001Good evening. It is September 10th, 2025. Time is 6:32 p.m. and we are about to start our building grounds transportation committee meeting. Uh president for this meeting is myself Piro, uh board president Gail the Payne, Miss Bora, Miss Ratner from the board, uh Dr. Layman from the superintendent's office, Mr. Jerry Tag, our facility director, and Miss Donna Martyr, our a transportation director. >> So, um, we're going to start this meeting off tonight with talk about the Appar Broad project, our roof projects, electric service, HBAC projects, update for that building. So, Mr. Tate, could you >> sure? >> So, the roof projects are moving well. We're substantially complete with the 1960,79 and finishing up with 83. I provided committee members with a change order number one for the 1960 wound roof. Let you know that we
002do have an $125,000 allowance set aside in the contract for these types of things. If you recall when we did the 1936 building, we also had monies there for that for the rotted roof sections. Essentially, we run into a similar condition here around the 1960 wing and we took off the perimeter flat uh flashing off the fascia and so on. We realized the structure underneath was compromised. So the architect has done a sketch to put in additional wood support to carry the gutter system. So this covers that and we have more than adequate funds in the project to pay for it. We're also dealing with a similar condition and we finished up the 1983 section. Um there are some metal panels up along the gym which we have to remove and flash underneath. And as
003we've removed them, we've also found some structural issues back there which the architect is preparing a sketch. Um, we had some roof sections that we were concerned about where we had some deflection. So, we brought in a structural engineer to give us some guidance on that. Um, and we've had structural upgrades done. So, you'll see another change order would have come in to address some of the structural items. The key with the roof piece though, as I've mentioned all along, is the coordination between the roofing contractor and HVAC contractor, which is critical, and that has gone extremely well to date. Um so the two of them are working in harmony on this and some of the structural issues that we are dealing with supporting the HVAC equipment. Uh that too is being coordinated between those
004two trades very well. So that part is moving along. The HBAC contractors continue to work in the school. As we mentioned previously the delay in the electric is actually a benefit to the HBAC contractor. By contract, he was going to be working on a second shift when school opened, which means he would have to open areas up, working them, reassemble the areas every night, and it wouldn't be ideal for students coming in every morning. So, he's had a much better playing field up there and has actually been able to progress uh along quite well. As far as the electric service, as we all know, the delivery of the switch gear is the thing we've been waiting on. Previously, you know, we had been promised a ship date of August 29th. that changed. Um, we received
005confirmation yesterday from the supplier, which we feel good about because it's not just the contractor giving us lip service that it is set to ship this Friday the 12th. So, we will track that to make sure that goes out, get tracking numbers on it, and once we confirm that, we'll have the electrician resubmit his critical path schedule in hopes that maybe we can condense the time frame. He previously been looking at about 30 days, but quite possibly we can reduce that time frame. So, we'll let everybody know next week once We confirm that the unit is shipped. >> Does um with the you know a little bit of delay in the shipping of this piece, will this extend do you think the students having to stay at the middle school or do you still think
006we have a shot for the beginning of October? >> No, I don't think we have a shot for the beginning of October. At a minimum, if we're still looking at a 30-day window for him, we're looking at mid October now. >> So then Dr. lay and you'll make sure that once we >> So this is happening in real time like literally happening. >> Yeah. So here and everybody >> so our communication plan at this point getting this information would be uh ideally we will have the uh plan from the electrician the installation plan the revised installation plan to give a return date but minimally we'll reach out on Friday and give an update um we confirm that everything shipped and things. So, yep. >> When did I was going to When did they alert us
007that the part was going to be delayed further? Like that it wasn't going to ship on August 29th. >> On August 29th. >> Yeah, of course. >> With the contractor that was the holiday weekend here, >> right? >> Mr. So, I want to go back to the change order form. So, we used $18,000 of the allowance and the rest is still there for any unforeseen. >> Yes. >> And what about I read on that that there is a 10day schedule impact. Are we okay with that? Is that it's >> it wouldn't go into the time when the kids are back. >> No, I mean quite frankly um had we moved in on September 2nd that 10 days would not impact it because building watertight with roofs. This just handles the perimeter gutters and so on.
008This is the gutters supporting the gutters and support from the gutters. >> So um with the I know that the plan had been to sort of transition back when we had a day off from school. Now knowing that it pushed back hopefully we can like you said sort of tighten that timeline but there's obviously less days off in October than you know there were at that point. Um, is there the the >> My understanding is that everything is fine with the school like this little bit of delay is not affecting Apple or the students or the educators like I believe that the plan like we're using now >> with the middle school is working out very well. >> The plan is the plan is is going well. Um, right. I think that to the answer
009to your question is um when we get the new revised installation timeline from the electrician, we will look and see if we can sync this up with a weekend move or something like that. Um you know, if he's done on a Thursday, we'll move over over the weekend that kind of thing. So, >> there's still that that option. >> Oh, 100%. Yes. Um >> we wouldn't need the teachers to be part of the move. It'll all be the facilities that >> Yeah. The teachers aren't moving any of their things. No, they would just prepare whatever's in their classroom, >> box it up, and >> Yeah. Yeah. >> Okay. And then I just knowing that we obviously hope for the best plan, you know, meant for the worst >> because when we had discussed this, we
010talked about how luckily it was at the beginning of the year and there there weren't a lot of extra things that we had to to factor in. >> Um, this is not that much more in terms of of weeks, but of course there's always that chance that there could be more. Um so I guess from like the administration standpoint is there are there plans in place for like sort of those other extra things that happened? >> Yeah. So Dr. Graziano from the beginning has had the mindset of we will operate as if we're in our original building. So if we're going to host a PTO PTA event then we would do that here even or we would do it at Apple if we're at Apple. Um in terms of back to school night they're going
011to host their back to school night there >> on Tuesday next week. Um so they're moving ahead at regardless of where their location was and that was their plan. So right >> if we're thinking like zero period right that's one thing that we right >> um >> you know >> in our current situation uh before this delay we would have had the students miss one zero period period. M >> so uh we have had discussions about you know leading up to this about what it would look like to roll out a zero period at the middle school and actually timing wise it works great you know in terms of middle school is in first period the entire area we need to use is available >> okay >> for our zero period so we will kind
012we will go through and and uh you know map those things out now that we uh you know have have a an extra week or two uh that we're going to have to deal with. So um You know, we are prepared and we have s we have planned for and thought through a lot of these scenarios and a lot of the things we have to occur. >> Dr. Graziano's philosophy has been we're having school here like we would have school at Apple. So if we're going to have a PTO event, we're having it here. It's not not going to not do it just because we're not where we usually are. >> Okay. I'm even thinking of like the drop offs, right? Because like you know like zero period drop offs can be Yep. that then
013that's timed around when the middle school's opening. >> We've already talked about staggering times and drop off locations and maybe not running maybe not running it the same way the middle school runs it. Maybe having the Apple drop off in a different location or whatever. So, we've we've uh had those discussions leading up to even determining that Apple was the site. Um we've talked about it when we had our alternate sites as well. So um it's at this point it's about executing a few more things and uh you know >> making sure that there's minimal impact and that's been the goal from the beginning. >> All right. >> Yep. >> Good luck. >> Thank you. >> Okay. Uh can we move on now to the EEP project update? >> Certainly. So committee members were again
014provided a twoe look ahead uh report. Well, I will tell you they do have a typo on page 206 where the date for the start of the flood house should be October 27th of 25 out of 27. Uh, aside from that, they are moving along with the lighting, not as quickly as we like. We put pressure on them to add staff to expedite that work. On the flip side, they are ahead of schedule with some of the HVAC projects and we are looking at undertaking uh boilers this year at the middle school in Barkley Brook as well as potentially one large HVAC unit which serves the kitchen at the middle school. So, those items are ahead. They're a little behind on the lighting. We are pushing them to expedite that. Other than that, um the
015solar piece, um the interconnection agreement that HSP solar must arrange with the utility company. We've been processing the paperwork for that. Uh making applications through the county planning board, etc. They anticipate that they should get JCPNL approval by the end of December 2025. Uh from that point forward, they anticipate about six months for construction for solar throughout the district. So, all goes well, they get the interconnection agreements for the sites, the weather is acceptable, uh, we should have all the solar in for the start of next school year online over the summer. >> Okay. Can I ask a question? >> Is that in all the schools or is that just >> No. Uh, here at the high school, we have the panopies that are going to deal with parking and then we have it scattered
016at some of the other. So, I had two questions. Uh, one, conduct the lighting project. Um, I thought we were done in some of the schools, but I'm just looking at it again. So, it's still ongoing in the four schools, but we did replace sections of it starting as soon as we went live with the project. Have we started to see any um impact on our electricity bills yet? >> I have not looked at that as of yet. It'll be great if we can next month maybe take a look and see if you're starting to see those. Most of our camp school it would be but they're not done a school. I guess oak tree is probably the closest they're done. So we could take a look at >> see if there's even a you
017know what's a trend on that bill. Um for the solar you said by December and then the per. So when you say construction can start is it are we talking summer or are we talking during school year? >> We're talking during school year. >> Okay. So here during school year with the canopies, how would that even work out? >> Well, we haven't looked at a construction schedule yet, but a lot of it is they would come in augur footings, you know, off hours. We would arrange potentially clearing and a section of parking where they could come in, set their steer. >> So our our parking situation wouldn't get impacted in the high school, but that's pretty tight going >> and that's what the construction plan would define as to, you know, where and when. I
018mean we coordinate that with them. So during this process they've been in for example on the parking lot here they had to bring in the geotechnical company drill rig you may have seen out there you may have seen some of my reports we coordinated with Dr. Higgins and the high school administration okay this area is going to be cordoned off for the day while we do the boring etc. Those kind of things would be coordinated. All right. >> At the other schools, you know, Applegarth, it's out in the field. We don't want to be impacted. Same thing. Big time. Okay. >> What about Brookside? Is it out in the field on the on the >> It's on the schools on the roof. So, as of um Wednesday, so Monday I reviewed plans with them. We
019actually were able to come up with some additional area on the Woodland roof and the Barkley Brook roof, which I approved for them to add panels on. Um, you know, part of their process is they go through studies, literally sunlight studies, etc. And with determination, they originally thought they were going to be able to cover this area. They now realize they can cover this area. We reviewed it on our end, doesn't impact us, more money for us. >> Nice. >> And typically, my experience with this for resident shows is that the solar guys are so quick, they do it within two days. So, would that be like a short time frame, anything on the roof or on the fields? >> Yeah. Yeah. Um, >> I know this is a big project outside here, but >>
020actually the majority of the work is putting in the inverters and the electrical work that they do inside the electric room. So, that really doesn't impact anything. Connection out to the utility back to the grid, those kind of things really all back to school. Uh, you're right. When they come to set the panels, it's literally screw clip, screw clip, that type of thing. >> Okay. Very exciting. Thank you. >> Okay. >> No, we're good. All right. Now, we're going to talk about our use of building. M is going to give us our annual summary review of it. >> So, I provide you with a couple documents. Uh the one is the accounts receivable for the year to show you the money that was taken in through the buildings program, roughly $100,000. However, we do not
021look at that as profit because in one hand at the other hand, right? This covers security custodial. A lot of this gets fed through to read sound and then utility cost. I also included for you three years of >> real >> usage. >> And you'll see within the last three years we went from 94 9,433 events to this past year 12,118 events. Um, and you wonder why in my new report every week I put in there because I have to sign off on 12,118. >> Oh my god. So, it's a lot and we're doing this. Also, just be reminded in facility staff this year to balance the budget, we reduced three positions in the department. So, we truly are doing more with less. >> Um, and I will tell you these these events are getting
022more and more challenging, >> right? >> Uh, groups, some of the groups that come in are um they don't want to pay the full amount. They attempt to manipulate items to get their bill reduced. um you know the shelter of the office semi- confrontational quite a bit. We're trying to run the school district. You know this past week with what we had going on here with the electric it was literally 24/7 we're dealing with that and then we have people coming and saying I don't want to pay this much. Can't you give me this? Can't you cut this? Oh, we're not going to have as many people cut down our bill. Cut down our bill. Um, so if at any time the board wants to decide not to do outside use of buildings like other
023districts for these weekend events, we'd be all for it. >> Is that >> I think we should honestly I think we should look at um if we are going to do these events that we raise the rate, we go through the policy again, change the rate. Also, I think that um if somebody comes in and says, "I'm having a thousand people blah blah blah blah blah." And then you tell them it costs x amount of dollars and they don't like that, they come back and tell you, "Oh, you know what? We changed it. We're only having 600." Well, there's no way for the district to monitor that a thousand people aren't. My thing is if you submit a building use and you tell us this is what you're having, I don't think they should be
024able to revise it because honestly there's no way to you'll lower the rate but you're paying more money out. >> I'm confused because like I'm looking at our building use cost like what we charge and it doesn't mention anything about the number of people. Um it says per hour. We we diplate that based on how many people they're going to be, >> how many security you need, how much >> director of security looks at the event says many. >> Okay. >> Just looking at this, can you explain what is the tour? >> So the tour is a lot of groups say, "Oh, we want to use your facility. We want to come by and look at it." And what I found was they're pulling my staff who have assigned duties. Each of my people have
025so many square feet they have to do a day. and they'll take a person for two hours. Show me this. Show me this. Can we do this? And then the person's not doing their area. So, previously I said to the board, we need to be compensated for because then I then have somebody overtime to finish cleaning their area because they spent time. And that also helps >> charging them to bring us a check in order to get the tour. What we found is a lot of people who thought, well, we want to consider using your thing. We tell them 90 bucks. Forget about it. We don't want to. It just saves us from the hassle. >> We could we probably could put a video up of our facility. >> I know that like in East
026Brunswick it's like 800 bucks an hour to use their >> the hammershock school >> and that but that covers like >> right >> we're covering maybe some custodian and some security. What about the electric? What about the bathrooms? What about like it's still costing us water, sewer, electric? We're we the taxpayer are footing the bill for maybe a group and we don't limit it. You at one point it was only groups from under township. >> Now I understand that you could be in uh Jersey City and decide that and the word believe me gets out that hey if you go to East Brunswick it's 800 in Monroe it's what's an hour basically >> depends on area. >> Yeah. But I'm just saying the most >> couple hundred dollars. Would it be possible for next month
027to get like the we can look at it and look at the surrounding districts to see what they're charging and sort of see where I know that we sort of did this a couple of years ago >> building costs have gone up so much as you know JCPO went up 20% recently that >> you have not adjusted the rates you're charging so I would venture to say you're probably losing money with these groups >> and that's that's while we I don't want to stop doing this I think we really to reeval what it cost us. We can't glean because of this and plus we cannot put an extra stress on the staff for which this is not a primary response to >> I mean that's a lot of events 12,000 >> um like you said
028you're doing more with less so that that has to be factored in um are we taking more requests than we can handle so >> could we go back >> I think >> Monroe groups Monroe residents Monroe >> what would really help at this point is getting a little bit more detail on the type of events, the the number of people coming, what kind of staff, what hours of staff is going into, what's our cost, what are we getting reimbursed. I think let's look at it. Um, the sooner we look at it, the quicker we make a decision, >> potentially look at a deposit. Um, for example, we had a group last year, uh, who booked it for an event and they said, "We're going to have x number of people and they more than doubled
029that." And it it caused a major I got a call that weekend. My people were sending me videos. The place was wall- to-all people. It was it was a real mess. The amount of staff we had designated, but I could not cover it. And we spent a lot more time afterwards. We approached the group afterwards. And they weren't at first willing to come back with additional monies. But then when we told them we could not come back in future, they finally stepped forward. And whenever you use something on the outside, you have to put down a security deposit. We don't require that. So if we were to take a security deposit set on the side, when these groups say 600 and they show up with 1,600, >> I think that's the first change we need
030to make. So I know when I need to use a senior center, I have to provide my own security. They would not allow me to even if I'm doing I've done school sports banquetss there. We've got to take people with some sort of a security background like an exop or something and we have to pay them out of our budget and they need to be present there outside. They can't be like parent that's sitting inside. It has to be outside watching them. So and we do put in a deposit. So I would say one of the easiest changes, the quickest changes to make is >> policy needs to be repres I really think that we should concentrate. We have a lot going on here. >> Yeah. >> And we can't afford to be losing tons
031of money from people that aren't even from our township that come here and use our buildings. And >> you know, and believe me, word travels quick. Hey, go to Monro attachment. You're going to only pay this much and you could tell them you're having 500 and bring 1500. Like cuz we see that's what's going on. So >> I would be hesitant to ask for security. >> Well, it's like security that isn't like vetted by if they're in our building. >> No, I wouldn't. I'm just giving you an example, >> but I think we should put a secure we should definitely use our own staff and do what we can manage with our staff. But the security deposit is a quick fix today. I fully agree and this could be relative to the crowd that is
032coming >> because then they get it back >> the area of the building that is being used. So if they're using the auditorium and our sound equipment that security deposit should reflect that. >> If they're just using the cafeteria the security deposit can be less but we don't get we don't use any outside venue without a security deposit. I always pay the security deposit and hope that it all comes back. Right. >> So the way we >> and so we're careful don't break anything. This would go out of the security rate when you use outside for any banquet. >> Read sound do all outside stuff or do this if something happens in this school does the people do the tech people or >> the outside groups have to use read sound? >> So in group
033but inside group >> the district >> but an indist group. >> Okay. >> When I say indist is doing they play here but then the indist people do it. We have staff who receive. >> That's what I mean. But we don't allow out of because I know this came up. Somebody had brought up about us allowing outside groups to bring their own people. Not usually sound. But I >> that was that was me. At one point it has been said that they as long as they had a representative from Reed Sound there, but then we were told that that's not allowed. So even if that had been >> it's not re sound have to be the ones that man all of the the equipment and everything. I mean, to that end, the school has gone
034on 15 years old. It's got a state-of-the-art sound and lighting system in there, right? >> And it's in stellar condition because of the approach we've taken. We've only allowed high level professionals to handle it. >> Once you turn it over to, you know, someone else, you're risking hundreds of thousands of dollars worth of equipment, >> right? >> And then the flip side of it too is remember we when these weekend events happen or even a weekn night event, we have to teach children the next morning. And it's unfortunate when we have situations where a teacher comes in to teach a class and hey something's missing from my room or it just doesn't work or those kind of things. So >> can I just ask really quick the number I went to look at the community
035youth calendar. >> Um and there's obviously a lot of of things on there but some of them are like staff photos or falcon care for each school. Are those included in that 12,000? during during >> so if you look at the invoices there are quite a few the invoices is just >> like I was wondering how many are additional >> right like additional events whether it's spec like special in district events or you know out of district I do think if we can get the breakdown maybe of um whatever like you can just put school in like one thing and then out of district like based on the the class whether it's you know out of town or if something that's through the township. I think that would be helpful to look at because those
036costs we wouldn't be recouping necessarily for security and custodial um for those right because that the tier ones is sort of what >> no we still so we don't for the township we know we have an agreement there >> but if you are a township resident and you want to host a birthday party here >> you right I just meant like sort that that breakdown of how many of the events of the 12,000 are like class one class two or class three decisions are get paid. >> The vast majority are the board of education, right? And the town should >> so shared services agreement with the town allows them to use any building. >> And how long is that valid? >> I don't have it in front of me. It's it's >> several. It's many
037years. >> And and they're specifically using it for practices, sports practices, or are there are there other town? I know the cultural arts commission >> cultural arts >> uses that >> what else inside >> just like cultural arts >> cultural arts is >> and a lot of I think a lot of it is majority is probably wreck >> yeah wreck I think I think most of the boy scouts fall under them some of them do the ping pong clubs there's a lot of different >> right I think this you know the scouts are not township but they're still tier one >> they're still tier one >> right >> so they're still boy scout are we able to do uh cost analysis because we did see the invoice on the the ones that we can charge
038That's quite one sheet. But for these different tiers that we're not charging money, the town specifically, can we see what it's cost the district? Um I know we're in a shared services agreement. There's not much that can be done about it, but just to see what it is. What's the cost of that shared service agreement to us? Is it possible? Is it >> It's a big I'm taking and I don't >> I was going to say you said you're bad under staffed right now. So I don't know how >> and I don't think there's any value to it. I mean the township has been more than generous. So >> yeah, >> gave us millions for across the street and Apple would not be happening without their 6 million. >> That's why we're in the agreement
039with them. >> So I mean I think that the town definitely is doing their fair share >> more so >> and can I reiterate too the uh senior center closes at 5:00. So anything you don't do anything at night over there. They do have >> it all comes >> they have things at night. It's just not through the senior center. Not to the senior out, but they don't they don't like I mean they don't like to and they don't like anybody past nine in their >> Yeah. When we go to bank >> Yes. So they have their times and their rules too. >> Their rules. >> So the way we we looked at this last time is I believe we started in this committee with the expertise of um building use looking at the proposing
040some fees looking at the other surrounding communities. Then we took it to finance. Then we took it to policy. >> Policy was the last stop as it in the sense of >> it went through the financial piece. It went through the building use this committee's perspective. >> Um and it was I think it was either we approved it last year. I think >> right we started the >> but it was uh definitely worked maybe even two years ago or more. Um >> last year's change through that process was the time. >> Remember Mr. Selby was saying that couldn't get security to stay past a certain time, >> right? >> And then we charge them more after >> we're going to charge them more. >> But I would think that the adjustment piece starts here then
041it moves to finance then it moves to policy and we did it in the same month often times or if this group needed more time then we would bring it back but that was kind of the flow of getting this taken care of. >> So we're not charging any security deposit at this point. >> All right. So I think that's the first change that we should be making. >> We never charge a security deposit. >> Oh, for the that would have to be in policy though. >> It would have to >> come up with some ideas and then go to policy and have policy figure it out. Look at the rates now compared to you know what maybe we should do. um at least at least maybe >> whatever the business can recommend based on
042data that we have. Yeah, >> it could be 10% of your projected total cost or something like that. You could have that always >> doesn't have to be >> you prefer that over like a flat >> or 15 or I don't know. I just threw out a number. >> That would be better than like a flat flat. >> Okay. And I know that there's an issue with um like the county and the amount of people and I know that um one of my kids groups years ago would use like hammershock school and they would say whatever it was a dance thing they're going to have uh 1500 people. They actually had somebody there with a counter >> because they said that they would people would come in and say they're having 1500 people and 5,000
043would show up. So, you know, that's one person standing there. >> It might be worth paying somebody to stand there >> and count because I mean, I know in East Brunswick that was one of the reasons they raised their rate so much was because they were, you know, you people were utilizing Hammershock School >> and they decided to make it something beneficial to the district to try to make money for the district than the district losing money paying for everybody's event to be in their school. So, >> there's definitely a need for change here. So we could work on that change. >> I just had two more quick questions about this. Um so the first is looking at the breakdown by location and I know we said that not all of the applications are necessarily
044happening but I know this was last year but there were still a lot of things that were not at the high school. Um, I had logged on to reserve for my own, you know, personal like uh Girl Scout use, but we're still allowed to select the other locations and there's nothing about having to be at the high school yet. >> Um, I don't know if maybe like they're doing that on the back end, like reaching out and saying we'd like to move you to the high school, but right now that's still an option where I could reserve Millie or Brookside for other for you know. >> Yeah, we tal we talked about that and I think there's two pieces to that. there's uh you know we will always have like wreck basketball at all the
045schools like that but some of those other pieces >> whether we begin to transition them right they've already set up their routines we begin to transition them to a future date at the high school but the goal is to really centralize it right >> um and I agree with we talked about this for several years >> since we have security and everything here already the building's already open so >> I agree I just because it's still letting anyone select and I know we discussed this I think it was last month about putting something on there that unless there's a specific reason like they need the gym and obviously gyms aren't here so they need one of those then they should be selected or checking it on the back end. >> Um and then just the
046other thing the um the community use uh part of the website right now it still has uh last year's reads down rates listed. I don't know if they changed but it still says 2425. Um, and then I think the use of building is from what we last updated. So, it's July 24, but I don't think there's been any changes since then. So, >> yeah, I don't know if they update theirs on the like 24 25 or if they do it a school year for us or if they're using a calendar year, you know, maybe they're going to update at the end of the calendar year 20, you know, 26 27 you said, >> right? So, right now it's still it says from July 1st to July 24th to July 1st, 2025 to reads down. So,
047I think it's just >> Yeah. a matter of updating that on there. So, I just don't want someone to come back and say this is all that. Um, I don't think there was that much of a change on there, but I think there was probably something small. So, >> um, the only other thing I want to bring up was I know they had we had a power outage in town a couple weeks ago. >> Yes. >> And we had an incident with the high school related to that. And if you just give us an update, I understand the parts come in. It's all fixed now, but what happened and what? >> So, there was a power outage due to the fallen trees on Primeville Roads caused a major power surge here. Power loss, the power
048surge. This building has a generator that sits outside the boiler we're going behind. If you've ever seen it, it looks like it's like a giant tank. Um, so when we lose power here, this thing called a transfer switch that transfers power for the building for the emergency lighting, etc. to the generator and the generator runs. Well, when this happened, the surge that came in from the power failure melted component of the transfer switch and we were stuck in um that power for maybe over a week and so we were running off of running the oil generator 24 hours a day. Um we were eventually able to get switched back. We place this transfer switch uh which is not a shelf item as we've learned. most electrical things aren't anymore. Um, so we were able to
049get that and transfer switch was replaced on Monday. Board members, Dr. Layman notified everyone that we were basically closing things down Monday afternoon after school, which we did. Crew came in. Um, it went much better than we anticipated. Um, and so we were back to active power. However, we had two main breakers in the school. One is a 4,000 amp uh breaker. If you think about the breaker at your house is probably 150 200 amps. This is 4,000 which only takes care of part of the building. We have another 5,000 amp breaker. Those breakers were also compromised. Um so maybe an old breaker in your house that trips all the time. That's kind of what we're dealing with here until we can get the replacements. Uh we're looking at a 3 to four month delivery
050to have these fabricated new. Once again, electrical components are not readily available. So we're working through that process now. When we get those, we will arrange a future shutdown. Hopefully, it'll be maybe during one of the school closing periods. We'll do those transfers as well. We also obviously filed insurance claims on this and have been working with insurance carriers. They have been out um reviewing this because the costs are substantial. Um and they're looking to get reimbured for that. >> So, the transage has been taken care of, but those 4,000 and 5,000 breakers, they're being managed. Is that what you're saying? They keep going in recent. >> Yes. >> But once they come back, they'll be >> when we get the new ones, right? >> So in the compromised state is it's possible that right
051now power could go off. We have to reset it. >> We know what to go and do and then we'll come back. >> I mean it's stable enough that we have emergency power, we have power in school, we haven't had a hiccup, but if a truck runs into a pole out there again and something like that starts happens, it'll go off. And so it's not an ideal situation. uh in dealing with the insurance adjuster, they recognized um the urgency of the matter. And when I was out there with him the other day, he said you're authorized to pay premium to quick ship any of this because we realize the exposure on our end as your insurer is also great should something ever happen. >> We'll get all the reimbursement or do we not know that
052yet? >> Still going through the process and we do have a deductible as all policy still >> handle the deductible as well. The origin of this event was the last time we had committee meetings. Yeah. How we last minute went remote? >> Oh yeah. >> Power was going to come back on. So that that evening >> operating on generator power, >> right? >> Uh we were back on the majority >> during the board meeting. >> But even for the next committee, >> right? We have the committee meetings normal and we were operating uh >> in a non-normal state but it was normal like when you're in the building you wouldn't you wouldn't notice on all the tech was on you wouldn't notice there was anything going >> you know to that point this was actually
053a good exercise for us because realizing that we had to do this this transfer we had to kill the building power uh our tech department did a stellar job of doing the trial run we actually had to bring in a generator they had to figure out okay what can we do to keep our system live because this is the hub for internet for the district which also means it's the hubs for telephones for the district. >> So had we lost that not been able to transfer over you would have lost phone service at all the schools you lost internet everywhere. Uh so Elliot and his team you know did a stellar job of kind of mapping that out going through that. And the positive to this is should there ever be another Armageddon type situation
054we now know what to do. his team has gone through >> that and now they know one, two, three, four, five, six, we're back online. >> And was did we validate that this is the right place to be the hub for our >> Yes. Y >> through this incident. It couldn't have been better than anywhere else. >> No school has an RFC generator that could handle um Ethereum for >> and luckily it happened in the summer. So >> Exactly. Yeah. >> Yeah. And it was literally something that happened >> quarter mile down the road and uh >> things beyond no control. >> We we lose power in this town in our schools frequently. >> Um and we all every school has a various >> various version of a backup system whether it's battery backup or
055this case it's a massive generator backup. And most of the times it's seamless popping on popping off. You don't even notice you know >> there's no manual interruption or whatever. But in this situation, whatever happened, you know, >> it's always a learning out >> challenging. Yeah. >> Yeah. >> Thank you to you and yourself. >> What else? >> If I could add one item that's not on the agenda, but just came up. Um I talked to Miss Allen about this before the meeting. So, we were contacted by the SENG, who's the natural gas supplier for our schools, regarding Brookside School, and they indicated that the gas meter over there had not been operating properly. and we are we now owe around a large sum of money for as service not build. Um and they're being
056aggressive but at the same time I think they do realize that we are a school. So on our end we did a check and used energy for America and their engineering group to validate potential usage etc. And it's likely in the ballpark. Uh what I'd like to recommend is the committee may recall I brought in the past um uh utility consultant um Taylor and Banks I think is their name. They used to be provided through a service commissioner as an approved vendor. And the way they work is they will come in and renew your utility situation. They will fight on your behalf and it costs nothing and if they are able to recover anything they each other. Okay. >> They did that for us. I think brought to the committee a little over a year
057ago or so. We did. Yes. And they found a situation at Mil Lake School where they charged for a certain tariff that should not have been applied there for a long time and we got a $36,000 credit for that. >> Um I'd like to your permission reach out to them and say, "Hey, you fight this for us and at least maybe even buy us some time if not and see if you can get us a reduction." And >> any reduction we get is saved money. And um you know we'll hold them to the same contract rates we have whatever their percentage is. >> How long was the period of quality readings? >> Quite a while. >> Oh wow. >> Yeah. They come out >> they caught on to it. >> Is there any statute of
058limitations on that or or >> that's what we're looking at. >> Okay. I mean I'm going to turn like the power company. >> Yeah. reduce the rate, >> right? >> I recently had I recently had an experience where they came back and told me, you know how all the all the residential meters are getting converted into smart meters. So, they're taking away the one. They came and told me mine was operating too fast. So, they gave me back money. So, when you started talking about it, I was like, who knows that happened in the school too and you're getting back money. But the opposite that happens, >> we don't always get lucky. Uh, but I think that's a great idea to have them because they don't charge us anything and they pick a percentage and
059>> it's well worth it money. >> If we can save money, by all means. Thank you. >> We'll get that going. >> And for next meeting, if you have an idea, like if they give us a rate, we at least have an idea of what how long where we're at with that. >> Sure. This way we have an idea of expenditures it's going to be. >> Just out of curiosity, I I definitely agree with Moon Bard with this. Um, but if there is any like easy legal component that would take away like a chunk of what that is, is it worth having like um Adam like Mr. Weiss look at that to see if that would be a simp like at least partly resolved, >> right? And then they would work on their balance of
060whatever it is. Is that an option or do they have >> My guess would be that this company is probably attorneys and this is what they do for opening is that their specialty is >> show they're not so pay and then on top of that we're going to hire this group for free >> also has attorneys >> right. Yeah. My thought if it's only go back two years and it takes two hours of Mr. Weiss that's different than eight years of whatever. I'm sure this group will know that if they can probably get the same check if they're only allowed to charge you. I'm sure this group will know if there's potato. >> No, no. I think they would, but I think that we would have to pay a percentage of that whereas Oh, you're
061saying if we save five years worth of money, we would have to give them that >> that percentage of that five years. But it was Yeah. >> Well, like on the mille one when they we did not pay Taylor and Banks until we got the check back from JC Pino, >> right? So we we had a grass we had a number $36,000 check come in and then we should >> I might just not be explaining my >> No, but I understand her point. So if say just saying the period was six years and legally they cannot go back six years and they can only go back three years, right? So if we were to find that with a halfhour call to Mr. rice then we recruit them just to fight for the three years versus
062if they go in they they will save six years worth of money and we would pay six years worth of percentage whereas now we'd only pay a percentage on three years did I explain what you were saying >> yeah I I get what you're saying but I think that first we need to know how long is it one year is it two years and have an idea of where we're at >> of how far it's it's >> like we're right now we're talking >> not that much okay go measure was substantial. >> Yeah, the worst case scenario it would be a great idea but you >> Yeah, I mean unless it's you know like you said if it's six years which I really >> talking about a couple years then >> say substantial because remember
063you're talking think about what your own gas bill is >> and then magnify that by 25 because of the size of the school. >> Yes. >> Okay. Yeah. It's still a lot of money. >> Still a lot of money but yeah I think that getting that group in it definitely be beneficial to us. Okay. Uh, anything else before we move on to transportation? >> Thank you, Mr. Day. >> Good. >> Thank you very much for >> now on to our transportation review. Um, Miss Martyr, could you tell us how opening week went? >> It was busy. Um, but I think overall it did go well. Um, we're still cleaning up some of the routes and evaluating them. And um I don't know if I mentioned it before, but I think it was maybe two years
064ago, they bought an upgrade on the transmitter system. >> Mhm. >> So um previously until June, we were working in pro and we had this newer system that I wanted to start using and it's never a good time to start something. So we started with ESY and now we're using in the fall. So there's some kinks that we're still trying to adjust adjust to, but we did um we are going through training. We have a trainer that comes on if we have any questions. Um I think it's five classes we have and all everybody is staffed. We do it via Zoom and they go over different things to make us familiar with all the little perks for the upgraded system. >> So does it like help to like optimize the routes and things like that?
065>> Yes. But still like I said, you know, you're get we're getting used to a new system. So there's some kinks, you know, um you know, making sure that we put in Genesis and you know, making sure we're in constant communication. But um there were some routes that we had to re-evaluate and change. Um there are parents that are requesting some changes for stops and I just ask them please be patient. You know um the ones that email me the staff is taking notes. Said give me a couple weeks till everything settles down and we have the roots down pat and then I'm going to review all their requests and see if I can accommodate and if they're reasonable I will. Um but I just asked them for time and the parents have been wonderful.
066They really have been. If I can ask really quick because you sort of mentioned the accommodations. I know one thing that when my daughter who's in high school now was in elementary school um you know our bus used to go down the culde-sac um and then the bus stop was because we're one street right and the bus was the stop was in the middle of a street and then we were told that the buses can no longer go into culde-sacs. Is that like a district protocol? Like because I also know like if there's >> um you know younger grades or like special needs, they might be on smaller buses that don't have to do that. >> Yeah. With the larger buses, we have to be very careful going into culdeacs. You know, um >> if
067you're going down, even though the road seems like it's perfectly fine to drive down, with a bus, there might be garbage cans, cars, and it it it's just it's difficult. Uh the smaller vans, they can get down. You know, I mean, there are some roads that it's just But um and also you know to optimize there's the population is growing so there's a lot more students and to optimize some of the routes we had the students come down to the corner instead of going in and out and in and it's made the routes you know more efficient less time on the bus for the students you know um so I think it's working out well but to answer your question yeah culde-sac we don't have going through with the big buses >> too then the
068like the other side of it right like so like I live off of matchics and so the kids are while waiting on naturoponics and luckily like buses, you know, and I I commend you and the team like they've been there pretty close to when they're supposed to be. Um, but obviously there's always that concern of the waiting with especially with like little kids, right? Like I have a first grader who is exciting. Um, I get nervous about like with, you know, a major road, especially when people aren't always paying attention. But there's obvious only so much we can do. Um, I just wasn't sure if that's ever a factor regards to the bus stop, like the safety of the stop itself. >> Well, safety is always our number one concern. >> Um, and we always
069look at that and that's what I'm saying. We did get some requests to change the stops. I have to look at it, right? >> But up to third grade, the parents are to be out there with the student or a guardian. Um, you know, we do our best as far as safety. As far as the time, I always tell the parents within two weeks, the buses are, unless there's an unforeseen incident that happens, they usually come like clockwork. They really do. I mean, within a 5m minute window, you can count on that bus coming because they get used to the traffic patterns and whatnot, you know. >> But I think overall, you know, >> it's calming down already in the office. That's a good thing, you know. >> I did have two questions about the
070opening. So, how how were the communications in the first uh first second? This is still just a second me. Are we able to address parents right away? Are we taking some time? Is it too much volume versus email? >> Yeah, I think we did well. I mean, that's my opinion. Um, I have a full office staff and they were doing wonderfully and we would send out blasts and also um >> Mr. Moralda, >> yes, he was helping as far as sending the blast out. If it got too crazy the office, I would shoot him an email, send it to this bus and tell them we're running 15 minutes behind, you know, the school's getting out late or whatever. So, I mean, I think I think it went well. I mean, it was >> Did you
071have um any idea on these complaints? Like, were they all on a particular topic or were they just general all over the place complaints specific to individual stops and kids? Um the general complaint was that we did pull some routes out to the um road that were before they were going into development. Okay. >> And you know and also I did ask them as well please be patient. We're monitoring it. if it becomes an issue or it's a safety, just give me a chance because there's other on on the road there's other streets that come out and they've been waiting all along, you know, but of course if if it becomes an issue or whatever, we will do what we have to do to correct it. >> So my only ask would be that we
072close that loop. So if we told the p parents be patient, we're still monitoring. >> Maybe after monitoring for a couple more weeks, no matter which way you decide, close the loop with the parents so that they're not waiting for a response. >> Absolutely. >> Whatever decision you take, which is the decision? >> No, I will get back to them either way. And and if it's a no or yes, I'll explain my position and why. >> And my other question, Miss Mart, was um how have your interactions been with the four companies that we contracted out? >> They've been great. Do you feel more in control with >> Yes. Yes, I do. And we're in the process um of getting radios for them. >> Okay. >> So, this way I think we have one more.
073>> Our radios. >> Yes. Yes. Our radios. >> They already have radio. >> Can you confirm they have radios? >> They have Yes, they have radio. Oh, I'm sorry. Yes, they have their own radios, but we're gathering up >> extra two-way radios >> and we're going to give it to them. So this way it'll be immediate with the uh driver. >> That was my question because if like there's, you know, especially because I know we're using the contract buses in the elementary schools, right? Like middle school, high school kids, they have a easier way of communicating because most of them have co-ops or things like that. >> Um but and I I forget I know Mil has it and I think Woodland I couldn't remember if there's another elementary school that has the contracted >>
074Mil Lake and then there's Woodland Woodlands. Um because like I guess my concern was like if there is an issue and like you have to try to find someone if they're on one of those like I know a lot of times they would do like a I think it's an all call right but if if it's one of the contracted buses then right now that wouldn't go to them like it would go to you who would then have to reach out to the person who has to reach out to their buses and like you know it's a matter of like seconds. It is a little bit longer than getting in touch with our own buses, but they've been good. We've had to do things like that and they stay on the phone. I hear them
075calling the drivers right on the radio. Pull over, you know, check the bus, look for the student, whatever. So, it's been much better than dealing with the commission, although it'll be even better when we get the radios. I I understand what you're saying. >> Are the complaints that you've received over the last 10 days any which way tilted towards the contract or is just generally all over? >> All over. That's great to hear. He said, >> "Is it mostly changes stock?" >> It's Yes, it's mostly changes stocks. Yes. >> Okay. So, >> that's natural. That's >> But as I said, I I am going to evaluate though. I I actually give give me till September 16th and then I'm going to start reviewing everything. >> That's >> And I will and I did tell them
076I would get back to them either way so we could discuss it. >> Thank And then just um I guess protocol-wise like I know you mentioned that you were re meeting with I don't know if it was the drivers or the the companies themselves but um I guess just the is there like the consistency of like are bus drivers when the kids are getting on the buses um at the schools and taking attendance like are the contracted drivers doing that too sort of to make sure that the right kids are getting on those buses? Um I I h I haven't been there to view it, but I did happen to pull I did get a video from one of the contracted buses and they were great with the kids. They really this one particular driver
077the inter know good afternoon. How are you? Sit down. She had all the labels for the little students so they knew the younger grades how they knew where their seats were. Oh, look up there. There's your name. And I was really pleased with what I saw, you know, and she had no idea I was going to pull the video and uh it it was it was nice to see. So I I think it's working out well. Um and again we it wasn't any complaints just towards the contractors. It you know it was just >> in general. >> Yes. Yes. >> That was really about the video. Thanks for hearing that. >> So in terms of communication um we made concerted effort to uh even at the high school level notify you know high school buses
078have left uh the high school the middle school buses have left the middle school. um just you know there are buses that have longer routes or shorter routes or they have to double back and you know make an extra stop or whatever it is >> but we wanted to oftentimes not having any information is >> worse than and then you start thinking or worrying and so if you know that all the buses have left the school and your son or daughter's on high school, middle school, Barkley Brook, Brookside, whatever at least you know the buses are on the road. Yeah. And then if there was a further specific delay or in the morning specifically if a if a bus got delayed um for whatever reason we have the ability to target uh communication towards specific
079bus routes as well. So we can we don't have to alert entire middle school that one bus is five minutes early or five minutes late or whatever. So um and and that's something that we've been integrating into our new uh messages XR system which is replacing Blackboard Connect. Uh we started that a couple weeks ago. Um so you know we we'll continue to tweak that improve that and uh leverage that messaging system. >> Is that communication piece right now being helped with the help of the tech team or Moralda or is the transportation team able to manage it on their own? >> We've been so busy that we haven't actually used it but I did get an alert on my phone. It's really great when you get it. It's like and it comes right up
080all the information. I was like what's that? >> Right now it's a collaboration of different teams. >> Yeah. So right now for the first three days of school, we had a spec a specific plan to >> funnel everything to uh Mr. Moralda to to push things out that way because we knew the principles, we knew the administrative team, we knew the the transportation office was answering phone calls, listen to the bus radios and running around on the bus loops. So >> get a message to us, we will get a message out. take take that burden because going to the computer and putting something in, you should be out on the bus loops. >> It will transition to and it has been now building based there and they typically do a lot of especially the afternoon
081bus runs. You know, this this left uh late, this left and it also comes from the transportation department. So, um you guys typically handle the morning ones too. you know, it's 6:45 in the morning, >> you know better than anybody else whether that bus is running 10 minutes late because the driver, you know, is uh being covered by another driver or whatever it is. So, typically the morning notifications come from transportation. >> The midday and afternoon ones come from a combination. You could get them both from transportation and the building, but we for the first three days of school had a specific plan to funnel all communications. Um and and some of the schools sent their own as well. >> Okay. >> Which was awesome. I know Mil Lake would follow up with, you know,
082the buildings had cleared at, you know, whatever whatever uh minutes. Uh and then Mr. Merald would also compliment and fire it out a text message or an email as well. So our goal was to overcommunicate specifically uh the first few days of school. And once the routines have settled in, and again it's still fine-tuning, but once they settle in, we get back to uh our traditional communication venues, which is schools sending out when the buses are leaving because again, they know better than anyone. >> The last students just walked out on the late bus, we can send that message, you know, this bus is in route and good. >> Just to clarify the because I I got the messages for the first couple of days and I got the excitement about cutting down the time
083the next day and all of that. Um but those have stopped now. If parents should not expect that and it would be more just if there's a special circumstance for that bus that's when they would expect >> you should be on schedule map. Correct. >> Yeah, we're getting close. >> Pretty good response schedule. I mean like I said we were tweaking some of the routes and some of the routes were leaving a little later but >> right you know >> well because I got one for the high school like they left on time. It was great to get the communication right because it's I I always like say like you sort of said better to have more than less right. But >> I don't think we know like we need the poll here or even
084like extra weeks of the buses have left on time. have a great day. You know, >> given that the first two weeks are the weeks of uncertainties, now that the dust is dust is going to settle on that, what I understand from what you just explained, it'll be a collaboration between transportation office and building principles uh to send out the messaging. Our administrative staff in in the business office is not going to >> No, it's just going to be >> we we're always there to support if we need I can fire off a message if we need >> an emergency or something like that, right? The reason it's really localized at that point is you guys know from the radio exactly where the buses are and the the buildings will know, you know, this last
085bus literally walked out of the cafeteria where they were staged for 15 minutes. Now, let's send the parents a message. Yes. >> Instead of doing the same thing they would do, but it's sending to us to then send out. It's much more efficient. Um, and that's the traditional communication method. >> Sounds good. >> So, are we able to get any more drivers? >> I'm trying. I'm trying. It usually works to recruit people. Yeah, they're they're coming in little by little. >> They're making a little bit of progress. >> Yes. >> Now, the only other thing I'd like to see is once we get this the dust settled on this is we go back and revisit the bus app to figure out, >> you know, what we're going to do with this company. You need to
086get in touch with them and >> we got to pilot it. Figure out where we're going to pilot it and then let's get this done so we have an idea of what's going on and how it's going to work. Um, I agree with the bus stop. I just had two other communication questions. I know we discussed the email for transportation. Um, so that people could email their concerns if they're not urgent. Um, the website still just has the phone number. I don't know how many people are going there versus just contacting the central. But if >> we can like it's updated everybody like all urgent matters you know please email cuz then like that gives you that >> that transportation at Mon2 that goes to everyone in your office. >> I've been getting the email.
087>> Okay. You're right. I mean we >> it could be on the website too. >> Yeah. Because of social media post but this would >> put it on a website so I can see it. >> All right. That was great to have it on social media at the beginning of the year but then once it other there's other post it gets lost. >> No you're right 100%. And then my other question was just buzzing as far as like after school activities like um I guess mostly athletic right now for the high school and middle school. Has that been running smoothly as well? Is that mostly out of district buses? Is it a combination? >> Right now I have quite a few drivers out. >> Okay. >> So I have been using the contractor. I haven't
088had any issues whatsoever. I do anticipate them to start coming back at the end of um September. >> Okay. So, you know, but right now I we've been using a manual and we haven't had an issue with them at all. >> Okay, sounds good. And then yeah, I I agree with Mr. P. I don't know if we can set a time to >> your next meeting will we'll give you an update update on where we're at with it. let her finish this week and make sure we're all there and then by the next meeting we were missing some data on the comparison between the two the transponder >> that we have and you know if we were to use that versus so >> that data versus you know trying out >> but I think the
089transponder only gives you the bus location and only our buses. They said that they that you could add a plan to it, right? That was more expensive than >> expensive. See what that cost compares to the right spot, >> right? I think it's that the one that we that uses from our company like they have the bus child that tracks. Correct. >> Um >> the right spot is the one that we were looking to >> but that track fracture child, >> right? It tracks your child. >> The one that the I think >> that one only tells you that where that bus is, not >> the basic one. The basic one, right? But then they had a premium one but it cost more than the one that specializ we don't have data on. So if
090we could get that just because we don't want to all just assume there's only one solution out there. If there are multiple then we >> weigh them both. >> Yep. >> But it'd be really good to have it and then to have the pilots done so that when we start doing like the budget rounds >> we can figure out where we need it. I mean we may only need it for Kate, >> right? >> We don't know. >> Yeah. I think when if slash when we do a version of the pilot, >> we we should have a serious discussion of >> you know what it would look like, who it would who would leverage it and is there even an option of like you know a perdm piece you know if someone chooses to do
091it or not because I don't know >> there's definitely an interest to it but there is a significant cost associated with it you know that's what I mean >> some of the programs are up in excess of $150,000 and It's you know >> is it is it something if we are communicating effectively is it something that we we need you know if the if the if everybody knows the buses are on the road >> you know >> right >> and it's again it's a conversation we can all have a you know different thought on it but >> right I guess to that point I think Mr. who brought this up at a previous meeting and I don't know how many calls you get like about you know my child's not at the stop yet or
092things like that but if it were to cut back on that like because I think that's already been reduced but if we saw like an extreme reduction with the app where you know we may not need as much support you know in terms of of staff um then >> you'll know where your child is when I check >> um you know where there's a further like reduction in calls depending on how many you're getting >> we really don't get a lot of calls to be honest with you. Yeah, we really really don't I mean maybe around I'd say on average maybe five and it's only you know I mean of course the parents are concerned usually the bus is running late and a lot of times they'll pull and say where's my bus oh it's
093here it's here sorry >> that's first but it's worth it's worth the conversation and then there's also like the many many parents have the light 360 they have the time iPhone and so there are other >> for older ch children yeah >> or even the younger students have there are we know that many many students have their phones in their bags and things like that. So >> y >> but I do agree with what you're saying is you know and I go back to what Dr. Chandi always says um musthaves and wants, right? So, we want to be able to track our children. Is it something that we can afford to do given our, you know, budget and does it fit in? Like is there is it really serving a a larger need >> and
094that's why I thought we were going to pilot it just to see how does work. Now, we know a feel from parents. Is this something they want? Is this something you know they don't want? Right. >> And then that's the one or really no >> do it with 10 or 15 but just to get a feel of you know what it is and what we need and what what we don't need. So >> definitely worth exploring. >> I think it's worth looking at >> and in in our conversations administratively we had talked about you know we have the infrastructure in the buses. >> Is there a method that parents could select >> to do it or not? you know, like >> maybe one parent on one bus wants it, you know, like >> is it
095a perium? Can they pay $6.99 to whatever to, you know, I don't >> just doesn't I don't know that it also has to be all in or all out. Yes. Right. So, I think that's the other part of the conversation as we look into this. >> Anything else? Anybody else? Okay, that'll be the conclusion of our meeting. Thank you. >> Thank you.