WETHERSFIELD TOWN HALL / LIBRARY RENOVATIONS BUILDING COMMITTEE AMENDED MINUTES - THURSDAY August 17, 2006

Chairman Coombs called the Meeting to order at 4:30 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 682 of the project.

1. Public Comments:
   1. None.
2. Projects for Discussion:
   1. Town Hall & Library Renovations - Phase 1:
      1. Expenditures
         1. Nutmeg Company - App. No. 22 - $95,032.44 - Question asked as to why we had this request for payment and not the Hartford Sprinkler one that was also tabled as well. Chairman Coombs advised Hartford Sprinkler has to be signed off by the mechanical engineer who will not sign it until he receives a typed AIA form he can read. Motion by Paul Camarco seconded by Carmen Pace to approve this payment. All members voted in favor.
      2. New Business:
         1. Library Moving and Storage - Chairman Coombs advised the quotes handle all the basics and we should approve the lowest bidder. Tim Tuell advised besides the fact National Library Relocations was the lowest bidder they should be considered because they specialize in Library relocations. Laurel Goodgion advised she couldn't get a third bidder to get back to her with a quote. Mike Turner advised we did not go out to formal bid because of the timeframe. With Nutmeg's track record we could not determine when we would be ready to move the books and shelving. When we received the firm date for closing the Library there wasn't enough time to go thru a formal bid process and even if we had gone out based on the original schedule a vendor would never have held their rates for more than 90 days. Mike Turner also advised he reviewed bid specs for other Libraries. Based on other town specs the package would be one and a half inches thick, adding additional review time by bidders resulting in similar results. When a bid is made to recommend a vendor to Council you will also have to request a bid waiver. Discussions were held on where the funds would come from to pay this expense. Mike Turner advised there is $40,000 in Phase 2 for moving expenses and those funds can be used for this. We just heard from the Town Attorney that we can free up the Police Building funds that were frozen for Bristol Crane and Professional Décor. This will be an agenda item on the next regularly scheduled meeting as you cannot add to the agenda for this Special Meeting. The funds from the Police Budget will be sufficient to pay the balance of the moving costs with funds left over. Laurel Goodgion advised this quote does not include the cost of moving and storing the regular Library furniture. Bonnie Therrien advised Laurel to get quotes on this ASAP. Motion made by Paul Camarco seconded by Raymond Grasso to approve recommending to Town Council the $68,054.00 quote with three months storage and also request a waiver of the bid processing requirement. (NOTE: A memo will be sent to Town Council justifying the need for the bid waiver.) All members voted in favor.
3. Next Scheduled Meeting:
   1. The next regular scheduled meeting will be Monday August 28, 2006 at 6:00PM in Conference Room 1.
4. Adjournment: Motion by Paul Camarco seconded by Raymond Grasso to adjourn. All members voted in favor. Meeting adjourned at 5:00 PM.

Paul T. Camarco, Clerk