Meeting Minutes

Public Building Committee
Regular Meeting Minutes
December 9, 2015

Subject to Approval

Chairman Ostop called the regular meeting of the Public Building Committee to order at 7:00 p.m. on Wednesday, December 9, 2015 in the Board of Education Conference Room located at 933 Hopmeadow Street, Simsbury, CT.

Present – Boardman, Cortes, Dragulski, Kelly, Laureno, Ostop, Patrina,

Absent –Derr, Salvatore

Guests – Ms. Cook, Mr. LaClair, Mr. Shea, Ms. Lecours-Beck, Mr. Cegan, Mr. Giolitto, Mr. Ryan, Mr. Jansen

Senior/Community Center

Chairman Ostop explained that this committee was asked to look at the Performing Arts Center as a possible site for the new Senior/Community Center.  The following members of PAC introduced themselves:  Mr. Ferg Jansen, Mr. David Ryan, President as well as Mr. Ray Giolitto and Mr. Michael Cegan.

Mr. Ryan noted that they have had discussions with the Town regarding the Senior/Community Center.  He explained how the PAC operates and what their objective is for the Town, which includes increasing the activity at the Simsbury Meadows Performing Arts area.  Mr. Ryan stated that including a Senior/Community Center would be beneficial to the PAC as well as the seniors in Town. 

Mr. Ryan discussed prior plans to add Green Rooms to the back of the PAC and noted that they currently use trailers for this purpose.  He also noted that they have hired an architect to do a roof to cover 2,500 to 3,000 seats due to concern of promotors of the uncertainty of the weather.  Mr. Ryan believes that they can attract more events if they had a covered facility. 

Mr. Ryan described what the PAC parking area looks like when big venues arrive in Town, usually consisting of three to five tractor trailer trucks as well a few buses. 

Mr. Ryan explained that they would like to move their current office up to the street line of the PAC in order to have a ticket office open which would enable them closing off the entrance to the venue at the street.

Mr. Ryan also noted that there is a need of more porta potties but stated that it would be nice to also have permanent facilities at the site. 

Mr. Ostop discussed the option of putting the new Senior/Community Center next to the dog park and asked if this would interfere with their operations.  Mr. Jansen stated that it would disrupt the handicap parking but there would still be room to get through.  

It was also noted that PAC could use additional storage space and that they could possibly use the common area in a new Senior/Community Center.  Ms. Lecours-Beck stated that the Senior/Community Center will need 150 to 200 parking spaces.  Optional parking and dog park locations were discussed as well as wetlands on the property.

Mr. Shea noted the scope of three study plans and asked if they should consider presenting only one option to the Town.  Members agreed to present only one option at this time and discussed an option of a two story building.

 Public Audience

There was no to speak at Public Audience.

 Minutes – November 2, 2015

Mr. Kelly moved to approve the September 9, 2015 minutes.  Mr. Boardman seconded the motion. All were in favor and the motion passed.

Board of Selectmen Liaison Report – Cheryl Cook

Ms. Cook noted that they have been soliciting opinions from Bond Counsel of what can be bonded, if they were to go with the Andy’s building.  She noted that they did get a preliminary opinion but nothing is set in stone as more information is needed.

Ms. Cook stated that James Rabbitt has been appointed as the new Director of Planning and discussed his background to members.

Ms. Cook stated that a donation has been accepted for the Simsbury Farms project from Peter Dumont for equipment, electrical and a new screen. 

Henry James School Project

Mr. LaClair noted that there is one paid application that has come in for the PA system, which was distributed to the members.  Mr. LaClair stated that the work is not yet completed and they are working on getting it done.  He noted that the final payment due is $59,377 with the estimated value not to grade of this work.  Mr. LaClair stated that he had a conversation that this final payment may not be released until the work is completed.  He noted that the letter, distributed to members from the Architect, states that the final payment can be made with a small amount of work to still be done.  Committee members discussed their opinions on making this final payment before or after the final work is done. 

Mr. Cortes made a motion to not pay this invoice but authorize the Chair to pay it upon the completion of the project.  Mr. Boardman seconded the motion.  All were in favor and the motion passed.

Mr. LaClair noted that at the last meeting the Committee withheld the second half of the fourth payout and he did just receive the missing paperwork today.

Mr. LaClair distributed the update on the financial sheets to Committee members for the Henry James Renovation – Main Office / Hallway Project.

Mr. Ostop questioned the funding.  Mr. LaClair noted that he spoke with the Finance Director, Mr. Mancini, and that $25,000 is still a good number but he has not done the bonding until after the State reimbursement.  He will then know the net amount to borrow.  Mr. Ostop discussed the possibility of giving back funds to the Town due to the savings of this project.  Mr. LaClair explained how funds can be given back to the Town.

Squadron Line School Project

Mr. LaClair distributed a memo from W. Albert Jacunski and noted that progress has been made on the punch list.  He noted that there is a balance of $35,813.57 left in the project that will not be billed until the project is completed.  Mr. LaClair stated that they are still trying to get the second half of the payment for the abatement for this company. 

Mr. Ostop noted that there is a balance in this account and questioned if there were any other items that need to be completed at Squadron Line.  Mr. LaClair stated that there could be a few items brought back for consideration.

Central School Partial Roof Replacement

Mr. Ostop noted that letters had been sent to the roofers that were not selected for this project as well as to the winning bidder.

Mr. LaClair noted that they did a roof site walk with a roofing representative and other Town employees and discussed what was reviewed.  He distributed a copy of the unit pricing to Committee members.  Mr. LaClair noted that the first phase will cost between $3,500 and $4,000 to do the test cuts, sampling and review.

Simsbury Farms Warming Shelter

Mr. Shea distributed a copy of the Project Report from Fletcher Thompson on the Simsbury Farms improvement.  He noted that the Fire Marshall’s office ruled that automatic sprinklers do not have to be installed in the building.  Mr. Shea discussed materials that will be installed.

Mr. Ostop voiced his concern that this project had three parts consisting of pool, tennis courts and warming room and is now showing only two.  Committee members also questioned why the numbers are not being broken out for each part and why there is not a written plan for this project. 

Committee members discussed the control and management of this project and stated that they should be in charge of going out to bid for these projects as well as controlling other items.

Mr. Shea stated that this will be reviewed and come back with additional information for the next meeting.  Committee members requested that Mr. Toner attend the next meeting.

Ms. Cooke will go back to the Board of Selectmen to discuss the role of the Public Building Committee with these projects.

Simsbury Farms Pool Improvements

Mr. Shea noted that a fee was negotiated for $37,500 for contract documents.  He noted that they hope to go out to bid in April on this project.  Mr. Shea referenced an invoice #2 in the amount of $11,820 from TLB Architecture that he recommends paying. 

Mr. Boardman made a motion to pay Invoice # 2 from TLB Architecture in the amount of $11,820.  Mr. Kelly seconded the motion.  All were in favor and the motion passed.

Simsbury Farms Tennis Court Improvements

Mr. Shea noted that final design documents are being worked on based on the preliminary design.  He noted that this should be expected in January.

Meeting Schedule - 2016

Mr. Ostop reviewed the 2016 meeting schedule for the Public Building Committee.

Old Business

Mr. Ostop noted that Yvonne Hill has resigned from her position as Commission Clerk for the Public Building Committee.

New Business

Mr. Ostop noted that the Public Building Committee meets the first Monday of the month and the next meeting will be January 4, 2016.  He noted other meeting date conflicts.

Adjourn

Mr. Cortes moved an 8:56 adjournment.  Mr. Laureno seconded the motion.  All were in favor and the motion passed.

Respectfully submitted,

Leslie Brigham