Center for Emergency services
North Stonington
40 Main Street
North Stonington, Connecticut 06359
860-535-2877
Regular Meeting Minutes of June 15, 2015
ATTENDANCE:
Committee: Vice-Chair Joe Cassata, Greg Howell, Bob Shabunia, Charles Steinhart V., Sam Burdick, Paul Kowack, Jon Bosma, Marc Tate, Brian Elias
Others: Peter Springsteel, Project Manager, Kati Murphy, Committee Secretary, Lindsey Boyle, New London Day, Brent Woodward, Board of Finance
CALL TO ORDER
Meeting was called to order at 7:02 PM by Vice Chairman Cassata
MINUTES:
June 8, 2015 and June 11, 2015 Special Meeting
MOTION by Paul Kowack, second by Bob Shabunia to accept the minutes of June 8, 2015 and June 11, 2015, as amended.
All in favor, motion passed.
INVOICES:
CORRESPONDENCE:
Via e-mail to Committee:
Revised schedule for advertising and bidding, sent June 12.
PUBLIC COMMENT:
Paul Kowack stated that he has been sending Joe Gross the monthly budget reports.
Bob Shabunia questioned, relative to short term borrowing, whether Peter thought there may be any early front-loading of invoices by any contractor. Specifically, if the building was ordered and an invoice submitted. Peter stated that USDA is very strict about material having to be on site before it can be invoiced to us. He did not see that as an issue and felt the current plan to borrow $2.5m for 90 days would be sufficient. Bob went on to say that in January a payment will be due on our notes. The Town has not budgeted for this. It needs to come out of our $6.36 and we have not budget for this and should have. We will be responsible for similar payments in 2016 and 2017. It was Bob’s suggestion to invite Robin Roohr, Town Treasurer to next Monday’s meeting to explain all of this too the Committee so
that we know what should be budgeted from the Project to cover this.
OLD BUSINESS:
Peter received the latest version of the drawings and Project Manual for the Committee to begin reviewing. Silver Petrucelli was supposed to have updated the drawings based on Committee comments that had been sent to them last week. A suggestion was made by Brian Elias that it may be more sensible to have Peter reviewing the documents, rather than the entire Committee, to be sure that all of the Committee’s comments have been included in the updated drawings. Peter was agreeable to this and Bob volunteered that he was more than willing to assist. General consensus of the group was that they’d already started the process and were willing to continue the review as a group.
Joe Cassata asked where things stood between the Town’s attorney, USDA and Silver Petrucelli relative to the contract. Peter stated that after clarifying some of the language in the Invitation to bid, the attorney’s questions primarily had to do with USDA Supplementary Conditions. These are specific to and mandated by USDA. This being the first USDA contract the attorney had worked on he was unfamiliar with some of their requirements. Peter feels that they are now all on the same page relative to the contract language.
The Town’s attorney had recommended litigation as the preferred method for Dispute Resolution. The Committee directed Kati Murphy to send a letter to the Board of Selectman informing them that the Committee supports Town Counsel’s recommendations.
It was decided by the Committee that Peter will arrange through Blu-Prints Unlimited, in New London, to have the plans electronically available to prospective bidders. Marc Tate will put a link on the Town’s website that will bring bidders to the proper location. Peter will coordinate with Robin Roohr and Marc Tate and ensure that the instructions for bidders are accurate in the Project Manual.
USDA has informed the Town twice that they will not support the hiring of the Town’s Building Inspector as Clerk of The Works for Phase II. USDA sees it as a conflict. Peter will coordinate a conference call with USDA, Nick, and Town Attorney to discuss further.
The Committee and Peter then began review of the updated drawings and Project Manual. Committee will meet again on Thursday, June 18, 2015 to complete the review.
NEW BUSINESS:
ADJOURN:
MOTION to adjourn was made by Jon Bosma, second Brian Elias.
All in favor, motion passed. Meeting adjourned at 9:00 PM
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