Public Building Committee

Public Building Committee
Regular Meeting Minutes
July 6, 2016
Subject to Approval

Chairman Ostop called the Regular Meeting of the Public Building Committee to order at 7:00 p.m. on Wednesday, July 6, 2016 in the Board of Education Conference Room located at 933 Hopmeadow Street, Simsbury, CT.

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

Absent/Excused –Derr, Kelly, Salvatore, Cook

Guests –Mr. LaClair and Mr. Shea

Public Audience

There was no public audience

 Minutes – June  6, 2016 Meeting 

Mr. Boardman moved to approve the June 6, 2016 minutes.  Mr. Laureno seconded the motion.  The motion passed unanimously.

Chairman Ostop made the following changes to the June 6, 2016 minutes as follows:

Page 2 – Henry James School Project - a. Phase II and Phase III highlights

The last paragraph should read: 

Mr. LaClair distributed a project schedule to committee members for the remaining portion of Phase I to start the week of June 19th and to be finished by mid-July. 

Move the last sentence in the fourth paragraph to the third paragraph.  The third paragraph will read:

Mr. Ostop stated that the Public Building Committee has not yet been authorized to move forward on this project.  He noted that this has to go to referendum first and pass and then the Board of Selectmen will authorize the Public Building Committee to move forward to Phase II.   He noted that they would draft up any required architect selection documents for the next meeting in July.

Page 4 – Simsbury Farms Pool improvements –

Add the following motion to the minutes:

Mr. Cortes made a motion to authorize the Simsbury Farms Pool Improvements project to go out to bid as soon as possible.  Mr. Dragulski seconded the motion.  The motion passed unanimously.

Mr. Boardman moved to approve the June 6, 2016 minutes as amended.  Mr. Laureno seconded the motion.  The motion passed unanimously.

Board of Selectmen Liaison Report – Cheryl Cook 

Ms. Cook was absent from this meeting.

Senior/Community Center 

Memo regarding July 11, 2016 meeting

Mr. Ostop noted that the meeting for July 11, 2016 has been cancelled with PAC, Board of Selectmen, Aging and Disability Commission and the Public Building Committee.  Mr. Shea stated that no new date has been set but will it will take place sometime in August or September.

 Henry James School Project

Phase II and Phase III highlights

Mr. LaClair noted that the Phase I final portion has been started with no issues.  He stated that with Phase II, the Board of Selectmen has made the required referral to the Public Building Committee and also authorized the Grant application to be submitted by the Board of Education. The Grant was submitted by the June 30, 2016 deadline.

Chairman Ostop requested a copy of the authorization from the Board of Selectmen.  Mr. LaClair stated that he will provide a copy of the authorization from Mr. Cooke to Public Building Committee members.  Mr. LaClair noted that he has to send these motions for authorization to the State for the Grant.

Mr. LaClair stated that the Department of Administrative Services, as well as the School Facilities Grant, will have a meeting on Monday, July 6th in Hartford to discuss the phases of this multi-project at Henry James. 

Mr. LaClair noted that there is a Phase III design portion within Phase II of this project.  Chairman Ostop requested that this Phase III design/portion be called Phase II/Phase III.  Phase II will be the construction portion and Phase II/Phase III will be the design portion.

Mr. LaClair will provide an update after this meeting to Committee members. 

Mr. Cortes made a motion to authorize Mr. LaClair to advertise for an architect, as soon as he receives a release, to be able to have the selection process for the August meeting.  Ms. Patrina seconded the motion.  The motion passed unanimously.

Central School Partial Roof Replacement

Architect’s Invoice #16-906

Mr. Laureno made a motion to approve Invoice #16-906 in the amount of $700.00 for Silver Petrucelli & Associates.   Ms. Patrina seconded the motion.  The motion passed unanimously.

Construction Schedule

Mr. LaClair noted that they had their first kick-off construction site meeting this Tuesday and the schedule is that they have started to pull the roof sections and add roofing today.  All materials have been delivered and plumbing and drainage have also started.  Mr. LaClair stated that everything should be done before school starts.

Invoice # 16-0631

Mr. Cortes made a motion to approve Invoice #16-0631 in the amount of $226,575.00 for Quality Roofing Services, Inc.   Mr. Boardman seconded the motion.  The motion passed unanimously.

Simsbury Farms Warming Shelter

Request for Approval – Change Order #1

Mr. Shea stated that the Warming Shelter construction contract has been executed and work started in mid-June.  He noted that some unforeseen conditions were discovered with the existing drainage piping and the proposed footings and foundations. 

Chairman Ostop noted that a Change Order #1 had been approved by Committee members via telephone on June 23, 2016 in the amount of $2,692.80 for Diversity Construction group.

Mr. Shea explained that the permitting process was paralleling the bid phase of the project and there were conditions imposed on the permit from the Conservation Commission requiring E&S controls.  This was the extra work that had to be done early before they could mobilize on the site.

Mr. Shea noted that the proposal was received today and they have not yet had an opportunity to review closely.  He explained that this is relocating approximately 150 linear feet of 10 inch storm drain outside the footprint of the building. 

Mr. Hopper from Fletcher Thompson distributed a floor plan to members, in response to a RFI that was issued last week.  He explained the reason for the Change Order and how they discovered the existing drain location.    Mr. Hopper discussed the Change Order #2 for Diversity Construction Group in the amount of $19,364.50 for the drainage.  He explained the worksheet proposed material and/or equipment to Committee members.

Chairman Ostop stated that he would like to be involved in a meeting to discuss the Change Order #2 with Diversity Construction Group to get more detail before this is approved.

Mr. Shea distributed/discussed an updated Monthly Cost Control Report for the Pool and Rink Improvement Project to Committee members. 

Simsbury Farms Pool Improvements

Invoice #6 from TLB Architecture

Mr. Shea noted that this project went out to bid on June 22nd for the training pool and diving pool as well as the mechanicals for the chemical feed pumps for all the pools.  A meeting was held on June 29th which was attended by three to five contractors.  The bids are due on July 20th. 

Mr. Shea noted that to get a signed contract in on time, there may be a special Public Building Committee meeting held in August.  Chairman Ostop noted that they may also be selecting an architect at the special meeting.

Ms. Patrina made a motion to approve Invoice #6 for TLB Architecture for $2,625.00.  Mr. Laureno seconded the motion.  The motion passed unanimously.

Invoice 948861 from ARC

Mr. Laureno made a motion to approve Invoice #948861 for ARC for $169.15.  Mr. Boardman seconded the motion.  The motion passed unanimously.

Mr. Shea noted that this was for general printing required for the staff and contractor.

Simsbury Farms Ice Rink Refrigeration

Mr. Shea noted that he recently received test results from both compressors which included oil tests and tests from the heat exchanger, refrigeration unit.  He noted that they are waiting for an official opinion from the consultant. 

Mr. Shea will get copies of the results to the Public Building Committee and will present at the August meeting.

 Engineer’s Invoice #42405

Mr. Laureno made a motion to approve Invoice #42405 from VanZelm Engineers for $863.66 for the refrigeration evaluation.  Mr. Dragulski seconded the motion.  The motion passed unanimously.

Chairman Ostop requested that Mr. Shea notify VanZelm to direct them to send all statements directly to him in the future.

Old Business

No old business discussed.

New Business

No new business discussed.

Adjourn

Mr. Dragulski moved for a 7:46 adjournment.  Ms. Patrina seconded the motion.  The motion passed unanimously.

Respectfully submitted,

Leslie Brigham