Litchfield Schools Building Committee

Meeting Minutes

Special Meeting

LOCATION                                                                   Litchfield Intermediate School Cafeteria   

DATE OF MEETING                                                     March 6, 2008   

TIME MEETING STARTED                                           7:07 PM

PERSON PREPARING THE MINUTES                          Marianne Arancio Stilson

MEMBERS PRESENT

1.  Jack Healy, Chair & BOS Representative                  2.  Bob Blazek

3.  William J. Buckley, Jr.                                              4.  Lynn Chapman arrives at 7:09 PM

5.  Jeff Zullo, Treasurer & BOF Representative              6.  Mac Bramley

7.  Gary Waugh - BOE Representative                          8. Stacie Kavle, Vice Chair arrives at 7:15 PM  

MEMBERS ABSENT

1.  Kent Gilyard                                                                        2. Leo Paul - Ex-Officio

OTHERS PRESENT

A. Brooks Fischer of Herbert S. Newman, Tony Crowe, Peg Perusse, Jim Katzin Chairman of the BOE, Wayne Shuhi from the BOE, Frank Simone from the BOE and Richard Munday of Herbert S. Newman.

QUORUM PRESENT                                                     Yes    

1.  CALL TO ORDER

Jack Healy, Chair called the meeting to order at 7:07 PM.

Jack Healy, Chair states that this is a special meeting and that they have to stick to the agenda.

He states that George Graikoski of O&G could not be here tonight but that he did send an email with an update that he will forward to all the Committee Members.  He states that he did tour the schools today with Bobby Knox and Chris Horn and wants to know if A. Brooks Fischer is aware that the topsoil is not done and that the railing at the Intermediate School was broken.  A. Brooks Fischer states that it is punch listed.  William J. Buckley, Jr. wants it corrected now that it has to be redone.  He feels that it sticks out to far.  Discussion ensued.

5.  ARCHITECT/CONSTRUCTION MANAGER UPDATES

Budget (O&G)

None discussed.

Schedule Update (O&G)

None discussed.

Credit Update (O&G)

None discussed.

Issues List Review (HSN)

Jack Healy, Chair states that he forwarded the punch list by email to everyone. A. Brooks Fischer states that the only thing that is not completed on the punch list is the roof inspection.  He states that O&G is monitoring this and it will be rescheduled.  Jack Healy, Chair states that there were two leaks in the High School and that it needs to be looked at.  He states that O&G is aware of it.  A. Brooks Fischer wants to be sure that when the roof inspector comes out that he monitors those areas.  He states that the punch list is out and he is waiting for O&G to give them a schedule of values for them and that once they get that, the will give their completion letter.  He states that he will come out and spot check the items once they are done.  Mac Bramley wants to know if the issue of the south end of the gym with the sun is discussed.  Jack Healy, Chair states that they complied with the drawings.  William J. Buckley, Jr. states that that would be a wish list item.  Lynn Chapman states that this issue is a design issue.  William J. Buckley, Jr. agrees. Gary Waugh wants to know why the ceiling paint in the cafeteria has not been done and why three of the rooms and the tiling still has not been done. He wants to know what the Building Committee can do to get this completed.  Jack Healy, Chair will send them a letter.  Peg Perusse states that no work has been done and that when she asks she is told that contractors are waiting to be paid.  Jack Healy, Chair states that he is getting calls again about payments and that the Building Committee is not holding any invoices and that the contractors should be working. This issue of outstanding invoices is discussed at length.  A. Brooks Fischer states that there are some invoices that they did not approve because they do not have all the documentation.

Stacie Kavle arrives at 7:15 PM

Jack Healy, Chair wants Herbert S. Newman to send him emails from now on concerning any invoices that they are rejecting so that he is aware of what is going on with the contractors and why the invoices are being rejected.  William J. Buckley, Jr. goes over the invoices that need to be approved tonight.  Jack Healy, Chair states that he spoke to Leo Paul and Cynthia and that there will be a special check run to get bills paid sooner so contractors will not have to wait for checks.   Herbert S. Newman will go back and check on Waterbury Masonry and get back to Jack Healy, Chair tomorrow.  William J. Buckley, Jr. wants to know when the Building Committee members can go to check on the buildings.  It is decided that when Herbert S. Newman is satisfied that would be the time to go out and look at the buildings.  The process of retainage is discussed at length with William J. Buckley, Jr. and A. Brooks Fischer.  The practice of reducing retainers is discussed in detail.  After discussion it is the opinion of the Building Committee that the only ones that should be reducing retainers is the Building Committee.   Jack Healy, Jr. wants to know about the process for punch listing.  A. Brooks Fischer states that that is an O&G question and that they have not discussed this with Herbert S. Newman.  The Building Committee is concerned about O&G getting the punch listing items completed in a timely manner.  Jack Healy, Chair will have a meeting with O&G and Herbert S. Newman and any Building Committee Members who want to be present to go over the punch listing procedure and what is done and still needs to be done.  William J. Buckley, Jr. feels that George Graikoski needs to put the contractors on notice and they need to be presented with the punch list.  Jack Healy, Chair and Jeff Zullo are concerned because of the lack of communication about the punch listing and other issues with George Graikoski of O&G over the last few weeks. They are troubled by the lack of response.  Gary Waugh feels that a senior O&G person should be present at this meeting as well.  Discussion ensued.

Motion:  William J. Buckley, Jr. moved that the architect and the construction manager be notified by the Building Committee that they are not to reduce retainage by only make a recommendation to the Building Committee when they feel it’s appropriate for retainage of any of the contracts to be reduced.

So moved.  Seconded:  Jeff Zullo

Discussion:  None

Vote:

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Abstain:  None

Objection:  None

All Ayes

Motion passed.

Parking Lot Update (Jeff Zullo & Bill Buckley)

William J. Buckley, Jr. states that Ron is ready to submit the application to the STC as the Building Committee directed him to do including the additional thirty spaces.  He asks Stacie Kavle to sign the application.  He states that he reviewed the application and is very comfortable with it.  He heard that the State Traffic Commission is getting letters from someone in Town.  Matt Speck did release the plan to Ron.  He states that the Parking Lot is moving forward and could be on their May agenda.   Jack Healy, Chair states that there has been some communication to the Board of Selectman on the parking lot.  He states that Matt Speck did send a response to the Board of Selectman.   Discussion ensued.  Jack Healy, Chair states that in order for the parking lot to be reimbursable, it must go to a bid process.  Jeff Zullo would like Jack Healy, Chair to find out the status of the bid preparation from George Graikoski of O&G.

6.  FINANCE COMMITTEE – Take actions as needed

Approval of Invoices

William J. Buckley, Jr. states that the Finance Committee did not meet but hands out to the members of the Committee the list of the invoices to be approved. 

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Jeff Zullo

Discussion:  Stacie Kavle would like Allied Restoration removed from the motion at this time.  Discussion ensued.

William J. Buckley, Jr. withdraws his motion.  Jeff Zullo withdraws his second. 

Motion:  Mac Bramley moved to remove Allied Restoration from the motion on the floor.

Seconded:  Jeff Zullo

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Abstention: None

Objection:  None

All Ayes

Motion passed.

Vote on Original Motion:

Seconded:  Jeff Zullo

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Abstention: None

Objection:  None

All Ayes

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Lynn Chapman

Discussion:  None

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Abstention: None

Objection:  None

All Ayes

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazek

Discussion:  None

Vote:

Absent: Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval for a total amount of $210.60.

So moved.    Seconded: Lynn Chapman

Discussion:  None

Vote:

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Lynn Chapman

Discussion:  None

Vote:

Absent: Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Lynn Chapman

Discussion:  None

Vote: