MINUTES

MINUTES<= /span>

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WATERTOWN PUB= LIC BUILDINGS COMMITTEE

SPECIAL MEETING<= /b>

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TOWN HALL ANNEX<= /b>

CONFERENCE ROOM<= /b>

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WEDNESDAY, MAY 31, 2006, 5:00 P.M.=

PRESENT:            =             &nb= sp;    Remo Ceniccola, Vice Chairman

&= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;         John Chipko

Robert Porter, Chairman

ABSENT:            &= nbsp;           &nbs= p;      Brian Bellagamba

&= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;         Peter Dzioba

&= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;         Anthony Fusco

        &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p; Karl Kuegler, Secretary

        &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p; Robert LeBlanc

OTHERS PRESENT:            Fred Khericha, Kaestle Boos Associates

        &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p; Todd LoFrese, Board of Education, Operations Director

QUORUM WAS NOT PRESENT - INFORM= ATIONAL MEETING ONLY

1.&nb= sp;        Convene Informational Meeting - 5:00 P.M.

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Mr. Porter, Chairman, Called the Informational Meeting to Order at 5:15 p.m.

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2.&nb= sp;        Roll Call

Mr. Porter, Chairman, executed the Roll Call.

3.   =       Public Participation

&= nbsp;          None

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

INFORMATIONAL MEETING<= /p>
MAY 31, 2006

PAGE 2

4.         = Discussion and Vote on Possible Proposal for Moving Equipment and Furniture at Swift Middle School

        &= nbsp;   Mr. Porter: The issue that we= have on the table is the proposal for moving equipment and furniture at Swift Middle School. They were going to ask for a bid waiver from the Town Council cause = we want to move ahead with this. You have 2 or 3 proposals?

&= nbsp;          Mr. LoFrese: As you can see we're very active tr= ying to get people to come out here.

&= nbsp;          Mr. Porter: All of those people are too busy?

&= nbsp;          Mr. LoFrese: It's the time of year. Mr. Beliveau and I talked about th= is a little bit and we're kind of left with 2 options. Options #1 is Amodio, which is our= preferable option, and it would be around $26,000 to pack up all the classrooms that a= re being abated, which is 90% of them, move them, not only classrooms, but computer equipment out of the classrooms into storage areas and/or storage trailers if we need that, I don’t think we do, and then unpack at the= end of August. This is going to be probably the one big move that we have, because afterwards they're going to= be turning spaces over to us and we're not going to have the need to move out = and back in, we're just moving into the new space and so our existing staff wil= l be able to handle most of that.

&= nbsp;          The other option that we talked about was hiring additional Summer help through= the project, but when we started thinking about the number of kids we would nee= d, the amount of time it would take them, plus moving supplies, hand trucks, carts, it came close to this number and it just seemed we had some inherent liability issues, concerns with students dropping things. It was felt as far as management t= ype issues, as far as who was going to watch these guys, they couldn't really b= e in the building while class was going on so we'd have to look at some type of supervision for them after school, it just seemed that the moving service w= as the way to go, and that's what we were going to be recommending tonight and= we had hoped to have multiple numbers to compare to but as you can see we were unable to get that and we've contacted quite a few.

&= nbsp;          Mr. Porter: There's nothing really to compare = it to. When do you have to do the moving?

        &= nbsp;   Mr. LoFrese: We have to get everything packed up and ready to go, they're planning on doing abatement on June 26th.

&= nbsp;          Mr. Chipko: That's one heck of a schedule.

        &= nbsp;   Mr. LoFrese: Yes. And the Summer= , Freddie you can talk about the Summer schedule, I know Bob you heard a lot = of that.

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

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PAGE 3

&= nbsp;          Mr. Khericha: It's very aggressive schedule cause they are working, and major demolition in the auditorium, everything is going to be coming out, auxiliary gym so that building will be torn down, completing those areas and start the new addition. At the same time th= e rest of the areas remove all the asbestos. So the Summer is very aggressive.

&= nbsp;          Mr. Porter: They've got to do the auditorium, through the front doors, so that's got to be done when school is out.

        &= nbsp;   Mr. Khericha: To tear the sla= b down and redo the slab.

        &= nbsp;   Mr. Ceniccola: Now these are dollars that were in the total price of the job?

        &= nbsp;   Mr. LoFrese: In our soft cost= s we have about, we had a $75,000 budget item held for moving expenses. Right now just to give you an idea= of what we've spent so far, we've bought a couple boxes, a couple of things of packing tape, storage trailer out front, so we may have spent $1,000 or $2,= 000 of that allowance.

&= nbsp;          Mr. Ceniccola: What do we anticipate we'll be spe= nding next year?

        &= nbsp;   Mr. LoFrese: Not near to this= . This is really the big difficult t= ime because we're taking everything out at one shot, it's got to get packed and= put away and then it's all got to come back in in one shot. The new addition comes on line in = April, so we have between April and end of August of the following year, not to pa= ck up into a storage type situation but to relocate the people so as those roo= ms aren't going to be cleaned that Summer, we're just going to go in one by on= e we can move the teachers in their rooms up to their new space, so it's somethi= ng that the existing staff should be able to handle.

&= nbsp;          Mr. Ceniccola: So in the grander scheme of things= it sounds like what is this about . . . .

        &= nbsp;   Mr. LoFrese: $26,000 or $27,0= 00.

&= nbsp;          Mr. Ceniccola: And you've got what, $70,000?

        &= nbsp;   Mr. LoFrese: About $72,000.

&= nbsp;          Mr. Porter: But we still have the move from He= minway 2 years out.

        &= nbsp;   Mr. LoFrese: We'll still have= the move from Heminway to Swift, but there's not much stuff coming. It's mostly teacher's personal ite= ms. We'll have them pack that type of = stuff up, and try and think of other stuff we're going to bring over.

&= nbsp;          Mr. Chipko: Similar to when you shipped it fro= m Baldwin to Judson.

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

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MAY 31, 2006

PAGE 4

        &= nbsp;   Mr. LoFrese: We closed the do= ors and left everything pretty much.

&= nbsp;          Mr. Chipko: Right, you just took the books.

        &= nbsp;   Mr. LoFrese: Right.

&= nbsp;          Mr. Ceniccola: So there's not a lot of furniture = and that type of stuff?

        &= nbsp;   Mr. LoFrese: No, cause we're = planning on new furniture throughout the building.

&= nbsp;          Mr. Ceniccola: So it sounds like we'll be well wi= thin the budget numbers.

&= nbsp;          Mr. Porter: We should still try to come up wit= h some other people. Search through = the yellow pages, whatever, cause the Council is going to ask. I don't have any idea what the dol= lars represent here, whether it's a good figure, a low or high figure. But if we do have $75,000 in the s= oft costs for moving, then we're . . . .

        &= nbsp;   Mr. LoFrese: When I was tryin= g to do a comparison and doing it on our own I was looking at hiring between 8 and = 10 Summer kids for the last 2 weeks of school and the last 2 weeks in August to get t= his unpacked and moved, so I put about $800 a day at 20 days, I was figuring $16,000 for Summer help plus the boxes, plus the packing supplies, plus some carts to be able to move stuff around, so doing it that way, I said okay, w= e're within $5,000 for a professional services versus trying to do this ourselve= s.

        &= nbsp;   Mr. Chipko: And this is insur= ed?

        &= nbsp;   Mr. LoFrese: Correct.

&= nbsp;          Mr. Ceniccola: We have to get at least one more n= umber to look at.

        &= nbsp;   Mr. LoFrese: Absolutely.

&= nbsp;          Mr. Porter: Before next Monday; you're going t= o the Council Monday?

        &= nbsp;   Mr. LoFrese: Yes.

&= nbsp;          Mr. Porter: \You're on the Agenda, right?

        &= nbsp;   Mr. LoFrese: No. Obviously we're looking for approv= al here with a recommendation to go this particular route. I can talk to Frank tomorrow and g= et us on the Agenda.

&= nbsp;          Mr. Porter: Look for another quote and then pr= esent it to Frank and see what he says.

        &= nbsp;   Mr. LoFrese: Okay.

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

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MAY 31, 2006

PAGE 5

&= nbsp;          Mr. Porter: If we need to hold another meeting, we'll do it, but I'd just as soon not.

        &= nbsp;   Mr. LoFrese: Yea cause obviously we have to make a decision pretty quick here.

&= nbsp;          Mr. Porter: Yea, time is of the essence.

5.         = Discussion and Vote on Application for Payment for Windows for = Swift Middle School= to be Stored Off Site

&= nbsp;          Mr. Porter: They want to store the windows off= site cause there's no room on site to store them and the re= quest tonight was to go ahead and let them present a formal certification for payment in = the amount of . . . . .

        &= nbsp;   Mr. Khericha: $112,575, that's completely installed.

&= nbsp;          Mr. Porter: UCC File Insurance Certificate and= O & G who is going physically to the site in Branford, Cherry Hill Glass, physically go and look at it just like they did with the steel stored in Colchester.

        &= nbsp;   Mr. Ceniccola: Why are we run= ning into this?

        &= nbsp;   Mr. Khericha: Generally we al= low off site storage as a procedural standard, but we didn't want to set a prec= edent, so what we had said was no off site storage will be allowed, but if you req= uest it, it has to be approved by the Board.&nb= sp; Now all these windows are for the whole job, all the windows for the whole project, and it's all pre-finished, it's not to be done, and there is= no place at the site to store this and they have all the windows, so if we dec= ide to say (inaudible) we're going to bring it to the site. I think it's too dangerous to put = that pre-finished windows for the entire job at the site.

&= nbsp;          Mr. Ceniccola: When are they going to be phased into the project, when will they be needed?

        &= nbsp;   Mr. Khericha: He will start <= span class=3DGramE>windows, first package will come in those rooms that w= e are turning over at the end of June. Then the rest of the windows will come when we start the addition, so you're looking for windows for addition probably in the Fall, and then the existing building will be done in phases.

&= nbsp;          Mr. Ceniccola: So it's just (inaudible) done.

        &= nbsp;   Mr. Khericha: Cause all the w= indows come in one shot.

&= nbsp;          Mr. LoFrese: It's a special pane color, they had to do the finish in one shot.

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

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MAY 31, 2006

PAGE 6

        &= nbsp;   Mr. Khericha: Hartford Green. Marilu's color= . So it's just a procedural thing th= at we (inaudible).

&= nbsp;          Mr. Ceniccola: I'm just asking because we had the= same situation with the steel.

        &= nbsp;   Mr. Khericha: Steel on the Fi= re Station.

&= nbsp;          Mr. Porter: The steel should start there what,= in 2 weeks?

        &= nbsp;   Mr. Khericha: No, starting Thursday.

&= nbsp;          Mr. Chipko: Where's the survey?

        &= nbsp;   Mr. Khericha: He said he deli= vered it to our office I believe Monday, and then I (inaudible).

Mr. Khericha left at this point, 5:26 p.m.

6.&nb= sp;        Discussion and Vote on H.B. Fishman Report regarding John Trumbull Primary School=

&= nbsp;          Mr. Porter: This has become an issue.

        &= nbsp;   Mr. LoFrese: At one of the re= cent job site meetings they reported to us that there are some concerns about the remaining portions of fascia and soffet over pedestrian areas because in ma= ny areas when they were removing it, it could be removed by hand, it's found to be, the wood was found to be held up in some case with 1 nail and some tie = wire. SilkTown came back with a proposal= to replace an additional 486 linear feet of framing, gutter, and soffet and th= is is based on the unit price in the contract of $155.00 a linear foot. My conversation with Sal today, th= ey also have requested an additional $3,570 for equipment and this is a subjec= t of a little controversy because in Sal's opinion this equipment is included in= the original contract and therefore at the $155.00 a linear foot being that's a unit price if we decided to add more linear footage the equipment cost is p= art of the contract. So as of right now that $3,570 is an unsettled number. Sal believes that it's included in= the $155.00; last conversation SilkTown said no.

&= nbsp;          Mr. Chipko: I have to believe that typically a= unit price as installed.

        &= nbsp;   Mr. LoFrese: Correct.

&= nbsp;          Mr. Chipko: And how you get there is the contractor's problem but he shouldn't be charging, it's one thing if he left the site and had to come back out again and do a = set up, but he's here.

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

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MAY 31, 2006

PAGE 7

        &= nbsp;   Mr. LoFrese: Correct. What Sal did for us is he included= the documentation that covers that. The second to last page you can see Alternate #3, which we didn't take, there i= s an alternate for 30 feet and if more is required at $155.00 a linear foot, and= if you flip to the last page, just under the general conditions, the contractor shall provide all labor, equipment, and materials to perform this work. And then under section 3.8, also in allowances it makes references to the fact that that contractor provides the material and equipment. So it= 's, H.B. Fishman says that this $3,570 is part of the $75,330 that they are recommending we review and consider for a change order.

&= nbsp;          Mr. Chipko: Now are all of the gutters going t= o be replaced, based on their experience on the part they're working on now?

        &= nbsp;   Mr. LoFrese: No, you can look= at the areas on the very back page, sidewalks and doorways.

&= nbsp;          Mr. Porter: That's where our concern was, for = the additional work was anything that was in a sidewalk area, a doorway area, w= ould need to be replaced because the conditions were found.

        &= nbsp;   Mr. LoFrese: And you can see = here's where he came up with that number and these are the areas that they're proposing doing.

&= nbsp;          Mr. Chipko: Is there any reason we shouldn't r= eplace all the gutters? Cause I would think that all of these gutters were faulty.

        &= nbsp;   Mr. LoFrese: I would agree.

&= nbsp;          Mr. Porter: That's a safe assumption. The issue now becomes money, havin= g the money to do it, cause we're talking about a tota= l of 75?

        &= nbsp;   Mr. LoFrese: Do you want me t= o talk about that roughly? Cause I h= ad talked to Frank Nardelli today. Frank pulled the financials on this project and really started putti= ng the pencil down to kind of get an idea of where we stood. Not taking into account May's lega= l fees from Fred Krug . . . .

&= nbsp;          Mr. Porter: Actually just the dollars that we = have for construction, what's the bottom line there?

        &= nbsp;   Mr. LoFrese: To completely exhaust the John Trumbull authorized fund, there's about $77,000= to $79,000 left. That completely exhausts the entire fund.

&= nbsp;          Mr. Porter: That's the amount that was approve= d at referendum.

= WATERTOWN PUBLIC BUILDINGS COMMITTEE

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MAY 31, 2006

PAGE 8

        &= nbsp;   Mr. LoFrese: Correct.

&= nbsp;          Mr. Porter: So I think at this point we need t= o have a full meeting and discuss it and have Frank Nardelli here.

&= nbsp;          Mr. Chipko: That's a good idea.

        &= nbsp;   Mr. Porter: That's as far as = we can go with this one. When is Sil= kTown finishing up what we've contracted for?

        &= nbsp;   Mr. LoFrese: They were origin= ally saying somewhere 60, 75 days I think. They were saying towards the end of June when we were at the first or second meeting.

&= nbsp;          Mr. Porter: So we still have a little time to = decide this.

        &= nbsp;   Mr. Chipko: And that doesn't include the all this additional?

&= nbsp;          Mr. Porter: Maybe what we should ask them is h= ow much to do the total gutter system and see what that comes out to.

&= nbsp;          Mr. Chipko: That wouldn't be a bad idea just t= o have that number when we all meet.

        &= nbsp;   Mr. Porter: Cause that will b= e a Council question.

7.&nb= sp;        Adjournment=

Mr. Porter Adjourned the Informational Meeting at 5:35 p.m.

Respectfully submitted,

Robert Porter, Chairman

Watertown Public Buildings Committee

Approved:   _____________________________= __

        Lynn M. LaForme, Clerk