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: December 3, 2025
🕖 Duration: 1hr27min
📍 Location: Pleasant Street Center & Zoom
👥 Committee Members Present:
- Nancy Twomey
- Nancy Ziemlak
- Greg Steppler
- Ari Greenberg (voting in place of Kirk McCormick)
- Mark Dockser
- Pat Tompkins (Chair)
(Absent: Kirk McCormick, John Coote, Mike Nazzaro)
🔹 Approval of Minutes
🕒 7:14–8:55
- November 18, 2025 minutes approved with minor edits (typos corrected).
🔹 Project Schedule Update
🕒 9:01–24:25
- Bid Documents:
- 100% set targeted for December 12.
- Bid period begins December 15, 2025.
- Bid Timeline:
- Filed Sub-Bids due January 14, 2026.
- General Contractor bids due January 22, 2026.
- Site Walkthrough: Scheduled for December 18 at Symonds Way.
- Contract Award: Late January or early February.
- Construction Start: February 16, 2026.
- Substantial Completion: June 30, 2027.
- Discussion:
- Committee requested early access to progress set on December 12.
- Addendums expected during bid phase for clarifications.
- Potential extra meeting on January 28 to accelerate award decision.
🔹 Budget Update
🕒 44:25–45:56
- Budget unchanged; updated with three new invoices.
- Current committed: $2.7M (10%); remaining balance: $25M.
🔹 Project Updates
🕒 46:03–1:03:15
- Design Review:
- Consolidated comments from 60% and 90% sets.
- Responses from consultants expected by end of week.
- Spreadsheet to include unresolved items for clarity.
- ADA Peer Review:
- Committee approved not to exceed $7,500 for independent ADA/MAB code review.
- Universal Design discussion deferred; BH+A to confirm prior inclusion.
- Bid Preparation:
- BH+A working full-time until December 15 to finalize documents.
- Goal: minimize RFIs and change orders.
- Hearing Assistance:
- Expanded to include gym and four activity rooms.
- Features: compatibility with hearing devices and headsets for non-device users.
- Technology & AV:
- ~12 TVs across lounges, activity rooms, offices, and multi-purpose spaces.
- Ceiling speakers and sound bars included; outdoor speakers for terrace and patio.
- FF\&E Discussion:
- Fitness equipment expected in FF\&E package.
- Specialized cleaning equipment for gym floors under review.
- Custodial supplies (mops, buckets) excluded; snowblower likely excluded.
🔹 Builder’s Risk Insurance
🕒 1:14:17–1:17:59
- Preliminary quote from town insurer:
- $55K–$65K/year; ~$82K–$92K for 18 months.
- Committee consensus:
- Town will carry builder’s risk policy.
- Contractor to be named as additional insured.
- GL umbrella requirement: $5M.
- OPM to strike builder’s risk language from contractor’s contract.
🔹 Invoice Approvals
🕒 1:20:06–1:23:29
- Approved invoices:
- BH+A: $26,720 (Invoice #2772)
- Turner & Townsend Heery: $27,041 (Invoice #PJN0045631)
- LIM Consultants: $1,950 (Invoice #4769)
✅ Key Outcomes
- Bid Phase confirmed for December 15–January 22.
- ADA Peer Review approved; universal design review pending clarification.
- Builder’s Risk: Town to carry policy; contractor named as additional insured.
- Design Updates: Hearing assistance expanded; AV and FF\&E scope clarified.
- Invoices Approved: Total $55,711.
- Next Meetings:
- January 7, 2026
- Tentative: January 28, 2026 (award decision)
- Early February if needed.
