Okay, so we're going to call to order
the Oct 24th 2022 General Services meeting.
This is a reminder that this meeting is being recorded and live streamed.
We'll go around the room now.
And please state your name and affiliation.
Mike Rizzo School Board.
Taryn Singer School Board.
Michelle Energy Board Secretary.
Cheryl Purcell Business Manager.
Maria Mimi School Board.
Lindsay Drew School Board.
Stacy Winslow Superintendent.
Are there any citizen advisors in the room today?
We have the Dallas
and State, Harrisburg
and the Faculty of Civil Engineering.
Yes, You can take any of these.
Thank you.
Are there any citizen advisors online
that would like to announce their name.
Anywhere you want?
But actually.
Okay.
Goolsbee I'm a citizen advisor for this.
Her hands raised.
If she's as an advisor in this committee,
she just needs to be bumped over as a panelist so she can speak.
To the problem.
And there is another hand raised. To
a Theodore Vidocq with him
Associates, architects.
And I think
as well.
Okay.
They are like, okay.
All right.
So the third point for the meeting
today is the approval of the minutes from the last meeting.
Can I have a motion to approve?
So moved Miriam. Mimi.
Second. Terry Singer.
Any discussion?
All in favor? Hi.
I judge
Agenda Action Number four, Unfinished business.
Subsection A is an update on the elementary facility.
Study.
Thank you.
A Stacy Winslow.
We have been in the process
of updating the elementary facility study
just to give everybody
a little bit of background, especially our new citizen advisors. We
in 2008
18 began an elementary facility study
with a previous architect.
And right as the pandemic struck, actually
right a month after the pandemic struck, we were given
information from that facility
study that didn't go anywhere.
It was very high priced.
And the options just were not feasible at that time.
As we came into the 2122 school year
and began looking at projects that had been set aside
because of the pandemic, we started to pull things
back off the shelf and take a look at them.
And one of the pieces
that we wanted to take a look at was the elementary feasibility study.
So we enlisted
our LPs as a
an architect firm to update us on that feasibility study, to take a look
at the work that had been done and to help us to move forward with that
with the elementary school project
just to see where we were at and
and what kind of upgrades, improvements
or perhaps even a new building need to be taken a look at.
And so we have been working through that progress.
I did give an update at ad hoc facilities
last Tuesday when we met
and we did have a meeting
with our LPs on the 20 s.
So this month we had a meeting with them on the third
where we verified programs and concepts to make sure that they had
an understanding of what it is exactly that we were looking for, that
we were all on the same page on the 20th.
We came together and reviewed those concepts and they shared some
some thoughts on our existing buildings as well as again
looked for clarity of vision and programing design.
We also talked about next steps as far as community engagement
and what action would look like going forward.
Should the board determine that this is a project that we are going to pursue.
So they will next be joining us on the eighth
for a final report review, and then they will be attending the ad
hoc facilities meeting for an overview and question and answer on November 15th.
And then we'll have a final report and presentation.
And at our board meeting on the 21st.
At that point, we will look for direction from the board.
As far as
how to move forward and whether or not it is in the best interest of the district
to continue to move forward with that project
in question.
Okay.
Thank you.
Next, cited
in the use of the parking lot for projects at
this is the softball
field parking lot, the memorial field parking lot
and drainage improvements.
Mr. Anderson will be presenting.
Weeks.
Later tomorrow.
We'll start with the softball.
Mr. Anderson, you're going to need to set up
so that you're at the microphone or else it won't record properly for you.
October 1st.
This is the softball field layout that we worked on.
This area currently is just gravel,
so it will be extensively regraded and working with two associates,
they've been able to offset any stormwater impact with the way we've laid this out.
In fact, credit leave this project with some
some deposits in the stormwater bank, if you will.
The path will be connected.
We're going to bring the path over here
and connect it with this crosswalk as part of the plan.
So because there are students that go that way,
we want to encourage them to stay on the site, on the walkway
until they get to the to the street for crossing.
So the
research, when they get 62 or 65 parking spaces to motorcycle
and it has the full heavy capped piece to it.
So we expect these documents later this week for the district to review
and to fill in potential dates for bidding.
They're in the final stages of wrapping these things up.
Any questions on the softball?
What like
the other one we have here is that Morial
and this is a lot more to it.
This is, again,
currently it's just stone that was all stone
and relayed out by the contractor that ran the new power line down.
But it is not very conducive.
And there's no handicapped parking spaces.
So we're going to reconfigure that lot there.
One of the problems
with this alley over here, water runs down and there's a swale over here.
Well, what happens is the water connects, pushed over and ends up
rolling through the dugout. So we're going to put
it's going to be contoured in such a way
that it pushes the water over to the swale and not into the dugout.
We looked at some other options, but if you get into a trip
hazard, you try to put anything on the sidewalk.
So, again, this is the parking lot. Sure.
They're going to feed into here and then it'll all be in the cabinet.
And this comes back with a zero impact on stormwater.
Also, there is a small piece up here that over time people have park cars
there under stones there
that will be removed and that's going to put us back in good position again.
We expect these plans later this week for the district
to review and then we can work from there to move forward.
And when you say good position,
you're just referring to pervious surface.
Okay.
Any additional questions for Mr.
Anderson?
Okay.
Thank you, Mr. Ellis.
And Mr. Anderson.
He said you'll leave those plans so that people can review them.
Thank you.
So the next on the agenda
is a concession stand update again from Mr.
Anderson.
The ten is on the line.
He was going to try to be here, but he had something jump up on the schedule.
So I'm just going to read what Ted and I've spoken about.
And then if there are particular questions, Ted, you hear.
Yes, someone here.
Okay, very good.
I received this morning it passed on to the administration
the final drawings to reflect the changes we've made to the concession stand.
The updated MEP
drawings and a complete Q QC review.
And the
the drawings, along with the bid document, the whole 274 pages of it
that lays it out and that needs to be, again, dates added to that
for bidding and then a site visit and those kind of things.
What needs to be done?
Finalize invitation to bid, finalize construction dates
and pick up any comments
from the district and of course incorporate them into
the documents.
Ted is winning for one final structural
drawing to reflect the 2018 code changes. So
any questions that you might have for me or for Mr.
Feedback.
With the documents that we received this morning,
I just wanted to be clear that the piece is highlighted in yellow
in the very large, extensive manual are the pieces that Mr.
Vidocq is waiting for or needs from us, is that correct?
Correct.
And those are some of the timely pieces.
The the invitation to bid that Marc mentioned is going to,
once we're ready to release it, to bid, will fill on the dates.
And then the other piece was the prevailing wage determination.
I hadn't requested that yet.
Just in the event that there may be some delays in releasing it for bid.
So once we're approved, I'll get the prevailing wage
determination will still in the days and will be ready to go.
Okay.
Thank you.
Any further questions.
Mr. Vito, can we
can we call you or email if we have questions
that are more extensive once we look at each of those highlighted pieces?
Certainly Mark has all my contact information.
He knows where to find me.
Awesome.
Thank you.
So what will be the next board action
for this once it's come back?
I believe once the bid documents have come back with the bid proposals,
that's that'll be the next piece of board action completion of that.
And Cheryl shaking her head.
Well, actually,
once we approve the bid document, have it board approved to put out for bid.
Okay. I think we really should do that.
So I couldn't remember
if we had done that and, you know, wrapped into the last approval or not.
We just at that point was we're getting to the bid documents
that probably I want to go back and take a look again, just got this today.
Just want to make sure that we've got ourselves lined up, that we,
if we have to bring it forward, will finalize this with all the dates
and then bring it forward for full board approval to push out.
And we can set that up.
If you're
if you if you give me a date where you think you're who you would want
to be, bringing that to the board for approval,
we can get set all the dates and get the prevailing wage determination
and provide you with that final set for official approval and release.
I think we'd probably like to have that for our first meeting in November
in order to continue moving forward in a timely fashion.
What's the date of that meeting?
Is November 7/7.
November 7th.
That shouldn't be a problem.
And with the timeline for the actual bid when bids come back,
I see the highlighted parts as a date in December.
Since the board only has one business meeting in December, do we anticipate
that there will be a short turnaround time in reviewing those bids or will we have
until the first meeting in January to actually, sir.
Or do you mean December?
December to January?
So if the bids come back, say our meetings
December 16th or whatever, and they came back
just before that,
what's our timeframe for having to accept a bid?
Would we be able to wait until the first meeting in January
if we needed to go through it
and review kind of more extensively, depending on the costs?
We we typically indicate in the contract documents that the bids are going to,
that the contractor is required to hold their bids for 60 days.
Okay.
So in this in the current marketplace,
that's becoming more and more of a sticking point.
If you told me that you were not going to award this until your January meeting,
I would probably lengthen the bid period a little bit,
give the contractors an extra week or two to look
at the project and generate interest amongst subcontractors.
Pull this in before the holidays.
So, you know, the board could certainly see the results,
but maybe not lead to quite so large of a window
in between the receipt of bids and the potential award of bids.
That make sense.
I think the board would probably need at least three weeks to review everything
and ask questions before bringing it forward to for approval.
So looking at that,
even if we approved it, going to bid at the November 7th meeting,
our meeting in December is I think the 12th
and then we don't meet again until January 9th.
So we would probably just plan on January 9th to allow the time for review
and discussion through committees if necessary or.
So that would that would work well.
Well, if we if we were released on the seventh, we could get it out,
you know, the day or two after that,
all bids in the middle of December and then you've got several weeks
until the holidays in there, but it's several weeks to review it
before you before you're expected to act on it.
Okay, great things. I just want to make sure that we didn't
get to December and then like catch ourselves in a really short
time as we're heading into the holidays and meeting availability.
Good point.
Perfect. Thank you.
Generally, the bid period is six weeks, give or take.
And we did put in this for people.
We are going to have a pretty big conference on site.
So the contractors that want to come to see the project
will have time for them and course other ones will be happy to do that.
Thanks.
Any further questions?
I did want to just start with Lindsay.
When you were talking schedule, we will not have
any other committee meetings in December after the 12th,
except for ad hoc, if that's where we want to talk about it.
Yeah.
Looking. That would be December 20th.
I want to make sure that there was a chance for at least
some board members to get together to be able to talk about it.
If necessary.
Yeah.
Ideally, if that came back in time that it was reviewed at Ad Hoc,
then it would be able to go to the full board individually for review
and any questions to come back to all of you before January 9th.
What's the date of ad hoc?
The 20th.
Okay. Does that work?
Mr. Beat up?
I think that would be fine.
Okay.
Even even if we pushed that
six week date that Mr.
Anderson was referring to a little bit quicker,
I think given the scale of this project, I don't think that's going to be an issue.
Because the district office is closed the week between Christmas and New Year's.
Technically.
So that would really be the only opportunity
in advance of January 9th.
Right.
I mean, if we if we put this out November 8th, for example,
I mean, we should have this ready to go
after the meeting on the seventh.
We put it out the eighth.
We do it for five weeks.
We should be fine and we can still have it in
before the 20th, at least to present the bid results and respond
to any preliminary questions.
Great.
Thank you.
Any additional questions?
Thank you, Mr.
Anderson.
Thank you, Mr.
Reed.
Quite welcome.
Okay.
Next on the agenda is the Retention Basin update.
Mr. Anderson.
This project is also in final review at or to
expect those documents again this week.
There is one issue that we need to go and have a conversation
with the township about because the
the original drawings
and the AC builds do not line up.
And so the spillway is higher than it's supposed to be.
There's some other issues in the to the basin itself.
So once we kind of get this done in the Bush
administration, give us our approvals, we're going to go over
and have a conversation with the township to say,
what is your expectation here and line that what the issues are?
There's also one of the outfall pipes that is
has no pitch to it, and we're not really sure why that is.
So we were also, when asked that question.
So we
hope to be over to the township before Thanksgiving just to be able
to put some of this together so we know what our next steps are.
It has impact on capacity and our flow of water should basically become four.
That's the two issues.
I'm sorry, Mr.
Anderson, you're using terms that I.
Apologize. Professional terms.
And so we're talking about that space where there's like the big step down.
Yeah.
The outfall is that little U-shaped thing to me
that goes in that little creek that the I'm sorry, that's the outfall structure.
Okay.
Any additional questions for Mr. Anderson
at this point?
Okay.
Thank you, Mr..
Next on the agenda,
agenda item is capital plan review. So
I think we had just talked
about putting this or bringing this back on a on a
frequent
meeting basis as we meet just to to look at it and see progress
or see what items are still on the to do list for this year.
And we will be getting into conversations through budget with trying to build out
the following year and then a more longer term picture.
We have started work on and Mr.
Anderson's reach sort of reaching out to get proposals for auditorium upgrades and
the floor refinishing at the high school for the gym floor.
So those are two items that have been
also kind of in the works for a couple of years,
got put on hold that we really do want to pick up sooner than later.
So those two items are
need to be addressed.
We are getting our busses actually they are here.
So the bus replacements, the one from these are now these are the busses
from last year that were we never got that were put on hold
because of all the supply chain issues and deliveries.
So we're getting these six busses from 2122
which should be getting them in and have them ready.
They're just I think they're with Bright Bill, they just need their final
all the stuff that has to go in basically to get it ready for Derry Township.
So he'll be getting those. He's excited.
Mr. Bell Very excited to get those in the house.
And then we will
we'll be trading the other ones at some point after that.
They'll take them back
once we are sure that we're up and running with the new ones.
Already reported.
Library Dehumidification Dehumidification.
That project at the middle school was complete for the summer,
so I think that was everyone was happy with that changes
and don't think everything else
we've been talking about the traffic assessment for the stormwater
based than all the work with for to everything else we've been talking
about covering pretty extensively in all of our meetings
Now for anyone News Are there any questions that you might have
on the working process.
That are that.
They are actually in the agenda?
Maybe we need to help you with Agenda Manager
to show you where the attachments are.
I have just a question
and I could just be forgetting it.
Are building upgrades for like heating systems
and that type of thing no longer reflected in the capital plan?
I remember there was something that we were like,
as you redid the capital plan, it was that's supposed to live
in a different piece of the budget versus the capital plan.
There's two ways to look at, well, two things to consider.
If it's if it's a general repair material, just a part, you know,
some some necessary parts or things to keep it going.
That's that's one thing.
If it is a bigger refurbish, a redo, an upgrade,
that kind of thing, then it will be kind of the same thing as roofing.
You can patch a piece of a roof and as a repair
or a whole piece of roof and it becomes a cap project.
So that's sort of
so we don't have anything on here because we had not identified anything in
that we were aware of at the time for the current year.
H-back Those are the things as we do building walkthroughs,
we're starting to plan with the principals and Mr.
Anderson,
Mrs. White and myself will be
doing some of those walkthroughs
to get a better idea of how to start thinking about the age
and the necessary things that we have to think about for the CAP plan
so that we're going to build in what I was saying that we'll we'll start
working on the 2324 cap plan as well as anything that we can identify.
Will be a longer upgrade. Okay.
And this can wait until we're in the next item,
but it's more just trying to kind of follow
in larger expenses if we're able if it's not on the capital plan
or for able to take capital reserve funds, you know, for things
that end up being more significant of a cost than anticipated or
it would be, that's.
The conversation and approval of the board.
And if that you know, that's the the
recommendation of gen services, then we bring things forward
and it's either on a does it I mean those are the questions.
Then you start looking at it.
What's the not materiality but what's the timeline?
Is it how, how urgent is it?
Is it urgent or is it something that we build into
the following year and just get it part of the next year's cap plan?
Okay. Yeah.
And I think one option there is just have a ms.
cap list
that are things that are maybe looking out in the future and not ready to go now.
But if we have funding, we might be able to pull the trigger faster.
And again, sometimes they start leapfrogging each other.
Once you start getting into problems. Right.
And this this was strictly 22, 23, but we had started that if,
as you recall, we had we're starting to have this conversation.
So there are a few things on those those out years until we had a better
a little more time in that more thorough time to pull
that those out years together and present a five year plan
that's we hope to bring that, you know, be able to bring something like
that more by the end of the school year for next year.
And going forward as we really start budgeting for long term cap projects.
And do you have a threshold for reporting on us
as capital versus
just standard repairs?
Not necessarily.
I mean, a capital,
you could have a repair for $20,000 and it really doesn't.
It really goes to
what extends the life of an assets, if it significantly adds
to the life of an asset.
And it would hit a from an auditing standpoint, more of a threshold that,
you know, you're up and running for 20 more years because you're doing something,
then it would become more of a a capital item versus
just a repair that's sort of buying your short term Band-Aid kind of things.
That's kind of how I would look at it. Okay.
And it really is one off.
I mean, as you as these things happen,
then you really look at and say, okay, where can we justify putting
pulling those funds from
and how do you classify it?
Any further questions on the capital plan?
And yes, I believe we did agree that we'll keep this on from meeting to meeting
just so that there's awareness there in case anything we can discuss.
Then instead of having to have it as an agenda item.
Okay.
Nothing further on unfinished business.
I would like to go to new business
and this is Section A, which is high school coils.
So I'm assuming this is calling Coyle.
Mr. Anderson
didn't close
to things.
Take a step back real quick, Lindsey, to answer your question,
this is well, everyone, this is Matt Kressley from Trane.
And Matt and I have been in dialog about
what they term a renewal of
chillers, both for the
middle school in the high school, the air conditioning at the s.e.c.
The elementary are in great shape.
Their new we've repaired boilers in the last year.
So the elementary building, we're in good shape there.
This renewal project is something that we would do, i suspect as a cap plan.
And matt and i spoke about that those numbers last week.
And i expect that because i've already started to work on the capital plan
that's about five years with things that I know we've got to find a home for.
And that's one for both the high school and the middle school.
So I was happy to be here with Matt today
to explain the coil issue, the timing of the issue and what occurred.
And I'm going to just explain
that's going to take you through the more technical part of it.
But as part of our COVID protocol, we were bringing in
with an air quality assessment.
And so we were bringing in 100% outside air
as part of a purging process every morning from like
3 to 5 in the morning before students and staff arrived.
In that process, we had a failure of a heat wheel
that caused the coils to freeze.
And Matt, I'm going back and forth on any number of options as to how to
how to repair this.
We look at just swapping out parts, but it really is more than
our guys are qualified to do.
There's a lot of taking, sealing and moving lights.
It's not a project that we can take on.
I get done in that kind of fashion.
We also went back and forth with the controllers to see if we could
use the old controllers and we can the new controllers that come with it
would enable us to should that he will shut down again.
If it was shut off and closed damper shut you to talk.
It talked to Mr.
Purcell and I believe this would be submitted to it shirt and I don't know.
It will be, but it's going to depend on they were looking
I mean for when we looked at it, it was a very insignificant repair.
So I'm still waiting for all the information to get their blessing
on what this is versus what the so what what happened.
So I'll let Matt take it from here.
Sure.
So understand that this is more than a coil replacement.
So there are three energy recovery units on the roof of the high school,
two of which sustained
damage to the indoor hot water coil.
That is the primary source for heating.
The the initial source for heating comes from the energy wheel itself,
which is essentially just a wheel inside the unit that conditions the air,
because this unit is responsible for bringing in 100% outside air all the time.
It is the ventilation air for the building,
the primary source of ventilation, air for the building.
It was, I believe, late January.
We were called out to look at the failure of the hot water coils was
which was the big symptom of the overall issue.
The only reason that we can determine why or how the hot
water coils would fail is if the energy wheel itself failed.
Because, like I said, it's responsible for preconditioning essentially
very cold air, ten degrees, something like that, and has the ability
through that air exchange where it takes the return air from the space,
which is about 70 ish, and then exchanges that energy
so that the, you know, ten degree air becomes something more than freezing.
Okay. That's its job. That's how it works.
And it continually operates as long as that piece of equipment is occupied.
Mark, Mr.
Anderson had mentioned that we were doing a pre occupancy purge, whereas for a
for COVID protocol, which basically means we are running the equipment earlier
and the idea is to pressurize the building slightly
and remove particles from the atmosphere.
So that's what we're trying to do, micro droplets in the air,
we're trying to displace those through through pressure.
Okay,
We determined that there were multiple things.
So after January 24th, we provided a controls only proposal,
which I believe the proposal that you're referring to was for.
So on February 4th, after that,
Mark and I engaged in dialog about different options.
As far as while the school, the district itself was determining
whether or not those coils
that are in the space on the first and second floor could be repaired
or if it was something that would need to be replaced
if there is options as far as
any other items that might prevent this from happening again.
In general, discussion on why or how did this happen.
So those were the things that that happened September 15th.
We provided a turnkey proposal at the request of the district
to provide a full solution so this issue doesn't repeat.
And so what that involved was an upgrade
of the controller, a true status of the energy wheel.
So right now, even the unit that was unaffected
by the coil damage does not have a true status of the energy wheel.
And what we found through our investigation was any blip in power,
any subsequent loss of energy in one leg, the three phases that are available in
that motor would stop the energy wheel
and you would have no notice that that had occurred.
Okay.
So what this does is it upgrades the control system to include
notice that the energy wheel has stopped.
There's an ability to remotely restart and there's a safety protocol
that's followed as well to preserve the integrity of the interior systems,
because the only thing that's protecting that coil at this moment
for even even the three systems that are there is that energy wheel.
That's the separating point between raw outside air and that and that coil.
So this proposal
provides a after hours installation.
It's removal of ceilings.
So the other thing to know is those ceilings are extremely tight.
We have to drain and remove piping in order
to get to the actual systems we need to work on.
As Mr.
Anderson had expressed, we have lights to move out of the way.
We have a control system.
Well,
unit controllers to upgrade and safety
features to add as part of this project
and we have to put everything back together again.
We'll provide air and water testing to make sure that we're
within the original design intent of the system.
Are we?
I have no idea what you're really talking about, but
what's sorry, were we doing this?
Were we taxing the system to try to combat COVID?
Is that what, like
this system was not designed to do what we were forcing it to do.
So are we done doing that?
So the system is designed to.
So this this unit is intended to run during
the normal occupied day for the students.
The only thing 3 to 5 thing is we're not doing that in the future.
Correct.
If the COVID protocol has gone away, that just means that the equipment is not
going to run from 3 to 5 in conjunction with the removal of the air.
It's going to run from 6 to 5 or whatever
it normally is in a very, very similar fashion.
Okay.
This equipment is 20 years old, right?
One of the things we learned during COVID was we wanted to change
to a more restrictive filter, but the equipment's too old to do that.
And so that's that also kind of rolls into this what we were do you know,
we did the purges at the high school, in the middle school because we could
and it was what we did.
I mean, we may look back at that now. I'm sure you're. Right.
It was unnecessary.
Right. Right.
So you will have the capability then to add
additional filters with that.
So we're not additional filters, but controls or controls.
Controls that we'll be able turn up.
The heat will start rolling.
If we can kind of back up from before.
My understanding was when this initially came about, the
estimate was significantly lower
than than where it is today and what we're reviewing.
Can you kind of walk us through how we got from there to here
and what stands out as the difference?
Because there's a pretty significant financial.
Sure.
I think the first proposal you're looking at was the one that I generated
on February 4th, and that is specific to the controls only it does not refer to.
I apologize.
We don't have that when we only have the one that's dated September 15th.
I just know from the conversation about it that it went from
perhaps $20,000 to.
I think that that just came from a conversation Mr.
Anderson and I had up front when I was we were preliminarily, preliminarily
going to report it to insurance that it was probably a $17,000.
I've note from my notes it was going to you know, it was just a low thing.
And that was which is for controls.
And that was in January. So that was before anything was looked at.
But yeah, we never had I never we never saw the proposal after that.
That was just an upfront guesstimate as to what we were looking.
At that was specific to controls only.
It did not entail any modifications to the,
to the, to the removal or replacement of the hot water coils.
It was unknown at that time whether or not those coils could be repaired
or, you know, if if, if there was something else
that could be done subsequently is when we got the information from Mr.
Anderson that no,
it could you put
together a full solution for replacing these coils
and protect these units from this happening again.
And that's the proposal that you're looking at today,
I believe the one you're referring to from September
something 15 excuse me.
So was that just getting someone to come in
and then realize that it was the coils Initially in the conversation,
it hadn't been reviewed like it hadn't been visited or looked at on site,
and that's why it was just looking for controls.
That that's exactly why we felt initially,
although there was a leak, we thought it was just a controls issue.
We could repair or reconfigure what was there.
And then upon further examination, we realized that it was further than that.
And so that's where Matt and I started going back and forth.
Are there other options?
Can I just do the coil in the controls? Well,
then you get into the ceiling, the lights, and it is extraordinarily tight.
When they build these buildings, there's no ceiling grid, there's no lights.
They put it right up in there.
But it's not there's not a lot of room to move.
And that really complicates it.
And with the service contract that we have with Trane, I believe that we started
during the pandemic, does that
account for someone
being able to come out when there is a leak?
Well, what we did
with with Trane was we have an annual service contract
with them to do preventive maintenance on the equipment during COVID.
What we did was we had an air quality assessment remains as many changes
as we could to introduce as much fresh air as possible.
That's where some of those changes came. Okay.
But the maintenance contract, when like what is the time frame?
I guess I'm curious if there's a leak that's,
you know, significant enough to notice it.
What prompts
train coming out and servicing it that maybe we would have found out
that it was the coils eight months ago instead of thinking it was just controls.
There was significant water.
I mean, it was not something small.
And in talking to our guys, they said, let me look at it.
We find out what it is.
So, I mean, I own some of this time
between kind of trying to work on this and figure out the best alternatives.
I'm not going to lie to you.
When we got the turnkey number back, I was like shocked
because I didn't expect to expect that based on earlier conversations.
But in this case we needed to do more than we initially thought.
And I mean,
I think we had done other proposals and certainly Matt
and I and our other salesperson had a lot of conversation about how to do this
and the conversation with our guys about could we possibly do this?
Okay.
The reason I ask is thinking on the timeline, had this been identified
early on
versus the
turnkey proposal now and September is that it was ahead of our budget season,
we would have had it, you know, wrapped into the budget numbers.
It wouldn't be something that we're then, you know, having to look at where
you know, where and how that fits in from a budget perspective,
because it would have already been a budgeted repair.
I understand.
And I if I could change anything. Mr..
I would I just yeah.
And I'm not placing blame these don't you. Know, I understand that.
I'm just kind of trying to understand the process.
So if something like this were to come up in any of the units again.
Exactly. Be mindful of that process.
What are the things that we would probably do
as part of this renewal would be to change some of those controllers
so that we do avoid this, you know, in the future.
When.
You say they change those control more, more controllers
using more outside of here. So there's more work.
That's part of what you're.
I think that's one of the things as part of this renewal project
I want train to take a look at it because these are
these are 1820 year old troller.
And if there's more information out there that we can access and use,
at least like to do it, we've not got to that step yet.
I mean.
That's not part of it.
That is not.
We probably want to highlight two.
This is for two out of three units that are on that roof.
Okay.
The other the third unit, which is smaller
still does not have the capabilities that led to the
demise of the the larger two units as well.
So those are some of the things that we're talking
about incorporating at a later time.
And when you guys did the initial assessment
for COVID to say, hey, we're going to run these an extra,
you know, 2 hours a day and you guys did that together, was there any risk
identified at that point in time that we may create so failure now?
So the
the the only way that this came about
is noticing when I responded to the
we have a ruptured coil out of the roots the team is they're going to clean up.
We need to figure out why this happened
because the energy will itself wasn't running
And we noticed that while we're on the roof that
somebody has to manually go to the there's a
drive a speed controller
on these energy wheels that you have to manually go to to reset.
The control system thinks it's running because it has a go command.
That's what it gives it. Okay.
But it doesn't have feedback that says, yes, I'm really running or no, I'm not.
So that's the part that that we noticed while we were on site in January.
And that's really the only way because it's a it's a coil full of hot water.
Very hot water.
The only way that we're going to freeze that is is by hitting it with very,
very cold air to the point where it freezes from the outside. It.
How old is the system? 20
or more than 20 years old.
So we renovated the high school in 2007.
So as I say, we there was a renovation at the school district.
And in 2007 and I believe at that time those units in there already
or were added at that time and there has been modification
to those units since since then. So
if we believe it's from 2017 now with 15 years, median
life expectancy for this type of equipment is usually about 15 years.
And that's through, Ashleigh, who's separate from train.
It's an outside organization who houses the statistics on overheads.
So if we replace the coils, what's the estimated
length of those units going forward then?
So the coils are completely separate from the units, and the coils are just
copper and aluminum.
They're not on any maintenance plan at all.
They're wedged in the ceiling somewhere and they just essentially
are there to provide tempering of the air before it goes to the to the space.
So you're not putting in air that feels cold or something like that.
So those coils, the last
separate from
freak events like this, the last for 30 years,
which is usually the median life expectancy, the the units.
However, are a completely separate entity,
and those have a lower life expectancy because they have moving parts.
They have, you know, electricity flowing through them, those types of things.
Just for comparison, what is the cost
to replace the whole thing?
$1,000,000.
You're not with that.
That's I'm trying to understand like $100,000 repair.
Like what is what is that proportionate to?
It's not close.
So that unit
is manufactured by a company called Semco.
That line has been retired, which usually means
there's going to be a footprint change,
which means electrical, which means structural,
which means roofing, and it means a much, much larger project.
So that was one of the things where.
Can we is there a reason to replace this beyond that?
That doesn't seem absurd.
And the answer to that question is no.
I mean, it eventually needs to happen, but It would be irresponsible to recommend
that based on what we're dealing with today,
the unit itself still runs.
There is nothing wrong with the energy will.
There's a needs clean up, right?
There's some control parameters that should be there to prevent
these types of issues from happening.
And we've added those features as part of this proposal.
Let's separate from that.
It's two fans and we'll there's.
Sort of back to your point of this being a one off,
we wouldn't even be having this conversation had that not.
Right, like.
Correct? Correct.
It was a series of freak events.
So if there was no power failure or a reduction in energy
on a single line of power in coming to this, that
the FDA would not have stopped the energy from running.
It would have continued to run it.
We would never talk about this.
Can I?
So just with this Rick saying, though, that it is expected the life is 15 years
after we do this repair of the pieces that the units that you're replacing.
So the coils themselves.
Sorry.
Well, I want to make sure that we understand.
Two separate pieces. Right.
So the Energy Energy Recovery unit, which is on the roof,
has a life expectancy
of about 15 years that stays in place because we're not touching it.
We're not touching any major components associated with that unit.
The coils in the duct work on the first and second floor inside the building,
those have a life expectancy generally of about 30 years or more.
So those are the pieces that are being replaced outright.
Those is the substantial pieces.
And what's the
timeline to actually remove, you know, fix all these.
So it takes about three weeks to get the to get the coils.
It'll take about four weeks to get the controllers ish.
And so we expect the duration of install after that could be maybe a week or two.
We're working
nights trying to get this thing and if everything goes well,
it should be about another week or two before we're done
from start to finish.
And that's where, just to be clear for everyone,
we'll have to circle back to insurance because I had reported it way
early on, but we don't we haven't given them any details since.
So I think why I'm thinking I'm not sure about the insurance coverage
component only because you just. Said
and. You're still working.
Some of the things are still working.
We're choosing we're choosing to do other things as part of this.
We have to do I mean, that's.
The wheels, not part of it.
I don't think we're doing is upgrading the controllers because we.
Can't get there.
But I think the key word is upgrade. So that's why I want to be clear.
The lights give me all the information for insurance.
The insurance isn't going to pay for an upgrade.
They will pay for the based repair of something and that's why not.
I'm not saying what.
So if something is obsolete, like the reason that we're talking
about this controller is that product line has been retired as well.
And so usually insurance will cover,
you know, something that is, I guess technically an upgrade.
It has to be returned to operating order.
And with the features that we're adding, it becomes necessary.
There's there's more pieces that we're putting in there, right?
So it is possible that they might
implement a negotiation strategy or something like that.
But the couple of things that we've been involved with,
that's what I expect sure to happen.
So I don't you know,
I just I'm not I'm saying I don't know how much they will come back.
So once we get all the information on Mr.
Henderson, then I can submit to insurance and they can start reviewing this.
I can send this and all the other.
There's a list of things that they've required
and have them start reviewing just so we have some baseline of what
there will be some coverage, but I didn't want anybody to think it would be 100%.
I doubt that would come back.
Is usually some type of negotiation with insurance officers.
But that
upgrade wouldn't have needed would have not have needed.
If it wasn't, Then what did you say before about.
If the energy wheel had run and done its job?
The the necessity for the additional monitoring
of the energy wheel status would not be necessary.
That failed because.
Because we believe that there was some type of power blip
which happens here fairly regularly.
I need to let them weigh in.
So we need to what we need to do
is gather all the information, send it to them and have them in.
They will.
I like I said, I expect a portion.
I just don't I can't sit, say, sitting here.
What? Yeah.
Ms.. Patel, you were just clarifying that we may
or may not get the full amount back for what we're asking to do, Right.
Well, look. In. So through. The process. Ms.
How do you feel that what is in this document
is sufficient for what you need to speak to the insurance company
or do things to be, you know, itemized out different?
Like I said, I know there's a list of things that they need.
They require for any kind of an
insurance claim, So I
just have to get them all that information.
One other question that I have as I'm listening,
as we're moving into fall and winter, where where we are.
Like, are we in in danger of not being able to hit the high school right now?
What is our level of urgency?
So this is responsible for the ventilation
air only heating and cooling is separate, separate systems.
So what this will do is that
if if the coils on these two units are not in a
timely fashion, you're going to get whatever air comes off
of that energy We'll system, which could be 40, could be 50,
but that's just the ventilation air that flows through the system.
So most likely
you could get some discomfort
from people that are standing directly under the air intakes.
Some of those intakes are going into other systems which are responsible
for actually heating them to human comfort conditions.
Okay.
We had no subsequent issues last year after these broke.
It was not it was not an impact
until the point is the coils don't move.
They're stationary.
Then the energy obviously does move in that can wear out,
but the coil themself is completely stationary.
So the wasted 30 years, roughly four.
And that's
why because it sits there and has no motion.
Okay.
Does this go then to do we vote on this tonight or next meeting?
Like how what's the next step.
AS I'm curious and just it sounds like there's still a lot of things
pieces of this to kind of be pulled together before
it would come to the board from a financial approval perspective.
Well, there's there's two ways to look at it.
If it's if the recommendation is that we need to move forward with this,
you can still move the contract forward through, you know, through the channels
and get it board approved.
And then just whatever insurance covers that just that's the financial impact.
I would say it would be a capital item.
I would say this I would run this definitely through a cap reserve plan.
Again, I just I don't have the financial impact necessarily,
but if it's something as a board
that the recommendation has, let's move forward with it.
That could be the way we go with it.
Yeah, I don't know.
So what are your thoughts?
I'm just trying to process all of that, like where the urgency is.
The dollar figure obviously is substantial, not knowing it.
You know what that Somerdale person said?
I'd like to know, like, what's the net cost, you know, after insurance.
And so I'm trying to understand is
the next Finance Committee or the next General Services
Committee too far out in the future
to be able to get all this information?
Can we bring it up to either finance
today or the exact session just so that there's awareness,
just as an informational, not as a
any of discussion?
I think the
meeting report would bring it to the full board.
In the public scenario.
I don't think it's an exact topic that we should probably
talk about in there just because it's financial impact and public discussion.
I think I think the key question is
when our next finance meeting is December, November, November.
We have a November one.
So at that point
in time, Cheryl, do you think we would I'm sorry, Mrs.
Purcell, do you think we would have the full
insurance impact that we could bring to finance
as the next step or even the next ad hoc because there's three of
us on ad hoc?
Yeah, we could use the ad hoc meeting on November 15th.
We could still discuss it then at finance and full board potentially on the 21st.
If we have everything ready.
If I get the information, I can send it to my group
bouncing it off insurance and having them put it through their
their
adjusters or whatever they do to determine Sorry.
My concern with the ad hoc for November 15th is that our ops
will be at that meeting and that I'm sure that will be a full week.
We can communicate it the board word memo prior
to and still give the opportunity that finance to talk about it and then
full board
discussion slashed approval on the 21st all that on the 21st.
At a minimum we could refer to unfinished business of the board,
and that way it creates a space for discussion as more information comes in.
That would be appropriate probably to.
In terms of the urgency we got, you know,
it was minimal impact last year as we were even still in October last year.
So this is really affecting the inbound fresh air portion of the building.
So to to Mr.
Pressley's point, standing right underneath it,
you're probably going to feel it.
But in terms of affecting classrooms so the heat at all,
this is just the outside air coming into the building
that we're trying to temper down from,
you know, 20 degrees,
temper up, if you will, from 20 degrees to something else where the heat will.
For the moment, we have more fresh air coming in right when we need.
So it's not like we're compromising air quality by waiting.
That's what I want to know.
We're absolutely not doing that.
And the other thing that I speak about was the the ability
we can take those old controllers
and put them on the new coil should we choose to do that.
But they are they are antiquated.
If we were asked to do that as part of the renewal,
I would would replace all three with that.
Okay.
Any additional questions?
We only were at time.
Okay.
Thank you, gentlemen.
Appreciate it. Thank you. Thank you.
Okay, so
final point on the agenda today is
any public comments
will open it up for public comments for anyone that would like to speak on
the issues that were talked about today.
I don't see anyone on Zoom.
Okay. No one's online.
So we'll go to a German, may have a motion to adjourn the meeting.
So moved Maria. Mimi
Just before we adjourn, do we need to move?
Do we need to do a committee
recommendation to move this out of the committee.
To. The full board?
I was wondering about that or we maybe the recommendation is
that we had to move to Finance Committee.
I think we moved the finance. Finance
for November so that just so that this comes
off this agenda and then somewhere else in the appropriate.
Yeah.
So I would make a motion to refer this to the Finance Committee
for the November Finance Committee meeting and have ad hoc need to talk about it.
Yeah. All right.
Before we do a German, can I get a motion to refer this
discussion, this topic to the Finance Committee in November 21st.
So move Lindsey to second.
Maria Mimi Is there any discussion at all in favor
okay, now.
Thank you.
Can I get a motion for a German?
So second.
Any discussion on favor?
I thank you.
Meeting is adjourned at 5:01 p.m..