Snow School Roof Building Committee

December 15th, 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 Randall Mel, Jr., Committee Secretary Farah Scala Daniel Penney Richard Pelletier David Bauer Meeting Minutes ***Online-Virtual Meeting*** Farm Hill-Snow School Roof Building Committee 12-15-2022 5:30PM Members Present: Co-Chair Councilwoman Meghan Carta, Councilman Anthony Gennaro, Councilman Vincent Loffredo, John Guiliano, Richard Pelletier Members Absent: Co-Chair Board of Education Member Charles Wiltsie, Farah Scala, David Bauer, Daniel Penney Staff Present: Director of Facilities Kevin Dion, Director of IT Michael Skott, Director of Grants and Innovation Natalie Forbes, Director of Athletics and Physical Education Elisha De Jesus, Committee Secretary Randall Mel Others Present: Paul Jorgensen, Silver Petrucelli and Associates 1. Call to Order: Co-Chair Councilwoman Meghan Carta called the meeting to order at 5:31PM 2. Adoption of the Agenda: Motion: Councilman Loffredo made a motion to adopt the agenda Second: Councilman Gennaro Discussion: None Call to Vote: Unanimously voted to adopt the agenda 3. Approval of Minutes from: March 9th, 2022 Special Meeting Motion: Councilman Gennaro Second: Councilman Loffredo Discussion: None Call to vote: unanimously voted to approve the minutes 4. Approval of Minutes from: June 29th, 2022 Special Meeting Motion: Councilman Loffredo Second: Councilman Gennaro Discussion: None Call to vote: unanimously voted to approve the minutes 5. Approval of Minutes from: September 8th, 2022 Committee Meeting  December 15th, 2022 Page 2 Motion: Councilman Loffredo Second: Richard Pelletier Discussion: None Call to vote: unanimously voted to approve the minutes 6. Approval of Minutes from: November 17th, 2022 Committee Meeting Motion: Councilman Loffredo Second: Richard Pelletier Discussion: None Call to vote: unanimously voted to approve the minutes 7. Public Comment: Public comment opened at 5:34PM by Co-Chair Councilwoman Carta No public comment Public Comment closed at 5:35 8. Approval of the time-sheet for the Committee Secretary Motion: Councilman Loffredo Second: Richard Pelletier Discussion: None Call to vote: unanimously voted to approve the time sheet for the Committee Secretary 9. Approval of future meeting schedule to be sent to Town Clerk Motion: Councilman Loffredo Second: Richard Pelletier Discussion: None Call to vote: unanimously voted to approve the meeting schedule for 2023 10. Update on Farm Hill Roof Project Paul Jorgensen, Silver Petrucelli informational: Provided direction to the contractor for the gutter guards. These have been ordered and are in progress to all being installed. Finalizing some punch list items. 11. Update on Snow Roof Project Paul Jorgensen, Silver Petrucelli: Will be adding gutter guards to the Snow School Roof Project as per the committee recommendations. 12. Discussion on P/V Panels-Next Steps: Paul Jorgensen, Silver Petrucelli: Spoke on his updates from discussion with the state grant office, if the consultant fee is more than $10,000 and it is a separate job number, the work would need to go out to bid via an RFP for the P/V design. Clarified questions as they concerned P/V projects following roofing projects within one calendar year and the availability of grants for these projects. Kevin Dion question: As it relates to matching on P/V costs, should the district consider price increases? - Paul Jorgensen response: Would be advantageous of the city to consider around a 5% increase as it relates to price increases. Natalie Forbes: Advises that the committee comes up with the total dollar amount, return to the state, the common council with the new amount, then requests the three resolutions once more and finally, consider the 20% contingency amount to ensure these additional funds are  December 15th, 2022 Page 3 available. Natalie provided a timeline of about three months to properly follow all procedural needs between the two common council meetings and the certified minutes of the corresponding meetings. Once all of these resolutions and minutes have been provided, the documents can be uploaded to the state between the first and the tenth of the following month. 13. Discussion on HVAC Proposal from HF Lenz: Kevin Dion provided an update on highlighting a proposal from last year to the Committee as it relates to HVAC units for Snow and Farm Hill Since HVAC is currently not under this committee’s charge; Councilman Loffredo made a motion to modify the charge of the committee at the Common Council to include a resolution which would include the HVAC proposals as part of this committee’s oversight. Second: John Giuliano Discussion: None Vote: Unanimously voted to approve the motion to modify the charge of the committee with the Common Council to include a resolution which would include the HVAC proposals as part of the committee’s oversight 14. Discussion of MHS Turf/Track Replacement Project-Next Steps Elisha De Jesus provided information to the committee: MHS turf currently over 14 years old. Most turfs only last about 10 years. Advised on the importance of being able to expedite the project as it has now been an additional year of time lost without replacing the turf. Ms. De Jesus relayed that the field is heavily used by sports teams, band students and other programs and relayed the value of getting the turf replaced as soon as possible Committee members discussed varying opinions on next steps as it relates to this project with concern for both the turf and natural grass sides of the. Kevin Dion provided information to the board regarding a neutral party as it relates to this project. Mr. Dion relayed the committee would need to do an RFP and hire a civil engineer to conduct a study on the area and be able to provide neutral information to the committee and to the public. Mr. Dion also spoke on the potential costs on this. Members of the committee asked if this study and hiring of a Civil Engineer could be paid for from the money that was put aside by the board for this project. Co-Chair Councilwoman Carta and Councilman Loffredo spoke on the need for proper public notification and allowance of public comment once a neutral presentation on the potentials for this project was given. Councilman Loffredo made a motion for the board to put out an RFP for a Civil Engineer to analyze the MHS site and provide a full, neutral presentation for the committee and the public as it concerns the MHS Turf/Track Project Second: Councilwoman Carta Discussion: Call to vote: Unanimously voted to approve the board move forward with creating this RFP  December 15th, 2022 Page 4 15. Other Business: No other business to be discussed as this time for future meetings outside of the continued updates on current projects Elisha De Jesus will be invited to all future meetings of this committee as it pertains to the MHS Turf/Track project 16. Adjournment: Motion: Councilman Loffredo Second: Councilman Gennaro Discussion: None Call to vote: unanimously voted to adjourn at 6:34PM