Center for Emergency services
North Stonington
40 Main Street
North Stonington, Connecticut 06359
860-535-2877
Meeting Minutes of July 11, 2016
ATTENDANCE:
COMMITTEE: Vice Chair Ryan Burdick, Charles Steinhart V, Bob Shabunia
OTHER: First Selectman Shawn Murphy, Project Manager Peter Springsteel,
Committee Secretary Kati Murphy
CALL TO ORDER
Call to order at 6:17 by Vice Chair Burdick
Invoices for Payment:
Silver Petrucelli Invoice #16-961 - $8750.
MOTION to approve payment made by Charles Steinhart, second by Bob Shabunia
All in favor, motion passed
Discussion: Charlie Steinhart asked if project was on schedule and has Silver Petrucelli (SP&A) gotten us what we’ve asked for. Peter responded that they got the current drawings back to us very quickly this time and responded to First Selectman’s question relative to cost estimate. However, project is 2 weeks behind schedule. Charlie asked whose fault was the 2 week delay. Peter responded that it’s a little of both parties.
Minutes
July 7, 2016
MOTION to approve made by Bob Shabunia, second by Charles Steinhart V.
All in favor, motion passed.
Correspondence:
Via e-mail to Committee:
July 7 and 8 e-mails between Peter Springsteel and David Stein of Silver Petrucelli
Members acknowledged receipt of e-mails.
PUBLIC COMMENTS
None
OLD BUSINESS
Changes to the floor plan as of July 8 were an additional 4’ added to the apparatus bays and the elimination of 1 bent in the administrative wing.
First Selectman Murphy had questioned SP&A as to whether or not the updated floor plan (dated July 8, 2016) fell within the project budget. David Stein confirmed to Shawn that he believes the current floor plan falls within the budget. Shawn went on to say that if the project does not come in within budget Town will hold SP&A to their contract and have them design again.
Shawn question Committee as to whether or not the changes initiated last week work out, allowing enough space for gear lockers and apparatus. Charlie responded that it did. Shawn wanted to know if both the new and old forestry trucks would fit. Charlie responded that both would fit, if the old was parked off center.
Bob stated that there has been no word from SP&A relative to interior design, but we’ve been lead to believe that is something that can be addressed during the Design Development phase. Bob’s other question was if more space on the second level were to be used for future storage would ceiling strength need to be addressed. It would and it would not be not be easy to do. If storage were added to current design it would add to the building cost.
Bob felt that the floor plan was very weak, but as far as exterior, he agreed that is was workable. He questioned whether there could be more efficiency and uniformity in spans.
MOTION was made by Bob Shabunia to approve the Schematic Floor Plan (A1.0) revised July 8, 2016,
with additional structural analysis of the apparatus bays, for the possibility of eliminating one more bent, and reducing the number of windows as follows: Room 119, reduce to 1 window on the North side of the room and 2 windows on the East side; Room 120, reduce to 2 windows on the East side. Silver Petrucelli to be responsible for making window placement architecturally correct.
Second by Ryan Burdick
All in favor, motion passed.
Peter suggested that the Committee approve the site plan layout – building location and parking area only – not the details such as utility locations etc. Refined detail will be needed in the future.
MOTION by Bob Shabunia to approve the site plan concept showing building and parking locations, with refined detail to be provided in the future.
Second by Ryan Burdick
All in favor, motion passed.
Shawn asked if USDA would cover the cost of Clerk of The Works position under the loan, and was there a specific contract documentation that they would need for this, similar to the AIA agreement. No special form is required and that position is eligible under the USDA loan.
Committee would like to repost the position, keeping the same job description from the previous posting. Position should be filled prior to the start of construction. Peter will send the job description to both USDA and the Board of Selectmen. Once a contractor has been selected, their contract will be sent to Town Counsel for review.
Bob and Charlie will be attending the July 12 Selectmen’s meeting, in anticipation of the BOS review and approval of both the Schematic Floor Plan and the Site Plan
Bob asked Peter to have SP&A send the calculations for the water line. Bob feels that 4” is excessive and that 3” will be sufficient. Peter explained that SP&A’s reasoning is that the 4” was for future expansion, but he will get the calculations for Bob.
Peter will provide verbal approval from Committee of both site and floor plan to SP&A. Board of Selectman have final approval, and their minutes will not be available for at least 2 weeks. Peter will be asking David Stein to provide an updated schedule to Committee and also asking when David will be meeting with Committee again.
NEW BUSINESS:
None
ADJOURN:
MOTION to adjourn mad by Charles Steinhart V, second by Bob Shabunia
All in favor, motion passed.
Meeting adjourned at 7:05 PM
Status of Action Items:
• Prepare press release/communication regarding current status of NSES Building.
To be sent to local papers, as well as posted on Town website.
Lead: Charlie and Brian for May 2 meeting
5/9: Further edits were made. Should be ready in a day or so to go to Selectmen for review prior to publication
5/16: under review with Selectmen’s office
5/26: Has been reviewed by Selectmen’s Office. Will be posted on Town website and sent to local papers and the next edition of the North Stonington Quarterly.
Continue on a quarterly basis
06/27: It was unclear as to whether or not this had gone to the local papers. It did go out in the most recent Town quarterly newsletter. Kati will check with Selectmen’s office to see if it’s gone to the press.
07/11: confirmed that press release was sent to both The Day and The Sun and has been posted on Town’s website. An edited version went out in the Town’s quarterly newsletter. Update will go out in September.
• Development of long-term plan for transitioning current buildings
Lead: Charlie and Brian – on-going
06/27: Physical move pretty much set. Operational plan also needs to be addressed and Selectman need to be advised.
On-going
• Use of additional $300k form state
Will require TM/Referendum approval if Committee wants to add to the $3.360 appropriation.
Committee may consider pursuing these funds at a later date and will leave as a pending Action Item.
On the back burner for the time being.
5/26: Will wait until bids are in to take action. If Committee is going to request these funds be added to the appropriation, request will be made to the Selectmen’s office approximately 2 weeks after bid opening.
06/27: no change
• Peter to contact Town Counsel relative to AIA Agreement and Silver Petrucelli Agreement and report back to Committee for May 23 meeting.
5/26: To be discussed at the June 2 meeting.
06/27: Peter will contact Town Counsel and send pertinent information and bring him up to speed on project status.
• Fine tuning spending schedule
Peter/Paul – on going
05/26: Peter e-mailed expenditure analysis to Committee on 5/26
06/27: New budget has been sent to USDA. Peter attached it to his response to Christine Marques, which was CCed to Committee.
07/11: Update from Paul Kowack went to BOS today.
• JUNE 20 - Notify BOS that the Committee recognizes funding for Peter Springsteel’s and Kati Murphy’s services are not eligible under the USDA loan.
06/27: Kati needs to discuss w/Paul Kowack
• 06/27: Ryan Burdick will reach out to presidents of both the Fire and Ambulance companies asking them to consider electronic file storage to reduce the space constraints of paper files.
• 06/27: Bob requested the Clerk of The Works position be rebid. Peter will forward job description to Committee with a detailed task responsibility list included. Position to be posted so that Clerk is in place when bids are opened.
• STEAP Grant Update
07/07: First Selectman provided update to Committee. Running line to Grange is outside of the priority area. Shawn and Nick Mullane are working to resolve
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