MINUTES
LITCHFIELD
SCHOOL BUILDING COMMITTEE
LITCHFIELD INTERMEDIATE SCHOOL LIBRARY
SPECIAL
MEETING
OCTOBER
23, 2003
A
special meeting of the Litchfield School Building Committee was held on
Thursday, October 23, 2003, at 7:00 p.m. in the Intermediate School Library.
Present were: J. Healy, Chairman, K, Gilyard,
B. Buckley, S. Kavle, J. Zullo, M. Bramley, G. Waugh, P. Sapiro, voting as full
member, J. Mullen, alternate member
Also Present: Tim Callahan, Architect of
Herbert S. Newman & Partners, Maurice Hoben of O&G, J. Tindall-Gibson,
Superintendent, P. Perusse, Business Manager, Diane Knox, BOE Chairman, BOS
Members: Harold Fairchild; Don Falcetti and John Noone, Tim Breslin, Principal
LHS, Public and the Press.
Meeting was called to order at 7:02 PM by
Chairman J. Healy
Motion made by G. Waugh to accept the minutes
of the October 16TH meeting, seconded by J. Zullo. Motion was made
by M. Bramley to amend minutes by eliminating Project Costs and Project
Financing from the minutes and strike from page three “seconded by M. Bramley”
Motion to amend Sec. By J. Zullo –
Motion Carried. All
votes were in the affirmative. There
were no abstentions.
Motion to accept Minutes Carried. All
vote were in the affirmative, P. Sapiro abstained.
Public Participation
Kim Beres suggested that the committee
members appear in Cable 5 to review what has been happening at the
meetings. Kevin Creed agreed that there
is a need to communicate with the taxpayers.
Diane Knox related to the committee that misinformation was circulating
among the public and agreed committee should communicate with the public. M. Bramley explained that a Selectman misread
numbers on a hand out from M. Hoben at a BOS meeting which started the rumors.
Communication
J. Healy wrote at status letter to the
editor, which is attached hereto as Exhibit A, which will appear in the
Waterbury Republican and Register Citizen.
He mentioned that the Litchfield Enquirer is too full with political
letters and will not out the status letter in until after the November
election.
B. Buckley stated that the committee’s job is
the study the project and bring a proposal back to the Town, not to sell the
project, but just get the info out to the taxpayers. “Selling” is a word committee members should
not use. Kent Gilyard commented that
“educating the public” is offensive to people also.
J. Zullo suggested that any letters going
into the newspaper should be circulated to and reviewed by committee members
beforehand.
S. Kavle received a mailing about a symposium
regarding solving mold problems in schools.
Discussion
- ED 049R Submission
Tim Callahan, Architect of Herbert S. Newman
and Partners distributed copies and reviewed the following Information:
n
Priority
Summary
Construct, Alter and
Renovate Building Area to Meet Education Needs
Stabilize the Existing
Buildings (Safe/Functional/Sound)
Optimize Reimbursement
Limit Site Development to
Safety and Security Issues
Eliminate Funding for
Central Office Alteration #074-033
The Total Project Cost of
LIS and LHS is $33 M. Including Short Term Financing
See hand out attached hereto as Exhibit B.
Maurice Hoben of O & G Industries,
Inc. passed out a second handout of
Program Combinations with Total Square Feet, Estimated Cost, State
Reimbursement and Net Cost to Litchfield.
See handout attached marked Exhibit C.
A handout was also circulated from J. Zinn
entitled Pro Forma Financing Plan with a Comparative Mill Rate Impact Analysis
attached hereto as Exhibit D.
Maurice Hoben of O & G Industries
reviewed the different program combinations and informed committee that these
proposals do not include reworking of bus loops, parking or parent drop off and
rehabilitation of athletic fields. He
did inform committee that “Targeted Renovations” could include new boilers, ventilation
systems, new roof, light fixtures, possibly some windows.
Discussion by Committee members included: the square footage (“SF”) cost of internal
renovation; 5% change order contingencies in the “gross up” cost ; the
committee’s commitment to keep cap of project at $33,000,000 and if another
alternative except No. 1 of the program combinations is a viable choice. Could other options be reduced to meet that
cap? R. Munday suggested to choose the
No. 1 as the option and increase it to $33,000,000 to add more to the project. T. Callahan stated that committee is going in
with best guess and committee can change projects as long as figure is within
10% - submit ED 049R to be flexible. ED
049R does not ask s=about specific renovations plans but how much the cost is;
B. Buckley mentioned that the Architect and Construction Manager cost usually
wind up about 16% of the project, yet this project is budgeted for Architect
and Construction Manager costs of 20%.; M. Hoben believes that the estimated
rate correlate with the market we are facing; M. Hoben reiterated that if
committee selects program combination No. 1, his recommendation is to it mock up so there is more flexibility
later and able to move $500,000 to $700,000 between the project of the two
schools; Reuse Auditorium would mean
adding window and use the space as a two story structure with a Library downstairs
and Cafeteria Upstairs with only one thousand SF new construction but difficult
scenario to do. B. Buckley interjected
that while this conversation was good, it doesn’t need to be discussed at this
time in order to compete the ED 049R.
Motion was made by B. Buckley and sec. by S.
Kavle to authorize Architect and Construction Manager to prepare the ED 049R by
selecting option No. 1.
Motion by M. Bramley to Amend Motion to
increase the option to $33,000,000 to divide equally between the LIS and LHS projects
and add to proportionally to both ED 049Rs, sec. By J. Zullo.
Motion to Amend Defeated. All
votes were in the negative except B. Buckley, P. Sapiro and Kent Gilyard who
voted in the affirmative. There were no
abstentions.
Motion was made by J. Zullo to change LHS SF
from 35,000 to 40,000 per recommendation of M. Hoben to give maximum
flexibility of the Ed 049R, sec by G. Waugh.
Motion was withdrawn after conclusion that approximately 45,000 SF was
needed at LHS to include the building of the Auditorium.
Motion was made by J. Zullo to direct
Architect and Construction Manager to generate an ED 049R for LHS of $22.5M and
to generate an ED 049R for LIS of $10.5M sec. by S. Kavle Comments that the figures was too low for LIS
based on the program combination No. 1 -
M. Hoben suggested the following split: LIS -
11.1M; LHS 21.9 M which will allow for all options except Renovate as New.
Call to Question of Buckley’s Motion by J. Healy - Defeated. All votes were in the negative except G.
Waugh who voted in the affirmative.
There were no abstentions.
Motion was made by G. Waugh to amend J.
Zullo’s Motion to direct the architect and construction manager to generate a
ED 049R for LHS of $21.9M and to generate an ED 049R for LIS of $11.1M, sec. by
B. Buckley
Committee discussed modifying two existing ED
049R using option 1 or using option one and increasing it to $33,000,000 and
agreed that reserving the allocation of funds in the amount of $33,000,000 is
the way to go in the event that changes can be made to the projects and there
is room to do it.
Call to question to cut off of debate by J.
Healy. Carried - All votes were
in the affirmative except B. Buckley’s who voted in the negative. There were no abstentions.
B. Buckley’s Motion Defeated - All
votes were in the negative except B. Buckley, M. Bramley and P. Sapiro who
voted in the affirmative. There were no
abstentions.
G. Waugh’s Motion to Amend Carried - All
votes were in the affirmative. There
were no abstentions.
J. Zullo’s Motion Carried - All votes
were in the affirmative. There were no
abstentions.
Committee requested to review the ED 049R
before they are submitted to the BOE.
Also discussed the submission of the revision to the ED 049R for
Administrative Office bring down the cost to $0.00
R. Munday responded to committee’s concern of
not being able to decide what specifically was in the project by that it will
be very close to the numbers in the Program Combinations Document - No. 1 which is attached hereto at Exhibit
C.
Motion was made by B. Buckley to authorize
Architect and Construction Manager to fill out ED 049R #074-0033 in the amount
of $0.00, sec. by M. Bramley.
Motion Carried - All votes were in the affirmative. There were no abstentions.
Financial
Discussion
J. Zullo advised BOF that there may be a need
for additional fund for the committee’s budget for mailing purposes.
Committee discussed the mill rate increase
and what they believe the taxpayers will accept per year and concluded that
committee has met Town’s criteria of a $33,000,000 cap and should not speculate
beyond that. The method of financing
should be dealt with by the BOS and BOF.
It was suggested that Committee will invite the First Selectman and Town
Treasurer to attend next meeting to make recommendation and discuss alternative
options for financing.
Public
Hearing
Hearing was not called for by BOS but was
scheduled before the BOS meeting. Tim
Callahan will prepare a handout to distribute to the public. Most of the presentation will on the finances
and introduce rough numbers.
Motion was made by J. Zullo to add a Special
Meeting on Monday, October 27, 2003 to add to the agenda a discussion of
procedures for selection of the Architect and Construction Manager. Sec. by B.
Buckley.
Motion Carried - All votes were in the affirmative. There were no abstentions.
Motion was made by M. Bramley and sec. By S.
Kavle to adjourn the meeting at 9:30 PM
Motion Carried - All votes were in the affirmative. There were no abstentions.
Respectfully Submitted,
Kelli L. Green, Recording Secretary