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. Mac Bramley
7. Lynn Chapman 7. Stacie Kavle, Vice Chair arrives at
8. Kent Gilyard arrives at
MEMBERS
ABSENT
None
OTHERS
PRESENT
Peg
Perusse, George Graikoski of O&G, Winnie Harrison, Tony Crowe, 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 August 16, 2007.
So moved. Seconded: Lynn Chapman
Discussion: None
Vote:
Abstention: Mac Bramley
Deletions/Corrections/Additions: none.
Absent: Kent Gilyard and Stacie Kavle
All ayes.
Motion passed.
3. PUBLIC PARTICIPATION
Jack
Healy, Chair asks if there is any public participation.
Winnie
Harrison hopes she hears about the contingencies tonight and shares another
comment on the siding from a parent driving recently with her son in the car
who stopped for the first time and her son stated “Who the ‘blank’ picked that
yellow?”
4. COMMUNICATION
Report
from Jeff Zullo on BOF Communication
Jeff
Zullo updated the BOF in August and gave them the current status of the
contingency funds and the unallocated expenditures and they had no comments and
were pleased with the report and look forward to the completion of the project.
He states that the BOF commented that
they love the colors of the school.
Report
from Gary Waugh on BOE Communication
Gary
Waugh reports that the BOE met last night and they had some questions involving
the returns on the wiring in the
Report
from Jack Healy on BOS Communication
Jack
Healy, Chair reported to the BOS on the status and they had no comments. Jack Healy, Chair reports that the school
opened smoothly and only received emails about the science rooms.
Jack
Healy, Chair received a letter from the mother of the
William
J. Buckley, Jr. responds that the Committee was going to have the expert that
the mother was working with for her child go back and do testing of the
room. He feels that this would be very
helpful for the Committee to know the results.
Jack Healy, Chair will take care of this.
Gary
Waugh stated that Tony Crowe had some observations that he would like him to
share with the Committee. Tony Crowe
states that there is a marked difference in the rooms that have been done and
that the mother was impressed with the change in the room.
Gary
Waugh feels that the expert from Armstrong should come back to do testing on
the rooms as well.
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 #11a Dated 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; 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
Public Schools Owner’s Engineering/Consulting Costs Summary Report dated
George
Graikoski states that the major change in the budget is that they went through
all the allowances and wrote credit change orders and put them in the report
this month. Lengthy discussion ensued on the report.
George
Graikoski states that they are continuing with the change order meetings and
that they had a meeting last week that went very well and that they are working
on the credits. He states that he did
schedule a change order request with Titan Mechanical and other contractors for
next Wednesday to finalize the credits.
Kent Gilyard arrives
at
Discussion
of a fifty thousand dollar allowance for tiling for the suspended ceiling was
approved in March in the one hundred wing and is going to be offset with
allowances. Discussion ensued.
William
J. Buckley, Jr., asks George Graikoski to add a line item that includes the bid
document printing and mailing so it adds up to the lump sum contract. He asks
him to send it to Jack Healy, Chair and to him to go over with Peg.
Mac
Bramley states that there was work done by O&G that is over and above the
contract and wants to know where the cost is.
George Graikoski states that some of it is the line item costs and some
are reimbursable. William J. Buckley,
Jr. asks George Graikoski to separate it.
A
lengthy discussion ensued about the committed amounts in the report and various
line items in the report.
Schedule Update (O&G)
George
Graikoski reports that in the
Mac
Bramley asks if he can go back to an item in the Budget Agenda. The Committee has no objection.
Back
to Budget (O&G)
Mac
Bramley states that the final budget does not show anything allocated to
anything and states that that is not true.
He wants to know if the computer program can adjust contingency to show
how much is used in the overages of all the budgets that they do not control. A lengthy discussion ensued.
Back
to Schedule Update (O&G)
Gary
Waugh has a concern about the two bridges that have been done and that the linoleum
adhesion has not been done properly and needs to be repaired immediately. George Graikoski states that he has already
spoken to the contractor about this.
Gary
Waugh states that at the BOE meeting last night the Chairman was concerned
about the action on the cable trays in the
Jeff
Zullo discusses the vestibules and discusses the fact that it still has not been
completed. George Graikoski states that it is being worked on now. Jeff Zullo discusses the penalty clauses in
the contracts and is concerned that the contractors are causing delays and that
the penalty clauses should be enforced. George Graikoski states that letters to
Lockheed and Connecticut Carpentry and their bond companies are going out
tomorrow.
Gary
Waugh wants to know if the painting of the ceiling in the mockup classroom that
increased the candle reflective power has been done in all the classrooms
yet. George Graikoski states that he is
waiting for the price to do that and will follow-up on it tomorrow. Jeff Zullo states that he is still waiting
for the estimate for the stairwells.
William
J. Buckley, Jr. wants to know what is owed on Connecticut Carpentry and
Lockheed. George Graikoski states that
Lockheed is about one hundred thousand owed and that Connecticut Carpentry is
about eighty-five thousand. William J.
Buckley, Jr., asks George Graikoski to be sure to copy the Attorney Anthony DiPentima
and Jack Healy, Chair.
Lynn
Chapman wants to know when the punch-lists are due. George Graikoski states that if the Committee
members or the teachers have a list he would like to see it now so he can go
over these items. Jack Healy, Chair does
not want lists to be going around.
Wayne
Shuhi wants to know if the issue of the windows has been resolved. Jack Healy,
Chair states that it has been resolved and that the State Fire Marshall came
out and accepted the modifications and that this issue is done.
Jack
Healy, Chair asks George Graikoski about the schedule of the High School. George Graikoski states that all the areas
are done with the exception of the band room, the teacher’s work room and the
kitchen. He states that the band room
and is now being worked on and will be done in about two weeks. The teacher’s lounge should be done in three
weeks and then the classrooms will be finished.
Mac
Bramley wants to know what is going on with the drinking fountain situation and
if it will be resolved before basketball season. Richard Munday states that to be in
compliance the total number of water fountains need to be installed in the
school. George Graikoski states that
the water fountain in the gym will be removed and it will be placed somewhere
else in the building.
Gary
Waugh asks Richard Munday if the Choral Room space ventilation is still a
problem. He states that it can be over 80 degrees in the room with as many as
80 to 90 students in the space. He would
like to see if the architects can take a look at this issue for increased
ventilation in that area. Tony Crowe
reiterates that these rooms get hot and that the choral room does not have
windows that open and when it’s hot the teachers ask to move to another room
for that class. Jack Healy, Chair again
states that he does not want to spend any additional funds until the finances
are under control. Richard Munday and
George Graikoski will look at this issue to be sure that everything that is installed
is working properly and that all the vents are open and functioning. Jack Healy, Chair states that if there is
money he is sure that this issue will end up in the priority category.
Jack
Healy, Chair wants to know where they stand on the reinforcement of the
entrance way. George Graikoski states
that he is working on that now and that all the monies for this have been
allocated already.
Jack
Healy, Chair inquires about the windows in the one hundred wing and wants to
know if they were scheduled to be replaced. Richard Munday states that they are
replacing the glass. Jack Healy, Chair
states that the windows don’t close and they are missing half of the
handles. George Graikoski will look into
this item. He states that he believes
all the glass has been replaced. Peg
Perusse states that there are also sharp edges on those windows. George Graikoski will take a look at the
windows.
Jack
Healy, Chair wants to know why there are drop ceiling in the shower room. Richard Munday will look into this. Tony Crowe states that it is in the locker
rooms and not in the stalls. Jack Healy,
Chair states that he thought that they were in the showers.
Wayne
Shuhi wants to know if the ventilation in the high school cafeteria has been
addressed. Richard Munday states that
the ventilation is working.
Jeff
Zullo wants to know about the gym beam.
George Graikoski states that it is being completed now.
Jeff
Zullo inquires about the siding in the gym.
George Graikoski states that last week Richard and Brooks came to look
at the mockup. Richard Munday states
that they agreed to the mockup of the tile but that they haven’t seen the
mockup of the termination details. He
states that he needs to see the drawings. Jeff Zullo wants to know if the
contractor is on schedule on this.
George Graikoski states that this is Allied Restoration and that he is
waiting for the drawings to be approved.
Jack Healy, Chair states that there is a schedule that needs to be
adhered to and that the project manager should be pushing to get this issue
done. George Graikoski states that the
metal siding is an issue with the coping and that it is going to be a big issue
and that because mockups have been reviewed in the field and were never
followed-up in writing, so now half the coping in the building is done and
Herbert Newman wants it taken off and replaced.
George Graikoski states that he thought that they were going through a
mockup review process and taking people for their word and now they are back to
square one because when people say they did not approve things verbally, you
have to go back and replace half the coping on the building. George Graikoski states that the material is
here and he is waiting for written approval from Peter Bowman before any work
will be done. Richard Munday states that
he is waiting for the shop drawings of the siding. Jeff Zullo voices his frustration at this situation
and wants the shop drawings reviewed by Newman immediately. Richard Munday states that they have bent
over backwards on the siding issue and that it’s the contractors who created this
issue. He feels that the shop drawings should
have been given to them months ago. George Graikoski states that he has a sketch
that was reviewed and accepted to change the 9 by 9 panel to 16 by16. He states that the 9 by 9 was approved. And because of the coping issue, they want to
have everything in writing by Newman. A
lengthy discussion ensued. Richard
Munday states that going to the 16 by 16 install is a much easier install and
it’s in everyone’s interest to go to the 16 by 16 but that they do want to see
the drawing and will turn them around very quickly. Jack Healy, Chair states that they are not
making the dates and he wants this project done and done on time.
Stacie Kavle arrives
at
Jack
Healy, Chair inquires about the coping issue.
Richard Munday states that the coping issue also deals with the fascia. He states that the contractor installed the
same coping whether there is glass or metal wall panel. He states that the contractor interpreted
their direction one way and that they meant it another way. He states that when you look the photographs
of the metal siding it was evident that they anticipated putting the fascia
on. Richard Munday shows the member of
the Committee a photograph. He states
that what was done was not the intent or the design and that it does not look
good. A lengthy discussion ensued about
this issue. George Graikoski states that
the contractor claims that it was a mockup that was verbally approved in the
field by Peter Bowman and that it was being installed for months and that Peter
Bowman never said anything about it during all these months it was being
installed. He states that it only became an issue after Richard Munday reviewed
it.
George
Graikoski hands out to the members of the Committee a four page fax transmittal
from Allied Restoration Corporation dated
Richard
Munday states that this was a process that was forced upon Newman by the
contractor by not agreeing to provide the wall panel system that was specified
and not conforming to the submittal process.
Further discussion ensued about Peter Bowman and the agreement. George Graikoski states that he was at a
meeting and heard Peter Bowman approve what was being done. Jack Healy, Chair wants to get a response
from Newman on this issue and schedule a meeting to talk about this issue
before the next building committee meeting.
Richard Munday agrees that this should be done in a different
forum. It is decided that a meeting with
all the parties involved including Peter Bowman, Ernie and Allied Restoration
and a few building committee members need to take place.
Jack
Healy, Chair inquires about the reinforcement of the door to the 7th
and 8th grade wing and whether that situation is elsewhere. Richard Munday states that he has to work
with Conn Acoustics to go around the building to identify other possible
areas. He states that George Graikoski
is going to work with him on this issue.
William J. Buckley, Jr. reminds everyone that this issue was brought up
in February and was the reason the show stopper list was started. Richard Munday states that this issue will be
brought to full closure. William J.
Buckley, Jr. states that he understands that but that there is urgency to these
issues. Jack Healy, Chair wants a
resolution by next meeting.
Credit Update (O&G)
George
Graikoski states that it is being worked on now and is about fifteen thousand
dollars.
Soft Cost Budget
(Jeff Zullo & O&G)
Jeff
Zullo states that he will discuss this issue under agenda item Finance
Committee.
Issues List Review
(HSN)
Richard
Munday of Herbert S. Newman hands out to the members of the Committee and
issues review list updated
Jack
Healy, Chair would like a column added titled completion date or date to be
completed. He states that this date
would have to be agreed by both George Graikoski and Richard Munday. William J. Buckley, Jr. states that this list
is working out great.
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)
George
Graikoski states that only the 7th grade classrooms are being done.
Jack Healy, Chair states that it is five classrooms that were approved to be
done. George Graikoski states that he
thinks it is four classrooms. He states
that at this time they are working on those classrooms. Jack Healy, Chair states that the noise
levels have really improved. Gary Waugh
wants some evaluation to be made for the other rooms in the wing and that the
other students deserve a classrooms that functions and that he knows it’s a
budget thing but that finance should be found to do this. He feels that there is a fairness and a
functional issue involved and that both sides of the hallway need to be done.
Parking Lot Update
(Jeff Zullo & Bill Buckley)
Jack
Healy, Chair states that there will be a meeting of the Planning and Zoning on
Monday, September 17th. He
states that he will not be there but he would appreciate if other building
committee members attend the meeting.
William J. Buckley, Jr., states that if any members attend the meeting
they should not speak or answer questions because the hearing is closed and if
you do speak and there is a favorable decision you run the risk of having that
decision thrown out in court. Jack Healy,
Chair states that the hearing is closed and that the Planning and Zoning
Commission should not ask any more questions and we should not answer any more
questions. Jeff Zullo states that he has
seen press reports that the Planning and Zoning Commission has asked the
Building Committee for options and alternative locations and wants to know if
that has been formally requested of them.
Jack Healy, Chair states that he has received no communication on that
and that if he had he would not have responded. He states that neither he nor the attorney
have been contacted and that they are just waiting now for the decision.
None
discussed.
Alternative Options
List Review (Lynn Chapman)
None
discussed.
6. FINANCE COMMITTEE – Take actions as needed
Jeff
Zullo states that William J. Buckley, Jr. has invoices that need to be
approved.
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 |
19 |
|
$212,892.32 |
Middle/High |
|
Kennedy Electric |
19 |
|
$41,125.00 |
Middle/High |
|
M. Frank Higgins |
12 |
|
$28,500.00 |
Middle/High |
|
M.J. Daly & Sons |
17 |
|
$19,513.00 |
Middle/High |
|
Allied Restoration |
13 |
|
$9,202.65 |
Middle/High |
So moved. Seconded: Lynn Chapman
Discussion:
Amended
Motion: Jeff Zullo moved to make an amendment to the
motion to remove Allied Restoration, Invoice #13 dated 6/3/2007 in the amount
of $9,202.65 for the Middle/High School from the original motion.
So moved. Seconded: Stacie Kavle
Discussion: none.
Vote:
Abstention: none.
Absent: none.
Objection: Mac Bramley
Ayes: Jack Healy, Chair, Jeff Zullo, William J.
Buckley, Jr., Kent Gilyard, Stacie Kavle, Lynn Chapman, Gary Waugh and Bob
Blazek.
Motion passed.
Vote on original motion
to approve the invoices of Gar San, Kennedy Electric, M. Frank Higgins, M.J.
Daly & Sons:
Absent: none
Abstention: none.
Objection: none.
All Ayes.
Motion passed.
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.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
DTC |
20980 |
|
$7,820.00 |
Middle/High |
So moved. Seconded: Gary Waugh
Discussion: none.
Vote:
Absent: none.
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 of each to make sure that the proper
certifications are there.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Peter C. Herbst |
748- |
|
$2,517.53 |
Middle/High |
|
Peter C. Herbst |
748- |
|
$1,239.97 |
Middle/High |
For a total of
$3,757.50
So moved. Seconded: Gary Waugh
Discussion: Jeff Zullo inquires as to why the invoice is
split since it is for the parking lot. Discussion of allotment per school
ensued. Jeff Zullo states that it was decided
to allocate the parking lot expense to the
Vote:
Absent: none.
Abstention: none.
Objection: Jeff Zullo
Ayes: Jack Healy, Chair, William J. Buckley, Jr.,
Gary Waugh, Bob Blazek, Lynn Chapman, Kent Gilyard, Mac Bramley and Stacie
Kavle.
Motion passed.
Motion: William J.
Buckley, Jr. moved that the following invoice be approved and authorize the
Chairman to pay that invoice.
|
VENDOR |