Present: Oakley Smith (OS), Will Sipsey (WS), James Needham (JN), Paul Forlenza (PF), 7:45 PM

Transcription

1 1 P a g e S e l e c t B a r d M i n u t e s Twn f Lincln Select Bard Meeting July 21, 2015 Minutes Called t Order at 6:30 PM by Chair Bill Finger (BF) Present: Oakley Smith (OS), Will Sipsey (WS), James Needham (JN), Paul Frlenza (PF), 7:45 PM Als present: Twn Office Cmmittee Barb Rainville (BR), Kudd Rd (KR), Gerge Truax (GT), Sally Ober (SO), Jeremy Perfect (JP), Judith Harris (JH) and Tm Keefe (TK) Architect The first rder f business n the Select Bard agenda was a jint meeting with the Twn Office Cmmittee t interview Architect Tm Keefe as a candidate fr prviding architectural services required t mve the Twn Office prject frward. [Ntes fr the jint meeting were taken by SO and transcribed here by BF. Purpse f this meeting is t interview and discuss the Twn Office prject with Architect Tm Keefe and t decide whether t retain the services f Mr. Keefe t meet legal requirements and mve the prject frward. Tm Keefe Many permits zning, water & wastewater are already in place Gal is t pick up n wrk already dne by JH and the Twn Office Cmmittee and prduce permittable drawings Changes made since getting permits are relatively minr and shuld nt have a majr impact n the prcess e.g. building flipped ; ttal tear dwn v. partial reuse Building is essentially at schematic design stage layut and prgram d nt need t change may suggest sme exterir tweaks fr aesthetic reasns imprvement f ADA accessibility etc. Will prduce Fundatin plan Framing plan Interir plan Rf plan Electrical plans Lighting utline plan Ttal f apprximately 10 pages f drawings Will allw fr design-build apprach if desired includes structural engineering if required (Sellers/Trebul sp?) and retired Fire marshal Fran Rbillard fr fire cde and ADA cmpliance Wrk will nt include demlitin, furnishings (except built in cunters) cntractr will need t d plumbing, electrical and mechanical plans Can begin wrk n September 1 st with plans ready fr bidding by late fall It may be feasible t get fundatin in in late fall and cnceivably clsed in befre winter sets in Cst fr services wuld ttal $27,000 including $500 fr reimbursables and engineering fees. This is apprximately 4.5 % f the prject cst. It is imprtant t have a quick turn-arund fr answers t questins Stand-alne spec sheets shuld allw cnstructin permitting frm the state (?)

2 2 P a g e S e l e c t B a r d M i n u t e s Keefe s firm 3 persn 2 architects / 1 master designer 75 % cmmercial 25 % residential specialty histric preservatin e.g. Ferrisburgh Twn Office, Shaftsbury Twn Office $8-10 millin per year - in business since 1990 wrking fr 30+ years KR new state energy standards efficiency VT etc.? TK wrks clsely with Efficiency Vermnt specs will be clearly part f the bid package JN Mechanical plan? TK typically mechanical is 20-25% f ttal prject cst/design abut $8-10,000 KR is budget adequate? TK yes if there are n unfreseen site issues Discussin f bid histry One bid rec d after expecting 4 initially Single bid exceeded bnd authrity by nearly $100,000 Shuld twn be its wn cntractr (DIY)? Shuld bids be slicited frm firms f a different scale ( smaller) It needs t be the right cntractr with apprpriate experience, integrity and knwledge Shuld bnding be required n this kind f prject? TK Depends n cnfidence and trust in the cntractr. There are sme that he wuld nt hesitate t cnsider withut a bnd Cnsensus f the SB and cmmittee is that it is nt necessary t rush int cnstructin befre winter. Better t take time getting the design and prcess right Pssibly bring a reliable cntractr n bard thrugh the planning stage fr reality checks n cst Discussin f design build and cnstructin management appraches A cntractr wh des primarily residential cnstructin might find it t be a large jump MOTION JN, 2 nd WS t enter an agreement t engage the architectural services f Tm Keefe t the extent required t mve the Twn Office prject frward thrugh permitting. Services t be paid frm the Twn Capital Fund. Y-4;N-0;Absent PF Fllw-up discussin t clarify that $590,000 is the budget fr the entire prject including wner s csts. Using a design-build apprach r cnstructin management means the architect s fee needs t be included in the wner s cst whereas it was a respnsibility f the bidding cntractr in the first rund. The actual amunt available fr cnstructin cst needs t be determined and cnveyed t TK. This may have sme bearing n the feasibility f the prject as planned with available funds. This prtin f the meeting clsed at 7:45 PM - Regular SB meeting began immediately fllwing. MOTION WS,2 nd JN t apprve the agenda as presented.

3 3 P a g e S e l e c t B a r d M i n u t e s MOTION WS, 2 nd JN t apprve the minutes f the July 7, 2015 SB meeting. Reprts Highways Tim Thmpsn was unable t attend the meeting. SO relayed Tim s reprt. Requests permissin t rent an excavatr frm Miltn Equipment Rental fr a ne mnth perid $3,000 needed t install apprximately 14 new culverts at varius lcatins twn-wide Miltn Rental ffers t apply lease payment t new purchased if the purchase ccurs within 12 mnths Jeff Slade can attend next SB meeting t explain details if desired Clby Hill prject estimated/actual csts t date Mastersn Excavating $12,400 Brett Sargent Brush & Tree Wrk $1,500 Culverts $3,000 Stne fr ditches $1,000 Estimated ttal t date $19,000 Truchn Bridge Cnstructin and Detur Cnstructin is n schedule Detur speeding cmplaints have subsided nw that it has been in peratin fr several days Tw speed limit signs have been installed but are nt adequate fr speed limit enfrcement Mre may be installed SB is nt unanimus n the necessity f extensive speed enfrcement WS will get pedestrian signs installed Signs indicating that the Gap Rad is pen t the Lng Trail during Warren s cnstructin have nt been installed Truchn s driveway access has been restred Agreed t pst a ntice n FPF re: twn wide speed limit f 35 MPH unless therwise psted. Public Safety SO present a request frm Lincln Sprts, Inc. fr a brief rad clsure n August 1 st fr the annual Hill Cuntry Hliday Parade. The rute will be changed this year due t bridge cnstructin materials and equipment being stred in the usual parade staging area. The rute will take sme frm frm the Twn Office parking lt t the Burnham Hall driveway. Lincln Sprts requests barricades t be prvided by the twn rad crew t cntrl traffic. Barricades can be placed at Weathervane until they are need n the rads. MOTION WS, 2 nd JN t apprve a brief temprary rad clsure n August 1 t accmmdate the annual Hill Cuntry Hliday Parade (Exact details f parade rute t be determined). Twn Office Administrative

4 4 P a g e S e l e c t B a r d M i n u t e s SO reprted that she has fund a cuple new n-cst ptins fr getting her sht gun system back up and running. Her list is t lng t wrk in the new ZIMBRA system prvided by Green Muntain Access. The list has prven t be very effective cnveying imprtant infrmatin t Twn residents. The SB cnfirmed SO s authrity t adjust the assistant Twn Clerk s salary cnsistent with the discussin when the assistant twn clerk was hired and as lng as it is within funds budgeted fr that purpse. The new hurly rate is $14.30/hr. Energy & Envirnment OS reprted that repairs n the ventilatin fans at the wn garage are cmplete. The fans were nt prperly installed and attached t ductwrk allwing misture t enter and leak dwn the inside walls. The cst fr repair was abut $2,000. OS dnated the use f his lift fr the repairs t be made. The nly cst was $ fr Mastersn t transprt the lift. Check Warrants/Orders Apprved Warrants as fllws: AP # 16-4a $12, Diesel $4,000 Backhe Repair $3,900 VTrans Bridge Eng. $1,600 AP # $3, (7/24) Payrll transfer etc. AP # $48, (7/23) Health Ins $6,600 Garage Ventilatin $2,018 Cunty Tax ½ $3,600 Winter Sand $16,700 Crushed Gravel $5,900 Sargent s Tree Svc $4,300 Sheriff s June Bill $403

5 5 P a g e S e l e c t B a r d M i n u t e s PR # $3, (7/18) PR # $3, PR # $3, MOTION OS, 2 nd WS t authrize Rad Freman Tim Thmpsn t rent an excavatr frm Miltn Equipment fr a thirty day perid at a cst nt t exceed $3,000 and t invite a presentatin by Jeff Slade frm Miltn CAT at the August 4 th SB meeting Meeting adjurned at 9:15 P.M Respectfully submitted: Bill Finger [With Sally Ober s ntes n the jint meeting with the Twn Office cmmittee transcribed and made part f these minutes]