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.
Lynn Chapman
6. Kent Gilyard
7. Gary Waugh - BOE
Representative
8. Stacie Kavle, Vice Chair arrives
at
9. Leo Paul
- Ex-Officio
MEMBERS
ABSENT
5.
Mac Bramley
OTHERS
PRESENT
George
Graikoski of O&G, Jose A. Hernandez & A. Brooks Fischer of Herbert S.
Newman
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
So moved. Seconded:
Gary Waugh
Discussion: Jack Healy, Chair discusses having the
recording secretary continue to make all the copies of the minutes and agendas
and present them to the committee at the meeting and bill for the copy cost and
her time. All the committee members
agree. Bob Blazek feels that she should
also be reimbursed for her past time and copy cost. All the committee members agree.
Vote:
Abstention: William J. Buckley, Jr. and Lynn Chapman
Deletions/Corrections/Additions: None
Absent: Stacie Kavle, Vice Chair & Mac Bramley
All Ayes
Motion passed.
3. PUBLIC PARTICIPATION
Jack
Healy, Chair asks if there is any public participation. None discussed.
Jack
Healy, Chair acknowledges the presence of Leo Paul, Ex-Officio member and thanks
him for being here this evening.
4. COMMUNICATION
None
received.
Report
from Jeff Zullo on BOF Communication
Jeff
Zullo reports that he did not attend the BOF meeting last Monday because he was
out of town but that he did forward a report on the school project to the BOF
and commented that the Intermediate School was being completed and that the High
School was ninety-eight percent complete.
He reported that the Committee will be on schedule and within
budget. He did report a rough balance of
about 340K in contingency in the
Report
from Gary Waugh on BOE Communication
Gary
Waugh has no report. He was unable to attend their last meeting.
Report
from Jack Healy on BOS Communication
Jack
Healy, Chair reported to the BOS about the progress and the punch listing. He reported that on the High School the 100
wing is getting close to completion and that the cooking portion of the cafeteria
is being worked on and also reported the ongoing negotiation between the two
attorneys. He also reported on the
status of the contingency.
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
Progress Report No. 12; Summary Data
Report #12 through September, 2007 that includes the Summary Data for the
Middle/High School; Litchfield Middle/High School & Intermediate School Construction
Manager’s Monthly Cost Control Report No. 12; Litchfield Middle/High School and
Intermediate School Change Orders by Trade Contractor; Litchfield Middle/High
School Payment Applications Summary for the Month of September 2007; Litchfield
High/Middle School and Intermediate School Project Commentary September 2007;
Litchfield High School Phasing Plan Summer 2007 and Intermediate School Phasing
Plan September 23, 2007 2nd and 3rd Floors;
George
Graikoski goes over the reports with the members of the Committee.
A
very lengthy discussion ensued over the Construction Manager’s Monthly Cost
Control Report. A further lengthy
discussion ensued over the changes that should have been done based on the
motions from the last meeting that were not done. After further examination of the report, it
is discovered that the motions were not correct and that George Graikoski adjusted
the report to try to correct the error.
The Committee comments that the intent of the motions last month was to
bring the parenthetical to zero. The Committee wants the report redone with the
changes motioned and approved from last meeting so they can look at the result
of those motions to the report so they can more accurately make the appropriate
motions to further revise the report and correct the error from last month. William J. Buckley, Jr. responds that there
may have been an error in the motion from last month but that it can’t be
corrected until the report is done according to the motions approved and that
the motion was short $18,270.00 that should have been added to the 119. Jeff Zullo tells George Graikoski to just
make the changes that the Committee asks and then come back to them with that
report and if there are any suggestions for changes, bring it to their
attention at the next meeting but not to make any changes on his own. The report is to be redone by George
Graikoski tomorrow and emailed to all the members for review.
Jeff
Zullo reports that he had a meeting with the Director of Finance, Cindy
Politano and Dave Wilson (by phone) this afternoon. He states that both he and Jack Healy, Chair
had requested that Cindy make new Interim finance cost and the bond issuance
cost reports for both schools and he is pleased to report that there is an
additional savings of $132,900 that the Committee can use to revise the budget
line items in George’s report. He
states that to be prudent, the Committee should include a buffer in that
amount.
Gary
Waugh would like to allocate the money to the project because he would like to
see the ceilings in the classrooms and other work done. Jack Healy, Chair agrees. William J. Buckley, Jr. would like to see the
money put into contingency but would like the amount to be conservative. He reports that for the High School/Middle
School line item #250 could go down to $122,000.00, line item #260 to
$318,000.00 and for the Intermediate School line item #250 to $61,500.00 and
line item #260 to $157,000.00. For a
total of $132,900.00 for both schools in savings.
Stacie Kavle, Vice
Chair arrives at
Motion: Jeff Zullo
moved on the High School/Middle School to revise line item #250, Bonding Cost
Amount Committed and Project Cost from $67,500.00 to $61,500.00 and line item
#260 Interim Financing revise the amount committed and projected cost from
$212,750.00 to $157,000.00.
So moved. Seconded: William J. Buckley, Jr.
Discussion: none.
Vote:
Absent: Mac Bramley
Objection: None
All ayes
Motion passed.
Motion: Jeff Zullo
moved on the Intermediate School to revise line item #250, Bonding Cost Amount
Committed and Project Cost from $142,500.00 to $122,000.00 and line item #260 Interim Financing revise
the amount committed and projected cost from $369,250.00 to $318,000.00.
So moved. Seconded: William J. Buckley, Jr.
Discussion: Bob Blazek asks what the savings is. Jack
Zullo reports a savings of $71,750.00 at High School/Middle School and
$133,500.00 at the
Vote:
Absent: Mac Bramley
Objection: None
All ayes
Motion passed.
Jack
Healy, Chair reminds the Committee that the intent of the motion last month was
to put any funds back into FF&E and that he would not have voted the way he
did if that was not the intent of the Committee.
William
J. Buckley, Jr. reports that the line item of CM Reimbursable is not a correct
title and
should
be changed to what it is which is basic services and remained as per the
contract, Construction Phase Services.
George Graikoski will make that change in the report.
Schedule Update (O&G)
George
Graikoski reports that the
For
the High School the kitchen equipment came in this week so they are in the
process of hooking that up and it will take approximately two weeks to do. The three classrooms tiling and flooring
will start next week. He states that
those are the only areas left to be turned over and will be done in three to
four weeks. The contractors are working
on the incomplete list for the areas just turned over including the band room
and the teacher’s lounge and they did get a punch list for the new additions
and have notified Newman.
Gary
Waugh reports that the classrooms in the 7th and 8th
grade wings are wonderful and when those classrooms are available, teachers will
vacate the rooms across the hall to use them.
They state that those rooms are not functional and the echoing even
without anyone speaking, people moving their arms or shuffling on the floor is
loud enough to not be conducive to teaching.
He feels that these classrooms need to be done immediately since the
mockup room’s work and not to fix the rest would be silly. He states that teachers are adjusting their
schedules to get to use the fixed classrooms.
George Graikoski states that the price to fix the rest of the classrooms
would be about $30,000.00. The five
classrooms that have to be done are 607, 608, 609, 612, 614 and one science
room. Jeff Zullo wants to know if
O&G will be doing the work. George
Graikoski states that at this time he is not sure. He states that maybe GarSan will do the
work. Jeff Zullo states that whoever
does the work should be sure to line up the seams. The seams in the first five rooms do not look
good. William J. Buckley, Jr. wants to
know if GarSan is the general trades for the school. George responds that they are. William J. Buckley, Jr. discusses the line
items that would need to be adjusted to do the work with George.
Motion: William J.
Buckley, Jr. moved to reduce FF&E which is line item 15-000190 by $30,000.00 and place that $30,000.00 in
the General Trades line item which is line item 10-069100.
So moved. Seconded: Bob Blazek
Discussion: Jeff Zullo wants
to know about the schedule to do the work.
William J. Buckley, Jr. states that George should get the price and the
Chairman should execute the change order with the understanding that the money
should be moved back next week after motions are made. He feels that the Committee should not delay
this work any further. He agrees with
Gary Waugh that this work needs to be done now.
Lynn Chapman is concerned about the technology and items that have not
been purchased yet. She is concerned
about continuing to take money out of FF&E with the intent to put it back
and she feels the Committee should put a hold on some of the technology that’s
going to be purchased. Jack Healy, Chair
states that he feels that all the contracts have been issued even though there
are no bills that have come in yet.
Discussion ensued of the technology budget and the invoices that are
just starting to come in. He states that
he believes that there are some computers that they didn’t purchase but that
all the rest has been ordered. William
J. Buckley, Jr. feels that for the next meeting, the Committee will need a
report from Peg Perusse as to what has been ordered and what hasn’t been
ordered against the budget for the High School and the
Vote:
Absent: Mac Bramley
Objection: None
Ayes: All ayes
Motion passed.
Motion: William J.
Buckley, Jr. moved that the Committee request of the School Administration a
status of the Technology purchases and orders placed to date (date being
October 18, 2007) out of the two line items for the High School/Middle line
item #220 and for the Intermediate School line item #220 and also to direct the
School Administration not to place any further orders and to bring that report
to the Committee for their next meeting on November 1, 2007.
So moved. Seconded: Bob Blazek
Discussion: Bob Blazek is confused by the date. William J. Buckley, Jr. states that after
today, no orders can be placed and the Chairman will have to communicate this
to the school first thing tomorrow morning.
Jack Healy, Chair will do that.
Gary Waugh states that this was discussed a few months ago and that
equipment was ordered and that is in the process of being ordered and that a
lot of it has already come in and wonders whether if the intent of the motion
is to have them stop and not purchase items that they may have already ordered. William J. Buckley, Jr. states that he has
been told that items have not been purchased and that there is a discussion going
on about what to purchase. He wants to
know what has been purchased (delivered) and what has been ordered to date. Jeff Zullo supports the motion and feels that
there has been very little clarity and that the Committee needs the
report. He would like to see the same
thing for FF&E. He states that it is
two years late and that the Committee still does not have an approved State
package. He states that in August of
2005 they requested an FF&E estimate and that the school has never done it
and he is upset over it. Bob Blazek
wants to know what has already been paid for.
Jack Healy, Chair states that from the emails he has received from Mike,
a lot of items have been ordered.
William J. Buckley, Jr. reminds the Committee that the school came to
the Committee on January 17th and handed a report out that night and
said it was an emergency and that the Committee had to vote on it that night
and about six months later they got a report that was suppose to be highlighted
with any changes from January 17th. Discussion of what total was allocated for
technology is discussed. Jeff Zullo
feels that the Committee must have an immediate report from the administration.
Jack Healy, Chair is concerned about
breaking up the contract because of any cost savings. Further discussion about the smart boards
ensued. Discussion of the contracts and the costs
ensued. Gary Waugh states that the
administration doesn’t have the personnel to do this and he feels that the
Committee has to find a way for the report to get done without any excuses next
month. Jack Healy, Chair will send an
email to Don Vita, Peg Perusse and Wayne Shuhi with this information about the
requirement of the report for the November 1st meeting. Gary Waugh states that we have asked many
times for reports and they have not been done.
Jeff Zullo states that they will not be able to order any more items
until the report is done so it is in their best interest to get it done. William J.Buckley, Jr. states that if the report
is not done, the money will be allocated to something else and not be
available. Stacie Kavle is uncomfortable
with doing this because they were adamant about needing the technology in order
to function. William J. Buckley, Jr. states that if it was that important, then
it’s been ordered. Gary Waugh states
that this was in July so the items should have already been purchased. She is uncomfortable telling them tomorrow
that they have to cease purchasing. Lynn
Chapman states that it is important to know where they are and that FF&E
keeps getting cut back and if there is money there, the Committee needs to save
the extra funds. Stacie is uncomfortable
with telling them they can’t know make the entire purchase for technology. Kent Gilyard states that he agrees with
Stacie but he feels that they owe the Committee the report. William J. Buckley, Jr. reminds the Committee
that it was an emergency in July so if there are things that they didn’t
purchase then they can wait until the report is given and reviewed by the
Committee. He also states that he heard
there are things that they didn’t purchase and that they were going to
reallocate the funds. He was told two
weeks ago that they didn’t order a lot of items. Bob Blazek thinks that it may be possible
that they only ordered what they needed and that there may be funds available
to reallocate to other items that are needed.
Jeff Zullo goes over the minutes of the meeting from July with the
Committee and feels that the report is critical to the Committee because they
are finalizing items and need to know what can be reallocated to other items if
there are funds. Stacie Kavle feels that
the report is important but is concerned about stopping the process now. She would like to see more money be put in FF&E
and not technology but is concerned.
Jack Healy, Chair states that the Committee has not gotten a report from
the administration in months.
Vote:
Absent: Mac Bramley
Objection: None
Ayes: All ayes
Motion passed.
Discussed
in Budget and Schedule above.
Entrance to 7th
& 8th Wing updates (O&G and HSN)
William
J. Buckley, Jr. wants to know if counters are going to get painted and primed
and if the beam is going to be cleaned and urethaned. Gary Waugh reports that the painting is
erratic and not complete in a lot of areas in the High School and that it is
O&G and Newman’s responsibility to look into this and get it fixed. Gary
Waugh also reminds the Committee that a lot of the work is weather related and
needs to be done now. Jeff Zullo and
William J. Buckley, Jr. discuss the leaking and the water running down the
fascia. George Graikoski will look into
it further since there were a few more leaks after the rain last Thursday. Discussion of punch listing and the
Committee’s list ensued.
Motion: Jeff Zullo
moved that the Building Committee initiate and create a Building Committee
working group that can go into the buildings and create their own internal
issues/punch list at this time.
So moved. Seconded: Lynn Chapman
Discussion: Jeff Zullo states that many of the Committee
members have been going through the buildings and there are a lot of issues
that need to be addressed and some are quality related. Jack Healy, Chair feels that this Committee
should be a rotating committee with members who can attend the walk-through
each week. William J. Buckley, Jr. wants
to know if George Graikoski would find this group helpful. He responds that he would find it very helpful. Jack Healy, Chair tells member of the
Committee to send him an email if they would like to be on the rotating
committee that will be created in the next week. Jose Hernandez wants to be sure that they
also get the list created by the Committee as well. Jack Healy, Chair states that they will get
the list.
Vote:
Absent: Mac Bramley
Objection: None
Ayes: All ayes
Motion passed.
Gary
Waugh discusses the Band Room and the ventilation system that is very
loud. He reports that the band director
can’t do his work because when the blower is on in that room, it is difficult
for them to have a coordinated recital in that space because students can’t
hear. Jack Healy, Chair reminds George
that this same issue exists in this room and he thought that it was going to be
looked into. George Graikoski said that
they are looking into the design of a cafeteria versus a meeting room because
they didn’t know the cafeteria was going to be used as a meeting room. George
will look into this and see if the system is balanced. Jose will call and find
out the sound transition code rating and that it may have met the design
criteria but he will need to know if the system is balanced. William J. Buckley, Jr. would also like this
done in the classrooms that the teachers can’t teach in. Jose Hernandez wants to know if these are the
classrooms that have the ceiling panels.
William J. Buckley, Jr. states that they are. Jose Hernandez will look
into that as well. Stacie Kavle reports
that there is a room next to the library that is used for sensitive computer
equipment that the air conditioner doesn’t work well and the room does not stay
cool enough for the equipment so they have rigged an old wall unit in there and
it is leaking and they have duct tape to run a sluice to catch the water to a
bucket on the ground She feels that
this may not be safe and wants it looked into.
Jack Healy, Chair states that there should be no air conditioners
running. Stacie said it is a very old
unit that they put in the wall. Jose
Hernandez will look into this right away and get back to the Committee.
Wall Panel Update
(O&G and HSN)
None
discussed.
LHS Ceiling
Replacement, Noise Attenuation and Noise Levels (HSN)
Discussed
in other areas of the meeting.
Credit Update (O&G)
Jeff
Zullo states that there is still an open report that George Graikoski is
working on. George Graikoski states that
he is still working on it and will have it for next meeting. Jack Healy, Chair reminds George that Richard
Munday said that they would like to review and comment on that report. Jose Hernandez states that they would like
to get a back change order from O&G so they can look at it and sit down
with O&G and then start the process.
He states that the credit list is out there for review and that George
will turn it into a back charge order for their review.
Issues List Review
(HSN)
Jose
Hernandez states that the only new issue is a rejection of a submittal for a
flex duct for an ATC ceiling that was in the science labs and that the issue
has now been resolved. Jose Hernandez
reports that the dampers are required and an ASI was issued this afternoon.
Parking Lot Update
(Jeff Zullo & Bill Buckley)
Jack
Healy, Chair reports that there was an appeal to the Planning & Zoning and
that Peter Hurbst saw it in the newspaper and took it upon himself to research
this and came to the conclusion that it’s not allowed. They can only go to Superior Court to
appeal. He stated that Peter and Matt
met and that they checked with Tom Burns and talked to Rich and they all
agree. They stated that they can’t
accept the appeal. Jack Healy, Chair
will call to get a copy of the approval next week. Discussion of the cost to redesign the extra
thirty spaces was discussed. Stacie Kavle feels uncomfortable paying for this
when FF&E is being depleted. Bob
Blazek reminds Jack Healy, Chair to read the conditions put in the approval
before going forward. William J.
Buckley, Jr. feels that after he gets the approvals, he should bring them to
Ron George of CCA and ask him for a proposal to modify his design consistent
with the conditions attached in each of the approvals. Jack Healy, Chair thinks that this is a good
idea.
Motion: William J.
Buckley, Jr. moved that the Chair get a copy of the approvals and forward those
to Ron George from CCA for a proposal to marry his modified design to the
conditions stated in the approval.
So moved. Seconded: Kent Gilyard
Discussion: Jack Healy, Chair would like Ron George’s
attendance for a certain number of meetings with Inland Wetlands to get their
approval. William J. Buckley, Jr. states
that his motion did not include the thirty spaces for the lower lot and that he
doesn’t know if he would consider spending money on that right now. Jeff Zullo agrees.
Vote:
Absent: Mac Bramley
Objection: None.
Ayes: All ayes
Motion passed.
Alternative Options
List Review (Lynn Chapman)
None
discussed.
None
discussed.
6. FINANCE COMMITTEE – Take actions as needed
Soft Cost Budget
(Jeff Zullo & O&G)
Jeff
Zullo states that this was taken care of in other agenda items this evening.
Finance Committee
Report
Jeff
Zullo inquires whether the Committee wants the Finance Subcommittee to only
meet once a month on an as needed basis.
After discussion it is decided that only when a meeting is called by
Jeff Zullo, Chair of the Finance Subcommittee will a meeting be held. Gary Waugh feels that a meeting should be held
every month so that the Committee doesn’t have to spend time going over
this. Jeff Zullo wants to know if Gary
Waugh would like to be responsible for getting the members together for the
meetings. There will be no meeting on
Approval of Invoices
Motion: William J.
Buckley, Jr. moved that the following invoice be forwarded to the Chairman for
approval for a total amount of $210.00.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Marianne Arancio Stilson |
10042007 -Split |
|
$140.70 |
Middle/High |
|
Marianne Arancio Stilson |
10042007 -Split |
|
$69.30 |
Intermediate |
So moved. Seconded: Kent Gilyard
Discussion: None.
Vote:
Absent: Mac Bramley
Objection: None.
Ayes:
Motion passed.
Motion: William J.
Buckley, Jr. moved that the following invoice be forwarded to the Chairman for
approval subject to his review of each to make sure that the proper
certifications are there.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
William B. Meyer |
11866 |
|
$2,170.00 |
Middle/High |
So moved. Seconded: Kent Gilyard
Discussion: Jack Healy, Chair wants to know if the bill
says when the work was done for the media center and states that he has no
objection to paying this invoice as long as this is the last bill from William
B. Meyer.
Absent: Mac Bramley
Objection: None.
Ayes: Motion passed.
7. TECHNOLOGY UPDATE – TAKE ACTIONS AS NEEDED
None
discussed other than what was discussed in Schedule
Update (O&G).
8. FF&E UPDATE – TAKE ACTIONS AS NEEDED
Update from School
Administration on status of preparation of FFE package for submission &
BC Update on FFE
Efforts, (Stacie Kavle, Vice Chair & Lynn Chapman)
None
discussed other than what was discussed in Schedule
Update (O&G).
Jose
Hernandez reports that A. Brooks Fischer is here tonight at his request and
that A. Brooks Fischer will be attending every meeting and that he will attend
every other meeting or at the request of the Committee. Jose Hernandez states that he has every
confidence in A. Brooks Fischer and the Committee agrees.
William
J. Buckley, Jr. would like to know if it is helpful to have Jose Hernandez be
invited into Executive Session. Jose
Hernandez states that the Committee can be invited but that he will not be able
to give any information since he does not know about these issues.
9. Executive Session
Motion: Jeff Zullo moved
that the Committee go into Executive Session to discuss legal issues.
So moved. Seconded:
Gary Waugh
Discussion: None.
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