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HomeMy WebLinkAbout2016-12-13 Bylaw Committee MinutesTown of Reading Meeting Minutes Board - Committee - Commission - Council: Bylaw Committee Date: 2016-12-13 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM kLGLIVED TOWN CL RK READING, Mr,SS. 1011 APP -b P b: I,, Location: Selectmen Meeting Room Session: Open Session Version: Stephen Crook, Jeff Struble, Paul Sylvester Members - Not Present: Chris O'Donoghue Others Present: Town Manager Bob LeLacheur, Executive Assistant Paula Schena, Selectmen Chairman John Halsey, Vice Chairman Kevin Sexton, Secretary Barry Berman, John Arena, Daniel Ensminger, Gregory Stepler, Patrick Tompkins, John Coote, Nancy Twomey, Bradford Congdon, Michael Bean, David Traniello, Bill Brown, Marcel Dubois, John Coote, Tony D'Arezzo, A. J. Jemett Minutes Respectfully Submitted By: Secretary Topics of Discussion: Discuss Permanent Building Committee Bylaw - Joint Meeting with Permanent Buildina Committee and Bylaw Committee and Representatives from the Library Trustees and School Committee - Gregory Stepler called the Permanent Building Committee to order. The Bylaw Committee also called to order. The Town Manager noted that the Permanent Building Committee worked on the cemetery space needs and establishing a formal Permanent Building Committee Bylaw. The first section of the Bylaw is Assessment. The Bylaw needs to be changed so that only three elected Boards can bring them a project. In addition, the Permanent Building Committee can decline an application if timelines cannot be met. The evaluation process would include archive information, site visits, and stakeholder meetings. The formal evaluation would be measured against established metrics. The Town Manager noted that the findings would be reported to all Boards and the Town Manager. They would then get ready for Town Meeting approval. The Town Manager noted that the design phase is next and asked if this is when we appoint temporary members. Gregory Stepler noted that they need to evaluate and get costs, etc. to bring to Town Meeting. They will hire a design consultant, do traffic studies, noise mitigation, etc. to get a conceptual cost. The Town Manager noted that the budget will have $75k for the design period. Barry Berman noted that it is not a project until Town Meeting authorizes. Gregory Stepler noted that the Permanent Building Committee would ask for money to further the design. The Town Manager noted that once it is a real project and funded, the Permanent Building Committee will want to know their role during construction. The Library Building Committee was advisory to the DPW Director and he reported to the Town Manager. Page I 1 Bylaw Committee Minutes - December 13 2016 -page 2 John Halsey noted that we can't ask volunteer Board, Committee and Commission members to take on tasks that they should be paid for. Barry Berman noted that they could vet and make sure we have the best project manager and that the project is iron clad. The Town Manager asked how the Permanent Building Committee could have acted differently with the Library project and Daniel Ensminger noted a better upfront look at options would have helped. Nancy Twomey agreed. Barry Berman noted that the project was already underway when the Library Building Committee was formed. Gregory Stepler noted that they were already down the path of the grant application when the Library Building Committee was formed. They could have done more investigation by speaking with employees. The foundation leaked like a sieve but no waterproofing was incorporated in the plan originally. John Arena noted that the process is the issue that could have disclosed that. Gregory Stepler noted that good record keeping and stakeholder interviews would have helped. Unforeseen conditions drove the budget higher. The Town Manager noted that Facilities had all of the records, but wasn't asked for any of them. John Halsey noted that the work up front never happened. He asked if the Permanent Building Committee will build a manual. Gregory Stepler noted in a sense. They have a flow chart. Every building is custom. It is critical to archive material for future members of the Permanent Building Committee. John Arena asked about the role of the Permanent Building Committee during construction and it was noted not full time management but more like oversight. Gregory Stepler noted that the bylaw requires at a certain value that an OPM be hired, but it needs to be a competent one like the Library project had. Brad Congdon noted that the Permanent Building Committee will want to be part of the prequalification and bid process. Any project over $10 million will be required; under $10 million is up to the Town. He noted that contractors are required to submit financial statements and credit references. The Town can also go outside of what they submit. Barry Berman asked if there is a database on contractors and Brad Congdon noted there is. The Town Manager noted that the Chairman of the Bylaw Committee met with the Permanent Building Committee. Gregory Stepler noted that they took the original language, moved it around and changed verbiage and sent it to the Bylaw Committee. The following issues need to be addressed: clarify associate membership; clarify their involvement; sponsoring agency; application process; establish when the project exists - when Town Meeting approves; when the project exists then have temporary members. The Town Manager asked for the reasoning on when temporary members are added. Gregory Stepler noted that the rationale is to have an objective observation of the project but if they have temporary members then they will not be objective. Nancy Twomey noted that all of the meetings are open and people can attend they just can't vote. The Committee does not want bias from pre -conceived notions. Kevin Sexton asked if designs will be shown at Town Meeting. Gregory Stepler noted that every circumstance has different options. There needs to be an evaluation of each design Page 1 2 Bylaw Committee Minutes - December 13 2016 - ,oaoe 3 with conceptual and conceptual costs. If Town Meeting approves a project the designers will go further and they would want stakeholders at that point. Daniel Ensminger noted that he wants to see language added to the Bylaw on siting by adding ..........."along with siting recommendations of projects." John Arena noted that they should clarify design money and discover money and where the pool of money is. Barry Berman noted that a financing mechanism needs to be added also. Jeffrey Struble suggested putting something in regarding money authorization. He noted that the Bylaw Committee will be meeting with the Permanent Building Committee next month and they will discuss that. Gregory Stepler noted that the Permanent Building Committee is meeting on January 9th so it would be helpful to have a draft from the Bylaw Committee. The Town Manager noted that Town Counsel will also need to approve the Bylaw and get it to April Town Meeting. The Town Manager noted that he will update the School Committee on what was discussed tonight. Both the Bylaw Committee and Permanent Building Committee adjourned at 8:20 p.m. Respectfully submitted, Secretary Page 1 3