WCFD Building Committee Meeting

3 June, 2009

1.  Recap of 27 May, 2009 building committee meeting. 

1. Kent Novak, Richard Holt, Chief Pomfret, Joe Tatro, John Humble and architect Joseph McPhee present. 
2. Based on a unanimously approved motion made by Kent Novak and seconded by Richard Holt, Alhambra’s $276,969 requisition for May was approved contingent upon the making of a correction for the noted price of CP 022 and its signing by architect Joseph McPhee.
3. CP 040 for gravel access to National Grid’s poles remained on hold based on concerns voiced by Joe Tatro and pending further evaluation by Alhambra of its cost basis.
4. The committee voiced its concern regarding the cost over run for Geisser Engineering’s involvement in the project.  The billings to date exceed the estimated budget of $5,000 by $6,000.  JH to investigate.
5. Based on the unanimous approval of a motion made by Kent Novak and seconded by Chief Pomfret, CP 044, $5592.35 for additional concrete work was accepted.
6. Based on a motion made by Joe Tatro to enter into a contract with E. Osterman Propane on the condition that the initially received contract be amended to state a price of FOB plus $0.40 per gallon and a term of five years and seconded by Kent Novak, a vote was taken.  Joe Tatro, Kent Novak, Richard Holt and John Humble voted in favor.  Chief Pomfret abstained.
7. A discussion ensued regarding the epoxy painting design of the apparatus bay floor.  Provided with the length and width measurements of the apparatus and based on input from Chief Pomfret, Joseph McPhee agreed to generate a layout for Alhambra use as a basis of a paint change proposal.
8. JMA will provide a list of companies that service fire alarm and suppression systems and equipment.
9. Alhambra has yet to verify that the plumbing sub-contractor obtained a permit that includes propane plumbing installation.
10. Current prevailing wage affidavits have yet to be submitted by Alhambra.
11. There has yet to be received a written report by JMA (not CEC as previously reported) containing the results of an evaluation of the impact on roof drainage due to the changing of man holes to clean outs.
12. Status of cost impact of swapping carpet/VCT in multipurpose office and multipurpose room pending Alhambra’s review.
13. Kent Novak reported that a $4,234 purchase order had been let to Lee’s Appliance for the kitchen and domestic laundry appliances.  All appliances are in stock and can be delivered within a few days as necessary.
14. Chief Pomfret stated that both he and Deputy Chief Hall will investigate the availability of furniture at venders that deal in used product.  Joseph McPhee suggested Affordable Office Supply as an additional vender of interest.
15. It has been determined that WCFD will provide lockers as part of the furniture procurement effort.  It was agreed that the lockers should be gray, have legs and flat tops as apposed to sloped.  Joseph McPhee suggested GJ Sales as a supplier of additional interest.
16. The mounting location of fire extinguishers was identified on a sketch by Capt. Mann and relayed to Joseph McPhee.  WCFD to provide JMA with extinguisher specifications.
17. JH reported that the kitchen cabinets had not yet arrived on site but the delayed delivery did not present a problem.
18. Some discussion of window treatments, i.e., shades, blinds took place with the recommendation from Joseph McPhee that Ikea mini blinds be considered.
19. Landscaping.  Property line buffer needs, defined seeded areas, plantings and specialty trees/bushes, enhancements to driveway entrance, stonework, etc. Establish schedule for planting.  It was agreed that the fall season is the best time of year to invest in more serious planting but at a minimum, some form of grass should be planted in the disturbed areas ASAP to avoid erosion until the fall.  It was agreed that JMA should provide a directive to proceed with seeding in disturbed areas and develop a plan for distribution of unused topsoil.
20. JH reported that Alhambra has agreed to provide and install the handicap parking signs that were not included in the original scope of work in lieu of the emergency vehicle street signs that are in the scope of work but will be provided and installed at no charge by DOT.
21. JMA is investigating the validity of Canada’s UL rating within the US electrical code in regard to his choice of the building sign light fixture to be supplied by WCFD but manufactured in Canada.
22. Based on a unanimously approved motion made by Kent Novak and seconded by Richard Holt, JMA’s verbally presented $3,037.14 fee for service during the month of May was approved for payment contingent upon JMA’s final verification of amount and receipt by WCFD of a written invoice.
23. Richard Holt recommended that the quality of the water from the well be determined ASAP in order that a decision can be made with regard to any possible need for necessary treatment systems.  JH to contact Lorenson for best plan of action.
24. Chief Pomfret voiced concern regarding the potential trip hazard due to the lift holes in the manhole cover located in the front walkway.  Corrective action if necessary TBD.
25. Because of next week’s schedule for the final concrete work on the site, Joe Tatro agreed to deliver the flag pole bolting assembly ASAP.    
26. Update of station street signage design, availability and cost. Pending.  Determine permitting requirements.  Pending. 
27. The current budget ledger was presented by Richard Holt and reviewed by the committee.  The cost of the project continues to remain on budget.
28. The next building committee meeting is scheduled for 4:45 p.m., 1 June, 2009 at the “ye old” Summit Station.

2. For 1 June, 2009 building committee meeting
   1. For the record, JMA’s May invoice was amended to $3,052 by JMA and submitted for payment.
   2. Alhambra has submitted the prevailing wage affidavits for review.
   3. Status of Geisser Engineering billing investigation. 
   4. Update National Grid service access requirements resulting in CP 040 for $7,402.78.

                                                               i.      Cost of rotten rock vs. bank run gravel.

                                                             ii.      Bank run gravel purchases to date.

5. Status of flag pole bolting template and base construction.  Should pole be on site at this time?
6. Update of VFIS satisfying DOT/PAP liability insurance requirements.  Alhambra also requested to comply.
7. Update investigation into maintenance service program for the fire alarm, extinguishers and sprinkler system that includes exercising the pump periodically.  Possible candidates:

                                                               i.      AAA (fire protection)

                                                             ii.      Shipmans (extinguishers)

                                                            iii.      Security Pro (alarm)

                                                           iv.      Peirce Fire Protection (fire protection)

                                                             v.      Sun Fire Protection (fire protection)

                                                           vi.      Electronic Alarm Systems (alarm)

                                                          vii.      A.S.P. of RI (extinguishers)

8. Cistern appears to be holding water per Capt. Mann.  Pump house in midst of installation.
9. CO2 sensor certification and on going testing plan TBD.
10. Update status of propane plumbing town permitting.
11. Review E. Osterman Propane’s amended contract proposal and possibly accept.
12. Review CP 045, $575 credit for propane regulators to be supplied by Osterman.
13. Review CP 036, ($10,720) credit for guard rail pending design requirement.
14. Phone/PA vender proposal review.

                                                               i.      RI Telephone

                                                             ii.      CTG

                                                            iii.      Affordable Telephone

                                                           iv.      PASS

15. Establish plan to install the station radio antenna and cable.
16. Status of roof drainage review by CEC due to man hole substitution by clean outs.
17. Are strainers available for down spouts?
18. Status of swapping carpet/VCT in multipurpose office and multipurpose room.
19. Discuss requirements for adding painted markings to painted epoxy floor.  Cleaning and staining concerns.
20. Status of plan to relocate generator.
21. Power for well wired to G panel confirmed.
22. Any further action required regarding holes in cover of walk way manhole cover?
23. Status of determining well water quality.
24. Status of furniture proposals. 
25. Establish appliance delivery timing.
26. List fire extinguisher specifications.
27. Status of finish work.
28. Identify items and source of rest room accessories.
29. Window treatments, i.e., shades, blinds plan.
30. Landscaping plan and schedule.  Specifics for trees, plants and ground cover were not included in bid package but Alhambra did carry cost of fine raking and seeding disturbed areas to be covered by loam.  Review CP 046, $3,800 credit for omitting fine raking and seeding of all relative areas except detention pond.
31. Discuss JMA’s proposal for unused top soil.
32. Status of building signage lighting fixture order and installation cost.
33. Bob Rocchio of DOT’s traffic engineering dept. stated that with two weeks notice prior to the stations operation, DOT will install the necessary passive emergency vehicle street signs at no charge.
34. Update of station street signage design, availability and cost.  Determine permitting requirements. 
35. What does WCFD do with five 11’ sections of unused galvanized steel nosing?
36. Review construction progress to date and schedule to completion.
37. Review cost ledger.
38. Discuss and possibly vote upon the above and any other project related business.
39. Set date for future meeting(s).