"Building Maintenance Invoice"
MANCHESTER BOARD OF SCHOOL COMMITTEE Building & Sites Committee Meeting May 29, 2007 The Building & Sites Committee met at the School Administration Offices on Tuesday, May 29, 2007, at 7:00p.m. Present were Chairman Beaudry and Committee Members Gelinas, Leonard, and Regan. Non-Committee Members Kruse and Labanaris were also present. Present from Administration were Business Administrator, Ms. DeFrancis, and Asst. Supt. Burkush. Chairman Beaudry presided and called the meeting to order. The clerk called the roll. There was no public forum and there were no presentations. Chairman Beaudry welcomed, Comm. Regan, as a new member to the Committee. APPROVAL OF MINUTES OF PREVIOUS MEETING Comm. Gelinas made a motion to approve the minutes of the previous meeting. Comm. Leonard seconded the motion. The motion passed by unanimous vote. ACTION SESSION Double Pipe Gate for Bus Loading Zone at Memorial Asst. Supt. Burkush introduced individuals from the Manchester Transit Authority including Dave Smith, the Executive Director, and Bill Rogers, the Safety Supervisor, and Fran Howard, one of the bus drivers who drives students to Memorial High School. There has been some issues with bus loading and unloading at Memorial High School identified by the MTA. They initiated a study to make sure that this could be addressed in an appropriate way. As a result of that they contacted quite a few individuals including the Fire Department. With Board approval there would be a second school bus loading zone and there will be a gate installed so the present chain will be eliminated. The Administration recommends this proposal be approved by the Building & Sites Committee. Chairman Beaudry said that currently there is a chain that crosses over one side of the parking lot to the other. The chain would be eliminated in order to put a gate there. Mr. Smith agreed. He said that Mr. Rogers, as the MTA's Safety Supervisor, has the responsibility of ensuring the safety of the children at all of the schools that the MTA serves. For some time Mr. Rogers has been concerned about the safety of a loading zone at Memorial High School and the congestion there. Last fall, he began looking into this in earnest in trying to assess what could be done. He brought in Sgt. Bartlett of the local Police Department, Joe Burke who is the transportation supervisor at the State level, and also Principal Adamakos at Memorial to discuss and review what could be done to solve the problem. Included in the Committee's agenda material was a schematic of the solution that Mr. Rogers and the others have come up with to alleviate the most serious of those safety concerns. Building & Sites Committee 1 May 29, 2007 Mr. Rogers said his primary concern is with the safety of the children. At Memorial the parking area is too congested. There are too many buses in one spot at the same time. Buses are pulling up alongside of each other. Kids are crossing between buses. Kids are driving out of the school grounds and going by buses. There is another entrance that could be used. Coming in off of Porter Street to come into the school grounds if one bears to the left and comes down through, there is a chain down there. Mr. Rogers said he suggests putting the Manchester buses in that area. The Hooksett and special needs' buses would remain in the front of the school. That would be a start in addressing the problem. It would eliminate a lot of confusion up around the school area loading zone. It would help out with snow plowing and also if there were to be an emergency. Down where the chain is if there were an emergency the Fire Department could cut the chain to get in but during the winter if there is 2 ft. of snow nobody could get through. Mr. Rogers said that if a gate was installed everyone would have a key. Parks & Rec would be able to plow the place out a lot easier. It will make things work a lot better. As he has said, currently there are too many buses in one spot. Parents are coming in and out of there and they go up one-way areas. It is a scary situation. Chairman Beaudry asked if there is a Knox box for the keys at the site. Mr. Rogers said there was. Comm. Gelinas asked if the gate would be put in in the area where the trees are planted. Mr. Adamakos said there is a chain-link fence that was put up a long time ago to prevent the students from doing a circular run through the parking lot. For many years when students were leaving the school they'd come up from Weston Road and go through the teachers' parking lot like it was a lap for a race. There was excessive speed and it caused bedlam. In order to slow down the traffic, this chain was put up. The problem is the chain takes 5 people to put it up because it is a very heavy chain. The solution of the congestion of the buses is to send the Manchester buses down to the teachers' parking lot but that chain is too heavy to unhook and hook back up each time every day. The chain isn't kept there during the summer but during the school year it is needed in order to prevent the students from driving around in circles which they had been doing for years. In order to relieve the congestion and have the buses go down to the teachers' parking lot the idea was to replace the chain with a gate that could be unlocked every day. At the end of each school day there is an assistant principal or Principal Adamakos himself who is at that spot on duty for the dismissal. So that person would be responsible for unlocking the gate, opening it up for the buses to go out and get onto Weston Road, and then to lock the gate again. In a sense the gate would be a replacement for the heavy chain. There are 2 posts there that the chain hangs on and these could be used to afix the gate on. They may need to be straightened out a bit because the weight of the chain has made the posts bend in a bit. Principal Adamakos said the gate would do what's needed during the school day to keep people out and also work well at the end of the day to provide access for the buses to alleviate the congestion in the loading zone. He Building & Sites Committee 2 May 29, 2007 said that the front of the school was built for 1960s traffic. Back then the parking lot used to only be filled to a third of that space. Now that space is fully used and 2 other parking lots have been built as well. At Memorial there are 3 Auburn buses, 5 City buses, and about a dozen of the small SPED buses. This causes the problem. So they would like to have the SPED buses in the front, the Manchester buses down at the teachers' lot, and the Auburn buses going ahead of them. This would give everyone the opportunity to get to that location and then the gate would be locked up again. It would be a pretty easy thing to do as long as the chain is replaced by a gate for easy access. Comm. Gelinas said he needs to vision where the chain is now. Mr. Adamakos said it is at the lower end of the teacher lot on So. Porter Street. Comm. Gelinas asked if this would allow all of the buses to exit onto Weston Road. Mr. Adamakos said all of the buses would go down Crusader Way. The MTA buses would go through the teachers' parking lot and even though the buses would all merge they don't all leave at the same time. Right now all of the buses park right in front of the school so there are 20 buses on that curved road in front of the school and that isn't working out at all for space. Comm. Labanaris referred to page 3 of the agenda material and the copy of a bus-loading evaluation. She said that a couple of things on this cause her a bit of concern. For example, there is a question asking “do you observe passenger cars using the bus loading zone?” and the response is “yes”. And then there is a question asking “do the cars pass the school buses while they're loading and unloading?” and that answer is “yes” as well. She asked Mr. Rogers and Mr. Adamakos if those responses cause them concern and what will be done to adrress these concerns. Mr. Rogers said “absolutely.” He said they have put up a sign saying “buses only” but parents drive in and they follow the buses in. He said that the bus drivers take the license numbers all of the time and they turn them in to the police. The police have been there many times ticketing people. Hopefully some permanent signs stating “school buses only” will be put up there. Comm. Labanaris referred to another question on the evaluation asking “if students are dropped off by their parents or they are walking or biking to school do they have the protection of sidewalks and crosswalks as they move toward the school building?” and the answer is “no”. She asked if that is a concern of Mr. Rogers as well. Mr. Rogers replied “yes, it is.” Comm. Labanaris asked “so how are we going to deal with that particular situation?” Mr. Rogers said “there are sidewalks right in front of the school. I hope they use the sidewalks.” Comm. Labanaris asked “are there crosswalks as they move toward the building that indicate that they're for pedestrians that are clearly marked as one moves toward the building?” Mr. Rogers said he didn't think so. Mr. Adamakos said that in the morning when buses drop everyone off it's sporadic and students aren't all arriving at the same time. Their concern is at the end of the day when everyone is waiting to get picked up causing the congestion that they have there. There is no crosswalk. Almost every car that pulls up pulls up to the curb and the students get out and walk on the sidewalk to the front entrance. Comm. Labanaris said “but #8 on the evaluation is a question regarding whether or not Building & Sites Committee 3 May 29, 2007 there is a crosswalk as one moves toward the building as one comes up from Weston Road or you're getting out of your car in the parking lot and you have to cross to go into the school.” Mr. Adamakos said that the sidewalk starts on Weston Road. Comm. Labanaris said “I'm referring to the front of the school as you come in off of So. Porter Street.” Mr. Adamakos said there is a sidewalk there but there is no crosswalk there. Comm. Labanaris said “according to the evaluation that answer should be 'yes' and there should be a marked crosswalk there.” Mr. Adamakos said “there should be a crosswalk across the driveway. When people are dropped off they're dropped off where there is no curb and they walk across. If we're going to put in a crosswalk there should be one there.” Comm. Labanaris said “OK, but I'm not only concerned about people that are getting dropped off by a bus but I'm talking about the people who walk or who are dropped off on Porter Street and then have to walk into the school and that's what I'm talking about as far as a crosswalk.” Mr. Adamakos said the best place for a crosswalk would be where people are dropped off where there is the sidewalk. There is no sidewalk where the cars get parked. People have to walk across and then over. Comm. Labanaris said “so we need then to paint a crosswalk parallel to So. Porter Street.” Mr. Adamakos agreed. Comm. Labanaris referred to the evaluation and the question asking whether there is “adult supervision assigned by the principal during all periods of loading and unloading” and it says “no”. Mr. Adamakos said that was not true or accurate. He said there is an administrator in the morning and there are 3 administrators in the afternoon. Comm. Labanaris said there was also a question in the evaluation as to “are adults actually supervising at the school site during the evaluation?” and it says “no”. Mr. Adamakos said that was not accurate. Comm. Labanaris said “well that is problemmatic.” Mr. Adamakos said the answer is “yes” to both of those questions. He said “I have a schedule. There is an administrator on duty in the morning at all times and there are 3 people on in the afternoon. There is one person in front of the building, one person down at the far end, and there is one at the back of the building where parents pick up and load up.” He said that he is on duty back there this month. Comm. Labanaris said “according to the gentleman who was there first on the 31st of January and then for the follow-up on the 21st of February he claims that on both of those occasions there were no adults out there.” Mr. Adamakos said “well, he didn't know who we were because we're out there every day.” Mr. Rogers said that Corporal Joe Burke, the Highway Patrol Pupil Transportation Supervisor, made the evaluation. He said that it is possible that he didn't see them out there but mornings or afternoons when he has been at the school he does see adults there on supervision duty. He said that Cpl. Burke stayed mostly in the area of the front of the school. Comm. Labanaris said that she was surprised with the notation because she knows that adults are assigned that duty. Comm. Kruse said “presently all of the buses enter from So. Porter Street and go in front of the building and head down Crusader Way to get out onto Weston Road. Under what is being proposed now, all of the buses will stay entering from Building & Sites Committee 4 May 29, 2007 So. Porter Street into the school property. Some of the buses will queu up in the actual loading zone right in front of the building where the major sidewalk area is. Others will take that left down to the teachers' parking lot and park there. Students will walk from the building to the buses there, although they might not be simultaneously to the other buses. So the buses loaded in front will head down Crusader Way and out Weston Road. The buses down in the teachers' lot will continue down that parking lot and exit through Weston Road.” He asked “under the current circumstance given that we have 20 buses trying to get in off of So. Porter Street, I know from talking with people along those streets down around the schools in that area that it's always a major congested problem, either which way. Will this now allow all of the buses to essentially be inside off of So. Porter Street simultaneously so there won't be any queuing up of buses waiting to get in from So. Porter Street or at least not as much as they do now?” Mr. Rogers replied “yes. Right now what is happening is most every afternoon there are 2 or 3 buses out on Porter Street until everyone starts loading and moving out. The special needs buses are usually out there before the MTA buses. But once you block Porter Street you block from Cilley Road to Weston Road and then you back up Weston Road so you can't get out anywhere.” Comm. Kruse said “right, and that's a street where lots of people live and they're trying to get in and out of their driveways as well. It seems to me that this proposal will address some of the safety concerns that we have about students which of course is the most important. Secondly, it will also allow for a reduction in part of some of the congestion on So. Porter Street. So it sounds like a win/win from that perspective.” Mr. Rogers agreed. Comm. Kruse said “so it sounds like a pretty simple solution to just put that gate up down at the end there.” Chairman Beaudry said that he was concerned with the weight of the gate. He has gone to the site to look at the poles that presently hold the heavy chain. The chain is heavy but a gate will be as heavy. We're going to want to have something that will be able to sustain the weight and the movement of the gate as it is opened and closed. He asked if there will be a lock when the gate is opened so it will stay open and it won't be closing and hitting vehicles as they're going through the gate. Mr. Rogers said the gate will lock back once it's opened. It will be heavy enough but not too heavy that you can't swing them but if kids swing on it or sit on it it will be heavy enough so that it won't break. Chairman Beaudry asked how big the gate would be. Mr. Rogers said it would be a double gate. Chairman Beaudry asked if when the gate is open would it be taking up any parking spots. Mr. Rogers said that it will swing around the grassy areas on both sides. Chairman Beaudry said that a real concern is with the response to a question on the evaluation of “does the school have a paved sidewalk area for students to assemble?” He said there is a sidewalk that goes down to the teachers' parking lot on the right-hand side. His concern is that kids won't use it. There will be buses down there and kids are going to be running between the cars and down the parking lot and there will be teachers trying to leave the parking lot or enter it in the morning so he can really see a problem there. When there will be a line of Building & Sites Committee 5 May 29, 2007 buses and cars moving in and out and kids running between cars he doesn't know how that is going to be taken care of. Mr. Adamakos said that since the fall there has been assigned parking down in that lot. The people that are assigned those spots in that spot away from the building are people who stay at the school well beyond the 3:00 hour. The congestion of people leaving all at once and at the same time that the buses are loading is of minimum importance because of the personnel that park in that location. There still are people crossing the street to get down to that teachers' lot to board the buses so it will be really important to restrict anyone, parent-wise, from coming into the yard. Once everyone is in position, it's all buses sitting there. For example, during exam periods, all of the buses are waiting and the parents wait out in the streets there are no restrictions so it can be a big thing but when everyone is stationary and the building empties out that traffic can be minimized by preventing people from coming into the yard until all of the buses leave. He said that he has done this duty quite often and he knows for a fact that if everyone is in position and everything is all set then everyone is out by 2:45. Once everyone leaves the people can come into the yard to pick up their sons or daughters who have stayed for extra help or for some other activity. They're talking about the time between 2:33 to 2:45 or 2:50 hour when everyone is there all at once. Things can be controlled a lot better with this proposed system. He said the main concern is the safety of the students. There are tons of spots on So. Porter Street where parents can pick up their students and drive off. Mr. Adamakos said that the gate that will be installed is similar to the gate that locks in the back and it is similar in weight also. That gate is meant to be sturdy but it is easy to swing. Chairman Beaudry asked Fran, the bus driver, for her thoughts on the parking at the school. He said “you would be heading south I assume with your bus. You can't get close to the sidewalk so will you be near the cars that will be parked on that sidewalk side.” Fran said “what will happen is we'll be right behind the cars of the faculty that didn't get out. They won't be able to get out anyway and they'll be stuck there until we leave.” She said “it'll be a lot better then where we are now. There is congestion there every day. There are all of the kids coming out and there are STS buses to the right and there are the Manchester buses along with traffic coming in and out from Porter Street of parents picking up their kids. Nothing such as an ambulance or a fire truck would be able to get in.” She said “the sooner we can get everyone out, the sooner we make room in the front. We should leave the STS buses because they need to be close to the school for the boarding of the kids. But you can take the MTA buses and put them down at the other area and you would alleviate the kids getting caught in between the buses.” She said that just this week there was an STS bus to her right and the driver was trying to get out but there was just a little bit of room and as the kids were trying to get onto the MTA bus the STS bus driver almost ran those kids over. She had to blow her horn to get the attention of the other driver for her to stop that bus from backing up. Because that STS bus was coming out at an angle she didn't see those kids coming to the MTA Building & Sites Committee 6 May 29, 2007 bus. This has happened over and over again. So if the MTA buses are taken out of that upper area and moved to the lower level then there would be only one line of buses and the kids won't get caught between. She said “as a bus driver at Memorial I feel like I have to have eyes around my head. If a bus is coming at me I'd say to myself that I have to move but that isn't what the kids think and they come on through. The adminstrators are out there but sometimes there is a fight going on or kids are throwing a football or whatever so the administrator goes to check that out. By keeping the parents out and having them wait on the street that will be safer. The kids can walk down the sidewalk to get to the MTA buses. The whole situation will be a lot safer.” Comm. Leonard made a motion to approve the proposal regarding the establishment of a second school bus loading zone at Memorial High School with the installation of a gate at the site. Comm. Gelinas seconded the motion. The motion passed by unanimous vote. The motion would be forwarded to the Finance Committee for consideration of the financial implications regarding the installation of the gate. Chairman Beaudry asked MTA if they would work with the City Traffic Department to get a crosswalk put in. There should be a crosswalk from the school to the sidewalk of the teachers' parking lot. Mr. Adamakos said “it should be by the drop-off of the kids by the parents and not for us, the staff, walking across the way. There should be a crosswalk to the sidewalk from Bicentennial Park to the front of the building as well.” Chairman Beaudry asked if someone from the Administration would work with the Traffic Dept. to get that taken care of. Also, would there be money to pay for this. Ms. DeFrancis said she would have to get a quote. That could be brought to the Finance Committee. Facilities Invoices Ms. DeFrancis said there are 2 invoices from the Building & Maintenance Department. The first one is for 2 months of the custodial and preventive maintenance and for 2 months of alarm calls. The second invoice is revised from several months ago when it was presented to the Committee. It consists of 6 months of alarm calls from earlier in the year that the Committee had questions on so those invoices have now been revised. She referred to page 18 of the agenda material and the cross-out of a listing regarding Jewett Street School for a bible school when the alarm had to be reset. That call was taken off of the invoice along with anything to do with contractors or Gilbane as those were taken off of the invoices also. The revised invoice is $6,952.36. Comm. Gelinas made a motion to approve the Building & Maintenance Dept. invoice of $6,952.36. Comm. Regan seconded the motion. The motion passed by unanimous vote. This would be forwarded to the Finance Committee. Chairman Beaudry referred to the new invoice. He referred to page 14 and the December 7 Northwest notation. He said he didn't know what that was about. Also on page 14 there is a notation regarding a faulty door at Green Acres. And on page 15 there is a notation about a faulty magnet at McDonough. Building & Sites Committee 7 May 29, 2007 He said that he was told that the magnets that were put on some of the doors were cheap and they're not sustaining the back and forth travel of the students etc. He doesn't know if that is something to be from the design/build project but he would like that to be checked out along with the one about Green Acres School. Also on page 15 there is a notation regarding the gym at West and the door being shut but not engaged that he would like to have checked out. Ms. DeFrancis said that she had reports that came with the invoices so she could check on the notations in question and she could have that information in time for the upcoming Finance Committee meeting. Chairman Beaudry said “if you look at these invoices the coaches are really costing the District a lot of money.” Ms. DeFrancis said “we're starting to implement a chargeback of $50 to an individual who is responsible for setting an alarm off. About 3 months ago, Red Robidas, the Security Manager, had arranged with the Police Dept. to get daily these sheets regarding the calls. Red then forwards them to the Administration. If we feel it's something that we could chargeback the individual for or not so much the individual but possibly the activity, then we will be doing that in the future at $50 per alarm.” Comm. Gelinas made a motion to approve the Building & Maintenance Department invoice with the exception of the questioned billings to be explained at the Finance Committee level. Comm. Leonard seconded the motion. The motion passed by unanimous vote. INFORMATION SESSION Parks & Recreation Update Ms. DeFrancis said she had an update on 3 of the projects that the Parks & Rec Dept is working on. Mr. DePrima provided her with the update information as he was unable to make the meeting. Regarding the Bakersville project, the last item to be completed regarding the playground is the seal coating of the basketball court along with the painting of lines for activities and for the court itself. The work was scheduled to be done this past weekend however it was not completed and it will be scheduled once school is out in a few weeks. They need 4 days for the paint to dry. The Gossler/Parkside project is moving forward in the design work. The first public meeting was held. The final item is the Hillside project. Parks & Rec has met with the engineer and with the principal of the school to finalize the outstanding items. The final construction documents will arrive shortly and there will be a final presentation to the Building & Sites Committee within the next few months. MST Project Update Ms. DeFrancis said that Asst. Supt. Bass and Mr. Fred Matazewski of CMK Architects attended a hearing at the State Senate during April vacation and they answered questions regarding the MST renovation project. In addition, a meeting was held with representatives of the District, the Department of Education, and the Mayor to further discuss the project. Things are still working its way through the Senate. The Committee will be kept apprised and updated Building & Sites Committee 8 May 29, 2007 as additional information comes forward. Comm. Labanaris asked why representatives from the Parks & Rec Dept or MST or for the Green Acres library project are not at the Committee meeting. Ms. DeFrancis said that Mr. DePrima was busy with other meetings, possibly a Board of Mayor & Aldermen meeting. Karen White from MST was also unavailable. And with the Green Acres project she had told Mr. Matazewski that he did not need to attend to give the brief update. Comm. Labanaris said “I have to say that I think when we have updates on any projects that our meetings are equally important and I think that the proper people should be here giving us these updates from Parks & Recreation, from MST, and also for the Green Acres project. I don't go for the idea that they're at another meeting or they're not available, they should be here. In the old days we used to have everyone lined up at the meetings eager to tell the Committee exactly what is going on. We spend a lot of money on these projects and we deserve to have the representatives here at every meeting as long as the project is in place. I'm not saying that Ms. DeFrancis can't do a good job updating but that really is not her responsibility to be doing these.” Chairman Beaudry said that he has been working with Mr. DePrima on the Bakersville project and that project has been coming along very well. He is doing a great job and actually now he is holding 2 seats with being the acting director for the Parks & Rec Department. He is very busy. Ms. DeFrancis said that she spoke with Principal Adams at Bakersville and she said that she has been very happy working with Chuck and with the contractor on this project. Green Acres Library Update Ms. DeFrancis said that this update came from Mr. Matazewski from CMK Architects. The contract has been signed by the general contractor and the City. The product submittals are being prepared by the general contractor. A meeting was held on Friday, May 18, to coordinate schedules and assign tasks to the school staff and the contractor to allow the contractor access to the library area at the close of school. The contractor was notified of the Board's approval last month to add the shelving and they will include that in their scope of work. Chairman Beaudry asked who will be responsible for the purchasing of the chairs and tables and the circulation desk. Ms. DeFrancis said “I think the shelving was to be done by the contractor but I'll have to check about the other things.” May Updates Ms. DeFrancis said the striping and the additional signage at Highland Goffe's Falls School was completed by the Highway Dept this month. The estimate was $1,400 but the bill came in at $1,000. So there was a small savings there. The removal of the portable at Gossler has been scheduled to be done over the summer. The funds have been encumbered in FY07 at a cost of $5,000. Finally, the Administration has issued 2 requests for proposals in the past month. One was for an educational consultant to address the needs of the inner- Building & Sites Committee 9 May 29, 2007 City schools and the other RFP was for an agent to assist in the relocation of the preschool and kindergarten programs currently located at Easter Seals. Both of these proposals are due back on Thursday, May 31. These will be shared with the Committee at the next month meeting. The Administration is also currently working on the issuance of an RFP for the recycling and solid waste collection in the District. Comm. Gelinas asked if the City departments will be included in the bid requests for the recycling and solid waste collection. Ms. DeFrancis said they would be sent an RFP and if they are interested in bidding they certainly can. Chairman Beaudry said that he has gone to Highland and the signage is up and the lines were put down for the handicap spaces. Also, he did see a letter that the principal of Highland sent notifying the Administration. There had been some questions whether he had circumvented going through the Administration. There was a letter that was sent to the Administration on the concerns at that school so the proper protocol was followed. The letter sat in the office here until I spoke with them and then things started moving forward. OTHER BUSINESS Chairman Beaudry asked how the Committee would feel if on a monthly basis a few principals of the schools would be scheduled to come to the Committee meetings to talk about their facilities. The principals know more about their facility than the Committee and they could share their concerns about their building and/or site. It is hard for the Committee members to visit the schools. Chairman Beaudry said that he visits different schools as much as he can. Comm. Leonard said he thought the idea of having a couple principals attending the Committee's monthly meetings would be a good idea. The Committee agreed. ADJOURNMENT Comm. Gelinas made a motion to adjourn the meeting. Comm. Leonard seconded the motion. The motion passed by unanimous vote. The meeting was adjourned at 7:45p.m. A TRUE RECORD ATTEST: Suzanne O. Sears Clerk of the Board Building & Sites Committee 10 May 29, 2007 Building & Sites Committee 11 May 29, 2007