MINUTES
LITCHFIELD
SCHOOL BUILDING COMMITTEE
LITCHFIELD INTERMEDIATE MUSIC ROOM
JUNE 3, 2004
A meeting of the Litchfield School
Building Committee was held on Thursday, June 3, 2004, at 7:00 p.m. in the
Litchfield Intermediate Music Room.
Present were:, Stacey Kavle, Acting
Chairman, William Buckley; Robert Blazek; John Mullen; Kent Gilyard; Jeff Zullo;
Lynn Chapman and Gary Waugh.
Also Present:; John Tindall-Gibson;
Tim Breslin; Anne Stillman; BOE Members, Frank Simone and
Wayne Shuhi; Tim Callahan and Ryan Minney of Herbert S. Newman and
Partners; Greg Oneglia of O&G Industries; Public and the Press.
Meeting was called to order at 7:10
PM by S. Kavle
Motion was made by K. Gilyard to
accept the Meeting Agenda, seconded by L. Chapman.
Motion Carried. All votes were in the affirmative. There were no abstentions.
Approval of Minutes
It was agreed to table the approval
of minutes of the April 15, 2004 meeting due to lack of quorum.
Motion made by K. Gilyard to approve
the minutes of the May 20, 2004 meeting, seconded by B. Buckley.
Motion Carried. All votes were in the affirmative. There was
one abstention by L. Chapman.
Communication
R. Blazek had
the following communication from the Board of Selectman (“BOS”):
The BOS
likes the work the Committee is doing.
Bill Dranginis asked how far along the Committee was about where place
the Litchfield Booster Club Hall of Fame Wall.
He would like to know if there will be room. S. Kavle commented that the BC will work
with the Architect to find space. R.
Blazek indicated that the club will likely donate money for that space. Bill Dranginis also asked why there was not
a straight line in the back of the new classrooms. T. Callahan told the BC that he has already
addressed that issue. R. Blazek
explained to Kevin Creed that is was too early for a picture of the
façade. The BOS also asked if safety
issues will be addressed during the construction and while school is in
session. T. Callahan said that was
standard. G. Oneglia said that they have
a project manager on site and a superintendent who take care of safety. R. Blazek also talked about the BOS concern
about traffic flow. A presentation will
follow about the preliminary traffic study report.
Architect Update
Litchfield High School - Reviewed Updated Plans C-6
& C-5M
Discussion: Buckley – How would public come into the
Gym? 7-8 Science rooms are too long and
narrow. They need to be squared off. T. Callahan – That will be defined after
bleacher layout. Zullo – We had comments
regard equipment spaces. T. Callahan –
We are looking at the current tech area, using space there to put a
boiler. Art is still across the hallway
because there are three art rooms. R.
Blazek – With all their materials going across the hallway, its makes for a
messy and possibly dangerous space. T.
Callahan – One the classrooms is for computer design that will be across the
hall. W. Shuhi – Is the administration
at LHS happy with these designs. T.
Callahan – Tim Breslin and his staff have asked to be in the front of the
building. W. Shuhi – I understand we
will be eliminating site work and square footage, where have we applied this
money? G. Oneglia – We at still going to
need the money for site work, the sidewalk will be damaged during
construction. We felt that we are tight
with the B1 Concept. With the drop of
square footage we have more room for rising costs. S. Kavle – The last two trips the Design
Team took to Newman’s office, Tim Breslin went with us. B. Buckley – When using historical data when
estimating, it’s not real valid when we are bidding out next year. Last time we were talking $165.00 per square
foot for new construction, hat is tight right now. G. Oneglia – At the next level of design
we’ll be able to flush that out. B.
Buckley – I like the C5M but are concerned that we don’t exceed the
budget. G. Oneglia – I am comfortable
with this scheme. R. Blazek – Can we
move the Gym ahead ten feet and have the back hall squared off? B. Buckley- consider rotating 7-8 science
rooms and you won’t have the odd shape lobby and you can wide the science
classrooms.
Motion
was made by L. Chapman to go forth with concept C-5M for further development
and some adjustments, seconded by K. Gilyard.
Discussion:
Design
Team Comments: K. Gilyard – We were in
unison that we like this plan. S. Kavle
– The data for the traffic study; is there anything we need to know before we
vote in this plan? T. Callahan – No,
they have a handle on the parent and bus drop off. [passed out preliminary
report]. B. Buckley – How will the
future Auditorium be entered and exited and how would it tie into the
building. T. Callahan pointed out the
space between the 9-12 science wing and the bus entrance for a future
Auditorium of about 5,000 square feet.
T. Callahan – There is $78.00 per square foot for renovation. G. Oneglia – We also have money for
programmatic renovation.
Motion
Carried. All votes were in the
affirmative. There were no abstentions.
LIS – Reviewed Updated Plan A-2
T.
Callahan – We need to know what to do about the entrance and where to locate
the administration area. Originally we
were moving it to the old library space.
John Tindall-Gibson and Anne Stillman thought a parent drop off in
parking lot and office in new construction.
I spoke with a Theater Consultant who is bidding on this project and
they are looking drawing. Blazek – The
3000 feet we are adding to the Auditorium, can they make that look like the
front of the building? T. Callahan –
That is our area to work out, we are not making it the front entrance of the
school. S. Kavle – At all public events,
people will enter through the front door.
Anne Stillman – At this point we can not see who is at the front door,
it would be the same in the old library space.
That entrance will be only used during the day for bus drop off and pick
up. The side entrance, where our office
would be stationed is the entrance for the parent drop off and all other
visitors to the school during the school day.
Tim Breslin
arrived at 8:15 PM
S. Kavle
– What If you took bathrooms out and had all the space and had glass in the
corners, you can see who is walking down the halls. Anne Stillman – We still can’t see who we
are letting in the building. With the
administration in the new wing, we are right at the entrance, on the middle
floor. The front door will be locked
during the day. B. Buckley – I would
like to see a plan where the administration is in the front, against the
Auditorium. Anne Stillman – That is too
removed from the students. K. Gilyard –
I think there is a lot of good point to have administration in the new wing,
the principal and her staff like the plan.
Anne Stillman – The staff is also coming up with new ideas for the use
of the courtyard that we can do through other funding. B. Buckley – With regard to the Auditorium,
it wasn’t intended to add seating or moving the stage. T. Callahan – We aren’t planning that. We want to provide back of the house area and
better stage area. We want to make the
area as flexible as possible to be used in different ways. J. Zullo – Has the square footage of new
construction reduced at all? T. Callahan
– There is a very small footprint of new construction, I don’t see that coming
down. B. Buckley – Did we hire a
Theater Consultant? Maybe we could get
the LPA to give us ideas and the Architect can design the stage. S. Kavle – With regard to hiring
Consultants, we have a subcommittee of Stacey, Jack, Mac and Bill. Tim will make sure we see all proposals for
review and then we will make recommendations to the BC on who to select. B Buckley – Does the BC want to hire a
Theater Consultant at all? S. Kavle –
That is something we should talk about.
Zullo – I would like to see a detail of what are the consultant fees and
are they projected in our budget. S.
Kavle – Allowances are included in the project cost and are not in the
Architect’s fees, but are in the $33M.
R. Blazek – Competitive bidding will be in all there consultant
hires. B. Buckley – We are getting 2-3
proposals, we need to look at the scope and read what they are providing. S. Kavle – Jack had the Geo Tech
Consultant. Hayley & Aldrich and
Geo Design and the Bidders for that Consultant.
Gary
Waugh arrived at 8:45PM
T.
Callahan – I had Theater Consultant put a proposal together for the first phase
of the project. I want the BC to be
comfortable the way we are implementing the hiring of consultants. We should make a decision on the Theater
Consultant and hire one. R. Blazek –
Before we hire someone, can we follow-up on Bill’s suggestions and contact the
LPA? T. Callahan – The issue with the
Theater programming, there will be a number of people who want to use this
Theater. The Consultant will meet with
music and drama groups, compile information on lighting grids, sound systems,
curtain arrangement and back of house.
K. Gilyard – Roughly $4,000.00 will give us that information. L. Chapman – The Acoustical and Lighting
Consultants are they for the Theater? T.
Callahan – They are for the entire school.
The Theater Consultant will be doing the lighting for the Theater, but
not the Acoustics. B. Buckley – The BC
needs to understand that just because a Lighting Consultant is there, it
doesn’t mean we have to hire someone, it doesn’t mean the Architect doesn’t do
that. All the additional services are
reimbursable by the State. J. Zullo –
Are there Consultants trying to take us to a more sophisticated level of
expertise with their services? T.
Callahan – Yes, we have used them on all projects that have a Theater. G. Waugh – Has using such a Consultant proved
to be economical? T. Callahan – The
issue of the Theater Consultant, they certainly can do that. Yes it has, creative ways of spending less
money. B. Buckley – I don’t think we
got the executed copies of the contracts.
We want to make sure we have the money in the contract to hire these
Consultants. I don’t want to hire a
Theater Consultant if we don’t have the money to do it. Buckley – I would like to authorize them to
hire Hayley & Aldrich.
Motion
was made by B. Buckley to authorize Chairman to execute contract with Hayley
& Aldrich, seconded by R. Blazek.
Discussion:
This is
going against what the policy we just established. S. Kavle – Jack does want to hire a good Geo
Tech Consultant as soon as possible.
Motion
Carried. All votes were in the
affirmative. There were no abstentions.
G.
Oneglia read a letter dated February 2004 from Bruce Walpole to Jack Healy
regarding the money incorporated in to the budget for additional
Consultants.
The BC
had a discussion about the placement of the administration offices at LIS. G. Oneglia – When the office was going into
the old library space, the Media Center was going somewhere else. Both plans were a two-story addition. The cost should be the same. G. Waugh – Does the scheme have site work
planned to enhance traffic flow? T.
Callahan – We plan on repaving and re-striping the parking lot. The roof rebuilt will address the drainage in
the courtyard. K. Gilyard - The
principal and staff like this scheme, they are the ones that work here.
Motion
was made by K. Gilyard that the Committee go forward with plan A-2, seconded by
B. Buckley.
Discussion:
W. Shuhi
– Picking one plan over the other, I would agree with Anne. T. Callahan – The old Administration area
will turn back to two classrooms.
B. Buckley – I seconded this
motion because of what Kent said, the principal and staff like this scheme.
Motion
Carried. All votes were in the
affirmative except Mr. Blazek who voted in the negative. There were no abstentions.
Initial Traffic Study
See
Attached labeled Exhibit A. The full
report will be available at the next meeting.
B. Buckley – We need to pay the invoice.
The Architect has to tell use what percentage of the work is
complete. We need the Architect and O
& G to do a cash flow projection up to the point we go to bid.
Finance
J. Zullo
– We need to get Short Term Borrowing to address the needs of the next six
months.
Playing Fields
Frank
Simone – We brought the Lease to the Selectman on Friday. Town Meeting is the 16TH.
Motion
to adjourn was made by B. Buckley and seconded by G. Waugh at 9:55 PM.
Motion
Carried. All votes were in the
affirmative. There were no abstentions.
Respectfully
Submitted,
Kelli L.
Green, Recorded