001Okay, we'll um here for the work session. Here's here's how I'd like this to go. Um as you know, what 18 months ago, we did that uh MEP the assessment and we had the list of all of the things that they recommended and [clears throat] we had Stacy from Tecton um help us out and prioritize that. We met with admin uh and u maintenance and so we put that on a list and we said that when it came time for capital project planning that we would work with uh Tracy and the whole board. So that's where we're at right now. So we have the new budget and um we need to plan and prioritize. So, what I'd like to have Stacy do is we have the list that we made all the uh all those
002months ago to go through those and I think he's kind of looked at those again and help us with what is a priority. And as he's doing this, this is a work session. Just ask questions, ask where we got the price, ask if we can wait until, you know, 2028 to do it or so. It it is a work session. >> So, um yeah, let's let Stacy go. >> Okay. Um, so you know the the packet of information that you have there is the prioritization sheet from a year ago and so you all put a lot of labor into determining what was most important at that time uh to get done with with the money that you had and and so the priorities the priority numbers are still there from that work. Uh, a couple
003things I've done here on the one on the screen. Uh, in the yellow I I put all priority 0.5 on the things that are being done right now that Tecton is managing. Uh, this next group of that's in green, which were ones at the top. Ryan probably would be able to speak to these most clearly because um, in that at the time we thought, well, you know, those are pretty small, desperate kind of things. are probably just going to be handled through capital uh projects. So whether they have been or will be in that way or whether you haven't been able to get to them and rather would rather than be in a project will be questions to to to answer. So you know Ryan, you might look at those and say well we we'll
004cross them off. So on your list they'll all be marked in the right hand column at the top with capital projects. So you can just look scan through those probably and know whether they're done or you're getting to them or or if you would like for them to be a in a project >> and also if the prices are you know close and even Tracy here are these amounts things that you consider to be capital projects or would they go beyond that to other funds >> the bonds refinancing? You guys feel free to pull up. There's table space. >> And the chairs are comfy. Yeah, >> there's a there's another packet here, too. Somebody need another one, too. I guess >> scoot down or somebody can sit here. >> Yeah, it's true. >> Just looking
005over real quick. Most of that is minimal stuff that I think we can put towards capital projects at some time. >> That's what we decided last time. you know, I just didn't know if you're still there or we need to continue to track it or >> or [clears throat] what the case is. So, >> um Okay. So, [clears throat] you know, uh again, in this the column that's priorities, we're we're down now to number TWS, right? That's number two priorities. We did number ones already. I mean, we did what [snorts] what ended up being 0.5. Now, I scooted them up. >> [clears throat] >> Um, so if you look at those, some of two of these, and I marked them in red, the bottom two red ones are items we bid as alternates in the
006in previous bidding. So we we those have been bid out. We know what it's going to cost from that perspective. You know, we'll have to readress them, of course, and rebid it if they went into a project. Uh but but those are two that last time they were they were important to us. Um as all of them the big ticket item in the number two is the chiller at Arban and uh you know chillers and Ryan can can speak to this but those chillers are not something that [clears throat] you want to wait until they go out right. So you you got to keep an eye on from a maintenance say, "Well, we're starting to have problems. Um it's that 20 years old thing and they last about 20 years, you know, so that's that's
007when you do it. You [snorts] don't push it because then you get in trouble." >> How old are they? >> It's in the report, but they were the chiller in the report. I reread through this morning. I recall them at Prairie Crossing and Otter being kind of the end of their expected life. I would think Otterman is older. >> Yeah. And it's under I don't know the exact >> Okay. Prairie Crossings is all the way down in an eight. So it must have been you had more confidence in it. >> And with the addition, well, there'll be more pressure on that chilling. [clears throat] >> Well, the with that addition as small as it is, it probably is not going to tax it. There was probably enough [snorts] capacity load to handle a little bit
008more and that's the way he would normally design it. That would be my anticipation. I'm sure that was checked before added, >> right? >> Really, you were only adding a couple of unit ventilators to it is all >> and but that chiller was an alternate bid. >> It was not. Okay. >> It was something we just knew we weren't going to have the money to do. So, you're going to look at it the next time. Okay. >> So, the the generator emergency generator and fire alarm system we have um estimated cost. Is that an align alignment with the bids that we got or are we off? >> Well, the bids now what I did here in the numbers on the one on this screen. >> Yeah. Or different than this one. >> Is I took
009I took the actual bids and I inflated them some. >> Okay. >> You know, so this is reality right here. >> Okay. >> The one's up here. >> Yes. >> Yeah. I wrote them down. >> Yeah. They're they're this on the screen or something. Give us we get done. >> So fire 170. >> Yeah. The chiller stayed the same. >> Well, the chiller we never bid. So, >> I didn't adjust anything else. That's only those two. >> And the generator, >> you know, once this is the way this should go, you should consider these numbers order of magnitude numbers even rather than a conceptual budget. >> So, to to help you get your start on your decision- making process and once we say, "All right, we know the order of magnitude what we're dealing with.
010Now we can decide how big our project's going to be and what what we're going to capture in it and then we'll go and hit a budget hard on that. >> Okay. >> All right. >> Do we know and I know the principal aren't here but um like the Ottoman fire alarm. What is the situation with that? Does anybody know? >> It was it was uh as I remember tenuous is why we wanted to get it in the project. It's life expectancy is 15 to 20 years. >> Okay. So >> that's the way I recall that >> that came that came through the MEP, right? >> It's on there. Yes, it is on that report. And we talked about that conversation was okay, it's in a report as a well, it's >> nearing the end
011of what we expect to see be continue to be functional. >> But then there's always the conversation and it's been a year, right? Or whatever it's been is, okay, that being the case, do we are we having enough issues with it to think of it as a as our cake or is it really serving us well? Those that would have happened before we would have bid it, you know. >> Yeah. So, we decided at that time it needed to be done. >> And I'm can't remember every conversation, but I'm sure that's how it went. >> And I don't I don't recall either. >> Yeah. This the median service life for air cooled chiller is 20 25 years and this unit has reached that point. This was last year. >> Yeah. [laughter] Right. And again, I
012just you know when I see look scan through the things when I see a chiller at those ages, I think That's risk. >> It's like my dryer. >> Mine, too. >> It just went out. Kyle was in Vegas for a work conference. I'm like, I hope you I hope you did good cuz we need to buy a car. [laughter] [clears throat] >> Other things are, you know, we need to that we're on here. I had questions about like um >> storage in addition, you know, is that didn't happen. We didn't make the addition big enough to do that. Is that still an issue? So, there's going to be some things come up like that. We can start hammering through that whenever you're ready to get in that. I do know they're purging >> with the
013new principal has been purging a bunch there and getting rid of a bunch of stuff. >> Okay. >> So, I think some of that's getting freed up from what I've gathered. >> Good. >> You can walk in that shed now. >> Yeah. [laughter] >> Back up. Going back through this, one of the big questions I had was auditorium lighting. That's what I was just >> because you all were working with Purdue and other people and and I didn't know the outcome of that if it's sold. >> Yeah. >> It just kind of dropped. >> Um the person that was working with Purdue is no longer there. >> Um >> the performances that have went on unless Corey has got complaints. I have not. Okay. So, I don't know. We replaced some stuff in a sound
014system there that I feel like could have been causing some of that electrical issues we were having. But that's just guessing on my part, but I don't I honestly don't have an answer for you on that. >> Okay. >> I wrote in here in the notes, no recent complaints for this date, but we'll have to figure out whether you know That's >> I know Cory still has it on his >> Okay. >> capital projects. >> All right. Well, again, it's you I don't know if if you're thinking about combination of pushing what you're going to push to capital improvements this year [snorts] and and you know what's going to be a next contracted cluster of things to make a project. You know, the the big ticket items that I see that like raise red flags
015for me chillers and the two things we did as alternates that you prioritized highly last time. >> So those I mean as the project's going on do you think there's going to be funding in them to take care of those two? >> We that one came out really close on the budget. I mean on the nail. So there was no extra money in it. >> And I don't think the winner is helping us on that end either. >> What the children? >> Oh no. The project's going on now. >> Trenton, are you guys in pretty good shape with your outside equipment? Well, we've got a lot of stuff on not on this list, but on our capital projects list to start up >> we have here after Stacy's done this stuff. >> Yeah. >> Are
016there any items on here you want to uh >> but like we have here on here which we take care of, right? The otter dining hall. >> Yep. And that's like here at the top. >> Yeah. >> I put that I puted it to the top here. basically done. >> The yellow ones are done >> or being done. I should say that. >> And then are you going to send that to us then? >> Oh, yeah. >> We get done messing with it today. All this is is [snorts] >> Okay. >> These are nonissues there. corporate storage renovation. Is that here? >> Well, so so that's a big question because we talked about storage everywhere. >> And one of the things we did or the big back and forth was, well, are we going to
017get rid of that and build something somewhere else? Are we going to renovate that? Well, in in what was built there's a significant storage space but that's probably mostly for the outdoor sports equipment >> get it out of there and move it over. So you you have to readress that the whole issue of storage in light of >> once it's done >> what you've been done what the principal a doing right now I think you have to readress it kind of a fresh from where you're at now because you've made some decisions and things have happened but not exactly what we listed out here. >> Yeah. So that's kind of a new >> I would suggest you have to take a new approach to that what you're thinking. >> Well, we're not looking at putting
018money in that building. >> But yeah, I think >> that storage building. >> No, >> I was just trying to clarif to to handle the paper and the file boxes that were there. >> We're planning on bringing that >> bringing that here. Yeah. But >> one of the one of the conversations I recall is bring the paper here, >> bring the sport stuff over there and maybe even you don't need that anymore. >> So the correct the two 20 228 228,000 >> cost there was for that would be was for that if that would >> Yeah. >> Well, I know I didn't know if it was this building to house the stuff that was there or thought that was kind of Okay. So that's that's a big zero right there. >> Yeah. Permanently. >> So
019in years past sometimes the snow blades off your trucks would be over here. Is there going to be room for that out of BC now? >> Well the snow plates are fine but like the paper all the paper storage. We like 30 pallets of paper at a time. >> Is the storage facility at the BC annex going to be climate controlled? >> Yes. So that was part of that situation was keeping that paper in a climate controlled zone. So that would be >> you know what now now you say that I >> I can't remember if the storage section of that building has air conditioning. I can't remember that but probably not would be my guess. >> I don't think it does. >> I think it's just >> we never intended for the paper to
020be out there. >> It was to be here. >> Yeah. >> Oh here in this building. >> In this building. >> Yeah. that we were really hoping that could be for the big uh athletic items, >> co pad, stuff like that. >> High jump. [snorts] >> Yeah. So, if the paper is stored here, is that going to sh from being able to handle it pallets at a time to handling it manually boxes at a time. >> Are you talking just white paper pallets at a time? Yeah. Not the records paper, >> right? Yeah. Just blank stuff for copy. Just black paper. >> But how much did you say? >> 30 pallets. >> Yeah. >> And we probably We need to find out then if if we have to order it in that much. >> Maybe
021we don't have to get the distance. >> Get them bigger. Yeah. >> Can you order it at that much, pay for it, and then they deliver it as needed? >> I don't know. We could check into that. >> Now, I do know that Prairie Crossing uh and Ottoman both have purged and cleaned up. So maybe some of the schools can take more than what they have now. I mean in back there I mean I don't know that would be a J Jennifer and Brandy question but they need all of those bays for we have one mechanic in three bays you can pick up one the first one you know there is add admin add bus bay oh bus bay exhaust I was not reading the small print very well >> I I think let's just
022say in theory If if you said, "Well, we're going to do what we started in our priorities last time >> at number TW's, let's say, we're going to capture number TWS." That's $915,000 of prime contracts that doesn't have soft cost in >> just the number TWS then that we haven't >> that that would be your contractor cost to get capture every other cost. You really got to add about 21% to that. What about the ones that I'm seeing on our paper that like are you know smaller little items the >> um admin HVAC >> those are the ones already being done if it says capital projects >> over in the right hand colum >> okay they're already >> that means we decided that probably wasn't going to be a part of a construction project it
023would be through the capital improvements budget That's all that really. So, >> and what Tracy will show us uh in a little bit is that there's only so much >> in capital projects annually and it just doesn't go very far anymore with the cost of things. So, part of it is is what do we use for capital projects and then how do we finance the other pieces. Yeah, most of those are well, there's one 30,000, one 50,000, but most are 20 20 or less. >> And the 2025 ones are already allotted for and have that >> you'd have to look at that and tell those things have been done. I don't know. >> Not necessarily, but >> okay. because well to me like if they were ones and we just keep overlooking them because they're
024being paid by something else then >> that's not really serving us >> and that's what uh Tracy and the directors and the principles soon they will go over their list of items. Um Stacy, how about if there are things like the fire alarm system? Okay. Where is BC's and Prairie crossings then? Do are or are there things where if you're going to do this, >> then you better grab that one because it's the same. >> Yeah. >> This building right here needs a fire alarm system. I mean, it's that was one of the stronger recommendations in the report. Um, so that's one you add to it. It's, you know, this is small. It's not going to be that expensive, but it got cleared down a six on here. Um, let me look find the other
025ones. >> We don't care about you guys, I guess. >> Baby [laughter] BC fire alarm system. We said it's in pretty good shape. what it looks like from our conversation, but you need to have in the future that in mind. You know, there's a there will be a number of years, like five years, maybe you should be at least thinking about it from a budget perspective just in case. Uh so, >> and it's that much money, 915,000 >> for a high school. >> Yeah. >> So, yours is approximately 15 to 18,000 for is what the Can I Why do we need one? I mean, is it building? >> It's it's it's going to be code, but you're probably grandfathered at this point. >> You did you can keep getting away with it. Um, but uh
026if you did a renovation, let's say just theoretically, let's say you're going to move all your paper files over here and you need to start rearranging walls and things to make it work, then it would be imposed on the problem. >> Yeah. You probably couldn't like get the permit to do it. Y >> Okay. >> And there there the PC fire alarm uh is is on here as a number six. And again, that's going to be You can see the note in the right column if needed in the future. Everything seems to be working well now from my recollection. But you know once you're getting out 20 25 years on equipment like panels like that and devices you can you can start having problems original to the construction. >> I say it will be in
02720 years this year. Yeah. >> So, you're going to get something like that. Go 25 years, never have a problem. Sometimes you got software issues that don't update anymore or something. >> Yeah. >> And you get stuck. But if you got a good provider who takes services that, >> just keep that conversation. Say, "Hey, where you think we're at with this?" >> Don't let it Don't let it sneak up on you where it's no longer service. >> Yeah. Or Yeah. Can't because couldn't get replacement parts or any of did and and I'm sorry if you already discussed this. [clears throat] The the auditorium lighting has that been fixed or we not having issues? >> I haven't been getting [clears throat] any complaints. >> What's happened? >> I don't know if Corey has been. >> He
028put on the spreadsheet no complaints as of this date. [laughter] >> Okay. We're not really sure. Cory >> could probably answer that better, but >> [clears throat] >> And and so when you have the threes and then you have the fours and and so on, you prioritize that based on the the report. >> The report was a a heavy indicator, but it was also our conversation. I don't know if you recall, we did a survey. >> We did uh we had conversation. So you know >> like where they're feeling the pain. You all did a lot of work to get those numbers there, right? >> You did a lot of work. So that's that should hopefully pay off for you in the present, >> the amount of work you all did there. >> So for
029Tracy, when we're looking at the capital projects, how how far out uh in your experience do we dare go to be realistic? Like, so if we're looking at, okay, this will be what we do in 26 or we'll do that in 27. Is is 28 and 29 almost too far for the capital projects amount? No. I mean, so there's a couple different ways to do these type of things. Obviously, like the Stacy's been talking about combining things and doing them in a bond or a refinancing on a race rental thing, getting bring up money to do that or you pay for it out of the operations with the capital projects amount that we have. But obviously, there's certain things that we have to do every year to maintain stuff. So like they do the seal
030coating for the asphalt and that comes out of projects mounts and some other routine stuff that gets done >> in the summer. So you need to make sure you're paying for that. So if you were if you wanted like say Stacy said that otter chiller for $300,000 was going we could get by and not replace it for five years or three to five years. We could start saying, "Okay, we're going to if we have I'm just throwing this number out there for numbers, but we have a million dollars to spend on capital projects. So, of that million dollars, we're going to save $100,000 of that for the next three years. And then the fourth year would be the year that we would replace the chiller >> and um so we would just make sure that
031we would hold that money in. And even when we do our reporting uh for our form nine our month six month report to the DOE they ask are any of these cash balances are you accumulating money for capital budget capital projects. So you would just, you know, make sure that you protect that money in your cash balance and then pay for it that way >> or these big ticket that's the only way you can pay for these big ticket items out of the operations is over time accumulating money which we had done before in some of the other things like with the track and you know those type of things. We I mean we've done that we've done it both ways you know we've accumulated money and we've done geo bonds so or refinanced a
032lease rental and used it for that. So those are the two options that how you can pay for these things. But if you have several that are needing it right away, then the [snorts] only really way to do it is like a geo bond or uh refinancing rental. >> I I'll say just just playing with numbers here too and saying we could trust trust the prioritization that happened last time. Let's just look at it that way and say, okay, what happens if we do uh ones, I mean, sorry, twos and threes and leave out any anything we had in there for storage, right? Because that seems like we're a little bit maybe over that perhaps at this point. That and contractor expenses that comes out to $1.6 million. >> So just the twos was like
033900 something. Uh just the two. Yeah, I think it was 9 something. Just the two is 915,000. And again, these contracts. >> Yeah. >> And so what was the 1.6? >> That was that was the twos and the threes without storage. I have storage on this list, but I I took that out. >> Yeah. Yeah. And just to back up, I just checked with Corey and they are still having trouble with the lighting in the auditory >> and that you know that in lighting if it's all new, you might spend more than that. If it's we figure out how to fix what's there, you spend maybe a lot less than that. So, we need to do some if if that's something we're going to like say this is it. We're going to get this nail.
034We're going to figure it out. >> But that thing seems to be like a grim. They cannot figure it out. I mean, we've had so many people here. >> Yeah. Yeah. I think the lights themselves the system. >> Yeah. >> Just something that Yeah. causes >> I I am going to say I don't know about items like the Otterban staff restrooms. the Prairie Crossing staff restrooms. I know they want them, but it all it has to be a part of a a big construction project in my mind and we had that ought to but it didn't we we couldn't make it work with the budget. I I just don't know why that's still on here. I I don't mind wish list. >> Yeah, I don't see that happening. You might make that, you know, priority
03510. So excuse at the bottom of the list and you don't lose track of people's want. You know, you could we can type a 10 right here and resort you know. >> Yeah. >> If that's the way you want to roll. Uh that's what these are for. You know, you have to do that reassessment based on where you're at. >> I think the storage should be >> Yeah, I I think we the storage and the those staff restrooms. I think if we're just being realistic, I don't see >> storage is a 10. Staff restrooms are 10. >> Okay. Uh let's see. Staff rest that I can't remember. >> I honestly think I honestly think that the courtyard concrete down. >> We're just going to have to keep >> Yeah, we have there's nothing wrong with
036it. Just weed. Yeah, somebody just has to be >> okay. >> Right. >> Otterman Courtyard. We had concrete there, too. Probably. That's a four right now, but we're going to say that's probably >> okay. >> So, most of your threes became 10, right? All of them except for one. >> Are the doors from the courtyard still having issues at Prairie? Yeah. What do we know about the doors that Bruce was always talking about? They were >> I have a recollection. [snorts] >> Okay. >> Is those kinds of doors that have to that have to be in a courtyard for egress. They swing in instead of out and they're a nightmare to keep them from leaking. It it it's not just you. It's every time that happens. Find a way not to do it right. That's
037my my design advice. But what I recall that I did was I gave Bruce >> a detail and a number on a specific threshold that helps the situation tremendously and that was going to be the step from a just a capital maintenance to do that. So I don't know if it happened through Bruce after I gave the information. I don't know that. Uh but that was what we said would be the first step. Uh if it's something further than that, we talked about you almost got to build something out to keep the weather away from the door. That's the next step, which is expensive, you know, but if the threshold probably should be tried first if it has been because I've had this problem before and it's that particular kind of threshold has gone a
038long ways to deal with. >> Okay. >> So, so what are the twos with the only three left? I guess. Oh, I guess I can add that the one three onto the twos and I can do that. >> Yeah. >> Well, I can do the spreadsheet really really fast. It's uh a million bucks. Million65. >> Okay. >> I would say too, as we're we're talking and and listening to the how how we just learned how capital projects money is moved out beyond time for a big thing. I would almost say that the chill is probably you should probably do that. We decided that last time that it's coming up, but the PC chiller uh you know five plus years a year ago. So start thinking about how you're going to set money back for that
039one, >> right? >> Or if you know in four years you're going to have another geo bond, just don't forget that's needs probably be in there maybe, you know, right? So don't lose track of, >> right? So that's not a red on my thing right now, but I'm just saying that's the kind of thing though if it catches you off guard, it's hard to deal with because it's a big chunk of money. >> Yeah. >> So yeah, that's just something to think about. >> Yeah. And >> the BC auditorium lighting I'm getting mixed. I would I would say for now that could be pushed back because it when now when it's when we're having the trouble it sounds like it's very intermittent and not happening as often. So So uh could be pushed back or
040should be pushed back, [laughter] right? It's up to you all whether you say, "Okay, we're we're not going to keep putting this off or or we're going to include it in something we're doing." I mean, I was just throwing it out. >> I think we want to do it. I'm I'm with Tracy here. It just seems like you pour money into it without salt. We haven't really got to the >> event on the current priority and it's a part of a designed and contracted scope of work. It's something we got to get into and figure out what is the scope. We don't know that. Okay. But if it makes the list and say we're going to deal with that this time, we need to get into it enough to really nail down the scope on
041it. It's going to take some >> do that engineer. >> It's probably going to be >> the electrical engineer, which is Bob from primary and maybe also u a company that does that tech stuff that they work with. They might be come together to do some investigations and figure it out. Are there other items on here that would require an electrical engineer? >> Oh, sir, >> that would >> Yeah. >> You know, hey, save a little bit of money that way, I would think. >> They'd be a part of the design team. I mean, if you got a chiller, you got electrical engineer. >> Okay. >> And primary is that the engineer can come and they have the electrical and the mechanical engineer within that. So if we were when we were doing one of
042the chillers or something, we could also kind of add this into the scope where we look at that lighting. >> Oh, absolutely. >> Okay. >> We'd package it one, you know, I would I would essentially put together a [clears throat] request for a proposal from the design team. Okay. >> Here's our scope that the school wants to pursue. Give a price for what it would take for you to get that design done. You know, that's okay. >> What about these smaller items uh up on the second page. Number fours when we're looking at like the um mini split rooftop H. No, that that was expensive, but we're we're looking at like 25,000 50,000. Are those items that we can put off for another year of capital projects? like 27 and Ryan. Are those still needed
043and necessary? >> Well, a lot of these come out of that >> assessment. >> Yeah. >> And that's something. >> You want me to talk through the number fours a little bit? >> Yeah. Yeah. >> Okay. So, uh, the the rooftop HVAC obviously at the time included the floor because you figured you could get some more time out of what you got. I'd have to go back here a combination of go back here and see what the engineer said. I read this morning, but I don't remember exactly on that. And and then, you know, Ryan Bruce would say, "Well, everything's working great. We don't have any problems with it." So, you say, "Well, let's push it off till the next conversation." That's up to you all, right? It's on the list. Four is kind of
044high, but if you [clears throat] probably a unit like that, well, it's not one you want to get. That's a bigger one. So, you gota it's might not be a shelf unit. I don't know where you just go go and get it. So, that might be an issue. It's a matter of how it's functioning right now. if it's a big maintenance hassle or not >> if it's working perfectly and it's even if it's old, >> you know, it said it is >> the condition of the equipment is fair to pour. >> Yeah. >> In the assessment, >> but just because it says that on an engineering assessment that doesn't mean everything because you have to talk to your your maintenance people and say, "Hey, >> yeah, you would expect it looks poor. You expect it
045to be running badly, but to be honest with you, we never had a problem with it, you know. So, you have to weigh that. >> And sometimes they just base it on the years. >> Yeah. Right. Right. >> Well, when they say they're saying there, they looked at it and it looked sketchy. That's what they're saying. >> I mean, you know, like like my car has a little rust on it, but she sure runs. >> So, here here's two ways two ways that a kind of a a high level assessment goes on HVAC equipment. was you you go [clears throat] and you do what you can do on your day that you're there, which is >> for instance, in this case, you you probably looked it over and it looks sketchy, but you don't know
046for sure how are things functioning. So, you talk to the maintenance people. How is it how is it running? Yeah. >> And then you also have what's called ashra life expectancy, which is an industry standard for this kind of piece of equipment dies at this many years. >> Yeah. So, so you're taking those three things and giving your opinion based on that. >> So, >> yeah, [clears throat] because on our end when they ask, >> hey, it looks sketchy. Everything >> it's ran fine. >> Yeah, everything's great. >> Don't touch it [laughter] >> and the next day it dies. >> Yeah. Don't look at it. >> So, I mean, >> it's a risk. Yeah, >> it is a risk. No matter how it looks. >> Yeah. when you get to the to the upper end
047of ashray life expectancy when you get to there it it's it's a gamble at that point and so you think if it's a whole chiller at a whole building you know you think of a of class or if you think I'm not going to take the risk >> if Annette has to sweat for a few days a year [laughter] maybe you want to take the risk right so >> just saying there's different ways to to address the risk what you're comfortable with riskwise as far as compared to getting the absolute maximum amount of life out of piece. It's risk for >> also [clears throat] you got to look at you know the trailer goes out well then if it goes out that's closes. >> Yeah. >> We don't want that. >> Yeah. That's a different
048that's that's where you say that's not worth the risk. No, >> might be here, right? You just got to decide that for yourselves, right? >> Okay. So, that's uh the HVAC the admin work mini split. You know, again, you know, that piece of equipment you can probably get really fast and get it installed pretty quick. It's very simple. So, that might be one you you don't care at all about taking some risk on, you might guess. I'm not sure about the other one. I don't I don't know about that package unit that [snorts] about how long it would take to get it. It's probably very similar to the one we're putting on the annex fil. >> Yeah, that's what I was I'm thinking out loud is we could find out how long to probably know.
049>> But you know, it's probably not going to be >> it's usually not any less than six weeks >> to get one. Which one did we have to wait on that BC to August or something? >> The pool thing. >> Is that the humidifier? >> No, that was that was the design. >> Oh, yeah. >> Things have gotten better on weight times. You know, they got terrible now they're getting better. >> Only bay exhaust [clears throat] exhaust. >> I know. If you're working on and it's zero degree out zero degrees outside you all keep the door closed and you're working on it you really you know that was something of some concern you know that we talked about that probably I I would recommend if you're doing a project that's one you can sneak in
050>> the safety >> the last one before the red >> [snorts] >> I'm going to >> see where our money's at. If we think about grabbing those on the uh the finish system. So, what room is that for a specific room here in this building? It's probably the room. The work room is what it said. Where >> it's where the copier's at. >> Okay. >> It has a different thermostat in the copy room. It's an individual. So, it's on different system. The rest of these offices, >> it says there's three residential. >> The building is heated and cooler. Three residential gas furnaces. So, there's three different Jennifer has a different thermostat. What are they talking about going back with the >> um it says replace all HVAC units in the office area with a padmounted
051rooftop unit that's capable of >> fresh air into the building as well as providing e economic >> it's treated like a house instead of commercial building you're saying when you change it >> cha house >> so it looked like this condenser out here one of them was very new looking. The other one looked like it was older than old. So when I just drove up, I noticed that. [clears throat] So So you know residential unit is not pulling in a code code regulated amount probably for commercial building fresh air. Any commercial building you're pulling in fresh air and tempering it. So that's probably not happening here. much sounds like. >> Yeah. The bus maintenance area is heated with four gas fired radiant two heaters with only natural cooling and ventilation provided with open garage doors.
052It is recommended to add mechanical exhaust to the space to allow for the space to be ventilated during winter months without needing overhead doors to be open. >> Yeah, that's >> now twos and a single three and fours are one almost 1.4. So that again >> 1.4 if you with the re with moving all those to 10 that we just did and the twos through the fours prime contracts are 1,395,000 two through four with the latest changes. You >> said >> So then [snorts] I don't see any fives. We have no problems. >> Um what about those BC uh air handlers? Did we do something with that? >> What happened to my >> I sorted it gone. >> There weren't very many admin compliant reg. [cough] [clears throat] >> Yeah. And so the big one
053there was the u air handlers. >> Air handlers are what you call a big project. >> You're looking at that. I'm surprised that number is even that low just >> I don't I was I say I don't understand that but there's >> 25 >> well there wasn't >> there was a certain amount that >> there was like two I think that we were talking about replacing >> does it say >> let's see >> you see the date we put on there what we might thinking we'd get to it based [clears throat] on the condition of Oh, okay. So, that's >> So, we weren't thinking it was an emergency. >> Air handlers in the building are a mix of relatively new units from York that were installed in the 2005 time frame for most of the
054building. The gym units are original to the building and date back to 1966, as well as several small units in the athletic wings and former construction trades rooms that are also original to 1966 and in need of replacement. Generally, is possible to refurbish air handlers if the unit casing is in good condition, the joints are tight, etc. However, is more often less costly to replace a unit due to the amount of labor needed to carefully disassemble a unit. then reassemble it with field measured dampers, coils, fans, etc. In most cases, units are less than um 20,000 I don't know what CFM is, but some >> cubic feet >> cubic okay is more cost effective to replace than to refurbish. Units identified as needing replacement in near future include the following. So, one servicing the wood
055shop area, one serving the electric shop area, one serving the metal shop area, and serving main gym and in very poor condition with the casings are not tight. Custom replacement air handler such as a unit from whatever company would be the best application. These units are designed to be shipped, knocked down, and assembled in place because if >> so, so air handlers, here's my when you can think about the risk involved in HVAC equipment, again, chillers, big risk. Air handlers typically not big risk because [clears throat] air handlers are basically big boxes with some motors and belts and dampers and stuff or a coil in there, you know. So [clears throat] if you can take care of an air handlers, if they're well taken care of, you can continue to take care of them by
056replace the belt, place the bearings in a motor or just keep maintaining them and you can get a lot of life out of them if they're maintained. So it's usually not a huge emergency if an air handler something goes wrong. It's usually something you maintenance. Okay. So over time, yeah, they they there are improvements that have happened of course in equipment like that that you can get better efficiency out of and so forth. Uh but it's not as risky as letting a chiller go. Just I'm just giving you the balance of where risk is and what you shouldn't put off and what you can kind of take a little bit or more risk on. So what I'm hearing, how I'm [clears throat] interpreting that is if when we're planning for the chillers, whether we're going
057to set aside so much money and wait for 2029. Um the air handlers, not so much. We don't have to do as much planning for that. It's more the maintenance stuff. >> I would say you're out of date, right? They're out of date. So, you should be thinking, "Yeah, we should replace these and get some more updated air." But you can you can plan that and say, "We know we have a bonded project coming. It's not going to kill us to wait until that bonded project." >> Okay? >> You know, chiller, you never want to be caught off guard, right? But [snorts] >> just get a good plan for when you're going to do it. But that, you know, air handlers are, you know, it's a little more intrusive in your building to get them
058done. Um, a process to get them designed, get through submitt process, get them ordered takes time, you know, it's it's a little complicated. So when when that is done, is it Ryan or would it be possible to use one air handler for what used to be the electronics lab S175 and the egg shop? on separate air right now, >> right? >> I mean, can that be combined into one unit and just run some ducks through the split wall or do they have to be a separate unit per route? >> Depends on where it is, where you want it located. Is it located inside the building, an interior one? >> Yeah. >> Space is going to be, you know, one. >> They're right beside each other basically. >> I don't know. I I mean, that would
059be an engineering, >> right? Well, >> I didn't know about air flow. >> Sometimes block long. I mean, you'd have to >> I'm thinking the volume of space where the air handler is. >> Can that grow where where one of them is? No. >> M. >> The other thing you consider is zoning. You complicate it a little bit. I mean, it can be done. But one air handler now is handling two spaces that have different requirements, different times maybe. I'm just throwing things to think about, right? >> Don't know. I don't know anything about it, but things you're going to think through is >> is it easier just to have two smaller air handlers and then those kids are in there, but there's no kids over there. This one's this one's bringing things up to
060temperature and that one doesn't have to labor right now, you know, or make this one bigger. And now I have to have a little more complicated controls so that this one's not calling for temperature, but this one this room is and it's off the same area. >> Not a big deal. But either one of those spaces are chill, right? >> Yes, they are. >> Westerners's room for the >> Westerners's room. Right. But I was just talking about the egg shop and that lab that's in the far corner that I think is storage now. >> Oh, no. Neither one of those are >> right. I think those are like the last two rooms in the building. [clears throat] >> Well, there in the the tech shop is >> it's got chilled, but it was kind of
061a makeshift, right? >> Yeah. >> Was there a chiller put on the active learning lab room? >> Yes. >> When they converted it? >> It's Yeah, it's all one unit. Yeah. I know the in that planetarium area was replaced because I know they busted out that wall >> cut through the wall. >> So when we go down to sixes and that's kind of our our last one. Well, we have the nines that you know that fieldhouse um that we're building now. >> Yeah. Um that can come off. Um, but what I wonder is [clears throat] how how often do we review things? And I know annually we will, >> but >> when do we just say this? This is an entirely different uh place we're going. Do we always need the assessment? Um, and then
062one more question here. rehab. I have written these things down that just to me look like huge expenses that should always be thought of and projects. Your chillers, the fire alarms, the intercom systems, transformers, those are huge projects. So, do we strategize? And I know you're not a financial person, but you've done enough of this. Maybe I'm asking Tracy, do we strategize then for those bonds, those refinances to pay for these things? And how far and how far out do we go? Well, in our thinking, we've gone out to 2031. So, we've already thought that through. Now, if you can align that thinking with when your bonds come available, your bond capacity that you're going to use or >> and then we can slip those. I think that's what we need to do is know
063our bond schedule >> and then reevaluate >> um and maybe maybe this is a good time for Tracy to to share her information which is more of that capital projects amount and what what how we kind of spend that and how much we have and then we'll sty He's given us some some good estimates. Now though all of those are contract values, >> this is just contract. >> Okay. >> Y [clears throat] >> and then I think after this work session, you know, we need to meet with Brock and see what our capacity is. >> Thank you. Well, the way I recall it is in your conversations last time what I remember is [clears throat] you planned this. You know, you knew that every couple years you were going to be able to make sure
064you were set on these kinds of issues with a smaller bond. Uh I think you're in a good position to say, you know, I I we thought about this. It's 2031. We know it's coming. So, we make our bonds go out until one of them hits or we can do it now. And I think you're >> you're well positioned what you work you've done >> because I don't think we've had a list before. >> No. >> I think the key is >> not this extensive >> taking taking the ones off that we have no need or desire to do. Uh and that we need to do regularly. But if we have this for no matter who sits in our chairs, >> it's huge. >> Yeah. Yeah. So we'll we'll let Tracy go over this and
065that'll help a little bit. Okay. So our budget has been approved by the DGF for operations which is um 10.9 million. Just a page so that you guys know just basically what expenses come out of the operations fund. You know it includes the salaries and benefits for the central office custodial maintenance transportation technology personnel and then all of the operational supplies fuel equipment utilities property and casualty insurance building maintenance. All of those things come out of the operations fund. And then there's some assumptions for the fixed costs. Um, and [clears throat] for 2026, we actually advertised that we're going to replace three school buses. Well, after talking with Jennifer, um she's decided that we only need to replace two buses in 2026, but she also has requested to purchase a new corporation used vehicle to
066replace the current mail route vehicle, >> which is the traverse. >> Yes. >> And so I don't know that necessarily that they're going to get another one another traverse or whatever. So that's why I just put news corporation. So the the current one would be moved down to the mail route vehicle and then the new one would be for the staff to use for professional development or you know the travel that they do now. That's what that one would be used for. Um so I changed the estimates in our fixed cost to just include the two buses and I did include the 50,000 in case you guys decide to move forward with that. Don't we need to replace one of the um resource officers vehicle too? Yes, >> that's [clears throat] been discussed, but I
067thought Ben was willing to try to find one that is used, right, for most. >> Yes. Yes. >> And usually [clears throat] when he gets those, it's I mean 10,000 $15,000 is a lot of money, but it's not when you're talking million. >> Yeah. That makes sense. He's going to try to get like a >> But he is refurbish or not. >> Normally, he could get one >> retired police. >> Yeah. And the counties and stuff and they usually give it to >> pretty much. >> Okay. at minimal cost. >> I hope that's the case. >> So, at one point we talked with the the new vehicle that you're saying she's requesting. At one point, we had talked about is it worth buying and paying for the insurance versus just having staff use? >> Yes.
068>> I mean, the mileage rate, Iris mileage rate, it's up there. >> It is. But like what's it is it like when you compare it, how many are really using the vehicle because at one point it wasn't getting used much. Like maybe we had one admin that was taking advantage >> but they couldn't do professional development either. >> Yeah. And they're told now, you know, they're told now that they use that vehicle if it's available or they're, you know, >> or they pay or they pay for it themselves. They don't get >> and don't get reimbursed. Okay. And that's helping actually it get utilized. I mean, we would have to ask Jennifer what the utilization is on it, but >> they're not sitting here. They they are used. >> Okay. >> Yeah. >> I had
069I had also asked Jennifer to put in for our outside uh grounds maintenance for a new truck, too, cuz it's well past it's a 2012 and it's been snowplowing every year. It's it's got several issues that it's just time for it to be replaced. I don't know. What happened there? >> Two of both trucks. >> I don't remember this year. >> I don't know what Bruce's truck is. It's a newer one, I think. >> It's not in the best shape. >> Yeah, it's got So, they said we're 100,000 miles on it also. >> Yeah. >> So, we may need more than Yeah. >> Okay. So, >> sorry. I didn't mean to derail, but >> No, that's okay. Oh, then that's something that I think that we can ask Jennifer to really um plan out then
070if we get these. Okay. So, I think she's got us a new stage, >> but you know, she also so this is the list that Jennifer gave about the the current vehicles and but she actually doesn't have the grounds in on her list until 2028. But, you know, as Ryan stated, it needs a lot of repairs. >> [laughter] >> So, and then the other maintenance was in 29. So, >> yeah. >> You're like the fire alarm on our list. Yeah. [laughter] So the next page is I've done estimated costs for based on salary increases increases and different types of those estimations that I on the prior screen or not screen but page. Um and so once you do all of that basically our fixed fixed costs are $8.1 million. Um, and there is some money
071in here for, you know, that's included in the fixed cost for like those type of things. When Ryan calls me up and says, "Hey, this well pump just went out or this or that," you know, I I pigeon hole money in um the fixed costs for those type of things. Um, and then just letting you know where the main revenue source for the operations comes from is the local property taxes and excise taxes. The next page is um our estimated revenue. You can see how we're estimated to get 6.9 million property taxes and then those um the remaining excise tax. So all that all said and done, what you really want to know is here's a summary. You can see the [clears throat] beginning cash balance is um for this January 1st was $2.6 million.
072Our expected revenue is the 8.7. So the total revenue available is 11.4. But we also have to pay you know our 2025 incumbrances and then our fixed cost we take out of that. So the adjusted balance [cough] is the $3.3 million cash balance. Well, we've, you know, always said that we want to keep a 25% cash reserve in our operations fund cash balance. So, when you take out the 1.9, we actually have $1.3 million available for capital projects in 2026 to keep um that cash reserved. So, but those that 1.3 so everybody think oh his numbers under that but the 1.3 has to pay for this you know asphalt resealing the painting all of that kind of stuff >> um well and that's just the contract cost total cost. So what we typically do then
073is okay so we know that 1.3 is the amount. So then we go to each of the departments and the principles and we we get their list of priorities and we we decide on whether those are needed legitimate or not. But as you can see, 1.3 million doesn't even begin to to help out with these bigger ones. >> Is there a a rough idea of how many what I would call fixed items that are on the capital projects like the paving resurfacing? [clears throat] >> Well, it's all here. So, okay, >> if we can go through that >> and so it's all and I sorted it. So this is I'll just the next page I just this is just for your information because you just need to keep in mind we still have some money
074in our cash balance that we have been accumulating. So >> in the future you know you always have to you know keep in mind that you're not overspending what you're bringing in. Um and so just year to year not even think about your cash balance. And so, you know, year to year, if you're just comparing revenue coming in in um 26 and your expected expenses for your fixed costs, then you know, you have less than a million dollars for capital projects. But because we have that additional money in the cash balance, that's what we get the 1.3. So, you know, once that gets down to the 25%, we spend that down, you're really only looking at, you know, less than a million dollars for capital projects each year. And those fixed costs are going to
075increase because salaries are going to increase, utilities are going to increase. So just keep that in mind that uh for future and then the next pages I just kind of summarized at each of the schools the different categories what they were requesting and what the totals were. Um so you could look at those but the actual you know detailed lists. So you know this spreadsheet was given to um the directors and the principles and the maintenance staff um last year last early fall when we were actually probably July when you're building the budget and everything. And so they filled out this spreadsheet request putting all the requests in here with an estimated amount. So, I went ahead and sorted it and just um because we asked for the next three years because your capital project
076plan for advertising purposes needs to be for a three-year [clears throat] plan. So, you can see each school the actual description of what they're wanting their estimated costs, whether their costs are estimated correctly or not. Yes. >> Yeah. Sometimes we don't know how >> Otterman looks really. >> Well, didn't put any She's a newbie. >> And then they're getting >> I think we all need to they all need to take notes from her. >> Yeah. [laughter] >> And and I am going to say each of the schools and this was um I think impressive to me until it it comes with the money, but I was not used to the buildings um making their own list and planning the way they do and there is a nice job in my opinion of okay we'll we'll
077do the carpet in this much this year then we'll do that the buildings look nice >> and that is important so there was a part of me that thought okay what if we take a year hiatus on what they wish and and and if we need something but I don't want to get into a habit of letting the buildings go Because when we first came on the board, they were in bad shape. Do you remember that, Holly? >> But they are, but they do look nice when you go in. >> They did not look nice when we did our first walk through. >> So So my thought is is that we continue to let them >> I know. I know. >> Um let them make their list and then we have and this is what
078I don't know a fiveyear or a threeyear. I know five is good, but gosh, so much can change in five years. How how far out should we have this list and pretty much knowing so that we could talk to Brock? >> Well, I mean, I think you're in good shape right now where you're at. It's just moving forward probably every year just readressing. >> Yeah, I agree. So you be going out here to 31, you know, five years >> and the ones that are out there might need to move up or they might come off the plate. >> And sometimes >> you might find some where well unfortunately we did get an emergency. We had to deal with it out of capital projects. >> Yeah. >> You know, when it comes off the list for
079your construction. >> And do you feel like this big assessment that we did here obviously has been extremely beneficial? Would you do this every 3 years or would you do it every five years? >> Because this is really the foundation of how we got to this. >> Three years is more than you need for sure. >> Okay. >> Even five years because >> you know but what happens is you start hammering through that list >> and everything's like new for quite a while. You know >> even if you only do it in two year chunks >> in five years so much of what you have is brand new. you know. Yeah. >> So I think it's just a fiveyear probably minimum. >> Yeah. >> Okay. >> I think you make a judgment call later on
080that feel like >> but >> because this is you follow that and then then there will become another time but it may be 10 years where you say >> hey we need to start over with the list and figure out where we're at right now. [snorts] >> Yeah. >> But you've got a plan because you have that. >> Yes. Absolutely. It was >> there's some cool things on here. A lot of a lot of thought went into it for sure. >> On this transportation request maintenance buildings, just off the subject, did the gutter get repaired that was pulling away from this building? >> This packet? >> No. >> Yeah. Evidently, and now that we have Stacy here, the the gutters, you know, the the snow is running off >> this building. Yes. >> I knew
081that was an issue. I thought Kyle was getting that hammered out. >> He he did have a quote. It was it was uh high [clears throat] >> and so we we but we need to get three of them anyway and we've had a couple people out here and their concern is that in fixing it and I don't I'm not even going to try to pretend to use certain terms in fixing it the way it needs to be they're afraid of damaging the roof and it having leaks. >> Yeah. So, so the you know probably the key there is because that roof is new and under warranty, nobody wants to mess with somebody else's warranty roof. So that sticks you with a proprietary >> contractor of it's their roof and they're going to be the ones
082attaching those snow guards to >> and then that are there not snow guards for seven ones that we could just you can't just go off the street. >> No, it's the pro they're diff they're more difficult to do on a membrane roof. did them over at the school. We put them on there, right? >> But they have to be welded into >> basically welded into the the membrane >> that membrane. >> Yeah. >> Okay. >> So that's the warranty if you want the warranty to be preserved, you should use the same contractor. >> Okay. >> But that's that was the high price. >> And that's where at Prairie or >> Landmark. I'll check that quote again some say last time you land Griffin had called me and said they were working with Kyle so I
083never did hear >> I I haven't >> I haven't followed up with Kyle I I didn't know his status I forgot >> yeah so >> um and I want to be cognizant of um Stacy's time so from here I think Stacy on our end, we're going to look at these lists that the directors and them and and we'll figure out how we're going to spend our $12 million. I think before we talk to Brock then, and you've kind of already done that, it's just kind of a an approximate amount for each of these numbers. I do recall geo bond capacity being about I don't >> I would say we would get geo bond capacity of four to six million but refinancing I'm not for sure >> refinancing isn't >> at this point it's not beneficial
084to do it it's not cost effective >> what what I remember is you were thinking with your capacity you were going to save it and do smaller things and every other year or something yeah >> that's what I think I remember >> because the one is being paid off this year and then we won't have any on the debt service anymore. >> So really, if you want to keep the tax rate the same, then you should probably get one for 207. >> Yeah, that's Yeah. >> Yeah. So that might be somewhat determined on how big your bond is, how much you do right now, >> right? >> You might need a bigger one to keep your tax rate level. >> Yes. >> And these price these costs here would be that would be helpful then.
085>> Yeah. So we determine them and then we start >> [clears throat] >> I'll take what we've tinkered around with today and um I haven't inflated any of the price. So, I'll at least inflate them a year before I give it back to you. We'll change a little bit. >> Okay. >> Now, we've messed with the priorities a little bit >> and I'll give you copy of what we did there. >> And and does that match timing talking with Brock here in the next couple months? >> Yeah. Okay. >> Because he reached out yesterday or day before. >> Okay. And at that point he that's when he said it really was didn't look like to be cost effective to refund that lease rental. But then there's going to be some changes with some that are
086maybe coming out with interest rates and all kinds of that jargon and so three months from now it might be beneficial. >> Yeah. Yeah. >> So [snorts] okay now so before Stacy takes off do we have any more questions for him? >> Fine. always appreciate you coming. >> Yes. Very well. Well, >> and we can always understand you. So, >> appreciate the partnership. So, >> I appreciate the close drive. >> Yeah. [laughter] >> Couple days ago, I had a two and a half hours each way. So, >> [clears throat and cough] >> Just any other conversation for the work session? before we end the work session. >> I don't I don't have any. >> No, I just I appreciate every like you said, building and department putting their time and thought into coming up with
087these lists because it's helpful to see what items that we need to plan for. And I from the variety of things on there, it looks like they're very thorough and and forward thinking and um that's good to do instead of the emergency, you know, planning. This helps. So, some some neat things on there. >> And I really do like how they they care about the look of the building. >> Yeah, >> they do a good job. And another thing that [clears throat] could be said also about the emergency, you know, like Stacy was talking about with the chiller and stuff, you know, if we did plan to redo do, you know, save money and, you know, we're going to replace it in four or five years and say in three years it went out and
088we had to replace it. We didn't have enough money to pay for it that we >> we still have the rainy day fund, you know, and that's what that rainy day fund is for is those type of >> unexpected expenses. So we could, you know, we do have that fortunately to fall back on if something like that happened. >> Yeah. >> Okay. We're going to end the work session. Okay.