001Mhm. >> Good evening. I'd like to call together this Torrington Public Schools Facility and Technology Committee meeting on Wednesday, April 8th at 5:31 p.m. Uh roll call. Miss Miss Leo, and Mr. Colesha, Mr. Cronin is excused. Down administration, got everybody down in there? All right. Uh approval of the agenda. I would like to make a motion to amend the agenda to add to facilities A5 and 6 roof project update and solar panel update if we could. If anybody else would second that. All those in favor? I. So the agenda has passed. Approval of the last month's meeting minutes. Looking for a motion to approve this. And a second. All those in favor? All right, motion passes. Public participation. Anybody in the room who wishes to speak to the board tonight or anybody on Zoom? Okay,
002hearing none, we'll skip that section. On to technology. Here we go, social media update. Over to Miss Haines. Hello. So the social media packet or update is in your packet as usual. Um my gold star of this month is Vogel. They had over 4,000 views on their St. Patrick's Day post, which was extremely adorable. All the kids and teachers were dressed up. Um and I would like to call attention to the very last slide, which is the um new Torrington nutrition Facebook. Um they went with the name Cafe Torrington. Um and I know that they are working on gathering some content on there. Um and you know, with recent discussions about the um food and nutrition, I think it'll be a really good place to um connect with the families and and let them know
003what's going on in the cafeterias here. Any questions? Anybody have any questions on social media? No? Okay. Thank you very much. Uh tech update. Um So, tech update, I know there's a mention of the parent emails on the agenda. Um I think that was a question that John had last time. Um and I have been looking into that a bit cuz we have been running into um a little bit where emails are getting flagged as spam. Um we do have multiple email filters. Um so, sometimes things get caught up in there. Um and unfortunately, when email accounts are free, um it's very easy to create one and you know, pretend you're somebody else and try to fish or spam somebody. Um so, sometimes real emails do fall into those traps, but we're working our best
004to try to decipher through that and make sure we add things to white lists and things of that sort so that that doesn't happen. Um as for other updates over the April break, the team is going to be um, completing our Meraki Wi-Fi project. Um, so over the past few years we have transitioned to um, Meraki access points in all of our schools. Um, the final building to get Meraki access points is Fast Academy. We're going to be utilizing the access points the remainder of the access points that were taken out of the previous high school. Um, because we still have quite a few. Um, so over the break the team's going to go in, take down the old ones, put up the new ones. Um, we've already been working to make sure configurations are
005in place so that it will should be, you know, a plug and play type of situation. And then we will be complete with that project. Are there any questions? No, that's great. A new lease on life for some old >> access points. Yes, absolutely. Anybody on the committee or anybody else have any questions? I do have one. Is that in that spam thing are we taking like an export from Parent Square like all the parent emails and putting them through the filters a different way or how are we are we you said maybe white listing them is that what we're looking to do is take known parent emails and flag them a little differently or Uh, yeah, power through PowerSchool so Parent Square, yeah, same thing cuz they synchronize with each other. So, that's pretty
006much what we've been doing. Perfect. And then lastly somebody asked me about um, guest Wi-Fi in the buildings. Mhm. Now that you're on all Meraki, will there be a open to the public Wi-Fi even if it's set for hours that are after school? I know we've had to we've not had open networks all the time just because of student access and things. >> Mhm. But I was wondering if maybe there was a a plan for after hours access when the school's technically you know, closed we could have an open network for after hours events or Board of Ed meetings or I can certainly look into that. I know that we used to have a BYOD network before um yonder times. Um so I can kind of resurrect that because it has like the splash page
007that, you know, you're consenting that you're using the internet for, you know, great purposes and all of that stuff. Um so we can we can look into bringing that back for after hours, absolutely. At your discretion, of course. I just thought it was something they mentioned, I thought I'd bring it up. Yeah, absolutely. I like that idea. Any other questions for technology? All right, moving on. Thank you very much for your update. Over to you, Mr. Pergola. All right, thank you. Um so the first thing is uh our project update as you see it. You guys have any questions on this? I did add a vendor and funding that um I think Mr. Putnam asked if he can see that. Um on the sheet, so if there's any questions, be happy to answer them. Anybody
008on the committee or others joining us have any questions on the project update before I ask mine? No? I've got a couple, Mr. Pergola. Um snow damage, is that is that from plowing or is that roof leak? >> damage and yeah, it's it is from plowing, so um I am looking putting together a a list uh some some costs that um I actually spoke to our lawyer about possibly um seeing what we can do as far as that goes. This was our original. Yeah. Okay. Um next was the complex parking signs. Yep. Did they not provide those for us with the building for >> Uh some were not, so we did put a bunch of visitors up and we put uh reserved up that were not there, and we still got a few of those
009to go. Yeah, I saw somebody took one out a couple weeks ago, too. >> And that was one of those, also, snow plow. So. All right. Next on my list was the status of I saw the Migan Avenue one still out here, and I know you guys are anxious to put that one to rest, but wasn't sure the status of that one. It just said I custodians in progress. Yeah, so we're we're we're we're 99.9 done. The Shitty has um more or less taken over, handed over the keys. We still have keys and codes to get in there, but we're just waiting for uh some of the other people that wanted some of the equipment to come back. St. Paul the Great St. John the Great was here today. I think after somebody else who
010wants to come in and grab some more stuff. So, I've been working with the city on that um and transferring it, but the the um electricity is in their name now. The uh any other utility we we switched it over. Otherwise known as rightfully theirs. Yeah. They're building now, right? I mean, they do all that stuff, also. >> yeah, we're all So, our the shredding went well, the move went well. The guys we had over there, you know, our our crew that was over there was phenomenal. The custodians that we sent over there, they mean they humped and humped and humped. It was raining, it was snowing, and they were in and out going to the dumpster and the shredder, and it was it was It was a lot of stuff in that building. Oh,
011yeah. A lot of gratitude to the team that was Yeah. That was the place where everything went to Yep. for deep storage. Yep. for decades. Uh next question is fast, 10 bathrooms, two per classroom, locks and switches. I Yeah, so the bathrooms there are were originally designed for young kids, and the uh I believe the locks are on the outside uh no locks, and the switches are on the outside. So, we're going to look at making it a little bit more accessible for all the kids to go in there and turn the lights up without having a light shut off on them and stuff like that. So. Got you. Some small repairs there. Uh next was 50 Major Bessey Drive cafeteria equipment noise. Uh yeah, we're kind of the manufacturer came out. You can hear
012it now, so we we've kind of solved the problem by shutting it down when we're having meetings, but um you know, it's it's they're telling us that's you got what you got. Got you. So, it may just be the spec of the equipment. >> It's the equipment. Yeah. Okay. So, nothing needed to be replaced under warranty? Uh no. No. Uh what what No. Why is that still on there? Second. Page 18. Yeah, I just think it's uh it's just ongoing on that. We were looking at I think I matter of fact, I think they're coming out. I could be wrong. I'll have to check with uh Kristen for one of the pieces of equipment, whether it's warranty or not, I don't know. And then uh 50 Major Bessey Drive the gates. Is that not the
013>> The gate in the back? Yeah, it was. Yeah, so because of you know, once they get that far with the construction, we have to get that thing back up and running. It's not it's open uh dummy open right now. Got you. This is the existing gate in the back, then. >> Yeah. Got you. Um I think that's what I had for questions on projects. Anybody else? All right. Thank you for the update on that. You had a capital plan 26-27 some a few revisions I noticed. If you could maybe explain that one to the group. Yeah, so uh on this capital plan um the additions were um on the 50 Major Bessey. Uh actually there was there was more additions to that because we ended up our 313 fund we were able to recover
014some money because of some grants that we were able to get for the torn fort chiller. And um because of the way the uh middle school roof turned out. So, we were able to put some stuff back in there and you'll see that we're under the 313 fund. Um stuff that we're going to be able to handle under the 313 fund. Uh the the additional stuff that we that we plugged in there was uh for 50 Major Bessey for here would was the um was the outdoor bleachers are in in the capital and also the scoreboard is also in there for this year. As you can see, second page, 50 Major Bessey Drive all the way down. Yep. Total of 73 thousand dollars for that. All right, perfect. Anybody have any questions on the capital
015plan? All right, next up is Torin Ford Chiller Proposals. Okay. Um Torin Ford Chiller proposal. I You have the sheet I gave you and if you if you all looked at it, um and I just handed a new sheet out. I did have another vendor come in, uh Carrier, uh came in today and I handed the sheet out. It's not complete. I just got it about 20 minutes ago. I apologize, but uh it's I think it's worth looking at at this point. Um if you look at at just at least the cost of this, which is the 1 2 3 fourth line down, uh you can see that the Carrier came in considerably lower than than the next lowest lowest price. Um the other thing you got to we want to pay attention to is
016the lead time, which is huge. Uh we're we're trying to figure if we can get one here either install it before summer school or install after summer school. So, we have a June 23rd, kids are out and then I believe July 7th or the 10th, summer school's is So, we have that window to get it going or we wait till summer school is over and then we do it, obviously, in August. So, some of the lead times on some of these other piece of equipment we they kind of took themselves out of the race because it takes so long to to get the piece of equipment. Uh the one thing with the carrier is I wasn't able to go through all the details. I I have to make sure that the voltage and the amperage
017voltage is there, the amperage is correct and uh and also it it it kind of sometimes they they deregulate because of the glycol solution in there and I wasn't able to dig in fast enough today to do it to to do it. So, this is a pretty rough sheet. What I'm What I'm asking So, this is this is this is equipment only. So, I went out and and I called all these manufacturers and I was able to get these prices either through Sourcewell or through Omnia pricing agreement. Um the other additional costs that are going to be is going to be the piping, uh the electrical, um um some glycol, low voltage, uh rigging that I was going to get prices on, you know, and and kind of do everything under in-house here through me
018instead of going out for a turnkey uh pricing. Now, saying that uh some of the vendors I talked to already kind of gave me a rough idea, but until they know what unit goes in because each each one of these units are could be piped differently. So, I could add a little bit of cost here uh on the electrical end also. Not a huge amount, but um you know, the biggest thing was to get this thing to get this thing bought, ordered, and delivered, and then work through installation um that way. So, I'm looking to I just muddied it up a little bit, but I guess I'm asking, you know, um the approval to purchase either one of these depending if the carrier comes through, obviously that would be my choice. It's $55,000 cheaper as
019long as all the other items and all aligns to what we have to align it with. Pad size, I think the pad size is okay, but my concern right now is the electrical side of it. I won't know until I dig into it tomorrow. Okay, anybody have any questions on the proposal for the chillers? Anyone on the committee or otherwise? Well, I will but I'm always reach Uh couple questions. Um what did we I know this is through the state contract and the consortiums. I saw the Omnia and Sourcewell but did we issue like a RFP for like here's the specs we want and here's the >> We I I sent it out with all the specs that we wanted. I took all the all the details off of the uh drawings that we had
020off the piece of equipment that we that's existing. So it's it's a it's a swap out. So that's what this is based on original design, original flow, original BTUs of that chiller that's there. Okay, so two vendors came back with something that it says will not fit. They would have to extend the pad. So when it says doesn't fit it's like it won't work. So the pad that's there is an existing 6-in pad that's 8-ft by 25-ft. Their unit is a little bit bigger so we would have again when I go to price this out we'd have to get a cost on extending the pad to fit the unit. Yeah, or I guess I mean I've seen these units overhang before so >> You get a certain amount um it depends on how how much
021it the the the it all depends on where the points of of of weight are. You're right. We might be able to get away with it. Each unit is different where the the points coming down are for the weight. So we'd have to look at whatever unit we go with to decide whether we have to add to the pad or not. So I guess my confusion is where I know we can go to these people directly. Obviously we get we get the pricing and it's all allowed but I guess I'm missing don't we still need to put like a proposal together like a a bid spec so that we can at least say hey we we we don't have to go out and go to bid, but here's the the RFP with all the pieces
022we're going to do and here's the project, here's all the specs. I'm not sure how you how you I'm just that's how I'm used to. I'm not sure if Well, again with this with this consignment when we purchase with these consignments and the city has done it on their side. I've talked to Jamie on their side over there and it seems to um eliminate the the outright, you know, RFP when it comes to that um with with your approval. Got you. So, what about all the the labor and the rigging and all that stuff? Well, obviously you're going to >> to see once that comes up. Again, once I figure out what unit is, I can get numbers on exactly and I can get three numbers from, you know, from different vendors on installation. Um
023you know, I know the electrical's probably going to be somewhere you know, I I got number I I know exactly. We should be spending no more than, you know, 70,000 for installation on this. Now, I did go out originally and got a number on a complete package and it was considerably more than what we're going to be spending to do this. Considerably more and like Well, we like savings you obviously >> It's a huge savings by by going this route. So, we don't So, how about the the installation as you said call it 70, 50, 70, 80, whatever it may be. Do we not I mean the the the installation is not an omnia contract, right? No, the installation wouldn't be omnia. Now, we do have an option to go to uh these to these
024vendors here and ask them for a turnkey price because they will offer turnkey. So, they would go out and they would get the subcontractors and then they would kind of do all that if if we wanted to do that route, but it's going to be more than me doing it. By me by me doing it and managing it, it's that's where we're saving the money including purchasing. You know, we just eliminated we just eliminated the bid price, you know, when you when you when if if I went to contractors and went out these vendors, first of all, we're not sure which one they would go with and which one would be here in time, which is another key point. Second of all, you get a bid number. When you win the job, they give you
025a buyout number. Well, I got the buyout number. So, this you know, going through Sourcewell, if you look at somebody's numbers, you know, you you're you're kind of eliminating that portion of the bid process. >> Sure. So, where do we get things like, you know, the performance bond and all that stuff? Where where do we get all those pieces that protect us if we do it this way? Well, I mean, as far as performance bond, that's This is pretty much a special as, you know, a a warranty goes through this unit. Uh each one of these the warranty is your performance bond and the warranty as far as your labor goes, you know, I'm not sure we would, you know, because it is broken up like that, if we would have a performance on on
026a piping or Uh you know, I'm not >> thinking, you know, when you put the whole everything's spelled out. Yep. That's all. So, if we're going this route to avoid the bid the whole bid process, how do we make sure that all of our terms are the ones that apply? You you When you guys write out the things, you give all the terms. We want to do it this way, this way, this way. How do we communicate that to these vendors? Well, that would be in the contract that we write with them through our lawyers. You know, and we've been working very closely with all our contracts, Don and I have, to clean them up and get them out so we're protected a little bit better. Okay. Anybody else have any questions from the committee
027or otherwise? Yeah, I just Mr. Berger. When it when it goes when it goes out this way, I I think we we still obligated to send out a formal RFQ, if you want to call it that does include performance bonds. If you want it done by a certain date, you could put liquid damages in there so that if cuz someone says it's in stock, but okay, we order it and they say, "Oh, well, it's it's back ordered right now." And then you're into September. If we put a hard date, August 25th, liquid damages, 1,500 bucks a day every day it's beyond that, we're kind of protecting ourselves a little bit. And I don't know what you sent to these guys, but if we're basically you went out and got three proposals, which is great. But
028we're basically doing the work on their terms at this point. Where we should be sending out an RFQ that specify what our terms are. That would include performance bonds, payment bonds, liquid damages, and so forth. I I think I think even though you go through a consortium or buying group, it's we're still required to put out the request for proposal or request for crow with the terms and conditions and like a normal bid package would be. You don't have to go out to public bid. You can buy it through the consortium, but we're still required to cross our t's and dot our i's. We still have to have a bid package put together or call it a quotation package. Which specifies what our terms and indemnification and everything else is in normal RFP language. That's
029what should be presented to these guys when you get a quote. Whether it's just equipment only or it's turnkey, whatever it may be, we should specify our specifications clearly what we want. So any specifications they had was the equipment. Um as far as what you're talking about that's something that we we definitely could do whether they have to agree with it or not um or they don't. And I know that the terms when you go through OMNIA or Sourcewell, that's what that's what their prices come through at through the terms through OMNIA. Now, are they aligned with ours? You know, that's is that I guess the case that that's what you're asking. So OMNIA is going to set performance bonds, payment bonds, and liquid damages? >> as, you know, um you know, whatever purchasing agreement,
030that's all on the purchase side of it. So, um I mean, what something like that could be done through a contract. As far as if we go to one of these people and say, "All right, we're we're willing to buy a unit with these terms." No, okay. I just I would I would prefer to see the quotes coming back through with our terms with an RFQ. Request for quote. Like this is what we're looking for. Yeah. Um that have all that that all the things in the normal bid language that should be included in our proposal. That's just my opinion. Um the second thing is funding. I know we're talking about two different budget periods here. And um Mr. Wilson, you may want to help with this. So, right now we don't have anything in
031capital budget. We need to get approval from the city to move certain number of dollars over into capital to pay for this project. Is that correct? Y- the yes, but this is the money that um has been set in our 313 account that is ours. That we just have to send a letter to the city saying this is how we're using it. So, if you recall that meeting when we had with the joint the joint >> Yeah, with with the roof project. >> Correct. So, that was actually already um discussed at that evening. The reason that that letter has to change is because we were able to now use money from that drip grant to get the the chiller. Okay. So, the money is there um and it it doesn't matter. I understand your concern
032that it would go into the summer and we're talking about now the fiscal year for that money. That's irrelevant for this. >> So, what happens first? We ask the city to move the money cuz they could deny it. So, the money >> that move. So, do we say we hey, this is what it's going to cost, we want this to be moved in the 313 and then we purchase or do we purchase and ask for the money later? >> So, Miss Mrs. Labby can can elaborate, but that money is already in the 313 account. This is money that we already have in the account. The city doesn't have to move it over. That money's already sitting in the account. >> account was a city account. Well, it is a it is a city account, but
033it's it's they already went through the painstaking process 6 months or so ago, right? To figure out all of the leftover bits of money that was in the city capital that was really Board of Ed stuff and they've separated all that. We have a statement of agreement with the city on how much money was allocated for us to use and we are free to spend on >> But it was still up in the air when we were talking about the roof project because they they wanted their they talk about the uh the reserve account as well. So, they I don't know if everything was clearly defined and we really don't know the overall cost until we get you know, like like Dean was pointing out the other the glycol, the the electrical, and the piping,
034and other stuff. Are we doing that under a capital project as well? Is this going to be one big capital project or is this going to be How are we going to pay for the other ancillary stuff that's not included? Well, I believe it would be one one capital project. Okay. So, I'm and I don't want to I I agree with what you're saying. It This number, correct me if I'm wrong, Dean. This number's just for the equipment. >> I understand. >> That's what And so, when Dean put together a price originally in that 313 line item as a placeholder, he included that roughly, I think it's additional 80 grand. Uh and he said 70 this evening, but I I believe that that number that we had as a placeholder in that line item I
035believe it was around 400. >> No, it was actually it was it's like 480. Yeah, it was 480. If this comes in more, I mean, this comes in less, we'll have obviously additional funds that we could use for other capital projects. Yep. Okay. Last question with the grant. I know there were some problems with the building projects and the outside fields as far as when you use purchase through a consortium, sometimes there's some limitations. They ran into a problem where they weren't to be state reimbursement. Is there any problems if you buy through the consortium where the grant Are there any issues with that? Cuz when they went to go purchase the turf, they weren't weren't going to it wasn't eligible for state reimbursement cuz they were purchasing through a consortium. Now, if we're planning
036on using grant money, I would maybe want to double check. I doubt it, but I would hate to get hold hate to get holding the bag at the end like, "Oh, well, you bought through a consortium, this grant doesn't apply." There was that little issue with with turf field with the night we had the proposals, I believe. There was a conversation, Mr. Wilson is nodding his head, that there was some issue with I don't remember what it was, but Yeah, I believe because and I don't recall that evening is a while back, but it it it was because of how that fields were an additional and then grant money was used to get those fields, whereas this from a drip grant, this is pointed specific. Okay. And I I would say, but I would defer
037to Donna because she's the grant expert, but I think there's the confusion because and not that the field turf did anything wrong, but I think it was it's how that was put into the grant after the fact as opposed to the drip grant is with more specificity for items like this. But Donna, feel free to correct me. You're correct. And the drip grant district repair and improvement project grant doesn't have those same parameters that you're speaking of. It's up to the local district to be able to spend it on what they feel is needed. Okay. That's my piece. My last question is if we approve this, you're going to go out to one of these vendors, verify availability, and then what are the next steps as far as I mean, we can't just probably spend
038$70,000 with the the process, right? There's a That stuff wouldn't be covered by Omnia. As far as the labor? Yes. So, the labor once I once we pick the unit, then I'll go through the same process of I'm going to be honest with you. So, one of the prices I think I got from our control contractor, S&E, was in the neighborhood of 12 to 13,000, I think, right? But they're our control contractors, it's not we're tying into their system, $12,000. Um the biggest nut is going to be the piping, mechanical piping and all of that, and that could be, you know, again, I'm I have a placeholder in there, I'd rather not say, but you know, um you know, that would be the biggest one and and I I I our mechanical contractors who does
039our service going to price it. I have two other people that are ready to price it also. Okay. Any other questions? All right, so you're looking for really just us to send this to the full board, I assume. Yes, so I'm guessing because I have more homework to do, like usual, to bring it to the full board with my final decision on what it is. That's where I was going to go with this, so yes. >> let me solidify between the two that would be here in time, which would be the Carrier and the ITT York. They would be here so we can get it done before next school season. And if if you can't have them for next school season, I mean the chiller really really runs hard for you can call it 6
040to 8 weeks. So after that at point, I mean if if they didn't make it, that's the hard part. You would need some real guarantees, to Mr. Burger's point, on delivery timeline. >> Yeah, and I'm really looking picking one that then turns out not to be here, we rushed it for no reason. Cuz once you get to September and everybody comes back to the building, the chiller's nice, but it's not the end of the world. >> Yeah, I I would like to I would my goal is to get it done before summer school starts. That would be my ultimate goal. If it's in stock and we can roll with it this way here, you know, middle of July is the hottest month, so it's we're not hoping and praying that that old one still runs.
041All right, so we'll look for a full proposal then with all of the details at the full board meeting. Okay. Thank you. You're welcome. Anybody opposed to that? We'll just quick vote move to the full board, motion to move to the full board? Second. All those in favor? All right, it'll move to the full board's agenda later this month. Thank you. Uh next up is landscaping addendum one. Okay, I I included the I think you got the whole package with the with the pictures in back. So, we had uh, as you can see on the second page, I believe, we had four people come through the mandatory um, pre-bid meeting. Um, this addendum came from that meeting from some of the questions they asked me during that meeting. Yesterday was the deadline for any additional
042questions and I haven't received any. So, um, this is pretty much where it stands. Um, uh, we just adjusted a few things on here, you know, some wording that we had in it. I want to make sure it was clear. Um, and there was no um, no questions after the bids came through. So, hopefully we have it all the questions answered. Um, so, if you have any questions on that, um, Does anybody in the group have any questions? So, you're hoping to have the full the bids all back in time for the end of month meeting? W- it was that was my next question. Thank you for that. No, I what I would like to do, and I don't know how to do this, so I probably should have talked to you first Blossom about
043this. Um, um, is there any way we can have a meeting before that because the bids aren't coming back until next I don't even know, right? I should have known that. It was over the break, wasn't it? I believe that the bids come back over the break. They're due over the break. Yes, but it's after our Yes, so, I wanted to possibly have you know, have a day or so to go through them to make sure everything is aligned and then maybe have a special meeting. Is that a a thing that we can do to approve the low bidder on that so we can get moving on it? We certainly have We can create a special meeting. That's not really my committee to make that decision, but uh Mr. Burger as vice chair, I don't
044actually know that I can create that. All right. Well, then we can probably What about right before the full board meeting? Anybody on the Can you guys Can you guys make it early that night? Does that mean that's pretty much couple days after you get the bids anyways? You're getting the bids on April break. Uh we're getting the bids on uh so I was just looking at one of the bids coming in here. I'm all jammed up here. Um Did Did we ever receive the copy of the full bid package that went out? Yeah. It was in the full board I looked It was in the full board >> Last time I Last time I saw it was that we're we're going to change a bunch of stuff, but did we ever full board is
045last full board meeting Last full board meeting had the final one that was going out? Yes. And that had stuff in it as far as like background checks and stuff, correct? Required background checks for all employees and all that stuff. >> Background, it had uh the DOT on their on their vehicles and names on their shirts, uh for stuff like that. Yeah, can I uh Yeah, I believe I believe I believe next Tuesday is the bid date to open. So, we can have it before the meeting on Wednesday, right before the full board meeting? Is that what you're saying? Yeah, I I don't have a problem with that. Does anybody else on the committee have a problem? And that should be should suffice to give you all the needs. Yeah, I'll get it done. So,
046Yeah. we'll go with We'll make a We'll have a special meeting half an hour before the full board meeting that night. Yep. Okay, everybody? Yep. All right, no problem. All right, without any further questions on landscaping, uh number five is roof update. I just added that. You know, we had the referendum and the last time we spoke about it, we said we'd have a quick uh discussion about where the next steps were so everybody was aware since we are very grateful to have passed the referendum here in Torrington, very closely, but we did pass. Yeah, I'll let I'll let Donna run with that. Oh, okay, great. Well, the good news is, as you said, the referendum passed, so we were able to update the 1049R that went to our Grants Administration uh representative at the
047state along with the certification of the referendum, and so they have it. I made sure they received it um as soon as we received it, and they're reviewing it. So, next step would be is we would hear from them. Hopefully, they would give us their blessing, and then um we can roll out the RFP for that project, the invitation to bid for that project. Um so, that would be the best case scenario. Are there any changes to the RFP that need to be made, or is it the ready to go same as last time besides the date changes and things like that? It's It's been looked at and reviewed very closely by our council, and it's pretty much ready to go. So, as you noted, just some date changes. And when do we What do
048we anticipating rolling that out if we if we have some luck from the state side? Yeah, I email them weekly, so um sometimes I call. Um so, I think that uh they they did tell me it would only take a few weeks for them to review it, so hopefully that's their timeline. So, that would put us at maybe like next Friday. Okay, excellent. Uh now, anybody have any questions? Yes. >> Yeah, I do have one question. I think it was around last year this time we actually started going through this painful process the first time. Or not really the first time, but our first time. We said we're all ready, and then when we got in front of Kermit and the state, there were probably like eight or nine different forms that had to be
049filled out. Are those refilled out, or can we use the same forms? Because the scope hasn't changed, all the um schematics are the same. Everything's the same. >> Not the drawings from the architect, the state forms that had to be filled out. There were a plethora of them. They need to be refilled out with They do not. Okay. Cool. Look at that, a smile down that end of the table. I like it. All right, um moving on from roof, uh number six, solar update. We had the presentation and you had to go back to the city. What was What transpired from there? Where where are we at on that one? I still It's on I see it on your from on your list of projects, but I forget to ask on the agenda item. Well,
050so we really haven't gotten the green light from our lawyer uh talking to their lawyer at this point. Um and it's really at a standstill. Um personally, I I I I I think just because it's it's it's such a quagmire right now with with what can you can't you and if you can do this this this back and forth, you know, I know we put so a lot of time into this thing, but I'm almost of the opinion that we that we that we don't follow through with it. Um there's so much legal stuff in be in these contracts with these solar people, the the the the ones that the city signed and now this one here. I I just feel like it's it's it's uh too much exposure. Failures for them. What was the
051What was the concern of the attorney if we can say? What what are the What are the issues if the city signed off on it? So, now it's back to Well, the the the actual the language that the contract the city signed was where it's not quite clear on you know, if we do this and we don't use a certain amount of electricity, does it void it and do you going to get back charged and Yeah, it's it's a tangled web. So. So we're we're pending anything or we just letting it roll or Uh leave it up to you guys. I mean you know, you you tell me. I'd say let it go. Anybody else have a I mean I don't quite understand what the not knowing all the details of the hangup. You know,
052me I see the hundred thousand plus dollars a year. So that's Might be able to shed a little light on this, pun intended. Um but the solar project. Anyways, um so it's the city has a contract uh to uh and I think it's till 2028. So as uh Mr. Pergola was noting, if we enter into this other contract, it would it would open up our exposure for the other company that they signed the contract with that we are obligated to provide so much um I guess electricity back um for their program. So so that was a snag that we hit like late in the game um and it just came to light and then we were fortunate to have our counsel involved in it. Um they said to put a pin in it. Um there
053is another round coming out I think in um August for this same sort of program, but it's a smaller pool. Uh this pool was bigger and is very competitive. Um so I think uh you know, we do have time to sit on it and think about it, but we really are kind of tied to that 2028 or we're locked in and we would be um putting ourselves at, you know, having exposure for litigation if we were to enter into this other project. So this is not a concern about the construction of it. This is more a concern we must have like a power agreement or something. >> Exactly. >> And we are guaranteeing we're going to purchase so much power from them. Is that the You got it. >> Got it. So all right, that
054makes more sense. Yeah. Anybody else have any questions? No. Anybody else? Well, it sounds like the answer is already there. If the If the attorneys aren't going to go with it, then you know, if somebody comes back and gives us great news, great. I mean, but sounds like it's kind of at a standstill here. All right. Topics for future meetings. Anybody have anything they want to see on the agenda in future meetings? Well, certainly we'll check with Mr. Cronin as well. But obviously we'll have a roof update. Um the project updates again, things that are already out here, the we'll have the chiller update again. Uh do we How are we doing on Siemens? Can we Should we Did they finish that up? Are they done with the retro-commissioning project or Is that totally done?
055>> Oh, Siemens. I'm sorry. This is the This is the steam >> Siemens. >> Yeah. Yeah, so so we're ready to fire those chillers up um up there, too. Uh they wanted to get some more readings as they're as they're as they're going, but they're in um you know, it's all fully up and operational. So, maybe we can do a quick, you know, project closeout in the next meeting. >> Yeah. Yep. So, we can add Siemens uh >> I'm I'm just going to say I know they wanted to get that chiller up and running to get those readings on that also um before they kind of sign off, you know, they're not going to sign off on it, but Um Joel, the the Siemens the Siemens retro-commissioning is over at TIS, isn't it? Yeah, what
056are you talking about? Well, I mean, you just said the chiller. Isn't the chiller >> Well, the chiller there. They're Got different time frames. >> different chiller. >> Okay. >> That chiller up and operating. Uh will they have that ready for next month? >> Yep. Yep. >> Then let's let's add that to the agenda for next month. If it needs to move, obviously we can move it. Yep. Anybody with anything else? All right. Comments for the good of the order. We'll start down with Marissa. No. Great meeting, everybody. Great meeting. I wanted to let Donna know I appreciated her pun. Good meeting. Thanks for listening. Great meeting. Thank you. Good meeting. Thank you. Good meeting. Thanks. Good meeting and I'm glad we didn't get stuck in that solar quagmire. Yeah, thank you guys for all
057of your effort tonight. Uh appreciate all the hard work and uh lots of projects ahead. It sounds like it's going to be a busy summer, so um on that note, looking for a motion to adjourn. Second? All those in favor? This meeting has been adjourned at 6:14 p.m. >> Good evening and thank you for joining us for this Torrington Public Schools Budget Committee meeting on Wednesday, April 8th at 6:16 p.m. Call to order, roll call. Everybody from the committee is here except for Mr. Cronin, who's excused. Got some extra Board of Ed members. Everybody representatives are all here. Excellent. Uh approval of the agenda. Looking for an approval of the agenda. Second. All those in favor? Um next is approval of the minutes. There are two meeting minutes here. If nobody minds, we'll just approve
058them as a packet. Everybody's had a chance to review them. We'll be looking for a motion to approve the minutes from March 11th and March 16th, our budget meeting. Both. >> Second. All those in favor? I. Any opposed? Uh minutes are approved. Next, public participation. I don't see anybody in the room, but check. Mr. Michaelson, no? Nobody out there? On to number six, discussion next steps. Our usual review and approve monthly financials. Over to you, Mrs. Labby. Thank you, Mr. Putman. I wanted to just um say good evening to everybody and um everyone had should have received the packet that were the monthly financials to date to March 31st, 2026. And um we on page 12 is where they start. And I just had a couple updates from the last um meeting in our public
059participation meeting on March 16th um that I wanted to address. There were a few questions raised there, so I was going to go through those. And then I just had a couple quick comments on this packet um for this month. So um one of the questions that came up was um the property equipment line item in our budget that we have were proposing. And it had um well, the existing budget has it as well, 35,000 uh for equipment and that is for uh maintenance equipment. The other item um that came up was non-instructional equipment uh and that item um was also for um athletic equipment in the amount of about 29,000, some cubbies uh for the schools and um some other actual equipment for the schools. So, I just wanted to um raise that up.
060And then for this packet uh I was just going to have everybody look at page 12. And were there any questions for those follow-up answers for those? We're good. All right. So, page 12, everybody will be happy to see we do have some building use revenue um coming in. Uh that's up to about 15,000 plus. Um we still have and this is in the bottom of the um the actual budget page uh on the bottom you'll see building use revenue year-to-date and build but not received. So, we have about 4,000 coming in there. So, then if you flip through your packet to page 15. Um item 5130, which is overtime. Um you'll notice that it it is um over, but we are uh looking at that closely and there was reasons for it. Um obviously
061with the custodians, we had a lot of snow. We had the transition um for the redistricting. Um so that's what's pushing that number up and uh for clerical, we have some uh clerical that needed to cover other positions that were vacant. And so we are going to be looking at that trending down over the next month, so that will be nice. Um we also are obviously putting a freeze on it unless it's an absolute need to have overtime. Uh so that is for 5130. Then on page 16, if you go to 5211, you're going to notice and that's right at the top of the page, that's our life insurance. And you'll notice that that is trending over a little and it we do get billed about 10,000 a month, so I do anticipate that that
062is going to be over about 30,000. Um the reason for this is that sometimes it's hard to really budget for it cuz it is based on salaries and salaries do increase, but each year um you know, we do have some people that retire and we have newer teachers coming in, so it's it's kind of a it's a tough one to really target, but last year we spent 117. Um so this year 120 was a good place to land. Um so we will look at that for next year if we need to adjust that. And then we have on page 16, actually we're on page 16. I'm sorry, page 17. So we're looking at that lovely item, snow plowing. And um as you know, we had some storms. Um, and we had to use that line
063item, which is it in in overage right now, um, of of 158,000. Uh, we are hoping to have some savings in some other areas in general maintenance that will hopefully cover that expense. Um, so we we're keeping a very close look on that. And then we have on page 17 also, um, 5440, uh, copier services. Uh, we're locked in with our leasing program through Leaf, but the Prism program, um, which is the servicing, uh, seems to be trending a little higher than we wanted. So, we do have a call out to the vendor to find out the reason behind that. So, we'll have more information at the next meeting on that. And then on page 18, we're looking at 5622. So, electricity. Um, we are trending over as we know we were going to, but
064I this number here does not reflect the 30,000 that we get from CAF uh, for the month of March. So, that one will be coming in, um, next month. So, you'll you'll see that, uh, hopefully trending level. We're hoping. Um, each month we do bill 30,000. Um, so we're going to be keeping another close eye on that as well. And that is my updates as far as the items that I wanted to bring to your attention. Does anybody have any questions? Well, let's find out. Anybody on the committee or anybody down there have any questions for Ms. Labbe on the budget update, the monthly financials? No, anybody else? I've got a few. But, uh, you've hit a bunch of them as usual. Uh, first, uh, page 14, 5112.90, longevity. Um, it's just the last couple
065months it's had a random $270 payment in it and normally it comes out in chunks. I wasn't sure if Sure. You're right to to see that and see it be an anomaly. So, we really pay that out in December. So, you'll see like that 65,000 in the next column where it says year-to-date transactions. It is that is the big payout. The 270 that you're seeing is a very incremental amount that comes out for custodians or that goes towards custodians weekly and it is a agreement that was certified for people who were hired prior to a certain date and it is a very small increment that is paid on a monthly basis on an equation based on their salary. Great. Thank you. Page 15, you hit most of my 15 questions but 5120, 5120.02 and 03
066are the substitutes. I noticed that we are heading way over on substitutes and the confusion here on my part, I look at it like this. We've had a lower absentee rate which is awesome. Our higher fill rate from the vendor is because we have less positions to fill. They may be getting more people but in general if you had 150 positions to fill last year you could only fill 50 of them and now you have 100 positions and you fill 50. You still have the same number of people working and there's just a better fill rate. Our overtime for clerical and all these other things and the substitutes are all trending high. So, if more people are here I was just confused as to why they were trending over. Maybe it's long-term absences. There's a
067couple plausible reasons but Sure. So, that's a great observation. So, for our substitutes, first of all, we do know that they were budgeted lower than they should have been and we've rectified that for our FY 27 budget. Uh secondly, the rates went up for our substitutes and um in order to be able to have those higher fill rates, which are wonderful, um we are paying a little bit more. And as you noted, there was um we do have some people out on long-term absences, so it it's obviously they're there for a longer amount of time. Um so those those are some of the reasons why they're trending high. And as I noted, we we did fix it for next year. It we looked at a 5-year um look back and it does definitely is uh
068funded a little low there. And the the OT for um the other category the other uh unions below are that's kind of not related or correlated to the positions that have substitutes up top. So those are mostly because of vacancies where people had to cover for other um you know, clerical staff or obviously the snow removal and you know, the transition uh for the custodians, which is your big ticket items there. Great. And while we're in the overtime 1513081, it says uh OT wages rental custodian. That's a new line item this month. Good eye. So yes, this is something that we are working on diligently to try to tie out when they have an event at a school, we want to tie out the So you're actually seeing money coming in there. That uh -5000
069is um payments from the people that are renting the facilities. And it's going to cover the OT um for the custodians. Currently, the OT for the custodians is getting billed to the OT wages per school. Um but we want to we want to rectify that and so that um it's going to be a coding issue as far as when they do that that type of overtime. We're going to have it coded directly to that line item. So it's just to sort of to pull it out so we can really see the amount of overtime and then the amount of um income that we're are taking in. Oh, that'll be great. It'll help us, you know, have a better idea of what we're spending to make the building open, which is great to have people in
070the building, but good to know about its costs. So, that's great. Thank you. Next, let's see. We already got page 16. Page 17. Um I did happen to notice that Is that everything or are we all in on the snow plowing now, Mr. Pergola? Yes. So, that actually or close, we'll say. I have to see where I think we are. Or close enough. We're We're not We're not a hundred thousand dollars out on it, so. This So, that means we spent 280. So, even with a very, very large storm season, um this still wasn't horrible, we'll say. And maybe we should consider this as an option next time we look at the snow plowing contracts. You know, maybe not going to an unlimited type scenario. Maybe maybe the facility committee talks about paying as we
071go versus, you know, unlimited contracts. I know that's hard for budgetary purposes, but if you think back to what the proposal was back a while back, this still wasn't horrible. Um next on my list was 56 10 04. Uh that's on page 18. Cleaning supplies. Now, I know this account gets used far more towards the end of the We're going to kind of a spring type thing before we replenish all the supplies and there's contracts and things, but just It's down at 8%. I wasn't sure if you had an idea what we were trending it for for that one. No, the actual dollar amount right now. We're putting that together as we speak. So, and again, that'll be for summer stuff. Um you know, in in in our Oh, yeah. So, you know, spring break
072is here. We're kind of focusing on that. All right, well we'll look at it again next month then. And I think you have answered the rest of my questions, Mr. Lambie. >> Wonderful. Nicely done. Anybody else have any questions, follow-ups? All right, then I need to get a motion to send this monthly financials to the full board. All those in favor? I. Any opposed? All right, we'll move this to the full board. Perfect. And next up is student activity fund reports. Great. So everybody received this in their packet. Um, and I apologize if it got cut off if you actually tried to print it, um, because it was very long. Um, but what we wanted to do is we wanted to really dig into the student activity and we also included the PTO cuz we're
073really, um, working, uh, diligently with the PTO for, um, getting every all their records reconciled and they've been absolutely amazing, um, with that. So what you're seeing before you, if you go to the top and you're looking at your student activity by school, you're going to see in the bottom left, um, their prior year balance and then you're going to see, uh, what was deposited and what was, uh, taken out, um, above it. So your current, uh, balance is what you're looking at in that center column on the bottom. And so we just went through each school and we and we worked with the school secretaries as well. And, um, who all have amazing books on this. Uh, we do, I have to say, um, have a new accountant that we're very thrilled to have
074and she has audit experience, um, with RSM and some other, uh, places. So she really is taking, um, a a fine lens on this and it's been spectacular as far as controls and, um, everybody's been so cooperative. So yes, so if you go across the top, you're going to see the school, you're going to see their ins and outs. Um then all the way to the far right and this might have gotten cut off, but we do have a um Board of Education IT account as well. And um there is some money in there um that we had from the prior year and we had some deposits. Um I believe those were the uh when we had the apples returned, um the ones that we weren't using, we we were getting rebates and then we
075were able to purchase other items in that um fund. And that would complete the student activity on the top and then on the bottom is the PTO. Again, you know, same pattern, prior year balance and then their deposits and their withdrawals and what their current balance is. And we we did have a wonderful um Zoom with all all the treasurers and PTO presidents and went over their policy and procedures as far as the cash disbursements go. So, that was just wanted to make sure we shared that with everybody and it's a work in progress. There are some things that we still have to reconcile, but just wanted to at least get that out there. Great. Thank you for that uh explanation. Anybody on the committee or otherwise have any questions about the student activity funds?
076No. I have just a few, not many. Um on the PTO line item, Torrington Intermediate School PTO. Um they didn't exist. Is that the old Forbes or is that >> Yes. That's That was my in my head thinking it Yeah, they hit the ground running. All right, so that's the old Forbes. >> Correct, yeah. And then last we had this last time, I think, on the high school and which holds in high school's the complicated one, right? That's the one that has like 40 or 50 sub accounts in it that had all the I think last time you presented and showed us there were scholarship funds and you went through that list and found some things that I think we looked at and said, "Oh, you know, why are why is there all this money
077in this one item that hasn't been used in in 10 years?" Do you Do you have that list by chance? >> We do. And we we are weeding through it as you said, even more so. Um so, at the top, yes, the Torrington um high school account, you will see a high balance there, and that is a lot attributed to their scholarships. They have a lot of um wonderful donations that are given from our community organizations and individuals um that really support our students. So, that's where that big ticket item is mostly, and then they broke out project graduation below cuz that's its own little entity in itself. So, most of those other schools are I'm assuming the principal fund. Correct. So, the Torrington High School is the only one that really holds other It
078has the principal fund embedded in that as well as probably, I want to say like 30 or to 40 accounts. Right. So, can we once you have completed that, can we get a Sure. the look at that like we did last year, that was helpful, I think. >> Absolutely. Everybody like liked looking at that. Um the last one I have is BOE IT on the end. Um Sure. I see the 200,000 deposit, which is August, which means that was probably the first uh well, is Ms. Viens still here? No, she's not. Um she had said there were two batches of that we call them trade-ins or whatever they I forget what they called them, um buybacks from Apple. Is that the entire amount or did Is that both batches? Is that the the first early
079batch? And then, what did we What did we buy with them? I see I'm guessing that the 200,000 plus in in August, and then it went back out. So, I'm assuming Sure. And and I would defer to Ms. Viens. I do know the answer to your first question, and I can get that answer from her for our next meeting. Um but, this is one part of that buyback program, and I I there was a second part, and she's working with the vendor currently to um get that amount that they will be um rebating us with. But, as far as the items, the actual individual items that were purchased, I'm assuming they were computers, but I I will defer to her. So, we use we put it in a activity fund instead of back into GB?
080It's This is This was one of the funds that was set up, I believe, when um parents had to pay insurance for their devices. So, I think that it was um a a a good place to put it because we do keep such a good books with um the credit union. So, and it was um connected to uh something called Stripe. The That's the payment process. So, that's why um I believe that Stripe does not you know, as far as commingling it with the general ledger, I think it would be a little bit tricky there. But, this is all audit-friendly because we've had it um in previous audits, and it was fine. Okay, my guess my concern was just that it really is a credit on If it's If it's a trade, it's kind of
081like a credit on a capital purchase. So, I mean, if you guys bought other capital things with it, I mean, I I see that it She can explain, but I guess it passed through, but it just seemed strange that it wouldn't go back to like a a reimbursement. So, if you have a reimbursement on a roof, or somebody's giving you money back towards something, usually it goes back to its funding source. So, I don't think we bought the I I don't know this, but I I would guess we didn't buy all of those Macs 3 or 4 years ago out of the activity fund, so. Um we can ask her about that next time we see her. That's not pressing. Anybody else have any questions? Those were the two that I had. No? Anybody else?
082No? All right, then uh I appreciate the information on that. Topics for future meetings. We've got allowable revenue sources. We'd kind of talked to Dr. Baker at one point about how do we get some of our great programs that we have here in Torrington Public Schools available to other schools. I know there were some financial limitations as to how you take revenue if it goes to the city, comes to us. So, kind of hoping to get some kind of an update on how or if we can even do that. We have the usual expiring contracts update. We'll have our monthly agenda and I suspect um that we'll hear back from the city in time for We'll have some kind of an update from the presentation. We have to We have to meet with the city
083at some point before the May meeting so we can add that to the agenda as well. We have a budget update. Anybody else have anything they want to add to next month's agenda? No? All right. Comments for the good of the order. We'll start this side. Mr. Kisko. Yeah. I love that we're looking at accepting students from other towns and cities into our awesome special ed programming. Good meeting. Thanks. Good meeting. Have a great night. Good meeting. Thank you. All right. Great. Well, thank you guys for all the effort as usual. I know a lot goes into this. Thanks to all those who are here and who may not be. We're looking for a motion to adjourn. All those in favor? This meeting is adjourned.