WCFD Building Committee Meeting

15 October, 2008

Topics to be included for discussion:

1.     Recap of  6 October meeting

a.     Kent Novak, Chief Pomfret, Richard Holt, Denis Fournier, Joe Tatro, Art Lavoie, Roland Robert and John Humble present. 

b.    The committee acknowledged the Oct. 2 letter from Rick Amaral of Alhambra indicating the Alhambra’s bid was predicated on an Oct. 1 start date and that further delays could result in additional charges due to weather protection requirements.

c.     The committee accepted the rock and ledge removal charges proposed in an Oct 3 fax from Northern Site Contractors, a sub contractor to Alhambra with the proviso that a CAT 315-320 excavator or larger be specified as the machine size.

d.    The DEM/Wetlands Determination, DOT/PAP and RIPDES permits have not been awarded to date.  This situation gave cause for much discussion culminating in a concern voiced by Don Ihlefeld that Alhambra’s bid was predicated on a Oct. 1 start date and does not provide for construction winter protection costs.  He further commented that the April 1, 2009 occupancy date would most definitely not be achievable if there is a further delay.

e.     Richard Lipsitz of Waterman Engineering had informed Roland Robert that DEM/Wetlands had no record of receiving the additional $1200 fee for wetland determination therefore the application was on administrative hold.  Upon a follow up investigation conducted by Treasurer Glenn Underwood, it was discovered that the $1200 certified check cleared WCFD’s account on Sept. 9.  According to the Wetland’s supervisor, Chuck Horbert, via a phone conversation with John Humble on Oct. 8, DEM/ Management Services, the recipient of such payments, had not informed DEM/Wetlands that the check had been received.  Mr. Horbert stated that the application was on hold also because Wetlands was aware that changes were being made to the site plan by Waterman Engineering and that Wetlands was awaiting the up dated version (Rev. 3).  Mr. Horbert stated that the updated site plan had just arrived on his desk that morning but had he had yet to receive the updated drainage calculations from Waterman Engineering.  Mr. Horbert stated that once all the necessary paperwork for the application was in place, DEM/Wetlands will require 30-40 days to process the application.  Mr. Horbert mentioned that DEM/Wetlands is under staffed at the moment. 

f.      On Oct. 9, Mr. Horbert was asked by John Humble via a phone call if it would be possible to pay a fee for the services of a DEM agent to inspect only the proposed area of the foundation for the time being so that the contractor could at least begin the foundation work before the cold weather sets in.  Mr. Horbert indicated that there is no DEM procedure in place that would allow such an inspection so the request was denied.

g.     Richard Lipsitz had notified Roland Robert that a RIPDES official had stated that there would be no problem with the contractor proceeding with the foundation work prior to RIPDES completing their evaluation of the site and project providing that the disturbed area was limited to an acre or less.

h.     Roland Robert informed the committee that Waterman Engineering had received the recently updated RIPDES regulations and was able to compile the application package.  This package was presented to the committee for submission along with a $400 fee to DEM/RIPDES.  Kent Novak hand delivered the application to the RIPDES office on Oct. 7. RIPDES is allowed 45 days to respond.

i.       To date, a $6,996 construction testing proposal from Briggs Engineering has been received.  Proposals from Theilsch and Geisser Engineering have not yet been received.

j.       It was agreed at this meeting that a special board of director’s meeting should be called for Oct. 9 for the purpose of awarding the construction contract to Alhambra.  This board of director’s meeting was posted but after consideration of the situation with DEM/Wetlands, this meeting was postponed.  Roland Robert was asked to invite Don Ihlefeld to the next building committee meeting to discuss ramifications of further delays and assist in establishing a course of action.

k.     The next building committee meeting is scheduled for 4:45 p.m., 15 October, 2008 at the Summit Station.

2. For 15 October meeting

a.     Discuss alternatives to expediting the start of construction.

b.    Roland Robert to provide up date from Waterman Engineering of town engineer’s comments regarding third site plan proposal.

c.     Alhambra to establish paving tonnage required.

d.    Rick Amaral to determine if there would be a credit for plumbing that would no longer be needed should radiant heat be installed throughout the building.

e.     Review current draft of construction contract.  Alhambra requests that the substantial completion date be stated as six months after the construction start date.

f.      Further modification to the anticipated town’s permit fees will include WCFD being required to pay 50% of the town’s plumbing and electrical permits.  Results of efforts to obtain estimates of these fees to be discussed.

g.     All construction testing proposals may exceed the $5,000 procurement advertising criteria.  Establish plan of action.

h.     Kent Novak and Glenn Underwood to meet with Centerville Bank on Oct. 22, 2008 to sign the loan application.

i.       Finalize stone wall removal issue.

j.       Continue discussion of need for “clerk of the works”.

k.     Discuss and possibly vote upon the above and any other project related business.

l.       Set date for next committee meeting.