The Waterford-Halfmoon Union Free School District Board of Education Facilities Committee Meeting dated April 22, 2021 was called to order at 5:30 by Mrs. Ricci.
Present: Marcia Ricci, Denise Carutasu, Jamie Maloney, Carolyn Bell,
Also Present: (in person) Patrick Pomerville, Rachel Ingalsbe, Brian Dengler, Mari Cecil, Bob Ingerson, Anthony Reppenhagen
Also Present: (via WebEx) Jack Catanzarita
Absent: David Lee
Presentation: Facilities Update, Mari Cecil
- Smart Schools Application Updated and revision submitted to SED.
- Submission was returned to the District with comments. Steve of BCA worked with Mr. Pomerville today, 4/22/2021 for resubmission.
- Wall mounted interactive flat panel displays (approximately 35)
- May impact asbestos wall paint, BCA recommends testing in the high school wing to confirm if this paint is positive for asbestos.
- Since the paint was found positive in the Elementary portions of the building, it has been presumed positive elsewhere in the building.
- Remaining Smart Schools Funding: $238,000.
- Complete additional testing of existing paint in the HS wing. Create RFP for this work. Ms. Cecil will coordinate with Mr. Dengler for testing of the existing paint in the HS. The discussion also included the testing of the flooring below the carpeting in the Guidance Office Area.
- SED Facilities Planning Submission
- If paint is found to be negative for asbestos, then an asbestos contractor is not required to provide the wall drilling and anchors for the installation of the interactive flat panel displays. Therefore, the SED Facilities Planning submission will not be required for the wall drilling. The District could install these with its own forces.
- SED Facilities Planning submission may not be required if existing cabling is being reused. However, if new cabling is required to be installed to the support wall mounted interactive flat panel displays, then Facilities Planning review and approval is required. It is BCA’s understanding that the existing cabling will be reused.
Potential 100K Capital Outlay - Five Year Plan
- Valve Replacement (Fiscal Year 2021-2022)
- The District has expressed concern for the failure of testing and balancing valves in the HS area of the heating system piping.
- These valves were installed as part of the 2008 Project completed by Dodge, Chamberlain, Luzine, Weber Associates (now Mosiac).
- Current budget estimate is within the 100k maximum. However, Ms. Cecil noted that included in the overall project budget is 1) Inspection by BCA. This could be coordinated with Mr. Dengler and this budget allocation may only be partially used. 2) She also indicated that the project budget also includes approximately $18,000 in contingency and one year of inflation.
- Some preliminary investigation has commenced today. Thirty-six valves were found on an inspection of the building by the DOF and BCA representative.
- Additional valves may be considered.
- Mrs. Ingalsbe will coordinate the language of the proposed Capital Outlay for the May 18, 2021 budget vote. On Friday April 23, 2021 Ms. Ingalsbe conferred with the District’s Legal Counsel and with Ms. Cecil regarding the language for the Capital Outlay for the Heating System Improvements.
- Kindergarten flooring replacement (Fiscal Year 2022-2023)
- The District has expressed concern for the deterioration of the existing carpeting and VCT in the classroom areas.
- The carpeting is of an unknown age. It is suspected that this floor could be 10 years of age or older.
- Current budget estimate - Two Options:
- Remove carpeting and adjacent VCT; provide LVT (luxury vinyl tile) $110,756.
- Remove carpeting and adjacent VCT; provide VCT (vinyl composition tile) $94,913.
- Both estimates assume no asbestos containing materials
- Consider Base bid - VCT with LVT as an add alternate?
- Library flooring Replacement (Fiscal Year 2023-2024)
- During the Facilities Committee Meeting of 4/22/2021; District has expressed concern for the deterioration of the existing carpeting. The carpeting appears to be 10 years of age or older
- Current budget estimate $75,000:
- Remove existing carpeting and replace Carpeting with Carpet Tile/Planks
- The estimate assumes no asbestos containing materials.
- Guidance Office flooring replacement (Fiscal Year - TBD)
- The District has expressed concern for the deterioration of the existing carpeting in the Guidance Office Areas.
- The carpeting is of an unknown age. It is suspected that this floor could be 10 years of age or older.
- It is also suspected that the existing carpeting is installed over VAT (vinyl asbestos tile & mastic)
- Current budget estimate - Two Options
- Remove carpeting and adjacent VCT; provide LVT (luxury vinyl tile) $109,700.
- Remove carpeting and adjacent VCT; provide Carpet $100,100.
- Both estimates assume asbestos containing materials.
- Consider Base bid - Carpet with LVT as an add alternate?
- Mr. Pomerville commented that we may need to look at the library flooring.
- Jamie Maloney asked where we were at with door replacement. Mari Cecil noted we are close but have more work to do. Mari will investigate.
- Baseball and Softball Dugouts (Fiscal Year - 2022-2023 Slabs/Foundation in Phase 2A of the Capital Project )
- Put on hold due to the COVID situation.
- BCA reached out to Facilities Planning to reactivate and confirm status with the reviewer. Mrs. Madison will confirm with Ms. Cecil. More information to come.
- Concrete slabs pricing was solicited as part of Phase 1C, but at the time the cost would not fit into the budget available.
- Options:
- Incorporate slab locations and installation into Phase 2A of the Capital Project (not currently shown in these documents). This could be an add alternate in the current document. Estimated cost is $52,000. Ms. Cecil was requested to add this to the Phase 2A site drawings prior to SED submission. Ms. Cecil will have this information incorporated into the current set.
- Wood framed structures could be a separate Capital Outlay. However, current estimates show that the construction of the structures is $109,000. Or, once the building permit is issued by Facilities Planning, these structures could be constructed by volunteers. Once this was completed, BCA would have to certify that the structures were constructed in accordance with the approved drawings and specifications.
- The facilities committee decided to move forward with incorporating slab work as an alternate for Phase 2A.
- There was additional discussion concerning the use of fabric structures utilizing the PTO monies already set aside toward the Dugouts. This discussion was to continue within the District.
- Auditorium Entrance Canopy Enhancements (Fiscal Year - 2024-2025)
- Maximum cost permitted is $100,000 (See attached budget breakdown)
- Does not include canopy over the auditorium ramp.
- Stone and architectural details similar to Front Entrance Ramp with lighting.
- Ceiling and lighting could be alternates.
- Would require SED Facilities Planning Submission for review and approval prior to bidding.
Timing is important as 100k projects must be completed and closed out by the end of the fiscal year in which they are approved by the voters.
Ms. Cecil also reminded the members of the Facilities committee that each one of the Capital Outlays also impact the five year look back at SED which may impact the overall MCA for the District.
Other Items under Investigation
Auditorium Electrical
- The District has expressed concern for Auditorium Electrical.
- The Auditorium Lighting and dimming system were first identified in the 2010 Building Condition Survey and Five Year Plan.
- We believe this system will require additional evaluation.
- We are further investigating other electrical concerns.
- BCA has completed an order of magnitude budget estimate which exceeds the 100k maximum.
- Some preliminary investigation has commenced today.
- Ms. Cecil suggested this item may need to be its own separate Capital Project or paired with some other items. There was also some discussion on the potential to add this work to Phase 2B. Ms. Ingalsbe and Ms. Cecil concurred that we do not want to overburden the current Capital Project. Ms. Cecil stated a review of the Phase 2B scope of work will need further definition.
- Loading Dock
- The District has expressed concern for the existing loading dock.
- The loading dock condition first identified in the 2010 Building Condition Survey and Five Year Plan.
- The 2015 Five Year Plan included significant modifications to the loading dock, cafeteria area and servery.
- The Phase 1 project included some “band-aid” repairs.
- Some preliminary investigation has commenced today.
- Ms. Cecil reminded the Facilities Committee that the current Five Year Plan includes work at the loading dock. She further stated that this work includes the expansion and reconfiguration of the area, which she believes is beyond what is needed to “band-aid” the loading dock further.
- Ms. Cecil will work with Mr. Dengler on the current concerns with the loading dock until such time that the District confirms the future use/configuration of the loading dock area and how it relates to the Kitchen/Cafeteria and server.
- The Facilities Committee created the following priority list for 100k projects.
- Valve replacement (2021-2022)
- Kindergarten Flooring (2022-2023)
- Library Flooring (2023-2024)
- Auditorium Enhancements (2024-2025)
- TBD (2025-2026)
- *Guidance Carpet will be revisited once we know what is under the carpet.
Phase 2A - Capital Project Update
- The Drawings are complete. The Project Manual is being compiled. SED submission forms are being compiled. Submission to Facilities Planning is scheduled for next week.
- Is it the District’s desire to add the concrete slabs of the dug-outs to the Phase 2A submission? This could be an add alternate. This would have a minimal impact on the submission. The district determined that the foundations/slabs for the dugouts will be included as an alternate in the Phase 2A SED Submission.
- Currently SED Review Periods are 8 to 10 weeks after pre-screening. Pre-screening is typically a two-week period.
- Anticipated SED Review Comment Mid July 2021.
- BCA to respond to Comments as soon as possible, but no later than the week of July 26, 2021.
- Anticipate SED Approval Mid-August. (Phase 2A)
- BCA Design Team will return to campus in late June/Early July to complete final page turn review with the District. Additionally, to develop the project reconstruction schedule.
- In general we see the schedule:
- Site Reconstruction (Track and Field) - Commence April 2022; Complete November 2022.
- Building Reconstruction - Partial area turnover by the District April 2022, remaining areas turnover week of June 20, 2022; Complete Mid-October 2022.
- More of the scheduling details will need further evaluation and coordination between BCA and the District.
Phase 2B - Capital Project Update
- Final Scoping to be determined, additional discussions needed with the District.
- Anticipate SED Submission on or about October 2022.
- Anticipate SED Review Comment Mid December 2022.
- BCA to respond to Comments as soon as possible, anticipate early January 2023.
- Anticipate SED Approval mid-January 2023.
- Anticipate receiving Bids in February 2023.
- Anticipated project reconstruction schedule.
- In general, we see the schedule:
- Site Reconstruction Parking Area - Commence July 2023; complete late August 2023.
- Building Reconstruction - Late June 2023; Complete mid-October 2023.
- More of the scheduling details will need further evaluation and coordination between BCA and the District.
Other Discussion Items
- Waterford-Halfmoon UFSD BCS (Building Condition Survey) is due in December 2024
- Five year plan - Update (last done in 2015, NYSED put new 5 year schedule out, which is why ours is not due until 2024)
- Other items of the Board
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The Waterford-Halfmoon Union Free School District Board of Education Regular Meeting dated April 22, 2021 was called to order at 7:07pm by Mrs. Ricci who then led all in attendance in the Pledge of Allegiance
Present: Marcia Ricci, Denise Carutasu, Jamie Maloney, Carolyn Bell,
Also Present: (in person) Patrick Pomerville, Rachel Ingalsbe, Chris Scanlan, Joel Richardson, Jennifer Bull, Joseph Siracuse
Also Present: (via WebEx) Jack Catanzarita
Absent: David Lee
There were no comments from the public regarding items on this evening’s agenda.
Comments from Administration
Mr. Scanlan reported the following:
- Plans for graduation are coming along and there are two options left for the seniors to choose from. Graduation will take place in the Waterford-Halfmoon UFSD Auditorium. The options are to have one ceremony with two guests per graduate, or two ceremonies with four guests per graduate in order to maintain the COVID guidelines set by the NYS DOH. The choice has been left up to the Senior Class, and a survey has been sent out to tally their votes. Mrs. Maloney asked if the ceremony would be live-streamed, and Mr. Scanlan responded that it would, and that a video of the ceremony(ies) would be posted on the district website.
- A second poll has been sent out to all students aged sixteen and up to gauge interest and need to set up a COVID vaccination clinic here at the school for those students. If there is a need, the District will make arrangements to provide one.
- An email was sent out to all seniors to invite them to attend classes in-person on a daily basis for the rest of the school year. This opportunity has been met with a positive response from the parents and students.
Ms. Bull reported the following:
- Annual reviews are taking place. All reviews for the Jr/Sr high students are complete, and the elementary reviews will start the week of April 26th. All of the meetings have been taking place virtually due to health and safety concerns, and the increase in parent participation at these meetings has been a positive effect of holding the meetings in this format.
- BOCES has shared free Professional Development opportunities over the summer months, and this has been shared with all of the faculty.
Mr. Richardson reported the following:
- New York State ELA assessments will begin the week of April 26th. Math assessments will begin the week of May 10th.
- Mr. Richardson and Mrs. Austin are putting together a video orientation presentation for eighth graders that are moving up to the high school level. The students will meet virtually with Mrs. Austin to pick out the classes they would like to take in the 2021-2022 school year.
Mr. Siracuse reported on the following:
- The elementary school is currently taking part in the Read for Ronald McDonald House fundraiser. This fundraiser hits close to home as one of our students is currently going through cancer treatments and his family is able to stay at one of these houses during this time. The elementary school has currently raised $4967 and is rising. The students have earned several different rewards such as “Dress as Your Favorite Character Day”, and an opportunity to throw water balloons at Mr. Siracuse.
- The Garden Club is working hard cleaning and preparing the garden to provide each grade level with a garden bed to plant and tend.
- The sixth grade Moving Up Dinner will take place on June 22, 2021 at Lanthier's Grove, and the restaurant has been very accommodating in preparing to handle a large crowd while following all guidelines from the NYSDOH to maintain safety for all guests.
Mr. Pomerville reported the following:
- COVID-19 Update: At this time, no students are diagnosed with COVID-19, and only one staff member is infected and on quarantine. The District currently has 10 students out on precautionary quarantine.
- Earlier the Facilities Committee met to prioritize 100K projects, receive an update on the Capital Project, and within two weeks we hope to submit our Capital Project Phase 2A project proposal to the State Education Department.
First Reading
Second Reading
PRESENTATION
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the Minutes of the March 31, 2021 Board of Education Meeting
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the following Warrants and Corresponding Claims Audits
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the Treasurer’s Report ending March 2021
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the Appropriations Report ending March 2021
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the Revenue Report ending March 2021
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the Extra Classroom Report ending March 2021
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved Policy 7551 Sexual Harassment of Students
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the appointment of Kathryn Corbett as Substitute Bus Monitor for the 2020-2021 school year; salary per the CSEA contract.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the appointment of Brian Dengler as the Asbestos Designee for the Waterford-Halfmoon UFSD effective April 23, 2021.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board adopted the 2021-2022 District Budget for the amount of $20,791,576.00.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the 2021-2022 Property Tax Report Card as presented.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the WSWHE BOCES Final Service Commitment for the 2021-2022 school year for the amount of $1,971,233.34.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board accepted the resignation of Kale Rodrigues as JV Softball Coach for the 2020-2021 school year.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board accepted the resignation of Mary Varcasio, Elementary Teacher’s Aide, for the purpose of retirement, effective June 30, 2021 after 23 years of service to the District.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the appointment of Shelby Kuring as Substitute Food Service Worker for the 2020-2021 school year; salary per the CSEA contract; pending fingerprint approval.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the appointments of Kyle Williams and Kyle Brisson as Varsity Baseball Assistant Coaches for the 2020-2021 Spring Athletic season.
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board approved the appointments of the following for the 2020-2021 Spring Athletic season; salary per the WTA contract paid on a prorated basis as determined by the actual percentage of the season coached.
- JV Softball Coach- Kyrstin Messier
- JV Baseball Coach - Kale Rodrigues
There were no comments from the Board of Education, residents or staff
On motion by Mrs. Maloney, seconded by Mrs. Bell, and by a vote of 5-0 the Board went into executive session at 7:46pm to discuss a personnel matter and negotiations. The Board returned to Regular Session at 8:05pm and adjourned.
Donna Cramer
District Clerk