Litchfield Schools Building Committee

Meeting Minutes

LOCATION                                                                   Litchfield Intermediate School Cafeteria   

DATE OF MEETING                                                     May 15, 2008    

TIME MEETING STARTED                                           7:04 PM

PERSON PREPARING THE MINUTES                          Marianne Arancio Stilson

MEMBERS PRESENT

1.  Stacie Kavle, Vice Chair                                           2.  Bob Blazek

3.  William J. Buckley, Jr.                                              4.  Mac Bramley

5.  Jeff Zullo, Treasurer & BOF Representative              6.  Lynn Chapman

7.  Gary Waugh - BOE Representative

MEMBERS ABSENT

1.  Jack Healy, Chair & BOS Representative                  2.  Kent Gilyard

3.  Leo Paul - Ex-Officio                                                

OTHERS PRESENT

A. Brooks Fischer of Herbert S. Newman, George Graikoski of O&G, Matt Shamas from Spectrum Service , Peg Perusse, Tony Crowe and Winnie Harrison.

QUORUM PRESENT                                                     Yes    

1.  CALL TO ORDER

Stacie Kavle, Acting Chair called the meeting to order at 7:04 PM.

2.  APPROVAL OF MINUTES

Stacie Kavle, Acting Chair asks for motions to approve the minutes of the April 17, 2008 Regular Meeting and May 7, 2008 Special Meeting.

Motion:   Jeff Zullo moved to approve the meeting minutes of the regular meeting on April 17, 2008.

So moved.   Seconded:  Bob Blazek

Discussion:  None

Vote: 

Abstention:  Gary Waugh and Lynn Chapman

Additions: None

Absent: Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

All Ayes

Motion passed

Motion:  Bob Blazek moved to approve the meeting minutes of the special meeting on May 7, 2008.

So moved.   Seconded:  Lynn Chapman

Discussion:  None

Vote: 

Abstention:  Jeff Zullo

Additions: None

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

All Ayes

Motion passed

3.  PUBLIC PARTICIPATION

None.

4.  COMMUNICATION

Report from Jeff Zullo on BOF Communication

Jeff Zullo reports that the BOF is pleased with the Committee’s work and did ask if there was enough money in the remaining budget for the parking lot.

Report from Gary Waugh on BOE Communication

Gary Waugh states that everyone concedes that the need for parking is substantial.

Report from Jack Healy on BOS Communication

None discussed. Jack Healy, Chair not present.

Correspondence

None.

5.  ARCHITECT/CONSTRUCTION MANAGER UPDATES

Motion:  Jeff Zullo moved to bring agenda item Schedule Update (O&G) and in particular the discussion of the painting contract of Spectrum Services Inc. to before the agenda item entitled Budget (O&G).

So moved.    Seconded: Gary Waugh

Discussion: None.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Schedule Update (O&G)

Matt Shamas, Owner of Spectrum Services states that he did see the document that was sent to Louis Rosenblatt dated September 18, 2006 and states that the price was based on the two classrooms that they did adjusted to the rest of the school.  He states that he has no problem accepting the $27, 000.00 proposal that was sent to O&G.  He states that that is the lowest he can go because of the amount spent on labor and materials.  He states that they spent over $40,000.00 on the job.  Matt Shamas states that he brought the blue prints again and George Graikoski brought the specs.   A. Brooks Fischer states that there is a discrepancy and that he can go over the specs if the Committee wants.  Mac Bramley states that Louis Rosenblatt was going to check the logs to check the time sheets.  George Graikoski states that there are no time sheets.  There are reports from Ernie regarding the work.  Jeff Zullo wants to know if there are any allowances in the painting budget.  He also asks Matt Shamas if he got a request from George Graikoski to do an estimate of the stairwell tower paint.  Matt Shamas states that he gave two prices to O&G.  One was for the painting of the exposed concrete in the classrooms and that was already allocated by the Committee.  George Graikoski is waiting for the mockup approval.   He also gave an estimate for the stairwell towers.  Jeff Zullo asks if Matt Shamas will give any consideration on the two proposals.  Matt Shamas states that those prices were given six months ago and that the price should be higher.  George Graikoski is not sure of the exact totals.  Jeff Zullo is concerned about the allowance of the money in the budget.  Discussion ensues. 

Motion:  Bob Blazek moved to pay Spectrum Services $27,000.00 for the work that was done according to the contract paid out of contingency.          

So moved.  Seconded:  Mac Bramley

Discussion:  George Graikoski states that it would have to be a change over and that going through Ernie’s daily reports and conversations with Ernie, O&G feels that the work is only valued at $20,000.00.  Matt Shamas disagrees with him.  Lynn Chapman wants to know why the money wasn’t taken and put into painting since the work was being done under protest and there was a maximum total that would have to be paid.  Lynn Chapman wants to know about credits.  Matt Shamas says that is very minimal and would amount to $10 a beam.  William J. Buckley, Jr. reads from the minutes that since the work was done under protest, the contractor would have to sign in daily so there should tickets.  George Graikoski states that there are no tickets.  William J. Buckley, Jr. again asks Matt Shamas if he looked at the work to value the work.  Mr. Shamas states that the work that they did was more than $27,000.00.  Gary Waugh feels that the issue of the tickets is not relevant because there is a letter that Louis Rosenblatt sent that states that they were told not to do tickets.  Discussion of where the funds will come from ensues.  Peg Perusse states that you don’t transfer money from one school to another you overspend one and under expend the other to keep project costs separate.   Discussion of funds available and allowances at both schools ensues. 

Mac Bramley moved to amend the motion as to the source of funds for the $27,000. 00.  The balance available of FFE 15-000-290, the remainder to come out of FFE 15-000-190 and in the event the savings are discovered on the excavation issue those savings are to be put back into FFE 000-190.

Seconded:  Gary Waugh

Discussion: None.

Bob Blazek motions to move the question.

Gary Waugh seconds the motion.

Discussion:  None.

Vote on the moving of the question:

Objection:  William J. Buckley, Jr.

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Jeff Zullo and Mac Bramley

The motion to move the question passed.

Vote on the amendment:

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

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Mac Bramley and Stacie Kavle, Acting Chair

The amendment passed.

Vote on the original motion:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

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

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Jeff Zullo and Mac Bramley

Motion passed

William J. Buckley, Jr. brings up a point of order.  He expresses that he had his hand up during all the discussion and was interrupted about six times and then the question was moved.  He feels that this is not right.  He feels that everyone should raise their hand and be recognized by the chairman.  He feels this behavior is not right.  Stacie Kavle, Acting Chair and Bob Blazek apologize to William J. Buckley, Jr.

Gary Waugh asks that the contractor send a copy of the estimates for the extra painting to Jack Healy, Chair so the members of the Committee can get a copy of them.  Mac Bramley states that this is a summer project anyway and should be brought up at the next meeting. 

Budget (O&G)

George Graikoski of O&G hands out to the members of the Committee the following reports:  Construction Manager’s Monthly Cost Control Report for the High School and the Intermediate School dated 5/15/08; Change Orders by Trade Contractor for the High School and the Intermediate School

George Graikoski reports that there are no updates to the Middle/High School report.  At the Intermediate School, he adjusted the owner’s cost as discussed at last month’s meeting.  Discussion of what the software program can and can not do and the displeasure of the Committee to have a report that they want ensues regarding the setting up of a General Trades Two under the Intermediate School regarding Gar-San.  The discussion of the parenthesis and zeroing out ensues.   Discussion of the report ensues. 

George Graikoski states that O&G and Newman updated the punch list and now there is one punch list.  He states that there are four contractors that still have open items; Spectrum, General Welding and Richards at the Intermediate School and Titan Mechanical at the Middle/High School. He hands to the members of the Committee; Louis Rosenblatt email dated 15 May 2008 to Mike Brennan, RE:  Thurs. meeting listing the issue items 1 to 13. He goes over the items that were marked as open and closed on the list.  

Stacie Kavle, Acting Chair states that the fire dampers and the ramps are not on this email.  Stacie Kavle, Acting Chair asks George Graikoski to get A. Brooks Fischer an email stating that the ramp was built according to the documents before the next meeting.  A. Brooks Fischer states that as long as George Graikoski states for the record that it has been done according to the drawings that that is fine.  George Graikoski states that they were built according to the documents and that Ernie checked it.  Stacie Kavle, Acting Chair states that she will consider this a closed item now.   Bob Blazek inquires about the fire dampers.  A. Brooks Fischer states that their interpretation of the code is that they are required.  Stacie Kavle, Acting Chair states that she has had a conversation with George Graikoski and in December the Committee unanimously agreed to go ahead with the installation of the dampers.  George Graikoski states that the money is still in the budget and that he will check on the completion date.  Stacie Kavle, Acting Chair states that O&G is going ahead with the work and that this is a closed issue.  

The Committee goes over the open items email list.

06)  Firewall terminations on exterior -  If there is money then this could be done.

09)  Out of Plumb Column – George called an engineer and Peter Zarella and is waiting to hear back from them.  William J. Buckley, Jr. reminds George Graikoski that the cost for the engineer’s report is not an expense of the Committee but that of the contractor who did the work.  He states that the result of the report does not guarantee that the Committee will accept the crooked column.  George Graikoski will have this information for the next hearing.

10)  Hand rails mitered to round corners –  George Graikoski will look into a credit for the handrails for the next meeting.  

11)  Damaged walks and curbs – George Graikoski states that he did bring the concrete test results  and gave them to William J. Buckley, Jr. to review.  William J. Buckley, Jr. points out the areas in the report where the 28  & 56 day strengths did not meet the specs.  He states that there is a stamp on the specs.  He states that it should be 3500 pounds.  The cylinder reports are discussed.  William J. Buckley, Jr. states that the report should meet the specs.  Discussion ensues of the process.  George Graikoski will have O&G’s quality control people look at the report and get back to the Committee at the next meeting.  

Motion:   William J. Buckley, Jr. moves that the Chair bring to the attention of the building official that there are some concrete cylinder breaks that were reviewed at this meeting that appear to not meet the specification and that the Committee wants to be sure that he is aware of that and further that the Committee requests that the building official review all concrete cylinder breaks for all components of the job, not just the sidewalks and structural walls but all concrete areas and to the extent that he needs to hire an outside structural engineer to do that, that this Committee supports that and to give the price to the Chairman and that the Chairman is authorized to authorize that work to be done.

So moved.  Seconded: Bob Blazek

Discussion:  William J. Buckley, Jr. does not want a delay on this item.  In the meantime if O&G can marry the test results to pours of sidewalks that would be helpful.  He states that he only sees two tests that passed and the other tests did not come up to the 28 days strength.  Mac Bramley is questioning the timing of the pouring and the use of sand and snow equipment and the effect of a plow on the sidewalk.  William J. Buckley, Jr. does not feel that the sand or salt caused the damage.  Gary Waugh asks Tony Crowe if the damage was created by maintenance using calcium chloride instead of rock salt.  Tony Crowe is not sure what was used.  Discussion ensues of the damage on the concrete sidewalks. 

Vote:

Absent:  Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

All Ayes

Motion passed

12)  Damaged Grass Areas – George Graikoski will have samples taken of the soil and a landscape architect will come out before the next meeting.  William J. Buckley, Jr. mentions that the area by the Tennis Court that needs to be backfilled, raked and top soiled and seeded.  Jeff Zullo would like George Graikoski to clarify with Richards in their estimation what needs to be done based on the punch list items and when it will be done for the next meeting.  Tony Crowe states that the town has to mow the campus and that there are issues with the town and the completion of the project and that the grass will need to be cut and will not be.  William J. Buckley, Jr. states that has asked to review the spec on the topsoil because of stone.  He is very tired of talking about the same issues.  He wants a message to go to O&G back to the contractors and that the next time he has to discuss some of these issues he will be making a motion to take the money out of retainage and hiring an outside contractor to get the work done and hire a construction litigation lawyer.  He will apply this practice to all contractors.  He wants to be sure that the topsoil that was used meets with the DOT spec.  Jeff Zullo states that this is a priority with Richards because it is delaying the town from managing the facility properly.

George Graikoski goes over the Herbert S. Newman letter and attachments to Mr. Reece Hoben, RE:  Litchfield Schools – Status of Outstanding Payments to Sub-Contractors is handed out to the members of the Committee. He states that there are over forty items on this list.  He states that he suggests to Stacie Kavle, Acting Chair that these items should be discussed once or twice a week with A. Brooks Fischer and a Building Committee member to get them resolved.   The meeting would be during the day on site.  Discussion ensues.   Stacie Kavle, Acting Chair states that there will be more special meetings to discuss some of these issues just to discuss these items.   Mac Bramley is upset because things were supposed to be done after the last regular meeting that are still not done they are delayed over four weeks anyway.  George Graikoski states that he has to give A. Brooks Fischer Ernie’s list and then there will be one punch list of all the items.  He would like George Graikoski to get the punch list done for the next meeting and a copy will be given to all the Committee members.   Stacie Kavle, Acting Chair asks George Graikoski to get the punch list to Jack Healy, Chair as soon as it is done.  William J. Buckley, Jr. states that once the punch list is down to a manageable number, then he will be walking around to create a punch list. He states that it has been discussed many times to do this as a Committee or to just have some members do it.  He further states that he is getting very close to making a motion to hire a completer and a lawyer in order to get this project completed.  He feels the Committee is wasting time coming to the meetings anymore because this work should be done.  He further states that it is his opinion that what is going on is that this is someone off on another job and not paying attention to the completion of this job.

Gary Waugh wants to be sure that the Committee is staying on top of the block issue.  Mac Bramley states that the Committee voted last month that that is no longer part of the project and that the only blocks that were involved were from 1976 and that this is a maintenance issue at the school and not a Committee issue.  William J. Buckley, Jr. states that when he voted he was told that everything was taken care of and that he feels it has not been taken care of and that it was not a problem anymore and that it has been fixed.  Gary Waugh would like to see something done to find out the why the damage is happening and that he understands it is not a Building Committee issue but he thinks it needs to be done.  Bob Blazek thinks that many years ago that area for the High School was all filled in and was wetlands so water would be periodically coming up all over in various spots.  Peg Perusse states that there has been an extensive study of that and it was found that the original foundation from the 1955 original building is fine and that it is just the block and the materials used on the 1976 that causes the problem.  Peg Perusse states that the cafeteria is also part of the 1976 addition and there are several places there that are an issue.

Motion:   William J. Buckley, Jr. moves that the Chair bring this issue to the attention of the John Worthington, the building official and ask him to have an outside consultant/engineer come in and evaluate the area to determine if there is a fix and if there is a fix what that cost would be and to report back the Committee his findings.

So moved.  Seconded: Gary Waugh

Discussion:  Bob Blazek wants to know if this is part of the project.  William J. Buckley, Jr. states that it was fixed and was painted.  Mac Bramley is concerned about the cost. 

Vote:

Absent:  Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

All Ayes

Motion passed

Discussion ensued again about a weekly meeting with O&G and Newman and a Building Committee member to get the COR’s done and get some of the issues resolved.  Jeff Zullo would like O&G and Newman to go through the issues first and then a Committee member will come in when they can’t resolve an issue.  George Graikoski states that he would like a Committee member there to get the signatures done all at once.  Jeff Zullo would like the COR’s done and pay applications done before the next meeting.  A. Brooks Fischer agrees that some of the issues are simple and he thinks that the items can get down to eighty five or eighty six items and that a Committee member can get involved then.  George Graikoski and A. Brooks Fischer will get together next week.  Stacie Kavle, Acting Chair would like them to let the Chair know when they will be meeting.

William J. Buckley, Jr. discusses the language regarding retainage.  George Graikoski states that the retainage is not time sensitive but based on the all the items in the paragraph.  William J. Buckley, Jr. wants to know as per the language in the contract if the contractors gave written notice.  George Graikoski states that they did not and goes through the procedure that was followed.  He also wants to know if there is a contractor’s application for final completion forwarded to the contract.  George Graikoski states that there is from Kennedy Electric.  Discussion ensues of the contract documents regarding retainage and final payments.

Parking Lot Update (Jeff Zullo & Bill Buckley)

Copies of emails from Peg Perusse and George Semenec from the State of Connecticut dated from April 23, 2008 to May 15, 2008 are handed out to the members of the Committee regarding going out to bid for a new contractor for the parking lot or doing a change order.  Discussion ensues.

Alternate Options List Review (Lynn Chapman)

Copies of a memorandum dated March 6, 2008 from CES, A. Brooks Fischer regarding the teacher’s lounge, science wing ceiling rating change, fob lab – electrical, sump pump in basement, classroom FF&E changes, design to replace heating piping to the art room and the direction for water pressure issues with the sports fields is handed out to the members of the Committee.  Jeff Zullo states that they are looking for a $7,500.00 additional fee for those items. Discussion ensued.  William J. Buckley, Jr. states that CES works for Newman and that there was an agreement and there was an attorney and there was a guarantee that there would no more additional requests for money from Newman.  He states that this is a request from Newman.  He does not know if the agreement took this into consideration and is confused by this request for payment.  He states that the work was performed prior to the agreement being made and it should have been part of the agreement.

Motion:  Jeff Zullo moved to table this.

So moved.    Seconded: Lynn Chapman

Discussion:   Gary Waugh remembers sitting in the library and talking about the issue of the heating to the library area that is now the art room.  Jeff Zullo states that it was a change order to the contract.  Gary wants to know if the Committee voted on the change order.  Jeff Zullo states that the Committee did not vote on all the change orders.  William J. Buckley, Jr. again reiterates that there was an agreement for the work done before and after the agreement and that he will vote not to pay this item if the motion to table fails.  Mac Bramley supports William J. Buckley, Jr. and states that he also believes it was an all inclusive settlement which included any subcontractors that were non-seeable by the Committee.  He believes this will open the door for others to request money.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Gary Waugh, Bob Blazek, Lynn Chapman, Mac Bramley and William J. Buckley, Jr.

Ayes:  Jeff Zullo

Motion passed

Motion:  William J. Buckley, Jr. moved to deny this request for additional payment.

So moved.    Seconded: Mac Bramley

Discussion:   William J. Buckley, Jr. states that there is already an understanding that this has been compensated for with the agreement that is in place and the letter of understanding.  Jeff Zullo states that he has never seen the agreement and would wish that the Committee defer a decision on this until the Chairman can comment on the terms of the agreement.   Jeff Zullo states that he did confer today with the attorney and he did not have a copy of the agreement.  He states that that’s why he wanted to table it.  William J. Buckley, Jr. is surprised that the attorney that came to the Committee and explained the agreement to the Committee does not have a copy of the agreement.  Jeff Zullo states that he does not have a copy and that he was awaiting a copy of the agreement from the Chairman.  Bob Blazek is wondering whether the Committee should wait until the agreement is looked at.  William J. Buckley, Jr. states that he knows what he was told and he knows what he voted on.  He states that it was explained to him by the attorney.   Jeff Zullo states that he spoke to Attorney Anthony DiPientima this morning and that he does not have a copy of the contract from Newman to the Building Committee for the additional fees and was awaiting a copy of that from Jack Healy, Chair.  He states that it was put in the hands of the Committee after his final discussions and it was finalized between the Committee and Newman and he did not have, see or comment on the final agreement. He again states that the Committee should defer to the Chairman and the agreement and have the attorney review it. He states that the attorney asked to get a copy.  Mac Bramley wants to know if the Town was billed for the amount of time the attorney was on the phone with Jeff Zullo and he wants to know in what capacity he was on the phone with the Town attorney.  Jeff Zullo states that he called Leo Paul on Wednesday and he asked Leo if it as acceptable for him in the absence of the Chair to speak with the attorney who was working on this.  He states that Leo Paul stated that it was okay and he called the attorney.  He further states that he was acting on the request of the Vice Chair to contact the attorney.  Stacie Kavle, Acting Chair, agrees.  Jeff Zullo is insulted by Mac Bramley’s questioning.  William J. Buckley, Jr. states that he had the same question and the expenses are trying to be controlled and that the Committee was not aware that you had been asked to call the attorney by the Vice Chair.  He states that in all fairness, the Committee would have no way of knowing that.  He feels that this was a legitimate question.  Bob Blazek feels that he could not make a sound decision without the agreement.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Gary Waugh, Bob Blazek and Lynn Chapman

Ayes:  Jeff Zullo, Mac Bramley and William J. Buckley, Jr.

Motion Is Tied 3/3 and is lost

Motion:  Jeff Zullo moved to table the request by Newman for additional fees for CES Consulting.

So moved.    Seconded: Bob Blazek

Discussion:  Gary Waugh would like to know the time frame.   Jeff Zullo thinks that the Committee needs a copy of the contract.  Gary Waugh would like to know if the Committee will have a copy in hand by the next meeting.  A. Brooks Fischer will fax a copy of the contract to Jack Healy, Chair.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Mac Bramley and William J. Buckley, Jr.

Ayes:  Gary Waugh, Bob Blazek,  Lynn Chapman and Jeff Zullo

Motion passed

6.  FINANCE COMMITTEE – Take actions as needed

Approval of Invoices

William J. Buckley, Jr. hands out to the members of the Committee the list of the invoices to be approved.   A list of invoices is passed out to the members of the Committee.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  Peg Perusse states that this item is for Technology.  William J. Buckley, Jr. inquires as to whether any of this was for extra payments to technology consultant, Mike Chadukiewicz who is contracted through Newman.  Mac Bramley states that Mike Chadukiewicz’s bill would have to come to the Committee through Newman and not to the Committee directly.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval.

So moved.    Seconded: Bob Blazek

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  The Committee wants to know why this expense is split.  Discussion ensues. Peg Perusse states that CCA did work for the traffic commission on both sites and she feels that the split is not correct. 

William Buckley, Jr. moves to amend his motion to not split the invoices but to charge it where the $10,000.00 allocation was voted on by the Committee.

So moved.    Seconded:  Jeff Zullo

Discussion:  Peg Perusse states that the allocation was all LIS.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  Mac Bramley

Objection:  None

All Ayes 

Motion passed

William J. Buckley, Jr. discusses the Herbert S. Newman outstanding invoice #16888 dated 2/12/2008 in the amount of $1,196.27 which was not motioned at the April meeting and asks the members if any one would like to move that invoice.  William J. Buckley, Jr. states that he does not know if the Chairman got any clarification on the invoice.  No motion is made.

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: Bob Blazek

Discussion:   William J. Buckley Jr.  states that this is for services rendered from March 2008 and April 2008 and that it’s a total fixed fee of $15,000.00 for punch listing.  Jeff Zullo states that the punch listing was a billable line item against the contract. William J. Buckley, Jr. does not recall this and states that he will vote no at this time.

Bob Blazek withdraws his second. 

Motion Not Seconded

William J. Buckley, Jr. notes that the invoice for Guion, Stevens & Rybak was tabled at the last meeting and that he will not be making a motion for this invoice. Jeff Zullo would like the discussion of the bill tabled until Executive Session.  The Committee decides to leave this as an open invoice at this time.

Motion:  Jeff Zullo moves to table the invoice of Guion, Stevens & Rybak.

Motion Not Seconded

Motion:  William J. Buckley, Jr. moved to deny payment of invoice #R-1200.133-Split dated 3/31/2008 in the amount of $718.20 for the Middle/High and $421.80 for the Intermediate School for Guion, Stevens & Rybak.

So moved.    Seconded: Mac Bramley

Discussion:  William J. Buckley, Jr. states that he does not want to come back next month and discuss this again.  He feels that the Committee needs to bring closure to these items and he is willing to discuss it but not table it.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:   Bob Blazek, Jeff Zullo

Ayes:  Gary Waugh, Lynn Chapman, Mac Bramley and William J. Buckley, Jr.

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Mac Bramley

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  None

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

George Graikoski of O&G has some applications that he would like to get into this billing cycle.  He hands William J. Buckley, Jr. a copy of the list.  William J. Buckley, Jr. states that these do not have Newman’s certification on them.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  George Graikoski states that it is a progress payment and part of the original contract.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Jeff Zullo

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Mac Bramley and William J. Buckley, Jr. 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  George Graikoski states that this involves change orders. 

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Jeff Zullo

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Mac Bramley and William J. Buckley, Jr. 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  George Graikoski states that these are change order requests.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Jeff Zullo

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Mac Bramley and William J. Buckley, Jr. 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  William J. Buckley, Jr. states that this motion will eliminate the retainage entirely.  He will vote no because there are no certifications as per the contracts.

Bob Blazek withdraws his second. 

Seconded:  Mac Bramley

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Gary Waugh, Bob Blazek,  Lynn Chapman, Mac Bramley and William J. Buckley, Jr. 

Ayes: Jeff Zullo

Motion Failed

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval subject to his review of each to make sure that the proper certifications are there.

So moved.    Seconded: Bob Blazak

Discussion:  George Graikoski states that this is a bond adjustment for the change orders.  He states that he would table it.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Gary Waugh, Bob Blazek, Lynn Chapman, Mac Bramley and William J. Buckley, Jr. 

Ayes: Jeff Zullo

Motion Failed

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: Bob Blazak

Discussion: George Graikoski states that it is retainage deduction.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Lynn Chapman, Gary Waugh, Bob Blazek, Mac Bramley and William J. Buckley, Jr. 

Ayes: Jeff Zullo

Motion Failed

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: Bob Blazak

Discussion:  George Graikoski states that it is for a bond adjustment

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Lynn Chapman, Gary Waugh, Bob Blazek, Mac Bramley and William J. Buckley, Jr. 

Ayes: Jeff Zullo

Motion Failed

William J. Buckley, Jr. hands out to the members of the Committee three reports that Deb and Peg put together that show the aging of the bills and the expense by vendor:  Litchfield Public Schools A/P Aging Summary dated 05/15/08, Litchfield Public Schools Expenses by Vendor Summary dated 05/15/2008 and a Soft Cost report dated 05/15/2008.

Motion:  Jeff Zullo moved to extend the meeting past the 10 PM curfew.

So moved.    Seconded: Lynn Chapman

Discussion: None.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Bob Blazek, Gary Waugh and Mac Bramley

Ayes:  William J. Buckley, Jr., Jeff Zullo, Lynn Chapman and Stacie Kavle, Acting Chair 

Motion passed

7.  TECHNOLOGY UPDATE – TAKE ACTIONS AS NEEDED

Peg Perusse reports that there are some change orders to be signed.

8.  FF&E UPDATE – TAKE ACTIONS AS NEEDED

List handed out to the members of the Committee dated 5/14/2008 with a list of items for FFE.  Tony Crowe states that they would like to have the second page approved tonight up to the first dark line.  The items are for instrument storage cabinets in the amount of $74,161.56.  Peg Perusse states that the first page is what has been authorized to date.  Stacie Kavle, Acting Chair states that this would be a wonderful next purchase and that Jack Healy, Chair stated that he is in agreement with this purchase tonight but he did not want to go beyond that expense at this point.  Discussion ensues between Lynn Chapman and Bob Blazek as to what the intention was from Jack Healy, Chair on this expense.  Mac Bramley states that this list keeps changing and that each time the nursing station is not on the list of priorities.  Bob Blazek is concerned that the Committee keeps spending money and that there will not be enough money left to build the parking lot.  He also feels that some of the items being approved should be in the school’s annual or capital budget of the Board of Ed and not part of the school project.  He wants to be sure the Committee leaves enough funds for the parking lot.  Stacie Kavle, Acting Chair states that this is why they are moving slowly on the FFE.  Gary Waugh inquires about the nursing station items for the next academic year.  Tony Crowe states that the items for the nursing station have a quicker turn around.  William J. Buckley, Jr. is wondering what happened between the meetings on April 17^th and now when he voted to order these items and everyone else voted against it. He is questioning why the members have now changed their minds.  Lynn Chapman states that she understands that Jack Healy, Chair is apprehension about spending money and being careful and that the Committee not go over. Stacie Kavle, Acting Chair states that she didn’t vote for it last time because she didn’t think the motion would carry if all of this was included in last months motion.  Lynn Chapman states that it is still top priority to have the instrument storage for the schools. 

Motion:  Lynn Chapman moved to purchase the instrument storage for LIS at a cost of $32,547.80 and instrument storage for LHS at a cost of $40,613.76.

So moved.    Seconded:  Gary Waugh

Discussion:   William J. Buckley, Jr. wants to know if the funds are available.  Jeff Zullo states that effectively with this motion the High School will be over.  Discussion ensues of the total that would be left in FFE at the High School.  There is a difference of opinion as to what the total amount left is in FFE.  William J. Buckley, Jr. asks George Graikoski if the report reflects the amount transferred at the last regular meeting.  George Graikoski is not sure.  Stacie Kavle, Acting Chair states that the funds are available to purchase but it is an issue of transferring the funds in between schools.  William J. Buckley, Jr. states that he will not support this issue at this time because there are other issues that have not been resolved and the end of the school year is close and he is concerned about spending any more money at this time.   He states that he is also concerned about the availability of additional funds.  William J. Buckley, Jr. reads the minutes of the last regular meeting regarding the availability of funds.  He is also concerned about whether the funds have been transferred and it is unclear how much money is left in that line item.  Bob Blazek states that he agrees with William J. Buckley, Jr. and he will also vote no for this motion.  Further discussion ensues.  Stacie Kavle, Acting Chair states that unless it is ordered tonight it will not be in for September.  Gary Waugh does not see the advantage of waiting since the money according to Peg Perusse can be adjusted later.  William J. Buckley, Jr. states that the majority of the Committee has never spent money unless they fully understood where it came from.  William J. Buckley, Jr. is not sure if all the line items have enough money in them to pay for this and he doesn’t see the ramifications for going negative on the High School.  He feels that this is not that critical and reminds everyone that once before they were told things were critical and voted to approve the expense and that the Committee has just seen the first bills for those items tonight.  

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Bob Blazek, Mac Bramley and William J. Buckley, Jr.

Ayes:  Gary Waugh, Lynn Chapman, Jeff Zullo and Stacie Kavle, Acting Chair

Motion passed

William J. Buckley, Jr. inquires because the Committee just spent more money than the line items have and wants to know if that is alright with the other members.  Stacie Kavle, Acting Chair states that Peg Perusse will look into the mechanism for transferring from one school to another.  He asks if anyone is going to make a motion to balance the line item.  Discussion ensues. 

Stacie Kavle, Acting Chair revisits the motions to approve the minutes since members made or seconded motions that were not present.   The final approval of the minutes is reflected on page one.

Motion:  Jeff Zullo moved that the Committee go into Executive Session to discuss potential legal action and requests that George Graikoski stay for the Executive Session.

So moved.  Seconded:  Bob Blazek

Discussion:  William J. Buckley, Jr. states that that description is not enough for him to vote yes to go into executive session.  Stacie Kavle, Acting Chair states that it is concerning the issue of Waterbury Masonry and the retainage.

Vote:

Absent:   Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Objection:  William J. Buckley, Jr. and Mac Bramley

Ayes:  Gary Waugh, Bob Blazek, Lynn Chapman, Jeff Zullo

Motion passed

 10:38PM - The public leaves

Motion:   Mac Bramley made a motion to come out of Executive Session.

So moved.  Seconded: Bob Blazek

Discussion:  None

Vote:

Absent:  Jack Healy, Chair, Kent Gilyard and Leo Paul - Ex-Officio

Objection:  None

All Ayes

Motion passed

Out of Executive Session at  10:49 PM and the meeting is open to the public.

Stacie Kavle, Acting Chair, Acting Chair reports that no motions or actions were taken during Executive Session.

11.  ADJOURNMENT

Stacie Kavle, Acting Chair, Acting Chair asks for a motion to adjourn.  Mac Bramley moved to adjourn.  The motion was seconded by Bob Blazek at 10:54 PM and carried unanimously by the members of the Committee.

Respectfully submitted,

Marianne Arancio Stilson

Marianne Arancio Stilson

Recording Secretary