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TOWN OF OLD LYME
Board of Selectman
Special Meeting Minutes
October 12, 2016
The Board of Selectman held a Special Meeting at 8:30 am on October 12, 2016 in the Meeting Hall of the Old Lyme Memorial Town Hall. First Selectman Reemsnyder andd Selectman Skip Sibley were present. Selectwoman Mary Jo Nosal was present on speaker phone. Co-chair Paul Gianquinto was asked to attend to explain the reasons for the change orders.
- Vote on recommendation to approve change orders as recommended by the BHPIC:
First Selectman Reemsnyder said the meeting was scheduled to review the recommendation for change orders, and that both she and Selectwoman Mary Jo Nosal were present at the BHPIC meeting of Oct. 6, 2016, when each of the change orders was discussed. Co-chair Paul Gianquinto was asked to attend this meeting to explain the reasons for the change orders.
- PCO 02 for $ 3296.57 Column increase from 3.5” to 5”: The size of the columns in the original plan was 3.5”, and that is what the contractor bid on. Subsequently, it was determined that the building design needed 5” columns, prompting the change order. Paul Gianquinto explained that Nina Peck designed for 3/5”, and when the drawings were reviewed by the Building Official, his calculations on the size of columns and length indicated that the column size was too small. When NCP went back to her structural engineer, he indicated that the 3.5” columns were at the upper limits of their capability, to be safe he
agreed that they should be increased to the 5” size. First Selectman Reemsnyder added that the BHPIC held a meeting on Oct. 6, 2016, and there was discussion about discussing this with the architect and why these changed after the bid documents were released. There was agreement at that meeting that this follow up discussion should take place. Selectwoman Nosal confirmed that the discussion took place at the BHPIC meeting and that the discussion with the Architect should take place. Selectman Sibley added that there was a change in drawings immediately after the bids, and he met with the Building Official who said that he had a conversation with the Architect advising that she should double check the math on the column size requirements, as he had double checked with an outside source on his calculations, which he often does on construction drawings, and his numbers were confirmed. Selectman Sibley believes that the calculations indicate either they are adequate or inadequate,
and while the statement that this was at the upper limits is questionable. He understood that the increased size of the columns required the north wall to be larger, and also added to the decision to demolish the full slab and foundation of the old building. Selectman Sibley agreed that the discussion with the Architect should take place. A motion was made by Selectwoman Nosal to approve Change Order 02 in the amount of $3296.57. Second by Selectman Sibley. Selectman Sibley asked whether this should be covered by Errors and Omissions insurance, as has been suggested at the BHPIC. First Selectman Reemsnyder noted that this was discussed at the BHPIC and one member who is familiar with how it works, explained that Errors and Omissions will often only cover the delta between what you paid for a change order and what you would have paid had it been part of the original bid. Motion approved unanimously.
- PCO 07 for $ 7385.75 Modified SW7 framing: First Selectman Reemsnyder explained that she gave a copy of the proposed change order 05, in the amount of $8,777.28, which was not approved by the BHPIC, as it was not a necessary component. Paul Gianquinto went into detail as to what that change order meant and why it was not recommended. First Selectman Reemsnyder spoke to change order #07, Modified shear wall 7 framing, which is for additional studs, plywood and hold downs of the north wall of the boathouse. Co-chair Paul Gianquinto explained further that the structural engineer re-looked at
several components after the foundation and slab were re-designed. We approved a credit to take out the plywood and hold downs on SW6a, 6b and 6c as they were no longer needed. They also looked at the stiffness of SW7, and they decided that they needed to increase framing by doubling up the 2x6 framing and added PSL framing as well. This increases material cost, as well as the labor to frame the walls. At the BHPIC meeting, members asked if it was required by code, which was not determined. There was also a question as to whether or not the Building Official would say this is not necessary. The point was made that the Building Official would not determine something is not needed if the stamped, engineering drawings say that it is needed. Selectman Sibley suggested that there should be input from the Building Official on this change order and the requirement for it. Selectwoman Nosal brought up the fact that the framing is scheduled to begin this week. Paul agreed that the
material would be delivered today, with framing beginning tomorrow. He stated that if he had to guess what caused the change, it would be that the original framing was based on the presence of the second floor, though it was agreed that they should have revisited the strength of the wall when the second floor was deleted. Selectman Sibley made a motion to approve Change Order 07 for $7385.75. Selectwoman Nosal seconded the motion. Selectman Sibley requested a follow up with the Building Official on this new design. Motion approved.
- PCO 08 for $ 11,138.47 Site drainage modification: First Selectman Reemsnyder explained that as the contractors were digging up the ground for installation of the foundation, they discovered a drainage structure under the old basketball court, which was not obvious when the survey was completed, as the position of the inflow and outflow pipes would lead the surveyor to believe that the pipes were in a straight line. Due to this, the drainage structure had to be removed and reconnected properly. This is an unforeseen and unanticipated part of the construction. Paul confirmed this with further explanation. He also explained that this change order includes addressing some runoff from Boston Post Road into the park which caused problems for the park. With this change, a drainage structure with grate will be added on Boston Post
Road, which will direct the water underground to the swale. This is an improvement to the water runoff. Selectwoman Nosal asked that the details of this discussion be reflected in the minutes as she attended the Park & Rec Commission meeting, which immediately followed the BHPIC, and there was a lot of discussion about this change order. She indicated that they felt that this drainage structure should have been identified by the surveyor, based on the visual aspects. Selectwoman Nosal made a motion to approve Change Order 08, seconded by Selectman Sibley. Motion approved.
- PCO 09 for $ 2105.99 Truss added First Selectman Reemsnyder explained that an additional truss needed to be added along Line 2, which is the transition in the height of the roofs, going from the high roof down to the low roof. Apparently this should have been included in the original plans, and is another concern to be discussed with the Architect. Paul Gianquinto explained it is a truss made up of three trusses nailed together, and is 6.5’ high, and 30’ long, weighing about 750 lbs. Selectman Sibley asked who picked up on this, and Paul Gianquinto said it was Scope Construction, not the Building Official. Scope built a model of the boathouse before starting, which showed that there was a missing truss. Scope submitted an RFI (request for information), and a few solutions were suggested. This was the most cost-effective
solution. Selectman Sibley made a motion to approve CO 09 for $2105.99, Selectwoman Nosal seconded the motion. Motion approved.
First Selectman Reemsnyder thanked Paul Gianquinto for attending the meeting to explain the change orders, as well as for all his work on the project. His hard work was acknowledged by both the BHPIC and the Park and Rec Commission at their meetings. Paul commented that there was an additional motion to approve an invoice for $2200 for NCP Architecture, 25% of their contract administration fee, and the motion was defeated until further discussions on all of these questions.
A motion was made by Selectman Sibley to adjourn at 9:20 AM, seconded by Selectwoman Nosal. Motion approved.
Respectfully Submitted,
Bonnie Reemsnyder
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