w w w . y o u n g a r c h . c o m

740 Seneca Street Buffalo, New York 14210

17 Pitkin Street, Suite 200

Rochester, New York 14607

313 East Willow Street, Suite 107 Syracuse, New York 13203

Meeting Minutes

Frontier CSD - Building & Grounds Meeting 5/22/17

Job #: 16069 Attendees:

Bret Apthorpe – Frontier CSD Carolyn Robertson – Frontier CSD Janet Plarr – Frontier CSD Dave Patton – Frontier CSD

Larry Albert – Frontier CSD Bob Markel – Frontier CSD Shawn Wright– Young + Wright Architectural Ashley Jewett – Young + Wright Architectural

Attachments: Distributed at Meeting:

Phase 1 & 2 scope plans Schedule

Item Description Action By: Due Date

1. GENERAL DISCUSSION

8/22/16 - Meeting’s will be the 4th Monday of every month at 5:00 pm • 4/24/17 • 5/22/17 • 6/26/17

o Schedule additional meetings o Carolyn to schedule additional dates – 4th Monday of every month at

5:00pm.

CR

ASAP

2. CAPITAL IMPROVEMENT PROJECT PHASE IV

• Scope

• Big Tree, Blasdell, and Cloverbank carbon monoxide detectors • Pinehurst bathrooms

• Schedule

• Construction : April-September 2017 • Project closeout: December 2017

• Budget

9/26/16 • Construction totals are $265,600 • Incidentals are $99,301 • $16,099 remaining in the budget • $70,000 in allowances

2/27/17 - CIR Electrical will be on site performing some CO detector work 2nd shift before the end of the school year

• Next construction meeting will be on 5/24/17 at 3:00pm at Pinehurst • Construction meetings will then be bi-weekly after that date

4/24/17 - CIR Electrical began their CO detector work on 4/20/17 (2nd shift work) • Each building will take around 3 nights to complete • Schedule has been forwarded to building principals with no comments/concerns • New carbon monoxide deters will show up as a CO alarm on communication panel. They

will not set off the fire alarm system.

2

5/22/17 – Construction meeting on 5/24/17 at 3:00pm in Pinehurst conference room • Updates on schedule will be forwarded to District

• CIR is still working on installing CO detectors • Remaining work to start on 6/26/17 after school is over

3. CAPITAL OUTLAY PROJECT 2016-2017 (CLOVERBANK EXTERIOR DOORS)

• Scope

• Doors 1, 2A, 2B, 3, 4, 4A, 5, 15, 15A, 15B, 19, 133 • Overhead door and courtyard door were alternates that were able to be taken

• Schedule

• Contract Award: November 15, 2016 • Start of Construction: May 2017 • Construction complete: June 2017

• Budget

• $76,900 construction total

2/27/17 - YWA has been receiving submittals from contractor • Contractors measured exterior doors over Winter Break

4/24/17 – Schedule was reviewed with the District

5/22/17 – Allgaier Construction has installed overhead door and is working on installing hollow metal doors

• YWA to review hollow metal door jamb issue on site • YWA to call Allgaier about hollow metal door/overhead door issues • Needs to be resolved ASAP because of security/weather issues

YWA YWA AG

Complete Complete

4. CAPITAL OUTLAY PROJECT 2017-2018 (MS GENERATOR)

2/27/17 • Some possibilities on next year’s capital outlay project are:

o Middle School generator (depending on what we can get done in Phase 4) o YWA to provide wording to Carolyn for inclusion in budget summary

YWA

Complete

5/22/17 – YWA to create LOI form for generator project • YWA to create contract for project • Already included in phase 4 SED approval, so we may just need to send them a

letter stating the project was approved under a separate review number

YWA YWA

ASAP ASAP

5. CAPITAL IMPROVEMENT PROJECT 2018

1/23/17 • Schedule dates for:

o SEQRA determination: March 21, 2017 o Legal notices in newspaper: March 21, 2017 o District newsletter mailings o Vote date: May 16, 2017

Hodgson Russ FCSD FCSD FCSD

Complete Complete Complete Complete

• Scope

• Big Tree: Catch basins, parking lot (alternate,) gym wall pads, roof

• Blasdell: Catch basins, sidewalk, parking lot (alternate,) gym wall pads, aud seating, classroom wall tile removals, air handling units for gym , aud, and cafeteria

• Bus Garage: Catch basins, parking lot, overhead door replacement

• Cloverbank: Catch basins, parking lot, sidewalks, aud seating, classroom wall tile removals, air handling units for gym , aud, and cafeteria

• High School: Catch basins, parking lots, hot box/water service replacement, fine grade/seed practice/gym/pit fields, baseball/softball dugouts, baseball/softball fencing (alternate,) new asphalt sidewalk to fields, replace track and field events, replace domestic water heaters, replace air handling unit for aud, replace domestic hot water boiler, gym wall pads, gym

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flooring, aluminum door replacements, toilet room renovations, replace pool dehumidification unit, replace kalwall windows, skylight replacement

• Middle School: Catch basins, parking lot, sidewalks, asphalt path, science room renovations, ceiling/lighting replacements, aud seating/curtain/stage rigging/lighting/sound system replacements, relief air to classrooms, update DDC controls, replace air handling unit/controls, provide heat/AC/ventilation to OT/PT room

• Pinehurst: Catch basins, parking lot (alternate,) generator, update DDC controls, aud seating/curtain/stage rigging/lighting/sound system replacements

Building Item Est. Cost CO/CDA Removed by District

Added by District

Unforeseen Conditions

Added by Architect/ Consultant

TOTALS: Addit iona l Scope added to project not included in the origina l Budget Est im ate

$0.00

Modified Scope Items Frontier CSD 2018 Capital Project

• Schedule

• Phase 1: $5 Million Worth of Construction Work o Construction docs sent to SED November 2017 o SED approval February 2018 o Bid March 2018 o Construction June 2018- October 2019 o Final cost reports December 2019

• Phase 2: $18 Million Worth of Construction Work o Construction docs sent to SED August 2018 o SED approval January 2019 o Bid February 2019 o Construction May 2019- September 2021 o Final cost reports December 2021

• Schedule was reviewed with District • Budget • $24,400,000

• $3,000,000 in potential alternates

4/24/17 - Review any public feedback from BOE presentation or boards in schools

o Positive feedback from public • SEQRA outcome: Type 1 with a negative declaration • Would the Committee like to schedule an additional BOE presentation closer to vote date?

o YWA has typically presented after the initial proposal to the Board District doesn’t feel it needed.

• Discuss YWA proposal for CM service fees o YWA to breakdown proposal further o Proposal included putting people in the field when work is taking place o Fulltime work during summer

YWA

Complete

Ongoing

4

o 1 ½ people in field o Coordinating work, schedules, deliveries from contractors

• District can work on proposals for CM services until end of 2017 5/22/17 – Vote was approved

• YWA to begin construction documents from June-October • Phase 1 work and Phase 2 work scope plans were reviewed with the committee

o Some work was shifted into Phase 1 and Phase 2 o See attached schedule

• YWA to create contracts with IBC Engineering, Appel Osborne, Jensen BRV, and send out RFP to hazardous materials consultant for phase I work.

• YWA to send updated staff survey form to Linda/Carolyn • District would like to see braided water lines instead of solid lines throughout

school district.

YWA FCSD

Complete Ongoing

6. SMART SCHOOLS BOND ACT

11/28/16 • Archi-Technology will have a draft of their survey complete by 12/9/16 for YWA and the

District to review • YWA to work on scheduling the next meeting with all parities

o Reviewed plan on 12/4/16 o Carolyn to have Deb Gromek send technology report to Archi-Technology o YWA to find out status of Comprehensive Technology Plan from Archi-Technology

CR

YWA/AT

ASAP

Complete

4/24/17 – Update • We are on schedule with our consultants • First draft of the Comprehensive Technology Plan will be ready for review by 4/28 • Archi-Technology to schedule a review meeting with the committee • Archi-Technology to review the budget with the District to finalize items that will be included

in the smart school investment plan • Deb Gromek to have IT plan ready on 4/25.

AT

DG

Ongoing

4/25/17 5/22/17 – Update

• Comprehensive Technology Plan is being reviewed by Dr. Apthorpe • Budget being updated for SSIP • Next step is to schedule meeting with YWA, IBC, and BOCES • Draft copy of SSIP available for review on 5/26/17 – Next BOE meeting is on

June 6th. • YWA to create LOI from for project and submit to SED.

YWA

ASAP

7. MISCELLANEOUS DISCUSSION ITEMS

8/22/16 - Sprinkler System • Bob Markel contracted YWA about some sprinkler system pressure issues • High School is having periods of higher than normal water pressure

o Keeps setting off the sprinkler alarm o IBC scheduled a site visit and reviewed the problems with Bob Markel on 8/15/16 o Will probably be a simple fix o IBC is looking into some existing drawings and are creating a recommendation on

the issue o IBC to create a recommendation letter with what needs to be done and send to

District

IBC

IBC

Complete

Complete

4/24/17 - Sprinkler System Update • Working on scheduling a date with IBC, Davis Ulmer, and District

o Meeting scheduled on 5/2/17 at 2:00pm to meet with all parties on site

FCSD/YWA/

IBC/DU

Complete

5/22/17 – Sprinkler System Update • Meeting was held on 5/2/17 with Bob, Marty, YWA, IBC, and Davis-Ulmer service

manager to look at problems with system • Meeting minutes were sent out • IBC working on RFP to send out to a plumber to replace the pump, pressure

relief valve and drain pipe. • Would the District like to pay for this work out of the maintenance budget? If

not, the work may not be able to be completed for a few years if we include it as

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part of the 2018 Capital Project. o YWA to send out RFP to 3 plumbing contractors for proposals o District to figure out which budget fee will come out of

• YWA to send meeting minutes to Dave P.

YWA

YWA

ASAP

5/23/17

1/23/17 – FEC Storage Shed Relocation • Review proposed location for storage shed on HS/Bus Garage property • A 40’ x 60’x 12’ wood pole barn pre-manufactured building with a concrete pad, overhead

garage door, and single man door would be around $75,000 o See attached estimate from Transit Construction for a similar project

• District would like to add electrical into building too because original shed had lights and power

• District has already been paid around $50,000 in insurance money to pay for the demolition of the existing building

• New storage building needs to be completed by November 2018

4/24/17 – An SED project number was issued for the new storage building on the HS site • 14-16-04-06-2-023-001

5/22/17 - Update • District is moving forward with attorney on process • Landscaping needs to be completed at FEC storage garage

o YWA to call Transit

YWA

5/23/17

4/24/17 – Sheva Lane • District will be working internally from maintenance budget to clean up area • District sending out postcard to residents with update on work

FCSD

Complete

4/24/17 – Verizon Antenna at High School

• District would like to attach to building or mount on own pole

• Verizon wants antenna on bus garage side of building

• YWA to review detail from Verizon YWA Ongoing

• Excerpt from email correspondence is as follows: o Linda contacted Dan Spitzer from Hodgson Russ to get his input on the proposal

from Verizon as recommended at the 3/7/17 Finance and budget meeting.

o The original proposal was $1,500 up front and the $350 per month for several five year renewable contract periods

o Hodgson Russ thought that was a reasonable amount, but suggested that we request $360 per month with a 2% increase each year. They also noted that SEQRA testing will be required, but that Verizon would cover that cost. He also mentioned that Verizon will structure the contract periods so that they require SED approval, but not voter approval.

o The Verizon rep seemed to think this would be acceptable, but has not confirmed yet. Verizon is coming to meet with us on May 4th to discuss the logistics – Update?

5/22/17 - Update

• Verizon is working on drawings o District to send to YWA to review

Verizon/FCSD

Ongoing

These minutes are the interpretation of the items discussed as seen by the author. All attendees shall review these minutes and forward any discrepancies to the author immediately to avoid any misunderstanding of the items discussed. Upon receipt of such changes, these minutes will be redistributed to all parties. If changes are not requested of the author in writing within (5) business days of issuance, these minutes shall be considered complete and accurate. The next meeting is scheduled at the FEC on 6/26/17 at 5:00 pm Thank You, Ashley Jewett cc: All Attendees Absent Attendees