Public Building Committee

Public Building Committee

Regular Meeting Minutes

October 5, 2016

Subject to Approval

Chairman Ostop called the Regular Meeting of the Public Building Committee to order at 7:00 p.m. on Wednesday, October 5, 2016 in the Board of Education Conference Room located at 933 Hopmeadow Street, Simsbury, CT.

Present – Chairman Ostop, Boardman, Derr, Dragulski, Kelly, Patrina, Salvatore

Absent/Excused –Cortes, Laureno, Cook

Guests –Mr. LaClair

1. Public Audience

There was no public audience

Mr. Ostop appointed Mr. Boardman as temporary Secretary for this meeting in Mr. Cortes’ absence.

1.  Minutes – September 7, 2016 Meeting 

Mr. Kelly moved to approve the September 7, 2016 minutes.  Mr. Dragulski seconded the motion.  The motion passed unanimously.

1. Board of Selectmen Liaison Report – Cheryl Cook 

Ms. Cook was excused from this meeting.

1.  Senior/Community Center

Mr. Ostop referenced an e-mail sent to him, from the Board of Selectmen, which stated that there will be a meeting on Monday, October 24, 2016 at 6:00 p.m. in the Main Meeting Room, 933 Hopmeadow Street, Simsbury.The meeting will include the Public Building Committee, Aging and Disability Committee, Simsbury Performing Arts Board and the Board of Selectmen to discuss the Senior Center.

Mr. Ostop requested that all members attend if possible.

1.  Henry James Memorial School

• Payment Application #6 (Final) - W. J. Mountford Co.

Mr. LaClair reviewed the Application #6, which is the final payment for Phase I, to W. J. Mountford Co. in the amount of $42,889.60.

Mr. Derr made a motion to approve Application #6 in the amount of $42,889.60 to W. J. Mountford Co.  Ms. Patrina seconded the motion.  The motion passed unanimously.

• Financial Tracking (for distribution at meeting) – Phase I

Mr. LaClair discussed the tracking sheet handed out to Committee members for Phase I.  He noted that this is subject to audit and working with the Town Finance office for the actual borrowing costs.  He is anticipating that $17,770 will be turned back to the Town.

Mr. LaClair stated that they are working with Kaestle Boos Association, Inc. on Phase II.

Mr. Ostop noted that letters have been sent out to other architects stating that they were not selected for this project.  

1.  Central School Partial Roof Replacement

• Payment Application #4 (for distribution at meeting)

Mr. LaClair discussed payment Application #4, which he distributed to committee members, in the amount of $22,562.50.  He stated that a punch list meeting was held with Quality Roofing on September 22, 2016 and there are a series of small items left to be completed.  Mr. LaClair stated that Silver/Petrucelli & Associates felt that the Town should hold a 5% retainage until the work is completed and noted that the payout has been revised, which is noted on Application #4. 

Mr. LaClair stated that State Legislature has changed its policy so publicly funded projects, such as this one, with a State Grant of a certain threshold, have to have funds set aside for minority and small business companies.  He noted that this was part of the bidding process, but the Town has to hold 2% of the project until they get an affirmative action plan for this contractor.

        Mr. Boardman made a motion to approve Application #4 in the amount of $22,562.50 for Quality Roofing Services, Inc. with a balance of $29,091.70.  Mr. Kelly seconded the motion.  The motion passed unanimously.

• Architect’s invoice #16-1531

Mr. Derr made a motion to approve Invoice #16-1531 in the amount of $2,840.00 for Silver Petrucelli & Associates, Inc.   Ms. Patrina seconded the motion.  The motion passed unanimously.

• Financial Tracking

Mr. LaClair discussed the Central School Partial Roof Replacement Project tracking sheet with members.  He noted the last deed change order and the decrease from Change Order #5 of $30,500.00.  

Mr. Salvatore made a motion to amend the agenda to approve Change Order #5 to crediting of the unused allowances for the decks for a total of $30,500.00.  Mr. Boardman seconded the motion.  The motion passed unanimously.

Mr. LaClair noted that potentially $185,402 will be coming back to the Town and stated that it is referenced on page 2, line 22 on the payout exhibit.  He would like to discuss this at the next meeting. 

Mr. LaClair noted that there was a clarification by the Town attorney that school and Town projects are exempt under the Charter from building permit fees.  He discussed reimbursing Quality Roofing for the payment of the building permit for the roofing project.  Mr. LaClair will clarify at the next meeting.

1. Simsbury Farms Warming Shelter

Mr. Ostop discussed a letter he sent to Diversity Construction Group, LLC, dated October 4, 2016 relative to the anticipated completion date for this project.  He has not yet heard back from Diversity Construction Group and noted that he would like to discuss, at the next meeting, to start charging Diversity $500 per calendar day if they are in default, after the time stipulated in the contract documents.

• Architect’s invoice #26632

Mr. Salvatore made a motion to approve Invoice #26632 in the amount of $2,100.22 for Fletcher Thompson.  Mr. Boardman seconded the motion. 

Committee members discussed reducing the final payment for project management /construction administration fee since the project is not complete. 

Mr. Derr made a motion to deduct $1,050.00 for the Construction Administration on Invoice #26632 for work delayed.  Mr. Boardman seconded the motion.  The motion passed unanimously.

Mr. Ostop noted that this leaves the amount of $1,050.22 on Invoice #26632. 

Mr. Derr made a motion to pay $1,050.22 on Invoice #26632 to Fletcher Thompson.  Mr. Kelly seconded the motion.  The motion passed unanimously.

Mr. Ostop stated that they will inform Fletcher Thompson what was done on this invoice.

• Testing agency invoice #1675013-03

Mr. Salvatore made a motion to approve Invoice #1675013-03 in the amount of $402.00 for John Turner Consulting.  Mr. Kelly seconded the motion.  The motion passed unanimously

Mr. Salvatore made a motion to approve Invoice #1675013-04 in the amount of $783.00 for John Turner Consulting.  Mr. Dragulski seconded the motion.  The motion passed unanimously.

1.  Simsbury Farms Pool Improvements

• Recommendation on rebidding of the project (for discussion at meeting)

Mr. Ostop noted that he completed a phone vote with Committee members for the following motion:

To approve the award of a negotiated proposal with Construction Services of New England, Inc. for the Aquatic Facility Renovations for Simsbury Farms Pool Project in the amount of $479,000.

        The motion passed unanimously

It was noted that the following was removed from this project:

1. Removed all the mechanical systems for the filtration, including the filter and valve for the lap pool
2. Patching, repairing, plastering and painting of the lap pool

Mr. Ostop noted that letters went out to the other contractors stating that the project was awarded to Construction Services of New England.

1.  Simsbury Farms Ice Rink Refrigeration

Mr. LaClair referenced a note from Mr. Shea that the refurbishment of the Evaporative Condenser is currently being completed and the work is to be done in the next few days to get ready for ice production.

1.  Old Business

No old business discussed.

1.  New Business

No new business discussed.

1.  Adjourn

        Mr. Derr moved for a 7:39 adjournment.  Mr. Salvatore seconded the motion.  The motion passed unanimously.

Respectfully submitted,

Larry Boardman

Temporary Secretary