MINUTES
LITCHFIELD SCHOOL BUILDING COMMITTEE
LITCHFIELD
INTERMEDIATE SCHOOL LIBRARY
A meeting of the Litchfield School Building Committee was
held on
Present were: Jack Healy, Chairman, Kent Gilyard, Mac
Bramley, Bill Buckley, Lynn Chapman, Chris Canfield, Gary Waugh and Jeff Zullo. Stacie Kavle arrived at
Also Present: Superintendent Dr. Vita; BOE Member Diane Knox;
Peg Perusse, Business Manager; Cynthia
Politano, Finance Director, Public and the Press.
Meeting was called to order at
Approval of Minutes
Approval of minutes was table due lack of quorum from the
previous meetings.
Public Participation
Mike Murray asked BC who runs the Technology Committee and
why in the past few months there had been no report.
Bill Buckley – There is not a Technology Subcommittee.
Jack Healy – There is a Technology Committee; each
Superintendent has been in charge of it.
Andrienne [Longobucco] has been coordinating it.
Mac Bramley – There has been ongoing discussions on
technology. The cost of Technology is
so fluid. There has been a gross
allocation.
Jack Healy – There is a data gap. Andrienne [Longobucco] put together an
itemized list of Technology needs. It’s
an interactive process. At some point
when bids come in, we’ll look at it again.
Mac Bramley – When bids come in the taxpayers will know
exactly what we will be receiving.
Mike Murray – There has to be knowledgeable residents who
can bring their expertise to the Technology committee.
Communication
Jack Healy – Bruce Walpole of O & G sent me a report of
the projected case flow fro LIS & LHS, revised
Peg Perusse – We are passing it on to the Insurance agent
and Town Attorney for review.
Bill Buckley – Is it part of the bid package that went
out? And now it’s being reviewed? Will it be reviewed by November 8TH?
Jack Healy – Peg and I asked for a quite a while ago and
just received it.
Peg Perusse – We gave them several reminders.
Bill Buckley – We need to be sure there is a technical part
and a boiler plate part of the bid package.
Jack Healy – That is what we talked about at the last meeting
and it’s being done.
Mac Bramley – The Construction Manager’s contract and
Architect’s contract - is their mention of their responsibilities during the
bid process? What are they?
Bill Buckley – They need to get requirements for insurance
and boiler plate from municipalities.
Jack Healy – There is a general statement, a paragraph, in
the contract about their duties.
Bill Buckley – It speaks to the bid documents and boiler
plate is part of that.
Jack Healy – I
received a letter from O & G about obtaining a new fuel oil tank to replace
the one at LHS. The new tank is good for
25 years. We also could save $1,000.00
is we purchased it last Friday. So I
polled BC members and the First Selectman and we bought it.
Bill Buckley – At some point there will be an expense of
disposing of tank.
Jack Healy – That’s up to the Town. It’s available to the
Town for reuse. Mike Rybak asked for a
letter from the Engineer stating that the tank meets EPA regulations.
Jeff Zullo reported status of the project to the BOF and
reviewed with them the concerns the BC has based on overages on other school
projects. They also discussed short term
interest and a single bond issuance next year.
Peg Perusse – Bruce Walpole had pre-bid meetings today. There were approximately twenty people in
attendance. They walked through both
buildings and they will be issuing the first addendum shortly.
Bill Buckley – Was their any indication that there would be
a time extension?
Peg Perusse – Bruce [
Jeff Zullo – How many bidders were in attendance?
Peg Perusse – About 20.
Dr. Vita – There were several plumbers, mechanical, drywall
and HVAC in attendance.
Motion was made by Mac Bramley that the Building Committee
authorize the Chairman in consultation with the Construction Manager to approve
bid package modification including extension of bid time, seconded by Jeff
Zullo
Motion Carried. All
votes were in the affirmative. There
were no abstentions.
Finance Update
Mac Bramley –
1.
Kelli
L. Green - invoice dated
Motion made by Mac Bramley to authorize payment to Kelli L.
Green in the amount of $153.00, seconded by Bill Buckley.
Motion Carried. All
votes were in the affirmative. There
were no abstentions.
2.
Attorney
Peter Herbst – invoice number 6434 dated
Motion made by Mac Bramley to authorize payment to Peter
Herbst in the amount of $425.00, seconded by Bill Buckley.
Motion Carried. All
votes were in the affirmative. There
were no abstentions.
3.
Town
of Litchfield Invoice No. 2 dated
Motion made by Jeff Zullo to authorize payment to Town of
Litchfield in the amount of $3,320.00, seconded by Kent Gilyard
Motion Carried. All
votes were in the affirmative except or Bill Buckley and Mac Bramley who voted
in the negative. There were no
abstentions.
4.
DTC
Invoice No. 15523 in the amount of $8,432.10 for Asbestos Analysis, all
attributed to LHS.
Motion made by Bill Buckley to authorize payment to DTC in
the amount of $8,432.10, seconded by Mac Bramley.
Motion Carried. All
votes were in the affirmative. There
were no abstentions.
5. Herbert
S. Newman Invoice No. 15523 in the amount of $15,840.65 of which $12,403.71 is
for construction documents to 98% and $3,436.94 reimbursable amount, all
attributed to LHS.
Motion made by Bill Buckley to authorize payment to HSN in
the amount of $15,840.65, seconded by Kent Gilyard.
Discussion:
Mac Bramley – Richard Munday said any redesign would be at
our cost.
Jeff Zullo – Based on the contract, design documents do not
fall within our budget estimate. I think
we should hold bills until bids come in.
Bill Buckley- I don’t like to hold bills. We have beneficial use of what they provided
us. We became aware it exceeded budget
and we still authorized them to go to bid.
This Committee aught to have a discussion if the bids come in high,
before cutting, go to the Town.
Jeff Zullo – I disagree with Bill’s point about holding
back. I don’t see a problem in waiting
a couple more weeks to get bids. HSN is
not in compliance with the contract based on estimates which shows their
designs are over budget. I would
concede to paying out of pocket expenditures.
Mac Bramley – I have been dissatisfied with a number of
services. I think we’ve been soft on
HSN.
Mac Bramley – I am going to vote “No” because of what their
managing partner said that we the BC and Town will have to pay for re-design.
Bill Buckley – Even if the bids come in higher, the right
thing to do is to pay them for the work they performed. The contract states HSN will do additional
design to bring this contract to budget.
IF we’re not happy with HSN we should tell them so they correct the
problem. Our own Planning and Zoning
and Inland/Wetlands delays cost us money.
Mac Bramley – As a condition of approving these bills we
should tell them that we are apprehensive after their managing partner said any
redesign or modification would be at our cost.
Jeff Zullo – If we approve payment we are doing it for a
vendor that is noncompliant.
Motion was made by Mac Bramley to Amend Motion to approve
payment subject to the Chairman sending appropriate communication to Herbert S.
Newman enumerating our apprehension caused by comment by the managing partner
regarding payment responsibility for modifications or redesign due to over bid,
seconded by Jeff Zullo.
Discussion
Bill Buckley – If we have an issue with HSN I would prefer
it be a separate matter from the payment approval motion. I am not sure I am dissatisfied with the work
they performed to date.
Lynn Chapman – Call to Question
Roll Call Vote on Motion to Amend: Yes – Mac Bramley and Jeff Zullo; No – Bill
Buckley, Gary Waugh, Kent Gilyard, Lynn Chapman and Stacie Kavle. Chris Canfield abstained.
Motion Failed.
Roll Call Vote on Motion to Approve Payment: No votes – Mac
Bramley and Jeff Zullo; Yes votes – Bill Buckley, Gary Waugh, Kent Gilyard,
Lynn Chapman Stacie Kavle and Chris Canfield.
Motion Approved.
.
6. Herbert
S. Newman Invoice No. 15523 in the amount of $12,761.56 which would bring
payment of construction documents to 100% and 5% of bidding negotiations, all
attributed to LHS.
Motion made by Bill Buckley to authorize payment to HSN in
the amount of $15,840.65, seconded by Lynn Chapman
Motion was made by Jeff Zullo to reduce payment by 5% or
$1,252.90, seconded by Kent Gilyard.
Discussion
Bill Buckley – 5% of this bill is for bidding negotiations,
Jeff Zullo – I believe the BC is misrepresenting the best
interest of the community by paying these bills before bidding comes in.
Bill Buckley – I think we’re saving the Town money by paying
them on time.
Gary Waugh – From an educator’s point of view I would like
to see the Town step forward and approve the additional funds.
Jeff Zullo – By approving these payments it’s saying we
fully believe that they are in compliance with the contract.
Gary Waugh – Member of the BC sat down with HSN for several
hours to come up with deduct alternates.
Stacie Kavle – This entire Committee understood that we went
out to bid with documents that were estimated to be over budget.
Jeff Zullo – Approving this today says we are fully
satisfied with their work.
Bill Buckley – First of all, you don’t amend a contract by a
vote. He [Richard Munday] can say what
he wants, if he’s wrong or right. HSN
did not cause this project to go over budget.
I’m not ready to redesign this project.
If bids come in too high, I’m going to motion to go forward with LHS and
go back to the Town about LIS. Telling
HSN to go back to redesign isn’t an option.
Roll Call Vote on Motion to Amend: Yes – Bill Buckley, Mac Bramley and Jeff
Zullo; No –Gary Waugh, Kent Gilyard, Lynn Chapman and Stacie Kavle and Chris
Canfield.
Motion Failed. There were no abstentions.
Roll Call Vote on Motion to Approve Payment: No votes – Mac
Bramley and Jeff Zullo; Yes votes – Bill Buckley, Gary Waugh, Kent Gilyard,
Lynn Chapman Stacie Kavle and Chris Canfield.
Motion Approved.
7. Herbert
S. Newman Invoice No. 15524 in the amount of $6,109.29 which would bring
payment of construction documents to 98%, all attributed to LIS.
Motion made by Bill Buckley to authorize payment to HSN in
the amount of $6,109.29, seconded by Lynn Chapman
Motion to Amend Motion was made by Mac Bramley to approve
payment subject to the Chairman sending appropriate communication to Herbert S.
Newman enumerating our apprehension caused by comment by the managing partner
regarding payment responsibility for modifications or redesign due to over bid,
seconded by Jeff Zullo.
Roll Call Vote on Motion to Amend: Yes –Mac Bramley and Jeff Zullo; No – Bill
Buckley, Gary Waugh, Kent Gilyard, Lynn Chapman and Stacie Kavle and Chris
Canfield.
Motion Failed. There were no abstentions.
Motion to Amend Motion was made by Jeff Zullo to communicate
to HSN that Building Committee is pleased with all efforts HSN has provided,
seconded by Bill Buckley.
Roll Call Vote on Motion to Amend: Yes – Bill Buckley, Jeff Zullo, Stacie Kavle
and Mac Bramley; No –Gary Waugh, Kent Gilyard, Lynn Chapman, Chris Canfield and
Jack Healy.
Motion Failed. There were no abstentions
Roll Call Vote on Motion to Approve Payment: No votes – Mac
Bramley and Jeff Zullo; Yes votes – Bill Buckley, Gary Waugh, Kent Gilyard,
Lynn Chapman Stacie Kavle and Chris Canfield.
Motion Approved. There were no abstentions.
8. Herbert
S. Newman Invoice No. 15548 in the amount of $5,651.82 which would bring
payment of construction documents to 100% and payment of bidding negotiation to
5% and Wilbur Smith in the amount of $961.86, all attributed to LIS.
Motion made by Bill Buckley to authorize payment to HSN in
the amount of $5,651.82, seconded by Lynn Chapman
Motion to Amend Motion was made by Mac Bramley to approve
payment subject to the Chairman sending appropriate communication to Herbert S.
Newman enumerating our apprehension caused by comment by the managing partner
regarding payment responsibility for modifications or redesign due to over bid,
seconded by Jeff Zullo.
Roll Call Vote on Motion to Amend: Yes –Mac Bramley and Jeff Zullo; No – Bill
Buckley, Gary Waugh, Kent Gilyard, Lynn Chapman and Stacie Kavle and Chris
Canfield.
Motion Failed. There were no abstentions.
Roll Call Vote on Motion to Approve Payment: No votes – Mac
Bramley and Jeff Zullo; Yes votes – Bill Buckley, Gary Waugh, Kent Gilyard, Lynn
Chapman Stacie Kavle and Chris Canfield.
Motion Approved.
There were no abstentions
Motion was made by Mac Bramley to authorize Chairman to send
appropriate communication to Herbert S. Newman enumerating our apprehension
caused by comment by the managing partner regarding payment responsibility for
modifications or redesign due to over bid, seconded by Jeff Zullo.
Discussion
Bill Buckley – I think it’s the wrong way to go about this
We should invite Herb [Newman] and Richard [Munday] here to discuss this
issue. We didn’t even open bids yet and
we’re going to alienate our partner?
Jack Healy – That communication with HSN has been ongoing.
Roll Call Vote on Motion: Yes votes –Mac Bramley, Lynn
Chapman and Jeff Zullo; No – Bill Buckley, Gary Waugh, Kent Gilyard, and Stacie
Kavle and Chris Canfield.
Motion Failed. There were no abstentions.
Technology Update
Dr. Vita reported to BC that Technology Committee met last
week and he spoke with them about whether they are comfortable with the current
plan. Everything proposed with that “group of
experts” is fine.
Approval of Minutes
Motion was made by Lynn Chapman to approve the minutes as
corrected of the
Corrections of
1. To enumerate
comments of Richard Munday, managing partner of HSN suggesting that HSN will
require additional money for redesign due to budget overruns. Jack Healy did not agree with that and asked
HSN to go back and look at the contract.
2. Richard Munday
last name was incorrectly listed as “Mulcahy” and should be corrected to
“Munday”.
Motion Carried. All
votes were in the affirmative. Stacie
Kavle abstained.
Motion was made by Bill Buckley to approve the minutes of
the
Motion Carried. All
votes were in the affirmative. Mac
Bramley and Lynn Chapman abstained.
Future Agenda Items
Mac Bramley – Why are the school buses still in LIS parking
lot? We told P & Z they would not be here.
Diane Knox – I repeatedly stated [to P & Z] hat the
buses were not part of this project.
Bill Buckley – The plan we presented is not an implemented
plan until the project is done. The have
to be moved before the project is completed.
Jack Healy – Peter Herbst was very clear that it is not part
of this project. The Town does not have
an approved place to move the buses.
Diane Knox – We don’t want them here. We are working with the Town to find a place
to put them.
Jeff Zullo – They have to be out of her by December 15TH.
Dr. Vita – There buses will be out at that time. We don’t have access to space outside the
BOE’s jurisdiction.
Gary Waugh – I attended Parent’s Night at LHS. Many parts of the building are not up to
where they should be. I would like to
see O & G address the schedule.
Jack Healy – I would like the BC to take the time to look at
LHS.
Peg Perusse – I have phasing plans for both buildings. I’ll get them to BC Members.
Jeff Zullo- Do we have to schedule a special meeting for
November 10TH?
Bill Buckley – Why don’t we move our regular meeting to the
10TH?
Motion was made by Mac Bramley to adjourn the regular
meeting of
Motion Carried. All
votes were in the affirmative. There were
no abstentions.
Jeff Zullo – Item to add to Agenda – Discussion of Bond
Arbitrage.
Motion was made by Bill Buckley to adjourn at
Motion Carried. All
votes were in the affirmative. There
were no abstentions.
Respectfully submitted,