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. Bob Blazek
3. Jeff Zullo, Treasurer
& BOF Representative 4. Gary Waugh - BOE Representative
5. Mac
Bramley
MEMBERS
ABSENT
1. Stacie Kavle, Vice Chair 2. Lynn Chapman
3.
Kent Gilyard 4. William J.
Buckley, Jr.
OTHERS
PRESENT
Peg
Perusse, Louis Rosenblatt of O&G, Winnie Harrison, A. Brooks Fischer of
Herbert S. Newman and Wayne Shuhi 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: Jeff Zullo moved
to approve the meeting minutes of September 6, 2007.
So moved. Seconded: Bob Blazek
Discussion: Mac Bramley commented on how well done the
minutes are and Jeff Zullo agreed. Jeff
Zullo inquires as to whether the minutes are filed on the internet. The recording secretary responds that they
are sent to Mark Landy after the Committee approves the minutes for publication
on the website immediately.
Vote:
Abstention: None
Deletions/Corrections/Additions: none.
Absent: Kent Gilyard, Stacie Kavle, Vice Chair,
William J. Buckley, Jr. and Lynn Chapman
All Ayes
Motion passed.
3. PUBLIC PARTICIPATION
Jack
Healy, Chair asks if there is any public participation.
Winnie
Harrison states that she was not surprised that the Committee got their
approval but that she was surprised that it took three months. She was there at the meeting and comments
that the Committee should not get giddy about the thirty extra spaces and
states some of the requirements that P&Z stated that evening. She also has a question about the rooms
getting hot especially in the choral room that Gary Waugh has been struggling
to get done as well as the ceiling issues.
She feels like it is taking forever and asks if the Committee feels any
responsibility to the students who this project is for to maximize the quality
of their learning environment.
4. COMMUNICATION
Report
from Jeff Zullo on BOF Communication
Jeff
Zullo updated the BOF on the current status at their last meeting. He states
that the BOF had no comments other than to proceed to the end of the
project. He states that he gave them an
update on the reimbursements and plans for the finishing of the project.
Report
from Gary Waugh on BOE Communication
Gary
Waugh reports that the BOE cancelled their meeting last night and that he had
no report this evening.
Report
from Jack Healy on BOS Communication
Jack
Healy, Chair reported to the BOS on the status of the project and updated them
on the parking issue. He states that
Bill Dranginnis inquired about the vestibules at the high school. Jack Healy, Chair checked with Andrew and
asked that George Graikoski get back to him with a date certain for this to be
completed.
Jack
Healy, Chair received a letter from Roger Doyle at the Police Department
referring to the traffic flow at the high school. He stated that they have concerns about the
traffic flow and that they would like to sit down and discuss the final traffic
flow before the end of the project. Jack
Healy, Chair states that the police department is concerned about the parking situation
as well. Jack Healy, Chair states that
he will have Roger Doyle sit down with either A. Brooks Fischer or Richard Munday
of Herbert S. Newman before the end of the project.
Jack
Healy, Chair reports that there was a series of emails about the sound
attenuation and that positive discussion has taken place with the person doing
the studies on the sound attention with the schools. Gary Waugh inquires about the comparison of
the two classrooms. Jack Healy, Chair
discusses the use of the ceiling tiles for those spaces. Gary Waugh reports that Tony Crowe reported
that the science teacher that was using the classroom stated that the sound was
substantially better. Further discussion
ensued.
5. ARCHITECT/CONSTRUCTION MANAGER UPDATES
Budget (O&G)
Louis
Rosenblatt 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 #11 through August, 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; Payment Applications
Summary for the Month of August 2007; Project
Commentary August 2007; Phasing Plan Summer 2007 Schedule dated May 31, 2007; Litchfield
Intermediate School Summary Data; Construction Manager’s Monthly Cost Control
Report; Litchfield Intermediate School Change Orders by Trade Contractor; Payment
Applications Summary for the Month of August 2007; Project Commentary August
2007 and Phasing Plan for the Second
Floor and Third Floor dated September 23, 2007.
Louis Rosenblatt goes over the above reports with the members of the
Committee. Louis Rosenblatt reports that
the changes voted on at last meeting are in tonight’s reports. Jeff Zullo notes that more changes can be
made tonight. Lengthy discussion ensued.
Motion: Mac Bramley
moved for the Middle/High School to reduce the amount of Owner’s Engineering
Consultants final budget and amounts committed to $32,261.00 and further to
debt 15-000290 Owners’ Contingency in the amount of $32,261.00 and credit
15-000123 Owner’s Engineering Consultants in the amount of $32,261.00.
So moved. Seconded: Jeff Zullo
Discussion: Jeff Zullo states that this was to clean up
the contingency line item. Further
discussion ensued. Jeff Zullo feels that
he should meet with George Graikoski and William J. Buckley, Jr. and have a
workshop meeting prior to the next Finance Subcommittee meeting to bring one
motion to the Committee for the next meeting to clear up the line items. Jack Healy, Chair agrees. He would like to see a hard copy of the
numbers in the line items and then make a decision on more changes. Jeff Zullo would like to identify any more
funds in soft costs. He states that he
is still waiting for feedback from Cynthia in the Finance Department. A lengthy discussion occurred.
Vote:
Absent: Kent Gilyard, Lynn Chapman, William J.
Buckley, Jr. and Stacie Kavle, Vice Chair.
Objection: None.
Ayes: Jack Healy, Chair, Jeff Zullo, Gary Waugh,
Mac Bramley and Bob Blazek.
Motion passed.
Schedule Update (O&G)
Louis
Rosenblatt discusses the Litchfield High School Commentary and Phasing Plan
dated August 2007 for an update on the schedule and the phasing plan with the relative
dates of turnaround and occupancy relative to the areas on the drawing in the
reports. He reports that the cafeteria,
area 9A is complete and area 9B is scheduled for October 22nd and he
believes that will be a firm date.
Jack
Healy, Chair asks Peg Perusse about the food service and she states that it is
going well.
Jeff
Zullo inquires about the hallways and the completion of the grid and the
tile. Gary Waugh responds that it is not
complete but that he saw that they are working on it and that the grid is
complete. Jeff Zullo would like to have
the dates in the report updated for next meeting so that they are more
accurate.
Gary
Waugh asks what the status of the painting is.
Louis Rosenblatt reports that the painting is still ongoing. Louis Rosenblatt reports that the punch-list
is being worked on now and A. Brooks Fischer reports that Peter Bowman is
working on that.
Gary
Waugh wants to know if the skim on the outside of the gym has been
scheduled. A. Brooks Fischer reports
that they just received shop drawing and a mock-up of one of the areas two
weeks ago and that they requested to see another mock-up that deals with the coping
and that it is not resolved but being worked on. Mac Bramley wants to know if the coping and
the fascia is an issue that has been resolved to the satisfaction of both
parties. A. Brooks Fischer reports that
it has not been resolved and that it’s still an issue. They are still trying to find a way to
satisfy all the parties. Jack Healy,
Chair reports that Stacie Kavle is working with Richard Munday on this issue. He reports that she is concerned that the
contractor is taking a hard line on this issue and that she is most concerned
about the area within the courtyard with the quality of the workmanship and the
installation. Jeff Zullo states that the
contracts expire in early November and if these issues are not resolved he
wants to know if there will be an issue with the contractors going beyond the
terms of their contracts. Jack Healy,
Chair states that it gets into liquidated damages. Louis Rosenblatt states that that’s why it’s
important to resolve these issues to find out where it’s a workmanship issue or
something else that was overlooked and has to be redone. He states that this needs to be answered
right away. Jeff Zullo states that these
issues should have been resolved months ago.
A lengthy discussion ensued.
Gary
Waugh asks A. Brooks Fischer about two issues that Richard Munday still has
next addressed. He wants to know if the issues
of the trays that are holding the wiring in the hallways in the
Gary
Waugh asks A. Brooks Fischer about the painting of the ceilings for the light
reflection above the blackboard areas and he reports that they got good
readings on the mockup classroom. Jeff
Zullo states that the Building Committee is still waiting for George Graikoski
to get the estimates from the painter to do that work and the stairwell. He tells Louis Rosenblatt that this issue of
the getting the estimate has come up at several meetings now. Mac Bramley reminds the Committee members
that they have not approved any funds for this work. Jack Healy, Chair asks Louis Rosenblatt to push
George Graikoski to get this done right away.
Louis Rosenblatt will follow-up on this issue.
Jack
Healy, Chair wants to know what’s going on in the
Entrance to 7th
& 8th Wing updates (O&G and HSN)
Jack
Healy, Chair wants to know how the installation of the entrance is coming. Louis Rosenblatt will check with George
Graikoski on that issue.
Wall Panel Update
(O&G and HSN)
Jack
Healy, Chair states that the
LHS Ceiling
Replacement, Noise Attenuation and Noise Levels (HSN)
Gary
Waugh is concerned that before the workman leave the classroom that the money
be appropriated for the other classrooms that still need to be done. Jack Healy, Chair reminds Jeff Zullo to work
with Cynthia and look at the numbers so that the Committee can vote to get this
done quickly. Jeff Zullo states that he
thought that George Graikoski has allocated one hundred thousand already taken
out of contingency to do this. Jack
Healy, Chair states that he would comfortable with a motion to do the other
classrooms as long as that money has already been allocated by George Graikoski
in the budget. Jeff Zullo asks the
Chairman for a few minutes to go through the minutes to see if he can locate
what George Graikoski said at the meeting.
Motion: Gary Waugh made
a motion that the ceiling panels be installed in the additional five classrooms
in the 7th and 8th grade wing, contingent on the fact
that the money has already been allocated and is present within the budget.
So moved. Seconded: Mac Bramley
Discussion: None.
Vote:
Absent: Kent Gilyard, Lynn Chapman, William J.
Buckley, Jr. and Stacie Kavle, Vice Chair.
Objection: None.
Ayes: Jack Healy, Chair, Jeff Zullo, Gary Waugh,
Mac Bramley and Bob Blazek.
Motion passed.
Louis
Rosenblatt will speak to George Graikoski to see what has been accounted for in
dollars and allocated. Further
discussion ensued. Jeff Zullo would like
to know from George Graikoski what the actual amount is to finish this project
since he believes he now has the actual figures.
Credit Update (O&G)
Louis
Rosenblatt states that he has been working with George Graikoski and that he
has been pulling information out of his files to better review and go after the
credits. He states that some of the
credits have already been established in the reports given out this evening. Jack Healy, Chair states that he has spoken
to Richard Munday and that he believes there are more credits. He states that Richard Munday would be
willing to work with O&G to get these credits taken care of. Louis Rosenblatt states that they have been
maintaining a list since the beginning of the project and that anything that
the architect comes up with that hasn’t been carried is worthwhile to look
at. Jack Healy, Chair asks A. Brooks
Fischer to take that response back to Richard Munday.
Issues List Review
(HSN)
A.
Brooks Fischer states that they are working on the issues list and that it’s still
an ongoing process and that he believes that it going well. A. Brooks Fischer will get Richard Munday’s updated list to Jack Healy, Chair by email
next week. Jack Healy, Chair asks A.
Brooks Fischer to please do that and that he will send it to all the Committee
members by email after he receives it.
Parking Lot Update
(Jeff Zullo & Bill Buckley)
Gary
Waugh states that last night the college fair took place at the school and that
people were parking everywhere and in places that are worse than tonight’s
events. He feels that something has to
be done. He fells that either there
should be police presence at an event to adequately govern where the public
parks or more parking spaces are needed.
He states that it was a zoo last night.
Bob
Blazek gave the Committee an update on the P&Z meeting since he attended
their meeting. Bob Blazek states that
they approved the intermediate lot but that there was concern about a buffer on
the southern end and that they took away thirteen spots for aesthetics. He states that the original plan was to plant
evergreens in that area and that it was changed to bushes and hard wood trees. He feels that if the Committee has something
to say about this, that evergreens should be mixed back in for a year round
buffer. Jack Healy, Chair states that
there was a misinterpretation of the drawings but that this is fine. Bob Blazek states that Mr. Wilson put the
package together to address some of the concerns voiced that night. He reports that Mr. Wilson found thirty additional
spots on the north end that will have to go back to Wetlands for approval. Jack Healy, Chair states that he has not yet
received the official letter from P&Z but that the Committee ended up with
more spaces in the end and that he was pleased.
He states that a complete site plan with all the parking spaces needs to
be done and submitted and then a traffic study would have to be done as well. Further discussion ensued.
Mac
Bramley states that it is obvious that there is a parking problem and that it is
evident tonight and states that it has been stated many times that this is a
multi-use parking problem and that it is not necessarily an educational parking
problem. He states that there still is a
question that within the Committee’s budget they are capable of performing what
is really needed for this entire facility to function as an educational and a
community facility. He wants to know if
there has been any conversations initiated with other agencies of the community
as to whether or not the entire cost of these two projects are incorporated
within the budget of thirty three million dollars because he feels it is time
to ask that question. Bob Blazek states
that Mr. Wilson did use as an explanation for approving the application for the
parking lot that the auditorium is used for the community as well as the Plumb
Fields. He made a big point that there
is community use of the auditorium for public meetings and other things that
are the business of the Town. Jack Healy, Chair states that there have been no
discussions that he is aware of on this issue.
Jeff Zullo states that this is a school project and a school parking
that is needed to fill the needs of the students of the school. Peg Perusse states that as the only
administrator of the school here tonight she would like to interject that there
are conferences here at night and there is no place to park and that there are
concerts and school concerts, school plays, college nights and that the
community part is incidental but that the school does not have enough space to
meet the needs of the school population and it’s activities. Jack Healy, Chair states that he wants to
wait to get the letter from P&Z and then discuss this issue again. He states that after he gets the letter and
finds out what has to be done, then a decision can be made by the Committee. He believes that this decision has to be made
based on the budget and other issues and that he would not spend any money on a
redesign of the parking lot until he is sure that there are funds to do the
whole project.
Alternative Options
List Review (Lynn Chapman)
None
discussed.
None
discussed.
Soft Cost Budget
(Jeff Zullo & O&G)
Jeff
Zullo wants to know if they should move funds on the
Motion: Mac Bramley
states that that there is no change in
the amounts committed in line item 15-000123 of the Litchfield Intermediate
School and moved to debt Owner’s
Contingency 15-000290 in the amount of $16,880.00 and credit 15-000123 Owner’s
Engineering Consultants in the amount of $16, 880.00.
So moved. Seconded: Gary Waugh
Discussion: None.
Vote:
Absent: Kent Gilyard, Lynn Chapman, William J.
Buckley, Jr. and Stacie Kavle, Vice Chair.
Objection: None.
Ayes: Jack Healy, Chair, Jeff Zullo, Gary Waugh,
Mac Bramley and Bob Blazek.
Motion passed.
Jeff
Zullo states that this budget will be easy to clean up. Jack Healy, Chair wants him to work with
Cynthia to get the numbers. Jeff Zullo
asks Jack Healy, Chair’s assistance with Cynthia to get this information quickly.
6. FINANCE COMMITTEE – Take actions as needed
Approval of Invoices
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 in place.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
CCA, LLC |
64088 |
|
$1,438.57 |
Intermediate |
|
Marianne Arancio Stilson |
9062007-Split |
|
$97.35 |
Intermediate |
|
|
2007-1663 |
|
$1,051.53 |
Intermediate |
|
Dell |
XC5524PNI |
|
$8,797.00 |
Intermediate |
|
William B. Meyer |
11756 |
|
$8,350.00 |
Intermediate |
Discussion: Jack Healy, Chair wants to know if this will
be the last invoice for William B. Meyer.
Peg Perusse states that she believes it is.
Vote:
Abstention: none.
Absent: Kent Gilyard, Lynn Chapman, William J.
Buckley, Jr. and Stacie Kavle, Vice Chair.
Objection: None.
Ayes: Jack Healy, Chair, Jeff Zullo, Gary Waugh,
Mac Bramley and Bob Blazek.
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 in place.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Herbert S. Newman |
16651 |
|
$2,468.40 |
Intermediate |
|
Herbert S. Newman |
16652-split |
|
$569.25 |
Intermediate |
So moved. Seconded: Mac Bramley
Discussion: Jeff Zullo states that they represent the
contract administration and additional fees.
Jack Healy, Chair wants to know what the contract will be after
this. Jeff Zullo states that it will
bring it to 99% complete on the contract administration and everything else at
100%.
Vote:
Absent: Kent Gilyard, Lynn Chapman, William J.
Buckley, Jr. and Stacie Kavle, Vice Chair.
Objection: None.
Ayes: Jack Healy, Chair, Jeff Zullo, Gary Waugh,
Mac Bramley and Bob Blazek.
Motion passed.
Motion: Jeff Zullo moved
that the following invoice be forwarded to the Chairman for approval subject to
his review of each to make sure that the proper certifications are there.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Allied Restoration |
13 |
|
$9,202.00 |
Middle/High |
So moved. Seconded: Bob Blazek
Discussion: Jack Healy, Chair asks why the date is so
old. Jeff Zullo responds that it was not
approved at the last two meetings.
Absent: Kent Gilyard, Lynn Chapman, William J.
Buckley, Jr. and Stacie Kavle, Vice Chair.
Objection: None.
Ayes: Jack Healy, Chair, Jeff Zullo, Gary Waugh,
Mac Bramley and Bob Blazek.
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 in place.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
CCA, LLC |
64088-Split |
|
$5,968.75 |
Middle/High |
|
Dell |
XC55D5RM8 |
|