MINUTES
LITCHFIELD SCHOOLS BUILDING COMMITTEE
LITCHFIELD INTERMEDIATE SCHOOL LIBRARY
A meeting of the Litchfield Schools Building Committee was
held on Thursday
Present: Jack Healy, Chairman, Stacie Kavle, Mac Bramley, Gary Waugh, Kent Gilyard, Bill Buckley, Robert Blazek, Lynn Chapman
Also in attendance: Dr. Dom Vita, Superintendent, Wayne Shuhi and Frank Simone, BOE members, Dr. Timothy Breslin, Principal; Louis Rosenblatt, O&G Project Manager; Melissa Corey, O&G Project Engineer, Leo Paul, First Selectman, David Wilson, Town Treasurer, Cynthia Politano, Finance Director; Tim Callahan, Richard Munday, HSN representatives and members of the public.
Chairman, Jack Healy called the meeting to order at
Motion was made by Stacie Kavle to approve the minutes of
the
Motion Carried. All votes were in the affirmative except Mac Bramley who abstained.
Approval of minutes from the
Communication:
Gary Waugh received a request from Ed Fabbri for a discussion on Plumb Hill Playing Fields. Ed is questioning the utility stub outs that had been coordinated with the architect about a year ago. He is requesting the connections now so it will be ready for the summer. Committee response is for Ed to coordinate this with Louis. Gary will relay the response to Ed. Gary also stated that BOE members are questioning when the fencing of the baseball field will be ready for play. Louis will address this in his presentation.
Leo Paul reported it was decided by the Board of Selectmen that no interest money would be given back to the building committee at this time. There may still be borrowing necessary, not certain of the cost, and feels best to hold onto it for now and perhaps after the next two rounds of borrowing some money may be given back but no way of knowing right now.
David Wilson added we are about $24,000 to the good and we will be borrowing again in February 2007. If we keep the same issuance status as today we will have a better chance of evaluating a give back in 2007.
Mac asked if the unused portion earned interest while in
escrow and when is last note due? Last note is due
Jack advised he has met with Louis, Stacie, the Fire Marshal and Building Official about the generator and potential options and locations. Louis has been asked to get estimates and is on hold at this time.
Dom asked if re-staking of the tree had been done and was advised the surveyor was told to do it.
Gary asked about the status of the building fees for the Northfield and Litchfield Firehouses and was advised the Board of Selectmen voted that both parties would incur fees based on fee schedule paid by this committee. He also said members of BOE were questioning the fencing for the LHS baseball field and when it will be playable?
Finance Update:
Mac Bramley presented bills to be paid:
Motion was made by Mac Bramley to authorize bonding cost payment to the Town of Litchfield as stated on handout for $10,700.78. Seconded by Bill Buckley. Motion carried. All were in the affirmative. There were no abstentions.
Motion made by Kent Gilyard to deny reimbursement payment to the Town of Litchfield in the amount of $3,320.00 based on discussion and recommendation from the Finance sub-committee meeting. Seconded by Bill Buckley. All members voted in the affirmative except Jack Healy who voted in the negative. Motion carried.
Robert Blazek advised the committee he would like to continue discussion on this invoice and the previous month’s invoice for charges owed the town of Litchfield Building Department and motioned to do such. Seconded by Stacie Kavle. Vote: For: Jack Healy, Gary Waugh, Kent Gilyard, Stacie Kavle, Lynn Chapman, Robert Blazek. Against: Bill Buckley, Mac Bramley. Motion carried.
Discussion was then started with Jack Healy offering an explanation as to what the charges are for and reminded the committee this was part of the initial agreement with the building official and the town as to provide services that are necessary for this project. Lynn questioned what the issue actually is and are we paying him extra money? Stacie responded that it was not and last month it was voted not to pay because it was unclear as to how other projects (LFD&NFD) would be paying for these same services and their amount of building fees. Jack again added that the other projects were being assessed with the same formula as this committee and feels this invoice should be paid. Mac and Bill reconfirmed that they do not agree with this. Robert then motioned to pay the current invoice #8, in the amount of #3,200.00, that had just been denied, based on the previous agreement and the now known fact that other town projects would be paying fees. Seconded: Gary Waugh.
Vote: For: Jack Healy, Gary Waugh, Kent Gilyard, Stacie Kavle, Lynn Chapman, Robert Blazek.
Against: Bill Buckley, Mac Bramley. Motion carried.
Robert Blazek moved to renew the
previous month’s motion on invoice #7 dated
Vote: For: Stacie Kavle, Kent Gilyard, Jack Healy, Lynn Chapman, Gary Waugh, Robert Blazek
Against: Mac Bramley, Bill Buckley. Motion passed.
Robert Blazek then
moved to authorize the payment of invoice #7 dated
Bill Buckley motioned to authorize payment of invoice # 15753 in the amount of $4.936.80 for contract administration to Herbert S. Newman, seconded by Mac Bramley. Motion Carried. All votes
Were in the affirmative. There were no abstentions.
Mac Bramley motioned to authorize payment of invoice # 15753 in the amount of $10,855.88 for contract administration to Herbert S. Newman, seconded by Kent Gilyard. Motion Carried. All votes
were in the affirmative. There were no abstentions.
Technology Update:
Dr. Vita advised the committee he did a walk through today and discussed that the drops for computers and electric outlets are not the same. He did get assurance from the electrician that can be flexible raceways and conduit for the electric and data Cat 5. Some are falling apart but will need to remain. Some RFI’s may be issued and Andrienne will attend next meeting and will have additional information then.
Gary questioned if a box structure then the cable is not as flexible so do have some concerns for safety and also wants to talk about who is responsible for what.
Louis responded that with the RFI, because of a lack of coordination, he wants to be sure if a box is in a room can it be used or will it need to be demolished. He had an architect and an electrician walk thru with him today to advise what to do with each outlet.
FF&E phase in new furnishings will need to order furniture for new wing this year and additional next year but will go slowly for now.
Jack questioned who is taking care of FF&E’s and is it a line item on a monthly basis?
Mac suggested issuing a voucher for each order written via Peg so there is a paper trail on all requests.
Dom stated he is trying to consolidate equipment and furnishings. Louis advised do have a line item on the spreadsheet and the FF&E spending comes from this committee.
Mac questioned if the auditorium curtains have been re-installed yet and if it is back to full use? It was stated that the curtains have not been installed, some classes are still being held in the auditorium and the full use will not be allowed until the egress issue is resolved.
Architect Update:
Louis provided members with a handout, reviewed it, and explained $1,500.00 was approved to build the temporary gym office in the high school.
Pending charges were $120,000 but now down to $102,000 for the courtyard asbestos abatement and was considering changing the contractor but he has stepped up to correct the situation. The question of why contingency of $540,000 is being carried, Louis was not sure but will check into the format, and take it out
LIS showing $58,087 for asbestos abatement also in contingency soft costs and should be taken out also.
Mac asked for explanation of $151,948 food service increase, Louis was unsure and agreed to check into and give an update at the next meeting.
Bill stated the projected costs shows $33,000,000 when both projects added together and questions if forgot to remove from FF&E & Technology and only took from contingency. $240,000 needs to come out of the projected costs column and suggests going back to Bruce to see how he did this and make a change and revise the soft costs by $540,000. What does that number represent and does it need to remove from soft cost also?
Jack asked for carpeting and glass estimates, questioned why an increase from $27,000 to $30,000 and when would that have to be decided on.
Louis felt probably have a couple of weeks but most likely due by next meeting. He stated the moving of utilities at LIS just received is $22,000.
Bill has questions on the LHS chart regarding funds available. He questioned when the negative numbers become “0” and/or go away and will this show an impact in contingency column? Louis stated would happen when they get to the approved column.
Gary asked about the fencing of the baseball field, is to be have been scheduled for the beginning of April, is it and what will be done with the large pile of dirt in left field? Louis advised just need to be told when the athletic department wants and we will have it done. Dr. Breslin will check on the date and get back to Louis with that information.
Richard feels strongly the glass at LIS will make the building much more appealing and that may be approximately a $20,000. increase. Also suggested removing the linoleum and installing a less expensive flooring and if do that the savings would be significant which could possibly off set the glass cost increase.
Robert asked for an explanation of the function of the glass, and Richard responded it would be to improve the appearance of the exterior of the cafeteria; it would be more aesthetically significant. Stacey agrees with Richard and feels it would be a focal point for the initial view of the building and would like to see it done. Kent stated he likes the idea also. Gary advised that two BOE members stated the extra glass would be a benefit. Louis feels by the next meeting a decision will need to be made. Gary then asked about the gym ceiling pricing as a hard ceiling (sheetrock) vs. soft ceiling (acoustical tile), which would be cheaper, and the timing of the VCT vs. linoleum decision will give us additional figures to help make the decisions. Bill again reminded everyone the project is still in the infancy stage and need to be very careful when talking about spending contingency now.
Louis explained two issues in the courtyard could cost another $15,000 to $20,000 and questioned voting now. Louis also ststed the design could take either metal or glass. Richard felt either but needs to know what is the value of the window vs. metal. Bill still not comfortable with spending now not knowing the true costs and that the construction manager may be coming back to us for more money for the total projects and still have many months before completion.
Richard again suggested $20,000 is not a lot of money and could possibly overcome that amount with future changes. Kent stated decisions couldn’t always wait until the end of the project but feels needs more information to make a decision now. Stacey thinks the savings from the flooring is about $89,000 not $20,000 so feels it is worth spending the money now. Mac offered he still feels the need to find other money, to make this building be different and that decision should be made now.
Louis gave a ballpark figure of sheetrock vs. tile to be approximately 15-20% difference and Richard stated the sheetrock will be more absorbent and will add some support. Mac stated condensation in the gym should not be a problem with either.
Jack asked if the construction manager can wait a couple of weeks to make decisions, carpeting decision next meeting so will have numbers then. Louis will request an update and advise via e-mail, many contractors not on the job yet. Gary asked why so long for people to bet back to you, and Bill feels contractors know the schedule should be the ones pushing.
Richard change order for electric work in the ceiling space and in the courtyard was required and Louis stated it was a 15% difference.
Robert asked for a thorough study to be done to uncover the problems may have. Bill questioned if the 15% is due to phasing or not phasing and requests an explanation at the next meeting.
Richard advised would be bringing $1,000 in change orders.
Mac asked about the 4’ error by the surveyor and even if no additional encroachment, any added costs that arise should be his financial responsibility.
Future Agenda Items:
None
Motion to adjourn was made by Bill Buckley at
Respectfully submitted,
Elisa C. Bauer
Recorder