Lyme Town Center Planning Committee Meeting

Town Campus Center Building Committee Meeting Lyme Town Hall October 2, 2014 5:00 P.M. – 7:00 P.M. Meeting Minutes

The meeting was called to order at 5:03 P.M.

Meeting Attendees: Mac Godley, Dan Hagan, Dick Lightfoot, Chuck Lynch, Steve Mattson, Alan Petri, and Dave Tiffany, Linda Windsor, Town Clerk, Teresa Conley, Library Director, Mike McNaboe, EBI Project Manager, Bill Denow, and Mary Ann Kistner also attended.

Mr. McNaboe reviewed construction progress to date. The final Fire Marshall inspection of the Library is scheduled for Monday with plans to open on Tuesday. Progress continues in the Meeting Room. The final repairs on the tin ceiling are working. Light fixtures, flooring, and exterior paint are also working. Expected completion is mid- October. Plans are being developed to remove the temporary trailer in front of the Town Hall so work on the entrance and stone walls can begin. Final paving is planned for October 13; this is Columbus Day and both the Town Hall and Library will be closed.

Mr. Mattson reviewed the updated Spending Review with the Committee. (See the spending summary attached.) Overall, we have spent $3,963,751.48. This is 78% of the total project of $5,080,000. The Owner contingency is $207,053. At tonight’s meeting, however, the Committee will be asked to review and approved several Change Orders.

The Committee reviewed and approved the following Change Orders to be funded from the Contingency Budget:  Mr. Tiffany made a motion, seconded by Mr. Lightfoot to approve Change Order 091-R1 for $16,218 to install the wall bracing in the Town Hall Meeting Room. The motion passed unanimously.  Mr. Godley made a motion, seconded by Mr. Lynch, to approve Change Order 095-R1 for $30,608 to correct the unsuitable soils found by the Library and Town Hall. The motion passed unanimously.  Mr. Lightfoot made a motion, seconded by Mr. Godley, to approve the Change Order 104 for $9,860 to install heat detectors and lights in the Library attic and Town Hall attic. The motion passed unanimously.  Mr. Lynch made a motion, seconded by Mr. Petri, to approve the Change Order 111 for $22,256 to install the walkways to the Library VRV units. The motion passed unanimously.  Mr. Lynch made a motion, second by Mr. Godley, to approve Change Order 115 for $10,404 to build the Town Hall stone walls. The motion passed unanimously.  Mr. Godley made a motion, seconded by Mr. Lightfoot, to approve Change Order 093-R1 for a not to exceed amount of $14,708 for the Town Meeting Room exterior door. The motion passed unanimously.  Mr. Lynch made a motion, second by Mr. Petri, to approve Change Order 114 for $17,494 to install the Library stone walls and patio. The motion passed unanimously

1 Mr. Mattson reviewed the pending Change Orders and remaining contingency. (See the Summary attached.) Worst case remaining contingency budget would be $23,730.

Mr. Godley reported on his review of carpeting for the Meeting Room. He recommended two broadloom carpets: one under the large Committee table and chairs and a second for the audience chairs. The second rug would be sized to show a 3-4’ section of the finished oak floor around the boarder. No action was taken. The Committee will monitor noise levels in the Meeting Room prior to taking additional steps.

At 5:40, Mr. Petri made a motion, seconded by Mr. Godley, to adjourn the Meeting. The motion passed unanimously.

2 Town Campus Center Building Committee Spending Review - Paid to date Budget FY '13/14/15 Pre FY '13 Total % paid

GMP * (see EBI Project Buyout) 3,902,535

Change order accumulation 264,865

EBI control 4,167,400 3,379,341.60 - 3,379,341.60 81%

Architect (etc.) fees 300,284 79,575.91 189,179.10 268,755.01 90%

Civil engineer 23,000 5,133.25 15,200.00 20,333.25 88%

Interior design fees 27,816 13,113.75 - 13,113.75 47%

IT consultant 30,000 14,237.50 6,432.86 20,670.36 69%

Reimbursable expenses 3,000 1,644.49 663.71 2,308.20 77%

Tuthill & Wells control 384,100 113,704.90 211,475.67 325,180.57 85%

Soil borings & reports 4,000 - 4,000.00 4,000.00 100%

Hazmat consultant 5,346 - 5,346.00 5,346.00 100%

Engineering (metcalf) 2,463 2,462.89 - 2,462.89 100%

Advertising 165 - 165.30 165.30 100%

d Historic preservation consultant 3,507 3,125.00 381.59 3,506.59 100% e t e

l p Builders risk insurance 2,052 2,052.00 - 2,052.00 100% m o c Moving expense - Vault 4,475 4,475.00 - 4,475.00 100%

Book drop & misc. 2,253 2,253.38 - 2,253.38 100%

Printing 1,323 - 1,322.92 1,322.92 100%

Structural inspections 3,278 3,277.50 - 3,277.50 100%

Soil & concrete testing 8,565 8,565.50 - 8,565.50 100%

FF&E - Town Hall 66,985 59,316.54 - 59,316.54 89%

FF&E - Library 155,440 70,845.62 - 70,845.62 46%

IT - Town hall 58,992 40,146.23 - 40,146.23 68%

IT - Library 62,460 24,881.52 - 24,881.52 40%

Moving expense - Town Hall 7,000 5,062.63 - 5,062.63 72%

Moving expense - Library 17,980 - - - 0%

Fireplace propane 1,000 1,037.95 - 1,037.95 104%

Signage - Library 5,000 - - - 0%

Signage - exterior 2,401 - - - 0%

Appliances 6,000 2,315.09 - 2,315.09 39%

Window coverings 10,965 3,693.44 - 3,693.44 34%

Meeting hall lighting etc & Misc 6,967 8,563.21 - 8,563.21 123%

State audit & legal 5,940 5,940.00 - 5,940.00 100%

Soft costs 444,557 248,013.50 11,215.81 259,229.31 58%

Owner contingency 83,943

Owner control 528,500 248,013.50 11,215.81 259,229.31 49%

$ Total project cost 5,080,000 $ 3,741,060.00 $ 222,691.48 $ 3,963,751.48 78%

Bid alternatives disposition - still open $ Alternatives included in GMP budget: 17,914 #4 - Ballfield/track $ 34,000 #8 - Old Library demolition $ (17,000) #9 - Alternate HVAC $ Alternatives approved: 8,674 #2 - Library glass wall (1/2/14) $ Alternatives to be decided: 35,566 #3a - Stonework at Libray $ 7,513 #3b - Stonework at Town Hall $ Alternatives rejected: 53,954 #1 - Library generator and transfer switch $ 98,376 #5 - Library foam insulation $ 34,245 #6 - Library dumbwaiter ? #7 - Town Hall shutters

4 Contingency Review Present $ contingency 208,583

Approval required PCO # Title Amount

90 Connect curbing 1,627 91-R1 Reenforcement of church walls 16,218 95-R1 Driveway unsuitable soils 30,608 104 Heat detectors & lights in library attic 9,860 111 Library attic access 22,256 112 Deleted HVAC covers in vestibule - credit (1,050) 115 Town Hall stone walls 10,404 119 Cobblestones 306 88,602 Future approvals 52 93-R1 Church door/transom 14,708 108 Deleted sidelite - credit ? - 110 Exterior covers for electric service ? + 114 Library patio/wall 17,494 118 Meeting Hall ceiling/lighting changes ? + 32,202

$ Remaining contingency 87,779

Negotiations with EBI 2-R2 Town Hall septic changes 231 29-R1 Top soil (1,866) 60-R1 Exterior door hardware 14,571 106 General conditions - church 15,864 117 Site contracor change 7,618 36,418

Subcontractor claims - EBI should make go away 64 Library foundation 3,611 65 Library footings 2,787 116 Added concrete at Town Hall 1,917 120 Concrete claims 17,786 26,101 62,519

5 $ Worst case contingency remaining 25,260