MINUTES

LITCHFIELD SCHOOL BUILDING COMMITTEE

 LITCHFIELD INTERMEDIATE MUSIC ROOM

AUGUST 19, 2004

 

 

A meeting of the Litchfield School Building Committee was held on Thursday, August 19 2004, at 7:00 p.m. in the Litchfield Intermediate Music Room.

 

Present were: Jack Healy, Chairman; Robert Blazek; Mac Bramley; Bill Buckley and Jeff Zullo, Gary Waugh, Lynn Chapman.  Stacey Kavle arrived at 7:50 PM.

 

Also Present: Rick Mahoney, Interim Finance Director; John Tindall-Gibson; Tim Breslin; Peg Perusse; BOE Members, Frank Simone, Wayne Shuhi and Don Falcetti; BOS Members Leo Paul, Joan Whitbeck, Bill Dranginis and Kevin Creed; Edgar Auchincloss, BOF Chair; Public and the Press.

 

Meeting was called to order at 7:05 PM Jack Healy

 

Approval of Minutes

Motion was made by Mac Bramley to approve the minutes of the July 15, 2004 meeting, seconded by R. Blazek.

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

 

Motion was made by Bill Buckley to approve the minutes of the August 5, 2004 meeting, seconded by R. Blazek.

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

 

Public Participation

John Langer had the following comments:

 

1.         The upgrade of water line estimate of $350K seemed high.  For the same amount you can drill approximately ten wells. Bill Buckley commented that the BC has not decided on that issue.  The BC is comparing the cost of waterline versus pumps.

2.         I like the idea of building the new gym on the current foundation.  What is the current square footage (“SF”) of the new construction?   Jeff Zullo told him that the SF on the new construction portion of the project when voted on was:

                        LHS – 41,000 SF        LIS – 7,200 SF           

Currently the SF is as follows:

                                    LHS – 38,000 SF        LIS – 7,200 SF

The 3,000 SF eliminated was redundant space.  Bill Buckley stated that they are still in conceptual design and developing ideas.  The BC is waiting to look at cost and SF may change again.

3.               Has the BC thought about a second floor addition at LHS?  May help  take care of

the leaky roof problem.  A pitch roof of 1/4” per foot is not a good solution.   Bill Buckley replied that the required roof pitch is ½” per foot now.  He has used pitched roofs on schools and it has a 20 year life.  They are warrantied for 20 years.  We have heard all along that the roofs leak.    Jack Healy stated that the Architect and Construction Manager (“CM”) have walked the roof and are going with ½” pitch and are planning to replace the entire roof at LHS if it falls within the budget.  Jeff Zullo commented that the BC has discussed a second story.  The structural study at LHS revealed that the masonry walls do not support two stories.

4.               I have always gone to schools with multiple floors.  This High School takes up a lot of

Land and the addition takes up even more land.  I think you should reconsider it.   Bill Buckley stated again that they have looked at it.  The elevator alone would cost $100K.  We also thought about separation of the 7-8 grades from the 9-12 grades.  This plan does that.  There is a lot to balance and we did look at it.

 

Brett Zuraitis asked who is doing the structural analysis.   He commented that if you change the pitch of the roof from ¼” to ½” it is going to put a lot more weight on the roof.   Jack Healy answered that the Architect has a structural engineer doing the analysis.  The BC paid Newman $50K to do an upfront complete analysis to determine existing conditions and they can design from that.

 

Communication

Robert Blazek reported that at the BOS meeting Mr. Coelho and Mr. Creed are interest in how much reimbursement we will get.  Mr. Creed also asked about the water line.

 

Jeff Zullo reported that the BOF Members are pleased with the progress and process.

 

Bill Buckley stated that the BC did not reject Mr. Creed’s idea of getting more reimbursement.  We encourage him to go ahead… If the BOS wants to approach our representatives to get more money for this project, we welcome that.  Our goal is to keep within the $33M cap and maximize reimbursement.    Mac Bramley also stated that the BC was empowered to put together a project at a cost of no more than $33M.  We have to be prepared to bond $33M.  Most of the State reimbursement comes after the construction.   He then explained how bonding works.  Jeff Zullo said that the point of trying to change the cap or spending allowances by the State is a mute point.  The previous project had been held by the State and was reauthorized this year.  If we changed it, we could get pulled out and have to start again.  The maximum reimbursement has gone down.  We held our rate.   Kevin Creed talked to David Wedge who said projects costs go up 1 -2 % all the time.    Mac Bramley repeated that the BC can not go above the $33M cap. 

 

Bill Buckley added that it was nice to see the public at this meeting.

 

Jack Healy had a communication from O & G and Newman.  Bruce Walpole can not attend tonight’s meeting, nor could Tim Callahan.  Richard Munday’s car broke down and he will also not make it tonight.

 

O & G cost estimates are still very rough.  They have the estimate for C-5 and the other estimate will be ready by September 2, 2004, but neither Bruce nor Tim will be here.  Any delay slows us down, but at this point they don’t have the numbers.  Only C-5 will be ready next week.  Mac Bramley asked if it would be possible to have the regular meeting on the 2ND and a special meeting on the 9TH.  Bill Buckley asked if at the regular meeting on the 2ND, other staff from Newman can make the presentation.

 

Jack Healy also received a resignation of Paul Sapiro via email.  He asked him to send a letter to the Town Clerk.  A question arose about how a new member is appointed and this will be researched by Leo Paul.

 

Courtyard Project

Jack Healy thanked all who volunteered their time.   Mac Bramley stated that they will need volunteers to rake and seed.  Jeff Zullo commented that it was a tremendous community spirit event.

 

 

Finance Update  - Town's Interim Finance Director Will Discuss Funding and Accounting

Richard Mahoney discussed the Chart of Accounts.  He has been through many construction projects and the toughest problem is the Chart of Accounts.  He handed out a sample Chart of Accounts.   The Charts separates LHS and LIS as two projects, which they are as far as the State is concerned.  In addition, since this is a renovation/expansion it will also separate eligible costs of reimbursement, limited eligible costs and ineligible costs.   If you are going to maximize reimbursables, you have to know what your reimbursables are.

 

You can get accurate information from the General Ledger that replicates what you get from O & G.  Mr. Mahoney will turn over this philosophy to his successor. 

 

The BOE is the lead Department.  You will be developing the process.  This process must govern.  Without correct approvals and signatures, you get into trouble.   Peg Perusse has set up a system  of sign offs that the BC is going to follow.  The Building Committee approves and authorizes payment. 

 

I will recommend to the new Finance Director that she attend monthly meetings and construction meetings.  If she doesn’t attend these meetings it creates problems.

 

Mr. Mahoney handed out information on Bonding from IBIC, LLC.

 

Bill Buckley – When you suggest we separate the school projects into two projects, that is because we submitted two ED 049R.  What we need to do as a Committee, these bills should be submitted in a format consistent with break down of the Chart of Accounts, as much as possible.

 

Richard Mahoney – As much as possible.  You have to be careful and have the CM constantly review where he is assigning the work as to whether it’s reimbursable, partially reimbursable or non- reimbursable.

 

Bill Buckley – That determination of eligibility is made when you submit you change orders to the State.  The Architect and CM are key to that.

 

Richard Mahoney – This construction project will be a multi-year project and it will not close each year.  After you get those approvals, you should have a budget for each line item.  The idea is to transfer from contingency to those items where you may need it.  You use those tools to help you understand the cost of the project.  As a Committee you should make and adopt transfers.

 

Mac Bramley – Can we rely on the Fiscal Control Office for Spread Sheets?

 

Richard Mahoney – There are no Spread Sheets.  You will get a monthly report.  We have a sophisticated municipal accounting system that you (the Town) paid for and you (the Building Committee) will now get to use it.  

 

Bill Buckley – Once the bids are in, we want to maintain a certain percentage of overall contract in contingency to accommodate change orders.   The State will allow you to change it 10%, but the project must not go over $33M.  We need a mechanism for approving bills.  We want to see Newman’s bill and see the percentage of the tasks he is billing us for.

 

Motion was made by Mac Bramley to add to the Agenda after Architect and Construction Manager Updated an item called PAYMENT OF BILLS, seconded by Jeff Zullo.

Jeff Zullo – We should re-initiate the Finance Sub-Committee to develop the process and get this sub-committee functional.

 

Bill Buckley – If we do go with a Finance Sub- Committee, we should ask the Finance Director do attend these meetings, not the regular meetings.

 

Mac Bramley – When a requisition comes in is it immediately recorded into the system, or not until it’s paid?

 

Richard Mahoney – O & G establishes a cut off dated.  They review, authorized and present for payment to Building Committee.  You will probably have one meeting per month that you will approve invoices.   A paid contractor is a much more agreeable contractor.  It is incumbent on everyone, including the Finance Office to make sure you have a process that works.

 

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

 

Bonding

 

Richard Mahoney – There are many voters who fear this project and impact it will have on their taxes. I asked the Financial Advisor to revise the schedule slightly to bond sooner and to move paying for those 3 mills up sooner.   With everybody’s approval I will ask Financial Advisor to use the most aggressive bonding schedule they can give us.

 

Mac Bramley – Is there the ability to set up an account whereby a fixed dollar amount basically is collected every year, the unused portion is put into an interest bearing sinking fund that is used to level the uneven debt service payments and maybe earn enough to lower the cost of the project?  Can that be done?

 

Jeff Zullo – You are addressing what is currently happening with the budget.  The issue is overlay of this project’s debt service cost and the up and down of the mill rate.  Looking for a one time mill rate that never varies.

 

Richard Mahoney – I am working on constructing a schedule that will add the Town projects to the cost of debt service.  We need to put all those into the mix to explain to taxpayers what the costs are.

 

Jack Healy – This is good information, I want to make sure it is given to David Wilson, the First Selectman and the BOF Chairman.

 

PREP Meeting Review

John Tindall Gibson – The meeting was fine.  The Architect was well represented.  We were well prepared and on the right track for reimbursement.  Peg Perusse – I will make copies of guidelines and forms for BC Members.  This was mostly instructional to the Architect from SFU.  It is important that the plans are complete and they meet the needs of the students.

 

Playing Fields Update

Quite a bit of progress is being made on site work.   There is a little snag with C L & P.  There is a pole in the middle of the track.  Removal will cost $12K.    The Inland/Wetland meeting was continued.  The Playing Fields group is not digging its own well and will connect to Aquarian Water.  The Project has been delayed 4 – 6 months because of approvals by  P & Z and Inland/Wetlands.  This could mean a delay of use of up to a year by students.  I will ask if the Playing Fields Group is coordinating with Tim Callahan on the water lines.   Fencing will be needed by next June.

 

Future Agenda Items

Bill Buckley suggested:

Fire Flow Analysis

Water Lines

Finance Subcommittee

 

Jack did not sign the contract on surveying service.  Bill Buckley asked about a discrepancy on the recommendation of Environmental Site Assessment, Lead, Asbestos and Hazardous Material Survey Consultant.

 

Motion was made by Bill Buckley that Building Committee authorize the Chairman to enter in a contract , at his discretion, with Diversified Technology Consultants, Inc., subject to confirmation  that report from Newman reflects what the contract states, seconded by Jeff Zullo.

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

 

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.

 

Motion was made by Mac Bramley to adjourn at 8:55 PM, seconded by Bill Buckley.

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

 

Respectfully submitted,

 

 

 

Kelli L. Green, Recorder