Building Committee Meeting Minutes

WETHERSFIELD TOWN HALL / LIBRARY RENOVATIONS BUILDING COMMITTEE MINUTES - MONDAY August 14, 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, and Tim Tuell. Staff Liaison Tony Martino, Mike Turner, Town Manager Bonnie Therrien and Library Director Laurel Goodgion were also present. Committee Member Stuart Temple was absent.

Today is day 679 of the project.

Public Comments:
1. None.
Approval of Minutes:
1. Minutes of July 31, 2006 Special Meeting - Laurel Goodgion requested the minutes be amended to change "Library Board" to State Library Board" so people don't make the mistake of thinking we were referring to the Wethersfield Library Board. Motion by Paul Camarco seconded by Raymond Grasso to approve the minutes as amended. All members voted in favor.
NOTE: Motion made by Raymond Grasso seconded by Tim Tuell to go out of order on the agenda to review expenses first while there was still a quorum for financial matters. All members voted in favor.

Once all 5 expense items were voted on, motion by Carmen Pace seconded by Raymond Grasso to go back to original order of the agenda. All members voted in favor.

Paul Camarco then left at 6:10PM
Projects for Discussion:
1. Town Wide Radio System
  1. Staff Information
    1. Bonnie Therrien advised that Motorola still doesn't know what happened to make the system go down Saturday July 29, 2006. They are doing more research and another meeting is planned for August 24, 2006. Chairman Coombs asked if we could find out from CL&P if there was a spike the day the system was effected. Mike Turner advised CL&P won't give out that information. Bonnie advised we might have to set up a routine to have Town staff double check the battery lights periodically, especially after a storm.
2. Town Hall & Library Renovations - Phase 1:
  1. Expenditures
    1. Community Resource Management LLC - Invoice 18 - $1,050.00 - Motion by Paul Camarco seconded by Raymond Grasso to approve this payment. All members voted in favor.
    2. Nutmeg Company - App. No. 22 - $95,032.44 - This requisition was faxed by the vendor because the original had been forwarded to the Architect for approval but he was away on vacation and was unable to forward us a signed copy for the agenda. Discussions held to table this item until the copy signed by Peter Wells was received. Motion by Paul Camarco seconded by Raymond Grasso to table this payment. All members voted in favor.
  2. Change Orders
    1. None
  3. Staff Information
    1. Budget Report dated August 8, 2006 - Bonnie Therrien was asked to check with Jack Bradley to see if the funds held in the Police Account for Bristol Crane and Progressive Décor can now be released for use on Town Hall Project. (Bristol Crane never forwarded us the final paperwork on disposition of hazmat materials and Progressive Décor went bankrupt. The statute of limitations for holding this money was to expire this month.) Motion made by Tim Tuell seconded by Raymond Grasso to accept this as information. All members voted in favor.
    2. Nutmeg Change Order Log - August 1, 2006 - Motion made by Tim Tuell seconded by Carmen Pace to accept this as information. All members voted in favor.
    3. Change Order Log - August 3, 2006 - Motion made by Raymond Grasso seconded by Carmen Pace to accept this as information. All members voted in favor.
    4. Construction Schedule Dated August 1, 2006 - Motion made by Raymond Grasso seconded by Carmen Pace to accept this as information. All members voted in favor.
    5. Job Meeting Minutes - August 2, 2006 & August 9, 2006 - Motion made by Tim Tuell seconded by Carmen Pace to accept this as information. All members voted in favor.
    6. Town Manager July 27, 2006 Letter to CIRMA - Chairman Coombs advised we are not accepting Nutmeg's estimate of $6.000 for the railing as there is no sketch showing what it would look like. We will address this once we get the sketch. In the meantime a temporary wooden rail has been installed. Motion made by Carmen Pace seconded by Raymond Grasso to accept this as information. All members voted in favor.
  4. Old Business:
    1. Construction Status - Chairman Coombs advised the contractor is still moving along at a snail's pace. At the end of this meeting he will take members down to see the progress on the Library Ground Floor. In the Library Ground Floor ceiling grids are in, lights are being installed, painting and electrical work is progressing. They are close to the point where they will be asking for an above the ceiling inspection so they can close up the ceilings. Carpets are installed in the new offices on the first floor. The contractor is still working on punch list items. We will not accept the area until the punch list has been completed. Next week Nutmeg is to start dismantling the boilers. The oil, gas and electric feeds have already been disconnected. Mike Turner then went over the three items handed out at the beginning of the meeting (1) Mark Block's August 9, 2006 Letter regarding "Proposed Mediation"; (2) Peter Wells August 10, 2006 Letter regarding "Alterations and Renovations to the Wethersfield Town Hall and Library - Phase Two" and (3) Peter Wells August 7, 2006 Draft Letter regarding "Wethersfield Town Hall - Phase Two - Council Chambers". Mike Turner advised in regards to Mark Block's letter this is the first properly submitted claim. Chairman Coombs advised he is working on expanding Peter Well's draft letter regarding Town Council Chambers. Motion by Carmen Pace seconded by Tim Tuell to accept these letters as information. All members voted in favor. Bonnie Therrien feels some of the delays are as much Peter Wells fault as well as Nutmegs. She is not happy with Peter's performance. Raymond Grasso echoed Bonnie's comments. Chairman Coombs advised we should contact the Post Office to see if we can get the mail boxes moved under the canopy so Town Staff and residence will not be exposed to the elements when depositing mail in the boxes. Laurel Goodgion advised she checked her notes and she cannot find a record on when she talked to Peter Wells regarding adding the wall and door down the corridor on the Ground Floor. It was suggested Laurel put in a motion detector or a convex mirror so staff manning the children's circulation desk could check down the hallway to see if there was any activity there. Chairman Coombs advised the door is a dead issue for Phase One. If there are any funds left over in Phase Two he would look at this. Mike Turner advised they checked with Kone Elevator to see what it would cost to upgrade the elevator for ADA. They came in with a quote of $50,000. We had projected an allowance of $9,500. Mike will talk to Brian O'Connor the Town ADA Liaison to see what is required.
    2. ADA Status - Mike Turner advised there is nothing to report. Once we receive the requisition for the canopy and vestibule we will be able to submit the final paperwork to close out this grant.
  5. New Business:
    1. None
3. Town Hall / Library Renovations - Phase 2
  1. Expenditures
    1. EnviroScience Consultants Inc - Invoice 0000003 - $1,500.00 - Motion by Paul Camarco seconded by Raymond Grasso to approve this payment. All members voted in favor.
    2. Hartford Sprinkler - Invoice 5 - $2,280.00 - Like Item 3IIA2 this item was not signed off on by the architect. Motion by Paul Camarco seconded by Raymond Grasso to table this payment. All members voted in favor.
    3. Tuthill & Wells - Invoice 3750 - $82,733.00 - Discussions were made if retainage was taken out of the payment. Mike advised no. Maybe consideration should be considered for future new work. Comments were made regarding the lack of enthusiasm to making payment for work delayed, but we can't hold up payment for work already processed. Motion by Tim Tuell seconded by Carmen Pace to approve this payment. All members voted in favor.
  2. Change Orders
    1. None
  3. Staff Information
    1. Chairman Coombs advised he and Mike Turner have been reviewing plans received to date. Plans are coming in piecemeal making it hard to do the review.
  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 any questions.
Next Scheduled Meeting:
1. The next regular scheduled meeting will be Monday August 28, 2006 at 6:00PM in Conference Room 1.
Adjournment: Motion by Raymond Grasso seconded by Carmen Pace to adjourn. All members voted in favor. Meeting adjourned at 6:52 PM.

NOTE: After the meeting Chairman Coombs took members to the Library Ground Floor to show them construction progress.

Paul T. Camarco, Clerk