Minutes

Public Building Committee - Minutes - Jun 1, 2026

Jun 1, 2026

A public record published by the Town of Simsbury (simsbury-ct.gov). mySimsbury indexes it and makes it readable; it is not the official copy. View the original file.

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PUBLIC BUILDING COMMITTEE
TOWN OF SIMSBURY
Minutes of the Regular Meeting
June 1, 2026
Subject to Approval
There being a quorum present, Chair Derr called the Regular Meeting of the Public Building Committee
to order at 7:01 p.m., which was conducted in person in the Board of Education Conference Room at
Simsbury Town Hall and via Zoom.
PRESENT
☒ Mr. Ryan Burns
☒ Mr. William Clegg (via Zoom)
☒ Mr. Richard Derr
☒ Mr. Lucian Dragulski
☒ Mr. Michael Egan (via Zoom at 7:10 p.m.)
☐ Ms. Dagny Griswold
☒ Mr. David Moore
☒ Mr. John Salvatore
☐ Ms. Marcianne Timm
GUESTS
Simsbury Engineering Department: Thomas J. Roy, PE, Director of Public Works, Town Engineer;
Adam Kessler, Deputy Town Engineer
Minutes Recorder: Jessica Campbell, PBC Clerk and Administrative Secretary with the Simsbury
Water Pollution Control Authority (WPCA)
1. PUBLIC AUDIENCE
There were no public audience members or comments.
2. MINUTES OF THE APRIL 13, 2026, REGULAR MEETING
Mr. Moore made a motion to approve the April 13, 2026 Meeting Minutes. Mr. Dragulski seconded
the motion. Mr. Burns abstained due to his absence. The motion passed.
Mr. Moore made a motion to accept the May 4, 2026 notes of the unofficial meeting. Mr. Salvatore
seconded the motion, which carried unanimously.
Mr. Burns made a motion that the committee, acting under the Chairman's authority, approve several
applications and invoices, including Application #6 (dated 04/30/2026) in the certified amount of
$494,516.34; an invoice from Colliers Engineering & Design (Invoice #23193, dated 04/30/2026) in
the amount of $4,000.00; and three invoices from Tri-State Materials Testing Lab (#TSMT17485 for
$1,076.30, #TSMT17537 for $886.48, and #TSMT17553 for $3,264.84). Mr. Moore seconded the
motion, which carried unanimously.
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3. SIMSBURY MEADOWS PERFORMING ARTS CENTER – BAND SHELL
EXPANSION
a. Progress Status Report
Mr. Kessler reported that the work remains on schedule for completion by June 30th. The contractor has
performed well over the past month, contributing to steady project progress. To date, project
expenditures total just over $2 million, with $145,000.00 being reserved as retainage. The remaining
project contingency stands at $184,155.00, representing approximately 5.8% of the budget. Mr. Kessler
presented and discussed several potential change orders, including a proposed credit from Millennium
related to bathroom partitions. A credit of $490.00 was agreed upon based on the contractor’s
documentation. The originally specified fire-rated partitions had an estimated lead time of
approximately eight weeks, which was considered excessively long. As an alternative, the contractor
proposed installing partitions with a lower fire rating, which is acceptable under the applicable sprinkler
requirements. This substitution will allow the partitions to be delivered in a timely manner while
maintaining the same color and overall appearance. Mr. Kessler noted that the visual difference would
be negligible, and the change provides both a schedule benefit and project credit.
A question was raised by Mr. Clegg as to whether the Fire Marshal would accept the lower fire-rated
partitions. Mr. Kessler responded that the substitution should be acceptable because the bathrooms are
fully protected by the building’s sprinkler system, eliminating the need for the originally specified fire-
rated partitions. Chairman Derr further suggested that, as a courtesy, the Fire Marshal should be
informed of the change from the originally approved plans. While the project team agreed that the
substitution complies with the applicable sprinkler system requirements and does not present a code
concern, they felt it would be prudent to notify the Fire Marshal to ensure transparency and avoid
making modifications without his awareness.
Mr. Kessler discussed the paving of trenches in the parking lot associated with the installation of water
services. Due to the contractor's quoted price of approximately $8,900.00, which was considered
excessive, the Department of Public Works (DPW) elected to complete the paving work in-house. The
work was scheduled to be performed over the course of two days. The team estimated that the cost of
materials would not exceed $5,000.00. Mr. Roy explained that project funds would be transferred to the
DPW budget to cover the material costs associated with the work. Mr. Roy clarified that the project
would only reimburse the cost of materials and that no labor charges would be assessed, as the work was
being completed by DPW personnel during regular work hours. Labor costs would only be chargeable if
the work had been performed outside of normal working hours, such as on a weekend.
Mr. Kessler stated that the contractor had ordered and installed an incorrect fire hydrant. To avoid
project delays, the Fire District provided a hydrant from its existing inventory, which was subsequently
installed. As a result, the project will purchase a replacement hydrant to replenish the Fire District’s
stock. Mr. Kessler noted that the cost associated with the replacement hydrant is expected to be
reconciled with the contractor. Discussions with the contractor regarding reimbursement or account
adjustments are expected to occur within the coming weeks.
Parks Department staff recommended hydroseeding the disturbed area to promote proper field
restoration. The hydroseeding work was not included in the contractor’s original scope of work or
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pricing. To address the restoration needs, two quotes were obtained. One proposal was received from
Four Seasons in the amount of approximately $4,000.00, while D.W. Burr submitted a lower quote of
$2,980.00. Based on the competitive pricing and the need to restore the field, D.W. Burr was selected to
perform the work. The hydroseeding was authorized and completed on May 30th after obtaining the
required two quotes.
Mr. Kessler shared that all remaining exterior work, including landscaping, paving, and related site
improvements, is expected to be completed shortly. As work progresses, sections of the construction
fencing will begin to be removed, and the contractor will continue to consolidate and secure the site.
These efforts will allow greater public use of the park area, particularly during weekend walk and run
events. Mr. Kessler noted that the project’s critical path remains the fire alarm system. While the
required equipment is now on-site, including the fire alarm panel that had been subject to a lengthy lead
time, installation of the system is still underway. Programming and testing are currently scheduled to
take place between June 18th and June 22nd. The project team has been in regular contact with the
vendor, requesting multiple times each week that the schedule be advanced, if possible, to maintain the
project completion timeline.
Mr. Moore made a motion to approve PCO26, dated 05/12/2026, for the proposal credit of $490.00.
Mr. Salvatore seconded the motion, which carried unanimously.
Mr. Moore made a motion to approve a cost not to exceed $5,000.00 for the material associated with
repaving the water lines. Mr. Salvatore seconded the motion, which carried unanimously.
Mr. Moore made a motion to approve the purchase, dated 05/06/2026, of the new hydrant in the
amount of $3,965.93. Mr. Burns seconded the motion, which carried unanimously.
Mr. Moore made a motion to approve Payment Application No. 7, dated 05/27/2026, in the amount of
$329, 917.50, certified as of 05/28/2026. Mr. Burns seconded the motion, which carried unanimously.
Mr. Moore made a motion to approve the payment of Colliers Design and Engineering Invoice No.
8818, dated 05/31/2026, in the amount of $4,000.00. Mr. Salvatore seconded the motion, which
carried unanimously.
Mr. Moore made a motion to approve the payment of D.W. Burr Invoice No. 31640, dated 05/13/2026,
in the amount of $2,980.00. Mr. Salvatore seconded the motion, which carried unanimously.
Mr. Kessler left the meeting at 7:22 p.m.
Mr. Burns made a motion to add a discussion of the Public Building Committee's Rules and
Procedures to the agenda. Mr. Moore seconded the motion, which carried unanimously.
Mr. Burns made a motion to add to the agenda a discussion regarding committee member attendance
and possible action concerning repeated absences from Public Building Committee meetings. Mr.
Moore seconded the motion, which carried unanimously.
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4. DISCUSSION OF THE PUBLIC BUILDING COMMITTEE’S RULES AND
PROCEDURES
Chairman Derr raised a discussion regarding committee attendance and quorum requirements, noting
that members have competing family and work commitments which can make it difficult to consistently
attend Monday meetings. He emphasized the importance of maintaining continuity to ensure that
multiple active projects continue to move forward efficiently.
In consideration of attendance patterns, Chairman Derr proposed reducing the quorum requirement to a
more workable number, suggesting a quorum of three members, as meetings often proceed with a
limited number of attendees. The committee discussed current membership and clarified the number of
active members, noting that while six members are officially listed, attendance is inconsistent, with one
member primarily serving on the Zoning Board and unable to attend regularly. It was further noted that,
in practice, the committee often operates with approximately five active participants. The committee
acknowledged the need to balance functional decision-making with maintaining appropriate
representation, and the discussion focused on ensuring that meetings can proceed effectively despite
occasional absences.
Mr. Burns noted that reducing the quorum below the majority of appointed members would create
procedural issues, including the potential for parallel or competing meetings to occur, each meeting the
reduced quorum threshold. It was therefore clarified that the quorum must remain, at minimum, a
majority of the appointed membership. The committee agreed that any adjustment to quorum language
should be framed accordingly to ensure compliance with proper governance standards and to avoid
ambiguity in how meetings are convened and conducted.
Mr. Roy shared the Town Clerk advised, with reference to Robert’s Rules of Order, that the committee
has the authority to reduce the established quorum number if it chooses to do so. The Clerk noted that
such an adjustment is permissible within the governing procedural framework. In response, it was
acknowledged that while a reduction in the quorum may be allowed, the prior concerns regarding
maintaining an appropriate quorum threshold remain valid. It was further clarified that the Clerk did not
specify any required ratio but rather confirmed the committee’s general ability to set or modify its
quorum number in accordance with applicable rules and procedures.
Mr. Burns made a motion to request that the Town Clerk’s Office propose language to amend the
Committee’s Rules of Procedure to establish the quorum requirement as a majority of the appointed
members of the Committee to ensure that the quorum standard is clearly defined and consistent with
governance practices for appointed bodies. Mr. Moore seconded the motion, which carried
unanimously.
The committee reviewed and discussed updates to its Rules of Procedure, referencing outdated language
from prior versions. It was recommended that the requirement for meetings on the first Monday of each
month at 7:30 p.m. be replaced with general language stating that regular monthly meetings will be
scheduled in accordance with Town policy and properly noticed through the Office of the Town Clerk.
The committee discussed clarifying the role of the Secretary and the preparation of meeting minutes. It
was agreed that a Town employee will be responsible for preparing and distributing minutes, while the
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Secretary role may be retained primarily for presiding or backup duties. Mr. Burns noted the need to
formally define “Clerk” within the Rules of Procedure to clearly identify the position as a Town
employee providing administrative support. The committee acknowledged that prior practices requiring
individual pre-review of minutes are no longer necessary, and current practice of approval during
meetings is sufficient. The committee agreed to proceed with updating the procedural language
accordingly.
Chairman Derr discussed the procedural requirements for formally amending the Rules of Procedure,
noting that such changes require proper notice and cannot be adopted until the next meeting. It was
clarified that the required 10-day notice must be provided prior to action being taken on any
amendments.
Members acknowledged that while the topic had been added to the current agenda for discussion, formal
adoption would need to occur at a subsequent meeting following the required notice period. The
committee agreed that, given the complexity and importance of the proposed changes, additional time
may be appropriate to ensure the amendments are properly reviewed and finalized. The committee also
reviewed draft language revisions, including an update to change orders, and suggested by Mr. Burns
that additional clarification regarding authority for the Chairman or Vice Chairman where applicable.
The committee discussed whether the bylaws should include a concept of an acting chairperson or
alternative signatory authority in the event the Chairman is unavailable. It was noted that introducing an
acting chair with independent authority to approve time-sensitive actions, such as payments or change
orders, could become overly complex and may reduce the intended collective decision-making authority
of the committee. Chairman Derr emphasized the importance of maintaining consensus-based decision-
making, particularly for financial approvals and change orders, to ensure appropriate oversight and full
committee input. Concerns were raised that delegating unilateral approval authority could lead to
decisions being made without sufficient review. The committee agreed that the preferred approach
would be to continue using a process in which time-sensitive items may be acted upon when necessary
but are formally ratified at the subsequent meeting to ensure transparency and committee buy-in,
particularly in relation to grant compliance requirements.
It was further suggested that the Rules of Procedure be amended to clarify officer succession. Under the
proposed structure, the Vice Chair would act as Chair in the absence of the Chair, and the Secretary
would act as Chair in the absence of both the Chair and Vice Chair.
The committee discussed attendance standards and referenced prior suggestions from the Charter
Revision Committee regarding potential removal of members after missing a specified number of
meetings within a defined period. Chairman Derr expressed concern with adopting strict automatic
removal thresholds, noting a preference for maintaining flexibility in addressing attendance issues. It
was generally agreed that such rigid requirements may not be appropriate for this committee’s structure.
Instead, the committee supported a more discretionary approach to evaluating participation and
attendance. The committee also discussed membership levels and noted concerns regarding overall
participation, including that one appointed member has not regularly attended meetings or maintained
substantial communication with the committee. It was suggested that a formal request be made to the
Board of Selectmen to review the committee’s membership needs and consider appointing additional
members to ensure adequate participation and quorum stability.
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5. ADJOURNMENT
Mr. Moore made a motion to adjourn the meeting at 8:51 p.m.; Mr. Burns seconded the motion,
which carried unanimously.