001Good evening. It's April 30th, 2025. The time is 7:27 p.m. We are now about to start our building grounds and participation committee meetings. Present for means myself, Petro, Miss Bora, Miss Ratner, Miss Martyr, Dr. Layman, and Mr. T. Let's start with Mr. Hey, with uh first thing on your agenda. Okay, we're going to go over several things for the Apple Broad grant projects. First off being the roof bids review. You received a copy of the bid tabulation which included a letter of withdrawal from the initial low bidder MTB. Uh they came in substantially under the other biders. They submitted the letter with the seen after the fact identifying that they made a substantial error in their bid and we're requesting to withdraw. Board of Legal Council has reviewed the request and the documents and confirms
002that their bid can be withdrawn and the architect supports it as well. The number two bidder crab co inc is someone we have experience with. They did the 1936 building roof at Alawarth last summer. We also three years ago did a substantial and complicated project for across the street at the middle school. So they have a proven track record with us of being a very highly competent contractor. I too support the award to Capco the base bid amount of [Music] 2,342,548. For clarification, you'll note that there were several alternates included uh alternate one two and three. Those were different roof areas. We included those as amounts to withdrawal from the project as we were concerned that this project may come in over bid. We if we didn't have enough money in the rod grant appropriation
003would have to scale back part of the project. Actually the opposite has happened. Uh projects such as this is driven by petroleum based products and the price of oil. As you've seen lately the last several months oil has dropped significantly and that helped to greatly reduce the cost of this project here. It would make the award in the amount of the base bid that completes every single piece of roof at Applegraph school and it also um keeps a substantial cushion within the overall run far under budget to the half a million dollar difference between the two. It it we're okay. We were able to absorb that. Yes. Again, if you look at biders number two and three, they were within I think about $40,000 of each other. Prepco and USA. Yeah, that's where it should
004be. The other biders upwards of $3 million. Okay, so you can tell that MTB was really out of the ballpark there. We have two substantial um allowances within the project because we have a couple areas of concern. You recall when we did the 1936 building, we had an allowance in there because we were tearing off an old building. We weren't sure how much of the substructure would be damaged and have to be replaced. So, we put an allowance in there that allows you to build off of that. You may recall in the 1936 building, there were sections of the roof that were rotted when we took care of it. We paid an extra to have those areas identified. That was paid out of the allowance. We did not use all the allowance and that money
005was then refunded back to the board of education. Uh so we have substantial allowances on this one for unforeseen conditions and the other is for the storm drainage system. The back of the building 1983 wing has underground systems which are about 50 years old right now and we're concerned that they may not be stable. So we put an allowance in there which will set aside money so that when we excavate that area we can make determination how much if anything we have to do there. Um hopefully not much and we can return some of that money. Worst case scenario might be even a little more complicated. You might have to go further. The reason you don't design that into the bid is because you would spend tens of thousands of dollars to excavate that area
006now ahead of the bid. Open it all up and say okay we need to fix this. close everything back up and then just write that in the bid documents. So you kind of waste that money unnecessarily. It's a better approach to put in allowance and closely monitor how you go about it. So if the committee is in agreement have the recommendation resolution prepared by legal counsel to award to prep. Everybody okay with that? Yeah. Okay. The next two components of the rod grant are the electric service and the HAC projects. the HBAC project. You may recall we awarded back in fall. We've been moving aggressively with that contractor processing equipment submittals. They have things on order. If you've been by Apple Fuel, you'll see several feedback storage containers there that are loaded with equipment. You've
007been receiving the HAC equipment that is to go in uh ready to start installation soon. Uh we've had them out there several days a week doing exploratory work. Who's gearing up and getting ready to go as soon as school lets out. You also recall we talked about three phases of this project. You need a new electric service to run all the HVAC equipment. We awarded that contract this time last year. We actually opened the bids in March of 2024 and at the time communicated to the board that there was an 18-month lead time for some of the electrical components which would put us past June when we needed to start the work. We said we'd closely monitor that and if it didn't come to fruition then we'd have to look at an alternate plan B.
008So some good news and bad news. The good news is JCPNL with transformer has indicated that they have that ready. That's a major component of their electric work. However, there are other components primarily called switch gear. Uh that is not available. It was originally u indicated that they shipping in October 2026. We've now improved that to August. Manufacturer will not go beyond that August commitment. However, it is possible that they they will beat that. the situation this puts us in is you award the roof project and we talked before about how the roof and the HVAC go hand in hand. Right now the roof is covered with 50 60 year old HVAC equipment that is going to be removed. We didn't want to do those roofs last summer because we would have worked around that
009existing HVAC equipment and this summer when the new stuff comes in we would tear it all off, cut holes elsewhere. It would really damage your roof. It's not the proper way to go about it. So now starting in end of school year, we can tear off all the old HVAC equipment, put down the new roofs, roof around the new HVAC equipment, and then you need simply to be able to plug in the electric. That is the conflict we have now. We won't have the electric service at this time ready for the start of school. So what are your options? Option one is you say stop. We're going to wait until XFL comes in and then you would have to delay the project until next summer, summer 2026. If you were to do the do that,
010you will be looking at delay claims from the HAC contractor because he is mobilized and ready to do work now. Things such as his labor rates, union contracts, etc. will increase uh just general inflation will rise his cost up and he would be entitled to a substantial cost increase. Uh the same thing happens with the roof. As I indicated, oil now below $60 a barrel. We got great prices. Next summer, if oil's up $80, $90 a barrel, you could be looking at major six figures, even possibly a seven figures increase in the cost of group project. You would not have enough in the rod grant to be able to do the work. So, your other option is look for a plan B. If we cannot open in September, we need a month, maybe as much
011as two months. What do we do to house the students? So administration is working on various plan B's that want to house students elsewhere. Some things have been discussed keeping the trailers across the middle school which would house eight classrooms. Dr. Lane and I think indicated we have 8 fourth grade and 8 fifth grade as the basis. So that could house one grade level and we're looking at other options. Um Catholic school over in Spotswood for example will be vacated in June. We're looking at some township properties etc. So, we kind of have some plans for some ideas for some plan B's. The decision to move forward, though, is kind of upon us now. We either award this roof contract next week and make the commitment to do these things. You work up several plan
012B's. We've got several months ahead of us to communicate with parents and put our plans in place for the start of school and then we hope that uh maybe by mid July this electric stuff comes up comes in and we start to work. I can tell you that we're not looking at delays by the electric contractor because it is in his best interest to get this work done. There is what is known the liquidated damage clause in his contract. So for every day he is late pays a $500 a day fine. He has not big profit margin on this. So if he's a month or two late, he's looking at tens of thousands of dollars of loss profit. So it is in his best interest to get this done. when the equipment comes in, I'm
013assured that he will be working seven days a week, the extra shifts in order to make sure that we can open September should that possibility arise. So that's what we're looking at the other two components of the project. So the probability given that he's also bound by the contract, the probability is there more for it happening on time like we need a plan B. I understand right we are we is it 50/50 how would how do you would what would you say that we should be putting our emphasis on plan B is a 50/50 probability or with the global environment right now with tariffs and global crisis I wouldn't know what to do as we know it changes dayto day so we need a plan B oh my just go back soon so we need
014to um have a have a way to expand it. Like you said, there's often immaculate trailers. Um I have a question with the numbers going down the middle school. Will we possibly be able to use the trailers that may be public school? And that's a thought that we've already thought of. So we're not going to go into any particulars with any of the plans at this time. However, that being said, I did want to let everybody know and you may have said it. I apologize for coming in late. Um I have already written a formal letter to someone through the arch dasis of matushen. So a formal letter has gone out requesting um if they would it's matach. Oh it's for whatever reason for the whole maten spotwood. Yes. So what happened was I called
015I spoke with I believe a man senior please excuse me if I gave the wrong title. Spoke with a gentleman. He basically um called back and gave me the information. Gave me the direct email. We had we wrote a letter a direct email just saying if this is a possibility we'd like a tour you know we'd like to be considered possibilities all if if possibility it's all we don't know that being said we um have a possibility we have the trailers which we know that we were going to relinquish as of July 1st so we know that that houses eight which would be eight sections we have eight sections in fifth grade eight sections of fourth grade so that's exploring it the middle school even though it's going down in numbers it still utilizes all
016the classrooms that being said if that was the situation Could we look at other large group instructions? Could we look at various different things to are there a couple extra rooms? All of these are absolute considerations. The biggest thing um and I apologize once again if this is something that you said. The biggest thing that we want to is we want to be able to say, you know, I only make a recommendation. That's all I can do. And then of course you guys make the vote. But we really feel very strongly we want to move forward. And I believe you may have said it before I got here. We want to move forward and we do have a contract out for the May 5th on the board meeting. So, we need to the public needs
017to hear that we want to move forward because the delay will never come back from. If you delay it, it's not a delay. Oh, it's only a delay for the summer. No, it wouldn't work that way. It would be it would be a domino. I believe that was the term you use, domino effect, delay. So, it is our belief administratively and we hope that the board agrees to move forward with it. And we respect that you know you are we your children are in good hands and whatever decisions that we have to make we will come way in advance with a plan that is appropriate and um responsible educationally um responsible socially to the children and responsibly uh safety first and foremost we're not concerned at all. I feel very confident in this because as
018the person who has been moving from place to place, we moved into the middle school and Jerry came to me and I was the principal and said, um, this wing and that wing are not done. School's opening. What are you going to do? So, what did we do? We sat down and we came up with a plan and we came up with a plan of how we were going to handle I think it was eight classes if I'm not mistaken of what we were going to do to give them quality education. Um I we also you know it's the beginning of the school year and all of this might be a moot conversation but we will make sure that we assume it is not a moot conversation and we will have that plan. So the
019purpose of tonight's meet tonight's meeting was to just bring to the forefront that this is a possible reality and we are um we are not concerned because we will make sure that we have a quality plan for children in a safe proper environment educationally. So what I understand and right now the board's role is to tell you don't stop. That is really the role of the board. Is that what you're asking? If we don't we have to get these the whole 12 months stop. If we don't do it then Oh no. It could be a year later by then like he said if everything that year later we won't have the money. Yes. So as long as you say go ahead we will do our necessary um I believe we have to go. We have
020to go. Well that's our recommendation. You have to find the plan B and be ready. Yeah, we'll be ready. And I don't want to jinx it, but Mr. T always tells us be prepared and then he comes back with good news and he does bring us good news quite often. So we'll bring us good news in July about this thing being there and the work starting. Uh but all so yes, we will continue. So I already sent the email. It's already said part of our planning is short-term solution, medium-term solution, long-term solution for plan B. So, you know, this is extremely early in the news coming to our attention and us working out some of the foundational elements of this these thoughts and plans that we're going to do. But, like I said, we have
021some time to get through this. We have some time to monitor the the market and the the environment and then uh you know, we'll have options and plans in place for whatever situation in front of us. And you did share that a representative, they're very serious about accommodating us. A representative actually comes to your meetings, correct? Yes. So, that's so valuable. It's it's not like we're not forgotten. All right. Good luck. All right. So, we'll that we move forward. Okay. Good. Next is high school heater replacement bid review. Committee members received the bid tabulation. This relates to four large hot water heater domestic hot water heaters that we have here in the high school. One of them failed a test. Now, our hot water heaters are actually essentially considered boilers and they're controlled by the
022Bureau of Boiler and Pressure Vessel Compliance from the state. They come out and do annual inspections on them permanent enforce. The four in series, the one at the very end and most difficult position to access um had substantial corrosion around the base of it. It failed. We receive a violation notice. We have to address it. U we put together a good spec to go out and have it replaced. I can tell you we have these PBI water heaviors elsewhere in the district. We have replaced them over the years. The most recent one at Mil Lake School. In the past, we've purchased them ourselves and our local bummer to install them. Uh we went out to bid on this and some of the challenges we ran into is that they no longer make that make model.
023They've kind of condensed it. So, it's no longer the same size. That's a shorter battery unit, which makes things a lot more complex when you have three units of one size and one at a smaller size. The price came in extremely high for this, almost three times what we paid for a previous one. For that reason, my recommendation at this time is to simply award the alternate, which is to cut out and cap the existing unit and we will work off of the the three existing units. I can tell you these systems, boilers, hot water heaters, etc. are not designed to just move full capacity. They have a redundancy aspect to them. Sometimes as much as 100% redundancy. Everyone, we have six boilers. We really only need three at max capacity and the other three
024are redundant as they falls offline. So, we have redundancy built in here. The other um kind of win for us in this is that we have the combined gene power system going in under Visa which will be installed this summer and that is a gas electric hybrid that when we started this didn't realize, hey, we're going to be taking capacity off of that. So, I'm very comfortable that you're not going to need that boiler or that makes sense. The hot water heater to get us through the HP system will add uh some additional capacity to us. But what I further recommend is that four of these units are going on 14 15 years old now. And as you know, water meter usually only lasts about 12 years. So, we're at that point where they all
025need to be replaced. So, the prudent approach would be in the upcoming budget we build in for next year, design, replace the entire capacity that very differently like you say. Yeah, we did that at the middle school I want to say four years ago. Um replaced their hot water system with new. We did it as a design build and it went very well. So that would be the recommended approach. Simply award the $4,950 here have existing unit removed capped close out or violation notice. Okay. And then makes sense for the next year. Okay. Um just a quick question. the water heaters were that something that's that falls on remember seeing it on the east presentation but I didn't remember if that was something that we approved to be part of it no not the actual
026water heaters but we did get the combined heat power system which adds capacity to the system so which would make sense that would be new I'm thinking and then if you put that in and go with the newer ones in the following year then you have a whole new system the physical possibly designed to lessen that From what I one of my understandings of the ESIC is that we could add a second phase of the project where we do this energy efficient water heaters because I did it in my house like through the state program where literally the cost is upfront covered by the state and I'm paying a very nominal monthly fee and honestly it's energy efficient so it's saving me money overall. So can we add in the future? So this year we
027see how our savings is going. Can we add a phase to Additional monies available. Yes, we've already talked to Honeywell about that. We have um what other things split systems which are on higher u preference list. We've talked to them about trying to phase those in. What I just talked to you about capacity. So when we um are doing the boilers next door at the middle school and we had a design done and we have existing boilers there. The manufacturer of these air boilers has changed those boilers as well. They are of higher capacity. So it now means that we need less boilers. So we may be able to realize some savings there. Instead of having eight units, we can go down to six units, but they're higher capacity. So Right. Right. 2 million BTUs.
028Now 3 million is the standard. So as efficiencies get better, the equipment becomes less and free like air conditioners. Yeah. So for just for right now, the capacity of the three remaining water heaters would supplies for the high school with the added unit that would come through the current EIP plan. Correct. Okay. I'm glad that we got a problem, but we also have a solution. It's beautiful. At least everything worked like that. Okay. Next item is the ESA project solar connection agreements. So you received several documents. um which I wouldn't recommend doing. Sure. There were eight documents or 240 pages additional that I left out for you. I printed one to pass around because you're going to be asked to act on these. These are JCPNL interconnection application and agreement. It's an agreement between the
029board of ed and JCPNL to connect solar to their system. As you know, you make solar. There's a separate one for each site. If anyone wants to look at it, it's another 240 pages of legal. because we'll tell you everything's being vetted by Bush Law Group and you'll be asked the resolution prepared by Bush to allow board secretary to execute those and enter the and they really read them. I do have a question on on we're talking about the power purchase agreement, right? That and and there's a disclosure form that was sent in the board attachment. There's just one sentence that just bothered me because I didn't expect to read that. Uh so it says that generally the initial monthly PPA payment amount is less than the amount you would pay your electric utility which
030is why we're doing this for the same amount of electricity. However, monthly PPA payment amounts typically escalate at a fixed annual percentage again understood probably right which could result in monthly PPA payments becoming higher or lower than the monthly electricity utility payment amount in the future. My concern here is is there are they just covering their bases? Yes. Or is there have we seen something like this happen to you? So this is not a document prepared by our vendor. This is January 13 clean energy who facilitates the program for the city. Okay. Our vendor disclosure. Okay. the whatever four or five cents a kilowatt hour that the board has contracted for you will never ever be able to get cheaper than that. We're paying 13 to 14 cents now and as everybody knows everyone is
031going up 20%. Yeah. So, at no time will it drop so drastically from the utility. Okay. So, my gun rests. Thank you. It was just that it struck out to me like what's the whole point of going in for I think that the the legal ease language is that cover cover basis. Our shopping has been solid enough that we have we're starting at a rate that even if it keeps increasing we'll be okay. Mr. S, I just have one quick question. Um the the attachment that we had had something about the SRAX. Is that something that we will be eligible for? Because it mentioned that solar facilities participating in the ADI program are eligible to receive incentives through the sale of solar renewable energy credits. No, the contractor contractor they gets. Okay. It said in
032a PP the power provider, not the customer owns any. Just the end of that paragraph. Got it. Okay. So we're we're literally just giving them our space, taking electricity from them and they get to play and we're getting a cheaper maintain and they maintain it. They they do everything. We just get the electricity at a cheaper cost than they're renting it with the homeowner. They're renting the space, right? Transportation. Oh, nice. We got an update. Quiet is good. Transportation. Quiet is good. Yeah. Um everything is going well from what I can see. Um, I'm reviewing everything and we're putting um a notice out to hire more bus drivers. I have six lined up right now. I have two aids that are training right now and they should be ready for their test at the end
033of May. Okay. The way it looks, I may not have to contract any out next year. May just say May. But that's my goal. And it looks like I may be able to do that and we have enough buses so I don't have to worry about purchasing any more buses. Um, I'm looking to put a bit out for all the field trips and for all the athletics. I don't know if I'll get them all covered, but if I can get the majority of them covered at a good rate better than we're paying this year, I think it would be a win-win. So, and we we probably meet if not daily than every other day or talk. She literally walks over and it's really a good opportunity because she has I want to compliment you. She
034has provided seating charts. Um, we have a detailed uh response of the way we handle things if it's a contracted bus with the principal writing an email directly to you. So, it's it's documented. Um, I I can't say enough the I don't get any nasty emails. Um, you you you're very by the time I responded to a parent who had a question, she had already responded. And I think communication is key. Parents just want to be communicated with. I have, you know, speaking with a lot of the parents and they I have a meeting with one tomorrow. I'm working handinhand with them because sometimes they just don't understand what's going on with the bus. So if I sit down, I tell them, they voice their concern, I voice mine and it seems to be working.
035You know, I'm a parent also, so I get where they're coming from. And that's what I always tell them. I said, you know, listen, I know what you're going. Let's talk this out. And nine times out of 10, it's working. So it's been working very well. So we're very we're very pleased. The other thing is we already know that the cost will come down because we currently use we'll use the expression of middleman through ECJ. So one of the things that Donna has said that regardless of whether we could bring everybody in house which is our goal. Yes. The middleman will be cut out. So automatically the administrative fee was that's what they call it. It's actually an administrative fee will then not have to be paid. So already our cost is going down. So
036we we met together um also with Laura and we went over all the budgetary concerns where our course are at. Um she comes to the Amisha team meetings which is great because she interacts with the principles and vice principles and supervisors which is good because we want to you know transportation is not on an island. It is us and it's part of us and we always say your school day begins when you walk out of your house and when you walk into the building and therefore we call it another classroom and correct the bus is the classroom to the bus. No, it happened the building at the end. I can't grab you up. Fleet, your maintenance, everything's fine. Excellent. Excellent. Everything's going very well. And just to go back to if we do have to
037contract some of the routes, if we bid it in house, we have more control over the specs and we can the cleanliness, the seat belts, the expect language barrier at times. Um the and we have the buses, too. We do have the we checked with the mechanics. We do have the buses and we'll still have plenty, you know, have enough spares. and we're going to be selling two of the Yes, we're very excited about our sales. So, um yeah, everything the only thing is the parking there now. That's the only problem is the parking. So, we'll work around that tight, you know, but uh but other than that, everything's been fantastic, I have to say. I'm so glad I came here. Um I'm happy to have you. Thank you. Thank you. It's a really good
038bunch of drivers. I'm sorry. So, has the work started on the pilot on the on the bus on uh to Oh, no. No, that has not. Okay. But you are you have been in in you know you have any concerns any opinions on that? Um I do I do actually have an opinion on that. I went to a conference and um it was a school bus association and I knew this before but I actually spoke with them. We have a program we have two programs that we use right now. We use transfinder and they actually have the app available through it. So we already have the system we already have all the information in it. So I think that would be something we could also just look into because it may do it in house.
039Sure. Right. Because one of the reasons why Mil Lake um volunteered I want I want to thank um the principal Garcia she volunteered was because she has no contracted routes. So when she volunteered to be part of the pilot it was doable. She came back for the conference called me and said you know Sherry um we already have this not to say we're not going to work because we we did make a commitment. There's no cost to us of course but always it's always good to have more than one vendor right to look at things but if it is a conversation we started to have the summer will give us a lot of time to really work and look at what's doable how is it maintained is there any additional cost what's the training involved
040is it available on everybody 100% but it's very interesting she was very excited when she came back from this conference um another thing that we're looking at is we're also looking at you know the way we train our um the way we train our bus drivers the training the training that goes on she's working hand in hand with Dr. Layman as well as um Miss Fovic and Miss uh Goldberg was Miss Goldberg um our STEM developers and that's what it really comes down to and that's why I think we're having success is this constant interaction. So she was very excited about that. So we started to explore it to have the parallel and and they're a great company as well. He brought it to us and it's not costing us anything you know but but
041once again we could only currently do it right now in the lake. Why? Because they have no contract to buses. We hope to have no contract buses next year, but if we need them, we need them. And they are all safe. Yes. And they follow all the rules. Yes. Uh the other thing that I wanted to that came to my mind was so with the whole conversation of a plan B, this would be an integral. Oh, and we already had a conversation. We already had a conver plan B. So um we the noatter no matter what happens no matter what we already had a conversation the next person I would have a conversation with but we haven't yet will be with Miss Cindy Sushi because we want to look at food service look at transportation
042as well as educating housing safety security nurses we got it all we are very well aware of it and um we're not no lot of boxes lot of boxes to check but we already had a conversation I immediately called her over and said this was to happen if this is where they went if this is where when can this be done? And our answer was yes. I just had one quick transportation question. Um, regarding the field trips, um, this is something that I wasn't sure if there's been any laws that have changed, but are there any requirements to have certain buses based on whether or not students are going out of state or if they're going with like a certain global mileage? Um, or is it really whatever can we can get? I mean you
043the only law there is is that the bus has to be registered as interstate other than you're not required to get a coach bus for any set amount of distance. Okay. We've made it very So what we've done is something else we've done this year. So what we started looking as we have a bid threshold that we must stay within um and our assistant business administrator is diligent and I use that word very lightly extremely diligent in making sure that we follow that statute and we do not go over that. What does that mean? means that we know that when they're going far dawn, we want to give them a coach bus. It's appropriate. It's a far ride. We also know that if they need the coach bus, we ask our supervisors, principles, assistant principles,
044whoever is doing the uh request, which goes through his office, do it as soon as you find out. Do it now for next May. Why? Because we want to make sure they coach us. So if somebody wants to just go to the Philadelphia Museum and they really want a coach bus but we can't give it to them because we meet this bit threshold we will take it away from them skip to the other one. So it's not that one is more important it's that distance plays a role but there is no require Oops. Pardon me. There is no requirement. Thank you. There is no requirement and that's something we started looking into this year also because we want to be respectful parents. Parents are willing to pay for the coaches and wanted one. We want
045to accommodate them. But we have to accommodate them within the bid threshold requirement. We always have to follow statute of law first and then we accommodate whatever parents would get. All right. And anything else? Any other questions? Oh, you've got time. Okay. That's the conclusion of our meeting. Everybody have I don't feel guilty anymore. You need