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HomeMy WebLinkAbout2004-04-12 School Committee Minutes - Finance Committee1. ~1 READING SCHOOL COMMITTEE n Reading, Massachusetts' Joint Session with the Finance Committee A Drl I2; 2004 Chair Dahl called joint meeting to order at 7:35 p.m. in the Superintendent's Conference Room. Present were Pete Dahl, John Carpenter, Lisa Gibbs, Carl McFadden, Elaine Webb and Robert Spadafora. James Francis called the FinCom to order at 7:36 p.m. Present were James Francis, Catherine Martin, Robert LeLacheur, Richard McDonald, Charles Robinson, Harold Torman, Paul Bolger and Marsie West. Andrew Grimes was not present. Chair Dahl stated that there were a few routine matters to take care of and then there would be a presentation of the budgets for the two elementary school building projects. BIILS AND PAYROLLS Bills and Payrolls were circulated for signature. CITIZEN'S INPUT There was no citizen input. Chair Dahl stated that the Superintendent's Report would be given later. UPDATE ON TWO ELEMENTARY BUILDING PROJECT BUDGETS Scott Dunlap from AA gave a presentation on the building budgets of the two elementary schools. Mr. Dunlap wanted the FinCom members to understand why the School Committee is supporting Article 13. The School Committee spent a considerable amount of time reviewing the building budgets in the later part of 2003. Mr. Dunlap explained the seven budget categories of spending. The seven categories are updated monthly with the expenses. He pointed out the focus tonight was the budget numbers and not the actual costs. If all the budget categories were spent out, the total cost would be $10,980,668.90. The total amount approved for the project is $11.6 million. Catherine Martin asked what types of items are in the contingencies? Mr. Dunlap stated that change orders would be included in the contingencies. Mr. Bolger asked if we would use the rest of the contingency fund. Mr. Dunlap stated that there could be other unforeseen contingencies, but go back to the technology line of the budget any unused con ingG ,cyl'u ds Joint Session with the Finance Committee -2- April 12,_2004 Mr. Dunlap went on to review the budget items for the Barrows Project. They are trying to keep costs low without compromising the school. Some adjustments have been made to the budget. In three weeks we will have the General Contractor cost figure. Mr. Robinson asked if any of the furniture and equipment currently at the Barrows School would be saved? Mr. Dunlap explained that all the existing furniture at Barrows would be moved with the students to the new school, saving on storage costs. Mr. Bolger asked if the same theory would apply to the library contents. He was told that at the end of the two construction projects all items would be reviewed to determine what needs to be purchased. Mr. LeLacheur asked what types of budget items in the Barrows School project were removed or modified? Mr. Dunlap assured him that education would not be compromised. There was a modification to the walkway and retaining wall around the gym. There was a slight reduction in the gym size. There was a reduction in scope of the site walls and paving. The basketball court is not being converted to a parking area. The roof would now be a rubber membrane roof. Some tiles were changed from porcelain to a vinyl composition tile. None of the changes to the construction budget compromise education. The cost to remove all the asbestos from the whole building was added. Mr. LeLacheur asked if the new school could be added on to in the future. The answer was yes that it could. Mr. Francis asked if the General Contractor bids could come in higher than anticipated? Mr. Dunlap stated if the bids came in higher, all options would have to be reviewed. Chair Dahl stated that the contingency for this project is nine percent, which is four percent higher than usual. If the Barrows bid comes in higher, we would have to consider other funding mechanisms or re-bidding the project. Mr. Dunlap stated that there has been an unprecedented increase in steel prices in the last six weeks. Mr. Schettini stated that there are more Contractors qualified to bid the Barrows project than the high school project. Mr. LeLacheur asked if the Contractor who was awarded the high school project has to honor the increased steel prices. Mr. Dunlap stated they have to honor the price they have committed to. Mr. Robinson asked if there were any other increased price areas other than steel? Mr. Dunlap said no. Joint Session with the Finance Committee -3- Anri112. 2004 Mr. Spadafora asked how many sets of plans were picked up. Flansburgh Associates has to date given out 100 sets of plans and specifications for the Barrows Project. Mr. Dunlap stated there was considerable interest in the project. The filed sub bid costs account for about half of the total project cost. Mr. Dunlap stated the filed sub bids are due April 16, 2004 with the General Contractor bids due on April 30,2004. They expect approximately seven to eight General Contractor Bids. Chair Dahl stated that the budget for the Barrows project was set September 21, 1999. A lot has changed in four and one half years. Mr. LeLacheur asked how we saved money at the new school. Mr. Dunlap stated that we saved money on bid day with the General Contractor Bid carne in lower than anticipated. Mr. Francis asked how much money was saved by changing the type of roof at the Barrows School. Mr. Dunlap stated there was a $35,000 savings by changing the roof from a PVC roof to a rubber membrane roof. There is no negative impact on the quality of construction. Mr. Francis expressed his concern about the time frame. Chair Dahl stated that a cost overage would definitely delay the project. Mr. Carpenter stated he was not afraid to rescope the project and to deny bids. Mr. Francis stated a Special Town meeting is not out of the question. Chair Dahl stated the bids expired after thirty days. Mr. Spadafora stated that we have already been proactive. We have rescoped the project already. We have streamlined as much as possible. The FinCom asked Mr. Hechenbleikner if they were posted for May 5, 2004. He told them they were posted. It was stated that the School Committee needed to post for May 3, 2004 at 5:30 p.m. ADJOURN Chair Francis moved at 8:40 p.m. to relocate the FinCom meeting to the high school guidance office. Joint Session with the Finance Committee 4- April 12, 2004 Chair Dahl called the School Committee back to order at 9:10 p.m. He stated the purpose of the recess was for the Superintendent to review the wording of a motion with Town Counsel. Ms. Webb moved to reaffirm support of Spring Town Meeting Warrant article #13 for the purpose of raising by borrowing the necessary funds for the purpose of constructing an addition, remodeling, reconstruction and making extraordinary repair to the Alice M. Barrows School as outlined in the Superintendent's memorandum of January 22, 2004 with a modification to insert emergency preamble wording by Town Counsel and the Town Finance Director. Mr. Spadafora seconded the motion. The vote was 6-0 Mr. Dahl, Mr. Carpenter, Mrs Gibbs, Mr. McFadden, Ms. Webb and Mr. Spadafora OLD BUSINESS Robert Peirce from Flansburgh gave an update on the new elementary school stating that things were moving along quickly. At the end of March the project was 63% complete. There was discussion concerning the basketball court. The width is the same as a middle school gym. The length will be longer than a middle school gym size. There will be no bleachers. The Committee by consensus determined the position of the court is fine. Mr. Peirce gave an update on the Barrows Project. There was a pre-bid conference last Friday with fifteen attendees. Chair Dahl asked about the nature of their questions. Mr. Peirce stated that the questions ranged from plumbing to hazardous materials. Three addenda have been issued to date, none of which will affect the bid date. SUPERINTENDENT'S REPORT The Superintendent stated they are moving ahead with the May 1, 2004 ground breaking for the high school project. Keith Hoffses from The Design Partnership of Cambridge gave an update presentation on the high school building project. He stated nine General Contractors picked up plans and three General Contractors bid the job. One bid was the teaming together of two General Contractors in a Joint Venture. The apparent low bidder was TLT Construction, Inc. Mr. Hoffses stated he reviewed the TLT file at Division of Capital Asset Management, they had a rating of 89 points. Chair Dahl stated there was a successful collaboration with TLT at Parker Middle School. Joint Session with the Finance Committee -5- Aril 12, 2004 Chair Dahl asked why there was a 4.5% contingency instead of a 4% contingency. Mr. Hoffses stated there is ledge on the site and there is a beehive of utilities that crisscross the site. Ms. Webb moved that the School Committee hereby vote to award the General Contract for the Reading Memorial High School Building Project to TLT Construction Corporation of Wakefield, Massachusetts in accordance with their bid documents submitted to the School Committee. Mr. S adafora seconded the motion. The vote was 6-0. Mr. Dahl, Mr. Carpenter, Mrs Gibbs, Mr. McFadden, Ms Webb and Mr. Spadafora Ms. Webb moved that the School Committee authorize the Chairman of the School Committee, with the Superintendent of Schools, the Architect and Proiect Manager for the High School Building Proiect and Town Counsel to proceed with the preparation of a General Contract with TLT Construction Corporation, Inc of Wakefield, MA for the Reading Memorial High School Building Proiect in the amount of $44,492,700 plus Add Alternate #1, for the second svnthetic plavin field at a cost of $379,000 and it is herebv further moved that upon completion of the preparation of such a contract, the Chairman of the School Committee is authorized to ezecute such contract with TLT on behalf of the School Committee. Mr. Spadafora seconded the motion The vote was 6-0. Mr. Dahl, Mr. Carpenter, Mrs Gibbs, Mr. McFadden, Ms. Webb and Mr. Spadafora Mrs. Gibbs stated that she was in support of synthetic playing fields in Reading. The whole community would benefit. Ms. Webb stated that the $379,000 is a good deal, no doubt, but it is money we do not have. Mr. Spadafora stated that he had reservations about supporting Add Alternate #1 after reducing technology. He would hate to sacrifice technology for a field. The new field has irrigation on the original plans. He would like to stay the path. Mr. McFadden stated the need for fields. Regular grass would quickly turn to mud. There is no time for the grass to grow. The Town would save thousands of dollars on water with a synthetic field and there would be no costs associated with mowing. If the cost were spread over five years it would be approximately $76,000 per year. There would have to be different funding mechanisms. Chair Dahl stated that the field at Coolidge Middle School has irrigation and it is not in good shape because it gets too much use. These are community spaces. If we do not vote on the Add Alternate #1 tonight we will not have the opportunity again. Joint Session with the Finance Committee -6- April 12, 2004 Ms. Webb stated there are class-size issues and maintenance issues at the schools. She asked what the cost of the press box would be. Mr. Hoffses stated the press box would cost $300,000. Mr. Spadafora would be more comfortable coming back after the Barrows Bid opening April 30, 2004. Chair Dahl stated that if we do not vote tonight the cost of the synthetic field in the future would be $600,000. Mr. Dunlap stated that we do not have the opportunity to award the contract without the Add Alternate #1. Mr. Spadafora moved to enter into Executive Session for the purposes of contract negotiation, to return to regular session. Ms Webb seconded the motion. The vote was 6-0. Pete Dahl, Lisa Gibbs, John Carpenter, Carl McFadden, Robert Spadafora and Elaine Webb. At 10:58 Chair Dahl called the regular session back to order. Ms. Webb moved that the Add_ Alternate #1, for the second svnthetic slaving field at a cost of $379,000 in the bid specifications for the General Contract for the Reading Memorial High School building project be accepted and included in the General Contractor's scope of work for such project. Mr. Spadafora seconded the motion The vote was 5-1. Mr. Dahl, Mr. Carpenter, Mrs. Gibbs, Mr. McFadden and Mr. Spadafora with Ms. Webb voting a a inst. The Superintendent explained that he is beginning to do year-end accounting of the FY04 Budget and at this time is requesting that he be authorized to transfer $100,000 from regular day to school maintenance to address issues including water heater replacement at Killam and Parker, preventative mold remediation at Birch Meadow and Coolidge, snow guards at Birch Meadow and Killam etc. Ms. Webb moved to authorize the Superintendent to transfer $140,000 from the regular day portion of the FY04 budget to the school maintenance portion of the FY04 budget. Mr. Spadafora seconded the motion The vote was 6-0 Mr. Dahl, Mr. Carpenter, Mrs. Gibbs, Mr. McFadden, Ms. Webb and Mr. Spadafora ADJOURN Mr. Spadafora moved to adiourn. Ms. Webb seconded the motion The vote was 6- 0. Mr. Dahl, Mr. Carpenter, Mrs. Gibbs, Mr. McFadden, Ms Webb and Mr. Superintendent of Schools