Meeting Minutes
LOCATION
DATE OF MEETING
TIME MEETING STARTED
PERSON PREPARING THE MINUTES
Marianne Arancio Stilson
MEMBERS PRESENT
1.
Jack Healy, Chair & BOS Representative
2. Bob Blazek
3.
Jeff Zullo, Treasurer & BOF Representative
4.
William J. Buckley, Jr.
5. Mac Bramley
6. Lynn Chapman
7.
Kent Gilyard arrives at
8.
Gary Waugh - BOE Representative arrives at
MEMBERS ABSENT
1.
Stacie Kavle, Vice Chair
OTHERS PRESENT
George Graikoski of O&G, Jose A. Hernandez of Herbert S. Newman, Tony Crowe,
Michael J. Murray and Winnie Harrison
QUORUM PRESENT
Yes
1. CALL TO ORDER
Jack Healy, Chair
called the meeting to order at
2. APPROVAL OF MINUTES
Jack Healy, Chair asks for a motion to approve the minutes of the
Motion:
Jeff Zullo moved to approve the meeting
minutes of September 20, 2007.
So moved. Seconded:
Lynn Chapman
Discussion:
None
Vote:
Abstention: William J. Buckley, Jr.
and Lynn Chapman
Deletions/Corrections/Additions:
None
Absent: Kent Gilyard, Stacie Kavle,
Vice Chair & Gary Waugh
All Ayes
Motion passed.
3. PUBLIC PARTICIPATION
Jack Healy, Chair asks if there is any public participation.
Michael J. Murray of
Tony Crowe questions the sound attenuation in the middle school and states that
the rooms that have been tested have worked out and hopes that it will continue
and the wing can be finished. He
also asks that if the wall panels that are in the building now are not being
used can they be used in the classrooms with the sheetrock ceilings to help
their noise attenuation. Jack
Healy, Chair will look into this.
He states that he has been working with George Graikoski on this issue
and that he will work with Tony Crowe also to get this done.
4. COMMUNICATION
None discussed.
Report from Jeff Zullo on BOF Communication
Jeff Zullo reports that the BOF meeting is next Monday and that he will report
the status at that meeting. Jeff
Zullo would like to follow-up on Michael J. Murray’s comment and states that he
feels that the letter to the Editor by Winnie Harrison was disingenuous at best.
He feels that there are a number of points in that letter that are
completely misleading to the public. He would like to know if the Committee
would consider an update on the status of the project to the public.
He feels that when inaccurate information goes out to the public and they
read it, and there are no factual points that they are going to be misled.
He feels that it is clear that she was trying to make a political
statement in the letter by endorsing a candidate. He wants to know when an
update will go out to the public to provide the community with information that
is pertinent and accurate.
Jack Healy, Chair states that he will not validate her arguments by getting into
a verbal debate with her about something that is not accurate and he states that
consistent with his position throughout the project, he will not respond.
He further states that when he talks to the public about the project he
hears about what a great job the Committee is doing and that they realize that
the Committee has detractors and that they don’t believe her comments and that
she continuously verbally abuses the Building Committee and that they don’t
believe her. He states that in his
mind it is just another letter. He
further states he will keep his focus on what the Committee is doing with the
support of the Board of Selectman, the Board of Finance, the Board of Education
and even Planning and Zoning on the parking lot because the Committee
continually does what it is supposed to do and follow the rules.
Jeff Zullo agrees with Jack Healy, Chair’s position but again questions whether
a status update for the public is necessary.
Jack Healy, Chair states that he feels he will wait until there is
something pertinent to communicate.
William J. Buckley, Jr. reiterates that the letter to the Editor was a political
statement and that he finds it amusing that there are five democrats on the
Committee and that she attacks the Committee because a democratic candidate
would know better. He states that
the democratic candidate has not attended any of the Building Committee
meetings. He states that to her
credit she does attend and that’s what the public process is all about.
He reiterates that she could not be more wrong in her opinions and feels
that the entire Building Committee should write a letter to the Editor that just
says, “Winnie you’re wrong.” He
further states that maybe the Building Committee should wait until the end
because she is not going to be right and then say that she was wrong.
He quotes Will Rogers after he did not get nominated for the democratic
candidate for the presidency he stated that he understands politics.
He stated that Will Roger’s said “You have to lie because people will
forgive you for lying but will never forgive you for telling the truth.”
Kent Gilyard arrives at
Bob Blazek states that he would like to finish the project and let the work
speak for itself.
Jeff Zullo feels that when the project is completed that the Committee gives the
public a final report of the project.
He states that there will be many positive stories to tell.
Report from Gary Waugh on BOE Communication
Gary Waugh not present. No report.
Report from Jack Healy on BOS Communication
Jack Healy, Chair reported to the BOS on the status of the projects and that the
BOS stated that they support the Committee and that they should keep doing what
they’re doing. He asks George
Graikoski when the bathrooms will be ready for the south end of the school.
He reports that it will be done by Wednesday of next week.
Jack Healy, Chair states that there was no other correspondence for this
meeting.
5. ARCHITECT/CONSTRUCTION MANAGER
UPDATES
Budget (O&G)
George Graikoski of O&G hands out to the members of the Committee the following
reports: O&G Litchfield High
School/Middle School and Litchfield Intermediate School Monthly Summary Data
Report #11 through August, 2007 that includes the Summary Data for the
Middle/High School; Litchfield Middle/High School Construction Manager’s Monthly
Cost Control Report; Litchfield Middle/High School Change Orders by Trade
Contractor; Change Order Request No. 0013 for Conn Acoustics; Fax from Conn
Acoustics to O&G dated 6/13/2007; Fax from The Spectrum Services Co., Inc. to
O&G dated 9/25/2007; Litchfield Intermediate School Summary Data; Construction
Manager’s Monthly Cost Control Report; Litchfield Intermediate School Change
Orders by Trade Contractor & Draft of O&G Project Credits.
George Graikoski goes over the reports with the members of the Committee.
George Graikoski states that he hasn’t
done the adjustments from last meeting but will do it for next meeting.
He states that he did make the $15,000.00 adjustment so the budget amount
is the same as the contract amount.
William J. Buckley, Jr. discusses the line items.
He feels that there should be line items added for the following:
Construction Manager’s Printing and Mailings; Construction Manager’s Base Fees
and Construction Manager’s Extra Services/Additional Services.
He states that George Graikoski must stop calling the extra services
“reimbursable” because they clearly are not. The
Building Committee instructed George Graikoski to make these changes to the
report. Further discussion ensued.
Jeff Zullo discusses the $50,000.00 for the acoustical attenuation.
Discussion ensued about the actual figure put aside for this issue.
George Graikoski will go back and check on this.
Jack Healy, Chair voices his frustration that the numbers on the report keep
changing each month and should not be changing.
George Graikoski will work on the figures to get more actual totals and
clean up the line items.
Mac Bramley states that the only way to stop this is to net out of contingency
all the negative totals in the budget.
William J. Buckley, Jr. agrees with Mac Bramley.
Further discussion ensued.
Motion:
William J. Buckley, Jr. moved to transfer out of FF&E, $119,430.00 and
redistribute the money into all of the negative parenthetical numbers starting
with “asbestos abatement” and working down the list until the $119,430.00 has
run out. And to take the sum of the
two contingencies, the $1,107,228.00 and the $222,492.00 and redistribute them
into all the parenthetical items on the funds available and then everyone of the
line items will be zero and the report will reflect that and when George
Graikoski finds money, the Committee will have extra money.
So moved.
Seconded: Jeff Zullo
Discussion:
Discussion of the calculations ensued.
Mac Bramley states that this is for the High School.
He objects to touching FF&E until the Committee gets the list and see
what the costs are. William J.
Buckley, Jr. states that he has been asking for this for months and that he
hasn’t seen it. He states that this
will give the Committee a balanced budget and if money is found, it can be put
back into FF&E. He also states that
this will let the schools know that they can not order $417,000.00 because the
Committee does not have that money.
Jeff Zullo states that the $417,875.00 should not be committed because they have
not had State approval or approved any expenditure.
He states that it should be $417,875.00 budget revision deducting
$119,230.00 giving a final budget and no amount committed.
Amended Motion:
Jeff Zullo moved that it should be a
budget revision deducting $119,230.00 from the $417,875.00 and no amount
committed in the line item of FF&E.
So moved.
Seconded:
Bob Blazek
Discussion:
Jack Healy, Chair is concerned because all these pending amounts are in
the budget and may not get done because they have not been approved by the
Committee to be in the budget.
Further discussion ensued. William
J. Buckley, Jr. feels that O&G should be instructed to come to the next meeting
with a list of those items that have been requested by others and not approved
by the Building Committee and that are in the budget. He states that then the
Committee can decide what items they want to do with the funds.
Kent Gilyard agrees with the motion.
Lynn Chapman does not feel that money should be taken out of FF&E before
some of the pending line items are looked at first.
Mac Bramley states that he will vote against the motion and he believes
that a motion of this complexity that appears to arbitrarily attack FF&E to
balance the budget will be questioned because other line items were not looked
at. He states that there is an
informational responsibility required as to the Committee’s methodology.
Jeff Zullo states that this will be a snapshot in time to adjust the
budget to zero. Further discussion
ensued about the motion. Discussion
of the bonding money ensued. Jack
Healy, Chair feels that there needs to be a meeting with Cynthia and Leo Paul to
talk about this issue now and not in February.
Jeff Zullo will meet with Cynthia next week and get back to the Chairman.
William J. Buckley, Jr. states that if the motion passes, George
Graikoski will have to go back and in the column of budget revisions put the
amount of money equal to the parenthetical in funds available so that the final
budget number for each of the line items will be adjusted by the amount of the
parenthetical down that column and the contingency line item will go to zero.
Further discussion of further motions ensued.
William J. Buckley, Jr. tells George that these revisions should be
emailed to the members of the Committee by early next week.
He also states that this procedure gives total control of the line items
and expenses to the Building Committee.
He further states that George Graikoski needs to come back to the
Committee for approval before any of the line items will change.
George Graikoski states that there was a request to put two sinks in the
classroom that the greenhouse is connected to and he is unclear as to how this
will work with this scenario. Jack
Healy, Chair states that these items are “requests” that have not been approved
by the Building Committee as a whole or by the Chairman and these projects can
not be done until the Building Committee decides they are spending the money on
it. William J. Buckley, Jr. states
that George Graikoski is not allowed to allocate any funds to any special
projects without the approval of the Building Committee.
Kent Gilyard states that decisions about the sinks or any other projects
can only be decided after the Building Committee knows what funds are available
and prioritizes the wish list.
Motion:
Bob Blazek moves to call the question.
Vote on
Calling the Question:
Absent: Stacie Kavle, Vice-Chair
and Gary Waugh
Objection: William J. Buckley, Jr.
& Jeff Zullo
Ayes: Kent Gilyard, Lynn Chapman,
Bob Blazek, Mac Bramley
Jack Healy, Chair did not vote.
Motion passed
Vote on
Amended Motion:
Absent: Stacie Kavle, Vice Chair
and Gary Waugh
Objection: Mac Bramley
Ayes: Kent Gilyard, Lynn Chapman,
Jeff Zullo, William J. Buckley, Jr., Bob Blazek
Jack Healy, Chair did not vote.
Motion passed 5 to 1.
Vote on
Original Motion:
Absent: Stacie Kavle, Vice Chair
and Gary Waugh
Objection: Mac Bramley
Ayes: Kent Gilyard, Lynn Chapman,
Jeff Zullo, William J. Buckley, Jr., Bob Blazek
Jack Healy, Chair did not vote.
Motion passed 5 to 1.
Motion:
William J. Buckley, Jr. moved for the
So moved.
Seconded: Bob Blazek
Discussion:
Jack Healy, Chair is still concerned about the bonding costs and moving
expenses. William J. Buckley, Jr.
states that he remembers Peg Perusse mentioning something about a small future
cost for moving and storage. Lynn
Chapman thinks it concerns moving old furniture out and new furniture in.
Jack Healy, Chair would like other line items looked at for a future
motion.
Vote:
Absent: Stacie Kavle, Vice Chair and Gary Waugh
Objection: None
Ayes: All ayes
Motion passed.
Motion:
William J. Buckley, Jr. moved that the Construction Manager makes no
further adjustments beyond the adjustments authorized by the Building Committee
for the final reports and line items from this moment forward.
So moved.
Seconded: Kent Gilyard
Discussion:
Jack Healy, Chair states that he is sure it is inferred without approval
of the Building Committee. William
J. Buckley, Jr. agrees. He also
states that it will make it clear to the contractors that nobody is to adjust
the budget without approval. Kent
Gilyard states that this will also secure the fact that any work that is done
will be paid for because the finances will be controlled by the Committee.
Vote:
Absent: Stacie Kavle, Vice Chair
and Gary Waugh
Objection: None.
Ayes: All ayes
Motion passed.
Schedule Update (O&G)
George Graikoski states that next Tuesday the bathrooms, the band room and the
teacher’s faculty room will be turned over.
He states that the kitchen equipment is coming in next week and it will
take two weeks to do the plumbing.
He states that the three classrooms will be done the week after that.
He states that it will all be done by the end of the month.
He states that Ernie made an incomplete list on the
Jack Healy, Chair wants to know if there is anything left to do in the media
center. George Graikoski states
that the issue of the computer desks still exists.
Discussion ensued of the remedies to fix this issue for a cost of
$6,049.00. Bob Blazek states that
the Building Committee should not have to pay for this since it was a design
flaw and that Herbert Newman should pay for this to be redone. Jeff Zullo agrees
and states that it will be a lot of work to repair the desks.
Discussion ensued. William
J. Buckley, Jr. states that Bob Blazek’s point was well taken and wants to know
if Richard Munday was approached because the Building Committee has a good
relationship with them and whether or not he will kick in something and take
something off the fee for this.
He feels that this is a request that should be done.
Jose Hernandez states that Richard
Munday has acknowledged that it was the wrong height.
He states that he will take this issue back to Herb and review it by
early next week and get back to the Committee on the issue.
Bob Blazek states that the Building Committee didn’t design the desks and
that Newman did and that the students can’t use the desks the way they are so he
wants Newman to consider that and hopes that this can be worked out and thanks
Jose Hernandez for his help.
Further discussion ensued on the line items.
Motion:
Jeff Zullo moved to authorize George Graikoski to contract the fix to the
desks in the library to come out of Owner’s Hard Cost Contingency.
So moved.
Seconded: Lynn Chapman
Discussion:
Jose Hernandez wants to know if Peter Bowman has taken an exception to
this. George Graikoski states that
he sent Peter Bowman the change order and has not heard back from him.
He states that he does not know if he agrees with the number or not.
He states that it is less in labor than the original install because of
the work involved now of removing the desks and redoing them.
Jose Hernandez states that he will take this issue back to the office for
a quick resolution on this issue.
Jeff Zullo states that of course this motion is contingent on the approval of
Newman.
Amended Motion:
William J. Buckley, Jr. moved to authorize the transfer from Contingency
Line Item 920 to a new line item of 9101 under General Trades.
So moved. Seconded:
Bob Blazek
Vote on Amended Motion:
Absent: Stacie Kavle, Vice Chair
and Gary Waugh
Objection: None.
Ayes: All ayes
Motion passed.
Vote on Original Motion:
Absent: Stacie Kavle, Vice Chair
and Gary Waugh
Objection: None.
Ayes: All ayes
Motion passed.
Jack Healy, Chair asks Jose Hernandez to get the information to the Building
Committee through Richard Munday since he will be unavailable for a week and a
half.
Entrance to 7th & 8th Wing updates (O&G and HSN)
George Graikoski reports that they will be working this weekend and that it
should be completed by Wednesday afternoon next week.
Jack Healy, Chair states that this agenda item should not be needed after
next meeting. Jeff Zullo inquires
about the cost. George Graikoski
states that it is around $5,500.00.
Wall Panel Update (O&G and HSN)
George Graikoski states that the horizontal paneling, the fascia, coping and
roofing is complete but the diamond shape panels have not been done.
He states that Allied has to do two mock-ups for trim and he needs to get
approval from Newman. George
Graikoski states that there was a meeting with Richard Munday, A. Temple Brooks
and Allied and they went over the mock-up of the 16x16 panels and the consensus
was to go with the bigger diamond shaped paneling.
He states that they are waiting for the written approval to start the
work. Jeff Zullo is concerned about
the time frame of this and the ending of the project.
He states that this was discussed four weeks ago when Richard Munday was
last here and doesn’t know why it has not been approved for a month now.
Jose Hernandez will meet with Richard Munday in the morning and get back
to the Committee. Jack Healy, Chair
states that Stacie Kavle has been working on this also.
George Graikoski states that there are three options for the committee to
decide. 1) is to leave it as is.
2) is to have Allied replace the areas with the metal siding and keep the
four inch coping and 3) is a combination of both.
Jack Healy, Chair states that scheduling and money are the issues.
He further states that other than option number one, the other options
will cost money and time. He feels that
Stacie Kavle feels that there is a resolution as to whether or not the
installation meets the specifications and he feels that the Committee should not
be making any decision this evening because the Building Committee may not be
required to pay for this. He states
that the Building Committee needs a resolution between O&G and Newman and the
contractor before any funds are allocated.
Jeff Zullo states that if the contractor did something that is not
correct then a credit should be due.
George Graikoski states that it is not as simple as the contractor
meeting the specifications. He
feels that it is not a performance issue but Newman may not agree.
A lengthy discussion ensued and George Graikoski discusses the process of
the work between O&G, Newman and the contractor during the six month process.
George Graikoski states that Richard Munday does not want to sit down and
discuss the option with Allied.
Jose Hernandez states that Newman’s position is that the drawings describe what
the intent is very well and there are issues about how the process would proceed
and with regard to aesthetics, there was a meeting with Stacie Kavle, Vice Chair
present, and the consensus was that Allied should be pressed to provide what is
on the documents and if they will not then the Building Committee should have a
credit due. The other option was to
drive aesthetics and to come back to the Committee for approval.
He takes exception to the fact that Richard Munday is not wiling to meet
with O&G. He states that the issue
of performance is another issue and that the insulation is an issue with a lack
of a sufficient thermal envelope.
Jack Healy, Chair states that Stacie Kavle, Vice Chair is on vacation and that
she will be following up on this issue.
William J. Buckley, Jr. brings to the Committee’s attention a letter in
the package tonight from Allied.
Discussion ensued.
It is decided that a meeting among O&G, Newman, Stacie Kavle, Vice Chair, Allied
and anyone else on the Building Committee that wants to attend needs to take
place to resolve this issue.
LHS Ceiling Replacement, Noise Attenuation and Noise Levels (HSN)
George Graikoski is getting prices for the remaining five classrooms and Jack
Healy, Chair refers to Tony Crowe’s request under Public Participation to move
the panels into the other rooms. It
is decided by the members of the Committee to do one classroom as a mock-up and
test it and bring the results back to the Committee for approval of the costs to
put up the panels. Discussion
ensued. It is decided that Tony
Crowe will work with George Graikoski on this issue.
Mac Bramley inquires about the cable chases in the
Gary Waugh arrives at
Motion:
Jeff Zullo moved to authorize George Graikoski to proceed with the
pending Change Order 13 in the amount of $15,000.00 to get the cable tray work
done pending Newman’s input.
So moved.
Seconded: Bob Blazek
Discussion:
A lengthy discussion ensued again about the line items with George
Graikoski.
Vote:
Absent: Stacie Kavle, Vice Chair
Objection: None.
Ayes: All ayes
Motion passed.
Motion:
William J. Buckley, Jr. moved to remove from the General Trades Line Item
two amounts under pending change orders reducing that number by $6,049.00 and
that will be to remove the pending Change Order 139 and to remove from the
approved change orders under General Trades on the High School Change Order
Number 97 in the amount of $31,726.00 and to place that money in the Contingency
Line of the High School, Line Item 920.
So moved.
Seconded: Jeff Zullo
Discussion:
Discussion of placing the money in FF&E as a friendly amendment.
Amended Motion:
Lynn Chapman moved to place the money into the FF&E Line Item rather than
in the Contingency Line Item.
So moved. Seconded:
Jeff Zullo
Vote on Amended Motion:
Absent: Stacie Kavle, Vice Chair
Objection: None.
Ayes: All ayes
Motion passed.
Vote on Original Motion:
Absent: Stacie Kavle, Vice Chair
Objection: None.
Ayes: All ayes
Motion passed.
Motion:
William J. Buckley, Jr. moved to add an additional line item to the
Intermediate School under General Trades but as a subsection of General Trades
making it a 101 line item and under pending change orders put $6,049.00 and
under approved changes put $31,726.00 and the sum of those two numbers will go
in the budget revisions under 001 and the sum of those numbers will also go in
the final budget and in the initial budget will be zero for that particular line
item.
So moved.
Seconded: Jeff Zullo
Discussion:
William J. Buckley, Jr. states that will reduce the funds available and
the High School are back at zero.
Vote:
Absent: Stacie Kavle, Vice Chair
Objection: None.
Ayes: All ayes
Motion passed.
Credit Update (O&G)
Jeff Zullo states that he had an email from Richard Munday yesterday with credit
updates. George Graikoski thinks
most of these credits are already in the reports.
Jack Healy, Chair states that he wants
closure to this issue of the credits.
Jose Hernandez agrees that Newman wants to resolve the issue of credits
as well and would like to sit down with O&G and report back to the Committee. It
is decided that O&G and Newman will confer on the credits before next meeting
and report to the Committee.
Jack Healy, Chair states that there are only twenty minutes until
Issues List Review (HSN)
Jose Hernandez hands out the Issues List – Update for