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
🏗️ Permanent Building Committee Meeting Summary
📅 Date: November 5, 2025
🕖 Time: ~1hr28min
📍 Location: Pleasant Street Center and Zoom
👥 Committee Members Present:
- Nancy Twomey
- Greg Steppler
- Kirk McCormick
- Mike Nazzaro (voting in place of John Coote)
- Nancy Ziemlak
- Mark Dockser
- Pat Tompkins (Chair)
- (John Coote and Ari Greenberg were absent)
🔹 Approval of Minutes
🕒 8:17–13:03
- October 8, 2025 minutes approved with amendment to include Karen Herrick as an attendee.
🔹 Project Schedule Update
🕒 13:03–16:01
- 90% Construction Documents issued October 31; review due by November 14.
- Bid phase begins December 15; bids due January 16, 2026.
- Construction start anticipated for February 2026.
🔹 Budget Update
🕒 18:26–31:52
- Budget remains unchanged.
- 10% committed, 4% invoiced, 90% of funds remain.
- Clarified timing and process for FF\&E (Furniture, Fixtures & Equipment) design and procurement:
- Design to begin in late 2026
- Procurement in early 2027
- Council on Aging and staff will be involved in selection
🔹 Project Updates
🕒 31:52–46:13
Pre-Qualification
- 129 submissions received (120 filed sub-bids, 9 general contractors).
- Final list expected by November 8.
- BidDocs Online praised for streamlining the process.
Structural Peer Review
- LIM Consultants selected for structural peer review.
- Review to be conducted on 90% documents.
Electronic Bid Hosting
- BidDocs Online selected for bid hosting (continuing from pre-qualification phase).
🔹 Designer Update
🕒 42:01–1:04:08
- All town department reviews completed (DPW, Police, Fire, Facilities, Community Services, etc.).
- No major design changes; 100% documents expected by end of November.
- Geotechnical Update:
- Additional borings confirm no change to foundation design.
- Strategy meeting to be scheduled to finalize unit pricing for unsuitable materials and ledge removal.
- Alternates:
- Alt #1: Range Road Extension
- Alt #2: Solar Panels
🔹 Operational Plan & Outreach
🕒 1:04:34–1:07:55
- Draft policies reviewed by COA and Recreation Committee.
- Joint meeting planned to review programming policy.
- Website updated with new timeline, photos, and social media posts.
- Select Board update planned for early 2026.
🔹 Contract Amendments
🕒 1:08:03–1:14:14
- Approved transfer of $5,000 from unused arborist allowance to traffic study services (no change in total contract value).
🔹 Invoice Approvals
🕒 1:14:14–1:19:54
- Approved invoices:
- BH+A: $165,000, $30,590, $200,000, $12,350
- Turner & Townsend Heery: $38,054
- Daily Times Chronicle: $177 (x2)
- BidDocs Online: $4,500
🔹 Upcoming Meetings
🕒 1:20:10–1:27:30
- Tentative meeting scheduled for November 18, 2025 to review reconciled cost estimates.
- Next regular meetings:
- December 3, 2025
- January 7, 2026
✅ Key Outcomes
- 90% Design Review underway; feedback due by November 14
- Bid Phase on track for December 15 launch
- Construction Start targeted for February 2026
- Structural Peer Review awarded to LIM Consultants
- Electronic Bid Hosting awarded to BidDocs Online
- Pre-Qualification nearly complete; 129 submissions received
- Geotechnical Review confirms no changes to foundation design
- Alternates: Range Road Extension and Solar Panels prioritized
- Operational Plan: Draft policies reviewed; programming policy under development
- Outreach: Website and social media updates ongoing
- Invoices Approved: Multiple vendor invoices totaling over $450,000
- Next Steps: Finalize 100% documents, complete cost reconciliation, prepare for bid release
