Middletown High Track/Turf Building Committee

December 27th, 2023 Page 1 Committee Members Committee Staff Councilperson Vincent Loffredo (Chair) Dr. Alberto Vazquez Matos, Superintendent Councilperson Kelly Sweeney Jennifer Cannata, Assistant Superintendent Councilperson 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 Alexander Tucci Eduardo Miranda, Ex. Director of Finance Deborah Kleckowski-Board of Education Member Meeting Minutes ***Hybrid In-person and Via Webex*** Farm Hill Roof, Snow Roof and MHS Turf and Track Building Committees Regular Meeting 12-21-2023 5:30PM Members Present: Chair Loffredo, Councilperson Sweeney, Councilperson Gennaro, John Giuliano, Farah Scala, Richard Pelletier, Board of Education Member Deborah Kleckowski Members Absent: David Bauer, Alexander Tucci Staff Present: Kevin Dion, Director of Facilities; Christopher Puorro, Purchasing Agent; Marco Gaylord, Executive Director of Operations; Randall Mel; Committee Secretary, Others Present: None AGENDA 1. Call to Order: a. Chair Loffredo called the meeting to order at 5:31PM 2. Adoption of the Agenda a. Chair Loffredo made a motion to adopt the agenda b. Second: Councilperson Gennaro c. Discussion: None d. Call to Vote: i. Unanimously voted to adopt the agenda 3. Introduction of all committee members and Committee Chair, Councilman Loffredo a. Chair Loffredo introduced himself as the newly appointed committee chair then asked all members of the committee to introduce themselves. b. Chair Loffredo recognized the two newest members of the committee Councilperson Kelly Sweeney and Board of Education Member Deborah Kleckowski 4. Public Comment: a. Chair Loffredo opened public comment at 5:36PM b. No public comment  December 27th, 2023 Page 2 c. Chair Loffredo closed public comment at 5:36PM 5. Discussion and review of the minutes from the November 2nd, 2023 Special Meeting a. Board of Education Member Kleckowski made a motion to approve the minutes of the November 2nd, 2023 Special Meeting b. Seconded by Councilperson Gennaro c. Discussion: None d. Call to vote: i. Yay: Chair Loffredo, Councilperson Gennaro, John Giuliano, Farah Scala, Richard Pelletier, Board of Education Member Deborah Kleckowski ii. Nay: none iii. Abstain: Councilperson Sweeney iv. The motion was carried to approve the minutes from the November 2nd, 2023 Special Meeting 6. Discussion and review of the time card of the committee secretary from 11/2/2023- 12/20/2023 a. Richard Pelletier made a motion to approve the time card for the work done by the Committee Secretary b. Seconded by Councilperson Sweeney c. Discussion: i. Chair Loffredo asked the Committee Secretary to explain their role, the work being done and the work of the committee thus far ii. The committee secretary explained their role to the committee iii. Question from Board of Education Member regarding time spent in relation to the secretary’s primary role 1. Question answered by the committee secretary iv. Call to vote: 1. Yay: Chair Loffredo, Councilperson Gennaro, John Giuliano, Farah Scala, Richard Pelletier, Councilperson Sweeney 2. Nay: none 3. Abstain: Board of Education Member Deborah Kleckowski 4. The motion was carried to approve the timecard of the Committee Secretary 7. Update and discussion on the Farm Hill Roof Building Project a. Update provided by Christopher Puorro regarding next steps in closing out the initial Farm Hill Roof project completion i. Provided information regarding the need for the committee to officially close out the project in order to submit information for reimbursement from the State Department of Administrative Services 8. Review and discussion of invoice 23-1407 from Silver Petrucelli and Associates for work done on the schematic and bid phase designs for the P/V panels for the Farm Hill School P/V Panel Project for a total of $825.00  December 27th, 2023 Page 3 a. Councilperson Gennaro made a motion to approve the payment of invoice 23- 1407 from Silver Petrucelli and Associates for work done for the P/V panel design for Farm Hill b. Seconded by Board of Education Deborah Kleckowski c. Discussion: i. Chair Loffredo asked the Board of Education employees to explain the work that has been done 1. Christopher Puorro and Kevin Dion provided comments confirming the work is being done for this project and that next steps are in plan to move forward in the near future ii. Call to vote: 1. Yay: Unanimously voted to approve the invoice 23-1407 9. Update and discussion on the Snow School Roof Building Project a. Chair Loffredo requested an update from the Board of Education staff regarding the delay of the submission of the Snow School Roof grant proposal i. Christopher Puorro provided an update that Natalie Forbes, Director of Grants and Innovation is requesting a delay on the project due to a change in the state reimbursement rates. An amendment to previous approved resolutions by the city common council will need to be made in order to align with the new state reimbursement rates b. Chair Loffredo questioned the Board of Education employees concerning the reasons why the grant submission has been delayed as the original application was submitted at the same time as the Farm Hill application i. Kevin Dion provided comment that the Department of Administrative Services (DAS) had not approved the original proposal. ii. Request from Chair Loffredo to obtain information from Silver Petrucelli and Director Forbes regarding the reasons provided by DAS on the rejection of the proposal iii. Request from Chair Loffredo for the Board of Education to provide the committee with a financial report of repairs done to the Snow School Roof 10. Review and discussion of invoice 23-1405 from Silver Petrucelli and Associates for work done on the schematic and bid phase designs for the P/V panels for the Snow School Roof Project for a total of $700.00 a. Chair Loffredo made a motion to approve payment of the invoice 23-1405 from Silver Petrucelli and Associates for the work done on the design of P/V Panels for Snow School b. Seconded by Councilman Gennaro c. Discussion: none d. Call to vote: i. Yay: Unanimously voted to approve the payment of invoice 23-1405  December 27th, 2023 Page 4 11. Update and discussion with SLR Environmental Consulting on the MHS Turf and Track Project a. Chair Loffredo reviewed the MHS Turf and Track Project updates to current date including the bid process and corresponding documents leading to vendor selection and completion of the project 12. Review and discussion for the selection of the contractor for the Middletown High School Turf and Track Project a. Chair Loffredo made a motion to authorize the Superintendent of Schools to move forward with the Low Bid contract from H.I. Stone and Son Inc.; along with the authorization of the Board of Education to explore the costs of including goal posts from the vendor with a contingency fund of no more than $24,000.00. i. Seconded by Board of Education Member Deborah Kleckowski ii. Discussion: 1. Chari Loffredo discussed the inclusion of the goal posts in the consideration of the final costs of this project. Made mention that at this time, it makes the most sense to authorize the Superintendent to be able to move forward with the contract in order to expedite the process before bid pricing expires 2. Board of Education Member Kleckowski expressed concern about the $24,000 contingency. a. Chair Loffredo responded, stating the contingency was a maximum price and that H.I. Stone and Son Inc. have already provided quotes on the posts; but that if they were not able to do the work, the Superintendent of Schools could work with another company, but must stay under $24,000. iii. Call to Vote: 1. Yay: Unanimously voted to approve the motion as stated, authorizing the Superintendent of Schools to move forward with a contract for the MHS Track and Turf Project with H.I. Stone and Sons Inc.; with the ability to goal posts costs with a contingency fund of no more than $24,000 13. Review and discussion of invoice 000000193409 from SLR Consulting for $1,650.00 for Phase I work including site investigations, surveying, design documents and bidding process a. Chair Loffredo made a motion to approve the payment for invoice 000000193409 b. Seconded by Councilperson Gennaro c. Discussion: Chair Loffredo requested information regarding the financial status in relation to the Purchase Order opened for SLR Consulting.  December 27th, 2023 Page 5 i. Christopher Puorro responded stating this information will be provided, but that at the current time he knew that SLR consulting was well under the PO 14. Review and discussion of the proposed building committee meeting schedule for the 2024 calendar year. a. Motion made by Chair Loffredo to accept the proposed building committee meeting schedule for the 2024 Calendar year. b. Seconded by Councilperson Sweeney c. Discussion: i. Chair Loffredo reiterated the meeting calendar, mentioning regular meetings will be held in a hybrid manner on the third Thursday of every month 15. Review and discussion of the Middletown Board of Education’s Indoor Air Quality Grant updates and possible additional charge of the Building Committee a. Chair Loffredo discussed the resolution of the common council to add to the charge of this building committee according to city ordinance. The resolution from the common council would go into effect if the Board of Education was granted funds from the Indoor Air Quality Grants that were submitted in December 2023 for five (5) school buildings 16. Future Business a. No future business at this time 17. Adjournment a. Motion to adjourn: Board Member Kleckowski b. Second: Councilperson Sweeney c. Discussion: none d. Call to vote: Unanimously voted to adjourn the meeting at 6:27PM