[1]
Editor's Note: Former Art. XI, New England New Year Committee, adopted by Res. of 6-11-1996, was repealed by Ord. of 6-25-2018.
[Ord. of 04-08-2019]
A permanent Municipal Building Committee is hereby established.
[Ord. of 04-08-2019; Ord. of 6-24-2019]
(a) 
The Municipal Building Committee shall consist of seven members who shall be electors of the Town. The members of said Committee shall be appointed by the Mayor subject to the approval of the Town Council. The initial Committee will have three members whose terms commence on May 27, 2019, and end on January 31, 2020, and four members whose terms commence on May 27, 2019, and end on January 31, 2022. Thereafter, the members of the Municipal Building Committee shall serve for terms of four years commencing February 1 and terminating January 31. Any vacancy in any term of office of a member of the Municipal Building Committee shall be filled pursuant to the Town Charter.
(b) 
As it deems necessary, with the consent of the Mayor, the Municipal Building Committee may utilize appropriate Town department heads as consultants in carrying out responsibilities set forth in § 2-144.
[Ord. of 04-08-2019]
The Municipal Building Committee shall have the following responsibilities:
(a) 
To undertake, supervise, manage, control and execute authorized and funded building construction projects upon the written request and authorization of the Town Council.
(b) 
To advise, consult with and make recommendations to the Town Council, Board of Finance, Board of Education, Planning Commission, Zoning Commission, Park and Recreation Commission, and other Town boards, commissions, agencies and departments concerning the scope, cost and feasibility of both contemplated and approved municipal building construction projects.
(c) 
To negotiate and recommend to the Town Council the approval and execution of architect, construction and other contracts for municipal building construction projects which are within its jurisdiction and for which necessary funds have been appropriated.
(d) 
To have all other powers which are necessary to enable it to perform its duties as herein set forth.
[Ord. of 04-08-2019]
The procedures of the Municipal Building Committee, including election of officers, shall be as set forth in § 701 of the Town Charter, subject to the following additional requirements:
(a) 
Regular meetings of the Municipal Building Committee shall be held not less than once every two months. The Committee may hold such special meetings as it deems appropriate.
(b) 
The Municipal Building Committee shall maintain separate files and records for each municipal construction project and all other matters entrusted to it.
(1) 
Said records shall include, but shall not be limited to, the following:
a. 
All preliminary and final plans for each project, together with all modifications thereto.
b. 
The preliminary budget for the project, the final budget therefor and all change orders or other budget modifications.
c. 
A statement of the scope and purpose of the project as presented to, approved and funded at Town Meeting or at referendum, together with any and all subsequent modifications thereto.
d. 
All bid documents and modifications thereto, all bids received, all construction contracts and change orders and all architectural contracts and changes thereto.
e. 
The itemized project budget and the itemized amount expended to date on each construction and architectural contract and on all other expenditures related to the project.
f. 
Copies of the portion of the minutes of each meeting of the Commission and all subcommittees thereof wherein the project was discussed or decisions made regarding the project.
g. 
Copies of all correspondence and notes with reference to the project, except privileged communications.
(2) 
Said records shall be maintained in the office of the Town Clerk and shall be available for public inspection during normal business hours.
[Ord. of 04-08-2019]
(a) 
Prior to the authorization of construction funds for any municipal building project within its jurisdiction, the Municipal Building Committee shall prepare and submit to the Town Council and Board of Finance a report proposing forth the scope of the potential project, including but not limited to a description of the nature, size and type of facility to be constructed and an estimate of all costs of construction, including architect fees and all other costs associated with the project. Once a project has been approved and funded, the Committee shall not alter the scope of the project without the prior approval of the Town Council and the Board of Finance and, in the case of school facilities, the Board of Education.
(b) 
The Municipal Building Committee shall submit progress reports to the Town Council and Board of Finance not less than once every three months during the course of construction, including a statement of the estimated completion date, any significant problems which have occurred and the proposed resolution of the same, any anticipated cost overruns or savings and any contemplated modifications to the scope of the project, including the reasons therefor.
(c) 
The Municipal Building Committee shall submit a final report to the Town Council and Board of Finance upon final completion of the project, which report shall include the total project cost, the reasons for any delay in completion and the recommendations of the Committee for improvements to the construction process in the future which would result in cost savings or improved efficiency.