MINUTES

LITCHFIELD SCHOOL BUILDING COMMITTEE

LITCHFIELD INTERMEDIATE SCHOOL LIBRARY

DECEMBER 2, 2004

 

A meeting of the Litchfield School Building Committee was held on Thursday, December 2, 2004, at 7:00 p.m. in the Litchfield Intermediate School Library.

 

Present were: Jack Healy,  Chairman; Stacie Kavle, Lynn Chapman; Mac Bramley; Robert Blazek; Bill Buckley; Gary Waugh and Kent Gilyard.   Jeff Zullo arrived at 7:40 PM.

 

Also Present:  John Tindall-Gibson; Tim Breslin; Andrienne Longobucco; Joanne Moore; Leo Paul; BOE Members Frank Simone and Diane Knox; Tim Callahan and Fernando Pastur of Herbert S. Newman Partners; Bruce Walpole of O & G Industries; Public and the Press.

 

Meeting was called to order at 7:02 P.M. by Jack Healy.

 

Approval of Minutes

Motion to approval the minutes of the November 4th with the following corrections was made by Mac Bramley and seconded by Bill Buckley.

 

Correction: Page 3, Paragraph 3 – Stacie Kavle stated “I feel we are not delivering an inferior project.”

 

Motion Carried.  All votes were in the affirmative except for Jack Healy, who abstained.

 

Public Participation - None

 

Communication

The BC received an email from Keith Shortsleeve.

 

Bob Blazek – The Notice of the Special Town Meeting Call, I was a member of the BOS when we appropriated $33M for the expansion and renovation of LHS.  I would like to clarify one word.  I was one of the BOS Members that crafted this resolution.  We used words that were inclusive.  Expansion meant to be an idea that meant growth of the school.  We should consult Mick Rybak if we have any questions.

 

Mac Bramley – I don’t disagree.  Our call (the building committee formation) included new construction.  Ask the Bond Counsel if the bond appropriated funds could be utilized for new construction based on the existing wording.

 

Bill Buckley – The question we voted on had to do with shall we appropriate the $33M for the expansion of LHS and the expansion and renovation of LIS.  It does not say to tear down and build new.

 

Jack Healy – At this point we have a plan.  We’re moving forward.  If we need clarification of it becomes an issue, we’ll look into it. 

 

Bill Buckley – I called the author of the $22M letter.  The $22M according to Gene, he told Alan Landau what it did not include.  He said the real cost is 35% more.  The $22M is based on a 110 SF building.  $200.00 per SF for new construction did not include design.  It also did not include the following: a traffic consultant; furniture; architectural services relative to design; asbestos removal; sprinklers; short term; and short term borrowing. In order to compare apples to apples we need to look at the same things.  Including all of those things we are up to a cost of $50M for the project Alan Landau submitted.  That is the point I wanted to make.  I called Alan Landau and didn’t hear from him yet.

 

Gary Waugh – I applaud the BOE and HSNP, especially Fernando on the LIS work.

 

Jack Healy – I received a letter from John Tindall-Gibson.  On November 9, 2004, the BOE approved alteration of the Ed Specs with regard to technology.

 

Finance Committee Report

Mac Bramley – I apologize to everyone.  We didn’t have a Finance Subcommittee meeting.  With regard to the duct work survey, Tim and the BOE looked at the last video and Tim reported that the quality of the video was not good.   Recommend Hygenix be contacted to do the survey for $4,600.00.

 

Motion was made by Mac Bramley that the Architect contract with Hygenix for an inspection of the existing duct work, seconded by Bill Buckley.

 

Tim Callahan – The money is coming out of the $55K for existing condition survey.  They are going to do it during Christmas break.

 

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Technology Update

Andrienne Longobucco – We had a meeting with HSNP and talked about wiring.  LHS will have CAT 6 wiring.  LIS will keep the current wiring.  WE decided on the space for technology.  HSNP will meet with the department chairs about technology.  Obsolescence in general is four years, some things will last longer.  I want to remind the Building Committee that we need things to plug in at the end of the wires.

 

Bob Blazek – When you talk about life expectancy, does that include the mobile units?

Andrienne Longobucco – Yes, it’s hard to predict specifics, but in general it is all four years.

Mac Bramley - The Capital Improvement Committee is where this equipment should be funded.

Bill Buckley – The other side, there is a group of us here who serve on the Capital Improvement Committee.  We will recommend it to be included in the capital budget.  We should try to identify what should go to capital and what should come through the BC.

Gary Waugh – We need to find a way to make sure it happened and it may not be relying just on the Capital Improvement Committee.

Mac Bramley – I sympathize, but where do we stop?

Bill Buckley – If you were building new schools, something like toilet paper might be included in furniture. 

Tim Callahan – One of the things we talked about was Furniture, Fixtures and Equipment and where is that included in the budget.

Bill Buckley – We should know if it can be eligible for reimbursement.  Somebody has to buy it.

Andrienne Longobucco – We are pleased to be involved in this project in the way we are.

 

Architect and Construction Manager Update

Tim Callahan – We went through an internal design review on Tuesday. What we are focused on tonight is a condensed version of that.

 

Site Plan

Tim Callahan – We are reducing the scope of site work and delivering the same of amount of infrastructure.  [He explained how the scope will be reduced. Gravel will be used in some spots of parking lots and driveway]

 

Bill Buckley – What is the dollar amount we are carrying in the estimate for site work?

Bruce Walpole - $844K

Bill Buckley - I think we should include paving all of it.  It is going to need to be repaved.

Jack Healy – This is an issue we keep skirting.  It’s not good now and its not going to get better

Lynn Chapman – How many spaces will be added at LIS.

Tim Callahan – There will be 41 spaces at LIS.

Lynn Chapman – Is the parking here going to be able to accommodate the playing fields on the weekend?  Where are the buses going to go?

John Tindall-Gibson – We put in application to put a parking lot across the street.   I do not think there is adequate parking for the playing fields.

Mac Bramley – There are a number of people who are talking about continuing the fields across the street.

Frank Simone – No, it’s not going to be there.

Gary Waugh – Leaving the parking lot unpaved is a problem.

 

LIS Plan

Fernando Pastur reviewed changes to the LIS plan with the BC. HSNP met with the faculty and made some changes.  The guidance office is next to the principals.  The Nurse’s station and conference room is across the hall from the principal. Next to that is a swing classroom space.  The gym doors inside the school will be closed after hours.   A lobby will be created with bathrooms and an outside entrance to Gym where the current kitchen is.  No one will be wandering around the school after hours.  The new Library is divided into three spaces: Table reading area; Floor reading area and a space for computers.  We are locating a lift at the side of the stage in the auditorium for handicap access.  We are planning the grading of the courtyard, grading and small slopes; a carpet of grass.  No matter who ends up doing it, we are planning for it in the design.  Cafeteria is a simplified structure.  The kitchen has room for a walk-in freezer and a walk-in refrigerator. 

Bill Buckley – One of my concerns is the open area which leads to moisture.  Maybe one foot under the soil you put a geo-membrane to collect the water and remove it.

Tim Callahan – We can save money in terms of allowing it to come to the ground.  I think you solved that problem.  We’ll bring it up with DTC. 

Bob Blazek – How do you get rid of the water?

Tim Callahan – There is a culvert out there. 

Jeff Zullo – Has the culvert been surveyed?

Tim Callahan – Yes, but we may have to do it again.

Bill Buckley – Where you have the lift to get up on the stage, is that encroaching where the orchestra sits?

Fernando Pastur – No, we are trying to have something that is invisible until it needs to be used.  We have handicap seats on top and in the front row.  The faculty has approved this.

Gary Waugh – The vestibule area.  Are we to assume that the locker room space below the Gym is not going to be accessible to students?

Tim Callahan – It is non-program space.

Gary Waugh – When I thought about the space I thought it would be used after hours.

Tim Callahan – It could be used after hours; it will not be used by students.

Jack Healy – The old nurses office, is that being used?

Tim Callahan – They want to use it for file cabinets and storage.

Mac Bramley – The Library; do you thing utilizing that much space from table reading is appropriate.  Shouldn’t the computer space and table reading be reversed?

Tim Callahan – With wireless and lap tops we are seeing technology changing.  We are making sure that these spaces have the wiring capability.  I like to see flexibility in the Library and meeting spaces.

Joanne Moore – This is a good plan.  The layout is preferable.

Gary Waugh – I was in a totally renovated Library.  The mode of the Library was a table of four with plug-ins.

Fernando Pastur - The Principal=s office has glass on the hallway side to have a better view to the front door.

Bill Buckley - Where does the Librarian sit?

Fernando Pastur - There is a desk outside the workshop, but the Librarian walks around the Library more than sits at the desk.

Bill Buckley - Are we replacing the front doors?

Fernando Pastur - We are looking for replacement of all the windows and doors.

Bill Buckley - What is the total SF with expansion?

Tim Callahan - I=ll get that to you.  The expansion is 6500 SF.  We have 16 classrooms in the building.  This project meets the Ed Specs provided by the BOE.

Jack Healy - There are no more learning spaces?

Gary Waugh - When we went public last time.

Mac Bramley - What kind of increase projections were the Ed Specs based on?

Fernando Pastur - The peak is lowering.  Next year the school will not be to capacity.

John Tindall-Gibson - There are a number of issues, but growth is not an issue with this building.

We are short on space at LHS. But not at Center School or at LIS.

Bill Buckley - To get from the music room to the stage, how would you go?  Where would the students in a play get ready?

Fernando Pastur - The dressing rooms between the stage and the cafeteria.

Bill Buckley - The administration should review the logistics of getting from the music room to the stage.

Fernando Pastur - Renovation in each classroom: replacing windows, heat unit, floor, adding fixed ceiling, changing light fixtures, adding connection for projector, in some classrooms we have to change doors, in others just he glass in the doors.

Jack Healy - This is something we should get on the website for people to see.    

John Tindall-Gibson - Can we target the 20th as a time to put some of this stuff on the website.

Gary Waugh - We need not be premature.  Make sure the BC is comfortable with it.

Kent Gilyard - I am uncomfortable rushing into this.

Bill Buckley - I agree with Kent, I would rather avoid it.

 

LHS

Fernando Pastur - We are moving forward with detailed design.  The Booster Club space in the Gym lobby is being coordinated.  The bricks are also being coordinated.

Mac Bramley - Are we planning on building around trees?

Fernando Pastur - We are trying to spare some of the trees at each school.

Bill Buckley - These bricks can be problematic.  They have to be bought first and placed and then engraved.  Fundraise after the fact.

Mac Bramley- Have you seen it done on a vertical basis.

Bill Buckley - No.

 

Construction Phasing

Bruce Walpole - We will make our first pass on both schools and come up with a phasing plan.  We may take a whole floor at a time at LHS or we may work vertically.  In each school=s budget look for moving & storage.  It may be done by an outside firm or maybe custodians       , or both.  Over the summer the faculty should take any personal items home.

Lynn Chapman - Would it be beneficial now when going through things do figure out what to do with it or even get rid of it?

Bruce Walpole- We should be getting rid of a lot of junk.  When you get down to the actual move, you should have down all the packing and preliminary moving.

 

Playing Fields Update

Jeff Zullo

We are still working on the project until the 1ST heavy snow or frost.  How do we administrate this fence installation?  We need one prior to the paving of the track and the other around the track when it=s done.

Mac Bramley – On the stub outs, will there be a system that will cut off irrigation if there is a fire at LIS?

Bruce Walpole – You do not want different contractors in charge of the track and the fence.

Jeff Zullo – Most of the earth movement will be done this winter; sod and seed early spring and the fence will be up in May or June.  When the track is done the track fence will be put up.

Bill Buckley – We are going to need to know how out choice of what we do impacts our eligibility.  The committee should realize that the fence is not eligible for funding.

Jeff Zullo – Can Tim Callahan get an estimate on the fence – 2600 feet?

Bill Buckley – We should have a specification of this fence and the price.

Mac Bramley – Is there pedestrian access?

Jeff Zullo – Along the formerly paved area.  

 

Jeff Zullo – Is the detailed design for December 20TH on schedule?

Tim Callahan – Yes.

 

Motion to Adjourn was made by Bill Buckley at 9:13 PM and seconded by Mac Bramley.

 

Motion Carried. All Votes were in the affirmative.  There were no abstentions.

 

Respectfully Submitted,

 

 

Kelli L. Green

Recorder