Woodrow Wilson Building Committee

10/26/2020 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, October 26, 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 John Phillips Members Absent: Kristy Byrd Anita Dempsey-White Theodore Raczka 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 Mary-Lynn Radych; TSKP Michael C. Scott; Senior Architect, TSKP Patrick McKenna; Member of the Public  10/26/2020 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 September 28, 2020.​ ​Motion by Councilman Philip Pessina and seconded by Councilwoman Jeanette Blackwell to approve the minutes of the meeting of September 28, 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. We are still on track for schedule. We are almost 50% complete with the school itself. You will see that our contingency funds have stayed about the same and reduced ever so slightly. Vetro presents the Items for Approval: PCO 68: PR-5, Innovation Lab for a total of $440,995.00 (not to exceed) . We were able to lower this down from $600,000 with the help of TSKP. Some adjustments were made to the overall design to lower that cost. Councilman Gene Nocera reminds the committee that the contingency amount toward the Lab was not to exceed $350,000 so the amount over that cost will be supported by the BOE and will be reimbursed toward the project. Councilwoman Jeanette Blackwell adds that it is important to note that we have a commitment from the BOE to reimburse the amount over the originally voted on cost. Nocera commends Councilwoman Blackwell on the work done with O&G, BOE and TSKP to crunch these numbers and make progress to bring the cost down. John Phillips asks where the BOE is coming up with these funds. Are they taking out of operating money or do they have a capital account they are going to apply to? Councilwoman Blackwell states that there is a possibility of using a grant but it would be best for Marco Gaylord to answer that question. Elise McDermott states that if this amount is going toward a vote, it is important that we specify that the City is only going to pay the $232,063.00 that is left in our budget from the $350,000. Just so that is reflected in the minutes. There will need to be two separate purchase orders for this. Joe Vetro states that the O&G contract is through the City and not the BOE. The change order has to go through the Building Committee and the Building Committee will be reimbursed from the BOE. McDermott states that she is not sure, since we have voted on only using $350,000 from the project, how that will work. Councilman Gene Nocera states that he will speak to the Director of Finance at the City to get an answer for how this could work. As it stands the BC will pay the cost and will then get a reimbursement. McDermott states that the additional $209,000 will have to come from the  10/26/2020 Page 3 Owners Contingency and it is important that we get this cleared up. Councilman Philip Pessina proposes we have a date of when that reimbursement will be issued. McDermott states that this is a good idea and is important because we don’t have the money voted on and set aside to pay those costs. Councilwoman Jeanette Blackwell states that we need to vote to increase the cost now and then we will get reimbursed on the other end. Councilwoman Jeanette Blackwell moves that the committee increase the amount for the Innovation lab by $209,000.00 from the Owners Contingency which will be subsequently reimbursed to the project by the BOE. Total with the extended amount is $559,000 with the BOE reimbursing the project at a total of $209,000. The motion is seconded by Councilman Philip Pessina. John Phillips expresses that he supports the Innovation lab and the direction it takes the community. However, he will not be supporting this motion because he does not see a clear line of sight of where the money is coming from. Phillips does not feel comfortable approving the budget without that clear line of sight. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Stephen Zarger, Richard Pelletier. All those not in favor: John Phillips. Sheila Daniels Abstains ​(Had difficulty connecting into the meeting and missed part of the conversation)​ Motion passed with 6 in favor. Joe Vetro continues to present the Items for Approval: PCO 69: Temporary Sanitary Services Allowance at a cost of $36,113.00 The current allowance of $30,000 has been spent to date. These items are necessary for sanitation and O&G is asking to increase that allowance so they can continue to pay for those items. This will buy us several more months. Over time, as we get closer to the completion of the project, some of those services will be dropped. In about 6 months O&G will need another increase which will hopefully be the finalized amount. The Next two Items are against the CM Contingency: PCO 66: RFI-352, Mechanical Penetration Support Frames for a cost of $21,486.00 this is where we have penetrations in the roof decks and we need to add steel to support that. PCO 67 Phase 1 - Admin Area Ticket Work for a cost of $3,747.00 this is from Phase 1 and was finalized and closed out. Motion by John Phillips and seconded by Councilman Philip Pessina to approve Change Order and Budget Transfer for PCO 68 and PCO 69 for a total cost of $477,108.00 against the Owners Contingency. All those in favor: Councilman Gene Nocera, Councilwoman  10/26/2020 Page 4 Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously. Motion by John Phillips and seconded by Councilman Philip Pessina to approve Change Order and Budget Transfer for PCO 66 and PCO 67 against the CM Contingency with a 0 net effect. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously. Joe Vetro states that the project is on schedule and moving very well. O&G is going to stop area C so the Innovation Lab will catch up and then area B and C will finish up at the same time with Area A to follow. B​. TSKP Status Update: ​Michael C. Scott; Senior Architect, TSKP. With the Innovation change things are full speed ahead and we are getting very close to enclosing the building through the winter weather and that will allow the interior trades to proceed. The outside of the building will look fully dressed very soon. Councilman Gene Nocera addresses Marco Gaylord with John Phillips' question as to where the funds will be coming from for the Innovation Lab from the BOE. Gaylord states that once the BOE has the bottom line amount he believes it will come from a combination of funds. This will be an FY21/22 because it was not budgeted for this year. 4. Action Items: 4.1 Councilwoman Jeanette Blackwell makes a motion to approve the location of the electrical lines proposed by Eversource as indicated on plan and easement to Eversource to access this installation. Motion seconded by Councilman Philip Pessina. Councilwoman Jeanette Blackwell states that Peter Staye and the Office of General Counsel have worked diligently with Attorney Balaban to ensure that we had a title easement and certificate. Procedurally this item needed to be voted on tonight and moved to Planning and Zoning for an 8-24 review and then it will go to the Counsel in November for final approval. After that it will go to the Office of the General Counsel to connect with Attorney Balaban and follow up with Eversource to bring this matter to resolution. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously.  10/26/2020 Page 5 5. Financial Report​: 5.1: Financial Update: Elise McDermott; Financial report and update. Elise McDermott states nothing has really changed from last month. The only change is the Ekris PO voted on a few meetings ago. This has been cleared up and it will now be taken off the Eversource Power Service Agreement line 23. 5.2: Invoice Approval: Items read by Councilman Philip Pessina A. Motion by Councilman Gene Nocera and seconded by Councilwoman Jeanette Blackwell to approve O&G Invoice #15 in the amount of $5,070,672.17. This is the monthly invoice for all trades and their scope of work up to date. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously. B. Motion by John Phillips and seconded by Councilwoman Jeanette Blackwell to approve the Eversource Trailer Utility Bill 09/28/2020 in the amount of $639.30. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion passed unanimously. Motion Passed Unanimously. C. Motion by John Phillips and seconded by Councilwoman Jeanette Blackwell to approve the Eversource new Meter on Hunting Hill Ave 9/28/2020 Bill in the amount of $3,195.18. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously. D. Motion by John Phillips and seconded by Councilwoman Jeanette Blackwell to approve the Committee Secretary Timecard for September/October for a total of $212.50. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously. E. Motion by John Phillips and seconded by Councilwoman Jeanette Blackwell to approve the Finance/Budget Time Card for the months of September/October for a total of 8 Hours. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously.  10/26/2020 Page 6 F. Motion by John Phillips and seconded by Councilwoman Jeanette Blackwell to approve TSKP Invoice #29 in the amount of $70,456.67. All those in favor: Councilman Gene Nocera, Councilwoman Jeanette Blackwell, Councilman Philip Pessina, John Giuliano, Sheila Daniels, Stephen Zarger, Richard Pelletier, John Phillips. Motion Passed Unanimously. 6. Discussion: 6.1: Innovation Lab: Councilwoman Jeanette Blackwell states that we touched on the Reimbursement by the BOE and where we are in the development of the Innovation Lab. At this point a lot of the groundwork has been done and the numbers have been brought down for this project. Joe Vetro states that O&G met with Marco Gaylor and TSKP to reduce the scope of work and adjust the cost as well as working with contractors to reduce costs. These costs may also be able to be reduced further. 6.2: Community Recreation Facility: Councilman Gene Nocera states that this is tied into the bond question at next week's election. If the bond fails we will be looking to a different funding source. We will have preliminary information for the committee at the next meeting. 7. Motion by Councilman Gene Nocera and seconded by Councilman Philip Pessina to Adjourn the meeting at 6:50pm. Motion passed unanimously. Respectfully Submitted, Erin Thazhampallath Recording Secretary