Town of Litchfield School Building Committee

Meeting Minutes

LOCATION                                                                   Litchfield Intermediate School Library                 

DATE OF MEETING                                                     April 5, 2007     

TIME MEETING STARTED                                           7:10 PM

PERSON PREPARING THE MINUTES                          Marianne Arancio Stilson

MEMBERS PRESENT

1.  Jack Healy, Chair & BOS Representative                  2.  Lynn Chapman

3.  Mac Bramley                                                            4.  Kent Gilyard arrived at 7:13 P.M.    

5.  William J. Buckley, Jr., arrived at 7:24 PM                6.  Gary Waugh - BOE Representative

7.  Jeff Zullo, Treasurer & BOF Representative             8.  Bob Blazek

MEMBERS ABSENT

1. Stacie Kavle, Vice Chair

OTHERS PRESENT

Melissa Corey of O&G, Winnie Harrison,  Peter Bowman of Herbert S. Newman, Wayne Shuhi, Louis Rosenblatt from O&G, Ron George, CCA, George Graikoski of O&G and Reece Hoben of O&G and four other members of the public.

QUORUM PRESENT                                                     Yes    

CALL TO ORDER

Jack Healy, Chairman called the meeting to order at 7:10 PM.  

APPROVAL OF MINUTES

Jack Healy, Chair asked for a motion to put the meeting minutes of March 1, 2007 back on the agenda for tonight.

Motion: Mac Bramley moved to put the approval of the meeting minutes of March, 1, 2007 on the agenda tonight.

So moved.  Seconded:  Lynn Chapman

Discussion:  none

Vote:  Abstention:  none.       Opposed:  none.

Absent:  Stacie Kavle, Vice Chair and William J. Buckley, Jr.

All ayes.  Motion passed.

Motion: Mac Bramley moved to approve the meeting minutes of March 1, 2007.

So moved.  Seconded:  Lynn Chapman

Discussion/Changes:  none

Vote:  Abstention:  none.       Opposed:  none.

Absent:  Stacie Kavle, Vice Chair and William J. Buckley, Jr.

All ayes.  Motion passed.

Motion:  Mac Bramley moved to approve the minutes of March 15, 2007.

So moved.   Seconded:  Lynn Chapman

Discussion/Changes:  Mac Bramley thanked the recording secretary for her inclusive minutes and Jeff Zullo commented on the excellent job she did for the Committee.

Vote:  Abstention: Bob Blazek, Jeff Zullo and Lynn Chapman  Opposed: none.

Absent:  Stacie Kavle, Vice Chair and William J. Buckley, Jr.

Ayes:  Jack Healy, Mac Bramley, Kent Gilyard and Gary Waugh.

Motion not passed.  No Quorum.

Minutes of the March 15, 2007 will be approved at the next meeting.

PUBLIC PARTICIPATION

Winnie Harrison cited a number of problems she observed on the tour including the science wing that she feels has a lot of problems; the cross T’s, built on the wet ground (pool of water was discussed at the land use hearing); the science room being made out of glass and will not be energy efficient and the same thing with the administrative wing offices being too hot with the fixed windows; cheap floors are buckling, problem with ventilators, using flat paint, problems with the floors in bathrooms and acoustic materials in the classrooms.  She questioned the decisions made and the cost to fix these issues.  She also made several comments about her concern over the architect calling the shots on this project.  She reminded the committee that they are charged with spending the tax payer’s money wisely and she is concerned about various items being redone.

COMMUNICATION

Report from Jeff Zullo on BOF Communication

Jeff Zullo reported his discussions with the Board of Finance with regard to the bonding issue.  The Director of Finance reported to Jeff Zullo that the anticipation of our bond cost may not be as beneficial as was first thought.  Only one and a half million dollars left, bonded at 21 ½ and there is eighty six thousand left in our bond issuance budget.  He is going to look into this for a more efficient solution and more savings in this area.  Cynthia will be forwarding more information that he will be reviewing.

Report from Gary Waugh on BOE Communication

Gary Waugh reported that he met with the Board of Education and had a walk-through on March 28^th.  They made an extensive list of items that need to be addressed and that that list will be forwarded to the committee and put together with Lynn Chapman’s list.   He reported that the punch list items are under warranty and will be fixed.  He wants to be sure the lists are coordinated.  He will be sitting down with Wayne in April and would like to have a Building Committee and Board of Ed joint meeting.  He feels that there are issues that need to be addressed.  He reports that The Board of Ed was impressed during the tour and he feels it was a positive tour.

Report from Jack Healy on BOS Communication

Jack Healy reports that the BOS had questions about the courtyards at the high school.  A discussion ensued about the courtyards, their use, legal occupancy and the type of doors installed.  Peter Bowman responds that there are no double doors and Mac Bramley said that the use of double doors was discussed prior for various reasons including mowing of the courtyard.  Jack Healy and the BOS want to be sure the courtyard can be used and is functional.

FINANCE COMMITTEE

Jeff Zullo reports that the finance committee did not meet but that he had invoices to present to the Committee for approval this evening.  He also reported that Marianne Arancio Stilson will be issuing all future Finance Committee agendas and attending the meetings to take the minutes.

Approval of Invoices

Jeff Zullo reads the invoices into the record and calls for a motion to approve the following invoices.

William J. Buckley, Jr. arrives at 7:24 P.M.

Motion:  Gary Waugh 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. 

The Subtotal is $323,289.30.

So moved.    Seconded: Kent Gilyard.  

Discussion:  Jack Healy questioned whether the Allied Restoration invoice was for siding.  Peter Bowman responded “No”.  He also questioned the Connecticut Mason invoice and the Gar-San invoice.  Discussion ensued.

Vote:  Abstention: none.  Objection:  none.  

Absent:  Stacie Kavle, Vice Chair

All ayes.  Motion passed.

Jeff Zullo calls for a motion to approve the two invoices for the recording secretary for the high school in the amount of $105.84.

Motion:  Mac Bramley moved to approve the invoices in the amount of $105.84.

So moved.  Seconded:  Kent Gilyard

Discussion:  Decided by the members of the Committee to approve all the invoices at one time.

After discussion, Mac Bramley withdrew his motion and Kent Gilyard withdrew his second.

Motion:  Gary Waugh moved that the following invoices be approved.

$105.84 for the Middle/High School and $52.13 for the Intermediate School

For a Subtotal of $157.97

So moved.   Seconded:  Kent Gilyard

Discussion:  none.

Vote:  Abstention: none Objection: none.  

Absent: Stacie Kavle, Vice Chair

All ayes.  Motion passed.

Jeff Zullo reads the invoices into the record and calls for a motion to approve the following invoices.

The Subtotal is $30,485.83.

Discussion on Invoice #16370:  Mac Bramley questions the M&E Consulting services for the mechanical/electrical/plumbing engineer services and whether they were covered in the contract.  He doesn’t recall these services appearing before for the Middle/High School.  Peter Bowman states that they have always been the engineers on the project.  Discussion of prior services ensued.  William J. Buckley, Jr. wants Herbert S. Newman to use the same form as the others are using.  A lengthy discussion ensued with Peter Bowman about what is “basic services" and what are “extras”.  The gym wall and exit doors are discussed at length.  Peter Bowman states that he spent hours with the CM and that it was not built in accordance with code.   William J. Buckley, Jr. states that he is tired of being billed for the wall and further discussion with Peter Bowman continues.  Peter Bowman will go back and talk to Richard and review his hours and get back to the Committee.  Louis Rosenblatt responds that he has documented the file and that the door was a conflict between the architectural drawings and the civil drawings.  The door was a single door and then was a made a double door.   The problem was with the outside sidewalk and handicap access.  Discussion continued on the door issue.  Peter Bowman disagrees with Louis Rosenblatt’s explanation.  He feels it was an illegal exit and spent many hours on this issue to bring it to code. William J. Buckley, Jr. feels that this discussion proves that this should not have been billed the way it was.   He is also concerned about how the change in the door changed the occupancy.  Peter Bowman responds that the door issue has not been resolved.  Further discussion on the door ensued.  William J. Buckley, Jr. reports that he asked Peter Bowman to make a list of all the issues to date.  William J. Buckley, Jr. reminds the Committee that the need to consult with an attorney on the contract is needed.

Discussion on Invoice #16312:  William J. Buckley, Jr. wants to know why Tim Callahan’s hours are not considered a basic service.  Peter Bowman states it is for kitchen design and kitchen design is not basic service.  He reports that he received a letter for a meeting with “Michael” about the layout of the kitchen equipment and what he wanted done.  He reported that Tim had to go back into his records and then talk to the kitchen designer to be sure these issues were addressed.  This invoice is a reaction to that request.  Jack Healy, Chair states that the kitchen consultant is an extra charge but that Tim is an employee of Newman.  Lynn Chapman asks Peter Bowman about the Art Room layout.  He will be sure she gets a copy of it. William J. Buckley, Jr. feels that the committee needs to go back and review the issue and the invoices for the gym wall.  He feels this issue is getting too confusing and needs to be addressed. Kent Gilyard asks Jeff Zullo to break out the bills the committee has no problem with.

Jeff Zullo calls for a motion to approve the Herbert S. Newman invoices except for Invoices #16365 for $625.00 and #16312 for $350.00.

Motion:  Kent Gilyard moved that the Committee approve the Herbert S. Newman invoices for the Middle/High School except for Invoices #16365 for $625.00 and #16312 for $350.00 and that the 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:  Mac Bramley  

Absent: Stacie Kavle, Vice Chair

Ayes:  Jack Healy, Chair, Kent Gilyard, William J. Buckley, Jr., Gary Waugh and Lynn Chapman.  Motion passed.

Jack Healy, Chair asks the Committee how they would like to handle the two outstanding invoices. 

Motion:  William J. Buckley, Jr. moved that the Committee deny the bill for the wall, Invoice #16365 in the amount of $625.00 as he feels that this invoice is for basic services and if they demonstrate that it’s not, then the Committee can address it.  

So moved.   Seconded:  Kent Gilyard

Discussion:  none.

Vote:  Abstention: Mac Bramley, Bob Blazek, Lynn Chapman and Gary Waugh.  

Absent: Stacie Kavle, Vice Chair

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

Motion passed

Motion:  William J. Buckley, Jr. moved that the Committee deny Invoice #16312 in the amount of $350.00 as he feels that this invoice is for basic services and if they demonstrate that it’s not, then the Committee can address it.  

So moved.   Seconded:  Kent Gilyard

Discussion:  none.

Vote:  Abstention: none  

Objection: Kent Gilyard, Jeffrey J. Zullo, Bob Blazek, Gary Waugh and Lynn Chapman

Absent: Stacie Kavle, Vice Chair

Ayes:  William J. Buckley, Jr., Jack Healy, Chair and Mac Bramley 

Motion failed.

Motion:  Jeff Zullo moved that the Committee approve Invoice #16312 in the amount of $350.00.  

So moved.   Seconded:  Gary Waugh

Discussion:  William J. Buckley, Jr. feels that the Committee is still confused on these invoices and feels that the Committee should get a breakdown from the consultant and to also meet and review the contract, which has been discussed a number of times in order to have a better understanding of the contract.  He is convinced that this bill is a basic service since the contract

speaks to the fact that the architect will visit the site if there’s a question and he feels that’s what they did.  They didn’t have a consultant visit the site and he doesn’t know how it can be anything other than basic services.   Jack Healy, Chair states that the approval letter attached is for FF&E.   William J. Buckley, Jr. says that it’s a kitchen issue.   He also has another concern over the fact that the school member who had questions and concerns about the kitchen did not go through the Committee.  Peter Bowman states that the issue was passed on through the CM.  William J. Buckley, Jr. said that he thought the Committee had made it clear to the school staff, to the CM and to the architect that they only work for the Building Committee.  He thought that this was made clear in the beginning of the project.  

Vote:  Abstention: none  

Objection: William J. Buckley, Jr., Jack Healy, Chair, Mac Bramley  and Lynn Chapman

Absent: Stacie Kavle, Vice Chair

Ayes:  Kent Gilyard, Jeffrey J. Zullo, Bob Blazek and  Gary Waugh

Further discussion:  Lynn Chapman feels that the Committee should find out what consulting Tim did.  Peter Bowman says that there are emails that document the request and their response.  Jeff Zullo states that the Committee wants clarification as to what was done before they approve this invoice.

Motion failed.

Jeff Zullo reads the invoices into the record and calls for a motion to approve the following invoices.

Motion:  Kent Gilyard 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. 

The Subtotal is $49,671.32.

So moved.   Seconded:  William J. Buckley, Jr.

Discussion:  Jack Healy, Chair questions whether the Titan Roofing invoice included any of the siding.  Peter Bowman responds, “No”.   He also questions whether Titan Mechanical invoice has to do with the boilers or any extras.  Peter Bowman responds that ten percent are for the Z strips and the insulation.  Preparation for siding to come later.   Jack Healy, Chair questions if the Z strips were installed correctly and was told that it was.  William J. Buckley, Jr. questions whether the roofing has been checked for damage since it has been a long time without being sided.  He is informed that it has a sixty day life expectancy.  Jack Healy, Chair agrees with William J. Buckley, Jr.  The contractors have agreed to provide a manufacturers letter as to the condition before they are closed.  It is reported that they have been inspected by the manufacturer before.  Peter Bowman feels that the high school will have to come off since it has been on for six to eight months already.  The manufacturer gave a letter back in December and that it is now an old letter.

Amended Motion:  William J. Buckley, Jr. made an amended motion that the Committee vote separately on the Titan Roofing Invoice #7 in the amount of $9,500.00. 

So moved.   Seconded:  Mac Bramley

Vote:  Abstention: none.  Objection:  none. 

Absent:   Stacie Kavle, Vice Chair

All ayes.  Amendment passed.

Motion:  Jack Healy, Chair moved that the Committee approve the remaining invoices read into the record minus the Titan Roofing Invoice #7.  

Discussion:  none.

Vote:  Abstention: none.  Objection: none.

Absent:   Stacie Kavle, Vice Chair

All ayes.   Motion passed

Motion:  Jack Healy, Chair moved that the Committee approve the Titan Roofing Invoice #7 in the amount of $9,500.00. 

Discussion:  none.

Vote:  Abstention: none.  Objection: William J. Buckley, Jr.

Absent:   Stacie Kavle, Vice Chair

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

Motion passed

Jeff Zullo reads the following invoices into the record and calls for a motion to approve the following invoices.

Motion:  Gary Waugh 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. 

The Subtotal is $12,918.16.

So moved.   Seconded:  Kent Gilyard

Discussion:  Jack Healy, Chair questions the consulting engineer for CDS services.  William J. Buckley, Jr. is confused about what is basic services and feels that the invoice is not clear.  Mac Bramley, states that the committee never received the three letter type proposals from the suppliers for this portion of the services not included in the basics as the Committee did with everybody else.   He feels that there is nothing allocated for an FF&E consultant.  William J. Buckley, Jr. agrees.   Lynn Chapman states that by email the Committee agreed for the chairman to approve Newman to do FF&E consulting with a cap of $7,500.00.   The Committee is not clear on what this invoice is for.  A lengthy discussion ensued over basic services and extra services.  William J. Buckley, Jr. is confused about what the bill represents and if the wording in the bill is consistent with the wording in the contract.  He feels that Peter Bowman should attend the next finance committee meeting to discuss this and also start using the form that the Committee has asked him to use so that the Committee can be sure that they are paying for what is consistent with the contract. 

Amended Motion:  Jeff Zullo made an amended motion that the Committee approve the Herbert S. Newman invoices for the Intermediate School except for Invoice #16363 for $4,433.77 and that the 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:  William J. Buckley, Jr.

Mac Bramley makes a point of order that the Committee already voted “Yes” for the high school for the same vendor.  Jack Healy, Chair states that the one for the high school was in the FF&E.   Discussion about the authorization of the consultant ensued.  Gary Waugh questions whether it’s necessary to vote the entire bill down when three quarters of it is for basic services. Jack Healy, Chair says that they can’t do that.  Further discussion with Peter Bowman on the invoice continued.   Kent Gilyard feels that Newman should bill the Committee for only the basic services part and approve it at the next meeting.  The Committee needs further clarification before it is approved.

Vote:  Abstention: none.  Objection:  none. 

Absent:   Stacie Kavle, Vice Chair

All ayes.  Amendment passed.

Motion:  Jack Healy, Chair moved that the Committee approve the remaining invoices read into the record other than Invoice #16363 for $4,433.77 and that the invoices be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there. 

Discussion:  none.

Vote:  Abstention: none.  Objection: none.

Absent:   Stacie Kavle, Vice Chair

All ayes.   Motion passed

Motion:  Jack Healy, Chair moved that all those in favor of paying Invoice #16363 for $4,433.77 as presented into the record say aye. 

Discussion:  none.

Vote:  Abstention: none.

Objection: Jack Healy, Chair, Jeff Zullo, Bob Blazek, Mac Bramley, William J. Buckley, Jr., Lynn Chapman, Kent Gilyard and Gary Waugh.

Absent:   Stacie Kavle, Vice Chair

Motion failed

Motion:  Jeff Zullo moved that the Committee request Newman to provide a revised invoice for the basic services from January 17^th to February 13^th and demonstrate that the MME line item is part of basic services. 

So moved.   Seconded:  Gary Waugh

Discussion:  none.

Vote:  Abstention: none.  Objection: none.

Absent:   Stacie Kavle, Vice Chair

All ayes.   Motion passed

Motion:  Jeff Zullo moved that the Chair request of Herbert S. Newman that all future invoices be provided on  the AIAG702-G703 form for submittal to the Building Committee and that they can attach their cover sheet but that the Committee would like to see a breakdown of basic services and consulting services per that form. 

So moved.   Seconded:  Mac Bramley

Discussion:  none.

Vote:  Abstention: none.  Objection: none.

Absent:   Stacie Kavle, Vice Chair

All ayes.   Motion passed

Mac Bramley suggests that the Committee not consider any invoices unless they are presented properly and feels that it should not be a request.

Budget Review

Jack Healy, Chair reports that there is no report at this time.

Finance Committee Report

Jeff Zullo apologizes to William J. Buckley, Jr. for not scheduling a meeting for this evening and reports that he spoke to Marianne Arancio Stilson about typing and filing the agenda for the next meeting.  He says that the Finance Committee will meet before every meeting at 6:30 PM from now on. 

TECHNOLOGY UPDATE  - Take actions as needed

Update Review Technology Proposal

Jack Healy, Chair reports that Peter Bowman did get a proposal for $13,000 to complete the technology submission.  Subsequent to that, Wayne sent him an email saying that originally they had a contractual price of $39,100.00.  Jack Healy, Chair reports that he did follow up on that with Richard and that that was for all the design work and not with the FFE package and the bidding. The Committee has that proposal and that it’s all inclusive from now until the end of the project and that they will meet with Peg and the school and that it includes five or six meetings including meeting with the State.  William J. Buckley, Jr. requested that the contract go through Newman.  Jack Healy, Chair responds that Richard and Peter have provided the Chair with that proposal through Newman and that he has not signed the contract although the Committee already gave him the approval to sign it.  He wanted to bring it before the Committee first for consensus.  The Committee members all agree that the Chair should continue on.   He reports that bids will be out in May.  The Chair also reports that he will work for Newman to make sure that some of the things requested by the school get done.  William J. Buckley, Jr. feels that he should be directed to specify technical equipment that needs to be married to the infrastructure as designed by Newman so there are no additional charges. Peter Bowman informs the Committee that in September, if they have to add a soffit or drop ceiling to accommodate a piece of equipment that the school wants and it gets put in the technology bid package, that there will be an additional charge for that.   William J. Buckley, Jr. feels that he should reject any piece of equipment that requires him to redesign and incur additional charges.  A lengthy discussion ensued on basic services.  Jack Healy, Chair reminds everyone that the Committee has the option to delete any piece of equipment for extra costs.  More discussion ensued about the contract and the amount for the technology consultant.   William J. Buckley, Jr. again requests that prior to the new package going out to bid it comes back to the Committee and it be yellow lined with changes.  Wayne inquires about the $39,100.00 and discusses that with the Chair for clarification.  Jack Healy, Chair is concerned about the timing of all of this and comments that it will be tight to get it all done by the end of August.

FF&E - Take actions as needed

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

Jack Healy, Chair notes that Peg Perusse is not here tonight.   Jeff Zullo inquires about the FFE package from Peg that was due on March 1^st.   Lynn Chapman reports that she has a copy of it for the high school but not for the intermediate school.  She reports that Stacie Kavle did meet with Peg about two weeks ago and she did give her a breakdown in State form to be presented to the State.  Jeff Zullo inquires about the timeline and who will administer the bid packages.  Jack Healy, Chair reports the BOE and Dom volunteered and that Lynn Chapman and Stacie Kavle have been coordinating that.   Lynn Chapman hopes that Peg will have the intermediate school package for them so they can sit down and go over it with everyone.  Jeff Zullo inquires whether the Committee will have it ready to be submitted to the State by next meeting.  Lynn Chapman does not feel it will be ready by the next meeting because the proposal that they gave her for the high school is $120,000.00 over budget.    She would like to sit down with Peg and technology and be sure that the furniture is coordinated with that.   She states that she does have some questions for Peg when she returns.   Jeff Zullo reminds the Committee that Peg has given commitments starting with last summer to have this done and it’s still not done.  He is concerned about running out of time.  He agrees with Jack that it will be tough to get this all done by the beginning of the school year.  Mac Bramley reports that at the last meeting the Committee decided that the Chair should speak to the Superintendent to get this resolved.   Jack Healy, Chair reports that he has not spoken to him but that they have been playing phone tag and that he will call him this week.  Gary reported that on the tour on the 28^th, the Superintendent was more than willing to give up ordering the round tables for the cafeteria in intermediate school and keep the rectangular tables for a savings of $16,000.00.   A lengthy discussion ensued about the tables and the capacity of round versus rectangular tables and whether they will fit in the cafeteria design.   A discussion about the condition of those tables also ensued.  William J. Buckley, Jr. states that the furniture layout is married to the egress plan and you can’t make changes to the furniture layout or configuration without making sure that you’re not compromising the signoff at the end that they are required to have.  He is getting tired of being put in the position of having material brought to the Committee and then the Committee has to rush to keep the project going.  He feels that the BOE and the Committee package voted on in January was faulty and that it’s not ready and never was ready.  He is very concerned about the errors and omissions in that package.  He would like to make it clear that if the furniture package is not here in a timely manner, that he feels they will have to budget for it because this Committee has to move forward and can’t wait any longer to get this done.  Jeff Zullo reminds the Committee that the administration wanted to do this package even though the Committee was going to hire a consultant and it’s still not done.   Mac Bramley wants the administration and the BOE to understand that this is not an opened ended project that the Committee is working on as far as the construction and that at some point in the proceedings every single day the project proceeds in not getting done, will cost money because of the additional fees required of the construction manager and the architect for their continuing involvement.  He wants it to be communicated in the strongest terms that time is of the essence to both the administration and the BOE.  Gary Waugh reports that the schedule issue was brought up at the last BOE report.   Lynn Chapman states that if it’s not done by the next meeting, then the Committee will furnish the new rooms.  Jeff Zullo wants this package submitted by the next meeting and if not, the Committee will take it back and get it done.   Jack Healy, Chair agrees.

Taken out of order, the ARCHITECT/CONSTRUCTION MANAGER UPDATES

Parking Lot Update (Jeff Zullo and Bill Buckley)

Louis Rosenblatt introduces Ron George, CCA to discuss the parking lot.   He gives the Committee a presentation on parking lot.   He reports there are 81 spaces with 5 handicapped spaces.  He has a color drawing displayed for the Committee to view during his presentation.  A discussion ensued about the walkways, lighting of the parking lot and paving of the second lot of an additional 40 spaces.  Jeff Zullo asks that it should be graded to the site level now and left for potential expansion in the future.  Mr. George also discussed drainage, sloping, wetlands areas, crosswalks, handicapped parking areas, the parking for buses and the removal of trees with the Committee.   Also discussed was the timeline for submitting the plans to Wetlands for approval.   Prices will be given at the next meeting with lighting added.  The Committee thanked him for his presentation this evening.

BC update on FFE efforts, Stacie Kavle and Lynn Chapman

Stacie Kayle is not present this evening.   BC update not addressed.

Update from HSN about FEE support for specific classrooms

Not addressed.

Budget and Schedule Update

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 Project Credits Report, The Phasing Plan Report and the CM Field Report, RC Credit for Reclaim Methodology, LHS & LIS Report. The intermediate school at the present time is 84% and the change orders are approximately 3.9% to the cost of the project.  Contingency is $168,125.00.  They have been very active to go after back charges and get change orders from the various contractors.  The high school has $27,000.00.   The reports are discussed with the Committee at length including discussion of the credits and the reclaim line item and issues with the architect.   William J. Buckley, Jr. is concerned about Peter Bowman going over the lists since Peter Bowman feels that it is not an obligation of the architect.  He is concerned about being charged extra for this.  Peter Bowman states that it is up to Richard and he feels it is an extra charge.  William J. Buckley, Jr. again requests a meeting with an attorney to discuss the contract since these issues need to be resolved.   A discussion ensued between William J. Buckley, Jr. and Peter Bowman on the signing off of certain change orders.   The presentation then continued with Louis Rosenblatt on the various reports handed out including the scheduling of the various areas, asbestos issues and furniture for the cafeteria.   Various items will be put on the agenda for Wednesday including the issue of the sharp edges discovered at that walkthrough.

Maintenance Building

William J. Buckley, Jr. and Kent Gilyard report that no further action has been taken on the maintenance building from the last meeting report.  They feel they need to figure out the financials first.  They received a needs list from the school and will meet with the Town and see what is needed. This item will remain on the agenda.

Wall Panel Update

The wall panels are due Monday morning for the high school and the end of April for the intermediate school.  Discussion ensued concerning the issues with the wall panels and the mockups and the bonding agencies. Peter Bowman reports that they are working on the solution.  Jack Healy, Chair would like this coordinated to get this done quickly.  William J.  Buckley, Jr. would like to know when the sheeting materials will be evaluated.  Louis Rosenblatt states that before the panels go up in either building, documentation from the manufacturing will be required.   Peter Bowman notes that the z clips through the top of the membrane and the membrane is in question and should be examined immediately.   Allied has been notified to supply the necessary documentation.   Jack Healy, Chair would like a report on the status of the buildings and those inspections by the next meeting.

LHS Ceiling Replacement, Noise Attenuation and Noise Levels

Jack Healy, Chair states that Richard spoke to the noise consultant.  A lengthy discussion pertaining to the issues with the high school ceilings and the concerns of the architect and the plans for drop ceilings by O&G ensued.  William J. Buckley discusses the list that Newman made of about twelve items that need resolution in order for them to sign off on these issues.   Louis Rosenblatt will respond by the next meeting.   William J. Buckley, Jr., wants a complete list of those areas where there are issues including code issues by the next meeting.   Gary Waugh inquires about the mockup of the intermediate school design for additional lighting.  Louis reports there is an RFP out on that and will have it by the next meeting.  Gary Waugh is concerned about the field testing before the end of school year.

Motion:  Jeff Zullo makes a motion that the Building Committee directs the Architect and the Construction Manager to implement an improvement to the ceilings in the high school not to utilize the existing perforated ceilings but either as a suspended ceiling or a sheetrock ceiling,  whatever is appropriate.

So moved.   Seconded:  Kent Gilyard

Discussion:  none.

Vote:  Abstention: none.  Objection: none.

Absent:   Stacie Kavle, Vice Chair

All ayes.   Motion passed

Taken out of Order - BOE Walk Through

Gary Waugh reports that there is a full list of the BOE recommendations that will be handed out at a future meeting to the Committee that came as a result of the walkthrough and that the list is very self explanatory.   Wayne reports that the BOE was very pleased and that intent is to get all their lists together and meeting to talk about the list.  Jack Healy, Chair wants the meeting to be in May.

Entrance to 7^th and 8^th Wing

Louis Rosenblatt reports that the contractor has hired a structural engineer to respond to the architects concerns.  A letter was handed out to the Committee members from Edward M. Sabbagh, P.E. of Sabbagh Associates, Inc. and discussed.  Newman will review the letter handed out this evening and Jack Healy, Chair wants O&G and Newman to come up with an evaluation and solution by the next meeting.   

Alternative Options List Review

Jack Healy, Chair has nothing to report right now. Lynn Chapman’s list needs to be matched with Jeff Zullo’s list and the Peg list.

Punch List Discussion

Jack Healy, Chair put this on the agenda to address the issues and concerns that Newman has with the project.   This will be called an “Issue list” in the future and will be a standing item on the agenda from now on.  Peter Bowman hands the list out to the Committee.  It will not be discussed this evening. Peter Bowman will update the list for each meeting and give a copy to the contractor and the Committee at each meeting.

Gymnasium Laminated Beam Work

Jack Healy, Chair inquires about the schedule.   Louis Rosenblatt reports the design has been released.   He states that they have to take some of the glass out, structurally support the entire gym, amputate the legs on three of the exterior trusses and put a structural steel foot that gets connected and bolted into the existing truss.  Windows will need to be taken out.  Further discussion ensued.  Jack Healy, Chair asks if the CES has signed off on this design.  Louis Rosenblatt responds that they are in the process of designing it now and submitted to the engineer of record and they will request comments or endorsements from the engineer of record before they proceed.  The cost is carried in the budget.   Mac Bramley is concerned about repetition in the truss issue and doesn’t want to see it continue.

Intermediate School Media Center and Cafeteria Completion

Already discussed.

Lynn Chapman is concerned about the furniture for the library and media center.  A discussion of the library ensued.  The existing furniture for the library will be moved to the new library for the time being.

P.M. Discussion

Louis Rosenblatt introduces George Graikoski as his replacement on the project.  He reports that George has been on site with him and going to the various meetings and getting up to speed.   Jack Healy, Chair reports that the board has not voted on this issue but that he has received many emails and the consensus is that they do not want Louis to leave. A lengthy discussion ensued about the transition and the continuity of the project with Louis leaving and Melissa going out on maternity leave at the same time.  Various members made statements about the continuity of the project, their concerns about the change and also expressed their desire for Louis to stay and that their decision has nothing to do with his replacement George.  Jeff Zullo, Kent Gilyard, Lynn Chapman, Gary Waugh and Mac Bramley all spoke on these issues.   Reece Hoban said that Louis is not leaving the company and tries to assure the members of the Committee that there will be a smooth transition.  He feels this change will generate new ideas, new eyes and fresh approach to the project.  Nothing will be taken away from this project and that it will be a positive experience for the project.  Peter Bowman  expresses that he has spoken to Louis and Melissa and he does not feel that there will be a problem.   William J. Buckley, Jr. feels that George should be sent to the other job and when this job is done then Louis should leave.   He feels this change does not make sense to him and even though the Committee can’t contractually keep Louis on the project, he would like a meeting set up by the Chairman with Reece, Greg, George, Louis and the others involved to have a discussion with Craig on this issue.   He is very uncomfortable with this decision.  He feels that the Committee does not want him to go.  Reece Hoben discusses in length the decision made, George’s qualifications and the change in general.   Jack Healy, Chair will set up a meeting for next week with any Committee member who wants to attend and the parties.  He feels this needs to be addressed quickly.   More discussion on the transition and the need for the change ensued.  William J. Buckley, Jr. questions George’s relationship with Newman on another project they worked on together. George Graikoski responds to that question in detail.  Jeff Zullo asks George Graikoski to give a brief review of the issues pending on the project.  George responds that the Wednesday change order meetings was a great idea and elaborates on their benefits.  He also reports on various issues of the project.  Jeff Zullo inquires of the status of the bathroom in the lobby.  He is told that area is under containment right now.  There is an asbestos abatement rule and then once they are approved they will remove the asbestos in that area.   The kitchen items have been moved into the new kitchen and so they are starting construction on that now.  William J. Buckley, Jr. speaks to Reece about the decision to remove Louis from the project and feels this decision best suits O&G from their management perspective to move people around.   Reese does not agree.  He feels the decision to move Louis is based on the other project he is going to and again feels that this will be a positive experience for this project.   A lengthy discussion ensued.   William J. Buckley, Jr. wants to know if Reese was asked by anyone else to remove Louis from the project.  Reese responds that he had discussions with Richard on Monday.  That he had called him a number of times.   He reports that Richard doesn’t like Louis as much as the Committee likes Louis but that he’s not being pressured by Richard.  He also notes that Louis will remain on the project through the transition. He again reiterates that this change will be positive for this project and discusses George’s qualifications.  William J. Buckley, Jr. does not like the fact that Richard wanted Louis off the job and would like a meeting called to address this immediately.  Mac Bramley wanted to know if O&G was aware that during their discussions, Mr. Mundy had requested a private audience with the 1^st Selectman without the Building Committee.   Reese responds that he did find out about that later.  Lynn Chapman inquires about the timing of the transition and how that coordinates with Melissa’s maternity leave.  Discussion ensued about the timing.  Gary Waugh recalls that when O&G and Newman made their proposals two and a half years ago, the critical thing that he remembers about that night was O&G saying that so many of their executives live in town, how much they cared about this project and that they wanted to do what the Committee wanted to do and be partners in this project.   He thinks that although not shifting personnel doesn’t honor that commitment, he feels that they should listen to what the Building Committee said here tonight.  He also reminds Peter Bowman that Richard also made similar remarks and that there have been numerous changes.  He feels that Richard should be reminded of that day and his comments and his commitment to this town and to this project.  Further discussion about the change ensued. Jack Healy, Chair asks if there are any more comments.

Jeff Zullo asks Louis Rosenblatt if it is his birthday.   He responds “Yes.”   The Committee and everyone present sing “Happy Birthday to You” to Louis Rosenblatt.

Mac Bramley discusses the “windows to nowhere” over the Cafeteria.  He comments that they look awful and he feels they were never designed to be looked at from up above.   William J. Buckley, Jr. responds that he voted against them.

William J. Buckley, Jr. wants to remind the Chair to set up meeting with the Town Attorney to address the contracts.  Mac Bramley agrees.

FUTURE AGENDA

Not discussed.

ADJOURNMENT

Jack Healy, Jr. asks for a motion to adjourn.   Lynn Chapman motioned to adjourn.  The motion was seconded by Mac Bramely at 10:38 PM          

Respectfully submitted,

Marianne Arancio Stilson                         

 Marianne Arancio Stilson, Recording Secretary