Below is a summarized version of the Permanent Building Committee meeting, organized by timestamps and speakers, focusing on key points raised during the discussion in Reading, Massachusetts. This summary condenses the discussion into major themes, speaker contributions, and decisions, avoiding excessive detail while retaining the essence of the conversation. Timestamps correspond to the video linked at the bottom.
Contents
Meeting Overview
Meeting Date: Wednesday, May 28, 2025
Start Time: 7:00PM
Format: Hybrid (in-person at the Pleasant Street Center and Zoom)
- Purpose: Convene the ReCAL Building Committee to discuss project progress, introduce the new project manager, approve minutes and contracts, and review the budget and schedule for the senior center project.
- Key Attendees: John Coote, Nancy Twomey, Greg Stepler (online), Kirk McCormick (online), Mike Nazzaro, Nancy Ziemlak, Mark Dockser, Pat Tompkins (chair), Chuck (TTH), Peter Collins (TTH), Mark Stafford (new project manager, TTH), Joel (BH+A), Karen Shi (Council on Aging chair). Ari Greenberg was absent.
Project Milestone
Congratulations and Project Milestone Acknowledgment (5:25 PM – 6:46 PM)
- Speaker: Pat Tompkins
- Details: Pat congratulated the team for successfully passing the town meeting and vote, acknowledging the contributions of consultants (Joel, BH+A, Harry), committees (ReCAL, Council on Aging), and town staff (Josh, Katie, Jayne, Matt, Jenna). Emphasized the community support and excitement for the project, noting the responsibility to move forward effectively.
- Outcome: Recognition of the project’s progress and team efforts, setting a positive tone for the meeting.
New Project Manager
Introduction of New Project Manager (6:53 PM – 11:55 PM)
- Speakers: Chuck, Mark Stafford, Mark Dockser
- Details:
- Chuck introduced Mark Stafford as the new project manager from Turner & Townsend Heery (TTH), highlighting his qualifications and long-term collaboration with the team.
- Mark Stafford shared his background: over 20 years as an architect (Tappe Associates, Shepley Bulfinch), experience with public projects (schools, libraries, senior centers), energy efficiency work with National Grid, and project management (e.g., Bristol Agricultural High School, Stoneham High School).
- Mark Dockser questioned Stafford’s experience with senior centers. Stafford noted limited direct experience with new-build senior centers but familiarity through library projects with aging centers and commitment to researching local projects.
- Outcome: Mark Stafford was welcomed as the new project manager, with assurances of his commitment to understanding the project’s unique needs.
Public Comment
Public Comment (16:34 PM – 17:51 PM)
- Speaker: Karen Janowski (Council on Aging chair)
- Details: Karen welcomed Mark Stafford, emphasized the Council on Aging’s role, and expressed hope that the project would continue to think “outside the box” to meet community needs. Noted four Council on Aging members present and two online, including one from the nearly completed Libby Senior Center.
- Outcome: Reinforced the Council on Aging’s involvement and commitment to the project’s success.
Meeting Minutes
Approval of Previous Meeting Minutes (17:59 PM – 19:18 PM)
- Speakers: Pat Tompkins, Peter Collins, Committee Members
- Details: The committee reviewed and approved the previous meeting’s minutes. Peter confirmed that the minutes follow a standard, clear format used across TTH projects for transparency.
- Outcome: Motion to accept minutes passed unanimously via roll call vote (John Coote, Nancy Twomey, Greg Stepler, Kirk McCormick, Mike Nazzaro, Nancy Ziemlac, Mark Dockser, Pat Tompkins).
Invoice Approval
Invoice Approval (19:18 PM – 20:08 PM)
- Speakers: Pat Tompkins, Peter Collins
- Details: No new invoices were presented for approval at this meeting, as previous invoices were already approved. Peter noted that all invoices had been submitted and approved earlier that day.
- Outcome: No action required; noted as a cost-efficient meeting.
Budget Review
Budget Review (20:08 PM – 57:04 PM)
- Speakers: Pat Tompkins, Peter Collins, John Coote, Mark Dockser, Kirk McCormick
- Details:
- Peter presented a new budget format, based on TTH’s standard template, offering detailed tracking of costs by category (e.g., OPM, architect, contingencies). The budget is based on the original $27.9 million allocation, with placeholders for items like legal fees ($5,000) and contingencies.
- John Coote questioned the validity of budget numbers, to which Peter clarified that they were extracted from the prior budget without critical re-analysis but would be adjusted as contracts are finalized.
- Discussion on contingencies: construction contingency (row 152, $21,947,000, including design contingencies) and owner’s contingency (row 208, $800,000) for unforeseen costs like additional furniture or computers.
- Mark Dockser requested an Excel version of the budget for reconciliation and a comprehensive review of all project costs (e.g., commissioning, move management) to identify gaps and town resource needs.
- Peter and Chuck committed to conducting a risk analysis with Joel to identify unknowns and ensure budget alignment.
- Outcome: Committee approved the new budget format for its transparency and detail. Peter agreed to provide an Excel budget and conduct a risk analysis. A progress-to-budget column was suggested for future updates.
Contract Amendments
Contract Amendments for TTH and BH+A (1:01:43 PM – 1:19:06 PM)
- Speakers: Pat Tompkins, Mark Dockser, Nancy Ziemlac, Kirk McCormick, Peter Collins, Chuck
- Details:
- TTH Amendment: Lump sum of $845,857 for OPM services through the project’s life. Mark Doer questioned general liability limits (1M/3M), which TTH confirmed as standard per the town’s contract. Kirk McCormick noted TTH’s financial backing (via CBRE) ensures coverage. Committee requested financial statements for TTH.
- BH+A Amendment: Lump sum of $1,832,000 for basic services and $84,000 for reimbursable expenses. Mark Doer inquired about subconsultant changes (Activitas added for civil/landscape due to pickleball integration). Joel confirmed subconsultant costs are not itemized in municipal contracts but monitored monthly.
- Nancy Ziemlac asked about amendment differences. Pat clarified that BH+A’s amendment only adjusts value, while TTH’s adds scope beyond schematic design.
- Outcome:
- Motion to approve TTH amendment ($845,857) passed unanimously, with recommendation for Matt Nellis to execute with potential minor modifications.
- Motion to approve BH+A amendment ($1,832,000 + $84,000) passed unanimously, with similar execution recommendation.
Schedule Discussion
Schedule Discussion and Future Meetings (1:19:06 PM – 1:58:03 PM)
- Speakers: Pat Tompkins, Joel, Josh, Nancy Ziemlac
- Details:
- Joel outlined critical schedule constraints: site drawings needed by July 7 for August 11 Planning Board meeting and July 9 for Conservation Commission. A July 2 meeting was proposed to review drawings.
- Key design decisions include: modular partition ($65,000-$75,000, requiring structural and HVAC adjustments), fitness room location (first vs. second floor), and access control for gym/lounge separation.
- Fitness room location was debated, with concerns about accessibility for seniors (first floor preferred) vs. programmatic benefits (second floor near rec offices). No decision was made; input from town staff (Jane, Jenna, Chris) requested before July 2.
- Nancy Ziemlac raised concerns about aligning design with programming needs, noting limited insight into planned activities. Pat agreed to add an operations study update to the July 2 agenda.
- Future meetings proposed for the first Wednesday of each month (next meeting: July 2, 2025), with subcommittees (e.g., design, Council on Aging) meeting as needed. Meetings will typically be in-person at 6:00 PM with Zoom options.
- Outcome: July 2 meeting confirmed to review site drawings and discuss key decisions (partition, fitness room, operations). Meeting schedule set for first Wednesdays, with flexibility for subcommittees.
Key Outcomes
- Project Manager Introduction: Mark Stafford introduced as TTH’s new project manager, with relevant experience and commitment to learning senior center specifics.
- Minutes Approved: Previous meeting minutes unanimously approved.
- Budget Format Adopted: New detailed budget format approved, with Excel version and risk analysis to be provided.
- Contracts Approved: TTH ($845,857) and BH+A ($1,832,000 + $84,000) contract amendments unanimously approved, pending minor modifications by Matt Nellis.
- Schedule Set: Next meeting on July 2, 2025, to review site drawings and key design decisions. Monthly meetings scheduled for first Wednesdays.
- Action Items:
- Peter to provide Excel budget and unbake contingency details.
- Joel to prepare site drawings for July 2 review and coordinate with town staff on fitness room and partition decisions.
- Operations study update added to July 2 agenda.
- TTH to provide financial statements to confirm financial backing.
