Building Committee Meeting Minutes

WETHERSFIELD TOWN HALL / LIBRARY RENOVATIONS BUILDING COMMITTEE MINUTES - THURSDAY November 10, 2005

Chairman Coombs called the Meeting to order at 6:00 P.M. in the Public Works Conference Room. Members present were Paul Camarco, Joseph Coombs, David Edwards, Carmen Pace and Stuart Temple. Staff Liaison Tony Martino, Mike Turner and Town Manager Bonnie Therrien were also present. Committee Members Raymond Grasso and Tim Tuell were absent.

Today is day 402 of the project.

Public Comments:
1. None.
Approval of Minutes:
1. Minutes of October 24, 2005 Meeting - Motion by Paul Camarco seconded by Carmen Pace to approve minutes. All members voted in favor.
Projects for Discussion:
1. Town Wide Radio System
  1. Staff Information
    1. Staff memo on using Bond funds for Trott - Mike Turner advised at the November 1st Town Council Meeting the Council authorized the Town Manager to hire Trott to find out what the problems were with the current radio system before we go thru rebanding. With rebanding the requirement will be for NEXTEL to bring the system back to its current state. Prior to that point we want the system brought up to the requirements in our original scope of work. We have $61,478.59 left in the radio bond. Per Bonnie's memorandum she is asking the Committee for its approval to recommend to Council the $49,000.00 needed for Trott be paid out of remaining Bond money and not the General Fund Contingency Account. Trott will be starting their work next week. Chairman Coombs advised Motorola guaranteed us a static free system. If Trott finds the problem was with Motorola's equipment we could go back to them for the consultant fees. Mike Turner advised seven firms responded to the RFP we sent out and the group was short listed to two for interview. Trott was the recommendation of the interviewing panel. When the system was designed by Motorola they recommended only two tower sites. If a third is needed they would be responsible for the third tower to bring us to the system requirements we specified. Stuart Temple had concerns with the bond paying for Trott and with using Trott. He asked what more could Trott do then they didn't do before. Chairman Coombs advised when they were here before it was for a short period of time with specific requirements. The static is sporadic and they were not around when it happened. They had to work off of dispatch tapes to do their analysis to hear the problems. Hopefully the problem will occur while they are here so they can pinpoint the problem. This time they will be around for a longer period of time. Chairman Coombs advised out of the remaining radio bond money he was looking to use $10,000.00 to install a connection between the Police Community Room and the Dispatch Center so if the Police had a major event command center working out of the Community Room they could do their own dispatching without tying up dispatchers. We previously purchased the wiring. Motion made by Paul Camarco seconded by Carmen Pace to authorize the Town Manager to advise the Town Council, of the Committee's approval, to use bond funds in an amount not to exceed $49,000 to pay for Trott's Services. Vote passed four to one. Stuart Temple voted nay.
2. Town Hall & Library Renovations - Phase 1:
  1. Expenditures
    1. STL - Invoice 19401 - $219.75 - Motion by Carmen pace seconded by Paul Camarco to approve payment. All members in favor.
    2. Tuthill & Wells/LMG Additional Services - $2,800.00 - Chairman Coombs advised Luchini and Milfort has provided us, in the past, a lot of research above and beyond their original scope of work, at no charge. This request for additional services is warranted and the work has already been accomplished. Motion by Paul Camarco seconded by Carmen to approve payment for the additional services. All members voted in favor.
    3. Nutmeg Companies - App # 13 - $140,728.93 - Motion by Carmen Pace seconded by Paul Camarco to approve payment. All members voted in favor.
    4. Community Resource Management - Invoice # 12 - $657-50 - Motion by Paul Camarco seconded by Carmen Pace to approve payment. All members voted in favor.
    5. John Watts Assoc - Invoice 9/779 - $750.00 - Motion by Paul Camarco seconded by Carmen Pace to approve payment. All members voted in favor.
    6. Tuthill & Wells - Invoice 3717 - $5,610.00 - Motion by Paul Camarco seconded by Carmen Pace to approve payment. All members voted in favor.
    7. Paine's Dumpster - Invoice 2320316 - $394.28 - Motion by Paul Camarco seconded by Carmen Pace to approve payment. All members voted in favor.
    8. Paine's Dumpster - Invoice 2320510 - $719.28 Motion by Paul Camarco seconded by Carmen Pace to approve payment. All members voted in favor.
  2. Change Orders
    1. PCO #89 - Lower level landing - $14,379.19 - Mike Turner advised this is for the L - Shaped enclosure that wasn't in the original plans. When the L-Shape was put in landscaping was listed as to be provided by others. Also the air-handling units were moved outside. This enclosure will now be used as an emergency exit requiring the landing and ramp graded with railings. Chairman Coombs advised the 5 day extension request is shown as required per the contract specification. Stuart Temple questioned why the grading wasn't included within the original change order. He's disappointed with Tuthill and Wells not looking out for our interest. Question rose regarding possible additional extension due to winter weather. Motion made by Paul Camarco seconded by Carmen Pace to approve the change order, minus the reference to possible extension of time regarding winter conditions. All members voted in favor.
    2. PCO #90 - Library Entrance Railings - $16,787.02 - Motion made by Paul Camarco seconded by Carmen to approve change order, minus the reference to possible extension of time regarding winter conditions. All members voted in favor.
    3. PCO #92 - Canopy Lighting - $5,335.09 - Dave Edwards asked if we had canopy lighting in the original specs. Chairman Coombs advised not by the Library but down in the L Shaped entryway on Silas Deane Highway. Stuart Temple questioned timeliness of PCO submissions. Motion by Paul Camarco seconded by Carmen Pace to approve change order, minus the reference to possible extension of time regarding winter conditions. All members voted in favor.
    4. PCO #94 - Replace Double Door - $1,839.67 - Chairman Coombs advised this is at the north end of the sally port. It's where the parking lot banks up to the building causing wooden doors to loose their shape. In spring staff will patch concrete. Will replace doors now with steel doors. Motion by Carmen Pace seconded by Paul Camarco to approve change order. All members voted in favor.
    5. PCO #95 - Panels for Window Wall - $1,599.80 - Mike Turner advised this is on the east wall of what was the main lobby. Replacing five light panels to match the panels being used on the walkway below. Motion by Carmen Pace seconded by Paul Camarco to approve change order. All members voted in favor.
    6. PCO #96 - Credit for Elimination South Library Entrance - ($2,459.00) - Chairman Coombs advised this credit is to eliminate the request for an entrance from the south Library wall to the rose garden. Due to the slope of the landscape and utilities the door cannot be installed. A window will be installed in place of the door. Motion by Paul Camarco seconded by Carmen Pace to approve credit. All members voted in favor.
    7. PCO #97 - T&M Repair Exp. Loop Leaks - $3,658.48 -Chairman Coombs advised he authorized this time and material request. Expansion loops had leaked on the 90 degree bends. New pipes and fittings were installed. Work is completed. Motion by Paul Camarco seconded by Carmen Pace to approve change order. All members voted in favor.
  3. Staff Information
    1. Dale Kroop October 21, 2005 Letter to Bonnie Therrien - Motion by Paul Camarco seconded by Carmen Pace to accept this as information. All members voted in favor.
    2. Budget Report October 26, 2005 - Motion by Carmen Pace seconded by Paul Camarco to accept this as information. All members voted in favor.
  4. Old Business:
    1. Construction Status - Chairman Coombs advised there are more people on the job site then at any other time. They are almost done at the Community Center. There is additional work that they went over with the architect. The door frame is rusting out and needs to be replaced. One of the slabs outside the Community Center has reversed settlement leaning back towards the building. Work is moving along at Town Hall. The steel structural trestles on the canopy have been started. The fan coil unit trim is being installed. In another week to week and a half the fan coil work should be done. Ceilings have not been closed off in the corridors. The Town is still taking out the spaghetti wire that is no longer being used from the corridor ceilings. Finished painting needs to be done. The elevator is close to completion. Inspection of the elevator should be next week. When the elevator is completed a significant drawdown will be made from the Small Cities Grant. The Health District will move into their new space soon. The installations of the new toilets are moving along on the second floor of town hall. The doors on the second floor of town hall are being reconfigured to meet ADA requirements. We are starting to see light at the end of the tunnel. Nutmeg advised they will be done on this side of the building by the end of the month.
  5. New Business:
    1. Revised Schedule from Nutmeg dated October 25, 2005 - Motion by Paul Camarco seconded by Carmen Pace to accept this as information only. All members voted in favor.
3. Town Hall / Library Renovations - Phase 2
  1. Expenditures
    1. Space Fitters - Invoice 1599 - $405.00 - Motion by Paul Camarco seconded by Stuart Temple to approve payment. All members voted in favor.
    2. Hartford Sprinkler - Invoice Req. # 2 - $30,229.00 - Motion by Paul Camarco seconded by Stuart Temple to approve payment. All members voted in favor.
    3. Superior Industries - App # 1 - $15,435.00 - Motion by Paul Camarco seconded by Stuart Temple to approve payment upon receipt of the paperwork showing the hazardous material had been disposed of properly. All members voted in favor.
  2. Change Orders
    1. Hartford Sprinkler CO Quote #3 - Electric Tie In - $6,820.00 - The purpose of this change order is to tie the fire alarm panel into the sprinkler system as well as relocation of the system. There is a $5,000 allowance in the contract. A credit will be forthcoming from the allowance. Motion made by Paul Camarco seconded by Stuart Temple to approve change order. All members voted in favor.
  3. Staff Information
    1. None
  4. Old Business
    1. None
  5. New Business
    1. None
NOTE: Prior to adjourning the meeting Chairman Coombs asked if anyone had any questions on anything on the Agenda. No one had questions. There will be no meeting next Monday night. Tony Martino will issue a meeting cancellation notice Monday morning.
Next Scheduled Meeting:
1. The next special meeting is scheduled for November 21, 2005, and next regular scheduled meeting Monday November 28, 2005 at 6:00PM in the Public Works Conference Room.
Adjournment: Motion by Paul Camarco seconded by David Edwards to adjourn. Meeting adjourned at 6:37 PM. All members voted in favor.

After adjournment members went downstairs to view construction progress.

Paul Camarco, Clerk