Municipal Renovations Committee Minutes of Meeting Thursday, November 20, 2008
MRC Meeting Minutes 11.20.08
Members Present: Ed Cook, Alan Zordan, Is Temkin, Bill Hill, Mayor Bingham, Mike Clark
Also Present: Stephen Nocera, Mayoral Aide; Tom Gritt, City of Torrington Personnel Director
1.The meeting was opened at 6:35 PM, on a motion from Mayor Bingham seconded by Ed Cook.
The Minutes of the MRC Meeting of 11/06/08 were approved on a motion from Mr. Zordan seconded by Mayor Bingham. Mr. Zordan abstained from voting due to his absence from the 11/6/08 MRC meeting.
Mr. Clark stated that the contract for lease space for temporary City Hall was scheduled for City review on Monday, 11/24/08. The next action will be for the City to forward their comments regarding the lease to Quadrelle Realty. Assuming a prompt response from them, it is expected that the lease can be submitted for City Council approval not later than their 12/15/08 meeting. Mayor Bingham and Mr. Nocera stated that City department heads were able to layout the desk locations etc for their own departments and there would be no need for professional assistance. Mr. Nocera agreed to oversee this task.
In the absence of Friar Associates, Mr. Clark presented an update on the status of using a pole building for use as the Traffic Building. He stated that Friar was working with Morton Building to develop a building design for bid specification and that the traffic building was on schedule to be bid in conjunction with the overall City Hall construction bid plan.
Mr. Clark presented an overview of his accounting audit performed on MRC project expenses to date. The project has spent approximately $894,000.00 since referendum. Approximately 86% of that amount has been allocated to architectural fees as per contract. An additional 11% has been allocated to engineering and soil testing/corrective action requirements at the Traffic Building site; and the remainder has been expended on bid advertising. Mr. Clark explained that his information was derived from City of Torrington “Financial Management” report dated 11/14/08. Mr. Clark stated that he had made a presentation to the City Board of Finance on 11/18 which demonstrated that the
MRC is currently on target to be below the referendum approved budget by approximately $935,000.00. The performance reflects cost reduction measures put in place by the MRC, grant monies from the State and a donation towards the Veterans Memorial area of City Hall. Dr. Temkin stated that it was early in the project to assume a budget savings, and suggested that extreme diligence be exercised in an effort to remain below budget. Mr. Clark agreed and reminded MRC members that the savings attained thus far were MRC controlled “soft costs”, and the next cost estimates from O&G would reflect the 95% Design Completion Phase. These costs could present higher construction estimates. He asked for strong MRC presence at the construction cost estimate meeting slated for early
December at Friar offices in Farmington, and assured MRC members that every effort must be made to cut construction costs to stay on the current trend line for overall budget reduction.
Mr. Clark stated he had spoken with Lorel Purcell of O&G, and she is on schedule to send cost estimates on the 95% Design Completion Phase to Friar Associates on or before 12.09.08. A meeting with MRC members, O&G and Friar Assoc. would be scheduled as soon thereafter as possible.
In support of further reducing project costs, including construction costs, Alan Zordan presented his thoughts on the elimination of the external evacuation route, (fire escape), from the proposed City Council/auditorium space. Mr. Zordan stated that he has been in touch with City fire and building officials to seek their input on his ideas, and that they were supportive of his continuing to research the plan. Mr. Zordan has been in touch with Friar Associates and asked them to design an evacuation plan which would direct evacuation from a portion of the council chambers by means of an existing internal stairwell. Mr. Zordan stated that his plan would require alteration or relocation of the proposed lunch room facility. Mr. Clark stated that he had received a call from Friar
regarding a revision or “add alternate” to the existing evacuation plan, and that it would be forthcoming in time for inclusion with the existing bid advertising schedule. All MRC members were supportive of Mr. Zordan’s idea.
Mr. Clark stated that the next steps for the MRC were development of the personnel relocation plan and bid advertising for moving bids. He stated that he had requested a set of full scale drawings of the Quadrelle space plan be sent to Stephen Nocera for discussion with department heads, and that O&G was preparing a bid advertisement for moving services.
There was no “other business” discussed.
The meeting was adjourned at 8:25 on a motion by Alan Zordan, seconded by Mayor Bingham.
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