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:

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:  Committee members want to know what this invoice is for.  It is for the bond rating services.  Discussion ensued of Moody’s Investor Services.

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:

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:  Jeff Zullo will not support the payment of these invoices because there is no update report from George Graikoski from O&G and he does not know where the funds are coming from.  He is concerned about the budget.  Lengthy discussion ensued on contingency issues.  Jeff Zullo states that he has no issue with Herbert S. Newman.  He is just concerned about approving invoices without tracking the budgeted line items.  He feels that the payment of these bills should wait until the March 20^th meeting.  There was a discussion of credits from Herbert S. Newman.  Further discussion ensued on paying these invoices without a budget report ensued.

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

Abstention: Jeff Zullo and William J. Buckley, Jr.

Ayes:  Jack Healy, Chair, Mac Bramley, Stacie Kavle, Lynn Chapman, Gary Waugh and Bob Blazek.

Motion passed

Motion:   William J. Buckley, Jr.  moved to authorize O&G, consistent with the past practice to take the amounts that are voted on this evening out of contingency and appropriate them to the architect’s line item for additional services for both the Intermediate School and the High School.

So moved.  Seconded:  Mac Bramley

Discussion:  None

Vote:

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

Abstention:  Jeff Zullo and William J. Buckley, Jr.

Ayes:  Jack Healy, Chair, Mac Bramley, Stacie Kavle, Lynn Chapman, Gary Waugh and Bob Blazek.

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:  Mac Bramley feels that the previous motion of transferring money from contingency was incorrect because there is no contingency at the High School.  Discussion ensued.  After discussion it is decided that was a correct motion.

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection: None

Abstention:  Jeff Zullo

Ayes:  Jack Healy, Chair, William J. Buckley, Jr., Mac Bramley, Stacie Kavle, Lynn Chapman, Gary Waugh and Bob Blazek.

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

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection: None

Abstention:  Jeff Zullo and William J. Buckley, Jr.

Ayes:  Jack Healy, Chair,  Mac Bramley, Stacie Kavle, Lynn Chapman, Gary Waugh and Bob Blazek.

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:  Peg Perusse states that this invoice is for out of pocket expenses.  Mac Bramley states that this invoice is not in the budget.   Jeff Zullo agrees. Discussion ensued. Jeff Zullo states that this bill is incorrect if they are getting billed for reimbursable beyond the November 2007 date, that this is an incorrect bill and will bring their total beyond the agreed upon amount.  Mac Bramley agrees.  Jeff Zullo again reiterates that he objects to paying invoices without having reviewed it and checking it against the budget.  Jack Healy, Chair would like this invoice voted down right now or tabled because of the discussion on the agreed upon total amount.

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection: Jack Healy, Chair, Mac Bramley, Stacie Kavle, Lynn Chapman, Gary Waugh and Bob Blazek.

Abstention:  Jeff Zullo and William J. Buckley, Jr.

Ayes:  None

Motion Failed

7.  TECHNOLOGY UPDATE – TAKE ACTIONS AS NEEDED

Peg Perusse reports that Technology is moving along and that there are still some things that need to be done and some change orders that don’t add up that need to be addressed by Mike Chadukiewicz.  Tony Crowe states that the smart boards and projectors are used all the time and that the teacher’s love them.  Lynn Chapman is concerned about the issue with the outlets and would like the blueprints checked to see if it is on the drawings before any additional funds are paid to have them installed.  It is discussed that the work on the outlets has begun.   William J. Buckley, Jr. wants to know who authorized the outlets and whose paying the bill.  He states that projectors were suppose to be in all the rooms and that outlets should have been included.  Peg Perusse will check on this issue.  William J. Buckley, Jr. states that no work should be going on unless it’s free.  He states that the Building Committee did not vote to authorize any work to be done.   Jack Healy, Chair is concerned about this and reiterates that no one should be doing any work unless it is approved by the Building Committee.  He would also like to know if Mike Chadukiewicz has requested more money from Herbert S. Newman.  A. Brooks Fischer is not sure and will report back to the Committee on this on the 20^th.  

8.  FF&E UPDATE – TAKE ACTIONS AS NEEDED

Tony Crowe hands out to the members of the Building Committee a report dated 3/6/2008 which is a prioritized list from the Superintendent, the Board of Education and the Administration of approved FF&E that is reimbursable by school.  Page 1 of the report is items that are top priority and they would like them in the first wave of approvals this evening in the amount of $99,872.50 and Page 2 through Page 4 are items that they would like if money becomes available.  Tony Crowe goes over each item on Page 1 and gives an explanation of the reason for the immediate need.  The members of the Committee discuss various items on the list including items for the nurse, the need for bookcases for the teachers, a fire proof safe, fitness room equipment and other items.  Tony Crowe states that he can justify anything on the list as being number one on the list.  Bob Blazek wants to know why some of these items can’t be budgeted for the annual or capital budget instead of being part of the school building project budget. Jim Katzin Chairman of the BOE states that he would not want to put these items into their budget.  Tony Crowe states that there are other items that are needed that are not reimbursable and that they would ask for those in their yearly budgets.  Jack Healy, Chair states that the majority of the remainder of any money left will be split between a parking lot and FFE.   A lengthy discussion ensued.

Motion:   Mac Bramley moved that the Committee approve the expenditure for monies for amounts indicated on Page 1 of the March 6, 2008 presentation representing $44,047.00 allocated for FFE for the Intermediate School and $55,825.50 for FFE allocated for the High School.

So moved.  Seconded:  Lynn Chapman

Discussion:  Mac Bramley states that there is enough money for FFE to fund this motion.  Jack Healy, Chair wants feedback from Stacie Kavle and Lynn Chapman since they have worked so hard on this part of the project.  They are both very happy with this list and they would love to see everything on the lists approved but they feel that this is a great start and that the motion should be passed this evening.  Mac Bramley states that he made the motion in the limited amount because of the uncertainty of additional monies necessary and not because he feels that there are priorities higher than this list.   He states that this is step one and that he will make subsequent motions if the opportunity arises.  William J. Buckley, Jr. feels that the school should have a fire proof safe regardless of whether the Building Committee spent money upgrading a school to keep their records in and feels that this expense should not be the responsibility of the Building Committee.   He also feels that the sewing machines fall into the same category. He feels that the school should already have these items or that they should be budgeted.  Peg Perusse states that the original safe was demolished.  The issue of the safe door is discussed.   Gary Waugh hopes that the items for the nurses can be approved at the next meeting.

Vote:

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

All Ayes

Motion Passed. 

9.  Executive Session

Motion:   Mac Bramley moved that the Committee go into Executive Session.          

So moved.  Seconded:  Lynn Chapman

Discussion:  None

Vote:

Absent:  Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

All Ayes

Motion Passed. 

8:40 PM - The public leaves

 Richard Munday of Herbert S. Newman is invited to stay for Executive Session. 

Motion:  William J. Buckley, Jr. made a motion to come out of Executive Session to discuss contract disputes and litigation.

So moved.  Seconded:  Lynn Chapman

Discussion:  None

Vote:

Absent: Kent Gilyard & Leo Paul - Ex-Officio

Objection:  None

All Ayes

Motion passed.

Out of Executive Session at 9:30 PM and the meeting is open to the public.

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.

11.  ADJOURNMENT

Jack Healy, Chair asks for a motion to adjourn.  Mac Bramley moved to adjourn.  The motion was seconded by William J. Buckley, Jr. at 9:36 PM and carried unanimously by the members of the Committee.

Respectfully submitted,

Marianne Arancio Stilson

Marianne Arancio Stilson

Recording Secretary