Litchfield Schools Building Committee

Meeting Minutes

LOCATION                                                                   Litchfield Intermediate School Library     

DATE OF MEETING                                                     April 19, 2007   

TIME MEETING STARTED                                           7:08 PM

PERSON PREPARING THE MINUTES                          Marianne Arancio Stilson

MEMBERS PRESENT

1.  Jack Healy, Chair & BOS Representative      2.  Stacie Kavle, Vice Chair arrives at 8 PM

3.  William J. Buckley, Jr.                                   4.  Kent Gilyard                        

5.  Bob Blazek                                                   6.  Gary Waugh - BOE Representative

7. Jeff Zullo, Treasurer & BOF Representative

MEMBERS ABSENT

1.  Mac Bramley                                                 2.  Lynn Chapman

OTHERS PRESENT

Tony Crowe, Peggy Perusse, Peter Bowman of Herbert S. Newman, George Graikoski & Louis Rosenblatt of O&G, Wayne Shuhi from the BOE, Frank Simone, Dom Vita - Superintendent and three other members of the public.

QUORUM PRESENT                                                     Yes    

1.  CALL TO ORDER

Jack Healy, Chair called the meeting to order at 7:08 PM.  

Motion: Jeff Zullo moved that items #6, #7 and #8 of the agenda this evening be moved to after Public Participation.

So moved.  Seconded:  Bob Blazek

Discussion:   Reasons for change in the order of the agenda was discussed.

Vote:  Abstention:  none.       Opposed: none.

Absent:  Stacie Kavle, Vice Chair, Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

Motion: Gary Waugh moved to add an executive session to the end of the agenda this evening to discuss a personnel issue.

So moved.  Seconded:  Bob Blazek

Discussion:   none.

Vote:  Abstention:  none.       Opposed:  none.

Absent:  Stacie Kavle, Vice Chair, Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

2.  APPROVAL OF MINUTES

Jack Healy, Chair notes that the approval of the meeting minutes of March 15, 2007 will need to be postponed to the next meeting since not enough members are present tonight who can vote on it.  No quorum of members who attended that meeting is present.

Motion: Jeff Zullo moved to approve the meeting minutes of April 5, 2007.

So moved.  Seconded:  Bob Blazek

Discussion:  Jeff Zullo thanked the recording secretary for excellent minutes.

Vote:  Abstention:  none.       Opposed:  none.

Absent:  Stacie Kavle, Vice Chair, Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

3.  PUBLIC PARTICIPATION

None.

4.  COMMUNICATION

Report from Jeff Zullo on BOF Communication

Jeff Zullo reports that he spoke to the BOF earlier this month on the status of the project and the plan to move some additional soft costs back into contingency.  He also reports that the BOF is very pleased with that position.

Report from Gary Waugh on BOE Communication

Gary Waugh again reports that the Board of Ed would like to have a meeting with the Committee for a joint tour and to work on items that are on the punch list.  Discussion ensued on the punch list. The members of the Committee would like to see a copy of the punch list and be able to review it before any joint meeting is set up.   Peg Perusse states that once the punch list is finalized it will be emailed to all the members and that will be before the next meeting.  Gary Waugh states that the final list will consist of both the punch list of concerns in terms of construction quality and other items that will be prioritized into a wish list of things that potentially could be done. 

Report from Jack Healy on BOS Communication

Jack Healy, Chair reported to the Board of Selectman about the concerns in regard to the entrance to the 7^th and 8^th grade wing, the siding issues, the maintenance buildings, the parking lot was discussed at length, the paneling and the frustration over the library and cafeteria not being opened this week.  He gave the BOS a detailed report of where the project is to date.

Other Communication

Jack Healy, Chair reports that he forwarded to the members communication from Betsy Glaston.  He also reports that Louis had done clean up around the site and they will be keeping it clean in the future to respect our neighbors.  He also reports that he forwarded a copy of the email to Tim Breslin because she was also complaining about the lights being on.  The Chair feels that this is not a Committee issue but a School Administration issue and that the school will be responding to her on these issues.

6.  TECHNOLOGY UPDATE

Update review technology proposal

Peggy Perusse states that they are still waiting for Mike to sign.  They are in limbo at the moment.  Jack Healy, Chair states that he will take care of that.

7.  FF&E UPDATE – TAKE ACTIONS AS NEEDED

Update from School Administration on status of preparation of FFE package for submission

Peg Perusse hands out to members of the Committee the format for submittal to the state in two packages labeled, Litchfield Middle/High School, 074-0034 dated 4/18/2007 for Furniture, Fixtures and Equipment, Phase IV of IV and for the Litchfield Intermediate School, 074-0035 dated 4/18/2007 for Furniture, Fixtures and Equipment, Phase IV of IV.  The packages will be shared by the members since there is not enough for everyone.  It is noted that Stacie and Lynn are not present this evening and that they should review them and the members of the Committee should have two weeks to review them before taking any action on the package. Jeff Zullo asks on behalf of Lynn Chapman, about the line item for console monitors and how they are integrated with the technology.  Peg responds that they are integrated and that the monitor is not built into the desk but that you put your computer in the recessed monitor desk and that it has a flat top.  William J. Buckley, Jr. again is concerned that is package is matched with the FF&E package.  Gary Waugh is concerned about custodial items and in particular that no driven machines are included in the package since he feels that they will be needed for the halls.  Peg responds that she did not put them in for various reasons and that they will not fit in the elevators.  William J. Buckley, Jr. again requests that the package that is ready to go to bid be compared to the package of January 17^th and be yellow lined with changes. Jack Healy, Chair agrees that that will be done before the packages go out to bid.  The packages were briefly discussed by the members of the Committee and will be reviewed at length in two weeks at the next meeting after the members have had a chance to review them in detail.

BC Update on FFE Efforts, (Stacie Kavle & Lynn Chapman)

None.

8.  ARCHITECT/CONSTRUCTION MANAGER UPDATES

Jack Healy, Chair reports that Deb has kept a very detailed Excel spreadsheet and that a few of the members should go over Deb’s spreadsheet with her.  He feels it will help the Committee with the soft costs issue.

Budget O&G

Louis Rosenblatt makes a presentation to the Committee and supplies the members with the Middle/High School and the Intermediate School Construction Manager’s Monthly Cost Control Reports, The Payment Applications Summary and The Change Orders by Trade Contractor Report and also for the Intermediate School a Soft Costs to Date Report.  He reports that there are no change orders outstanding outside of the documents handed out tonight.  The High/Middle School is $10,000 in the red.  He also notes that on the Cost Control Report, the credits from Titan Mechanical and the $95,000 credit from Richards Corporation for the two projects have not been accepted by O&G but are posted as they were offered.  He states that O&G is taking a stand for $214,000 from Richards Corporation as the credit.  He further states that the discussions on the credits will continue and that it is still a work in progress.  Louis reports that the Intermediate School has $164,000 in contingency.  Lengthy discussion ensued on the reports and the integration of Deb’s report with this report for the next budget review.  Also discussed is the issue of Herbert S. Newman’s inability to use the form that the others are using because of the lack of software and how that has impacted the report O&G supplies to the members.  Further discussion ensued about the issue concerning the invoices of the architect.  William J. Buckley, Jr., again stresses that a list of the extra services that have been approved and the dollar amount that has been paid needs to be tracked.  Louis and Peg will work to get the reports up to date.   William  Buckley, Jr. would like to see reports produced for each school that track the base contract, any modifications to the contract and how much has been spent on that contract in order to better understand what has been spent.  William J. Buckley, Jr. reminds the Committee that he needs to get a handle on the architect’s invoices in regard to what is basic services and what are additional services and it is still not clear.  Peter Bowman from Herbert S. Newman states that Richard is happy to comply but that he wants to be sure it is in a format the Committee will accept.  He also states that Richard is not pursuing payment for the bill for $600 for the gym wall and the exit door since too much time has been spent on it already. 

Further discussion about basic services and additional services ensued.  Jack Healy, Chair would like to have all the information put together for the next meeting and submitted to the Committee.

Schedule Update O&G

Louis Rosenblatt reports that the High School is on schedule and the Intermediate School had an issue about a floor penetration.  He hands out to the Committee members the CM Field Report – Floor Penetration LHS.  All the updates are on this report. The report is discussed in detail by the members of the Committee.

Discussion between George Graikoski of O&G and Peter Bowman of Newman ensued over various issues of the project and the signing off of these issues by the architect.   After their lengthy discussion amongst themselves, the Committee reminds them to follow Robert’s rules because their back and forth discussion is confusing to the members of the Committee.  Kent Gilyard notes that the two companies are clearly having a communication problem and that they are acting like children.  He reminds them that they need to get together and have a common understanding of where they’re trying to go.  He feels that the two companies are dragging the Committee into these issues and is concerned about the job being slowed down because of these constant disputes.  He feels that the disagreements and the personalities are interfering with what the Committee is trying to do.  He wants the two companies to put their differences aside and put the project in front and simply get the job done.  Jack Healy, Chair states that there is a need for the O&G and Newman talk about these outstanding issues and that the Committee is tired of being a referee in these disputes.   He reminds them to work together to get the job done.

Peter Bowman also states that he has concerns about the exhaust hood and how it is fastened to the second floor and the fire protection of the library.  Lengthy discussion about the exhaust hood and fire protection ensued.   Discussion ensued over the architect’s refusal to sign off on these issues so the project can continue even though other protection agencies have signed off.

Louis discusses the remainder of the schedule with the Committee.

Credit Update O&G

Jack Healy, Chair states that this was discussed in the Budget section of the agenda.

Soft Cost Budget (Jeff Zullo & O&G)

Jeff Zullo states that Peg will get Deb’s spreadsheet and he will have a report for the next meeting on the soft costs.

Issues List Review (Peter Bowman)

Peter Bowman apologizes for not having a report for this meeting.  William J. Buckley, Jr. states that O&G needs to go over the list of April 5, 2007 from Peter Bowman and tell the Committee where we stand on these items.  He informed the Committee that he added the gym wall sidewalk to the report and feels it is an issue that needs to be addressed.  There are fourteen items on that list that have to be addressed and haven’t been.  He also wants to know if there are any other issues that Peter Bowman or Herbert S. Newman has that is not on the list that needs to be addressed by O&G.   Jack Healy, Chair agrees.  He wants to be sure they are reconciled so there is no problem with Newman signing off on these items and also report to the Committee any items that have been reconciled that are on the list.  Louis Rosenblatt states that this will be done by the next meeting.  William J. Buckley, Jr.  reminds them there are two lists, March 1, 2007 and April 5, 2007 that need to be reviewed.  Peter Bowman says that his report will be a snapshot in time and will be a running list of these items.  Discussion on the lists ensued.

Parking Lot Update (Jeff Zullo & Bill Buckley)

Louis Rosenblatt reports that there is nothing new to report from last meeting.    Estimates will be in by the end of next week.  Jeff Zullo is concerned about getting the parking lot on the list for various board’s approval.  Discussion ensued about getting the parking lot on the various boards list for next month without the Committee’s decision on what parking lot plan will be used.  Discussion ensued over submitting both proposals to the boards since there is not cost involved.  William J. Buckley, Jr. is not pleased with the idea of submitting the parking lot plans without Committee approval.

Motion: Gary Waugh moved to forward the parking lot plans to the Land Use Commissions for the approval process so that it is on their May meetings schedules.

So moved.  Seconded:  Kent Gilyard

Discussion:  William J. Buckley, Jr. is confused about what is being presented to the commissions.  Discussion about bringing both proposals to the commissions again ensued.

Vote:  Abstention:  Bob Blazek      Opposed:  William J. Buckley, Jr.

Absent:  Mac Bramley and Lynn Chapman

Ayes:  Jeff Zullo, Kent Gilyard, Gary Waugh, Stacie Kavle, Jack Healy, Chair 

Motion passed.

Maintenance Building

No report this evening.

Wall Panel Update

Louis Rosenblatt hands out to the Committee the CM Field Report – Metal Panel LHS.   Louis reports that they are waiting for the markup review comments from the architect.  Jack Healy, Chair wants to know if all the documentation has been submitted to Newman for review.  Peter Bowman states that he has seen two mockups, the drawings and has reviewed the warranty for the High School but has not seen the warranty for the Intermediate School.  Further discussion ensued on this issue.  Peter Bowman asks to look at one window after it is installed to make sure it drains properly before the rest are installed.  Louis reports that the waterproofing inspection for the High School is tomorrow and that on Monday they can immediately start on the panels if they are on site.   Jack Healy, Chair wants to be sure that the warranty report for both schools is furnished to Newman and the Committee from the installation contractor.  Louis reiterates that if the paneling fails inspection, they have to take it off and replace it.  William J. Buckley, Jr. wants to make sure that all the certifications are in place and that Newman is happy with the certifications before the next step.  Louis responds that the certification is to the satisfaction of the architect and that nothing will be done until the architect is satisfied.

LHS Ceiling Replacement, Noise Attenuation and Noise Levels

Jack Healy, Chair reports that in the areas that are being renovated, drop ceilings are being installed less than six inches from the deck and O&G will get the lights up as high as they can.   Also Armstrong has offered a sound engineer to take readings at their cost.  Gary Waugh is worried about the rooms that have problems and the need to address those problems.  

Bob Blazek questions William J. Buckley, Jr. about the issue of the wires running along the ceilings and the need for sheeting on the side.  William J. Buckley, Jr. reports that he sent an email to all the members and asked them to bring their plans and specs this evening so that it can be resolved tonight.  Louis Rosenblatt hands out to the Committee the CM Field Report – HSN Field Observation Report 0009 and a letter from Allied Restoration Corporation dated April 19, 2007 regarding the Waterproofing Inspection.  He draws the Committee’s attention to Item #7 on the Field Observation Response and the pictures.   Louis Rosenblatt discusses the report and goes over the pictures in that report with the Committee at length.  The Committee is concerned about students getting hurt and the impact of items getting thrown up in the area. Gary Waugh feels that there needs to have rubber pieces put where the two panels abut because there are sharp edges that are exposed and students can cut their hands and that it is a safety issue that needs to be addressed.  Jack Healy, Chair tells Louis and Peter to get closure on this issue and to get the necessary documentation and to get it done.  Discussion with Peter Bowman and Louis Rosenblatt ensued.  Louis wants the architect to supply the ASI so they can immediately start working on it.  Peter agrees to issue it.  William J. Buckley, Jr. is concerned about what it will look like.  Louis Rosenblatt agrees to do a small portion for the next meeting for the Committee members to look at before continuing.  Further decision on this issue takes place. 

Entrance to 7^th & 8^th Wing

Louis Rosenblatt hands out to the Committee the CM Field Report Deflection Track Issue LHS.  He reports that the latest update on the deflection track is on Pages 13 through 23.  On Page 14 is the latest R5 that George put together this morning.  He also got drawings regarding B100A and recommendations for the deflection clip and Conn Acoustic recommendations on how to deal with the wall. This area is still a problem and will require a redesign of the area to support the deflection.  George Graikoski discusses this report in detail.  William J. Buckley, Jr. asks Peter Bowman if it was build in accordance with the specs and he responds that it was not.  He is confused why we need a clarification if it wasn’t built to specs.  Peter Bowman responds that all the windows and the doors should have been built as per the drawings.  He is confused as to why it can’t be done consistent with the specs.  Further discussion about the deflection continues with Peter Bowman, William J. Buckley, Jr. and Jack Healy, Chair.  The Committee wants a resolution to this issue since it has been discussed at other meetings at length.

Alternative Options List Review (Lynn Chapman)

Not discussed.

Intermediate School Media Center & Cafeteria Completion (O&G)

Jack Healy, Chair reports that this has been discussed in other areas of the agenda this evening.

William J. Buckley, Jr. inquires about the gym sidewalks.  Louis Rosenblatt responds that it is presently being priced.  He states that it is a design that now requires railings.

Gary Waugh inquires about the glass in the library with the black spatter on it.  Louis Rosenblatt reports that the glass is being replaced in the summertime at the contractor’s expense.

Roofing

Louis Rosenblatt hands out to the Committee the CM Field Report, Roof Edge Front Entrance Vestibule, LHS.  He reports that there are two alternatives.  One is to leave it as it is or to bring it back as designed by the architect at no expense.   Louis reports that he recently got an ASI that will cost money and the contractor is ready to start that on Saturday but he doesn’t see the need to incur additional costs.  Peter Bowman responds that it should go back to the drawings.   Louis questions whether the Committee is satisfied with the concern of the roofing contractor with regard to the rain and the icicles falling down by the front entrance.  That issue is discussed by the members of the Committee.  William J. Buckley, Jr. wants to know if Peter is aware of the notice that the Committee got from the contractor and that the contractor doesn’t want to be liable for doing it as per the drawings because he feels it would present an unsafe condition.  Peter Bowman responds that he reviewed that three months ago and has had discussions with the contractor and that HSN is responsible for the design.  Further discussion ensued.  Louis reports that the contractor has agreed in writing on Page 9 of the report “that at the insistence of the architect, we will remove and replace the roof edge at the main lobby vestibule to bring it in full compliance with the contract documents.”  More discussion on the report and solutions continue.  William J. Buckley, Jr. wants to know if the contractor will issue a credit if it was left as it is now since it was not built to the drawings.  Louis Rosenblatt feels that can be negotiated but feels that the icicles could be an issue in the winter.  The discussion of the icicles, the aesthetics and the proposed credit ensued.  Louis will talk to the contractor about the credit and get back to the Committee.  Jack Healy, Jr. questions each Committee member individually to get their views on this issue.  All the members agree to pursue the credit and are concerned about the problems that may occur if it is redone except for Stacie Kavle who feels it should be built as designed.

Motion: William J. Buckley, Jr. moved to direct O&G to evaluate the credit and get back to the Chairman and if the Chairman finds the credit is suitable to go that route.

So moved.  Seconded:  Gary Waugh

Discussion:  None

Vote:  Abstention:  none.      Opposed:  Stacie Kavle

Absent:  Mac Bramley and Lynn Chapman

Ayes:  William J. Buckley, Jr., Jeff Zullo, Kent Gilyard, Bob Blazek, Gary Waugh and Jack Healy, Chair.

Motion passed.

5.  FINANCE COMMITTEE – Take actions as needed

Approval of Invoices

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: Gary Waugh 

Discussion:  Jack Healy, Chair wants to know what Higgins is for.  Peter Bowman responds it is for the flooring at the High School.

Vote:  Abstention: none.  Objection:  none.  

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoices be approved.

For a subtotal of $200.00

So moved.   Seconded:  Gary Waugh

Discussion:   None.

Vote:  Abstention: none Objection: none.  

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoices be approved.   

For a subtotal of $3,320.00

So moved.  Seconded: Gary Waugh

Discussion:  Kent wants to know if the building inspector is still working.  Jack Healy, Chair says “yes”.

Vote:  Abstention: none.  Objection: Jeff Zullo.

Absent:  Mac Bramley and Lynn Chapman

Ayes:  William J. Buckley, Jr.,  Kent Gilyard, Bob Blazek, Gary Waugh, Stacie Kavle and Jack Healy, Chair.   

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.

For a subtotal of $6,144.50

So moved.   Seconded: Gary Waugh

Discussion:  William J. Buckley, Jr. reports to the Committee that there are notes on these invoices that say “hold for detail”.  He notes that no detail is attached.  Further discussion ensued on each invoice.  After review of the minutes of the March meeting,  Invoice #16306 should be removed from the package of invoices for the next meeting since it was approved already.

Motion:  William J. Buckley, Jr. moved that invoice #16306 be removed from the invoices this evening since it was already approved in the March minutes.

So moved.  Seconded:  Gary Waugh

Amended Motion:  Jeff Zullo made an amended motion that the Committee tables the invoices until the Committee has more information.

So moved.  Seconded:  Bob Blazek  

Further Discussion:  none.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Amendment 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: Kent Gilyard

Discussion:  Jack Healy, Chair wanted to know why that was held back.  William J. Buckley, Jr. responds that he is waiting for clarification.  Jack Healy, Chair responds that it is part of the basic services.  Further discussion ensued.

Amended Motion:  Jeff Zullo made an amended motion that the Committee table the invoice until the Committee has more information.

Discussion:  Further discussion ensued.

So moved.  Seconded:  Kent Gilyard

Vote:  Abstention: none.  Objection:  none. 

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Amendment 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: Gary Waugh

Discussion:  None.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

Budget Review

Jack Healy, Chair reports that this has been discussed in other areas of the agenda this evening.

Finance Committee Report

None discussed. 

Motion:  Gary Waugh moved that the Committee go into Executive Session to discuss the personnel issue. 

So moved.  Seconded: Bob Blazek

Discussion:  None.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

No motions were made or decisions rendered.

Motion:  William J. Buckey, Jr. moved that the Committee authorize the Chairman to contact Herbert S. Newman to discuss the personnel issues. 

So moved.  Seconded:  Jeff Zullo.

Discussion:  None.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Mac Bramley and Lynn Chapman

All ayes.  Motion passed.

9.  FUTURE AGENDA

Not discussed.

10.  ADJOURNMENT

Jack Healy, Chair asked for a motion to adjourn.   William J. Buckley, Jr. motioned to adjourn.  The motion was seconded by Bob Blazek at 10:57 PM       

Respectfully submitted,

Marianne Arancio Stilson     

 Marianne Arancio Stilson, Recording Secretary