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
- 🔹 Invoice Approvals
- 🔹 RECAL Budget Update
- 🔹 AV & Furniture Design Update
- 🔹 Activitas Invoice Clarification
- 🔹 Schedule Update
- 🔹 Design Update & Cost Estimate Review
- 🔹 Road Extension Discussion
- 🔹 Parking & CPDC Compliance
- 🔹 Operational Plan Update
- 🔹 Financial Working Group Formation
- 🔹 Drawing Review Assignments
- 🔹 Pre-Qualification Committee Formation
- 🔹 BidDocs Online Selected
- 🔹 Adjournment
- ✅ Key Outcomes
🏛️ Permanent Building Committee Meeting Summary
📅 Date: September 5, 2025
🕖 Video Start Time: 12:29
📍 Location: Pleasant Street Center & Zoom
👥 Committee Members Present:
- Nancy Twomey
- John Coote
- Greg Steppler
- Kirk McCormick
- Nancy Ziemlak
- Mark Dockser
- Pat Tompkins (Chair)
🔹 Invoice Approvals
🕒 12:29–13:20
- BH+A: Two invoices approved (Invoice #03513.1 and #03513.11)
- Total: \$197,760
- Motion passed unanimously.
🔹 RECAL Budget Update
🕒 13:37–14:45
- Budget reflects newly approved invoices.
- 10% of funds committed, 2% invoiced, 8% remaining balance.
- Project is on budget.
🔹 AV & Furniture Design Update
🕒 14:45–19:04
- AV systems planned for all program rooms; multi-purpose room includes:
- Large screen, wall monitors, sound assist, and hearing loop system.
- AV infrastructure will be included in general contractor bid.
- Furniture budget of \$500,000 based on room-by-room counts using state contracts.
- Furniture procurement will occur later to avoid storage costs.
🔹 Activitas Invoice Clarification
🕒 19:04–25:31
- \$42,792.50 invoice from Activitas is part of RECAL civil engineering and landscape design.
- Not a separate bill; included in BH+A invoice.
- Wetland consultant costs split between Pickleball and RECAL.
🔹 Schedule Update
🕒 25:47–37:58
- Revised schedule includes contractor pre-qualification process.
- Pre-qualification committee to be established.
- Target: Pre-qualified list by early November.
- BidDocs Online recommended for managing pre-qualification.
🔹 Design Update & Cost Estimate Review
🕒 37:58–1:23:05
- DD cost estimate: \$22.179M, \$856K under budget.
- \$1.9M contingency remains.
- Savings due to:
- Elimination of pile foundations
- Reduced escalation and design contingency
- Solar PV System:
- 100 kW system cost: \$295K
- Annual savings: \$16K
- 20-year lifecycle cost: \$312K loss
- Geothermal System:
- Incremental cost: \$1.24M
- 20-year lifecycle cost: \$1.4M loss
- With 30% federal rebate: \$124K loss
- Recommendation: Solar-ready base bid with alternate for solar panels; no geothermal
🔹 Road Extension Discussion
🕒 1:23:05–1:33:04
- Proposed extension of Range Road to Burbank Arena.
- Would improve access and parking.
- Design already included in Activitas scope.
- Recommendation: Include as alternate in RECAL bid documents.
🔹 Parking & CPDC Compliance
🕒 1:33:04–1:38:14
- RECAL short 5 parking spaces per CPDC.
- Islands added to meet Conservation Commission lighting requirements.
- Potential agreement with Burbank Arena for shared parking.
- Discussions ongoing; Select Board approval likely needed.
🔹 Operational Plan Update
🕒 1:38:14–1:44:43
- Presentation given to Council on Aging; Recreation Committee next.
- Draft policies to be reviewed in October.
- Programming includes woodworking, engineering, billiards, and more.
- Community input and surveys planned for Spring 2026.
🔹 Financial Working Group Formation
🕒 1:44:43–1:46:11
- Members: Kirk McCormick, Mike Nazzaro, Kevin, Sharon
- Purpose: Review contracts, amendments, and invoices ahead of meetings.
🔹 Drawing Review Assignments
🕒 1:46:11–1:53:00
- Assignments:
- Specs: Nancy
- Architectural: Nancy
- Structural: John
- Mechanical: Ari
- Civil: Mike
- Comments due by Monday, September 9
- Bluebeam Studio and worksheet provided for markup.
🔹 Pre-Qualification Committee Formation
🕒 1:53:00–2:19:30
- Committee Members:
- Mike Nazzaro
- Dan Chen
- Jayne Wellman
- Joe Huggins
- Joel (BH+A)
- Motion passed unanimously.
🔹 BidDocs Online Selected
🕒 2:19:30–2:20:18
- Cost: \$4,500
- Motion passed unanimously.
🔹 Adjournment
🕒 2:20:30–2:21:15
- Meeting adjourned by unanimous vote.
- Next meeting: October 8, 2025 (second Wednesday due to holidays)
✅ Key Outcomes
- Invoices Approved: BH+A – \$197,760
- Budget: On track; 10% committed, 2% invoiced
- Design: AV and furniture plans finalized; solar-ready design recommended
- Energy Systems: Geothermal rejected; solar to be bid as alternate
- Road Extension: To be included as alternate in RECAL bid
- Parking: Shared use agreement with Burbank Arena in progress
- Operational Plan: Draft policies and programming under review
- Working Groups: Finance and Pre-Qualification Committees formed
- Next Steps: Drawing reviews due Sept 9; pre-qualification process begins
