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MINUTES The O & M Committee met on Tuesday, 19 April 2011, at 5:00 p.m. in the Superintendent’s Office located in The Holman Center for Career and Technical Education, Pekin Community High School, City of Pekin, County of Tazewell. Chairperson Larry Howard called the meeting to order at 4:58 p.m. Also present were Board President Joe Alesandrini, Board Members Ed Harr and Eric Hill, Board Member Elect Ryan Wrigley, Superintendent Paula Davis, Business Manager Carla Schaefer, Buildings and Grounds Director Tim Bonnette, District Architect Lee Gerrietts, and Recording Secretary Rick White. COMMUNICATIONS, PUBLIC COMMENTS, & PARTICIPATION None. SUMMER PROJECTS EXTERIOR Wall Panel Replacement Superintendent Davis announced that the District received the energy grant funding for which it applied from the Illinois State Board of Education in the amount of $249,000 to replace exterior wall panels in G and F Buildings. The bidding process for F Building work used the alternate bid format. Mrs. Davis asked that the committee assist in selecting a color scheme to be used in this project. District Architect Lee Gerrietts distributed pictures of the building showing different color options and how they would integrate with exterior colors currently featured on more recently constructed District buildings. Both clear anodized and painted finishes were included. Kynar paint, which is the best available and features a 20-year warranty, will be used. Chairperson Howard referred to a cutaway model of the panel on display to show the committee its thermally broken frame feature. One picture showed red panels, a color choice that really stands out, commented Mr. Gerrietts. Other options are more muted. Mr. Howard asked about fading of the color red, even with Kynar paint. Mr. Gerrietts posited that Kynar is probably the paint used on other surfaces around campus now. He does not expect it to fade; if it does, it is under warranty for 20 years. Member Harr asked if all exterior building surfaces surrounding these new panels will eventually be painted to match the back of Hawkins Gym. Mrs. Davis said they will be painted with a color that comes as close to the gym as possible—gray with a little tan. Mr. Gerrietts noted that the use of a red painted frame would provide a visual break between the precast concrete surround and the new panels. Using like colors would be hard to match. President Alesandrini said he liked the red frame, but not the red panels, favoring black instead. Red panels appear too striking. Mr. Howard asked if a consensus had been reached regarding a color scheme. After brief discussion during which it was established that black is an available panel color, the committee agreed with red for frames and black for panels as the exterior color scheme. Bone white was agreed upon for interior panel surfaces in order to match the predominant color already used on interior walls in F and G Buildings. Frames will be red on both interior and exterior surfaces. Mr. Gerrietts reminded the committee that these panels had been selected not only for their aesthetic value but also to afford more energy efficiency, a primary goal. He had taken steps to maximize the thickness of the panel at no upcharge to the District. The panel can be flush with the frame on either the outside or inside surface. He recommended inside which will provide a shadow line on the exterior. The committee agreed to his recommendation. Mr. Howard expressed some concern about snow and ice buildup and the potential for water leakage to the interior if we selected offsetting the panel from its frame on the exterior. Mr. Gerrietts said any water that found its way to the bottom of the panel would weep out of holes provided in the frame’s base. Mr. Gerrietts distributed copies of the bid tabulation form for this project to members. Venovich Construction of Tremont was lowest on both base and alternate bids. Mr. Gerrietts has communicated with Joe Venovich to make sure he is comfortable with the bid despite the fact that it is significantly lower than some others. Both firms he plans to use for glazing—JMC for the base bid and Arrow for the alternate—are also comfortable with the bid and the project timeline. Mr. Gerrietts recommended going with Venovich who has worked with the District on projects before. He advised against taking a bid bond if Mr. Venovich has concerns, and Mrs. Davis agreed. It was observed that the bid submitted by Ghelardini was two minutes late. How much of the proposed work should the District complete this summer, asked Mrs. Davis? After briefly discussing various considerations, including the issues of procuring glazers and meeting timelines, the committee decided to complete work in both F and G Buildings to take advantage of contractors’ lower rates and to use the grant funding while we’re sure it’s available. Although the grant has been extended to the summer of 2012, noted Mr. Gerrietts, who can predict its funding past this summer? Accepting the base bid and all three alternate bids would bring the project in at $664,000, with $415,000 as the District’s share with the energy grant figured in. Mr. Gerrietts said he will specify red for the trim color with black as the exterior and bone white as the interior panel colors. Mr. Gerrietts informed the committee that he had overlooked acoustic panels in the choir room. Working around those may well involve additional cost to the District. He cannot determine at this point if a gap exists between the exterior and acoustic panels. If there is not a gap, there will be no room for exterior replacement panels. The acoustic system does extend above and below the exterior panels that are there now, so he suspects there is a gap. A worst-case scenario would require seeking an estimate on the cost to disassemble and remove the acoustic system and to reassemble it if possible. A second option would entail seeking an estimate to demolish the current acoustic system and replace it. Approximately $10,000 should be budgeted for this work; applying an acoustic treatment can be expensive since two-inch panels are more costly than three-quarter-inch panels. Mr. Gerrietts does not anticipate a problem with this issue at this point and noted that a modest cost may be incurred to incorporate spandrel glass in choir room panel replacement in order to preserve the current aesthetic. Mr. Alesandrini said he thinks the acoustic materials were applied sometime after the building was built rather than at the time of construction. Mr. Alesandrini inquired about exterior wall panels in the cafeteria. The current aesthetic will be preserved there too, replied Mr. Gerrietts, and energy-efficient, tinted, Low-E coated, nonreflective glass will be used. The kitchen’s exterior walls will be replaced with the same combination of glass and panels to be used on other parts of F Building. Mr. Harr asked if more exterior painting of walls surrounding newly replace panels will be done this summer. Buildings and Grounds Director Bonnette answered that his paint crew may follow installers as they replace panels, but he would not recommend painting any wall that will not have panel replacement completed this summer. Crews will be using the same type of paint used on Hawkins Gym. TOILET ROOM IN “A” BUILDING District Architect Gerrietts distributed a tally of bids submitted for the A Building toilet room project to be completed this summer. Venovich Construction of Tremont was, again, the low bidder at $50,000 which is well below the budget figure of $80,000. Central Illinois Electrical Services of Bartonville and Illini Plumbing of Peoria will be used on this project. Warning! The men’s and women’s sides will be switched during remodeling. Superintendent Davis informed the committee regarding a situation about which they may be approached. Contractors at times decide to come on site to investigate a project, a situation which can be problematic. The District sends information out and receives information back through a service. A pre-bidders conference or meeting is held to give contractors the opportunity to meet with the Buildings and Grounds Director, visit project sites, and gain information under the supervision of Mr. Bonnette. The District must be careful in this regard since students are present. Three contractors came in for what became the first meeting, then a second was set up. To be fair to all, we cannot give preferential treatment to contractors who want to come in on their own schedules. Ample opportunities for visits are afforded and unscheduled visits interfere with our work. One contractor entered the building after being asked not to; security escorted him off the premises. The bidding process will be put at risk if we begin acquiescing to contractors’ demands for unscheduled visits. Mrs. Davis repeated that she thought it important to bring this matter to the committee in case members are approached by contractors. Member Harr said the procedure outlined by Mrs. Davis fits with standard practice. Strict adherence to a policy of fairness is the reason the District denied Ghelardini’s bids on both projects discussed at this meeting since it they were submitted two minutes past the deadline prescribed in bid specifications. OTHER SUMMER PROJECTS AND ISSUES Mr. Gerrietts said that documentation regarding the dimmer panel project will be ready next week and the bidding process will be advertised at that time. The mandatory meeting regarding this work will be held in the Theatre. Superintendent Davis explained that the Theatre’s dimmer panel is arcing which poses a real danger. Mr. Gerrietts said safety details concerning the project will be outlined in documentation. Mr. Gerrietts reported that production drawings for the B Building leak project are also nearing completion and should be ready next week. Materials to be used are readily available and he has no concerns regarding completing the project by the deadline. There are many projects to be completed this summer, he observed, and he will meet with Mr. Bonnette to coordinate schedules and other details. Mrs. Davis reported that staff will be asked to turn in their keys again for the summer at the conclusion of the current school year. They will be informed the first week of May regarding summer projects, but it is important to keep staff out of the building for their safety. Our own Buildings and Grounds staff will be completing remodeling work on the Principal’s Office. Many groups are scheduled to use facilities this summer—basketball and volleyball camps, band and choral programs, and perhaps the AYBT basketball tournament among them. Summer School does not end until the second week of July. Parking will be limited adjacent to Hawkins Gym due to the trenching necessary to repair the B Building leak. Equipment and materials will have to be moved out before work can be done in parts of the building, especially exterior wall panel replacement. Teachers will have an area in A Building for use as a “war room,” complete with computer equipment. Mrs. Davis mentioned that one request for facilities from a group outside the District has been denied. The Park District used to schedule our diamond but no longer does so. The Kickapoo Valley Summer Baseball League has asked to use Harry Anderson Field but it has proven to be difficult to control in the past. On three occasions last May, Mrs. Davis found players practicing there without permission. When she stopped to inquire, she was told they had secured permission to use the field. That was not true until school dismissed for the summer. Our maintenance staff has complained about the condition in which they leave facilities after their events. We have neither time nor resources to control the situation and the Park District has already relinquished its role as mediator between the League and the District. We have committed to use of the field by American Legion Post 44. Mrs. Davis said she cannot recall such a high demand for the baseball field by outside groups in the summer months. Superintendent Davis observed that the general cleaning schedule will be tight this summer. This is not a typical summer and scheduling all cleaning around work projects will be a real challenge. Normally the cleaning and waxing of floors begins in G Building immediately after the school year closes, but much of that building will be under construction this year. It is indeed true, noted Mr. Alesandrini, that demands for facilities by a wide range of organizations renders PCHS the Civic Center of Pekin. FACULTY RESTROOMS Buildings and Grounds Director Bonnette has looked at the restrooms adjacent to the Faculty Dining Room and issues there, including a leaking toilet and wall damage, can be repaired by in-house staff. These restrooms were remodeled at one time to make them handicapped accessible. When repairs are undertaken, sturdier materials will be used to improve wall surfaces so they can withstand battering by walkers and wheelchairs. Faculty restrooms adjacent to the English staff area in G Building are also in need of attention, reported Mr. Howard. Moveable metal walls are showing rust and discoloration and need a facelift to project a more professional appearance. Replacement parts for these walls are no longer available. Mr. Bonnette will investigate this issue. OTHER Chairperson Howard thanked Member Ed Harr for his contributions to the Operations and Maintenance Committee and to the PCHS Board of Education. His time, effort, and unique, straight-forward style will be missed, observed Mr. Howard. Indicating that he will probably not attend next Monday’s regular Board of Education meeting, Mr. Harr was presented with a commemorative picture of the column entrance with the dates of his service to the Board inscribed. He said he ran for a Board position to accomplish something, not to get a pat on the back. He hoped all would understand the reason for his absence. Member Harr asked what steps would be taken in completing the B Building leak project. He was informed that water has nowhere to go so it pools near the foundation adjacent to the parking lot and eventually penetrates through areas of the wall. After trenching, drain tile will be installed at the foundation, patching of the wall will be done as needed, and the foundation will be treated with water-proofing. The grade along the wall’s exterior will be lowered somewhat and a rock base will be incorporated to allow water to reach down to the drainage mat and tile so it can be channeled away from the building. Mr. Bonnette pointed out that the last effort to fix the problem involved digging down only two feet and caulking along the concrete. Areas underneath the access door were not sealed. Getting the water away from the foundation is the key to solving this problem, he said. Chairperson Howard invited Member Harr to come back to future meetings as these many projects unfold. All O & M Committee meetings are open to the public. Mr. Harr joked that he may take a lawn mowing job with the District now that the Park District will not be doing it. NEW BUSINESS None. ADJOURNMENT
The meeting was adjourned at 6:02 p.m. by Chairperson Howard. |
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