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.