[Music] right yep welcome everybody all right Lots happened in the
past week the subcommittee met with Tim and Neil and Tim borle is that how you pronounce it yeah gave us several different potential ways that we could cost save on the
renovations and what it ended up or what ended up happening is many of these changes like um move this person or minimize the amount of Renovations over here all those different um ways of looking at it
didn't really give us enough of a savings to say yeah let's do it there were minuscule savings so it came down to three options um which we kind of agreed to to present to this to you guys and then to the select board if you approve um which I'm going to hand over
to Tim to talk about you you have copy copy of the presentation so the first page pass the title Sally had as first quote unquote option which we've seen before which is the just the reconciled
estimate so doing exactly what we got out of the programming and the schematic design so this is with just corrective measures wait and this also has Neil's final numbers in it at the end of this
so so this 11,000 so if you go to the end of this and maybe that's the one you want to go to is Page seven and I can just run through what all mean and what all the three options
so you should have a page thats like this this one no P seven and Neil can go in more detail yep that's the summary then if we need to go in more detail we
can some this so 11.5 so 11 five is construction total project uh budget with soft costs and Ne develop is 14.4 for that op and that's everything
that's everything doing okay the second option construction cost is 9.9 total project budget is 12.6 that's doing the ve we've discussed
which is minim mizing the internal partitions reducing the total amount of Paving that we're doing the site um reducing overall number of Windows probably forgetting things on my list so I'm going to go
back pulling out movable partitions reducing the amount of plaster skim coat reducing the amount of ceramic tile uh reducing refrigerant and condensate piping which we work with PR engineers do um pulling out
landscaping and reducing number of door operators and changing out the gym floor from gym floor to VCT instead of an athletic version um and eliminating Windows the or transm windows that you
have in the gym as well but but this is still renovating and keeping entire Spate we've disced less fine tuning but to be clear it's just renovating the 22,000 or minus y the 2 that is intended
to be occupied right well except for the abatement no still just ating just deating that side okay so leaving the other side completely un correct not so we'd have to that at some point
yes but the cost is so high as it is right okay and then our final option essentially construction cost at 8.1 total project budget at 10.6 that incorporates the be that we've
already encapsulated but only does the full project in the area of the town offices on the cafeteria gym and COA part we do the batement the window placement so
essentially it would leave you a blank slate to come back to later um so then you have essentially the three options your full Allin 144 value engineered option for the
entire of the 22,000 ft at 12.6 and then to pull back just focus on the offices at 10.6 what's the square footage of the third one third one 12,900 half
footage so the full square footage is 22 38 so we would still so if we the third option would still be doing all the abatement of the area the COA the correct we just wouldn't be finishing it out corre correct that's prepping it for
future for future yeah the one thing I want to make sure everyone knows though to keep in mind is the only time you're ever going to be able to fill and fit out that portion for the roughly two million that the difference is today is
if it's part of this Mar it's very unlikely I would say almost near impossible that if you do it at a later dat that get for that because that's also what they explained last time that doesn't include sprinkler systems or anything that is
just going to be capped off you you've got the capacity for it it's capped off but at the same time it's the funding I know no I know that's what we him and H the whole entire time oh we did that
that's depressing but we need the building so it's just a matter well it's depressing in that costs first of all costs have gone up in the two years since we did our original right there's things in the building that we could not have foreseen because we didn't have money to do a
study on the electrical work on the plumbing so on and so forth yeah so it's still way cheaper than building new right mhm getting more square footage too yeah yeah that's the big
so before you guys got here Neil and I were just small talk and he said roughly you're looking at 900 to $1,000 a square foot to build new it's not leveling the old building getting rid of it or anything so for 22,000 ft you're
probably looking at roughly $22 million just for the building itself to build a new one at 2,000 sare ft well and the other thing which came up in one of my project meetings earlier a different project um earlier today is
who knows where that number is going to fall unless you are factoring that in with tariffs right absolutely because we already have we have some of that happening in another one of my projects where granted thankfully all it is is gutters but they're they're up right a
lot yeah for thankfully for my project only hit at a couple hundred dollar but still all metal is starting to do that pretty much every supplier is starting to do that on the metal side this
points are still there now just looking at the budgets that NE present to get through those numbers the $38,000 for furniture is that literally Furniture so so we this is a bit of a change from the last time
that we met with you folks I consulted with someone else Tim I don't know whether you can vouch for this or not we replugged the furniture line at $14 a square foot assuming that we would be providing new furniture for
the whole building I recognize that's not perhaps what the intention of the committee is but the incremental cost of 100 or $125,000 from we were before I I think is was worth at least putting it on
there if you don't want to do it we won't do it I can review it with our internal Furniture people just to ask if we're g to move furniture then I would say some of that money will fall down into the moving and relocation line
that's obviously a bigger number um but I just thought it was worth talking about and just leaving it there for now and we take it out we throw it on the Block if we're that close then we can
certainly do that so what do you think you want to go forward to the select board and present them these three options two of the options you know absolutely I all of them I don't feel that the third option is really an option to be honest I know
that it's I don't think it's part of whole project is combining and getting rid of that building and for and I get it's $2 million and I don't mean to say for just $2 million
but I think if we're going to go forward we need to go with you're the first or the second I think like um at the subcommittee meeting they literally said you're not going to get a COA for $2 million right right so I just think to
present we can show this is at the Bare Bones minimum but here's the middle option is really where we probably should be right and the other one's a pipe dream at this point well I gu I'm saying I hope we're not I hope we don't consider that thir well and that to your
point I think that's a question of How It's presented but I I completely agree with what you're saying in the sense that I think this is the really your ammunition say and maybe we have to give a number for if you did a brand new
Senior Center or if this was its own project what it would be five years down the road maybe we just spit a number at it but you're not going to get it for that right and you still have the potential to rest of the building to
develop R yeah so I don't think it I I I agree with you in the sense of I don't feel based on what the goals of the pro project is that that's the most realistic path forward but I do think
the numers valuable from the standpoint of ammunition to say the Gap you're at right now versus if we were to peel this out and do a separate project or even a separate building I just one of the one of the
things that I thought about was whether or not our first option right should really be reflective of the full abatement of the building and the full window replacement of the
building which I can get that because I I I think honestly that was really where we started it was we've never intended to P mail the the the or the windows right maybe not build it out right but
originally I thought that was the intent and we sort of peed back because we knew we were in a budget right out of the so you want him to do to change that first the first the top number with with 100% of batement
and and windows too doing the windows up there also well I think I think what you're going to find is that the windows are part of the oh yeah that's true that's true so that you're G to have very large openings in the outside of
the building yeah and I already would then give us future because we're never going to be able to update that CU I already that's a number for the windows that's 650,000 652 basically so I just need to get the
abatement number 652 to put Windows in the rest of the building that's just the other side the other the rest from where we here total window which even if we were
looking at let's say it's I can even look at a square footage number but even if we were to say it's another the same amount in terms of square footage um in abatement we're looking at about 400,000 was the I think it was 450 was the
abatement so worst case we say that's how much that is on the other side so we're looking at give or take million mm for just to get that because if we're looking at 22 the whole building's 44 so half yeah so it's
the same price so it right in ballpark right yeah right in the ballpark of a building do that so thinking this is actually going to be a 50 15.5 instead of always kicking that can down the road that was our biggest issue all this so then it comes down to here M
what you say that's what got us here kicking it down down um so then what it comes down to is talking to the TA and finding out what money we have to help us this project before we bring it to town I'm aware of 2 million in
the municipal building fund we have free cash I think it's a million bu Reed do I free cash is 2 million and Municipal one million ulation free cash should be a couple million dollars
there's like 1.2 in the uh so we may be able to get million from town we to drop this down to 12 million for everything for the big one or 9 million and then and
then up the select board if they want to go to the town ask for to borrow anything else these lovely numbers okay so I need education here so once we say say we decide to go with the
full scope right and it go out to bid is that correct then I'll be Part B so if we get the okay from the town to spend 15 million let say yep once we have the money then we can go out to bid yes so so this is also slowing us
down so I think I think the first thing that we need to do is present the options to the select board and ask them what their wishes are in terms of proceeding moving on to design development under the hospice of a
budget whether it be option one option two option three or something we haven't yet determined so we can give direction to um Tim's group to move forward with the design that's step one yep step two
is depending on the level of funding that the town is committed to at this point which I believe is through design and bidding right there would be an Ask presumably at Springtown meeting for
funding to move pro move the project forward through construction I don't know I think it's going to be before going to be a special town meeting because our Springtown meeting is not till the first one's not till May that would that would put us way that put us to the middle of 26 and we can we can
get a special town meeting in place I see March end of March okay because we I mean depend end of March it depends on how quickly this what end of March we would not have bids in
hand we would be going based on an estimate if we were to wait for full town meeting theoretically we may have bids in hand with a real number but it may be just a huge waste
of time if the town votes it down true I don't know so which way do you go or you wait long enough that when we have direction we know essentially what the will of the select
board in of the direction of the project do we go through essentially DD and do our second estimate and that's the one we use for the number we ask for right DD design and design development yeah I
think with the information that we are presented here with we need to move forward with a special T meeting let them be aware of the circumstances and surround the whole situation um between hard spot where do you go we
have to do something that you know what I'm saying and so Jen the whole reason of potentially taking the COA out which is not what anybody wants to do is to get the municipal offices in there because we're losing that build I agree with that part of it
but I just it goes to kicking that can so well the other thing is is with that $2 million if we sell the building that they're all in and they put that towards it I don't know what that that building is but that I'm saying that $2 million for a COA
difference that actually reduces it reduces it right because we'd have the income from from that to plus it would be on tax RS so our construction budget is here Yep
this is what so that the Delta between here and here accumulates to what it's on the last page it's on the last pages that's the summary from meal those little soft CL that me put
together Jim that's our fee design fee commissioning miscellaneous expenses things like construction testing moving expenses uh printing expenses budget for legal fees as well as
equipment and contingency what percentage of that is contingency we did 5% of the I'm sorry 10% of the construction cost and 2% of soft costs so you're you're doing essentially
a got renovation building so we would recommend with any renovation project that we go in at a minimum of 10% for contingency and we've adjusted that each time the construction cost of construction
changes we've adjusted that down yeah just it's not a it isn't really and I want to make sure that were charging us 28% soft cost these are not soft costs not all soft
costs well some of it's it's it's all project costs other than construction you call them but some of its contingency correct yeah but I I think you would be advised to expect get
that expenditure it doesn't whether you expend it all is another story but you can't you can't expect it's going to be zero at least I can't expect it's going to be zero no I get that I just want to make
sure when we say soft cost it's everything else everything else that's just your fees your fees no no no no no no it's everything it's meant to be all inclusive as close as we can get
it without going up to bit yes right so these could be high if the bids come in low it's always could be low we full that sorry yeah so so you know I guess well
they could be low but what are the chances I think the longer we wait the higher chance months thinking the same thinger we wait sorry but it's not going to get any cheaper I it's just going to get more
expensive by how much is anyone's guess but if we start if we start seeing to Tim's earlier point if we start seeing tariffs imposed and we start seeing lead times change on things that are driven by computers and things that
are steel and things that are you know backed by Chinese technology and etc etc we're going to get hammered because it's going to wind up extending the duration of the project yeah which is going to hit you in all categories DCS will charge you more for General conditions
and our fees will increase because the period of performance increases so it is a very untenable position and I'm not trying to make light of it but unfortunately it is what it is so I suppose The Next Step would be
to the TA to find out what's when the select board meeting is that we can present these numbers to yeah we're on that agenda already I put a thumbnail just so we were there good job D when's that next week 24 24th two weeks two weeks so March
24th February 24th oh my gosh I wrote down okay thank you like March next week is and President's Day President's Day what time all I know is I have it off we're right I think we're 5:31 yeah we're right
we I put 5:00 on my phone so I don't forget it so um Tim and Neil can you be there to answer questions presuming this left have questions should be oh it's Monday night
yeah see if I can get coverage the [Music] I think it be beneficial to have you there I do too you said 5 yes um then be done with the so then Tim just so I'm clear you're
going to give me different numbers here for the first for the first number because you're going to add in all right second number is going to stay the same and the third num is going to stay the same and um and maybe if you break it
off to the side too then kind of I can put it as an alternate next to this one if you don't want to do full abatement right you can you can do it for 14.4 I think each of those columns be honest with you that way they col so each of them will have here
yeah but if you want to do all the windows in abatement this in each one of those three proposals yeah just a plus whatever yeah I like that idea yeah my only worry is just kicking that thing I rather have
the whole thing inited again like they said c are just going to keep going on it's true I'm hoping that the S board will make a decision at that meeting man I don't want to leave and not have PE that's what happened first time well
I guess we can impress upon them that we really need to have a decision so we can move we have so many time constraints besides the fact that project itself pricing itself and just getting everything in order the longer delayed it's just increases and is money in this
case yes it definitely is so maybe once they like correct it or add the numbers you're talking about we can give it to the select board ahead of time yes and they can have question for yes for that the Ponder on um plus put a a bug in the air about
special time meeting I mean I mean I guess I again that's something else that maybe we can talk about as a group do you wait as Neil said until May have the special town meeting then when you w have kids though by May we not sure we
might it's more a question of working with my team in terms of where the schedule's going to land because we're say In fairness the biggest thing you need to give to Direction which way
we go and then to release us and essentially I'm going to work with them to get the schedule but still got to rework the schedule on our end once the documents go out on the
street for bidding we need probably 45 days to get bids in hand so so if you got told keep moving forward on the 24th to get real numbers yeah then we should have that if you're saying 45
days it's 45 days from when the documents go out on the street till we get the numbers back from the contractors probably going to need we at least based on our previous schedule I would say from that six
weeks getting told forward yeah so assuming we have Direction on 24 at least six weeks out it takes you six weeks to prepare the one two three four five six that
brings us to April 7th that's the soonest saying 45 days after that's not without that's without talking to my team I'm just saying minimum of 5 weeks six on two three four five well
that'd be the second half the May 12th would be our special town meeting so we would just if we you that's our anual put a special Timey so you don't get six weeks too
I'm just saying give you all the caffeine you want find me a new hire I otherwise so we'd have actual numbers to present at town meeting and because the select Bo will have made the decision I can tell you right now
that assuming we have the I mean other Town meetings in June the select or Direction the time we're talking about roughly the time frame that we have that I've given you at the very least you're going to have a second round of estimates by this point by the
12th and those would be closer estimates yes because they're going to be based off of essentially 60% construction documents of that what was the L what was the meeting that you mentioned in June our our
annual T we start May and then budget is in June when in June how far back how it's June is it the second second week in June or third week
I know after our first it should be I can it up so hang on even on the 24 say the select words say Okay aren't they going to say to us to but first it has to go before the people yeah but we can't so it's second
week in June we can't bring it to the people until it's going to be June 10th whatever that may so if you if you don't present in May if you don't present it in may you have the opportunity to present probably have full numbers right and by June you'll definitely have
numbers in hand they say definitely it's it's it's far more let's put it this way it's far more likely the other thing I guess we have to express is the fact why this the length of time because that's what everybody's
going to ask why is it taking so long when you know obviously we know we need so many weeks for this so many weeks for that I'm just government I'm just talking about the regular Town members are always saying well why can't we do this and why did you guys sit on your tokish for so long and we didn't we
didn't we meetings all the time and we're Crea this I think that needs to be expressed too at whatever just to say we worked hard for this we just didn't like oh we'll just wait on it just wait on it we didn't and the numbers keep changing and we're pushing hard for all
of us in this committee but I think it is something to point out that the numbers keep changing in an upward trajector yes and the thing is is office still need to be we still need office still need corre
so so that's option one to wait until May or June to have more clear numbers actual numbers and to present town meeting to get the approval or not approval if they say no then we're done we pay you guys bye-bye and we don't have municipal
offices okay second option is on the 24th when we meet to the select board select board says we're going with option one special town meeting next month okay now we have estimates and that estimate can go up or
down and you're on a you're in a holding pattern until we get Town approval which is going to push the dates right uh further so um I mean I know we have an extension on the annex I'm pretty sure
we have an extension it's not going to be past March no so there's a lot there's a lot of moving Parts I don't know there was some talk if if March is is the deadline talking to Tim about
having that Building completed so that we get those people then we' work around which wasn't but right but it's you got to do what we got do any questions all right um the next part on
the agenda is the minutes from the 28th of January so if you guys can take a look at them approve them I make a motion to accept the minutes from January 28th second all in favor
thanks and then um I'll hand the floor over to M and Steve regarding the Rural Development Fund Grant and potential from legislators if anything's been done since we
left which one do you think you you finished reorganizing the letter so go ahead Mich and I both worked on a letter put the concerns of what we have um W Street school committee uh consist of s individuals
charg by Town sled board little Street School building provide space how was all the apartments da d da uh and then short and sweet how big the building is
and what our goals are for the future of building to the other section all we need to do right now is I was hoping which I don't know what the information that we we have today presenting it to uh the necessary people to see if we can get grants or some
funding from our legislators people in in control of the money that's all so we're just waiting to send it off to them yeah I mean so I'd like to hand the LI room that that's how I operate um I like to
turn around and actually look at the person and say here's our our goals here's what we have here's what what we have to this point we are L much further along than a lot of
other towns have ever been we do have certain amount of money here's the amount of money that we have we're looking for your assistance in order to provide funding whatever we need do you want to
invite them to a meeting walk through they want to I had a which you did have Gomez Gomez thank you I actually accidentally ran into him and he says come sit down and I chit cchat
with him and he says please come have us come to your meeting and he's going to notify Mindy the other representative of grany and he said please have us all come to the meeting have us discuss it walk through a building if you want us to and uh he says I can't wait to
receive a letter of invite he goes this is a great project I explain to him how it it ENC Comforts the whole town not just one Department you and I try to tell him what our future plan is what our current and what we're trying to do and what we need and he thinks it's a wonderful project for our town and he is
gungho for this and he and he wants to personally he wants to talk to Mindy to make sure they're on the same page so we can go forward with this um and his assistant is she says please reach out to me because she has history of grant writing so she says please reach out to
her any time for any assistance um I was also doing some research that's why it was just few minutes out here so I wonder what we were looking at remember we're doing the community One Step um growth for uh for
the grant and one of the things is is all we have to do right now is put in our expression of interest and I asked who's in charge because uh I was told that we already had an application uh we've already submitted as a member of this organization and I have to contact
Chris for that um and it does hit the Royal development when I was reading through the application portion um obviously we need the expression needs to be in by March 26 it doesn't mean we won't get Grant but it's always better to put in our interest and write a
letter and there's the application on there it's easy to fill out um and I was reviewing the application and then the um project description because they like where do we land in this grant form and we actually fall when I read the whole thing we actually fall under the
building Rehabilitation for uh bitted or unutilized property I believe because when I read everything else I'm like oh we don't fall in this we don't fall in that this is one we would fall into because it does a rehab of property and
construction it deals with code compliance building accessibility all that yeah so six six of them six sets like this yes and chairs uh I don't know the chairs dang take it off we'll take
it all yeah yeah that's an absolute yeah that's like don't forget other projects well if granted all those are farther away yes but this year we're doing a bunch more renovation with them in New
York so none of it will match this well matter doesn't matter each office can be it own unique where this coming from so this is coming from Pittsfield big TR so wait you it's going to be put in
the L I don't know I'll clean somewhere in West Street yeah somewhere in West Street probably West Street let pleas will fit that that's why you said the library because it's large space just yeah that and there's is there no
space in the old library though the carig gal Library no because because being used yeah yeah there meetings and everything we'll keep an eye out in terms of this particular f as they've definitely been interested with you um
if any of if any of their other branches we're working on to have decent Furniture a lot of them are really old but this was I think this is that furniture is like 20 years old in risking condition so
excellent yeah so let's pick a date to meet next besides the select board meeting and um then I'll entertain and motion to a journ I mean I I know that we had originally said every Tuesday was what
when we going to meet whether it was the whole committee or sub I don't think there's any real need to get together between now and point4 I agree unless unless we get what Tim's but Tim's numbers are only going to be plus the yeah it's going to add in another column another column to the yeah and we're
already aware of that and the number change so perhaps then the subcommittee can meet before the 24th to discuss how we're did that present what' you say discuss presentation yep me
5:30 y so okay February 24th at 5:30 and you're going to hope that someone else can take your spot perfect so as a whole committee and we're all going to be together on Monday
um and Monday the 24th yeah I mean I guess we can is there going to be a this committee at the meeting everyone's going to go yeah if we're not having a meeting though we're a presenter we're not having a meeting unless you want a
meeting after the after we get through with our SPI just in case something comes up where the committee has to make a decision for some reason if the board of selectman says something we're still covered that we're able to do what we need to do as a committee I don't think it's going to hurt to post it at the
West Street Building committee is meeting at the like for meeting jointly jointly yep only because just in case something like well all a sudden we pull off for like five minutes you guys make a decision really quick and then even know probably won't happen but
I I just want to get our everything covered in order to De anything that comes up okay as a committee don't have to public I guess I didn't think the committee was debating it would be the select board who's debating it's their meeting they'd have to make a decision
as to what they want our committee to continue to do but I have no issue I think it's more if they have questions to us allow any of us to weigh in whereas otherwise only one or two of
us okay so hang on can if residents show up there can they ask questions also control the meeting still and we already know that their meeting says you only can talk at a certain time three minutes citizen person and but it's after at a
certain point in the meeting it's generally in the beginning of the meeting right unless they've changed it I don't know okay do you want to meet after the meeting I was going to say that would also allow us to meet after the meeting to discuss their decision especially if it's a go then we can make more
decisions and do stuff yeah we're already there we might right we may have to have to relate come up here okay so we'll so say 6:30 without knowing you know really what time but 6:30 safety
complex and then we can determine by there and figure out whatever dates if it's half full so yes the wants to move forward so what other dates we can pick so we can keep roll well hopefully we'll know yeah we'll know if they want to go special town meeting or regular town
meeting which will give them numbers hopefully why not just sleep our because because everything will still be going on so how can we talk when we we can't unless we go upstairs oh that's that just head too can we go upstairs I mean we can always go sit on the floor
upstairs if it's a 10 if it's a f minute meeting it's got to happen here I'm I'm confused we're only going to discuss something for 5 minutes that got to come here no matter what this is where it's being post there
decisions why can you imagine that meeting going I don't know what's on their regular agenda no no he's saying I meeting so let's just meet in the back of the room or or upstairs ta's
office sure we can cuz got the table there so good idea someone might get lost here you never know you never know I'm not saying the guys more than likely it be around 6:15 then not
6:30 I'll post it for 6:15 if for late we late but if I put 6:30 we can't start till 6:30 6:00 530 so covered he's ready put it at 5:30 so it starts with a
select board meeting because that actually covers us to be able to speak if they have questions if you put it for six we're limited no no we're going to do we're going to post a joint meeting with the select board oh and then a private and a private meeting for
us can you can you can you do that can you do 530 5:30 Jim said so public yeah but a non-joint yeah yes she what just happened something that we caught on this side and this side didn't
catch it did cat his J I'll second hi thank you everybody