SEPTEMBER 21, 2006

ATTENDANCE: Doug Sutton, Chairman; Gwen Briggs; Kevin Poruban;
Bill Krummel; Doug Hempstead

STAFF: Alan Lo, Building & Facilities Manager

OTHER: Tim Callahan, Health Department; Ralph Valenzisi, BOE Director
Of Technology; Mohan Tracy, Library Board President; Dave Tracy;
Stan Siegel, Library Board Secretary; Regina Krummel

CALL TO ORDER

Chairman Sutton called the meeting to order at 7:55 p.m. He read the roll call.

MINUTES OF PREVIOUS MEETING(S)

July 20, 2006, July 24, 2006 (Special Meeting) and August 3, 2006 (Special Meeting).

** MR. KRUMMEL MOVED TO APPROVE THE MINUTES OF JULY 20, 2006.

** MOTION PASSED WITH ONE (1) ABSTENTION (PORUBAN).

** MS. BRIGGS MOVED TO APPROVE THE MINUTES OF JULY 24, 2006 (SPECIAL MEETING).

** MOTION PASSED WITH TWO (2) ABSTENTIONS (HEMPSTEAD, PORUBAN).

** MS. BRIGGS MOVED TO APPROVE THE MINUTES OF AUGUST 3, 2006 (SPECIAL MEETING).

** MOTION PASSED WITH ONE (1) ABSTENTION (PORUBAN).

OLD BUSINESS – None

NEW BUSINESS

A. Health Department

1. Review recommendation to approve a new lease with FCA for office space in the Health Department Building and refer recommendation to the Common Council:

“a. Authorize the Mayor, Richard A. Moccia, to execute a Lease Agreement with Family and Children Agency, Inc. (FCA) for approximately 2,418 square feet of office space in the Health Department building. Lease period shall begin on November 1, 2006 and ending on October 31, 2009. Rental payment per square foot shall be $16.00 for Year 1, $16.48 for Year 2 and $16.97 for Year 3.”

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE A LEASE AGREEMENT WITH FAMILY AND CHILDREN AGENCY, INC. (FCA) FOR APPROXIMATELY 2,418 SQUARE FEET OF OFFICE SPACE IN THE HEALTH DEPARTMENT BUILDING. LEASE PERIOD SHALL BEGIN ON NOVEMBER 1, 2006 AND ENDING ON OCTOBER 31, 2009. RENTAL PAYMENT PER SQUARE FOOT SHALL BE $16.00 FOR YEAR 1, $16.48 FOR YEAR 2 AND $16.97 FOR YEAR 3.”

Mr. Callahan explained that this is a renewal of the lease for 2,400 square feet in the Health Department for the Family and Children Agency (FCA). FCA has been a tenant since 1997. They are reducing the amount of space that they lease. In response to Mr. Krummel’s questions, Mr. Callahan said the term of the previous lease was three years, and it ended in 2005. FCA has been on a month-to-month basis since the end of the lease period. They are currently paying $15.25 per square foot. The total square footage has decreased, but the rental rate per square foot has increased. Subject to Land Use and Building Committee recommendation, this item will be on the agenda for next Tuesday’s Common Council meeting.

** MOTION PASSED UNANIMOUSLY.

Mr. Hempstead noted that there were members of the Library present at the meeting, and he suggested that the Committee hears their item, as the meeting had started late. Mr. Poruban then requested they suspend the rules to add their item to the agenda.

** MR. PORUBAN MOVED TO SUSPEND THE RULES TO ADD THE FOLLOWING ITEM TO THE AGENDA, UNDER SECTION V. MISCELLANEOUS DISCUSSION/ITEMS,
#3. SBC PARKING LOT ADJACENT TO THE SOUTH NORWALK LIBRARY.

** MOTION PASSED UNANIMOUSLY.

V. MISCELLANEOUS DISCUSSION/ITEMS

3. SBC Parking Lot Adjacent to the South Norwalk Library

Mr. Poruban said that during the recent dedication of the South Norwalk Library, most of the people in attendance noticed the empty SBC parking lot adjacent to the library. Mr. Poruban said that he had spoken with the lower Fairfield County PR person, Harry Carey, about acquiring it, but it never was followed through, possibly due to the merger. Mr. Poruban said he is interested in investigating whether or not the City can get access to the driveway. Mr. Hempstead agreed that it was a great idea. Mr. Siegel, the Library Board Secretary, said that it would be an ideal spot for the Staff parking, with room for only about 4 or 5 cars. It wouldn’t be a public parking lot. Mr. Krummel said that the Committee could mention that the parking is very important to the success of the Library, and that the Committee will work towards getting more parking for the Library, either short or long-term. Chairman Sutton confirmed that Mr. Hempstead and Mr. Poruban will represent the Committee to insure balanced representation.

Mr. Krummel also expressed a concern with the lack of parking at the Belden Main Library.

** MR. KRUMMEL MOVED THAT THE COMMITTEE EXPRESS IT’S DESIRE TO SEE ADDITIONAL PARKING FOR THE SOUTH NORWALK AND BELDEN AVENUE LIBRARY FACILITIES.

** MOTION PASSED UNANIMOUSLY.

B. NFCC Referral

1. Review proposals to purchase technology equipment as part of the Brien McMahon High School/Center for Global Studies Improvement Project and refer the following to Common Council for approval:

“a. Authorize the Purchasing Agent to issue a Purchase Order to Dell Computer Corporation for computers at the Center for Global Studies at Brien McMahon High School for a total not-to-exceed $21,382.74. Acct. #0902/03/04 5010 5777 C0237.

b. Authorize the Purchasing Agent to issue a Purchase Order to CDW Government Inc. for the purchase of miscellaneous technology equipment at the Center for Global Studies at Brien McMahon High School for a total not-to-exceed $3,499.33. Acct. #0902/03/04 5010 5777 C0237.

c. Authorize the Purchasing Agent to issue a Purchase Order to Plasticrafters Inc. for the purchase of a multi-media podium at the Center for Global Studies at Brien McMahon High School for a total not-to exceed $1,653.20. Acct. #0902/03/04 5010 5777 C0237.

d. Authorize the Purchasing Agent to issue a Purchase Order to Apple Computers for the purchase of computers and graphic tablets at the Center for Global Studies at Brien McMahon High School for a total not-to-exceed $38,888.00. Acct. #0902/03/04 5010 5777 C0237.

e. Authorize the Purchasing Agent to issue a Purchase Order to HB Communications for the purchase of smartboards and videoconferencing equipment at the Center for Global Studies at Brien McMahon High School for a total not-to-exceed $47,941.20. Acct. #0902/03/04 5010 5777 C0237.”

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO DELL COMPUTER CORPORATION FOR COMPUTERS AT THE CENTER FOR GLOBAL STUDIES AT BRIEN MCMAHON HIGH SCHOOL FOR A TOTAL NOT-TO-EXCEED $21,382.74. ACCT. #0902/03/04 5010 5777 C0237.

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO CDW GOVERNMENT INC. FOR THE PURCHASE OF MISCELLANEOUS TECHNOLOGY EQUIPMENT AT THE CENTER FOR GLOBAL STUDIES AT BRIEN MCMAHON HIGH SCHOOL FOR A TOTAL NOT-TO-EXCEED $3,499.33. ACCT. #0902/03/04 5010 5777 C0237.

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO PLASTICRAFTERS INC. FOR THE PURCHASE OF A MULTI-MEDIA PODIUM AT BRIEN MCMAHON HIGH SCHOOL FOR A TOTAL NOT-TO-EXCEED $1,653.20. ACCT. #0902/03/04 5010 5777 C0237.

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO APPLE COMPUTERS FOR THE PURCHASE OF COMPUTERS AND GRAPHIC TABLETS AT THE CENTER FOR GLOBAL STUDIES AT BRIEN MCMAHON HIGH SCHOOL FOR A TOTAL NOT-TO-EXCEED $38,888.00. ACCT. #0902/03/04 5010 5777 C0237.

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO HB COMMUNICATIONS FOR THE PURCHASE OF SMARTBOARDS AND VIDEOCONFERENCING EQUIPMENT AT THE CENTER FOR GLOBAL STUDIES AT BRIEN MCMAHON HIGH SCHOOL FOR A TOTAL NOT-TO-EXCEED $47,941.20. ACCT. #0902/03/04 5010 5777 C0237.

Mr. Valenzisi, Board of Education Director of Technology, explained the items. He said that Item A is all the technology items for the CGS that haven’t been purchased yet. He said they are purchasing 13 computers and a server. He explained that the server spec is for extra backup and storage space and will be added on to the server. It was confirmed that the money is State grant money as part of CGS capital improvement project and is 100% reimbursable.

Mr. Valenzisi explained that Item B is for a dvd burner that can burn multiple dvd’s, storage carts for digital cameras, and 3 small web cameras for classroom use. He said that Item C is the multi-media podium. He said that Item D is the Mac computers for each classroom that will be used for art instruction and animation, a form of cartooning. Mr. Valenzisi said that Item E is the polycom distance learning systems and the smartboards.

** MOTION PASSED UNANIMOUSLY.

C. Board of Education

1. Review the price quotes for Graphing Calculators and refer the following to the Common Council for approval:

“Authorize the Purchasing Agent to issue a Purchase Order to EAI ED., Division of Eric Armin Inc. for the purchase of graphing calculators for middle school and high school classrooms for a total not to exceed $22,332.00. Acct. #09025010-5777-C0112.”

** MR. PORUBAN MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO EAI ED., DIVISION OF ERIC ARMIN INC. FOR THE PURCHASE OF GRAPHING CALCULATORS FOR MIDDLE SCHOOL AND HIGH SCHOOL CLASSROOMS FOR A TOTAL NOT TO EXCEED $22,332.00. ACCT. #09025010-5777-C0112.”

Mr. Valenzisi said that graphing calculators are an important part of preparing students for CMT’s and the CAPT testing. They will have two for each of the comprehensive high schools, and one for each of the middle schools.

** MOTION PASSED UNANIMOUSLY.

** MS. BRIGGS MOVED TO SUSPEND THE RULES TO ADD THE LIBRARY AUTOMATION SOFTWARE, TO BE ITEM C. 2, TO THE AGENDA, IN ADDITION TO THE SYSCO PHONE SYSTEM ITEM AS ITEM C.3.

** MOTION PASSED UNANIMOUSLY.

2. “Authorize the Purchasing Agent to Issue a Purchase Order to Follett Library Systems for library automation software for a total not-to-exceed $71,127.74. Acct. #0904/06/07 5010 5777 C0112.”

Mr. Valenzisi said many of the libraries are already centrally automated. In conjunction with the MAN capabilities, libraries are able to communicate with each regarding books and resources that are available at their schools. Students will be able to search the web for additional resources.

** MR. KRUMMEL MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO FOLLETT LIBRARY SYSTEMS FOR LIBRARY AUTOMATION SOFTWARE FOR A TOTAL NOT-TO-EXCEED $71,127.74. ACCT. #0904/06/07 5010 5777 C0112.

** MOTION PASSED UNANIMOUSLY.

3. “Authorize the Purchasing Agent to Issue a Purchase Order to (Name of Company to Be Determined) for modification to the phone system at Ponus Ridge Middle School for a total not-to-exceed $46,000. Acct. #0907 5010 5777 CO112.”

Mr. Valenzisi explained the next item that was added to the agenda. It’s the failing phone system at Ponus Ridge Middle School. He said that Bd of Ed would like to bring it into the similar system (Sysco) that they will be using at City Hall, the police and fire departments, and Brien McMahon High School. He said that there is room on the system at Brien McMahon High School. There is an original voice-over IP system that was never set up because the MAN wasn’t completed. Some switches that were installed three years ago need to be replaced. He said he would be asking for the Sysco switches to be upgraded to make the technology work. He said this request cannot exceed $46,000. Mr. Hempstead asked why this was being requested, as it was just upgraded three years ago. Mr. Valenzisi replied that the phones are not working properly, and the company that originally installed the system went out of business shortly after the installation. He said he met with representatives from Verizon and Alcatel to find solutions, and one solution is to upgrade the software in the buildings. The total cost is $50,000. He said that Bd of Ed is unwilling to pay for a system that doesn’t work.

** MR. PORUBAN MOVED TO AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO (NAME OF COMPANY TO BE DETERMINED) FOR MODIFICATION TO THE PHONE SYSTEM AT PONUS RIDGE MIDDLE SCHOOL FOR A TOTAL NOT-TO-EXCEED $46,000. ACCT. #0907 5010 5777 C0112.

** MOTION PASSED UNANIMOUSLY.

D. Building Management

1. Review engineering proposal for HVAC upgrade at Ben Franklin Center and refer the following to the Common Council:

“Authorize the Mayor, Richard A. Moccia, to execute an Agreement with Fletcher-Thompson, Inc. to provide engineering services for the Ben Franklin Center, HVAC system upgrade for a total not to exceed $40,000. Acct. #09057100 5777 C0322.”

** MR. SUTTON MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AGREEMENT WITH FLETCHER-THOMPSON, INC. TO PROVIDE ENGINEERING SERVICES FOR THE BEN FRANKLIN CENTER, HVAC SYSTEM UPGRADE FOR A TOTAL NOT TO EXCEED $40,000. ACCT. #0905 7100 5777 C0322.

Mr. Lo explained that the Ben Franklin Center is a 1930’s building, and the steam heat system is original to the building. Two new boilers have been installed, in 1995 and in 2000. For a number of years, the thermostat system and old pipe system have been a problem. From the 2006/07 capital budget, $750,000 was allocated to the project. Purchasing Dept. recently went out for proposals from mechanical engineers to design the system for conversion from steam to hot water. After interviewing three companies, it was decided that Fletcher-Thompson was the best company to do the work. Mr. Lo explained that the original quote is for $33,500 from Fletcher Thompson, and he added an additional $5,000 for unforeseen professional services and $1,500 for reimbursable expenses. Some discussion followed regarding having the original contract price remain, or have a separate amount for reimbursable expenses and allowance for unforeseen services added as separate items. It was agreed that there would be two separate items.

** MR. SUTTON MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AGREEMENT WITH FLETCHER-THOMPSON, INC. TO PROVIDE ENGINEERING SERVICES FOR THE BEN FRANKLIN CENTER, HVAC SYSTEM UPGRADE FOR A TOTAL NOT TO EXCEED $33,500. ACCT. #0905 7100 5777 C0322.

** MR. SUTTON MOVED TO AUTHORIZE THE BUILDING MANAGEMENT DIVISION TO ISSUE A CHANGE ORDER ON CONTRACT FOR A TOTAL NOT TO EXCEED $6,500. ACCT. #0905 7100 5777 C0322.

** MOTION PASSED UNANIMOUSLY.

MISCELLANEOUS/DISCUSSION ITEMS

Mr. Hempstead asked for an updated version of the capital accounts regarding Bd of Ed IT Capital Budget . He said he understood that the 2007 budget was for Norwalk High School for IT items, and now they are seeing items outside of that request.

1. Update on the Norwalk Police Station project closeout.

Mr. Lo said that the construction side of the project has been closed.

2. General update.

Mr. Lo distributed copies of an update of all the construction projects.

ADJOURNMENT

** MR. HEMPSTEAD MOVED TO GO INTO EXECUTIVE SESSION TO DISCUSS COMMUNICATION ITEMS.

** MOTION PASSED UNANIMOUSLY.

Chairman Sutton, Ms. Briggs, Mr. Poruban, Mr. Krummel and Mr. Hempstead entered into Executive Session at 9:15 p.m. to discuss Bd of Ed telephone communication items.

Executive Session ended at 9:37 p.m.

Respectfully submitted,
Carolyn Marr
Telesco Secretarial Services