Library Expansion Building Committee (Ad Hoc)

Madison Meeting minutes and agendas


In  order  to  assist  Scranton  with  the  implementation  of  the  Library  Expansion  Project, following  an  affirmative  Library  Referendum  vote,  the  Board  of  Selectmen  of  the  Town  shall establish  a  Building  Committee (the “Library Expansion Building Committee”) consisting of voters  of  the  Town  of  Madison.    The  Board  of  Selectmen  shall  determine  the  number  of  and  shall appoint the members of the Library Expansion Building Committee, which members shall serve  at the  pleasure  of  the  Board  of  Selectmen.    The  Library  Expansion  Building  Committee shall  exercise  such  responsibilities  and  duties  with  respect  to  the  Library  Expansion  Project consistent  with  its  charge  from  the  Board  of  Selectmen.    It  is  anticipated  that  the  Library Expansion Building Committee will, without limitation:  

  1. Review  the  Architect’s  design  documents  to  evaluate,  refine  and  update  cost estimates  and  verify  that  the  plans  fulfill  the  purpose  of  the  Library  Expansion Project in a reasonable manner.
  2. Assist Scranton and the Architect in the creation of the construction bid package and in the determination of a list of eligible bidders to be invited to bid.
  3. Working  jointly  with  Scranton  and  the  Architect,  evaluate  all  construction  bids received and pursue any required bid clarifications.  
  4. Meet  with  the  Architect,  general  contractor  or  construction  manager  as  needed.  The   Library   Expansion  Building   Committee   shall   approve   the   final   plans, specifications,  bid  documents  and  contract  documents  for the  Library  Expansion Project. 
  5. Following  determination  of  the  winning  bid,  create  a  schedule  of  estimated payments  due  in  the  Pre-Construction  Period  and  in  each  subsequent  Quarter, allocated  as  to  Town  Share  and  Library  Share,  as  contemplated  in  the  second paragraph of this Article I.
  6. Require  the  Architect to make  regular reports  to the Library Expansion Building Committee, to permit monitoring of the status of construction and change orders, and to keep the Library Expansion Building Committee up-to-date on all material developments.    If  necessary,  establish  an  oversight  team  to  assure  regular  and knowledgeable in-the-field monitoring.
  7. Authorize the start of construction of the Library Expansion Project. 
  8. Verify that all required permits are in place and verify compliance with all local, state, and federal laws.
  9. Monitor  the  construction  process  of  the  Library  Expansion  Project,  including meetings    with    the    Architect,    project   manager,    construction    contractor, subcontractors, and/or any other necessary parties. 
  10. Establish  liaisons  and/or  other  means  of  communication  to  keep  the  Board  of Selectmen  and  Scranton  up-to-date  on  developments  with  respect  to  the  Library Expansion Project. 
  11. Consider and act promptly on change orders, making certain that any increase in the  cost  involved  in  any  change  order  is  within  the  amount  appropriated  for  the Library Expansion Project. 
  12. Monitor the preparation by the Architect of a list of items (punch list) which are not  fully  completed  or  which  require  further  attention  when  the  Architect  has certified  that  the  building  is  substantially  complete.  The  Library  Expansion Building Committee shall accept the building as substantially complete and make certain that the punch list items are completed promptly and properly. 
  13. Review the certification of compliance by the Architect that construction has been completed  in  compliance  with  contract  documents  and  review  the  list  of  items that are not yet satisfactorily completed. 
  14. Review, approve  and  refer to Scranton for the  payment, invoices with respect to the implementation of the Library Expansion Project. 
  15. Determine  whether funds should be  withheld from any payment request pending completion  of  any  unfinished  work  or  for  any  other  appropriate  reason,  and approve the release of such funds when appropriate.  

Necessary expenses of the Library Expansion Building Committee shall be included in the  cost  of  the  Library  Expansion  Project.   The  records  of  the  Library  Expansion  Building Committee shall be filed with the Madison Town Clerk and shall be made available for public inspection in a manner consistent with the requirements of the State of Connecticut Freedom of Information laws.  Upon completion of the project, the Library Expansion Building Committee shall make a complete report to the Board of Selectmen and Scranton.

Governance  of  the Library  Expansion  Building  Committee:

Members  of  the Library Expansion Building Committee shall establish rules for governance of the  Committee, subject to the following provisions: 

  1. The Committee at its first meeting shall elect a Chairperson.
  2. Provision shall be made for electronic and telephone voting, to the extent permitted by the State of Connecticut Freedom of Information Act.
  3. The  necessary  quorum  to  conduct  regular  business  shall  be  60%  of  Committee members.
  4. In  the  event  of  a  tie  vote  regarding  regular  Committee  business,  the  Chairperson shall be empowered to break the tie.
  5. With regard to the following matters, an affirmative vote of a super majority equal to 80% of the Committee members shall be required:
    1. Replacement of the Architect for the Library Expansion Project.
    2. Any decision to expand  or contract the  physical size of the  Library Expansion by more than 10%.
    3. Any decision to increase or reduce the budgeted cost of the Library Expansion Project by more than 10%.
    4. Any  decision  to  alter  the  design  of  the  Library  Expansion  Project  that,  in  the reasonable opinion of any member of the Committee, would result in a material degradation of the ability of the Library to provide anticipated library services.