December 20, 2012 SBC Minutes

December 20, 2012 SBC Minutes

Postby Mary Wright » Sun Jan 27, 2013 4:19 pm

SCHOOL BUILDING COMMITTEE MEETING
DECEMBER 20, 2012

A meeting of the Douglas School Building Committee was held on Thursday, December 20, 2012 at the Municipal Center. Mr. Cohen called the meeting to order at 7:05 PM. He noted that the meeting is being videotaped.

ATTENDANCE
PRESENT:
Voting: Mitch Cohen (Chairman), Leslie Breault, Melissa Gouin, Nancy Lane, Shirley Mosczynski, Scott Yacino
Non-Voting: Cortney Keegan, William Cundiff (Town Engineer)
Project Staff: Tom Ellis, Leno Filippi, Al Calcagno, Craig DiCarlo, Donna Sousa
ABSENT: Paula Brouillette

Mr. Cohen handed out copies of the Annual Conflict of Interest Law and online test.

Approval of School Building Committee Minutes
Mr. Yacino made a motion to accept the November 15, 2012 School Building Committee Meeting minutes as presented. Ms. Breault seconded the motion. Vote: Unanimous

Approval of Open Invoices
Mr. Cohen stated that there was nothing to approve tonight.

Expense and Budget Update
Mr. Ellis presented the project budget summary. He stated that they are still on budget. PFA bid amendments were approved since the last meeting. Once those are in the Propay system, they will officially update the summary. The only thing not included is the revised Owner’s Contingency amount. Next month, the proposed revised budget will be the revised PFA dated November 2, 2012.
Mr. Cohen stated that Ms Lovett has entered all of the information into Propay. There may be one error having to do with the bid alternates on the information received from MSBA. Mr. Ellis knows there is an issue and will take care of it.
Mr. Ellis has the budget request form to execute the budget adjustments that were voted on at the October 18, 2012 meeting. After the first of the year, he and Ms. Lovett will do an internal audit to be sure all the warrants are included in the budget sheet and everything is accounted for. He has noted that in the PFA for the middle school, there is a summary line item that has an excluded amount of costs (soft cost cap), which has not been distributed (pro-rated) throughout the budget. He has spoken with Paul Fowkes about that and will follow up with both the MSBA and Jeanne Lovett.

Schedule Update
Mr. Ellis stated that they are beyond the midpoint in the elementary school and close to 50% on the middle school cost. Mr. Lyle Coghlin of CTA will attend the next School Building Committee meeting to review the schedule.
Mr. Calcagno gave an overview of progress on the project. The ES mock-up classroom has really taken shape and everything is going well.

MSBA Issues
Mr. Ellis stated that the Project Funding Agreement has been executed and returned. Ms. Lovett has entered the budgets into the Propay system. It has been issued electronically today for the bid adjustments for both schools, which allows for the increase in budgets for the computer equipment and FF&E in the middle school. This is in response to the vote taken by the SBC on October 18, 2012 to utilize the bid savings to increase the technology budget and fully fund the FF&E. This information has been reviewed and approved by the Town of Douglas School Building Committee. The MSBA budget adjustment request form to request the increase in the ES & MS technology budgets and MS FF&E budget was presented for signatures, subject to approval of the budget amounts which will be presented later in the meeting. It will be forwarded to the MSBA for approval once the bid alternates issue on the Elementary School PFA has been resolved.
MSBA will be here January 3, 2013 for their bi-monthly visit.
Mr. Ellis will follow-up with the issue with the PFA.

General Construction Contract Status
Mr. Ellis issued five change order numbers to the committee. They need to be reviewed and executed tonight. Change Order #5 is different than what was emailed to the committee a couple days ago in that a credit for the floor finish for the middle school gym was removed. He stated that Change Order #1 extended the date for completion of the auditorium work to November 5, 2012 and extended Phase 2 to be completed the day before the start of Phase 3. He stated that the water damage has been separated from the base contract work. Mr. Ellis reviewed the change orders. The change order referring to the decommissioning of the well was clarified.
Next month they will be ramping up the change order request process.
Mr. Cohen reviewed the change order numbers.
Mr. Yacino made a motion to approve Change Orders #1-5 as presented by DiNisco. Ms. Mosczynski seconded the motion. Vote: Unanimous.
Mr. Ellis stated that he might need assistance prior to the next meeting on changes in excess of $50,000 regarding clip angles at 41 positions on the elementary school roof. A discussion was held.
Ms. Mosczynski made a motion to increase the between meeting authorization from $50,000 to $75,000 for PCO #24. Ms. Gouin seconded the motion. Vote: Unanimous.

OPM Issues
There were no OPM issues to discuss.

Design Issues
Technology, Budget and Procurement Update.
Ms. Sousa has purchased the teacher iPads. Mr. Ellis stated that after the first of the year they would put together a detailed schedule for procurement and logistics.
FF&E Procurement Update and Budget Review and Approval
Mr. Filippi asked the committee to approve the Furnishings and Equipment budgets for both the middle and elementary schools so they can be finalized and move ahead with procurement. He reviewed the budgets. They will be bid together.
The cost for the discus equipment has been removed from this budget. It was unclear if the goalposts were in the budget. Mr. Filippi will investigate. The outdoor playground equipment is not included. A discussion was held.
Mr. Yacino made a motion to approve the FF&E budget for the Douglas Middle School in the amount of $537,600. Ms. Lane seconded the motion. Vote: Unanimous.
Mr. Yacino made a motion to approve the FF&E budget for the Douglas Elementary School in the amount of $662,400. Ms. Lane seconded the motion. Vote: Unanimous.

Additional Service Requests
Mr. Cohen presented Donna DiNisco’s request for some additional funds for DiNisco for helping with the design of technology and FF&E in the middle school. The number was put in as “0” in the budget. The correct number is about $107,000 for the two schools. This issue may come forward at the January 2013 meeting.
Mr. Filippi brought up the issue of the cost of additional services to administer the acceptance and installation of the furniture and equipment by the sub-consultant. Mr. Ellis stated that they would approve this concurrent with the above request when the total is known.
Mr. Filippi brought up the request from the School Dept. to improve the middle school parking lot. Mr. Cundiff spoke about the condition of the lot and the cost savings if the lot were repaired now.
Mr. Yacino made a motion to appropriate DiNisco Extra Services Request MSXS-004 in the amount of $3,190.00 for middle school parking lot supplemental design services. Ms. Breault seconded the motion. Vote: Unanimous.

Other Business
Middle School Gym Roof Leak Update
Mr. Ellis presented the order of magnitude of the damage. Mr. Ellis reviewed the summary and the costs. He feels DiNisco will need an increase of about $5,000 to get them through to the next round of dealing with issues. The total damage cost thus far is $412,483.39. There will be at least one major add for the freezer panels and cooler panels, and a credit for the gym floor refinishing. Mr. Ellis hopes to have the finalized costs on the freezer by mid January 2013.
Ms. Mosczynski made a motion to increase the previously authorized DiNisco budget for water damage from $20,000 to $30,000 (Additional Services Request MSXS-001). Mr. Yacino seconded the motion. Vote: Unanimous
Security
Mr. Yacino made a presentation to the School Committee last night regarding security in the schools, and they were unanimous in wanting the presentation made to the School Building Committee. He reviewed the security measures the School Committee would like investigated and implemented. Mr. Cohen had forwarded Mr. Yacino’s list to Mr. Filippi, who in turn forwarded the list to his consultants. Mr. Yacino suggested sending the list to the current security system vendor. A discussion was held.

Adjournment
Mr. Yacino made a motion to adjourn the School Building Committee meeting at 8:29 PM. Ms. Breault seconded the motion. Vote: Unanimous.

Respectfully submitted,


Mary Wright
Recording Secretary
Mary Wright
 
Posts: 506
Joined: Thu Jan 12, 2012 8:56 pm

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