Town of Litchfield School Building Committee

Regular Meeting

Thursday, December 7, 2006

7:00 PM

Litchfield Intermediate School Library

 

 

 

The meeting was called to order at 7:00 pm.

 

 

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

 

 

Public Participation:  Louis Rosenblatt, Peg Perusse, Winnie Harrison, others.

 

The scoreboard and the sign were discussed and someone thought that the money appropriated for the scoreboard and the sign could be better spent on something else. 

 

Communication:

 

Jack Healy made a motion to approve the minutes of the November 16, 2006 meeting.

Bill Buckley second,  Mac Bramley moved to approve the minutes of the November 16, 2006 meeting with the following amendments:

 

Page One—The heading Communications was added after the paragraph containing Winnie Harrison’s remarks.

 

Page One— In the fifth paragraph under the Communications heading, The color persimmon replaces white.

 

Page Three—In the tenth paragraph, Mac Bramley’s comment should read Amend the motion…appropriate warranty as defined by the construction manager.

 

All in Favor.

 

Jack Healy motioned to add the schedule for next year’s meetings to Future Agenda Items Staci Kavle 2nd,  All in Favor.

 

Jack Healy motioned to discuss the 12/21/2006 meeting because several people on the committee are unable to attend.  Discussion followed as whether or not the meeting should be cancelled or rescheduled at another day and/or time.  The committee decided to put the decision off and Jack Healy will contact committee members at a later date as to whether or not the meeting will go forward.  Staci Kavle 2nd, All in Favor.

 

Gary Waugh toured the middle school and high school and was impressed by the progress being made.

 

Jeff Zullo stated that the Board of Finance was happy that the problem with the wall has been solved.

 

A discussion began concerning the bonding issue.  A large chunk of money is being held.  Rates are around 4%.  5% has been budgeted resulting in savings of 15 – 20 % over a twenty year period.

 

Jack Healy—John Worthington has provided plans and they have been approved.

 

Jack Healy—Some windows in the high school were left open at night. Night janitor should check to make sure all doors and windows are closed.  It is not the responsibility of the Building Committee. 

 

Peg Perusse told the committee that people were working in the building at the time

 

Gary Waugh asked if the alarm system was working and Peg said that it was working in some parts of the building. 

 

The was some concern about the water shed protection area.  Jack Healy said that the asphalt was being store across the street and didn’t pose a problem.

 

Finance:  

 

The following invoices were discussed for payment:

 

VENDOR

App.Inv.

Inv. Date

Amount $

Comments

Alllied Restoration

7

11/30/2006

94,007.63

 

Connecticut Acoustics

5

10/31/2006

29,689.69

 

Connecticut Acoustics

6

11/30/2006

9,596.43

 

Connecticut Masons

8

11/30/2006

32,827.25

 

Gar-San

11

11/30/2006

124,112.13

 

Incor

4

10/30/2006

61,373.70

 

Kennedy Electric

11

11/30/2006

82,932.15

 

M. Frank Higgins

3

11/30/2006

78,641.00

 

M.J. Daly & Sons

8

10/31/2006

24,700.00

 

M.J. Daly & Sons

9

12/4/2006

11,400.00

 

R&R Windows

4

11/30/2006

70,670.50

 

Titan Mechanical

11

11/30/2006

196,583.86

 

 

Bill Buckley moved to authorize the Chairman to pay subject to having the appropriate signatures.  Staci Kavle 2nd,  All in Favor

 

VENDOR

App.Inv.

Inv. Date

Amount $

Comments

George Torello Engineers

60402-4

11/20/2006

1,268.75

 

 

Bill Buckley authorized the Chairman to pay the invoice.

 

Discussion—There may be one more invoice—drilling holes to put rods in on Monday. 

Jack Healy—We owe John Worthington our thanks.

 

Jeff Zullo—2nd  All in Favor.

 

Bill Buckley moved to pay the following:

 

VENDOR

App.Inv.

Inv. Date

Amount $

Comments

Herbert S. Newman

16202

11/21/2006

9,407.40

 

Herbert S. Newman

16204

11/21/2006

4,037.35

 

Herbert S. Newman

16205

11/21/2006

2,837.50

 

Herbert S. Newman

16206

11/21/2006

262.50

 

 

Staci Kavle 2nd   All in Favor

 

Herbert S. Newman

16224

11/21/2006

17,579.13

Split

Herbert S. Newman

16224

11/21/2006

8,658.37

Split

 

No Action.  Jeff Zullo to review Invoice 16224.  this invoice could be for work done above and beyond what was called for in the Contract--Check contract.  Jeff Zullo will review the invoice and the Finance Committee will evaluate it in more detail and then make a recommendation to the Building Committee.

 

All in Favor.

 

VENDOR

App.Inv.

Inv. Date

Amount $

Comments

Town of Litchfield

17

12/1/2006

3,320.00

Split

 

Bill Buckley—Motion to Approve,  Staci Kavle 2nd.  Mac Bramley opposed.

 

VENDOR

App.Inv.

Inv. Date

Amount $

Comments

Connecticut Acoustics

6

10/31/2006

32,463.31

 

Connecticut Acoustics

7

11/30/2006

29,820.50

 

Connecticut Carpentry

11

11/17/2006

48,666.07

 

DTC

20037

11/20/2006

574.50

 

Lockheed Windows

4

11/30/2006

69,350.00

 

M.J. Daley & Sons

8

10/31/2006

26,220.00

 

M.J. Daley & Sons

9

11/30/2006

13,452.00

 

Titan Mechanical

 

11/30/2006

65,796.57

 

 

Bill Buckley—Motion to Approve,  Kent Gilyard 2nd

 

Discussion—is there any precedent the minimum amount on an invoice?  It’s too expensive to cut a check for only $500.  Jack Healy—It has to be stated in the contract.

 

All in Favor

 

VENDOR

App.Inv.

Inv. Date

Amount $

Comments

Herbert S, Newman

16203

11/21/2006

4,334.07

 

 

Bill Buckley—Motion to Approve, Kent Gilyard 2nd, All in Favor

 

Jack Healy—Motion to change the items on the agenda so the Town Constable can talk and then go. 

 

Architect and Construction Update

 

Town Constable—The parking areas are hazardous.  What is holding up the parking area? 

 

Jeff Zullo—Design problems.  We will be presenting a plan to the Board soon.

 

Bill Buckley—Motion to have parking on the old road on a temporary basis in the interest of safety.  Jeff Zullo 2nd  All in favor.

 

Jack Healy—First we received emails wanting to preserve the wild life area and now I’m getting emails in favor of the parking area. 

 

Gary Waugh—Is the old road wide enough?

 

Jack Healy—Motion to revisit parking in the North end of the High School.

 

Gary 2nd, All in Favor

 

Louis Rosenblatt distributed a Professional Service Agreement from Berkshire Engineering & Surveying, LLC

 

Discussion about Berkshire’s fee schedule.  The hourly cost for Berkshire’s support going to meetings is costly.  For every 16 parking spaces we have to have an island. 

 

Kent Gilyard—Let request a waiver.  This is important and not just a shopping center and islands require more maintenance. 

 

Jeff Zullo—We have two quotes.  One from Berkshire and one from Newman.  Should we make a decision and proceed.  Newman’s quote is $30,000, plus some meeting fees.  Berkshire is significantly less.

 

Staci Kavle—What about landscaping fees in Berkshire’s Agreement?  It’s under miscellaneous and we don’t know what the cost will be. 

 

Bill Buckley—I’d like to know why the word estimate is highlighted on the fee schedule.

 

Louis Rosenblatt—We would draw up a contract and submit it to Berkshire.

 

Peter—There are no specific construction specifications listed.

 

Louis Rosenblatt—We’ll sit down with Berkshire and clarify the Agreement.

 

Jack Healy—Let’s have Bill Buckley sit down and go through this with Berkshire.

 

Bill Buckley—This is not the right format.  It has to be redrafted.  Let’s have a meeting on the 21st and limit it to this one item.   Hourly, we won’t know what the cost will be and a lot of time goes into meetings.

 

Jeff Zullo—Price shouldn’t be the only consideration.  Louis will draw up a contract and we will present it to the committee.

 

Mac Bramley—If we do not give the companies the ability to compete, we will face expensive ramifications. 

 

Louis Rosenblatt—We need to define the actual scope.

 

Jeff Zullo—We’ll present in the same format for both.  Let’s get a response back by the 21st.   Louis can work with Bill to prepare. 

 

Louis Rosenblatt describes positions of crosswalks, sidewalks, lights.

 

Kent Gilyard—I’m concerned about meetings.  Are we going to include travel time?

 

Bill Buckley—Lump sum for defined items.  Assume the number of hours.

 

Staci Kavle—we need to have a discussion about the surface of the parking lot.

 

Louis Rosenblatt—gravel versus asphalt.

 

Gary Waugh—Asphalt is easier to maintain. The State may require paving.

 

Staci Kavle—If we having parking an the North side of the High School will we still need these spots?

 

Jeff Zullo—We need more parking in this area and the playing field.

 

Mac Bramley—It is not appropriate to allocate money to use for that site.

 

Jeff Zullo—We done a lot of things we never represented to the Town.

 

Jack Healy—Let’s go and ask Mike Ryback.

 

Mac Bramley—We testified before the Land Use Board that we would not use it.

 

Jeff Zullo—That was then.  This is now. children, parking, safety.  The town constable states that this is a life safety issue. 

 

Kent Gilyard—File an amendment—this is a necessity.

 

Staci Kavle—We need parking.  Let an attorney decide.

 

Jack Healy—I’ll do it tomorrow.

 

Bill Buckley—I don’t know if I want to spend money on an attorney.

 

Gary Waugh—Are we going to approach the attorney?

 

Jeff Zullo—we should approach the state.

 

Bill Buckley—Let’s go with it.  If a legal issue is made and the Judge rules against it—someone gets hurt.  Let whomever is against parking, let them get an attorney.

 

Jeff Zullo—Motion to approve.  Bill will work with Louis to prepare a quote by 12/21/2006 describing the scope of work for additional parking on the West side of this building. 

 

Gary Waugh—Addendum—If we decide not to meet on 12/21/2006, then the Chairman can make the decision on which company to contract with.

 

Gary Waugh 2nd, Mac Bramley opposed.

 

Mac Bramley—Berkshire would have to be approved by the State.

 

Louis Rosenblatt hands out completion schedule for the High School.

 

Jack Healy—The hot spots are the main lobby and administration wing.  We’re behind in areas 5 and 2.

 

Jeff Zullo—Area 18 will be completed in January.

 

Louis Rosenblatt hands out completion schedule for the Intermediate School.  Completion date is March 2007.

 

Jack Healy—During the tour I notice that there is no paint on the stair towers.  Louis will get us information on the paint schedule.

 

Jeff Zullo—We should take a walk through and make a detailed list.  Some issues with rooms—paint, lighting, acoustics.  High school has ceiling nails showing threw and there are acoustics issues. 

 

Bill Buckley—We need a three person team to do that and then give the list to the Committee.  Things like this should be done in the Summer, so this is the time to plan.

 

Peter--The exterior of the North wall now an interior wall and has been sheet rocked with a plywood backing. 

 

Discussion followed concerning completion of the wall.

 

Louis Rosenblatt distributes financial spread sheets for the High School and the Middle School which include change orders, soft cost and hard costs.

 

Louis Rosenblatt—Walls removed.  Engineer has concerns about cleaning out the holes and the use of a compressor.  Engineer will conduct a pull test on Monday. (12/11/2006).

When the pull test is completed the wall will go up.  Stucco versus paint.  Stucco costs more.  We don’t have any estimates yet.  Stucco is performance based, more maintenance with paint. 

 

Staci Kavle—The concrete sub-floors in the high school are a concern.  If we use paint all the defects will show.  Using a printed pattern on the floor will mitigate defects.  Peter produces a plan with painted pattern.  Discussion followed concerning wall paint, rooms, corridor, lockers.

 

FF&E

 

Jack Healy—there is a meeting on Monday with the architects to look at needs.  Newman is working with Peg and Staci on that.  

 

Jeff—Is replacing chairs and tables part of the scope? 

 

Future Agenda Items

 

Jack Healy—Next year.  Meeting to be held on 1st and 3rd Thursdays.  Bill Buckley 2nd, All in Favor. 

 

Jack Healy—Several members will not attend the meeting on 12/21/2006.  

 

Mac Bramley—If we don’t have enough for a quorum call everyone in the morning.  Maybe we can hold the 12/21 meeting earlier.  More discussion on 12/21 meeting followed.

 

Adjournment:  9:30 pm

 

Jack Healy motion to adjourn, Bill Buckley 2nd , All in Favor