Town of Gray
Town Office Building Committee Meeting
June 3, 2010
Henry Pennell Municipal Complex
Minutes
Don Hutchings, Lew Mancini, Ralph Wink, Jeff Gilpatric, Louise Knapp, Lloyd Dunn, Tina Martell,
Jason Wilson
Doug Webster, Peter Gellerson, Don Lewis, Dick Barter, Bruce Hilfrank
Business Conflict: Jeanne Carpentier
5:00 PM - Committee
Don Hutchings moved; Lloyd Dunn seconded motion
to – Acceptance Minutes of May 6 Meeting
Unanimous vote
CMR Delivery Method
Don Hutchings asked about the added cost for the file system. The GMP listed $ 9,000 for the system but the actual cost is now expected to be about $20,000. Don questioned why the difference in cost was not picked up by Zachau. Bruce Hilfrank stated that the GMP was created with allowances for two items because the Zachau did not have sufficient detail from the designer and the Town. The two allowance items - the flooring and filing system. Consequently these two items were listed as allowance items that were not obtained by quotations from sub-contractors. That left the Town obligated to pay actual costs for these two items. Ralph also explained that the estimate for the filing system was offered by Zachau based on a file room that was the same size as the file space in Gray. Unfortunately the file system in the other location utilized only half the space for filing while the Gray file system included the entire room.
Don then asked about the structural change for the support beams at the elevator door and why that should not be included in the GMP. Ralph stated that it is his opinion that the structural revision for the door opening was a design arrangement error and should be the responsibility of L & M. The GMP was based upon design information submitted by L & M and. When the design mistake was discovered, it change the basis for the GMP so the GMP costs properly needed to be revised L & M has advised that they do not believe the design plan change is the responsibility of the designer. The contract with L & M is vague regarding such a dispute and Ralph recommended to the Town that it was not worth legally contesting the matter since the cost of the change is relatively small - $ 6,071. Ralph suggested that we rely upon the integrity of L & M to assume at least some responsibility for the design error or at least provide a reason for absolution. Don Lewis stated that there are always
unanticipated expenses. Don Hutchings said that the explanation of CMR they were told, was that an architect would assess what really needed to be done before a final amount was given. Don Lewis stated that on occasion unanticipated items cannot be found until the building is in the renovation process which is why there are contingencies. Tina stated that she believes that there should be a minimal contingency. Don Lewis stated that in this project, the contingency is small - only a few thousand dollars of the total which is minimal in comparison to other projects.
Bruce stated that the only change that has not been done at the owner’s request was the elevator door to the 2nd floor. Ralph reiterated the scope change has been approved.
Lew Mancini asked if the contract with the Architect was reviewed prior to signing. Ralph stated yes that the Town Attorney reviewed and endorsed the contracts for both L & M and Zachau. Lew stated that if the Town is to learn from the experience and that future contracts should have more clarification on who is responsible.
TD Bank Donation – Tina
TD Bank has given a large donation of furniture to the Town. The Council accepted the gift at the last Council meeting. Ralph stated that there are some wonderful items.
Tina stated that the furniture was available since TD Bank is merging two locations into one. She described the furniture the bank has donated and the reasons why they chose to donate some of the items to the Town. There are additional items that may be used for other offices/buildings in the Town.
Historic & Cultural Plaques & Displays – Lloyd
Ralph stated that there have been a few work orders to accommodate displays.
Guaranteed Maximum Price Changes - Doug/Bruce
Ralph stated that there have been extensive discussions on the changes to date. There needs to be a stop on design changes in order to complete the project in about 6 weeks. Some changes that have been requested can be done at a later date or further review may conclude they are not justifiable.
Project Cost Status - Ralph/Doug
Ralph stated that they have been continually reviewing the cost status and in particular, the changes.
He presented a table showing the cost status. It includes a number of items including a column outlining parts of the project which are complete.
Ralph indicated that there will be some costs to move the furniture. Tina stated that as the Town is out of the area a bit, there is a modest fee. The budgeted is likely not to be used in total. He outlined a number of other line items which have been completed.
He outlined the cost status document including project changes to date. He commented on the granite step and ballister in the front of 1876 Pennell. where a suggestions by a sub-contractor (and a resident) reduced the cost by reusing some of the existing materials that saved approximately $5,000. This is an example of the benefits of the CMR process.
Bruce stated that any leftover funds from Zachau’s contingency would be split with the Town.
There was a discussion on the power access button for some doors while not an ADA requirement, the Town believes it is appropriate for anyone with disabilities to enter easily.
Lloyd asked about a lighting item. He asked if the lights will be there or simply the infrastructure for them. Doug stated that the Henry Pennell portrait will be complete in the lighting. 2 other switches will be wired in for future use.
He also outlined some outstanding items and their funding sources. He stated that Town bond is covering $2, 374 million which is under the $2.4 million.
He commended everyone for the efforts to stay under budget and completing on time.
Peter Gellerson clarified that at present the project is roughly $20,000 under budget. He asked about contingency. Doug stated that the Zachau contingency has used about 1/2. The Town’s contingency has been all been used. He estimates that with the $ 20,000 under budget and the potential of acquiring ½ of Zachau’s contingency. He asked about this extra money and potential use. He commented that the leftover celebration funds would be used to work on the 2nd floor. Bruce stated that the floors will be done, ceiling and walls to be painted. Doug stated that determining what the 2nd floor will be used for will determine additional costs and things to be done.
Doug would advocate that any unexpended funds be utilized for additional building features, if justified, after the major work is completed. For example, additional flooring could be installed in the second level storage area or additional work might be done in the clock room. It is ultimately up to the Town Manager and the Council. Peter suggested that the committee provide feedback on the priorities from the wish list. It might be helpful to Doug and others.
Peter asked about the wish list of items. Doug and Ralph said they have would create a list and forward it to Peter. Footnote - the wish list has been forwarded to the Council Chair.
Don Hutchings asked if there is any money for a sign to indicate that this is the Town Office. Ralph said a sign would be placed on the wish list. He reminded everyone that at one point we were considering an electronic message board but that the Planning Board expressed some reservation regarding an electronic message board.
Lloyd Dunn suggested that any additional questions that may come up after the project is done, the committee could reconvene to discuss.
Louise reminded people that Henry Pennell’s dream was education and would like to see the 2nd floor be used for some educational aspect.
Construction Status – Bruce
Bruce stated that the final stages of mechanical and electrical work are in progress. Painting will begin next week. The current plan is to finish the final work in the next 6 weeks. Everyone has been cooperative. The underground power and elevator will be done next week.
Don stated that all the people he has heard from believe that this has been a good project.
Project Punch List – Doug
Doug commented on the pavement heaving issue. There have been some meetings with the parties involved. New pavement will be installed. It may not be perfect as they will be merging new and old pavement.
Ralph commended him on only have 1 item on the punch list.
Community Tour of Project - Next Tour
Ralph recommended that we not schedule any more open house project tours since we are near the completion and the tours would detract from the celebration day on July 24th.
Don Hutchings moved; Tina Martell seconded
Motion to eliminate the June tour
Unanimous vote.
Next Meeting - July 1 - Pennell @ 5:00 PM
Ralph stated that he doesn’t believe that there is a need for additional Town Office Building Committee meetings.
Don Hutchings moved; Tina Martell seconded
Motion to eliminate Town Office meetings
Unanimous vote.
6:00 PM: Celebration Plan Update - Don H.
Don H. provided an update of the plans and activities for the rededication ceremony. He stated that at last count 450 bricks have been sold. Don also stated that a the next meeting of the Celebration Subcommittee will be June 14.
6:15 PM - Public Input
Dick Barter stated that the availability of the second level of 1876 Pennell for use by the community needs to be communicated so organizations will know the space is potentially available for use.
Meeting adjourned at 6:30 PM.
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