Eckersley-Hall Building Committee Minutes 11/16/2012

Eckersley Hall Building Committee Minutes 1
November 26, 2012
ECKERSLEY-HALL BUILDING COMMITTEE
MONDAY, NOVEMBER 26, 2012
POLICE DEPARTMENT COMMUNITY ROOM
6:00 PM
Members Present: Ron Klattenberg, Ed Dypa, Augie DeFrance, Ryan Kennedy, Phil
Pessina, Annabelle Malone, Ed Monarca, Larry Riley, Bill Wasch
Members Absent: Trevor Davis
Others Present: Beth Lapin, John Marion (Senior Center), Bob Dobmeier (Public Works),
Jim Salemi (Middletown Press); Matthew Crescimano (Baldwin Pergolas)
Guests: John Ireland (SP+A); Jan Cunningham (Historic Preservation Services)

1.0 OPEN MEETING
Chair Klattenberg opened the Eckersley Hall Building Committee meeting at 5:59 PM at the
Police Department Community Room.

2.0 APPROVAL OF MINUTES
Chair Klattenberg asked for approval of the November 12, 2012 minutes. Ed Dypa made the
motion to accept, seconded by Annabelle Malone. The vote to approve was unanimous.
Beth provided a revised draft of 2013 meeting dates based on room availability. Because of the
number of non-Mondays, Beth will go back and try to get 2nd and 4th Mondays starting in May.

3.0 FINANCIAL REPORT
FINANCIAL STATEMENT
There was none at this time.
PROJECT COST PROJECTIONS
Ron introduced a Projection of Project Cost table to track future expenses and confirm
availability of funds. Currently, the projected total would close the project with a $13,784 excess.
Considering that several of expenses are high estimates and SHPO grants and tax-credits are not
included, Ron felt the project was in good financial shape. This table would be updated as actual
costs are incurred, and reviewed periodically.
BUDGET ITEMS

SP+A submitted an invoice for $5,940 to cover ~30% of the amended amount of the construction
document phase. Augie DeFrance made the motion to approve payment, seconded by Bill
Wasch. The vote to approve was unanimous.
Ed Dypa moved to approve payment of a $1,000 retainer invoiced by Historic Preservation
Services/Jan Cunningham. Seconded by Augie DeFrance, the vote to approve was unanimous.
4.0 PUBLIC COMMENTS

Matthew Crescimano (Baldwin Pergolas) expressed his interest in bidding on the pergola for the
senior center. He presented information and some building specifications that the committee and
SP+A would need to consider.
Eckersley Hall Building Committee Minutes 2

November 26, 2012

5.0 OLD BUSINESS
JAN CUNNINGHAM CONTRACT
Jan Cunningham reported that SHPO Restoration Funds, if received, would not be excluded from
the SHPO tax credit application. She discussed the tax credit application schedule and clarified
that approval of Part II was necessary prior to any construction. She also indicated that a mockup
masonry sample with pointing was necessary; she would check with SHPO to clarify
specification and when these would be needed. Bob Dobmeier agreed to coordinate the masonry
mock-up by contacting three local masons for bid estimates once Jan is able to provide the
needed specifications.

LEED CERTIFICATION PROPOSAL
John Ireland updated the LEED document based on discussion from the previous meeting. He
assessed it was likely the project could reach 59 points, which would qualify for silver status
(gold certification requires 60). Beth will distribute this update to the committee.

Eckersley-Hall Building Committee Minutes- 11/12/2012

Members Present:
Members Absent: Others Present: Guests:
Ron Klattenberg, Trevor Davis, Ed Dypa, Augie DeFrance, Ryan Kennedy, Phil Pessina, Annabelle Malone, Ed Monarca, Larry Riley Bill    W asch Beth Lapin, Ron Organek
Chris Nardi, John Ireland (SP+A)
ECKERSLEY-HALL BUILDING COMMITTEE MONDAY, NOVEMBER 12, 2012 POLICE DEPARTMENT COMMUNITY ROOM 6:00 PM
1.0 OPEN MEETING
Chair Klattenberg opened the Eckersley Hall Building Committee meeting at 6:19 PM at the Police Department Community Room. He congratulated the committee for successful passage of the referendum to fund the next stages of the Senior/Community Center.
2.0 APPROVAL OF MINUTES
Chair Klattenberg asked for approval of the October 10, 2012 minutes. Ed Dypa made the motion to accept, seconded by Augie DeFrance. The vote to approve was unanimous.
Beth provided a draft of potential 2013 meeting dates. Ed Dypa made a motion to approve these dates, Ryan Kennedy seconded, and approval was unanimous. Beth will check with Police Department to confirm that the meeting space is available.
3.0 FINANCIAL REPORT
FINANCIAL STATEMENT Beth summarized the expenses since the last financial statement in October. She had noted the encumbered amounts to show an actual amount available. However, the SHPO project amount of $438,619 was not officially encumbered. If that is taken into consideration, the bond issue account has $27,178.44 remaining. Augie DeFrance made the motion to accept the statement, seconded by Ed Dypa, and the vote was unanimous.
BUDGET ITEMS Two Suburban invoices totaling $19.49 related to grant application expenses were received. Augie DeFrance motioned to approve, Larry Riley seconded, and the vote was unanimous.
SP+A submitted an invoice for $6,700 to cover 100% of the amended amount of the schematic design phase. Larry Riley made the motion to approve payment, seconded by Trevor Davis. The vote to approve was unanimous.
SP+A also submitted an invoice for $6,763.66 to cover 5% of construction documents ($2,488.50), 15% of construction documents amendment ($2,900.55), posters ($1,300) and reimbursable expenses ($74.61). Augie De France made a motion to approve payment, Larry Riley seconded, and the vote was unanimous.
4.0 PUBLIC COMMENTS
Eckersley Hall Building Committee Minutes    1 November 12, 2012
Ron O. asked again about the mechanics of transferring $300K from the state and $75K from the city for the veterans’ museum. Ron K. said it would be handled through Bill Russo. Ron O. also asked about a timeline: John Ireland indicated the sequencing for Senior Center construction needed to be parallel to the Museum’s move, hopefully by the end of 2013.
Continued: