MINUTES

LITCHFIELD SCHOOLS BUILDING COMMITTEE

LITCHFIELD INTERMEDIATE SCHOOL LIBRARY

June 15, 2006

A meeting of the Litchfield Schools Building Committee was held on Thursday June 15, 2006 at 7:00 PM in the Litchfield Intermediate School Library.

Present: Jack Healy, Chairman, Stacie Kavle, Mac Bramley, Gary Waugh, Lynn Chapman, Bill Buckley, Robert Blazek, Jeff Zullo

Also in attendance: Dr. Dom Vita, Superintendent, Peg Perusse, School Business Manager, Andrienne Longobucco, Principal Center School, Wayne Shuhi and Frank Simone, BOE members, Louis Rosenblatt, O&G Project Manager, Peter Bowman, HSN representative and members of the public.

Chair, Jack Healy called the meeting to order at 7:12 PM

Bill Buckley made motion to approve the minutes of the May 18, 2006 meeting with corrections Seconded by Stacie Kavle.  All votes were in the affirmative. Motion carried.

Public Participation: Kim Beres member of the Education Foundation addressed the issue of their brick fund raising project.  She explained the progress of the project and their next step is to secure a location for the bricks in the walkways at LHS & LIS.  After a discussion of size, color, possible locations and actual placement of the bricks it was suggested by Louis that the location be similar to a patio/congregation area rather than part of the sidewalks.  Stacie added that this project is not part of the cost of the school project and Kim advised the work is all at the expense of the foundation.  Jack advised Kim to work with Louis, Peter and Dom to locate the area and proceed under the advisement of Louis.

Communication:

Gary reported from the May 3^rd meeting of the BOE that the board is pleased with the way the project is proceeding and staying on budget.  The Chair thanks the committee for their endeavors and wants to especially thank Bill for his prudence regarding the finances.  Jack stated he has been e-mailing members information as he gets it.  The Inlands/Wetlands reported they are impressed with the job Louis and his people are doing.  A request was made for the road to be swept after heavy rain storms.  Louis reported the DEP was happy with the site, and made some suggestions of adding ___________to the silt fencing.  They also felt redesigning the drainage on Constitution Rd should be considered.  An RFI to HSN to design two catch basins to the new detention system etc.  They also suggested seeding now in each area worked in and wants copies of our S&E meetings.  Gary asked for a report on the gym and was told would be in Louis’ report.

Finance Committee:

Mac Bramley reported the previous meeting with HSN was not productive.  HSN is requesting additional compensation but cannot reconcile what events qualify for that compensation.  Bill spoke about the continqency ¼ million above what was already agreed to and still not sure what their claim is.  Robert asked about the 22 claims that HSN spoke about during the Finance Committee meeting and if we are aware that these were occurring.  Mac said HSN claims have exceeded our agreement and they are trying to get more money from us.  Jack asked to make thing more productive.  HSN’s format is not understandable and wants to meet with HSN to come up with a way to relate the information needed to us.  Bill stated it is up to Richard to identify what extra claims are from and not just due to escalation of costs.  Gary suggests a meeting with a member of the design and finance committees and HSN to give a final answer.  Robert questioned who would give the approval to pay them extra.  Mac explained specific direction has been given to HSN with no response back to us.  We are basically spending tax payers money without permission.  He feels our budget is not discretionary and that a disinterested third party may be needed to make the decision if extra money is warranted.  Bill doesn’t feel we should send people to HSN, he feels it is better if the whole committee hears Richard’s claim about extraordinary cost escalation and just because they go over the scheduled amount doesn’t mean they will get the extra money.  Jack said we are not getting anywhere and need to do something else now.  Mac responded that the request was made tonight for explanations.  Mac stated at our initial meeting we requested, from Richard, the information we are looking for, but Richard stated he didn’t know.  The question, is HSN thinking that the  project is under budget so it enables them to ask for more money.  Gary feels they should be able to quantify their hours if requesting more money. Stacie questioned the Callahan spread sheet.  Mac advised it was unofficial and never presented formally.  Stacie stated there are two issues, budget and the design changes because of the environment.  Bill stated to understand the type of contract on LHS, HSN bill is in five categories and billed as a lump sum, but Richard is not giving an explanation of those categories and their costs.  Peter should give it back to Richard because it was agreed to give us the percent of the tasks complete to be paid but not until an explanation is given.  Jack’s concern and problem is the reference to the memo by O&G on the percent of cost increase to the projects.  The Sept. ’05 memo from O&G stated the cost escalation but the design was already done so that is not pertinent to what referring to now.  Bill stated at the May 14, 2006 finance committee meeting a lump sum amount for additional compensation was voted on to be reimbursed $10,000, but only after reconciling the number of hours etc.  Mac stated HSN has already been reimbursed for the extra Land Use meetings attended.Gary questioned the next step and Bob questioned if it should be agenda item for next meeting.  Bill advised Jeff made a motion and was passed by the Finance Committee in lieu of doing that HSN needs to make a presentation as previously requested.  Peter suggested finding the spread sheet and let HSN go through it and expand on it.  Bill asked for Tim’s input because he had attended more meetings than Richard and he should be shared that information with us.  Peter feels repeating work effort and the general benefits from HSN efforts should be compensated.  Bob requested this matter to be brought to the entire meeting.  Jack reminded Peter that Richard was to remove the money for the gym cost from the spread sheet which wasn’t done yet either.

Bill then motioned to pay the bills and verified they are all properly signed and certified.  See attachment #1 for complete list.

Technology Presentation:

Andrienne introduced Don Mason, Project Management, who gave a presentation on projectors vs. TV and feels the projector is the better product.  Questions from the committee were: if entire building would need to be retrofit and if existing analog system needs to be changed, Jeff questioned if the cost of head end file server is about 5% per year , classroom project between 6-7 years and have a limited life.  Wayne offered the $53,000 quote was for 6 channels.  Dom classrooms now use tape completely, new can show specific time when using video.  Jeff questioned TVs or flat screens and Dom stated a profession model TV is what is needed.  Jack questioned CRT or  36” Sony TV for $1790 or a projector for $1805, Stacie stated cable costs are 53K for head end vs. 25K to add coaxial cable into 15 rooms and questioned if both need coaxial.  Dom stated not necessary to have coaxial with projectors.  Jeff asked if using all CAT6, Jack advised yes, then asked why wire vs. wireless and Dom added not there yet.  Andrienne stated the additional cost not associated with the flat screen in public areas are not included and are about $2500/screen and need 6 data switches for about $27,000 of that $12,000 has in grant money towards that expense.  The data enclosures appear to be a wash.  Dom asked for direction from the building committee toward cost concerns and Jack stated the need to see specifics to decide and to check with Louis for budget money.  Jeff asked for list of needs with their cost and Louis offered to put into a spread sheet and Dom will try to do this for the next meeting.  Jack asked Peter if the architect needs to review any of this and he stated no, just the mounting.  Andrienne stated have $53,000 for distribution and asked Louis to check as to what has already been to bid from the cost of distribution so far.  Louis asked to specify the cable they are requesting for the intra-structure and will offer as RFP.  Jack asked if in contract?  Louis to run cable with__________.  Andrienne suggests including video redistribution if any redesign necessary and Wayne stated if any problem running coaxial prefers digital and check if in original plan, to be sure prices in place to make it work.  Jack requested it be brought to the next meeting.

FF&E Update:

Information from Richard was have $87,000 allowance and to date has used $80,000 and feels this is a difficult number to stay with, Jeff asked why make proposal and Jack stated need to get things going too ambiguous what asking for.  Louis stated they are obligated to see it through as part of their contract.  Peter stated Richard needs dates from O&G for coordination.  Peggy stated Richard was suppose to do that proposal for the layout.  Jeff suggests proceed with the $87,000 or get an alternative from suppliers.  Jack advised code issues were addressed and to ask Richard for the information.  Lynn questioned if the furniture layout goes to the officials and Peg stated no, they need to go to the state, not sure what Richard will do.  Lynn asked how to know if furniture is to code, Peter stated if they provide what is needed the furniture people will be responsible not them.  Lynn questioned state approval and Peter stated the town goes for state approval because they are the user.  Dom doesn’t know the $ amount available to for this design but will get the proper approvals when he knows this.  Jeff question if possible to start with a supplier, contact HSN for a review of the layout for code compliance?  Peter stated Richard would be more comfortable with that LHS-R5-4 return grills needs to coordinate.  Jack questioned if HSN doing this and Jeff asked for hourly rate to be reviewed with Louis and the school?  Louis stated whoever doing business with will have a scope and HSN will review.  Peggy asked if Richard’s proposal of $87,000 was the entire amount.  Louis said he is still waiting for information, Peggy stated if more comfortable with HSN doing it to go ahead with that. Jeff asked if the furniture will be bid by August, Peg stated yes, Jeff asked if this group is willing to do this, Peg again stated yes has group that will do this, Louis stated it is part of the scope and Dom suggested doing in phases.

Jeff Zullo moved: the Building Committed recommends the school administration to work with the current vendor to develop the scope of the work, bid the project, contract with HSN for the hourly rate to be in compliance the building code.  Seconded: Lynn Chapman.  Jack asked HSN to do and Gary questioned if the bid goes to the state and was advised yes.  Lynn stated this is a good way to begin start with the middle school and then 10^th grade up?  Peggy offered administration then guidance.  Dom stated they will try to use old furniture throughout the year.  Jeff asked to do a plan replacing everything but  Dom advised no need to replace all at this time.  Jack stated should have now so later can decide what needed and if more money is available for these requests.  Peggy reminded that not all is re-reimbursable and  Jack stated that HSN will be responsible for code compliance.  Vote taken:  All ayes, no abstentions, motion passed.

Architect and Construction Manager Update:

Louis explained __________-existing conditions without any distress but new load on curb is the wind code but doesn’t meet code for when it was build.  Building 2 existing columns, south wall, four columns or pull curtain wall out and create a beam.  Peter stated it is not required to update the wall but it doesn’t meet code and questioned if should we do this and if yes what do?  Jack stated he got information that the glass contractor put a ladder to the wall and it moved, hearing safety issue.  Jeff asked for a solution ASAP and questioned if new glass can anything to the wall?  Mac asked about the 10x10 run off onto the basketball floor, Louis explained how to form the wall & ceiling and gave suggestions to repair from the inside.  Jeff asked how to interface with new glass and existing envelope there now so can install glass this summer and then rebuild?  Peter stated only the south wall.  Jeff stated he & Stacie walked the______________.  Louis for the fix do it on the inside or outside of the gym.  Jack asked too major will be extra costs, curtain wall need to do something with the south wall, Jeff questioned time to do this and Louis stated he will have 3 or 4 options, scope & cost to do the repair.

Jeff Zullo moved that the Building Committee direct HSN and O&G to provide the Building Committee with the conceptual options to provide improvements to meet code compliance of the south gym wall.  Seconded: Gary Waugh.  Jack questioned additional cost, Louis advised no, Jeff asked for opinions scope & schedule with their recommendations.  Vote all ayes, no abstentions, motion carried.

Gary asked if from the previous list of potential things that could be done if the gym ceiling was being replaced.  Louis advised it was but the cost of $37,000 needs approval to proceed.  Jack stated already had approval.  Gary asked if disturbing the ceiling would cost be more to complete?  Louis said the ceiling options will be 1/2’ laminated & will clean the beams.  Gary asked when roof is complete will there be no underlay, and battle ship gray as last shown?  Bob question the durability of that and Louis stated make ½” fiber board vs. sheetrock with channel firing and if got cost of fiberboard and was told yes.  Lynn asked if the sheetrock would be painted to protect it, and Stacie asked what would last longer.  Louis felt the money would double with blue board and skin coat.  Jack asked when would do this?  Jeff stated the front wall of the gym is concerned environmentally with extra moisture thru the wall should get estimate on cladding and don’t leave the exterior wall as is.  Peter feels get a defector beyond the 5”s and want to kick it ways-French drain.  Louis French drain should increase to 4-5 needs information from Peter because of wind.  Jack questioned this will be a standard RFI? 

Louis presented cost report to members.  He pointed out the contingency was $1,446, for LHS is now $1,467, another thing happening change orders trying to balance daily.  Road core samples were good, saving here approximately $125,000, change orders are falling off and coming up with ways to save money.  Have a new site engineer.  $97,000 credit between two schools thinks will be about $115,000.  Jack asked if funds available and Louis felt they were doing okay.  LIS sheet showed soft costs up-to-date. $99,000 budget revision for contingency $740,000 to $809,000, committed was wrong changed, to add up to 33,000,000.  Jeff felt it was $146,000 and $827,000 for a total of $2.3 million and was to deduct the owner soft cost.  Jack asked Louis to begin to look at that.  Louis also gave an asbestos abatement sheet.  Peter stated they are all set.  Jeff asked for an alternate list with dollar item.  Jack feels need to talk about this it and the need to know if the schedule will be implication.  Jeff also brought up additional parking.  Jack felt this could be addressed at any time and Louis will try to give an estimate.  Jack stated would talk about the list at the next meeting, Jeff would like to go through the list as options without numbers and Jack stated may want to add to the list also.

Motion to adjourn the meeting was made by Robert Blazek, seconded by Gary Waugh. All votes in the affirmative, no abstentions, motion carried.  Meeting was adjourned at 10:10.

Respectfully submitted,

Elisa C. Bauer

Recorder

        Attachment #1

Litchfield Middle/High and Intermediate Schools:

Req. # 15876, $26,860.00 (A lump sum of $10,140 was for sub consultants which was already agreed to however the three additional contractors for the Forensic study has not been verified with documentation from HSN) Mac Bramley moved to approve payment of $26,860.00 to HSN contingent upon contract amendment has been executed. Seconded by Lynn Chapman.  All ayes were recorded.

Req.# 15877, $7,630.00 , Motion was made by Gary Waugh to pay this amount subject to the Chair’s confirmation that the contract modification has been executed and amount paid verified.  Seconded by Robert Blazek.  Mac stated that a modification was not required and moved to amend the motion on the floor by dropping contract modification, no second.  Lynn question if $7630 is an intervention and Jack responded in affirmative.  Lyn then stated HSN based on something extra so it would be a cost to the town.  Mac felt is was not needed because the contract stated three only.  Bill question the perdiem bill and no amendment at all.  Jack suggested to restate the original motion and called for a vote.  Ayes: Bill Buckley, Gary Waugh, Stacie Kavle, Lynn Chapman, Jack Healy. Against: Robert Blazek.  Abstention: Mac Bramley. Motion carried.