AVON FREE PUBLIC LIBRARY RENOVATIONS & ADDITION PROJECT
BUILDING COMMITTEE MINUTES
JANUARY 18, 2012
I. CALL TO ORDER
The meeting was called to order at 7:00 PM by Chairperson Diane Hornaday in the Avon Room, Town Hall Bldg. 1. Members present: Chairperson Diane Hornaday, Secretary David Goldsholl, Janet Stokesbury, Barbara Leonard, and Scott Boos. Members absent: Diane Carney and J. Tad Kuziak. Also in attendance were Assistant Town Manager Steve Bartha, Director of Public Works Bruce Williams, Library Director Virginia Vocelli, Architect Peter Wells and Enterprise Builders Project Engineer Wayne Czarnecki.
II. MINUTES OF PRECEDING MEETING – December 21, 2011
VOTE: Ms. Leonard motioned, Mr. Goldsholl seconded and all agreed to accept the December 21st minutes as presented. None opposed or abstained.
III. COMMUNICATION FROM AUDIENCE
None.
IV. COMMUNICATION FROM COMMITTEE MEMBERS
None.
V. UPDATE AND REPORT FROM a. Construction Manager, b. Architect
Mr. Czarnecki reported that the construction was progressing well. Second floor concrete has been poured resulting in a 98% concrete pour completion. Second floor drywall partitions are being framed and layout scheduled for the next day for the first floor. Mechanical rough-ins are underway. Mr. Goldsholl questioned the job supervisor at the last meeting if he foresees any possible set back due to weather. He reported that outside items that still needed to be done were flexible and did not see anymore time delays due to weather. Mr. Czarnecki continued that windows arrived and would be installed on Friday.
Mr. Goldsholl noted that the heat is working well given the new technology. Ms. Vocelli concurred and added that the unevenness in some place will work its way out when the building is completed. Mr. Goldsholl questioned if we’ve received any utility bills. Mr. Wells said yes but they wouldn’t be indicative of what to expect upon completion. Ms. Vocelli added that they are still getting used to the motion lights. She reported too that patrons are pleased with the look and the children’s programs are also in full gear. Cushions have arrived for the window seats.
Mr. Wells said that at this point in the second phase there is a lot of coordination taking place where little things get caught before they’re built for example. A session with Gary Feld took place to make sure of IT placement.
Mr. Wells discussed the addition of a children’s reading nook on the second floor. Originally it was just a sloping ceiling but the suggestion was made to form a small reading area with pillows and cushions built under an arch formation. Ms. Vocelli said they are calling it “Under the Eaves Reading Nook” which she thinks will be a very nice feature. Mr. Bartha said it was brought up at the last week’s construction meeting as a creative use of space. Mr. Bartha added, too, that it needed a very quick decision as the drywallers and framers were on site. He said that no one was comfortable approving something without knowing the price and the recommendation by Staff was to commit up to $2,500 from the contingency with the expectation that the Library Board would finance the enhancement past that
point. Ms. Vocelli believed the Board would provide perhaps $1,500 or $2,000, and that there was mention of a ceiling to a financial commitment. Mr. Bartha continued that everyone agreed at the meeting that it would be a nice feature. Mr. Boos questioned if lights and sprinkler heads needed to be added. Mr. Wells, Mr. Williams and Mr. Czarnecki did not think it would go over $2,500 as there was an existing tap for a sprinkler head there and they’d just need to hear from the electrician for a price.
Mr. Goldsholl discussed change orders and the role of the committee. He said that technically the committee did not have to approve change orders under $10,000, if they were structural or regulatory necessities, but he questioned when the change would be an aesthetic one. Mr. Bartha agreed that the change was under the threshold and that it was an aesthetic change, and he did try to reach Ms. Hornaday the day the issue was raised. Mr. Bartha continued that the proposal required an immediate decision as the framers could not be kept waiting. Mr. Williams said was so close to the committee meeting that the consensus was to start with the framing and metal wall studs related to the change prior to the meeting. Mr. Goldsholl questioned the procedure going forward as to when there wouldn’t be a meeting following
soon on the heels of this kind of decision. Ms. Leonard was present at the construction meeting and said that hopefully for the future there wouldn’t be such a critical time decision to be made. Mr. Goldsholl continued in questioning whether Ms. Vocelli had the authority to commit the Library Board’s funding. Ms. Leonard answered that neither she nor Ms. Vocelli had that authority but that it’d probably take a phone call. Ms. Leonard continued that attending the Board’s meetings gives her the feeling that their goal is “enhancement.” Mr. Goldsholl said his goal was not to question the judgment of the professional staff, but to determine what the role of the committee really is. Mr. Boos noted that this was the first time that this issue had come up in twelve months of construction and that the end of the job was in sight; he didn’t think there’d be any more issues like this. Ms. Hornaday said that this was a design matter and not the
usual change order and would like to consider it an exception to the rule as opposed to making a new one. She compared it to another committee whereby we could say take it out, we don’t want it but would like to keep this addition as it is a nice one and better use of the space. She’d like the committee to affirm an exception to the rule but not give authority on a regular standard thing with regard to this and that we are in agreement. Ms. Stokesbury agreed that she loved the “nook” and agreed with the decision and that however nominal the amount, it should be covered by the additional fundraising. Mr. Czarnecki will work on the cost figures.
Mr. Boos questioned if the building official had a look at the proposed nook. Mr. Wells said he’d already looked at the insulation and was alerted by the construction supervisor to look at the nook area. Mr. Czarnecki said the procedure will be to get a sign-off on the entire floor. Ms. Hornaday said we did not need to vote, as the work had commenced, but she was looking for an affirmation. Mr. Goldsholl agreed with the affirmation, but questioned who would pay for it. Ms. Leonard offered to approach the Board at the meeting in February. Mr. Williams said that the work was a field change order for miscellaneous items and the job is coming to the end when everyone was looking to settle up on this and that. Mr. Goldsholl suggested for follow up: 1) what was the final cost and 2) see if the Board will pay for it.
Mr. Bartha deferred to Mr. Wells and Mr. Czarnecki to discuss new proposals to the rain and drainage issues previously discussed and voted on at former meetings. Mr. Wells relayed that they had come up with a solution to the courtyard drainage that would not impact the geothermal system. He would continue the rain leader out 10’ from the building that would drain to a dry well which is the minimum distance the building inspector would accept. Mr. Czarnecki was pricing the job, which includes the copper downspout and leaders. Mr. Wells asked that he resubmit the pricing as copper scuppers were found that could be purchased off the shelf and not have to be custom made by the roofing contractor. Mr. Wells is still waiting for the roof heat trace pricing. Mr. Goldsholl noted that the change orders for these items were
not included on the current change order log.
Mr. Wells turned the discussion to the door near the walk up book drop. He said he has been observing the rain activity and notes that the door has not leaked a drop and suggested avoiding the extra cost of bricking it in. Mr. Czarnecki noted the cost to be just under $10,000 at $9,800 to take the electric out and brick the space. Mr. Wells still suggested putting the rain leader and downspout in and removing the sidewalk as previously discussed. He continued that Public Works has agreed to connect the pipe to the existing storm drain so the cost incurred would only be for the scupper and downspout and a little saw cutting of the concrete.
Mr. Goldsholl questioned why the issue with the door near the book drop was being re-opened after it was lengthily discussed and voted upon. Mr. Wells said he had a responsibility to help the committee along with the process and that it is his right to say they made the wrong decision. He continued that it was his name on the building as well as the committee’s. Mr. Goldsholl questioned why we vote at all if the decision made was going to be questioned. Mr. Wells countered that the reason the decision was made to fill in the door was not longer valid because after many observations, the door did not leak as anticipated and he was suggesting reconsidering that decision. Ms. Stokesbury agreed that she did not want the door filled in to begin with and now there was a dollar figure with it. She questioned that filling
in the door wouldn’t match well either and thought it a good idea to reconsider. Mr. Goldsholl did not think the dollar figure was accurate, to which Ms. Stokesbury countered that even half the figure would be reason to leave the door as is as we now had more information. Mr. Goldsholl expressed alarm that all of a sudden the big problem of ice and water could now be fixed simply and asked what had happened to the facts we based the decision on. Mr. Wells answered that he has had a chance to observe the weather and based on the results he was asking the committee to reconsider their decision. Mr. Boos clarified that the only agreed upon point being discussed was the bricking of the door, and that everything else would be done as approved, such as adding the scupper and breaking up the concrete sidewalk. Mr. Williams said the door would get hammered by the water unless it was alleviated by adding the scupper and leader to take it away. Ms. Vocelli said the door was installed
as a staff entrance and has been working well so far.
Ms. Hornaday questioned if the roof heat trace was to be installed at both locations: the courtyard and area by the door by the book drop. Mr. Wells said yes. Ms. Hornaday relayed that a resident familiar with roof snow build-up recommended adding the heat trace to avoid potential icing problems. She agreed to consider leaving the door if the question is money. Mr. Boos asked for clarification of what it means to accept the builder’s option and does that give them a blank check to just do the work. Mr. Williams said the vote was pretty clear to proceed with the change. Mr. Czarnecki disagreed that it was a blank check as he needed to get paid for the work. Mr. Williams said it would add another 12’ to shoveling to keep the door and there were lots of areas that posed difficulty. Mr. Boos questioned if the door
could be bricked later if needed and that proceeding without bricking the door would not compromise the vote that was made. Mr. Williams agreed. Mr. Bartha cautioned that we were nearing the end of the job with few remaining meetings to defer decisions. Ms. Leonard questioned when the scupper needed to be installed. Mr. Wells said we needed to do it now.
Ms. Hornaday summed that we had to be pretty clear that whatever we do is what is going to be done to that building and they won’t be making big changes in the future. If the door leaks two or three years from now they’ll be dealing with the leak but not considering bricking the door. Her biggest concern was with the canopy which she didn’t want to begin with. Mr. Bartha cautioned against basing a decision at tonight’s meeting without having vetted numbers associated with the work on the door. Ms. Hornaday suggested that we might have to have the morning meeting in February. Mr. Bartha’s second concern was having two members absent from the meeting to participate in the vote who had previously voted in favor of bricking the door. Ms. Hornaday emphasized that her concern is
alleviating a water problem barring any inconvenience the removal of the door would have for the staff. She asked if Mr. Czarnecki could have the figures for the additional electrical work for the heat trace and scupper ready in the next two weeks. Mr. Williams can handle the cement work. He suggested getting a number that is “not to exceed.” Mr. Czarnecki said the price for the courtyard area will be high as it will entail lots of careful site work and will not include the price of adding the roof heat trace. He gave a figure of $16,675 for the courtyard area, not including those additional items. Mr. Goldsholl suggested that the morning meeting be held at the library in order to show the committee exactly where these two areas are located.
Mr. Boos lamented that we’d have to tear up the courtyard after it’s been finished. Mr. Williams questioned why we’d have to go underground to drain the area. Mr. Boos asked if gravel could be put at the base of the building for drainage to the sand below. Mr. Wells said he could go back to the building official for suggestions. Mr. Williams said money could be saved if we could come up with an above ground solution for the drainage. Ms. Hornaday suggested waiting until the next meeting for a decision.
VI. OLD BUSINESS a. Project Budget Update, b. Approval of Invoices, c. Review of Potential Change Order Log
Mr. Bartha noted that we would be applying for the next $400,000 of the grant next month as we did not meet the needed 75% spent on the project to date. He referred to two balances in the budget: 1) the building line of $1.25 million spent leaving 20% and 2) the contingency line of $227,407 leaving a little over a 50% balance. Mr. Goldsholl asked if looking at the $1.25 million spent is a good number going forward. Mr. Bartha said that number won’t change but represents the number bid and the change would be seen in the contingency. Mr. Bartha requested that an additional invoice not included on the agenda be added at this time.
VOTE: Mr. Goldsholl motioned, Ms. Leonard seconded and all agreed to add Szewczak Associates invoice #15830, dated 1/4/12, in the amount of $332.50 to the agenda for a vote for approval. None opposed.
VOTE: Mr. Goldsholl motioned, Ms. Leonard seconded and all agreed to present for payment the following invoices: Enterprise Builders Application #14 dated 12/31/11, in the amount of $249,188.00, Tuthill & Wells Architects, LLC invoice #3941 dated 1/11/12, in the amount of $8,603.00, Special Testing Laboratories, Inc. invoice #26117 dated 12/30/11, in the amount of $1,487.00, Bartholomew Contract Interiors invoice #31061 dated 12/29/11, in the amount of $1,550.00, Data Tel, LLC invoice #14115 dated 11/1/11, in the amount of $3,519.00, Data Tel, LLC invoice #14113 dated 11/1/11, in the amount of $9,925.00, Safety Marking Inc. invoice #9125620 dated 12/15/11, in the amount of $4,359.65 and Szewczak Associates invoice #15830 dated 1/4/12, in the amount of $332.50, totaling $278,964.15. None opposed or abstained.
Mr. Bartha discussed the change order log and said there was nothing new but that he’d like to include an e-mailed modification added for a vote. He said that Mr. Williams had the authority to approve construction change orders but the committee would approve the FFE change orders. The Insalco Corporation proposal is for desk modifications in the amount of $330.00 to be paid from the FFE balance in the budget. Mr. Goldsholl summed that the contingency figure of $180,000 not committed just yet does not include items we don’t have dollar figures for but that they could be hefty. Mr. Bartha agreed and added that there are credits coming that are not reflected on there either and concluded that we are trending in the positive. Mr. Goldsholl wants to make sure there are no surprises. Ms. Hornaday reiterated that we
don’t want to have to go back to the residents and ask for more money for the project.
VOTE: Mr. Goldsholl motioned to add the Insalco Corporation proposal to the agenda, Mr. Boos seconded and all agreed. None opposed.
VOTE: Mr. Boos motioned to accept the Insalco Corporation proposal, Mr. Goldsholl seconded and all agreed. None opposed.
Ms. Hornaday questioned if we were still moving forward on shades for the library. Ms. Vocelli spoke to Ms. Newell who has already worked a price for window treatments for all the areas except the atrium. Ms. Newell is getting a quote for shades for the lower part of the atrium as well as a price for a film for the upper part and will present all to the committee at the February meeting. Ms. Hornaday would like to make sure the windows are not covered up but still have the light come through.
VII. NEW BUSINESS
None.
VIII. OTHER BUSINESS a. Weather Delay Status, b. Bi-Weekly Construction Meetings, c. February Agenda Item: Discuss Grand Opening
Mr. Bartha referred to a letter from CIRMA telling of their recent surprise visit to the library site finding no outstanding issues. Starting tomorrow the construction meetings will be held bi-weekly in the afternoons. Wrapping up the project has been discussed at the construction meetings. Discussions have been had with the Building Official and Fire Marshal. He continued that we’d need to discuss ideas for a grand opening at the February meeting. Mr. Goldsholl suggested grand opening meeting discussions be held at the library. Ms. Vocelli cautioned that we’d need a person to man the door to allow entrance to the members for a meeting. Ms. Stokesbury questioned a date for the grand opening. Ms. Vocelli would like to plan a grand opening for the first weekend in June and a soft opening for mid April.
Mr. Bartha referred to the five weather delay claims on the potential change order log. To be clear, Mr. Bartha said we’ve lost 37 days of construction due to the weather. The question is for how many of those days the construction manager should be compensated. To a large extent, he said we’ll be asking the town’s legal counsel to weigh in on any proposed resolution to the issue. Mr. Bartha said we are referring to the construction manager’s general conditions, and not the trades, and that a month’s worth of general conditions is roughly $23,000.00. If all the days were approved, it would amount to a month and a week of general conditions. Mr. Goldsholl pointed out that we are in a good position contingency-wise. A resolution will be needed at some point between now and the end of the
project. Mr. Bartha advised that Mr. Wells will be asked to make a recommendation, but the committee’s role will be one of approval of an agreed upon amount as a change order. Ms. Hornaday summed that we will make a recommendation to the Town Council. Mr. Bartha said the committee’s charge was to oversee the project and approving the change order for the weather delays would be its responsibility, not the Town Council. Mr. Goldsholl recalled that the contract said that we would never be responsible for delays. Mr. Bartha countered that the contract states that the construction manager is not entitled to additional compensation related to weather, except for weather abnormal to the season. Mr. Boos said if they finished the job late without the weather anomalies, they wouldn’t be presenting a weather claim and that it’s up to the legal team to determine. Ms. Stokesbury recalled that a big selling point to choosing the company was the “guarantee”
of a 13 month construction period and the other company would not guarantee that.
IX. ADJOURNMENT
VOTE: Ms. Stokesbury motioned, Mr. Goldsholl seconded and all agreed to adjourn the meeting at 8:49 PM. None opposed.
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Susan Gatcomb, Staff Person
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David Goldsholl, Secretary
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