Meeting Minutes
LOCATION
DATE OF MEETING
TIME MEETING STARTED
PERSON PREPARING THE MINUTES
Marianne Arancio Stilson
MEMBERS PRESENT
1.
Jack Healy, Chair & BOS Representative
2.
William J. Buckley, Jr.
3.
Jeff Zullo, Treasurer & BOF Representative
4.
Gary Waugh - BOE Representative
5. Bob Blazek
6. Stacie Kavle, Vice Chair
7.
Lynn
Chapman arrives at
MEMBERS ABSENT
1.
Kent Gilyard
2.
Mac Bramley
OTHERS PRESENT
George Graikoski of O&G, Dom Vita, Superintendent, Winnie Harrison, Betsey
Glassman and Richard Munday of Herbert S. Newman arrives at
QUORUM PRESENT
Yes
1. CALL TO ORDER
Jack Healy, Chair
called the meeting to order at
2. APPROVAL OF MINUTES
Jack Healy, Chair asks for a motion to approve the minutes of the
Motion:
William J. Buckley, Jr. moved to approve the meeting minutes of July 19, 2007.
So moved.
Seconded:
Gary Waugh
Discussion:
None
Vote:
Abstention: Jack Healy, Chair and
Jeff Zullo
Deletions/Corrections/Additions:
none.
Absent: Kent Gilyard and Mac
Bramley
All ayes.
Motion passed.
Jack Healy, Chair asks for a motion to approve the minutes of the
Motion:
So moved.
Seconded:
Stacie Kavle
Discussion:
None
Vote:
Abstention: Bob Blazek and William
J. Buckley, Jr.
Deletions/Corrections/Additions:
none.
Absent: Kent Gilyard and Mac
Bramley
All ayes.
Motion passed.
3. PUBLIC PARTICIPATION
Jack Healy, Chair asks if there is any public participation.
Winnie Harrison states that Gary Waugh commented in the minutes of July 19th
that she had 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 but added that she
thought the parking lot was not the solution.
She further states that Dr. Breslin has come up with a solution and sent
out a letter to the seniors stating that approximately fifty spaces will be set
aside for senior parking and if more than fifty seniors apply for parking spaces
then it will be done by a lottery system.
Betsey Glassman again asks the Committee to issue a report regarding the money
in contingency and soft costs. She
said that the Committee keeps referring to the soft cost fund as the contingency
fund and states that it’s her understanding that they are not the same.
She questions whether Jeff Zullo transferred the soft cost funds to the
contingency funds as he stated he would do at the last BOS meeting that she
attended. She states she did not
attend the last meeting and wants to know if it’s been done.
She wants to know why the public is not getting the truth on this issue.
She further discusses the soft cost funds.
She would like to see an itemized account and tells the Committee that
they will be held accountable. She
asks the Committee to be honest with the public and further states that it is
her opinion that the parking lot will put the Committee well over the
contingency or soft costs funds.
She feels that the Committee can not afford the parking lot.
She feels that the parking lot should not be built right now.
4. COMMUNICATION
Report from Jeff Zullo on BOF Communication
Jeff Zullo updated the BOF on Monday night on the status of the current
contingency and budgets. He told
them the budget is sufficient to complete the project and build the parking lot.
Report from Gary Waugh on BOE Communication
Gary Waugh reports that the BOE did not meet in August but at the last meeting
he reported that they did a walk-through.
He states that the BOE will meet again next Wednesday night.
He states that the BOE is concerned about the schedule.
Report from Jack Healy on BOS Communication
Jack Healy, Chair reported to the BOS on the schedule, the money, talked about
both schools, the siding and communication with the architect.
Jack Healy, Chair asks if there is any other Communication.
Gary Waugh reports that he had communication from one of the instructors in the
7th and 8th grade wing and hopes the Committee can find a
way to get the panels in and installed before the academic year begins.
Jack Healy, Chair states that George Graikoski will address that issue
this evening.
5. ARCHITECT/CONSTRUCTION MANAGER
UPDATES
Budget (O&G)
George Graikoski of O&G hands out to the members of the Committee the following
reports: O&G Litchfield High
School/Middle School and Litchfield Intermediate School Monthly Summary Data
Report #10 Dated August 16, 2007 that includes the Summary Data for the
Middle/High School; Litchfield
Middle/High School Construction Manager’s Monthly Cost Control Report;
Litchfield Middle/High School Change Orders by Trade Contractor; Litchfield
Middle/High School Payment Applications Summary for the Month of July 2007;
Litchfield High/Middle School Project Commentary July 2007; Litchfield High
School Phasing Plan Summer 2007 Schedule dated May 31, 2007; Summary Data for
the Intermediate School; Litchfield
Intermediate School Construction Manager’s Monthly Cost Control Report;
Litchfield Intermediate School Change Orders by Trade Contractor; Litchfield
Intermediate School Payment Applications Summary for the Month of July 2007;
Litchfield High/Middle School Project Commentary July 2007; Litchfield
Intermediate Project Commentary July 2007; Litchfield Intermediate School
Phasing Plan dated September 23, 2005 – Second Floor; Litchfield Intermediate
School Phasing Plan dated September 23, 2005 – Third Floor; Litchfield
Intermediate School Contract Allowances and Litchfield High School/Middle School
Contract Allowances.
Jack Healy, Chair remarks that Richard Munday has not arrived yet and George
Graikoski states that he spoke to him at
George Graikoski goes over the above reports with the members of the Committee.
Lynn Chapman arrives at
Richard Munday of Herbert S. Newman arrives at
Lengthy discussion ensued.
William J. Buckley, Jr. would like a line item for “Reimbursable Line Item
Expenses” added to the report for next meeting.
Jack Healy, Chair agrees.
George Graikoski will make that change in the next report.
Jeff Zullo reports that there was a discussion at the Finance Subcommittee
Meeting after review of the numbers to have a workshop meeting.
He states that he will meet with William J. Buckley, Jr. and Jack Healy
next Thursday to input the numbers into the report.
Jeff Zullo states that Peg Perusse’s input needs to also be included.
William J. Buckley, Jr. states that the goal is to take basic services
and list basic serves and also list all of the different items consistent with
the contract so that the Committee can pay items consistent with the contract.
Jeff Zullo states that they can then make recommendations of all the soft
costs that no money has been spent on and reallocate those at the next meeting.
Further discussion ensued on line items that will produce additional
funds to do things like build parking lots as an example.
Jack Healy, Chair states that he spoke to Peg Perusse and there is also
money coming back into the budget from technology.
Discussion of adjusting the committed amounts and bonding costs in the
report ensued. Jeff Zullo reports
that money will be coming back from the bonding costs.
Jeff Zullo states that the initial budget and the final budget doesn’t
change and that they will be reallocating amounts within the budget.
He also remarks that anyone who thinks that anyone can manage
thirty-three million dollars without these kinds of changes doesn’t understand
the process. He feels that the
accounting is reasonable. William
J. Buckley, Jr. reiterates that for the next meeting the numbers will be
reallocated based on surpluses and deficiencies.
Jeff Zullo states that he did not get the spreadsheet of the Committee’s
consultants and asks Superintendent, Dom Vita to get that from Peg Perusse.
Don Vita will take care of that.
Further discussion ensued.
Jeff Zullo reports that he met with Peg Perusse and Deb Lavoie on Tuesday.
Jeff Zullo reports that the Finance Subcommittee will with work with Peg
Perusse and George Graikoski to get the updates into the next budget and then
present that to the Committee at the next meeting for approval.
Jack Healy, Chair states that all this
work takes a while to do. William
J. Buckley, Jr. states that what is important for everyone to understand is that
the budget that the Committee started with, the thirty-three million is still
the budget that all the line items add up to.
George Graikoski states that he worked on the allowances.
He states that he went through the bid packages and pulled out a lot of
allowances for both schools. He
states that these are the allowances that haven’t been spent to date.
He refers the Committee to the reports entitled Litchfield Intermediate
School Contract Allowances and Litchfield High School/Middle School Contract
Allowances. He states that there is
$112,025.21 in the High/Middle School and $136,775.00 in the
Jack Healy, Chair inquires about the credits.
George Graikoski reports that the change order meetings started up again
yesterday. He reports that Titan
Roofing, Spectrum and Richards credits are coming.
Jack Healy, Chair states that the
credits are not in the budget now so this will also help the contingency.
Discussion of the remaining credits ensued.
Jack Healy, Chair asks Superintendent Don Vita about the technology
credit of five or six thousand dollars.
He states that the flat screens were included in the price so there will
be a credit and that Peg Perusse is working on this issue.
Schedule Update (O&G)
George Graikoski reports that all the abatement work is completed in the High
School. He reports that the
rough-ins are all completed in the classrooms, the library and the cafeteria.
The only area that has not started is the kitchen area.
He reports that the plumbing and electrical work and counter tops in the
science labs are complete. He
states that the classrooms in area seventeen, eighteen and the custodial area
have all been turned over and they are moving furniture in there now.
He reports that the cafeteria will be turned over by Wednesday of next
week. The library will be turned
over on Monday. He reports
the flooring in the cafeteria will be finished on Tuesday.
In the High School all the areas will be turned over before school starts
except the band room, the kitchen and the three classrooms in area nineteen.
The classroom with the greenhouse will be turned over before the
beginning of school. The corridors will be patched.
The band room and the teacher’s lounge will be turned over at the middle
or end of September. The three
classrooms will be turned over at the end of September or beginning of October
and the kitchen will be turned over at the end of October.
Jack Healy, Chair states that it is all on schedule except for the band
room. Dom Vita responds that
the difficulty will be moving items out of the choral room so they can move band
in that room. He states that they will work around it.
Jack Healy, Jr. inquires about who is moving the items back into the
classrooms. Dom Vita responds that
it is a combination of the movers and the faculty.
Jack Healy, Chair asks what the reaction is to the new science area.
Dom Vita responds that it is beautiful and that the new science area is
extraordinary.
George Graikoski states that the repairs to the gym arches has started and will
be finished tomorrow. Jeff Zullo
reports that the front entrance pedestals came out beautiful.
George Graikoski reports that the inspections will be done tomorrow.
Gary Waugh inquires about the painting.
George Graikoski states that the painting is being done now.
He states that the existing paint is being taken off and power washed.
Jack Healy, Chair inquires about the ceiling.
George Graikoski states that the panels are ordered and he is waiting for
a delivery date. He states that
carpenters from O&G will start the work because the original contractor is too
busy to get the work done before school starts.
Dom Vita wants to be sure that the five classrooms for special needs students
are done. George Graikoski states
that Peg Perusse gave him a list of all the classroom room numbers. Jack Healy,
Chair asks Dom Vita to double check those classroom numbers with Peg Perusse and
George Graikoski to be sure the right classrooms are done.
William J. Buckley, Jr. reminds the Committee that they did have a
discussion with a parent with a special needs child and thinks that the school
should redo the test that was done with the guidance counselor after the
classrooms are finished to compare the results.
Gary Waugh hopes that the lag time between these five classrooms and the
next five classrooms if in fact a solution is found is minimal.
Jack Healy, Chair states that with the progress that is being made with
the budget that he would be willing to move ahead to the next phase very
quickly. Gary Waugh states that he had a discussion with a instructor in that
wing and that echo is a big problem in the instructional day.
He feels it needs to be done.
Jack Healy, Chair states that it is a high priority after the budget is
laid out.
Jack Healy, Chair inquires about the siding.
George Graikoski states that on the
Jack Healy, Chair is encouraged that the High School is on schedule.
William J. Buckley, Jr. inquires about the grounds and that it has to be
properly finished. George Graikoski
states that the landscaper started this week.
He states that he will be doing the plantings and the grass after the
trees are done. William J. Buckley,
Jr. states that any place they put a curb or a sidewalk they did not backfill
with good material. George
Graikoski states that there is a new law in
William J. Buckley, Jr. inquires if the Committee is ready to do a punch list.
Discussion ensued. Jack
Healy, Chair would like to wait until the contractors are done.
Jeff Zullo wants to know when the appropriate time is to do the punch
list. Further discussion ensued.
It is decided to wait to do a group punch list.
William J. Buckley, Jr. wants to know when the dumpster is going to be emptied.
George Graikoski states that the clean up started today.
He states that the dumpster is the roofer’s and he will find out why it
has not been removed. Jack Healy,
Chair asks George Graikoski to check on this issue.
Jeff Zullo wants to know when the containers across the way are going to be
moved removed. George Graikoski
states that they are being done now and it should be done by Tuesday.
William J. Buckley, Jr. states that the handicap railing extends into the
sidewalk and that it is dangerous.
Code requirements are discussed.
George Graikoski will look into this and get back to the Committee on this issue
at the next meeting.
George Graikoski reports on the schedule for the
George Graikoski states that the bathroom ceilings and drywall will be done next
week by O&G and that the contractors that were responsible for doing the work
have been given notice. He also
states that O&G will be doing the ceiling in the principal’s office and the work
in the art room. On Tuesday the
curtain wall contractor is coming back to finish up the vestibule wall so the
ceilings and walls will be completed.
He states that everything will be turned over except for the new book
cases.
Jeff Zullo inquires about the painting of the rooms with the lighting issue.
George Graikoski states that he talked to the painter but has not seen
the costs. He will call him.
Jeff Zullo states that he asked George Graikoski to get an estimate from
the painter for the stairwells as well.
William J. Buckley, Jr. feels that the contractor should be back billed for the
work. George Graikoski states that
it’s Connecticut Carpentry and Lockheed.
Jack Healy, Chair states that there is a penalty clause.
Jeff Zullo agrees that O&G should bring in workers to complete the
projects but feels that the penalty clause should be enforced.
George Graikoski will send them a letter and call the bonding company.
William J. Buckley, Jr. states that George Graikoski has done his job and
the contractors haven’t responded and that the Committee should have the town
attorney write them a letter consistent with the contract and impose a penalty
and take it out of their repayment.
Motion:
Jeff Zullo moved that the Building Committee authorize the Construction
Manager to initiate penalty clauses against pertinent contracts to his
discretion to bring the project to completion within the schedules.
So moved. Seconded:
William J. Buckley, Jr.
Discussion:
A discussion of whether O&G should work
with the town attorney to get this done ensued.
Vote:
Absent: Kent Gilyard and Mac Bramley
Abstention: none.
Objection: none.
All Ayes
Credit Update (O&G)
Discussed in Budget (O&G) above.
Soft Cost Budget (Jeff Zullo & O&G)
Discussed in Budget (O&G) above.
Issues List Review (HSN)
Richard Munday reports that most of the items are routine punch list items.
He states that the critical ones relate to the building and the fire
department. He reports that the
state fire marshal will approve the modification on the windows.
He states that the work is underway with the gym door for the High
School. Jack Healy, Chair inquires
about the footing and the increase in the cost.
George Graikoski feels that it will be a cost of around thirty-five
hundred or three thousand dollars.
Peter Bowman wants to tie it into the existing foundation.
He is coming out tomorrow.
Richard Munday states that Peter Bowman is in the process of punch listing the
cafeteria and the 7th and 8th classrooms.
Next Wednesday he will be out again to work on the punch list.
Jeff Zullo inquires about the curtain walls and the windows.
George Graikoski states that it will be finished by the end of next week.
Gary Waugh inquires if Richard Munday did the investigation on the ventilation
units in the cafeteria and the choral room.
Richard Munday states that drawings show no operable windows and that was
the way the design was approved.
Gary Waugh wants to know if there is any remediation course that can be taken if
there is a problem. Richard
Munday states that the fixed lights can be taken out and that window shades are
another possibility. Gary Waugh
wants to know if there is any way to add air conditioning without a significant
expense. Richard Munday states that
there is not.
The pipe location and height in the Intermediate School Cafeteria is discussed.
Richard Munday states that it was not put in consistent with the contract
but that it is code. A discussion
about the sprinkler system ensued. Jack
Healy, Chair is concerned that the pipe could be an issue if left as is and that
it should be moved up at no extra cost to the Committee.
William J. Buckley, Jr. discusses the issues list report and specifically the
status list column. He feels that
some of these items can be put on a completed list.
Richard Munday states that there is a new list in the works that is not
finished but will be done for next meeting and will include a column for O&G and
Newman to either agree or disagree on the line items in the report.
Richard Munday reports that they are
seeing progress with this report.
Jeff Zullo asks Richard Munday to send the new list to Jack Healy, Chair before
the next meeting and asks that it be emailed to all members before the next
meeting.
Gary Waugh inquires about the water fountain in the gym.
Richard Munday states that due to
vacation schedules, this issue has not been addressed yet.
Gary Waugh would like to see this issue resolved before the basketball
season starts.
Discussed in agenda item Schedule (O&G) above.
Entrance to 7th & 8th Wing updates (O&G and HSN)
Discussed in agenda item Schedule (O&G) above.
Wall Panel Update (O&G and HSN)
Discussed in agenda item Schedule (O&G) above.
LHS Ceiling Replacement, Noise Attenuation and Noise Levels (HSN)
Discussed in agenda item Schedule (O&G) above.
Parking Lot Update (Jeff Zullo & Bill Buckley)
Discussed in agenda item Schedule (O&G) above.
Jeff Zullo states that he anticipates P&Z will make a decision by next
Monday. He states that he also
requested that George Graikoski get a quote from Richards to do the eighty space
element. He wants to see what the
cost difference is between the eighty and one hundred and twenty spaces.
None discussed. Jack Healy, Chair wants
this agenda item moved to a sub-category of Alternative Options List Review
(Lynn Chapman) for all future meetings. William
J. Buckley, Jr. states that if there is funds it should be part of that list and
decided on then.
Alternative Options List Review (Lynn Chapman)
None discussed.
6. FINANCE COMMITTEE – Take actions
as needed
Approval of Invoices
Motion:
William J. Buckley, Jr. moved that the following invoices be forwarded to
the Chairman for approval subject to his review to make sure that the proper
certifications are in place.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Gar San |
18 |
|
$87,705.80 |
Middle/High |
|
General Welding |
13 |
|
$4,598.00 |
Middle/High |
|
Kennedy Electric |
18 |
|
$36,078.15 |
Middle/High |
|
MJ Daly |
16 |
|
$21,131.80 |
Middle/High |
|
R&R Windows |
10 |
|
$7,627.55 |
Middle/High |
|
Richards Corp |
13 |
|
$43,339.00 |
Middle/High |
|
Titan Mechanical |
18 |
|
$41,734.11 |
Middle/High |
For a total of $242,214.41
So moved. Seconded:
Lynn Chapman
Discussion:
none.
Vote:
Absent: Kent Gilyard and Mac Bramley
Abstention: none.
Objection: none.
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 to make sure that the proper
certifications are in place.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
General Welding |
13 |
|
$1,245.93 |
Intermediate |
|
Kennedy Electric |
18 |
|
|