SPECIAL MEETING
JUNE 21, 2006

ATTENDANCE: Douglas Sutton, Chair; Douglas Hempstead; Nicholas Kydes; Fred Bondi.

STAFF: Alan Lo, Director of Facilities.

OTHERS: Chief Denis McCarthy, Norwalk Fire Department; Paul Conte, Norwalk Senior Center Facility Committee

The meeting was held at Calf Pasture Beach under the big tent at the Stew Leonard’s concession.

I. ROLL CALL

Mr. Sutton opened the meeting at 7:25 p.m., and then called the roll.

II. MINUTES OF PREVIOUS MEETING(S)

April 20, 2006 and May 18, 2006.

This item was tabled until a quorum was present.

I11. OLD BUSINESS

Mr. Lo requested the Committee take item B first.

B. Norwalk Senior Center

Review request from Norwalk Senior Center to sublease space in Roosevelt Center to Devotional Associates of Yogeshwar and refer the following to the Common Council for approval:

“Approve request from the Norwalk Senior Center to sublease space in Roosevelt Center to Devotional Associates of Yogeshwar for limited use on Sundays from 9:00 am to 12:00 pm. Terms of the sublease agreement shall be subject to Law Department approval.”

A representative from the Senior Center explained that Devotional Associates of Yogeshwar had been leasing space from Nathan Hale but are no longer able to do so. They came to the Senior Center to see if they could use the gymnasium, which was run by Mr. Mocciae and Parks & Rec. Mr. Mocciae informed them that he has weekend activities scheduled in the gym and suggested Devotional Associates of Yogeshwar contact the Senior Center director.

The representative said Devotional Associates of Yogeshwar would be leasing three classrooms within the building, inside the Senior Center. The Senior Center runs no programs at all on Sundays and there would be absolutely no conflict with anything of the seniors’ programs. She said this is a humanitarian group that through education and information teaches a better understanding of different nationalities. She felt it would provide the dollars she needs to hire a janitor. With 225 seniors coming every day, she’s cleaning and unclogging toilets and the cleaning service can’t keep up with the demand. The rental income provided by Devotional Associates of Yogeshwar would enable a janitor to be hired.

The representative stated there will be insurance covering both the City and the Senior Center; they will have a leasehold agreement with Devotional Associates of Yogeshwar; Senior Center staff will be onsite to open the building and secure it afterwards. The hours Devotional Associates of Yogeshwar wish to be in the building are from 10am to 12noon, Sundays only.

Mr. Hempstead asked how large the denomination is. The representative stated that she has been told anywhere from 40 to 60 people. She said their classrooms hold 35 people, which is why the group needs three rooms.

Mr. Hempstead stated concern for the parking issue and said he didn’t want to find that suddenly they have a neighborhood parking problem on the street every Sunday. The representative agreed, stating that there are approximately 200 visitors to the Senior Center each day, and only when there are special events being held did they have a large amount of parking. The lower parking lot can easily handle the amount of parking needed by Devotional Associates, who would be mainly families with one car each. She said at the most, they are talking about approximately 30 cars, and the lower lot can handle 45 cars.

Mr. Lo asked how long the lease agreement is for. The representative said they had not done a lease yet because she was waiting to meet with this Committee first and obtain permission before moving ahead. She said John Berger, who is an attorney in town and is on the Senior Center board, will be doing the legal work. They are open to any suggestions from the Committee.

Mr. Hempstead asked when was the last visit by the Fire Marshal, and questioned what part of the building would Devotional Associates be using. The representative stated they would be within the Senior Center portion of the building, not the gymnasium, not the exercise room or the AV room. She said the Senior Center part of the building is totally secured and all of the maintenance was theirs, not the City’s. Emergency egress will be properly maintained. They do all their own maintenance and upkeep.

Mr. Lo suggested they do a one-year option type of lease. He also suggested they list the maximum number of parking spaces which can be used on a Sunday. He said this would give them some control and if there are any problems, this will help if its in the lease.

Mr. Hempstead concurred with Mr. Lo’s suggestion of a year lease. He also was concerned about the building and the impact on it. There was discussion on security and how the doors are locked. The representative was asked who from the Senior Center staff would be in the building while Devotional Associates was using it. The representative said, if they were granted, the janitor would be inside the building. There was concern about extra parking if there was a holiday or special service. The Senior Center representative stated this was not a religious group, it was a non-profit humanitarian organization and there will be no services held. The representative confirmed this with the Secretary of State’s office and confirmation was inside the information packets the Committee members received.

Further brief discussion followed concerning the ability of the Senior Center to sub-lease the building. The representative said the Senior Center Board has also requested a 30-day clause, so if there are any problems Devotional Associates of Yogeshwar can be ejected.

Mr. Hempstead said the Law Department will get the lease, review it, and do some research about the organization. Mr. Lo said the proposed action will move to the Common Council and come back to the Committee if we found any concern through our research of the organization.

No action was taken on this item.

A. Cablevision – Parking lot lease extension

Review proposed lease extension terms and refer the following to the Common Council for approval:

“Authorize the Mayor, Richard A. Moccia, to execute an amendment to Cablevision Systems Corporation’s lease for the parking lot located across the street from Cablevision on Cross Street, for a period of five years (beginning July 1, 2006 to June 30, 2011.) Terms for the lease amendment shall be as stipulated in the current lease agreement.”

Mr. Lo stated the item had been presented to the Committee two months ago. Cablevision’s lease is expiring the end of this month. He described the revenue the City would receive by increasing the rent and extending the lease. Discussion followed.

** MR. SUTTON MOTIONED TO MOVE THE ITEM TO THE COUNCIL.

** MOTION PASSED UNANIMOUSLY.

IV. NEW BUSINESS

A. Board of Education

1. Review request to purchase computer servers and refer the following to the Common Council for approval:

“Authorize the Purchasing Agent to issue Purchase Order(s) to Dell Computer Corporation for the purchase of computer servers for each of the elementary schools and Briggs High School for a total not to exceed $23,170.00. Acct. #09045010-5777-C0112”

It was explained that the servers at the elementary schools are over seven years old, and are not meeting their needs. This item has been approved by the ITT Committee. Subsequent to the approval, Board of Education was able to reduce the cost for the service contract and was able to purchase an additional server as a spare.

Mr. Hempstead asked how many servers this involved. He was told they wished to purchase thirteen Dell servers at approximately $1,600 per server, and one extra server for backup. Discussion followed.

** MR. HEMPSTEAD MOTIONED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE PURCHASE ORDER(S) TO DELL COMPUTER CORPORATION FOR THE PURCHASE OF COMPUTER SERVERS FOR EACH OF THE ELEMENTARY SCHOOLS AND BRIGGS HIGH SCHOOL FOR A TOTAL NOT TO EXCEED $23,170.00.

** MOTION PASSED UNANIMOUSLY.

B. Norwalk Fire Department

1. Review request to utilize available Capital Budget funds in the Central Fire Headquarters/Fire Services Support Facilities account to implement repair work necessary to maintain occupancy of the building. (Committee approval is requested. Council approval is not required unless otherwise directed by the Committee.)

“Authorize the utilization of existing Capital Budget funds in Volk Fire Headquarters/Fire Services Support Facilities renovation account to implement needed repair work at both locations.”

Chief McCarthy stated that, since the new central firehouse project is not imminent, and the relocation of the Dispatch Center, there are two 15x15 spaces on the mezzanine level of the firehouse. The electronics were left behind in the Dispatch Center. They would like to remove the equipment because it no longer serves a purpose in the Fire Department, and then they can use the space.

Chief McCarthy stated that one of their arguments about the building was that it was crowded and there was no flex space in the building, so by cleaning out the two rooms of all the electronics, which would have to be subcontracted, will give them two large office spaces which are badly needed and would benefit the Assistant Chief and the Fire Marshal. Chief McCarthy said by doing this they can solve some of the space problems within the Fire Department, and by doing the project themselves they can complete it for under $15,000. He felt that after this is completed they reasonably expect to remain in the building for another four years.

Chief McCarthy said one of the primary purposes of the renovation funding the Fire Department had requested was to put a new roof on the Fairfield Avenue station. The roof is an original roof and goes back to the early 1980s and is deteriorating. There are active and severe leaks and there have been some ceiling collapses, which ruined computers and other equipment.

Chief McCarthy said that even if the Council acted tomorrow to give the Department $14 million dollars, they would still be in this building for another year. Under the new building proposal, they intended to have the building demolished on July 1st. He said that once approval is given for a new building, now or in the future, this building is the first one to go. Chief McCarthy proposed to wait until the RFP process starts for the study that the Council is going to hopefully authorize. He asked Mr. Lo if it was absolutely necessary to replace the roof and was told yes.

Mr. Hempstead said if the building is going to be gone in a year, they might need to evaluate this. He agreed that something had to be done about the roof. He asked if the funds could be taken from what remained in the original appropriation of $370,000. He recommended to proceed with necessary repairs for a total not to exceed $50,000 in order to keep these two buildings functional. Nothing was being done that would change the direction the Fire Department has recommended about a new building; they are just making these buildings serviceable in the interim.

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE UTILIZATION OF EXISTING CAPITAL BUDGET FUNDS IN VOLK FIRE HEADQUARTERS/FIRE SERVICES SUPPORT FACILITIES RENOVATION ACCOUNT TO IMPLEMENT NEEDED REPAIR WORK AT BOTH LOCATIONS, AND TO BRING THE VOTE TO THE NEXT COMMISSION MEETING FOR INFORMATIONAL PURPOSES ONLY.

** MOTION PASSED UNANIMOUSLY.

C. Building Management – Grubb & Ellis contract extension

1. Review request to extend Grubb & Ellis contract and refer the following to the Common Council for approval:

“Authorize the Mayor, Richard A. Moccia, to execute an amendment to Grubb & Ellis Services, Inc.’s Facilities Management Services contract, to extend the Contract for a period of two months (July 1, 2006 to August 31, 2006). The monthly lump sum payment shall be $31,666.67. Funds are available in the Building Management Operating Budget account #014071-5258.”

Mr. Lo explained the item. Mr. Hempstead said it had been a very thorough process with a lot of debate.

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AMENDMENT TO GRUBB & ELLIS SERVICES, INC.’S FACILITIES MANAGEMENT SERVICES CONTRACT, TO EXTEND THE CONTRACT FOR A PERIOD OF TWO MONTHS (JULY 1, 2006 TO AUGUST 31, 2006). THE MONTHLY LUMP SUM PAYMENT SHALL BE $31,666.67.

** MOTION PASSED UNANIMOUSLY.

V. ADJOURNMENT

** MR. KYDES MOTIONED TO ADJOURN THE MEETING.
** MOTION PASSED UNANIMOUSLY.

The meeting was adjourned at 8:00 p.m.

Mr. Kydes remembered they had not approved the minutes of previous meetings and asked to reconvene the meeting to take care of this item.

** MR. KYDES MOTIONED TO RECONVENE THE MEETING.
** MOTION PASSED UNANIMOUSLY.

The meeting was reconvened at 8:01 p.m.

** MR. KYDES MOTIONED TO ACCEPT THE MINUTES OF THE APRIL 20, 2006 MEETING AS PRESENTED.
** MOTION PASSED UNANIMOUSLY.

** MR. KYDES MOTIONED TO ACCEPT THE MINUTES OF THE MAY 18, 2006 MEETING AS PRESENTED.
** MOTION PASSED UNANIMOUSLY.

** MR. KYDES MOTIONED TO ADJOURN THE MEETING.
** MOTION PASSED UNANIMOUSLY.
The reconvened meeting was adjourned at 8:03 p.m.

Respectfully submitted,

Linda J. Hayes
Telesco Secretarial Services