|
Mayor Pelkey called the meeting to order at approximately 4:33 p.m.
Members Present
Dr. Kate Carter, Superintendent of Schools
Matthew Galligan, Town Manager
Michael Gantick, Director of Public Works
Kathryn Hale, Town Council, arrived at 5:15 p.m.
Patrick Hankard, Dir. of Facility Services, Board of Education
Lisa Maneeley, Chair, Board of Education
Kevin McCann, Town Council
Donna McKenty, Business Manager, Board of Education
John Pelkey, Mayor, Town Council (Chairperson)
Janice Snyder, Board of Education (Vice Chairperson)
Craig Zimmerman, Board of Education
Members Absent
NONE
Guests Present
Raymond Favreau, Director of Recreation
Scott Roberts, Director Information Technology
- Approval of Minutes of Previous Meeting
NONE
High School ADA Project and Bonding
Mayor Pelkey expressed congratulations on receiving $1.1 million from the citizens of South Windsor.
Mr. Hankard stated that the report submitted by Lawrence and Associates on July 12, 2010 is still a valid cost estimate. His office has begun preparing the application for reimbursement with the State of Connecticut (Form EDO49) that requires action by both the Board of Education and the Council, followed by the Superintendent submitting that application. Timing is critical, as review meetings are done by the State only on Mondays and Tuesdays, with only November 27 and three dates around Christmas currently open. Mr. Hankard explained that the date must be locked in and there has to be an electronic filing of the EDO49 before he can have the plan review meeting. The motions are being prepared for the Council and the Board. In the meantime, Lawrence and Associates is drawing up the needed addition to their present
contract that will cover the remaining construction phase, etc. If everything goes well, construction could begin the day school gets out.
It is anticipated that this will be a general contractor type of situation, with more than half of the job being the fire alarm system, followed by significant outside work at Town fields. There is also some interior work on handrails and stairs. We really need a General Contractor who can manage multiple disciplines. Mr. Hankard will assume responsibility as Project Manager for this job representing the school. Once Mr. Hankard brings a General Contractor on, they will be responsible for hiring subcontractors. The architect’s contract will contain construction oversight responsibilities. Mr. Hankard will oversee the invoices along with the Architect. Most of this is reimbursable. The ED049 will not allow the construction contingency to be reimbursable. There is contingency in there, so our present
cost worksheet has eligible costs of $940.000, which are targeted to be 45% reimbursable out of the $1.1 million total. If there is a cost overrun somewhere it then becomes eligible.
Timeline for completion for the project was discussed. Mr. Hankard stated if they can get all the exterior work done this summer they should be able to wrap it up by the time school starts. Work should begin, hopefully, the last day of school.
Mr. Hankard, Dr. Carter, Ms. Snyder and Ms. Maneeley will meet with Mayor Pelkey to discuss the formation of a Building Committee.
Mr. Hankard stated that the State will not set an appointment for a meeting until the ED049 is filed. The Superintendent will have to gain approval by the Board and documentation to include the Enrollment Projection, Certified Cost Estimate from the Design Professional, and the Council motion to appoint the Board as the Building Committee all have to be in place before that meeting. Mr. Hankard will have to bring this with him to the meeting. Once the ED049 with the temporary number is filed, they will set an appointment. Mr. Hankard recommended that they have another meeting prior to the December 6 meeting.
School Projects
Mr.Hankard reported that the first project will be the pavement replacement of half the pavement at South Windsor High School. The pavement is beginning to break up and requires milling, some base repair and, finally, a two-lift resurfacing with new curbing. Work will begin in the staff parking lot, the main drive down as far as the Tech Ed drive, and the Auditorium parking lot. the first year. Next year the student parking lot and the back drive will be done. The budget estimate for that project is $159,600.
The next item discussed was security door locks at our elementary schools. Currently, in the event of a lock down, the teacher must go out into the corridor and lock the door of the classroom from the outside. Half of the money for the locks at Eli Terry is in the current operating budget. Mr. Hankard is requesting the other half of that from the 2011-2012 budget. It is anticipated that $106,000 will be needed to complete Pleasant Valley, Smith, Orchard Hill and Wapping. This also meets the ADA requirement of lever handles which currently are not needed in any of those schools .
Mr. Hankard reviewed the roof replacement project needed on five modular classrooms. The 22 year old rubber membrane roofs on the modular classrooms need to be replaced. Originally the cost estimate was somewhat less than $76,000. However, a roofing professional looked at the job and found that the insulation used underneath the rubber membrane roof was a specific type of foam. This foam was found over time, to give off a gas that eats through the metal roof deck, so we need to remove the rubber membrane, remove the foam, do any deck repair that may be needed, put back new tapered insulation, and put a new rubber membrane on top of that. The price for this work is $76,000.
We are in to year two of a five-year plan on Computer improvements and, finally, the painting of the exterior at Ellsworth is $58,800.
Town Manager Galligan suggested at the last meeting that computer improvements and paving become part of the Operating Budget and not be included in the Capital Projects Budget. A discussion opened up on this and the committee decided a work session is needed to review what items should be included in the Capital Projects Budget. The Committee will also come up with a bottom line for both Town and Board projects. Projects will be presented to the Council ahead of schedule to ensure work gets done on a timely basis. Town Manager Galligan will email the Town’s Capital Projects List to the Committee.
Strategies for Accomplishing these Projects
Town Manager Galligan stated that the strategy is to take all of these reports and meet with the Council. It is imperative that they are aware of what our assets are, what they are valued at,.and how we want to maintain them. As a Committee, we need to determine where we are going to be ten years from now and how we are going to get there.
Expansion of Facilities for Seniors at the Community Center
Mr. McCann stated the need is still there for more space for the Senior Center. The referendum for the Senior Center failed, however, that does not mean that the need for the space is gone If it is not going to be bonded, we need to come up with a funding mechanism . This is something we may need to add to our list of Capital Projects, and there will be a question as to where to put it on that list. Should we revisit using the old post office or do something at the Center? He suggested we meet with the Senior Advisory Committee to gain their input and do a review announcement a few weeks after the election. Ed Haven will be asked to join the group.
5. New Business
NONE
6. Old Business
NONE
7. Adjournment
Mayor Pelkey made a motion to adjourn at 5:40 pm; Ms. Maneeley seconded that motion; and it was approved unanimously.
Respectfully submitted,
_______________________
Darlene Lehofer
Recording Secretary
| 