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As Approved 12/7/06 (with corrections)

Town of Litchfield School Building Committee

Regular Meeting

Thursday, November 16, 2006

7:00 PM

Litchfield Intermediate School Library

The meeting was called to order at 7:05 pm.

Present: Bill Buckley, Kent Gilyard, Gary Waugh, Jeff Zullo, Bob Blazek, Jack Healy, Lynn Chapman, Mac Bramley, Staci Kavle.

Jack Healy made a motion to approve the minutes of the November 2, 2006 meeting, Kent Gilyard 2^nd and all were in favor. Jack Healy motioned to approve the minutes of the October 5, 2006 meeting and Kent Gilyard 2^nd, all approved.

Public Participation:

Peg Perusse, Louis Rosenblatt, Dr. Vita, Tony Crowe, Winnie Harrison, and others.

Winnie Harrison—Has the committee given up on the parking lot? What about the permit?

Communications:

Jeff Zullo met with the Board of Finance and explained the situation on the resolution of the end wall of the gym.

Gary Waugh mentioned an email received from Dr. Vita regarding a tour to view the status of the progress.

Jack Healy met with Newman and O & G and stressed the importance of staying focused and on schedule. Leo Paul sat in.

A discussion followed concerning the color of the flooring.

The color persimmon replaces white. White creates maintenance issues. The construction dust is problem. The color of the flooring in the lobby looks much better.

Lynn Chapman—exterior doors should have mats.

Bob Blazek—It requires 16 man hours daily to clean hall way floors.

Mac—does something need to be done right away?

Jeff Zullo—color is insignificant to cleaning.

Tony Crowe—the current color of the floors in the hall way is unforgiving.

Peter—The dust is basically due to construction concrete. As more floor is installed there will be less dust. There shouldn’t be any difference between light color and dark color; the maintenance should be the same.

Bob Blazek—Is there a cost difference to change the color?

Louis Rosenblatt—The cost should be the same.

Jack Healy—Is it possible to visit schools using various color?

Louis Rosenblatt—Yes.

Gary Waugh—Are there other places in the building using this color and are the effects the same?

Jeff Zullo—Maintenance is a big issue. How does the cost compare to hallways with carpets?

FINANCE:

Bill Buckley recommended the following invoices be approved:

VENDOR	App/Inv. #	Inv. Date	Amount	Comments
George Torello Engineers	60402-2	11/6/2006	5913.75	High School Only
George Torello Engineers	60402-3	11/13/2006	7660.45	High School Only

Kent Gilyard 2^nd, All in Favor.

Gary Waugh—Is that for preliminary drawings? Will there be further bills?

Jack Healy—Yes.

VENDOR	App/Inv. #	Inv. Date	Amount	Comments
Connecticut Carpentry	10	11/8/2006	93,408.95	Intermediate School

Jeff Zullo—What’s in the invoice?

Bill Buckley—Are the certifications in place?

Jack Healy—Change orders for elevators only total $35,732.

Louis Rosenblatt—We don’t have a key and the check is on hold. We’re waiting for a key and warranty.

Bill Buckley—We’re being held hostage.

Jeff Zullo—What is the date of the invoice?

Bill Buckley—November 8, 2006.

Jeff Zullo—Table the Motion.

Bob Blazek 2^nd.

Peg Perusse—I have a child on crutches and two staff members who need the elevator. Janitors are carrying heavy equipment up and down stairs.

Mac Bramley—Amend the motion subject to key and appropriate warranty as defined by the construction manager.

Louis Rosenblatt—There are three change orders on invoices for all elevators.

Bill Buckley—I vote no on original motion and amended motion.

Kent Gilyard—I agree with Peg Perusse; we need the key.

Bill Buckley reads off itemized bill -- $57,000 elevator work, $35,732 change orders.

Jack Healy—All in favor of amended motion / All in favor of origingal motion

Bill Buckley No to both.

Jack Healy—Is there a mechanism to hold the check? When we receive a key and warranty, Peg Perusse will receive a letter from Louis Rosenblatt to release the check.

Louis Rosenblatt—I don’t like the way Connecticut Carpentry is doing business.

VENDOR	App/Inv. #	Inv. Date	Amount	Comments
Herbert S. Newman	16179	10/24/2006	8237.50	High School
Herbert S. Newman	16180	10/24/2006	13031.85	High School
Herbert S. Newman	16183	10/24/2006	525.00	High School

Bill Buckley reads itemization. The first invoice (16179) was tabled two meetings ago—includes $1500 worth of drawings for the wall, $250 credit for glass wall concept.

Jack Healy--$250 was expended to research wall.

Bill Buckley--$1550 we asked for one drawing and got nine.

Jack Zullo—Has Jack Healy approved?

Bill Buckley --Second Invoice—(16180) 55% was travel reimbursement for contractor?

Bill Buckley--Third Invoice (16183) This was for information that Jeff Zullo requested regarding an ethics issue.

Jeff Zullo—Someone filed a complaint against the Building Committee for conducting secret meetings. We asked Newman and O&G to document time lines and meeting minutes to provide to the Town attorney.

Bill Buckley—We didn’t get a bill from O&G for that.

Bill Buckley—Mr. Chairman? Split the vote. Kent Gilyard 2^nd

First Invoice—All in Favor, Bill Buckley NO

Second Invoice—All in Favor, Bill Buckley—This brings the paid portion to 55%

Third Invoice—Jeff Zullo, Mac Bramley, Bill Buckley voted No. 5 – 3

VENDOR	App/Inv. #	Inv. Date	Amount	Comments
Herbert S. Newman	16181	10/24/2006	6171.00	Middle School
Herbert S. Newman	16182	10/24/2006	975.00	Middle School

Bill Buckley—Motion to Approve, Kent Gilyard 2^nd Approx. $60,000 remaining in contract.

Vendor	App/Inv. #	Inv. Date	Amount	Comments
O & G	10	10/30/2006	41169.00	Intermediate School

Bill Buckley—Motion, 2^nd Kent Gilyard, All in Favor.

Technological Update:

Peg Perusse—We’ve been working on the bid with Don Mason, Tech Consultant. The bid will go back to him for review and then to the State and then back here for final approval.

FF&E—Finalizing library and working with Art Department on cabinetry.

Peg Perusse will have all information together in December.

Staci Kavle—Newman will work with the library and it would be beneficial to have Newman help with the science rooms.

Peg Perusse—The Tech people have gone through the rooms in detail, i.e. outlets, etc.

Bill Buckley to Peg Perusse—Has the Tech submitted the bid to the State?

Peg—No, we hope to get both submitted at the same time. One it is approved the Building Committee will review.

Gary Waugh—The important details of the Science Lab are perfect. To redo will be costly.

Architect and Construction Manager Update:

Louis Rosenblatt handed out monthly cost control report.

Discussion:

Jack Healy—John Worthington’s actual time is not being charged because it is part of his normal duties with the town.

Bill Buckley—Patini, and the independent engineer hired by the town needs to be tracked on this report and the legal cost should be clarified. I’m concerned that all costs are not being tracked.

Peg Perusse—I’ll get a print out of everything that has been paid.

Bill Buckley—I would like to see a projection from O & G and Newman as to whether we are still on schedule or going beyond the completion date.

Jack Healy—I’m concerned about the schedule as well and I’m not willing to spend money on anything additional until completion.

Kent Gilyard—We shouldn’t talk about anything additional until the gym walls are done.

Staci Kavle—We need to stay on top of the schedule to prevent potential cost problems. We need to form a committee to work with Louis and Peter to make sure that we stay on schedule.

Bill Buckley—The Board of Education needs to be aware of the importance of staying on schedule.

Jack Healy—Let’s focus on what is in the drawings.

Jeff Zullo—We need two or three people to work with Louis and Peter and report back to the building committee.

Louis Rosenblatt—The high school schedule is moving along well. The Middle School is delayed. The contractor and Centera have concerns over vapor barriers. The roofing contractor buys from Centera. Centro’s panels were delayed, but we have them now.

Jack Healy—Terillo revised the drawings, stucco for waterproofing. I’d like Peter and Louis to stay on top of the panels; this has been going on for too long.

Bill Buckley—Regarding the curtain wall. We won’t have glass until first week of January and we need to use plywood until the glass comes in.

Gary Waugh—The external bathroom will service the playing fields. Is that on schedule for Spring?

Louis Rosenblatt—I don’t know.

Bill Buckley—When will the library be completed.

Louis Rosenblatt—December, but there is an issue with the roof.

Bill Buckley—The library won’t be completed until the shop drawings (panels) come in. What about an attorney to help recoup the cost of the delays due to Centera not providing shop drawings to the contractor? So far, there is no closure on the panels.

Bill Buckley—Motion to have town attorney discuss the matter with Centera.

Gary Waugh—2^nd, All in Favor. Bob Blazek Opposed.

Gary Waugh—We should move on the parking lot and the parent drop off area. It’s tight now and it’ll get worse when the weather gets bad.

Jack Zullo—Newman should do the design work on the parking lot with O & G doing a conceptual study. Newman’s estimate is $6,700 for architecture, $19,000 for engineering and landscaping and $13,000 for permits totaling over $30,000.

Louis will get estimate from Berkshire Engineering; they’re familiar with the site, include sidewalks and lighting.

Kent Gilyard—The islands are a waste of space and will make the lot more difficult to plow and more costly. I would like to check with zoning on waivers for islands and trees.

Lynn Chapman—We cannot continue to allow the students to park on Constitution Way. They have to cross the street to get to the schools and the weather is getting bad. Jeff Zullo—We have to keep the children warm, safe and dry.

Bill Buckley—Mac has a good point in wanting to make every consultant aware of the amount of time to go to additional meetings and need to be aware of the cost involved in extra meetings. This information should be included in the contacts.

Discussion on Parking Problems:

Bill Buckley—We need a qualified consultant to recommend parking needs.

Jack Healy—We have to replace spots that have been taken away.

Bill Buckley—We can minimize the time for getting approval by demonstrating the needs and following the process by crossing all the t’s and dotting all the I’s.

Kent Gilyard—Let’s ask planning and zoning for an informal appointment and ask them for some cooperation and what we need to do.

Gary Waugh—What is the time frame on the parking lot? Jeff Zullo—A few months for designs.

Future Agenda Items:

Parking Lot, Wall, Roof Panels

Jack Healy—Motion to adjourn, Bill Buckley—2^nd, All in Favor.

Respectfully Submitted,

Cathy Mastrianno, Recorded