AVON HIGH SCHOOL RENOVATIONS/ADDITIONS
BUILDING COMMITTEE MINUTES
JUNE 12, 2007
CALL TO ORDER
The meeting was called to order at 7:30 a.m. by Chairman Hank Frey in the Selectmen’s Chamber, Town Hall. Members Present: Jeff Brighenti, James Eacott, Douglas Evans, Jim Miller and John Papa. Absent: Jed Usich.
MINUTES OF PRECEDING MEETING – May 8, 2007
On a motion made by Mr. Evans, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee accept the minutes of May 8, 2007 as read.
Messrs Frey, Brighenti, Eacott, Evans, Miller voted in favor. Mr. Papa abstained, absent from meeting.
COMMUNICATIONS FROM AUDIENCE - None
COMMUNICATION FROM COMMITTEE MEMBERS - None
V. UPDATE & REPORT
a. Construction Manager
Mr. Shugrue of FIP presented his Construction Manager’s Report for the month of May, 2007. He reported that the budget is essentially the same as the prior month. With regard to construction Mr. Shugrue noted that interior masonry partitions are complete in the new area, and that the painter has begun work. Accordingly, the next month might be a good time for the Committee to make a site visit. The dehumidification monitoring equipment has been installed in the gym and the wood floor materials will soon be delivered so they can acclimate to the area before installation starts in early July. Mr. Eacott asked what needs to be done to complete this area and Mr. Shugrue replied that the windows will go in when the siding is complete. Until then, the window openings are protected with drywall and
plastic. Mr. Eacott also asked if we are still within the allowance for asbestos removal. Mr. Shugrue noted that we are within budget, but we still need to conduct the removal in the existing building this summer, which will determine the outcome.
b. Architect – Status of project
Mr. Khericha reported that he believed everything is going fine with the project.
VI. OLD BUSINESS
a. Design Modifications
Mr. Shugrue reported that FIP is in the process of reviewing the modifications to the media center so that a change order proposal can be prepared. The changes will cost approximately $50,000 more, of which $36,000 is attributable to electrical modifications. Chairman Frey questioned whether the projected $50,000 in changes is necessary, as the cost is much higher than anticipated. Dr. Kisiel reported that the modifications and increased electrical capacity renders the media center fully accessible for computers which the original plan did not.
b. Change Orders
i. Playing Fields – Sod vs. Seed: Mrs. Robinson reported at the last meeting that the Committee asked FIP to provide a breakdown of the alternate cost to install sod on the playing fields into an amount for each field. That breakdown is provided with this report. FIP is seeking a decision at this meeting so work can proceed on schedule this fall. Dr. Kisiel reported the School prefers sod. FIP reported there is an increase in the GMP for the sod which is mitigated by the removal of the cost of seed that was carried in the base bid. Mr. Miller asked whether the school can use the fields earlier if sod is installed. Mr. Shugrue agreed that sod is playable earlier than grass.
On a motion made by Mr. Evans, seconded by Mr. Brighenti, it was voted:
RESOLVED: That the Building Committee approve the alternate use of sod instead of grass seed on all the athletic fields.
Messrs: Frey, Brighenti, Eacott and Evans and Papa voted in favor, Mr. Miller opposed.
ii. Student Lockers - Mrs. Robinson reported a decision has not yet been made on whether to refurbish or replace the existing school lockers. This needs to be resolved so the lockers can be ready for the new school year. Mr. Shugrue told the Committee that delaying the decision will affect their ability to complete the work in time for school opening this fall. The Committee debated this further.
On a motion made by Mr. Miller, seconded by Mr. Evans, it was voted:
RESOLVED: That the Building Committee approved refurbishment of the lockers.
Messrs: Frey, Brighenti, Eacott and Evans, Papa and Mr. Miller voted in favor.
VII. OTHER BUSINESS
a. Electrical Service – Football
Mrs. Robinson reported that the existing press box is due to be demolished after graduation to make way for the new bleachers. The press box houses electrical service which must be maintained to power the irrigation system, scoreboards, and perhaps a PA system in the future. Attached is a proposal from FIP to relocate the service underground from the street to a panel as well as a quote from Anderson Irrigation for a more permanent housing for these items. We are seeking your approval of this work so electrical service can be continued to meet the school’s needs. Chairman Frey reported the Town needs to decide about the electrical service, but perhaps it would be prudent to go back to the state to see if the changes to the bleachers can be revisited so the press box can stay in place.
Dr. Kisiel reminded the Committee that the architect and the State had a difference of opinion on the need for the bleachers and the State determined that the larger gym meant new handicap accessible bleachers was required.
As for the press box, Dr. Kisiel reported that it leaks, and since we have only five or six games, we do not need to replace the tower. We have an alternate plan to provide a tent for food. FIP reported that the new bleachers are already in construction, and in fact the State has since modified the plan to increase the size of the bleachers. This will result in the $46,000 credit being lowered by an additional cost of $12,000. Chairman Frey noted that the electrical service for the irrigation system and scoreboards still needs to be resolved. It was the consensus of the Committee that Kaestle Boos, FIP and School Staff work together to come up with a solution and a proposal to implement it that the Building Committee can consider at a future meeting.
b. Architect’s Contract – Amendment #2
Ms. Robinson noted that attached is an amendment to the architect’s contract for additional services for the project. The existing contract clearly states that these services are not included in the base contract; however it does not specify the amount of fee to be paid. KBA is proposing that they be compensated for furniture planning, specifications, local and state review, and bidding services in the amount of $35,000. Services for receipt of furniture, coordination of deliveries, inventory and related services are excluded and may be provided on an hourly basis. Chairman Frey told the Committee he researched the percentage of fees usually charged for this work and found it is 10-11% whereas KBA is charging 7%. Ms. Berman from KBA gave a short presentation on the work she will perform
and indicated that work not covered by the base fee would take approximately 20 –25 hours. Mr. Miller asked if the FF&E fee is in the budget and it was noted that it is part of the furniture line item.
On a motion made by Mr. Evans, seconded by Mr. Papa, it was voted:
RESOLVED: That the Building Committee approves Amendment #2 to the Architect’s Contract as presented.
Messrs: Frey, Brighenti, Eacott and Evans, Papa and Miller voted in favor.
c. Project Budget Update
Mrs. Robinson reported that the status of the project appropriation and the spreadsheet detailing the expenses contained in the services & consultants line item is attached to the agenda Also attached is a copy of the first EDO-46 form “Request for School Construction Progress Payments” that has been submitted for this project. She said we have submitted all payments authorized by the committee through April 30, 2007. She also noted that although the form shows the total project cost authorized by the voters of $30,698,000, it indicates on line 20 that $4,700,000 is categorized as an unauthorized cost increase. These funds must be approved by the State Legislature, which was done on the closing day of the latest session. The bill has not yet been signed by the Governor,
but we expect that it will be. Once this happens, this amount will be reclassified accordingly.
d. Approval of Bills ( Papa and Evans left)
On a motion made by Mr. Brighenti, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to FIP Construction, Payment #9, Construction in the amount of $1,451,415.00.
Messrs Frey, Eacott, Brighenti and Miller voted in favor.
On a motion made by Mr. Miller, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #19, Construction Admin. in the amount of $18,699.03.
Messrs Frey, Eacott, Brighenti and Miller voted in favor.
On a motion made by Mr. Eacott, seconded by Mr. Miller, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #20, Construction Admin. in the amount of $18,690.08.
Messrs Frey, Brighenti, Eacott and Miller voted in favor.
On a motion made by Mr. Miller, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #4 Special Inspections, in the amount of $1,125.00.
Messrs Frey, Brighenti, Eacott and Miller voted in favor.
On a motion made by Mr. Miller, seconded by Mr. Brighenti, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #4 Bleacher Redesign, in the amount of $1,095.00.
Messrs Frey, Brighenti, Eacott and Miller in favor.
On a motion made by Mr. Miller, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to Clarence Welti, for Engineering Services in the amount of $1,620.00.
Messrs Frey, Brighenti, Eacott and Miller voted in favor.
On a motion made by Mr. Eacott, seconded by Mr. Miller, it was voted:
RESOLVED: That the Building Committee approve payment to Independent Materials Testing Laboratories, Inc., for Construction Testing, Invoice #7724-E, in the amount of $6,650.00.
Messrs Frey, Brighenti, Eacott and Miller voted in favor.
On a motion made by Mr. Miller, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to Advanced Reprographics, for Printing Services in the amount of $212.00.
Messrs Frey, Brighenti, Eacott and Miller voted in favor.
e. Meeting Location
Mrs. Robinson reported that on June 14th a referendum will be held to vote on whether or not to proceed with renovations to Buildings 5 and 6 on the Town Hall Campus. If approved, staff in those buildings will be relocated into other space on the campus for a period of about eight months. Some of those offices will be housed in the Selectmen’s Chamber, and we will be unable to hold Building Committee meetings here until at least March, 2008. We need to discuss the options of where to hold the meetings during this period. It was the consensus of the Building Committee to have the July meeting in the Trailer at the school site, the rest of the meetings at the Board of Education Building as available.
ADJOURNMENT
The meeting was adjourned at 8:35 a.m.
Respectfully submitted,
Blythe Robinson, Staff Person
Attest: Betty J. Marsh
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