001of the Cheshire Board of Education I'll call roll Catherine Helen here Tim white here Anja Martelly all right please stand for the Pledge of Allegiance all right Gianna and Richard Clement yes through some project updates VIN you're gonna take the first interior lighting up under the JK energy project improvements at the schools yes I will thank you and good evening everyone appreciate you pulling this meeting together rather quickly you know I do apologize I did send some of these documents late but you know what I'm going to try and do tonight is present as much as I can on the screen so you could follow along and I I'm assuming you could see the agenda on the screen now yes the first item is the interior lighting upgrade recommendation that we have and I'm going
002to give you a little bit of background oh I'll go quickly but if there are questions just you know let me know as we go through so you know here the background is that in 2019 we did a project with JK energy at Cheshire high school to make some energy improvements and you know what I'm showing here on the screen is what that project entailed we replaced the steam piping insulation in the utility tunnels below Cheshire high school and you could see that the project cost was 52 thousand dollars and energy savings estimate I'm doing that $7,300 we also went in and upgraded all the LED lighting that we weren't able to do as part of the 2015 Ameresco energy performance contract project so we hit areas like interior offices gyms and other spaces that
003were just not part of original amaretto party you could see that you know that project cost was a hundred ninety-eight thousand with 19 thousand and energy savings and then we're we made some refrigeration improvements to fans and motors you know on the you know mostly the kitchen and heavy-duty refrigeration we have $15,000 project cost generated energy savings of 1700 per year the total project cost here before incentives was two hundred sixty six thousand we received a hundred three thousand dollars in energy conservation incentives from eversource as part of that and so the net project cost to the schools was a hundred sixty two thousand with energy savings of twenty eight thousand you could see that the payback on that project was five point seven one years JK energy did a very good job with the
004actual contracted work and you know Rich's on you know with us and and he could vouch for the work that they did the one thing that I do want to explain is this one hundred sixty two thousand dollars and just for brevity I didn't include all the detail on this particular project but the way we funded the hundred sixty two thousand one we had a five-year interest-free loan that gets paid back through our energy bills so we had to lay out sixty two thousand four hundred ninety three dollars you know from our capital account to cover the sixty two thousand that wasn't in the interest-free loan yeah I got this on this portion of the project a hundred thousand interest-free loan was for a term of four years Oh correct thank you right yep so
005you know the the bottom line is we save $28,000 a year we paid $25,000 per year to pay off that hundred thousand dollar loan and then after year for our savings is the full twenty eight thousand four hundred forty nine dollars the interesting thing when we did this is that we had appropriated you know about a hundred thousand dollars to do the pipe insulation and we didn't need it because we only wind up that only will end up costing us this fifty two thousand so we know any JK resources work already and they are one of the approved contractors in the small business energy Advantage program with eversource and that's you know how we were able to get that hundred thousand dollars of financing we also didn't need to go to bid because this was
006already bid by eversource okay so that's the background rich did you want to add anything on this original project i believe the town is utilizing a different contractor under the same program to update their park lighting and parking lot lighting to LED so they're they're in a similar program only with a different contractor then guys has a question all that work was completed in 2019 correct 2018-2019 all that summer 2019 it was done during school shutdown with the punch list activity that ran maybe into mid-september who actually who did the actual work to jk jk Resources LLC basically is kind of like a construction project manager that hires electrical contractors you know mechanical contractors refrigeration specialists so they basically develop a you know a group of contractors select contractors that they work with continuously through
007all of these projects in order to qualify by for the SBE a program they have to provide guaranteed pricing so those subcontractors have to agree to those prices as well so it works pretty well and I was actually skeptical at first but was surprised at how well they managed the project how well they worked on site they were clean they cleaned up you know every day which if you have any any experience of construction you know that's that's usually almost an impossibility and they were very responsive so you know if there was a bad fixture it was replaced immediately they were very very good and I would have no qualms are working with them again okay and coming from rich who know better than then you maybe that's staying a lot because he usually does
008have a qualms about something that's good that's good it is good no it's a it's an excellent characteristic for him to have so if there are no other questions I'll move to what we're recommending and asking for approval tonight so based on the success of the high school project we continued to talk to JK Energy and when I say we I mean mostly rich because he did all the legwork and you know obviously we work together as we got to this approval stage but they went back into Dodd and all the elementary schools and we asked them to find other additional projects that we could do that are eligible for this eversource business energy advantage program that we could start to reduce our energy costs and make improvements to these buildings and so showing on
009now is the recommended project that we would like to do you know this summer and you could see just very quickly that it affects Dodd Highland doolittle Chapman Dorothy and Norton so basically all our other buildings outside of of the high school less Humiston most of most of the project work is again to replace LED lighting or replace whatever we have with LED lighting the at Dodd and Highland though there are some refrigeration motor and fan controls that were worth doing so you could be the project costs by building you know the highest being over at Highland you know followed by chapman and then Dodd the project overall has a hundred thirty nine thousand dollar project cost before the incentive there's a thirty two thousand nine hundred seventy seven dollar incentive that is attributable to
010this work from ever source so the project awesome eight hundred six thousand one twenty the energy savings is twenty two thousand six sixty two so when you look at the payback we're under five years on these these projects the actual financing details is you knows where this gets a little bit more interesting and I think easier for us so here's the hundred six thousand dollar project cost were eligible again for a zero interest loan except this time it's five years instead of the four at the high school so the only funding we need to do one hundred six thousand dollar project is six thousand one hundred twenty dollars which will come right at our operating budget we we certainly can cover that so if you if we look just a little bit further from a
011cash flow perspective the energy savings is twenty two thousand a year for the first five year we have to pay that loan back in twenty thousand dollar increments over five years so we're net positive cash flow on years one through five of two thousand six sixty two and then once the loan we paid you know the entire energy savings passes through to us the only other thing I want to mention and then we can answer some questions if you'll look and I gave you know I know it's 47 pages of detail but this is the work that JK resources did they did it by school they showed a summary of the savings and the incentive by school which we just rolled up nice and then here you could see every single one of the ECM
012the energy conservation measures so you could see that you know the LED lighting we're replacing gin storage room custodians office main office storage again everything about classrooms and hallways because those were covered as part of the Ameresco contract back in 2015 so that's that's in a nutshell summary of what we're recommending and you know what we're asking for is the planning committee's approval we'll seek approval from the Board of Education to go forward with this as well add and this is the the critical piece we as the Board of Ed we are not allowed to borrow money only the Town Council can authorize that so even though it's a it's a five year interest-free loan we still require approval of the Town Council to proceed you know and execute a loan agreement and actually the
013loan agreement once it's approved by the council would get executed by Sean Kimball it's the same way we did it in the present year at the high school all right Catherine question yes I've been on the list of the new can you go up a page yeah sorry I'm just curious why the payback years for the Nortons school project is so much higher than the rest of them just out of curiosity hey rich well I'm thumbing through to find what drives that ultimately they look at usage so ultimately like Norton a good portion of the school is already converted to LED including exterior lighting and so the lights that are left what you know our the ones that get almost no return which is why it wasn't covered under the Ameresco project so you know
014bathroom lights closet lights you know storeroom lighting you know things that typically you know are sometimes yep so you can't really get a large kilowatt hour savings return but when you roll it into you know yeah it was the beauty of you know rolling all of this into it'll take the highs and the lows then and average them out so you know it becomes a little bit more palatable okay yeah that makes sense thank you yeah so this is this is the detail for Norton and you could see some of the annual our our 800 hours so that doesn't really you know that's what you're gonna have come on over paybacks but it's saying you know when you put this all into one larger project it were as a large project so that's where the
015advantage comes in you know the the big money saver is offset they're not so big money savers right great end up areas district-wide will be like 99.9% LED will be completely divorced from incandescent compact fluorescent and fluorescent so that's a that'll be good to what's not realized here will be future maintenance cost blob replacement ballast replacement you know general general lighting maintenance that you know will virtually go away yeah and you know I mean the other advantage is we'd like not sending our guys up on ladders to replace bulbs all the time because you know we've had some pretty serious ladder injuries so yeah that's a great point rich that the maintenance savings these LEDs as you know they're rated for about 50,000 hours that's correct we won't be replacing bulbs or we won't be
016replacing LEDs and unless one one just yeah yeah then yes question with the energy and Sun that we get the conservation incentive that we receive and then the eversource business energy advantage program the five-year loan if we renovate or close or do something with any of the schools does that impact the incentives that we received from ever source for the work that was done meaning is there a time period the work has to remain in place in order to receive that money or time to be responsible for paying it back yeah the way the way the the way the SBA program works the incentive actually goes to the contractor we don't receive the incentive we just reap the benefit of it so we never sorts reviews this project in its entirety it approves it in
017its entirety so regardless whether a building is opened or closed within the next six months to a year has no bearing as to what the project cost ends up being okay and that's for both projects for the incentive and for the loan that's correct okay yeah if the loan is the loans right so the money okay yeah thank you any other questions I don't see any Tim nothing yeah it's a good deal it was a good deal when we worked with them in 2019 for the high school and I think the thing that impresses me the most you know there's a lot of data here other than our friend and they you know there's a risk on their part they do this at at without a cost to the to the schools so and you
018can look there's you know there's a lot of man-hours involved here to do the due diligence to actually you know go through every closet every storage area every basement every attic and you know determine what what can be you know what could be converted to LED for the maximum energy savings amount that we could possibly benefit from it's a really good program wish we had more buildings after this to do but I highly recommend it I ten your question yeah thank you Andrew and I want to apologize to everybody I've run in and out of this meeting a little bit I have a four year old who did not take a nap today and experienced the little late to make it to this point yeah I'm not sure if anyone said this but I just
019want to so mention so we have a four and a half year payback school you know it's entirely possible a school gets demolished and rebuilt that's gonna or we get a new one it's possible that would probably take at least two to three years so to me even taking that into context this makes sense to do that to do this project we were talking about what six schools out of maybe one I could you know be done in two or three years yeah take it out of school by school you know analysis you know as it's relatively low cost there's low risk ya know I think this project makes a lot of sense thank you for doing it rich and the one other thing that I wasn't quite sure and looking at this is there
020a demand savings in here or is it just a wh and it's just calculated as kWh so there actually could be where it's entirely possible we get more savings yeah I mean yeah overall usage drops our demand rate automatically drops as well so yeah there's potential for more savings yeah so just to get everybody on the same page what what rich and I are talking about is you have kW kilowatts and you have kWh kilowatt hours and when you're you know for residential you really only talk about kilowatt hours but when you get into commercial buildings there are charges for both kW and for kWh the savings calculated here is related to the kWh but there could actually be a savings related to the kW not guaranteed but it's entirely possible that there would be
021so yeah thank you I mean to me this makes sense to do this any other questions nope alright would somebody like to make a motion to approve I can't find the text of the motion it's honest number one screen okay I'll make the motion I move that the planning committee request that the Board of Education approves the recommendation to proceed with the energy improvement project as proposed by JK Energy and further to seek the required approval from the Chester Town Council for approval of the financing agreement I have a second second all in favor aye all right excellent thank you now next step then you're gonna present to the wool presented the full board meeting and then to the Town Council yes after the board approves it I'll get on the agenda for the Town
022Council and we'll take them you know through and you share the documents and hopefully get it approved and then get it done this summer is the is the goal will this go on Thursday's agenda this Thursday's business meeting yes it's already on got it thank you okay the next the next few items are updates the next one is a stadium lighting upgrade and you know this is a capital budget appropriation but I just kept it under the JK energy project within the because as it turns out this project you know it has been awarded to JK Energy who has a de State Department of Administrative Services award for this type of world and so to give you just a quick background you know back in 2018 rich you know went ahead and had a study
023done of the stadium lighting at the Cheshire high school main game you know and you know the results of the study and it was pretty detailed is that the of lighting that we had and which that metal metal halide lighting ethyl field that's correct even even after which had all the bulbs replaced which is an expensive proposition because we have to get out you know we have to rent a lift you know to get up to each of those very high fixtures you know with replacing all the bulbs is new I think we got somewhere to 20 foot candles we should have 30 so it was really insufficient lighting you know plus it's more expensive to have metal halide than LED which is being you know which will be installed with this project so which
024do you want to talk about that any any more detail my grandson plays on that Chester football team so a few years back I went to a game and it was you know early evening the Sun had set and I could not see anything and I'm like telling my wife this is I gotta have to go to a Thomas because I I just can't see anything out in the field let me grab a light meter and when you know I think it was a week later they were having practice that night I went out there and started measuring and I was astonished because you know I'd have got 21 points then I took throughout the field that we were under ten foot candles and you know we're supposed to be you know triple that amount
025so kind of explain why I couldn't see anything because it just wasn't wide enough so we did replace we've replaced the metal halide metal halide is the very bright light that's great lumen output problem with metal highlight is that as soon as you put electricity to it it begins to degrade almost immediately so the bell curve on how long it takes for metal halide from peak to Valley this is a very short period roughly one and a half years so it's you know at about $10,000 a change it was time to investigate what was available for LED lighting what prompted this this study we found that thirty foot candles was the industry standard for high school football or high school athletic fields and you know I read solicited some lighting designs to see what it
026would take to meet that and that was the result of the reason the result of that study is in front of you okay and so the I guess the one thing about this project is you know even though there isn't it energy savings you know which is estimated at about sixty three hundred dollars per year some of it is maintenance and the rest is energy savings we're not because we're not running these lights you know other than a certain period of time during the year and for a limited number of hours we're not going to have a large energy savings but it is really more of a lighting improvement project that you know but it does save us energy but it is a lighting improvement project for the benefit of people who use the field
027look at it from a perspective of safety you know it certainly is an improvement on safety you know for people that are playing the field you know yeah so the project is it's a hundred thirty nine thousand dollar project cost but there there is an incentive from the utility it's thirteen thousand dollars so it's somewhere around ten percent again it's lower because of the usage hours so the net total investment is a hundred twenty six thousand three hundred fifteen dollars this you know because of the das award that was awarded to JK energy and rich I don't know you know when they might begin work because I know there might be a lead time Wow submitted the contract to them so we're in the process of contract execution once that occurs then we could they
028can start their material orders so as with all materials today you know we're gonna be you know we're gonna be we're gonna be such you know susceptible to long lead time so that's what I'm trying to get this kicked off ASAP okay and so the I mean the bottom line the installation will be why don't you talk about what we're getting rich I don't want to steal the thunder what we're getting yeah dimmable LED yeah the premise of the project is weary utilize the poles the poles stay in place weary utilize the wiring harness so what gets changed will be the light fixture all the light fixture stands at the top of the poles and then brand-new LED light fixtures so they're comparable they're comparable to 1500 watt metal halide more focused narrower beam you
029know better control the controls will be instead right now we have a keyed on I think it's actually not yes so I'm off simple on-off switch at the switchboard this control which is the arctan control will allow dimming capability scheduling capability remote operation it's all in the cloud operation so we'll be able to you can dial in on on the cell phone and turn the lights on turn the lights off adjust them no keys you know it'd be a keyless operation much easier to maintain you know you could schedule so automatic shut offs occur and the stadium lighting doesn't stay on all night which occasionally happens so there's a lot of benefits to at least control and an operation on these new lights at the existing lighting array meaning the towers all those are going
030to be reused yes new lighting okay yeah the towers themselves are in good condition it's all galvanized steel and then the wiring harness was replaced not that long ago probably seven years ago oh and uh new switchboards installed there was a I guess there was a wiring harness failure some years back I don't then maybe you know more about that than I do but apparently it occurred during the game as well so yeah just before my time yeah so about the still in good shape there's no need to replace the conductors so you know that's the savings in itself we were the capital was for a hundred fifty thousand and we're gonna get this accomplished for less than that so I think it's it's a good deal okay Tim Way has a question yeah rich
031you know to be able to operate stuff from the cloud is definitely helpful yeah but that stuff can it's not unheard of that that stuff goes wrong I'm not a perfect system or an infallible one either do you still have a physical switch where somebody can go turn the lights absolutely okay okay control the control will just be you know we'll be in line and you know it can certainly be bypass if that's your that's your question yeah yeah I just you know somebody doesn't have their cell phone they forgot it at home and then they don't have the app and nobody does and fortunately I live pretty close to the high school and I see the stadium lights when they're on so I'll be I'll be right here right at this desk watching the
032lights well let my porch and know from this right rich yeah yeah it's more focused and the fact that it's dimmable will provide some some relief for the neighbors so as the for instance the the goal is saying you're having a football game so light levels would be at roughly say 60% until game time at game time it would ramp to a hundred percent half time would come would ramp down to 60 second half starts ramped up to 80 conversely when it's time to go home it ramps down to 60 we give that we give our patrons 30 minutes to clear the field the lights flash their warning and then fade out so off it'll be you know that's just one scenario that could be that could be scheduled into a system like that so
033it'll be I think it'll be good and it led tends to be less light scattering than metal halide or incandescent so should reduce light pollution yeah and what is that what's the funding mechanism for this and I'm sorry if I miss that capital its capital we have 150,000 and town capital okay so we're putting we're recommending this goes in the capital budget that the domain I believe yeah it's been assigned to the Board of Ed yeah so we don't need any I mean we don't need anything here we'll it looked like age we're going to come about twenty four thousand under the appropriation so we'll give that money back great okay any other questions I think that's it okay Brenda is joining us also welcome a little doctor hello guys thank you for that very
034warm welcome grin alright it's doing the cabin project underway ft I'll whip through this quickly because these are all updates the Darcie underground storage tank replacement that when that went out to bid it's been awarded we're amazed right rich at the price it looks like I'm able to replace this for about 51,000 dollars so we had we originally had this project designed initially designed and I had silver in Patras Ali the original the original premise is that we were going to replace like the like so right now we have a 10,000 gallon underground storage tank for fuel oil when a pretty significant long fuel run which would have required a new fuel line's replacement of the interior fuel pumps and the the initial estimate budget estimate was a hundred and eighty eight thousand so after
035some thinking I talked in a couple HVAC contractors and they said why don't you investigate the use of propane which is bottled gas similar to what many many of us used to like their fireplaces on a cold winter night so we took a look at those at that option and see what that cost would be and I knew I could get the tank removed for a relatively low price so we developed the scope to a three-phase three-part scope one to remove the existing tank and restore the landscaping provide two one thousand gallon underground storage tanks there's so there LP liquid propane and then modified the burners that are for the existing heat and hot water boilers that entire those three components combined will come in at under less than $80,000 so yeah that was the
036pleasant surprise yeah and you know because you know kind of what Tim you talked about earlier you know we don't know what the long-term faith of Darcy would be but we're doing a good replacement you know at a much lower cost and we originally expected and just you know by way of background the Darcy on the ground oil storage tank is it's reached its thirty or light so it hasn't seen as yeah it's even past that it's completely failed that was it didn't make it to its 30-year life but intended life cycle it failed previous to that so where it is non-compliant right now with DEP yeah yeah quick question the underground storage tank at Darcy so we're doing Darcy and we're doing what other schools do little just those two in that 560 is
037that appropriation for multiple years or is that just for these two projects thick it can be for multiple years yeah it's multiple years but it's for these new projects and these are the first two of that 560 being expended yeah it's the only two we have left okay no that's not true either well okay yeah the high school will need that one's gonna need to be replaced in the next two years but while we were playing we're replacing that one because I think initially we discussed not replacing it because the building utilizes gas but because it's also used as a town emergency center it might be wise to maintain the dual fuel capability there okay but do it there's three schools that we do not have access to natural gas that's Norton nor Doolittle and
038Darcy correct nor has the fiberglass tank and it's good to like believe 20 26 or 27 so we have some time and ask your question now do you wanna jump in yeah go that was me I was just curious do we the amount that was appropriated or and requested do we have any concerns about like contaminated soil that we're gonna have to deal with once the tanks removed or as all that kind of testing been done and we don't think there is any what now when you're removing the tank I've in my in my career I've removed over 35 tanks and I've yet to see one that has failed to that degree ultimately that's an unknown you know that you know if it's if the tank has failed you know you wouldn't really know it
039until you you dug it up and you know tested the soil below or had a visual confirmation they actually sniff by the soil to check for hydrocarbon that's how they determine if the soils been contaminated what scenario like that you would have to have some indicators so you would have to have extreme usage so say you know normally do little for instance you know we burn you know thirty thousand gallons of fuel oil a year and all of a sudden I'm burning 50,000 gallons then you know would be suspect that there would be a leak somewhere but I'm confident we've we've pulled up five tanks thus far district-wide and everyone came up clean I don't anticipate we're gonna that's okay okay then we might be a hundred thousand dollars under this on UST appropriation yeah
040you know this is a hundred thousand dollar pick up over what was you know we didn't anticipate it and requested that's great we don't get to keep that money per se you know it if it's capital money and it's not new you know the town just doesn't borrow the funding for it right it's more for school modernization absolutely I like to thinking Andrew okay we're good with that one window replacement at the high school another one bid awarded this one went to JL Simpson we have five even though you know 750 thousand appropriated for Windows this phase of the project we bid was five hundred thousand you know we did get a responsive bid that was a Gail Simpson and the total including you know alternates that we had do multiple classrooms came in at
041four hundred seventy nine thousand two eighty three so we're in good shape with that my contract signed you know ready to move forward I'll keep going until somebody says stop I'm gonna okay norton unit ventilator that was also bid 110 thousand dollar appropriation $96,000 award to FF Hitchcock this reporting that we're going to replace the library carpet at Cheshire high school through a Department of Administrative Services state award to spectrum performing we have two hundred thousand dollar appropriated rich I don't remember how much think it's like okay okay and so we'll have money remaining to do other floors across the district yeah we're gonna work on scope review for a replacement of the stairwell flooring Kathryn you wanna jump in yeah I'm you this is kind of more of a general question to the extent
042that work is being done inside the buildings I mean I assume that there's like a covin protocol that these companies are going to be following do we have any concerns about you know people coming in and out and working on the buildings and being able to reopen in September is required to provide us with their company policy regarding kovat 19 protection for their employees and their customers so we we have 80% of them have complied out of those 80 50 have already worked in our buildings oh yeah it requires that it requires that policy and statement in order to work in our buildings you must come in mast and you must maintain social distancing I knew you already had that on your beautiful eye was curious question thank you hey rich with the library carpet
043at CHS there was no asbestos mastic or anything underneath out no is there tiles that's going to be covered over concrete floor flat slab nice thank you I mean we had done the we had abated that library floor in the prior project so you know we know it's clean okay next one is the do little underground storage tank replacement the bid was East and which has a walkthrough scheduled for this week yeah - my afternoon agile yeah I'm trying to try to get in under the wire before school reopens this tank also has is beyond its 30-year limitation perdy EEP it's a tight tank and it works okay we're gonna opt to go with a smaller tank it's a 10,000 gallon or ground storage tank currently we're gonna go with a 6,000 gallon double wall
044fire blast tank relocate it so it's out of the driveway the big issue here is going to be lead time on that tank so I'm hopeful that there was an abandoned construction project somewhere out and North America and that tank is just sitting there waiting for me to come and get it all right and then rich is working on scope for the millwork replacement across the district you know worse first basis is the method that we use same thing for ceiling tile replacement and you could see the dollar amounts that are appropriated for those projects the norton cafeteria project that is that is assigned to the public Building Commission and what we're gonna do you know between now and next summer because this project won't get into next summer has just got the the design
045work done who who's gonna be selected for that which do you know I think it's just I'm not a hundred percent sure about Jan magis who was the architect for the doolittle dolittle Elementary School kitchen renovation in the last year which came out which came out nice okay Highland boiler replacement that's a relatively large project which what's the update on that I know you spoke design completed in 2018 so we're going to convert the existing hot water corner to condensing boilers but I also want them to integrate that domestic hot water package and and also take a look at eliminating some of our existing pneumatic controls so they're revising the drawing and revising the bid package and I'm hoping that I can get that out to the street by the end of June if I
046can accomplish that I think we could get this project done this year the beauty of it is Highland boiler is segregated from the rest of the school building the only thing I'll have to come up with is a temporary hot water plan but we could certainly do boiler work all the way into October without impact to school operations so I'm hoping I can get that in this year okay great a dot HPA three working design yeah working with the designer of the arc mechanical engineer right now so that's the process now the High School AP AC improvement you know we have we have two related products HVAC improvements and legacy control improvements you know both at the high school that are in scope definition right rich nothing else to add there yeah yes the okay
047the next one they're not we're gonna be repaid with Cheshire high school then you know on the north side the parking lot and also Chapman's parking lot so rich is working on pricing we know that there is a state award to till Conn is it till Conn rich that Souter Tania was as well so you know I'm not sure it's going to go to them but that's the likely candidate we're waiting on pricing from is is the north parking lot like towards Pat and drive yes okay yeah it's the teachers parking lots the two-tiered lot kind of and then the Doolittle parking lot entrance repaving that's a separate appropriation but that's also getting priced so those hopefully done all this summer it's aggressive but we're trying yeah well this whole list is aggressive rich but
048you got painting Israel is a tough one Chris jump back rich the CHS BMS that's building management system legacy control yeah is that to help balance the systems in the school so help control the systems okay patrol and balancing or to two separate components so right now right now there's percentage of controls in the school that are pneumatic so it's it's basically the valves that control primarily heat or or fresh air damper position you know are controlled by air pressure versus direct digital controls which is controlled by a little electric servo so you get much more you get much finer control with DDC that you do with pneumatic yeah what happened though just to give you a little more background in 2015 when we did the Ameresco project you know we couldn't school we did
049not upgrade all the controls at Chester High School you know I wish we would have you know wasn't included in the scope so you know this it was good that this appropriation was approved so that we can you know work to get all of Chesterton high school you know on the you know on the BMS system with updated controls and I know Andrew I know you're asking about the load balancing because it's come up during some of the school modernization I think so you know I rich I know you will not have talked about load balancing is is a commissioning step in the installation of an HVAC system so when uh when a mechanical engineer or architect develop an HVAC system they also they also earmark on supplied ducts to output a certain amount of
050air so they usually use cubic feet per minute so like standard I'll say nine by nine supplied register will probably supply roughly seventy five to ninety five cubic feet per minute of air so the balancing component is when that system is finally installed a balancing firm a certified balancing firm comes in and actually adjusts the control damper or the RPM of the fan motor to meet all those numbers across the entire system so once that's accomplished that report is given to the architect and he signs off on it and they approve it and it's and it's checked off on their punch list unless you physically change the system if the system is unchanged for two decades you'll never have to rebalance it it's when you change a motor or motor size you change ductwork duct
051configuration duct size that's when the system has to be rebalance so at the end of every at least in my experience of construction at the end of every installation of an HVAC system that asketh air handling it's an automatic requirement that the system be balanced that's how that that's how that works so and then unless you change something dramatically in the system the system stays static it would be the same thing as if you had a an air handler in your basement that was providing air conditioning and heat to your first floor as long as you don't change anything to the system there's no need to rebalance the system it stays balanced that makes sense it does thank you Catherine do you have a question Jamis yeah yeah rich also but like whereas the high
052school has been added on over the years is that you think that's some of the problems with some of the problem is that you have yeah you have you have four or four decades of different technologies in the in the building so in some areas you know I'm gonna go back I'll probably I'm probably gonna stick my foot in my mouth but I mean we spent the money on that addition after high school the 99 2000 edition yeah and we you know we probably spent a million and a half on new HVAC equipment and didn't include air conditioning come on you know it those are kind of things that you know that urge I don't know short-sighted I guess it's easy to be armchair quarterback looking at it you know from 20 years in in
053the future but ultimately you know those are those are problems airflow you know when you when you're trying to increase airflow with 95 degree outside air I don't care how much air is crossing your forehead it's still uncomfortable right you know and the only way you can modulate comfort is full environmental control Highland is a good example it's said that's what it is at the high school you just have way too many different technologies from rooftop unit ventilators to classroom unit ventilators rooftop unit I mean it's just a whole litany of different types of technologies that you have in that school that makes it a difficult to control it's not impossible and yeah hot and cold zones that's that's the inevitable result yeah not to mention I mean some of the issues we have you
054most of our windows in the in the buildings are well you know so they're singing pain they really don't have the energy efficiency you know to keep the warm in when you need it and the cool in when you need it and vice versa so you know some of some of the issues we have are related just just to the windows sure building envelope makes a big difference I mean there's there's no doubt but that mean that's always that's kind of that's kind of you you know you're dealing with that technology so you're gonna get a certain amount of our value from a single pane of glass well with weather was 20 years ago where today that single pane of glass has the same insulating properties it's just a matter of you know how much
055fuel can you afford to throw at it to offset to offset that and then what what level of comfort you know are you looking for are we more sensitive today than we were 20 years ago I don't know it's a hard one to ask but I think I think people have difficulty with heat more than they do with cold that's my my impression okay all right Tim you have a question yeah thank you Andrew actually is not a question I don't think probably more just a comment pravin and for rich so we're talking about parking lot REE pavements and we also are considering doing solar carports it could happen may not happen just be mindful of the two because they would presumably be co-located you know the I believe the one at the police department
056is partially like in the grass but then part of it is right in the pavement so just something to consider as you're moving forward on the parking taping yeah I think all of that is in the pavement okay it may be I'm not sure yeah yeah pretty sure I'm pretty sure does their it might have an overhang over Devon but it's a sanctuary yeah in the pavement yeah so just I mean just try to have that in mind the timing of the two different things well you unless some but that the solar wouldn't go up this summer yeah I don't know how fast things could happen if we wanted to move forward I mean knows regardless regardless whether we have solar or not it still needs to be repaved so oh sure sure sure yeah
057assume you'd want the parking lot paid before you didn't saw this Yeah right footing and things of that nature so yeah that's gonna be that'll be just prior to part of that deal thank you we're good we're good you talked about Doolittle right okay also hopefully what was that Doolittle yes I need to get that tank replaced right you know I hate to go in there repave the whole thing just to have to cut it you know yeah for sure so I'm trying to coordinate that so it stays clean right because that tank is partially under the sidewalk and partially under the yeah yeah yeah my plan is entirely yeah okay and then the the next three items they're just really informational to district school security improvements and the ad a compliance project those did
058go to bed earlier I got two months ago but we didn't get a lot of bids there was a PVC recommendation to go forward but the council was not comfortable going forward so those went those are being referred back to the PBC for bidding you know the question that's come up actually you know this morning was you now is there a chance that we could get these bid and done you know and the answer is not for the summer you know if we knew that fools were not going to be open till October then I think it would make sense to rebid those I mean ultimately it's the public building Commission's decision but for those two projects you know only not summer projects at this point any more it's too late realizes I'm on the
059public building Commission I'm a member ultimately its construction this is their busy time of year and especially from an estimating perspective in order to bump someone out of their slot their schedule slot you're gonna have to pay premium so even if school was just was postponed to October there would still be a premium to pay it might think yeah so when would you go back out to bear you think I think might in my opinion you know it's a winter but back you're figuring for a 2021 construction period so we will go I mean we try and get out early you know like January January yeah okay you know you can maximize your bid productivity right because not many people go out to bid until February March for the summer so if we get that
060get out there early hopefully we get a good round of bids and and get this lined up for next summer invented we notify the state that we weren't going forward with our work at the high school because we had gone to them crack yeah we did and you know I remember asking Ryan Haley to do that of rich I just think you know believe it did yeah I believe it did that question I'll just I'll just make a known double check okay okay and then we already talked about to do a little boiler replacement yeah the next year for the last item that we have on the agenda is a building maintenance update and you know we we traditionally do this with the planning committee as a first step the performance environmental is our current
061cleaning contractor I did provide you know some background information and I'll just walk through it you know for the planning committee members because the recommendation is to extend their contract for one more year they they've been outvoted since 2014 you know as a result of a bid that was sent out you know they've done a good job for the schools since that time their first contract fried their first contract we extended up to the five-year limit which ended on June 30th of 2018 went out to bid again and the bottom line is they were the winning bidder again and they actually gave us the two-year firm bid of 680 two thousand four hundred eighty eight dollars which was forty eight forty thousand eight hundred thirty three dollars lower than the previous year's contract and they
062were able to do that because one name learned our account and two they would make able to make some internal staffing changes you know so that was a good workout you know again I think it's important to just remember that when we went out to bid we have two years of the six hundred eighty two thousand dollar price and they clean all our building with the exception of Humiston okay during the cobra period a couple of things happen first of all when when we were early in the COBIT period in march you know we didn't need them to step up there they're cleaning and disinfecting you know we had them disinfect the central office side actually you a special mister because we did have you know one person that had been diagnosed with Koba 19
063so they really did a nice job stepping it up for us you know they gave us their covin 19 procedures that you know they were following and that staff were following on March 27 when we closed now buildings actually was two weeks prior we was the last day of school you know rich contacted them and we essentially suspended services so we have not been paying them during that period of time we did restore some services last week but they are limited and they've been very very cooperative during that period you know there's been no issues as it relates to contract um so you know the first item that I'm recommending here is that we do extend their contract or one additional year so that would be from July 1st 2020 June 30th of 2021 again
064from a from a board of ed perspective our committed to do we can extend the contract for up to five years and we do it one year at a time so that's the first recommendation the as far as the contract price and couple things I want to point out you know first of all again we've got two years of fixed price which was $40,000 lower from 2017-18 we talked your performance Richie and I spoke to the president of a performance environmental the owner Steve Sadler who was a treasured resident and he takes very good care of this account before he is a resident he and his firm and minimum wage was raised from 1010 an hour effective October 1st of total 19 obviously that did affect them negatively and then the minimum wage going up
065now every 11 months till it gets to $15 an hour so the next increase of a gala per hour is on September 1 of 2020 so basically two months you know after the new contract year begins they did not raise our prices in October 2019 they couldn't because we were under a contract with them based on the bid but you know there's Dixon will increase you know in the minimum wage of about nineteen point eight percent so that is their issue to deal with but of course you know they're gonna have to pass some of that cost on to us so what we did is we negotiated a five and a half percent increase to the base contract so it will go from 680 to 488 to this 719,000 784 you know we are recommending
066I think it's it's a it's a reasonable increase you know given that they've already been paying their staff you know a higher wage to whatever they've had to do that since October but there is some good news here and that is that because we've been out of school and our buildings have been closed since March 27th our building maintenance staff has gone in and started doing the summer cleaning and they're pretty far along and so riches has negotiated with performance environmental we will not need any summer cleaning services and if they are there there there'll be minimum so that will result in a hundred three thousand eight hundred fifteen dollar costs decrease so we're expecting instead of the 719 thousand dollars assuming that's five and a half percent increase we're expecting that will pay performance
067about six hundred fifteen thousand because we're excluding the summer cleaning this year and the only cost and I wanted to put you know the planning committee members is that we're not sure what additional Cova 19 related costs will incur for performance environmental whether it's you know additional disinfecting or sanitizing that needs to be done when schools open and we're all assuming that they do you know we may need to have someone during the day do periodic bathroom cleanings you know whether we do it with our own staff or have to higher performance environmental we'll need to see but I did want to point out that we may have an offset to some of this expected savings just because of you know the Cova 19 required cleaning so I mean the summary here you know we
068we certainly are appreciative of performance environmental work you know they've done a good job for us they've been very reliable during this pandemic period so we want to extend them for a year and rich I don't know if there's anything that you'd like to pepper in here now they've performed more consistent over the last two years I can say I think the first year I was here they had different supervision and there was a little rocky at times but over the last two years they've been consistent which is probably the biggest challenge when you're dealing with commercial cleaning contractor they're responsive I rely on them especially at the onset of this kovat 19 you know pandemic you know for their you know I consider them subject matter experts on cleaning sanitizing and disinfecting they gave
069us a lot of good pertinent information and you know they've been supportive of contract and we have a good relationship and certainly would like to continue that and then just even with the five point five percent increase you know contract it's still lower than it was in the 1718 year of 723 321 correct yes it is that's so even with the minimum wage increases based on the original kind of still saving I got compared to that yeah yeah and you know even the 719 is below where we budgeted so you know that that'll in good shape which were gonna need and very rich with their responsive like we're service well and if there's issues at the schools they're there and yeah oh yeah oh my god yeah yeah okay we've developed a couple programs there's
070a for instance especially during flu season or you know dealing with the lower grades with you know you know defecation and urination and you know we get we've developed an internal system where you know we notified them that day by three o'clock if we need to disinfect the room they do it that night I mean it's rough it's actually sometimes I'm amazed at how quick they can get it done but you know they are they're responsive we've we've developed some decent some decent protocols and programs and they've been working so okay 18 year old daughter has a different opinion about the DAAD bathrooms but clean Tim you the question yeah wait yeah you can then I think you had mentioned so this contract was originally a five-year contract which ended two years ago it was
071when we bid it Tim it was the first two years were bid and we signed a contract and then we extend one year at a time so we extended three times oh okay so what so we've done five years so far correct under the fruit after the first bid we did off five years now we're going into year three of the second bit wait a second all right I'm I'm what year did they actually start we're in 2020 what you're they started 2014 okay that was contract one yeah was all right so here's my here's my bottom line question I mean I'm fine with this you say they're providing you say they're providing good service you want to extend it one year I mean in your opinion at some point would you want to go
072out to do a full bit again yeah well that that's exactly what we did two years ago Tim okay all right oh if we would dissatisfied we would have gone to bed again in this year but we're not and you know changing a cleaning contractor you know you need a lot of lead time and it is a big deal for them to learn that makes sense to me I guess it's just as a general as a general rule of thumb I mean at some point you know five years seven years ten years whatever it is I think it would be worthwhile so we're two years into it crud to go out to bid you know periodically that's that's my only point this year is you said they're provide a good service so I'm happy with
073that at a good price yeah there's current contract the max you can extend it is for a total of five so eventually your head so in three years we would have to right right all right thank you I hate to think about to bed now during this current climate you know it would be I'm sure people are gouging over services cleaning it's yeah to get it stuffed it but turnover on crews the attrition rate on crews is like crazy so it's like very difficult to find you know a contractor that does that kind of service and it's consistent as far as quality I mean yeah I understand there's different opinions on what quality is and should be but you know they've been they've been doing the job at least for my satisfaction can't be any
074other questions Katherine yells that I'm all set thank you Andrew okay so do I have a motion to approve an extension of the contract for performance environmental sir um I move that the Planning Committee can you move that okay the Planning Committee requests that the Board of Education approved the extension of the contract with performance environmental LLC for the 2020 2021 fiscal year is there a second Tim is seconding it Tim sorry second I was on mute sorry about that no Pam all in favor aye we are getting it done tonight is there anything else for discussion I have nothing else no Katherine you're good Tim I'm all set all right kind of motion to adjourn oh yeah let Tim do it okay thank you everybody thank you very much thank you thank