Facilities Implementation & Strategic Planning Minutes
FISP Committee
Meeting Date and Time: March 6, 2018 - 7:00 p.m.
Meeting Location: Town Offices, 140 Worcester Street, Room 210
Members Present: John Hadley, Chair, Chris Rucho, Vice Chair, Bob Chisholm, Ray Bricault, Phil Mallet, Clerk, Siobhan Bohnson and Pat Crowley
Members Not Present: Barur Rajeshkumar, Kate Ivers
Also Present: Anita Scheipers - Town Administrator
Call to Order: Mr. Rucho called the meeting to order at 7:00pm.
1. Police Station: HVAC Issues - Anita Scheipers read the following excerpts from emails from the OPM and
architect:
OPM - ...The Energy Recovery Unit (ERV) was found to have bad/damaged bearings. There was
duct leakage; however, this did not make up the entire CFM differences. Additionally, the ERV
had another broken belt (second one since start-up) when we went to inspect in addition to the
bad bearings. Therefore, no one is sure when the bearings were damaged – they could have
come damaged from the factory or could have been damaged since substantial completion.
The unit is under warrantee and will be repaired; however, the unit should be periodically
checked to make sure something else is not causing the damage (we were told that too high of
pressure and/or velocity in the ductwork could cause damage as well). All indications are that
the unit was supplied with damaged bearings; however, it would help to check the unit
periodically to make sure.
Architect - Today the Contractor agrees the duct leakage condition was their installation issue
and therefore has agreed to pay for its repair and further testing (air testing and balancing).
Despite their earlier opinion, this condition had never been a design issue though we have
offered a partial design solution for its resolution. There will be no cost to the Town for these
repairs and we will not be submitting any additional costs for the Design Team's efforts to
resolve this construction related issue. We are still waiting on a timeline for the repair events
but understand it will not take very long. We will keep you informed of any schedule dates as
we receive them.
The Committee asked that we get the following questions answered:
a) What is the warranty period on the ERV?
b) Is it possible to get an additional period of warranty on the new unit to be installed?
Payment to RAC - The committee reviewed the request from RAC to release the $13,000 additional funds
with-held pending the resolution of the HVAC issues and payment of the phone bill by RAC. Members of the
committee stated they still feel uncomfortable with releasing the $10,000 extra held back from payment to
RAC. This is in addition to the $15,000 recommended by the OPM to be held back. The committee did agree
to recommend release of the $3000 as RAC did credit that amount to the Town. Ray Bricault moved and Bob
Chisholm seconded to recommend release of the $13,000 to RAC. It was discussed that to release only the
funds for the phone bill the value should be $3,000. Ray amended his motion to reflect $3,000. Bob
seconded the revised amount. Vote – All yes. Motion passed.
Site Plan Closeout – Anita Scheipers asked what is remaining to be done to get the Planning Board to close out
their site plan review and allow the Town to get the final Certificate of Occupancy. It was stated that the
Planning Board agreed they simply need a diagram from the architect or from Patriot Fence showing the
location of the fence. Anita Scheipers will instruct the DPW Director.
AV installations in Meeting Room – Chris Rucho stated he hoped the wires hanging from the wall monitors
will be resolved when the AV contractor does their final setup work. Anita will check with the Chief to ensure
that is part of the scope of work.
Flag Pole – Bob Chisholm stated the flag pole still does not allow the flag to be fully raised. It always looks as
though it is at half-mast. The OPM was to check on that issue. Anita Scheipers will speak to the police chief to
determine the status of that.
Station Entrance Sign – Chris Rucho stated that when driving on Rt. 12 it is very hard to see the entrance to
the station because the main sign is set back off the road due to the detention basin. The committee
suggested that the Chief check with the Building Inspector to see if an entrance sign can be installed at the
edge of the road to better mark the entrance.
3. Senior Center: OPM Proposals - Anita Scheipers stated we received seven proposals from various OPM
firms. She asked which members were willing to be part of a review team to go over each proposal and
develop a list of recommended firms based on their review ratings. John Hadley, Chris Rucho and Bob
Chisholm agreed to be the team. They agreed to prepare their review result prior to the next meeting. The
schedule for OPM selectin could then be as follows:
March 13 – review team presents short list
March 20 – Special FOSP meeting for interviews of OPM firms (if determined necessary)
March 21 – Selectmen vote to award contract based on FISP recommendations.
Chris Rucho stated the committee should not feel pressured to bring multiple firms in for interviews if the
review team’s recommendation is just one firm.
Bathrooms for Recreation Field – It was brought up that the recent public discussion about the centers
bathrooms being open for the recreation field users’ needs to be considered. After much discussion the
committee agreed that they should seek quotes from the architect on how much it would cost to add one
exterior access handicapped accessible co-ed bathroom to an exterior wall of the center.
5. Next Meeting: The next meeting is set for Wednesday, March 14 at 7:00pm.
Motion to Adjourn: Pat Crowley moved and Siobhan Bohnson seconded to adjourn. Vote: All yes. Motion
Passed.
A member asked if the COA had voted to support the use of the church as temporary quarters.
Chris Rucho asked if the meeting could stay in open session to discuss this. Pat Crowley moved and Siobhan
Bohnson seconded to rescind the vote of adjournment. Vote – all yes. Meeting still in session.
Chris Rucho explained that the COA Board met on Tuesday to vote to approve the move to the First
Congregational Church. He stated that they expressed gratitude and appreciation to the Town for having
voted to move ahead with the new senior center construction. Chris Rucho briefly reviewed the various terms
of an agreement between the Selectmen and the owner of 127 Hartwell Street to facilitate this process – all of
which will be reviewed and voted at the next Selectmen’s meeting. They key aspect of the terms are that the
move will be at no cost to the Town. The COA lease payment will be waived upon the move, and the Landlord
will gift the Town $30,000 for use on senior center related expenses. John Hadley stated the landlord has been
very generous to the Town over the years, including the past few when he reduced the per square foot rent
on the 127 Hartwell space for the remaining space used by the seniors after the Town hall offices moved out.
Pat Crowley moved and Ray Bricault seconded to adjourn. Vote – All yes. Meeting adjourned at 7:55pm.
Respectfully submitted: Anita M. Scheipers, Town Administrator
Minutes approved on: April 11, 2018