Municipal Renovations Committee
October 23, 2008
Members Present: Ed Cook, Alan Zordan, Is Temkin, Bill Hill, Mayor Bingham, Tom Jerram, Mike Clark
Also Present: Stephen Nocera, Mayoral Aide; Robert Roach, Friar Associates.
1.The meeting was opened at 6:35 PM, on a motion from Alan Zordan seconded by Tom Jerram .
The Minutes of the MRC Special Meeting of 10.02.08 were approved on a motion by Mayor Bingham seconded by Bill Hill .
A review of the status of the Traffic Building portion of the project was presented by Mike Clark. He indicated that in an effort to reduce costs of removal of polluted soil from the site, City officials had been consulted on the viability of gaining approval to a lesser amount of soil being removed beneath paved areas. Still allowing an 8 inch layer of subsoil enhanced and checked by proof rolling, was deemed as acceptable by City Officials, and was a system that is frequently used in street repaving projects by the City. Mr. Clark stated that even with this change, the cost to the project was not being significantly reduced and that other ideas would be presented under agenda item #7. Mr. Clark suggested that Sunshine Oil Company and others be
considered for testing and/or removal of polluted soil from the site.
Mike Clark stated that an initial review of the proposed lease for temporary City Hall had been completed and forwarded to the landlord. The City is now awaiting a response to requested changes and State approval of the proposed vaults, designed by the landlord’s architect.
Bob Roach presented an overview of the entire renovation project with special reference to the City Clerk and Probate vaults. Mr. Roach stated that modular vault construction was still under consideration, although that system would require enhancement for State approval. He is working on scheduling a review of his plan with the State.
Mayor Bingham announced that a donation of $81,20000.00 had been given by an anonymous donor too be applied against construction of the Veteran’s Memorial in the renovated City Hall. The Mayor stated that he is working to find additional donations to totally offset the cost of the Memorial. Mayor Bingham emphasized that all monies donated to the project are deducted from the project budget approved at referendum, and reduce the amount taxpayers will repay against the project bond.
A review of potential cost savings measures was presented by Alan Zordan, Ed Cook and Mike Clark. Mr. Clark informed the MRC that he had formed a budget task group to
review and analyze the status of the project’s projected versus actual costs, with special emphasis on the Traffic Building and vault requirements . The task group is manned by Ed Cook, Alan Zordan and Mike Clark. The group is of a common mind that the Traffic Building cost as presently planned is too high. The group has researched using a pole building unit versus the foundation supported structure presently planned. Mr. Zordan reported that City officials have given their support towards further consideration of the pole building, and Mr. Cook advised that all current plans regarding the existing Traffic Building arre on hold until further information is reviewed. The halt includes any and all engineering and soil testing on the Winthrop
Street site. Bob Roach was given a spec sheet from Morton Buildings to review and develop a bid package from. Mr. Clark will research the procedure to obtain City Council approval of using the manufacturer’s installer as a cost savings measure.
The task group next addressed the cost of vault construction at City Hall. The group felt that the projected cost of the Probate vault is too high. Since a large portion of that cost is attributable to the vault’s being located on the second floor rather than the ground floor, Mr. Zordan and Mr. Cook suggested that the Probate suite be relocated to the first floor with an adjacency to the City Clerk vault, existing foundation and attendant construction cost savings. Mr. Roach stated that the change could potentially delay the project due to required redesign of mechanicals etc. The task group stated that the cost savings might easily offset the inconvenience of delay and asked that the issue be thoroughly investigated by Friar, with a report
presented at the next MRC meeting. Mr. Clark stated that until the item cost of the probate vault as currently designed is known there can not be a valid assessment of the advantage of changing the plan. It was decided that Friar would develop detailed planning required if the change were made, and the task group would seek item cost on the vault currently planned for Probate.
Under Other Business, Mr. Nocera requested that the MRC be present for the Board of Finance Meeting scheduled for Tuesday, November 18th at 5 PM. The Committee will be asked to present an over view of actual versus proposed expenditures, as well as other financial issues to the board.
There being no further business, the meeting was adjourned at 8:22 PM on a motion by Bill Hill, seconded by Mayor Bingham.
The meeting was adjourned at PM on a motion from , seconded by .
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