Middletown High Track/Turf Building Committee

February 16th, 2023 Page 1 Committee Members Committee Staff Councilwoman Meghan Carta, Co-Chair Dr. Alberto Vazquez Matos, Superintendent Councilman Vincent Loffredo Jennifer Cannata, Assistant Superintendent Councilman Anthony Gennaro Christopher Puorro, Purchasing Agent John Giuliano Kevin Dion, Director of Facilities Farah Scala Marco Gaylord, Ex. Director of Operations Richard Pelletier Elisha De Jesus, Director of Athletics David Bauer Randall Mel, Jr., Committee Secretary Meeting Minutes ***Online-Virtual Meeting*** Farm Hill-Snow School Roof and MHS Turg Building Committee 2-16-2023 5:30PM Members Present: Acting Chair Council Vincent Loffreddo, Richard Pelletier, John Giuliano, Councilman Tony Gennaro, Farah Scala, David Bauer Members Absent: Councilwoman Carta, two vacancies Staff Present: Kevin Dion, Elisha De Jesus, Randall Mel Others Present: Kevin Elak; Director of Health, City of Middletown. Paul Jorgensen; Silver Petrucelli 1. Call to Order: Councilman Loffredo called the meeting to order at 5:40PM 2. Adoption of the Agenda: a. Motion: Councilman Gennaro b. Second: David Bauer c. Discussion: None d. Call to Vote: Unanimously voted 3. Public Comment: a. Councilman Loffredo opened public comment at 5:42 b. No Public Comment c. Councilman Loffredo closed public comment at 5:43 4. Approval of the minutes from the January 19th, 2023 Regular Meeting a. Motion: Councilman Gennaro b. Second: Faraj Scala c. Discussion: None d. Call to Vote: Unanimously voted to approve the minutes from the January 19th, 2023 Regular meeting 5. Approval of the minutes from the February 2nd, 2023 Special Meeting for the Middletown High School Turf/Track Committee a. Motion: Councilman Gennaro b. Second: Farah Scala  February 16th, 2023 Page 2 c. Discussion: none d. Call to Vote: Unanimously voted to approve the minutes from the February 2nd, 2023 special meeting 6. Approval of the committee secretary timesheet from January 19th through February 15th, 2023: a. Motion: Councilman Gennaro b. Second: Richard Pelletier c. Discussion: None d. Call to Vote: Unanimously voted to approve the timesheet of the committee secretary 7. Discussion and update of the Farm Hill Roof Project a. Paul Jorgensen provided an update on the Farm Hill Roof project: i. Gutter guards completed ii. Small punch list items including reseeding lawn areas which will be done in the spring iii. Project not ready to be closed out yet b. Kevin Dion provided his recommendation to the committee to keep the project open for now c. Farm Hill P/V panel estimate: $614,568 i. Application for P/V needs to be in by the end of the first year since the roof has been installed which is approximately August 23rd, 2023 8. Discussion and update of the Snow Roof Project a. Paul Jorgensen provided an update on the roof project: i. Awaiting committee’s decision on refiling paperwork with the state ii. Updates estimates have been provided to the committee for review for the roof alone as well as for the roof with the P/V Panels iii. Combined estimate of the roof and P/V is $2,780,040 iv. Roof project estimate alone $2,430,066 b. Kevin Dion: State reimbursement rate to Middletown has reduced slightly and is at about 65% reimbursement currently, but will get the exact number for the committee c. Councilman Loffredo tasked the Board of Education to move forward with the Snow School application process and all necessary documents, filings and resolutions with the city d. Paul Jorgensen regarding proposal of fees: i. Snow School design fee for the P/V portion of the project: $19,500 ii. Farm Hill P/V design fee for the P/V portion of the project : $22,500 e. Paul Jorgensen stated that the state is responding to projects at a delayed rate, up to several months f. Kevin Dion recommended that the committee continues to use Silver Petrucelli with the P/V projects and the Snow Roof Project  February 16th, 2023 Page 3 9. Councilman Loffredo made a motion to hire Silver Petrucelli for the P/V work on Farm Hill School and the Roof and P/V project for Snow School: a. Seconded: Councilman Gennaro b. Discussion: Paul Jorgensen provided the fees of Silver Petrucelli for the record as follows: i. Snow School design fee for the P/V portion of the project: $19,500 ii. Farm Hill P/V design fee for the P/V portion of the project : $22,500 c. Call to Vote: Unanimously voted to approve the motion 10. Discussion and update of the Middletown High School Turf/Track Project a. Moved to item 10 11. Discussion of the status of the contract for the Middletown High School Turf/Track Project as it relates to RFP 2023-01 for the Middletown Board of Education a. Councilman Loffredo had the City General Council Mr. Smith review the contract for SLR Environmental Consulting who advised the following line be added to Appendix A: “The Vendor understands that the performance of the Agreement must comply with the City of Middletown’s Building Committee Ordinance, Ord. No. 14-23 through 14-26.” 12. Approval to allow for the execution of the contract between the Middletown Board of Education and SLR Environmental Consulting for the analysis of the Middletown High School Turf and Track with the amendment of the change in language from the City of Middletown General Counsel :“Appendix A, which would read: “The Vendor understands that the performance of the Agreement must comply with the City of Middletown’s Building Committee Ordinance, Ord. No. 14-23 through 14-26.” a. Motion: Councilman Loffredo b. Second: Richard Pelletier c. Discussion: None d. Call to Vote: unanimously approved the motion 13. Presentation on the Safety of Turf Fields from the Connecticut State Department of Public Health, present by Kevin Elak, Director of Public Health, City of Middletown a. Director Elak provided his presentation on the Safety of Turf Fields to the committee for consideration b. Councilman Gennaro: Asked Director Elak if he was aware of any new more environmentally friendly turf options i. Director Elak was not sure of any, but is looking forward to companies being able to present their options when it comes to this 14. Future Business: a. Councilman Loffredo requested an initial meeting with SLR before the next regular meeting 15. Adjournment  February 16th, 2023 Page 4 a. Motion: Councilman Gennaro b. Second: Farah Scala c. Discussion: none d. Call to Vote: unanimously voted to adjourn