MINUTES

LITCHFIELD SCHOOL BUILDING COMMITTEE

LITCHFIELD INTERMEDIATE SCHOOL LIBRARY

APRIL 7, 2005

 

 

A meeting of the Litchfield School Building Committee was held on Thursday, April 7, 2005, at 7:00 p.m. in the Litchfield Intermediate School Library.

 

Present were: Jack Healy, Chairman, Mac Bramley, John Mullin, Gary Waugh, Kent Gilyard, Jeff Zullo, Stacie Kavle and Bob Blazek.

 

Also Present: Jay Chittum, Interim Superintendent; Peg Perusse, School Business Manager; BOS Members: Bill Dranginis, Dan Coelho and Joan Whitbeck, BOE Member Wayne Shuhi; Bruce Walpole of  O & G, Fernando Pastor of HSNP;  Public and the Press.

 

Meeting was called to order at 7:05 P.M. by Jack Healy

 

Approval of Minutes

Motion was made by Bob Blazek to approve the minutes as corrected of the March 17, 2005 meeting, seconded by Kent Gilyard

One correction was made in last paragraph of the first page: Communication – Mac Bramley – “on March 7 the 8-24 application was not approved regarding School bus parking, which was brought forth by the BOE, not the Building Committee.”

 

Motion Carried.  All votes were in the affirmative.  Stacie Kavle abstained.

 

Public Participation

Bill Dranginis urged the BC to reconsider the $75K commitment to the PHPF.   He also stated that the wooden beam that fell in the LHS Kitchen is not the BC’s responsibility and hoped somebody can comment on that.

Jack Healy – The Architect is supposed to report on it.

Winnnie Harrison spoke regarding the collapsing beam at LHS and wants the school project stopped today.  She wants a new bigger gym, enlarged cafeteria, new windows, mechanical systems, etc.  She does not want a temporary patch.  She wants straight answers and as soon as she asks the questions.   She repeatedly asked the BC to stop the project.

Alan Landau – Regarding the structure of the facility, previous engineering firms for previous building committees have recommended taking the school down.   He spoke with several engineers who reported the collapse was due to water infiltration and the life of the beam.  The structure is falling apart and is not sound.   The BC should order the Town to do a structural study on these buildings.   Colchester is building a new school for $20.9M.

Betsy Glassman – She reviewed minutes of past meetings and found that Gary Waugh and Jeff Zullo mentioned at past meetings the structural integrity.  She read from the minutes comments about the reimbursement of renovate as new and target renovation as well as the life span of the structures.   She asked if new parking spaces are going to be created.  At the land use office they are looking at plans for new spaces.

Dan Coelho – The most likely cause of the collapsed beam is water damage.  School janitors are under the impression that the building should be torn down.  People are not getting what was promised.  I suspect the reimbursement rate will be lower than the BC projected.  Cinder Blocks on the bottom of the walls are falling apart.   The only logical thing to do is go back to the Town and say the building must be torn down and built new.  Responsible thing to do is knock it down.

Mike Murray – The beams seem to be a safety issue.  The BC could hire an independent engineer to inspect the beams; distribute his report.  The issue would be gone if the engineers finds they are safe.   If the beams are not safe, you would alter your plan.   If the BC doesn’t have the money to do it, the BOE had the money.   I am sure they can find a couple thousand dollars in their budget to hire and engineer.  If not, the Town can do it.

 

 

Communication

Bob Blazek reporting from the BOS – Bill Dranginis spoke about the $75K for PHPF.   The BOS is also concerned about the beam in the cafeteria and wonder if a study was done.   What does the study say?

Jeff Zullo reported that he spoke with Bond Counsel regarding the fencing.  He stipulated that the BC has the authority to dispense $75K to PHPF.

Jack Healy – I met with Jeff Zullo, Leo Paul, Cynthia Politano and John Worthington regarding building inspection fees.  John Worthington is looking to hire someone and we are making the arrangements for that.

Peg Perusse – We applied for the first reimbursement and received a March payment.

Mac Bramley – I spoke with Tom Babbitt, Architect for earlier additions to LHS.  An early bean collapse was caused by a manufacturing flaw.  Laminated beams have already been manufactured for 100 years in 1950.  He had heard of no other situations where a laminated beam has collapsed.  Long term exposure to hear could affect the glue.   Also water will do the same thing.  I applaud the suggestion whereby a beam by beam inspection can be done.

Bob Blazek – What was the degree of research into those beams?

Jack Healy – I spoke with Fernando Pastor who has photographs and a report on the condition.   We had a $50K “as is” study.  An engineer visually inspected the beams.  After the collapse, he did another inspection and found the beams were fine.

Bob Blazek – Is there a stress test that can be done?

Jack Healy – 95% of the beams are exposed.  I would like to get a definitive report from Fernando Pastur.  I have a report on the condition of the beams.

Jeff Zullo – He stated it does not appear to be overstressed by applied loads.  Long term exposure from heat from the kitchen.   This report is stamped by a Professional Engineer.

Bob Blazek – Is there any mention that part of the building was deteriorating?

Jack Healy – There was a study done.  Request the information from Fernando Pastor or go back to the report.

Kent Gilyard – We can not afford to build a new building.  Everyone had had to repair things on their own homes.  That is what we need to do on this building.   Masons go around all the time and repair blocks.  We still have a repairable structure.  The problem is we have had no school maintenance system.   We should establish a commission regarding who’s responsibility it is to maintain this school.  We could do a lot if we didn’t have to repair things that were never maintained.  As a Town we have been unwilling to put the money in the budget to maintain this building.

John Mullin – I recently built a house in New Hartford.   Beams failed within weeks.  It was bad glue.  I really believe that if the rest of the beams are exposed and have been looked at by an engineer who says that they are fine, they are fine.

Jeff Zullo – The BC was elected by the Town to execute renovations and to add on to both schools at a cap of $33M.  We are doing exactly what the Town asked us to do.

Stacie Kavle – Regarding reimbursement – When you renovate as new if requires you to being the building up to code.   Target renovation gives you the flexibility to look at what is needed and what is in tact.  All the work will meet code and the buildings will be safe.

Jeff Zullo – The Town as voted three times on a new High School and rejected it.

Jack Healy – Most of my telephone calls to HSNP had been about the beams.  As an engineer your primary responsibility is making sure the building is safe.  We asked them to go back again to look at the beams.  There is no one on this BC who wants to do a shotty job.

 

Finance Committee

 

Motion was made by Mac Bramley to pay invoice from recording secretary for $180.00 for first quarter of 2005, seconded by Bob Blazek.

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Motion was made by Mac Bramley to submit payment to Peter Herbst in the amount of $160.00 for incidental expenditures for the month of March, seconded by Bob Blazek.

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Mac Bramley – We approved the DTC plan for removal of the oil tank at LHS at $2,200.00.  I have a bill approved by Tim Callahan that the plan has been issued to HSNP.

 

Motion was made by Mac Bramley to submit payment to DTC, seconded by Bob Blazek.

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Mac Bramley – We have the following bills from HSNP: dated February 15, 2005 for 15% completion of construction drawings for LIH and LIS; and dated March 15, 2005 for 50% completion of construction drawings

                        Invoice No. 15222          $30,588.78

                        Invoice No. 15221          $63,382.05

                        Invoice No. 15267          $74,523.57

                        Invoice No. 15273          $155,254.84

                                           Total          $323,749.24

 

Motion was made by Mac Bramley to submit payment to HSNP in the amount of $323,749.24, seconded by Bob Blazek.

 

Discussion:

Bruce Walpole – Those drawings are at the State.

Bob Blazek – That amount of work had been completed?

Jeff Zullo – Yes, that work had been completed.  They are now beyond 50% of completion.

 

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Motion was made by Bob Blazek that any bill should be reduced by any non-applicable sales tax, seconded by Jeff Zullo.

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

The Finance Subcommittee tabled the discussion for DTC removal of the fuel tank because Bill Buckley was not at the meeting.

 

Technology Update

Jay Chittum – The Technology Group met with the Architect in development of the final plans.  The net thing we are addressing is FF&E.   I contacted David Wedge.  He advised us to go back to the State regarding this phase.   The Superintendent passed out budget documents the BOE is working with.  It nets out to $500K for LHS and $375K for LIS.  We have been investigating ways to approach this.  We want the most from the limited funds.

 

Construction Manager Update

Bruce Walpole – We will be getting LHS and LIS drawings and will be doing the final estimate.

Jack Healy asked Bruce about the reimbursement estimate. – Based on our conversation $9.7M is still what we’re estimating.  The calculation was done in late March.

Bruce Walpole – It is still a close estimate.

Jeff Zullo – Will it be close below or above?

Bruce Walpole – It will be at least $9.7M.

 

 

Architect Update

Fernando Pastor - May 27TH is the targeted date for review of the LIS drawings.  We are trying to fine tune design and finish the budgetary decisions.   The LHS review is a week behind LIS.

Jeff Zullo – Which building has more changes?

Fernando Pastor – LHS had more changes.  LIS had a short list of changes.  We made the changes and resubmitted the drawings.  For LIS we sent about 180 drawings, for LHS even more.   

Fernando Pastor explained per engineer what happened regarding the beams in the kitchen.         The cracks were caused by heat over 20 – 25 years in the rain pounding on the roof.  Drains were clogged.  Roof had not been maintained.  It was two or three different things that made the beam collapse.   The beams were not wrapped in insulation.  The beam was on top of the hood.

Bob Blazek – What is the test to check beams in the school.

Fernando – The rooms have to be empty to do these tests.

Bob Blazek – You seem to say this specific location caused the collapse.

Jack Healy – Based on the engineer’s report, it was a series of events.   We should ask Peter [the Engineer] to come to the next meeting.

Fernando Pastor – The engineer is stressing that nay other inspections, besides visual, had to be done when the rooms are empty.

Jeff Zull0 – This engineer went through and did a visual test and confirmed the structural integrity of the beams.

Gary Waugh – Is there a similar correlation as to water being a delaminating factor as heat is?

Mac Bramley – Is there something that can be accomplished during the vacation week?

Jack Healy – We’ll have Fernando as the Engineer.

Gary Waugh – If a study is done and we find beams, can the beams be replaced without tearing the building down?

Jack Healy – Yes, we cut beams, move equipment in and replace the beam.

Gary Waugh – Were most of the concerns of the State regarding code?

Fernando Pastor – One concern was the handrail in the Auditorium, one was a symbol we used on our drawings to represent doors, chair high rail for students in the stairwells, double door exit out of guidance.

Jeff Zullo- What do you anticipate happening in the next several weeks?

Fernando Pastor – Waiting for O & G estimates.  We want to meet with O & G and some prospective vendors.  Fine tuning, meeting with Librarian and other school staff to show exactly what we are doing.

 

PHPF Update

Jeff Zullo – We are continuing excavation and site work.  Final grading will be done by end of April, seeding in May, and full sod on playing fields in June so they can be used in the fall.  Donors will fund sodding.  The track area will be paved in July and track surface applied in August.  Would like track fence up in July.

 

Leo Paul received an email from Joe Fasi, Bond Counsel regarding the disbursement of the $75K.

Bob Blazek – We did make a commitment to fund the $75K.

 

Motion was made by Bob Blazek that BC put back $75K for fencing, seconded by Mac Bramley.

 

Discussion:

Jeff Zullo – We can achieve reimbursement from the State for this fence.

Jack Healy – We checked, the State said no, it’s not in the plan.

 

Motion to Amend was made by Mac Bramley adding “with the understanding that no State reimbursement will be applied for”, seconded by Gary Waugh.

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Bob Blazek – PHPF are trying to do something for the kids.

Jeff Zullo – PHPF would like us to go back to our original plan to fund $75K for the fence and we need to follow Town bidding procedures.

John Mullin – Can’t we just appropriate money to the PHPF?

Bob Blazek – I think we should get competitive bidding.

Stacie Kavle – It’s important to get involved in bidding.  If the fence is less than $75K, we will only give them the cost.

Mac Bramley – Would the Chair consider it in order if we have PHPF as a Construction Manager>

Jack Healy – Keep is simple.  If we want to commit to $75K, that’s one thing.  But let’s not micromanage the issue.

 

Bob Blazek Call to Question. Carried.

 

Motion Failed – All votes were in the negative except Gary Waugh who voted in the affirmative.

 

Future Agenda Items

 

Planning and Zoning – May 16TH

Inland Wetland – May 11TH

 

April 18Th – Bus Lot – we are planning drawings for the bus lot in the school plan drawings for P & Z.  Bus Lot drawing was created by an engineer for the school and will be emailed to Tim Callahan and will be added to our drawings.

 

At our next meeting a man from Microsoft will speak for about 30 minutes.

 

Jeff Zullo – We need to talk about grants.   Energy Efficiency Grant from CL&P.  Should we look at creating a subcommittee to do that?

Gary Waugh – We need to be proactive in reporting results of different phase of this project in a letter to the editor.  Misinformation hurts everybody.

Mac Bramley - I am impressed with Canton’s project.  They provided an informational schedule site.

Jay Chittum – We talked about that and are moving on it.

Jack Healy – Bruce Walpole needs to supply us with a site safety plan.   I am concerned with parking once construction starts.  There is a recommendation that they suspend student parking.

Jeff Zullo – I contacted Joanne Moore about scheduling Channel 5 updates on the project.

 

Happy Birthday to Wayne Shuhi.

 

Motion was made by Mac Bramley to adjourn the meeting at 8:50 PM and seconded by Gary Waugh.

Motion Carried.   All votes were in the affirmative.  There were no abstentions.

 

Respectfully submitted,

 

 

Kelli L. Green, Recorder