MINUTES

LITCHFIELD SCHOOL BUILDING COMMITTEE

LITCHFIELD INTERMEDIATE MUSIC ROOM

AUGUST 5, 2004

A meeting of the Litchfield School Building Committee was held on Thursday, August 5 2004, at 7:00 p.m. in the Litchfield Intermediate Music Room.

Present were: Lynn Chapman, Acting Chairman; Robert Blazek; Mac Bramley; John Mullen; Kent Gilyard, Bill Buckley and Jeff Zullo. Gary Waugh Arrived at 8:30 P.M.

Also Present: Peg Perusse; Tim Callahan of Herbert S. Newman Partners; BOE Members, Wayne Shuhi and Frank Simone; BOS Member Leo Paul; Public and the Press.

Meeting was called to order at 7:08 PM L. Chapman.

Approval of Minutes

Approval of Minutes was tabled to the next meeting due to lack of quorum of members.

Public Participation

None

Communication

R. Blazek had the following communication from the Board of Selectman (“BOS”): Dan Coelho asked about the reimbursement rate and whether we are getting the highest reimbursement possible. He would like to see a new building and new plan. Kevin Creed again had questions about the look of the front of the façades of the schools. Bill Dranginis questioned whether the water line installation can be moved to a capital project. If it is too old, replacement may come under a State grant at 80% with Town cost of 20%.

Tim Callahan explained that it’s not necessarily the age but the upgrade from 6” to 8” pipe is needed for life safety and fire issues, for the new fire sprinkler system.

Mac Bramley informed the BC that the Playing Fields Group is talking about installing a Fire Pond or a fifty thousand gallon a day well and asked if that would help us.

Tim Callahan explained that is wasn’t the amount of water but water pressure that was the problem. The size of the pipes need to be enlarged for the sprinkler system. They looked at two solutions:

1. Pumps and tanks at each school or 2. Increase the size of the pipes. He will have the Plumbers explain why we need the increase in pipe size.

Bill Buckley feels the BC needs to determine whether this needs to be done. He asked to see the hydraulic analysis and asked if this is for hydrants outside or flow inside. Mr. Buckley also commented on other questions by the BOS by stating that the BC has been directed to limit this project to a $33M cap while maximizing reimbursement.

Jeff Zullo added that the Town had votes on new schools and the idea was rejected. You can’t go back now; this project was voted on in March.

Kent Gilyard stated that he thinks that each member of the BOS should take turns attending the BC meetings. Robert Blazek is the BC liaison to the BOS and at the end of each BOS meeting, he asks each Selectman to attend the meetings. Mac Bramley reminded that each BC meeting is a public meeting and public participation is always on the Agenda. The meetings are the first and third Thursday of each month. We urge the public to come to ask questions and give us ideas.

Bill Buckley suggested to the Selectman who wrote the letter to the editor that he work in getting funds for this project. Mac Bramley stated that the BC asked the Architect to approach Northeast Utilities because he heard they had grant money. What can really help is finding funds for this project other than tax dollars. Leo Paul mentioned that Jack Healy briefs him on a monthly basis.

Jeff Zullo sent an email to Jack Healy and asked that this committee look at communication efforts and draft a letter to the newspaper each month. He also reported that the BOF is pleased with the activity of the BC and their level of diligence.

Robert Blazek attended a meeting last night with the Theater Consultant. Mr. Bolton spoke about the parts and uses of the Auditorium for Theater, Band and Choral sizes and how often do the different groups use it. A big item was lack of storage space, space for locking up instruments a space for costumes and changing. We also talked about acoustics and various expense options for lighting, the conditioning system. Overview was the meeting was a gathering of ideas of the needs of different groups. Tim Callahan said the critical problem is strategy for expanding the stage and back of the house. Mac Bramley said that the meeting was not only attended by the BC, Architect and School Staff but outreach was made to the LPA and Goshen Players. We are trying to incorporate their ideas to make this a multi-functional space for the community.

Finance Update

Jeff Zullo asked what budget is the BC paying bills against. How are we paying them? Are we getting ready to bond? Mac Bramley receives and records them and gives them to the Chairman who fills out a voucher and hands it in to Stacey Dionne in the Finance Department. Jeff Zullo asked if the BC can get a monthly Chart of Accounts to track expenditures.

Litchfield Intermediate School Courtyard

One August 14, 2004 at 8:00 AM there will be a community project to strip out the courtyard. Jamie Lamond has agreed to take down everything gratis before the 14^TH. The final design will be a grass amphitheater. The grade would be more gradual. The Northfield Fire Department is sending a contingency as is the Lions Club. The Utilities will be covered and cut off. Litchfield Hills Nursery will supply the seed and contractors will grade. Everyone who volunteers will have to sign in when they get here.

Architect Update

Litchfield High School (“LHS”)

Reviewed work on D-5 scheme. Architect has completed schematic design on C-5 and O & G has the drawings and will be pricing set up. BC will have a price on C5 by the next meeting. Jeff Zullo stated that the design looked excellent, he was skeptical at the last meeting, but he likes the design. The Gym is 8,000 SF and net of new construction is 8=38K+ SF. Lynn Chapman pointed out that there was a teacher work room planned in the 7-8 grade wing. Bill Buckley stated that the Committee would look at the pricing of the two options and decide where to go. The BC then explained that at the last meeting the Committee votes to bring D-5 to schematic design for pricing. O & G is pricing C-5 but is sure it is over the cap. Kent Gilyard acknowledged that Tim Breslin, Principal at LHS likes D-5 and the separation of the grades and that influenced the Committee’s decision to opt for D-5.

The pricing of both plans will be reviewed simultaneously.

Tim Callahan also reviewed Elevation of the LHS plan. They are pushing engineers to integrate mechanical systems and trying to reuse air handling return systems. Boilers - they are looking at systems that allow us to bring in more fresh air and investigating whether to refurbish or replace boilers. Piping – Trying to reuse as much of the water supply systems as possible. The Forensic Consultant, Jonathon Leavitt is looking at issues in the Turner Repost, water infiltration, and moisture and window systems. Windows - weight bearing wood mullions are in amazingly good shape. Looking at only replacing the single pane with thermal pane.

Jeff Zullo asked about whether the new Gym was showing Bleachers on both sides. Tim Callahan commented that the coaches like the Bleachers on only one side.

Litchfield Intermediate School (“LIS”)

Auditorium

Looking at a stage that holds 90 band students. Working on: back of house to have flexible storage, sound, lighting and rigging. Need music, costume and set storage.

Bill Buckley – Before we get too far along there will be a written report, a needs analysis and drawings from the Theater Consultant. Tim Callahan also said they will be doing some conceptual design. Mac Bramley stated that there is also a lot of unused space under the stage.

A discussion of where moisture was coming from ensued. The new addition will solve some of the drainage problems. Once the Forensic Report is received they will know where the problems lies.

Fields Update

The Road is Closed. On Wednesday, August 11, 2004 there is a Wetlands Public Hearing.

It is important to get Wetlands to make a decision on this quickly.

A Motion was made by Mac Bramley to authorize the Chairman to make a decision on the Surveying Service, seconded by Kent Gilyard.

Motion Carried. All votes were in the affirmative. There were no abstentions.

[Due to the fact that the Agenda was not posted this Motion will have to be restated at next meeting.]

Future Agenda Items

Communication Efforts

Motion to adjourn was made by Mac Bramley at 9:00 PM and seconded by Kent Gilyard.

Motion Carried. All votes were in the affirmative. There were no abstentions.

Respectfully submitted,

Kelli L. Green, Recorder