WETHERSFIELD TOWN HALL / LIBRARY RENOVATIONS BUILDING COMMITTEE MINUTES - MONDAY NOVEMBER 08, 2004

Chairman Coombs called the Meeting to order at 6:04 P.M. in the Library Conference Room. Members present were Paul Camarco, Joseph Coombs, David Edwards, Raymond Grasso, Carmen Pace, Stuart Temple and Tim Tuell. Staff Liaison Tony Martino, Mike Turner, Library Director Laurel Goodgion, Library Board Vice Chairman Gene Grayson and Town Councilor Andy Adil were also present. No Committee Member was absent.

  1. Public Comments:
    1. None.
    2. Chairman Coombs:
      1. Advised Committee Members that Mike Turner was awarded Surveyor of the Year by CALS at their annual meeting last Friday.
      2. Results of the referendum Questions:
        Question Votes Percentage Yes Percentage No
        1 - Charter Revision 10,865 62% 38%
        2 - Town Hall Renov. 11,434 57% 43%
        3 - Street & Sidewalks 11,414 57% 43%
  2. Approval of Minutes:
    1. Minutes of October 25, 2004 Meeting - Motion by Raymond Grasso seconded by Carmen Pace to approve minutes. All but three members voted in favor (Paul Camarco, David Edwards and Carmen Pace abstained).
  3. Projects for Discussion:
    1. Town Wide Radio System
      1. Expenditures
        1. Martin AG (USA) - Invoice WCT-51-RM - $437.50 - Motion by Carmen Pace seconded by Raymond Grasso to approve payment. All members voted in favor.
        2. Martin AG (USA) - Sale of Equipment- $385.26 - Motion by Raymond Grasso seconded by Paul Camarco to approve payment. All members voted in favor.
      2. Contractor Change Orders:
        1. None
      3. Old Business:
        1. None
      4. New Business:
        1. None
      5. Staff Information:
        1. Motorola Mediation - Mike Turner advised that the case would be heard in mediation this Friday. Lawyers had to have their briefs submitted to the Magistrate this morning.
        2. Radio Salvage Status - Mike Turner advised Fred Martin was in today. So far he has sold equipment collecting approximately $3,000. There is very little left including the console. Someone might be interested in taking the rest of the equipment for one price. Fred will negotiate the best deal for us.
    2. Town Hall & Library Renovations:
      1. Expenditures
        1. Tuthill & Wells - Invoice 3649 - $9,350.00 - Motion by Paul Camarco seconded by Carmen Pace to approve payment - All members voted in favor.
        2. Nutmeg Companies - Req. No. 1 - $80,494.45 - Certified Payrolls were missing. Motion by Raymond Grasso seconded by Tim Tuell to table payment. All members voted in favor.
        NOTE: Stuart Temple arrived at 6:12 PM
      2. Project Status:
        1. Project Schedule:
          1. Detailed Schedule Draft - 11/3/04 - Mike Turner advised items within this schedule are being moved around. Example the chimney work will be done next Spring so that the masonry doesn't have to be heated up increasing costs. The contractor will try and move the Library entrance sooner than scheduled. Chairman Coombs advised he is waiting for information from Peter Wells regarding the transformers. Chairman Coombs is looking to see how old they are and if they should be replaced by CL&P.
      3. Staff Information
        1. Report of Construction Status - Mike Turner advised that the contractor has commenced with demolition and asbestos removal. The jail cells have also been removed. Problems -
          1. Discovered an electric panel behind a bookcase in the police chief's office.
          2. Additional Asbestos problem - Found asbestos in pipe elbows when breaking into the walls. Asbestos perhaps can be taken out with glove bags, some may need to be tented. NOTE: Chairman Coombs has advised contractor to continue with additional abatement requirements and not hold up the job.
          3. Electric panels are not in the best of shape. Switches are not marked or wires are untidy
          Interior walls have been taken down (i.e. in the locker rooms, sergeants area, lieutenants office, etc.). Abatement completed on south side of police area. They will now start working on north side.

          Mike Turner advised salvage items, bulletproof glass, cameras, electric door openers are being removed and saved for future use.
      4. Old Business:
        1. Small Cities Grant - Mike Turner advised he went to a seminar on prevailing wages last week. Contractor needs to break down expenses finer so we can allocate payments against bond and grants (Library & Small Cities).
        2. Technology Committee - No report. We might not hear from them until after they complete their strategic plan.
          NOTE: Town Councilor Andy Adil arrived at 6:29 PM.
        3. Enviroscience Consultants (Vote Reaffirmation) - To expedite the project out of need Chairman Coombs took a voted of members present even thought there wasn't a quorum. A phone poll was taken of members not present to get their votes. This item passed unanimously. Chairman Coombs discussed this with Attorney Morris Borea who suggested we reaffirm the vote tonight with a quorum. Motion by Paul Camarco seconded by Raymond Grasso to reconfirm approval of this request. All members voted in favor.
        4. Testing Labs Bids (Vote Reaffirmation) -
          1. Testing Lab - To expedite the project out of need Chairman Coombs took a voted of members present even thought there wasn't a quorum. A phone poll was taken of members not present to get their votes. This item passed unanimously. Chairman Coombs discussed this with Attorney Morris Borea who suggested we reaffirm the vote tonight with a quorum. Motion by Paul Camarco seconded by Raymond Grasso to reconfirm approval of this request. All members voted in favor.
          2. Special Inspections - To expedite the project out of need Chairman Coombs took a voted of members present even thought there wasn't a quorum. A phone poll was taken of members not present to get their votes. This item passed unanimously. Chairman Coombs discussed this with Attorney Morris Borea who suggested we reaffirm the vote tonight with a quorum. Motion by Paul Camarco seconded by Raymond Grasso to reconfirm approval of this request. All members voted in favor.
      5. New Business:
        1. Discussion November 2, 2004 Bond Referendum - Chairman Coombs advised the bond was approved by the voters last week See Item 1BII above). To progress we need to go out to bid on the work. On some items (i.e. abatement we might want to extend the contract). Nutmeg is willing to have their contract extended to include an additional scope of work. Chairman Coombs will talk with the Town Manager and the Bond Attorney to see if this can be considered an extension of the renovation since it was listed as Phase 2 of the renovation. If the Bond Attorney agrees we will look to extend the contract where practical. As a result of the passage of the Charter Revision passing the language to reduce bonds for receipt of Grants or other sources has been eliminated.
        2. Discussion Tuthill & Wells Increase Scope of Work - Chairman Coombs asked the members what their feelings were on expanding Tuthill & Wells scope of work to handle the balance of the Town Hall and Library work. He reminded members that Peter did the preliminaries for developing the scope of work for the bonds. If we go out for bid Tuthill would probably come in low bidder since they already have preliminary data to work with. Chairman Coombs advised he already asked Peter Wells if they would take on the work, they said yes. He asked if they would hire additional staff it they needed to, they said yes again.

          NOTE: Paul Camarco left at 6:54 PM.

          Final negotiations will depend on the ruling from the bond council on if we can expand vendor's scope of work without going out to bid. Motion by Raymond Grasso seconded by Tim Tuell to invite Peter Wells to discuss the scope of work dependent upon the response from bond council on the questions raised regarding considering the new bond an expansion of he old bond, since it was called Phase II. All members voted in favor.
    3. Police Facility
      1. Staff Information
        1. October 21, 2004 Letter to Frank DiBacco - This letter was submitted as information, Mike Turner advised he has received a response from Frank advising he had submitted the paperwork in the past. There is no record at Town Hall or with DeCarlo and Doll showing the information was received in the past.
  4. Next Scheduled Meeting:
    1. The next regularly scheduled meeting will be Monday November 22, 2004 at 6:00PM in the Library Administrative Offices on the Mezzanine Floor of the Library. (NOTE: Please note new meeting location).
  5. Adjournment: Motion by Raymond Grasso seconded by Carmen Pace to adjourn. All members voted in favor. Meeting adjourned at 6:58 PM.

I hereby certify that the above is a true copy of the minutes approved by the Town Hall Renovations Committee.

Paul Camarco, Clerk