6/1/2009 PLANNING AND CONSTRUCTION COMMITTEE Minutes

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Mhpee Planning and Construction Committee Minutes of Meeting Held Monday,June 1,2009 Meeting Room Committee Members Present: Steve Cook,Irving Goldberg,Kevin Shaekett, Janice Mills, Sheldon Gilbert,and Joe Krait(arrived 6:36 p.m. Absent: Eugene Smargon,and Tricia Parolski Officio Member). Also Present: Catherine Laurent,DPW Rick Pomroy,Pomroy Associates Helene DeFoe, Library Director Nancy Soderberg—Back-up Liaison,Library Trustees Chairman Steve Cook cal led the meeting to order at 6:3 5 p.m Approval of Minutes Sheldon Gilbert motioned to accept the minutes of the Meeting of May 5,2009;Kevin Shackett'.seconded the motion; and the motion was passed by all in attendance,with Janice Mills abstaining. 4 Libr-ar 1'roj Rick Pomroy provided a written update on the Library project and discussed each item in detail. A copy of the written update is attached to the printed set of these minutes, 0 Rick repeated that we are not seeing a lot of movement now,but things will move in June, 0 Contractor currently in line with construction schedule but we have asked Buffiree to prepare "Make-up Scbedule"to address areas of concern. Rick explained to the Committee that issue is not a serious one. They are looking at window delivery at 4-6 weeks, but Rick would have expected them to have been here by now. The delay was caused by the fact that the original supplier that bid on the project backed out ofthe project and Buie had to go to another supplier. * Rick will be contacting MPLCP for the 0%audit. Architect...Rick advised that firm name of J. Stewart Roberts changed to Johnson Roberts Associates. Rroject e rn a ...Rick provided PCO/Change Order Log,which is attached to the printed set o these ` minutes. Rick was requesting the Committee approve 4 change orders(identified as PC03, 04, 06 and on the log),as well as approving 2 items PCll and PCO 12 once costs for these 2 items is obtained. In reviewing the Change order Log,the Committee asked Rick Pomroy to change the class on PC06 regarding the roofing upgrade to"Design"',rather than classifying it as an"'Upgrade". Rick will make this charge. in addition, it was decided that the Subcommittee would meet with J. Stewart Roberts to let him know that the Committee sloes have a handle on change orders covering design issues. Rick Pomroy again explained to the Committee that one to two percent design change orders is the usual norm in projects and he foresees no problems. Motion: Sheldon Gilbert motioned the Committee moves to approve 4 change orders P o3 4,06, and 08 and additional two items PCO 11 and PCOI 2 when costs come in for P 011 and PCO 12; Irving Goldberg seconded this motion; and Iit was unanimously approved,