Meeting Place: Town Hall

Members Present: Jane Donoghue (Co-Chair), Regina Binder(Co-Chair), Joyce Guide, , Ellen Rousseau

Members Absent: Rex McKinsey

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 11:02 AM.

PUBLIC MEETING

Minutes

July 11, 2001 – Joyce Guide moved to accept as written, Jane Donoghue seconded and it was so voted,3-0, 1 abstain (Regina Binder) .

April 27, 2001 – postponed.

DPW update

David Guertin reported on and discussed several topics, referencing his memo to the Committee, dated August 1, 2001, with the subject, “MacMillan Pier Project, Staff Support for Meeting posted August 1, 2001”, including:

· Meeting at MassDev on Funding – this meeting took place on July 30, 2001 with Constantine Constantinides, the spokesperson for the $6.8 million Seaport Grant. Mr. Constantinides was impressed by the materials provided by the Town and by the presentation on Project accounting practices. As a result, AGM can now be paid without pre-review and approval by Mr. Constantinides. Mr. Constantinides, who is aware of the depletion of the Contingency fund due to the pile-driving problems, suggested that the Town could eventually request access to the interest on the first $3.0 million of the Seaport Grant money. This interest currently amounts to $145,000. Mr. Constantinides said that such a request would need to wait until it was clear that the contingency fund was about to be exhausted. The request could perhaps be made at another grantors meeting in Provincetown in October.

· Financial Recap Update (July 2001) – David Guertin reported that he had taken the financial reporting template supplied by Jane Donoghue and Joyce Guide and had added several elements to reflect accuracy. He referred to a spreadsheet printout entitled “MacMillan Pier Financial Recap Update – July 2001”, dated July 31, 2001. The spreadsheet shows a forecast Contingency Fund of $354,432. The Committee and David Guertin discussed how the Town’s financial reporting should be consistent with Fay, Spofford & Thorndike’s accounting practices and, in particular, how credits should be shown on the spreadsheet. The difference in the previously reported amount allocated for Soft Costs and those shown on the spreadsheet was also discussed. One of the new credits will result from DPW constructing the handicapped Beach Access Ramp.

· Additional Cost Items Associated with Pile-Driving – David Guertin reported that the Building Committee needed to continue the discussion relative to Stage 4 added costs, now estimated at $62,505 and Stage 2 added costs of $123, 210. Total estimated additional costs associated with the changes to the pile driving program are in excess of $900,000. The Committee discussed the possibility of negotiating any additional redesign costs that may be submitted by Fay, Spofford & Thorndike. David Guertin reported that Fay, Spofford & Thorndike is also now saying that they want to test up to 15 piles via the PDA method. The best case scenario is that Fay, Spofford & Thorndike will pay for both the PDA testing and will not bill for additional redesign work. David Guertin confirmed that Fay, Spofford & Thorndike is being paid from the original $1.3 million Town Meeting article. Regina Binder explained that the $1.3 million is not under the Committee’s control because it was related to pre-construction work. David Guertin reported that Fay, Spofford & Thorndike has not submitted a bill in over 8 months.

The Committee discussed whether it was advisable to involve the Finance Committee in dealing with Fay, Spofford & Thorndike and the issue of liability for the pile driving cost overruns. David Guertin confirmed that the Town was reviewing the possibility of receiving some sort of compensation from Fay, Spofford & Thorndike’s insurance policy.

In response to a question from Jane Donoghue, David Guertin confirmed that he had shared the financial accounting spreadsheet with Town Manager Mr. Bergman, who was, in turn, keeping the Board of Selectmen informed.

construction meeting update

Jane Donoghue reported on the following:

· Work on the Approach Pier was delayed, but is now proceeding smoothly.

· The T-section pile driving is going slowly. Twenty-four out of 104 piles have been driven so far. A second barge has arrived with a second crane to speed things up. The large pile driving hammer is no longer being used.

· The pile driving noise is apparently no longer an issue.

· The Town Water Department is not going to do the water supply work, eliminating a potential cost savings item.

· Re-dredging around the Courtesy Float will be required during the winter.

· Demolition of the Main Pier will begin in late October or early November. Joe Vinagre will have to temporarily move his business to the west end of the Pier while the demolition is ongoing. The biggest issue in the move will be who will pay for power at the temporary site.

· Project changes discussed included costs associated with an expansion joint at the curb, an small increase in the size of the T, and changes in the pre-cast concrete installation. David Guertin confirmed that the Town does not plan to pay for the problems with the pre-cast concrete.

OLD BUSINESS –

· Report Format for Financial Data – discussed in context above.

· Jane Donoghue reported that she had prepared an article with detailed statistics for publication in the Banner. David Guertin and Sue Whittaker will review the numbers prior to publication.

NEW BUSINESS –

None.

SCHEDULE NEXT MEETING(S) – Will be on Wednesday, August 22, 2001 at 11:00 AM.

ADJOURNMENT

Joyce Guide moved to adjourn at 12:20 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