Special Meeting

Thursday, January 4, 2007

7:00 PM

AS APPROVED 1/17/07                                  Litchfield Intermediate School Library

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

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

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

Winnie Harrison asked when the gym would be finished—answer January 1, 2007.

Communication:

Jeff Zullo—The Board of Finance is pleased with the progress being made. 

Gary Waugh—At the December Board of Education meeting the Board requested the committee seriously look at the bathrooms that are not being renovated.  Some students are not using them because of the condition of them.  The BOE is pleased with the progress being made.

Mac Bramley—We talked about the bathrooms at the last meeting.  What can we do cosmetically with out permits?

Staci Kavel—We can follow up on that.

Gary Waugh—There is some concern that the gym floor may not be resilient enough to protect student’s knees.  Gary asked Tony Crowe if the floor was the initial floor.  Tony answered that it was from the 1970’s.

Bill Buckley—We need to hold that topic until the next meeting.  This is a special meeting and we have to stick to the agenda.

Jeff—Make a note for future agenda.

Staci Kavel made a motion to approve the minutes of the December 7, 2006 meeting; Gary Waugh 2^nd, Mac Bramley—on page 3, it should read…precedent (not president) the minimum amount … on an invoice.

Finance: 

The following invoices were discussed for payment:

Bill Buckley moved to the above invoices subject to having the appropriate certification.  Gary Waugh 2^nd, Jeff Zullo—Do they have appropriate signatures.

Bill Buckley—I think they all did. 

 All in Favor, Motion Approved.

Bill Buckley moved to the above invoices subject to having the appropriate certification.  Gary Waugh 2^nd, All in Favor, Motion Approved.

Bill Buckley moved to the above invoices subject to having the appropriate certification.  Gary Waugh 2^nd, All in Favor, Motion Approved.

Discussion—this invoice is carried forward from a previous meeting.  Jeff

Bill Buckley moved to the above invoices subject to having the appropriate certification.  Gary Waugh 2^nd, All in Favor, Motion Approved.

Jeff Zullo—is a spread sheet attached?  Peter—I haven’t seen the time sheet.  Jeff was there a 4^th or 5^th week that you were here.

Peter—I’ll go back to my records and see.  Jeff—Time should be listed on the contract.  Staci Kavel—Is this only extra services or contract time?  Bill Buckley—the architect shall visit every other week.  Reading further down—if required and reasonable additional visits to the site…

Staci Kavel—can we see a record of visits with dates?  Jeff Zullo—we haven’t been individually tracking contractual obligations v. additional one.  Peter—I’m sure I can identify when I came to the site.  Staci Kavel—and for what purposes...

Peter—I can tell you when I was there, not exactly what I was doing.

Kent Gilyard—We’re always doing these things after the fact.

Jeff Zullo—Do we want this to come back to the Finance Committee?  Staci Kavel—We understand it’s a concern.  Gary Waugh—I don’t see the need.  Staci Kavel—The subcommittee should take the information and make a determination and recommendation and then come back to the full Committee.

Bill Buckley moved to have the subcommittee made a determination and recommendation and come back to the full Committee, Gary Waugh 2^nd.

Bill Buckley withdrew motion, Gary Waugh withdrew 2^nd.

Jeff Zullo—Motion to Table HSN Invoice 16221, Gary Waugh 2^nd.  All in Favor.  Motion carried. 

Jeff Zullo—We should reconsider what is under the contract and what was additional.  Peg Perusse was going to break out some expenses. Let’s require Herbert S. Newman to submit all invoices using standard AIA G702/G703 format. 

Gary Waugh made a motion to approve of the Finance Committee recommendations.  Jeff Zullo 2^nd.  All in Favor. Motion carried.

Jeff Zullo—we have to go back and identify which area of expenditures…this would be a way for Peg to go back and break out expenses. 

Bill Buckley—I’m still not clear on what is extra.  They think everything is extra.

Staci Kavel—They speak with Jack Healy prior to action for approval.

Jeff Zullo—We have to go back and create records.  I don’t want to continue this way.  Newman invoices are outside the loop.

Kent Gilyard—it’s costing a lot to go back.  Louis Rosenblatt—We use AIA all the time. 

Recommendation:

Staci Kavel calling the questions

Bill Buckley opposed.

Calling the Question

All in favor.

Jack Healy—There’s a letter about the color of the floors.  Everyone should have gotten it.  My interpretation is that the hallways, floors and classrooms are moving forward.  I reported to the Board of Selectmen and talked about the gym wall, painting is started, and glass should have been delivered Wednesday or Thursday.  The schools are on schedule.  The cafeteria and media center are somewhat behind.  We’re pretty much on schedule and budget. 

Technology Update

Peg Perusse—We’ve determined the problem concerning getting things into the State.  The person in charge of that left the firm.  Everything will be ready on the 10^th.

Jack Healy—when will we get approval?  Peg—sometimes the same day and sometimes several months.    After State approval it’ll come back to the Committee.

FF&E

Peg Perusse—we’re meeting with Science, Home Ec. Nurse to go over plans.  I’m not sure how much more we need to get from Newman.  We’re working with the Art Director to find out what is needed.

Jeff Zullo—are we replacing filing cabinets, etc.  Peg—yes, we’re getting better looking equipment. Staci Kavel—can we see the redefined list before it goes to the State?  Are you planning to reuse some of the equipment?  Peg—yes.

Jack Healy—There was a hold up on wall cabinets.  Louis Rosenblatt—They’re coming in. 

Architect and Construction Update

Louis Rosenblatt distributed monthly cost control reports for both schools.

Discussion followed:

Bill Buckley—In what month does the lump sum contract end?  Jack Healy—October or November 2007. Bill—can we confirm that? (future agenda item)

Louis Rosenblatt—we are currently on schedule.   There are some issues in area Two.  We are conducting compression tests.  Sump pumps need to be connected.  We had issues earlier on with the sump pumps.  There are a few issues in the boiler room. 

Mac Bramley –what is the cost of paint for the gym walls?  Jack Healy00$1,800 for paint.  Louis Rosenblatt—the cost will probably be less.  Jeff Zullo—at the last meeting we talked about a walk through and a punch list. Ceilings, stair wells—painting.  Do want to schedule that.  We need to develop a list.  There are acoustical issues in high school.  What is the time frame to do that?

Jack Healy—February.

Louis Rosenblatt—You may want to go to the Middle School sooner.  Jeff Zullo—we’ll break it down and the Middle School will be first.  Gary Waugh—we should have someone from the BOE walk through also. Jeff Zullo—the design committee will bring a list.

Jeff Zullo—parking lot update.

Louis Rosenblatt sent RFP’s to proposals to three firms.  Berkshire didn’t respond to RFP.  Herbert S. Newman and CCA, Inc. did respond. 

Jeff Zullo—there was public meeting with planning and zoning about bus parking.  Our submittal was connected to that.

Jack Healy—I’m not comfortable with recollections.  Go to the Town Hall and review the minutes of the public hearings. 

Mac Bramley—There is a “uses” requirement.  You can’t just take funds with out declaring what they are being used for.  We’ll have a problem is we use them in other places and will jeopardize the bond. 

Bill Buckley—Ask the Bond Council if we can replace spots we lost.  I think State and Bond Council will approve.

Staci Kavel—how many parking spaces are in the original plan?  Jeff Solo—we didn’t determine the number of spaces. 

Discussion followed concerning parking area. 

Jack Healy—Louis Rosenblatt talked with Kim Barbari about using the space between the High School and Route 202.  Mac Bramley—I’m totally in favor of the parking lot, but I’m afraid we won’t be able to use our money.

Louis Rosenblatt—Kim is having a discussion with the Board on Monday.  This is a temporary condition to relieve kids from parking off site.  Gary Waugh—there are approximately 30 cars parking on Constitution Av. 

Jeff Zullo—Louis Rosenblatt and Bill Buckley have had experience working with CAA.

Bill Buckley made a motion to award the work to CCA, but authorize the Vice Chair person to insure that all work provided will be in the scope of the contract. 

Kent Gilyard 2^nd  Mac Bramley—amend the motion subject to bond counsel approval.  Gary Waugh 2^nd. 

Mac Bramley—in keeping with amendment proposed in the scope of the existing project.

Jeff Zullo—All in favor of the amendment—jack Healy abstained.  Motion carried. 

Gary Waugh—If the contract called for 10 meeting concerning the parking lot?   What if we only have two?  Will we get money back?

Jeff Zullo—Staci Kavel can work wit h Louis to get a contract with CCA.

Jeff Zullo—I inspected the gym wall and it’s a good wall.  Have you looked at the beam issue?  Louis—yes,

Discussion followed concerning beams.  Louis Rosenblatt--The beam was repaired previously.  I’m waiting for a final price.  The beam closest to the front entrance is the worst.  The exposed foundation and wall needs to be repaired. 

Jack Healy—Glass doors being installed and I have concerns about the glass. Jeff Zullo—Can we put a wire mesh over it?  Peter—We can bolt something to the door.  Bill Buckley—We can get a price on wood doors.  If it’s a safety issue, we should look at it sooner than later.

Gary Waugh—the gym doors at Pomperaug is glass. 

Further discussion on doors.  The Design Committee with review the doors. 

Further discussion regarding drinking fountain because they are sticking out in the gym because they are handicap accessible.    Jack Healy asked Peter to look into options. 

Floor Color Selection

Staci Kavel—I have a recommendation and a letter from Dom concerning the floors.  Richard thought it would be helpful to have more color.  I suggest we use terra cotta.  Currently there is a lot of white.  Let’s get rid of the persimmon color in the class rooms.  The Design Committee is unanimous. 

Louis distributed estimates for additional painting including accent colors in the lobby. 

Jeff Zullo—Will there be accent walls in all the classrooms?  Staci—Yes. 

Gary Waugh—Motion to accept Design Committee’s recommendation.  Jeff Zullo—2^nd.

Discussion about additional cost.  Persimmon will cause maintenance problems.  All in Favor, Motion Carried. 

Metal Wall Panels

Jeff Zullo—Why are the panels not on order?  Peter—Allied needs to provide drawings.

Discussion

Peter--The manufacturer is price gouging.  Business is now being done with another company. 

Jeff Zullo—The contractor is not fulfilling the contract.  Louis Rosenblatt—the building requires waterproofing. 

Wall Status

Louis Rosenblatt--Moran Corp.  needs to submit a shop drawing.  Jeff Zullo—Are they in default?

Bill Buckley—Motion to reconsider Allied and Titan Invoices.   Jeff Zullo—2^nd.\

Discussion

Bill Buckley—We need to send a signal.  The delay could become costly and we may not have the money for other items.  Jeff Zullo—The bills are dated 12/31/2006 and are scheduled to be paid on 1/4/2007.  This has gone on long enough.  The drawing should be at Newman’s by now.  Bill’s motion is a good first start.  Let’s authorize the bills subject to architect’s approval of shop drawings. 

Jack Healy—I want to talk with the representatives about how this project will proceed.  Louis Rosenblatt—Centrea put a block on the plan with Allied.  Titan has no contractual relationship with Centrea.  There is a third party distributor for Centrea.  They called and asked about Purchase Order. 

Bill Buckley—Motion to reconsider  Allied Invoice   #8, dated 12/21/2006 in the amount of $69,400.42—Kent Gilyard 2^nd.  All in Favor.  Motion carried. 

Jeff Zullo—Is this holding up other work?  Peter—Yes.  The wood is getting wet.  There is no “skin” on the outside of the building. 

Bill Buckley—Motion to reconsider Titan Invoice, #5, dated 12/31/2006 in the amount of $80,322.50.  Kent Gilyard 2^nd.  All in Favor.  Motion Carried. 

Further discussion about panels.

Peter—Take the work away from them.  Bill Buckley—Call in the bonding company.  Louis Rosenblatt—Have the bonding company come to the next meeting.  Bring this matter up before the Finance Committee. 

Jeff Zullo—The Chairman wants them (Titan and Allied) to attend the next meeting and provide shop drawings on January 18, 2007. 

Jeff Zullo—Motion to request that Louis Rosenblatt contact bond companies and alert them to these issues.  Gary Waugh—2^nd.  All in Favor.  Motion carried. 

Jack Healy—The vestibule is now open.  Louis reworked some of the desks.

Gary Waugh—We need to have a discussion and clarify the gym floor.

Future Agenda Items

The meeting scheduled for 1/18, is now scheduled for 1/17/2007. 

Report from the Design Committee

Confirmation of the date that the “lump sum” contracts end and the cost of extra services beyond the contract.

Discussion with Titan and Allied. 

Adjournment:  9:40 pm

Jack Healy motion to adjourn, Gary Waugh 2^nd , All in Favor.  Motion carried. 

Respectfully Submitted,

Cathy Mastrianno, Recorded