Board of Education

Middletown Public Schools -Board of Education BOE Facilities Committee Meeting Minutes December 18, 2019 The meeting was held at the Central Office and was called to order at 5:34 PM. Members Present: Deborah Cain (Chairperson), Peter Staye, Marco Gaylord, Sean King, John Giuliano, Dan Penney, Dr. Magda Parvey, Jon Pulino, Dr. Michael Conner, David Bauer and Christine Bourne. I. Introductions – Mr. Jonathan Pulino was introduced as a new member. Dr. Magda Parvey was introduced as Chief Academic Officer of the district. II. Review of the November 20, 2019 Meeting Minutes Deborah Cain made a motion to accept the minutes as presented, which was seconded by Jonathan Pulino. The motion passed unanimously and the minutes were accepted. III. New Woodrow Wilson Middle School Update/Status Report All contracts have been approved for the new Middle School except for Flooring. Only one bid was received for flooring, and it was over budget. The flooring specification has been revised and the flooring work will be rebid. Based on the bids approved, and the “high” cost of the flooring bid that was rejected, the project as a whole is forty-four thousand dollars, ($44,000) under budget. In addition, O&G has a $2 million contingency and the Building Committee has a $2 million contingency, so project finances are considered “healthy”. Two portions of the work that are to be performed by Eversource; the replacement of the gas line and the relocation of the electrical service to buildings beyond the Middle School, are in the final stages of negotiation. These will be additional costs to the project that will be paid for by contingency. There is the potential that the gas line would be installed at no cost provided the City agrees to connect additional loads to it. It is hoped the community center, which is heated mostly by oil, would satisfy this requirement. The relocation of the electrical service lines, which currently run on poles on the east Side of Hunting Hill Ave. also needs to be performed. Eversource does not want to install them on the west side of Hunting Hill as they would be too close to the metal stadium light poles. O&G is currently negotiating with Eversource to run the lines underground between the new school and the community center. The South Fire District has requested that individual smoke detectors be installed in addition to the fully code compliant fire alarm system (using duct mounted smoke detectors) that is already designed for the building. The additional cost is expected to exceed $250,000. -Page 2 - There was considerable discussion regarding the timing of the request as it was received after South Fire had approved the plans and well after the work had been put out to bid, ant the value these detectors add to the project. Mr. Staye estimates that additional detectors in each room would cost $13,000 annually to inspect. Peter Staye distributed the first draft of the project construction schedule. The schedule is prepared using the critical path method of scheduling. A final version will be made available when the sub-contractors finalize their parts of the schedule. IV. 5-Year Capital Project Plan The 5-year Capital Project plan was distributed. It is presented in both spreadsheet (Excel) and word document form. Though the data is the same the word document also provides a narrative regarding the individual projects. Where projects would be eligible for a grant from the State of CT, the text is italicized. Grants from the state would require that a building committee be formed for that project, among other things. These documents are meant to be updated annually. Ideally, as work is completed in one year, another year is added so that there is an ongoing process for maintaining the schools. Spencer & Macdonough Schools should be placed high on the list for replacements in the future due to their overall poor condition. Vehicle replacement is also included in the plan. The district maintains a fleet of vehicles with a replacement values of over $1 million – replacing vehicles on a regular schedule is to only way to avoid incurring huge costs in one single year. Deborah Cain requested that the entire Board receive a copy of this in time for the next Board meeting. Miscellaneous The next meeting will be January 15, 2020 at 5:30 PM at the Farm Hill School, Library (2nd floor). The meeting adjourned at 7:22 PM by Sean King & seconded by Jonathan Pulino. Minutes recorded by Leslie A. Spatola Leslie A. Spatola Facilities Committee Recording Secretary