NOTES OF DECEMBER 3, 2014 RYE TOWN HALL COMMITTEE MEETING
Revised Final Revision D – Provided by the Rye Civic League
Present from Town Hall Committee (clockwise around table): Peter White, Mae Bradshaw, Beth Yeaton, Selectman Craig Musselman, Selectman Priscilla Jenness, Paul Goldman, Lucy Neiman (arrived at 6:32 p.m.), Victor Azzi, Peter Kasnet,
Also present from Town: Michael Magnant, Cyndi Gillespie.
Present from SMP Architects: Jason LaCombe.
Present from public: Peter Crawford (left at 6:51 p.m.) Cecilia Azzi (arrived at 6:53 p.m., left at 7:51 p.m.), Joe Cummins (in lobby for some portion of meeting).
Editor’s
note: For ease in finding particular
sections using the archived video and audio on the Town website, the elapsed
time is indicated. Use the slider and
the elapsed time indicated at the bottom of the video window to fast forward to
the desired section. Videos on the Town website may currently be accessed
at www.town.rye.nh.us by clicking on “Town
Hall Streaming” at the bottom left of the screen. Follow the link for “Town Hall Live
Streaming,” then find the meeting by date under “Previous.”
The video begins
at 6:30:56 (0:00 elapsed). Elapsed times
are in hours and minutes and are only approximate.
Summary
General review of design (0:02 elapsed)
Jason LaCombe went through the drawing
changes. There was discussion of
handicapped access and plantings in the island, along with snow removal issues
and lighting in the Meeting Room (a.k.a. Great Hall).
(0:30 elapsed)
There was discussion of granite posts, the
path from the church to the lower parking lot, and the storage shed.
(0:37 elapsed)
There was
discussion of generator which is 112 inches (i.e. 9 ft. 4 inches) by 5 feet by
7 feet tall. Mae Bradshaw stated that
the stockade fence proposed to hide the generator is likely not going to be
acceptable to the Historic District Commission.
Editor’s note: See the video of the November 25, 2014
meeting, particularly at the very end, in which it was revealed that a 130
kilowatt generator was being planned, and that it would be capable of powering
the entire building, rather than just a sufficient portion of the heating
system to ensure that the pipes would not freeze in a prolonged power outage as
had initially been contemplated. The
generator will be a “bid alternate,” i.e. separately priced so that the Town
can decide later whether or not to select that option.
(0:46 elapsed)
There was discussion of rust proof nails,
and ways to cover the ICF (i.e. insulated concrete form, a plastic foam) to
make it aesthetically attractive.
(1:10 elapsed)
It was agreed that floor transitions will be
changed from aluminum to vinyl. There
was discussion regarding stains, kitchen appliances and the gallery.
(1:30 elapsed)
There was discussion of the walkway from the
upper parking lot.
Jason LaCombe stated
that, with the third floor bathrooms, now part of the base design rather than
an alternate, the full egress capacity from the Meeting Room of 247 persons can
be handled. However, the heating, cooling
and septic capacity remains at 150 persons.
The cooling system will not keep up on a hot day if there are more than
200 people in the meeting room. That was
a tradeoff selected in June, he said.
Selectman Musselman
said that the room might be at 74 degrees rather than 70 degrees. This is a calculated risk. With regard to septic capacity, he provided
assurance that this would not be a problem as the system is designed for
average flow over a period of time and can handle momentary peaks. Mr. LaCombe stated that the septic tank will
be 3500 gallons.
(1:40 elapsed)
There was discussion of
grates around trees and bollards to protect the generator and propane
tank. Objection was made to the yellow
color proposed.
Structural adequacy (1:48 elapsed)
Victor Azzi expressed
concern about the use of Oriented Strand Board (“OSB”) for sheathing, rather
than plywood. This led to a discussion
about the cutouts in the walls of the existing building for insertion of steel
columns.
(1:55 elapsed)
Mae Bradshaw asked what
was going to create a solid wall that would not wobble. That led to discussion about what was shown
on the drawings. Mr. Azzi got up and
flipped through the drawings that were on the table, but appeared to be unable
to find what he was looking for.
(1:57 elapsed)
After Mr. LaCombe agreed to find out and
clarify where in the structural drawings the location of the new material is
called out, Mr. Azzi said “Okay, please do.
That’s also related to the question that we asked last time. That is some measure of the forces that need
to be resisted… the magnitude of the base shear… Did you get that?” Mr. LaCombe answered “we did not. We sent a memo from Steffensen. I saw Craig’s response by phone. I forwarded it back.” Selectman Musselman then said “either he
didn’t understand our question and I hope that’s what it was, or he just
purposely didn’t answer it because his answer has nothing to do with our
question.” Editor’s note: The reference to
“base shear forces” are to forces caused by seismic and wind loads for which the
IBC building code requires the building to be designed and constructed. See the notes of the September 11, 2014 Town
Hall Committee Working Group meeting, and the video of the meeting, both
referenced below. It has already been
determined that the existing Town Hall building is inadequate to carry the
loads.
Selectman Musselman
said that there were only two permissible answers: (1) there are no lateral forces or (2) an
explanation of how these forces are going to be resisted. He stated that the entire building is
sitting on piled up granite blocks sitting on other blocks. Four inverted U’s (i.e. the steel columns)
are to be connected to one block that is sitting on top of another. He questioned how lateral forces would be
resisted, and stated that the granite blocks, piled on top of each other, can
be seen. He stated that Steffensen
should be asked for an answer.
After Mr. LaCombe
stated that the request would be made, and that he would ask Mr. Steffensen to
watch the video, Selectman Musselman stated that Mr. Steffensen had good
answers when he had come to the Town Hall.
He is not questioning his competence, he said. Editor’s note: See the notes of the September 11, 2014 Town
Hall Committee Working Group meeting and the video of the meeting, which is
available at https://vimeo.com/106236576. Selectman Musselman then referred to the
friction between the blocks as being significant. There is thus some rationale. If Steffensen does not want to respond in
writing, the issue could be addressed over the phone, he said.
Mae Bradshaw stated
that the response should be in writing if it is going to be relied on.
(2:05 elapsed)
Selectman Musselman
responded by referring to “engineering judgment.” The conclusion was that Victor Azzi and
Selectman Musselman would talk with Steffensen over the phone. Selectman Musselman indicated that Steffensen
may not want to start a discussion where he’s putting down detailed forces and
how they’re resisted, which would lead to further discussion. He said that they are not looking to pick
apart the rationale, but only assure that there has been a reasonable set of
assumptions.
(2:06 elapsed)
Victor Azzi questioned
the use of 5/8 inch gypsum wallboard (i.e. drywall) to resist shear
forces. Mr. LaCombe argued that drywall
has a shear capacity. Mr. Azzi
acknowledged this, but questioned whether that capacity would make a difference
for the building.
Mr. Azzi stated that he
was envisioning an “institutional quality” building that would last for 100-200
years. When he sees OSB used in lieu of
structural plywood and gypsum used instead of additional plywood he questions
whether the building is being constructed to last 200 years, he said.
Mr. Azzi also referred
to the use of aluminum flashing, arguing that it is used in “spec” houses. An institutional quality building should use
copper flashing, he argued. Mr. LaCombe
stated that aluminum flashing is used in commercial buildings. Mr. Azzi acknowledged that it might be used
in “strip malls.” That led to discussion
about needing to zinc plate the copper flashing to prevent streaking of the
white building. Selectman Musselman
acknowledged that copper is used on high end buildings.
(2:13 elapsed)
Mr. Azzi questioned the use of plastic fiber
mesh to reinforce the concrete. He said
that welded wire would be preferred. Mr.
LaCombe defended the decision to use plastic mesh, stating that it saves cost
as the plastic can be mixed with the concrete at the plant. The Town will be hiring a testing agency to
confirm that the concrete is adequate.
Selectman Musselman stated that wire mesh should be used.
There was further
discussion about the guard rail, balusters, lighting, ceiling tiles and the
building trim.
(2:31 elapsed)
Mr. Azzi asked about the borings report and
the revelation that something had been hit on two of the borings. He indicated that a serious excavation may
hit bedrock or a boulder. That led to
discussion about whether the bids should provide an amount per cubic yard for
removing boulders and whether explosives might be needed to remove a boulder,
which would require a seismic study beforehand.
Selectman Musselman argued that even large boulders could be removed
without the use of explosives, using a bulldozer if necessary. Mr. Azzi stated that his concern was that
bedrock might be encountered. Selectman
Musselman argued that this is unlikely, as the ridge on which Town Hall sits is
not bedrock.
Schedule and job management issues (2:41 elapsed)
The discussion then
turned to the schedule. Selectman
Musselman stated that a bidder promising earlier completion might be preferable
and that this might cause a bidder other than the low one to be selected.
Mr. Azzi asked what
recourse the Town would have if the bidder says that the project can be
completed in 10 months, but it takes 20-30 months. This led to a discussion regarding liquidated
damages. Mr. Azzi stated that there
should be such a provision in the contract.
Selectman Musselman agreed that, in 40 years, his firm had not had a
contract without a liquidated damages provision. Mr. LaCombe suggested that there could be a
provision of $200 per day late, with the contractor receiving an extra $200 for
each day that the project is early. Selectman
Musselman agreed to look at the standard AIA contract.
There was discussion
about the project continuing into the following winter and whether the
contractor might need to budget for winter conditions. Selectman Musselman argued that construction
of the existing building would not be weather dependent. Editor’s
note: The plan is to construct the new
building first, move the staff, and then renovate the existing building. The argument was apparently that the new
building could be enclosed prior to the winter of 2015-2016, and that the
existing building is already enclosed, removing any need to construct during
winter conditions.
Chairman Goldman then
interrupted with information from the minutes of the meeting on the 21st,
prior to the public meeting at the Library.
He stated that the conclusion would be that there would be a bid
alternate for a simple cornice, an issue that had arisen earlier in the
meeting. The Committee then discussed
and concluded that there would be no alternate.
There was then
discussion about the job meetings. Mr.
Azzi stated that such meetings are typically weekly. He asked who would run the meetings and who
would do the minutes. Mr. LaCombe stated
that it would be the contractor. Mr.
Azzi stated that he is accustomed to the architect running the meeting. Mr. LaCombe stated that that would be
unusual. However, the architect would do
its own minutes, which would be called a field report. Selectman Musselman states that he has never
heard of this. In the case of his firm
the engineer runs the meetings and does the minutes. He stated that the Town is looking for SMP to
make ensure project delivery.
In response to a
question from Selectman Musselman, Mr. LaCombe acknowledged that SMP would be
representing the Town, not itself. He
stated, however, that SMP would be bound by the documents.
There was then
discussion about substitute products for the insulated concrete forms (ICF) and
lighting protection.
There was discussion
about access for the staff and the public during construction.
Authorization to solicit bids (3:25 elapsed)
Selectman Musselman
stated that he believed that the project was ready to go out to bid. He stated that the buildings would be very
nice inside. Chairman Goldman stated
that there should be a motion and a vote.
Mae Bradshaw moved that
SMP be authorized to solicit bids for construction based on the specifications
and plans, as updated in the ongoing meeting.
Lucy Neiman seconded.
Hands were then
raised. Victor Azzi and Peter Kasnet are
not observed on the video with raised hands at this time, and Mr. Kasnet had
his arms folded. Mr. Goldman called for the hands to remain raised and then
called out the names of those who had their arms raised. At that point, Mr. Kasnet raised his hand to
shoulder level and Mr. Goldman included his name among the votes in favor. Mr. Azzi stated that he was “not prepared to
vote in favor.”
(3:30 elapsed)
Selectman Musselman
stated that Milestone was declining to bid, which would leave three contractors. Editor’s
note: Milestone had been retained by SMP
to prepare the cost estimates. Mr.
LaCombe stated that the reason that Milestone was withdrawing is that they had
picked up other contracted work. There
was then discussion about whether one of those excluded from the pre-qualified
list should be added, however Selectman Musselman stated that there had not
been an obvious next choice when the list of pre-qualified bidders was arrived
at.
It was agreed that the
meeting previously scheduled for December 16 would not be necessary.
(3:33 elaped)
Selectman Musselman
then asked Mr. Azzi about his concerns that had caused him to abstain.
Mr. Azzi stated that “I
still have a number of unanswered questions… [regarding] things that we
discussed tonight. The sheathing and the
OSB and the piers and how this building is going to support its loads.” He continued, saying that he received the
specifications only Monday or Tuesday, and the plans only yesterday. Editor’s
note: The ongoing meeting occurred on a
Wednesday. Mr. Azzi added in a
subsequent communication to the writer that”there is much more work to do” and
“still too many unanswered important questions and issues. The Construction Drawings and Specifications
were still incomplete, still had omissions, still had errors, still needed
corrections…” There are “many
architectural issues that have still not been revealed, discussed, nor
resolved. He added that “the Schematic
Design phase was never completed, the Design Development phase was never
completed, the Construction Documents phase (Drawings and Specifications) has
not been completed, and nevertheless the Town Hall Committee is voting to
proceed to construction. Anybody who
knows this business knows that, with few exceptions, normally, no succeeding
phase would be initiated or undertaken unless and until the previous phase was
thoroughly reviewed, understood, approved, and signed-off by the ‘owners.’”
There was then discussion about a meeting
after the January 5 bid due date. The
warrant article must be submitted by January 9, someone said. It was agreed that the Committee would meet
Wednesday, January 7 at 6:30 p.m.
(3:36 elapsed)
Selectman Musselman stated that the bid
opening would be Monday, January 5 at 3:30 p.m. in the Town Hall
Courtroom. The meeting will be public,
he said, but would not be a Board of Selectmen meeting. Editor’s
note: Information from a Town Hall
Committee member indicates that the bid opening is now scheduled for 4:00 p.m.
on January 7 at Town Hall.
There was then
discussion about the issuance of an award letter. Mr. LaCombe suggested that it be within 10
days after the opening. Selectman
Musselman suggested 30 days. Mr. LaCombe
stated that the company to which the contract is awarded should be able to
champion the project at the Deliberative Session. Editor’s
note: The Deliberative Session is
scheduled for Saturday, January 31, 2015, with a snow date a week later.
Peter White asked about the references of
the bidders. Selectman Musselman assured
him that they were good. Town
Administrator Magnant stated that Meridian had contacted him to inquire about
the bidding process.
(3:42 elapsed)
Whereupon the meeting adjourned.