Litchfield Schools Building Committee

Meeting Minutes

LOCATION                                                                   Litchfield Intermediate School Cafeteria   

DATE OF MEETING                                                     January 17, 2008          

TIME MEETING STARTED                                           7:06 PM

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.  Jeff Zullo, Treasurer & BOF Representative              6.  Mac Bramley

7.  Gary Waugh - BOE Representative                          8. Stacie Kavle, Vice Chair arrives at 7:17 PM  

MEMBERS ABSENT

1.  Kent Gilyard                                                                        2. Leo Paul - Ex-Officio

OTHERS PRESENT

George Graikoski of O&G, Jose A. Hernandez & A. Brooks Fischer of Herbert S. Newman, Tony Crowe, Peg Perusse, Jim Katzin Chairman of the BOE, Wayne Shuhi from the BOE, John Noone from the BOE, Don Falcetti from the BOE, Frank Simone from the BOE, Superintendent Dominick Vita,  & Winnie Harrison

QUORUM PRESENT                                                     Yes    

1.  CALL TO ORDER

Jack Healy, Chair called the meeting to order at 7:06 PM.

Motion:  Lynn Chapman moved to add an agenda item to have a joint meeting with the Board of Education and discuss their priority list and also to move agenda item #8 FF&E Update – Take actions as needed after #3 Public Participation.

So moved.  Seconded:   Bob Blazek

Discussion:   None.

Vote:  Abstention:  none.      

Opposed: none.

Absent:  Stacie Kavle, Vice Chair, Kent Gilyard and Leo Paul - Ex-Officio

All ayes.  Motion passed.

2.  APPROVAL OF MINUTES

Jack Healy, Chair asks for a motion to approve the minutes of the December 20, 2007 meeting.

Motion:  William J. Buckley, Jr. moved to approve the meeting minutes of December 20, 2007.

So moved.   Seconded:  Gary Waugh

Discussion:  None

Vote: 

Abstention:  None

Additions: Mac Bramley left after the Approval of Invoices and the minutes did not reflect that and William J. Buckley, Jr. would like the record to reflect that he left because his tolerance had expired.

Absent:   Stacie Kavle, Vice Chair, Kent Gilyard and Leo Paul - Ex-Officio

All Ayes

Motion passed.

3.  PUBLIC PARTICIPATION

None.

7:10 PM - Joint Meeting with the Board of Education

8.  FF&E UPDATE – TAKE ACTIONS AS NEEDED

Wayne Shuhi states that members of the Board of Education, the Superintendent and various members of their committees are here this evening to discuss FFE.  Jim Katzin, Chairman of the Board of Education discusses the process the Board of Education used to come up with their recommendations for FFE. He states that the original number for FFE was slightly over $812,000.00 and that included $610,000.00 that is eligible and $202,000.00 that is not eligible for reimbursement.  He states that they pared the number down by eliminating all the non-reimbursable items and non-essential items.  He states that he believes they can ask for these items later out of capital or in their operating budgets in the future.  He states that some items have already been purchased and other items are not crucial to the project.  The number that they arrived at now is $456,000.00 and that contains furniture that needs to be replaced or items that currently don’t exist and are needed.  He states that right now they need about $307,700.00 released from the amount that the Committee has currently allocated for FFE.   He states that $99,700.00 is for the Intermediate School and $208,000.00 is for the High School.  

Stacie Kavle arrives at 7:17 PM

Jim Katzin, Chairman of the Board of Education states that at the BOE meeting, they discussed the parking lot and that the BOE recognized that there is insufficient parking throughout the entire campus but feels that right now they would like to have $307,700.00 released and if there is money left over after that then they would want the parking lot built.  Jack Healy, Chair states that he has gotten a lot of feedback from the public to build the parking lot.  Discussion ensued.  Tony Crowe states he got together this morning with Stacie Kavle and Lynn Chapman and went over the FFE and came up with the current figures. 

Jack Healy, Chair states that the cafeteria has opened.  Tony Crowe states that there are some punch list items but that everything is going well.  Mac Bramley wants to know what is going on with the air flow in the cafeteria.  Tony Crowe states that it will be more of a summer issue with the windows but right now there are some issues with the kitchen but that they are punch list items.

John Noone from the Board of Education states that Gary Waugh made it clear last night that if the parking lot is not funded under the building project then it is not reimbursable and he wants to be sure that is clear to everyone.  Jack Healy, Chair states that that is correct.  Jim Katzin states that the items they are looking for this evening in FFE are all reimbursable items as well.  Discussion ensued about bonding reimbursement items.  Discussion of capital and operating budget expenses ensued.  Jeff Zullo states that the Board of Finance reviewed the capital budget for FY 08/09 and that the Board of Education asked for $50,000.00 for capital for FFE for next year’s fiscal year and states that there is $100,000.00 in for 09/10.  He states that the Board of Education has already planned for $150,000.00.

Jack Healy, Chair states that no decisions are going to made tonight but that the Committee will have to continue the dialogue with the Board of Education as they get closer to making their decision.  He states that the Committee is still working on the COR’s and punch listing and after that is done, he would like to sit down with the Board of Education again when they know what funds are available and make decisions.  William J. Buckley, Jr. and Jack Healy, Chairman agree that punch listing should be generated consistent with the two contracts and after that is done then the Committee should pick one area in each school and punch list it and compare that to their punch list so they can see what the Committee is looking for.

Jack Healy, Chair thanks the Board of Education for coming to the meeting tonight.

7:41 PM - Joint Meeting with the Board of Education Ends

Litchfield School Building Committee Meeting Continues:

4.  COMMUNICATION

Report from Jeff Zullo on BOF Communication

Jeff Zullo stated that there was a BOF meeting Monday night and that he reported on the status of the project, the finances and construction completion and stated that punch listing and incomplete listing is being done now.  He told them that the Committee was in the final few months of completion of work.  He also discussed with them the remaining funding and expenditures of FFE and the parking lot.  He states that the BOF made a motion to recommend to the Building Committee that the Committee should proceed with the priority of the parking lot and as much FFE as can be funded in the project after the parking lot funds are allocated.  He states that it was unanimously voted on to recommend that to the Committee.  The BOF felt that other items needed by the school could be funded with capital or operating funds in the future and that they have $50,000.00 in capital for next year.  He states that the BOE had $340,000.00 in last year’s operating budget.  Discussion ensued.

Report from Gary Waugh on BOE Communication

Gary Waugh  states that the BOE meeting was last night and that they spent forty-five minutes on a question and answer session and feels that Jim Katzin accurately reflected the meeting in his presentation to the Building Committee this evening.  He states that they worked to prioritize the items and get to an essence and he applauds Peg Perusse, Lynn Chapman, Stacie Kavle and Tony Crowe for their hard work. He states that Jeff Zullo came to the meeting last night and it was helpful and feels that the Committee and the BOE are on the same page.

Report from Jack Healy on BOS Communication

Jack Healy, Chair reports that he has given them an update on the budget and the progress of the project. He told them that the construction phase is coming to an end and he gave them a report on the field hours, the pay applications and that the punch listing is moving forward and will take a while.  He spoke to them about the parking lot and told them that depending on how much money is left, any decisions will be made at that time.

Correspondence

Jack Healy, Chair states that Kent Gilyard is ill this evening and not coming tonight.

Jack Healy, Chair states that he received a letter from The Commonwealth of Massachusetts asking for a reference for Lockheed Window Corporation.  George Graikoski will take care of this.

Jack Healy, Chair states that he received a letter from Connecticut Carpentry dated January 18, 2008 about an outstanding invoice that the Building Committee does not have for approval for payment.  George Graikoski states that there is a disagreement in regard to the sills on the UV units.  He states that he sent a copy of that letter to Peter Bowman and Louis Rosenblatt for their responses and comments to the letter.  He states it is deficient workmanship that needs to be corrected.  George Graikoski states that he did a walk through with them about a month ago and they are aware of the problem.  Jack Healy, Chair will respond to them and let them know that their letter is going through the normal process.

Jack Healy, Chair reports that Matt Speck, Land Use Administrator called tonight and is looking for two more drawings for the parking lot that are required under the Planning and Zoning permit.  He is looking for the drawings of the existing parking spaces and the potential location of the lot on the North end.   William J. Buckley, Jr. states that he and Jeff Zullo have the CCA information/proposal that he was going to go over this evening and if the drawings in question are for the recent action by the planning board, that those drawing don’t exist right now.  Discussion ensued.

5.  ARCHITECT/CONSTRUCTION MANAGER UPDATES

Budget (O&G)

Jack Healy, Chair states that Jose Hernandez has to leave early and asks him to address the Committee now.

Jose Hernandez from Herbert S. Newman hands out to the members of the Committee a Summary of the January 7, 2008 Meeting and a punch list/schedule for punch list diagram/chart of rooms in the Intermediate and High School.  Jose Hernandez states that the focus of the meeting was to address the frustrations of the Committee last month in getting their log in sync with O&G in regard to COR’s, payment applications and any other information that was not in sync.  He states that the meeting was very beneficial and that the logs are now in sync and there are no more missing items.  He states that there are very few issues that were not resolved.  He states that the last three pages are the COR’s in dispute.  He states that the same procedure is taking place with the pay applications. He states that they are working together and the Committee will not need to get involved in any of these issues and they will sit down with O&G once they respond to their position.  George Graikoski states that there are two that O&G does not agree with.  George Graikoski states that none of these items will generate an addition expense and some may generate a credit. The Summary is discussed in detail.  Jeff Zullo commends both companies for the tremendous progress that has been made.  He goes over the diagram of the areas that Newman is starting to punch out now.  He goes over the list with the Committee.  He states that the punch list process should be initiated by the contractor and then the sub-contractor will report to O&G that the work is complete and O&G will do a review of the work and start the list.  He states that the contractor is then given the opportunity to correct the work. He states that then O&G will compile the punch list and indicates to Newman that the buildings are ready to be punched.  He feels that other lists should be compiled with O&G.  He states that the Committee’s punch list should be a review with O&G and then Newman will come in and look at the project in terms of conformance to the documents.  William J. Buckley, Jr. agrees with this process.  Jack Healy, Chair would like Jose Hernandez to send a quick email with a flow chart of the punch list process to each member of the Committee and O&G.  Jose Hernandez states that he will send out the email.  William J. Buckley, Jr. wants to add that before either O&G or Newman tells a contractor that they are satisfied, the Committee needs to do their punch list.  He reminds them that they are the Committee and should not speak for them.  George Graikoski states that they use the term “incomplete list” so it does not give the impression that it is the final punch list.  He states that when a list is made, it is given to the foremen and when the work is completed it is given to Ernie who accompanies the foreman and goes over the work and if it is done, they both initial the incomplete list and then that list goes to Newman for their punch list.  Jack Healy, Chair asks George Graikoski to put together his flow chart of the process for the members of the Committee.  He wants both flow lists before the next meeting.  Discussion of how the Committee will proceed with punch listing ensued.

Jose Hernandez of Herbert S. Newman leaves.

George Graikoski of O&G hands out to the members of the Committee the following reports for the High/Middle School and the Intermediate School:  Monthly Progress Report #15, December 2007; Summary Data, December 2007; Construction Manager’s Monthly Cost Control Report, December 2007; Change Orders By Trade Contractor, December, 2007; Payment Applications Summary for the month of December 2007; Project Commentary December 2007 & Phasing Plan.

George Graikoski states that he updated the soft costs, construction costs and the funding available.  George Graikoski states that he is working with Deb and Cynthia at the Finance Department at Town Hall to resolve some of the differences in soft costs and he is confident it will all be in balance by next meeting.

Jack Healy, Chair asks Peg Perusse if they are done with the moving expenses.  She states they still have a storage unit.  Jack Healy, Chair states that they are still holding a balance in that line item.

Schedule Update (O&G)

Gary Waugh inquires about the painting of the ceilings in regard to the reflection issue.  George Graikoski states that he will follow-up on it next week and that it was not done during the school break. Gary Waugh also inquires about the tiling of the additional rooms in the seventh and eighth grade wing.  George Graikoski states that that work was started this week.

Jeff Zullo inquires about the balancing of the heating in the High School. George Graikoski states that 20 rooms were either too hot or too cold and the Tech was out and they are working on it.  He states that in the Intermediate School there was cool air coming in through the UV units and Gar-San is working on this issue.

Jeff Zullo inquires about the automatic door in the Intermediate School.   George Graikoski states that he met with Kennedy Electric and the door supplier.  He states that it is being worked on now and requires six conductors from the control box to the security system and that they tie into different points in the boxes.  He states that this work will be done on a “time and material” basis.  George Graikoski is waiting for an estimate but feels it will be two men for a day and a half.  Jack Healy, Chair wants an estimate before the work is done. He wants George Graikoski to email him the estimate with a “time and material” charge with a not to exceed number as soon as he has it.

Jeff Zullo inquires about the chase ways.  George Graikoski states that Conn Acoustics told him they are still on order. He will call them tomorrow.   He states that the fish scale siding will be done by the end of January.

Mac Bramley inquires on the status of the estimate for the vestibule heating.  George Graikoski will check on this and confirm with Jack Healy, Chair that it is $6,000.00.

Jeff Zullo wants to know about the vandalism of the stairway.  George Graikoski states that he does not know what happened.  A. Brooks Fischer states that he has not seen it.

Stacie Kavle states that she met tonight with A. Brooks Fischer, Jeff Zullo and William J. Buckley, Jr. and that A. Brooks Fischer compiled photographs and other information on the coping for the Committee to review.  She states that she will be setting up a meeting with the contractor before the next meeting.

Mac Bramley wants to know if the Media Center is opened.   George Graikoski states that it is being used.

Parking Lot Update (Jeff Zullo & Bill Buckley)

Jeff Zullo states that William J. Buckley, Jr. had discussions with CCA and they confirmed that the firm that did the original STC work was Wilbur Smith and that they got a proposal from them.  He states that the work by the outside contractor, Wilbur Smith will be approximately $2,500. He states that they have to look at the 30 space parking lot and adjust this parking lot to the 108 spaces and that they need to look at the drainage.

Motion:   William J. Buckley, Jr. moved to authorize the Co-Chair to execute the document for the lump sum amounts and to set aside an encumbered amount not to exceed $10,000.00 to allow all the work to proceed.

So moved.  Seconded:  Bob Blazek

Discussion:  William J. Buckley, Jr. has looked over the documents and will initial them for the Co-Chair.  He states that in the contract there are scope items and that there is a set price for any additional work and that they will bill on a per diem basis.  He feels it might not exceed $5,000.00.  Peg Perusse states that she has to send all the papers to David at USF after it’s all done.  She will check will David tomorrow.

Vote:

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Abstain:  Jack Healy, Chairman and Mac Bramley

Objections:  None

Ayes: Gary Waugh, Bob Blazek, Jeff Zullo, Stacie Kavle, Co-Chair, Lynn Chapman and William J. Buckley, Jr. 

Motion Passed. 

Intermediate School Media Center & Cafeteria Completion (O&G)

None discussed.

Wall Panel Update (O&G and HSN)

None discussed.

LHS Ceiling Replacement, Noise Attenuation and Noise Levels (HSN)

Discussed in Schedule above.

Credit Update (O&G)

Discussed in Budget above.

Issues List Review (HSN)

Discussed in Budget above.

Alternative Options List Review (Lynn Chapman)

None discussed.

Maintenance Building

None discussed.

6.  FINANCE COMMITTEE – Take actions as needed

Soft Cost Budget (Jeff Zullo & O&G)

Discussed in Budget above.

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. 

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazek

Discussion:  George Graikoski from O&G is concerned about an Incor Group invoice that is not on the list tonight.  Lengthy discussion ensued. Jack Healy, Chair states that it will be discussed later on in the agenda.

Mac Bramley moved the question.

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Abstention: Jack Healy, Chair and Mac Bramley

Objection:  None.

All Ayes

Motion passed.

Vote on Original Motion:

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Abstention: Jack Healy, Chair and Mac Bramley

Objection:  None.

All Ayes

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval for a total amount of $201.60.

So moved.    Seconded: Bob Blazek

Discussion:  Jack Healy, Chair notes that on the sheet that was given out the app/inv# and invoice date is incorrect.

Vote:

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None.

Objection:  None.

All Ayes 

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Kent Gilyard

Discussion:  None.