Meeting Place: Town Hall

Members Present: Jane Donoghue (Co-Chair), Joyce Guide, Rex McKinsey, Ellen Rousseau

Members Absent: Regina Binder(Co-Chair) (excused until July 19)

Others Present: David Guertin (DPW Director), Chad DeLima (Marine Superintendent), Rachel Crosby (Recording Secretary)

Call to Order: Co-Chair Jane Donoghue called the Meeting to order at 11:00 AM.

PUBLIC MEETING

Miscellaneous

Committee members discussed the fact that the Public Hearing (on the pile driving noise issues) just prior to this meeting had been a success. Those members of the public in attendance had expressed satisfaction with the degree to which the noise had been reduced.

Minutes

June 27, 2001 – Joyce Guide moved to accept as written, Rex McKinsey seconded and it was so voted, 3-0, 1 abstain (Ellen Rousseau).

April 27, 2001 – postponed until “discretely” constructed by David Guertin.

DPW update

David Guertin reported on and discussed several topics, referencing his memo to the Committee, dated July 11, 2001, with the subject, “MacMillan Pier Project, Staff Support for Meeting posted July 11, 2001”, including:

· Pile Driving Testing – David Guertin referred to a series of letters and email between staff, Town Counsel and Fay, Spofford & Thorndike concerning Fay, Spofford & Thorndike’s recommendation for static testing of the new tapertubes. Fay, Spofford & Thorndike is currently seeking a waiver to do PDA testing instead of the static testing. David Guertin confirmed that the Town did not plan to pay for the testing, but the matter would probably be resolved via legal negotiations. In response to a question from Jane Donoghue, David Guertin explained why the local Building Department was getting involved in the waiver process. The Building Commissioner is not currently willing to grant a waiver on a construction project over which he does not have control. In response to a question from Joyce Guide, David Guertin confirmed that the Fay, Spofford & Thorndike recommendation for static testing had come completely “out of the blue”.

· Review Change Orders – David Guertin reviewed the two final additional cost items associated with the pile-driving program: 1) Stage #4 added costs (additional piles) estimated at $62,505, and 2) Stage #2 added costs (additional piles) estimated at $123,210. Jane Donoghue distributed copies of two spreadsheet printouts entitled “Change Order Tracking – Published” and “Change Order Tracking Log”. In response to a question from Ms Donoghue, David Guertin confirmed that any item noted as “Budget” on the Change Order Tracking – Published printout was subject to change in the future, though the total amounts allocated in Change Orders 1, 2, & 3 would not change. David Guertin also explained why the Change Order Tracking Log could be considered the unofficial projected estimate of a probable Contingency Fund balance (of $212,000).

David Guertin and the Committee reviewed in detail each item listed on the Change Order Tracking Log. David Guertin explained why some additional costs were approved via change orders, while others were approved via “tacit approval” from staff (to avoid a delay damage claim from AGM). Jane Donoghue expressed concern that the financial reports do not clearly reflect some of the additional cost items.

The Committee discussed any other items that could be trimmed from the Project Budget in order to increase the Contingency Fund balance. Joyce Guide reported that the Town may be able to get reimbursement from the State for the storm drain system improvements. David Guertin said that the reimbursed amount could be as much as $200,000 and that amount could be added to the Contingency Fund. Other cost-saving items included the floating dock material and the fact that the pile driving costs might be lower to due to decreased blow counts.

David Guertin explained that Fay, Spofford & Thorndike was currently engaged in calculating contract reductions because AGM’s contract is based upon unit pricing. These reductions do not affect the current account balances, however.

Jane Donoghue asked how they could estimate what the Contingency Fund balance might be in six months and David Guertin replied that such an estimate was impossible to calculate. David Guertin confirmed that once the pile-driving issues were resolved, the added-cost risks would be greatly decreased, with the exception of soft-cost increases due to inclement weather.

Joyce Guide suggestion to substitute the Dinghy Dock for one of the floating docks as a cost-saving measure met with general approval. Joyce Guide said that one of the charges of the Pier Corporation would then be to build the second floating dock as soon as possible. As am alternative, Rex McKinsey recommended instead simply removing the fingers from the northernmost floating dock. David Guertin will explore the potential cost-savings associated with reconfiguring the floating dock design.

The Committee discussed whether it was wise to now inform the public of the current Project financial status and potential difficulties. David Guertin confirmed that the additional pile-driving costs have amounted to approximately $1 million.

· Review of Project Financial Accounting - David Guertin referred to and discussed with the Committee a multi-page set of spreadsheet printouts entitled “MacMillan Pier Project Grant Summary” and “MacMillan Pier Project – Soft Costs”. The money appropriated by the Town Meeting articles is being spent first and that account currently has a unspent balance of $1.1 million. Committee members requested that column headings be placed on each page and that there be a summary report prepared for Committee use. Joyce Guide also requested that the amount allocated for the Pier Corporation be included in the total accounting. The Committee discussed how the Contingency Fund amount was calculated and the need to show that Fund on the Summary Report. After considerable discussion, the Committee and David Guertin agreed that the current Contingency Fund balance, including all the unapproved changes, was $212,000. David Guertin will send the Excel spreadsheets to Jane Donoghue and Joyce Guide, who will, in turn, create a proposed Management Summary Report.

construction meeting update

Joyce Guide reported on the following”

· The scheduled update is on track.

· AGM has had some difficulty getting pre-cast items in on-time.

· Traffic pattern will be changed in October.

OLD BUSINESS –

· Discussed in context.

NEW BUSINESS –

Discussed in context.

SCHEDULE NEXT MEETING(S) – Will be on Wednesday, July 25, 2001 at 11:00 AM.

ADJOURNMENT

Joyce Guide moved to adjourn at 12:40 P.M. and it was so voted unanimously.

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These minutes were approved by a vote of the Provincetown Building Committee at their meeting on ________________, 200__

Respectfully Submitted:

_____________________________ ________________________

Building Committee Signature Title

Rachel Crosby

Rachel T. Crosby, On-call secretary