City Council

~AD HOC REPORT~ School District Committee (Meeting #1) Tuesday, July 16, 2024 Chairman Robinson called the meeting to order at 6:40 p.m. on Tuesday, July 16, 2024. Present were Committee Members Joseph Britton (arrived at 7:05pm) and Irving Fox. From the City were: Les Pinter, Deputy Corporation Counsel; Dan Garrick, Director of Finance; Antonio Iadarola, Public Works Director; Dan Petrovich, Engineering; Tom Hughes, Construction Services; Tim Nolan, Highway Engineer; Sean Hanley, Public Buildings Superintendent; Roberto Alves, Mayor; and Taylor O’Brien, Chief of Staff, Mayor’s Office. From Danbury Public Schools were: Kara Casimiro, Superintendent; Kelly Truchess, Assistant Superintendent; Mike Seelig, Chief of Strategy and Operations; Michael Weever, Chief Financial Officer; Richard Jalbert, Director of Facilities; Gladys Cooper, BOE Chair; and Luisa Britton, BOE Sites & Facilities Committee Chair. Ex Officio Members present were: Ben Chianese, Andrea Gartner, Lou Giordano, Mike Coelho, and P. Buzaid. Present from the public were Shaun Ratchford and Michael Flanagan. Chair Robinson explained that the reasons for establishing the School District Committee originated during the budget review process when students, staff and administrators discussed the conditions of the school buildings and other needs. Member Fox explained that he hopes the committee will increase communication between the schools and the city for long-term solutions. Chair Robinson read a list identifying public school properties that are owned (20) or leased (5). Mr. Hanley noted the property located at 63 Beaver Brook Road (schools’ administration building) is owned by the City as well. Mr. Jalbert provided a brief overview of the maintenance (HVAC, plumbing, and electrical) performed by the City’s Public Building staff, and the School District’s custodial/maintenance responsibilities and work order system. He explained the work order systems urgency classification with Member Fox. To note, high priority requests are generally completed within 24 to 48 hours. The school’s building improvements budget line item includes floor replacements and minor repairs. He confirmed the system has the ability to prioritize work orders based on classifications and location for better efficiency with Chair Robinson and Member Fox. He said the School District is facing future challenges including a shortage of maintenance workers for the new high school and improving the preventative work orders system. Mr. Seelig identified additional administrative buildings that were not included in the initial sites list read by the Chair. Mr. Iadarola spoke on the management relationship between the City’s Public Works Department and the schools’ administration. The City strives to meet expectations and acknowledge work order requests. He provided a brief overview of the following: challenges with the 1979 agreement (last updated in 1997) which identifies the facilities responsibilities of the City and Schools’; repairs performed by the schools’ staff (vandalism and academic updates), maintenance performed by Public Buildings staff, staffing challenges, high priority requests, use of vendors, a new increase to budget funds for repairs ($24,000 per school), and union support. Member Fox spoke on the importance of updating the maintenance agreement. Mr. Iadarola agreed and noted modifications to the agreement must be performed as a joint effort between the City and Schools’ administration. He spoke on communication challenges and explained how the lack of funding impacts work order requests for larger repairs with Chair Robinson. Member Fox noted the need for better communication when challenges arise that may cause delays to repairs, and he recommended sending updates to the person who made the request to prevent misinformation. Mr. Garrick clarified line items related to regular maintenance of school buildings. He referenced page 142 of the budget book, which allocated $684,000 (maintenance) and $507,000 (outside services) to pay for outside vendors to perform specific school maintenance issues. Mr. Hanley noted nineteen buildings are City owned. Furthermore, he clarified the work order system’s status option to monitor for progress. Chair Robinson identified issues that she would like to address, including identifying alternate funding for Capital Improvement projects and prioritizing a list of needs. Member Fox suggested the City create a strategic plan of the School District’s needs and future growth. Chair Robinson agreed and suggested carrying out a facilities study. Furthermore, she recommended incorporating sustainability initiatives. Mr. Chianese asked for a report and statement of conditions of City owned buildings, and he suggested creating a two-year budget to address funding challenges. Chair Robinson tabled items 6 and 7 on the agenda. Mr. Iadarola favors performing a comprehensive facilities study. He cautioned the Committee about creating a wish list without identified funding. Furthermore, the City’s maximum bonding capability is $3 million while other communities can bond greater amounts. Mayor Alves spoke on the City’s continued efforts to address the following: past underfunding challenges, performing a Charter Revision, lack of staffing, and outdated equipment. He acknowledged the limited bonding that the City must abide by, and he encouraged City Council to perform a Charter Revision to remedy the matter. Mr. Pinter clarified requirements for facilities and grounds oversight with member Britton, and confirmed that the maintenance agreement should be updated as a joint effort. Member Britton favors performing a Charter Revision to remedy the matter. Ms. Casimiro thanked everyone for their hard work. She agreed that there is a need to address “end of life” concerns while also working on strategic planning. She discussed improving learning environments and working together to identify grant funding opportunities. Chair Robinson reiterated the importance of communication to better understand the true state of our schools. A motion made by Committee Member Britton, seconded by Committee Member Fox, to continue the Committee pending the call of the Chair. Motion carried unanimously. A motion made by Committee Member Fox, and seconded by Committee Member Britton, to adjourn. Motion carries unanimously. The meeting adjourned at 7:59 p.m. Respectfully submitted, Holly Robinson, Chair Joseph Britton Irving Fox