Oh, please,
Kip. You want to start?
Please. Oh.
Kip Schaub, Board member.
Judy Harris. Board member.
Teri Singer. Board member.
John McFarland. Superintendent.
Maria Maumee School Board Member.
Randy Smith. Citizen Advisor.
Kelly Curtin.
Helen and Citizen Advisor.
Mike French Business Manager.
I'd like to welcome our two new citizen advisors.
Thank you very much.
Thank you for volunteering and your time.
We appreciate it.
We have a pretty short agenda tonight
and our goal is to be out of this
meeting by 545 because we'll be starting executive session early tonight.
So I'd like a motion to approve
the summary minutes from the last meeting.
Some of the second.
Motion carries.
And then we're going to talk about we're going to get an update
on the Grenada Avenue property.
And I'm assuming, Mike, that's going to come from you. Yes.
If we could just give
our new citizen advisors a little brief background would be great.
Sure. So
our Grenada property is
we the building that we're we're in
and it houses currently
it houses our administrative offices which are on this floor.
We rent the floor above us to the Life Church.
There's a vacant portion
of the building that's in that's next to us.
The next to
that is a portion of the Granada building that we rent to the the med center.
They use it for office spaces and things like that.
And then next to that is the Power train gym,
which we own the property and share that management with the township
in terms of oversight of power train.
What we had wanted to do, or one of the deficiencies
we've experience for a long time in this building is is the roof and exterior.
It's been a building that we have not provided
a lot of renovations or provided any money.
In terms of the exterior, I would say over the last 20 years.
And so looking to undertake a project to
essentially stop the water from coming
in, taking care of the building envelope, not necessarily the things are inside
that are aren't ours specifically for the med center and for power train.
But looking at the roofs to make sure the water stops coming in.
The project would also include replacement windows and doors,
kind of bringing everything up from the building envelope standpoint
up to current standards and allow us then to move forward.
We'd like to look into the vacant part of the building.
We would like to to bring back to usable space somehow,
but we don't know what that is at this point.
Could be renting it to another office facility, renting it to
maybe another school.
We've talked about our vo tech maybe in need of some space and in the the
into the future, maybe the needs of our own.
But before we do that, we needed to look at that
building envelope we contracted with a an architect
the company's name is warehouse
and approved for them to start pulling together
that the necessary documents that we need to go out for bid
to to actually get the project done.
So myself and our director of Buildings and Grounds
met with warehouse.
It would have been just the very end of October, beginning of November,
that we had a meeting essentially to make sure we're all on the same page.
Looking forward, we have approved about $168,000 contract
with Warehouse to do the work that we've asked them to do.
And included in that are periodic meetings
that we touch base and make sure we're heading in the right direction.
So we did have that meeting in in early November with Mr.
Anderson, myself and Craig Campbell from Warehouse
in that there were identified
a couple of things really getting down to the details.
One of the things we said, we wanted all the windows replaced.
Well, when they actually come in, look at our space.
There's some of the windows that have actually been blocked off.
They're not windows anymore.
And so we talked about what that replacement was like
because obviously we're not going to replace a window
for something that's already been covered up
and we're not using it as a window anymore.
So we talked about actually giving ourselves
flexibility, replacing those with the current windows.
That would be part of the entire project,
but filling them with aluminum panels
in by doing that, if the use of the building
or use of that room that had that window changes in any way
in the configuration goes back to now that we use that as a window,
we could just replace the aluminum with glass and be ready to move on.
We would have already taken care of the casing of the window and made sure
that it is weather tight and weather efficient up to current standards.
But these windows that have deteriorated to the point
that they just had a like when you say blocked off, you mean with like wood.
Or they were. No.
So they still have like when you look at them from the ground
you can but there's drywall or something in front of them
that that is, you know, pluck that off from actually being able to see in or out
or for it being used as a window normally would.
And that happens.
That's with buildings, you know, 100 years plus when you get into renovations,
you start to say, well, this is what I need the space to be.
This is it.
I don't care what the rest of the layout is.
And so you'll see that every once in a while that that will get blocked off
in certain ways where we've made a room
when we have some of this building where we have windows in closets
and we'll look
to once again replace those because we still want them to be
and we talked about this, we still want them to be energy efficient.
So just because we're not using it as the traditional window,
we don't want to do nothing with it,
because that wouldn't be the responsible thing to do
with the undertaking that we're going through.
There were other some very other specific issues
along the back of the building
with where the the
the alley is along here.
There was an old overhang
that I think was used to that's where a receiving used to be.
And they talked about, well, originally as part of the plans
because we had said we wanted to redo all the roofs,
that was part one of the roof they looked at.
As we got into more and more, he said, No, that's not a roof we need to replace.
That's something we just need to take down and do away with.
So it was a refining of of
what they're going to need to be placed in those final documents.
Really good discussion
that we got through from there.
I think we are at a point where the documents have been finalized
or not finalized, but the we're all on the same page moving forward.
Another item that we asked them to look at is all of the
the roof, because it's a flat roof, has drains for the water, too.
It obviously is not a pitched roof, so it's not acting that way.
And so drains have to be placed at certain places
to catch the water and do away with it properly
because of the age of the roof and issues we've noted over the years
with boiling and freezing, we know there's a couple of roof drains
that aren't that aren't working anymore, that have a break somewhere in them.
And so we talked about
maybe having a process where we have all the roof drains scoped.
They stick a camera down them so we can verify
the ones that need to be replaced and not
unfortunately, they got a price of almost $18,000 that it would cost to do that.
Mark and I decided that that wouldn't
be a good use of those dollars
and that the the contractor who's replacing
the roof will be required to verify that the roof drains work.
We may have some additional expense for those roof drains that are actually broken
so that they can be fixed at the time before the roof goes back down
to fix it that way.
So we were looking at maybe understanding the whole process
and putting that in the RFP, saying there's,
you know, the roof drains, there's 30 that you need to fix.
It was going to cost us way too much money to do that.
So we said will have the understanding that that may be something that comes back
as a change order
or some increase in cost once the contractor finds out about that,
they're still on schedule
to have this project go out to bid
sometime in February or March.
And then a start time in in realistically is probably sometime
in May, late April for the roofing project to begin.
They did also let me know that there would be
I mentioned we have approved a contract of about $168,000 that will be in addition
to that contract, mostly based on the meeting that Mark and I
had and some of those changes that were necessary.
In addition, they did not, unfortunately, see enough
good information from what they got from from Crabtree.
That additional work, some additional work,
not everything, but some additional work is also needed there.
So we will be bringing
a revised contract back to the full board
in December to provide that.
And that will be the only time.
This is not an ongoing process that will occur,
but found that one time need necessary because of some of the extra things
that we talked about that were made sense for us to do in the project.
Now, as well as, you know, some of the information that was inherited
by warehouse not being exactly what they needed to move forward with.
So unfortunately,
when the roof the seriousness of the roof leaks
as it is, it only covers the button on that microphone.
You know, I'm sorry, the seriousness of the roof leaks.
Is it something that's been ongoing over time that has possibly caused
mold, mildew, situation that need to be looked.
At or additional discovery once you start ripping up the roof,
especially with the flatter roofs and probably what a rubber type of roof. Yes.
So this a this has been something that has been ongoing for
quite many years,
unfortunately, from the standpoint of
insulation, those types of things that may have issues,
we can obviously see when the water starts to infiltrate certain places
where that has and will we address that every time
that it's found or seen?
The intent will be that the bid will just be a complete
we're not assuming anything is salvageable up there.
So the bid will be put together is such that
everything will be ripped up and replaced from there.
Other contingencies may need to be made, though, if if the proverbial
rabbit hole gets opened up and you continually dig through that.
But we're pretty confident because we do have the
soft ceilings, if you will, the ceiling tiles.
So our ceilings, for the most part, are not closed off to maintenance staff
where they can get up and see.
Is part of it pitched also, isn't it. Yeah.
Is it just a flat roof replacing or is there the pitch.
No, it's just flat roof up there. There are there are no pits.
I mean there are some of them that are to say it's completely flat.
Some of them are all of them are pitched towards a drain in one way or another,
but not the way you and I would think of of those pitch roofs.
Thank you.
Mike.
Are we within the time frame for contractors?
I know there was a project at the high school where
the bidding
went out a little bit later and most of the contractors had already.
But is this well within
especially for roofing of the timeframe that you'd want to send out and get.
It is in actually was we're still in we were hoping to not be in
there's a traditional
school roofing season but essentially as from mid-June
to two August where everybody tries to craft and get all of this done,
We are still hopeful that
this will start in in April or May to start outside of that
so that we can get some better pricing for for that.
Thank you.
Any other questions?
Mike?
I just have a question
beyond the the
the roof repairs that we're looking at,
what's your expectation related to cost
to get it to the point where we could
it or are you thinking that from there
on out, any leasehold improvements would go on?
The person that we lease.
To at this point, we would still be looking
at the leaseholder making the improvements.
And the biggest portion of that is because
we had looked into what grants were other things might be out there
that we could access to help us with those renovations.
And we found essentially a one $100,000,
$100,000 grant that's available through the state that goes every year.
That's that's out there that we could possibly apply for
and really nothing else, especially as it relates to us as a school district.
There are a ton of tax incentives
that are out there for that kind of project.
And that is our hope is that we can find a partner that would be able to take care
or take advantage of those tax incentives and still make the renovation.
So that's going to be our first
idea, our
process that we would go through to to get renovation.
So we are still working from the standpoint
that the district wouldn't expend any dollars
on the inside renovations of the building.
Thank you.
What about whose responsibility are the systems
heating and cooling and all of that is that us.
Know each section
right now as we stand at this point, each section has their own
heating and cooling system.
And so, for example, the med center pays for all the costs associated with the
for the piece that runs theirs.
We obviously has one that runs ours.
We do share that with not share it.
But obviously the light church above us does not have their own system, but.
Working in there, the heating is there heat in there now.
In the vacant portion?
No, no, no.
That would be another item where we would
part of that renovation would be to put the system in place.
And like I said, hopefully the partner would be would be part of that.
That's where we're starting those those discussions.
I was just curious.
Mike,
when you say partner, you don't mean just a development partner.
You mean a partner that would become a tenant.
I see it working either way.
Honestly, Terry, because the we obviously need a partner
because tax incentives have absolutely no effect for us whatsoever.
So whether or not that partner would be the person renting it
or that would be the company making the renovations to then
partner with us to to rent that out in a certain way or something from that effect.
There will be a
portion of this, you know, especially when you look at a tenant
building out their own space, you do give them credits for that.
At the end of the day, we only get that
renovated space when they leave or when they don't need that anymore.
They obviously can't take those renovations with them.
So there's usually a coordination of how that correlates to rent
based on what they've spent to upgrade the.
Center for the first X number of years, they got at this discounted.
Rent, correct.
Based on what they had to put in to get it up to standard to.
Correct or conversely, could also make the where if we enter
into a long term lease to say, well, okay, the school district will pay for these
renovations upfront,
but it would be evident in the lease
that that money is being recouped, but, you know, through that process.
Okay. Thank you.
Can you just tell me one more time we go over the
this meeting at the board tonight when you said
you're on schedule for this project to go out for bid,
I just want to report back to the board tonight where we are with that.
I don't want to get it wrong because I didn't catch it
the first time you said it.
So we're still not to the point they're on track
that the bids would be
sent out sometime at the end of
the end of February,
essentially to come back
end of March, beginning of April for the contract to start.
So based on that, the timeline they set out and where we are today,
they felt very comfortable that they're still very much within that time frame.
So we would be starting on the roof talking about bids just for the roof.
No, it would be the entire project for roof doors, windows and exterior.
No, this would just be exterior pointing,
but there wouldn't be any HVAC in it whatsoever.
It's just the just the exterior of the building, essentially.
So we could potentially
be starting.
The other projects.
Hopefully we'll still be starting
late or early April,
sorry, late April, early May.
A drop dead date for.
Four is. When it.
Has to start buying. No, no.
But we have
the bidding process itself by school code takes a month.
So once we start that, we know we can't do anything.
Okay, I know because I'm writing and listening.
So let's start construction on the roof.
I would I would keep that as the whole project.
Maria Yeah, yeah.
The roof, doors, windows, what all of that happens then
that kind of remains to be seen after the contracts are approved.
I've been so fixated on the roof, so I'm sorry.
Yeah, I was, like, stuck on it.
Okay.
Is there any other questions, any other comments?
Before we move on to the concession stand
now? Okay,
Mike.
Not much to share.
Not much to share here, Mark, as Reach Down
is working with us and I can't remember the vendors name.
Hamil. Thank you, Joe,
for them to provide
essentially rough drawings
and a very not a very a rough estimate of cost.
This is a project for our citizen advisors.
We have two turf fields at the district. One
is associated with the track
and then there's another field that we call the 322 field.
It's along 322.
The field at the track has a very honorable concession stand.
The one at 322 was essentially has been cold together.
It was essentially a shed that was donated and we don't have running water,
all those types of things.
So while we were asked to look, what would it what would it cost
to put a fully functional concession stand out there on the 322 field?
Unfortunately, we've gotten a lot of prices
that were just too high for us to move forward with.
So this is one other area that we've turned to this Hammel Associates
to pull together the drawings and provide,
based on their information, a rough cost of what that may be
if we did go out to bid.
And that's really what the board members are needing, is to get something.
At this point, we haven't found anything south of $120,000 to fix the entire thing.
So that's what we're working on at this point.
Our director of buildings around Mark Anderson
is working with him on associates to provide that.
And the hope is by, I think, the middle of December,
we'll have all that information back.
The question becomes, I don't think we have
another General Services committee meeting until March or April.
If I'm.
So your hoping by the end of the summer to have what a cost.
A rough once again within I think we had talked about what
we would expect the cost to be within about 20% of what the actual
because basically what they'll do is have a rough sketch.
It will not have all of the mechanicals drawn in or anything like that.
It'll just be a rough sketch.
And then usually what architect or engineer will do.
So based on
our book of
business, you know, this space of in our case, three or 400 square feet
will cost about this much to to construct
that will then provide the
this committee the information they need, whether
to recommend that to the full board to continue to move forward
or just get to the point where we at the other points
where we've gotten the price to just say that's that's just too much.
We can't we can't recommend moving forward with that
from there.
So, yes, Maria,
we hope to have this information back by by December.
But as I noted, I don't think we meet again as a committee until March.
So what do we want to do
in that interim?
This would be one of the questions I don't have any understanding
or inkling once again, of what that estimate will be.
I don't think any of us will until he
he finalizes his work and gets gets through it.
Well, let's just talk this through because this one, through General Services,
got to the board. We brought it back here.
I think the board is kind of anxiously waiting to see.
So can we just go right to the board with it
or do we have to come back through this committee with it?
Well,
and Mike, you correct me if I'm wrong.
I thought that the drawings they were given going
to provide to us would be what we would need
to get a good,
solid bid.
No, that will be that would cost us about
another $12,000 on top of what we've already paid to do that.
So what we approved the contract of 8500,
don't quote me on that number
to provide just that, that rough
drawing and the estimate of price.
If we want to go to bid, we would have to approve another contract.
What we talked about is maybe even looking at a different architecture
engineer to go through that process.
So I don't know.
We have to say that it sounds like there's a couple of more steps then
so so what we approved was we
approved about $8,400 for schematics, and that's prior to billable documents.
The the estimate was for $13,700
to obtain billable documents.
So we'd have to.
That hasn't been approved yet?
No. And what we had discussed is
a committee is not making any of those determinations until.
So if if this guy comes back with once again a rough price,
but if he comes back in the 150 to 175, I think once again, we have our answer.
That's what it's going to cost if we want to do this.
And so I think this committee needs to
have that under shared with, you know, is there a certain price point
at which you wouldn't recommend it out of the committee or is or.
Didn't we we voted on that as the board to move forward with the 80 $400 expense.
So it seems to me and we can discuss this,
it seems a little awkward to come like, okay, we here's the here's the bid.
I feel like it's not I don't want to waste the extra time
and the extra step of getting it through here
because the board already voted that they wanted that rough estimate.
We couldn't.
So this committee can't bind the school or the district to anything,
so we needed to take it to the full board to get that approval.
But you have a good point,
Maria, if that's if the full board would like to keep it at that purview
and make the decisions moving forward, whether due the billable documents.
I feel at this point we agree on that then then we go from there.
If they don't agree on that,
then we have to bring it back to the drawing board
because either way, that concession stand has to get rectified.
So if this isn't the route, then I think we can come back.
That's my thought. What? What do you want us to think?
You know, it should go to the full board
under unfinished business because marches too late.
I think it's going to get kicked up there anyway.
Even if you split a vote here.
Two to typically we send to the full board for decision.
It's already been up there.
I think marches too far down there, especially if you're going to have
something in mid-December, we could put it under unfinished business
and discuss it.
That would be my suggestion.
Are we allowed to do that?
Sure.
So the 8000 whatever dollars
all that gets us is just rough drawings.
You have to spend 20 starting point.
I mean, it's not for nothing. It's a starting point. Right?
But you had to spend 12,000 more just then to get.
You need to find the fine tuned documents as to how the whole building
is going to be erected.
Is going to cost more than that.
The what we had discussed before, Mr.
Stick, is that the prices that we had
routine prior we had obtained for free.
And so there's some thoughts that we got what we paid for, I guess.
And so paying for it.
Now there's a thought that that will will end up in a better price.
And so that's what we're waiting to see if that occurs.
It's a more thoughtful process, I guess.
WAY No, no, I'm just
to know.
So so we so we got stuck.
It's not too many. Where are you getting 20.
You another 12 before you can even put it out to bid.
You spend another $12,000 before you can even put it out.
Okay.
So that's $20,000 before it goes out to bid.
Got it.
So as I recall,
just to refresh my memory out loud,
we got stuck in that.
Take a pick a number.
All right. $200,000.
Nobody was going to vote to spend $200,000 for the concession stand.
But $20,000, of course, we do it for $20,000.
So where was the price point? Yes.
No. And it probably was different for every board member.
So we couldn't get an estimate without schematic drawings.
So what we spent the $8,400 for was so we could get something where we could get
a ballpark estimate, maybe within 10%, and then people could decide,
nope, even with this is too much, we can't do it.
We have to figure another way or yes, we're all in.
Then we can get the biddable documents.
That's how we got to spend the 80 $400
for non-verbal schematics because we could not get
an anywhere
near an accurate estimate and we were stuck.
Can I ask the question for sure?
This is all looked as a permanent structure, correct?
For the. Yes.
So permanent structure on the property going to stay there.
We're going to build this for a number of years.
Okay.
Nothing we looked at as far as the different types of structures mobile.
That you see with different concession stands.
We already have a permanent structure there.
Oh, okay. That somebody
someone donated their time and effort and put on the concession stand
they attached to it, but it was homemade and now it's not safe.
So the conversation that we all had on site was we're going to add
to the permanent structure.
Okay.
The reason I asked that was we're going through the same thing at.
Spring Creek Golf course
for. Concession stand.
And with Derry.
Township Health Board, it's been brutal.
So I understand your pain.
The first estimate we got
back was like a $250,000.
It was basically a restaurant.
So that's kind of why we've been floundering.
So now we've gotten some control on it.
And as they pointed out, I mean, that is that has caused us some money
to get somebody to work on it
so we can get a more thoughtful bid and a process going
because we were kind of floundering without any real
expert guidance.
Any other questions.
So we'll look to put that on the one on the January
I don't know if it would be the first or the second meeting and in general,
second reading in January.
So the second meeting
in January, we should have a more tangible.
Yes, well, we'll provide it probably as a presentation
to the to the entire board or information at least, I don't know,
once a whole presentation, but make sure all the board members
have the information.
Okay? Okay.
Our next item is Foodservice Capital Plan.
Mr. Hormel.
Good evening.
I'll make this quick and painless as possible.
I'm Greg Hummel, director of Food Services for New Citizens Advisors.
You two stepping in this evening and there's some new board members
so that I just want to take a quick moment.
The capital, the long range capital improvement plan used to be called
our five year, so we used to, of course project five years into the future
since Mike's arrival.
But four years ago we've been working very closely
and kind of not going out so far.
When you look at Foodservice for kind of a little bit of a different entity
where I'm trying to look at the life expectancy of a piece of equipment.
So when I and I work with some other folks,
vendors to look at and estimate the age of our equipment
and we project
it's not a crystal ball, unfortunately, it's a best guess.
And Mike has been really helpful in helping
and allowing us with the board's approval to move items
forward that we thought we had to replace and then just move the funds.
And that's all I'm really asking with the addition,
of course, and a deletion of one item.
So I'm asking the items that are highlighted that they be moved
into next next year's budget, the capital improvement budget.
That's a $37,000 move.
I'm asking then just to do a food warmer
and to upgrade our point of sale program, which is 20 plus years old.
So it's less funds, it's 27 three, 76
and then moving the 37 into next year
and then next year with some eliminating of some items.
We're still within the dollar range of a factor of
about $5,000 under what we originally had in the plan.
So it's just trying to keep getting as much life out of some of those items
as we possibly can, and then meeting our needs
through the school year with just two items, food warmer
and then the touch screens to improve our point of sale,
which is our cash registers and all the front of the house
technology.
So just for our operational process,
this is what we have the directors do
when they want to, to make an adjustment to that five year capital plan
would first come to this committee for approval.
Assuming the committee approves it.
This would not be something usually
say for 1920
because needs and wants come up.
I present the 1920 information to the full board in June
and we talk about because it's been approved by this committee
and not really switching dollars that traditionally
that has just been something the full school board has approved
the switch for 1819 we would look to take to them
in at our next school board meeting so that they could act upon that.
And we can have that memorialized for our 1819 plan since that's already underway.
But this is a normal part of what we've asked everybody to do,
kind of not just assume that it's their
their money for their department.
This is district wide.
So when they when they have a change in their need, we come and talk about that
to make sure we're all on the same page.
Do we need to vote on that here? Yes.
If the committee's
approving this, would like to have that reported to the board
that the committee isn't supportive of of this being moved.
I'll recommend that it be approved.
Is it need to be a motion in any particular way?
No. No.
I'd recommend the approval of the of the plan
a second. It
Judy can do it.
Okay with it now.
You're okay with. It.
You're going to call you going to call for discussion before vote.
Would you like to talk?
Do you have anything to add? No, I just.
Oh, this is procedural.
Yes, just
nobody wants to talk about it.
Okay.
All those in favor say I.
Hi. Great.
Thank you very much.
Thank you. Sorry to put you through that.
Is there any public comment
saying none of this meeting is adjourned?