MINUTES
LITCHFIELD SCHOOLS BUILDING COMMITTEE
LITCHFIELD INTERMEDIATE SCHOOL LIBRARY
May 4, 2006
A meeting of the Litchfield Schools Building Committee was held on Thursday May 4, 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
Also in attendance: Dr. Dom Vita, Superintendent, Peg Perusse, School Business Manager, Wayne Shuhi and Frank Simone, BOE members, Dr. Timothy Breslin, Principal; Louis Rosenblatt, O&G Project Manager, Leo Paul, First Selectman, Cynthia Politano, Finance Director; Richard Munday, HSN representative and members of the public.
Chairman, Jack Healy called the meeting to order at 7:05 PM
Motion was made by Mac Bramley to approve the minutes of the April 20, 2006 meeting. Seconded by Stacie Kavle. Motion Carried. All votes were in the affirmative except Bill Buckley & Kent Gilyard who abstained.
Communication:
Jack stated he will continue to forward e-mails that he receives to all members, and he responded to Betsy Glassman’s e-mail regarding the silt fencing. Louis is keeping a report on his inspections of the silt fencing especially during this period of heavy rain. He has a copy of this report if anyone should want one they can contact him. Bill mentioned that the courtyard at LIS could probably use another layer of hay and Louis offered to arrange for that.
Jack advised the group that Louis, Richard and he had a meeting yesterday on communication issues. Louis gave a review of meeting and added that Peter Bowman was also in attendance. They discussed communicating change orders, and minute transmittals. HSN will participate in editing of minutes. Bill asked if this was part of basic service and was told yes by Jack and Richard.
Finance Update:
Mac Bramley moved to pay all bills that had been discussed at the financial sub-committee meeting. Second Kent Gilyard. All were in the affirmative. There were no abstentions. Motion carried.
Seconded Bill Buckley. All votes were in the affirmative. There were no abstentions. Motion carried.
Seconded Kent Gilyard. All votes in the affirmative. There were no abstentions. Motion carried.
Seconded by Kent Gilyard. All votes in the affirmative. There were no abstentions. Motion carried.
All 5 invoices have a received date of 5-3-06. Seconded by Kent Gilyard. All votes in the affirmative. There were no abstentions. Motion carried.
14. D.T.C. – Invoice # 19306, for in the amount of $662.00 dated 4-27-06 with $218.62 for LIS, and $443.38 for LHS, for asbestos abatement. Mac moved to present this invoice for discussion. Second: Kent Gilyard.
Louis was asked who is responsible for this asbestos abatement? Mac stated there was not a sign off from either party, and Jack questioned if the bills are reviewed before we pay them. Louis said he would look at the consulting services.
Bill motioned to pay this invoice after it is subject to a satisfactory approval of the construction manager. Seconded by Kent Gilyard. All votes in the affirmative. There were no abstentions
Motion carried.
Louis explained that the company is now in receivership of the new council and will review the bill amount against what has already been paid and will e-mail his results to everyone.
Mac requested a discussion of two additional items of charges in the amount of $26,860 for forensic survey and reports. Because no specific documentations have been presented he suggests that HSN come up with a reasonable, fair & equitable number, and submit it at the next meeting and that amount will then be considered. He also suggests HSN submit at the next meeting the number of additional meetings attended for the Land Use Boards and unplanned referendums for review.
Bill motioned to accept the financial report and adopt a recommendation on the two HSN bills and make two lump sum payments. Seconded by Kent Gilyard, All votes in the affirmative. There were no abstentions. Motion carried.
Technology Update:
Louis reported that a meeting was held this morning and technology concerns for the building project was discussed and will be addressed in the minutes. CAT 5 vs. CAT 6 cabling was discussed and decided all CAT 5 will be pulled out and replaced with CAT 6. CAT 5 will be abandoned and replaced with CAT 6 for feed locations and other locations will be cut and left in the ceiling. All concerns were resolved and agreed upon. Jack questioned getting an estimate for the work of replacing the CAT 5 with CAT 6 for the committee. Contractor will be responsible for CAT 6 and if__________________will use as negotiation as CAT 5.
Dr. Vita expects to meet next week with the group to determine what needs to be replaced with FF&E. Jack questioned if they could include a printout of the location of desks, etc. Louis agreed to have a coordinators meeting to be certain everyone is under the same understanding. Peggy said she would work with the Department of Education to get reimbursements.
LIS Glass Improvement:
Bill asked if the glass had been added on to the LIS addition and was told yes. Bill then moved to
go back to the original design agreement. Seconded by Mac Bramley. Discussion followed with Bill making the statement that the vote ended in a tie so he feels the design should be left as it was and not spend the extra $20,000.00 from contingency this early in the project. He also stated that because the original drop-dead date was not valid that addressing it at each meeting to follow is appropriate. Vote taken. For: Bill Buckley, Mac Bramley, Jack Healy. Against: Kent Gilyard, Stacie Kavle, Lynn Chapman, Gary Waugh. Motion denied. There were no abstentions.
**
Architect and Construction Manager Update:
Louis advised the committee the glass is due in approximately 60 days. The soft cost requests and reports were given. The proposal needs negotiating because Louis found a large difference in the money and he will use that as a negotiation tool. Jack pointed out that #6 was well below the original prediction. Louis said all contractors are to maintain existing utilities and some are still in operation of the school. Jack questioned if additional changes are in the report. Louis advised that the soft cost is a line item. Jack questioned how they are tracked? Louis explained a cost code has been established so if additional service is required a change order will have to be issued. Jack asked how those would get to Louis and Richard said he would copy the request and forward to the necessary party. Jack asked that they be always forwarded to Louis. Richard stated he could provide the document that tracks the relation to these change orders. Jack asked how get the number to Louis and Richard stated he would give the information to Louis who will forward to Peggy. Peggy added it would need to be sent to the state also. Richard questioned if the fees were eligible for construction costs and if they are pro-rated. Peggy advised a percentage of the cost is illegible at the end of the project, but change orders are different, only if an eligible item is it considered. Richard stated he doesn’t think need to track that precisely. Bill felt as a result of tonight’s action regarding the forensic study at LHS a total $2,900,00.00 includes architectural fees; sub-consultants so took the original $55,000 and reduced it to 37,000. Mac identified that line item $7,000.00 but Bill said the line item was an allowance to reduce fees to $ 26,680 and that should have lowered the line item that should be reflected so there is the need to modify. Mac stated there hasn’t been a payment in several weeks. Bill reminded the group a vote was taken tonight to change the $ 55,000 allowance in the Newman contract to a lump sum amount of $26,860. for Newman and $10,??? for Newman’s sub-consultants. A contract modification with Newman needs to be submitted; the committee voted in effect to change the $55,000 down to $37,??? therefore we need a contract modification to accomplish this with Newman.
??????????????????????? .
Louis advised 2928 is a 55,000 line item and voted to bring in another number so need to write a letter via a modification to the contract to show this. Mac added we have an additional line item and also a modification for basic service needs to be done. Richard stated once we accept a CO it becomes a modification of the contract. Jack thought with professional is contract modification and individuals can be CO. Louis said the estimated change column will carry and in the pending change line there will be an approved line as they are approved, and will get the numbers on the report from contingency have 1,460,000 as hard costs with the potential to reduce the construction and LIS with a potential impact of 735,000. Jack procedural or when Richard provides the documentation. Louis advised can do now, flooring is an estimated charge so when final negotiation done and approved it will show all changes as the estimated cost-negotiated cost and the approved cost. Bill asked if with the LIS cancellation of glass needs to add that back in, #8 will get cancelled, Louis responded that is correct. Louis then stated the window estimate line $28,000 roofing giving back 8,000 in the estimated column. Jack stated it would be interesting to see what happening Louis is making values engineering
Mac asked about the footing depth issue. Louis said they are deeper at the old boiler room location & old entrance, 22’, and were suppose to be 17’ but they have come up with an idea to rectify the issue. Mac questioned if resolved and Louis responded affirmative. Gary questioned when the steel for LHS going up and Louis advised probably in the next couple of weeks, the last piece was put up at LIS today. Jack stated the O&G’s safety inspector does make recommendations also and Louis stated the concrete company was fined $600. Already and need to talk on how to handle this. Jack stated meetings are held every Wednesday and anyone can attend.
Richard reported the job is going very well and feels at this point there is a small draw on change orders. Richard explained to the committee that Peter Bowman attended last month’s meeting, he is experienced and has worked very well with O&G in the past and he will now take a larger role in this project and Brooks will be will be less involved and away for about 8 weeks. Tim has brought this project through the design stage so he too will be off of this project for now. In the future Peter and Richard will be more in contact with this project.
Jack question using the established proceed for change orders and Richard agreed would be helpful to be aware of what is going on in the field. Jack asked about the color selection and was told it is proceeding.
Bill stated that during a previous meeting a list was to be made of items for example that have been cut, soft costs, paving etc. Will the architect and construction manager do that and get a draft circulated so all members will have a chance for input. This should make it somewhat easier when deciding on spending additional monies.
Gary supports the idea and would like to see the lighting revisited at the LIS gym and questions when the list decision needs to be made. Richard doesn’t feel we need do this now because we will start to get bigger hits and would be more appropriate to do it then.
Jack asked Richard if he does this and he responded yes, gym windows etc. Bill questioned if the windows were see through and told yes. Gary also suggested adding to the list when decision would need to be made by. Jack then gave the task to Louis and Richard to compose a list for all members.
Future Agenda Items:
Bill asked for the LIS glass issue to be put on the next agenda. Gary stated he feels should move on, has been voted down three times and is a waste of time and energy.
Mac moved to adjourn the meeting, seconded by Bill. All votes in the affirmative, no abstentions, motion carried. Meeting was adjourned at 8:30
Respectfully submitted,
Elisa C. Bauer
Recorder