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Vierra distributed a memorandum to the Committee from TBI and Duxbury Architects that <br /> included a list of items and scopes of work not currently included in the project budget that <br /> would be required for the project. The list included; Phone and Data System, Audio/Visual, <br /> Cable TV, Utility Fees, Green Energy Program, Architectural Additional Services, Signage, <br /> Furniture, Miscellaneous Equipment, Landscape, Donor Wall, Artwork Program, and Move-in <br /> Costs. Vierra noted that TBI would track and update these items and notify the New Town Hall <br /> Committee as required to ensure their completion. All costs associated with the items would <br /> be presented to the Committee prior to proceeding with any work. <br /> The Committee reviewed the list and their components with Vierra and project Architect Peter <br /> Duxbury. Duxbury noted his concern that the additional scopes of work be appropriately <br /> scheduled to permit the prime contractors to make any necessary changes and adjustments <br /> while they are on the job. <br /> The Committee discussed the option of purchasing a new phone and data system. TBI noted <br /> that the cable had originally been included in the bid package but had been removed and would <br /> be bid separately. The Committee concurred that the upgrade for the phone system was <br /> outside the scope of the new Town Hall project. TBI was considering the option of using the <br /> existing system but this could be revisited at a future meeting. <br /> Vierra explained that the security system had not been included in the original contract. He <br /> had been in discussion with Frank Electric for specifications and cost for a simple system. Al <br /> Whaley agreed to review the security system. <br /> Thomas Klope, project Landscape Architect explained that he needed direction from the <br /> Committee to move forward with his Master Design Plan for the facility. He noted that the <br /> quality and type of landscaping needed to be identified. Klope had meet with the <br /> Environmental Design and Protection Committee and they had suggested that the facility <br /> landscaping not include any lawn and instead focus on a display garden/demonstration garden. <br /> Klope requested clarification on the amount of maintenance that would be available for the <br /> grounds and noted that his original design called for a modest lawn that would provide a <br /> "Town Green" and be easier to maintain. <br /> City Manager Cassingham noted that the final plan should reflect minimal maintenance due to <br /> the limited size of Town staff. <br /> Tony Vierra explained that it would be advantageous to have the landscaping run parallel with <br /> the project. The timeline would be thirty days to bid and thirty days to install. The Committee <br /> concurred that the final approval for the-master landscape plan should be scheduled for review <br /> by the Committee at their January meeting. <br /> Mayor Pro Tem Kerr commented that he felt it was important that the Town Hall landscaping <br /> be water efficient and noted that he was looking to reduce water consumption by the Town. <br /> Following discussion, the Committee consensus was for the landscape design to include a <br /> "green public space" (lawn). Klope was directed to provide the Committee with a preliminary <br /> • 2 <br /> November 10,2004 <br /> Special City Council/Planning Commission <br /> New Town Hall Committee Meeting Minutes <br />