12/3/2009 PLANNING AND CONSTRUCTION COMMITTEE Minutes

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Dedication,PIaqu ...1 ick Pomroy handed out 2 proposed options provided by 1 Michael.for the dedication plaque. Rick advised that Michael thinks there may be a requirement that the Massachusetts Board of Library Commissioners dedication appear on a separate plaque and, if so,then a separate plaque will be done. The Committee reviewed the 2 proposals namely: Option A(with Town seal)and Option (Upper portion in capital letters). Copies of A and B are attached to the printed set of these minutes: The consensus of the Committee was to use the option A format but the upper portion should be in all capital letters as shown in option B. In addition, spelling of Selectmen and bianna L. Smith to be corrected; and Kevin Shaekett to be added to Committee list. DJ Ellis opted not to be listed on the plaque since he has just joined the Committee and the Library Project is near completion. Extension of Project Manggement Contract...Rick Pomroy submitted a written recommendation to the Committee to extend the Pomroy Project Management for 2 months—January and February 2010--to ensure all components of the project arc completed successfully. A copy of this written recommendation and explanation are attached to the printed set of these minutes. Joyce Mason asked that the Committee in reviewing this extension request consider extending the contract to include March if there is any last minute details then stick would be here to complete thein. Joyce pointed out how instrumental Rick Pomroy has been in all facets of this project and also Joyce said Rene"Read will be leaving as Assistant Town Manager tomorrow so this will be money well spent. .Janice Mills commented that she agrees and that It makes sense to continue with Reek on this project. Motion: Janice Mills motioned to extend the Pommy Project Management Contract through March,if necessary,at the Pomroy monthly billing rate of$16,200; Irving Goldberg seconded the motion;.and it was unanimously approved, Invoices The following 8 invoices were submitted for approval for payment. $533,729.00- Buf 'tree Bldg. Co. 14,912.70–.Johnson Roberts 2 invoices) • 175855.01 –Pomroy Associates 2,212.00–3M 105.00–UTS (testing company) 0 3,268.20–Clean Cut Solutions invoices) Motion: Irving Goldberg motioned that the 8 invoices Presented be accepted for payment;Janice Mins seconded this motion; and it was unanimously approved. _ Friends of the Library ,u The Friends of the Library have asked that this Committee please consider returning the$75,000 donation made by the Friends so that these funds could be used to hire contract employees to help staff the new library facility when It opens. Irving Goldberg commented that the only reason we put in the voltaic panels was because the$75,000 was given for that purpose. Irving said we have a number of people the Town pays to serve as Town volunteers and we should use them and get other volunteers as well. Steve Cook pointed out that there is a good likelihood we"ll get more money than expected from the LEEDS certification and perhaps we could use that excess to return funds to the Friends. Irving Goldberg responded that we're running a budget and that money belongs to the Town: Sheldon Gilbert commented that there is a principle here...we've built a beautiful library and the Friends' inquired whether they could get the funds back because the Friends would like to be able to service the building and provide reasonably full service to the patrons of the library. Shelly said they would hate to have the library open without minimally sufficient staff. Shelly pointed out that this is a unique situation. 2 L .