Woodrow Wilson Building Committee

09/28/2020 Page 1 Committee Members Committee Staff Councilman Gene Nocera, Co-Chair Dr. Michael Conner; Superintendent Councilwoman Jeanette Blackwell Co-Chair Marco Gaylord; Director Operations Councilman Philip Pessina Vice-Chair Elise McDermott; Finance and Budget Kristy Byrd Peter Staye; Director Facilities Sheila Daniels Erin Thazhampallath; Secretary John Giuliano Richard Pelletier John Phillips Theodore Raczka Stephen Zarger Anita Dempsey-White Meeting Minutes ***Online WEBEX*** Woodrow Wilson Building Committee Monday, September 28, 2020 6:00 P.M Members Present: Councilman Gene Nocera Councilwoman Jeanette Blackwell Councilman Philip J. Pessina Richard Pelletier Stephen Zarger John Giuliano Sheila Daniels Kristy Byrd Theodore Raczka Members Absent: John Phillips Anita Dempsey-White Staff Present: Marco Gaylord; Director Operations Peter Staye; Director Facilities Elise McDermott; Finance Erin Thazhampallath; Secretary Others Present: Hristo Miljovski, Project Engineer, O&G Industries Joe Vetro; Project Manager, O&G Industries Mark Jeffko, Project Exec, O&G Randall Luther; TSKP Mary-Lynn Radych; TSKP Michael C. Scott; Senior Architect, TSKP Dr. Louis Robinson; Dean of Students, WWMS  09/28/2020 Page 2 1. Councilman Gene Nocera, Co-Chair calls the meeting to order at 6:00pm. 2. Councilman Gene Nocera calls for a Motion to Approve the Meeting Minutes of August 31, 2020. Motion by Councilwoman Jeanette Blackwell and seconded by Councilman Philip Pessina to approve the minutes of the meeting of August 31, 2020. Motion Passed Unanimously. 3. Construction Updates 3.1 Workflow Status: In Progress A. O&G Status Update: Joe Vetro; Project Manager, presents to the Committee the Monthly Progress Report. The Summary Data shows that the Middle School is approximately 40% complete with Sitework and Landscaping also at 40% complete. The total funds available have gone down to $2,072,885.00 that also includes our allowance funds included in that so it has a contingency of 1.9million. For items for Approval we have PCO #61 for the Electric Water Cooler Change for a total of $2,561.00 and PCO #63 we had to add additional curtain walls to meet requirements for a total of $8,241.00. Both of those are against the Owners Contingency for a total of $10,802.00. The next grouping is the items against the CM contingency. PCO #50 is for additional Writing Surfaces at the Pod Areas. This was always part of the design but we changed the product for a total of $7,434.00. The next item is PCO #62 which is adding kickers at the parapet walls and when we did the wind load calculations we found that we needed to add these braces against those short walls to hold against the wind for a total of $8,846.00. PCO #64 is for plumbing coordination changes for a total of $33,333.00. We used the plumbing piping and moved that around as opposed to the large ductwork. The next item is for PCO #65 for the Back Charge between Mather Corp and Universal Foundation. Universal went ahead and charged for some additional concrete work which was a result of Mather Corp work for a total of $15,456.00. We are doing very well schedule wise and we are having the walk through tomorrow to show you where we are. The painter has started in Area C. Sheetrock is being taped on the third floor of Area C. We are working right through the building in that manner. The biggest hurdle is getting closed in for the winter and getting all the glass and windows in place as well as getting the gas and electric. We have temporary electricity but we need the permanent power before winter sets in.  09/28/2020 Page 3 Councilman Gene Nocera states that he appreciates all the officiancy and it is great to be on schedule and on budget. Councilman Gene Nocera asks for a motion to approve PCO#61 with a Budget Transfer and Change Order (Electric Water Cooler Change) for a total of $2,561.00 and PCO #63 with a Budget Transfer and Change Order (Framing and Curtain Wall Head) for a total of $8,241.00 for a combined total of $10,802.00. Motion by Councilman Philip Pessina and seconded by Councilman Gene Nocera. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger. Motion passed unanimously. B. TSKP Status Update: Michael C. Scott; Senior Architect, TSKP. Things are going well onsite and I feel like the walk through tomorrow will represent that. We will be happy to answer more questions during the tour but I think that tour will be the best update that I can give you. 4. Action Items: NONE 5. Financial Report: 5.1: Financial Update: Elise McDermott; Financial report and update. Elise McDermott states that everything seems to be running smoothly. McDermott states that she has been able to take on this role outside of the City since her retirement. Change order and budgets transfers are going through and we are caught up. Joe Vetro and McDermott have been working on this budget together. The two of them will have slightly different numbers. McDermott’s numbers are concrete and Vetro’s numbers have not yet hit the City System in many ways yet. If you look at the encumbrances and expenditures they do reflect what is in the City Side system but we are mirroring our expenditures and guaranteed maximum price. The two of us realized that we have to watch what we are doing here but we are very comfortable with what we have left for contingency. McDermott sees no cause for concern but we should continue to keep our eyes open. Councilwoman Jeanette Blackwell adds that last Thursday there was an internal meeting between the council, Joe Vetro and Elise McDermott to all become updated on the financials. 5.2: Budget Transfer/Change Orders/Line Item Transfers A. Motion by Councilwoman Jeanette Blackwell and seconded by Councilman Philip Pessina to approve a Budget Line Transfer from IMTL Budget Line to GeoInsight Budget  09/28/2020 Page 4 Line for GeoInsight Additional Services in the amount of $4,986.00 + TSKP 10% MarkUp for a Total of $5,486.60. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously. Elise McDermott states that she has reached out to Attorney Mark Balaban in regard to the Eversource Easement and Title Search work and has sent him our Vendor form that he needs to fill out. We have not gotten that back from him yet. Until we get the form back from him McDermott cannot proceed with a Purchase Order to encumber those funds. It is in the works but it is not done yet. Councilwoman Jeanette Blackwell states that follow up will occur outside of this meeting. 5.3: Invoice Approval A. Motion by Councilman Philip Pessina and seconded by Councilman Gene Nocera to approve O&G Invoice #14 in the amount of $4,936,156.48. This is the monthly invoice for all trades and their scope of work up to date. Elise McDermott states and her and Peter Staye have reviewed and approved the invoice. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously. B. Motion by Councilman Philip Pessina and seconded by Councilwoman Jeanette Blackwell to approve the Eversource Trailer Utility Bill 08/27/2020 in the amount of $358.85. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously. C. Motion by Councilman Philip Pessina and seconded by Councilwoman Jeanette Blackwell to approve the Committee Secretary Timecard for August/September for a total of $250. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously. D. Motion by Councilman Philip Pessina and seconded by Councilwoman Jeanette Blackwell to approve the Finance/Budget Time Card for the months of August/September for a total of 20 Hours. Sheila Daniels asks for clarification if this is for Elise McDermott and states that she wants to make sure that Elise is being compensated for the great work she has been doing and it is to our benefit that Elise has been able to stay on and continue the work she has been doing. All those in favor: Councilman Gene Nocera,  09/28/2020 Page 5 Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously. E. Motion by Councilman Philip Pessina and seconded by Councilwoman Jeanette Blackwell to approve TSKP Invoice #28 in the amount of $70,283.34. This is the portion of the construction budget for the engineering team and covers all the engineers working on this project. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously. 6. Discussion: 6.1: Innovation Lab: Councilwoman Jeanette Blackwell gives an update. There was some delay from the BOE partners Millenium Enterprise but O&G has now received the design from Millenium. The goal is for O&G and TSKP, to meet with Mr. Marco Gaylord tomorrow to present the numbers to him and have a conversation about moving forward. Hopefully we will have a further update next month. 6.2: Councilman Gene Nocera reminds the committee of the Building Construction Tour. Nocera states that he hopes the committee will be pleased with the progress. 6.3: Councilman Gene Nocera speaks in regard to the Existing Woodrow Wilson Cafeteria Structure that is hopefully soon to be the recreation center. The architect has developed a plan and we know the cost involved for phase 1, 2 and 3. None of that is at the expense of the building project. The only portion that the city will have assistance for is when they redo the wall from when they detach the structure from where it is now. We are waiting on the November election where there will be a municipal bond voted on that allocates 1.5 Million to do the improvements and for the pool, gymnasium and axillary gymnasium. This is an absolutely necessary structure for our community and our seniors. Councilman Philip Pessina welcomes Dr. Louis Robinson, the new Dean of Students for the Woodrow Wilson Middle School. Dr. Robinson addresses the Committee and expresses his excitement for the building project and things to come. The Committee introduces themselves to Dr. Robinson and welcomes him. 7. Motion by Councilman Gene Nocera and seconded by Sheila Danieals to Adjourn the meeting at 6:35pm. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, Kristy Byrd, John Giuliano, Theodore Raczka, Sheila Daniels, Stephen Zarger, Richard Pelletier. Motion passed unanimously.  09/28/2020 Page 6 Respectfully Submitted, Erin Thazhampallath Recording Secretary