Litchfield Schools Building Committee

Meeting Minutes

LOCATION                                                                   Litchfield Intermediate School Cafeteria   

DATE OF MEETING                                                     June 19, 2008   

TIME MEETING STARTED                                           7:09 PM

PERSON PREPARING THE MINUTES                          Marianne Arancio Stilson

MEMBERS PRESENT

1.  Jack Healy, Chair & BOS Representative                      2.  Stacie Kavle, Vice Chair                    

3.  William J. Buckley, Jr.                                               4.  Mac Bramley

5.  Lynn Chapman                                                          6.  Jeff Zullo, Treasurer & BOF Representative

7.  Kent Gilyard arrives at 7:19 PM                                         arrives at 8:21 PM                                                                                     

MEMBERS ABSENT

1.  Bob Blazek                                                               2.  Gary Waugh - BOE Representative

3.  Leo Paul - Ex-Officio                                                 

OTHERS PRESENT

A. Brooks Fischer of Herbert S. Newman, George Graikoski of O&G, Peg Perusse, Tony Crowe and Betsey Glassman.

QUORUM PRESENT                                                     Yes    

1.  CALL TO ORDER

Jack Healy, Chair called the meeting to order at 7:09 PM.

2.  APPROVAL OF MINUTES

Jack Healy, Chair asks for motions to approve the minutes of the May 15, 2008 Regular Meeting.

Motion:  Lynn Chapman moved to approve the meeting minutes of the regular meeting on May 15, 2008.

So moved.   Seconded:  Stacie Kavle, Vice Chair

Discussion:  None

Vote: 

Abstention:  Jack Healy, Chair

Additions: None

Absent:  Kent Gilyard, Jeff Zullo, Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

All Ayes

Motion passed

3.  PUBLIC PARTICIPATION

Betsey Glassman wants clarification on the spalling walls and having a structural engineer come out to the school and is appalled over the number of items left to be done and wonders where the money to pay for these items will come from and she also wants a status on the parking lot issue and how the parking lot will be paid.

4.  COMMUNICATION

Report from Jeff Zullo on BOF Communication

None discussed.  Jeff Zullo not present

Report from Gary Waugh on BOE Communication

None discussed.  Gary Waugh not present

Report from Jack Healy on BOS Communication

Jack Healy, Chair reported to the BOS and gave them a status of the project.  He told them they are working on the COR’s and going through the bills and the invoices.  He also discussed with them the testing of the concrete issue of the sidewalks.

Jack Healy, Chair thanks the Committee for a great job in his absence.  He wants to particularly thank Stacie Kavle, Vice Chair, William J. Buckley, Jr. and Jeff Zullo for keeping everything going in his absence.

Mac Bramley wants the record to reflect that the concrete issue is not just the sidewalks, but everywhere that concrete was done at the schools.  William J. Buckley, Jr. states that the issue started with the sidewalks but after the testing results were submitted to the Committee, it became an issue of checking all the concrete areas of the project.

Correspondence

None.

5.  ARCHITECT/CONSTRUCTION MANAGER UPDATES

Budget (O&G)

George Graikoski of O&G hands out to the members of the Committee the following reports:  Construction Manager’s Monthly Cost Control Report for the High School and the Intermediate School; Change Orders by Trade Contractor for the High School and the Intermediate School and Herbert S. Newman & Partners/O&G Industries Inc. Final Punch List for the High School and the Intermediate School.  He states that he updated the reports with Deb and that they balance.  He states that they made the revisions for the High School/Middle School from last meeting.   He updated the soft costs with Deb’s report.  He also made the COR revision for the structural fill from the last meeting.  He also put in the $27,000.00 for the refinishing for the laminated beams.  He states that he put the approved amount for the music storage in the report as committed.  Peg Perusse states that there is a misunderstanding regarding CCA and that Deb is still splitting them between the two schools.  She states that she will talk to Deb to rectify the numbers.  A discussion on CCA ensues.

Kent Gilyard arrives at 7:19 PM. 

The Committee gives him a round of applause.  Jack Healy, Chair tells Kent Gilyard the Committee is glad to have him back.  Kent Gilyard states that he is glad to be back.

For the Intermediate School, George Graikoski states that he did the same thing with the report as he did for the High School.  He updated the soft costs and that there are no COR’s that needed updating.  He states that there is $511,269.00 in available funds according to the report.     

Mac Bramley notes that the amount in Technology is still there.  Peg Perusse states that that is because the bills have not been approved.  She states that there are issues with the bills and that they were not prepared appropriately.  She states that there are change orders that have not been signed because they are not complete.  Peg Perusse said that she got a call from CBS and that a package was dropped off on George’s desk but the trailer is gone so she doesn’t know how they could have dropped off a package to George.  Jack Healy, Chair states that he got a call from Town Hall and a package from CBS was delivered there and not to George.  A. Brooks Fischer states that he is not aware that there is a problem and has not heard from Peg that this was still an issue.  He thought the issue was resolved. A. Brooks Fischer states that there is a bill that has not come before the Committee for extra services from Mike Chadukiewicz.  A. Brooks Fischer tells Peg that he does not know what it is that Mike Chadukiewicz is doing that is holding up the process but that Newman will get involved but that they did not know that he was holding up progress of the job or submitting incomplete change orders.  A. Brooks Fischer states that Mike Chadukiewicz was disturbed to see in the minutes that he had not done the change orders and he sent him copies of the change orders.  A. Brooks Fischer states that he would like to know if there is a problem.  Discussion of his additional services ensues.  William J. Buckley, Jr. states that he has a problem with not paying someone who delivered a product because someone else is not doing their job.  A. Brooks Fischer agrees with the statement but that Mike Chadukiewicz claims that he is not the reason that things aren’t going through.  He states that he knows that he changed the change orders more than once and he does not know what problem he had with the State but that he thinks that everything is done.  Peg Perusse states that there was change order work done that was not approved and that is an issue.  She states that she is tired of chasing him.  William J. Buckley, Jr. reads the minutes of April 17, 2008 regarding the items involving Mr. Chadukiewicz.  After a lengthy discussion, it is decided by the Committee that since the sub-contractor works for Newman, then Newman will need to get together with Peg Perusse to rectify these issues.  Mac Bramley is concerned about having invoices for materials not being paid.  Jack Healy, Chair would like to pursue this issue over the next few weeks before the next meeting.  Peg Perusse will get the package from Town Hall and look it over and report to Jack Healy, Chair.  William J. Buckley, Jr. is upset because this issue goes back to April and that Peg and A. Brooks Fischer were going to work together to resolve this issue and that not only are the issues not resolved but they have not even been discussed by Peg Perusse and A. Brooks Fischer.  He states that the Committee members are not getting paid and that the people working for them who are getting paid are not performing.  He states that he is sick and tired of coming to meetings and not seeing these issues resolved.  He states that he asked that the issue of hiring an attorney be placed on the agenda because he feels that if the Committee pays an attorney to deal with the consultants something will get done.  He states that he wants this job done.  He states that this is going to be a repeating theme all night.  He states that every month the Committee gets excited about an issue and then nothing gets done. He feels that he is wasting his time and that he does not have this kind of time to waste.  He states that he does not want to be a babysitter. He tells A. Brooks Fischer to get this straightened out with Mike Chadukiewicz.  A. Brooks Fischer states that he would be happy to work with the Committee to get this done but that he thought it was resolved and has not heard otherwise until this evening.  William J. Buckley, Jr. states that if he comes to the next meeting and the Committee does not want to hire an attorney that he will not be sitting with the Committee any longer because he does not have the time to keep talking about the same topics each month with no resolution. 

Motion:  William J. Buckley, Jr. moved to transfer from the Owner’s Contingency in the Intermediate School, #25-000290, $19, 202.00 into Owner’s Contingency, #15-000290 at the High School.

So moved.    Seconded: Lynn Chapman

Discussion:  William J. Buckley, Jr. notices an error on the report of a difference of $1.00.  Lengthy discussion ensues.  The Committee asks George Graikoski to go back and look at the report and fix it.

Vote:

Absent:   Jeff Zullo, Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Schedule Update (O&G)

Jack Healy, Chair wants to know how the punch list is going.  George Graikoski of O&G states that it is on the last page of each report.    He states that all the punch list work will be done by July 11^th with the exception of Richards’ (sidewalks and lawns).  Jack Healy, Chair states that he is getting a lot of phone calls on the lawns in regard to the maintenance and the issue of rocks.  William J. Buckley, Jr. wants to know if the request for a topsoil sample has been done that was requested at the last meeting.  A. Brooks Fischer states that it did not pass the punch list.  George Graikoski states that he brought the lawn issue to the attention of Richards.  He states that Louis also sent them notice on the lawns.  William J. Buckley, Jr. states again that this meeting will be a repeat of last meeting with no results and again reiterates that the Committee needs to hire a lawyer to deal with these issues to get this done.  William J. Buckley, Jr. states that the Committee can not keep talking about this.  He wants a letter sent to Richards stating that if it isn’t done by July 11^th that they will hire a completer and the funds to pay the completer will be taken out of their retainage.  He feels that the same thing should be done with the sidewalks.  He asks George Graikoski to send those two letters out by close of business on Monday.

Motion:  William J. Buckley, Jr. moved to authorize George Graikoski of O&G to send a letter to Richards stating that if the work is not completed by July 11^th that they will hire a completer to finish the project and the funds to pay the completer will be taken out of their retainage.  He is also authorizing O&G to send the same letter in regard to the sidewalks.  These letters are to be written and mailed by close of business on Monday, June 23, 2008.

So moved.    Seconded: Mac Bramley

Discussion:   William J. Buckley, Jr. states that the topsoil will never be fixed.  He further states that they walked around with Greg last summer and it’s still the same topsoil.   The Committee thought that this was going to be done in the spring and it is still not corrected.  William J. Buckley, Jr., wants to be perfectly clear that a letter will be written to Richards no later than close of business on Monday, June 23^rd, stating that they have until July 11^th to make sure the topsoil conforms to the specifications and the rocks are removed.  Jack Healy, Chair states that this has been discussed since last year and that this issue is not getting any attention.  He states that the maintenance crew is concerned about damage to the equipment or to someone with the issue of flying rocks.  William J. Buckley, Jr. wants the minutes to reflect that this issue needs to be resolved between O&G and Richards.  A. Brooks Fischer will bring what they received regarding the shop drawing or submittal on the topsoil to the next meeting.  He states that they did the same thing on the concrete.  They had their consultant review the specifications again and they were questionable.  He states that he will compare the submittals and the specs again and bring it to the next meeting.  William J. Buckley, Jr. states that all of this should have been done last year.  Further discussion ensues.  Jack Healy, Chair wants to know why the Committee was not alerted by Newman about the results of the concrete when they received the reports.  He feels these issues are all within the scope of the work of Newman because the Committee was never alerted to these important issues.  Discussion of the concrete spec ensues.  After discussion William J. Buckley, Jr. feels that the Committee should see what they were required to do in the spec.  He states that this information was asked for before and has never been given to the Committee.  A. Brooks Fischer states that he can get the specs to the Committee by early next week.  Discussion ensues. 

William J. Buckley, Jr. withdraws his motion.

Mac Bramley reluctantly withdraws his second.

Motion:  William J. Buckley, Jr. moved to direct the Construction Manager to review the specifications for the topsoil to determine whether the Contractor, Richards, performed within the specifications and if there was a failure to comply with the specifications the Construction Manager should put them on notice in writing that they have until July 11^th to correct and if they did conform with the specifications O&G shall write a letter to the Chairman indicating that they did comply with the specifications.  Both letters are to be done no later than the close of business on Monday, June 23, 2008.   

So moved.    Seconded: Mac Bramley

Discussion:  Jack Healy, Chair asks A. Brooks Fischer to look at the specifications by the afternoon on Monday, June 23, 2008 also.

Vote:

Jeff Zullo arrives at 8:21 PM

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  Jeff Zullo

Objection:  None

All Ayes 

Motion passed

Mac Bramley wants to go over all the issues on the last page of the report that O&G submitted tonight.  He states that the Committee spent a whole meeting going over these items and that some of the items are not marked properly.  George Graikoski again states that all the issues on the list will be done by July 11, 2008 with the exception of Spectrum, General Welding and Higgins Flooring.  The Committee discusses the issue of the out of plumb columns in detail.

Motion:  William J. Buckley, Jr. moved to have the Construction Manager put the contractor of record for the column on notice that the column is out of plumb and unless the contractor produces for the Committee an engineering report that evaluates the impact it will have on the structural integrity of our building, that the Committee will hire someone and effect any remedy that might be recommended by our engineer.  This notice should be sent no later than the close of business on Monday, June 23, 2008.

So moved.    Seconded:  Mac Bramley

Discussion:   William J. Buckley, Jr. states that the Committee will take the cost of the engineer that the Committee has to hire from the withheld funds of General Welding.  William J. Buckley, Jr. wants to be sure that it is clear to George Graikoski that this should also be put in the letter.  He states that the record should reflect that George Graikoski shook his head “yes”.  William J. Buckley, Jr. states that he has had it and that he wants the record to reflect these answers in case the Committee has to go to court.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes

Motion passed

The firewall termination on the exterior was accepted because there would be an additional cost to do something with them.  This item should be placed on the alternate options list. The VCT item is closed. The Fascia/Coping issue is discussed.  Stacie Kavle, Vice Chair states that they did get a cost to have them corrected and feels that the Committee should not have to pay for the correction.  She states that it does not meet the contract documents and should be corrected by the contractor.  She states that they did have a meeting and asked for a cost to do the corrections.  The cost of this correction is around $40,000.00 for both areas.  She states that she would like to discuss this issue in Executive Session.

Motion:  Jeff Zullo moved to table the discussion for Executive Session.

So moved.    Seconded: Lynn Chapman

Discussion:  Mac Bramley questions whether or not this is appropriate at this point for Executive Session.  Discussion ensued.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  William J. Buckley, Jr., Mac Bramley, Kent Gilyard, Stacie Kavle, Vice Chair and Lynn Chapman

Ayes:  Jeff Zullo 

Motion failed

Motion:  Jeff Zullo moved to table the discussion to the next meeting.  Jeff Zullo feels that the rest of the members should be present before it is discussed.

So moved.    Seconded: Stacie Kavle, Vice Chair

Discussion:  William J. Buckley, Jr. wants to discuss this issue tonight and make a decision on it.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  William J. Buckley, Jr., Mac Bramley, Kent Gilyard, Lynn Chapman

Ayes:  Jeff Zullo & Stacie Kavle, Vice Chair & Jack Healy, Chair

Motion failed

Stacie Kavle, Vice Chair states that there is confusion as to why this does not conform to the contract documents.  Jack Healy, Chair states that a letter has already been sent.  Jeff Zullo states that a meeting on this issue has already been held.  Stacie Kavle, Vice Chair feels that there should be another meeting now that they have come up with a price.  She states that they never agreed to pay for the cost of the work at the meeting.  Discussion ensued.   Stacie Kavle, Vice Chair states that they were going to look at the sketch and provide a cost for the work.  She said that they never agreed that they would pay for the work at all.  Jeff Zullo thinks the cost is high.  Jack Healy, Chair states that the fascia was not constructed as per the drawings and the Committee should not have to pay.  He states that Allied feels that there was a verbal change at a meeting and that that change was not documented and that they built it as per that verbal change.  A. Brooks Fischer states that the material cost is a bit high and can’t price the project.  George Graikoski states that the labor cost is low but the aluminum materials from Morin are driving up the costs.  He states that they provided the quote from Morin to O&G.  He feels that they should have another meeting.  Further discussion ensues.  William J. Buckley, Jr. states that he is now ready to pay something to get this done because it is not clear to him who caused the problem and that the contractor was actually at fault.  Jeff Zullo states that the purpose of the meeting was a joint effort to try to resolve this issue.  Stacie Kavle feels that they should meet again to see if the cost can be brought down.  She states that the contractor did come into this wanting to work with the Committee.  Further discussion ensues.   Mac Bramley feels that the discussion has now gone into areas that should be discussed in Executive Session.

Motion:  Jeff Zullo moved to table the remainder of this discussion for Executive Session.

So moved.

Discussion:   William J. Buckley, Jr. disagrees with this and wants to know what the Committee is looking to do.  Jack Healy, Chair feels that Stacie Kavle, Vice Chair should have input from the entire Committee.  Jeff Zullo feels that it is appropriate for Executive Session because what the Committee is willing to do is pay nothing or pay something or to start legal action.  She feels that this discussion puts the person going to the meeting at a disadvantage.   Jeff Zullo states that they cut the 450 feet to 80 feet of repair and that the Committee should not bear this cost because they already gave up a lot to not have it all redone.  Jack Healy, Chair does not want to go into negotiation discussion outside of Executive Session

Motion:  William J. Buckley, Jr. moved to direct the Construction Manager to send a notice to the contractor to perform the work identified at no cost to the Committee and send that out by the end of the business day on Monday.

So moved.    Seconded:  Stacie Kavle, Vice Chair

Discussion:  Jeff Zullo feels that this motion short-circuits the efforts of the sub-committee that has been trying to come to a resolution on this issue.   He feels that if this was the intent of the Committee then the letter should have been sent out six months ago before a sub-committee was established to work on this issue.  He feels that the motion is inappropriate.  Stacie Kavle, Vice Chair feels that it is worth having one more meeting first since they all had agreed to work together.   Stacie Kavle, Vice Chair feels that this should be fixed at no cost to the Committee and that it is a failure in the design but she is willing to sit down one more time to work this out.   She feels that they owe it to us since the Committee already made a tremendous concession on this issue.  Further discussion ensues.  Kent Gilyard feels that this should be part of Executive Session.

Vote:

Absent:   Jeff Zullo, Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Jeff Zullo, Stacie Kavle, Vice Chair, Lynn Chapman and Jack Healy, Chair

Ayes:    William J. Buckley, Jr., Kent Gilyard & Mac Bramley

Motion failed

Motion:  Jeff Zullo moved that this discussion be heard under Executive Session.

So moved.    Seconded: Kent Gilyard

Discussion: None.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  William J. Buckley, Jr.

Ayes:  Jeff Zullo, Stacie Kavle, Vice Chair, Lynn Chapman, Kent Gilyard, Mac Bramley and Jack Healy, Chair  

Motion passed

Mac Bramley is concerned about the open items on the list.  He wants to know what the prescribed remedy is on the items.  Jack Healy, Chair states that when they return on July 11^th the Committee should see the items marked as completed.  Tony Crowe is concerned because until tonight he did not know that any of the contractors were coming back and he has scheduled the summer cleaning schedule that begins on Monday night.   He states that he was not told about this.  He states that there will be wet waxed floors.  George Graikoski states that he will be back on Monday and will discuss this issue with Tony Crowe then.   Discussion ensues.   Jack Healy, Chair states that if George Graikoski is not done by July 11^th, there should be a date certain for the item at the next meeting.   Jack Healy, Chair states that it is the intent that everything will be worked on and be done by July 11^th pending the meeting with George and Tony because of conflicts in schedules and when the Committee meets next time, what isn’t done will have a due date worked out and agreed upon by Tony and George.  Mac Bramley would like this in writing for the next meeting.  Jack Healy, Chair states that he wants it to be documented in writing for the July meeting.  

William J. Buckley, Jr. wants to know what the deadline is for the sidewalks.  George Graikoski states that he asked them to respond to his letter by today and he did not get a response.  He states that he spoke to him and that it is a maintenance issue.   William J. Buckley, Jr. states that Richards was the low bidder on a specification on concrete and he did not supply the concrete up to the specifications.  Peg Perusse wants to know if the investigation was done as to what was used on the sidewalks and the driveways.   Stacie Kavle, Vice Chair states that she spoke to John Worthington and that he could not get any answers from anyone and that when he went to the Town Maintenance people they were not forthcoming.  She states that he is requesting that the Committee send a letter to the Selectman requesting that the maintenance people answer John’s questions.  Peg Perusse states that they did respond to John and the materials they used sand and salt, came from the Town.  She stated that it was provided by Public Works.  Discussion ensued.  Jack Healy, Chair will take care of this tomorrow.  William J. Buckley, Jr. states that the specifications on the concrete were not met.  He states that he also asked John Worthington to hire a structural engineer and to look at the cylinder breaks for the structural members.  Jack Healy, Chair states that to his knowledge he does not believe a structural engineer has been hired.  Mac Bramley wants to know if a determination has been made as to what percentage of the poured areas got the 3000 psi mix.  George Graikoski states that they have not pulled out all the tickets to look at it.  He will find out if their quality control people did that.  The Committee wants that done.   Discussion ensued.

Motion:  Mac Bramley moved to have the Chairman write a letter to John Worthington to authorize the structural engineer.

So moved.    Seconded: Lynn Chapman

Discussion:  William J. Buckley, Jr., states that the Committee already did this.  Mac Bramley states that it should include all the evaluation of concrete on the job both structural, curbing and sidewalk to see if it met specifications.   Kent Gilyard wants to know what the cost of that will be.  William J. Buckley, Jr. states that he had a number of conversations with John on this issue and he is not clear why he now wants something in writing.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  William J. Buckley, Jr.

Ayes:  Mac Bramley, Kent Gilyard, Stacie Kavle, Vice Chair, Lynn Chapman, Jeff Zullo & Jack Healy, Chair 

Motion passed

Motion:  William J.  Buckley, Jr.  moved to authorize the Construction Manager to hire a completer/contractor and get the concrete corrected consistent with the specifications.  Cut it out, remove it and/or replace it, consistent with the specifications.

So moved.    Seconded: Mac Bramley

Discussion:  The remaining retainage for Richards is discussed.  William J. Buckley, Jr. states that the Committee already knows they have defective concrete and that it did not meet the specifications.  He states it is signed and sealed by a licensed professional engineer at the testing lab. He wants all the concrete that was poured that did not meet the specifications replaced.   Jeff Zullo is concerned because he does not know what the Committee is dealing with and that this motion is premature.  William J. Buckley, Jr. states that at the last meeting O&G was suppose to marry the test results to the pours of the sidewalk.  George Graikoski states that they have started.   He states that there are areas where the concrete has met the compression strength and they are spalling.  William J. Buckley, Jr. states that the Committee also asked for a coring that was not done.  Jack Healy, Chair states that we just passed a motion and that we should allow John Worthington to do his job before we proceed.  Discussion ensues.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection: Stacie Kavle, Vice Chair, Jeff Zullo, Kent Gilyard, Lynn Chapman, Jack Healy, Chair

Ayes:  William J. Buckley, Jr. 

Motion failed

Jack Healy, Chair tells George Graikoski that he must have the test results married to the pours of the sidewalk by next meeting.  He also wants him to get the letter from Richards. 

Parking Lot Update (Jeff Zullo & William J. Buckley, Jr.)

William J. Buckley, Jr. states that this was on the agenda for the State Traffic Commission.  Jack Healy, states that First Selectman, Leo Paul got a phone call and a letter is coming.  William J. Buckley, Jr., states that an approval will have to be filed on the land records and if there is any bond requirement, then you must get bond before you do the work and before you file it on the land records.  Jeff Zullo states that he did discuss this item with George Graikoski.  George Graikoski wants to know if the Committee still wants to bring this to Richards for a price.  Discussion ensues of the State requirements and the bidding process.  Peg Perusse will talk to David at the State to see if O&G can do the site work contract and not have to go out to bid.  Discussion of getting a price from Richards ensues.  William J. Buckley, Jr. states that he would prefer to go out to bid and make the process competitive.  William J. Buckley, Jr. thinks the Committee should discuss the commitment to the parking lot.  Discussion ensues.  Jack Healy, Chair wants to know what the Committee wants to budget or set aside for a parking lot.  Lengthy discussion ensues.  Jack Healy, Chair states that he is getting more feedback on the parking lot issue than any other issue.  Mac Bramley states that the town or secondary sources can come up with a contribution if needed to do the parking lot if money is needed over what is approved by the Committee.  Jack Healy, Chair is uncomfortable with that since they made a commitment not to go over the 33 million.  Mac Bramley states that this is a larger parking area.  

Motion:  Jeff Zullo moved to commit to a parking lot that has been approved at a cost not to exceed $200,000.00.

So moved.    Seconded: Kent Gilyard

Discussion:  Jeff Zullo feels that the bidding process should be initiated. Jack Healy, Chair does not think that that will be enough money to do the parking lot and wants to know if the motion is preclusive.  Jeff Zullo states that the Committee has reversed itself many times and that it can be reversed at any time in the future or the Committee can endorse any previous decision.  Jeff Zullo wants the bidding process put into a motion.  Discussion ensues of the specification and bidding process.  Jack Healy, Chair thinks it should go out to bid.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  William J. Buckley, Jr., Mac Bramley, Lynn Chapman

Ayes:  Kent Gilyard, Stacie Kavle, Vice Chair, Jeff Zullo & Jack Healy, Chair

Motion passed

Motion:  Jeff Zullo moved to initiate the bidding process on the parking lot including requesting CCA to develop a bid specification and requesting the Administration, Peg Perusse to contact David Wedge from the State of Connecticut to identify the sequence of events for the bidding process.

So moved.    Seconded: Kent Gilyard

Discussion:  William J. Buckley, Jr. wants to know if there is a limit as to what will be paid to CCA.  Jack Healy, Chair thinks there should be a cap on the price.  William J. Buckley, Jr. thinks that it should not be too much since the plans are all set and that someone should call them.  William J. Buckley, Jr. wants to know if this cost is coming out of the $200,000.00 motion.  Jack Healy, Chair states that it is his option that this comes out of the last motion.  William J. Buckley, Jr., will let Ron at CCA incorporate in the bid specifications any of the conditions of the STC that are appropriate.  An as built drawing would have to be provided.   Discussion ensues.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  Mac Bramley & Jack Healy, Chair

Objection:  None

Ayes:  William J. Buckley, Jr., Stacie Kavle, Vice Chair, Lynn Chapman, Jeff Zullo and Kent Gilyard

Motion passed

The 10:00 PM curfew has passed.

Motion:  Jeff Zullo moved to extend the meeting past the 10 o’clock deadline.

So moved.    Seconded: Stacie Kavle

Discussion: None.

Vote:

Absent:   Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  William J. Buckley, Jr. & Mac Bramley,

Ayes:  Kent Gilyard, Lynn Chapman, Stacie Kavle, Vice Chair, Jeff Zullo & Jack Healy, Chair

Motion passed

William J. Buckley, Jr. leaves at 10:09 PM

Tony Crowe states that he has an early flight and wants to know if he is needed for the FF&E tonight.

Motion:  Jeff Zullo moved to bring agenda item 8.  FF&E UPDATE – TAKE ACTIONS AS NEEDED moved to after the parking lot since Tony Crowe has to leave early.

So moved.    Seconded: Mac Bramley

Discussion: None.

Vote:

Absent:   William J. Buckley, Jr., Gary Waugh, Bob Blazek and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

8.  FF&E UPDATE – TAKE ACTIONS AS NEEDED

Stacie Kavle, Vice Chair and Lynn Chapman does not feel that there is anything to talk about this evening.

Alternate Options List Review (Lynn Chapman)

None discussed.

6.  FINANCE COMMITTEE – Take actions as needed

Approval of Invoices

Jeff Zullo  hands out to the members of the Committee the list of the invoices to be approved.   

Motion:  Jeff Zullo 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: Lynn Chapman

Discussion:  This is contract work approved by both the architect and the construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo moved to table following invoice for another meeting.

So moved.    Seconded: Lynn Chapman

Discussion:  Reduction in retainage.  Stacie Kavle, Vice Chair wants to deny reduction of retainage at this point to Allied.  She states there are outstanding open punch list items.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  Lynn Chapman and Mac Bramley

Ayes: Jeff Zullo, Stacie Kavle, Vice Chair, Kent Gilyard & Jack Healy, Chair

Motion passed

Motion:  Jeff Zullo moved that the following invoice be forwarded to the Chairman for approval subject to his review each to make sure that the proper certifications are there.

So moved.    Seconded:  Lynn Chapman

Discussion:  There are no outstanding punch list items for Gar-San and it is for retainage.   Both the architect and the construction manager signed off on this.  A. Brooks Fischer states that Newman will not approve the reduction of the retainage to any contractor until they have completed their punch list items.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  A. Brooks Fischer states that Newman is comfortable with the reduction in retainage.  Both the architect and construction manager signed off on this.  Discussion ensues.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  This is a change order and both the architect and construction manager signed off on this.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo moved that the following invoice be forwarded to the Chairman for approval subject to his review of to make sure that the proper certifications are there.

So moved.    Seconded:   Kent Gilyard

Discussion:   Contract work/sprinkler heads.  Both the architect and construction manager signed off on this.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  Balance of ceiling work.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  Includes reduction in retainage.  $17,800 is retainage and the balance is extra work. Both architect and construction manager approved this invoice for the deflection track windows.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo moved to table the following invoices based on the recommendation of the architect until the completion of their punch list items.

So moved.    Seconded: Kent Gilyard

Discussion:   Discussion of the punch list work ensues.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  Mac Bramley

Ayes:  Jeff Zullo, Kent Gilyard, Stacie Kavle, Vice Chair and Lynn Chapman

Motion passed

Motion:  Jeff Zullo moved to table discussion of the following invoice for Executive Session for litigation.

So moved.    Seconded: Kent Gilyard

Discussion:  

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes

Motion passed

Motion:  Jeff Zullo moved that the following invoice be forwarded to the Chairman for approval.

So moved.    Seconded:  Kent Gilyard

Discussion:  Jeff Zullo states that it was tabled at two previous meetings and denied at the last meeting.  Jack Healy, Chair would like the Committee to consider paying this since the attorney did a lot of work and that it needs to be paid.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul - Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo moved that the following invoice be forwarded to the Chairman for approval.

So moved.    Seconded: Kent Gilyard

Discussion:  None

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo moved to table following invoice pending further discussion.

So moved.    Seconded: Lynn Chapman

Discussion:  

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes

Motion passed

Motion:  Jeff Zullo 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:  Contract work signed off by both the architect and construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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: Contract work signed off by both the architect and construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  This invoice is retainage and is signed off by both the architect and construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  For a change order signed by both the architect and construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  This is for work performed and it is signed by both the architect and the construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  Change order signed by both the architect and construction manager.

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo 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:  Change order work for steel work signed off by both architect and construction manager

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

Motion:  Jeff Zullo moved to table the following invoice for Executive Session discussion.

So moved.    Seconded: Lynn Chapman

Discussion:  

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes

Motion passed

Motion:  Jeff Zullo moved that the following invoices be forwarded to the Chairman for approval subject to his review to make sure that the proper certifications are there.

So moved.    Seconded:  Lynn Chapman

Discussion:  None

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  Mac Bramley & Jack Healy, Chair

Objection:  None

Ayes:  Jeff Zullo, Kent Gilyard, Lynn Chapman & Stacie Kavle, Vice Chair 

Motion passed

Jeff Zullo discusses a memo dated 3/16/2008 from CES – Consulting Engineering Services Inc., from Lewis C. Pia to A. Brooks Fischer for Extra Services Request for $7,500.00 for additional engineering service fee to cover costs for both schools.  For the High School:  Teacher Lounge/Cadd Lab Change; Science Wing Ceiling Rating Change; Classroom FF&E Changes; Food Lab Electrical Scope and Sump Pump Add to Basement Mechanical Room.  For the Intermediate School:  Design to replace heating pipe run underground to Art Room Heaters and Direction for water pressure issues in sports fields.  Discussion ensues.

Motion:  Jeff Zullo moved to request that Newman invoice the Building Committee in the amount of $7,500.00 to cover these Building Committee requested change orders.

So moved.    Seconded:  Stacie Kavle, Vice Chair

Discussion:   The work goes back over a year ago.  Kent Gilyard would have thought that this would have been part of the agreement.  Jeff Zullo states that these are additional services to sub-contractors.  Jack Healy, Chair agrees with Kent Gilyard.  Lynn Chapman states that the agreement covers all outstanding invoices and that this never came up in that discussion.  Discussion ensues.  Jack Healy, Chair does not dispute the work or the value of the work.  The consulting fees are additional services.  Jeff Zullo reviews the contract and the agreement.  Jeff Zullo would like this invoice broken out into the two schools.   There will be no Newman add on to this invoice.

Vote:

Absent:   William J. Buckley, Jr., Gary Waugh, Bob Blazek and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

Ayes:  William J. Buckley, Jr., Stacie Kavle, Vice Chair, Lynn Chapman, Jeff Zullo and Kent Gilyard

Motion passed

7.  TECHNOLOGY UPDATE – TAKE ACTIONS AS NEEDED

Peg Perusse has a list from Mark Landy of outstanding things and most of them are being drop shipped but there are still ceiling power outlets that need to be done and some missing items.  Peg Perusse will talk to Kennedy Electric.  There are few things from CBS that need to be finished off.  Jack Healy, Chair asks Peg Perusse to go to Town Hall and get the letter.  Peg Perusse is confused because anything that CBS would have sent should go through Mike Chadukiewicz first.  Discussion ensues.

Motion:  Jeff Zullo moved that the Committee go into Executive Session to discuss pending or potential litigation and requests that George Graikoski, A. Brooks Fischer and Peg Perusse stay for the Executive Session.

So moved.  Seconded: Lynn Chapman

Discussion: None

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

10:49 PM - The public leaves

Motion:   Jeff Zullo made a motion to come out of Executive Session.

So moved.  Seconded: Lynn Chapman

Discussion:  None

Vote:

Absent:   William J. Buckley, Jr., Bob Blazek, Gary Waugh and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Out of Executive Session at 11:17 PM and the meeting is open to the public.

Motion:   Jeff Zullo moved to ask the Chairman to contact the Town Attorney regarding pending litigation.

So moved.    Seconded:  Lynn Chapman

Discussion: None.

Vote:

Absent:  William J. Buckley, Jr., Gary Waugh, Bob Blazek and Leo Paul – Ex-Officio

Abstention:  None

Objection:  None

All Ayes 

Motion passed

11.  ADJOURNMENT

Jack Healy, Chair, Acting Chair asks for a motion to adjourn. 

Mac Bramley moved to adjourn.  The motion was seconded by Lynn Chapman at 11:20 PM and carried unanimously by the members of the Committee.

Respectfully submitted,

Marianne Arancio Stilson

Marianne Arancio Stilson

Recording Secretary