MINUTES
LITCHFIELD SCHOOLS BUILDING COMMITTEE
LITCHFIELD INTERMEDIATE SCHOOL LIBRARY
FEBRUARY 16, 2006
A meeting of the Litchfield Schools Building Committee was held on Thursday, February 16, 2006 at 7:00 PM in the Litchfield Intermediate School Library.
Present were: Jack Healy, Chairman, Stacie Kavle, Mac Bramley, Gary Waugh, Kent Gilyard, Bill Buckley, Jeff Zullo.
Also present: Dr. Dom Vita, Superintendent, Peg Perusse, School Business Manager, Wayne Shuhi and Frank Simone; BOE Members, Louis Rosenblatt, O&G Project Manager; John Tracey, O&G Project Supervisor, Cynthia Politano, Finance Director; Diane Knox; Richard Munday and members of the public.
Chairman Jack Healy called meeting to order at 7:03 PM.
Approval of Minutes:
Motion was made by Gary Waugh to approve the minutes of the January 19, 2006 meeting. Seconded by Mac Bramley.
Motion Carried. All votes were in the affirmative. There were no abstentions.
Approval of the February 2, 2006 minutes was tabled until the next meeting due to lack of a quorum of members from the February meeting. Corrections to February 2nd minutes are as follows: add to attendance Jeff Zullo, and Leo Paul, First Selectman and replace Mac Bramley from Finance Update with Kent Gilyard.
Betsy Glassman advised the committee she presented an alternative to the Inlands/Wetlands Committee on restructuring the new bus turn around (LHS) at end of project. She asks that consideration be given to plantings in that area and to perhaps turn the area into a location where students would learn about wild life, endangered species and the environment. She stated the outside walls of LHS are cement block, are disintegrating and becoming worse from the weather. Betsy questioned what are the plans for blocks and if the new bus parking lot was a combination of the Plumb Hill Playing Field and Building Committees to work together to find a new location, what is happening & where are the buses going?
Jack Healy responded that the building committee was not doing the application for the bus parking lot the town would be doing that.
Jeff Zullo commended Betsy on her positive idea for the bus turn around reconstruction. He suggested she possibly look for grants and/or other available funding and to put together a landscaping plan and add it on to the original plan. He suggested that Betsy could possibly coordinate this with Joanne Moore & John Markelon who are overseeing this part of the project. Peggy reminded members no maintenance money is provided for such a plan should it be developed that too would need funding.
Communication:
Gary Waugh – Presented a suggestion from the previous Board of Ed meeting that if the courtyard trees are removed those trees are requested to be saved for a fundraiser, similar to the brick fundraiser that was just held. The committee felt if the BOE or some member of that group wanted to market the trees via parents they could do whatever they wished. Gary advised Jonathan Costa would be the contact person. Louis had been asked to get costs to remove trees and will discuss in his report.
Mac offers a large thank-you to Pro-Tree for the removal of trees in LIS courtyard, which was gratis, and feels they should be remembered in the future.
Clarification was requested on the pressure test problem in the fire system. Peggy advised at the BOE meeting last night a report from the engineers sited the length of pipe & run as a possible problem. Louis advised he found a faulty value and felt that was also part of the problem. It is being replaced and a new test will be preformed.
Jack received an e-mail stating the Inland/Wetlands Commission had approved the bus turn around location and construction trailers at the job sites.
Tim Callahan stated fees above what the contract calls and recommends that the Finance Subcommittee sit with Herbert S. Newman reps and go through the contract and see how it matches up. This should try to be completed before the next meeting. Mac suggested a Finance Sub-Committee meeting on March 2, 2006 at 5:00 pm in LIS library before the regular meeting, members agreed.
Finance Update
Mac Bramley presented bills to be paid:
Motion was made by Mac Bramley to authorize payment to Engineer Solutions in the amount of $528.00, seconded by Kent Gilyard. Motion Carried. All were in the affirmative. There were no abstentions.
the LIS project.
Motion made by Kent Gilyard to authorize payment to the Litchfield Public Schools in the amount of $3,320.00, seconded by Jeff Zullo.
Discussion: Jack questioned the inconsistent way of the town’s assessing of projects. It is his understanding the fees for the Northfield Fire House are going to be waived. Kent felt expenditures should be put up front so no misunderstandings later in the project, Bill felt if NFD fees were waived then these fees should be waived also. Jeff suggests asking for reimbursement of what was already paid to the town if the fees are waived for the NFD. Mac felt it is Litchfield’s responsibility to staff the office to accommodate such projects and Kent agreed.
Vote taken: For: Gary Waugh, Kent Gilyard
Against: Bill Buckley, Mac Bramley, Stacey Kavle, Jeff Zullo. Motion Denied.
3. Kelli Green: Payment for secretarial services from December 15, 2005 through January 20, 2006 in the amount of $126.00.
Motion made by Mac Bramley to authorize payment to Kelli Green in the amount of $126.00. Seconded by Bill Buckley. Motion carried. All votes were in the affirmative. There were no abstentions
Dr. Dom Vita advised he is working with the contractor and the construction people about the issues on the schedule.
Architect Update:
Richard presented his opinion of the current building (LIS) and the first view of it is dark. He feels the new addition should be a type of “glass box’ addition to contrast the present building and improve the aesthetics so it was designed that way. As they progressed O&G suggested cutting down on the glass use, which would mean a reduction of cost. Now with the bids back lower, some money is left on the table & he feels the use of it should be revisited.
Richard also presented two drawings to show the difference. Richard feels the “glass box” makes a stronger statement and is aesthetically superior and for the small amount of money saved the impact lost is not worth it.
Jeff questioned why not glass through to the library?
Richard said the library windows are large enough that they will match and he has not requested O&G for estimates to match. Richard estimates the cost for replacing 480 sq ft of metal with glass to be under $20,000.
Mac questioned if the north side of the building, what would the wind factor & R-value be and would it be a concern?
Richard advised would be shadow boxes so the walls & roof behind it can be insulted. Maintenance of this was questioned and asked if it would increase the cost? Richard responded that he didn’t think so the metal gets washed down and feels this is the conventional way to build buildings.
Kent asked if changing skin from metal to glass.
Richard advised yes, purely to approve appearance of addition proposing it for the visual importance.
Kent felt as long as the building structure was the same ok, but needs more numbers to make a definite decision.
Gary asked when this decision needed to be made?
Jack clarified money was not left on the table was left in contingency, no functional change has been identified and no firm bid yet. He wants firm quotes before making a decision.
Richard feels no additional cost to the project.
Bill questioned how much money is not currently allocated and to remember additional fees could be equaling ¼ million, so unallocated money may need to be used. We previously asked Newman & O&G for additional cost for overtime limit and perhaps we should keep this in mind.
Also, did you question the underground utilities expense we were told about in the last meeting? A request for a change order from the initial contractor should be different. Bill requested a complete cost analysis and if delays from the contractor will this have an extra cost?
Gary feels bottom line item technology and will need money for that.
Bill advised request from schools for furniture because not enough money in there so were told to go back to the building committee for monies. Not comfortable with voting until firm numbers are given.
Mac commends Newman for the design realized made many cuts but not comfortable making decisions with this limited information, need to see where we are with the money is first.
Gary stated aesthetically drawing #2 is more pleasing, but he has been approached by parents if extra money or redesigns taking place would like to have the LHS venting units put behind the building rather than left on top and they would rather see that happen before more glass.
Stacy disagrees with Gary’s view on way the buildings are perceived but also feels the need to get cost first.
Jeff reminded the committee the discussion at the last meeting for flooring for LIS was a concern that contingency money be available for that, and are we ready make a change for aesthetics vs. function?
Bill asked if O&G is ready to give a breakdown? All items have merit but still need caution because lower bids may still not be enough and to start spending without knowing the real costs could be premature.
Mac questioned if appropriate to make a motion?
Gary stated he wanted to hear from Louis first and questioned Richard when gym windows deadline is. Richard explained they were drawn & engineered, but can wait to end of project to do this, but this will need to be addressed in the shop drawing phase.
Louis presented and gave members manuals, advised the group would be getting these every month, a suggestion was make to just give reports and once this binder if filled then go to another binder. Agreed by Louis. In reference to the windows he feels a decision by early March would be possible but doesn’t think can do because still early in the project for add-ins.
Items addressed:
#1 Temporary partitions for the athletic offices, completed for $1400.00
#2 24” drain pipe for $13,383.47, is waiting for the documentation on this but thinks it may be 25%
to 30% less. Now having all contractors and help sign in equipment, material & manpower to
have a better handle on situations when asked.
#3 Tree removal - $6,382.30 (comment was made that the Higgins quote was $3,200.00)
Gary questioned if trees could be replaced via Evironthon students, and questioned if stumps will be excavated, advised: yes to both.
Jeff – Motioned to proceed with C003, removal of 3 trees at LHS & LIS with cost not to exceed $3200.00, seconded by Bill.
Discussion: Stacey questioned why LIS tree considered for removal. Peggy advised the tree needs to go, causes roof drains to be attended to too often, is not a balanced tree and excavation near it could possibly cause it distress later and should come down now during construction rather than later. Mac questioned rotation cost vs. money. Richard advised no. Gary asked if this tree would be very close to new roofline and Mac questioned amending motion to have more bids.
Mac amended the motion to include obtaining three bids from local contractors.
Jeff suggested the trees to be cut into 8’-10’ sections and given to the BOE for the fundraiser Gary previously discussed.
Vote was called and all votes were in the affirmative. Motion carried. There were no abstentions.
#4 – Work order to support CMU for girls’ locker room for $678.00.
#5 – Manhole structure was a sanitary redesign that increased the project cost but no cost
amount is available at this time.
#6 - CM 6 –Because of the utility lines in court yard & corridor sections found during demolition, area
B is not excavated because of pipes but has met with engineer and do have way to reroute.
Richard’s Corp. will do this. Titan Mechanical has a way to reduce to the cost.
Gary questioned cost of delay? Louis has asked all groups to date but hasn’t been given figures yet.
Jeff questioned if site survey with Newman was complete and why this gap in knowledge now?
Louis advised just found during excavation of the outside gym area, and old boiler room. Jeff asked if we have the documentation? Jack added some cost is for current lines in the ceiling are not shown either. Louis said nothing in the design to show this.
Richard offered to look into this to see what the issues are. Jack advised Richard by the next
meeting to have a response from the engineer hired by Newman to do this work.
Jeff then questioned if the forensic survey done, and if was where is it and why the gap, why weren’t the pipes shown there and above the ceiling? Richard explained sometimes with existing buildings on site visuals, some below ground and not on survey, forensic work might not produce a drawing, but the miss above the ceiling is troubling. Bill said when known drawings weren’t available more money was requested, you got it and we need what we paid for. Gary asked if the contractor is bonded & responsible for omission? Jack requests Newman and O&G get together & report back to the committee at the next meeting addressing all the concerns expressed here tonight. Jeff suggests working with Peg about this situation also.
Louis has about 10 issues but only 6 in the report others not ready.
Gary asked if a spreadsheet been created?
Bill asked Richard if consideration for phasing done because is not showing on drawing? Richard stated ‘no, I will speak with design team, and phasing degree of cost may not be a design issue.
Bill told Richard we will discuss extra costs at the March 2nd meeting and will expect a money explanation to be given at that time and before will approve additional spending. Need to understand from Louis when we need to give him authorization to proceed. Jack feels this will not hold up the project & has been given previous authority and authorization to make decisions.
Louis explained the A&B building schedule, modified to bid package schedule, explained schedule, advised tank will be disposed of, pumps ordered should be here in about two weeks, new lines are permanent.
Gary questioned the issue of 4” mistake made when the building was staked, now in the wrong spot?
Louis said angle to connect the addition should be fine and this actually puts the building further away from the brook. He is having Atty. Peter Herbst check into this and will be invoiced, and Richards Corporation does not see this match up as a problem. Jeff questioned the financial impact and Louis stated he does not feel it will be much. Still working on the numbers.
Bill asked about change orders and has authorization not to exceed and not to put somewhere else. Louis said prices are shown but does not mean have to accept, can carry a “PCO” and use as an estimate column not pending. Gary asked if many RFI’s turn into issues? Louis stated they do.
Jeff questioned the remaining 4 issues and the redesign of the locker rooms during the demolition process? Stacey asked if the flooring needed a decision tonight but it was stated that it could be done at next meeting.
Louis introduced John Tracey as O&G’s engineer on site.
Gary asked about the flooring-linoleum vs. VCT and the reduction of $50,000. Stacey added that she & Lynn feel should go with VCT tile because of the durability & acoustical factors. Louis said he would have the detail deduction value at next meeting.
Jack asked for window prices for next meeting and other members also asked for numbers, all costs and Bill feels the need to decide now but can’t because it is too early in project and need more information to make these types of decisions.
Jeff would like to request if the Town has reduction of cost because of the bond rate, he would like a projection of that reduction and to have it shown as a line item. Mac requests the town treasurer to write a letter that gives us money back and Jeff feels a portion of that amount should be given back now and requests Jack to ask for this. Mac feels it is a policy decision; debt service is 3% over 3 years.
Future Agenda Items:
None
Motion to adjourn was made by Bill Buckley at 9:10 PM, seconded by Kent Gilyard. Motion Carried. All votes were in the affirmative. There were no abstentions.
Respectfully submitted,
Elisa C. Bauer, Recorder