Call to Order

The meeting was called to order by Dana Barnes at 7:03 p.m. at the Nathan Hale High School - Room 117.

Roll Call

Attendance

Members present:

Kerri Willis Budzik

Melissa Ziobron

Denise Gable

Dana Barnes

Mary Beth Mordecai

John Gibson

David LaFemina

Member absent:

Todd Moss

Others present:

Allan Burr

Dave King, KBA

Bob Carroll, Board of Education Business Manager

Josh Mrozinsk, Middletown Press

Old Business

Motion by Kerri Budzik to change the order of the agenda by moving Construction Management Services Solicitation to 7.5 after Other Discussion. Seconded by John Gibson and passed unanimously.

Architect Report

Dave King informed the Committee that there was a meeting with Bob Carroll, Dr. Durham and the Kitchen staff to help with the layout of the cafeteria. He stated that the plans had been revised and another meeting has been scheduled with the food service director with regards to specific equipment which will be needed. He informed the Committee that a meeting with technology has been scheduled and that the Borings/ Geotechnical work would be performed soon. He informed the Committee that a draft traffic report had been received and that it would be reviewed for compliance with the RFP. He stated that the Civil Engineer has sent an application to the DEP and that KBA is currently in the design and development phase of the project. Mr. Barnes requested that the septic plans include additional analysis for the potential of expansion.

Mrs. Budzik expressed the Committee’s appreciation for Jennifer Mangiagli’s attendance at the Special Meeting for conducting CM interviews. She stated that her attendance showed the commitment that KBA has to the project. Ms. Mordecai questioned Mr. King if were to use a consultant when should the company be hired with regards to the septic. Mr. King responded that is could be decided upon at the next meeting.

Craig Parker informed the Committee that he had been contacted by CL & P. He questioned Mr. King, how to respond to them as to when rebates and power would be needed. Mr. King responded that with regards to power, it could occur in the next few weeks and in regards to rebates in the next couple of months. Mr. King informed the Committee that the new code for design has become more astringent which will provide a more efficient building. Craig Parker stated that the School Building Committee had entered into contract with KBA several months ago and questioned which code he was referring to. He responded that it was State Code which would be adopted into the project. Craig Parker questioned if there was another Connecticut State supplement, beyond 2003 to BOCA. Mr. King responded that there will be another Connecticut supplement written to the IDC. Craig Parker questioned when. Mr. King responded end of the year or the first quarter of next year and that it is all based on when the permit is submitted. He stated that they would be able to pick portions of the old code and the new to fit the project.

BOE Report

Melissa Ziobron informed the Committee that the Board of Education Members had requested reassurance that if any changes were to be made to the Educational Specifications, that it be brought to them prior to implementation.

Approval of Minutes

Motion by Mrs. Ziobron to table the minutes until the next scheduled meeting. Seconded by Mr. Gibson and passed unanimously.

Audience of Citizens

Allan Burr questioned how much of the land which is being acquired is State reimbursable. Mr. King responded that the State will reimburse the portion of land dedicated for the school which is approximately 30 acres. It was stated that the Town did not want to acquire the best portion of the land and leave the undesirable portion to the land-owner. It was stated that the referendum was worded that a specific acreage be allocated for the School, Open Space and Municipal use. Mr. Burr questioned how the school would affect traffic in the area. Mrs. Ziobron responded that a traffic study was being performed and the Committee was awaiting the report.

Bob Carroll informed the Committee that based on his experience with an asbestos abatement project; local approval of plans must be ADA compliant with the health code. He expressed concern that this could hold up the project. Mr. King stated that the local approval of the plans could prove to be a difficult task based on the scope of the project and recommended the Committee consider hiring a consultant to consult with the local officials. He informed the Committee that the Consultant would be compliant with the Schools Facility Unit and they would review the documents making the approval process progress smoother and more efficient. He stated that the cost would be approximately $5,000 to 6,000. Mrs. Ziobron questioned Mr. King as to how many more Consultants would need to be hired to get through the building process of the school. Mr. King responded that if bones were found on the site then an archeologist would need to be hired, but besides that he did not think any others would need to be hired. He stated that in some communities the local official does not feel comfortable approving such a project and would go out to get a Consultant and that this cost would normally be passed on to the project. Craig Parker stated that the Committee is looking at an aggressive schedule and in order to meet the schedule, there are certain options ahead for the Committee. Ms. Mordecai questioned if the upfront costs of Consultants could create a savings on the other end of the project. Craig Parker responded that a move in date in the summer/fall verses the winter could translate into savings on the project

New Business

Mrs. Budzik informed the Committee that Todd Moss had received the Traffic Study and had attended the Board of Finance Meeting. She stated that Mr. Moss would update the Committee at the next scheduled meeting. Mr. Barnes requested that a time line item be added to the agenda under old business.

Determination of Next Meeting

The next scheduled meeting will be October 26^th, 2005 at 7:00p.m.at the Hale Ray High School, room 117.

Construction Management Services Solicitation

Mrs. Ziobron wanted to confirm that the information should be discussed in executive session. Mrs. Budzik referred to the Connecticut General Statutes. It was agreed to enter into Executive Session. Josh Mrozinsk expressed his concern that information which was discussed during a Public Meeting should not be discussed in Executive Session. Committee Member’s assured him that this was not the case.

Motion by Craig Parker to go into Executive session at 7:34 p.m. inviting Bob Carroll, Dave King and Ruth Ziobron to attend, for purposes of discussing Construction Management Services Solicitation. Seconded by Mrs. Ziobron and passed unanimously.

Motion made by Mrs. Ziobron to come out of executive session at 8:19 p.m. Seconded by Mrs. Budzik and passed unanimously.

No action was taken or decisions made.

Mr. Barnes questioned Mr. King if he had worked with Pike or Newfield in the past. He replied that KBA has worked with Pike as CM and Newfield as General Contractor. The responsibility of a Construction Manager in the State of Connecticut was discussed. Mr. Gibson questioned if a Construction Service Company is chosen and comes over budget, is the Committee responsible to keep the contract. Craig Parker stated that this is why the Construction Manager and the Architect work together and that the Committee would be under contract with the Company and responsible to keep the contract. Committee Members reviewed the special meeting answers to the questions for Cm as Constructor interviews. Market conditions were discussed. Craig Parker stated that the Construction Company would solicit for bids for each sub-contractor and then the Committee Members would approve the individual companies. He stated that these numbers would be the same as any CM would get if going out to bid. Budgeting was discussed.

Craig Parker stated that the purpose of getting a Construction Manager now is so that they can work in close conjunction with KBA to get the project within the referendum dollar amount and to keep the schematic design phase in line with the budget. He stated that the design has to satisfy the Educational Specifications and the objective is to stay within the referendum number. He reiterated the importance of deciding on the Construction Manager now in an effort to try to stay on budget.

Ms. Mordecai stated of her concern of the project not coming in on budget due to escalating prices of materials. Craig Parker stated that the budget has an escalator of 2% a year over 2 years equaling 4 %. He stated that the final negotiation of the AIA contract could take a while. Mrs. Budzik questioned Mr. King if there would be some benefit for a Company to know the Connecticut SFU process for forms and change orders. He responded affirmatively.

Motion by Mr. Gibson to retain Newfield as Construction Manager in accordance with the specifications to be worked out by the Committee. Seconded by Mrs. Ziobron and passed unanimously.

Craig Parker stated that the referendum indicated a completion date of January 2008. The cost difference of opening earlier was discussed. It was stated that the next step would be to finalize the contracts, insert the KBA language and have Attorney Bennett review the contract and negotiations. Mrs. Mordecai stated that the bottom line difference between Newfield and Pike is $577,000. Mr. Barnes stated that the Committee could discuss with Newfield the option to finish the project earlier. Committee Members agreed that the bottom line dollar difference was a significant factor.

Adjournment

Motion by Ms. Mordecai at 8:56p.m. to adjourn. Seconded by Craig Parker and unanimously passed.

Filed at Selectman’s office

Attendance