Hinsdale Renovation Project
Ad Hoc Facilities Community has been developed to facilitate a building development plan that will ultimately advise the renovation of school buildings within Winchester.
REQUEST FOR PROPOSALS
Link to: Hinsdale School Invitation to Bid - Phase 2 Furniture, Fixtures & Equipment Package
Link to: Hinsdale School RFP- Phase 2 Furniture, Fixtures & Equipment Package
Committee members
Tony Sandonato, Chair
David Carter, Vice Chair
Melissa Bird
Melony Brady-Shanley
Dale Denning
Joshua Kelly
Michelle Hintz
Norman Kelly
Nancy O'Dea-Wyrick
Candy Perez
Doug Pfenninger
Tony Sandonato
Bruce Stratford
Steve Vaill
We work consistently to provide the most accessible documents possible, but some forms and graphs may present accessibility issues due to their complex format.
Please contact Darlene Bentley or Joe Cifaldi at 860-379-0706 x1 for assistance with any issues accessing posted documents.
Important Information
Community Meeting Notice
Facilities Information Letter
CREC Second Facility Assessment Report
Community Meeting Details
Hinsdale Architect Comparisons
Hinsdale Bid Opening Submissions 3/16/2021
DAS Approval of Plans Letter 1/21/2021
DAS - Grant Commitment Notification 10/2/2020
Hinsdale School Finishes Presentation 6/1/2020
Hinsdale DD Progress set vol.2 5/29/2020
Hinsdale DD Progress set vol.1 5-29-2020
State Approved Priority List 12/11/2019
DAS Priority List Letter 9/30/2019
DEEP Pre-Application Meeting Request 9/23/2019
FAQ from Hinsdale Community Meetings
PowerPoint for Community Meetings 4/2019
Cost Estimate for Schematic 4 2/25/2019
Approved Schematic 4 2/25/2019
8 year enrollment projection 2/13/2019
5 year enrollment projection 2/13/2019
Sq Ft Allowance based on 293 2/13/2019
Sq Ft Allowance based on 269 2/13/2019
Site Plan with 4,400 Sq Ft Addition 2/13/2019
Cost for Option 3A Addition at 70% 2/13-2019
Square Footage Allowance Calculation for Tear Down Model 1/28/2019
Square Footage Allowance Calculation for Existing Building 1/28/2019
Cost of Renovating Using the Tear Down Model @ 70% rate. 1/28/2019
Cost of Renovating Existing Building with a 48.3% rate. 1/28/2019
Update Option 1 & 2 Floor Plan 12/17/2018
Option 3 12/17/2018
Option 2 12/17/2018
Option 1 12/17/2018
Cost Projections 12/17/2018
Option 2 Parking & Drop Off 11/20/2018
Option 1 Parking & Drop Off 11/20/2018
Civil Engineer Flood Limit Plan 11/20/2018
Hinsdale School Floor Plan - 2nd Floor 11/20/2018
Hinsdale School Floor Plan Initial Draft 11/20/2018
Hinsdale School Culvert & Flooding Report 11/20/2018
Electrical Observations & Recommendations 11/20/2018
Plumbing Observations & Recommendations 11/20/2018
Mechanical Observations & Recommendations 11/20/2018
Architectural Observations & Recommendations 11/20/2018
UPDATES
HINDALE SCHOOL RENOVATION COMMITTEE
Committee Update
On Behalf of the Hinsdale School Renovation Committee
Committee Members:
Steven Frazier - Chair, David Carter - Vice Chair, Melissa Bird, Melony Brady-Shanley, Dale Denning, Robert Geiger, Michelle Hintz, Norman Kelly, Nancy O'Dea-Wyrick, Candy Perez, Doug Pfenninger, Michael Ruzbason, Tony Sandonato, Bruce Stratford, Steve Vaill
Document Purpose:
The purpose of this document is to routinely update the Board of Selectman, Board of Education, and greater community on the progress of the Hinsdale School Renovation Committee.
Charge of Committee:
To provide a pre-referendum scope of work and cost structure for the potential renovation of Hinsdale Elementary School.
Resource for information and meeting agendas/minutes are located at: https://www.winchesterschools.org/departments/ hinsdale-renovation-project
Contact Information:
Steven Frazier – Committee Chairman at steven_frazier@sbcglobal.net
Melony Brady-Shanley - Superintendent at melony.brady-shanley@winchesterschools.org
Information:
Updated 10/18/2018
On October 11 and 15, 2018, five architecture firms were interviewed regarding pre-referendum services. On Tuesday, October 23, 2018, the committee will meet to potentially select one firm to support the pre-referendum services.
The selected firm will develop a cost structure, a scope of work based on high priority items, begin discussions with the Office of School Construction and Grant Services, and routinely conduct informational meetings with the community regarding the pre-referendum information/progress.
Monthly community information sessions/meetings will be held during the pre-referendum phase – dates, times, and locations to be determined following the selection of a firm.
We expect that a late winter referendum would be appropriate however; this is subject to change based on ensuring we have the project scope, costs, and concerns appropriately planned for and analyzed.
If a referendum is successful then the process for seeking funding/grants officially begins with the State (this is a long and detailed process).
Updated 10/24/2018
On October 23, 2018, the HRSC voted (8-0) to select Silver, Petrucelli, and Associates to support the pre-referendum services for Hinsdale Elementary School. The cost of the pre-referendum services are $38,500 not including if exclusions are needed. The committee will be meeting on Monday, October 29, 2018 at Town Hall in the Blue Room at 6:00 PM to conduct initial planning with the firm. All meetings are open to the public to attend.
Over the past two weeks, the architect firm has been visiting Hinsdale regularly to assess the building, the needs, and priority projects. They have also met with various educational members of the Winchester Public Schools to review the floor plans of the current building specifically the location of the main office, security, and programmatic alignment. We expect that in the coming weeks, the architects will be presenting a revised floor plan and information regarding the initial scope of work.
HSRC Update: November 20, 2018
Last night, the Hinsdale School Renovation Committee met to review initial plans and preliminary solutions. During the meeting, Silver, Petrucelli, and Associates presented a potential floor plan that addresses security and main office location concerns. The floor plan had only slight changes to ensure that costs are kept to a minimum (floor plan will be posted on the website). They also presented their initial observations and recommendation, the full report will be in the meeting minutes for 11/20/2018. They covered exterior building conditions (roof, brick masonry, windows, and exterior doors), interior building conditions (floors and ceilings, painting, casework, interior doors, accessibility upgrades, moisture concerns, Pre-K and K toilet rooms), mechanicals (proposed new heat and air conditioning system and removal of old system, plumbing systems - boiler, domestic water, water heaters, plumbing fixtures, DWV system, roof drainage, gas service, kitchen automatic grease recovery system), fire systems, electrical (PA system, toilet room aids, occupancy sensors, daylight harvesting controls, electrical panel, fire alarm system, exterior lighting, interior emergency lighting, and existing interior lighting).
The consulting engineer also presented his findings and review of the Hinsdale School Culvert and Flooding (report will be posted on the website). He reviewed the 1987 and 1988 studies on the culvert and met with our Director of Public Works and Winsted School Facilities Department. The 1988 report indicated that the culvert was expanded on Hinsdale Avenue to withstand a 100-year event. But the site is 1.7' below flood elevation requiring the building to be flood-proofed. The current building is not in a FEMA zone. Culvert is in good structural condition. Recommended actions should include: ownership/maintenance responsibilities, development of a flood contingency plan that addresses flood proofing in the event of a predicted flood emergency, provide stormwater detention for any new impervious areas on-site, eliminate unit ventilators in each classroom and fill-in the openings to eliminate potential water infiltration, and provide an easily deployable system to flood-proof the culvert door in the basement.
Please note that meeting minutes will be added to the website as soon as PDF documents are received by Silver, Petrucelli, and Associates. All documents reviewed at the meeting will be posted.
Hinsdale School Renovation Committee Update - On Tuesday, December 17, 2018, the Hinsdale School Renovation Committee met. They discussed three options for a redesign. Option 1 and 2 keep the site layout very similar (see floor plan layout 12 17 2018 on the website). The issue with option 1 and 2 is that water at the 100-year flood level will still be on the grounds surrounding the building. The building in options 1 and 2 will have floodgates installed so that no water even at the 100-year flood stage would enter the building. An alternative would be to also have a relief culvert installed to lessen water on the site at a cost of approximately $1.2 million. Option 3 removes the older section of the building over the culvert, eliminating site water issues and building water issues. This option is more expensive but guarantees the site and building to the 100-year flood stage. This option removes the 16,000 sq. ft. section and moves it to the opposite side of the building. The committee voted (5-0) to investigate option three further and include the state construction office in the conversation regarding the reimbursement rate for this scope of work. The next meeting has not been scheduled as of yet; it will follow the meeting scheduled with the grant office. Detailed meeting minutes and drawings will be posted at https://www.winchesterschools.org/
departments/hinsdale-renovation-project. Minutes are expected to be posted by the end of the business day on 12 18 2018.
Last week on 1/23/19, several members of the committee met with members of the Office of School Construction and Grant Services at the State Department of Connecticut. During this meeting, they questioned us regarding our entire district. Silver, Petrucelli informed them of the two options the committee has been discussing - renovate the existing building or tearing down the original two-story section and renovating the entire building. The state will only consider full reimbursement for the teardown model. The reimbursement rate for the teardown model is the full allowance for Winsted at 70.+%. If the team elects to keep the building as is the reimbursement rate will be 48.3%. The state offered to come out to community meetings and speak to the community regarding reimbursement and their support of the project.
On January 28, 2019, the HSRC met. The core purpose of the meeting was to discuss the reimbursement rate, two potential renovation ideas, and next steps. The team clarified for everyone that the state would support a 70% reimbursement rate if the 2-story section of the building is taken down. If the building remains as is, the rate would be 48.3%.
The teardown model would support a new 4,400 square foot addition of the east side of the building. No variances would be needed. The new square footage of the building would be 36,984 including the new addition (4,400 sq. ft.). Silver, Petrucelli, and Associates guarantee that this solution will solve the flooding issues with the site. Winsted would get a 70% reimbursement rate for this project. The cost to the town would be approximately $7,792,854. The total project cost would be $12,868,800.
If the building remains as is, the square footage is 45,000. Silver, Petrucelli would install mediation systems to lessen the likelihood of flooding but with no guarantee. The state would reimburse at the rate of 48.3% but not for the 2-story addition. The cost to the town would be $9,217,245. The total project cost would be $10,585,300.
The committee gave the go-ahead to meet with Silver, Petrucelli, to review the teardown model and align the floor plan to programmatic needs.
Detailed meeting minutes are located at https://www.winchesterschools.org/departments/ hinsdale-renovation-project. We are also in the process of uploading the supporting documents to the website. They should be up shortly.
The next meeting of the HSRC is scheduled for February 13, 2019, at 6 PM in the Blue Room.
On Wednesday, February 13, 2019, the HSRC met. The first part of the meeting they reviewed the previous meeting information. Dean Petrucelli then reviewed the revised floor plan based on the enrollment of 269. He then presented the updated enrollment chart for the next eight years that was requested by the state. This enrollment supports an additional 3,000 square feet to the building bringing the size to about 40,000 square foot. This would support additional programming in the building. The new site plan was reviewed with the team; it ensures there will be no flooding or water infiltration issues on the site. All new mechanical and air systems will address any previous issues. There was a motion made to seek a plan using the 40,000 square foot model. That motion passed. The next meeting is February 25, 2019, at 6 PM in the Blue Room.
Last night, the HSRC met and reviewed the updated Schematic 4 with the 7,700 sq. ft addition. The new layout was approved by the HSRC as the plan that will move forward for further development. This plan allows for the increase in student population and programmatic expansion. The complete cost will be approximately $16 million, and the town responsibility will be $9 million. At the next meeting, the design team will present the HSRC with a proposal and plan for community meetings/conversations.
Hinsdale Renovation Committee Meetings
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Tuesday, February 7, 2023
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), A. Rheault(), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project update
A. Current progress of punch list activity. Items completed.
B. Schedule look ahead this month into March. Project closeout.
2. Commissioning update by Horizon Engineering.
3. Pending items and/or change order proposals: None.
4. Phase 2 and 3 final update – FF+E and Playgrounds.
5. New business
6. Review of current invoices.
Adjourn
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, November 21, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), A. Rheault(), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project Update
2. Review pending items and/or change order proposals.
3. Discussion
a. Conditioning of the heating system at Hinsdale - uneven temperatures throughout the building
4. Review of current invoices.
a. W.B.Mason, #232185330, $76,735
b. Kinsley Group Inc., #SVC000170501, $452.50
c. Creative Recreation, #3432, $257,465
d. Silver Petrucelli, #22-1143, $6,785.50
e. Horizon, #R2021Z-023-18, $1,355
f. Onion Electric, #7474, $228
g. Insalco, #10061, $2,247.88
h. Insalco, 10005, $27,052.59
i. Insalco, #10106, $13,825.96
5. Close out Documentation
a. Operation Manuals
b. Warranty documentation
Adjourn
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, October 3, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), A. Rheault(), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project Update
2. Review pending items and/or change order proposals.
3. Discussion
4. Review of current invoices.
Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, August 15, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), A. Rheault(), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project update
a. Current progress of construction activity. Items completed
b. Schedule look ahead this month to early next – including punch list status and inspections leading to the Cert. of Occupancy.
2. Review of pending items and/or change order proposals.
3. Phase 2 and 3 progress update – FF+E and playgrounds.
4. Review of current invoices.
5. Change Orders
Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting AgendDate: Wednesday, June 29, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), A. Rheault (), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment:
V. Business:
Project Update
Review of pending items and/or change order proposals.
Concrete Sidewalk Quotes
Telephone Connections
3. Update for environmental monitoring, material testing and commissioning services.
4. Scheduling of Grand Opening and Community Tours.
5. Review of current invoices.
Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting
Date: Monday, May 23, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
Project update
A. Current progress of construction activity. Items completed.
B. Schedule look ahead this month to early next.
1. Review of pending items and/or change order proposals.
2. Update for environmental monitoring, material testing, and commissioning
services.
3. Phase 2 and 3 progress update – FF+E and Playgrounds.
4. Review of current invoices.
Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Tuesday, April 26, 2022
Time: 5:30 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment:
V. Business:
1. Review the Crystal Window Proposal
Adjourn
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Tuesday, April 5, 2022
Time: 6:00 PM
Location: Town Hall
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
Public Comment:
Business:
- Project update
- Current progress of construction activity. Items completed.
- Schedule look ahead this month to early next.
- Review pending items and/or change order proposals.
- Update for environmental monitoring, material testing, and commissioning services.
- Phase 2 and 3 progress update – FF+E and Playgrounds.
- Review of current invoices.
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Thursday, March 3, 2022
Time: 6:00 PM
Location: Town Hall – Hicks Room
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
Public Comment:
Business:
1. Progress Update
2. Next 30-Days Work
3. PCO’s
4. Invoices
Adjournment:
Meeting: Hinsdale School Renovation Committee Meeting
Date: Thursday, February 8, 2022
Time: 6:00 PM
Location: Virtual
Join Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
I. Call to Order: 6:00 PM
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment:
V. Business:
1. Review FF&E Bids
VI. Adjournment
Meeting: Hinsdale School Renovation Committee Meeting
Date: Thursday, January 20, 2022
Time: 6:00 PM
Location: Virtual
Join Zoom Meeting
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Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
I. Call to Order: 6:00 PM
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment:
V. Business:
1. Project update
a. Current progress of construction activity. Items completed.
b. Schedule look ahead.
2. Proposed Change Orders
a. PCO #27
b. PCO #30
c. PCO #32
d. PCO #33
e. PCO #35
3. Revision Request
a. Existing G802 #6 - Underground Storage Tank Monitoring
4. Invoices
a. SP&A
b. Montagno
VI. Adjournment:
Meeting: Hinsdale School Renovation Committee Meeting Agenda - Amended
Date: Thursday, December 9, 2021
Time: 6:00 PM
Location: In-Person, Town Hall - Hicks Room
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
Public Comment:
Business:
1. Project update
2. Review of pending items and/or change order proposals.
3. Review of current invoices.
4. Silver Petrucelli Invoice # 21-2309 - $11,391.00
Adjournment
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, November 15, 2021
Time: 6:00 PM
Location: In-Person, Blue Room in Town Hall
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order: 6:00 PM
Roll Call: See above
Agenda Review:
Public Comment:
Business:
1. Project update
a. Current progress of construction activity. Items completed.
b. Schedule look ahead.
2. Review of pending items and/or change order proposals.
3. Update for environmental monitoring, material testing, and commissioning services.
4. Phase 2 and 3 progress update – FF+E and Playgrounds.
5. Review of current invoices.
a. Test Con, Invoice #11226 for $3,024.40
b. Test Con, Invoice #11266 for $1,041.90
Adjournment
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Tuesday, October 19, 2021
Time: 6:00 PM
Location: In-Person, Hicks Room in Town Hall
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call:
Agenda Review:
Public Comment:
Business:
1. Project update
2. Current progress of construction activity. Items completed.
3. Schedule look ahead this month to early next.
4. Review of pending items and/or change order proposals.
5. Update for environmental monitoring, material testing and commissioning services.
6. Phase 2 and 3 update – FF+E and Playground phases. Approval of documents, sign off of form SCG-042, for the FF+E phase.
7. Review of current invoices
Adjournment
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Wednesday, October 6, 2021
Time: 2:00 PM
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Phone Number: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call:
Agenda Review:
Public Comment:
Business:
1. Discussion and Action Items
a. PCO# 009
b. PCO #020
c. Financial Update
Adjournment:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, September 20, 2021 @ 6:00 p.m. - RESCHEDULED TO September 27, 2021 @ 6:00 p.m.
Location: Blue Room - Town Hall - 338 Main Street Winsted, CT 06098
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
Public Comment: No Public Comment
Business:
1. Project update
2. Current progress of construction activity. Items completed.
3. Schedule look ahead this month to early next.
4. Review of pending items and/or change order proposals.
5. Update for environmental monitoring, materials testing and commissioning services.
6. Phase 2 and 3 – FF+E and Playground phases
7. Review of current invoices.
Adjournment:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, August 16, 2021 @ 6:00 p.m.
Location: Blue Room - Town Hall - 338 Main Street Winsted, CT 06098
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird (), M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea (), C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
Public Comment: No Public Comment
Business:
1. Project update
2. Current progress of construction activity. Items completed.
3. Schedule look ahead this month to early next.
4. Review of pending items and/or change order proposals.
5. Update for environmental monitoring, materials testing and commissioning services.
6. Review of current invoices.
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, August 9, 2021 @ 6:00 p.m.
Location: Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird, M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea, C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
Public Comment:
Business:
1. Discussion of above ceiling electrical relocation work/proposal
2. Discussion of existing sanitary line condition/replacement proposal
Adjournment
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, July 19, 2021 @ 6:00 p.m.
Location: Blue Room - Town Hall - 338 Main Street Winsted, CT 06098
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair ()
Invitees: M. Bird, M. Shanley-Brady (), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (), N. O’Dea, C. Perez (), D. Pfenninger (), B. Stratford (), and S. Vaill ()
Call to Order:
Roll Call: See above
Agenda Review:
1. Review of Hinsdale School Renovation Committee Meeting Agenda – July 19, 2021
Public Comment:
Business:
- Project update
- Current progress, construction activity
- Look ahead this month early next
- Review of open/pending items and change order proposals (1-4)
- Review of environmental monitoring services, raise not-to-exceed (NTE) limit
- Review of current invoices
Adjournment: 7:05 PM
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, June 21, 2021 @ 6:00 p.m.
Location: Virtual Via Zoom
Join Zoom Meeting
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Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, J. Kelly, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, B. Stratford, and S. Vaill
Call to Order:
Roll Call:
Agenda Review:
1. Review of Hinsdale School Renovation Committee Meeting Agenda – June 21, 2021
Public Comment:
Business:
1. Construction update
a. Schedule
b. Revisions and/or unforeseen conditions with potential schedule or budget impact.
2. Invoices:
a. Horizon Engineering - Invoice #R2021Z-023-3 - Amount: $280.00
b. Silver, Petrucelli & Associates - Invoice #21-991 - Amount: $9,632.31
c. Langan - Invoice #LCT 0058494 - Amount: $1,600.00
d. Joseph Merritt & Company - Invoice #10399468 - Amount: $352.76
e. Joseph Merritt & Company - Invoice #10398805 - Amount $241.55
f. Langan - Invoice #LCT 0600226 - Amount $17,438.25
g. Silver, Petrucelli & Associates - Amendment Number-007R -$661.10
h. Silver, Perrucelli & Associates - Invoice #21-1209 - Amount $45,085.07
i. Montagno Construction, Inc. – AIA Document G702 - Period to 5/31/2021- $775,077.69
Adjournment
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, May 10, 2021 at 5:30 p.m.
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonato, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady (P), D. Denning (P), R. Geiger (P), M. Hintz, N. Kelly (P), N. O’Dea (P), C. Perez (P), D. Pfenninger, B. Stratford (P), and S. Vaill (P)
I. Call to Order:
II. Roll Call:
III. Agenda Review:
1. Review of Hinsdale School Renovation Committee Meeting Agenda – May 10, 2021
IV. Public Comment:
V. Business Discussion and Possible Action:
1. GC award and contract. Current project progress, including submittals & RFI’s
2. Material Testing RFP results, discussion and award
3. Environmental construction monitoring proposal (Langan)
4. Review of G802 #9 and #10 for civil and environmental design items.
5. Ground breaking ceremony discussion
6. Commissioning agent (Horizon) invoice #2
7. SP+A April and May invoices
VI. Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting Agenda - Amended
Date: Thursday, March 25, 2021 at 6:30 p.m.
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, T. Sandonato, B. Stratford, and S. Vaill
I. Call to Order:
II. Roll Call:
III. Agenda Review:
a) Review of Hinsdale School renovation Committee Meeting Agenda – March 25, 2021
IV. Public Comment:
V. Business Discussion and Possible Action:
a) Property Easement Update and G802# (#7) Easement Map for $479.60 NTE
b) Review of Hinsdale Bids
c) Selection of Bid Recipient
d) Update of Timeline for Project
e) G802 (3*) Additional civil services to meet Inland Wetland requirements during construction for $3,696.00 NTE
f) Approval of Invoices:
1. Silver Petrucelli 11/1/2020 $3,733.05
2. Silver Petrucelli 12/1/2020 $17,891.40
3. Silver Petrucelli 2/1/2021 $3,120.00
4. Silver Petrucelli 3/1/2021 $19,110.00
5. Commissioning Agent, Horizon Engineering invoice R2021Z-023-1 for $1,995.00
VI. Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Tuesday, January 19, 2021 at 6:00 p.m.
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, T. Sandonato, B. Stratford, and S. Vaill
Call to Order:
Roll Call:
Agenda Review:
Public Comment:
Agenda:
1. Hinsdale state review status - approval to bid
Newly Proposed Bid Dates (to be confirmed)
- Issued for Bid: January 21, 2021
- Pre-bid meeting: January 28, 2021
- RFI Deadline: February 25, 2021
- Bids Due: March 4, 2021
- Committee award of project: March 8, 2021 (or March 15)
2. Review of commissioning agent RFP submissions and next steps
3. Contract amendments
- G802 #5 - Geotechnical / Town approval process, hours for Civil & LS
- G802 #6 – Environmental specifications, oversight and sampling for tank removals
4. Hinsdale Financing Update and Clarification
Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, November 9, 2020 at 6:00 p.m.
Location: In-Person - Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, T. Sandonato, B. Stratford, and S. Vaill
Call to Order:
Roll Call:
Agenda Review:
Public Comment:
Business:
1. Third Party Review and Comments
2. Commissioning Agent RFP
3. OSCG&R Process, Including Grant Commitment
4. Project Bid Timeline
5. Invoices
ACV Enviro - $4,228.05
Silver Petrucelli & Associates, Inc. - $96,442.68
Silver Petrucelli & Associates, Inc. - $13,046.18
6. Grant Commitment Notification Letter
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Thursday, September 10, 2020 at 6:00 p.m.
Location: In-Person - Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, T. Sandonato, B. Stratford, and S. Vaill
Call to Order:
Roll Call:
Agenda Review:
Public Comment:
Business:
1. Environmental Phase 2 – underground tank investigation update
○ Review of G802 Contract Amendment.
2. Civil update and review
3. Local review process update (P+Z, ZBA and IW)
4. Review and approval of final plans, specifications and estimates.
5. State OSCG+R process and timeline.
6. Resignation of Member - Michael Ruzabson 6/1/2020
7. InvoicesSilver, Petrucelli, and Associates
a. 6/1/2020 $ 85,520.00
7/1/2020 $ 73,179.20
8/1/2020 $104,003.31
Adjourn:
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting
Date: Monday, June 1, 2020 @ 6:00 p.m.
Location: Join Zoom Meeting
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Phone: 1 929 205 6099
Meeting ID: 796 667 1341
Password: 12345
Meeting Facilitator: Steven Frazier, Chair - Absent
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
Call to order
Roll Call
Business
a) Site plan progress update with Don S.
b) Playground design kicks off with Kompan
c) Review of phase II environmental proposal
d) Architectural progress update
e) A mechanical progress update
f) Presentation of progress finishes, for information.
g) Project timeline
Adjourn
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting
Date: Monday, April 16, 2020 @ 6:00 p.m.
Location: Join Zoom Meeting https://zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09 Meeting ID: 796 667 1341
Password: 12345
One tap mobile +19292056099,,7966671341#,,#,12345# US (New York)
Meeting Facilitator: Steven Frazier, Chair - Absent
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
Call to order
Business
a) Review of Schematic Design Meeting with the School Construction Office
b) Review of the Final Schematic Design
c) Review of Interior Plans
Adjourn
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting
Location: Town Hall – Blue Room 2nd Floor
Date: Monday, January 27, 2020 @ 6:00 p.m.
Meeting Facilitator: Steven Frazier, Chair - Absent
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason , T. Sandonato, B. Stratford, and S. Vaill
Call to order
Roll Call |
x = present |
Roll Call |
x = present |
---|---|---|---|
S. Frazier |
|
N. O’Dea-Wyrick |
|
D. Carter |
|
C. Perez |
|
M. Bird |
|
D. Pfenninger |
|
M. Brady-Shanley |
|
M. Ruzbason |
|
D. Denning |
|
T. Sandonato |
|
R. Geiger |
|
B. Stratford |
|
M. Hintz |
|
S. Vaill |
|
N. Kelly |
|
|
|
Business
a) Next Steps
b) Assessment Results
c) Solar
d) Land Trust Grant
e) Barn
Adjourn
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting
Location: Town Hall – Blue Room 2nd Floor
Date: Monday, November 25, 2019 @ 6:00 p.m.
Meeting Facilitator: Steven Frazier, Chair - Absent
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason , T. Sandonato, B. Stratford, and S. Vaill
Call to order
Roll Call
Business
a) Building Conditions Report
b) Next Steps
Adjourn
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting Agenda
Location: Town Hall – Blue Room 2nd Floor
Date: Monday, September 30, 2019 @ 6:00 p.m.
- Call to order
- Roll Call
- Business
a) Process and Next Steps
b) Timeline - Adjourn
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Tuesday, February 7, 2023
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (x), M. Hintz (x), N. Kelly x(), N. O’Dea (x), C. Perez (x), D. Pfenninger (x), A. Rheault(x), and S. Vaill (x)
I. Call to Order: 6:00 PM
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project update
A. Current progress of punch list activity. Items completed.
B. Schedule look ahead this month into March. Project closeout.
2. Commissioning update by Horizon Engineering.
3. Pending items and/or change order proposals: None.
4. Phase 2 and 3 final update – FF+E and Playgrounds. 100% complete.
5. New business
6. Review of current invoices.
Montagno $155,902.67 - Motion to approve Kelly, 2nd Denning - U.
SP&A $1,278.41 - Motion to approve Sandonato, 2nd Vail - U.
Horizon - $1,505 - Motion to approve Denning, 2nd Sandonato - U.
Horizon - $1,035 - Motion to approve Vail, 2nd Sandonato - U.
Montagno - $582,506.98 - Motion to approve Denning, Vail - U.
Insalco - $2,246.05 - Motion to approve Sandonato, 2nd Kelly - U.
Adjourn - 6:45 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, November 21, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (X)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (x), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (x), A. Rheault(x), and S. Vaill (x)
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project Update
Last visit to the site was Thursday (11/17/22)
Working on the exterior metal panels - estimated to have about 2/3 weeks left.
Site work - additional reseeding in select areas.
Neighbor is upset about water on site. This is not an issue for this project.
Paperwork is the outstanding issue for the project. Some manuals have been provided to WPS.
Toilet issue - This item will be replaced in a couple of weeks.
Closeout review is a fast process - We are about one week out from this part of the project.
Retainage reduction will be last.
Playground - Install is complete. Third-party inspector will complete the final inspection.
2. Review pending items and/or change order proposals.
Commissioning update from Horizon - Dampers need to be added in the kitchen and cafeteria areas. This is leading to some of the uneven temperatures in the cafe wing.
CO #62 - Table until the next meeting
CO #64 - Three Dampers for Ventilation System - $9,354.18
Motion to approve - Dale D.
2nd - Norman K.
Vote - 5-1-0
CO #65 - Insurance and Bond - $36,146.80
Motion to approve - Steve V.
2nd - Dale D.
Vote - 6-0-0
3. Discussion
a. Conditioning of the heating system at Hinsdale - uneven temperatures throughout the building (see above)
b. Environmental Monitoring - This should be closed.
4. Review of current invoices and financial updates.
Estimate - $16.091
Estimate Reimbursement - $15.583 ($11.184 estimated reimbursement)
Estimate Bond Amount - $4,398,774 or less ($9.950 original estimates to be bonded)
a. W.B.Mason, #232185330, $76,735
Motion: Norman K.
2nd: Steve V.
Vote: U.
b. Kinsley Group Inc., #SVC000170501, $452.50
Motion: Norman K.
2nd: Dale D.
Vote: U.
c. Creative Recreation, #3432, $257,465
Motion: Steve V.
2nd: Norman K.
Vote: U.
d. Silver Petrucelli, #22-1143, $6,785.50
Motion: Steve V.
2nd: Norman K.
Vote: U.
e. Horizon, #R2021Z-023-18, $1,355
Motion: Steve V.
2nd: Norman K.
Vote: U.
f. Onion Electric, #7474, $228
Motion: Norman K.
2nd: Steve V.
Vote: U.
g. Insalco, #10061, $2,247.88
Motion: Steve V.
2nd: Dale D.
Vote: U.
h. Insalco, 10005, $27,052.59
Motion: Norman K.
2nd: Steve V.
Vote: U.
i. Insalco, #10106, $13,825.96
Motion: Steve V.
2nd: Norman K.
Vote: U.
j. SP&A - 22-1360, $2838.41
Motion: Norman K.
2nd: Dale D.
Vote: U.
k. Montagno - $144,161.70
Motion: Steve V.
2nd: Norman K.
Vote: U.
l. Thomas Testing INC. Not to exceed $2,400
Motion: Steve V.
2nd: Dale D.
Vote: U.
5. Close out documentation
a. Operation Manuals
b. Warranty documentation
c. Building Renovation Plaque?
6. Meeting - Monday, 26, 2022 at 6 PM via Zoom
Adjourn: 7:05 PM
Meeting: Hinsdale School Renovation Committee Minutes
Date: Monday, October 3, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (x)
Invitees: M. Bird (x), M. Shanley-Brady (x), D. Denning (x), J. Kelly (a), M. Hintz (a), N. Kelly (a), N. O’Dea (x), C. Perez (x), D. Pfenninger (a), A. Rheault (a), and S. Vaill (x)
I. Call to Order: 6:08 PM
II. Roll Call: See above
III. Agenda Review: No Changes
IV. Public Comment: None
V. Business:
Project Update
Playground installation is estimated to be completed by the end of October.
Metal panels continue to be an area of concern. Montagno is actively working on this situation.
Commissioning and balancing are about 75% to 80% complete.
The building as a whole is at 97.5% completion.
Review pending items and/or change order proposals.
CO 58 - Site work for security - $20,900 Motion for approval by Dale D., 2nd Melissa B. - Vote U.
CO 59 - Electrical changes in the Kitchen - $3,650.22 Motion for approval by Dale D., 2nd Melissa B. Vote - U.
CO 60 - Flow Testing per the Fire Marshal - $4,015.00 Motion for approval by Steve V., 2nd Dale D. - Vote - U.
CO 61 - Storage for the kitchen - $1,512.50 - Motion for approval by Dale D., 2nd Steve V. - Vote U.
CO 62 - Table to next meeting - Motion by Steve V., 2nd Melissa B. Vote - U.
CO 63 - Carpentry Trim - $3,931.40 Motion by Dale D., 2nd Steve V. Vote U.
CO 46 - Revised Duct Opening - $12,327.38 Motion by Steve V., 2nd Melissa B. Vote U.
4. Discussion - None
5. Review of current invoices:
a) Horizon Engineering Associates, R2021Z-17, $4,900
i) Motion - Approval by Dale D.
ii) 2nd - Melissa B.
iii) Vote - U.
b) Test Con, 11613, $392
i) Motion - Approval by Steve V.
ii) 2nd - Dale D.
iii) Vote - U.
c) Onion Electric, 7474, $228
i) Motion - Table by Melissa B.
ii) 2nd - Steve V.
iii) Vote - U.
d) Berkshire Alarm, 111133, $1,077.41
i) Motion - Approval by Dale D.
ii) 2nd - Steve V.
iii) Vote - U.
e) Total Communications, 127552, $253.75
i) Motion - Approval by Melissa B.
ii) 2nd - Dale D.
iii) Vote - U.
f) Insalco, 10061, $2,247.88 (tables)
i) Motion - Joint table for all Insalco Invoices - Dale D.
ii) 2nd - Steve V.
iii) Vote - U.
g) Insalco, 10005, $27,052.59
i) Motion - See previous motion
ii) 2nd -
iii) Vote -
h) Insalco, 10106, $13,825.96
i) Motion - See previous motion
ii) 2nd -
iii) Vote -
i) WB Mason, 232185330, $76,735
i) Motion - Table by Melissa B.
ii) 2nd - Dale D.
iii) Vote - U.
j) Silver Petrucelli, 22-1066, $11,693.75
i) Motion - Approval by Steve V.
ii) 2nd - Dale D.
iii) Vote - U.
k) Montagno, 16, $459,312.86
i) Motion - Approval by Dale D.
ii) 2nd - Steve V.
iii) Vote - U.
Adjourn: 6:52 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, August 15, 2022
Time: 6:00 PM
Location: Virtual via Zoom
Join Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (), A. Rheault(x), and S. Vaill (x)
I. Call to Order: 6:00 PM
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Project update.
a. Current progress of construction activity. Items completed
b. Schedule look ahead this month to early next – including punch list status and
inspections leading to the Cert. of Occupancy.
2. Review of pending items and/or change order proposals.
a. PCO 51 - End Wall Steel - $9,705.30
i. Motion - Steve V.
ii. 2nd - Dale D.
iii. Vote - U.
b. PCO 56 - Cameras for security - $23,000
i. Motion - Norman K.
ii. 2nd - Steve V.
iii. Vote - U.
c. PCO 57 - Additional Fencing
i. Motion - Norman K.
ii. 2nd - Dale D.
iii. Vote - U.
d. Pending PCO’s
i. Water Meter, Back Flow Preventer, and Bonds on Change Orders
3. Review of current invoices.
a. R2021Z023-15 - Horizon Engineering - $1,517
i. Motion - Norman K.
ii. 2nd - Dale D.
iii. Vote - U.
b. R2021Z023-16 - Horizon Engineering - $500.00
i. Motion - Dale D.
ii. 2nd - Norman K.
iii. Vote - U.
c. 1150540 - TestCon - $809.20
i. Motion - Steve V.
ii. 2nd - Norman K.
iii. Vote - U.
d. 11571 - TestCon - $746.60
i. Motion - Dale D.
ii. 2nd - Norman K.
iii. Vote - U.
e. Insalco - Tabled to September
f. Langon Environmental $6140
i. Motion - Norman K.
ii. 2nd - Dale D.
iii. Vote - U.
g. Langon Environmental - Table to September
h. SPA - 22-0839 - $16,863.75
i. Motion - Steve V.
ii. Norman K.
iii. Vote - U.
i. Motagno - #15 - $906,015.14
i. Motion - Dale D.
ii. 2nd - Norman K.
iii. Vote - U.
Adjourn: 6:59 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Wednesday, June 29, 2022
Time: 6:00 PM
Location: Virtual via Zoom
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (x), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (), B. Stratford (), A. Rheault (), and S. Vaill ()
I. Call to Order:
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
Project Update
Lockers - Steve V. Motion to approve MBS to approve lockers to ensure opening on time. Not to exceed 15,000 for a temporary solution.
Motion - Michelle H.
2nd - Steve V.
Vote - U.
Review of pending items and/or change order proposals.
PCO #054 - Concrete Sidewalks - $64,278.50
Motion - Norman K.
2nd - Steve V.
Vote - U.
PCO#055 - Phone Altercations - $2,401.85
Motion - Michelle Hintz
2nd - Dale Denning
Vote - U.
PCO#048 - Window Vendor - $10,304.50
Motion - Steve V.
2nd - Dale D.
Vote - U.
PCO#050 - Plaster Repairs - $24,000.90
Motion - Dale D.
2nd - Norman K.
Vote - U.
PCO#052 - Winter Soft Costs - $30,724.06
Motion - Norman K.
2nd - Steve V.
Vote - U.
PCO#053 - Soil Remediation - $17,820.00
Motion - Dale D.
2nd - Steve V.
Vote - U.
3. Update for environmental monitoring, material testing and commissioning services.
a. Waiting for final reports from the Environmental Engineer. Both tanks and soils are fully removed from the property.
4. Discussion
a. Belinda Douglas contacted Melony Brady-Shanley on 7/6/22 at 5:30 PM. She is requesting that we install some arborvitae shrubs where the pine trees were removed. I believe the most cost effective way would be to allow the BOE to purchase trees from Home Depot and plant.
4. Scheduling of Grand Opening and Community Tours.
a. Grand Opening - TBD
b. Student/Family Tour - Tuesday, August 30, 2022 from 2 PM to 3 PM
c. Community Tour - Tuesday, August 30, 2022 from 4 PM to 6 PM
5. Review of current invoices.
a. TESTCON - 11504 - $724.60
i. Motion - Dale D.
ii. 2nd - Norman K.
iii. Vote - U.
b. Horizon Engineering - Commissioning - R2021Z-23-13 - $560.00
i. Motion - Norman K.
ii. 2nd - Steve v.
iii. Vote - U.
c. Horizon Engineering 0- R2021Z-023-14 - $1,540.00
i. Motion - Norman K.
ii. 2nd - Dale D.
iii. Vote - U.
d. SP&A - 22-0692 - $29,716.88
i. Motion - Norman K.
ii. 2nd - Dale D.
iii. Vote - U.
e. SP&A - 22-0589 - $11,693.75
i. Motion - Steve V.
ii. 2nd - Norman K.
iii. Vote - U.
f. Montagno - Invoice 13 - $1,044,555.78
i. Motion - Norman K.
ii. 2nd - Steve V.
iii. Vote - U.
g. Montagno - Invoice 14 - $417,246.50
i. Motion - Steve V.
ii. 2nd - Dale D.
iii. Vote - U.
Adjourn: 6:53 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, May 23, 2022
Time: 6:00 PM
Location: Virtual via Zoom
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Invitees: M. Bird (), M. Shanley-Brady (X), D. Denning (X), J. Kelly (), M. Hintz (x), N. Kelly (X), N. O’Dea (x), C. Perez (X), D. Pfenninger (), B. Stratford (X), A. Rheault (), and S. Vaill (x)
I. Call to Order: 6:02 PM
II. Roll Call: See above
III. Agenda Review: No changes
IV. Public Comment: None
V. Business:
Project update
A. Current progress of construction activity. Items completed.
B. Schedule look ahead this month to early next.
a. Most trades are on site.
b. Target date for completion is in order for mid to late July
c. Punch list classrooms
d. Paving in two weeks
e. Landscaping is being completed
f. Small playground is getting fenced in the next week
g. Furniture in the last week of June
h. Windows will be arriving in July - installation will take place in July and August
i. Main entry work is continuing.
j. Site work continues
k. Concrete sidewalks will be completed
l. Signage will be installed.
1. Review of pending items and/or change order proposals.
PCO#009 - Concrete wall patching - $16,185.40
Motion - Norman, 2nd - Dale - U.
PCO#043 - Additional cameras - $21,812.56
Motion - Michelle, 2nd - Dale - U.
PCO$044 - Grading Revision - $4,356.00
Motion - Norman, 2nd Dale - U.
PCO#045 - Existing planter by stairs - $3630.00
Motion - Dale, 2nd - Norman - U.
PCO#042 - Concrete Revision Front Entry - $10,428.00
Motion - Norman, 2nd Michelle - U.
PCO#047 - Multiple Asphalt Related - $149,983
Discussion - Removal of the sidewalk portion, this will be handled through the town.
Motion - Norman, 2nd - Dale - U.
2. Update for environmental monitoring, material testing, and commissioning services.
Awaiting final reports pending from Langon.
Soil - Final invoice is pending.
Material testing - On going
Commissioning Services - On-going and will get more intense as units are started.
3. Phase 2 and 3 progress update – FF+E and Playgrounds.
FF&E - Vendors are working with Montagno
Once confirmation of space readiness, they will move items in.
Playgrounds - On target for delivery in June/July
4. Review of current invoices.
Silver, Petrucelli, and Associates - #22-0496 - $17,215.75
Motion - Norman, 2nd - Dale - U.
Horizon - #R2021Z-023-12 $2,812.00
Discussion by the committee to clarify billing for Horizon. Progress billing toward $34,000
Motion - Norman, 2nd - Dale - U.
Horizon - #R2021Z -023-8 - $1,890.00
Motion - Dale, 2nd - Norman - U.
Horizon - #R2021Z - 023-9 - $1,752.00
Motion - Norman, 2nd - Dale - U.
Montagno - #12 - $778,891.23
Motion - Dale, 2nd - Norman - U.
5. Date for a site visit - 6:00 PM on a Thursday
Adjourn: 6:56 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Tuesday, April 26, 2022
Time: 5:30 PM
Location: Virtual via Zoom
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (x), B. Stratford (x), and S. Vaill (x)
I. Call to Order: 5:31 PM
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment: None
V. Business:
1. Review the Crystal Window Proposal
a. YKK vendor unable to complete the order as requested. Products would likely not be ready until December 2022. Told to look for an alternative vendor.
b. Eight companies were reviewed. Two were ultimately candidates. One candidate’s product did not meet specifications. Crystal Windows was the selected vendor. They can meet timelines and specifications.
i. Motion to approve Change Order to Crystal Windows by Dave Carter
2nd Dale Denning
Vote - U.
2. PCO #035 - Site work
a. Dave Carter - Motion to approve in the amount of $7,066.40
b. 2nd - Steve Vail.
c. Vote - U.
Adjourn: 6:07 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Tuesday, April 5, 2022
Time: 6:00 PM
Location: Town Hall
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (), B. Stratford (x), R. Field (x) and S. Vaill ()
Call to Order: 6:03 PM
Roll Call: See above
Agenda Review:
Public Comment: None Noted
Business:
Project UpdateProgress is good in the field
Most of the trades on sight, MEP on-going, End Wall is under construction (currently being framed in), the roof is near completion. HVAC units arriving next week.
Financial Report
Bruce Stratford shared the financial. The project is within budget.
Current progress of construction activity. Items completed.
April - New transform will be arriving 4/20. Rooftop units next week. Framing Area B. MEP and Finishes are on track. The ceiling grid is being installed. Window installation in the new classrooms next week. Landscaping and playground are underway. Preparing for the new shed.
Single Hung Windows delayed with no timeline.
Schedule look ahead this month to early next.
Review pending items and/or change order proposals.Montagno - Signage area, concrete removal. PCO #035 - $7,066.40
Motion to Table
Pending Winter Protections
Open Proposal for CMU patching - not to exceed $15,000
Pending Soil Removal due to oil tanks
Potential extra for power and camera for the shed.
Update for environmental monitoring, material testing, and commissioning services.
Environmental Monitoring - Complete at this point.
Material Testing - On-going
Commissioning Services - 45-50% invoiced at this point. Part of their services comes in at the end of the project.
Phase 2 and 3 progress update – FF+E and Playgrounds.Playground - supplier and FF and E vendors – On-time for delivery.
Playground - June and July
FF&E - June and July
Review of current invoices.Silver, Petrucelli, and Associates - Invoice # 22-0238 - $11,265.23
Motion to approve - Dave Carter
2nd - Dale Denning
Vote - U.
Silver, Petrucelli, and Associates - Invoice # 22-0333 - $20,489.17
Motion to approve - Dave Carter
2nd - Dale Denning
Vote - U.
Horizon Engineering - Invoice #R2021Z-023-11 - $630.00
Motion to approve - Dave Carter
2nd - Norman Kelly
Vote - U.
Montagno Construction - Invoice 4/4/2022 (Payment #11 for March 2022) - $1,038,911.22
Motion to Approve - Dave Carter
2nd - Norman Kelly
Vote - U.
Test-Con - Invoice #11409 - $1,477.60
Motion to Approve - Dave Carter
2nd - Dale Denning
Vote - U.
Test-Con - Invoice #11432 - $1,456.90
Motion to Approve - Dave Carter
2nd - Dale Denning
Vote - U.
Adjournment - 6:44 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Thursday, March 3, 2022
Time: 6:00 PM
Location: Town Hall – Hicks Room
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (), J. Kelly (), M. Hintz (x), N. Kelly (x), N. O’Dea (), C. Perez (x), D. Pfenninger (), B. Stratford (x), and S. Vaill (x)
Call to Order: 6:04 PM
Roll Call: See above
Agenda Review:
Motion to Add Financial Report - Bruce Stratford
Steve V., 2nd D. Carter - U.
Public Comment:
Business:
1. Progress Update:
Project is busy at this time. Foundation has been poured on the west side of the brook. Steel has been installed. MEP is continuing on the east side of the building. Bathrooms are being tiled. Cabinets are being installed. Under-slab work in the kitchen area is being completed. Roofing installation is in progress (area C is complete, A is in progress, B will be started soon). Mason is nearly complete.
Next areas of work will include: The job is on schedule. Windows are running a bit later than expected. Electrical service is installed and awaiting the installation of the exterior transformer. Rooftop units will be set in mid-March.
2. Financial Report
Bruce Stratford presented the monthly financial report. The contingency fund was discussed and reviewed.
Reviewed current and potential PCOs. Most if not all are eligible for reimbursement.
3. PCO’s
#034 - CMU walls at exposed ceiling - $5,448.30
Dave Carter - Motion to approve #034
2nd - Steve Vaill
U.
#037 - Kitchen Sanitary Line - $17,824.53
Motion by Dave Carter to approve
2nd Steve Vaill
U.
4. Invoices
Test Con, Invoice # 11377 - $1,585.80
Dave Carter Motion to approve
2nd - Steve Vaill
U.
Horizon Engineering, Invoice # R2021Z-023-10 - $6,302.00
Dave Carter Motion to approve
2nd - Steve Vaill
U.
Silver, Petrucelli, and Associates, Invoice # 22-0069 - $11,226.00
Steve Vaill Motion to approve
2nd - Dave Carter
U.
AIA - Silver, Petrucelli, and Associates, Amendment #013 - $2,706.00
Steve Vaill Motion to Approve
2nd - Dave Carter
U.
Montagno Invoice - #09 - $1,240,030.60
Dave Carter - Motion to approve
2nd - Steve Vaill
U.
Montagno Invoice #010 - $1,155,645.19
Dave Carter - Motion to approve
2nd - Steve Vaill
U.
Discussion - Steve Vaill - Inquiry regarding outstanding PCO in the kitchen area.
Adjournment:
6:49 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Thursday, February 8, 2022
Time: 6:00 PM
Location: Virtual
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Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair ()
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (x), N. Kelly (x), N. O’Dea-Wyrick (x), C. Perez (), D. Pfenninger (), B. Stratford (x), and S. Vaill (x)
I. Call to Order: 6:01 PM
II. Roll Call: See above
III. Agenda Review:
IV. Public Comment:
V. Business:
1. Review FF&E Bids
a. 6 bids were received, three were not viable.
b. Lowest Price, Substitute, Substitute - Not Accepted
c. $125,559.09 - Total Bid Amount
i. Motion - Steve Vaill - Accept the Bid Amount in the total of $125,559.09
ii. 2nd - Dale Denning
iii. Vote - U.
VI. Adjournment - 6:17 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Thursday, January 20, 2022
Time: 6:00 PM
Location: Virtual
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Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (), N. Kelly (x), N. O’Dea (), C. Perez (), D. Pfenninger (x), B. Stratford (x), and S. Vaill (x)
Call to Order: 6:00 PM
Roll Call: See above
Agenda Review:
Motion by Steve Vaill to Add Test Con
2nd - Dale Denning
Vote - U.
Public Comment: None
Business:
1. Project update
a. Current progress of construction activity. Items completed.
b. Schedule look ahead.
i. Paul Jorgensen shared a picture update of the progress
1. Exterior Signage Area was viewed
2. Exterior Extended Canopy is in development
3. Roof Drains the old bowls are being replaced
4. Snow removal from the roof is in progress
5. Interior and exterior framing of the new section is in progress
ii. Mechanicals, finishes, painting, ceiling grid, winter conditions pouring concrete.
iii. Roof work started on1/20/22 then movement will happen with masonry on the new addition.
2. Financial Update from Bruce Stratford
a. Current contingency account has 101,319.70
b. Shared detailed financial update through December 31, 2021. 43% of the construction budget is expended.
3. Proposed Change Orders
a. PCO #27 - Kitchen Equipment - Missing a heat shield that is required. $430.50
i. Motion - Dale Denning
ii. 2nd - Steve Vaill
iii. Vote - U.
b. PCO #30 - Winter Conditions - Fixed Equipment Costs (concrete mix, scaffolding, etc.) $58,034
i. Motion - Steve Vaill
ii. 2nd - Norman Kelly
iii. Vote - U.
c. PCO #32 - Credit for safety glazing - different product proposed savings of $1,138.50
i. Motion - Dale Denning
ii. 2nd - David Carter
iii. Vote - U.
d. PCO #33 - Storm line was not aligned with new sanitary line $2,894.09
i. Motion - Norman Kelly
ii. 2nd - Dale Denning
iii. Vote - U.
e. PCO #35 - Existing Staircase - Hidden under the ground.
i. Will continue to review this PCO.
4. Revision Request
a. Existing G802 #6 - Underground Storage Tank Monitoring - Langon Environmental
i. Not to exceed amount of $35,000
1. Motion - Dave Carter
2. 2nd - Dale Denning
3. Vote - U.
5. Invoices
a. SP&A - Invoice #21-2904 - $19,067.86
i. Motion - Dave Carter
ii. 2nd - Dale Denning
iii. Vote - U.
b. Montagno - Invoice #8 - $766,078.33
i. Motion - Dave Carter
ii. 2nd - Norman Kelly
iii. Vote - U.
c. Test Con Incorporated - Invoice 11345 - $925.20
i. Motion - Dave Carter
ii. 2nd - Norman Kelly
iii. Vote - U.
Adjournment: 7:10 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Thursday, December 9, 2021
Time: 6:00 PM
Location: In-Person, Town Hall - Hicks Room
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (), J. Kelly (x), M. Hintz (x), N. Kelly (x), N. O’Dea (x), C. Perez (), D. Pfenninger (x), B. Stratford (x), and S. Vaill (x)
Call to Order: 6:02 PM
Roll Call: See above
Agenda Review: See additions below.
Public Comment: No Public Comment
Business:
1. Project update.
a. SP&A updates include
i. Updated pipe planning for the playground
ii. Tank removal is taking place and they are removing the soil.
iii. Framer - Exterior sheathing started
iv. Roofing - Will be on site next week
v. Excavation for footings is in place
vi. Electrical contractor is awaiting his gear for next week, no movement from Eversource regarding the arrival of the transformers.
vii. Concrete sub is working on the final pieces of the sanitary line and rebar for the footings.
viii. Boilers are in the process of being plumbed up.
ix. Temporary heat is installed.
x. Culvert - Saw cutting of stone
2. Review of pending items and/or change order proposals.
a. PCO #28 - Montagno for sitework - $26,473.59
i. Offsite water flow impacting the site, 2 yard drains and additional piping will be installed
ii. Motion to approve PCO #028 by Steve Vaill, 2nd Michelle Hintz - U.
b. PCO #019 - Montagno for Door frames - 19,565.30
i. Existing door frames and associated hardware
ii. Motion to approve PCO #019 by Dave Carter, 2nd Steve Vaill - U.
c. PCO #022 - Masonry - $75,219.08
i. Foundation near the brook will be addressed, there are four changes to the structure for a few conditions (reinforcing size, change of depth of building foundation wall, thickening up a wall, and adding a wall segment)
ii. Motion to approve PCO #022 by Michelle Hintz, 2nd Steve Vaill - U.
d. PCO #031 - Roofing Contract - $65,012.20
i. Vendor for the roof has been changed to ensure availability of the project. Roof work will begin in January.
ii. Motion to approve PCO #031 by Michelle Hintz, 2nd Dave Carter - U.
3. Review of current invoices.
a. Silver Petrucelli Invoice #21-2715 for $14,092.40
i. Motion to approve by Dave Carter, 2nd Steve Vaill - U.
b. Montagno Invoice #7 for $893,248.12
i. Motion to approve by Steve Vaill, 2nd Norman Kelly - U.
c. Test Con Invoice #11303 for $546.57
i. Motion to approve by Dave Carter, 2nd Steve Vaill - U.
4. Playground Inspections of New England Quote Date 12/8/21 for $1,500.00 as a retainer for the inspection of the playground.
i. Motion to approve by Steve Vaill, 2nd Dale Denning - U.
5. Financial Update
a. Bruce Stratford informed the committee that two reimbursement requests have been made to DAS.
b. All budget lines are following as planned through November 2021.
6. Discussion of Potential Change Orders
a. PCO#029 - Fire Protection Hangers - Change required by the State Fire Marshal
i. Motion to approve the payment of PCO #029 by Tony Sandonato, 2nd Michelle Hintz - 5-1.
b. PCO#030 - Masonry, gypsum board, polished concrete, heating B and C.
i. Committee will continue to review throughout the winter and look at specific heating costs.
Adjournment: 7:30 P
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, November 15, 2021
Time: 6:00 PM
Location: In-Person, Blue Room in Town Hall
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (), J. Kelly (), M. Hintz (), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (), B. Stratford (x), and S. Vaill ()
Call to Order: 6:00 PM
Roll Call: See above
Agenda Review:
Public Comment: No comment
Business:
1. Project update
a. Current progress of construction activity. Items completed.
i. Stream is working well with the high levels of water.
ii. Site work is on-going
iii. Trades are all continuing their work.
iv. Mechanical ducts are being tested.
v. Foundation wall clarification being made at this time.
vi. Mason blocking up windows and door areas
vii. Box culvert is arriving
viii. One oil tank is out of the ground
ix. Water and fire service passed inspection today
x. Color on walls
b. Schedule look ahead.
i. Thanksgiving week and after box culvert
ii. Foundations going in
iii. Transformer installation early December
c. Roof
i. Continue to locate enough material to offer a differing roofing system.
ii. Paul Jorgensenwill call the state to obtain permission to use a black rubber membrane vs the white high performance.
2. Financial Update by Bruce Stratford
a. Mr. Stratford reviewed the revenues and expenditures
i. Budget has been aligned with the documentation requirements from DAS
ii. All budget areas are on track for this point in the project
3. Phase 3 Playground Approval
a. Drawings and Specifications are finished.
b. The drawings are in the review process.
c. PCR review meeting with the state on November 28, 2021
d. 042 Form
i. Motion - We hereby certify that these final and project manuals as prepared for bidding and dated November 1, 2021, and the professional cost estimate, completed in accordance with Level 3 of ASTM International Standard E 1557, Standard Classification of Building Elements and Related Sitework-UNIFORMAT II for this project, dated September 22, 2021, have been reviewed and approved for this project on the dates shown above.
1. Motion Dave Carter, 2nd Norm Kelley, U.
2. Review of pending items and/or change order proposals.
a. Montagno PCO #24 for $9,877.01
i. Code Issue with Electrical Conduit in the slab. The Building Official required the conduit to be run into the mechanical room as it was not meeting code.
1. Motion - Approval of PCO #24 for $9,877.01 by Dave Carter, Norman Kelly - U.
b. Montagno PCO #25 for $20,148.70
i. Deteriorated Expansion Joints this was not discovered in the original plans.
1. Motion - Approval of PCO #25 for $20,148.70 by Dave Carter, 2nd Norman Kelly - U.
c. Montagno PCO #26 for $1,315.79
i. Concrete Pier Removed
1. Motion - Approval of PCO #26 for $1,315.79 by Dave Carter, 2nd Norman Kelly - U.
3. Update for environmental monitoring, material testing and commissioning services.
a. Commissioning Agent is on site
i. Testing ductwork, pressure testing
ii. Most of their work will take place at the end of the project
b. Environmental Tanks (one is removed)
4. Phase 2 and 3 progress update – FF+E and Playgrounds.
a. No discussion, previously addressed.
5. Review of current invoices.
a. Test Con, Invoice #11226 for $3,024.40
i. Motion - Dave Carter, 2nd Norman Kelly - U.
b. Test Con, Invoice #11266 for $1,041.90
i. Motion - Dave Carter, 2nd Norman Kelly - U.
d. Silver, Petrucelli & Associates #21-2309 for $11,391.00
i. Motion - Dave Carter, 2nd Norman Kelly - U.
e. Montagno Construction, Invoice #6 for $911,509.53
i. Motion - Dave Carter, 2nd Norman Kelly - U.
f. Horizon Engineering, R2021Z-023-7 for $3,220.00
i. Motion - Dave Carter, 2nd Norman Kelly - U.
Adjournment: 6:50 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Tuesday, October 19, 2021
Time: 6:00 PM
Location: In-Person, Blue Room in Town Hall
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair (a)
Dave Carter, Vice-Chair (a)
Invitees: M. Bird (a), M. Shanley-Brady (x), D. Denning (x), J. Kelly (a), M. Hintz (x), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (a), B. Stratford (x), and S. Vaill (x)
Call to Order: 6:05 PM
Roll Call: See above
Agenda Review:
Public Comment:
Business:
1. Project update
a. Silver, Petrucelli, and Associates reports that the project is moving forward. The addition has all-steel framing up, and roof decking is installed. The shell is underway. Inside the existing building - a sanitary line continues to be underway, ductwork ongoing. The brook is complete, and the last item is the retaining wall and box culvert on the other side still to be worked on. Montagno reports the electrical work is underway. All lines for materials are installed. Conduit is being pulled into the new addition. Roof curves for the air handlers will be coming in. Boiler pads will be installed along with gas piping on the roof.
b. Roof - Notified last week of insulation will not be available until next year, potentially October 2022. There are two situations - restructure the roof to allow for a different roofing project or install a temporary roof and install the permanent roof at a later date.
2. Schedule look ahead this month to early next.
a. Transformer pad for new electrical service will be inspected. Primaries will be pulled into the transformer.
b. Waiting on the roofing decision.
c. Inside, the building will continue with MEP.
d. Sanitary line will be finished next week with concrete.
e. Roof top curves will be installed.
f. Roofer will patch and flash in all pipe curves next week.
g. Ceiling grid installed next month.
3. Review of pending items and/or change order proposals.
a. Three open items currently
i. Concrete wall patching in the classrooms -
1. Subcontractor was to document the differences between the contract and current conditions
2. Michelle Hintz Motion to recommend approval of change order #9 not to exceed $15,000, 2nd Steve Vaill - U.
ii. PCO #19 - Existing Hardware and Frames
1. Continue discussion to the next meeting when backup is available.
Iii. Brook Foundation Walls
1. Two curved parallel walls
a. Need to obtain some additional information.
b. Will obtain additional information for the next meeting.
4. Update for environmental monitoring, material testing, and commissioning services.
a. Environmental monitoring is closed out - just waiting on the final report.
b. Commissioning agent met with Montagno and discussed the next steps for observation and testing.
5. Phase 2 and 3 update – FF+E and Playground phases. Approval of documents, sign off of form SCG-042, for the FF+E phase.
a. Furniture and Equipment - Phase 2
i. Motion by Michelle Hintz - 2nd Norman Kelly - Hereby certify that these final plans and project manuals as prepared for bidding and dated October 15, 2021, and the professional cost estimate, completed in accordance with Level 3 of ASTM International Standard E1557, Standard Classification of Building Elements and Related Sitework - UNIFORMAT II for this project, dated October 15, 2021, have been reviewed and approved for this project on the dates shown above. Vote - U.
b. Playground - Phase 3 - Cost savings currently estimated at about $100,000 compared to initial cost analysis.
6. Review of current invoices
a. Horizon Engineering - #R2021Z-023-6 - $2,064.00
i. Steve Vaill, 2nd Michelle Hintz - U.
b. Montagno Construction Inc. - Invoice #5 - $727,823.86
i. Michelle Hintz, 2nd Steve Vaill - U.
C. Silver, Petrucelli & Associates - #21-2070 - $11,534.00
i. Steve Vaill, Norman Kelly 2nd - U.
Adjournment: 7:06 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, September 20, 2021 @ 6:00 p.m. RESCHEDULED TO Monday, September 27, 2021 @ 6:00 p.m.
Location: Blue Room - Town Hall - 338 Main Street Winsted, CT 06098
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (), M. Hintz (), N. Kelly (x), N. O’Dea (x), C. Perez (x), D. Pfenninger (x), B. Stratford (x), and S. Vaill ()
Call to Order: 6:00 PM
Roll Call: See above
Agenda Review:
Public Comment: No Public Comment
Business:
1. Project update
Paul Jorgensen reports a lot of activity. He has provided some pictures of the progress in the brook. The civil engineer is finalizing sheet flow. Inside the building - trades have been busy with the sanitation line, and ductwork is underway, masonry is on site.
2. Current progress of construction activity. Items completed.
2nd half of the sanitary line will begin work. Steel canopy is started. They are finishing the work for the brook and removing another portion of the boiler wall, and working on foundation in the curved area of new construction. Exterior stud and sheathing will begin when the roof arrives toward the end of October. Roofers are patching holes on the roof to ensure the inside of the building is dry.
3. Review of pending items and/or change order proposals.
Discussion - PCO#009 Concrete Wall Patching in Classrooms
It is addressed in the specifications—3.4a page 11 and #1 - Typical cutting and patching protocols. Page 12 - exposed finishes under G - following the performance of other work - #2 - Restore exposed finishes.
4. Update for environmental monitoring, materials testing, and commissioning services.
A Commissioning Agent has been brought on to the project. This is to oversee the mechanical installation and hook-ups. Oil tanks will be removed and overseen by the commissioning agent.
5. Phase 2 and 3 – FF+E and Playground Phases
These are reviewed with the state.
FF&E - Formal approval next month. October 26 is the meeting.
a. See Letter of Engagement - Versteeg Associates - Dated September 22, 2021
6. Review of current invoices.
a. Test Con - Invoice 11184 - $3,968.60
i. Table for further review
b. Silver, Petrucelli, and Associates - Invoice 21-1514 - $25,997.08
i. Motion - Dave Carter, 2nd Norman Kelly - U.
c. Silver, Petrucelli, and Associates - Invoice 21-1824 - $11,226.00
i. Motion - Dave Carter, 2nd Norman Kelly - U.
d. Montagno Construction - Invoice #4 - $744,618.66
i. Motion - Dave Carter, 2nd Norman Kelly - U.
e. Potential Change Orders
i. Montagno - PCO#013 - $1,398.10 Masonry Support in Media Center
1. Motion - Approval - Dave Carter, 2nd Norman Kelly - U.
ii. Montagno - PCO#018 - $4,806.42 Electrical Conduit
1. Motion - Approval Dave Carter, 2nd Norman Kelly - U.
iii. Montagno - PCO#021 - $3,883.00 South Side Foundation Crack
1. Motion - Approval Dave Carter, 2nd Norman Kelly - U.
iv. Montagno - PCO#005 - $8,494.20 Hammer and Rock
1. Motion - Approval Dave Carter, 2nd Norman Kelly - U.
v. Montagno - PCO#010 - $3,603.60 Kitchen Door Infill
1. Motion - Approval Dave Carter, 2nd Norman Kelly - U.
vi. Montagno - PCO#015 - $538.76 Door A100H Roof Conflict
1. Motion - Approval Dave Carter, 2nd Norman Kelly - U.
vii. Montagno - PCO#016 - $2,830.44 Existing Storm Drain at Canopy
1. Motion - Approval Dave Carter, 2nd Norman Kelly - U.
viii. Montagno - PCO#020 - $13,442.88 Fixture Carriers
1. Motion - Table Discussion - Dave Carter, 2nd Norman Kelly - U.
a. Investigate adding tile to the west wall
ix. Versteeg - $1,800 - Playground Reviewer - Joseph Versteeg
Adjournment: 7:42 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, August 16, 2021 @ 6:00 p.m.
Location: Blue Room - Town Hall - 338 Main Street Winsted, CT 06098
Please wear a mask.
Meeting Facilitator: Tony Sandonado, Chair (x)
Dave Carter, Vice-Chair (x)
Invitees: M. Bird (), M. Shanley-Brady (x), D. Denning (x), J. Kelly (x), M. Hintz (), N. Kelly (x), N. O’Dea (x), C. Perez (), D. Pfenninger (), B. Stratford (x), S. Vaill (x), R. Field (x),
Call to Order: 6:00 PM
Roll Call: See above
Agenda Review:
1. Motion to add the following invoices to the agenda - Steve Vaill, 2nd Dave Carter - U.
a. TestCon - Invoice 11142 - $3,203.70
b. Silver, Petrucelli - Invoice 21-1514 - $25,997.08
c. Horizon - Invoice R2021z-023-4 - $630.00
d. Horizon - Invoice R2021z-023-5 - $1,260.00
2. Motion to add financial report to the agenda - Dave Carter, Steve Vaill - U.
3. Motion to add G802 - 12 - $308.00 (flagging for the wetlands) - Dave Carter, Norman K - U.
4. Motion to add Montagno August Invoice - #3 - $634,617.35 - Dave Carter, 2nd Dale Denning - U.
Public Comment: Mr. Pettit - Relay of Phone Conversation with Melony Brady-Shanley
Business:
1. Project update
a. Most trades are on the site at this point.
i. Demolition - most of the original building is demolished
ii. Saw cutting the slab for the sanitary line
iii. Demolition of the electrical conduit
iv. Steel will be up by the end of the week
2. Current progress of construction activity. Items completed.
3. Schedule look ahead this month to early next.
a. Steel, decking installed
b. Standing up the exterior walls over the next three weeks
c. Trenching of the sanitary line (6 wks to complete)
d. Ductwork installation
e. Plumbing and electrical installs
f. Piers and footings over by the curved wall on the old building demolition area
g. Waterline and fire line permit in progress
4. Review of pending items and/or change order proposals.
a. No change orders for action
b. Pending Additional Information
i. Dewatering Change Order
ii. Rock Removal
iii. Replacement of Control Joints in the Building (soft joints in the building)
iv. Electrical in the slabs
v. Clarification of bathroom chase walls
c. RFI’s
i. Masonry walls that are unsupported (walls were not toothed together)
ii. Duct penetrations (may need to add some structure)
5. Update for environmental monitoring, materials testing, and commissioning services
a. Materials testing is in the process - TestCon has been in the field. No issues have been noted to date.
b. Environmental - All fees are within contract specifications
c. Abatement - Close to completion
d. Commissioning - Review of invoices
6. Financial Report
a. Bruce Stratford provided an update on the financials to date
i. All is tracking on time
7. Review of current invoices.
a. TestCon - Invoice 11142 - $3,203.70
i. Motion - Dave C, 2nd Steve Vaill - U.
b. Silver, Petrucelli - Invoice 21-1514 - $25,997.08
i. Motion - Dave C, 2nd Norman K. - U.
c. Horizon - Invoice R2021z-023-4 - $630.00
i. Motion - Dave C, 2nd Steve Vaill - U.
d. Horizon - Invoice R2021z-023-5 - $1,260.00
i. Motion - Dave C., 2nd Steve Vaill - U.
e. Montagno August Invoice - #3 - $634,617.35 - Dave Carter, Steve Vaill - U.
Adjournment: 6:43 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, July 19, 2021 @ 6:00 p.m.
Location: Blue Room - Town Hall - 338 Main Street Winsted, CT 06098
Meeting Facilitator: Tony Sandonado, Chair (a)
Dave Carter, Vice-Chair (p)
Invitees: M. Bird (a), M. Shanley-Brady (p), D. Denning (p), J. Kelly (p), M. Hintz (a), N. Kelly (p), N. O’Dea (p), C. Perez (p), D. Pfenninger (a), B. Stratford (p), and S. Vaill (p)
Call to Order: 6:06 PM
Roll Call: See above
Agenda Review:
1. Review of Hinsdale School Renovation Committee Meeting Agenda – July 19, 2021
a. Additional Invoices
i. Victor Insurance - #S1964268 - $19,298.00
ii. Silver, Petrucelli - #21-1275 - $11,226.00
iii. TestCon - #11130 - $713.00
iv. Langon - #LCT0600332 - $31,381.62
b. Financial Report from the Town of Winchester - Bruce Stratford
Motion by Norman Kelly: To add the invoices and the financial report from the Town of Winchester
2nd - Dale Denning - U.
Public Comment: No Public Comment
Business:
1. Project update
● Current progress, construction activity
○ Steve Savino from Montagno presented the construction update - complete with abatement, small area remains on the roof, demolition for the two-story section is underway, preparing for opening the waterway, interior sections are being selectively demolished, forms were placed for the addition today. The box culvert is not going to be available until November. When the river is uncovered, the school side of the restoration will be complete, and then the box culvert will be installed outside the school in the fall.
● Look ahead this month to early next
○ Finish demolition, open walls will be closed, foundations will continue to be built, steel will be installed in August, front entrance steel.
2. Review of open/pending items and change order proposals (1-4)
a. Open Items
i. Abatement contractor - Extra work in the section of the building that is being demolished.
ii. Above ceiling coordination with the ductwork. Redesign of the ductwork to ensure minimal mechanical changes.
iii. Electrical - Relocation of junction boxes, conduit, pull box. Conduit in the slab was found on 7/19/21.
iv. Rock was found near the playground. It may not be an issue, but it is a discussion item.
b. Change Order Proposals - Eligible for Reimbursement, and All funds will come from the contingency fund.
i. Selective Demolition - Topping above the boiler room - $5,391.68
1. Motion - Steve V., 2nd Norman Kelly U.
Ii. Vault Roof Drain Pipe was removed in construction - The reconstruction of the wall was not included in the original drawings - $1,835.70
1. Motion - Dale Denning, 2nd Steve Vaill - U.
Iii. Chase wall for a wall fire hydrant - $548.56
1. Motion - Steve Vaill, 2nd Dale Denning - U.
Iv. Demolition for Kiln Room - Removal of the cement pad - $560.00
1. Motion - Dave Carter, 2nd Steve Vaill - U.
3. Review of environmental monitoring services, raise not-to-exceed (NTE) limit
a. Motion - David Carter - To raise the not to exceed from $53,000 to $70,000, 2nd Steve Vaill, U.
4. Review of current invoices
a. Montagno - Invoice #2 - $669,857.25
i. Motion - Steve Vail, 2nd Dave Carter, U.
b. Silver, Petrucelli - Invoice 21-1275 - $42,607.62 (includes Langon previous approved on 7/19/21)
i. Motion - Steve Vaill, Dave Carter, U.
c. Victor Insurance Managers Inc. - Invoice #S1964268 - $19,298
i. Motion - Dave Carter, 2nd Norman Kelly, U.
d. Test Con Inc. - Invoice #11130 - $713.00
i. Motion - Dave Carter, Steve Vaill, U.
5. Financial Update from Bruce Stratford
a. Revenues and Expenditures were shared out.
i. Interim financing, reimbursements, and spending were reviewed.
ii. Construction-related costs were reviewed
iii. One payment to Montagno has been made and approved in June
iv. All aspects are on target as planned
6. Safety concerns
a. No entry to the site.
b. Bricks - 20 - Mel will coordinate. Bricks will be delivered to Jack Bourke.
Adjournment: 7:22 PM Motion - Dave Carter, Dale Denning, U
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, June 21, 2021 @ 6:00 p.m.
Location: Virtual Via Zoom
Join Zoom Meeting
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Phone: 929-205-6099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonado, Chair (p)
Dave Carter, Vice-Chair (p)
Invitees: M. Bird, M. Shanley-Brady (p), D. Denning (p), J. Kelly (p), M. Hintz (p), N. Kelly (p), N. O’Dea, C. Perez (p), D. Pfenninger (p), B. Stratford (p), and S. Vaill (p)
Call to Order: 6:01 PM
Roll Call: See above
Agenda Review:
1. Review of Hinsdale School Renovation Committee Meeting Agenda – June 21, 2021
a. Some removal of invoices due to duplication.
b. Add conversation and possible action for permission for action based on change orders. Committee to determine amount and allowance.
Public Comment: No public comment
Business:
1. Construction update
a. Schedule
1. Paul from S,P&A
a. Abatement is close to being finished. All areas are complete except for the tunnel area.
b. Demolition - Two-story will begin next week (middle of the week). This process will take about three weeks. In the process they will uncover the river.
c. Supplies/materials - Many materials were bought out early. Culvert under the driveway (easement). This culvert is behind schedule due to the lack of precast materials. They are working around this in the schedule to accommodate continued movement in the schedule. Aluminum windows are twenty weeks out on ordering. Roofing materials are also pushed out due to demand. Underground storage tank removal is in progress. Demolition in the building is going smoothly.
b. Revisions and/or unforeseen conditions with potential schedule or budget impact.
1. Abatement - Small exterior roof in the music room. This needs to be abated; it was uncovered during demolition. A proposal has been requested.
2. Floor In-Fill - A floor topping needs to be addressed however the topping is crumbling. It is about a 900 sq foot area. A proposal has been requested.
3. Vault Area and 2nd grade classroom abatement - The chase wall needs to be replaced with gypsum board. A proposal has been requested.
4. Underground Storage Tank - There is some type of fill inside the tank in the front. More information is being sought.
5. Duct design is being impacted by electrical rack and conduit. The mechanical engineer did not see the rack. It runs the length of the corridor. Currently all engineers are looking at different solutions.
2. Committee to discuss dollar amount set for change order requests between meetings.
a. $10,000 amount
b. Tony Sandonato and Melony Brady-Shanley to make allowance.
c. If a pressing issue arises and exceeds the threshold between meetings, a second meeting may be called if necessary.
i. Steve Vaill - Motion - To allow Tony and Mel permission not to exceed $10,000 allowance on change orders not to exceed more than $25,000 on a monthly basis.
2nd - David Carter
Vote - U.
3. Invoices
a. Horizon Engineering - Invoice #R2021Z-023-3 - Amount: $280.00
Motion: Dale Denning, 2nd: Steve Vaill - U.
b. Silver, Petrucelli & Associates - Invoice #21-991 - Amount: $9,632.31
Previously paid
c. Langan - Invoice #LCT 0058494 - Amount: $1,600.00
Previously paid
d. Joseph Merritt & Company - Invoice #10399468 - Amount: $352.76
Previously paid
e. Joseph Merritt & Company - Invoice #10398805 - Amount $241.55
Previously paid
f. Langan - Invoice #LCT 0600226 - Amount $17,438.25
No action needed due to item ‘h’
g. Silver, Petrucelli & Associates - Amendment Number-007R - $661.10
Amend - This is included in invoice #21-1209
Motion: David Carter, 2nd - Norman Kelly, U.
h. Silver, Petrucelli & Associates - Invoice #21-1209 - Amount $45,085.07
Includes Langan invoice ‘f’.
Motion: David Carter, 2nd - Dale Denning - U.
i. Montagno Construction, Inc. – AIA Document G702 - Period to 5/31/2021- $775,077.69
Motion: David Carter, 2nd Norman Kelly, U.
Adjournment: 7:05 PM
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, May 10, 2021, at 5:30 p.m.
Location: Virtual via Zoom
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Tony Sandonato, Chair (P)
Dave Carter, Vice-Chair (P)
Invitees: M. Bird, M. Shanley-Brady (P), D. Denning, J. Kelly, M. Hintz (P), N. Kelly, N. O’Dea, C. Perez, D. Pfenninger (P), B. Stratford (P), and S. Vaill (P), Steve Savino (P), Joe Montagno (P), Anthony Montagno (P), Paul Jorgensen (P), Gabriel Holzthum (P)
I. Call to Order: 5:30 p.m.
II. Roll Call: See above
III. Agenda Review:
1. Review of Hinsdale School Renovation Committee Meeting Agenda – May 10, 2021
a. No changes
IV. Public Comment:
a. Asked three times - No Comment
V. Business Discussion and Possible Action:
1. GC award and contract. Current project progress, including submittals & RFI’s
a. PJ reported that the project had been awarded. Notice to Proceed is in place, and signed contracts are in place.
b. Current Progress by KM & SS - Mobilized on-site, fence installed, erosion control measures, abatement has started in the two-story building, MEP’s - (mechanical, electrical, plumbing) and walls demolition will start in the next few days the utilities will be capped off. The trailer will be delivered on Thursday. They are working on the buyout of subcontractors this week. All should be bought out and awarded by next week.
c. Kick-off meetings will be forthcoming with Montagno and the owners. During this meeting, subcontractors, schedule/values, and submittal log will be prepared. Tentative Meeting - May 18 at 10 a.m. - Trailer Location.
2. Material Testing RFP results, discussion, and award
a. Special inspections requirement - Owner, hire an independent testing company that works with Montagno - RFP went out last month, issued per state contract, four firms met the requirements. TESTCON, IMTI, TERACON all submitted an RFP - Selected Company - TESTCON out of Danbury (lower side of the scale) - Test rates and hourly rates are competitive. Also, a minority-owned business.
Dave Carter - What is the frequency of how often TESTCON will be on sight? Is there a schedule for this? Answer - The contractor will set the schedule for the testing cycle. The cycle will be done in bi-weekly intervals.
i. Motion - Dave Carter
ii. 2nd - Steve Vaill
iii. Vote - U.
3. Environmental construction monitoring proposal (Langan)
a. This has started 5/10/21. Langan has performed some services under the original contract. Monitoring is a separate billing document. This monitoring has been signed off on by the Superintendent. Estimate was $53,000 for the entire monitoring period during the construction.
Steve Vaill - Is it better to have Silver, Petrucelli and Associates oversee the monitoring. What are the pros and cons - benefit S, P&A - reviews the invoice prior to payment.
Candy Perez - What is the markup? How many invoices will there be? Right now, it is at $5,300. 10% markup
1. Motion - Dave Carter - To have S, P & A oversee the monitoring of Environmental Construction.
2. 2nd - Steve Vaill
3. Vote - U.
4. Review of G802 #9 and #10 for civil and environmental design items. Contract Amendment
a. Overrun of testing - $5,659.22 - Allowance was for $15,000
b. Specifications for bidding $3,770.00
c. Total overrun was $10,372.14 (all services with Langan accounted for)
i. Motion - To approve the $10,372.14 by Dave Carter
ii. 2nd - Steve Vaill
iii. Vote - U.
d. Don Smith - Civil Engineer - For additional land use meeting - Total fee - $4,123.35 (all services with Don Smith are accounted for)
i. Motion - To approve $4,132.35 by Dave Carter
ii. 2nd - Steve Vaill
iii. Vote - U.
5. Groundbreaking ceremony discussion
a. May 20, 2021, at 10 a.m. at Hinsdale in the parking lot area
b. MBS to develop a press release
6. Commissioning agent (Horizon) invoice #2
a. Must be independent by the owner.
b. Has been reviewed by SPA
i. Invoice - $665.00
1. Motion - Steve Vaill
2. 2nd - Dave Carter
3. Vote - U.
7. SP+A April and May invoices
a. Invoice - April 2021 - $24,200
i. Motion - Approve $24,200 - Dave Carter
ii. 2nd - Steve Vaill
iii. Vote - U.
b. Invoice - May 2021 - $9,632.31
i. Motion - Approve $9,632.31 - Steve Vaill
ii. 2nd - Dave Carter
iii. Vote - U.
8. Tony Sandonato- Request periodic safety report
a. Request to have feedback at the monthly renovation committee meeting.
b. If there is a “First Report of Injury” is filed, we will be notified.
VI. Adjourn: 6:19 p.m.
1. Steve Vaill
2. Dave Carter
Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Thursday, March 25, 2021 at 6:30 p.m.
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady (P), D. Denning (P), R. Geiger (P), M. Hintz, N. Kelly (P), N. O’Dea (P), C. Perez (P), D. Pfenninger, T. Sandonato (P), B. Stratford (P), and S. Vaill(P)
I. Call to Order: 6:31 PM
II. Roll Call:
III. Agenda Review:
a) Review of Hinsdale School renovation Committee Meeting Agenda – March 25, 2021
1. Material Testing Services
2. Clerk of the Works
3. Resignation of of Steve Frazier
4. Nomination for Committee Chair
Motion: Tony S., 2nd Dale Denning - U.
IV. Public Comment: None
V. Business Discussion and Possible Action:
a) Property Easement Update and G802# (#7) Easement Map for $479.60 NTE
Invoice Motion: Dale Denning, 2nd Norman - U.
b) Review of Hinsdale Bids
Viewed the overview of all bids
a. Consistency with all 13 bids
b. All bids far less than original financial plan
c. 9 bids within $12 million to $12.9 million
d. Montagno is the low bidder - 281K less than second bidder. All alternates are included.
e. Reviewed in detail, the three low bidder information sheets. Paul at Silver, Petrucelli, and Associates, called all contractors and spoke to their principal to ensure accuracy of information.
f. Montagno - Bid qualified; met all requirements
g. Overall - $15.3 million with all phases and materials. This is about $2 million below original finance. Cost to the town will be about $4.3 million.
h. MBS to reach out at the direction of the committee to discuss a solar project.
c) Selection of Bid Recipient
Motion to select Montagno Construction Inc. of Waterbury, CT as the recipient, qualified, low bidder at $13,067,507 with all nine bid alternates included.
Motion - Tony S., 2nd - Steve V. - U.
d) Update of Timeline for Project
1. Timeline for Montagno - 30 Calendar Days, will complete with 456 days to finish the project.
2. ‘Notice to Proceed’ will be sent by Silver, Petrucelli and Associates.
3. 15 months out. June 2022 deadline for the project.
4. There is a liquidated damages clause at about $500 per day.
e) G802 (3*) Additional civil services to meet Inland Wetland requirements during construction for $3,696.00 NTE
Motion: Norman, 2nd: Tony - Vote: U.
f) Approval of Invoices:
1. Silver Petrucelli 11/1/2020 $3,733.05
2. Silver Petrucelli 12/1/2020 $17,891.40
3. Silver Petrucelli 2/1/2021 $3,120.00
4. Silver Petrucelli 3/1/2021 $19,110.00
5. Commissioning Agent, Horizon Engineering invoice R2021Z-023-1 for $1,995.00
Motion to accept all invoices - Steve V. , 2nd: Dale D. - Vote: U.
g) Material Testing Services
Building Code requires certain aspects of the project have an independent lab test. Concrete, mortar, soil compaction, steel, steel welds, etc. We are currently carrying $25,000 for testing. Material testing numbers have been coming in high on other projects. We need to ensure we plan as efficiently as possible in this area. At the next meeting, we would select and qualify a materials testing company from the state bid list.
h) Clerk of the Works
i) Resignation of of Steve Frazier
I. Accept with Regret
j) Nomination for Committee Chair
Dale Denning - Motion to nominate: Tony Sandonato
2nd - Steve V. - U.
VI. Adjourn: 7:57 PM
Motion: Dale, Steve: 2nd - U.
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Tuesday, January 19, 2021, at 6:00 p.m.
Location: Virtual via Zoom
Join Zoom Meeting
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Phone: #: 9292056099
Meeting ID: 796 667 1341
Passcode: 12345
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, T. Sandonato, B. Stratford, and S. Vaill
Call to Order:
Roll Call:
Agenda Review:
Public Comment:
Agenda:
1. Hinsdale state review status - approval to bid
Newly Proposed Bid Dates (to be confirmed)
- Issued for Bid: January 21, 2021
- Pre-bid meeting: January 28, 2021
- RFI Deadline: February 25, 2021
- Bids Due: March 4, 2021
- Committee award of the project: March 8, 2021 (or March 15)
2. Review of commissioning agent RFP submissions and next steps
3. Contract amendments
- G802 #5 - Geotechnical / Town approval process, hours for Civil & LS
- G802 #6 – Environmental specifications, oversight, and sampling for tank removals
4. Hinsdale Financing Update and Clarification
Adjourn:
Meeting: Hinsdale School Renovation Committee Meeting Agenda
Date: Monday, November 9, 2020 at 6:00 p.m.
Location: In-Person - Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, T. Sandonato, B. Stratford, and S. Vaill
Call to Order: 6:02 PM
Roll Call: M. Brady-Shanley, Michelle Hintz, Steve Vaill, Steven Frazier, Tony Sandonato, Doug Pfenninger, Bob Gieger, Bruce Stratford, Nancy O'Dea-Wyrick, David Carter, Norman Kelly (phone), Paul Jorgenson (phone), Melissa Bird (phone), Dale Denning
Agenda Review: No changes
Public Comment: No public comments
Business:
1. Third Party Review and Comments - Report from Paul Jorgensen - Drawings have been reviewed and completed. Comments have been provided to the design team. There were about 30 comments that we're able to be addressed, and written responses were given. The Reviewer has signed off on the project. Local officials are in the process of signing off, including the Health Department in Torrington. We are only missing one or two signatures. Following the signatures, we will submit the drawings to DAS. They will stamp them in 1 or 2 weeks and then receive an approval to bid letter.
2. Commissioning Agent RFP - High-Performance Standards Project requires the owners to hire an independent commissioning agent to review the mechanical aspects of the building during design and construction. Cost is built into the estimate for the project (40-60K) - built into the professional services line and is reimbursable by the state. Usually about $1.00 per square foot of project. This person will work with engineers regarding the scope of the project and follow the design into construction. They will work with contractors to get them operational at the highest level.
3. OSCG&R Process, Including Grant Commitment - DAS will issue a formal approval letter to bid on the project. DAS will ensure that the review is complete before the bid. The bid will be ready in one week following the approval.
4. Project Bid Timeline - There will be milestone dates set up during the bid process. We are anticipating a bid timeframe of 6-7 weeks.
5. Invoices - ACV Enviro - $4,228.05 - Motion by Tony S, 2nd Michelle - U.
Silver Petrucelli & Associates, Inc. - $96,442.68 - Motion by David Carter, 2nd Steve Vaill - U.
Silver Petrucelli & Associates, Inc. - $13,046.18 - Motion by Steve Vaill, 2nd David Carter - U.
6. Grant Commitment Notification Letter - Shared and distributed.
Adjourn: 6:34 p.m. - Motion David Carter, 2nd Dale Denning - U.
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting
Date: Monday, June 1, 2020 @ 6:00 p.m.
Location: Join Zoom Meeting
https://us02web.zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09
Phone: 1 929 205 6099
Meeting ID: 796 667 1341
Password: 12345
Meeting Facilitator: Steven Frazier, Chair - Absent
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
Call to order at 6:04 PM
Roll Call Present – Dave Carter, Melony Brady-Shanley, Dale Denning, Robert Geiger, Michelle Hintz, Norman Kelly, Nancy O’Dea-Wyrick, Doug Pfenninger, Tony Sandonato, Bruce Stratford, Steve Vaill
Business
a) Site plan progress update with Don S.
Don Smith reviewed multiple drawings associated with topography, drainage, parking, demolition. Additional research was requested regarding the landscape of the water area and coverage of the dumpster/generator area.
Land usage meeting with the Town proposed to be the 3rd Wednesday of July.
b) Playground design kicks off with Kompan
Kompan will begin design options/layouts for the two playgrounds. The ground surface will be rubber with appropriate drainage. Preliminary designs/cut sheets will be presented to the group at an upcoming meeting. Information – Playground development is done as a separate design phase to construction.
c) Review of phase II environmental proposal
Reviewed and approval to remove fuel and have Langon determine soil conditions.
Motion – Dave Carter
2nd – Steve Vaill
Unanimous
d) Architectural progress update
Dean reported that we are 66% of the way through Design Development. Over 200 drawings have been completed to date.
e) A mechanical progress update
Four rooftop units with VAVA Box, Thermostats by room, two filter systems, direct-drive air force, UV lights, cabinet style heat units. There will be two boilers on the ground level. All building management systems will be web-based.
f) Presentation of progress finishes for information.
See presentation.
g) Project timeline
Ahead of schedule, bidding ready for early fall 2020.
Add – Invoice – Motion Dave Carter, 2nd Dale Denning
h) Invoices
i. #20396 – Silver, Petrucelli, and Associates – 3/1-3/30 - $60,882.50
ii. #2061 – Silver, Petrucelli, and Associates – 4/1-4/30 - $102,517.14
iii. #20997 – Silver, Petrucelli, and Associates – 5/1-5/31 - $75,724.89
Motion – Steve Vaill
2nd – Dale Denning, Unanimous
Adjourn – 7:18 PM
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting Minutes
Date: Monday, April 16, 2020, @ 6:00 p.m.
Location: Join Zoom Meeting https://zoom.us/j/7966671341?pwd=OGh4c1haZkkvcGJ2UHVtZXo4M0VDdz09 Meeting ID: 796 667 1341 Password: 12345 One tap mobile +19292056099,, 7966671341#,,#,12345# US (New York)
Meeting Facilitator:
Steven Frazier, Chair - Absent
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
Call to order
Roll Call x = present Roll Call x = present
S. Frazier - A
N. O’Dea-Wyrick - X
D. Carter - X
C. Perez - X
M. Bird - A
D. Pfenninger - X
M. Brady-Shanley - X
M. Ruzbason - A
D. Denning - X
T. Sandonato - X
R. Geiger - X
B. Stratford - X
M. Hintz - X
S. Vaill - X
N. Kelly - A
Business
a) Review of Schematic Design Meeting with the School Construction Office
a. Meeting held on Wednesday, April 15, 2020 with Bob Celmer, Paul from SP &A, and Melony
i. Finalized space standards, reimbursement on 2nd story building, confirmed no setbacks or variances needed.
ii. DEEP and Army Corp of Engineers – No issues, both meetings have been held.
iii. Reviewed security planning for the building
iv. 3 Phases of work to be completed with the State Review Team are: Construction, FF&E, and Playscapes – We are going to
be applying for “Renovate as New” status. This will enable us to be reimbursed for more items.
v. When going out to bid, we will use a General Contractor.
vi. Abatement of Underground Oil Tanks – Move to a phase 2 investigation to see if there are any soil or leaking issues.
vii. Enrollment is set at 293
b) Review of the Final Schematic Design – Reviewed stage of project and completion timelines
c) Interior and Exterior pictures were shared with the team.
Adjourn: 8:15 p.m.
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting - Minutes
Location: Town Hall – Blue Room 2nd Floor
Date: Monday, January 27, 2020 @ 6:00 p.m.
Meeting Facilitator: Steven Frazier, Chair - Absent
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
Call to order
ROLL CALL |
X = PRESENT |
ROLL CALL |
X = PRESENT |
---|---|---|---|
S. Frazier |
x |
N. O’Dea-Wyrick |
|
D. Carter |
x |
C. Perez |
x |
M. Bird |
|
D. Pfenninger |
x |
M. Brady-Shanley |
x |
M. Ruzbason |
|
D. Denning |
x |
T. Sandonato |
x |
R. Geiger |
x |
B. Stratford |
x |
M. Hintz |
x |
S. Vaill |
x |
N. Kelly |
|
|
|
Business
a) Next Steps
Funding is now secure for the project and included in the budget package. The reimbursement rate has been increased by 1.79% to 71.79%. The initial priority project was approved on December 15, 2019, and the second approval through the committee was reviewed and approved on January 15, 2020. No changes were made to the Hinsdale School project line.
David Carter opened a discussion regarding beginning construction documents on the Hinsdale project. Michelle Hintz motioned for the committee to send correspondence to the Board of Selectman that would read “The Hinsdale School Renovation Committee intends to proceed with construction documents if there are no objections from the Board of Selectman noted by Wednesday, February 5, 2020.” Brady-Shanley to DRAFT the letter to the Board of Selectman.
Motion: Michelle Hintz
2nd – Tony Sandonato
Motion Passes: Unanimously.
b) Assessment Results
Detailed review of Hazardous Assessment Results provided. Shared the 226-page report. Report is available for viewing in the Hinsdale Binder. The section of the building that will remain only had $13,000 of waste removal necessary while nearly $300,000 for the part of the building that will be demolished. The costs will be readily handled through the allocated amount of funds budgeted for demolition and waste removal.
c) Solar
Committee voted to have Brady-Shanley inquire with Silver, Petrucelli, and Associates regarding the cost and payback potential of the inclusion of a solar roofing project.
Steve Fraizer – Motion
Tony Sandonato – 2nd
Motion Passes – Unanimously.
d) Land Trust Grant
Doug Pfenninger spoke regarding the “waterway” and the importance of ensuring the ecological responsibility of landscaping that will be used to support flood areas and a rain garden that can be observed and interacted with according to science unit instruction. It will be important to have a designer that has knowledge about rain garden development. Doug stated that he believes that the cost would be minimal and the Land Trust may be able to secure grant funding.
e) Barn
Brady-Shanley spoke about the need to a storage facility on the Hinsdale property since the barn at Batcheller will no longer be available upon giving the property back to the town.
Adjourn – 6:42 PM
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Meeting
Location: Town Hall – Blue Room 2nd Floor
Date: Monday, November 25, 2019 @ 6:00 p.m.
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Brady-Shanley, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea-Wyrick, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
Call to order - 6:00 PM
Roll Call |
x = present |
Roll Call |
x = present |
---|---|---|---|
S. Frazier |
Absent |
N. O’Dea-Wyrick |
x |
D. Carter |
x |
C. Perez |
x |
M. Bird |
Absent |
D. Pfenninger |
Absent |
M. Brady-Shanley |
x |
M. Ruzbason |
Absent |
D. Denning |
x |
T. Sandonato |
x |
R. Geiger |
x |
B. Stratford |
x |
M. Hintz |
x |
S. Vaill |
x |
N. Kelly |
x |
|
|
Agenda Review
D. Denning Motion to add Phase 1 ESA, S. Vaill 2nd - U.
Business
a) Building Conditions Report
I. Batcheller - $10,000 in the past two weeks for elevator and pipe breakage
II. Hinsdale - $1,500 in the past two weeks for electrical and plumbing breakage
III Overtime for custodial and maintenance - $2,800
b) Phase 1 Environmental Site Assessment (ESA)
I. The ESA should be complete by the end of December and will enable us to tighten down on the demolition costs and renovation
areas that may have waste.
c) Next Steps
I. Next meeting - December 16, 2019, at 6:00 PM in the Blue Room of Town Hall pending the State list
II. M. Brady-Shanley to reach out to SP & A and obtain a payment schedule for the next portion of the work.
Motion - Michelle Hintz to adjourn at 6:42 PM, 2nd - D. Denning. U.
Adjourn
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING MINUTES
Monday, September 30, 2019, AT 6:00 PM
HICKS ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice-Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Attendees - Dale Denning, Candy Perez, Tony Sandonato, Steve Frazier, Doug Pfenninger, David Carter, Nancy O’Dea-Wyrick, Norman Kelly, Bruce Stratford, Steve Vaill, Melony Brady-Shanley, Michelle Hintz (late arrival)
II. Agenda Review – Added items:
c) Approval of invoices
d) Committee Membership Discussion
III. Public Comment - None
IV. Business
a) Process and Next Steps – Mel took the committee through the visit from Kosta Diamantis, Director construction Management Connecticut Department of Administrative Services, last week they walked the Hinsdale Facility. Melony also read the follow-up letter from Kosta dated September 30, 2019, stating that “It is with great pleasure that I will recommend to the Governor, Commissioner of the Department of Administrative Services, and as the session begins the legislature to support your project which I am placing on the priority list.” A copy of the letter is attached. Mel requested permission from the committee to release the letter which was approved. Vaill motion, Carter second, approved unanimously.
Silver Petrucelli has requested a date for the Department of Environmental Protection pre-approval meeting.
Candy reinforced the importance of public communication as this process unfolds.
b) Timeline – Mel took the committee through the timeline of starting working drawings to occupancy as follows:
- Complete Design 7 months
- State Review 1 month
- Bid Process 3 months
- Construction 16 months
- Move-in 1 month
Tony expressed concern about the time to complete the design.
Steve V asked when the work on the drawings could start, and Mel responded that it would be determined by the Board of Selectmen.
The discussion produced questions for Melony to ask Kosta Diamantis:
- How many priority projects will be forwarded for this year?
- In the last three years, how many projects were forwarded on the priority list and how many got funded?
- Have any projects in the past three years not received funding?
- Do you see any issues with Governor Lamont holding up bond meetings in the future? Could this be a potential issue for us?
c) Approve Invoices – Nancy took the committee through the invoices
- 6/1/19 Reimbursable expense from Silver Petrucelli $394.17.
Hintz motion, Carter second, approved unanimously. - 8/16/19 Information Boards for the Project from Goulet Printery $240.00.
Sandonato motion, Denning second, approved unanimously. - 9/1/19 Reimbursable expense from Silver Petrucelli $30.33.
Carter motion, Sandonato second, approved unanimously.
d) Committee Membership – Mel outlined the time commitment going forward for this type of project. All committee members are willing to stay onboard. Mel was encouraged to ask a parent of one of our youngest students to join the committee.
V. Adjourned at 7:02 PM
2018-2019 Agendas
HINSDALE SCHOOL RENOVATION COMMITTEE
AGENDA FOR INITIAL MEETING
Date: JULY 23, 2018 @ 6:00 pm
Location: HICKS ROOM - TOWN HALL
I CALL TO ORDER
II SWEARING IN OF COMMITTEE MEMBERS (Sheila Sedlack)
III ROLL CALL
IV INTRODUCTIONS AMONG MEMBERS
V SUMMARY OF PROCESS TO DATE D. PFENNINGER
Packets distributed and list of other documents available to committee
VI ADMINISTRATIVE RESPONSIBILITIES - minutes, posting meetings, etc. D Pfenninger, Melony Brady-Shanley
VII CHARGE OF THE COMMITTEE (with proposed timeline) D Pfennin ger
Document describing charge distributed
VIII DESCRIPTION OF REQUEST FOR PROPOSAL PROCESS AND NEXT STEPS - Melony Brady-Shanley
IX QUESTIONS AND DISCUSSION
X ELECTION OF OFFICERS?
XI SCHEDULING OF NEXT MEETING
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda
Date: July 30, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order
II. Roll call
III. New Business
a) Review RFP Draft
Adjournment
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda - Amended
Date: September 17, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order
II. Roll call
III. New Business
a) Develop Interview Questions
b) Review
c) Discussion of the pipe that runs under Hinsdale into the Mad River
IV. Adjournment
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda
Date: September 27, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order
II. Roll call
III. New Business
a) Review Architect responses and select firms for interview.
Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
OCTOBER 11, 2018 AT 5:30 PM
BLUE ROOM – TOWN HALL
1. ROLL CALL
2. INTERVIEW OF ARCHITECTURE FIRMS
A. FRIAR – 5:30 PM
B. PERKINS EASTMAN – 6:30 PM
C. QA AND M – 7:30 PM
3. ADJOURNMENT
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING AGENDA
OCTOBER 15, 2018 AT 6:00 – 8:00 p.m.
BLUE ROOM – TOWN HALL
1. ROLL CALL
2. INTERVIEW OF ARCHITECTURE FIRMS
A. Sevigny @ 6:00 p.m.
B. Perkins Eastman @ 7:30 p.m.
3. ADJOURNMENT
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda
Date: October 23, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order
II. Roll call
III. New Business
a) Possible selection of pre-referendum selection of Architecture service.
Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
OCTOBER 29, 2018 AT 6:00 PM
BLUE ROOM – TOWN HALL
- Roll Call
- Business
a) Initial planning meeting with Silver, Petrucelli, and Associates. - Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
November 20, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business
a) Update from Design Team
1) Update Schedule.
2) Meeting minutes & first pass floor plan based on programming meeting/goals.
3) Facility conditions update based on initial architects/engineer’s field visits.
4) Initial site plan options based on civil engineer’s discussion with town engineer.
5) Next steps.
3. Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
December 17, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business
a) Floor plan review
b) Site plan options/discussions
c) Facility conditions update based on architects/engineer’s field visits.
d) Opinion of probable construction cost
e) Schedule/Next steps.
3. Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
JANUARY 28, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business – Update from Design Team
a) Recap of our last meeting
b) Update on meeting with the State of Ct, School Construction grants on 1/23/19
c) Space Standards discussion (including directive from the State)
d) Floor plan impact & initial concepts
e) Updated estimates based on above information
f) Next steps
h) Approve invoices
3. Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
Wednesday, February 13, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business – Update from Design Team
a) Revised floor plan review
b) Revised site plan review
c) Revised Opinion of probable construction cost review
d) Schedule/Next steps.
3. Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
Monday, February 25, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business – Update from Design Team
3. Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING AGENDA - AMENDED
Monday, March 11, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business – Update from Design Team
a. Visuals for community meetings
b. Set dates, locations, and times for community meetings
c. Flyer for community information
3. Adjournment
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING AGENDA
Tuesday, March 19, 2019, AT 5:30 PM
HICKS ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call
2. Business – Update from Design Team
3. Adjournment
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Special Meeting
Location: Pearson School Cafeteria
Date: Saturday, April 6, 2019 @ 9:30 a.m.
I. Call to order
II. Roll Call
III. Business
a) Community Presentation
IV. Adjourn
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Special Meeting
Location: Senior Center – Holabird Avenue
Date: Tuesday, April 9, 2019 @ 2:00 p.m.
I. Call to order
II. Roll Call
III. Business
a) Community Presentation
IV. Adjourn
Winchester Board of Education
Type of Meeting: Hinsdale School Renovation Committee Special Meeting
Location: Pearson School – Cafeteria
Date: Thursday, April 11, 2019 @ 7:00 p.m.
I. Call to order
II. Roll Call
III. Business
a) Community Presentation
IV. Adjourn
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING AGENDA
Date: Monday, May 20, 2019, at 6:00 PM
Location: Town Hall Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
- Roll Call
- Business
- Town process for moving forward with the project
- Financing discussion
- Review of Ed Specs
- DRAFT of grant application
3. Adjournment
2018-2019 Minutes
HINSDALE SCHOOL RENOVATION COMMITTEE MINUTES FOR INITIAL MEETING
Date: JULY 23, 2018 @ 6:00 pm
Location: HICKS ROOM - TOWN HALL
I CALL TO ORDER - Doug Pfenninger 6:00 PM
II SWEARING IN OF COMMITTEE MEMBERS (Sheila Sedlack) - Shelia Sedlack performed swearing in for David, Steven F., Tony, Dale, Norman, Steven V., Michael
III ROLL CALL - Doug Pfenninger, Michelle Hintz, Nancy O’Dea-Wyrick, David Carter, Steven Frazier, Tony Sandonato, Dale Denning, Norman Kelly, Steven Vaill, Bruce Stratford, Michael Ruzbasan
IV INTRODUCTIONS AMONG MEMBERS - All members introduced themselves and shared their personal and/or professional experience.
V SUMMARY OF PROCESS TO DATE D. PFENNINGER
Packets distributed and a list of other documents available to the committee
Each member received a binder that included previously analyzed reports.
VI ADMINISTRATIVE RESPONSIBILITIES - minutes, posting meetings, etc. D Pfenninger, Melony Brady-Shanley
VII PUBLIC COMMENT - Steven Sedlack - Thank you to the entire committee and appreciation for the expertise of the building committee.
VIII CHARGE OF THE COMMITTEE (with proposed timeline) D Pfenninger
Document describing charge distributed. D. Pfenninger describes the historical issues that have faced the district with regards to school closures. He addressed the Receiver closing Hinsdale due to the belief of mold; Receiver did not “turn the building back over to the town.” Town formed a committee to find a way to repurpose Hinsdale. No one was interested in the purchase of the property and demolition would be about $700,000. At no point did the building get returned to the town. BOE has maintained the building since the closure. Receivers encouraged BOE to look at both Batcheller and Hinsdale. CREC was hired to review all documents associated with Hinsdale. The report indicated that Hinsdale would be a better choice for renovation. Ad Hoc Committee made a formal recommendation that we renovate Hinsdale. BOE approved this recommendation. BOS in July 2018 established a Renovation Committee for Hinsdale.
The obligation to provide a sound educational system in the town. Benefits both town and school. Good, clean, up to date building is an important part of the solution. The town has not maintained school buildings in quite some time. With a fairly modest budget, we can create a sound school building at Hinsdale.
Tonight or the next meeting, you will elect your officials.
Review of the charge, and Statement of Need
IX DESCRIPTION OF REQUEST FOR PROPOSAL PROCESS AND NEXT STEPS - Melony Brady-Shanley
Melony reviewed the Mystic Air Quality Reports and explained the sequence and process of testing. The committee engaged in conversation regarding Air Quality and new system requirements to ensure routine air quality testing.
Melony reviewed the DRAFT of the Request for Proposals. A few members of the committee volunteered to assist with formally DRAFTING the RFP for consideration at Monday, July 30, 2018 meeting. The committee has determined, they will include energy-saving opportunities in the RFP for investigation.
X QUESTIONS AND DISCUSSION
XI ELECTION OF OFFICERS
Chair - Nomination of Chair Steven Fraizer - Unanimous
Vice Chair - Dave Carter - Unanimous
XII SCHEDULING OF NEXT MEETING
6:00 PM on July 30, 2018 - Blue Room
RFP Development Session - Thursday, July 26, 2018, 4th Floor, 9:00 AM
Friday, July 27, 2018 - Committee Walkthrough of Hinsdale
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date: July 30, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order – 6:02 PM
II. Roll call – Melissa B., Nancy OW, Norman K, Tony S, Doug P, Michelle H, Melony BS, Steve V., Steve F. Bob G., Dave C.
III. New Business
a) Review RFP Draft
b) Mr. Frazier instructed the team to review the document.
c) All questions that arise during the bid process will be directed to Mr. Frazier.
d) Discussion took place regarding timing with bid dates and completion goals.
e) August 10 – 2:30 PM – Walkthrough
f) Questions Due by Friday, August 31, 2018
g) September 17th – Next Meeting – Agenda – Develop Interview Questions and Review Bids
h) September 10th Monday – Bids Due
i) Monday, September 24 and Tuesday, September 25– Architects to be interviewed
j) Friday, September 28 – Selection Announcement
k) Friday, November 16 – Architect Completion
b) Melissa and Bob to research and report out for next meeting on Referendum Timeline.
c) Research must be done regarding the potential permanent closure of the water access door in the basement of Hinsdale.
IV. Adjournment – 7:21 PM
V. Next Meeting
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date: September 17, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier - Chair, Dave Carter - Vice Chair
Invitees: M. Bird, M. Brady-Shanley, D. Denning, R. Geiger, M. Hintz, N. Kelly, N.
O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order - 6:00 p.m. Carter - Motion, Sandonato 2nd
Pledge of Allegiance
II. Roll call - Brady-Shanley, O’Dea-Wyrick, Hintz, Carter, Denning, Kelly, Perez, Sandonato, Vaill, Stratford, Bird.
III. Public Comment - Two members were present in the audience, however, did not speak during official public comment but asked questions during the meeting that were addressed.
IV. New Business
a) Review Bids
Nancy distributed the spreadsheet with information about the Cost of Referendum. She reviewed the titles and what each column means. Committee took time to review the summary sheet that Nancy developed. Nancy noted that fewer exclusions were better for purchase. Importance of flood certification was noted.
I. Friar - Need to clarify what the phase 1 services are. Will attend meetings with the school. Need a price associated with their work beyond the initial amount of $45,000.
II. Perkins Eastman - In phase 2 and 3 credit would be given back assuming a successful referendum. Listed all the other consulting firms associated with their work. Their phase 1 work includes facilities assessment, education program development, community forums, and information session. Develop specific assist with Office of School Construction and Grants, Prepare conceptual designs, develop a project schedule, estimate costs and budget, provide town meeting and referendum support.
III. QA and M - Excluded hazmat and environmental testing and geotechnical services. They have a group of support staff to support the project. They also did not specify what services were included in Phase 1. No numerics presented on phase 2 and 3.
V. Sevigny - Exclusions included mailing, and their documents are for their sole use in this process. They did provide a list of consultants; specific information was provided regarding phase 1 proposal. That included: project management, inventory of existing conditions, field measurements, code study, HVAC, bathroom renovations, water drainage, exterior security, structural engineering, roof, solar panels, ADA requirements, construction costs, schematic design report, a community presentation, referendum package.
VI. Silver Petrucelli and Associates - Costs were associated in addition to work in phase 1. Did not specify phase 1 services. They did provide phase 2 and 3 numbers. They have a full staff of project support team members.
VII. Tecton - Exclusions included: Hazmat, geotechnical, environmental, hazardous material, investigation, analysis, demographic projections. Have a team of support members. Did not provide Phase 2 and 3 numbers. Did not include a list of phase 1 services.
b) Develop Interview Questions
The committee needs to forward interview questions to Melony by Wednesday, September 19, 2018. Melony will develop a question sheet and forward to the Chair and Vice Chair for approval. Following the approval, Melony will send out to the six firms. The six firms will have until 12 PM on September 27, 2018, to respond. Interviews with selected firms will be October 4, 2018
c) Next Meeting will be on September 27, 2018, in the Hicks Room at 6 PM.
V. Adjournment - 8:07 PM
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date: September 27, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, D. Carter, and S. Vaill
I. Call to order
II. Roll call - M. Brady-Shanley, D. Denning, M. Hintz, N. Kelly, M. Ruzbason, T. Sandonato, B. Stratford, S. Vaill, S. Carter
III. Public Comment - No public comment
IV. New Business
a) Review Bids - Committee took 10 minutes to review the submitted bid questions.
S. Carter shared his concerns that he thought the bids did not have a final number. Clarity was provided by the committee to explain the purpose of this process (phase 1) in preparation for a referendum with at cost and scope of work that would most accurately reflect the bottom line.
Frazier - stated that the purpose is to come up with a cost estimate to renovate Hinsdale. The committee felt the architects did answer the clarifying questions.
Took an additional 5 minutes to review
Tecton - Committee felt Tecton did not present a strong support plan regarding hydrology and remediation. Dismissed from process
Motion made by Frazier - Carter - 1st, Sandonato 2nd - 8-0
QA and M - Will be invited for an interview
Silver, Petrucelli, and Associates - Will be invited for an interview
Friar - Will be invited for an interview
Perkins Eastman - Will be invited for an interview
Sevigny - Will be invited for an interview
b) Develop Interview Questions - October 4, 2018, at 6 PM
Interviews will be held on: October 11, 2018 - 5:30 PM Friar, 6:30 PM Perkins Eastman, 7:30 PM QA and M
October 15, 2018 - 6:00 PM Sevigny and 7:00 PM Silver
V. Adjournment - 7:00 PM
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date: October 11, 2018 @ 5:30 p.m.
Location: Town Hall – Blue Room
Meeting Facilitators: Steven Frazier - Chair, Dave Carter - Vice Chair
Committee Members: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, D. Carter, and S. Vaill
Present:
I. Call to order at 5:30 PM
II. Roll call - M. Brady-Shanley, N. O’Dea-Wyrick, M. Bird, D. Denning, D. Carter, M. Ruzbason, S. Frazier, D. Pfenninger, N. Kelly, T. Sandonato,
III. New Business
The Interview Process was read before all interview was started.
- 5:30 PM - Friar Interview/Presentation
- Exterior Updates - Theme of “clock building” not expanding the square footage. Shared renderings of exterior options.
- Construction Estimate Approach - All “yellow” will not be reimbursed by the state. “White” believed to be reimbursed through the state. Looked at an apply price based on recent construction bids, apply soft costs, grants, etc.
- Site Analysis - Flood Plain Analysis - A survey has been completed from the Mad River to Hinsdale. Stone lined tunnels, large chambers, Preliminary analysis of hydrology has been done. Suggesting a pre-referendum flood management strategy. Work with the state before the referendum. This firm feels this is imperative to this process. Study alternative solutions to control water flow. This would be in partnership with DEEP and School Construction. Grant funding through FEMA will be investigated.
- Traffic Flow - Bus Drop-off and Pickup at Main School Entrance. Move the playground to the side of the building and move parking into the field. This will also play into the flood proofing process.
- Mechanical Engineers - Energy efficient, looking at perimeter radiation and Variable Air Volume and reheat boxes. Investigate all systems.
- Community Outreach - Work with parents/leaders, community events, educate the community, develop a message, polling, building consensus.
- OSCGR - input begins early, site analysis/design, renovation cost analysis - All completed pre-referendum.
- Single bond vs. Multiple projects - Analyzed to see which way will save us more money in reimbursable costs.
- Referendum - complete conceptual design, finalize the budget, fine-tune marketing material, align message.
- Client Portal - to access for school leaders and community.
- Why Friar - 40 years of experience, focused on Connecticut Schools, recent referendum success. 1.5 million sq. ft. of design work - 98% have been public schools.
- Directly Answered the questions
- Confident to bring in cost estimate within 10%.
- Engineering/construction support - have experience in this particular area.
- Value engineering - After the referendum, will provide alternate projects/materials. Cost reduction - through the way of alternative options. Cost estimator is experienced and accurate. June 30, 2019 application to the OSCGR (priority project).
- 6:30 PM - Perkins Eastman Interview/Presentation
- The statement was read to the committee.
- The firm focuses on school design. In the past 15 years, completed 22 elementary schools in excess of 15 billion. Shared local projects that have been completed. The firm has written several white papers and books on school design and concepts.
- Introductions - Perkins Eastman team was introduced.
- Project Understanding - Shared main concerns with the site and what the team would like to see addressed. Establish a solution to address remediation needs. Mechanical systems will be addressed (ventilation and air condition). Reviewed the available area for construction. Mechanical and building upgrades.
- Visioning Process - Core Educational Leadership Team, design working group, and community groups. Next move into goals and best practices, design and guiding principle become an educational specification. They shared “who” we are designing for.
- Safe, secure, and scaled - scale studies, welcoming entries, identity, interactive walls, numbered stairs, talking tubes, natural light, reflection, imagination, exploration, manipulation, experimentation. Will be provided with an educational program and space summary.
- OSGR - starting the conversation early and how we can get the most reimbursed costs.
- Following the development of the Educational Specification - Ensuring that students have inspiring spaces for scale, strength, cognitive, and problem-solving. Students would have access to neighborhoods in the school building, connections to the outdoors, security, building zones in classrooms. In 1st and 2nd grade, lockers would be in the hallway; students will foster pride, teamwork, collaboration, and manipulation in the space. All spaces would be “flexible.”
- Neighborhood Context - Site design, neighborhood “look” - church, Main Street, residential housing, commercial. Has a constrained space.
- Traffic Flow - will be addressed through a circulation analysis. Defining campus edges, exterior security would be addressed, accessibility would be addressed, and the physical condition would be addressed. Drainage and stream remediation.
- Remediation - Options would include - reroute culvert, remove the second floor of the building and open a corridor between the two. Drainage issues would be addressed in this model. Culvert - close the door off and waterproof the area. Move drainage away from the curb line. Flooding has two issue
- Energy Usage - looking at getting the energy costs to 1.21 per square foot
- Mold - Humidity causes mold, 30-50% humidity is the goal, looking into an ultraviolet light and cooling coils.
- Schedule and Cost - Development meetings begin immediately with the state. Estimated completion of January 2021. ED049 submission before June 2019. Estimating construction to be about 12 months.
- Budget - Never had a project exceed a proposed budget within 1%. Never missed a project opening date.
- Community Outreach - Did not present, ran out of time
- 7:30 PM - QA & M Interview/Presentation
- The interview process was read to the team.
- Introduction of team members
- 30 years working with K 12 schools. As a team, they have worked together for 15 years on more than 30 different projects. Full-service firm 34 full-time employees, specialized in academic and elementary projects, and some educators on staff. Transparent approach to the process - building committee, town management, WBOE, the flow of information would be shared with all stakeholders. Weekly meetings would be required.
- OSCGR - work collaboratively with state, work with cost buckets, the goal would be the highest reimbursement possible. Allowable square footage would be 30,132 sq. ft. Entertain - Renovate as New. There is three different ways to look at reimbursement - guidelines (formula for sq. ft), grant application, law.
- Approach to the project - Address site issues (drainage, parking, circulation), Hazmat, environmental, security, ADA, HVAC, Building systems, technology, roof, finishes, etc. Key issues are flooding management, drainage, parking, student drop off, site accessibility, neighboring properties. Presented a drainage map that effects Hinsdale. Looked at liabilities to the building - Need to ensure that the building is the right size for the enrollment. Address Hazmat preconstruction. One idea would be to remove the older section of the building. Add a new section of the building on the right side. One level building that would not need an elevator.
- Mechanical - Identify system options, possible reuse of current systems, energy efficient, need to build system to control humidity coming into the building.
- Presented renderings.
- Budget Management - Cost estimate professional, within 10% of the estimate. The Educational Specification is part of the scope of work. Looking at renovating as new vs. alteration project costs.
- Cost Reductions - Ensure project comes in on budget. Work with the building committee on cost estimate, cost budgeting, and cost control.
- Referendum Support - Communication, establish a vision, community engagement, informational campaign, deliver the project to approval. Inclusive, transparent, compelling, easily understood, etc. Material support for visioning.
- Schedule - QA & M - they can meet their schedule.
IV. Adjournment at 8:55 PM
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING MINUTES
OCTOBER 15, 2018 AT 6:00 – 8:00 p.m.
BLUE ROOM – TOWN HALL
Opened at 6:05 PM
1. ROLL CALL - Tony S., David F. Melony B.S., Doug P., Michelle H., David C, Nancy O, Steve V., Dale D., Norman K.
2. INTERVIEW OF ARCHITECTURE FIRMS
A. Sevigny @ 6:00 p.m.
- One presenter tonight. The team has prepared a package to share tonight. Established in 1986. Philosophy to act as the client’s advocate. A team approach to design. 32 years in business. The team will include Sevigny, mechanical, landscape, structural, construction estimator, civil engineering. Previous projects - Kent Center School Project, Housatonic Valley Regional High School, Warner Theatre Renovations all projects of Sevigny Architects.
- Project Approach - Three Phases - Phase 1 - To get approvals and referendum. Phase 2 - Get to construction, Phase 3 - Construction Administration to completion (We are only considering Phase 1 at this point).
- Process - New roof/electrical/plumbing and air conditioning, ADA Compliance, New Security, New Site Improvement (pacing, drainage, bus drop off and pick up), New Interior Finishes, New Exterior Entrance Identity. Six main areas to address in the project.
- The scope of Work - Accessibility, Elevator (exterior, not necessary for ADA), Interior Finishes (painting of existing, ceiling tiles, accent colors), Cabinet Finishes (configuration), Signage (wayfinding throughout the building), Emergency Generator (cost but necessary, need to find an appropriate location)
- Challenges - Site Surface Drainage (waterproof boiler room) need to address the pitch of the roadway, new catch basins, security, air conditioning (not just ducted, piped, will need to address ceiling height), Solar panels (structural capacity may need to be addressed)
- Response to questions - A2 survey needed, will present at community meetings, etc.
- Project Cost Estimate will guarantee within 10%+-.
- Engineering and Construction Support Team will be in place
- Cost Reduction Opportunities - Bring to the building committee alternatives, recommendations, and will follow the direction of the building committee.
- Reductions/Efficiencies - Alternatives will be presented to the committee.
- Monitor Costs/Budget - Project cost associated with the referendum
- Time and Budget - Can commence work immediately with Sevigny
- Why Sevigny - Trust, confidence, listen, and solve concerns.
- Q and A - Solar potential to supplement electric (but there is a significant weight load that would need to be addressed with the roof). Consider Geothermal Wells rather than solar.
B. Silver Petrucelli @ 7:00 p.m.
- 47 architects, six engineers, designers, all in-house work, no subcontractors. Don Smith will be the civil engineer on the project.
- In-House Services - Architecture, electrical, plumbing, security, code work, etc.
- Previously worked on Hinsdale - gym and cafe floor issues, completed the roof project at Pearson (have done six projects at Pearson).
- Completed jobs - Fairfield (with students occupied), Stratfield Elementary School, Chatfield-LoPresti School, Crystal Lake School, Gallup Hill Elementary School, Enfield High School
- Programming design work would be part of the scope - color and finish selection completed by committee.
- Engineering - review current systems, the capacity of utilities, develop a baseline. MEP options, specialized ventilation. Review of code. LEED knowledge to integrate green concepts.
- State reimbursement process and analysis. We will need to meet high-performance codes for SDE reimbursement. Energy models will be completed.
- Options - review different heating, cooling, and energy systems.
- Project Understanding - Site Improvements (parking, walking, and drainage), Site Access (busses, emergency, and parent pick up/drop off), Building Improvements - security, communication, roof, paint, HVAC improvement (boilers, fuel tank removal, backup generator), Hazardous materials, etc.
- Design concepts - integrated learning, clusters, pods, extended learning areas, STEAM, natural light, etc.
- Estimating will be done in-house. Usually with 2-7% accurate. The average of all projects has come in at .8% of the original bid.
- Value Engineering - budget review, and then pick what makes the most for your project.
3. ADJOURNMENT - 7:54 PM
Next meeting scheduled for Tuesday, October 23, 2018, at 6 PM in the Blue Room at Town Hall.
Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date: October 23, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
I. Call to order – 6:04 PM
II. Roll Call - M. Bird, M. Shanley-Brady, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, D. Pfenninger, T. Sandonato, B. Stratford, D. Carter, M. Ruzbason, D. Denning, and S. Vaill
III. New Business
1) Possible selection of pre-referendum selection of Architecture service.
2) Michelle Hintz made a motion to rate the top firms – Tony Sandonato 2nd.
Silver Petrucelli and Associates, and QA & M were the top two
Committee decided there was no need to consider a third firm.
QA and M
- Critical Path
- Could not meet current schedule
- Relocation – Project Costs
- Exclusions are a concern – HAZMAT Testing, Environmental, Geotechnical
- Concerned about square footage allowance and removing part of the building as a solution.
- Student’s involvement in the process and decision-making.
- Within 10% of costs historically.
- Addressed parking and traffic patterns.
- More focused on the program versus the scope of work.
Silver Petrucelli
- All services in-house. 47 Engineers
- Proof of final costs come in between 2-7% of actual costs.
- They provided their average square foot cost.
- Solution to address smaller square footage allowance for grants.
- History of completing projects in town.
- Connection to town/presence in the community.
- Addressed parking and traffic patterns.
- Will work within the parameters of the project funds.
- Silver had a strong presentation.
- Strong track record, 30 projects of the state, 80% of the work in schools. High-performance grants experience.
- Cost focused presentation.
3) Motion made by David Carter to perform a vote for Silver Petrucelli and Associates for the Hinsdale Pre-Referendum Services. 2nd Motion Michelle Hintz
Yes – 8, No – 0, Abstain – 0
4. Friendly Amendment to the motion to confirm the scope and costs that our vote is contingent upon verification of scope and cost ($38,500). Amendment was made by Michelle Hintz, 2nd David Carter – 8-0 approved. Melony Brady-Shanley following the meeting confirmed the price in the presence of Doug Pfenninger, Michelle Hintz, and Nancy O’Dea-Wyrick.
5. Next meeting date will be Monday, October 29, 2018, at 6:00 PM.
IV. Adjournment at 7:05 PM
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING- MINUTES
OCTOBER 29, 2018 AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
- Roll Call at 6:00 PM
Present: S., Frazier, S. Vaill, M. Brady-Shanley, T. Sandonato, M. Ruzbason, N. O’Dea-Wyrick, D. Carter, N. Kelly, M. Bird, D. Pfenninger, B. Stratford, D. Denning, and M. Hintz - Public Comment – None
- Business
Initial planning meeting with Silver, Petrucelli, and Associates
a. Introduction - Dean Petrucelli - Project Manager, Bill Silver - Principal
b. Opening goal would be August 2020
c. Schedule of work was presented to the group for consideration
d. Program team needs to be developed. Committee decided that Melony and Nancy will be the educational team to determine the programmatic needs of the building. Building principal will also be involved in this meeting along with select staff members.
e. Informal conversations will take place with the state grant office routinely throughout the process.
f. Architects will develop multiple scenarios and present to the team. The team will then have to decide on options and move toward a selected scenario.
4. Scheduling of next meeting November 20, 2018, at 6 PM Blue Room of Town Hall
5. Adjournment at 7:02 PM
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING - MINUTES
November 20, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call at M. Bird, M. Shanley-Brady, D. Denning, M. Hintz, Steve Frazier, N. O’Dea, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, Steve Frazier, Dave Carter, N. Kelley, D. Denning, and S. Vaill
Order at 6:01 PM
Pledge
2. Public Comment
John Wiarda - 16 Superior Street Winsted, CT
Chairman of the Energy Commission for Winsted. Look at different energy planning opportunities schools and net-zero refurbishment. Cost is involved. The end product is lower due to energy savings. Flooring that inhibits mold like in a surgery room. Energy efficient lighting, geothermal heating/cooling. Electric charging stations for the vehicle. White Plains New York is adding electric school buses. They are more expensive but save energy. Utility company did provide some of the grant monies.
3. Business - Audience and committee members encouraged to ask questions throughout the presentation.
a) Update from Design Team - Over the last two weeks, met with the superintendent, business office, and principal.
1) Update Schedule - Schedule remains on target.
2) Meeting minutes & first pass floor plan based on programming meeting/goals.
The floor plan tonight represents base/initial information and can be altered at any point due to function/cost/etc. All physical walls have been verified in the building. All specialty engineers have begun their facility analysis. Tonight, we will hand out preliminary findings. We are not done updating our fact-finding; this process will continue. This is the first reiteration of the floor plan, and certainly not the last. Not proposing significant alterations to the existing structure equals economic savings. They suggested moving the main office to the new main entrance of the building, and elevator access to the second floor (exterior to the building). ADA requires elevator access to all areas of the building to ensure equal accommodations. An elevator is recommended to be outside the building to keep costs in check. Outside elevators tend to be less expensive. No changes to the second floor of the building, structurally or design-wise. Adult offices have been strategically placed to assist with monitoring entrances and exits to the building. Once the estimating happens we can reconfigure the plans to ensure value engineering. Steven Frazier asked if anyone had questions regarding the plans.
Michelle H. - Question - Are all programmatic needs being met in this design. What are we getting extra?
Answer - All current programming is being accommodated in the current proposal. The design does allow for better operation/programmatic design given the layout of the proposal.
Steve F. - Question - What conversations with the state have taken place regarding the overage of square footage?
Answer - The overage of square footage is being investigated by the State and architects will be in communication at our next meeting. They look for the overage to be aligned with programmatic needs. We will work to prepare a statement of justification for space overage.
Audience Member - Question - Going forward there will be options for different design options?
Answer - Yes, as a requirement of the grant office, multiple options will need to be considered including to renovate as new, new construction, and project-based.
3) Facility conditions update based on initial architects/engineer’s field visits.
Notes provided by the architecture firm. See document at end of minutes.
4) Initial site plan options based on civil engineer’s discussion with town engineer.
Donald Smith presented the civil plan options. New bus drop off entrance in the main entry, a parent pick up and drop off loop would be developed. New play area in front of building for Pre-K and K. Currently play structure would remain in same space but updated. Reviewed the Hinsdale School Culvert and Flooding information (see PDF report from Donald W. Smith, Jr., P.E. Consulting Engineer).
5) Next steps. Finalize findings and begin estimate costs.
Comment - Norman Kelly - General concern regarding flooding and mold remediation plan is a requirement of the project, and wanted to ensure that this is non-negotiable in the site plan. Committee agreed with this request and acknowledged that this is a required element.
4. Adjournment at 8:26 PM
Winsted Hinsdale School Architectural Observations & Recommendations
Provided by Silver, Petrucelli, and Associates on 11/20/2018
Exterior Building Conditions:
Roof: All roofs, on both first and second floor, are older and near the end of their useful lives. Full replacement is recommended. Membranes, flashings, insulation and stone ballast should be removed back to the structural deck. Pitch of roof, drainage calculations and insulation levels will be reviewed designed to meet current codes.
Brick masonry: Overall, the exterior masonry is in fair to good condition. There are several areas where patching and replacement of broken masonry units will be needed. Staining, mildew and minor areas of mold were observed on the exterior. It is recommended to acid wash the exterior masonry as well as replace all soft joints, control and expansion joints. The new entrance soffit is in poor condition and should be renovated.
Windows: Overall, the existing windows are in fair to poor condition. They are 30 years old and with repairs could last another 10 or so. Some of the frames, operable and fixed, are deteriorated and physically falling apart. The glazing appears sound, with only minor replacement of failing insulated units. Caulking around all windows should be removed and replaced. To achieve security upgrades for the windows the choices are to add a security film or consider replacing the windows for a long-term solution. It was noted that the character of the gym windows is important to the image and feel of the school. If considered for replacement, the appearance of those windows would be maintained as closely as possible to the existing.
Exterior doors: Some of the exterior doors and frames are deteriorating and require replacement, others may require hardware upgrades and refinishing/painting. All exterior doors will be reviewed for accessibility, with no steps or approach problems.
Interior Building Conditions:
Floors and ceilings: The existing ceiling tiles are sagging significantly due to moisture and/or humidity within the building and should be replaced. There may be areas which can be reused on a room by room basis. Upgrades to ceilings at both former and new lobbies are being considered. This will also help accommodate above ceiling utility work. Floors are in fair to poor condition. Some flooring is deteriorating and needs to be replaced, other areas could be replaced to help brighten up the spaces. The wood floor in the gym is in need of repair and refinishing. Due to moisture/humidity concerns, it is recommended to replace the floor with a synthetic, poured sports floor.
Painting: The interior of the building should be considered for a full repainting to freshen the spaces.
Casework: The existing casework is generally in poor condition with significant damage. Much of the existing casework does not meet current accessibility standards. It is recommended to replace, rather than try to reuse or repair the existing casework.
Interior doors: The doors are in fair to poor condition. Some of the doors, exact quantity to be determined, can continue to be used with upgrades to hardware. The large movable partition separating the gym and cafeteria needs to be replaced. A new motorized partition has been requested.
Accessibility Upgrades: Elevator, etc: Should essential programs be located on the second floor of the building, it would require elevator access. An elevator could be added to the interior or exterior of the building, depending on the best practical location for the school. The stage lift will be reviewed for repair or upgrade if required. Several of the interior doors do not have code compliant access space or approach on the push or pull sides. Reconfiguration of walls or adding automatic openers where required would be recommended. The nurse’s toilet room is not accessible, requiring a full redesign. The kitchen workspaces and equipment will require a full accessibility assessment.
Moisture concerns: The building has experienced past moisture related and flooding problems due to the culverted stream under the building. These conditions will be reviewed further by the design team in coordination with the civil engineer. Options will be formulated to mitigate or reduce the likelihood of future problems.
Addition of K/pre-K toilet rooms: One of the program additions to the existing floor plan is dedicated and or shared toilet rooms for the K and pre-K rooms.
Winchester Hinsdale School Electrical observations 11/9/18
- Classroom PA system needs to be replaced. In the classrooms, the existing equipment was damaged or was missing completely. The clock/speaker units appear to be in good shape and the Simplex Time Control Center panel is located in the Main Office.
- Toilet Room Call for Aid systems will need to be installed in single toilet rooms. Only two toilet rooms currently have a system and both toilet rooms were missing the corridor light/buzzer units.
- Occupancy sensors will need to be installed in the classrooms in the old portion of the school. The new classrooms have occupancy sensors already.
- Daylight harvesting controls for all classrooms will be required. Currently, the row of lights closest to the windows is on a separate switch from the other two rows.
- Electrical panel infrastructure will need to be upgraded. With the exception of the Kitchen panel, the panels throughout the building are in fair condition at best and should be replaced with new. There are two panels that are old and in poor condition with one panel having exposed lugs. The main 600A building switch located in the Basement Boiler Room should be replaced. Only one utility meter was observed. It is assumed that the distribution panels in the new addition are fed from the equipment in the Boiler Room.
- Fire Alarm system is a combination of a zoned and an addressable system. The systems are also by two separate manufacturers (Simplex (zoned) and FireLites (addressable)). Areas of the school are lacking protection and there are corridors that are non-compliant with horn/strobe coverage being within 15 from the end of the corridor. Classrooms and Toilet Rooms do not have notification devices. The existing control panels are located in the Vestibule by the Gymnasium. If the new main entrance for the school is going to be the Vestibule in the 1988 addition, the control panels should be relocated to that location. All wiring will need to be extended or replaced with new from the new location.
- Exterior site lighting is sparse. There are pole mounted light fixtures at the 1988 Vestibule entrance and in the East parking area that only serve that area. The fixtures have been retrofit with replacement corncob LED lamps that are not specifically designed for the performance of the fixtures. The Vestibule entries have inefficient recessed PAR lamp downlights that illuminate the area in front of the doors and there is no building mounted lighting in those areas that illuminate the sidewalk or driveway areas. One large HID floodlight is mounted at the top corner of the existing building and lights the parking area between the two sections. There are HID wallpacks that light the areas by the Gymnasium and the back of the Kitchen area. There is no building lighting anywhere else on the building. Emergency egress lighting was not observed at any of the exterior exit doors.
- Interior emergency lighting will need to be replaced throughout. The battery operated ceiling mounted units are old and inefficient and the batteries could most likely have reached the end of useful life. Numerous units were damaged and were hanging from the ceilings. The units were not tested to see if they were operational.
- Existing interior lighting was mostly T8 fluorescent lamps in recessed fixtures; 2x4, 3 lamp fixtures in the Offices and Media, 1x4, 2 lamp pendant mounted wraparound fixtures in the classrooms and 1x4, 2 lamp recessed fixtures along the walls in the corridors. It is our understanding that the interior lighting will be replaced completely by the utility company with more energy efficient LED light fixtures and should not be considered as part of this report.
Winsted Hinsdale Plumbing Observations & Recommendations
Basement Boiler Room: Due to damp conditions in the boiler room, corrosion is visible on metallic piping and equipment. Basement boiler room finish floor is in an area prone to flooding due to its elevation in comparison to a large storm culvert located under the building. It is recommended to locate all equipment above the anticipated flood level elevation. A sump pump in the basement boiler room was not observed operating but should be replaced based on visible condition.
Domestic Water: A 3” domestic water service with pressure reducing valve is provided and is adequately sized to handle the building’s water demands. Main shut off valves should be cycled to determine proper operation. Backflow preventers, which protect against cross contamination between the municipal water system and the building’s devices, have been provided on all required equipment (boilers, kitchen equipment, etc.), additionally on Water Heater #1, which technically is not required by code. Portions of the existing supply piping were likely joined with lead solder based on the age of the building and past renovations. The water supply should be tested for lead content and if found to be unacceptably high action will be required. Mandatory flushing of the lines each day may be permitted to reduce levels of lead, but replacement of piping would be more desirable.
Water heater #1: (in basement boiler room) non-condensing, gas fired, 100-gallon capacity water heater is adequate for the anticipated demand, installed in 2008 and is in fair serviceable condition, currently set to deliver 120 deg F hot water, with a 5-7 year life expectancy. Hot water recirculation pump and aquastat are in fair operating condition, 3-5 year life expectancy. System will require a new NSF 61 compliant 1017 Thermostatic Mixing Valve (TMV) .
Water heater #2: (in mechanical room) non-condensing, gas fired, 80-gallon capacity, which is adequate for the anticipated demand, installed in 2009 and is in good serviceable condition, currently set to deliver 150 deg F hot water, with a 10 year life expectancy. Hot water recirculation pump is in poor operating condition and was observed leaking, replacement is recommended immediately. Currently the system is not provided with a thermostatic mixing valve, a new NSF 61 compliant 1017 thermostatic mixing valve is required to prevent the delivery of water capable of scalding the end user.
It is recommended to store hot water at 140 deg F (to avoid the growth of Legionella), then to prevent the delivery of scalding water distribute 120 deg F hot water to all plumbing fixtures via 1017 TMV throughout the building, all handwashing lavatories / sink’s hot water temperature shall be limited to 85 – 110 deg F via 1070 TMV per code.
Plumbing Fixtures: Fixtures in the original building consisting of floor mounted water closets are operational but should be replaced with compliant ADA and low flow/water saving types. Existing floor mounted urinals shall be replaced with wall hung type with partitions per code. Fixtures in the addition are comparatively modern consisting of wall hung urinals and water closets. All urinals and water closets are commercial grade flush valve type. Some bathrooms are provided with non-ADA compliant wash stations, these should be replaced. All lavatories shall be provided with ADA compliant insulation on drain and supply lines per code and are required to have provisions to limit hot water delivery temperature between 80 to 110 deg F via 1070 thermostatic mixing valve. Each classroom is provided with a sink and drinking fountain.
DWV system: The building is provided with a gravity sanitary system which drains to the municipal sewer system. All vents terminate to atmosphere accordingly.
Roof drainage: Primary roof drains are provided on flat roofs and should be regularly cleared of debris as a precaution. Secondary or emergency roof drainage is provided in some areas but was not apparent in other areas. Means of secondary roof drainage should be provided to comply with code and to ensure the roof’s structural integrity is intact in the event of excessive ponding or water accumulation caused by primary drain obstructions. The culvert which has most likely been provided to act as a buffer for the Mad River’s 100-year flood plain level has now become a source of humidity and water / infiltration and has caused basement flooding in the past. All storm drains in the addition are routed to the municipal storm system via gravity while storm in the original building appears to be routed to the culvert.
Gas service: A 2 PSI gas service and meter assembly is provided, the current meter is rated at 5,000 CFH while building demand is approximately 6,250 CFH, this is adequately sized after considering load diversity. It is additionally beneficial to have a 2 PSI service in the event new or additional gas fired equipment will be installed, at which point a new meter assembly rated at a higher capacity maybe required.
Kitchen: Two Automatic Grease Recovery Units (AGRU) have been provided to serve grease producing equipment (3 bay sink & dish washer) per code. It is recommended to maintain AGRU’s per manufacturer’s requirements. Point of use thermostatic mixing valves have been provided on all hand washing sinks per code. All prep sinks spill to floor sinks with air gaps accordingly. Gas appliances located under the range hood are provided with a remote emergency gas shut off system and automatic chemical fire suppression system.
Winsted Hinsdale Mechanical Observations & Recommendations
Existing
- Steam boiler is serving the original portion of the school
- She rooms are served are served with a combination of unit ventilators with baseboard radiation
- No steam boiler chemical treatment was seen in this boiler room. The school has 2 boiler rooms.
- Boiler room #2 is a hot water boiler that delivers hot water to the combination of unit ventilators with baseboard radiation.
- No boiler water chemical treatment was seen in this boiler room as well.
- The heating in the rooms, that are hot water, are controlled by individual thermostats that are mounted on the wall.
- The roof mounted exhaust fans, as well has the existing fan room fans on the roof, are past their service life and need to be replaced.
- Some toilet rooms do not have transfer air ducts.
- No central Building Management Control System. Control system is the pneumatic control type. System is old, antiquated and very difficult to get parts and not supported by anyone.
Proposed System
- Remove all the existing mechanical systems in its entirety.
- Provide new Rooftop units that are gas fired with DX cooling and hot gas re-heat, 100% economizer, VFD drives. Hot gas re-heat is used for humidity control.
- Provide shut-off VAV boxes with dedicated controls in all interior spaces.
- Provide fan power VAV boxes with electric re-heat for all rooms that have an outside exposure including the roof.
- Provide dedicated units for the cafeteria areas that will see various usage.
- Provide an Energy Management System (EMS) provides a building owner with the ability to monitor, control, and adjust all HVAC (along with plumbing and electrical if desired) systems from a central location. An operator workstation consisting of a personal computer and printer can be located in the building, and this station can be accessed remotely via the internet. The building owner can set occupancy schedules, adjust set points, and monitor trouble/alarm conditions in an efficient manner with this tool. Features such as night setback, holiday scheduling and weekend scheduling will be included to allow the system to minimize energy expenditure during unoccupied periods. An alarm feature will be added which can remotely notify facilities staff of any pre-determined, alarm conditions.
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING MINUTES
December 17, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call - N. O’Dea-Wyrick, M. Brady-Shanley, S. Frazier, R. Field, D. Pfenninger, R. Geiger, S. Vaill, C. Perez, N. Kelly, D. Carter, B. Stratford, D. Denning
2. Public Comment - C. Perez request that meetings not be held on the Monday’s that BOS meet.
3. Business
a) Floor plan review
b) Site plan options/discussions
Donald Smith, Civil Engineer, presented three site plans (copies presented at the meeting)
1. Option 1 - Limited Build - This option does not increase impervious surfaces on the site.
2. Option 2 - Limited Build - Relocation of the playground to further into the field, 16 additional parking spaces, a small amount of impervious surface added to the site. Increasing impervious area requires that the additional runoff is mediated. Cannot exceed pre-runoff amount.
3. Option 3 - Removal of 16,000 sq ft. of the old building. This would open up the stream with a 2:1 slope on the sides with 25 feet of embankment. It would support ten additional parking spaces on the Spencer Street side. Site improvements would be made to remediate flooding to address a choke point. There would also be a need to insert a headwall. Water would not back up onto the site, and it would remove all water issues up to a 100-year flood. An additional section would be added to the other side of the building. The new staircase would remain with an overlook and viewing into the water core. In the new building area, a variance would be needed to fully replace the 16,000 sq. ft. If you build smaller, you may not need the variance. A meeting with the state would need to be had ASAP to determine reimbursement for this particular option.
With Option 1 or 2, the flood level does not support runoff preventing the site from flooding. Option 3 does prevent the site from flooding. At 1.7 feet, the building will then overflow onto the street area.
Mr. Smith presented a relief culvert option. The choke point that previously caused issues was addressed in 1987. 750’ of 48” pipe would be installed as a relief culvert. A right of way may need to be obtained if it enters other properties. This would be approximately 1.2 million. This does not remove the stream from under the school.
David Carter inquired about why Pearson was not expanded? Candy Perez commented Committee at the BOS level, the viability of Hinsdale of a project. Candy Perez, Pearson expansion would most certainly increase taxes. Batcheller and Hinsdale were considered due to the financial benefits. Candy Perez, said that elementary schools need work, no major work has been done since the 1980’s they need to be updated no matter what building you talk about. David Carter commented back regarding the importance of education for new families.
The reimbursement rate for Winchester is 70% need clarity from the state on how this project would be reimbursed at the state level. Off-sight improvement is not typically approved by the State. However, the firm would seek approval due to the unique situation of this site.
Options 1 and 2 manage the flood issues, option 3 does remedy the flooding issue. The site will be under water, but the building would not be. Steve Vaill commented that he likes option 3.
Paul then reviewed the floor plan. No room layouts changed, one thing that did change is in renovating the building, the boiler room on the lower level needs to be moved to be moved to rooftop - mechanicals and sprinkler. The basement boiler rooms would be abandoned. No changes have been made from the previous discussion except for moving the mechanicals to the surface and roof. The roof is structurally able to handle the new weight. Solar could also be accommodated in the weight (this is not part of the scope of the job).
Candy is asking to investigate making the gymnasium able to accommodate recreation programming.
Bruce Stratford - Asked if the roof units provide proper ventilation, extensive dehumidification system would be added, this would be added to the waterproofing efforts, with sensors, Ozone would be also used.
Dean talked about being confident that his firm can mitigate the moisture, and solve all the infiltration issues to handle the moisture. On Option 1 and 2 we can keep this building within an acceptable level, we cannot keep the site dry in a 100-year event.
To keep the building dry, fill the masonry opening, doorways would be installed with floodgates. Doors would have gaskets.
c) Facility conditions update based on architects/engineer’s field visits.
d) The opinion of probable construction cost
Paul presented the financials for Option 1 and 2 - The costs are broken down by construction division. There is a subtotal for costs and then an amount that would be reimbursable by the state. 12% contingency is added. Totaling 10,287,200 and the reimbursable amount would be $3,796,000. The state tells you the final reimbursement value at the end of the project during the final audit (usually 2-3 years following student entrance to the building/completion). Dean recommended a meeting with the state with an option to investigate further.
Option 3 would cost $21 million including a 16,000 sq ft addition and renovation of the remaining facility. We would need to investigate a reimbursement rate with the state.
e) Schedule/Next steps.
Motion made by Steve Carter to investigate option 3 for a preparation meeting. 2nd by Steve Vail. Discussion by Doug Pfenninger clarity regarding floodgates, they simply get pulled up, and the outside sight would need cleaning, but the building would remain dry. Remaining moisture issue from the tunnel does that eliminate moisture in option 1 or 2. We are confident they can address any moisture issues.
Bruce asked about how mold is developed; the goal is to remove the moisture that causes the mold. All the mechanicals will assist with having a mold-free building. Bruce asked about previous works completed, and Dean said this is a common practice for their firm to address issues.
Going to the state is for an investigation, not the final process.
Vote: 5-0
Next meeting will be scheduled following the meeting with the state.
Follow Up Public Comment
Melissa Asselin - 228 Smith Hill Road - 2011 Torrington Area Health sighted the berm around the property has mold. Concern regarding the placement of the playground. All of the berms around the building would be removed in the planning process per Dean.
Rob Asselin - 228 Smith Hill Road - Electric Bill has anyone estimated the amount. Dean responded with that equipment cost will be estimated once the particular equipment is selected. Electrical expenses are likely to go up due to the fact you are adding AC, air exchange, etc. Gas would be selected for rooftop units. Other efficiencies will be added to improve costs (insulation, mechanicals).
4. Adjournment - Motion to adjourn at 7:24 PM.
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
JANUARY 28, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
6:00 PM
1. Roll Call – M. Brady-Shanley, C. Perez, D. Carter, D. Denning, D. Pfenninger, R. Geiger, S. Vaill, T. Sandonato, M. Ruzbason, M. Bird, M. Hintz, B. Stratford
2. Pledge of Allegiance
3. Public Comment
John Wiarda - Winsted, CT - Drainage under Hinsdale, has it been checked that it is clear or backed up. SV responded that there are no obstructions in the tunnel.
Candy Perez - Comments are mentioned to me often. Reminder, thank you to the committee. The BOS and BOE formed this committee to look into the issues; this takes time and investigation. Our elementary schools have not had work done in a very long time. Whichever way we go, we do need to do some work on an elementary school. We learn more each time we meet, and we will continue the investigation process. There will be community meetings, and all meetings are open to the public. Winsted is in a better place now. Schools drive economics and home values. The town has been making purposeful efforts to improve our finances to address the infrastructure.
4. Business – Update from Design Team
a) Recap of our last meeting - Reviewed the minutes and conversations from the previous meeting. Highlighted the information regarding taking down the part of the building down over the river. On 1/23/19 team met with the state. The town was interested in the reimbursement rate.
b) Update on meeting with the State of CT, School Construction grants on 1/23/19
The meeting was held on 1/23/19 the state looked at a district holistically. Two concepts were shared - keeping the building as is or taking down the part over the river. The state favored taking down a portion of the building that is over the river. This will once and for all solve the issue of the river. They would penalize us if we didn't take the old building down (2 story building) by giving us a lower reimbursement rate. The state favored this solution from a financial, programmatic, and corrective measure. This direction was strongly encouraged. David Carter further explained the reasoning - The head the grant office is very familiar with Winsted. He was insistent on doing this project correctly.
c) Space Standards discussion (including directive from the State)
Every year around June, the state establishes a reimbursement rate - the rate is currently at 70.+%. The other part of the calculation is population - space standards calculation. There is always wiggle room in the space standards calculation.
The district has provided the current and future enrollment projections - we are allowed to look at eight years. We are allowed to use the highest enrollment number within the eight years. The district provided them with five years; we will be providing them with the additional three years. The current number is 269, as the highest five-year projection. The max square footage is 33,625 for the building. You do get charged if you go over the allowed square footage. However with an existing building, there is another calculation, you actually get an additional 25% allowance since the building was built before 1950.
The question was asked about reimbursing on the current square footage Answer - The state we will not reimburse beyond the allowable square footage without a change to the reimbursement rate.
If we take a portion down, would you entertain rebuilding it and maximizing the reimbursement. The state said they will give a 10% space standard allotment. They are saying if you don’t solve the river issue, we will not finance that square footage. They will pay for the demo of the building and reconstruction at the full 70%. See the chart for detailed information titled square footage allowance.
If we do not proceed with taking the building down, the reimbursement rate will drop to 48%.
You can apply in June and have a referendum after the grant application is submitted.
Michelle Hintz - Is the state not recommending building a K-6? David Carter - Responded no, the state sees this as a better option.
Tony Sandonato - What does a post-June referendum do to the schedule? If the district filed in June, we would not have funding until after a referendum passes so it would likely be December or January.
Next space standard looks at taking the give back, and the old area down - 33625 allowable, 36988 sq footage with 10% bonus area. The downside of this is we lose square footage, and will need to make programmatic space changes. This keeps the reimbursement rate at 70%. The new addition would be 4400 sq ft.
d) Floor plan impact & initial concepts
Doug Pfenninger - What is in the original two-story section? Answer - 4 classrooms, stairs, two bathrooms, gym/cafe, four classrooms, state, toilets, kitchen.
Stairs on Hinsdale would stay.
The new addition would have a multipurpose room, kitchen, and two classrooms (this is only a suggestion). You can always build beyond the allowable square footage, but the reimbursement goes down.
Jay Markwell - Are you able to build up? The current building is all on grade, building on top is always feasible, we need an elevator, two stairs. It would add 350K for just circulation, restructure the load, the building is so small it doesn't lend itself well to a second story. The new addition does not require us to seek any variances from planning and zoning. From an economic standpoint, and practicality of keeping young children at grade. It comes down to the cost and if you want the additional fees.
How many square feet would a multipurpose space need to be to house the entire school - approximately 3000 sqft
e) Updated estimates based on the above information
Keeping the building as it is currently 50000 square foot model - the cost would be $9,217,245 to the town with a 48.3% reimbursement rate.
Tear Down Model - 36,000 square foot model, cost to the Town $7,792,854 with a 70% reimbursement rate
Melissa Asselin - Clarified about the total cost, are all costs of the site work included in this. Dean Petrucelli responded - yes, everything is included
Renovating Batcheller - The state did not like the idea of Batcheller.
Rob Asselin - Is the kitchen being taken down? Response - from Dean Petrucelli, The kitchen will be installed in the new section.
f) Next steps
Michelle Hintz made a motion to investigate programming and design in the new addition. Tony Sandonato, 2nd. 7-0
5. Approve Invoices
- Invoice # 19-34 (1/1/2019) - Motion by David Carter, Second by Steve Vaill - 7-0
- Invoice #18-2550 (12/1/2019) - Motion by David Carter, Second by Steve Vaill - 7-0
6. Next Meeting Date - February 13, 2019, at 6 PM Blue Room
Adjournment at 7:31 PM
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING – MINUTES
Wednesday, February 13, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call - D. Denning, S. Frazier, M. Brady-Shanley, M. Hintz, D. Carter, N. O’Dea-Wyrick, D. Carter - 7:00 PM
2. Pledge
3. Public Comment - No public comment
4. Business – Update from Design Team - Projected enrollment for the next five years was reviewed. Aligned the number of students with the square footage allowance, equaling 36,988. We are allowed an additional 1,000 square foot due to the building being older. The addition can be 4,400 square foot according to the current enrollment. Since the last meeting, SP and A worked with the instructional team to redo the floor plan. Program goal was to get it to fit within the allowable 37,000 square foot.
a) Revised floor plan review
Dean Petrucelli reviewed the potential floor plan. See attachment of “Revised Scheme 3”. Based on 269 enrollment and Pre-K 3 to Grade 2.
BG - Asked if you could potentially seek additional classroom space. SP and A said absolutely
DF - Does this solve the water problem? - Yes, it will solve the issue. 100-year flood flows off-site.
MH - Size of school kitchen is 10% larger than previous.
SV - Is there a generator scheduled to go in. Currently, none in the plan but the DAS will support a new generator at 70% reimbursement.
DC - Solar? Eversource for solar? Dean Petrucelli - It would be a cost prohibitive to the project. The current building has not been analyzed to see if the current structure could handle the additional weight of solar.
Dean Petrucelli then presented the eight-year enrollment forecast required by the state. Maximum enrollment potential is what the state looks at. MBS explained how we arrived at the numbers. Maximizing Pre-K enrollment and averaging 80 Kindergartener.
The increase to the enrollment of 293 allows for a 40,000 sq. foot building.
BG - Talked about regionalization. Old models will be forced to change.
DP - When you file for the grant before June 30th, the grant funding amount will be funded at 70%. The number will reset on July 1. Reimbursement rates say relatively similar year to year.
MH - Wants to investigate the additional square footage.
b) Revised site plan review
Don Smith presented the site plan. See “site plan 2 13 2019.” Currently, no planning and zoning variance needed. If the building would be larger, the variance would be needed. 58 parking spaces on the site. Parent loop would remain with 23 spaces. 4 discharge spaces for student exit. A 5 bus loading area. 2 new playgrounds. Stormwater management on the sides of the field.
For the section of the building coming down. 8 parking spots off of Spencer Dr. Brook would be exposed. Fencing would be installed and guide rail for safety around the brook.
A second pipe would be added to release the water flowing under the driveway
SF - This plan takes care of water and mold issues in the building. All water issues will be resolved. All new ductwork throughout the building. Therefore all issues mitigated.
JB - Is it less expensive to go out or up. Up is a lot more expensive. DP would suggest staying on one story even if it means seeking a variance.
SF - Asked do you need a motion to investigate for the additional 3,000 sq ft.
Michelle Hintz - Made the motion
Dale Denning - 2nd.
4 - Yes
0 - No
1 - Abstain
Motion Passes
c) Revised Opinion of probable construction cost review
DP reviewed the scope of cost with the team. With the addition of the building 4,400 sq. foot. Total construction cost $14,149,400. Cost to the town - $8,842,448
If you do the addition based on increased enrollment, it would be about $9.3.
d) Schedule/Next steps.
February 25 at 6 PM Blue Room
5. Adjournment - 7:11 PM Dave Carter Motion, Michelle Hintz 2nd
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING - Minutes
Monday, February 25, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call at Michelle H., David C. Dale Denning, Candy Perez, Steve Vaill, Steve Frazier - 6:02 PM.
2. Public Comment - No Comment from Public
3. Business – Update from Design Team
- Reviewed the revised enrollment projections
- 7700 sq foot addition
- In the proposed addition - Pre-K and K
- Saved money on bathrooms in the existing building
- The total building would be 40,000 sq ft
- Site Plan Information
- Within the set back limits - does not need a variance for the 7700 sq ft addition
- Would like to widen the driveway access from Spencer Street.
- Steve Frazier - Question regarding Generator
- Cost
- $16.7 million project
- Cost to Town - $9,871,035
- Length of Project - 24 months or less
- Next step - Final schematic plan for the building
- Motion to approve the Revised Scheme 4 (February 18, 2019) - Motion made by David Carter, 2nd by Dale Denning 6-0
- Next Meeting March 11, 2019, at 6:00 PM
3. Adjournment - 7:03 PM Motion - Michelle Hintz 6-0
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING MINUTES
Monday, March 11, 2019, AT 6:00 PM
BLUE ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call at 6:00 PM - Nancy O’Dea-Wyrick, David Carter, Doug Pfenninger, Melony Brady-Shanley, Steven Frazier, Rosie Field, Robert Geiger, Tony Sandonato, Steve Vaill, Michael Ruzbason, Candy Perez, Dale Denning, Michelle Hintz
2. Business – Update from Design Team
- SP and A presented the DRAFT Schematic Design Report
- The committee talked about the importance of clear information being presented to the public
- Visuals for community meetings
- SP and A shared the DRAFT rendering for the outside of the building
- Set dates, locations, and times for community meetings
- Candy spoke about the process for community meetings. Community meetings will be held before BOS, to get a sense of how the public feels.
- Flyer for community information
Next Meeting - Monday, March 18, 2019, at 5:30 PM
Community Meeting Dates - Mel to review dates from April 1-10.
Moderator - Tony Sandonato
3. Adjournment - Motion to adjourn at 7:19 PM
HINSDALE SCHOOL RENOVATION COMMITTEE MEETING MINUTES
Tuesday, March 19, 2019, AT 5:30 PM
HICKS ROOM – TOWN HALL
Meeting Facilitator: Steven Frazier, Chair
Dave Carter, Vice Chair
Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill
1. Roll Call at 5:32 PM - Dale Denning, Candy Perez, Tony Sandonato, Steve Frazier, Doug Pfenninger, David Carter, Nancy O’Dea-Wyrick, Norman Kelly, Bruce Stratford, Michelle Hintz
2. Public Comment - None
3. Business – Update from Design Team
a. Action Item
i. Finalization of Informational for the Silver, Petrucelli and Associates Report Booklet
1. Doug - Change title page to Winchester, not Winsted
2. Doug - Under the plumbing section - explain the initials for the grease trap.
3. Dean - Add the space standard calculation into the booklet
4. Mel forwarded Doug’s email to Dean for clarifying information.
5. David Carter - Promotion of the booklet and flyer - Need to provide information to the public that will queue them to ask questions and input on the project.
6. Motion - Tony S. motion to act report with said changes - 6-0
7. Gilbert Trust has asked us to lease the land back to us for 30 years for $1.00 per year.
ii. Finalization of Community Meeting Flyer
1. Add Timeline for Referendum
2. Rework the storyline on the document
3. Mel will print Thursday at noon and will be open for feedback until then.
iii. Presentation
1. Creation of an FAQ list that would be distributed.
2. Capture all questions that are asked during the meeting
3. Need to address the answer to why construction hasn’t been done and why we selected Hinsdale instead of Batcheller. Mel will provide question and answers.
4. Candy clarified that the public input would be important to guide us in regards to this project.
4. Adjournment at 6:30 PM
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