MINUTES
PEKIN COMMUNITY HIGH SCHOOL BOARD OF EDUCATION
O & M COMMITTEE MEETING
TUESDAY, 22 NOVEMBER 2011
5:00 P.M.
The O & M Committee met on Tuesday, 22 November 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 4:55 p.m. Also present were Board Vice President Paul O’Neal; Board Member Carl Johnson; Superintendent Paula Davis; Director of Business Operations Carla Schaefer; Buildings and Grounds Director Tim Bonnette; District Architect Lee Gerrietts; James N. Gleason, Chief Executive Officer of GHR Engineers and Associates, Inc.; and Recording Secretary Rick White.
COMMUNICATIONS, PUBLIC COMMENTS, & PARTICIPATION
There were no comments or participation from the public.
Chairperson Howard commented that the open house hosted by BLDD Architects at the Triple I Conference was extraordinary. Architect Gerrietts asked if the PCHS delegation had a chance to hear the great band and Mr. Howard indicated that it added to the good time enjoyed by what appeared to be a large number of guests.
REVIEW OF PEKIN CHSD #303 CONDITIONS ASSESSMENT, 12 AUGUST 2011
Mr. Howard stated he had looked over the information contained in the Conditions Assessment document and had no surprises save numbers for the Stadium. Most potential expenditures appear to be for improvements in the District’s HVAC system and its roofs.
Superintendent Davis said this was the first of a number of meetings of the O & M Committee regarding the District’s ten-year Health/Life Safety Survey and would be devoted mainly to an introduction to critical concerns facing Pekin High. She has already shared information with Board members regarding prioritized issues for each building, A-H, and the Stadium. It was not her intent to proceed through the Assessment line by line this evening. Mr. Gerrietts offered diagrams of campus buildings for use by the committee if helpful. Mrs. Davis introduced Mr. Jim Gleason of GHR Engineers and Associates, Inc., who would be providing an overview of three critical issues at this meeting: oil-filled high voltage switches as part of the District’s electrical system; rooftop HVAC units on A Building; and the three-pipe fan coil, or “univent,” system in G and parts of F Buildings. An action plan will be developed in future, not tonight.
HIGH VOLTAGE ELECTRICAL SWITCHES
Mr. Gleason began by stating that he had not prioritized his presentation of the three critical issues, but would begin with switches. High voltage switches, which are shipped with oil in them, feed high voltage electrical service to sub-switches which in turn service Buildings E, F, G, and H. There are things about this radial switching system that are troubling; construction today for buildings this size would incorporate a loop system. The radial system switches are no longer made and parts cannot be secured. When they fail, they usually do so dramatically. They contain fuses which are available only on eBay. Of more concern is the fact that they are filled with PCB (polychlorinated biphenyl) oil for shipping purposes. It is possible that this hazardous oil has been changed out, but there is probably no paperwork or corporate memory to confirm this. The potential for danger is real since a switch filled with PCB oil could fail explosively. There is no evidence of overheating or oil leakage at this time, Mr. Gleason said. He has asked a representative from General Electric to prepare a proposal for shutting down electrical supply to the buildings, servicing the switches, and restoring them to full capacity.
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This would have to be done if it was deemed necessary to replace the oil due to the presence of PCB. There are Environmental Protection Agency regulations which come into play here. In addition, operation of these high voltage switches requires training; problems can result if they are not operated correctly. It is time to consider replacing them with dry switches in a loop system. Mrs. Davis agreed that it would be prudent for the Board to consider the cost of this proposal at this time. No one currently on the maintenance staff is comfortable working with our switch system and we have had electricians in who will not touch it, fearing switches won’t come back on if turned off. Arcing poses a real threat as well. There is a reason they are not made any more, Mr. Gleason stressed. He advised continuing on with them if they are operating well, but when problems arise, they should be replaced. A ballpark figure calculated by Mr. Gleason can be found on page 124 of the Assessment—$310,200. Mr. Howard said the more he listened to Mr. Gleason, the more he favored fast-tracking this issue.
ROOFTOP MULTI-ZONE HVAC SYSTEM IN A BUILDING
The A Building has a rooftop multi-zone HVAC system that has been retrofitted with chilled water coils, reported Mr. Gleason, that are fed by a glycol solution originating at the chiller plant which poses problems. To get the glycol cold enough, the chiller has to run at 42º, much colder than recommended. Therefore, A Building causes the entire chiller plant to run inefficiently. Multi-zone units are old and mix hot and cold air. They must run heating elements in the cooling season or they will overcool. Mr. Howard and Mrs. Davis pointed out that we have had to fix glycol piping leaks in the past. Mr. Gleason continued that A Building rooftop units need to be replaced with something more efficient and reliable.
THREE-PIPE FAN COIL (UNIVENT) HVAC SYSTEM IN G AND PARTS OF F BUILDINGS
Mr. Gleason reported that the three-pipe fan coil units, known to the District as “univents,” in G and parts of F Buildings are on their last legs and should be trashed. Motors catch fire. Bearings leak. The District can continue to fix them forever, but they’ll never provide good control over the building’s interior environment and they require significant internal cooling loads. There are also serious issues with the system’s piping which is insulated with Armaflex, a black foam substance that should not be used for this application. It has cracked, allowing humid air to invade and corrode the pipes’ exterior. They are rusting away. In G Building, ventilation air should be handled with two units, but they cannot run for parts of the year because heat cannot be added, denying the building fresh air which causes a build-up of carbon dioxide that compromises the learning environment. Nor is there a heat recovery feature built in, something that was not necessary in the early ‘60s when the building was completed. New energy codes will not allow the installation of a similar inefficient system.
There are a number of options for replacement, depending on boilers and chillers used for heating and cooling. The option selected may impact the chiller, the piping for which does not yield energy efficiency. Currently, chilled water must be pumped constantly at maximum levels. Mr. Bonnette reported that we couldn’t keep both chillers running at 98-99 percent capacity last summer. The cooling towers must cool water, yet cannot dump the heat generated in doing so which severely compromises energy conservation. If the District built a fancy chiller plant, it would not need to install a geothermal system, but staying with chillers will require reassessing them and their need for power.
The District needs to get a handle on system replacements, Mr. Gleason said. The crawl space underneath G Building, with tunnel extensions into F Building, is a definite plus. Much work can be done without disturbing classrooms. He has received a proposal from a geothermal driller to drill four test holes around the perimeter of our test site to determine if Geological Survey maps which show that mine shafts stop at the perimeter of the District’s property are accurate. To install geothermal equipment, drilling must be done some 350 feet or so down and no mines can
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be present. He will consult with the driller to determine the accuracy of test drilling results. He currently plans to have one test hole drilled and, if no mine is discovered, drill a second and so forth until either a mine is discovered or four holes have been completed showing no mines. The cost for drilling the first hole is $7,800; additional holes cost $1,000 each with the total not to exceed $13,800. Geothermal systems require a high initial expenditure which can be alarming, but offer excellent energy efficiency and have a life span of approximately 100 years, affording unsurpassed long-term savings. Heat pumps and their compressors do wear out and need replacement, but when one goes down, the entire system does not go with it, just the area affected by that heat pump. When asked if we could cut down on the number of univents with a geothermal system, Mr. Gleason responded that heat pumps can be installed in any size, and we can get dedicated air units combined with heat pumps to recovery energy. A variable refrigerant flow (VRF) system also has potential for good efficiencies, but it may not be a good fit for our building. While installing one of these systems in another location, all sorts of holes had to be cut into the building. What might save us here is the crawl space referred to earlier.
The District may want to study two to four different systems to determine what’s best for A Building, continued Mr. Gleason. This facility does not have a crawl space and parts of it are used during the entire summer. We will have to recognize that work will have to be done while the building is in use. We could proceed one zone at a time. This building’s ductwork, which is rarely seen in institutional buildings of this type, also poses problems. It is built of rigid fiberglass board which has been folded and taped together. Over time, tape gives way and ducts fall apart, giving rise to concerns about particulate matter inside them. He recommended replacing these with a sheet metal system. The variable refrigerant flow system referred to earlier would be applicable to A Building. It is not as efficient as geothermal, but nearly so. Cassettes are used for heating and cooling, with fans to deliver air. Mr. Gleason said he is currently working on a school that is installing a VRF system; it may be prudent to visit the site. It is possible to incorporate both geothermal and VRF systems here. In fact, he indicated his reluctance to use a one-size-fits-all approach to HVAC issues at Pekin High.
DISCUSSION
Having presented the three most pressing issues for the committee’s consideration—high voltage switches and the HVAC systems in G, F, and A Buildings—Mr. Gleason asked for comments and questions. Chairperson Howard noted that repair proposals for all three have been assigned Priority C status. Could they be funded with Health/Life Safety grants? Mr. Gerrietts answered that they could, but only after all items given Priorities A and B had been completed. Mr. Gleason said he could have a discussion with the State regarding the continued viability of the District’s current three-pipe system. If it failed today, its status would rise immediately to “A.” He has completed geothermal replacements of steam systems with State approval. Mr. Gerrietts reminded the committee that the document they are using this evening is an assessment of the entire facility; it will be turned into a health/life safety survey to be submitted to the State. Mr. Howard said we now have benchmark information allowing us to go forward and set priorities, prompting Mr. Gleason to refer to the Assessment as a “living document.”
Mr. Howard indicated his surprise at the money earmarked in the Assessment for B, C, and D Buildings. Mr. Gerrietts said most items responsible would be addressed by general building maintenance. The next draft of the document will indicate repairs that can be assigned to maintenance and those which will require major project status. Superintendent Davis added that more information is required to get some sense of when repairs should be done so they can be planned for financially, perhaps through the issuance of bonds. Current bonds will be paid off during the 2015-2016 budget, remarked Director of Business Operations Schaefer.
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We know the danger posed by our high voltage switches, Mrs. Davis continued, but what do we do when they wear out? We have talked to folks at Ameren and they say they can provide the District with people who can fix them. Mr. Howard commented that the sooner we can get the GE assessment, the better. Mrs. Davis agreed, seeing the need for an emergency plan to address pressing issues so that if something happens, we’ll have options ready which will help us avoid wasting money. Dr. Johnson asked if he needed to reveal that he owned General Electric stock. Mr. Gleason thought not. When asked what it would take to service the current high voltage switches, he said someone must be found to test the oil. The system will have to be shut down to do so. If shipping oil with PCB is found, it will have to be flushed out, properly disposed of, and replaced. He did not speculate on a cost for this service, but said it would not be as high as $20,000 per switch. Mrs. Davis said she feels that safety demands that this done. Mr. Gleason repeated that the paperwork on these switches is long gone.
Mr. Gerrietts stated that the Assessment’s information pertaining to the Stadium is not complete. A forensic engineer will be required to determine how long this edifice will last since BLDD lacks this kind of expertise. Stress fractures can be found on its underside along rises and runs, allowing water to pass through, but it’s hard to say for certain the extent to which they undermine the structure. A proper maintenance schedule will also take the expertise of a forensic engineer. A proposal from WJE has been received. This firm will analyze the building’s structure and take core samples of its concrete to determine its strength and to estimate its life span. Ten years ago, added Mrs. Davis, former District architectural firm Healy, Bender may have had an opinion on the Stadium’s concrete condition rendered, but did no coring and did not seek the opinion of a structural engineer. Mr. Gerrietts said BLDD has not uncovered any obvious, major issues. There are leaking and electrical problems that will not get any better, with concessions areas in particular suffering from the former due to permeable expansion joints located just above them. A gutter or drainage system could be designed to route water away, he proposed, so that ceilings in the concessions areas could be repaired. Regular inspection of the Stadium can be done as part of BLDD’s services. A concrete sealant was applied at the time the bleachers were replaced, noted Mrs. Davis. At that time, existing brackets holding the bleacher benches were sandblasted and painted since installing new ones was questioned given the condition of the concrete. Mr. Gerrietts added that some areas should be patched to prevent exposure of structural steel. Wet rebar can cause concrete to spall. Mr. Howard inquired about rusty partitions in restrooms, which are listed as Priority D, or cosmetic, items on page 132 of the Assessment, adding that the Stadium is a point of pride for the community. Mr. Gerrietts said some stainless steel restroom partitions are indeed in bad shape.
Mr. Gerrietts mentioned that structural repairs to B, C, and D Buildings, which involved tying precast exterior panels to structural beams to narrow gaps between walls and floors, have not been completed. This can be done for under $20,000, but he is not sure of the full extent of work required in D Building where masonry walls are involved and may have to be pulled out. Mrs. Davis said there is still a gap between wall and floor in Physical Education Department Chairperson Patton’s office. Mr. Bonnette noted that work there only prevented the gap from widening; the existing gap was not narrowed or filled.
Although not a major issue right now, Mr. Gerrietts said canopies at the entrance to F Building are allowing water to collect, causing rusting and deterioration to structural steel. Standing water contributes to deflection along the precast to which it is attached which prevents water from draining via the downspout, thus causing further deterioration of the canopies. The steel deck roof may also have to be replaced and the deflection could be corrected by jacking up and bracing the area weakened by rust.
Mrs. Davis summarized that Mr. Gleason has some work to complete which may take us through the Christmas holidays. Mr. Gleason assured the committee that he will push forward
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and get back to Mrs. Davis and Mr. Gerrietts as soon as he can. He will firm up a price for a new electrical system. Mrs. Davis indicated she would like to schedule another O & M Committee meeting for the afternoon of 19 December 2011, the date of the next regular Board meeting, just to bring members up to speed about developments. It is premature to decide on a course of action now, she repeated, but we may want to fast-track the high voltage switch issue. This is where her major concern lies. She will look into the financial impact of various proposals and see what grant dollars may be available. A meeting with Neal Johnson provided some insight into the latter. The committee discussed the merits of obtaining estimates for repair or replacement of HVAC systems, and Mrs. Davis repeated her concern over the switches and the need for more information so that some decision about possible fast-tracking can be reached. Mr. Gleason said that the switch issue is tied to the HVAC issues. If mechanical chillers are retained, switches big enough to service them would have to be installed. If the District decides to hold on a comparative HVAC replacement study, which his firm could complete for $25,000, he would advise holding on geothermal system test bores as well. Mr. Howard asked if the price of new switches would prevent the HVAC study and test bores. Mrs. Davis said she does not want to go too far ahead, but instead prioritize issues and take things step-by-step. The HVAC study could be part of next year’s budget if we hold off until 01 July 2012. The chillers are serviced over the winter months, but it’s always a crap shoot at the beginning of the cooling season, wondering if and how well they will operate. Should the District decide to stay with its current chillers, remote radiators should be installed to get the heat off the towers and thus make them more energy efficient.
OTHER
None.
ADJOURNMENT
The meeting was adjourned at 6:27 p.m. by Chairperson Howard.
Respectfully Submitted,
Rick White, Recording Secretary
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