East Haddam School Building Committee Meeting
Regular Meeting Minutes
March 24, 2004
Call to Order
The meeting was called to order by Todd Moss at 6:02 p.m. at the Nathan Hale High School - Home Economics room.
Attendance
Members present:
Todd Moss Denise Gable
Kerry Willis Budzik Melissa Ziobron
Dana Barnes Mary Beth Mordecai
David Lafemina John Gibson -Alternate Craig Parker
Members absent: none
Others present:
Brad Parker, First Selectman
Dick Ostop, Newfield Construction
David King, Kaestle Boos Associates, Inc
Robert Carroll, Board of Education Business Manager
Harvey Thomas, Planning and Zoning Chairman
Pete Govert, Board of Selectman
Pamela Gourlie, Board of Education Chairman
Dr. Steve Durham, Superintendent of schools
Wyley Peckham
Brad Parker introduced Ruth Ziobron who will fill the role of recording secretary. He also informed the committee that Jennifer Ibbotson’s resignation as a committee member and that the Board of Selectman has unanimously voted to change Craig Parker from alternate to full member to replace her. He introduced Denise Gable as the board’s new alternate member to the committee. Denise offered brief introductory remarks and was welcomed by the committee.
Motion by Todd Moss
to alter the order of the agenda and proceed with item 4a, review of site,
second by Melissa Ziobron and carried by unanimous vote.
New Business
Mr. Ventres distributed the following documentation to the committee.
1) Correspondence addressed to Dr. Steven Durham, Pam Gourlie and Nick Iacovelli from the East Haddam Planning and Zoning Commission regarding the search for a new school site. It suggested various criteria for the Board of Education’s proposal for a grade 4 – grade 8 school. The letter recommends that consideration be given to population and housing, the environment, transportation, economic development and community facilities and community design alternatives for the school site. It also explained the methodology in which the possible sites should be chosen. Planning and Zoning also requests the following studies be preformed on any potential land: Engineering report, Environmental review, Traffic Report. The letter reviewed procedures, timeline and a willingness to help the committee.
2) An outline authorized by Dr. Durham outlining various criteria regarding the new school responsive to item #1.
3) East Haddam’s Project Evaluation Worksheet, which Mr. Ventres stated would be a good guide to help re-evaluate the committee’s goals and objectives during various stages of planning.
Mr. Ventures proceeded to show site maps using the criteria outlined from document 1 and 2. Mr. Ventures offered opinion that out of 95 potential sites, only 1 provided for all of the board’s criteria. He stated that it was also a good site because its soil was deep, well drained and lacked ledge, slope and wetlands. David Lafemina asked Mr. Ventures for his second choice of land and Mr. Ventures stated that he could not recommend a second parcel because none fit the criteria. Reasons of location, a high water table and ledge were cited. Mrs. Ziobron asked Mr. Ventures if he would be available to attend a meeting next week for any additional questions. He responded affirmatively. Todd Moss asked that any emails sent to Mr. Ventures to be copied to all members. He also suggested that the committee review the maps and pick 4 or 5. Field walks could then occur. Mr. Ventres departed the meeting at 6:58 p.m.
Motion by Todd Moss to alter the order of the agenda and proceed with
item 4b, Presentation of Architect and Construction Manager, second by Kerry
Willis Budzik and unanimously passed.
B. Presentation of Architect and construction Manager – Kaestle Boos Associates, Inc. and Newfield Construction
David W. King from Kaestle Boos Associates, Inc introduced himself to the board. He distributed a flyer which represented the work that his company performed on the last school proposal. He briefly reviewed the qualifications of Kaestle Boos Associates. The company’s primary focus is public schools (K – 12 grades). Mr. King also reviewed his company’s involvement for the last project. He noted that 6 different sites were reviewed. He further reviewed the evaluation process. Mr. King advised that Kaestle Boos also worked on/assisted with an evaluation of the middle school. He stated that he that schools don’t always pass on the first or second referendum and they are prepared to work with the building committee until a plan is established that people of East Haddam will approve while maximizing the reimbursement rate.
Melissa Ziobron asked Mr. King how many multi-grade designs his company has brought through the referendum stage and built in the past 10 years. Mr. King stated that in the past year they have passed 35 or more schools of which a significant number are Middle grades schools and a large number are high schools. Bridgeport and New Haven were cited as examples. Mary Beth Mordecia asked Mr. King for a list of some of the most recent schools: he listed several including Portland High School and RHAM. Craig Parker voiced concern with Kaestle Boos ability to meet East Haddam’s needs and support East Haddam. Mr. King elaborated that his company has a working knowledge of our needs based on past workings with our school district making any learning curve short.
The “Green School” concept was discussed with the committee and Mr. King. The upfront and maintenance costs were briefly discussed.
Mr. Richard E. Ostop from Newfield Construction spoke about the credentials of his company. Newfield Construction is a 35 year company based in Hartford Connecticut. Kevin Nelson is the project manager and construction manager and has worked with the last school proposal; he was unavailable for this evening’s meeting. Mr. Ostop spoke about “value engineering, which is Newfield Construction’s philosophy”. They are committed to working within budget. They have been working with EAST HADDAM for the past 4 years and feel that they have a vested interest in our success. His company is currently working on 4 schools in Wethersfield. The work was proposed and passed at 3 million, he actually did the work for 2.5 million, coming in less and saving them money. They only do 4 school jobs a year as not to over extend themselves. They are also responsible for the construction of all of the Filenes stores. Mary Beth Mordecai asked Mr. Ostop if there would be support after the school is built. He said they support their work for 1 year after construction. They follow the project for 3 stages. The first being the pre-referendum stages which would include himself and Kevin Nelson where ideas are exchanged with East Haddam to aid in helping pass the referendum. The second stage is the design and preconstruction stage, which would involve estimating SFU requirements. Third, bidding the job. A construction manager would be on site everyday to make sure the job is done right at the contracted price. These fees are paid for by the budget cost. All of this information will be provided to the town for billing, checks to be drawn out, all the forms are filled out properly for getting all reimbursement. Mrs. Ziobron asked Mr. Ostop if they get the contract and come over budget during the building stage, they would be responsible. Mr. Ostop said that it would depend on the type of contract the school decides on. Melissa Ziobron asked Mr. King about newspaper reporting about Kaestle Boos Associates and how the committee can assure the town people that they are picking the best company. Mr. King assured the board that they take these issues seriously, are not being charged for wrong doing and have made changes to policy in house so this type of inquiry would not happen again.
Approval of Minutes
Motion by Dana Barnes
to approve the minutes of the March 17th, 2004 meeting amended as
follows:
1st page, 3rd paragraph strike the word “evaluated” and replace with “advised”. Amend page 3 to read “Mrs. Ziobron asked the committee to vote on an interim chair because she would have a conflict of interest in that position as she currently serves on the board of education, which is a nominated chair”.
Second by Kerry
Willis Budzik and carried by unanimous vote.
Old Business
The committee members discussed at length if they should work for the June 30th deadline or wait and the importance of considering Kaestle Boos Associates, Inc and Newfield Construction. Time constraints were discussed in order to take advantage of the new reimbursement rate before the June 30th expiration date. The board also discussed the rising costs of building supplies, labor and property values. They discussed the consequences of waiting and the overcrowding situation in our schools.
Based on all these factors they agreed that it would do the town and children a disservice for not trying. It was noted that the board would like to retain the services of Kaestle Boos Associates, Inc. and Newfield Construction.
There was discussion about how much money the board has to pay for testing potential land sites. Robert Carroll told the committee that there is currently $8,000 to pay for expenses. The board voiced concern that the money constraint could effect how many sights are tested.
The committee discussed all of the possible property sites at length. They reviewed over 33 different sites. After long deliberation, the group decided to choose criteria to help eliminate sites which would not be suitable. The criteria decided:
1. Proximity to existing schools should not be more that 2 ½ miles.
2. Site Large enough to handle future expansion if needed, larger than 21 usable
acres
3. No commercial businesses or residency
4. Easily accessible for traffic
5. No eminent domain, would like acquisition to be agreed upon in a tasteful manor
with the landowner if possible
6. Minimize off site work requirements to keep costs down
7. Soil conditions need to be favorable for septic
The Board came to the conclusion that they would like Mr. Ventures to come back to the next meeting to recommend at least two additional sites.
Motion made by Kerry
Willis Budzik to schedule the next meeting on March 29th or April 1st
depending upon the availability of Mr. Ventres. Seconded by John Gibson and
carried by unanimous vote.
Audience of
Citizens
Mr. Wyley Peckham stressed to the committee the urgency to take advantage of the current reimbursement rate. He advised if the board were to hesitate to bring a new school forward, the change in regulations could hinder the school even more. He also advised the board to be cautious of the choice of land for the new school. He believes that the town people are ready to move forward with a new 4 – 8 school. He let the board know that they have his support on the project.
Other Discussion
David Lafemina voiced his concern that the board should send email pertaining to Building committee business to everyone. John Gibson suggested that no discussions should occur via email and to refrain from comments.
Adjournment
A motion was made by Todd Moss for adjournment at 10:35 p.m. seconded by Dana Barnes and carried by unanimous vote.
Respectfully submitted,
E. Ruth Ziobron
Attachments
March 24th, 2004 Meeting Agenda
Town of East Haddam Planning and Zoning Commission letter to Dr. Steven Durham
East Haddam Board of Education letter to Mr. Harvey Thomas
East Haddam’s Project Evaluation Worksheet
Milone and MacBroom letter to Mr. Robert T. Carroll about potential School site testing.
Kaestle Boos Associates, Inc brochure.