001meeting to order um I just first want to start off by thanking everybody for joining tonight uh via Zoom I know we've been meeting in person but this um kind of I think gives a little more opportunity for people to join us um included in our meeting today I want to welcome um councilman Fox and councilwoman Robinson from the uh ad hoc committee um that we're uh that we've been working with and I'm just glad they were able to join us this evening and kind of kind of work continue the conversation and the work that we've been doing with them so welcome um and first thing we're going to do is I am going to turn the meeting over to Mike you want to spear spear head us into the conversation this evening yeah thank
002you Louisa so uh yeah the first item on the agenda we have four items uh we'll start with the um uh City Council Members so they can uh uh get back to uh their business as well this evening uh we'll move on to the uh few motions about uh the completion of some recent school construction projects we'll give a little update on building repairs and maintenance U and that'll really be about it for the meeting so um without further Ado I'll I'll pass to um councilwoman Robinson and councilman Fox great thank you guys for the invite um I think we've had pretty good success so far with our ad hoc um committee I think you know we're trying trying to figure out a way to navigate how much Authority we have to talk about certain
003things um so we had the ad hoc approved by the city council for um you know things that I think that we we decide as a joint agenda uh between Dr casemiro um and the committee members so we appreciate uh all the collaboration on it um our next meeting we're trying to schedule I think for the third week of March uh it's been tough with schedules um but hopefully we can get a report out from the sites and Facilities uh directors from both sides uh I have received some emails from constituents asking what the progress has been since the April 2024 uh meetings um with all of the high school students that came and spoke in public comment so I I do think we've made some progress there um and of course I'm happy to
004hear from from Rich jalbert uh if he has any difference of opinion um so nothing too much to report but I think we'll have a positive meeting we'll have to go back to the city council in April um to get the ad hoc extended further and provide a report out so our next meeting will be basically updates making sure uh that we're on the same page with what we be reporting out on and then what we want to continue doing in the ad hoc in the future so I don't know if uh councilman fox has anything further he'd like to add or if I left anything out no I think and I apologize for the camera being off I'm still driving home but um I appreciate the invitation to be at the meeting today and
005for all the efforts of everyone involved and and for chairwoman Robinson uh for organizing the committee I think we made a lot of progress and a lot really productive communication uh some conversations that have been very overdue in having and I'm just looking forward to the work that the committee and the the board are going to do in the future to just ensure that uh we have the best then we have we can have going forward uh thanks a lot I appreciate everyone's input and uh and the invitation thank you thank good and as as Louis I just want to extend any questions that that this uh committee might have or anything they want to be brought up um and ad hoc I think that the point is to have it be as much of
006a collaboration as we can meaning that it's not you know a dictation from me or any of the committee members as to what we want to talk about or what our uh basis for talking about something would be so um obviously it's always an open invitation for topics for suggestions for questions and comments so again thank you all thank you Holly thank you um does anybody on the committee have any questions for our uh ad hoc Representatives here today I doita um hi Holly I'm wiita Harris and um on the board um Holly I just need to um emphasize to the ad hoc committee um one of the things that we've stressed districtwide and I think everybody is in agreement is the safety issues um of our students staff families but especially our school campuses
007um and that was certainly addressed while I was at the high school when they uh did the additional fencing because um individuals could walk right on the campus it was a big security issue um that same thing has come up again at a number of our other schools but mainly um at our uh King Street school and um in our last meeting with our sites and Facilities you know had asked that that uh be an issue certainly if there are council members who are representing that school area it would behoove them to take a look at that campus where anyone can walk in um onto the campus without approaching the front door and be right at the playground with the children so I'm hoping that the ad hoc committee has also addressed a number of
008the safety issues that need to go on thank you thank you for bringing that forward we will certainly be happy to talk about it thank you any anybody else have any questions any non-committee members no okay great again thank you so much Holly Irving for coming tonight do appreciate the um all that you guys have been doing just opening up that communication between us I think it's it's we've done a lot and I think that we're going to continue at least to have those conversations and try to figure out how the best way to navigate through them uh Dr Kazmir did you want to say anything I did I I just I I appreciate the open door um you know like as Wanita pointed out you know we definitely have some hot spots that need
009to get taken care of sooner than later um one of the things that I know and I I think Antonio mentioned it you know the last time he spoke um over at City Hall you know the need to do kind of a comprehensive analysis there's the there's the things that we have to get done kind of right away that are issues and then there's the you know short-term medium-term and longer term projects and I I welcome you know figuring out the best way to approach that without breaking the bank on a massive assessment uh protocol so you know wondering if maybe um when things you know reach a place where both our facilities folks can meet with the city's facilities folks to maybe do some walkthroughs together to have those conversations and even just sort
010of rank order the pro the projects that we need um you know I I think between the expertise that we have on both sides we could probably figure it out um you know and and create a list so you know perhaps the next time that we meet I think we are talking about facilities um specifically and that might be a great topic to for the group to address in the near ter perfect and I think that if we can put together a timeline for I know Antonio has mentioned that they do have some the expertise to probably figure out just amongst the institutional knowledge between what Rich has and then um what what sha and and Antonio have in their heads we can probably start our own bucket list um and then figure out what
011we need a professional consultant for but obviously you know highest risk uh easiest things to to resolve we need to get done um and if there are things that are obviously urgent and important um I think those can be addressed before each meeting before waiting a month to sit down and talk about it let's figure out a way to make sure that that communication's open so that the urgent things are handled instead of waiting for us to be able to schedule something as a group okay I would just like to add and thank thank you all and we are grateful for the for the um the ad hoc to sort of open the lines of communication that that um you know over the course of years have been challenged and I I do feel like
012they're they're probably better now certainly since any time that I've been here um but I think uh you know people that have been here longer than me would attest that they're they're probably better now than they have been at any point in the last you know 5 to 10 years um and I I do want to uh you know say that you know we do speak with them on on probably a daily basis um so we're constantly identifying issues flagging issues you know catching work orders in the wild that you know have either you know either you know not you know not been closed out or been waiting on apart and it's just kind of expired and and that is a daily conversation that we have um and and Rich and I have even spoken
013about some of the issues that have come up in you know in board meetings or even in the ad hoc sessions about some of the new updates that have coming up that that we're we're doing to the schools and I I think Louis if you don't mind it might be better if we just jump to number three um since this is sort of a natural segue into some building updates and then we can jump back into uh into number two so if everybody's good on on um item number one uh we can start talking about the um the updates and um obviously the uh council members are welcome to to join us for the rest of the conversation perfect sounds good all right I'll pass to rich and uh he's got a a quick list
014of a few recent things and this is really just I guess about 3 4 weeks now since we last met um there's been a few upgrades and uh and updates with some of our recent projects you're muted Rich let me see if I can do that helps there go okay so we did complete the uh the cabinets uh installed in Room 11 at Penbrook uh room 19 at Penbrook actually I have It reversed room 19 is complete Room 11 we're probably a week out from getting the cabinets and the uh and the sink installed um if you walk around Penbrook school we have a lot of 50 60 year old cabinets that that need uh replacing so I'm going to continue to work on getting pricing to replace that um you know for the next
015few years um we've done some major uh uh reorganization at our warehouse to uh you know help facilitate you know uh during the school year we get several deliveries up to like 15 20 pallets of computers and it's like a Grand Central Station so so it's a lot easier now to work out of there um I'm working on getting pricing for uh flooring replacement at milridge primary and uh King Street Intermediate um for those of you that have been on the committee a few years um I've been doing one pot a year and so this will complete those two schools and will allow me to go on to some other schools um you know Broadview Middle School the guidance counselor area uh is one of them that I want to Target um also I've spoken
016and Mike some IDE about King Street for for the fencing um so I I think we have a short-term fix and a longer term fix you know one idea and I want to meet with the the principal before I go ahead and do this is sort of like what they did at the high school is to put a a gate across that left front entrance which would be which would prohibit anybody just walking into the playground area thanks Rich yeah and I know we we've talked extensively about it and and Revisited the school and and and taken a look at some of those areas so um we've been able to make a few quick repairs uh in in the interim but then obviously we're planning on a much longer term fix um that'll that'll keep
017that area secure and safe um for years to come so um thank you for for getting on top of that and and of course we're working side by side with the city on that one because um you know perimeter fencing is a city responsibility but but obviously we want to you know work hand inand with them if that would expedite the process and um help us get it up there more quickly so um I appreciate you you getting on top of that rich um and then one other thing I just wanted to add to to uh Rich's comments um the big thing now that's looming is of course our move um DHS West is coming and and that is not um you know just unlocking the doors and letting kids in there is a some
018very complex Maneuvers that have to happen um we're consolidating administrative buildings uh there's things that are coming into the warehouse that will eventually go back over there there's teachers moving I think 68 or 70 teachers uh at last count from DHS will be moving from the high school into that building um once they're vacated from the high school there's going to be a reorganization within the high school so that the floors are all set are all set up by Academy model so once those rooms are vacated we have to clean up those rooms reconfigure them with the appropriate furniture and then move teachers even internally within DHS so that you know each Academy has its own has its own floor and they're own they're operating sort of in their own cores so there's some there's
019a really uh some complex things coming up here um not to mention just um files things like um you know we have you know mountains of files throughout the district and some of the um uh retention policies require us to keep those for up to 50 years in some cases so we have you know dating back to you know the 1970s that we have to consolidate into Rich's warehouse and some of those might be in the school offices some of those might be in district offices um so while we're doing all this we're going through a bit of a file reorg too um and also clearing out some of the ones that have passed that expiration date so there's a lot of moving Parts as we go forward and uh Rich's team is really just
020um you know taking control of these things making sure the warehouse is equipped to take on more that we have a better um organization system there um you know recordkeeping system all that all the things that go with that so um yeah there's a lot a lot happening in sites and Facilities that um a lot of people won't see and probably won't won't make it into a lot of our conversations because it's really not that exciting um but it's you know it's all the you know the sort of behind the scenes churn that's that's going to make this thing happen um it's going to make those those um classrooms ready to roll in in August so uh Wanita your hands up sorry go ahead Wanita thank you I had to unmute um I need to
021go back to uh Rich's report and um but before I do um I just want to add Mike that I understand that a lot of the things um may sound um boring um behind the scenes but this is what our committee is about so I'd like to um a little bit more than just a you know a little bit more detail and so let me give you a little bit of an example I'll go back to uh Rich's report and um it's supposed to be an update on what is happening at the schools now if there's another Committee Member who knows more about it wonderful maybe I missed something so we talked about pimbrook we talked about room 19 and it is complete when we go to our minutes what does that mean and what
022are we reporting back that is complete so to me uh that overview um does not tell us anything of what work was done and completed um Room 11 I believe you rich you said that the cabinets were installed the syns were installed um and if is that what was the work order so that makes it complete I'd like to see a little bit more in your reporting one of those rooms um Rich if I'm not mistaken we had talked about in our last meeting as uh having been closed down since September is it reopened has the issues what issues have been addressed and what exactly has been completed to close out that t thank you so Room 11 has been reopened um we set up uh temporary situation so I believe uh the principal is
023using that for music and that's until we can get the cabinets in which should be another week or two okay so um yeah I'll have to certainly that is the administrator's call what to use their rooms for just to note that that was a full-time classroom um okay so that's Room 11 I'm sorry was that room 11 that's Room 11 and room 19 is is totally complete and so when you say totally complete what does that include they they installed the cabinets and the sink uh so it's a fully functional classroom okay okay and so is there um more work to do in the room that's being used for music temporary uh the only work remaining is to install the cabinets in the sink do we have a time okay all right thank you thanks
024thank you wan thank you go ahead Mike did you have anything more Mike uh that's really about it and and I just want to extend to to board member Harris um you know feel free to reach out if you need an additional level of detail um you know we we generally don't you know don't prepare that level of detail for these meetings I'm I'm happy to for certain projects going forward um but if there's something that we just don't have time to get to or you know for whatever reason can't address in in in this body you know feel free to reach out to my office and I can get you additional information well especially um Mike when we've had stuff on the agenda in the past and so looking for updates on those specific
025items um and I don't think that um having to say that the project was complete that to me is not a report a report is this was the project this is what is done the work order has now been closed out so I'm not looking for details on you know a faucet that was fixed or a water fountain the hallway that was fixed but when we have things that are on our agenda and you put down building repairs and maintenance updates it could be much more clearer and I'm not asking you to give a three-page report on each one but certainly more than um complete um and and so that's what I am looking for as a member of the sites and facilities and I don't know what was done in the past um and
026we'll leave that in the past but hopefully going forward um we will certainly have um more details thank you I think Mike we can um you know maybe make a more of a you know specific list of items we want to discuss uh in the future um I know that you have a lot that goes on in the district I know we have a the list could we could be here for hours going over over um all of the things that you know need to be done or working on or you know work orders and I and I don't want to bog down this committee with just reviewing work orders at every meeting I think we need to really just highlight some of the more important things that we need to talk about and maybe
027we could do that for uh Wanita if you have specific items that you want to address just you can text me and we can kind of review them and put them specific so that way the committee has um it has what they're looking for if that works I'm not sure that that's a solution when this committee is called sites and Facilities so for um specific issues and then those issues saying well they need to be raised in exe executive session no um so um well the only thing that there was only certain items that we do uh put into executive session and that is at the request of obviously district and um what we feel to be um items that we can only discuss in executive committee but that doesn't but that but that's separate
028I mean there's other plenty that we can discuss in committee that we can do in regular session so I well I guess what I hear you saying is if um nothing if there are no issues then we will not meet if no one has come uh or submitted to you or to the to the committee no no no what I'm say if there is something in particular that you would like to discuss then let me know otherwise I usually discuss with uh the district office items that we need to put on the agenda but if there's something in particular that you would like to talk about then yes come to me so I can get it on the agenda um Michelle did you have a question yeah um I know that a couple of months
029back we had talked about finally getting access to pulling work orders and combining a system it was mentioned several months back was a little surprised because we hadn't talked about it we had talked about doing it for a long time have we combined are we able to now pull a work order summary what does that look like I agree with Wanita in the sense that you know just having come back after the summer and hearing the updates that we received is was clearly not inclusive of everything that had been done significant capital projects in particular so when onea says I'm going back and I'm looking at a document it says um it was completed having experience as well like was there a punchout list were they completed you know I I understand we put in
030the the cabinets we talked we went it's finished that's great great for us to know that those students are in the classroom but do we have a better hand handle on Aging reports regarding open work order items this has been a question for several years now I'm just wondering where we are with that yeah Mike can you address the whole update system and all of that yeah thanks so a little over a year ago and and Rich jump in here if I'm missing anything uh we launched a new work order system called operations hero um that has addressed nearly 95% of the questions that we used to get about where problem are and how far along and has it been addressed and are they waiting for a part that is a realtime order system um
031and I would venture to say I don't know Rich hundreds of things go in and out of there on a daily or probably weekly basis um everything from light bulbs to broken windows to Major things right like um you know boilers that need repair and and um you know Ma major systems um now that system does have a a sort of terminus uh because once a project needs to be triaged over to the Cityside uh we then have to pick it up so we have somebody in Richard's office doing that triage and then they will put it into the city's work order system and then we manage those projects separately and then try to update our system in real time it's not a perfect system uh it's it's certainly not the most efficient system but
032it's miles Beyond where we were um even a year ago at this time um so but like I was saying there's a hundred hundreds of of work orders that go in and out of this thing on on a weekly basis so at any moment you know that you could take a snapshot of this system um there's probably I don't know a thousand or something work orders that that could be active um and you know within an hour of doing a print out of that sheet that would be you know that that list would probably be obsolete or or you know incorrect because so many of these things are changing at a at a rapid clip so we we do have much better information than we ever had um and I do think it is improving
033our respons time it's improving the information it's certainly limiting the questions that we get asked um because every principal has their own portal they can just go log into it they can check all their work orders and check the status of an update so it it has made some tremendous efficiencies um for Rich's office but but the district as a whole and um we've got some really good feedback from the principles about it so again it's far from perfect system but it's it's much better than where we were so I was under the impression that when that system was going to come out we would at least get to see maybe what that looks like like I understand that there is transitions between the city and the Board of Education and one picks one up
034and one want but as a sites and Facilities we we don't know we don't have that information we don't even know what it looks like is there any possible way that we could actually see like an aging report and is that report broken out in such a way where you have Capital Improvements and then you could have a thousand line items but let's say 400 or a water faucet or cocking a a hole you know like how can we see the report and actually get a real understanding of what we have before us on sites and Facilities because yeah you know we talk about certain things I changed the tile here or there right but we never get a full comprehensive list of what's outstanding and when you have it broken out through grants like
035for instance for the Pavilion that was an overcrowding specific grant that you had mentioned or funding like how is it get broken down how do we get the information yeah yeah these are all fair questions so the system that we have isn't really designed to do that and and again rich I mean it's is really a like the light bulbs out submit the work order let's get it changed did it get done yes or no how long did it take um I think the question you're asking is really more about what we're trying to accomplish with the ad Haw committee that um Holly and Irving were just speaking about where we're trying to get a more comprehensive View of all of our buildings where they would do a facility study and then they would come
036in and they'd say okay this roof was installed in you know 2005 lifespan of a roof is 30 years so you know you've got 10 years left on it and then you do this with all your buildings across all your essential systems your roofs your electronics your your um your plumbing um you know your windows and then you know coming up okay in the next Bond we got a plan for these five projects because we need new windows here and we need you know a new roof over here and I think that's what we're really building towards with you know we're sort of our internal shorthand for it is you know really a sort like a you know car I think you called it a 20 240 plan you know we have this sort of
037longer view of what we're trying to do but that that is certainly the next step of this the system I'm talking about doesn't do that uh system I'm talking about is really you know it's for it's for quick changes maintenance repairs you know things that we're going to sort of capture in real time but um you're absolutely right Michelle we need that um and we need it need it in a comprehensive way so that we can we can see what's coming in 5 years we can see when the roofs are going to need replacement we can see you know when the bathrooms are going to need to be upgraded and we can see the whole thing laid out and just know how much we're going to need to spend over the next 15 20 years
038you're absolutely right and I think that's the that's the Big Goal here of this of the ad hoc committee is to get everybody together and and put these put these plans in place Mike to give an example with the one quarter system um I'll give you for instance so with with Ellsworth over the past year or two we've received you know work orders for leaky ceilings and at some point once uh public buildings determined that they needed to replace the roof that that was going to be a capital project you know more or less you know we're told don't bother putting in work they they would just close the work order out because it wasn't fixable and it was on Capital so the work order system doesn't really uh show a portrait of what's on
039Capital Improvement list if I can just if I can just add in um I remember initially when the sites and Facilities committee was um given the information on this new work order system initially we had thought that uh there could be a combination of the city work order system with the danburry public school all going into one um program and it was decided that that probably would not work um and so this new system was introduced to the sites and Facilities committee and to the board of ed since that time we have never been given an overview of how the system is working if it is doing what we um said it was needed to do and what type of data it would be able to capture and so when we talk about 10 years
040out and five years out is this A system that by going through the work orders we can because of what's deteriorating at a particular school that becomes the priority because of the member um of work orders etc etc any type of data um but we were never we never came back to the table to even discuss how this what was recommended to the board how it's working um what it is doing what it can capture yes it's doing what we said and thank you so much for approving it so I'm a little concerned because I've asked over and over for an update of of this new system that was put in place so there's a little disappointment um on my part with this committee um in that that still today has not been addressed um
041with um with the committee nor the board um Mike do you want to address that the system yeah I I I I think so so if I'm hearing this right is are are you asking you would like to see a live demo of the system um Mike when the when the system was introduced to the committee and to the board it was introduced as a program that was needed to capture and work with um our district school systems bringing in work orders um certainly it would be more efficient it would be more time it would I want to and so I've asked can we H please have an update how is the system working we approve the system what it sure you can come and demonstrate and capture but wouldn't it have been nice to
042have come back to the table and say and I'm not saying thank you very much to the board but this is working well um it was a good program to prove the reason being this is what it captures this is what it does in real time we found it to be efficient no not 100% but certainly better than we've had in the past because and you detail out what I am saying is it was introduced it was approved we've asked for an update and there's been silence okay I I I yeah I so my understanding was all right sorry Louisa were you gonna I was just gonna say I'm not on I I I thought that you had given the update but I I'm maybe I'm missing something because I I just thought that that's
043what you just gave the up sure what you're looking for w like what more information do you want listen to me Louisa that was approved a year and a half ago right look at where we are now um that yes the update was just given just just given right is that I'm ass sure you're saying well he's giving you the information tonight that request went in way before tonight and um so I'm just voicing my concern that it was never addressed we approved a system um it did not come back to the table to talk about its efficiency um how it's being used yes it's working well so that yeah that's my concern and again you know I'm I'm not asking for um excuses to come to the table or anything like that I am
044just saying as we move forward and we approve programs and um based on this is what it will do this is what it will produce this is then the natural expectation is at some point you're going to come back especially when it's asked about with that information Cara go ahead yeah and no I understand I understand the concern ready I think um you know for for what was on the agenda for tonight um you know I think you know in the future moving forward you know certainly that's it's a good thing to say hey it'd be great to get an update on the inner workings of the system and how we're what we're doing and I think that would be a good thing to put on an agenda as a standalone item so it gets
045addressed I you know as far as tonight goes I think you know was my understanding that it was a an update on some of the the more outstanding items that were raised um which I understand you want more detail I totally understand that um so but I think that the how the operation um HERO program works is certainly something that can be done and certainly you know um easy an easy enough thing to do to incorporate into future um agendas for sure I just I just don't know if it was clear that that was the intent was to have that conversation tonight in this but certainly is a a worthy topic to to discuss in the future um as a sand alone item I think and and just to that point is we have these
046discussions in the p and they're never kind of go back to do you know what I mean so it's been discussed it's been asked and so it's almost like I have to dig back through the minutes to say gee did we ever go back to that and pick that up what happened with that so um yeah thank you very much I we can move on sorry I think I I had started the conversation with the same with the same issues like when I was responsible for warranty for development right there was an aging report we should have access to see what that looks like instead of having a conversation of saying oh that you know we took care of this we should be able to go back like we do in policy and say we
047we revised all these policies we did this like we should be able to go back and look at a list of what has been completed you know in some sort of order or if we have an aging report it should say okay some items are nonsense but then you have different um you know these are alert right this is a step three or this is out for a year and we understand why but we at this point as a committee and I've been on it and I've ran it um I'm still asking the same questions that Wanita is want is asking we want to see the information in our hands not just a conversation but what does this report look like how often like have we improved it by 10% our goals in warrant like
048what is our goal let me ask what are we doing let me ask a question in this system what what goes in there is it capital projects or is it just your day-to-day maintenance changing the light bulb fixing the Leaky bathroom it is Pur day to day okay so that's day to day so that's not going to give us that big broader look of what the big big repairs are and the big things that need to be done am I correct correct okay so that's so we're asking for two separate things here if you want to know about the day-to-day just maintenance that's what the system is going to show us is you know how many leaky bathrooms we have how many light bulbs need to you know the small minutia right right well let
049me finish we're only finding this out right now if we want well like you just clarified that right now we are just trying that's what we're talking about the other stuff which is what we're trying to get and what the city is talking about getting that comprehensive study will give us a bigger picture of across the district all the work that needs to get done and where it plans out over the next five 10 15 years am I correct correct and and that process of of doing that I mean because you're talking about teams going into multiple buildings doing assessments of systems you know trying to do research on when something was repaired I mean we're talking hundreds of thousands of dollars to to establish a report that you could then build a system out
050of and Rich correct me if I'm wrong I mean it probably might even be more than that um especially District R size we're talking 2021 buildings um okay a million yeah now now granted I I would love to have that report and if I you know because there are companies that will take these reports put them into a dashboard and then send you you know reminders you know every six months about what you have upcoming and then say you know and here's the cost that that's probably going to run you you might want to think about putting this in your next budget you might want to think I I would absolutely love love love love to have that at our fingertips um we just don't have it and you know the the last time that
051that was done was I mean was long before I got here was probably over a decade ago um and whether you know that report has kept pace with you know updates to the system I I I would bet not it's probably completely obsolete um you know we've had new buildings come on board we've had major Renovations since that time um you know so much has changed so L yeah go ahead Melle so when we were at one point at a public uh hearing we were vote we were we were going to vote on the budget and what was going into our budget and there was another meeting happening in the city that was already deciding what the capital budget was and in our budget we didn't know if we were buying new windows if we
052were buying um you know fixing windows and the budget that this brings us back again to where we don't know well we don't know what our capital projects are even you know so I I know things are moving but like if we are already underwater or or having a hard time keeping up I've been in construction we're going to open a new building they're new but there are always issues calibration water I just want to separate where what we're talking about because I just like everything is getting clumped into one and if it's the Ci's if it's the district work order system is one conversation capital projects are a different conversation yeah Capital repairs are another conversation so I mean there's different conversations happening go ahead sah okay I'd like to make a suggestion for
053consideration for the group okay that similar to the way that we do monthly Financial you know we update on where we are financially perhaps on a quarterly basis the group might consider a review of all of the closed work tickets right or all of the you know anything that's you know an outstanding repair um completed projects and I don't think daily uh is a good way to go because then you're really into the minutia of light bulbs and pencil sharpeners no one's looking at that yeah yeah no I'm just I mean we're talking about you know are we making movements in the right direction what's open what's not you know yes I'm trying right so my suggestion is to to at least look at those on a quarterly basis and then I would also you
054know as far as the capital Improvement you know when the group starts off for the year you know what has been completed over the summer we know a lot of things get completed over the summer um you know little projects that come through or money that gets released or uh grants that come in and so you know maybe the first sites and Facilities meeting is kind of a a report out on you know finding out what the city has you know what what has been done over the summer um and then I would dedicate a meeting or two to building that Capital Improvement plan and re visiting that um so that when that Capital Improvement when it's time to submit that plan to the city and refresh that that the whole group has has been
055talking about it for at least a meeting or two and like okay y we all know what's on that list and then we can kind of see where things so that's just my suggestion is to to have a standing item um where you have a quarterly update on on closed and open items uh for the daily stuff that happens in the school district the weekly you know even medium projects and then um at least twice a year to revisit that c full Improvement project list just a suggestion yeah and I think we do that like the beginning of the year we usually at our first sites meeting we do review everything that's been done over the summer I think Mike you gave that report so I mean a lot of that we're doing but if
056we want to include that I just want to make sure that we know that it's well we're getting different information so I think there's two different things that everybody's asking for so um Lou that that update came at our first public hearing and not everything was included which caused the meeting to be scheduled for Dan very high I think it got something happened but that was the whole reason it did not get all of the updates did not come out on that first um meeting and which was to update everyone what was completed over the summer it didn't even take the form of a sites and Facilities meeting it was at our public hearing and we did not get all the information and I'm sitting here and I've been asking so right in this meeting
057alone we clarified that the work order system that we've been waiting for for years is finally implemented and I we did not have as big of an issue on our dayto day I went and I visited the schools with Lauren a year and a half ago we went to almost all of them and the reports coming back consistently and Mike can attest to it was we're we got our our our everyday you know light bulbs and things happening here it was the next level which was when we had to involve a plumber the city plumber or the city that is the list that we've been asking for at one time we were talking about merging those systems so if we do not have a system now that's capable of providing that information I'm simply asking
058what system are we putting in place so that we can look at the Capital Improvements and have a conversation monthly hey okay those are all there guess what we just added these we can take this off like that kind of a system is not in place and that's what I'm I'm asking for information thank you Kate did you have a question no I didn't thank you okay okay anybody else have any uh questions or comments okay well we have we've got to get on to the next agenda item because we do have another uh meeting at 7:00 so um Mike I'm going to pass it back over to you okay so the this was actually number two on the agenda but we're taking it as number three here um the last item here is a
059motion to close out some uh previously completed construction projects now the way these typically work for any of the projects that are receiving State funding um typically 2-year window will go by uh where they sort of retain um the contractor you have about two years to make sure everything worked out that there were no major problems with the construction um and then you sign off on the project and then you send uh um uh send it up to the state to basically say yes this is all signed off the work has been completed so there's three projects on here it's actually two projects it's upgrades to Danbury High School um that took place in 2018 and then there are um upgrades that took place to um Ellsworth Avenue School which is really the Osborne Annex
060um and the Osborne Annex was broken into two different projects because there was a school portion and then there was an administrative portion where a central registration Center is because each of those sections gets a different reimbursement a school gets a different reimbursement rate than a um Administrative Building they were broken into two separate projects so there's three projects here that need to be closed out um the first is um the first bullet here 34146 this is the Danbury High School upgrades and just to to jog everyone's memory um this was funded by DHS 2020 bond that was passed in 2015 this was work that included the roof replacement emergency generators um expansion of the cafeteria various site improvements um adding the G building uh the blackbox theater a new fire alarm system and sprinklers
061in a b and e um and this this construction was completed in 2018 with the retainage that was released to by the uh released to the contractor in 2020 and the total cost of that project was about $49 million so the second project on this list is uh the Ellsworth Avenue school edition um this is actually the School portion um this was U snap 2020 bond that was passed in 2020 um the work here included the conversion of BOE registration building uh three prek and four kindergarten classrooms with with the construction um connecting Corridor to the uh connecting a corridor to the Ellsworth Avenue School um there was a new prek kindergarten playground constructed um there were alterations made to the existing Ellsworth play area uh that construction was completed in 2022 um with the
062retainage released to the contractor in 2024 the uh last one is also the Ellsworth Avenue School which we're calling the Osborne Annex but this is the board of administration uh administrative registration building um also funded by the snap 2020 Bond passed in 2020 um this work included the creation of the Boe registration and office administrative buildings one second um Boe registration is school administrative spaces in the second floor as part of the newly renovated Annex Building uh construction was completed in 2022 uh retainage was released to the contractor in 2024 so this project that section of the project was approximately $300,000 so um these are the three projects basically we just need a motion saying that they have all been completed um the motion will then carry up into the full Board of Education meeting
063on Wednesday um and then we'll be able to sign off on the projects and Antonio and Dan can then send this up to the state and have these projects closed out Louis you're muted I'm sorry um can I have some somebody make a motion please I'll make the motion do you have it in front of you well no I don't you know I could drop it into the chat if uh if that's helpful yeah if you could do that Mike just so we can somebody can that out thank you all right should be in there for whoever wants it can I have somebody from the committee please read the motion I'll read the motion I make a motion that the sites and facili committee recommends to the board of education to accept the following School
064concent uh construction project has complete and authorize the superintendent of schools to certifies and execute the Das I guess damber uh what is it Das 049 F form um which equals uh I guess project at 034 D 0146 e slrr d High School the next one is d015 EA ellworth Avenue school edition the third one is 03- [Music] eorth Avenue School Board of Education or Board of of AD Administration registration oh Al made the motion do I have a second okay I will second the motion all in favor I okay I think we lost the other two uh committee members Wan are you there I am I'm sorry I was on mute that's okay hi okay motion passes thank you all right I think that's it for the agenda for this evening I want to
065thank everybody for coming out tonight um Mike do we have anything scheduled let me check my notes Here uh so we don't really have anything set on the calendar yet but we're planning for an April meeting probably mid April mid to late April uh where we can meet at DH West and take a look at the new building that's all um tentatively scheduled we don't really have a date yet so more on that um at a future board meeting and we'll be sending out notices as that all comes together perfect thank you and again I want to thank uh Holly Robinson and Irving Fox for joining us this evening and I look forward to seeing them at the next adha um if nobody else has anything to say Cara do you have anything you want
066to say before we close up no I appreciate everybody's time tonight thank you very much great thank you thanks everyone thanks can I have a motion to adjourn real quick motion to adjourn I make the motion to adjourn thank you