For minutes of meetings not listed below please contact Alan Lo
at 203-854-6790 or email at alo@norwalkct.org


CITY OF NORWALK
LAND USE AND BUILDING MANAGEMENT COMMITTEE
SPECIAL MEETING
NOVEMBER 29, 2007

ATTENDANCE: Douglas Hempstead, Chairman; Laurel Lindstrom, William
Krummel, Richard Bonenfant, Michael Geake, Douglas Sutton (6:17 p.m.)

STAFF: Alan Lo, Buildings and Facility Manager

OTHERS: Amar Shamas, Gilbane; Ralph Valenzisi, Norwalk BOE; Mary Geake, Michael Sgobbo from Guardian, Diane Lauricella, Hal
Alvord, Tod Bryant

I. ROLL CALL

Chairman Hempstead called the meeting to order at 6:06 p.m.

II. INTRODUCTION

Chairman Hempstead said that he would like to review the Committee’s responsibilities and building projects that are currently underway at the various schools. The next Committee meeting will be scheduled after the first Council meeting.

III. REVIEW COMMITTEE’S OVERSIGHT RESPONSIBILITIES
AND PROCEDURES

Mr. Lo distributed copies of the Organization Chart to the Committee members. He then reviewed the various properties that the City owns along with the properties that are managed. The Committee also reviews Board of Education’s capital budget expenditures including IT equipment purchases.

Mr. Krummel asked about the Historical Commission. Chairman Hempstead agreed and said that he would like the Historical Commission to give a five-minute overview to the Committee at each meeting. Mr. Lo pointed out that the Historical Commission is independent but they come to Land Use as a conduit to the Council. They do not answer to this Committee. Chairman Hempstead said that he would like to give the Historical Commission a means to express their needs and concerns.

Mr. Bonenfant then asked about the Norwalk Facility Construction Committee (NFCC). Chairman Hempstead pointed out that by having the NFCC as a separate committee, it helped lighten the load of the Land Use Committee and also prevented the work from being done on the Council Chambers floor.

Mr. Sutton arrived at 6:17 p.m.

Mr. Krummel reviewed some of the more recent history of the Land Use and the creation of the NFCC. The NFCC does not handle any project under $250,000, while the staff handles projects under that amount.

Mr. Sgobbo then came forward. Chairman Hempstead said that years ago, the City had its own Building Management staff. Currently it is outsourced. Mr. Sgobbo explained that Guardian performs the day-to-day maintenance for ten City buildings. Nathaniel Ely, Roosevelt, Benjamin Franklin, Public Works buildings, the new Police Station and other buildings. Some of the buildings are from the 1930’s. Guardian provides janitorial staff and building engineering staff. When Guardian started, there was no energy management plan. Emphasis has been placed on energy conservation. The City is part of the New England ISO program and participates in the Load Shedding Program which yields between $268,000 and $400,000 for the City over the four year term of the agreement.

Mr. Sgobbo said that he was also able to attain an energy star rating for the City Hall building, which was used to obtain other grants and opportunities.

Currently, building services provided at each location varies from building to building. . This means that the level of service is not consistent, such as the heating system is covered, but not for the air conditioning in some of the buildings. This is due to different leases and varying tenant responsibilities.

Over the years, one and one quarter million dollars of repair work has been completed for the City, including new roofs and new heating system improvements. One of the future projects is to look at the contracts in place and consider combining maintenance contracts. An upcoming challenge will be the energy costs.

Mr. Lo noted that in the Building Management operating budget of approximately $1,300,000, the utility costs is almost 80% of the budget. Previously it was about 65%. Chairman Hempstead said that research is being done in the area of green technology.

Ms. Lindstrom asked if CCM would have any information on what other towns are doing in terms of green technology. Chairman Hempstead said that he would check into this and suggested that the Committee might want to have a separate night to discuss green technology. Mr. Sgobbo said that in terms of the janitorial services, all the produces used are green.

Mr. Lo pointed out that Building Management is working on improvements to the data center which will be a major project and will require many different aspects. He added that the City was looking at putting a generator in the building. There is a generator that provide power for emergency lights, and the new generator will provide power to support the entire City Hall building. However, this would be very expensive. Mr. Krummel asked about the emergency generators at the old police station. Mr. Sgobbo said that one was a vintage Civil Defense generator and the second was over 20 years old. Mr. Lo said that there had been discussions about putting the generators on trailers but there were many different problems with this.

Mr. Lo distributed copies of the Capital Projects Summary list to the Committee members.

Mr. Shamas then came forward and gave a brief history of Gilbane. He said that Gilbane first came to work as program managers with Norwalk in 2004 when an assessment of the school buildings was done. He then reviewed how the projects go through the State reimbursement process. Mr. Lo pointed out that Gilbane couldn’t bid on construction projects because they are currently the managers. Mr. Shamas then reviewed the day-to-day process and explained the oversight process between the contractors, the school staff and the architects, along with tracking the state reimbursement.

Brien McMahon High School renovation was completed last year and cost about 76 million dollars, with about 36% percent being reimbursed. Mr. Lo said that the final amount would be determined by the State following an audit within three years of completion of the project. Mr. Bonenfant asked if there were different rates for various cities. Mr. Shamas said that this was so and reviewed the formula and percentages. Repair and replacements are not reimbursed. Anything that is a magnet school is reimbursed 100%, but building permit costs are not eligible.

Mr. Shamas and Mr. Lo then reviewed the Capital Projects Summary with the Committee.
Mr. Shamas then reviewed the overall plans for Norwalk High School, including the details of the co-gen system at Norwalk High School.

Mr. Shamas said that currently Gilbane is managing about 64 million dollars and that Gilbane has completed about 88 million dollars worth of work. Mr. Lo commented that when the City created NFCC, the funding is handled through that committee, but Mr. Lo will often bring large items to the Land Use and Building Management for the Committee members’ information.

V. OLD BUSINESS

VI. NEW BUSINESS

A. NFCC (Items to be submitted to NFCC on December 5, 2007 for approval)

** MR. KRUMMEL MOVED THE FOLLOWING AGENDA ITEM:

1. Review request to increase environmental monitoring allowance at Norwalk High School and refer the following t o the Common Council for approval:

“Authorize the Mayor, Richard A. Moccia, to execute an amendment to Fletcher Thompson, Inc. architectural/engineering design services contract for the Norwalk High School Project, in order to increase the current hazardous material monitoring allowance by $85,000 for additional monitoring services associated with the abatement phase for the project. Acct. #09045010 5777 B0310.”

Mr. Shamas reviewed the item with the Committee. Mr. Bonenfant asked why the Land Use and Building Management was voting on this issue. Mr. Shamas said that this was an increase. He then reviewed where the funding would come from.

Ms. Lindstrom asked why Fletcher Thompson was chosen. Mr. Lo then reviewed the decision making process and the factors that went into the selection.

Mr. Krummel asked about the abatement and monitoring costs. Mr. Shamas reviewed the process with him regarding the monitoring requirements. Mr. Krummel said that he wanted to know why the monitoring was increasing at the rate that it currently is. Mr. Shamas said that the area and the scope of the monitoring was not clearly defined when the project was initially proposed. Also, the actual construction phasing may change during the project development. Chairman Hempstead commented that the costs were calculated before the design phase of the project and the different phases were determined. He then reviewed the chain of billing process.

** MR. KRUMMEL MOVED THE FOLLOWING AGENDA ITEM:

“AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AMENDMENT TO FLETCHER THOMPSON, INC. ARCHITECTURAL/ENGINEERING DESIGN SERVICES CONTRACT FOR THE NORWALK HIGH SCHOOL PROJECT, IN ORDER TO INCREASE THE CURRENT HAZARDOUS MATERIAL MONITORING ALLOWANCE BY $85,000 FOR ADDITIONAL MONITORING SERVICES ASSOCIATED WITH THE ABATEMENT PHASE FOR THE PROJECT. ACCT. #09045010 5777 B0310.”

** THE MOTION PASSED UNANINMOUSLY.

2. Review settlement with URS, architects for the Columbus School and Tracey School Improvement Project and refer the following to the Common Council for approval:

“Authorize the Mayor, Richard A. Moccia, to execute an amendment to URS Corporation’s for Columbus and Tracey Elementary Schools to provide additional services during the design and construction administration phase as follows: Tracey Elementary School in the amount of $17,500 (acct. #09045010 5777 B0311) and Columbus Elementary School in the amount of $17,500 (acct. #09045010 5777 B0314)

Mr. Lo reviewed the settlement and said that the claims cost would be split between the two school projects.

** MR. KRUMMEL MOVED THE FOLLOWING AGENDA ITEM:

“AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE AN AMENDMENT TO URS CORPORATION’S FOR COLUMBUS AND TRACEY ELEMENTARY SCHOOLS TO PROVIDE ADDITIONAL SERVICES DURING THE DESIGN AND CONSTRUCTION ADMINISTRATION PHASE AS FOLLOWS: TRACEY ELEMENTARY SCHOOL IN THE AMOUNT OF $17,500 (ACCT. #09045010 5777 B0311) AND COLUMBUS ELEMENTARY SCHOOL IN THE AMOUNT OF $17,500 (ACCT. #09045010 5777 B0314)

** THE MOTION PASSED UNANIMOUSLY.

3. Review request to increase Contingency Allowance to AAIS Corp. of West Haven CT for asbestos abatement and refer the following to the Common Council for approval:

“a. Approve to increase Contingency Allowance for AAIS Corp. of West Haven CT’s asbestos abatement contract for the Nathaniel Ely Center Improvement Project, for an additional amount of $9,000. Acct. #09064074-5777-C0346
b. Authorize the NFCC to issue change orders on contract for a total not to exceed the Contingency Allowance.”

** MR. KRUMMEL MOVED THE FOLLOWING AGENDA ITEM:

“A. APPROVE TO INCREASE CONTINGENCY ALLOWANCE FOR AAIS CORP. OF WEST HAVEN CT’S ASBESTOS ABATEMENT CONTRACT FOR THE NATHANIEL ELY CENTER IMPROVEMENT PROJECT, FOR AN ADDITIONAL AMOUNT OF $9,000. ACCT. #09064074-5777-C0346
B. AUTHORIZE THE NFCC TO ISSUE CHANGE ORDERS ON CONTRACT FOR A TOTAL NOT TO EXCEED THE CONTINGENCY ALLOWANCE.”

**THE MOTION PASSED UNANIMOUSLY.

VII. OTHER REFERRALS

A. Board of Education –IT Department

Mr. Valenzisi came forward and gave a quick overview of his job. He distributed copied of the three-year technology plan for the Board of Education. Many of the items on that list are part of No Child Left Behind. A second hand out is a hard copy of a slide presentation that has been given to the Council. Mr. Valenzisi showed the Committee members where the budget allocations were and explained that currently, it was for the 07-08 budget year, which is in the latter stages. Mr. Bonenfant asked about the ITT committee. Mr. Lo explained that the ITT Committee worked basically in an advisory capacity.

Mr. Valenzisi reviewed the plans for the new phone system, which City Hall and the two high schools have currently. The other schools, the Fire Department and other facilities will be brought on line. Mr. Valenzisi said that he was working on bringing all the schools onto the same network system. Some of the delay is due to construction and other factors. 25% of the computers are being replaced every year.

1. Smart Boards – “Authorize the Purchasing Agent to issue a Purchase Order to RnB Enterprises, Inc. for the purchase of 7 Smart Boards for a total not to exceed $42,779.00. Acct. #09085010 5777 C0112”

** MS. LINDSTROM MOVED THE FOLLOWING AGENDA ITEM:

“AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO RNB ENTERPRISES, INC. FOR THE PURCHASE OF 7 SMART BOARDS FOR A TOTAL NOT TO EXCEED $42,679.00. ACCT. #09085010 5777 C0112”

Mr. Geake said that he had some serious concerns regarding if the boards will be used. Chairman Hempstead asked if this item could be put through and later pulled off the consent calendar if there were further concerns. Mr. Valenzisi said that he would be happy to arrange for Mr. Geake to see some locations where the Smart Boards were already in use. Mr. Geake said that he would like that. Mr. Bonenfant commented that he really appreciated the detailed back up materials.

** THE MOTION PASSED UNANIMOUSLY.

2. School Messenger – “Authorize the Purchasing Agent to issue a Purchase Order to Reliance Communications, Inc. for the purchase of School Messenger as telephone auto-dialer for the school system for a total not to exceed $37,955.00. Acct. #09075010 5777 C0112 - $20,566 and Acct. #09085010 5777 C0112 - $17,389.”

** MR. BONENFANT MOVED THE FOLLOWING AGENDA ITEM:

“AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO RELIANCE COMMUNICATIONS, INC. FOR THE PURCHASE OF SCHOOL MESSENGER AS TELEPHONE AUTO-DIALER FOR THE SCHOOL SYSTEM FOR A TOTAL NOT TO EXCEED $37,955.00. ACCT. #09075010 5777 C0112 - $20,566 AND ACCT. #09085010 5777 C0112 - $17,389.”

Mr. Sutton has a question about the Reverse 911 system, which would contact the student via phones. This can also be used for snow days and to report student absences.

Mr. Krummel asked what would happen a resident answered the phone. Chairman Hempstead asked Mr. Valenzisi to provide a policy regarding the use of the Reverse 911 system.

** THE MOTION PASSED UNANIMOUSLY.

3. Zone Integration Server –

“a. Authorize the Purchasing Agent to issue a Purchase Order to Advanced Corporation Networking, Inc. for the purchase of BizTalk Server for a total not to exceed $4,186.01. Acct. #09075010 5777 C0112

b. Authorize the Purchasing Agent to issue a Purchase Order to Visual for the purchase of Zone Integration software for a total not to exceed $6,752.90. Acct. #09075010 5777 C0112.”

** MR. GEAKE MOVED THE FOLLOWING AGENDA ITEM:

“A. AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO ADVANCED CORPORATION NETWORKING, INC. FOR THE PURCHASE OF BIZTALK SERVER FOR A TOTAL NOT TO EXCEED $4,186.01. ACCT. #09075010 5777 C0112

B. AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO VISUAL FOR THE PURCHASE OF ZONE INTEGRATION SOFTWARE FOR A TOTAL NOT TO EXCEED $6,752.90. ACCT. #09075010 5777 C0112.”

** THE MOTION PASSED UNANIMOUSLY.

4. SQL Server – “Authorize the Purchasing Agent to issue a Purchase Order to Advanced Corporate Networking, Inc. for the purchase of SQL Server for the school system for a total not to exceed $5,807.01. Acct. #09065010 5777 C0112”

** MR. GEAKE MOVED THE FOLLOWING AGENDA ITEM:

“AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO ADVANCED CORPORATE NETWORKING, INC. FOR THE PURCHASE OF SQL SERVER FOR THE SCHOOL SYSTEM FOR A TOTAL NOT TO EXCEED $5,807.01. Acct. #09065010 5777 C0112”

Mr. Krummel asked why the quote was only two days ago. Mr. Valenzisi said that he had been away in October and got current quotes for the Committee.

Following a brief discussion, it was decided to bring the following additional items back on the December agenda.

ITT Committee is reviewing the following items on November 28, 2007.

5. 24 Tablet PCs and docking stations – “Authorize the Purchasing Agent to issue a Purchase Order to Advance Corporate Networking for the purchase of 24 Tablet PCs and docking stations for the high schools science departments for a total not to exceed $37,130.40. Acct. #09085010 5777 C0112”

6. 24 Monitors – “Authorize the Purchasing Agent to issue a Purchase Order to CDW Government, Inc. for the purchase of 24 monitors for a total not to exceed $4,925.18. Acct. #09085010 5777 C0112”

7. Multimedia Projectors – “Authorize the Purchasing Agent to issue a Purchase Order to Adtech Systems for the purchase of multimedia projectors for a total not to exceed $7,191.00. Acct. #09085010 5777 C0112”

8. DVD Players – “Authorize the Purchasing Agent to issue a Purchase Order to Concord Communications for the purchase of DVD players for a total not to exceed $1,422.00. Acct. #09085010 5777 C0112”

9. Printers – “Authorize the Purchasing Agent to issue a Purchase Order to Aztec Technologies for the purchase of printers for a total not to exceed $1,743.00. Acct. #09085010 5777 C0112”

10. Carts – “Authorize the Purchasing Agent to issue a Purchase Order to Concord Communications for the purchase of metal carts for a total not to exceed $1,980.34. Acct. #09085010 5777 C0112”

11. Wireless Laptop Cart – “Authorize the Purchasing Agent to issue a Purchase Order to Dell for the purchase wireless laptop carts for a total not to exceed $15,146.09. Acct. #09085010 5777 C0112”

VIII. MISCELLANEOUS/DISCUSSION ITEMS

A. General Information and status update on the following items:

• Fodor Farm

Chairman Hempstead said that he had asked for a review on this item. Mr. Lo said that he had contacted Mr. Bondi regarding the land and the building that will be retained by the City and that the land and building would be under the jurisdiction of Recreation and Parks. Mr. Lo said that the Law Department had developed a sample deed restriction which is modeled after the Hart property deed restriction. Mr. Lo said that Chairman Hempstead had suggested that it would be good to reserve two more lots in case there is historic house that the City wants to put on the land in the future. Once that the surveyor completes the survey map up-date, Mr. Lo will review the proposed lot lines and begin the 8-24 process. Mr. Lo then distributed copies of the City procedure for the disposing surplus property.

Mr. Lo said that at the meeting of August 18th, the Land Use Committee requested a copy of the deed restrictions to be forwarded to the Historical Commission which was mailed out today.

Mr. Sutton asked about the conservation easement. Chairman Hempstead said that this would be a subject of a discussion in the future. The reason the buildings have been sent to this Committee was because the City was selling them. Once the houses are isolated from the rest of the open land, they would cease to be under the jurisdiction of Parks and Recreation.

Mr. Bryant asked if the houses will be sold with an RFP or RFQ. Mr. Lo said that the City was still planning to do so but the process had not reached that stage yet. Mr. Lo said that hopefully the City would find a builder that has a history of working with historic buildings.

Chairman Hempstead said that this had been passed by the last Land Use Committee and had been passed to the Law Department. Mr. Lo said that the Law Department had a change over and that someone had just retired. Chairman Hempstead said that he would like a ballpark figure. Mr. Lo said that he would create a schedule.

Norwalk Historical Commission – Norwalk Museum – operating agreement with Friends of the Norwalk Museums. Chairman Hempstead asked Mr. Lo not let these two items linger. Mr. Lo also said that he had asked the Law Department to develop a draft lease agreement with the Friends by January. He has also asked the Personnel Committee to review the Curator’s job.

Chairman Hempstead said that he would like someone from the Historical Commission to be present to give an update.

Mr. Lo said that he had discussed with Peter Bondi and Tom Hamilton regarding the maintenance of historic buildings. The current discussion is to hire a part-time handyman for miscellaneous repairs and obtain quotes.

Chairman Hempstead pointed out that Ms. Young is the Clerk for the Council and that some of the work can be given to her. He also asked that updating Historic Inventory list.

Mr. Lo then distributed copies of a memo from the City Clerk regarding the protocols for meetings. He then distributed a document that explained the various components that make up the account numbers. Mr. Lo then distributed copies of the Freedom of Information Act to the Committee members.

IV. MINUTES OF PREVIOUS MEETING(S) -

October 18, 2007

The following corrections were noted:

Page 2, paragraph 3, line 2: please change the following: “he said that it was in danger if he doesn’t get the support it needs.” To “he said that it was in danger if the Museum doesn’t get the support it needs.”

Page 2, paragraph 5, line 1: please change the following: “he would like to see enough programs to insure the viability” to he would like to see enough progress to insure the viability”

Page 4, paragraph 2, line four: please change the following “include a significant change of “the Curator to “a Curator”. To “include a significant change by adding language that indicated “in conjunction with a Curator”.

** MR. KRUMMEL MOVED TO APPROVE THE MINUTES OF OCTOBER 18, 2007 AS CORRECTED.
** THE MOTION PASSED WITH FOUR IN FAVOR (SUTTON, KRUMMEL, LINDSTROM, GEAKE AND HEMPSTEAD) AND ONE ABSTENSION (BONENFANT).

Mr. Krummel left the meeting at 8:50 p.m.

Chairman Hempstead asked if there were any additional pressing concerns. He said that he would like to discuss green building in the future. Mr. Geake said that he would like to discuss the policy regarding the naming of buildings.

ADJOURNMENT

** MR. SUTTON MOVED TO ADJOURN.
** THE MOTION PASSED UNANIMOUSLY.

The meeting adjourned at 8:55 p.m.

Respectfully submitted

Sharon L. Soltes
Telesco Secretarial Services

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