East Haddam School Building Committee Meeting

September 22, 2004

Adopted October 27, 2004

Call to Order

 

The meeting was called to order by Todd Moss at 7:10 p.m. at the Nathan Hale High School – Room 117.

 

      Roll Call    

 

Attendance

 

Members present:           

            Todd Moss                            Craig Parker 

            Mary Beth Mordecai                         Kerri Willis Budzik

John Gibson                        David LaFemina

Denise Gable                          

 

Members absent:

            Melissa Ziobron                       

Dana Barnes

 

Others present:

 

Robert Carroll, Central Office, Board of Education Business Manager

Wyley Peckham

 

 

Approval of Minutes

 

Motion by John Gibson to approve the minutes of the September 8th, 2004 meeting amended as follows:

 

·        3rd page, 1st paragraph after “Committee members discussed the coordination of parcel allocation between the School Building Committee, Open Space and Municipal Space” insert “Committee members spent a considerable amount of time discussing the cost of the survey.  Committee members agreed that since the survey includes acreage that will be used as Municipal Space and Open Space in addition to the school building that the entire cost of the survey should not be the sole responsibility of the School Building budget. ” 

 

Seconded by Ms. Mordecai and passed unanimously.

 

Old Business

 

                  BOF update – Survey, Additional Costs

 

Mr. Moss informed the Committee that he met with Selectman Parker and Mark Fortier, chairman of the Board of Finance, to discuss the survey.  They discussed the proposals for the surveys, importance of completing the A2 survey and the expenses needed to begin the project.  Mr. Moss stated that the State of Connecticut has not set the November deadline date for Open Space applications, diminishing urgency on the part of the Land Administrator and the Selectman.  Mr. Moss discussed and distributed the following documentation to Selectman Parker and Mr. Fortier.

 

·        A letter from David King, Kaestle Boos Associates, Inc, to Todd Moss dated Monday, August 30, 2004 outlining the pre-construction schedule. 

 

Mr. Moss informed the Committee that Mr. Fortier would discuss the pre-construction schedule during the Board of Finance’s October 4th meeting with members of the School Building Committee at which time they would request $205,000 which would cover the cost of the survey, geotechnical, wetlands/environmental, sanitary systems and traffic.  He stated that the funds would allow the School Building Committee to complete upfront work before July 2005 when the State would release funds.  Mr. Moss distributed and discussed the following documentation:

 

·        Survey Proposals East Haddam 4 – 8 Middle School.

 

Mr. Moss informed the Committee that the survey would be performed by the apparent low bidder and that once the Board of Finance releases funds, the survey could be performed.  He stated that the A2 portion of the survey would be used by Mr. Ventres and Selectman Parker for the Open Space application to the State.  Ms. Mordecai questioned the survey boundaries.  Mr. Moss informed her that the survey included all parcels.  Ms. Mordecai questioned how this would be used for the distribution of the acreage between the School Building Committee, Municipal Space and Open Space.  Mr. Moss informed her that he did not know the answer to this question but would receive further clarification.  John Gibson discussed the importance of acreage allocation between the School Building Committee, Municipal Space and Open Space to attain maximum reimbursement.  Mr. Moss reiterated that he would attain further information with regards to how the parcels would be distributed between the School Building Committee, Municipal Space and Open Space and that he would broadcast the information via email prior to the next Building Committee Meeting.  Mr. Moss stated that the Committee chose to have the School, Municipal Space and Open Space on the referendum because it was a request of several people within the community.  He stated that it could be a time consuming issue, but that it is the charge of the Building Committee to build a school, not keep track of the other Committees.  Mr. Gibson volunteered to communicate with the Open Space Committee in reference to the school building process.  Ms. Mordecai questioned if Municipal Space and Open Space were communicating in regards to land acquisition.  Mr. Gibson stated that the Selectman’s office has not voiced there intentions with the Open Space Committee.  The importance of communication between the School Building Committee, Municipal Space and Open Space was reiterated.  Mr. Moss discussed allocation of survey expenses between the School Building Committee, Municipal Space and Open Space and stated that he was sure that Mr. Fortier would question which portion would be paid by the three responsible parties.  Mr. Gibson stated that the Town has agreed to bond 5 million dollars for Open Space, each individual purchase needing to be approved, but that the Finance Committee wants to make sure Open Space money’s are used for Open Space and not from the Education fund because they don’t want to pay for more than the allocated moneys available.  The Committee agreed that they did not want moneys to come out of the School Building budget for Open Space. Committee members agreed to attend the Board of Finance meeting in October.  Ms. Mordecai questioned who would take care of the Geotechnical, Wetlands/Environmental, Sanitary System and Traffic.  Mr. Moss responded that Wetlands/Environmental would be partially the responsibility of the survey and that KBA would take care of the rest of the items questioned and that it could be completed by the middle of 2005 school year.  He stated that the early studies identify some of the grey areas in the budget, identifying the traffic study, which would inform the Committee what would need to be done to the surrounding roads.  The geotechnical and septic will identify what type of septic system is needed, how big the field needs to be and the type of soils, helping to narrow the cost estimates and allowing for a clean concise scope of costs.  Mr. Moss stated that these could not be performed until after the survey is finished.  Mr. Moss reiterated that the time frame for the survey is 52 days and that the aerial pictures can not be performed until all of the leaves are off the trees.   Mr. Moss stated that he explained to Mr. Fortier, that if more funds could be acquired from the Board of Finance, the School Building Committee would be able to allow KBA to start working in other areas.  He questioned Selectman Parker if it was necessary to request funds for the Municipal Space and Selectman Parker responded no.  Ms. Mordecai requested that Mr. Moss verify that the A2 survey will be enough to satisfy the Municipal Space and Open Space Committee.  Mr. Moss responded affirmatively.  Mr. Gibson volunteered as Liaison to the Open Space Committee.         

 

                  Property Acquisition

 

Mr. Moss informed the Committee that it was his belief that the Selectman’s office had the 3rd appraisal, although he has not seen it.  He stated that they had contacted all of the property owners and that the final appraisal would allow them to work more aggressively with property acquisition. 

  

                  KBA and Newfield Contracts

 

Mr. Moss informed the Committee that he and Craig Parker had a meeting scheduled with KBA on October 1st  for contract negotiations.  He stated that they were agreeable to the terms which the Committee had set and had suggested some changes which would provide the Building Committee with better protection.  He stated that the contract would be brought back to the Committee and Town Attorney for final approval.  He stated that there was currently no contract negotiated with Newfield Construction.    

 

 

New Business

 

Mr. Moss stated that the last time the Committee met that there was a statement made about the schedule with which the Board of Education had put out with regards to the completion date of the new school.  Mr. Moss stated that this schedule was a draft and had been produced for Dr. Durham with KBA and Newfield Construction as a best case scenario for the completion date with no hold ups, getting money allocated quickly and no contingency. The proposed completion date was to be used for purposes of updating their long term space and facilities plan. Mr. Moss stated that he explained to Dr. Durham that the Building Committee’s plan would remain the same as stated in the original documentation with an occupancy date of Dec/Jan 2007/2008.  He stated that with this planned occupancy date, that Dr. Durham indicated that they probably would not transfer students to the new facility until the September 2008 school year.  Mr. Moss stated that although the students would not start classes until September 2008, there would still be a facility to use, that the gym would be functional and that they could start moving equipment into the new school.  Mr. Moss stated that although the Committee would not change the dates, if it is possible to beat the schedule, money can be saved in general conditions and staff.  Mr. Carroll agreed that the staff would prefer to not move in the middle of the school year.  Mr. Moss stated that the Committee is tied to the June submission date for funding, must wait a year before approval and it takes a year to design the school, with a 15 to 18 month construction schedule providing a completion date of Dec/Jan 2007/2008.     

                                   

Determination of Next Meeting

           

The next scheduled meeting will be October 27th, 2004, 7p.m. Hale Ray High School, room 117. 

 

Other Discussion

 

Public relation efforts were discussed.  Craig Parker stated that the Committee should not be discussing the schedule as there is currently not a contract in effect.    

 

Audience of Citizens

 

Wyley Peckham stated that a September 2008 is a realistic move in date and that teachers would not be pleased to have to move there classrooms mid year.  He stated that land should not be acquired through the eminent domain process and that the history of the town has made people in the community unhappy with the eminent domain process in the purchase of the land of the current high school.  He stated that the town should pay more than the land is worth in order to make the land owners happy.    

Adjournment

 

Motion by Mr. Gibson at 8:15 p.m. to adjourn.  Seconded by Mrs. Buzdik and passed unanimously.

 

Respectfully submitted,

 

E. Ruth Ziobron

 

Filed at Selectman’s office

 

Conceptual Design Cost Estimates East Haddam Middle School 

 

Survey Proposals East Haddam 4-8 Middle School

 

Document from Kaestle Boos to Mr. Todd Moss in reference to the new 4 – 8 Middle School

 

Attendance