Litchfield Schools Building Committee

Meeting Minutes

LOCATION                                                                  Litchfield Intermediate School Library   

DATE OF MEETING                                                     May 3, 2007     

TIME MEETING STARTED                                          7:08 PM

PERSON PREPARING THE MINUTES                                    Marianne Arancio Stilson

MEMBERS PRESENT

1.  Stacie Kavle, Vice Chair                                2.  Lynn Chapman

3.  William J. Buckley, Jr.                                   4.  Kent Gilyard                       

5.  Bob Blazek                                                   6.  Gary Waugh - BOE Representative

7. Jeff Zullo, Treasurer & BOF Representative    8.  Mac Bramley

MEMBERS ABSENT

1.  Jack Healy, Chair & BOS Representative      

OTHERS PRESENT

Peggy Perusse, Richard Munday of Herbert S. Newman, George Graikoski & Louis Rosenblatt of O&G, Wayne Shuhi from the BOE, Winnie Harrison and Tony Crowe and two other members of the public.

QUORUM PRESENT                                                    Yes    

1.  CALL TO ORDER

Stacie Kavle, Acting Chair in the absence of Jack Healy, Chair called the meeting to order at 7:08 PM.  

2.  APPROVAL OF MINUTES

Motion: Mac Bramley moved to approve the meeting minutes of March 15, 2007 as presented.

So moved.  Seconded:  Kent Gilyard

Discussion:  None

Vote:  Abstention:  Jeffrey Zullo, Lynn Chapman & Bob Blazek      

Opposed:  none.

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

Motion: William J. Buckley, Jr. moved to approve the meeting minutes of April 19, 2007 as presented.

So moved.  Seconded:  Kent Gilyard

Discussion:  None

Vote:  Abstention: Mac Bramley & Lynn Chapman     

Opposed:  none.

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

3.  PUBLIC PARTICIPATION

None.

4.  COMMUNICATION

Report from Jeff Zullo on BOF Communication

Jeff Zullo reports that there is no recent activity to report.  He states that the BOF is pleased. Gary asks Wayne Shuhi about the joint meeting.  Wayne reports the joint meeting will be for discussion purposes at the next regular meeting.  Discussion ensued about putting this item on the agenda for the BOF.  Wayne Shuhi will look into that. 

Report from Gary Waugh on BOE Communication

Gary Waugh reports that the Board of Ed meeting with the Committee will be on May 17^th during the Litchfield Schools Building Committee next scheduled meeting and will be a discussion with the members of the Committee. 

Report from Jack Healy on BOS Communication

None.

William J. Buckley, Jr. reports that Richard Munday from Herbert S. Newman will be coming this evening in place of Peter Bowman and that it would be prudent to wait until the architect arrives for any discussion that may take place on Agenda #5 ARCHITECT/CONSTRUCTION MANAGER UPDATES.

Motion:  William J. Buckley, Jr. moved that items #6 FINANCE COMMITTEE – Take actions as needed of the agenda this evening be moved to after #4 Communications.

So moved.  Seconded:  Mac Bramley

Discussion:   None.

Vote:  Abstention:  none.       Opposed: none.

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

6.  FINANCE COMMITTEE – Take actions as needed

William J. Buckley, Jr. reports that the Finance Committee did not meet this evening at 6:00 PM because no quorum was present.  He also states that there was a communication problem with getting that information to all the members of the committee and other participants.

Approval of Invoices

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

So moved.    Seconded: Kent Gilyard 

Discussion:  None.

Vote:  Abstention: none.  Objection:  none.  

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

Motion:  William J. Buckley, Jr. moved that the following split invoices be approved.  

For a subtotal of $3,320.00

So moved.  Seconded: Kent Gilyard

Discussion:  Mac Bramley inquires on when this invoice stops.  William J. Buckley, Jr. responds that it is for a 42 month period and tied to the contract.  He notes that it will end in November and notes that the contract was executed on May 6, 2004 for a term of 42 months. He will ask Jack Healy, Chair to look into this to be sure that the information is correct. 

Vote:  Abstention: none.  Objection: Mac Bramley

Absent:  Jack Healy, Chair

Ayes:  William J. Buckley, Jr., Kent Gilyard, Bob Blazek, Gary Waugh, Jeff Zullo, Stacie Kavle, Vice Chair & Lynn Chapman   

Motion passed.

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

So moved.  Seconded: Kent Gilyard

Discussion:  None.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

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

So moved.   Seconded: Lynn Chapman

Discussion:  William J. Buckley, Jr. notes that this is the normal percentage increase and it is up to 76%.  He also notes that the $250,580.00 total is for contract administration and including this invoice brings the total to $190,440.80.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

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

So moved.  Seconded: Kent Gilyard

Discussion:  William J. Buckley, Jr. reports that this is also a normal invoice for contract administration and includes miscellaneous kitchen consulting work.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be forwarded to the Chairman for approval not to exceed $7,500.00. 

So moved.  Seconded: Kent Gilyard

Discussion:  Mac Bramley inquires about the invoice.  William J. Buckley, Jr. states it is for professional services rendered from March 14 to April 2 for Tim (2 hours) & Brooks (1/2 hour).  There is an email attached to this invoice and the total is for FF&E and that the Chairman needs to be sure the total amount does not to exceed $7,500.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

Motion:  William J. Buckley, Jr. moved that following invoices for Herbert S. Newman is carried to the next meeting for the finance committee to review the information that was submitted today before paying.

All marked “Held Pending Detail”

For a subtotal of $33,132.45

So moved.  Seconded: Gary Waugh

Discussion:  None.

Vote:  Abstention: none.  Objection:  none. 

Absent:  Jack Healy, Chair

All ayes.  Motion passed.

Motion:  William J. Buckley, Jr. moved that following invoice for Herbert S. Newman is carried to the next meeting for the finance committee to review the information that was submitted today before paying.

All Marked “Held Pending Detail”

So moved.  Seconded: Kent Gilyard

Discussion:  None.