April 21, 2016 SBC Meeting

April 21, 2016 SBC Meeting

Postby Mary Wright » Tue May 31, 2016 3:57 pm

APRIL 21, 2016

A meeting of the Douglas School Building Committee (SBC) was held on Thursday, April 21, 2016 at the Municipal Center. Mr. Cohen called the meeting to order at 7:07 PM.

VOTING: Mitch Cohen (Chairman), Leslie Breault, Paula Brouillette, Shirley Mosczynski
NON-VOTING: Paul DuRoss (CTA), Jeff Kollett (School Facilities Manager), and William Cundiff (Town Engineer)
PROJECT STAFF: Tony Pruner, Al Calcagno, Craig DiCarlo
ABSENT: Scott Yacino (Excused), Cortney Keegan (School Business Manager), Norm Yvon (School Superintendent), Michael Guzinski (Town Administrator)

Mr. Cohen thanked Melissa Gouin for her service on the SBC as she resigned from the Committee in December, 2015.
Mr. Cohen introduced Tony Pruner as the new Project Director from Heery.

Approval of Open Invoices-Review of Invoices on Vouchers
Mr. Cohen stated that Jeanne Lovett, Finance Director needed an amount a few weeks ago for the final short-term borrowing to pay the last bills. It was discovered this afternoon that she did not receive that amount from Heery. He was hoping the SBC would be able to approve several change orders (COs) and vouchers tonight, but they will be unable to do that because the funds technically do not exist. That will have to be done at another meeting in a few weeks.
Ms. Lovett has started the process of going out for the ban for the last bit of money. She is waiting for some fund details from Mr. Pruner. The final long-term borrowing has been done. More money will be coming from MSBA after they have done their audit.

Approval of School Building Committee Minutes
Approval of the April 16, 2015, June 18, 2015 and July 21, 2015 School Building Committee Meeting minutes was deferred to the next meeting.
Mr. Pruner stated that he will have three additional sets of meeting minutes for approval at the next meeting. Mr. Cohen asked to have hard copies of anything that will be voted on at a meeting.

Audience and Communications
Griffin Electric-Open Invoices
Griffin Electric was not present.

Expense/Budget Update
MSBA Rolled Up Budgets with Approved Payments through 3/31/2016
Mr. Pruner reviewed the spreadsheet. They are paid out and reimbursed by MSBA up to approximately 95%. There needs to be a final review of eligible and ineligible costs.
Town Form-to be issued next meeting after all contract settlements are complete
Mr. Cohen stated that they do not know where they stand with regard to the $23.5 million. Mr. Pruner stated they are in the final stages of negotiation with everyone. Heery’s contract has not been finalized; DDP’s is close to being finalized, and CTA’s has been finalized through Change Orders No’s 26A thru 38. There will be about $400,000 in final CO’s due to CTA. A discussion was held.
Ms. Brouillette would like to know what is left to pay out. Mr. Pruner stated that he was pulling the final numbers together. He will double check those numbers with his accountant and send them out via email to Ms. Lovett and Mr. Cohen by next Monday. Ms. Brouillette would like the SBC notified of the status of that information by next Tuesday.
Mr. Pruner will review the Town Sheet and work until completion.

Construction and Warranty Issues
Site Work: Irrigation Punch List
Mr. DuRoss stated that this is being worked on. All the items up at the football field were done. A few minor items still need to be done at the softball and practice fields. A commitment has been made to have those items done by early next week.
Mr. DiCarlo stated that once the punchlist work is completed, the system will be charged, programmed and tested by the contractor. Mr. Kollett stated that when a valve is opened on the field, the water pressure drops.
Elementary School: Boiler Update
Mr. Cohen stated that on two separate occasions, they believed that the boiler issue was resolved. A boiler was flaming out when it transitioned from low to high. To help resolve the boiler issues, the manufacturers’ technicians and the School Department’s maintenance contractor have been working together, in addition the Town hired an independent engineering consultant and Heery provided the services of one of their commissioning engineers. However, today it flamed out again. They may not know until next fall whether or not the issue has been solved. Mr. DuRoss reported that his subcontractor’s position is that the current problems are a maintenance issue, not a problem with the equipment or installation. The Owner needs to provide some compelling evidence to say if it is an issue with construction so he can go back to the subcontractor and require addition remedial work from that subcontractor.
An agreement was reached with CTA that the Memorandum of Agreement (MOA) would not contain any references to continuing the boiler as a warranty item. Instead, the MOA asks for an increase in credit by $5,000 to cover some consulting costs.
Elementary School: Energy Recovery Units (ERU) Update
Mr. Cohen stated that Mr. DuRoss has someone scheduled the week of May 2, 2016 to look at the units. This item is addressed in the MOA that CTA is supporting.
Final Completion: Punch List-Review Status-ES & MS
Mr. DiCarlo stated that DDP has not viewed in the field any items that have been reported as complete since last fall. Some items are still open and need review. Some items need confirmation of completion from CTA.
Mr. Calcagno stated that the water leak at the Elementary School main entrance is a critical item that still needs to be resolved. Mr. DuRoss will test it with water.
Ms. Brouillette asked for the following future agenda items: how do all these warranty items affect the close out, is there any incremental cost to the Town for these items, and how do these items get closed out. Mr. Cohen described the procedure. Open warranty items do not prevent them from closing out the project.

Project Closeout
Review/Approve MOA (Memorandum of Agreement)
Mr. Cohen stated that this MOA summarizes the exchange of information and agreement that he, Michael Guzinski and Mr. Cundiff have had with CTA over the past several months. The MOA contains the following information: a credit of $55,000 differentiated by school, the ERU’s and irrigation system are included as ongoing issues, the values of all the COs that will be approved, and a schedule of approval of Application for Payment. Approval of this MOA will close out the project.
Mr. Cundiff approves the MOA. Town Counsel has not yet reviewed this version.
Ms. Breault made a motion to approve the Memorandum of Agreement as presented. Ms. Mosczynski seconded the motion. Vote: Unanimous.
Review/Approve Final Change Orders
This item was postponed to early May.
DCAMM Review Discussion
Mr. Cohen stated that the Town is required to review CTA and all of the filed subcontractors at the end of the project. Heery has made a pass on that. DiNisco has provided some input. Mr. Cohen will work on the review with Mr. Cundiff and Mr. Guzinski next week. The SBC was in agreement.
Ms. Brouillette feels that feedback regarding another way to do the financials needs to be given to MSBA. She has been very unhappy with the whole financial piece.
Mr. Pruner stated that the OPM is obligated to do a DCAMM review for the designer as well.
Other Items
Mr. DuRoss stated that they have a release from Travelers that needs to be signed by the Town.
DiNisco Design:
Review/Approve Final Contract Modifications
Mr. Pruner stated that there are two pending amendments that tidy up some printing expenses from earlier in the project. They will be included in the financial exposure. Mr. Cohen stated that they were paid long ago, but the paperwork is now getting caught up. These amendments will be executed at the next meeting.
Mr. DiCarlo stated that there are two extra service items that they are requesting to keep open to cover DDP’s assistance in the ERUs and irrigation review. They have invoiced 100% on the close. $2,500 has been withheld. Mr. Pruner has prepared letters that recommend payment.
The remaining committed funds to pay out are: $5,000 for the ES and $40,000 for the MS. The Town has signed an amendment up to those amounts. Mr. Pruner has seen the final invoices, and they will be under those amounts.
Authorize Tony Pruner as New Project Director
Mr. Pruner has been active in this role for a few weeks.
Ms. Mosczynski made a motion to authorize Anthony Pruner as Project Director. Ms. Breault seconded the motion. Vote: Unanimous.
Review Contract Status
Mr. Cohen stated that they are not in agreement with Heery as to how to close out their contract. There have been discussions with Bob Holt. With the staffing change, things are moving in the right direction.
Approve Contract Changes, if Available
There were no contract changes to approve.
Review Open Items
Mr. Pruner, working with Paul Day, presented the critical items to focus on. They are aiming for the September 28, 2016 board meeting. Everything needs to be wrapped up and given to the board by July 10, 2016. Everything needs to be paid by July 10, 2016. Mr. Pruner will be reviewing the eligible and ineligible costs with Ms. Lovett. They will be looking to get all of the invoices in to MSBA by the end of June.
Mr. Cohen would like to know, other than the approval of the COs and payments, what is the Town responsible for? Mr. Pruner will get the forms to Mr. Cohen in advance. Mr. Cohen asked Mr. Pruner to remind him of all deadlines.

Other Items:
The next SBC meeting will be May 9, 2016.

Ms. Mosczynski made a motion to adjourn the School Building Committee meeting at 8:16 PM. Ms. Breault seconded the motion. Vote: Unanimous.

Respectfully submitted,

Mary Wright
Recording Secretary
Mary Wright
Posts: 609
Joined: Thu Jan 12, 2012 8:56 pm

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