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.
William J. Buckley, Jr.
4. Lynn Chapman
5.
Kent Gilyard
MEMBERS ABSENT
1.
Stacie Kavle, Vice Chair
2. Jeff Zullo, Treasurer & BOF
Representative
3. Mac Bramley
4. Gary
Waugh - BOE Representative
5.
Leo Paul - Ex-Officio
OTHERS PRESENT
George Graikoski of O&G, A. Brooks Fischer of Herbert S. Newman, Tony Crowe, Peg
Perusse, and Wayne Shuhi
QUORUM PRESENT
Yes
1. CALL TO ORDER
Jack Healy, Chair called the meeting to order at
2. APPROVAL OF MINUTES
The approval of the meeting minutes of
3. PUBLIC PARTICIPATION
None.
4. COMMUNICATION
Report from Jeff Zullo on BOF Communication
None discussed. Jeff Zullo not
present.
Report from Gary Waugh on BOE Communication
None discussed. Gary Waugh not
present.
Report from Jack Healy on BOS Communication
None discussed. BOS did not have a
meeting because of Election Day.
Correspondence
Jack Healy, Chair reports that the only correspondence was from Betsey Glassman
and that correspondence was emailed to the members of the Committee.
He states that he has no comment on that correspondence.
5. ARCHITECT/CONSTRUCTION MANAGER
UPDATES
Budget (O&G)
George Graikoski of O&G hands out to the members of the Committee the following
reports: Litchfield High School/Middle
School & Litchfield Intermediate School Monthly Progress Report No. 13, October
2007; Summary Data Report #13, October, 2007 for the Middle/High School and
Intermediate School; Construction Manager’s Monthly Cost Control Report for the
Middle/High School and the Intermediate School; Change Order by Trade Contractor
for the Middle/High School and the Intermediate School; Payment Applications
Summary for the Month of October for the Middle/High School and the Intermediate
School; Project Commentary October 2007 for the High/Middle School; Phasing Plan
for the Litchfield High School; Litchfield Intermediate School Project
Commentary and Phasing Plan Second Floor and Third Floor for the Intermediate
School.
George Graikoski goes over the reports for the Middle/High School with the
members of the Committee and goes over the changes to the report from the last
meeting.
Jack Healy, Chair discusses the Middle/High Schools Owner’s Contingency line
item with George Graikoski.
George Graikoski will adjust the Owner’s Contingency line item from the
projected costs column to the funds available column for the next report.
George Graikoski will update the Technology line item with Deb and Peg
because it hasn’t been done in two months.
Jack Healy, Chair will report to the BOS next Tuesday night at the
meeting and make it clear to them that the project is not in the red as has been
reported by members of the community. George
Graikoski will make the changes discussed this evening and email them to Jack
Healy, Chair and the members of the Committee before Tuesday so Jack Healy,
Chair will have the updated report.
William J. Buckley, Jr. feels that the Owner’s Contingency line item for the
Motion:
William J. Buckley, Jr., moved that the Committee take from Owner’s
Contingency which has a balance of $275,684.00 and move $37,775.00 out of
Owner’s Contingency and into a new line item entitled 20-069101 General Trades
(mill work).
So moved.
Seconded: Bob Blazek
Discussion:
none.
Vote:
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None
All ayes
Motion passed.
William J. Buckley, Jr., feels that George Graikoski should make that change
also before he emails the report to the Jack Healy, Chair for Tuesday night’s
meeting.
Jack Healy, Chair reports that he heard from two contractors about outstanding
bills. Those contractors are
Waterbury Masonry and Allied Restoration.
Jack Healy, Chair states that he spoke to George Graikoski and that the
bill in question from Waterbury Masonry was just submitted on October 15th
so the letter from the attorney that he received was not justified.
George Graikoski will speak to the owner about it next week.
George Graikoski states that they does not have any justification for the
change orders submitted and that he will speak to them about this issue tomorrow
morning. He also states that he will
respond in writing to the invoices tomorrow
morning and email it to the members of the Committee as well.
Allied Restoration claims that they have
not been paid for any work since June.
William J. Buckley, Jr. feels that this is interesting since Ernie has
made several comments about them not doing any work because they have not been
paid and yet the Building Committee did not have any open invoices for them.
Jack Healy, Chair states that the Building Committee is not holding any
invoices and that he spoke with O&G and they don’t have any invoices.
After investigation, it is discovered that Herbert S. Newman has the
outstanding invoices that have not been submitted to the Building Committee for
payment. Peg Perusse states that A.
Brooks Fischer handed her a package of invoices before the meeting this evening
and that they are not prepared for the meeting tonight but that she will do
whatever the Committee wants her to do with regard to the payment the invoices.
Jack Healy, Chair states that he spoke to Leo Paul, First Selectman and
if the Committee wants to pay the invoices this evening, then he will get the
checks cut next week. A.
Brooks Fischer does not know why the invoices where being held by Herbert S.
Newman. George Graikoski states
that the invoices were for the metal siding and held because of the coping
issues. Discussion ensued as to
whether the Committee should address these bills this evening.
William J. Buckley, Jr. states that the Architect should not be holding
back bills from the Building Committee because the contractors are annoyed with
the Committee and the Committee does not even have the bills to be considered
for payment. He states that bills
should not be held back by anyone other than the Building Committee.
George Graikoski spoke with the owner of Allied and told him that the
bills were going to be considered this evening and was very surprised that they
called the First Selectman because he thought he had resolved this issue with
them. Bob Blazek wants to know if
there are still issues with the invoices if they were to be paid tonight.
Jack Healy, Chair states that he will be speaking to Allied Restoration
tomorrow and will let them know what the Committee decided.
Jack Healy, Chair is concerned because he found out that the COR meetings on
Tuesday mornings with O&G and Herbert S. Newman have not been taking place.
He is concerned that these letters and calls for payment will be the tip
of the iceberg if these meetings do not resume. He instructs A. Brooks Fischer
to tell Richard Munday that the COR meetings must be done once a week starting
next week and continue every week from now on.
George Graikoski outlines the issues he is having because Herbert S.
Newman is not showing up at the meetings and signing the paperwork that needs to
be signed every week. Jack Healy,
Chair told George Graikoski that if he is having any trouble with these
meetings, that he is to call him immediately.
He is concerned because this project is coming to an end and these items
need to be resolved quickly.
Schedule Update (O&G)
George Graikoski states that at the
George Graikoski reports that he is waiting for COs. Jack Healy, Chair will
forward the email from John to everyone tomorrow.
He also states that the desk tops are being worked on now and should be
finished by Saturday.
Entrance to 7th & 8th Wing updates (O&G and HSN)
This work is done. Jack
Healy, Chair states that this agenda item should be removed for next meeting.
Wall Panel Update (O&G and HSN)
Jack Healy, Chair states that there still is an issue with the final mockup and
that no one from Newman has come up to look at it.
A. Brooks Fischer states that Newman reviewed the mockup and sent a
letter. George Graikoski states
that there is a problem because the contractor requested that Newman come out to
the site and meet with them and O&G to review the comments that Newman made on
the mockups because Allied stated that if they do what Newman wants them to do
on the outer edge, that there will be problem with leaks.
George Graikoski states that to save time in weeks of emails, phone calls
and letters and then have the he said/she said issue, it would have been easier
to have the meeting that was requested by Allied to resolve this issue.
A. Brooks Fischer stated that Newman would be happy to come to the site
if they knew what the issues were first.
He states that they issued a sketch a few days ago that should resolve
the problem and hasn’t heard back from them.
George Graikoski states that it would have been easier and quicker for
Newman to have just showed up for the meeting to discuss this in detail rather
than through mail. Bob Blazek
agrees and wants to know why Newman did not show up to a requested meeting.
A. Brooks Fischer states that the only thing they got was a request for a
meeting and that they asked why and when they found out what the issue was that
they made a sketch and told them if it still is an issue they would come out.
Jack Healy, Chair states that this has been going on for weeks.
George Graikoski states that this has been a problem with Newman with the
change order requests, the pay order applications and just about everything.
He does not feel that it is an unreasonable request to have the architect
come out to the site to review a mockup that the contractor wants to look at.
He states that Newman has not been onsite since the beginning of October.
He states that they are losing weeks because they will not come out to
the site when needed. A. Brooks
Fischer states that there is an issue with going onsite and doing things
verbally and that they don’t want to do that.
Discussion ensued. William
J. Buckley, Jr. states that the contract requires that when requested by the
owner, the architect will visit the site to resolve design issues and that this
certainly is a design issue and that the Committee should require them to be on
site to put this issue to bed.
Motion:
William J. Buckley, Jr. moved to
authorize the Chairman to request the Architect to show up as frequently as
necessary to resolve this issue and further moves to authorize the Chairman to
make the same request of the Construction Manager.
So moved.
Seconded: Bob Blazek
Discussion:
William J. Buckley, Jr. states that Richard Munday is aware of this
provision in the contract and has it up on a board.
Vote:
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None
All ayes
Motion passed.
Jack Healy, Chair states that the will talk to Richard Munday tomorrow to get
this resolved.
LHS Ceiling Replacement, Noise Attenuation and Noise Levels (HSN)
George Graikoski reports that the walls panels are up and although it is an
improvement it does not work as well as the ceiling tile.
He states that he ordered more ceiling tiles to finish the wing.
Jack Healy, Chair states that he does not remember seeing a final price
for this. George Graikoski will get that
for Jack Healy, Chair.
Credit Update (O&G)
George Graikoski is still working on the update and will have it for the next
meeting. He states that Anders
finalized his list and met with the painter and GarSan and is still waiting to
finalize those numbers. He states
that he is going down the list with the contractors and that this goes hand and
hand with the change order request reviews that need to be done every week and
if that starts up again he can get that finalized as well.
Issues List Review (HSN)
A. Brooks Fischer does not have an updated list tonight.
He states that he needs to get it to O&G with the issues that have been
resolved. He will have it emailed
to Jack Healy, Chair tomorrow. He
states that he believes that there are issues that have been taken off the list
since last time. William J.
Buckley, Jr. states that the heard from Stacie Kavle and that she wants to know
if the soffit issue has been resolved.
Jack Healy, Chair states that Stacie Kavle will continue to pursue the
soffit issue. William J.
Buckley, Jr. states that Stacie would like to have a meeting with O&G, the
architect and the contractor to try to resolve this because if this is left the
way it is, then a credit should be issued for the difference in the design.
Jack Healy, Chair will send her an email.
William J. Buckley, Jr. states that he does feel that it probably
involved less work and workmanship so a credit change order should be issued.
He also states that there is no documentation other than the letter from
the contractor about this issue and that is unfortunate.
Further discussion ensued.
William J. Buckley, Jr. feels that now there should be a meeting to resolve this
issue and the decision should be documented so the Committee can move on.
Parking Lot Update (Jeff Zullo & Bill Buckley)
Jack Healy, Chair wants to know if the Committee authorized CCA to move forward
at the last meeting. The minutes of
the last meeting were reviewed. He
stated that the zoning officer has contacted Leo Paul, First Selectman and Dom
Vita, Superintendent and that the cars will have to be moved permanently from
Motion:
William J. Buckley, Jr., moved to
authorize the Chairman to authorize CCA to proceed with the updated design
provided that it does not exceed $5,000.00.
So moved.
Seconded: Bob Blazek
Discussion:
none.
Vote:
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None
All ayes
Motion passed.
Jack Healy, Chair states that Ron George did get the official letter from P&Z.
Jack Healy, Chair will get it to the members of the Committee.
Jack Healy, Chair states that this is for the parking lot that was
approved and not for the extra spaces.
Jack Healy, Chair asks George Graikoski to get some housekeeping done of the
entire site because he is tired of getting emails about debris.
William J. Buckley, Jr. feels that the lawn in the courtyard is not
acceptable to him. William J.
Buckley, Jr. would like to see the revised drawing of the parking lot before
next meeting. Jack Healy, Chair
will talk to Ron about getting this done quickly.
Alternative Options List Review (Lynn Chapman)
William J. Buckley, Jr. states that he thought the Committee had requested
prices of items that the school has on their priority list so if there is money
left, they can address these items.
William J. Buckley, Jr. states that his priority list would include the parking
lot and some painting in the bathrooms that are not new.
Lynn Chapman asks that George Graikoski get a proposal for painting and
partitions and a separate price for the replacement of the sinks and a vanities
for all bathrooms that are not new.
She agrees that all the old bathrooms need to be redone.
William J. Buckley, Jr. wants a list of the bathrooms with the price so
it is clear which ones are being done.
Bob Blazek wants to know when the painting of the cafeteria for the
Peg Perusse states that if the maintenance building is on campus and part of the
project it is reimbursable by the State.
William J. Buckley, Jr. states that he was at the Capital Improvement
Committee meeting last night and that it was voted down.
He states that they think that the Building Committee should do it as
part of their project.
6. FINANCE COMMITTEE – Take actions
as needed
Soft Cost Budget (Jeff Zullo & O&G)
None discussed.
Finance Committee Report
None discussed. The Finance
Committee did not meet.
Approval of Invoices
William J. Buckley, Jr. hands out to the members of the Committee the list of
the invoices to be approved and a report entitled, Litchfield Public Schools A/P
Aging Summary – All transactions.
Peg and Deb prepared this list that shows bills that have not been paid.
Peg Perusse states that they can not pay them because they have not
gotten the signatures from Newman.
William J. Buckley, Jr. again states that Allied is not on this list because
they never got the invoices. Peg
Perusse states that she does not get the invoices now until Newman signs them
because they had to do a lot of work to get them signed after they were
submitted.
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 |
|
Herbst & Herbst |
883 |
|
$603.00 |
Middle/High |
|
Herbst & Herbst |
883 |
|
$297.00 |
Intermediate |
Total of $900.00
So moved. Seconded:
Kent Gilyard
Discussion:
none
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None.
All Ayes
Motion passed.
Jack Healy, Chair states that this bill has been entirely brought upon because
of the issue of the parking lot.
William J. Buckley, Jr. states that this is because somebody filed an appeal
before the wrong agency and that the course was really a legal appeal and that
their time limit has now expired so there should not be anymore legal bills for
this issue. Kent Gilyard states
that three months ago he stated that this appeal was not legal and that it cost
the project money that could have been spent elsewhere.
Jack Healy, Chair states that Peter Herbst did an excellent job.
The Committee agrees.
Motion:
William J. Buckley, Jr. moved that the following invoice be forwarded to
the Chairman for approval for a total amount of $215.90.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Marianne Arancio Stilson |
11122007 -Split |
|
$144.65 |
Middle/High |
|
Marianne Arancio Stilson |
11122007 -Split |
|
$71.25 |
Intermediate |
So moved. Seconded:
Kent Gilyard
Discussion:
None.
Vote:
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None.
All 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 |
|
Herbert S. Newman |
16635 |
|
$3,462.50 |
Intermediate |
So moved. Seconded:
Kent Gilyard
Discussion:
Jack Healy, Chair wants to know if this
bill brings this to 100%.
William J. Buckley, Jr. states that this invoice has to do with the FFE at the
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None.
All Ayes
Motion passed
Motion:
William J. Buckley, Jr. moved that the
Allied Restoration be paid $70,000.00 towards the invoice submitted this evening
and that it should be forwarded to the Chairman for approval subject to his
review of each to make sure the proper certificates are there and further moved
that $7,663.30 be held back in order for the Building Committee to review the
work that the Committee is not totally convinced is consistent with the
contract.
So moved. Seconded: Bob
Blazek
Discussion:
George Graikoski states that the
recommendation was not to pay this bill until the coping issue was resolved.
Discussion ensued including the reading of the prior meeting minutes regarding
Allied Restoration bills and the bills submitted this evening.
William J. Buckley, Jr. stated that he feels that the Building Committee
should hold back some money for a coping issue credit.
William J. Buckley, Jr. states that the entire bill is for $77,663.30 and
that the Committee should vote to hold back $7,663.30 to review work that the
Building Committee is not convinced has been done totally consistent with the
contract.
Absent: Stacie Kavle, Vice Chair, Jeff Zullo, Mac Bramley, Gary Waugh and
Leo Paul - Ex-Officio
Objection: None.
All Ayes
Motion passed
Jack Healy, Chair will speak to Allied Restoration tomorrow and let them know
what the Committee decided this evening.
Jack Healy, Chair gives A. Brooks Fischer the list handed out at the beginning
of the outstanding invoices and asks him to get them signed and to Peg Perusse
immediately.
7. TECHNOLOGY UPDATE – TAKE ACTIONS
AS NEEDED
Peg Perusse states that equipment is being delivered and installed.
She states that there was some issue with the contractor regarding the
wiring and that she believes that this has been taken care of.
Jack Healy, Chair tells Peg Perusse to get Mike Chadukiewicz to sign the COR’s because they needed to be signed before they were approved. He states that he d