Meeting Minutes
Special Meeting
LOCATION
DATE OF MEETING
TIME MEETING STARTED
PERSON PREPARING THE MINUTES
Marianne Arancio Stilson
MEMBERS PRESENT
1.
Jack Healy, Chair & BOS Representative
2. Bob Blazek
3. Mac Bramley
4. Lynn Chapman
5. Gary
Waugh - BOE Representative
6.
Stacie Kavle, Vice Chair arrives at
7.
William J. Buckley, Jr. arrives at
MEMBERS ABSENT
1. Jeff Zullo, Treasurer & BOF
Representative
2. Kent Gilyard
3. Leo Paul - Ex-Officio
OTHERS PRESENT
A. Brooks Fischer of Herbert S. Newman, Louis Rosenblatt from O&G, Matt Shamas
from Spectrum Services
QUORUM PRESENT
Yes
1. CALL TO ORDER
Jack Healy, Chair called the meeting to order at
Jack Healy, Chair states that this is a special meeting and that the agenda
needs to be followed. He states
that this meeting was scheduled to go over Spectrum Services contract and the
punch list items that O&G and HSN need the Building Committee to make decisions
on this evening.
2. REVIEW PAINTING CONTRACT
(SPECTRUM SERVICES) AND DISCUSS STATUS OF INVOICE.
Take action as deemed necessary
Matt Shamas, owner of Spectrum Services is here this evening to go over the
finishing of the glue-lam beams at the High School.
He states that the drawings call for the beams and the deck to be painted
and that they were directed to natural finish the beams.
He further states that that change put an impact on the cost and on the
company to do that work. He
states that no change order was issued for that work and that they did the work
under protest. They state that they
were directed by the architect to do the work and that after repeated calls and
correspondence from them and through O&G to the architect, they proceeded with
the work under protest. He goes
over the drawings and the wording in the drawings that indicate that the beams
were to be painted. He explains the
amount of work that goes into finishing the beams versus painting the beams.
Matt Shamus states that the difference in the work he did is $42,000.00.
Louis Rosenblatt from O&G Industries, Inc. hands out a package of
documents regarding Spectrum Services, Inc. to the members of the Committee.
Louis Rosenblatt goes over the documents in the package with the members
of the Committee. Louis Rosenblatt
discusses the procedure of continuing with the work under protest.
It is brought to his attention by Mac Bramley that there was a document
that said that the work would not exceed $27,000.00.
Matt Shamus states that if there is a document that states that the work
would not be more than $27,000.00 agreed to by someone in his company, then he
would honor that amount even though the cost to do the work was $42,000.00.
Jack Healy, Chair thanks Matt Shamas for
that acknowledgement. Matt Shamus
states that the drawing language and the specifications language are not clear
and that there is a conflict between the two documents.
A. Brooks Fischer representing Herbert S. Newman states that they agree
that there are conflicts with the two documents and that there is one note on
the drawings that calls for the beams to be painted.
He states that any questions regarding the documents should have been
asked during the bid process. He
does however differ with the interpretation of Spectrum Services regarding the
work that was to be performed in regard to the beams.
He states that there is language in the
specifications that indicates that the beams were to be clear coated.
He states that there is some argument over whether those were the
existing beams or the new beams. He
states that the intention of the architect was to have the beams done in a clear
coated finish. He states that there
is an issue here that has to be resolved.
Stacie Kavle arrives at
Matt Shamas states that he had no issue with the finish of the old beams but
does have an issue with the finish of the new beams and that there are two
places in the drawings that state that they are to be painted.
Some of the memos from Peter Bowman were discussed.
Lengthy discussion ensues.
Mac Bramley brings up the issue of the bids that were received and the
difference in the price between the winning bid and the losing bid.
William J. Buckley, Jr. arrives at
Matt Shamus presents the drawings to the Committee.
The Committee proceeds to go over the drawings and reviews the language
in the drawings regarding the beams.
O&G and Newman and Spectrum Services discuss their interpretation of the
language in the drawings. No one
brought a copy of the specifications.
Lynn Chapman leaves at
A lengthy discussion continues regarding the drawings and the language regarding
the beams. A disagreement between
Spectrum Services and Herbert S. Newman ensues regarding the interpretation of
the drawings. Gary Waugh is
concerned about whose responsibility it is to pay the extra money to Spectrum.
William J. Buckley, Jr. states that $27,000.00 would be what would be
paid if the Committee sides with the painting contractor and that nothing would
be paid if the Committee sides with the architect.
Louis Rosenblatt states that the work
was done under protest so the painting contractor would have to sign in daily.
William J. Buckley, Jr. would like to know the value of the work
performed based on the daily tickets.
Discussion ensues. Jack
Healy, Chair states that the Committee is asking O&G to put the documents
together with the tickets for the Committee to go over in order to make a
decision.
This issue is tabled until Lynn Chapman
returns with the specifications.
3. REVIEW PUNCHLIST ITEMS AND TAKE
ACTION AS DEEMED NECESSARY
Louis Rosenblatt of O&G hands out a punch list from O&G dated
Relocating AC Units to Roof
Jack Healy, Chair notes that the school had input into the placement of the A/C
units. He states that the original
location of the AC units was to be on the roof.
He states that the school and the town preferred the AC units be on the
ground rather than on the roof. He
also states that there was a credit issued because of the difference in the
amount of work. He notes
Newman’s concern about noise and the potential of vandalism but that is it is
easier to maintain the AC units in the location they are now in.
Jack Healy, Chair notes that no one in the school has complained about
the noise of the AC Units. A.
Brooks Fischer notes that Newman has never documented their agreement with the
decision.
Motion:
William J. Buckley, Jr. moved that the issue of the AC units is resolved
and that the Committee accepts the units where they are and that the Committee
should have no further action on this issue.
So moved.
Seconded: Mac Bramley
Discussion:
None
Vote:
Absent: Lynn Chapman, Jeff Zullo, Kent Gilyard &
Leo Paul - Ex-Officio
Abstain:
None
Objection: None
All Ayes
Motion passed.
Hand Rails Mitered to Round Corners
Lynn Chapman returns at
A. Brooks Fischer states that the drawings called for mitered corners and the
railings continuing into the floor and not dying into the columns.
He states that the change was decided by the user because of safety and
that change was approved by the Committee.
He states that he has not seen a credit for the work done and that there
is a difference in the work performed and what the drawings called for.
Louis Rosenblatt of O&G states that the school was concerned about having
sharp mitered corners and wanted more of a rounded corner.
Newman again states that there should be a credit for the difference in
the work performed. Louis
Rosenblatt will look into a credit.
Discussion ensues. Louis Rosenblatt
states that the work was done by General Welding.
Jack Healy, Chair states that everyone was involved with this decision.
Discussion ensues of the dying out of the columns.
Motion:
William J. Buckley, Jr. moved in order to resolve this issue that the
Committee accept the railings as they are subject to credit issued that is
satisfactory to the Chairman.
So moved.
Seconded: Bob Blazek
Discussion:
William J. Buckley, Jr. states that he made the motion that way so that
the Chairman has the authority to accept the credit.
Vote:
Absent: Jeff Zullo, Kent Gilyard &
Leo Paul - Ex-Officio
Abstain:
None
Objection: None
All Ayes
Motion passed.
2. REVIEW PAINTING CONTRACT
(SPECTRUM SERVICES) AND DISCUSS STATUS OF INVOICE.
Take action as deemed necessary (CONTINUED)
Finishing Existing Glue Laminated Beams
Jack Healy, Chair states that there is a Committee meeting next Thursday and
that prior to that meeting he would like Louis Rosenblatt to prepare all the
documents and tickets for the Committee to review regarding Spectrum Services.
William J. Buckley, Jr. would also like to see the section of the
specifications that either speaks to or doesn’t speak to work from both O&G and
Spectrum. Matt Shamus will bring
whatever documents he has to the meeting and will be present at next week’s
meeting. The Committee would also
like Matt Shamus to look over the work again and give a final price for the work
performed. Matt Shamus said that
this has been going on for a year and half and that he would be happy to work
with the Committee to come to a resolution of the issue.
Removal of Cement Baseboard in Hallways
A. Brooks Fischer states that this issue should not be pursued because the
specifications do not say that all the cement baseboards should be removed and
that this issue should be removed from the punch list.
The Committee agrees that the issue should be removed from the punch
list.
Leveling of Existing Floors
A. Brooks Fischer states that there are dips and drops especially in the work
room where the old administration room used to be.
Jack Healy, Chair states that when the original building was built, the
floors for each room were poured individually and not at the same time so
consequently, the floors are different heights. Louis Rosenblatt explains that
each floor was poured relative to the room and that the floors in each room were
different levels. He states that
the result was that after the walls were taken down, the difference in the floor
levels were noticeable. He states
that the floors were feathered as best they could because the cost to level the
floors was very high. He states that
this issue is purely aesthetic and is not a safety issue.
A. Brooks Fischer agrees.
Discussion ensues.
Motion:
William J. Buckley, Jr. moved to accept the floors as they are.
So moved.
Seconded: Bob Blazek
Discussion:
None
Vote:
Absent: Jeff Zullo, Kent Gilyard &
Leo Paul - Ex-Officio
Abstain:
None
Objection: None
All Ayes
Motion passed.
Science Lab Fire Dampers
A. Brooks Fisher states that it's the architect’s position that the fire dampers
are required. Louis Rosenblatt
states that both the fire marshal and the building inspector have stated that
that is not the case. Lengthy
discussion ensues of the code issue, the liability issue and the issue of the
need for the dampers. Louis
Rosenblatt states that the $9,000.00 to put in the dampers is still in a PCO
that has not been approved. He states
that this issue affects four classrooms. A.
Brooks Fischer states that they have taken this issue to their code analyst and
that the architects have to take liability for the building and that they cannot
accept the fire dampers not being installed and if the Building Committee
accepts this without the dampers then they will issue a letter that they will
not be liable. Further discussion
ensues on the issue of insurance.
Gary Waugh would like to see the money spent to install the dampers if
the money is still in the line item.
Motion:
Gary Waugh moved to spend the $9,000.00 to have the dampers installed.
So moved.
Seconded: Bob Blazek
Discussion:
Discussion of whether the money is still in the line item ensues.
It is unclear whether the funds are still in the line item.
William J. Buckley, Jr. has a problem with the motion because the fire
marshal and the building inspector were aware of this issue and have ruled on
this issue. He is uncomfortable
modifying what the fire marshal has ruled.
He would like to have the fire marshal review the situation with the
dampers again and that if he feels that there is a need for the dampers that the
Committee will have the dampers installed and if they are not needed that the
Committee will stick with the decision of the fire marshal.
Jack Healy, Chair states that he does not believe that the science rooms
are being used to the full extent and he does not know if it is because of this
issue or not. Gary Waugh would like
to know if the science rooms are being fully utilized and if not why.
Lynn Chapman would like Peg Perusse to look into the insurance issue to
see if this is already covered under their policy.
Gary Waugh withdraws his motion.
Bob Blazek withdraws his second.
The Committee decides to ask Peg Perusse about the insurance and get more
information on why the science rooms are not fully utilized.
1-hour Fire Walls
A. Brooks Fischer states that Newman has discussed this issue with the fire
marshal and that this issue involves the storage rooms.
He states that the storage rooms are not smoke tight and that this issue
needs to be addressed. He feels it
is not necessary to have the 1-hour fire walls but that they are smoke tight.
Louis Rosenblatt thinks that this issue involves the walls that should
have gotten the 1-hour fire ceilings that protrude higher and not the issue with
the storage rooms. A. Brooks
Fischer states that if you have a 1-hour ceiling then the fire walls don’t need
to be installed. He states that if
this issue is for those areas then this is a closed issued and should be removed
from the list.
Firewall Terminations on Exterior
Louis Rosenblatt states that this is the firewall terminations on the exterior
of the building up on the roof. A.
Brooks Fischer states that they issued a sketch to install a metal panel to come
across the firewall. He states that
this issue is purely aesthetic.
William J. Buckley, Jr. states that it looks terrible now.
Gary Waugh agrees. Stacie
Kavle states that this issue also appears at the front entrance.
A. Brooks Fischer states that this issue only addresses the issue in the
courtyard and not the front entrance. Discussion ensues on the issue of the
fascia. Stacie Kavle states that
she has been calling George Graikoski and that he has not returned her phone
calls. Louis Rosenblatt will look
into the fascia issue. Discussion
ensues. Jack Healy, Chair states
that the fix to the firewall terminations on the exterior is not a punch list
item because it was not part of the original drawings and would have to be
considered an extra item. He
further states that there are no funds budgeted for this item.
Further discussion ensues.
No decision was made on this issue.
Fascia and Block Popping “Firewall terminations on exterior” above
Decided to take “block popping” as a separate line item below.
Motion:
William J. Buckley, Jr. moved that the Committee consider the fire wall
termination on the exterior resolved as it is and take the fascia fix and hire a
separate contractor to do it after next Thursday if they don’t hear back from
the contractor.
So moved.
Seconded: Bob Blazek
Discussion:
William J. Buckley, Jr. states that he is giving the contractor until
next week to come back to the Committee with a quote and that he is not
authorizing the work or the money to be spent but rather to have a contractor
that is working for the Committee respond to a request for a proposal.
Stacie Kavle is concerned about how long the contractor has had it.
She is not sure when O&G handed the drawing over.
Louis Rosenblatt states that their turnover time is 24 hours.
William J. Buckley, Jr. states that in an attempt to be fair to the
contractor, the Committee would like to know when the drawings were turned over
to the contractor for a price.
Stacie Kavle asks Louis Rosenblatt to call her tomorrow with that information.
Gary Waugh questions the cost and is
concerned with upsetting the contractor considering the time that Stacie Kavle
has put into resolving this issue.
Louis Rosenblatt agrees to get back to Stacie Kavle tomorrow.
It is agreed that the motion will be addressed next week as the Committee
isn’t sure how long the contractor has had the drawings and has not responded.
William J. Buckley, Jr. withdraws his motion.
Bob Blazek withdraws his second.
Block Popping
Jack Healy states that at the high school in the area where the cafeteria is,
the blocks are popping again. He
notes that the blocks that are popping were installed in 1976.
Gary Waugh states that this is a real issue and that it is in a parent
drop off area and that it looks like the Committee did not resolve the problem.
Jack Healy, Chair states that the problem was resolved and that the
blocks that were replaced have not popped but that other blocks have now popped
from the 1976 addition. He states
that the blocks from the 1955 original building are fine but the blocks from the
1976 addition are the ones causing the issue.
He states that those blocks were poor quality blocks and that a whole
section has been replaced already and that it was never the intention of the
Committee to replace the entire block area. A.
Brooks Fischer states that it is not a structural issue. The allowance was used
to fix what could be fixed with that allowance and now other blocks have popped.
He believes it is a moisture issue and an issue that the school will have
to deal with as an ongoing maintenance issue.
Discussion ensues of possible solutions and of the allowance.
William J. Buckley, Jr. states that this item as it now exists does not
belong to any contractor that the Committee has a contract with.
Jack Healy, Chair agrees. It
is the consensus of the Committee that there is nothing for the Committee to do
on this issue and that it has to be accepted as it is and considers this issue
closed.
Change of Base Color in “A” Wing Science Rooms
A. Brooks Fischer states that he looked at the documentation that called for it
to be done in black and that the architect has accepted it in black if the
Committee agrees. He states
that it matches the other black items in the room.
The Committee unanimously agrees to accept the color as it is now and
consider this item closed.
Change Ramp VCT to Non-slip for Non Code Areas
Jack Healy, Chair states that he did direct the tile to be put down and that one
of the ramps did come back as non-code compliant and was changed to skid
resistant tile.
Motion:
William J. Buckley, Jr. moved to consider this item closed.
So moved.
Seconded: Bob Blazek
Discussion:
A. Brooks Fischer states that Newman asked O&G to confirm the distance of
the ramps so they could confirm that they were within code compliance.
They just want O&G to confirm the distance.
Louis Rosenblatt states that they did have them all inspected and that
the one that was replaced was the only one not in compliance.
A. Brooks Fischer asks that this issue be put off for one week to review
the distance and the code. Louis
Rosenblatt will send A. Brooks Fischer a fax with the dimensions.
Louis Rosenblatt states that they have already gone over this issue with
the building inspector and that it was corrected.
Bob Blazek withdraws his second.
The motion is not heard since no one else would second the motion.
Out of Plumb Column
Louis Rosenblatt states that a column enclosure would be done.
A. Brooks Fischer does not feel that an enclosure would be appropriate.
Stacie Kavle also disagrees with an enclosure.
Mac Bramley wants to know if there are any structural issues.
A. Brooks Fischer states that there is not a structural issue but just a
visual issue. William J. Buckley,
Jr. does not want the liability and wants the architect to give the Committee a
written document. A. Brooks Fischer
states that the architect will give a letter.
A discussion ensues about whether the wall has moved.
Discussion ensues of monitoring the deflection.
William J. Buckley, Jr. would like a structural engineer to look at it
and give a report. Louis
Rosenblatt will get General Welding to get a sign off from a licensed State of
Damaged Walks and Curbs
Louis Rosenblatt states that they have many pictures of the plows on the
sidewalks with chains and there was also a lot of blade rubbing and use of salt.
Gary Waugh states that this issue came up at the Board of Ed meeting by
many residents. He states that Tony
Crowe stated that the damage existed from the beginning and preceded the use of
equipment on it. Gary Waugh states
that he has heard the opposite and that it was the trucks and plows that did the
damage. Louis Rosenblatt states
that he has 25 to 30 pictures as proof.
Jack Healy, Chair states that there were instructions to the Town crew to
not put salt on the newly poured concrete and that he saw for himself and
witnessed a large town truck up on the sidewalk plowing the sidewalks.
He also states that the railing at the
intermediate school was bent and that the concrete was damaged because it was
hit with a snow plow. Discussion
ensues of the use of rock salt.
William J. Buckley, Jr. would like to see the cylinder reports of the concrete.
Jack Healy, Jr. states that the Board of Selectman authorized the
purchase of the correct equipment for the maintenance crew to use and that it is
the school’s responsibility to see that the equipment is properly used and the
work done properly. Gary Waugh
states that the perception is that the concrete is falling apart and defective.
He would like to make sure the public is aware that the issue with the
concrete was caused by maintenance.
Jack Healy, Jr. is upset because there is now an orange tractor by the
cafeteria leaking oil on the asphalt and that he has told them many times that
it has to be moved and it has not been moved. Jack
Healy, Jr. states that the Board of Selectman have purchased the correct
equipment for the crews and that this is the school’s responsibility and that he
has talked to many people at the school and nothing is done.
William J. Buckley, Jr. agrees with Gary Waugh that the Committee needs
the documentation so that the responsibility for the damage is not that of the
Committee but of the maintenance to the property by the school.
Damaged Grass Areas
Jack Healy, Chair states that there are certain areas that have not been allowed
to grow because of truck and tractor traffic.
He states that topsoil is still owed.
He talks about the rocks in the soil.
Louis Rosenblatt states that some core samples can be taken in the areas
of concern and define whether or not those core samples meet the submittal that
had been approved by the landscape architect.
He states that they can also have a landscape architect come out also.
The Committee agrees that Louis Rosenblatt should proceed with getting
the testing done and look into the specifications to see if it the work was done
properly.
A. Brooks Fischer states that there are numerous items on Newman’s punch list
that do not appear on the punch list of O&G and wants the Committee to be aware
of that issue. Jack Healy, Chair states that he only wanted to deal with these
punch list items this evening. Louis
Rosenblatt will talk to George Graikoski about the issue of the two punch lists
and that he will review both punch lists.
He agrees there should only be one punch list.
Discussion ensues.
4. ADJOURNMENT
Jack Healy, Chair asks for a motion to adjourn.
William J. Buckley, Jr. moves to adjourn.
The motion is seconded by Lynn Chapman at
Respectfully submitted,
Marianne Arancio Stilson
Marianne Arancio Stilson
Recording Secretary