East Haddam School Building Committee Meeting

August 24, 2005

Adopted September 14, 2005

Call to Order

The meeting was called to order by Todd Moss at 7:07 p.m. at the Nathan Hale High School – Room 117.

Roll Call

Attendance

Members present:

Todd Moss

Craig Parker

Kerri Willis Budzik

Melissa Ziobron

Denise Gable

Dana Barnes

Mary Beth Mordecai

John Gibson

Members absent:

David LaFemina

Others present:

Whitney Talcott, KBA

Stephen Melingonis, KBA

Lynn T. Liska, KBA

Judy DeLeew, Middle School Principal

Bob Carroll, Board of Education Business Manager

David King, KBA

Jennifer Mangiagli, KBA

Brad Parker, Selectman

Approval of Minutes

Motion by Melissa Ziobron table the minutes of 7/27/05 and 8/18/05 until the next scheduled meeting. Second by Mr. Barnes and unanimously passed.

Audience of Citizens

There were no Audience of Citizen’s.

Old Business

Architect Report – KBA

The new principal of the Middle School, Judy DeLeew was introduced. Stephen Melingonis from KBA was introduced. He worked on much of the design of the School Pre-referendum, performing graphics design and layout work.

KBA distributed a formal submission. The 1^st phase of the schematic design phase was discussed and includes but is not limited to the following:

• They are still working on the cafeteria and good and services.
• The media center’s size is currently approximately 5800 square feet. Dr. Durham had visited other school’s Media Centers for a reference point. A specific area has been dedicated for the 4^th and 5^th graders for reading time on the floor.
• The gymnasium size and cost of the space.
• The elevation of the roof/slope/pitch.
• Planning for future expansion, including the septic design.
• Width of corridors
• Efforts are being made to avoid much grading of the site.
• Air conditioning has been planned in the Media Center, Computer Labs, Administrative, Guidance and Nurse Office as well as the Music Rooms.

Mrs. Ziobron questioned the square footage of each classroom and requested that it be reflected in the schematic plans. She stated that Dr. Durham is pleased with the lay out of the new school. Ms. Mordecai stressed the importance to KBA to properly illustrate the square footage of each room. Dana Barnes questioned the wording of the 2^nd question on the referendum for the purposes of acquiring the proper size of the new gymnasium. David King responded that it specifically stated that it was a dollar amount question. Considerable discussion ensued about the importance of the size of the classrooms. Mr. Barnes inquired where square footage could be reduced while still meeting the Educational Specifications. Mrs. Mangiagli responded Occupational Therapy room, Gymnasium, Music and hallways if necessary. She stated that the Cafeteria’s square footage meets code requirements. Mrs. Ziobron stated that the size of the Gymnasium would support the development of the Music Program. Future expandability of school was discussed. Mr. Moss stated that until a CM is hired, it is not possible to know the exact square footage numbers. Mr. Barnes questioned if KBA has plans to go back to the teachers for input. Mr. King responded affirmatively. Whitney Talcott discussed a site map which illustrated grading of the parcel of land around the school, position of the school and various sports fields. He stated that the school has been positioned to take advantage of as much of the natural terrain as possible. The future expandability of the septic system was discussed. Mr. Barnes questioned if a fence would be included near the soccer field adjacent to a decline. Mr. Talcott responded affirmatively. Mr. Talcott stated that the exterior of the building would include brick, cast stone, metal panel, shingled roof, decorative and brackets. Committee Members discussed the allocation of air conditioning within the school. They stressed the importance of the consideration, if funds are available, of air conditioning more rooms. Ms. Mordecai questioned if mold is attributed to the lack of air conditioning. Mr. Talcott responded no, that good ventilation systems avoid mold. Committee members agreed to present the plans to the Board of Education, September 13^th, for approval, prior to giving their approval of the plan with KBA.

BOE Report

Mr. Moss informed the Committee that he had attended the last Board of Education meeting and addressed concerns and questions which they had about schematic design. He stated that one concern was that of property and acquisition. He stated that it was a good meeting and the Board of Education Members are eager to get moving with the building of the new school. Mr. Carroll stated that the letter from the State of Connecticut had arrived August 4^th for the reimbursable funding of the school.

Construction Management Services Solicitation

Craig Parker informed the Committee Members that the documentation had been filed and a Public Notice would be out on August 25^th. He stated the exhibits include a legal notice, cover letter, educational specifications, referendum documentation and drawings. He stated the RFQ qualifies the prospective Construction Management Services and the RFP will aid in the choosing the correct Construction Management company. Mr. Moss stated that the Selection Committee of the Construction Management Services should be a canvassing of several groups, such as from the Board Of Education, Board of Finance, and the Board of Selectman.

Traffic Study Update

Mr. Moss informed the Committee that 8 Traffic Study proposals had been submitted but had not been scoped. He stated that the low bidder was for $7825 and the highest being $17,000. He stated that the proposals were shared with the Town Public Works and that approval would be made soon, based on the apparent scoped low bidder.

Motion by Mr. Barnes to allow Mr. Moss to perform a scope review and go with the apparent low responsive bidder to perform the traffic study.

Favor: Moss, Mordecai, Barnes, Parker, Budzik, Gibson

Abstained: Ziobron

MOTION CARRIED

New Business

Committee Members discussed the importance of changing the scheduled meetings to twice a month.

Mr. Moss distributed and discussed the following documentation:

• Invoice from KBA dated June 30, 2005. The Invoice includes costs for the Schematic Design, Design Development, Construction Documents, Bidding, Construction Administration, Phase I Environmental and Investigation, WMC Consulting Engineers Fees and Legend Builders and Developers LLC
• Invoice from KBA dated July 30, 2005. The invoice includes costs for the Schematic Design, Design Development, Construction Documents, Bidding, Construction Administration and Phase I Environmental Investigation.

The 2 invoices for June 30, 2005 and July 30, 2005 total $104,111.50 for work to date. Mr. Moss stated that the amount is allocated within their contract, terms and conditions and that verification of the June 30^th invoice would be performed in regards to the test pits prior to payment.

Motion by Mr. Gibson to authorize payment to Kaestle Boos Associates, Inc for their invoices excluding the reimbursable expenses for WMC the total amount of payment to be $102,231.25. Seconded by Mr. Barnes and unanimously passed.

Determination of Next Meeting

Motion by Ms. Mordecai to change the regular scheduled meeting to the 2^nd and 4^th Wednesdays of the month at 7.00 p.m in room 117 at the Hale-Ray High School. Seconded by Mrs. Ziobron and unanimously passed.

The next regular scheduled meeting will be on September 14^th, 2005 at 7:00 p.m. at the Nathan Hale High School room 117.

Other Discussion

Mr. Moss reminded Committee Member’s of the Board of Education’s Meeting on September 13^th.

Motion by Mr. Barnes to go into Executive session at 9:12 p.m. for purposes of discussing property acquisition, inviting Selectman Parker and Ruth Ziobron. Seconded by Mrs. Ziobron and passed unanimously.
Motion made by Mrs. Budzik to come out of executive session at 9:24 p.m. Seconded by Ms. Mordecai and passed unanimously.

No action was taken or decisions made.

Adjournment

Motion by Mr. Barnes at 9:25 p.m. to adjourn. Seconded by Mrs. Ziobron and unanimously passed.

Filed at Selectman’s office

Attendance

KBA invoices for payment