Litchfield Schools Building Committee

Meeting Minutes

LOCATION                                                                   Litchfield Intermediate School Cafeteria   

DATE OF MEETING                                                     July 19, 2007    

TIME MEETING STARTED                                           7:00 PM

PERSON PREPARING THE MINUTES                          Marianne Arancio Stilson

MEMBERS PRESENT

1.  Stacie Kavle, Vice Chair                               2.  William J. Buckley, Jr.

3.  Mac Bramley                                                 4.  Bob Blazek

5.  Kent Gilyard                                                 6.  Gary Waugh - BOE Representative

MEMBERS ABSENT

1. Jack Healy, Chair & BOS Representative       2.  Lynn Chapman

3.  Jeff Zullo, Treasurer & BOF Representative 

OTHERS PRESENT

Peggy Perusse, George Graikoski of O&G, Mike Chadukiewicz, Andrienne Longobucco, Tony Crowe, Donald Falcetti, M.J. Murray, a reporter from the Waterbury Republican Newspaper and Richard Munday of Herbert S. Newman arrives at 7:12 PM.

QUORUM PRESENT                                                     Yes    

1.  CALL TO ORDER

Stacie Kavle, Vice Chair called the meeting to order at 7:00 PM.  

2.  APPROVAL OF MINUTES

Stacie Kavle, Vice Chair asks for a motion to approve the minutes of June 21, 2007.

Motion:   William J. Buckley, Jr.  moved to approve the meeting minutes of June 21, 2007 as presented.

So moved.  Seconded:  Kent Gilyard

Discussion:  None

Vote: 

Abstention:  Bob Blazek

Deletions/Corrections/Additions:  none.

Absent:  Jack Healy, Chair, Jeff Zullo and Lynn Chapman

All ayes. 

Motion passed.

Stacie Kavle, Vice Chair asks for a motion to approve the minutes of July 5, 2007.

Motion:    William J. Buckley, Jr., moved to approve the meeting minutes of July 5, 2007 as presented.

So moved.  Seconded:  Kent Gilyard

Discussion:  None

Vote: 

Abstention:  Gary Waugh, Stacie Kavle, Vice Chair & Bob Blazek

Deletions/Corrections/Additions:  none.

Absent:  Jack Healy, Chair, Jeff Zullo and Lynn Chapman

All ayes.

Motion passed.

3.  PUBLIC PARTICIPATION

None.

4.  COMMUNICATION

Report from Jeff Zullo on BOF Communication

None discussed.  Jeff Zullo not present this evening.

Report from Gary Waugh on BOE Communication

Gary Waugh reports that the BOE met last night and went through the progress report from Jack Healy, Chair of the Litchfield School Building Committee.  He states that he thanked them for their participation Monday night at the meeting.

Report from Jack Healy on BOS Communication

None discussed.  Jack Healy, Chair not present this evening.

5.  ARCHITECT/CONSTRUCTION MANAGER UPDATES

Budget (O&G)

George Graikoski of O&G hands out to the members of the Committee the O&G Litchfield High School/Middle School and Litchfield Intermediate School Monthly Progress Report No. 9, June 2007 and the Litchfield Intermediate School and High School – Status List O&G Project No. 281 Updated: July 16, 2007.  He states that this report is basically the same as the last report in regard to the budget.  He reports that there were no major change orders to talk about.  William J. Buckley, Jr., inquires about discussions with various contractors in regard to outstanding credits on both projects.  George Graikoski reports that they are working on credits specifically with the painter, dry wall contractor and Titan which are not reflected in the report this evening.  He reports that the soft cost numbers are basically the same as last month and that he did add the additional three line items for the architectural services that the Committee requested at the last meeting into the report.  He states that Peg Perusse needed more information from Newman and from Jack Healy and anticipates that the numbers will be done by the next meeting.   Discussion of soft costs ensued.  Gary Waugh asks why the soft costs will go down.  William J. Buckley, Jr. explains the formula for basic services, additional services and change order services and owner.

Schedule Update (O&G)

George Graikoski states that the completion of the High School will be in October 2007.  He talks about the abatement and that the all the classrooms, the library and the cafeteria are done and that they are working in the kitchen now.  He states that they will start the air sampling tomorrow and should have clearance on Monday.  He states that all the abatement will be done in both schools by the end of this week.  William J. Buckley, Jr. inquires about the schedule for the formal punch list. George Graikoski states that in all the areas that are done, a request for the punch list has been submitted and that he is hoping to get them before the students come back to school.  He reports that the science wing and the classrooms in area seventeen, the library, the cafeteria and the faculty area should have the punch list done for the middle of August and the classrooms in area nineteen and the kitchen will be in September.  William J. Buckley, Jr. states that it is his recollection that the Committee wanted to do a walk-through consistent with a meeting night and make comments on the quality of the work on the punch list.  The members of the Committee agree.  William J. Buckley, Jr. asks Stacie Kavle, Vice Chair to check with Jack Healy, Chair to do that walk-through of both buildings in late August before the students return.  Stacie Kavle, Vice Chair will talk to Jack Healy, Chair about setting that up.  William J. Buckley, Jr. suggests that instead of a Finance Subcommittee meeting one evening, the Committee could do a walk-through an hour or so before the regular meeting with George Graikoski.  Gary Waugh inquires about the Intermediate School kitchen.  George Graikoski discusses the kitchen area and states that he did meet with Peg Perusse and the food service provider and went through a schedule and reports that a plan is in place for the hot lunches.  He states that he will have to have another meeting with them prior to school opening.  George Graikoski reports that right now the electrical, mechanicals, fire protection, plumbing, rough-ins, installing the countertops in the science wings and doing soffits and dry wall in the high school are all being done now.  He reports that the roof is almost completed and should be done by the end of next week.  He reports that in the Intermediate School the metal siding is continuing and will be completed by the end of next week.   The case work for the library is moving forward.  He is still having difficulty with the contractors finishing the demo in the old library and the faculty room.  He reports that he sent them letters and was told they were coming this week but they didn’t show up.  He has talked to other contractors to do the work and next week the demos should be done by Garson.  Flooring and store fronts will still have to be done in that area.  Gary Waugh inquires about the timeframe for the gymnasium.  George Graikoski states that it is still the end of August or earlier but the exterior siding in that area may not be completed until September.   The schedule for the sidewalks and casings are discussed.   William J. Buckley, Jr. is concerned about the flashing that has to be installed and that the insulation can be damaged if the water runs down.  George Graikoski states that the system is designed to keep the water out with weeps so that will not happen.  He will look into it tomorrow as to where the temporary or permanent solution is.   William J. Buckley, Jr. asks if the insulation was inspected and the letter received from both suppliers.  George Graikoski states that they have both been done.  Mac Bramley asks about the exception in regard to having the water cooler in the gym area.  He wants to know if the building inspector has been consulted on this issue. A discussion ensued.   Richard Munday will follow-up on this issue tomorrow.

Credit Update (O&G)

Discussed in Budget (O&G) above and George Graikoski again discusses the credits from the dry wall contractor, the painter and Titan.

Soft Cost Budget (Jeff Zullo & O&G)

None discussed.  Jeff Zullo not present and George Graikoski has nothing to contribute this evening.

Issues List Review (HSN)

Richard Munday discusses the list issues list that was handed out to the members of the Committee present in the Budget (O&G) portion of the agenda.  George Graikoski states that they went through the list and that it was reformatted and that two columns were added.  The report entitled Status List Updated on July 16, 2007 is discussed in detail.   Both George Graikoski and Richard Munday go over certain items on the list.  William J. Buckley, Jr. wants to know if there are any items on the list that there is no resolution.   Richard Munday states that they had a good meeting with Jack Healy, Chair and George Graikoski.  He states that the seventh and eighth grade wing deflection is one of the items not resolved yet.   A structural engineer will be supplying a sketch and then another ASI will be issued for that area.   He also states that an ASI was issued for the entrance for the high school, number eight on the list and that they will watch this issue.  George Graikoski and Richard Munday state that number three on the Middle/High School list, the VCT is still being worked on.   Richard Munday states that drawings for number twenty-one, the metal cable trays are done and passes them around to the members of the Committee to look at.  This line item is discussed in detail by Richard Munday.   Richard Munday states that this list is a tracking device and that they are using it to communicate with O&G and that he feels it is very effective.   William J. Buckley, Jr. asks if one more column could be included in the list for work completed and not checked off unless it is completed by both companies.  Richard Munday agrees to do that. The list was not gone over line by line by the members of the Committee since it was just handed out this evening and the members have not had time to read the entire list.  Stacie Kavle, Vice Chair thanks George Graikoski and Richard Munday for the list and comments how great it is. 

Intermediate School Media Center & Cafeteria Completion (O&G)

None discussed.   Discussed in agenda item Schedule (O&G) above.

Entrance to 7^th & 8^th Wing updates (O&G and HSN)

None discussed.   Discussed in agenda item Schedule (O&G) above.

Wall Panel Update (O&G and HSN)

None discussed.   Discussed in agenda item Schedule (O&G) above.

LHS Ceiling Replacement, Noise Attenuation and Noise Levels (HSN)

In the High School, George Graikoski reports that Conn Acoustics had wall panels and they are in Room 610, the Science Room now.  Today, Conn Acoustics was meeting with the Armstrong rep and they will do onsite acoustical testing in both the rooms with the panels and without and make recommendations to improve the attenuation if needed.  George Graikoski said that they will go from there.

In the Intermediate School, Richard Munday reports that the light levels are higher than the base line requirements but at the blackboards they are significantly lower and vary from room to room.  The recommendation of the lighting engineer is that the underside of the concrete ceiling structure should be painted white.  Bob Blazek wants to know why the lighting fixtures weren’t moved closer to the blackboards if they were going to be black.  Richard Munday states that it was more cost effective to use the existing area for the lights.

Motion:   Mac Bramley moved to get an RFP cost for painting, a color to be selected by the design committee, over the blackboards and then do the second step after the first step is completed.

Richard Munday states that he has already issued an ASI.  George Graikoski states that the color is ceiling white.  Discussion of the lighting ensued.  Stacie Kavle, Vice Chair asks if a mockup classroom should be done.  The Committee agrees.  Gary Waugh is concerned about the timeframe of all this and is worried that this issue will not be done before school starts.  He would like to see the mockup done before next meeting so if it doesn’t work there will be enough time to complete this before school starts.  Richard Munday and George Graikoski agree to do the mockup before the next meeting.

Motion:   Gary Waugh moved to authorize the chairman to have a mockup of a classroom with the area above the blackboard ceiling area painted white.

So moved.  Seconded:  William J. Buckley, Jr.

Discussion:  Discussion of the ASI ensued.   For testing purposes, Richard Munday feels that the blackboards should be covered in white paper or a white sheet and then take a reading and then take it off and take another reading to compare the two.  Stacie Kavle, Vice Chair states that the expense of replacing the blackboards with whiteboards was around $34,000.00.  Further discussions of the blackboards ensued.  Gary Waugh would like to know if the reading comes back deficient if any other option, like lighting, has been explored.  Stacie Kavle, Vice Chair reminds George Graikoski that he was supposed to get those costs.  George Graikoski states that he has not gotten a price yet but that it will not be inexpensive.  Richard Munday thinks it would be prudent to get a sketch from an engineer to check the loads on the circuits.  Kent Gilyard states that paint is cheaper than energy so he feels we should paint first and then figure out a solution if needed.  William J. Buckley, Jr. thinks the Committee should wait.  Further discussion of getting a sketch ensued.  The Committee decides to wait until the next meeting and after the mockup is done and tested.  William J. Buckley, Jr. feels that after the painting and lighting test is done, the Committee should receive an email before the meeting so they know the results of the testing.

Vote: 

Abstention: none.

Objection:  none

Absent:  Jack Healy, Chair, Jeff Zullo and Lynn Chapman

All ayes. 

Motion passed.

Parking Lot Update (Jeff Zullo & Bill Buckley)

William J. Buckley, Jr., reports that the P&Z hearing is closed and that the meeting went until 12:05 AM and that no further testimony or materials can be submitted to P&Z.  He states that the decision is in their hands.  He believes they will have a vote at their next meeting.  Jack Healy, Chair and Jeff Zullo both reported to William J. Buckley, Jr. that the meeting went well and that they were both happy with the meeting.  They also felt that everyone who spoke did a good job and that they had a good feeling that the project was going to be approved.

Gary Waugh adds that last night at the BOE meeting, one of the interveners mentioned how valuable some of the points made by Tony Crowe were especially those comments regarding students getting out of practice late and having to walk long distances in areas that are not secure.  They acknowledged that that was a strong point.  He also wanted to add that some of the concerns involved how the catch basins were going to be maintained and there was a feeling that maintenance conditions would be placed on it after it was completed.

Maintenance Building

William J. Buckley, Jr. reports that until the parking lot is acted upon and the pricing is clear and soft costs are finalized with Jeff Zullo and Peg Perusse, it is difficult to approach this agenda item.  He feels that this is needed but that it should be kept on the agenda and discussed when appropriate.

Alternative Options List Review (Lynn Chapman)

None discussed.  Lynn Chapman not present this evening.  William J. Buckley, Jr. is concerned about this list and wants it revisited.  George Graikoski went through it and states that it is still in draft form and that it will be done with Peg Perusse.  George Graikoski will work on it.

6.  FINANCE COMMITTEE – Take actions as needed

William J. Buckley, Jr. reports that the Finance Subcommittee met tonight and that the Committee voted to bring the following items to the full Committee.  He hands a copy of the Invoices to be Approved List dated 7/19/2007 to the members of the Committee for their review.

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 in place.

So moved.    Seconded: Kent Gilyard 

Discussion:  Mac Bramley wants to know about the timeframe of the siding.  George Graikoski states that it will be done the middle to end of next week.  Discussion of how much has been paid and how much work has been done since the last meeting and if there is enough money not paid to them if the siding had to be removed and replaced.  Gary Waugh states that Jack Healy, Chair told him that 70% of the work has been done.  A lengthy discussion ensued.

Mac Bramley moved the question.

Gary Waugh seconded.

Vote:  To move the question

Absent: Jack Healy, Chair, Jeff Zullo and Lynn Chapman

Abstention: Stacie Kavle, Vice Chair

Objection:  William J. Buckley, Jr.  

Ayes:  Mac Bramley, Gary Waugh, Bob Blazek and Kent Gilyard

Motion to Move Passed.

Vote: Original motion to pay the invoice

Absent: Jack Healy, Chair, Jeff Zullo and Lynn Chapman

Abstention:  Stacie Kavle, Vice Chair

Objection:  William J. Buckley, Jr., Mac Bramley, Kent Gilyard and Bob Blazek  

Ayes:  Gary Waugh

Motion Failed.

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 in place.

So moved.    Seconded: Kent Gilyard 

Discussion:  none.

Vote: 

Abstention: none

Objection:  none  

Absent: Jack Healy, Chair, Jeff Zullo and Lynn Chapman

All ayes. 

Motion passed.

Motion:  William J. Buckley, Jr. moved that the following invoice be approved and authorize the Chairman to pay that invoice.

                                                                Total:   $280.00

Mac Bramley moved.   Seconded:  Kent Gilyard

Discussion:  none.

Vote:  Abstention: none

Objection: none

Absent: Jack Healy, Chair, Jeff Zullo and Lynn Chapman

All ayes. 

Motion passed

Motion:  William J. Buckley, Jr. moved that the following invoices be forwarded to the Chairman for approval subject to his review of each 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, Jeff Zullo and Lynn Chapman

All ayes.

Motion passed

William J. Buckley, Jr. reports that the other outstanding Herbert S. Newman invoices on the list are being worked out with Jack Healy, Chair and Herbert S. Newman.

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.