PROJECT OVERVIEW GERRY 5 VFA PAVING AND RENOVATIONS

GERRY 5 VETERAN FIREMAN'S ASSOCIATION 210 BEACON STREET MARBLEHEAD MA 01945

MAY 28, 2015 (REVISED JUNE 4, 2015)

Gerry 5 VFA Paving and Renovations

TABLE OF CONTENTS INTRODUCTION ................................................................................................................................ 2 PROJECT MANAGEMENT APPROACH ................................................................................................ 2 PROJECT SCOPE................................................................................................................................ 2 MILESTONE LIST .............................................................................................................................. 4 SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE .......................................................... 4 PROJECT MANAGEMENT PLAN ......................................................................................................... 4

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Gerry 5 VFA Paving and Renovations

INTRODUCTION This project is being undertaken to provide immediate and necessary improvements to the Gerry 5 VFA (the Club) property and fiscal plant to meet safety and health codes as well as significant upgrades to enhance the fiscal plant. By doing so the Club will be up to date on all required reparations and update outdated facilities. This will provide a safe and enjoyable environment for not only our membership but for all potential users of the facilities. The Function Hall is a high demand rental but requires improvements in the bathroom facilities to ensure handicap accessibility. Other renovations are to enhance the current fiscal plant and lead the way for the future of the Club making it attractive for even more types of events.

Vision Statement The Club desires to provide an enjoyable and safe environment for its employees, members, and all patrons. By making improvements to the Club (described in the Scope Statement below), we will achieve much needed repairs, meet accessibility standards, and provide an enhanced environment that will provide an inviting environment for members and rental customers alike. These will not only make great improvements to the existing fiscal plant but also provide more flexibility in the future for hosting a wider variety of events.

PROJECT MANAGEMENT APPROACH The Project Manager, Paul O'Shaughnessy, has the overall authority and responsibility for managing and executing this project according to this Project Plan and its Subsidiary Management Plans. The project team will consist of personnel from the Club including the Manager, Club Officers, and members of the Board of Directors. The project manager will work with all resources to perform project planning. All project and subsidiary management plans will be reviewed and approved by the President and Board of Directors. All funding decisions will also be made by the President and Board of Directors (with membership vote as required). Any delegation of approval authority to the project manager should be done in writing and be signed by both the President and project manager. The project team will be a mix of the Club Manager, representatives from the Board of Directors, and member representatives as required throughout the duration of the project. The project manager is responsible for communicating with the Board and project team on the progress and performance of each subproject and project resource.

PROJECT SCOPE The scope of the Paving and Renovations project includes the planning, design, construction, review, and acceptance of each of the five subprojects to be conducted in phases. The scope also includes completion of each subproject to the quality requirements of the specifications of each. Project completion will occur when all five phases have been completed, reviewed, and accepted by the Club as final. All work will be performed by qualified contractors selected via competitive bid by the Club.

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Gerry 5 VFA Paving and Renovations

Project Scope by Subproject and Phase The table below provides a list of each subproject in the order in which they must be completed with an estimated dollar range of the cost for each. The narrative following provides the justification for each subproject and explains its dependency upon any of the other subprojects. Subproject Storage Expansion Paving

Bathroom Renovations Entryway Accessibility Function Hall Bar Relocation and Renovations

Description Expand storage behind existing liquor locker in Function Hall. Prep and paving of the parking lot and right of way. Storage building foundation and entryway ramp prep included here. Renovate both bathrooms in the Function Hall. Redesign of front entryway to include handicap ramp. Move current Function Hall bar to the service window area connecting to the Clubroom bar. Repurpose current Hall bar area. Renovate flooring and reconfigure space utilization. Total Estimated Costs

Estimated Cost Range $20K - $25K $40K - $45K

$30K - $35K $25K - $30K $35K - $45K

$150K - $180K

Please note that by agreement of the Board of Directors, no additional subprojects or phases may be added. The scope of the project may NOT be expanded beyond these five phased subprojects. Any required change orders that affect scope, schedule, or cost will be managed within the constraints of the five subprojects and the not to exceed amount of $180,000. Storage Expansion - The Club continues to encounter issues with lack of storage inside the facility. The current portable storage unit is filled to capacity. Areas intended for other uses, such as the coatroom area and the bathrooms of the Function Hall plus the downstairs offices, are being used for storage. In order to not only provide additional storage in the future but to enable any building renovations, we must build the storage expansion as soon as possible. Without this storage area we will have no room for storage of items that will need to be moved during renovations. The expansion will also provide additional storage freeing up those areas in use at this time for their intended purposes. The current container being used for storage will no longer be required. Note: The storage expansion foundation needs to be poured in conjunction with the paving project. Paving - It has been many years since the parking lot has been paved. It has suffered the expected wear and tear especially drainage and erosion problems caused by the severe winter and frost heaves. Despite interim measures, the parking lot still is uneven, has drainage issues, and presents safety issues to persons and vehicles alike. Its current condition also gives the appearance of a bad state of upkeep to the entire property. Now is the optimum time to prep and

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Gerry 5 VFA Paving and Renovations pave the parking lot and right of way to manage and eliminate the current issues. It is in the best interest of the Club as well as an improvement to the property. This includes supporting the foundation of the storage expansion and the handicap ramp foundation for the front entryway. Function Hall Bathroom Renovations - For quite some time the Club has been aware of the inadequacies of the existing bathrooms in the Function Hall. The fixtures and designs are old and require considerable maintenance. Renovations will allow the updating of fixtures, better use of space, and result in lower maintenance and usage costs in the future. These will also be renovated to be in compliance with handicap accessibility requirements. By doing so this will bring them up to standards and provide increased accessibility and flexibility to our patrons. Front Entryway Accessibility - At the current time, the only handicap access to the building is through the Function Hall area. In order to better serve our members and all patrons we must redesign the Clubroom entry way in such a manner to include a handicap ramp and accessibility. This renovation will bring the building up to standards and provide increased accessibility and flexibility to our patrons. This requires the redesign and renovation of the current egress. Note: The prep for the ramp area must be done in conjunction with the paving project. Function Hall Bar Relocation and Renovations - The current design of the Function Hall bar has its limitations with a lack of seating and also limits the service that may be provided. Relocation of the Function Hall bar to the service window area that connects to the Clubroom Bar will serve multiple purposes. It will allow a formal bar experience in the Function Hall and facilitate expanded service for the bartenders with a pass-through from the Clubroom to the Function Hall side. This will promote a better atmosphere for our patrons. It will also eliminate congestion that now occurs when bar services are used in the Function Hall area that frequently conflict with kitchen service. It also changes the focal point of the Function Hall area to the Hall itself and away from the entry hall and restrooms. The current bar area will be repurposed. We also plan to renovate the floors in the Function Hall by replacing the existing carpet and linoleum with carpeting. The reconfiguration of the Function Hall will result in less dead space, more table area and a better flow of traffic during events utilizing the kitchen and bar. It will also update the facility and provide an even more enticing venue to potential renters and patrons alike.

MILESTONE LIST A chart depicting actual milestones may be found in the larger Project Plan for this project. The projected start date for Subproject 1, Paving, is late July - early August 2015.

SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE The schedule and Work Breakdown Structure may be found in the larger Project Plan for this project.

PROJECT MANAGEMENT PLAN The formal project management plan includes the following associated management plans.  Change Management Plan  Cost Management Plan  Procurement Management Plan

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Gerry 5 VFA Paving and Renovations

 Project Scope Management Plan  Schedule Management Plan  Quality Management Plan 

Risk Management Plan

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