a local window restoration professional in the area may not have been realistic. He added that bids for municipal projects are generally going up. The City must also pay prevailing wages.
Ms. Sides stated that municipal work also requires insurance and other requirements.
Ms. McCrea asked how much confidence is there that the cost will remain.
Mr. Shapiro stated that this is why there is an architect on board for the project.
Mr. Moriarty asked if there is anticipation of receiving more money than awarded from Mass Cultural.
Mr. Shapiro stated that he spoke with someone there who said that they are in the habit of not fully funding projects and that they to fund a higher quantity of projects.
Ms. Tuttle stated that she questioned the price per window between the base and alternate bids.
Mr. Shapiro stated that the bid prices cannot be altered.
Ms. Tuttle stated that it seems like the best value to do the base bid.
Ms. Guy noted that upper level windows may require scaffolding.
Ms. Tuttle also noted that the more detailed windows are on top.
Ms. Sides suggested focusing on the 2nd floor which is the primary rental space.
Mr. Shapiro stated that the bid is broken down by priority of windows, not by floors. He stated that the South elevation is the area in the most need.
Mr. Hoskins asked if, when bids came in, they were proportional (i.e. were all the cost per window amounts higher in the alternatives for all bidders).
Mr. Shapiro stated that he did not check it. He noted that the next highest bid was $332,650.
Mr. Northcutt stated that he was concerned about encumbering one quarter of the CPA funds. He stated that he felt bonding is so cheap that it would be a good idea to use these historically low interest rates, noting it would be a relatively small payment from the CPA.
Ms. Tuttle was in agreement.
Mr. Northcutt stated that he felt it is more palatable versus wiping out a huge chunk of CPA. He suggested also adding other appropriate Old Town Hall projects to the bond.
Ms. Sides stated that this project is first one that has come back around and she was concerned that this will keep happening. She stated that the windows are actually something that can be done over time.
Mr. Northcutt stated that he would love to see an analysis to include Old Town Hall, Salem Common Fence 100% completion, Winter Island and other big ticket things. He felt it should be looked at and that the impact to city would be enormous. He stated that there are a lot of private projects that want to access CPA, which can’t be bonded.
Mr. Shapiro stated that waiting for bonding would requiring re-bidding this project.
Mr. Moriarty agree with bonding, but noted that he would consider approving the base bid only tonight. He stated that the CPC has a duty to look at all prospective parties in terms of proportionality on what has been given in the past. He stated that it is failure to complete basic routine maintenance and did not see any urgency to grab this bid.
Mr. Hoskins stated that he is hearing that if the CPC goes with the bond route, the City Council will have to approve a bond. He stated that he felt this will become political due to persons who have not supported CPA. He questioned if the CPC should do one with this project, or with the fence project or with another proposed project. He stated that he sees a lot of evidence that he saw on his own windows of needed work until he had to give up. Windows can only be repaired to a point. He added, if the CPC funds the base amount, the worst can be addressed with probably the best price we are going to get right now.
Mr. Shapiro that this is a real project with a bidder identified for the whole scope of work and it is shovel ready.
Mr. Shea made a motion to fund the remainder needed to complete the base bid and alternate one, which would address all upper level windows.
Mr. Moriarty seconded the motion.
Mr. Northcutt stated that, philosophically, we can stretch the money by going through a bond. He stated that it is not the end of the world to re-bid and he did not feel the price will go up much in three months. He would rather have the city do an analysis on the projects on a bigger scale.
Mr. Shea was in agreement, but stated that he also did not know how long the analysis would take.
Mr. Northcutt stated that he felt the CPC should use the opportunity to bond, such as the Common fence. He noted that it will wipe out a lot of private projects if only city projects are funded.
Mr. Moriarty was in agreement, noting that even if this project is a victim. He suggested that the total number of projects be a proportionate number of spending per project.
Mr. Hoskins stated that he assumed there is a pretty long laundry list for Old Town Hall and that this would cover the most serious windows. He stated that a city project would be the place to test with City Council on the bond issue.
Ms. Tuttle stated that this is one of the most historically significant buildings we have in the city. She stated that she would be pro voting on the base bid and then work on bonding the rest. She noted that the project has momentum going.
Mr. Cornacchio was in agreement.
Mr. Shea stated that the base bid and alternate one is $68,000 approximately.
Mr. Moriarty clarified that it is $68,070.
The motion was voted on; all were in favor and the motion so carried.
Review of any Step 1 FY15 Determination of Eligibility Applications Received
Ms. Guy stated that no new applications were received. The deadline for Step 2 application is March 20th.
Other Business
Project updates
Ms. Guy distributed a status update on all current CPA projects:
52-60 Congress/105-111 Dow Streets Housing Acquisition – An environmental assessment, an appraisal and the selection of architects have been completed. Site acquisition by North Shore Community Development Coalition was completed in December, 2014. Construction is proposed for July, 2016 completion.
Salem Public Library Roof Replacement –As of 2/11/15 - Removal of fire escape walkway, disconnection of HVAC units and spot patching is complete. They are waiting for 40 degree weather to install the new roof systems, reattach HVAC units and install 3 new condensers and new fire escape walkway
Salem Common Fence Restoration - The City has contracted with CBI Consulting to oversee the phase 2 restoration of the Common fence.~ The bid package was issued, bids were received October 29. 2014.~ The fence has been sandblasted, will undergo structural repairs, and be painted before being installed on site. It is anticipated that the fence sections will be reinstalled in the spring/early summer 2015.
Winter Island: Fort Pickering Phased Rehabilitation – A Request for Qualifications has been developed and is being released by the City this week.~ It will be sent directly to a number of firms who are qualified to undertake historic restoration.~ Proposals will be received during the week of the 23rd and the project will be underway early April.~ The City has also submitted a Survey and Planning Application to Mass Historic to undertake a topographic survey.
Old Town Hall Window Restoration – In July, 2014, the City was awarded $20,000 from the Massachusetts Cultural Facilities Fund (CFF) (approximately $24,000 less than requested).~ A grant agreement between the City and MassDevelopment has been signed.~ Gray Architects Inc. produced bid specifications that went out as part of a total Invitation for Bids (IFB) package that included a base bid of work and two separate alternates.~ Bids were opened on February 18th, revealing a low bidder that can complete all of the work for just over $209,000 total.~ The City will come before the Community Preservation Committee at its March 10th meeting to request the approval of funds necessary to complete this project.
Choate Statue – A Request for Proposal (RFP) is currently posted on the City website seeking a conservator or conservation firm to undertake a preliminary conservation assessment and treatment to conserve and restore the statue. The RFP application due date is March 31, 2015 with work resuming this Spring.
Winter Island Scenic Trail - The City is finalizing a Request for Qualifications for a landscape architectural team that will be distributed to qualified firms by next week. The design phase of this project will be completed by June 2105 as required by the Commonwealth of MA PARC Program.~ Construction will get under way in July.
15 Ward St. Pocket Park - North Shore Community Development Coalition has awarded a construction contract and work will begin late march and be completed by May. The new fence will now be black and the asphalt surface will be 3 colors.
Salem Community Gardens Improvement – The shed were purchased and installed. The hiring of a fence contractor is complete, and the work will commence when the ground is ready.
Driver & Patten Pocket Park Rehabilitation –A neighborhood/public meeting, hosted by the Historic Essex Street Neighborhood Association, was held on October 6th to discuss the proposed work at Driver Park. A neighborhood/public meeting hosted by the Mack Park Neighborhood Association was held October 14th. Invitation for bids is being drafted for imminent release, with construction slated for April.
House of the Seven Gables site visit
Ms. Guy stated that March 26th at 1:00pm was the date that the members who are interested in attending are all available. She will set it up with Kara McLaughlin.
Footprint Community Benefits Agreement
Ms. Guy stated that she inquired to the City Assessor for an estimate of the tax assessment on the new Footprint facility and what the 1% CPA surcharge might be. In an email, Deb Jackson provided the estimated 1% surcharge for the following years:
2015 - $1,447.67 (actual)
2016 - $900.00 (estimated, rounded)
2017 - $900.00 (estimated, rounded)
2018 - $7,500 (estimated, rounded)
2019 - $9,800 (estimated, rounded)
Starting in 2020, it looks like the CPA amount will be an estimated $51,000 and the same or slightly more for the next 2-4 years. 2020 is the year that the agreement kicks in and that they will pay extra - up to a total of $75,000.
Budget Update
Ms. Guy distributed copies of the monthly budget report.
Approval of Minutes
Mr. Boris made a motion to approve the minutes of February 10, 2015. Mr. Cornacchio seconded the motion; all were in favor and the motion so carried. Ms. McCrea abstained from voting.
Next Meeting Date
Ms. Guy stated that the next meeting date is scheduled for Tuesday, April 14, 2015, which will be to go over the funding applications received.
There being no further business, Mr. Shea made a motion to adjourn. Mr. Moriarty seconded the motion; all were in favor, and the motion so carried.
Respectfully submitted,
Jane A. Guy
Administrator
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