WETHERSFIELD TOWN HALL / LIBRARY RENOVATIONS BUILDING COMMITTEE MINUTES - MONDAY April 24, 2006

Chairman Coombs called the Meeting to order at 6:00 P.M. in Conference Room 1 (Ground Floor). Members present were Paul Camarco, Joseph Coombs, Raymond Grasso, Carmen Pace, Stuart Temple and Tim Tuell. Staff Liaison Tony Martino, Mike Turner and Library Director Laurel Goodgion were also present. Committee Member David Edwards was absent.

Today is day 567 of the project.

  1. Public Comments:
    1. None.
  2. Approval of Minutes:
    1. Minutes of April 10, 2006 Meeting - Motion by Stuart Temple seconded by Raymond Grasso to approve the minutes. All but one member voted in favor (Paul Camarco abstained).
  3. Projects for Discussion:
    1. Town Wide Radio System
      1. Staff Information
        1. Mike Turner advised he met with Nextel and the Town Attorney in an introductory meeting. This started the process for rebanding. The project should be completed this time nest year. They will start the project during the winter of 2007. Mike briefly explained the technical process Nextel will go thru rebanding the system.
    2. Town Hall & Library Renovations - Phase 1:
      1. Expenditures
        1. EnviroScience Consultants - Invoice 0000008 - $2,920.00 - Motion made by Paul Camarco seconded by Stuart Temple to approve this payment. All members voted in favor.
        2. John Watts - Invoice 69660 - $35,605.66 - Motion made by Paul Camarco seconded by Tim Tuell to approve this payment. All members voted in favor.
      2. Change Orders
        1. PCO 134 - Infill Two Door Openings - $2,337.67 - Chairman Coombs advised this was to fill in where two doors are not needed in the lower Library area. Raymond Grasso asked if this would increase the timeline of the project. Chairman Coombs advised this was discussed at the last job meeting and the Architect advised it will not affect the timeline. Motion made by Paul Camarco seconded by Stuart Temple to approve this change order. All members voted in favor.
      3. Staff Information
        1. Budget Report April 20, 2006 - Chairman Coombs advised Tony Martino completed his audit with the Town Finance Director. The MUNIS System and Tony's Excel Spreadsheet are in balance. Questions arose as to what happened to the additional $790,000 that was shown on the bottom of the chart. Chairman Coombs advised that there was a misinterpretation of the Bond Attorney's Ruling related to the second Referendum Question regarding the acceptance of the State Library Grant and Small Cities Grant. This misinterpretation was discovered during the audit. Tim Tuell advised this revelation effected the conditions he used in the past for voting on Change Orders, thinking there was more money available. Tim as well as other members voiced how upset they were to this revelation. Members wanted to know the bottom line of what was left in the budget. Tony Martino advised there was just under $63,000 in funds available for the project after transferring Phase 2 expenses to that project and moving money left over from the Radio and Police parts of the Bond. Tony went over a Chart he had showing the whole bond project. He will update it to include the above PCO and expenses and get it to members. Tim Tuell asked that Peter Wells come to the next meeting to review where we are in the project and what future expenses we might be facing. Chairman Coombs will ask Peter to attend the next meeting. Ray Grasso requested the chart be forwarded well in advance of the next meeting. Motion by Raymond Grasso seconded by Paul Camarco to table this item. All members voted in favor.
        2. Nutmeg Change Order Log - April 18, 2006 - Motion by Paul Camarco seconded by Raymond Grasso to accept this as information. All members voted in favor.
        3. Change Order Log April 20, 2006 - Motion made by Paul Camarco seconded by Stuart Temple to accept this as information. All members voted in favor.
      4. Old Business:
        1. Construction Status - Chairman Coombs advised demolition is mostly complete. After the meeting he will take any member over to see the progress in the Library Lower Level. There is discussion ongoing regarding the canopy. We are unhappy with the metal work having so many seams. There was no shop drawing submitted for the canopy so we didn't have a chance in advance to reject the design. We are looking at two scenarios for correcting this work. (1) Paying them and putting it on a punch list to fix. (2) Rejecting the work and refusing to pay until it is corrected. If we do Item 2 we might not meet the June 2006 completion date required for reimbursement under the Small Cities Grant. Ray Grasso suggested we write DECA and advise what has happened and maybe we can draw down the funds to hold in escrow until the work is fixed to our satisfaction. At the minimum we should make DECA aware of the problem and maybe they would extend the time for this portion of the work.

          NOTE: Raymond Grasso left at 7:04 PM.

        2. ADA Status - The canopy is the last item to be completed to finish this project.
        3. Library Workstation Quotes - Laurel Goodgion advised she gave the information to Chairman Coombs. Transfer Enterprises is on the DAS Bid List. She was advised by the State Librarian that the wage quote for bids on the State Bid List always includes prevailing wage. Chairman Coombs wasn't sure this was so and wanted to verify it before bringing the $16,139.93 quote for a vote. Laurel Goodgion advised she wanted to get this work completed while the Library was shutdown next month. Stuart Temple made a motion seconded by Paul Camarco to approve the quote subject to Chairman Coombs finding out that prevailing wage was included in the quote. After some discussion the motion was removed from consideration. Motion then made by Stuart Temple seconded by Paul Camarco to approve the $16,139.93 quote. All members voted in favor.
      5. New Business:
        1. Chairman Coombs asked Mike Turner the status of the book moving bid. Mike advised Janice McDonald is now back from vacation so the bid package should go out later this week.
    3. Town Hall / Library Renovations - Phase 2
      1. Expenditures
        1. None
      2. Change Orders
        1. None
      3. Staff Information
        1. Mike Turners advised the bid specs for the burners should be ready to go out to bid later this week. The Architect is going to have design review specs for our first review later this week.
      4. Old Business
        1. None
      5. New Business
        1. None

    NOTE: Prior to adjourning the meeting Chairman Coombs asked if anyone had any questions regarding anything on the Agenda. No one had questions.

  4. Next Scheduled Meeting:
    1. The next regular scheduled meeting will be Tuesday May 9, 2006 or Wednesday May 10, 2006 at 6:00PM in Conference Room 1. Members were asked to get back to Tony Martino with which date was better for them.
  5. Adjournment: Motion by Paul Camarco seconded by Stuart Temple to adjourn. Meeting adjourned at 7:20 PM. All members voted in favor.

NOTE: Once the meeting was over Chairman Coombs took members down to see the process in the Library Lower Level.

Paul Camarco, Clerk