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Home My WebLink About2025-02-03 Permanent Building Committee MinutesTown of Reading 0 Meeting Minutes Board - committee - Commission - Council: Date: 2025-02-03 Building: Pleasant Street Senior Center Address: 49 Pleasant Street Purpose: Permanent Building Committee- RECAL Attendees: Members - Present: please see attached Members - Not Present: please see attached Others Present: RECEIVED By Town perk Wof 3:35 pn, Her 19, W25 Permanent Building Committee Meeting Time: 6:00 PM Location: Great Room Session: Version: Final please see attached Minutes Respectfully Submitted By: Brian Hromadka from Turner &Townsend Topics of Discussion: Please see attached Page I ] Froject: Reading Center for Active Living Project No: TTH# HII-2408100 Meeting No: PBC - ReCAL 08 Location: Zoom/Pleasant Street Center (Hybrid) Date: 2025-02-03 @ 6:OOPM Recorded By: B. Hromadka Purpose: Reading Center for Active Living File: 2408100 - A02-00 Attacnmenty Role Call Sheet. Meeting Packet Abhrewadons: BH+A - Bergmann Hendrie + Archetype, Inc. COA - Council on Aging OPM - Owner's Project Manager PBC - Permanent Building Committee ReCAL - Reading Center for Active Learning RDTC - Reading Daily Times Chronicle RCN - Reading Community Television SBC - Killam School Building Committee SD - Schematic Design TOR - Town of Reading TTH - Turner & Townsend HeerV MEETING MINUTES# 08 Atefalies Z.1bi Present Title Rate Farrell TeL a[rick Tompkins PT ® Chair, PBC, TOR ptonhpkins@ctaconstructioncom (781)942-9043 army Twomey Rr 0 Vice Chair, PBC, TOR njlme@comcastnet (781) 942-g043 ohn Coate IC ® Member, PBC, TOR jas.coote@verizon.net (781) 942-9043 regary Stapler GS ❑ Member, PBC, TOR gregory_stepler@yahoo.cum (781) 942-9043 Irk McCormick KM ® Member, PBC, TOR kirk.mccarmick@hotmall.com (781) 942-9043 ancy 2iemlak N2 0 Member, PBC-ReCAL, COA, TOR njzlemlak@gmall.mm (781) 942-9043 ark Oockser MD ❑ Mmber, PBC-ReCAL, Select Board, TOR mark.dockserdicl.reading.ma.us (781) 942-9043 Ichael Nazzaro MN ® Associate, PBC, TOR mpnazzaro@vedzon.net (781) 942-9D43 ri Greenberg AG 0 Associate, PBC, TOR adsgreenberg@gmaii.com (781) 942-9043 nsdss Initials Prw f:anpeJ, (Role) enrsllnelis MK ❑ Town Manager, TOR mkmunelis@readingma.gov (781) 942-9043 lman ]w ® Aso. Town Manager, TOR Jwellman@raadingma.gov (781) 942-6637 od P ]WD ® Community Services Director, TOR Jwood@madingma.gov (781) 942-6672 ns JH ❑ Director of Faci ides, TOR j1huggins@readingma.gov (781) 670-2824 endss InlNa/s Prealnt Con"" "" (ROM) EIIIN/ TN. www tumerandtownsend.cnm Page 11 of 5 www.heerv.com evin Cal, uzzl KC ❑ Assistant Director of Facilities, TOR ktabuzzl@ci.reading.ma.us (781) 942-5492 He Gabdello KG ❑ Director of Operatlors, TOR kgabrlello@readingma.gov (781) 942-6696 oshua Delaune JD ❑ Executive Assistant 7delaune@rcadingma.gov (781) 942-6636 hds Kowaleskl CK ❑ Elder and Human Services Administrator ckowaleskl@readirgma.gov (781) 942-67% adlyn Shapleigh MS 0 Reading Council on Aging shapleigh.marllynegmail.com (781) 942-6794 ran Hromadka Tumer &Townsend Heery (OPM) brian.hromadka@turntown.com (978) 572-6509 huck Adam Turner &Townsend Heery (OPM) chuck.adam@turnWwn.com (978) 500-5435 eter Collins Tumcr & Townsend Heery (OPM) peter.colllns@tumMwn.cam (617) 923-3265 eel Bergmann Bargmann Hendile+ Archetype, Inc. Jbammannobhplus.mm (617) 350-0450 an Chen Bergmann Hendrle+ Archetype, Inc. dchanebhplus.comane Nazzaro JDCC3 Chair, Killam School Bulkling Committee ona.nazzaro@reading.kl2.ma.us b Holmes News EdiWr, ROTC, RCNAdd. O iFN Rah teNMf T" ALD BUSINESS Nry-rtem --- ----- - pmrcn puv are se"eus 05-06 SCHEDULE UPDATE BH O1/24 Closed BH presented an update on the project schedule noting the significant accomplishments over the past few months and the benefits achieved by meeting the April Town Meeting date. Over the past holiday month the team has held over a dozen meetings to further the project on the desired timeline. In response to recent developments, modifications were made to the project schedule, aligning the ReCAL activities with recent design process changes, town approvals and the timing of the Killam project. BH reviewed each stage of the project over the next few months including the key Town approval dates. The proposed schedule changes were coordinated with PBC member schedules. A meeting Is scheduled for 01/15 to finalize dates with the Killam team and the Town, upon which adjustments to the Master Schedule will be made and summary dates distributed to PBC members. PT commended the work of the working groups and consulting firms. 01/21/25: BH presented the updated project schedule. Calendar invites were sent out for all upcoming PBC meetings. A pdf version of the schedule revision workbook will be sent to all PBC members. 02/03/25: BH presented the latest schedule changes Including the change to the March public forum dates and the next steps for the PBC. Updates were distributed to all PBC members. NZ questioned the terminology between the "public forum" and the "coffee and chat". BH noted that both forums would be covering the same information but at different times. wwwAumerandtownsend.corn Page 12 of wwwheeN.com Turner h Townacnd Heery OLD BUSINESS Mty-Ihm Assi9"^�¢nl D4[4n¢¢ 5(aNs The "coffee and chat" will have a more relaxed atmosphere with more time allotted to questions. JW, Pr, JC and BH noted that the next forum (March) will contain cost information and tax impacts (from the Town) and include more time for public questions. NT suggested that Town Meeting Members be invited to the next forum. PT noted that a joint meeting with Killam is also being considered for April. Location for the March forums are still being finalized. MK noted that the meeting times with the finance committee and the select board had been confirmed: Select Board 02/18 presentation and 03/04 vote. finance Committee 03/05 presentation and 03/12 vote. 05-07 COMMUMICATIO S UPDATE JD 02/07 Open KG presented an update on the accomplishments of the communications working group which included updates to the project website, an FAQ section which responds to incoming emails from the website and is managed by town staff, and all ongoing outreach through newsletters and social media. A 2nd public forum Is scheduled for 01/28 at the Pleasant Street Center and will cover facility usage, building design and comparable cost data. A new video Is also being created with additional project updates and a suggestion box is being Installed for those who dont use email. JW noted that a lunch and learn is also being planned for the ReCAL project for the general public. 01/21/25: JD presented an update on the activities of the communications working group. Two suggestion boxes were purchased and will be located at town hall and the pleasant street center. The website was updated with the latest renderings. Social media posts were made for the upcoming public forum. A lunch and learn was also scheduled for 01/30 to enable people to get the same Information during the day. The public forum agenda was reviewed. The group sent materials forthe 2nd video creation and is waiting on the script to review. O1/28/25: Suggestion boxes have been installed. Waiting video script. 02/03/25: No communications update. Waiting on video script. NEW BUSINESS NN -fRm Aulynmen eue DMe 54M 08-01 AILL TO ORDER Closed The meeting was called to order by Pr at 6:01pm 08-02 kOLE CALL Closed Role call was taken by PT. Refer to attached Role Call Sheet. 08-03 DU13LIC COMMENT Closed There were no public comments. www tumerandtownsend mm Page 13 of5 www heerv.com NEW BUSINESS ft-IN. gapnment Due De,! 5.eN 08-04 Closed A motion was made by NT, seconded by JC to approve the meeting minutes dated 01/21/25 and 01/28/25. The motion passed unanimously. Roll Call Vote - See attached Roll Call sheet. ]C clarified that at the 01/14 meeting his question concerning the 6" studs was meant to relate to the Interior walls. 313 noted that interior and exterior walls are currently shown as 6" but the interior walls will be reduced to 4" where possible as the design progresses. 08-05 INVOICE APPROVALS AND BUDGET UPDATE Closed BH presented the current project invoices and an update on the expenses Incurred to date relative to the active project contracts. The Project continues to track with the budget. A motion was made by NT, seconded MN to approve TTH invoice PJIN0042640 in the amount of $11,130.00. The motion passed unanimously. Roll Call Vote - See attached Roll Call sheet 08-06 OU HABILlry UPDATE Closed No update provided. 08-07 Closed No update provided. 08-08 Closed JC questioned how the PBC will determine the project budget. PT noted that the select board provided guidelines based on the anticipated scope and budget established during the feasibility stage. These guidelines Included project costs In the range of $28M with a desire to keep the total budget below $30M. SH noted that setting the final project budget at the end of the schematic design period is appropriate as the site selection, building. design and updated costs need to be balanced Into what is most appropriate for the Town. Costs continue to rise and the PBC needs to weigh the desired scope with current cost impacts to arrive at the most cost-effective solution recommended for the town. PT noted that Items such as the commercial kitchen are an example of cost vs scope decisions that were brought up during the design review. JB noted that both the kitchen and the generator are included to be able to operate the facility as a shelter during emergencies. JB asked about the decisions related to sustalnability. AG noted that some sustainablllty items are more heavily Impacted by maintenance and operating decisions as an energy model wa not yet available for review. JB noted that while a full energy model was not yet available, BH+A had Ilfe cycle cost information from prior projects that could be shared. BH noted that the goal is to be able to set a budget based on all known information to date, knowing that some of the design decisions will still be finalized during the design development period. A contingency is being carried In the project budget that covers www.tumerandtnwnsend com Page l4 of 6 www.heery.com NEW BUSINESS wro-mm Aslpnmen oue are .ua��: some of the increases and decreases related to these final decisions. Setting an appropriate budget now (Including contingencies) will allow the Town to vote on the execution o the project, which will fund the further design stages and enable the final design decisions to be based on feedback from lifecycle costs and a building energy model. BH, PT and AG agreed that these studies will be conducted at the onset of the design development period to allow finalization of system selections prior to creating In depth drawings. JC noted that too much analysis can overcomplicate the project and that following the recommendation of the design professional can be an effective way to reach a decision. PT summarized the present progression of activities noting that the 02/11 meeting will have the reconciled cost estimates along with a list of design decisions that need to be made at this stage. These will be discussed with the decisions forming the establishment o the project budget by the 02/18 meeting. BH requested that any questions related to the preliminary cost estimates can be forwarded to him for review during the reconciliation process. JB clarified that the reconciliation process involves a meeting in the middle of the estimators and not any changes to the scope of the project. 08-09 UPDATE TO SE ECT BOARD Closed A ReCAL update to the Select Board will be made at their 02/04 meeting. Presentations will be made on overall progress of the project and the most recent data on costs that show the project tracking below the $30M mark. O8-10 AD30URNMENT Closed motion to adjourn was made by NT and seconded by MN. A role all vote was taken. The meeting adjourned at 6:45 pm. "A Me 9: February 11th (Hybrid) END OF MINUTES. The *Ww wmmar Wmer 6 Townse,M HxryY mtery viaMn of fte dls[ussny, arM Je[lzmns reaChed duHW MK m Inq. Ad S of wrre[ S mps[ w wbm~ in wr lm e, Me auMa• wlMin mree ee s orr ept oMerw/ , Me mInures wiYRtnd as wr/[ , "w,turnerindtownsend.com PageJW5 ,u. a.. Projsa: Project No: Meeting No: Location: Data: RemNe f By: Purpose: P11e: Reading Center for Active Living TTH# HII-2408100 PBC - ReCAL 08 Zoom/Pleasant Street Center (Hybrid) 2025-02-03 0 6PM B. Hromadka Reading Center for Active Living 2408100 - A02-00 ROLE CALL VOTE SHEET PRr:ATTFMDEES _ -- V!1 .2 va.) vd.1 1 .ms .6 w.r Nre w.9 PaWck Tompkins - Chair J J J J Nancy Twomey -Vice Chair J J J J Jahn Code- Member J J J J Gregory Stapler - Member NPV NPV NPV NPV Kirk McCormick - Member J J J J Nancy Ziemlak-Member J J J J Mark Dockser- Member NPV NPV NPV NPV aelNamm-Associaw, J J J J 'I Greenberg - Associate J J J J vote RWICall Vote 2 Approval of meeting minutes from 01121/2025 and 0112812025 Vote 2 Approval of TTH Invoice PJIN0042640 Vote 4 Adjournment J - is a YES vole NPV is Not Present for Vole AB Is Abstained