AVON HIGH SCHOOL RENOVATIONS/ADDITIONS
BUILDING COMMITTEE MINUTES
March 13, 2007
CALL TO ORDER
The meeting was called to order at 7:38 a.m. by Chairman Hank Frey in the Selectmen’s Chamber, Town Hall. Members Present: Douglas Evans, John Papa and Jed Usich. Absent: Jeff Brighenti, James Eacott and Jim Miller.
MINUTES OF PRECEDING MEETING – February 13, 2007
On a motion made by Mr. Brighenti, seconded by Mr. Evans, it was voted:
RESOLVED: That the Building Committee accepts the minutes of February 13, 2007 as amended.
Messrs Frey, Evans, Papa and Usich voted in favor.
COMMUNICATIONS FROM AUDIENCE - None
Mr. Dulla reported he is a resident with two children at Avon High School and wants to share an idea he has about improving the weight room facilities at the high school. In order to expand the weight room area, perhaps a mezanine could be built in the end of the gymnasium with wrestling upstairs and the weight room on the bottom floor. He believes that the Booster Club would be interested in making a significant contribution, especially if the funds raised for the field lights do not go forward. Chairman Frey reported that the request for the Town to accept a gift would have to go before the Town Council, this work could cost $100,000, and we would need an estimate. The Board of Education approval would also be required.
COMMUNICATION FROM COMMITTEE MEMBERS - None
UPDATE AND REPORT FROM:
Construction Manager – status of the project
FIP gave their Month of February activities report. It consisted primarily of completing the structural steel erection at the cafeteria addition and masonry contract mobilization. Exterior masonry walls in the gym addition are in progress along the south and east elevations. Underslab plumbing system installation started late in the month in the locker room areas and adjacent to the gym.
Site activities included the installation of the storm water sedimentation chambers and the start of the segmental retaining walls. Mass excavation and backfill operations associates with expanding the rear parking lot and to facilitate construction of the retaining wall continued.
Concrete foundations for the fitness center expansion (Area F) and the maintenance garage were completed during February. The fitness center foundation was completed and backfilled during the school’s February vacation due to proximity to egress doors.
The Building Department has issued a Building Permit for the project and they have also collected the State of Connecticut Education Fee. Mr. Shugrue noted that the school staff and the Fire Marshall have been very helpful in resolving day to day matters to facilitate the construction process.
Subcontracting Plan/Buyout Process/Budget – Approximately 98% of the project’s value has been awarded to subcontractors. The remaining non-critical path trades will be awarded in March. FIP has increased the projected buyout savings on the project to $715,635.
Architect – status of the project
KBA reported School Staff is working on scheduling activities, so that during the April vacation, FIP can work on the cafeteria and continue asbestos abatement. Mr. Frey questioned the length of the RFI log, noting his surprise at how few there were. Mr. Shugrue said that they have been able to resolve many items in the field and have not needed to issue RFI’s. FIP reported after September we will know whether we are behind or on our way with regard to unforeseen conditions that impact the budget. During the summer many high risk activities such as asbestos will take place and unforeseen situations may exist behind the walls. Opening the roof so it can be replaced may result in finding things which are unknown at this point. Mr. Evans questioned the forecast for
savings. FIP reported it is not a gross amount, that they include the allowances as well. While the amount is currently $715,000, we have another winter and associated cold weather to get through before the project is complete.
OLD BUSINESS
Design Modifications
Media Center
Mr. Boos reported that the plans have been given to FIP. FIP reported that they hoped to have a proposal ready for the next meeting.
Traffic Patterns/Route 167
Traffic Update
Ms. Robinson reported on the State Traffic Commission’s approval of the project last year to include the Town’s request to install a second driveway to the school between the existing entrance and the fire station. Approval of that new entrance was given, though the Department of Transportation (DOT) modified what was proposed so that egress was only made by a right turn in and a right turn out on to Route 167. Two weeks ago the State held a coordination meeting to pull all parties together that has an interest in the project. At that meeting they told us that they will be repaving West Avon Road this summer, which will include widening the road in front of the school by eight feet. This will allow for the installation of turning lanes into the school at the main entrance in
anticipation of the traffic light also being installed, most likely in 2008. Due to the widening and the modifications to the new driveway, the Town will be required to relocate an existing catch basin and install an island at the second driveway. Jim Sperry of KBA and Scott Hesketh of Hesketh & Associates are present to speak to provide more details on the process, and review the traffic flow on the site with the changes to the second driveway configuration. As the site plan has changed from what was originally approved by the Planning & Zoning Commission, their review and approval of the updated plan will also be required.
Mr. Hesketh reported on the DOT process. The original signal was considered, but the State decided there should not be a signal at that location because of the adjacent fire station. A light at that location would require widening, where there was insufficient right of way. During the summer the State DOT will overlay Route 167 and widen it in front of the high school. Mr. Hesketh and Mr. Sperry reviewed the proposed traffic patterns that will result from the State’s decision both on Route 167 and the school site. Mr. Evans asked if there were any alternatives to this decision. Mr. Hesketh noted that since we could not block access to the fire station this was the best option. Mr. Papa questioned the morning traffic pattern when most of the cars entering will need to turn left at
the main entrance. Mr. Hesketh explained that the widening will allow for a dedicated left turn lane into the school, and southbound traffic will be able to proceed straight ahead. Chairman Frey said that given all of the constraints in place he believes this is the best plan possible. Dr. Kisiel said that he agreed, and noted that the 10-minute time period when they have the most traffic is hard to plan for. Mrs. Roell noted that the new traffic light will help the situation.
Chairman Frey reported people have expressed concerns about cost of the second driveway if it cannot be used as we originally designed it. FIP reported that they just received the revised drawings and they need to review them. However the driveway from Route 167 to approximately the end of the field hockey field could cost as much as $250,000 for the pavement, earth work, utilities, relocation of a catch basin and the additional of an island. Ms. Robinson reported that the revised plan needs to go back to Planning & Zoning Commission and KBA will make that presentation at the next P & Z Commission meeting. Ms. Robinson told the Committee that there is $50,000 in the CIP for sidewalk improvements, which will be used to overlay the sidewalk in front of the school to a 5-foot wide concrete sidewalk. This work will be coordinated to take place after the road widening this summer.
On a motion made by Mr. Usich seconded by Mr. Evans, it was voted:
RESOLVED: That the Building Committee approves the revised site plans to be submitted to Planning & Zoning Commission for approval.
Messrs Frey, Evans, Usich and Papa voted in favor.
Change Orders
The Committee reviewed change order proposal #8 that modified the exterior grand stand seating to include handicap accessible bleachers, and demolishes the press box.
On a motion made by Mr. Evans, seconded by Mr. Usich, it was voted:
RESOLVED: That the Building Committee approve the Change Order #8, implementing modifications indicated in proposal Request No. 013-01, dated February 16, 2007, and as reflected on SKL-1 and SKL-2, which modifies the exterior grandstand seating.
Messrs Frey, Evans, Papa and Usich voted in favor.
The Building Committee reported that this change results in a credit to the project, of $46,000.
OTHER BUSINESS
Project Budget Update
Ms. Robinson reported that there are two items attached to her memo, the status of the project appropriation from the accounting system, and the updated spreadsheet detailing the expenses contained in the services & consultants line item. Please note that as a result of last month’s meeting, a transfer from Contingency to the Building Account was made for the amount of the first change order.
In anticipation of the relocation of the school media center this summer as well as the move of other offices and classrooms, staff has put together a request for proposals for moving and storage services. The original budget for this item was $30,000 that was included in the account general services. A number of miscellaneous charges have been made against that account since the project began, (advertisements, office supplies, the second referendum, that have resulted in the available budget which is now $15,930.72 Depending on the scale of the move and the proposals received, a transfer from contingency may be required to this account. We will have this information in time for your April meeting.
Approval of Bills
Chairman Frey questioned whether all of the bills are reviewed before they are considered for payment. Ms. Robinson reported she reviews them and the Architect does his review of FIP’s requisition for payment. Chairman Frey reported we do not need all of the detail information that supports the requisition, we have many sets of eyes looking at them and rely on the professionals to make sure of the details.
On a motion made by Mr. Usich, seconded by Mr. Evans, it was voted:
RESOLVED: That the Building Committee approve payment to FIP Construction, Payment Invoice 06-001-6, in amount $653,984.00.
Messrs Frey, Evans, Papa and Usich voted in favor.
On a motion made by Mr. Usich, seconded by Mr. Evans, it was voted:
RESOLVED: That the Building Committee approves payment to Kaestle Boos Associates, Inc. for Invoice #17 Construction Admin. in amount $18,526.09
Messrs Frey, Evans, Papa and Usich voted in favor.
On a motion made by Mr. Evans, seconded by Mr. Papa, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #1 Special Inspections in amount $7,187.50.
Messrs Frey, Evans, Papa and Usich voted in favor.
On a motion made by Mr. Papa, seconded by Mr. Usich, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #2 Media Center Redesign in amount $3,637.50
Messrs Frey, Evans, Papa and Usich voted in favor.
On a motion made by Mr. Evans, seconded by Mr. Usich, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boss Associates, Inc. for Invoice #2 Bleacher Redesign in amount $3,445.00.
Messrs Frey, Evans, Papa and Usich voted in favor.
On a motion made by Mr. Evans, seconded by Mr. Usich, it was voted:
RESOLVED: That the Building Committee authorize payment to Independent Materials Testing Laboratories, Inc. for Invoice #7225B Construction Testing in amount $5,128.44.
Messrs Frey, Evans, Papa and Usich voted in favor.
ADJOURNMENT
The meeting was adjourned at 8:29 a.m.
Respectfully submitted,
Blythe Robinson, Staff Person
Attest: Betty J. Marsh
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