MINUTES
LITCHFIELD SCHOOLS BUILDING COMMITTEE
LITCHFIELD INTERMEDIATE SCHOOL LIBRARY
May 18, 2006
A meeting of the Litchfield Schools Building Committee was held on Thursday May 18, 2005 at 7:00 PM in the Litchfield Intermediate School Library.
Present: Jack Healy, Chairman, Stacie Kavle, Mac Bramley, Gary Waugh, Lynn Chapman, Bill Buckley, Kent Gilyard, Robert Blazek, Jeff Zullo
Also in attendance: Dr. Dom Vita, Superintendent, Peg Perusse, School Business Manager, Wayne Shuhi and Frank Simone, BOE members, Louis Rosenblatt, O&G Project Manager, Melissa Corey, O&G Project Engineer, Cynthia Politano, Finance Director; Richard Munday, Peter Bowman, HSN representatives and members of the public.
Chair, Jack Healy called the meeting to order at 7:15 PM
Mac Bramley made motion to table the minutes of the May 4, 2006 meeting until clarification from HSN can be obtained. Seconded by Bill Buckley. All votes were in the affirmative. Motion carried.
Communication:
Jack stated that he and Louis are composing a response to the e-mails from the DEP and will request a meeting with them to discuss to issues and deadlines. Louis stated the silt fence is installed on the higher portion of the property and the topsoil stockpile is being used daily so no seeding at this time is required. Bill questioned if the DEP did in fact do an inspection. Jack responded that it was a result of the April 11th inspection, however at that time; no one had contacted Louis or looked for his documentation. Some questions could have been answered from that information. We do not have a record of the DEP actually being there which will be addressed in the meeting that will be arranged.
Jeff reported that the Board of Finance is pleased with the updates and that we are on schedule and on budget and encourages us to continue.
Jack reported the Board of Selectmen is pleased with the committee’s progress also.
Finance Committee:
Mac Bramley moved for a favorable consideration of payment for the following two invoices from Herbert S. Newman:
Mac Bramley moved to approve two invoices from O&G:
1. Invoice #4 - LIS in the amount of $ 41,169 and
2. Invoice #4 - LHS for $55,870, both for services to date under the base contract. Seconded: Kent Gilyard.
The question was raised on the amount of $1,754.09 to the Town of Litchfield. This led to a discussion explaining this was for a back charge to the Richards Corporation for a spill on 1-28-06. Bill advised this is a service provided by the town, to back bill and Melissa explained there is a revenue item to off set it and Louis agreed. Lynn suggested if it had been previously agreed to then once it has been signed off it should be paid. Vote then taken. All were in the affirmative. There were no abstentions. Motion carried.
Mac suggests continue meeting with HSN regarding item #3 request for overtime and postpone any action to the that meeting. Additional material and numbers are necessary, which were requested at the last meeting. Jack confirmed with Richard the number will be provided to the committee by the next meeting.
Technology Update:
Dr. Vita stated they are moving forward with everyone involved. The CAT6 wiring issue is still being discussed. Louis is now getting estimates to roll it up and leave it in the ceiling when not using CAT6, which will be at no extra cost to the project. Jack asked for the full estimate and explanation of the cost and to identify the technology expenditures. Dom offered infrastructure, some technology and Peggy explained they have many things isolated to the project. Jeff asked for the items to be identified, put on a spreadsheet so can do a cost analysis and would like within the month. Jack feels this would benefit all. Bill added this is needed sooner than later and need to know if numbers carrying on FF&E & technology are accurate. Dom felt that by June 1st they would be able to provide this. Bill asked for a clarification if we are changing the design and who is responsible if it does not work? Richard added he was not aware of any changes and Brooke did attend the meeting and has notes. He will have him forward them to Jack and Peggy on the issue of data drops in general, and if furniture layouts not done in time this could be a big problem so Peggy needs to be certain they are done.
Louis asked the electrician to provide a layout as they move through the project then sign of with FF&E & _______. Bill added the need to be certain the architect who designed it is keeping in contact with the construction manager to be sure they are aware of any changes and that they meet the code. Louis stated if any modification in the document, he must be notified. Bill added the furniture layout is also an important part of CO such as the means of egress for code compliance. Jack explained the schools took responsibility to put their needs together so they need to get those to the architect. Richard recommended a process that they will take responsibility for the furniture placement for code compliance, but they will not be responsible for furniture design if we have not been properly involved in and will not really know what is involved until in it.
Peter added there are many codes that will come into play. Jack feels if the architect is responsible for the CO then the layout falls under their responsibility. Bill suggests that Louis coordinate with the architect and the construction manager before the furniture ordering is done. Jeff questioned if the town building official could assist with this. Bill stated no we would want a plan stamped & signed by a design professional for approval. Mac feels have had some technology savings and money is available for furniture so there is a need to have the plan on paper ASAP. Bill said he was not sure who has the authority to approve the egress if it is the building official or the fire marshal, but they too should be made aware of changes. Wayne stated the IT department supports and maintains the system; they do not design it but should have input. He suggests hiring a design technical person who knows our system and situation and who could play a bigger role. Dom stated they felt they had been given the option on what they needed, Jack agreed, but advised you should work with HSN. Lynn suggested they do the layout; give it to the vendor as an overlay to the architect’s plan. Louis suggested let the vendor do his thing then he give it to the design professional to do the design and then the vendor. Peter felt waiting for the vendor could be too late and expensive to change. Bill and Stacie want the school involved and then the architectural design professional.
Bill Buckley moved to have the architect submit a proposal to do the work of laying out the furniture in both schools. Seconded: Mac Bramley. Discussion Bill suggests having a coordination meeting with the school and vendor with the architect’s stamped drawings. Jeff stated then it would go to bid. Peggy agreed to have the architect do the whole thing and Lynn suggests the architect break it down by school. Vote taken. All voted aye. No abstentions. Motion passed.
Jack asked Richard to provide a proposal by June 1st to him and he will e-mail it to everyone. Richard stated he would get a schedule from the construction manager as to when this needs to be done so will be on schedule. They usually do this when designing building not while in construction so need information ASAP. Gary asked Mac if we have budgeted for this and he advised no, however $80,000 has been taken out. Jack asked for a clarification. Mac offered $ 2.1 million for all consultants including the $80,000 still in the budget and $ 2.134 million includes $26,000 for technology. Gary questioned going to contingency. Mac advised no, Louis said the 2.9 million includes more. Bill then stated we are looking for a breakdown of numbers so we can look for money allocated vs. additional services so not taking out of contingency, the need for a breakdown of architect and construction manage of soft costs is necessary now.
Architect and Construction Manager Update:
Louis presented packages and a cost control report; O&G hard cost area 15121 should be broken down to estimated changes and pending charges. CM7 is a back charge for oil tank, and contingency is 1.2 million for LHS. Soft cost reports from Peggy’s office will get getting their numbers into the report. He also stated they could report potential change charges against contingency not managing soft cost because that goes through Peggy’s department so he is unable to post until it gets to him then goes to HSN. Jack asked if could add a line item? Louis said O&G in hard cost could get breakdown of the budget and how received. Jack asked if added two construction manager fees? Louis stated no construction manager fee & construction fee are separate and if we have a mod or change will it show as change order. Jeff asked Cynthia if bonding cost carrying $250,000 why show over $193,000 on bonding cost at LHS and $102,000 on bonding cost at LIS? Cynthia gave explanation. Bill then asked if add project totals should you get $33, million because I figure it comes up to $34 million. Jeff and Mac both feel the need to reconcile these numbers. Jack asked Louis to go back and explain some of these numbers. Bill suggests taking the soft cost, doing a breakdown, then show the construction manager and architect cost on a detail sheet so adds up to what we have or spend and what we can put back into contingency. Louis agrees the project total should be $33 million and it is not. Jeff feels the project costs are the correct numbers without contingency. Louis will go through to correct for next meeting. Jack & Jeff advised Peggy to get a breakdown of soft cost and Cynthia should do the same.
Discussion was then held on the R5s and RFI’s. Richard stated there are a few R5s but very few are unanswered. He feels weekly reporting seems to be in good shape and Louis stated the RFI’s are in the office, about 130 for LHS and 40-50 for LIS. Jack added it is important to be on top of these. Louis feels the most important are the submittals that need to be acted on by the architect and engineers. Louis said a “dunning” letter was sent to Titan Roofing because they are slow in answering the submittal. These have been addressed at the weekly meetings. Louis stated he is trying to establish a trend report from the submittal report so will know in the future if anyone is slow in answering. Jeff commended Richard & Louis on their reporting and asked if they could be e-mailed and Bill requested a hard copy at the meeting.
Bill stated he had requested the glass at LIS be on the agenda, it isn’t so asked the construction manager & architect where are we with it? Richard stated the drawings are with the structural engineer who stated additional steel not necessary so they are ready to be released to Louis and construction manager. Louis stated he is waiting to see if the cost submitted that was submitted is the same before proceeding, he does not feel there will be a problem. Bill questioned the drawing from the architect, Louis responded no, bid on ________.
Bill Buckley motioned to eliminate the glass change from the project. Seconded by Jeff Zullo for discussion. Bill restated his position as in the past. Still is concerned that approval was given when meeting was sparsely attended, minutes reflects BOE’s opinion of spending the money elsewhere better use of money and thinks this may have a negative impact on the construction schedule. Bob requested Stacie’s opinion and she responded that the $20,000 extra spending would do more for the building because of its impact on the view and feels it would be short sided to eliminate. Kent feels this greatly enhances the building. Gary’s understanding is going back to no glass will incur a $7,000 cost. Mac stated he respects the will of the majority. Vote taken: Affirmative: Bill Buckley. Negative: Robert Blazek, Gary Waugh, Stacie Kavle, Lynn Chapman, Kent Gilyard, Jeff Zullo, Kent Gilyard, Mac Bramley. There were no abstentions. Motion failed.
Jeff observed and stated the parking is a problem; students are parking along the road, which could cause additional problems. Perhaps we should be looking for more parking areas. Bill suggests putting this on the list of additional items to look at. Mac asked for the status of the field house and Jeff replied the selectmen chose not to endorse it so no field house at this time.
Review Short-Term Interest Costs:
Jeff Zullo motioned to add a line item under interim anticipated interest financing of $300,000. Seconded by Bill Buckley for discussion. Jeff advised the group by being conservative use $300,000. Bill asked why we wouldn’t take the $985,000,lower it by $ 300,000 and move to contingency and not have another line item. Jeff stated he is reflecting on owner cost reduction, still carrying $985,000 but continued as an off set. Kent asked if the town wants to take our windfall and put it into the general fund. Jeff said the town is borrowing recent issue of 5 million at 3.289% and investing at 4 % so the town will realize an income and is applying it to the town budget but will not spend on short-term interest. Jack stated he was told all money generated goes to capitol and Cynthia stated interest earning have gone to the town’s General Fund. Jeff confirmed the interest goes to the operating budget of the Town.
Mac questioned the estimated project completion date. Louis stated 2007 for LHS and new buildings by September ’06. Mac asked if 1-1-08 was a substantial completion date then why funding the $471 million for 2009, and paying bonding costs. Gary asked if we make a decision tonight is there a need to be sanctioned by any other committee. Jack response was we could not move that money because of the way the referendum was written, will not allow for it. Jeff suggests not spending as much on interest bonding rate and use the credit to apply to the debt. Jack advised cannot move from this line item to contingency. Bill stated we were in charge of short-term interest and two numbers are already down so who is telling us we can’t eliminate line items? Jeff advised the budget line item is our responsibility, $ 200,000 for LHS & $ 100,000 for LIS and the Board of Finance endorsees this but not certain if must carry these credits against the total budget. Bill added to subtract the $ 7500 from somewhere take $ 300,000 off and carry $400,000. Jeff asked if we could get an opinion on this. Kent added because of BOF backing this is the way to go and we should benefit by it, either way.
Mac moved to amend the motion to substitute $ 400,000 for $ 300,000, Bill seconded. Vote affirmative: Mac Bramley, Negative: Bill Buckley, Jeff Zullo, Gary Waugh, Kent Gilyard, Stacie Kavle, Lynn Chapman. Motion Denied. There were no abstentions.
Jeff felt it is too risky trying to take this to offset the bonding cost, will know savings in February do calculations then. Mac suggested tabling action to see what could go in, Jeff asked why, Bill advised can’t table, Robert agrees $300,000 good amount. Bill feels this is too confusing; carrying parenthetical numbers just lower the number. Lynn agreed with Bill even with the bonding cost. Peggy said the cost report will be corrected to move actual interest cost to the interim financing budget lines. Jeff added does not have a problem with this but do need to appropriate.
Vote: Affirmative Robert Blazek. Negative: Jeff Zullo, Stacie Kavle, Lynn Chapman, Gary Waugh, Kent Gilyard, Mac Bramley, Bill Buckley. There were no abstentions. Motion denied.
Bill then moved to lower the current short-term interest borrowing of $ 985,000 to $ 685,000 and propose $ 300,000 savings put into the contingency line item. Seconded: Jeff Zullo, Vote Affirmative: Jeff Zullo, Stacie Kavle, Lynn Chapman, Gary Waugh, Kent Gilyard, Mac Bramley, Bill Buckley. Negative: Jack Healy. There were no abstentions. Motion passed.
Future Agenda Items:
Schedule a walk of the site before the next meeting with Louis.
Lists previously mentioned should be ready for distribution.
Mac moved to adjourn the meeting, seconded by Bill. All votes in the affirmative, no abstentions, motion carried. Meeting was adjourned at 9:25.
Respectfully submitted,
Elisa C. Bauer
Recorder