Center for Emergency services
North Stonington
40 Main Street
North Stonington, Connecticut 06359
860-535-2877
Meeting Minutes of June 8, 2015
ATTENDANCE:
Committee: Chairman Mark Perkins, Vice Chair Joe Cassata, Bob Shabunia, Paul Kowack, Nick Mullane, Marc Tate, Jon Bosma, Charles Steinhart V, Greg Howell, Sam Burdick
Other: Peter Springsteel, Project Manager, Emil Pavlovics, Board of Finance, Kati Murphy, Committee Secretary
CALL TO ORDER
Meeting was called to order at 7:10 PM by Vice Chair Cassata
MINUTES:
MOTION to approve Minutes of June 1, 2015 made by Paul Kowack, second by Jon Bosma.
All in favor, motion passed
INVOICES:
Stadia Engineering invoice # 15-023 - $5624.00 – Clerk of the Works services
MOTION to approved payment made by Paul Kowack, second by Bob Shabunia
All in favor, motion passed.
The New London Day - $742.50 – advertising for Clerk of the Works, Phase II
MOTION to approve payment made by Bob Shabunia, second by Paul Kowack
All in favor, motion passed.
Paul Kowack briefed the Committee relative to his June 8 budget report. His report indicates that the balance to date available for project completion is $4.420m
CORRESPONDENCE:
Via e-mail to Committee
Attorney Comments regarding Phase II Project Manual
USDA had comments regarding the deduct alternate language, which has since been resolved. Peter Springsteel, David Stein and Town Council had a phone conversation and answered questions Town Council had brought up in their June 2, 2015 memo. We are awaiting further comment from Town Council as they continue to review the documents. USDA will need to review documents once all comments are included in the contract
Bob Shabunia wants to know when Committee will see 100% correct project manual. Committee is still finding errors and he will not vote to move forward with bidding until he can see accurate documents.
Peter stated that Silver Petrucelli needs to get all of Committee responses by tomorrow (June 9) if they are going to meet Peter’s bid schedule that was created last week. We have a 13 page list of comments that need to be discussed tonight in order to get comments back to Silver Petrucelli in time.
Paul Kowack questioned what would be a reasonable modification to Peter’s schedule. Peter’s original schedule was to award the contract on July 23 and begin construction on August 3. Peter stated that could push it out a week or two but not much further. We would want to allow enough time for the building to be closed by Christmas. Winter conditions will cause Change Orders. Paul stated that there are still enough concerns regarding accuracy in both the drawings and the Project Manual that two weeks won’t hurt us.
Paul also discussed borrowing for the start of Phase II. $5k was the cost of borrowing against the current loan. We are looking at potential short term borrowing of $2.5m for the nest note, at a cost of approximately $14,500. Paul does not want to run into the issue of holding up a contractor because we haven’t borrowed sufficient funds. The $2.5 should provide enough to cover initial costs.
June Boulder Tally from Stadia Engineering
The next CO for boulders will be $1016. Ledge has been encountered. Change Order in process. (See above)
Minutes of May 7, 2015 monthly project/pay requisition meeting
Ledge has been encountered in 3 areas on site. There is one area near the infiltrators for the drainage system that may be redesigned to shift the system a few feet and limit blasting in that area. . USDA has recommended a Change Order and will need to approve the re-design. This will require additional cost for Don Smith’s services. Nick Mullane stated that USDA has recommended some test borings be done at this time. Doing so in Phase I will be beneficial to both the Town and the contractor for Phase II. Silver Petrucelli and Don Smith are currently working on the Change Order for this. Bob pointed out that the infiltrators do not have sufficient coverage on them in order to meet the manufactures requirements if vehicles are going to be parked above. The area above the infiltrators is
planned as a training area and there will be vehicles/equipment parked there at times. Bob questioned whether or not we would be charged in the Change Order because the design was incorrect and would Silver Petrucelli owe us the cost to correct that portion of the design.
A drill rig will be hired to drill several test borings to see what they hit and where. Nick would also like borings taken along Rocky Hollow, in anticipation of water line installation. Nick would cover cost of those borings. Stadia Engineering knows the location of the ledge and has marked those areas. Don Smith will evaluate what needs to be done to make sub-surface changes.
Peter guestimated perhaps $125k to cover costs of dealing with the ledge.
Peter will coordinate with involved parties for scheduling of borings.
PUBLIC COMMENT:
None
OLD BUSINESS:
Nick awaiting additional comments back form Town Council regarding their review of contract documents.
Bid schedule is being pushed out two weeks.
The plan is to ask the Town to roll the short term note for 90 days.
Versteeg review was due at close of business today but has not come back yet.
Clerk of the Works: Lou DeCesare is willing to accept the position and Town Council has approved. Hourly rate is below $40. Nick will have an exact amount by Wednesday. Nick will inform Board of
Selectman at their June 9 meeting. Joe stated that the Committee would like to see a proposal that contains a dollar amount from Mr. DeCesare.
NEW BUSINESS:
Committee proceeded to review the drawings relative to SP&A’s May 29 memo with changes and/or omissions. The memo and Committee comments are attached.
ADJOURN:
MOTION to adjourn was made by Joe Cassata, second by Jon Bosma.
All in favor, motion passed
Meeting adjourned at 9:57 PM
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