Joint Special School Building Committee

JOINT SPECIAL SCHOOL BUILDING COMMITTEE THURSDAY, MARCH 24, 2011 NHS NORTH BOARD ROOM A meeting of the Joint Special School Building Committee was held at NHS North on Thursday, March 24, 2011. Alderman Tabacsko called the meeting to order at 7:00 p.m. Alderman Vitale let the Pledge of Allegiance. Present: Alderman Chasse, Alderman Cox, Alderman Flynn, Alderman LaRose, Alderman McCarthy, Alderman Melizzi-Golja, Alderman Tabacsko, Alderman Vitale, Alderman Wilshire, Mr. Dowd, Mr. Hallowell, Mr. Mosher, Mr. Ryder Also Present: Mr. Smith, Mr. Donovan Previous Meeting Minutes Approval Alderman McCarthy moved that the previous minutes of the JSSBC meeting held February 24, 2011 be accepted and placed on file and the readings be waived. So Voted. Remarks by Chairman Alderman Tabacsko Thank you everyone for coming this evening. Committee Reports Alderman McCarthy moved that the minutes of the Construction Projects Committee meeting held on Thursday, February 24, 2011 be accepted, placed on file and the readings waived. So Voted. Alderman McCarthy moved to suspend the rules to allow for an oral report of a meeting of the Construction Projects Committee held earlier this evening. So voted. Alderman McCarthy The Construction Projects Committee met earlier this evening and approved a number of bid awards. The contract for interior selective demotion to Advanced Building Systems for $66,400; the contract for the concrete flatwork to CW Hill Concrete Floors in the amount of $3,940; the masonry work contract to NE Masonry in the amount of $14,500; the millwork contract to Chamberlain Companies in the amount of $33,133; the roofing contract to Skyline Roofing, Inc. in the amount of $116,580; the contract for the door, frames and hardware to Lang Door & Hardware in the amount of $13,000; the contract for acoustical work to Granite State Acoustics in the amount of $ $27,865; the flooring contract to A&E Flooring in the amount of $14,552; and the sprinkler contract to Hampshire Fire Protection in the amount of $9,200. Those amounts represent about $47,000 under budget for the items that they cover. ALDERMAN McCARTHY MOVED THAT THE JSSBC CONCUR WITH THE BID AWARD RECOMMENDATIONS OF THE CONSTRUCTION PROJECTS COMMITTEE. SO VOTED. JSSBC COMMITTEE MEETING March 24, 2011 ALDERMAN McCARTHY MOVED TO APPROVE INVOICES #5160 AND #5161 FROM TURNER BUILDING SCIENCE & DESIGN IN THE AMOUNT OF $13,680.60. SO VOTED. Comments by Members of the Public None. Comments by Committee Members Mr. Hallowell I had an email with Alderman McCarthy, so I’m trying to understand this. We allocated some authority to the sub committee, and yet we still always have to have these meetings, which I thought was the purpose to delegate that responsibility. Alderman Tabacsko My thought process in delegating that authority to the Committee, is that because this is a large committee and it’s often difficult to get a quorum, there are times there are things that need to be approved on moved on quickly. But ultimately my understanding is that these contracts and invoices have to be approved by the larger Body… the JSSBC. We could look at meeting every other month. I’m not sure how all that fits. Alderman McCarthy The problem is that normally we contract to do payment within 45 days of invoice, which is actually a stretch for contracts. But that’s tough to do with a 2-month cycle. The intent of the delegated authority was to allow the Construction Projects Committee to take action when JSSBC couldn’t, not as a substitute for JSSBC. We can probably do that delegation if JSSBC wanted to do it a little differently. But for the normal case, convening JSSBC and approving it is probably a better way to go. Mr. Hallowell So the only other thing I’d ask then, if there are going to be things we need to take action on, we need to make a better effort to make sure that everybody at least gets the email and acknowledges it back. It seems like that wouldn’t be too onerous. I kind of think we could have gotten them in the packet for this week. It’s just a guess on my part that it couldn’t have happened. I didn’t vote on whether to approve them or not, because I didn’t seem them. So I think whatever we’re going to act on… and this isn’t the first time this has happened, we have to make sure everyone got the information. I just think it’s something we need to be aware of if we want to speed up the process. Alderman Tabacsko I would ask Administration to make note of that discussion to the extent that we can address it and get this stuff in the packets. Mr. Donovan That’s typically our priority. These did come Friday afternoon. Alderman Tabacsko If we need to send a 2nd packet out subsequent to that, we may need to do that. 2 JSSBC COMMITTEE MEETING March 24, 2011 Mr. Dowd When we get stuff from City Hall with the Aldermanic meeting schedule it’s always with a return receipt requested. It’s not that hard to do, if Judy would do that when she sends out packages, and then she can track them and follow up. Mr. Donovan We’ll have her do that going forward. Mr. Hallowell I don’t think that works with Gmail. Mr. Ryder I think it would have been nice to have a copy of the bids from the Construction Committee. Having to share them as we did was a bit inconvenient. So I’d like to ask Administration to do that too. Alderman Tabacsko When we’ve got that many pieces, we ought to make sure everybody has copies. Alderman Wilshire moved to adjourn. So voted at 7:15 p.m. Submitted by Jacki Waters 3