NOVEMBER 16, 2006

ATTENDANCE: Douglas Sutton, Chair; Gwen Briggs; William Krummel;
Kevin Poruban; Douglas Hempstead (7:40 p.m.)

STAFF: Alan Lo, Building and Facilities Manager

ROLL CALL

Mr. Sutton called the meeting to order at 7:35 p.m.

** MR. SUTTON MOVED TO SUSPEND THE RULES TO TAKE THE AGENDA OUT OF ORDER
** MOTION PASSED UNANIMOUSLY

NEW BUSINESS

HEALTH DEPARTMENT

REVIEW PROPOSAL FOR BUILDING NEEDS ASSESSMENT REPORT FOR THE HEALTH DEPARTMENT BUILDING AND REFER THE FOLLOWING TO THE COUNCIL FOR APPROVAL:

** MR. KRUMMEL MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AMENDMENT TO SALAMONE AND ASSOCIATES, P.C.’S CONTRACT FOR ENGINEERING SERVICES FOR THE HEALTH DEPARTMENT BUILDING, TO PREPARE A BUILDING NEEDS ASSESSMENT REPORT FOR A TOTAL NOT OT EXCEED $8,400. ACCT. #09042012 5777 C0299

Mr. Callahan said that there was a proposal in everyone’s packets from Salamone and Associates. He said that the building was constructed in 1967 and it is time to prepare a plan for the building.

Mr. Hempstead arrived at 7:40 p.m.

Mr. Callahan said that the proposal before the Committee takes into account meetings with the staff. He said that Salamone and Associates have done this type of work in municipal building in other communities.

Salamone and Associates will come back with a needs assessment and the next step will be to engage an architect.

Mr. Hempstead asked if Fusco had been contacted. Mr. Callahan said that he had a brief discussion with them, and was told that this was a chargeable service they could provide. Mr. Hempstead suggested soliciting their services, since they are already in the building. He said that a five year plan needs to be created.

Mr. Callahan said that Salamone was in the building for the HVAC system. He said that it would be helpful to have this plan with priorities listed so that they could apply for grants to fund the projects.

Mr. Krummel said that he believed that Grubb & Ellis used to come in with estimates for maintenance and re-build projects. Mr. Callahan said that they were involved with the elevator project, but they hired a consultant to do the project. Mr. Krummel said that there is a need in many of the City’s buildings, especially the historic buildings. He said that he was glad to see this moving forward and suggested encouraging this in more of the City facilities.

Mr. Poruban told Mr. Callahan that he was leery that they will bring in people who will not give them what they need. Ms. Briggs replied that to determine the most efficient use of space would be the job of the architect.

Mr. Hempstead suggested tabling this item for a chance to get costs from Fusco. Mr. Callahan said that Salamone will be on site working on the HVAC system. He said that he wants to get the HVAC system done, because there is a window for the construction when they will not need heat or air conditioning. Mr. Krummel said that if they table this item, it won’t get to the Common Council until late January.

Mr. Hempstead asked for a priority list.

** MOTION PASSED UNANIMOUSLY

REVIEW REQUEST FROM HEALTH DEPARTMENT TO LEASE 2 OFFICES IN THE HEALTH DEPARTMENT BUILDING TO COMMUNITY HEALTH CENTER, INC.:

** MS. BRIGGS MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE A LEASE AGREEMENT WITH COMMUNITY HEALTH CENTER, INC FOR TWO OFFICES IN THE HEALTH DEPARTMENT BUILDING TO PROVIDE DENTAL SERVICES FOR 6 MONTHS FOR A TOTAL RENTAL PAYMENT OF $9,000

Mr. Callahan explained that this is vacant space on the second floor. The Community Health Center received a grant for the construction and to run a dental clinic. They need to begin services immediately, but the negotiated for space on Day Street but it won’t be ready in time.

** MOTION PASSED UNANIMOUSLY

NEW BUSINESS

BUILDING MANAGEMENT

REVIEW PROPOSED LEASE TERMS BETWEEN THE CITY AND NEON FOR THE BEN FRANKLIN CENTER AND REFER THE FOLLOWING TO THE COMMON COUNCIL:

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE A NEW LEASE AGREEMENT WITH NEON , INC., FOR THE USE OF BEN FRANKLIN CENTER AND THE TERMS OF THE AGREEMENT SHALL INCLUDE, BUT NOT LIMITED TO, THE FOLLOWING:
· LEASE PERIOD SHALL BE TEN YEARS, WITH TWO 5-YEAR OPTIONS THEREAFTER
· NEON SHALL BE RESPONSIBLE FOR ITS SHARE OF UTILITY EXPENSES, MISCELLANEOUS REPAIRS AND COMMON CHARGES
· THE CITY WILL CONTINUE TO PROVIDE CAPITAL REPAIRS AND REPLACEMENT SUBJECT TO THE AVAILABILITY OF FUNDS

Mr. Lo explained that the building is divided into three wings; one part to the Crystal Theater, one part to the gym and the last part to NEON. The lease with Neon was for 10 years and expired 2-3 years ago.

The terms of the lease have been discussed for the past few years. Recently he and Mr. Mann got together and came up with the lease agreement terms. The City would be responsible for the building and Neon for the day to day maintenance. The goal is to arrange for Neon to pay for the operating expenses and for the City to pay for the capital expenses.

Mr. Lo said that Neon maintains the HVAC system and pays the annual service for the sprinkler system. Mr. Poruban asked if Neon sub-lets to other entities. Mr. Mann said that the Church has the room closest to the Crystal Theater and they were there before the Crystal Theater arrived. Mr. Mann said that no one has brought to his attention that there was a problem. He said that he will be happy to deal with it if there if he is aware of a conflict.

** MOTION PASSED UNANIMOUSLY

MINUTES OF PREVIOUS MEETING – October 19, 2006

** MR. PORUBAN MOVED TO ACCEPT THE MINUTES AS SUBMITTED
** MOTION PASSED UNANIMOUSLY

OLD BUSINESS

SONO LIBRARY

UPDATE ON CORPORATION COUNSEL’S OPINION ON THE PROCESS OF NAMING THE SONO LIBRARY BUILDING STRUCTURE

** MR. HEMPSTEAD MOVED THE ITEM
** MOTION PASSED UNANIMOUSLY

Mr. Lo said that Mr. Nolin had written an opinion letter to the full Common Council. This item will be heard before the Library Board tonight. He said that typically all plaques include the name of the building, the name of the mayor and the current and previous Common Councils that were involved in the project. If the plaque is for a Board of Education building, the name of the Chair is included. Also included on the plaques are the names of the contractor, architect and the funding source.

Mr. Krummel said that in this case, it would be appropriate to include the Second Taxing District Commissioners name since they bore the cost. Mr. Lo pointed out that school projects get 33% of their funding from the State and the State was not noted on the plaque. He said at ad hoc committees are not recognized, nor are principals.

Mr. Hempstead said that since the Second Taxing District put in almost 50% of the cost that the names of the Commissioners be included. Mr. Krummel said that it may be suitable to have a plaque inside of the building recognizing the Second Taxing District.

REVIEW RESPONSE FROM AT&T ON CITY’S REQUEST TO LEASE AT&T’S PARKING LOT ADJACENT TO SONO LIBRARY

Mr. Lo said that they denied the request and felt that they will continue to need the use of the facility.

NEW BUSINESS
NFCC REFERRALS

REVIEW PROPOSAL FOR ONE-YEAR CONTRACT EXTENSION OF PROGRAM MANAGEMENT SERVICES WITH GILBANE AND REFER THE FOLLOWING TO THE COMMON COUNCIL FOR APPROVAL:

** MR. SUTTON MOVED TO AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AMENDMENT TO GILBANE BUILDING COMPANY’S PROGRAM MANAGEMENT CONTRACT FOR PERIOD BEGINNING JANUARY 1, 2007 AND ENDING DECEMBER 31, 2007 FOR A TOTAL NOT TO EXCEED $599,717.00. WHERE APPLICABLE, THE APPROPRIATE FEE WILL BE CHARGED AGAINST SPECIFIC PROJECTS FOR FUTURE STATE REIMBURSEMENT. FUNDS ARE AVAILABLE FROM VARIOUS CAPITAL BUDGET ACCOUNTS

Mr. Lo explained that with all of the construction going on in the City, Gilbane was hired three year ago. The amendment is for a one year extension of the contract with Gilbane. The main reason for the extension is so they can continue with the projects that are currently in progress. Mr. Lo said that he was comfortable with the proposal and recommended moving forward on the proposal.

Mr. Poruban asked why they did not propose a two year extension. Mr. Lo said that they did not ask for a two year extension because the City has not started filing for the next school projects and therefore, the work load has yet to be determined. Mr. Hempstead added that as they get into 2008, Gilbane’s staff may change. He believes they are waiting to find out what plans the City has.

Mr. Hempstead said that at some point a part time person needs to be hired to assist Mr. Lo.

Mr. Krummel stepped out of the room at 8:43 p.m. to accept a telephone call.

** MOTION PASSED UNANIMOUSLY

Mr. Krummel returned to the meeting room at 8:47 p.m..

MISCELLANEOUS/DISCUSSION ITEMS

BOARD OF EDUCATION TECHNOLOGY PLAN – BOARD OF EDUCATION, IT DEPARTMENT WILL PRESENT THE UPDATED TECHNOLOGY PLAN TO THE LAND USE COMMITTEE UPON REVIEW AND APPROVAL OF THE PLAN BY THE BOARD OF EDUCATION

Mr. Lo said that Board of Education, IT Department is trying to present its Technology Plan to their Board and will make presentation of the IT Plan to Land Use thereafter.

NAMING OF CITY FACILITIES

Mr. Lo said that they discussed the process for naming a City facility at the last meeting. He said that he did some research and has not yet gotten anything back from the Law Department.

Mr. Krummel said that the Library board is waiting for this Committee to set up a guideline. Mr. Poruban suggested sending this item to the Ordinance Committee.

Mr. Sutton asked Mr. Lo to place a call to the Law Department and then get back to the Committee. Mr. Poruban reiterated that he would like this item sent to the Ordinance Committee.

Mr. Hempstead suggested that Mr. Krummel ask the Historical Commission if they have any guidelines.

Mr. Sutton said that this item will be on the next agenda. He asked Mr. Lo to create draft criteria.

Mr. Hempstead asked if anyone was interested in sponsoring a resolution to place a moratorium on naming buildings and streets. The Committee agreed that it would be a good idea. Mr. Hempstead will draft a resolution for the Common Council.

FODOR FARM UPDATE

Mr. Krummel said that Mr. Bryant had planned on making a presentation to the Committee tonight, but he was teaching in New York. Mr. Krummel reviewed the public hearing that had taken place and said that very interesting comments came out of the public hearing.

One person suggested using the land for community gardens. Mr. Bryant is going to contact the people at Yale who are interested in developing a public garden. He hopes to include that in his plans for open space.

Another suggestion was made to retain the building with the cupola, so that it could be used as an interpretation center. In addition, it was suggested that the two remaining buildings be sold to the Historical Commission.

Mr. Krummel said that Mr. Bryant will provide a final report to the Committee at their next meeting.

Mr. Hempstead said that one of the speakers wanted to have animal husbandry at the farm. Mr. Poruban asked if the Committee could have a copy of what the Historical District Study Committee is charged with.

Mr. Krummel said that the Common Council is supposed to review the progress report and offer suggestions or rejections. All of their comments should be included in the recommendation.

Mr. Hempstead said that he believed that the Historical District Study Committee was supposed to be a study group that would go back to the Common Council with their recommendations. Mr. Krummel said that there would be no final report until the Common Council accepts the report.

Mr. Lo said that when Grubb & Ellis started nine years ago, they did a building assessment that was part of their fee, but they were not an engineering firm. The capital budget was based on those plans.

Mr. Poruban left the meeting at 9:30 p.m.

Mr. Krummel asked what was being done to protect the buildings at Fodor Farm. Mr. Lo said that they are boarded up, except for the house with the cupola. They do not want the men going there without a floor. Most of the windows were covered with plywood, except for the higher ones.

The Parks and Recreation Department put in a split rail fence, cleaned up the front of the property and placed a concrete block on the driveway.

There was no further business and the meeting was unanimously adjourned at 9:35 p.m.

Respectfully submitted,

Rosemarie Lombardi
Telesco Secretarial Services