North Stonington Volunteer Fire Company
CES Building Committee
Meeting Minutes of March 30, 2015
ATTENDANCE:
Committee: Joe Cassata, Vice Chairman, Greg Howell, Jon Bosma, Charles Steinhart,V, Paul Kowack, Bob Shabunia, Marc Tate, Nick Mullane, Brian Elias
Other: Peter Springsteel, Owners Rep, Kati Murphy, Committee Secretary, Selectman Bob Testa, Joe Gross, Gordon Coats, Lindsay Boyle of The New London Day
Call to Order
Meeting called to order at 7:05 PM by Vice Chairman Cassata
Minutes
Minutes of March 23, 2015
A MOTION was made by Charles Steinhart to table the March 23 minutes. Second by Jon Bosma
All in favor, MOTION passed.
Invoice for payment:
Stadia Engineering Invoice #15-011 - $1915.00
MOTION to approve payment made by Charles Steinhart, second by Brian Elias
All in favor, MOTION passed
Silver Petrucelli – Invoice #12-2210-$46,584.99
MOTION to approve payment by Charles Steinhart, second by Paul Kowack
All in favor, MOTION passed
K. Murphy – invoice #42 - $228.75
MOTION to approve payment by Charles Steinhart, second y Greg Howell
All in favor, MOTION passed
Correspondence
Committee members acknowledged receipt via e-mail of the following:
Via e-mail to Committee:
D.Stein 3/25/15 e-mail regarding rock volume calculations w/ photos attached
J. Rossman 3/24/2015 e-mail w/daily logs for 1/12/15-1/28/15 attached
Change Order #2 From Suchocki & Son – resume work, new end date 07/17/2015
Nick Mullane questioned whether or not Don Smith’s billing was part of SP&A’s contract. He thought that he had seen an email which lead him to believe that Don was looking for additional funds due to his attendance being required at additional meetings. The Committee stated that Don’s fees should all be part of his contract with Silver Petrucelli and if he is seeking additional funds the issue should be between Don and Silver Petrucelli. Kati and Nick will see if they can research the email Nick was referring to. Peter stated that there had been a change order to do the project in 2 phases and Don’s services should have been covered under that change order.
Peter reminded the Committee that Stadia’s daily reports and daily logs need to be kept by the Town.
Bob Shabunia asked if it would it be appropriate to ask the Board of Selectmen to write a letter directing Stadia that any future correspondence regarding this project, whether it be to the architects or their engineers be cc Kati Murphy for distribution to Committee? Nick said no need for a motion, it should be standard procedure. Joe asked if Peter could make a flow chart of how and through whom the information is transmitted. The protocol that’s in place is Stadia communicates to Don Smith, Don forwards information to Peter, Peter sends to Committee and/or Kati for distribution.
Bob made MOTION requesting that the Board of Selectman direct Stadia to CC Kati Murphy on any and all correspondence regarding this project. A second was made by Charlie Steinhart, V.
All in favor, the MOTION passed.
Nick commented that everyone will be receiving the information. However, it still has to go through an action chain parallel with the communication. If something comes up with Stadia and is sent to Nick, CCed to Peter and Peter has an action, don’t circumnavigate the process. Communications forwarded to the Committee will be for informational purposes only.
Change Order #2 has been approved by USDA. The work stoppage added 56 additional days to the original Phase I contract. The new projected end date is July 17, 2015. Peter was asked what effect this would have on Phase II. There may be some overlap but there most likely will not be too much.
Public Comment:
Gordon Coats addressed the Committee and stated that the plans approved by the Town are nothing like what is now being proposed. He is not happy with what is being considered and he does not believe many of the Town’s people are either. “Don’t the Town’s people need to know this?” he asked. Joe Cassata responded that the Town voted on conceptual plans. Mr. Coats argued that the Town voted for the building presented when the vote was being considered. Joe reiterated that what was presented when the Committee first started were conceptual plans. As the project has progressed things have changed and Joe did not believe that there were any secrets about what the Committee is trying to do, while trying to stay within budget
and meet the Town’s needs. Mr. Coats wanted to know if this was going back to the voters. Joe stated that there will not be another vote, as the project has already been approved. Mr. Coats argued that it was the other building that had been approved. Mr. Coats continued that there are many people who disagree with how the project is moving. It isn’t what was voted on. Mr. Coats stated that he had been told at the very early stages of the project that two stories were needed. Now a single story, metal building is being proposed, and that is not what he voted on, or what the Town voted on. His feeling was that if this was brought up to Town Meeting again it would not pass.
Joe stated that if people want to educate themselves on the project they should come to the meetings. Mr. Coats feeling was that it wouldn’t make a difference because Committee has already made up it’s mind on what they wanted and that’s how the project will proceed.
Old Business:
Committee proceeded to discuss floor plan alterations that had been presented by Silver Petrucelli at the March 23 meeting. Listed below were the decisions agreed upon by the Committee:
1. Approval of SP+A Drawings A1.0 and A1.1, dated 3-27-15, showing three Deduct Alternates:
~~~~-Deduct Alt. #1: Reduction of Living Area & Elimination of Front Portico.
~ ~ -Deduct Alt. #2: Elimination of One Apparatus Bay.
~ ~ -Deduct Alt. #3: Elimination of Rear Portico.
2. Approval of the permanent revisions to the Administrative Area with the following modifications:
~ ~ -Relocate opening to Room 105 to hallway wall centered in room.
~ ~ -At Room 104 Change double door to single door.
~ ~ -Design folding partition in Multi-Purpose room to minimize projection into room when in stored ~ ~ ~ ~ ~ configuration.
3. Approval of an Add Alternate for Facade Upgrades along the Rocky Hollow Road and Route 2 facades of the building within a $100,000 budget. The Committee is looking to SP&A suggestions for this upgrade, including the possibility of a masonry base as one idea.
4. Approval of SP+A to proceed immediately with the Construction Documents based upon the above decisions. The Committee was concerned that the Add & Deduct Alternates be clearly delineated in the Construction Documents in order to insure reliable bids.
In addition, the following issues were discussed and require input from SP+A:
~ ~ -A revised schedule reflecting the upcoming milestones for Phase II including completion of Construction Documents, USDA & NSCES Review Period, Bid Commencement & Opening and Construction Start, etc.
~ ~ -There was discussion between Mr. Mullane and the water utility regarding the capacity of their system to service the proposed 6" dia. sprinkler main and sprinkler pump. Peter requested SP&A to look into this item and advise Committee accordingly.
Further, Peter also requested the following of SPA&A:
~ ~ -Please provide a Furniture Layout Plan for the offices.
~ ~ -A suggestion by the site contractor has been made regarding use of some of the on-site boulder/stone for a stone wall along the Route 2 property line and in various other on-site ways in order to reduce the change order costs of rock splitting and removal. It was requested of SP&A to investigate this potential.
Joe Cassata asked Peter Springsteel could he please explain how the deduct alternates are going to work once the plans for A1.0(as outlined above in paragraph 1) are put out to bid. Peter stated that Committee needs ask Silver Petrucelli how they are going to present the alternates at time of bidding. Nick Mullane thought there should be a sheet for each deduct alternate. Peter pointed out that the changes affect many sheets throughout the full set, so Silver Petrucelli will have to be clear. Peter stated that the bid document will have a base bid form and the 3 deduct alternates. He went on further to say that Silver Petrucelli has to do the drawings so that it is clear to bidders what is being deducted and it gets a bit complicated in the reductions in the living area.
Paul Kowack stated that Peter was now tasked with relaying the Committee’s decision regarding explanation of deduct alternatives so that each bidder will understand the same language. Paul also recommended a sub-committee to look at the changes and either approve tonight or have precise
comments for Silver Petrucelli. Peter pointed out that we are losing time and felt that what they needed to do could be accomplished tonight.
Bob Shabunia remarked that if the window in the copy room were to be eliminated why then, couldn’t the Administrative wing be shifted forward and maintain the jog in the front of the building. Peter responded that it would have to be done as a permanent change and he was unsure as to what Silver Petrucelli’s reason was for not doing that but he would investigate. He thought that it became too complicated, and also would add more corners to the building, which would add to cost.
Bob Testa commented that the perception of many in Town is exactly as Mr. Coats had stated. The Committee has whittled this project down as much as they possibly can. He did not feel that much more could be cut. At some point the trigger needs to be pulled and the Committee to see where the numbers come in. If it keeps getting whittled down there will be a diminishing return on investment.
A MOTION was made by Jon Bosma to approve Silver Petrucelli’s drawing A1.0, dated 3/27/15, as the base plan for the project with the three deduct alternates previously discussed.
Second by Charles Steinhart, V
Discussion: Brian Elias echoed his prior sentiment that he is not comfortable with the elimination of the conference room. His concern is that it had been in the original needs assessment and he is not convinced that an EOC can effectively be accomplished as a portion of the multi-purpose room.
Marc Tate’s comment was that the multi-purpose room, with a divider as proposed, will function effectively as an EOC.
The MOTION passed, with Brian Elias as the only dissenting vote.
Bob Shabunia questioned whether or not the room divider in the multi-purpose room could be altered.
His concern is the shape that it will create. Peter mentioned the projectors need to be looked into, as well he will bring it up to Silver Petrucelli.
Bob Testa commented that when the public comes forward, like Mr. Coats did tonight, Committee members should be aware of where the public is coming from. How Committee members respond and what is projected to one person will spread like wild fire. Inform the public as to where you started and how you got to where you are. There is nothing wrong with saying that we needed to regroup and get back on track. Don’t lose the goodwill and support of the community. There’s a difference between what is remembered and what is now being proposed.
Paul Kowack indicated he thought a transition team now needs to be establised to determine what is being moved to the new building, and how its getting there. Charlie stated that fire and ambulance have already moved on this. Bob Shabunia wants to know what’s going to be moved from old facility to new facility and what are the associated costs. Bob thinks a list of material and equipment being moved should be put together. Regarding the air compressor, Bob questioned whether it can/should be converted to 3 phase. It may be an added cost to the move, but it would be more efficient in the long run. We need to ID things that will be moved so that there is a plan in place. Bob is talking major items. If the stove moves it needs to be switched to natural gas. Charlie volunteered that he and Brian Elias will be the sub-committee on this and provide the Committee with a written list of what will be moved to the new building.
Bob Shabunia went on further to say the Committee will incur cost of 3rd party building code review. Bob was told Committee should contact Wayne Green for names/numbers of people who can provide this service. Committee will need to know the dollar amount so that it can be added to the soft costs estimate. Bob questioned whether or not third party inspection was over and above this. It’s all handled by one firm according to Peter. We need a firm number but can’t get one until Silver Petrucelli finishes the specs. Peter has previously worked with a good firm and he will touch base with them to get an idea of cost.
Nick Mullane has been talking to DOT regarding wire fence. He was told that DOT does not care if we remove the fence. The Committee would like something in writing from DOT to confirm this. Nick will get a letter from DOT regarding removal of the old wire fence and forward on to Peter.
Marc Tate asked if the Committee had addressed concept for conduit on site for solar panels. Joe Cassata said he had a contact recommended by CL&P. Contact is willing to discuss options w/Committee. Joe will arrange to have him come to the Committee. Joe just needs a date and time from Committee in order to make arrangements.
Marc wants to make sure that Silver Petrucelli gets the word so that the location doesn’t get paved over.
Peter pointed out that we have up until the 90% construction documents to get this in.
Marc wanted clarification that, with the exception of what was identified tonight – this is exactly what’s going to SP&A with no further discussion. He was assured that this is it.
Joe sent Yankee gas contract to Peter/Kati. Kati to forward to Nick Mullane. Joe wanted to be certain that Town would not be charged for installation of gas service. Contract needs to be reviewed and will be between the Town and Yankee Gas.
Brian Elias feels that current plans meet needs of the two agencies. He has concern if deletes go forward, but as previously discussed, feels they are something that can be brought back to the Town to see if that’s something they would want to move forward with. Brian felt that it was important in moving forward to have the add alternates in place.
Peter instructed that the Committee needs to vote on add alternates and to approve Silver Petrucelli moving forward on construction documents.
MOTION was made by Charles Steinhart, V to request Silver Petrucelli move forward in preparing add alternate for aesthetic upgrade to building façade on the Rt 2 and Rocky Hollow sides of the building. The cost of such upgrade not to exceed $100k.
Second by Jon Bosma. All in favor, MOTION passed.
MOTION was made by Charles Steinhart, V to direct Silver Petrucelli do move forward with preparation of Construction documents and specifications, with the 3 deduct alternates, as amended and one add alternate approved on March 30, 2015.
Second by Bob Shabunia. All in favor, MOTION passed.
Public Comment:
Joe Gross inquired of the Committee whether or not the current building plans allow for 10 to 20 years growth. He was told the new building will. Fire Dept. has a list of major items that will moved to new building. He wanted to clarify that $27k of NSVFC funds was provided for the conceptual drawings that were presented to the Town and its Boards and Commissions. He feels costs problems began with Silver Petrucelli.
Peter stated that we will not see construction documents until they are at 90%. However, he said Committee will probably want to see something relative to the add alternates for façade upgrades. Peter to contact Silver Petrucelli and see if they can have something for the next meeting. Construction documents should be available to the Committee by April 27, 2015.
ADJOURN:
MOTION to adjourn by Paul Kowack, second by Charles Steinhart, V. All in favor, motion passed.
Meeting adjourned at 8:35 PM
| 