Snow School Roof Building Committee

November 17th, 2022 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 Charles Wiltsie, Board of Education Member, Co-Chair Kevin Dion, Director of Facilities John Guiliano Farah Scala Daniel Penney Richard Pelletier David Vauer Meeting Minutes ***Online-Virtual Meeting*** Regular Meeting Farm Hill-Snow School Roof Building Committee November 17th, 2022 5:30PM Members Present: Councilman Vincent Loffreddo, John Giuliano, Richard Pelletier, Farah Scala, Daniel Penney Anthony Gennaro Members Absent: Councilwoman Meghan Carta, Board of Education Member Charles Wiltsie, David Vauer Staff Present: Kevin Dion, Director of Facilities; Christopher Puorro, Purchasing Agent Others Present: Randall Mel, Food Services Manager; Michael Skott, Director of Technology; Paul Jorgensen, Silver Petrucelli 1. Call to Order: Motion: Richard Pelletier made a motion to nominate and appoint Councilman Vincent Loffredo as temporary chair of the committee for the November 17th, 2022 meeting due to the absence of Councilwoman Meghan Carta and Co-Chair Board of Education Member Charles Wiltsie Motion seconded by Dan Penney Call for Vote: Unanimous vote to approve motion to appoint Councilman Vincent Loffredo as temporary chair of the committee for the November 17th, 2022 meeting due to the absence of Councilwoman Meghan Carta and Co-Chair Board of Education Member Charles Wiltsie 2. Public Comment: No Public Comment 3. Construction Updates and Action Items: A. Appointment of Randall Mel as Committee Secretary: a. Councilman Loffredo addresses the committee and public on candidate Randall Mel for the committee secretary role.  November 17th, 2022 Page 2 i. Randall Mel, introduction. Current Food Services Manager for the Middletown Board of Education. Has administrative and clerical experience. ii. Councilman Loffredo asks if the candidate understands the duties of the position, pay rate and structure of payment 1. Candidate explains his understanding of the role of the position to prepare agendas, meeting minutes and other clerical duties for the committee 2. Candidate explains agreed rate of pay at the rate of $43.77 per hour 3. Councilman Loffredo explains the structure of secretary payment following a committee vote each month to approve the secretary’s time card. b. Motion: Nomination of appointment of Randall Mel to serve as the secretary of the Farm Hill and Snow Roof Building Committee i. Motion by: Richard Pelletier ii. Seconded by Farah Scala iii. Call for Vote: 1. Present committee members unanimously voted to appoint Randall Mel to serve as the secretary of the Farm Hill and Snow Roof Building Committee c. Further Discussion: i. Councilman Loffredo tasked Randall Mel with completing all outstanding committee meeting minutes for the December Meeting for approval by the Committee in collaboration with Christopher Puorro, Kevin Dion and Michael Skott to obtain all necessary information to fulfill the task B. Update on the Farm Hill Roof Project: a. Kevin Dion, Director of Facilities: Substantially completed, down to final punch list items which will be provided within the next two weeks. Outstanding new item is the need for new gutter guards. The roof has no leaks, satisfied with workmanship, items have been cleaned off of the property. i. Gutter Guards: Two options with quotes, one for the south side of the Farm Hill School building as the older trees and location make it difficult to clean the gutters due to safety concerns, additional equipment needed to clean the gutters annually currently. Second quote for putting gutter guards around the entire Farm Hill School Building. Kevin’s Recommendation is that if funding allows to have the gutter guards put around the entirety of the Farm Hill School Building to maintain the integrity of the roof and eliminate need for annual gutter cleaning. 1. Quote for south side of building: 521 linear feet of gutter guards. Quote totaling $10,004; $5,604 labor, $3,650 materials, $750 for equipment 2. Quote for entire building: Quote totaling $19,426.72; $10,376 labor, $7,800 materials, $1,250.72 equipment 3. Quotes from company currently contracted to complete the roof work b. Paul Jorgensen, Silver Petrucelli: This is a state grant-reimbursed project, the extra project would be eligible for reimbursement at the project rate. Project near completion, this is the only change order being tracked currently. Anticipation of credit change order coming back to the project for an unused allowance which is billed in every project for the potential of deteriorated roof deck prior to the project start. Approximate credit for  November 17th, 2022 Page 3 the project which will be received at the end of the project before closing out is $10,000. This would off-set a large portion of the gutter guard project c. Richard Pelletier comment: If the committee chooses to move forward with this project, the committee should choose to do the gutter guards for the entire building. d. Dan Penney Comment: Supports the idea that the entire building should be done with the gutter guards. e. Councilman Loffredo Comment: i. Allowance of $14,000 on current application for payment document. 1. Paul Jorgensen relayed that about $4,000 of the allowance was used to replace deteriorated deck on the Farm Hill Roof ii. Unexpended punch list of $6,750. 1. Paul Jorgensen relayed the funds have not been spent as of yet iii. Warranty Closeout of $5,600 and $59,387.28 unexpended funds 1. Confirmed amounts by Paul Jorgensen iv. Clerk of the Works: Discussion on payment 1. Final invoice provided to committee for construction, administration work provided. 2. Field Representative from Silver Petrucelli who was onsite during all working days. f. John Guiliano comment: Discussion on gutter guards increasing risk of ice damming in the winter i. Paul Jorgensen: Professional opinion that gutter guards do not increase the risk of ice damming in the winter. These have been put on other buildings and are not aware of ice damming g. Motion: Recommend the approval of the expenditure of $19,426.72 to place gutter guards around the entirety of the Farm Hill School Building i. Motion by: Dan Penney ii. Seconded: John Giuliano iii. Call to vote: 1. Unanimously voted to approve the expenditure of $19,426.72 to place gutter guards around the entirety of the Farm Hill School Building h. Timeline projection of project: i. Projected to be completed within four (4) to five (5) weeks C. Approval of Silver Petrucelli and Associates Extended Construction Administrative Invoice 22-1221 for a total of $15,515.05 a. Paul Jorgensen: Last invoice for the extended contract administration work from remaining balance of what was approved originally by the committee b. Motion: Approval of the payment for the expenditure for the Silver Petrucelli and Associates Extended Construction Administrative Invoice 22-1221 for a total of $15,515.05 i. Motion by: Dan Penney ii. Seconded by: Richard Pelletier iii. Call to Vote: 1. Unanimously voted to approve the payment for the expenditure for the Silver Petrucelli and Associates Extended Construction Administrative Invoice 22-1221 for a total of $15,515.05 D. Approval of the Young Developers Application for payment #4:  November 17th, 2022 Page 4 a. Paul Jorgensen: Progress payment for the contractor, work has not been completed. Final invoicing cannot be sent out until all of the work is completed and all are satisfied with this completion. b. Motion: Approval of payment for application #4 for the Young Developers for the total of $36,094.68 i. Motion by: Dan Penney ii. Seconded by: Richard Pelletier iii. Call to Vote: 1. Unanimously voted to approve the payment application #4 for the Young Developers for the total of $36,094.68 5. Discussion: A. Snow Roof Project-Next Steps a. Kevin Dion: Recommend that the committee has monthly presentations from vendors regarding next steps in the Snow Roof and related projects. No current update at this time to the application for the Snow Roof Project or to the work being done at Snow for this project. b. Councilman Loffredo: Question on discussion items going out to bid i. Christopher Puorro: Snow School roof project contracted under Silver Petrucelli as they have already been awarded the architectural and oversight piece of the project for both Farm Hill School and Snow School. Once state approval of application moves forward, Request for proposals can go out for the construction piece of the Snow School Roof ii. Paul Jorgensen: Both projects started simultaneously, Farm Hill application moved forward quickly, Snow had been sent back. Next step will be to put the application into the state, most of the design work has already been completed and will send documents for review to the committee. On track to move through the process with the state quickly. Goal would be to line up the work for Summer 2023. Review set can be available for the December 15th meeting, it will be incomplete as it will not have the state project number. Committee will have to review and vote on the review set before being sent to the state for their plan completion review. iii. Meeting dates: Next regular meetings will be December 15th, 2022 at 5:30, January 19th, 2023; February, 16th, 2023 iv. Dan Penney: Agrees on the presentation to the committee to update the entire committee on the details of the project v. Question on application being returned from the state 1. Paul Jorgensen: has not been provided this information 2. Kevin Dion: No current information, hoping to have information available by the next meeting from the state B. Discussion of P/V (solar) Panels-Next Steps a. Councilman Loffredo: Information on commitment resolution that was passed by the City Council. Tasked Silver Petrucelli to review the provided information and connect with the city council members as resources for next steps. Natalie Forbes, Director of Grants and Innovation provided background information on P/V panel as it relates to grants i. Paul Jorgensen: Following a completed study for both Farm Hill and Snow School which was provided to the committee; Silver Petrucelli provided a full  November 17th, 2022 Page 5 proposal for a P/V system which included the size of the system, cost, and the return on investment. Roof contracts can be extended to include the P/V design. Fees for the P/V design can be part of the state grant for a P/V project. New grant applications would need to be submitted for each building in order to allow the P/V project through the state grant process. The state requires the P/V project to be done within a year of the roof replacement. Recommends this as a better option than a lease agreement for the panels. Available to present design at the December 15th, 2022 committee meeting. State only accepts grant applications within the first ten days of every month ii. Councilman Loffredo: Requesting attendance of Natalie Forbes, Director of Grants and Innovation at next meeting. Requesting presentation on P/V design and informational items be available for the December meeting. C. Discussion of MHS Turf/Track Replacement Projects-Next Steps: a. Councilman Loffredo: New project to the committee to begin discussion i. Kevin Dion: Prior discussion regarding the replacement of the MHS track being natural or turf. Discussions have happened with surrounding towns. Recommendation is to have the Director of Athletics, Elisha De Jesus, and others who are familiar with the track to discuss their needs with the committee at a future meeting. Recommendation for a public forum to be held. ii. Councilman Loffredo: Add this discussion to the December 15th meeting agenda involving various stakeholders. Currently no bond money for this project. 1. Christopher Puorro: $1,062,000 is being held at the city as designated money towards this project. 2. Councilman Loffredo asked Christopher to provide this in a formal document to confirm this amount is being held at the city as designated funds. Also requested information on potential state reimbursement in working with municipalities to replace fields 6. Other Business: No other business to be discussed at this time 7. Adjournment: A. Motion to adjourn meeting: a. Motion made by: Dan Penney b. Seconded by: Farah Scala c. Call to Vote: i. Unanimous vote to adjourn the meeting at 6:27PM Prepared by Randall Mel, Jr.; Committee Secretary on November 19th, 2022