HomeMy WebLinkAbout2004-04-12 Finance Committee MinutesREQ1 VED
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Finance Committee Meeting READING, MASS.
April 12, 2004 ZOQq JUL -
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The meeting convened at 7:40 p.m. in the RMHS Superintendent's. Conference Room, 62
Oakland Road, Reading, Massachusetts. They were in joint session with the School Committee.
Present from the Finance Committee were Chairman Jim Francis, Vice Chairman Richard
McDonald and Members Paul Bolger, Harold Torman, Robert LeLacheur, Catherine Martin,
Chuck Robinson and Marsie West. Present from the School Committee were Chairman Pete
Dahl, Vice Chairman Carl McFadden and Members John Carpenter and Elaine Webb. Also
present were Superintendent of Schools Pat Schettini, Scott Dunlop and Town Manager Peter
Hechenbleikner.
Scott Dunlop, from AI3, is the Construction Manager for the school projects. He did a
presentation on the spreadsheet for the new elementary school project on Sunset Rock Lane and
projections for the Barrows School project. It appears that there is a "surplus" of approximately
$620,000 on the Sunset Rock School. Based on projections, it appears that there is a "deficit" of
$665,000 on the Barrows School project. We will know precisely what that number is when the
Barrows School project is bid.
Article 13 on the Town Meeting Warrant would allow Town Meeting to reduce the debt
authorization for the new school project, and increase the debt authorization for the Barrows
School project.
Finance Committee Member Chuck Robinson asked if there were any furniture equipment from
Barrows that was reusable. The intent is to move the furniture from the Barrows School to the
new school project this Summer this will avoid storage cost and having to move furniture more
than once. At the end of the project, some of the existing Barrows' furniture may be used at
Barrows or the new school, and supplemented with new furniture for either or both projects.
Finance Committee Chairman Jim Francis asked about eliminating or cutting back on
Technology. Scott Dunlop noted that the Technology infrastructure is included in the project.
The Technology line items for both projects are the "loose technology" and can be added at any
time. School Committee Chairman Pete Dahl noted that the advantage to purchasing is that there
is obsolescence.
Finance Committee Member Bob LeLacheur asked what the renovation at Barrows will include,
and what had to be cut out in order to bring the project in below estimated. It was noted that the
gym will be reduced to a middle school size, the site related work because of reducing the size of
the gym eliminates a walkway and retaining wall, they are leaving the basketball court and not
converting it to parking, they are reducing the scope of plantings, etc. They are using a rubber
membrane roof instead of PVC, they reduced the scope of renovations in the faculty bathroom
and one of the student bathrooms, they are using vinyl the in the cafeteria, and they are keeping
the track lighting there but on the plus side, they are removing all asbestos from the building.
The only change in square footage is in the gym.
Finance Committee Meeting - April 12, 2004 - Page 2
Bob LeLacheur asked if the Sunset Rock School is designed for expansion, and it was noted that
the core facilities are adequate for a larger building if it needs to be added onto at a later date.
Jim Francis asked if the bids on Barrows could come in more than the $600,000 higher than
currently budgeted. If so, what would they do? Pete Dahl noted that the price of steel has driven
cost up but he is hopeful that they will be able to come in within the revised budget. If it is
materially higher, then the School Department would need to look at other options.
Jim Francis asked what would happen if it was materially higher. Pete Dahl indicated that they
would meet and make a decision as to whether or not to re-bid the project or whatever options
they might have.
School Committee Vice Chairman Carl McFadden noted that the contractors know what money
is available and, therefore, hope that they would come in within bids.
Superintendent of Schools Pat Schettini noted that there have been 100 bid packets taken out
including those of sub-bidders, and the size of the project would attract a fair number of bids
because of their DCAM certification. Bob LeLacheur asked if the bidders are committed to the
price even if the steel prices increase, and it was noted that they are.
Chuck Robinson asked if there are any other areas for concern, and the response was that there
are no construction related items other than steel being such an unknown.
Jim Francis noted that the schedule was to take bids on April 30, 2004. It was indicated that they
expect 7-10 general bids. What happens then? Scott Dunlop noted that we look at the lowest
bidder to make sure that they are qualified. We will see how the bid comes in with regard to the
budget. The School Committee will meet on May 3, 2004 and the Finance Committee is
planning on meeting at the same time. The Finance Committee will then meet on the 5th to hear
presentations as to what should happen to this Article.
School Committee Member Elaine Webb noted that the filed sub-bid opening is April 16, 2004,
and we'll have an idea from that as to how the general bids will come in. The filed sub-bids are
generally about half the cost.
Pete Dahl noted that the School Department will try to do the project with the dollars available,
but that the available money was determined a long time ago. They are trying to do the project
that the community wants them to do and has expected.
Pat Schettini noted that the Sunset Rock project is well below the square foot costs allowed by
the Commonwealth of Massachusetts for reimbursement, and the expectation is that Barrows
will also be below the square foot costs.
Jim Francis wanted to know what was saved by a lower cost roof at Barrows and whether there
are quality issues. It was noted that $35,000 was saved and the quality is virtually the same. The
PVC is a little bit more environmental friendly.
Finance Committee Meeting - April 12, 2004 - Page 3
School Committee Member John Carpenter noted that when the bids come if they don't fall
within guidelines, he is not opposed to rejecting the bids. There was discussion about a potential
Town Meeting. Flansburgh has already done a lot of redesign on the Barrows project at no cost.
At approximately 8.30 p.m., the Finance Committee left the Superintendent's Conference
Room and reconvened in the Guidance Room on a motion by Bolger seconded by Torman
and approved by a vote of 8-0-0.
The Finance Committee reviewed Article 7. The Town Manager has given them an update of
material. There is question as to whether or not this fully accounts for snow and ice costs. The
Town Manager updated them on the phone system.
The Town Manager also reviewed the draft Capital Improvements Program. This will be
finished off and ready for the Finance Committee for their meeting right before Town Meeting.
They will be meeting on April 26th at 6:45 p.m. in front of the Auditorium.
On motion by Martin seconded by West, the Finance Committee voted to adjourn their
meetinty of April 12, 2004 at 9:40 p.m. by a vote of 8-0-0.
Respectfully submitted,
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