5.11.2026 Fall River School Committee - Facilities and Operations

the facilities and operations subcommittee for May 11th, 2026. Please call the role.

Mr. A here.

Mr. Das here.

Mr. Monus here. Can we get us a look at the flag, please? I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all.

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Attendees are therefore advised that such recordings or transmissions are being made whether perceived or unpersceived by those present and are deemed acknowledged and permissible.

We do we have citizen input time? We have no citizen input time. We're going to go right to the agenda. 3.01 01 is a discussion related to the nutrition account review and I would assume that's Mr. Pico superintendent you want to let him present or you want it so um on the um original request uh the log chop was requested u which is attached um on the first page. Second page is a summary

of the uh balance sheet which um we are obviously in very good shape. Um with um our balance we on an average year we do about $2 million over cost. Um it can be 1.7 but on the average it's over two. uh it's in as high as $2.5 million. Um we do have uh an excess uh balance and um again we've been running that excess balance for almost two years.

that we would like to um redo um redesign. Uh we also have uh some uh vehicles that we need to uh turn in and um replace.

So um we feel in short term u between now and um probably December um we have about $4.5 million worth of projects that we could do um to uh spend out on what we have and um without affecting uh any of our operations.

Any questions? Mr. Guys?

Yes, I have a few. Um, so I guess I'll start with how just how did we get to this in the first place? So I know we have like an excess um in the account which is why we're being flagged in the audit here. Um how did we like how did that how did that how does that exist? So um two things probably the first and and probably the largest

piece was CO. So we serviced just about the entire region. Um during COVID we were we did a little over I want to say three million uh meals um that we provided to Somerset, Swansea, Westport, um Diamond um anybody who needed meals. Um we set up in five or six different locations across the city.

We're in the parks. We went to a few housing complexes. Um we distributed at four or five different schools. So those were full reimbursements. Um obviously we produced more lunches than we had in our district, but at the time we justified it by basically saying um and we kept track. I would say not person by person, but we knew um we were dropping off uh let's say 500 meals a diamond for

them to distribute. Um we did uh very little with the charters, although we noticed they they were coming to us. So um with all of that being said, we probably when when CO stopped um and we stopped doing those remote lunches um and we got back into our buildings, even though we would do we would send things home um it came back to a more normal situation. We we're a um a district that has been free

and free lunch for I want to say six and a half years now. Um completely free uh lunches and um breakfast and lunch.

Breakfast and lunch. Yes.

What is that called? Ken, I forget the term.

Yeah. That's it's it's it's a it's a it's a um when you meet I'm trying to think what it's called. I'll think of it.

We're 70 we're 72% and I think the threshold is 60 or 61.

It's not universal but there's a um there's another term.

Mr. D, you got more questions?

I do. I just wait for superintendent to finish. So um the so the money that is in the account currently that's just a savings over the years that's not necessarily it's not a year to year right. So we would we would we would need to spend the profit side of if we would call it profit it's about $2 million a year. So that was what we would have each year if we didn't do any major investments.

Is there um I appreciate that. Is there any guidelines um or rules on what we could spend the this money on?

It's got to be nutrition based. So, it has to be part of the nutrition department or in we can do renovations within a building um in the kitchen area um and and purchase those uh pieces of equipment. It'll also include the remodeling of that room.

Um so, we can do that. We can buy cafeteria tables. Um so, we can go out into that cafeteria area. Um So, we're looking to bring down bring it down the that line that budget on capital improvement.

So, we can do half of it. Now, we also um if there is ever uh an opportunity or an appetite, excuse the pun, to to build a commissary, then u we would probably be able to um do a lot of that work out of pocket.

Um that's all my questions on the audit piece. I have um additional questions about you for now.

You got any questions?

Um not right now as far as um well, so this is all extra money that they have in that account. Is that including with the um the money for snacks and all that stuff at the Yeah. So everything is the balance is after everything is paid. So it would pay for every snack. You know, the preks have a lunch and snack and breakfast and snack. So that's four meals and that

let's say for Bishop Conley and for some of the the activities there, but in schools it also does pay for a meal, breakfast and lunch. The snacks, um I don't believe we get paid in full for the snacks. We may have to pitch in on the snacks for because that's that's basically cash, right? Cash for snacks. Are you good, Mr. Norris?

Yes.

The uh question I had was on the audit that's here. We got the same thing last year if I recall.

Almost the same amount of money.

You know, it's it was holding steady. Um so I understand that, you know, obviously those things happened. We get we'd rather have a positive balance than a negative balance. I understand that.

Just in the page two of the thing it says the written plan to address the surplus and operate in this plan was I think the same language last year.

It was the same language and we started we started the process so uh for instance RPA that cafeteria was um lined up to be changed. It's about 1.2 million to do that cafeteria.

That's a very unique one because of its location, because it's four stories down in the building to exhaust um um the uh the kitchen area. Um so there's a lot that that particular building needed. Um the the problem with most of the work in the kitchens is the fact that we don't have enough time to to shut a kitchen down for a very long period, right? So to operate in some of the smaller rooms.

So, what we need to do is um it was it was the RPA that was needed. We also needed to change um Spencer Bordon. Um we did spend some money at 251 because that kitchen was completely empty. So, we did turn that one into a warming kitchen. Um and there was one other building that we needed to work on. Sylvia also needed some work. That's cooking kitchen at Soia. So, to be totally honest, with the

exception of Dery, every kitchen needs um an upgrade. Some of them will be in the 300 to 400,000 range. Some of them be closer to a million to do the work we need to do.

So, I think we just uh what I would like Hold on one sec, please. I would like that we go back to last year and show us the written plan. Sure. Now, granted, I'm was the chairman now. I wasn't the chairman last year, but we need to have like the intro. So, what was the written plan last year? Obviously, that plan might morph into the current plan, right?

Uh but we have I I just think we need to get more data. When we see an audit and says we have $8 million for two years in a row and we it says we need a written plan, we don't have it. I'm trying to figure out what I tell people when they ask me. Uh so I would like to ask that we get those things as well as any

future like how is it that we're going to go. We have need a couple months of reserves. I think a one pager to organize to show everybody what does the three months of reserves look like. What is that? So that committee can actually get the one pager and the written plan.

If I could would it would be helpful if we hired a consultant to do the kitchen walkthroughs to do the full layout of kitchens and things like that to to like uh future planning, right? for future planning might be what I would say is in the written plan it should say in order for us to plan properly we need to hire a consultant for such you know what I mean

but it should be part of the written plan because at that point we would know what it is and they might actually say you need a commissary or one they might recommend one cooking you call commissary I guess is the word right you know they might recommend that but now that we have this we should have a plan and that's why I was asking for the written so in that plan it should say we

have a lot needs, but rather than put band-aids on some of these things or spend money and then all of a sudden they're not gonna cook. So, I just think we need more info.

Sure.

Would be the case. I'd also like a a one page. I'm I'm having a hard time figure out figuring out how uh we can make $2 million after paying all the expenses because I've been long enough to Yeah, we have a guarantee of one and a half million from with it's just a standard guarantee that they have to produce one and a half million with um with their overhead. That's that's part of the contract, but we've

always exceeded they've always exceeded that that amount of money.

Yeah. I I I I just feel like uh missing something because I've been here for the years when we were trying to get the health care paid way back out of this nutrition account and it was a task for a number of years. So something's happening positively financially, but I just don't know what it is. Like what is a review of are we just billing for every single kid? Is it full reimbursement?

You're talking about during code that the full reimbursement.

Well, even now, you know, the full reimbursement is there. So there's I mean when when we were free and reduced, we did have students who paid um and we did sometimes have trouble collecting those funds. So um it was something is going on, right?

Obviously. So all I would like to see is some sort of sure analysis or whatever because I don't think it's unique to Fall River either.

I think most cities are now making money on it. You know, it's it's a it's a pretty good chunk of money when you get down to it. Um I also would like to have a review done of are we charging this account for every single thing that we can relative to the regular budget.

Percentage of somebody's salary, you know, small percentages or not. Like I don't know that we've looked into all of those, but that's another one I think we we could get. Um Mr. D, you had another question.

Thank you. Um just a few followups. Um first on the RPA kitchen. I know that was recently there was improvements to RPA that was recently brought in the last year or two.

Not sure if it was the kitchen. However, just for RPA and actually any um um capital improvement, the capital improvement plan that we just approved as a committee, are there any kitchen?

They're not and not for any school other schools in there.

No, the the the improvements that we did make to RPA was we just added that culinary, but that wasn't eligible for these funds.

If um is there any plans on adding any um of the any repairs the kitchen to future capital improvement.

I don't believe that we would go to well, we could put it in the capital improvement plan, but we would probably just make note that it was going to be paid out of the enterprise fund. I mean the um this enterprise typically from the city, right? If city funds were going to be used, it would go in a capital plan. This is we probably have our own capital plan what we're trying to get

for the nutrition account just so that it's not confusing. Somebody could read it and say, "Well, you're going to spend $3 million on the cafeterias, but we'd have to put an asterct at where it's coming from."

Okay. Um, I guess the point I was trying to make, I think we should try and utilize as much as we can on the on the city capital improvement and use the I think it's good that we're using we have nutrition account where I mean, if there's capital improvement projects that need to be worked on, specifically ones that are timesensitive, we should use it. However, nutrition I think the main goal is to get nutri most

nutritional value the best lunches that we can for our students. So, I think as much as we can going for that something I support as one member. Another question I had um my colleague brought up the um snacks that I think is at Derby High School where they pay out of pocket like cash. Um can we just get um an update as to what that accounting looks like where the money goes and

um since we're dealing with cash, we want to make sure it's being handled.

Um what kind of an account does that you're talking if a kid buys an ice cream sandwich?

Right. So everything that's noneligible for right for the um so it's after they've had their meal.

Um it's it's a separate it happens right after revolving account.

It's a revolving account. I thought we got rid of all districts got rid of um cash and you only could use the school bucks.

No, we we using we've been using there's only one register that handles that and it's strictly that piece.

I thought I just thought that that was one of I maybe it was my recommendation of an audit that we had Bridgewwater.

Get rid of that. Okay.

Thank you. Um this another um part and I had line of questions. However, I'll get rid of most of them to keep this um keep it going. The um Wiston's agreement that ends and I just received this copy just before the meeting and when I briefly went through it, it appears um we this agreement will be in effect for one year starting um July 1st, 2025 and may be remove renewed um additionally

twice for one year period. So, There are two more years left.

That would take us to July 1st, 2027 if the committee um voted for day.

There'd be two more.

There's a July of 27 and then there's 28 would be the final one.

So, we have one full year and then one more year after that. It's a five-year agreement.

When is again?

In year five.

It would come before us in the fifth year. Once we turn once we're into the first year, then we would advertise out.

When's the fifth year? Sorry.

It would be 20. Yeah. The summer of 28.

Unless we wanted to go out.

Call like if we wanted to say if it started not working, we don't have to go.

You don't have to go.

If it's going well, it could extend.

Yes.

All right. So, I guess I'm looking at this agreement. And it says this agreement shall be in effect for one year starting July 1st, 2025 and may be removed for additional two years. So that takes us to the 2028, right? The committee has the option not to renew.

You do.

You always have the option on on any contract to not renew based on cause, I'm assuming.

Um, superintendent, for items such as this to go out to bid, how long would that process usually take?

in terms of uh sorry to put you on the spot.

That's all right.

Um the if we the committee voted to go out the bid to start that process and going the number of days, Colin like how how long?

Yes, six months.

Yeah. I mean it's it's a process. Yeah.

I would say it's it's it's at least six months from the last time we went.

I'm sure you have to notify them if they're going up to bid. Yeah. I I mean as the contract ends and office has there's no notification if it's ready to end. So if we would have to in that final year we would start our process anyway um because it is a long process and it's a desi process. So yes I guess just to be um straightforward I think that we should

and I guess we I I guess going back it's my understanding that the committee has gone out to bid in the past. I'm not sure what that entailed.

I think just from hearing just from the community feedback that I received, I think that we should maybe consider it again. Um, and I guess just for a future meeting, I just like to know like what the data is if we're surveying um students, we're serving parents on the quality um the preparation and things such as that. And one more question as well and I did ask for this and um don't I don't

have it here before us and it is a public record the contract for the um the individual in charge is there's no contract for the individual in charge he's usually have a contract Witson's correct is it Wson yes Wson Witson yes but Mr. Cutting is also technically a an employee of the district.

No, but he's on but he is on the org chart.

He is on the org chart because he is leading that group, but he is he is not an employee of the district. He does not get his paycheck is from Witson's. It's not from for public schools.

Right. So we don't have um an employee that reports directly to the administration in terms of um nutrition.

That would be a duplication of services.

I mean two people running question.

Do do you have a regular presentation?

So I know in my previous district at least once a year the group would come before they would give you all the information as to how they were doing and u it was like student surveys. I'm I'm just asking if this is so they would between now and July 1 they will have their new agreement the new um figure that would come before us and then they would have any surveys that were conducted

they report to do they ever publicly come before they have not they have not they can right they can I think they um technically when they had the bid when the bid was out they had to present yes they presented surve survey information uh as I recall. So there it was a presentation relative to what they do.

Some people were complaining to the school committee as well as others that the food wasn't quality uh this and that. Then they did a survey if I recall the survey results were not as bad as what people were saying. So now the truth is probably somewhere in the middle like we were trying to figure out what's really going on. Uh but we're at a positive um uh dollar figure as well. So like

they're managing you know so I think what Mr. Das is getting at is when do we actually check on them you know I personally think it's after the five years but uh annual like uh presentation is great because it could be quick it can be short and it creates the uh transparency and the narrative of hey this is what we're doing. uh you know some people have told me after they saw

that the balance was high why don't we increase the val um the quality of the food you know so that the kids get something more quality and my answer to that was well that's assuming that the quality isn't is not there currently so that's for somebody to to try to figure out like if the kids were getting like you get pictures sent to you sometimes on social media this is what they're

getting in the school you know what I mean so I think there's probably some value in annual like we always did a check in and they were on the school committee agenda. They came with all their figures, their facts. I mean, they want to continue to keep the account and it gives us an opportunity to, you know, publicly, you know, have that discussion. Um, we can have a survey.

Sure.

That we send out at some point that can be part of the We could have them present at the June meeting if you'd like.

I'm not sure we need to do it right now.

I'm just saying if it's Yeah, on a regular basis. Yeah, I think that makes sense. We do a calendar for the year and we make sure that this is something that we share with the when fits in the right like maybe a light agenda month, you know, if there is such a thing. Um, we'll we'll get to it. Mr. Monus, so they've been part of the system for something like 20 years.

Uh, about 13 15.

Yeah, 13 to 15. I I don't believe it's 15. I think it's 13, but I could be wrong.

I've been here for 10 and they've been here for 10, so they were here prior to me.

Anything else?

Yeah, just a just to finish on this point is um I'd like to see some sort of as one member just like to see some sort of timeline when that's coming forward because if we're going as a committee wants to make the decision to go out to bid or not and if there's a six-month time frame at least at the minimum we should have it over the summer. So Mr.

Chair, I don't know if a referral to the committee is necessary but I'd like to see something over the summer. I think if we um if we ask the superintendent to just come up with a one pager on some of the questions you asked because I don't think it's necessarily going to be that we should go out to bid but at least the facts like what for instance I think the last time we went

out to bid we had only them there was one other company but they didn't meet the um the qualifications they're not um people are not breaking down the door to run uh so you're very limited in what it's not like you're purchasing something there's going to be a lot of uh competition for so I think maybe a one page to the committee just explaining what the background was uh will help us to determine if that was

such a thing but I don't really think that there's enough here especially them being new if if the superintendent came to us and said I think we have some issues with the nutrition then it might be the impetus you know I I'd rather have them have some couple months to figure out what's happening as you go visit the schools you maybe try the lunch see if you like the hamburgers or whatever

well it's usually the picture of the hamburger that comes to Yes.

Do you see this hammer that we got?

Yeah. So, I think if we just didn't make motions, but uh ultimately let them come to us would make the most sense. Along that same line, along that same line, I do have an issue with the uh OG chat and the um Mr.

Cutting is the director, but Mr. Cutting is in an awkward position of he's doing a little too much like he's an employee, but he's not an employee. So, it's just right at the top. There's I had to put my glasses on, but Basically, Mr.

Cutting, it says here general manager.

I've never really I thought it was always food service manager, but whatever the title is, the thing is I feel like we don't have um a person in charge being here like the day-to-day. So, we've had situations happen where somebody's either got disciplined or whatever and they get told to go to report to I said this in the last meeting to Mr. Cutting. Well, Mr. Cutting is not an employee of the district, but our own

HR department is telling people, report to your supervisor, Mr. Cutting. And when I saw that, I said, this is making my point that we have something wrong with the way the structure is. We don't know what he doesn't work for us, so we don't know what his salary is. I don't know if the assistant works for us, but we shouldn't have a say in all of the things. If there's going to be people in

the trenches working reporting to somebody, they need to report to a school employee. So my opinion his question.

So his role is not just uh food and processing and and distributing and it his role is controlling the for public schools employees too.

I think it's I think it's confusing. So we if he doesn't work for us, we don't have his job description. If he doesn't work for us, we don't know what his salary is. We don't know what his bonus is. We don't know any of the information about the individual. So when you hire an outside agency, usually those people are outside and they might manage some of the stuff. But I just think we need

people in the um right that actually work for us. So nobody should be being told that works for schools and you have an issue in the cafeterias to go report to Mr. Cutting.

And Mr. Cutting who doesn't work for us shouldn't be sitting in meetings that we'd have with individual staff. He he doesn't work for us. He shouldn't be part of it. So I'd like to ask you to to look at it and come up with some recommendations. Mr. Thomas, does nutrition have their own union underneath them? They do.

So some of the workers are in a union.

So how does he fit in? How does the union feel about him representing?

He doesn't.

So he never is sitting in a in any kind of grievance situation without me present.

if there's a grievance, if there's a grievance and it's going to it's going to get to a point where there's an issue. So, there are leads in every all the kitchens. And then we do have um cooking kitchens. We have cooks who sit above. So, they're the highest level of that of the nutrition department. So, the leads would be no different than a senior custodian in a building running

their running their particular piece.

And most of the time they are running the day-to-day operation within their building. Witson also has um an employee, an assistant who works with Bob and we also have a cook that is a Witson's uh employee that is also working with Bob. And then the rest of those employees are either leads. We do have two supervisors who are um forever public schools employees who go from kitchen to kitchen supervising them. So

they are um they are non-union personnel who would sit in a meeting also with myself um to do any discipline that needs to be done. Mr. um and I am taking the advice of of Mr. cutting who is there dayto day and around the district that if if he is having an issue it's getting back to him from his employees who are letting him know that we do have

an issue at such and such a school with whoever it may be and with that being said there's no reason then Mr. cutting can't be an employee of four schools that he can't be an employee meaning we would be hiring him.

Yeah.

Well, I'm just trying to liken this to and again coming in and not knowing you have transportation. Do we own the transportation company or we have somebody that we speak to but we wouldn't have issues with bus drivers et we wouldn't have the transportation guy sitting involved in in decisions internally relative to our principles or anyone else. That's making my point.

That's not I'm not sure what to say. I I just don't have enough information on this. It is not unusual to have a Mr. Cutting when you have a Witsons or Chartwells. That that is actually common practice.

So, I'm I'm trying to just understand it. It's in most of the buildings that we've talked to. Um both the charter schools have their particular person is from the company. It's from Jotwells or from Aramak or one of those companies. Um I I I don't think that there's anything that there must be an agreement. I'm sure there is some kind It's part of it is part of the contract, right?

And those people are um have been an issue with the supervision. Is there an issue?

Yeah, there is.

Yeah, in my opinion, Mr. Mon.

Well, the same thing with u another outside contractor. We have V&E. Who do they report to and to me?

Okay. And then same thing, Bob Cing reports to you. So if So we would never, to Mr. Monus' point, we would never have a vendor, which is called ENE. They do a vendor for our HVAC. We wouldn't have the boss of ENE addressing any of the stuff that's going on in the school, whether it's the maintenance department or anything else.

In cafeterias, it's confusing. Why I think there is an issue of supervision is because we are told and I have the document I'll I'll send it to everybody our own HR department if somebody is out and they were going to return to work they state in the record a report tomorrow morning to your supervisor we how do we have a supervisor that's not an employee of four river schools so that person either hears information

takes complaints files whatever they don't have authority to do evaluations on the staff they don't have authority to answer anything. It's very confusing in the way that we do it. And we say, "Well, it's or Mr. Pacho." Well, Mr.

Pacico has 16 different things on his uh uh job description. So, it it it's just not a in my opinion, it's not the person just running Witson's. Like, I'm the regional manager of Witson's. This is a dayto-day. This person's here every day running the Do we have an agreement in the contract?

Is there an agreement as to what his authority is? He oversees the the nutrition department.

Now he is overseeing non-union employees.

So those non-UN employees are those who are sitting also with him to do the evaluations. If there are issues, that non-UN employee, those two supervisors that are overseeing all the kitchens would be speaking with Mr. Cutting or with his assistant on matters of um employees. I I really think we need to Again, it is not un this is not an unusual practice.

You know, could they uh Mr. Chief be invited to this committee to, you know, give them an opportunity to talk about the structure or do we have documents that talk about I think the fact that uh you're new and and the deputy is new. I'd like to ask you again to just go in, take a peek at it, look at it so you can actually do some research on it to figure out what

it is. I can share with you my concerns so that we can come up with a system that's working the best way we can. I I I think prior to a look at the contract or go in and look at the operations the operations the or chart that's why we've asked for the org chart. So and the contract it doesn't state that in the contract that that's what he does it just

yeah I don't see the paperwork but that's neither here nor there. So I think at this point where the superintendent can put some eyes on it look at it and kind of determine what's the case and I'll share with you what I have had before relative to uh any of my concerns. Um it it's just really about having a person be part of the school system that's involved in running their day-to-day operations. Uh any other

comments on the nutrition account? Mr.

D.

Yes, just to end um this might be my final comment. So just uh where I'm just trying to learn this myself. So u Mr. Pico, so Mr.

Cutting was sitting on agreements involving like the utility union.

Yes.

So I guess so the utility union is part of the nutrition contract. Same contract.

They're not separate.

Yes. But they're employees of the district. The union.

They're all employees of the district.

All the nutrition employees are employees of the district with the exception of Mr. Cutting, the chef, and um one additional um person. So there are three Witson's employees that are in the district.

Okay. So, I guess my concern would be, for example, just like how we wouldn't take um any gentleman walking off the street to come sit in a in a grievance because they're not employees of the district. So just like clarifying what his roles are because there's again rules and laws with personnel and what you can share and if he's not bound by any um confidentiality or if he's not um

set to some sort of standard I think that could run into issues in the future. I think that's what that's what I what I'd be looking at in that regard.

But I I had one last question. If I recall on the budget, Mr. Chico, there was a a slide that said we were um wanted money to repair buffing machines and various machines for the nutrition department, right?

In our budget presentation.

Yes.

But we never I think it was either on a wish list or whatever else, but if we got $8 million, can't we just buy that stuff now?

So, we can, but we didn't because we felt it was a budget request. So, I could purchase those ve the funds are there. It's not like regular appropriation, right? So it was it was strictly out of respect that we didn't just go purchase that stuff once we asked you for it. We can purchase that stuff now if if that's the will of the committee but we could so during the budget we had uh each

department had a presentation. One of them was for nutrition uh but it it talked about some repairs that are needed some various things.

It sort of got buried in the budget because we were dealing with the school department budget stuff not necessarily this. So what I would recommend is that through the superintendent we get that on the next agenda for the whole committee.

So that because it technically why wait till July 1 to do some of the I think one of them was like the buffing machines. I I mean we're told that yeah we have a couple machines. Yep.

In order to clean the place the best way we can most efficient way. Why wait till July one if we have $8 million in the in the bank. So I would ask that come before us on a committee. I don't think we need a motion for that but I think everybody would support it. Um, next item 3.02 discussion and review special education bus purchases. Mr. Pico.

So, in the packet, um, there is a couple of quotes.

We have a third quote that we still have not received from a company. Um, again, um, on my letter, I I did misspeak uh, at one of our meetings. I don't remember which about whether the vans were ordered. The vans were not ordered at that particular time. I was still waiting for one more quote which I still am waiting. But in the meantime um having the need what we did was one of

our vendors is going to um rent us um the two vans that we need. One will be a regular passenger van. The other one will be a wheelchair uh vehicle that we will use. uh to do any transporting we need to do for um you know the community experience. Um that rental agreement in the backup the rental agreement the rental agreement is not here because it's going to be a daily rate. So it's

the one company that has vehicles available. It's one of our bus companies who has vehicles available.

Okay.

Um it'll be two vehicles. Um they do have three. Um, I would prefer not to get the three right now, but I would take the two.

Which uh company is it?

This is Whailing has two vehicles sitting. Whailing City Transit. The other company that has vehicles is Trembley bus. Um, they also have them, but I would use one Whailing first and then Trembley.

And just for clarification, we are in the process of getting bids to order. We have we have we're just waiting for one more, but we do have them. The problem is is that these um the availability of some of the vans um is a very slow process. Uh we we try to keep our vehicles all the same manufacturer only for repair purposes and and uh able to stock uh some of the regular items. So,

we've been using for transits um for quite some time and they've been a good vehicle as far as repairs go. So, we would like to stay within that. One of the companies that we used to deal with was MHQ. They're no longer in business.

They sold to McGovern.

Um so, McGovern is basically um almost exactly the same as MHQ was. And the second company is um is MHQ Auto National Van Builder.

Yes, National Van, right? And then there's a third company which is um that we're waiting on is model one um bus company and um that is the what exactly are we getting? So I know we had some uh different questions. So the these are 7D vehicles which will hold seven passengers um six pass seven passengers and a driver. So it's eight people in a van. The wheelchair one has the capability of carrying two

wheelchairs at the same time and then three individuals uh in individual seats on that particular vehicle.

Yep. So and then we do have a sec we do have four transit vans of our own that we can supplement. So if the class was bigger than that then we would send the three vehicles and the license is 7D needed.

7D needed. Yes.

Because of the number of kids in the Yes.

Um so just a historical just for the superintendent and deputy. So in uh January when we uh got elected Miss Stewart had indicated during the campaign and other times you know understanding meetings and stuff that we had no actual vans for Griffy High School to do community based stuff. uh you know, job shadows, this that, whatever it is. We had none of our own.

So, her suggestion was to try to look into it. In January, when we first took office, we came up with some money. We have an account with approximately $800,000 in it for special ed tuitions that we've paid other people pay us. So, we authorized $200,000 as a committee in January to get two vans for community slash high school use. One of those being a wheelchair.

Right now, we'd have to use the couriers, hire outside vendor, you know, it's like hodge podge to get it. So, we were trying to streamline it so that they could do more than just every time you pay somebody out, you're paying big money because they have to do the whole thing. So, this is the postgrad program you have been going.

Yes. From either 18 to 22 or even the regular job shares, right?

Yeah. It's been really like a sort of during the budget process last year and this year things made it to the floor.

They didn't make it to the floor. So, there was a back and forth. So, we authorized two uh payments, which I think was good, but you have to be able to have somebody drive them. You can't simply just, you know, throw the coach behind the, you know, you just got to have some regulations and all that stuff. Uh, so that was in January. My concern is that we're here in May and we still are

waiting. So, take us through and in the meantime, we got a a message from the state representative that she author uh put in the state budget a an earark for I think it was $100,000 for two.

Yes.

Something like that for two additional vans. So, we had two van things going simultaneous. We did the thing in January. We knew nothing about the state card.

So, we we still don't have a confirmation. I I don't have anything in writing on those other two. Um these strictly single. There isn't a a big volume discount coming from these companies. Um so the the process um are is finding the vendor and then we've been back and forth with the vendor on some changes. So a couple of the vans that we have now, there's a couple of things that are not quite right that we

don't like about the the the model, uh the design of of the the interior, um and the lighting system. So we've sent both MHQ and the other company, this is their second iteration of what of what the quote is. Um I think this one here is going to work. Um we are waiting um for that third. Um I will get a timeline on these two to see when delivery is. My

guess is the last time we ordered vans, they were 22 weeks from the day that they um receive a PO until they deliver them. Some of that has changed. Um, some of it has changed depending on on the vehicle. The wheelchair van is an easier than, believe it or not, is easier to get uh from these companies than the others um because of the interior design is different. Most of these vans are 15 passenger vans that

they reduce down and then reconfigure in order to make them the 7Ds. So, um, we feel that once we take a look at this spec, we're probably going to give the, um, the other company another two weeks to get back. It would be nice to have a little bit of, um, um, a variance. For a while, McGoverns and, well, at the time, MHQ was really one of the few vendors that were able to deliver vehicles on

time. Um, that's that slowed down in CO, but it's it's coming back a little bit now. So, um, that's where we stand.

currently and we will have hopefully we'll have these vans um probably in October if we ordered them.

Any questions?

I guess that's where my frustration I guess tends to come in. I don't understand how we're in May and we're just having this conversation now on how we're getting them, when we're getting them. It's going to come in in October.

This was a January issue that we not an issue but a January thing we put out.

gave $200,000 and said, "Buy them."

There was no other conversation that needed to come back to us to buy them.

And in the back, it shows, hey, we're waiting on school committee. We're waiting on school committee. We're waiting on a budget. I don't understand what that conversation was had inside those emails because we there was no conversation that needed to be had anymore because the conversation had was by the bands. And now we're in May. And I understand you said you misspoke, but I'm just confused on how we're in May

and we still haven't got anything. How and And the easiest thing I can say is it's my fault.

Um that um my my plate is full and um trying to get to everything has been a challenge. So um no excuses other than that's it straight up. Um it is my fault that they're not ordered by now. Um I will get them hopefully with a um with a PO.

Like I said, I'd like to wait another two weeks just to see um for that third bid, but if not, I will put that order in.

We don't have to. It's recommended.

Supposed to recommend.

Yeah. So, I I I would like to have the three, but as far as after that there's there would be no holdup and then we have talked to um the two companies and that, as I said, it's about 20 weeks. Um nobody is saying that they can do it earlier. Um but you know, we can always to see if they can push it ahead if someone's not. They do a lot of

bus. They're building a lot of buses for some bus vendors.

Um, which I'm sure takes priority over us. But, um, I'm hoping that we can get those. In the meantime, we can still provide those services. So, we will have that service set up for September as soon as the students come back. So, they can do that. And also it will help out on the CTE side because I know that they're looking for some transportation for the nursing program and and other programs that leave the

building.

So we have other vehicles where where we have hired drivers with the proper licenses.

So we have Ford couriers that work every day and they do routes uh some difficult routes that are very expensive. They they our employees and they do our courier work within the district also.

So, no, go ahead, Mr.

No, I have So, I'm just looking at and I can understand things happened, but February 3rd, 2026 on the backup, Sergio Souza, who I think he's a courier.

Yes.

Was talking to the vendor about the vans and what they were going to do. So, this might have been some other place like I'm not sure why he's going back.

was just asking questions because he was the one who found some of the the deficiencies within our vehicles.

Yeah.

So that's why Sergio was So then if you look back through backup, I agree with Miss Stewart that Deb Cavalo who's the director is writing to him on March 2nd. Now mind you that we said in January we wanted to purchase these things. A school committee meeting that was planned for last Monday was canled due to the snow take place next week. We hope to have this approved and

be able to move forward by the end of next week. Uh so I think that's where the frustration of the school committee comes in because that is just absolutely false that we were waiting for anything because we voted in January to fund it.

So so again maybe miss Cavalo and Miss Folk what I'm saying is if we look back at it we can't go backwards in essence but in January we wanted them.

I think the message is we need these vans for the children and as soon as we can get them. If we can get one sooner than the other based on that, great. If not, let's just try to get them as soon as we can. As far as I'm concerned, a lot of kids have these things in their IEPs that they need to be able to go out and stuff. This isn't just, and I know

it's been said in a couple different places, you know, for a field trip and stuff.

That's not the deal. Like, a lot of the children have in their IEPs from 18 to 22 go out and job shadow and do different things. I don't know any other district that doesn't have these bands.

So, it was already a thing that we didn't have them. So, that's why I was like, get them and get them fast enough.

I was like, I know exactly how we could do that. So that's why it was brought up in January versus waiting for a whole different budget season because that's how important it needed. And I feel like at the end of the day, we ended up right back at budget season all over again.

But I but I maybe I'm wrong, but I do believe that we have provided advance.

We've always provided advance, but not in the way that they need them.

So they've always had Yes. They've always had Yes. Yes. Yes. Absolutely.

They've always had Yes. Yes. They definitely always already had them, but the difference is it's the consistency.

So they couldn't say every Monday you're going to go to this job and do this job coach from 8 to 12. They couldn't do that because of it's just a courier van the way that it gets done where if they have these vans, they can do that with these students. They can take them out and they can do that. They can't do that right now.

Um superintendent, I I'm not sure if you've done this, but I I did reach out and I just checked on it. Um I reached out to North River Collaborative um to Paul Tavalis. He's our executive director there. I worked um at in East Bridgewater. We were with North River Collaborative. Um they had vans for sale a couple years ago. We bought two vans and we bought them relatively inexpensively. They're they're set up

for 70 uh lensure and they're ready to go. They have all the all the accessories that you need. Um, so I did reach out um again so to see if he has any for sale because they'll they'll um they uh because I was on the board they go every their fleet goes in and out. So as they come in they they'll change over their fleet every two to you know every

three years. So I think it's every I want to say we had 24 month leases might have been 36 month but I'm pretty sure it was between that two and three.

purchasing. You will lease them?

No, for North River buys the buys lease them and then we started to buy them to have them, but then after CO um we couldn't buy them.

So, we sold some of ours because they were we had some extras and schools were looking for them. So, we we had a few extras in North River. So, they sold them because I was on the board at that time. Um I just called over to see if they have any that are coming offline. They're very good. I mean, they're just the mileage is up there, so they'll they'll Not am I talking at 80,000? They're like

at maybe 40,000 miles. But that would be a great job coach uh type of vehicle to take, you know, even students that are in the CTE program to a job site or RPA to a work site, something like I just also don't want to get these two vans mixed up where they they need to be prioritized to that program.

Oh, no. I'm just I reached out to them just to see if they had a van. Yeah.

Yeah. No, I think we're open to any suggestion. I think we just want to get it done. And the question I had was on the uh availability of the 7D driver.

So, if they are going to be um part of a program, I think we might need to have some other additional people get the license at our expense so that they can actually drive because the couriers are going doing various things. Then we can't take them offline to say, "Oh, we're going to do this." They can't be in two places at once. So, I think a discussion with the superintendent about how do we get some

more people um whether it's the I actually think some of the staff and some of the Right.

Yeah. Some of the staff that's in that program.

So, I think some schools just say jump in the truck and drive it and go.

We don't want to do that. But if I'm being honest, that's what happens in a lot of places.

Drive the school bus a diamond to go to the house, you know, until one day I couldn't.

So, yeah. Miss the guys. um for September to October if we end up renting with the with whoever we're renting with. What are we looking at for an estimate in cost?

I can get that for you. I I don't have an estimate. I I would really like not to have them over the summer, but I'm not quite sure if we need I don't think we need it over.

So, if we don't need it over the summer, then I would use it for the remainder of the year and then I would pick up in September and I can get a quote.

So, just going back quickly to the timeline first, there's there's nothing on the state bid list. the state where the blank these are state.

So this contract is a state contract but basically in the in the um in the guide of the state contract it says to to get three quotes. It can be three off the state contract but it would be um preferred to get three quotes. There are certain pieces of state contract that ask you to do that.

Others don't. Um, so we didn't put out like a formal RFQ or anything like that. I think it would have been easier if we did to get I don't know if it is. I don't know if it would have been easier. I mean, I've got a couple of RFQS out there that um got no responses. So, sometimes it it works and sometimes it doesn't.

Um, do you think I mean going now into May you think if we put out an RFQ can we also still look for that third bidder if it's going to be taken?

We can't I mean we we we've given it a lot of time. We can we can also say that we have given it we've exhausted however I think in RF I think what Mr. Chico is doing is trying to figure out let's get a couple prices. There's nothing saying you can't call somebody and say, "What are you getting right now for whatever the name of the thing is?" You know what I'm saying? Just say, "Hey,

what are you charging?" I bet you it's around the same as what theirs. So, there's not like a variation of $20,000.

If they cost 80 grand, they're going to cost 80 grand whether it's any of us or whoever. So, I think yeah, just a check on it would be fine. But everybody's on board. We need those vans. The children need the vans. So, as soon as possible, we just get updates from going on from here on out. just an update. You know, I even if it's monthly at our monthly meetings, I just think that we need

updates on where we're at with this because I think we wouldn't be here if we had some updates.

This is something you could put in the Friday packet.

So, you have a monthly update in your Friday packet that's coming.

Okay.

Okay. Next item is uh 3.03 review traffic management RFP.

So, it hasn't gone out yet. Um, we had two vendors uh from a couple of the architectural firms that have worked with us in the past. Um, they've been very very busy. Um, we thought we were just going to be able to get three quotes that way and it didn't work out.

So, we the templates just about finished up. Um I had one from um Byron Holmes who was a former city engineer who did it for me once um before um when we were building a couple of the buildings. So um I'm going to use that template, update it a little bit, get it out there. Um the um the work that we're doing is is more cursory. So it's not it

won't take a long time to develop that those uh traffic patterns um in those areas. and um and we're hoping to um to get that back to the district um to see if there are major things that we have to do. We've um we visited some of the schools um the deputy superintendent and I were um on on the road the other day, green and um we went to um we went by

um which was another one and looked at that particular pattern and what hasn't hurt wasn't What hasn't helped us is that the Viver, there's so much construction going around on in that area that um I'm not you can barely get out of your yard. Um but there's a lot going on there and um it's not helping with the situation. Um but we we've got a couple of small changes um after looking at the green school that

we can make in the meantime to uh to help out those u pieces.

And we spoke to the police chief. Yes.

and the traffic um traffic clerk traffic clerk and they're going to meet us uh Wednesday at 10 a.m.

So I I the timing again is not ideal like we brought this up in early March we're in May. The point of this was uh to have a traffic management plan for each school which we don't have. We've never had a professional engineer come out look at every one of our schools talk about the traffic the patterns and everything else. What we do is a hodge podge. Somebody says, "Oh, it's a good

idea to make that a oneway and a stop sign over here and there something over there." But we don't have a professional engineer that's actually looked at it.

So, we had an issue at Laterno School.

The management plan that not even a plan, just the the document that was sent to the parents wasn't even being followed by the school. So, we had to have the traffic department met went over it back and forth. They went out there. They we had a meeting.

Ultimately, they said, "Yeah, you got to do this, this, and this that you said you're going to do." So they weren't even following their own un informal plan. At that time it was suggested to the subcommittee and the full committee that we have a plan for each school.

Some of them are more important to do right away but have an outside entity come in and look at it. This was in early March and we're here again in May and we're 45 days out from it. But with the green and the things that have just been going on, we we get a lot of the messages the same. No, in my opinion, there should be no changes of especially

for four weeks left in the school year, a oneway a stop sign of this without a plan from an engineer saying what it is.

And that includes the police chief, traffic department, and everybody else.

So, that's just my feeling that was came from the traffic department in city hall. Too many changes are just made because it sounds like a good idea and then it's one year, oh, it's like the flavor of the month. Well, make that go here, make that go here. We have issues with parking. Where does the teachers park? where all of those issues should be looked at by a professional and they

come up with a plan and say here's what the management plan says here's what it is in Fall River we make one ways half streets all over the place and it it just can I ask a clarifying question so you're looking to go out to bid for a company to come in an engineer to come just an engineer to do every school okay and then you're going to meet with the police chief and the traffic

commission to approve it whatever comes out of that whatever comes out of that so this is this is probably a ways out.

I'm going to say for a finished product, I don't I don't believe it'll be ready for September.

It'll be close, but I don't believe it'll be ready. So, you think we we do have problem schools. We also have schools that we don't have issues at. So, the problem schools we could ask them to, you know, we could basically lay out our priority, right?

Is there is there a city engineer that we could like have a shared services or a shared The recommendation from the city traffic department and city engineering from Yes. is to go outside and hire a management consultant to to do this. It should it should happen all anyway. Uh but I can guarantee you one way I can know it's not going to happen in September is to wait 60 days before we

get it. That's the problem that I'm having. So in we February, March, like we had the subcommittee, we had the full committee, the engineering department said to do this, we authorized it both subcommittee and full committee beginning of March. I have her send me the minutes. I didn't look at them yet, but it was like in March. So here we are 2 months later and we they're going to

start the process and then get it in 45 days. That's some of my problem. Mr.

Dice, thank you. I know I I fully share your your sentiments on this, but I think just going back so you have two separate my opinion you have two separate issues here. So one Mr. Aguar said we the committee ordered directed a that a traffic study be done. the process has been begun. But separate from that, we're currently before the traffic commission asking for um for a street on behalf of

the school department or behalf of the principal of Green School asking for a street currently to be moved to a oneway or moved into a separate direction. The committee never was notified about that.

Um, I only found out just because my spare time I just watch these um different these different meetings of the city government. But I think the point is is we don't have an expert as Mr. Agar said, we don't have an expert engineer who actually reviewed this and we're going before the traffic commission asking to change a street.

That can again that could lead to backlash. That could lead to other issues. And what if the set engineer comes back and says no, we should do something completely different. So I would say as one member, I think we should um resend that.

Who's going to the I don't know who's going to the traffic commission. I didn't put a letter in. You saying that I No, no. Oh, no. I'm sorry. Not not the fall public school was the um the security director at the last traffic meeting. I'm not sure if you were on yet. Um I apologize. I assumed you knew.

No, I just went down in green because I I look at it as a safety issue on the on the on the department for the public schools. If you want to make sure that no one's going to get hurt on my watch as as somebody calls up here and then, you know, I reported back and I was referring something I was referring to something completely different. I was referring to you going down. I was referring to

Yeah, cuz I didn't get on a I didn't get on any the last traffic commission meeting, the security director for the for the district and the principal of Green were before their petitioning to change a street next to the school.

And um the point I'm trying to make, I just think that's a little premature considering we haven't even done this the study yet.

Okay, I yield. Thank you.

And the traffic department knew about this. So the traffic department was aware that this was recommended in March. So to even hear any other concern like we shouldn't have done it from the school department but they should also know that this is the plan is like do the study and then we'll figure out what's the changes. Uh anything else on traffic management. Um we also have I

think I shared it with you. I'm not sure if I shared it with uh Superintendent Smith but when all this was happening we had traffic plans studies a folder. So Dr. securely shared what was available to some parents because the Laterno school went to a public meeting and showed a pattern that wasn't even happening and so that raised the questions of can we get whatever you all are saying so you'll look in the when

you look into the file like for instance at Dery which is a monumental pl we don't have a traffic flow management plan we have sort of hodge podgees of it and there's a picture and it has all the drop offs so it's very confusing. So, I think I'll share it with you if you didn't get it. Um, uh, it basically just tells us where we're at, like a baseline.

Uh, next item is 3.04 discussion on attendance policies.

Sorry, I want to jump.

Uh, so this was on the agenda because we've had some questions relative to what is the protocol for um facilities and operations because that's what this committee is. uh either punching in, clocking in, swiping in when what is the um what is the internal control that we have for making sure our people are clocking in when they're here and there.

So, this is a general open.

That's a personnel issue.

Yeah.

On the facility, I'm confused as to why it's because we're asking what the policy is for is there a policy?

No.

So, we don't check in. There's no swiping in. There's no time clock.

None of that stuff. It never has been.

I would say that's a problem.

So these are employees that you know facilities and operations, right? That that attend like anyone does in the district. They come in and there's supervision.

Yes.

Okay. So I'm still confused as to why this is on here.

It says discussion attendance policies.

Policy is is a a position of the school committee. The question is, what is the policy for people clocking in to work or signing in when they go to a given school? That's a policy.

Is that right here?

We don't have one. I'd be more concerned about the answer that says we don't and we never have than actually saying what do we have. So, now that we know the answer is we don't have any policies in the facilities and operations, I'm going to make a motion that we create a policy relative to clocking in for all all employees. Seconded by Mr. opponents.

Mr. D fully support the motion. So my question is and this is fully within the perview of the school committee is I asked for and prior to this meeting I know I did ask early in the morning um theus around using certain devices um using um certain um what's the the curriculum not curriculum the um software that we use for um for facilities that has the option to um track um

attendance and we haveus on the book that prohibit I correct me if I'm wrong we haveous on the book that prohibit the usage for attendance am I wrong Mr. Did you go negotiated not prohibit? They were negotiated.

Negotiated to prohibit to prohibit to not use that particular piece. So for I don't I don't understand what he's referring to is the in order to use the Brightly software that everybody has to have is an iPad a device like an a device they can use on their phone. We had a negotiated that said even though you have to put in um when you do a job at this place you say

I was here to take a picture whatever get it done that we couldn't use that for attendance purposes is that a quick summary.

Yes.

So that's basically what was negotiated was to we never had the iPads. So the first step was yes, we need you to use the iPads in order to get that. The negotiation was you can't use that for attendance purposes like a badge because there is no swipe in because there is no time clock in any of the ASME unions. Period.

I was going to say this this is a union return. Correct.

Yeah. All union employees. Yes.

So, the motion's been made and seconded, and we're going to refer to the full committee to have a policy clocking in for all staff.

Yes.

M. Uh, roll call, please.

Mr.

Yes, Mr. D.

Yes, Mr. Moss.

Yes.

Thank you. 3.05 discussion.

Can I ask one last question? Um, quick, very quick. If also secondly if while we're on that topic also looking to theou just the tracking of vehicles as well. I think there's similar language inou that we can't track our own vehicles if it goes missing or um if something happens just wanted to put that in the administration's radar. I yield.

Thank you. Uh 305 is discussion vote to refer a courtyard playground at Henry Lord Community School. Mr. Pico. So, um the inner courtyard at Henry Lord is um in terrible shape.

We just removed some of the play equipment in there. Um most of it was uh nonusable and the surface itself um at one point was um a small stone kind of like a a pe stone size that ended up to be a object to throw at each other and and all those kind of things. So, we removed all of that. We ended up putting in wood chips that lasted for a little while and um but the

students were kind of dirty from um the wood chips and all of those things. So, the whole area um these proposals um would be to um and these are just um these are quotes, but we do have more quotes in this um that are here. These are the lower bids. So, we um brought in contractors to take a look at how we could um put a play area inside there, a

sensory play area. Um this unit would be used um um for our students in our um as classrooms along with other students who would be able to take advantage of the kind of equipment that's going to be in this particular area. Um, it's an all-incclusive uh play area and play set, but it'll also have um some other uh passive um use. Uh the surface will be a turf surface. Um it'll have a um an

8 foot um concussion uh rating. Um the the tallest piece of equipment is 8 foot 8 foot above the ground. It's a slide and then there's some other equipment around that. The problem with this playground is there's no outside access to it. So, um we do have you have to come into the building and traverse your way through into the middle. So, everything that's coming in and coming

out of this will be craned in and craned out. Um there will be items that we can that'll be small enough to get into the building, but most of it is craned in.

So, the costs all reflect that um that piece in there. Um the total is a little over 800,000 for this playground.

all-incclusive between the demolition and the installation.

Uh the current setup uh the playground, I know you said it was a mess. I think that's what you said, but I concur. Yeah.

So, what is happening to the rest of the playground?

So, the whole courtyard is being is is already gone. There's no there's no play area in there. Um we do have sidewalks in and out of there. So, we're removing all of the concrete that's in that area.

Um it'll all be soft surfaces. Um when we're done, the only thing that's staying is is the um the terrace or the arboretum in the middle. There's a um a uh it was a live aberetum. Um unfortunately birds found that it was very attractive for them to nest in.

Um so it became less attractive to have in a play area. What we're going to do is put some a roof over that particular area to provide shade in the middle of that sunny courtyard and um the area the cement concrete there was an old amphitheater setup tiny little area that was already removed years ago and filled with we're removing that concrete so it'll be one um play area with a lot of

different small pieces and um sensory pieces also. So the current courtyard there was it uh I think the kids recess they run around and the kid stripped because the ledges were this high and then the kid fell into the thing and I was getting called on it.

Right.

So that's no longer an issue. So there's safety.

So it's so for safety reasons we're removing everything that's in there.

Uh some of the concrete has already been removed. The ones that were lifted have already been removed and now we're removing the rest of that area along with if this obviously is is approved.

and then the uh new construction will take place and this should be ready for September.

Any questions? Mr. D.

Um this did we already start construction?

I've I've done some of the demo that had to be done just to make it safe because they are still using this area.

Um so was that is that the sentry pavement?

So some of the work for the century paving.

No, we did the work that's been done so far. We've done nothing nothing here. Yeah. In house demo of of what I needed to do. This is the major demo here.

So this was um Thank you for that. So looking at So it seems like we have two companies. one to do the ground work and then one to install and buy and install the actual equipment for the playground and then one for the only thing that I that we have done is the trees.

So the trees are um will be or I think they all haven't been removed.

We've taken down two trees uh that were damaged um with this with the winter. Um but the rest will be done and again they have to be ced out. Um the trees they can cut up small enough to get them out of the building on carts. Um the concrete is going to go out in um in canisters and lift it over the building, but that'll be when the when school lets up.

Can we get the um backup for procurement and this just referred to the folks just like um Sure. You have the quotes?

The quotes are we um just want to make sure we're getting the because this is 800,000.

I just want to make sure we're um trying to get the best thing from our bug. I know one of these companies look obviously they're from New Jersey. So I'm assuming they're So the playground, right, the playground company is So this particular contract is a regular contract. So it doesn't require us to get other quotes. This MRC is the company that's done every playground we put in for the last three years.

Right. So there's nothing cheaper than them. You don't think? There's nothing cheaper and not the the surface itself.

They're they're a turnkey so they handle the surface and the playground stuff.

We've looked around and the quality is there. Um they also have a very good reputation. We've been satisfied with them and we've um we've got many different um recommendations from other districts on this particular. Can you highlight again when you said why it doesn't need to have any other contract like if some of the contract some of the state contracts have clauses in them that say

even though you we you they are on the state contract you do have to do your due diligence and use you can just take three other names off the contract and get quotes from them. There are other contracts with that doesn't have that particular piece in which is one of the which is the playground if they're on the contract you can pick the one that you feel is the best

whereas if you look at the second the sentry paving one so their their work their onstate contract but in their particular contract they still recommend other quotes I think just going back I think just whenever we have big projects like this I think we should not just with facilities but throughout the district not be as reliant on state contracts and even attempt to go out to bid to see if

there's anything if there's a startup company or whatever that will give us the best value for our work. Um just going um just one question on the um sentry um century paving the surf it says for the exclusion surfacing what what is that because they're not going to be doing the surfacing. that something just doing the prep and yeah then I'm finishing so their finished product is going to be whatever

is recommended from the company who's going to install the so that they're doing the base work they're providing the technically our foundation for the surface for the um uh turf surface to come in because because it's not um a playing field it's prepared differently so they're going to give the specs for that particular company where the moment Yes. Uh, another big problem that we

used to have with this uh, playground with drainage in that area in that courtyard. And my u other concern is ADA uh, speaker system alarms. Uh, that is that all being done also?

So, so the outside courtyard will have its it have a strobe. It will have a horn.

Um, and as far as ADA, this playground is ADA compatible.

Okay.

So, A wheelchair can go onto this playground and you have the piece different um exiting and Yes. So there are three because it doesn't show it here.

There are three exits on on the uh in that area to get out.

All accessible. Yes.

Okay.

Yeah.

I just can't remember.

Mike question.

Absolutely. So when I went down we that week of April vacation and they came in to look at it.

There is an outdoor play area.

Yes.

In the back. There's a lot of space back there.

It hasn't been built yet though. There's no play uh cir.

No. No. I get that. But there and we have what? 700 at that school.

Uh close to 8.

759 or right at Henry Lord. Have is is there a makeup of who uses the indoor that that playground to compared to the out the backyard like is it K1 K12 and in this and then out and back three.

So it'll be it'll be age appropriate or ability appropriate this playground.

So it can be it can be used by everybody by everybody. Um, what I what I'm guessing is is that the sixth, seventh, and eighth graders would be using the field, the basketball court in that area. The the idea of putting a another playground on the outside has always been one of the things we'd like to do.

That playground probably be worth about five or 600,000.

That additional playground that would take care of the older four, five, six.

because I, you know, when I went down there, I didn't realize there was that back part of Henry Lord that went all the way back. There was a football field or soccer field back there and then there's a baseball field on the side.

So, there's a lot of space back there. I I you know, I'm just looking at capital planning on the way through um because you have to get a we have to hire a big boom, right? They call it a big boom to lift all that stuff in. So, I just that would be something I would absolutely as we done it, right?

But I I didn't know there was all that field work out there.

So, the funding is coming from um Mr. um Almo says that we have funds for this piece.

Mr. Mo, what's what's the warranty on something like this? What what is the playground on the playground itself?

So, we have um and I'm going to I'm going to try and do this from memory.

So, we have a two-year complete warranty on the surface and the equipment is three-year on the equipment itself.

Um, we have had situations where a product um didn't last, we replaced it, it didn't last, and the warranty stays in place. So, there's a there's there was a couple of glitches.

One of them was at Ozka and one of them was at um the West school of new equipment. Uh the one that had the the the reoccurring situation um was FONS. So we're just keeping an eye on that one.

And another question as far as uh weather when weather changes and we have snow accumulation on on on the surfaces and everything else, what are we going to do about that? We're not we're going to let it melt.

Okay.

So, the one thing we did add and you you mentioned the drainage is we are adding a perimeter drain.

Okay.

On this particular that we didn't have there. So, currently there are two manholes and two and two um two manholes in two separate places and we have one um area drain and both of those are going to be turned into permanent drains and then we'll leave one major one close to the center.

You mentioned the budget. Which budget is this in?

Um Kevin had some money aside. I'm not he said well when it was asked you could do this and he said that there would be money.

So facilities I didn't get into that. I just went down and I think might it might be a reflection on just the new you know you all are being new. But I would say that moving forward any requests coming down it says specifically where the funds are coming from so that when we refer it we kind of know. I don't want to hold this up. So, me neither. I'd like to get a

motion that we approve it with to the full committee, but with the details of where that's coming from because let's just suppose we had only $800,000 left in the budget and we needed, you know, are we going to bankrupt ourselves to not be able to do other things. So, we can't know that with what's here.

So, so motion by Mr. Monus, second by Mr. Das. Roll call, please.

Mr.

Yes.

Mr. Das.

Yes.

Mr. Monus.

Yes.

Thank you very much. Uh 3.06 discussion about vote to refer a turf optics field annual maintenance and testing. So this this is a breakdown of the company that we use. Um this company has changed. They they used to be um trying to think of the name.

Can I just read this for a second?

Yeah, sure. So uh it basically says uh to the committee and attach attached here here with for your discussion vote to approve to the committee quote from turf optics for the maintenance of the dery athletic turf fields. This service has been performed each year to maintain the fields and also to provide a testing of the surface with GMAC certification.

This service supplements our own maintenance of the field. So I think this is kind of straightforward. We have to do it. It's important to do and uh I don't want to just belabor the point.

It's something that is I'm looking for a motion to approve. Was this done before?

This is annual like. So, this is what we've done before.

It's just the company. This company is is um this company and another company combined to make this new company, but they're both this is all they've done.

So, one of these one it's not the company who who originally installed it.

They've done some work. They actually did the warranty work for the first year.

The second year we had um one of the parent companies from this group. So this is above and beyond what we take care of.

This is above and beyond. This is a four time a year checkup. So we we always have a document a legal document on the um condition of the foot.

What do what would be like the typical like outside of this what's the typical maintenance that we every two weeks? So every two weeks we're we're depending on the use we use by the hour. So depending on the use um we drag the fields, we uh we clean the fields and we um and we add any kind of infield mix wherever sanitiz exactly the whole nine yards. Yep.

Did um is it the Y what should we call Oh, sorry. Go ahead. Um when did the um warranty end on this property on the field issue?

Um the the product itself is warrantied.

There's a longer period. I want to say it's eight years on the turf itself, but the actual builder's warranty will be up soon.

So if there were any issue, they're testing the field if there's any issues or um I'm assuming they issue reports.

So the Yeah. So the te the the testing of the fields is is for com is for the concussion, right? The rating. So, it has to the GMAX testing is what it has to pass in order for us to have games on the field and for our protection and for the obviously for the players protection, but our our legal obligation to be sure that this these these fields of course. So, if there was anything

that we from um like a capital need would need to put into these fields if we were to fit, would that be covered under a warranty?

It wouldn't be, but we would again as long as we're doing what we're supposed to do, the life of the the old fields weren't maintained. the old um field, the turf field wasn't maintained. The amount of equipment that they had wasn't adequate and not on their fault at all.

It was just that back then a lot of that equipment wasn't available like it is today.

Okay. Um and this is so I saw the price on this.

What is this um 14? What's the total price?

It's about 40 I want to say. Oh, I see 55.

But they took off they took off 9,000.

What was the reason for that?

It was just a hometown discount.

They took off. We've used them before.

We've used them before when they were a different they had a different uh makeup. Now there's two companies put together. This is the only work they do.

They used to do installations. They don't do installations anymore. Now they're strictly a maintenance.

Okay. Are they in state they're on the state list?

They are not on the state contract list.

They are on I'm sorry. on MHC which is the the other procurement another uh conglomerate procurement or collaboration they do not they do all of their own internal bidding so we don't have to do what we do for mass combis with MHC a motion to refer to the second Mr.

owners. Um the other thing is um I wanted to ask uh do we rent the fields at all? Do we So we do have some rentals. Um the the rate is higher than regular fields, but we do have some groups that rent the fields. Um the forprofit leagues have no problem paying. The nonprofit leagues um are a little different to deal with. So, okay.

Is that going towards this this type of work or So, it it all goes into the into the school use. Okay.

We don't pay for this out of school use, but we do um you know, we do pay our um our custodians security and and maintenance crew out of school use when it's school rel uh field related.

Okay. Has Mr. Boston or anybody had any complaints with the fields or any upgrades to the fields? No, the only thing that we haven't um upgraded was the track. That's the last piece of all the complex that we haven't done is the track.

I think it it could come out of that account, but we just choose not to if we have enough money in the other accounts. So, we're building up the um use of schools.

But every year, this is I think a 10 or 12 year cycle for that. So, at that point, we have a couple million dollars to come up with.

So, every little bit that we can save makes sense. And um so I think it's a really good uh as far as storage storage and everything for the fields are we pretty good.

So we have like a storage um we have a a storage container at each of the fields that hold most of the sports.

And how about the equipment?

The equipment is all held in in one of the bigger trailers outside.

And how's that holding up though after all?

It's okay. Yeah, the trailers are all right. I mean it's not the ideal situation but we just swap out summer and winter so the plows and Sure. you know, and the salt is just go in and we pull out the uh the way you can do it.

Okay.

So, Mr. Dice made a motion. Do you have a second?

Second.

Quick question. One last question is um just following up on my colleague line of question. The because if we're we charge companies or we charge organizations to use our turf to I would assume that money goes back into maintaining our fields.

Yes. Do can we get an update at the full committee as to um how much each organization charge? Is it is it a flat fee? I'm assuming for using the It's there's a there's two tiers. It's a profit. It's it's um nonprofit city nonprofit outside of the uh what's the difference between the two dollars that it goes up probably about um maybe$25 $30 an hour for for profit for nonprofit out of the city

and then for the same thing goes. So there's four categories forprofit city nonprofit city forprofit out nonprofit out and it's more it's obviously more for outside of the city than it is yes but for the in for nonprofit and for profit is the same amount no for profit in the city it's a policy we we vote on that policy every couple years we're probably due for an update to make sure goes over it because

it's not popular but it needs to happen.

Uh so I in a future couple of months maybe we'll have another meeting but it is a policy we can get you the one pager shows you exactly what would be charged.

Just my last question like though like everyone's there's no like waiver system or anything like it's it's all in the policy all the it's all in the policy and it has what somebody has to do if they choose to want to have it free. I believe it goes to the superintendent for review to say, well, this organization should get free or discounted. It has to get approved by the superintendent.

Thank you, Mr. Monus.

Yes. As far as the lighting, I know we didn't do the lighting when we did the school.

So, the the lighting on the baseball field is new. The lighting on the um softball field is new, LED. The lighting on the stadium and the practice field are original lighting. Okay. Is that due soon or is um It's not. We we I mean it's in good shape. Um and um it's it's relative it's it's a second generation light so it's it's much better than it's not as good as the LED.

Okay.

But it is it is in good shape.

Yes. So motion was made. Can we get a roll call, please?

Sure. Mr.

Yes.

Mr. Dice.

Yes.

Mr.

Yes. 3.07 playground small toys and bikes for early childhood center. Mr.

So, um this piece is the um what we had talked about earlier today.

Um so, it's the center of the for lack of a better term, the roundabout, right? It's half of that particular piece and it'll be for trikes and and um and little bicycles and other ride- on toys. Um it'll be asphalt um with a chainlink fence, 4 foot chain link fence around it and um a sidewalk completely around it if um whoever is not in inside could watch from the outside. Students will be protected um

up on that second level. The reason why we're raising it up one level is it's not going to be something that somebody could mistakenly hit. It'll have a curb that they would have to hit the crib before they would jump the curb and hit the fence. Um, that's protecting the students. We'll have a curb cut. Then we have a handicap accessible ramp to get into that playground. And then we're

cutting one right across um the road um so that they can have access to the building with that curve card.

It's at the Bishop Con.

Bishop and we're adding extra cameras and everything else. There'll be some cameras on the outside added to the to the system. Yes, Mr. Dice.

Thank you. Just because I know you mentioned a 4 foot chamber fence in the exclusion, it says that they will not be providing permanent fencing. So, I don't know if we have to get another company to get that. Um, the second question would be on permits. They I don't know what type of I don't know if they have to pull a burn per like a building permit or how that would work,

but wouldn't they the company be the or we be applying for them to get a permit or how would So there won't there won't be a permit for this only because it's it's a playground, right? I didn't know why they would.

I think it's their standard language there and the the fencing would be temp fence and we won't need the temp fence because there's not going to be any hazard like we're not going to leave this thing unattended.

So, nobody's on it. Nobody's playing on the on the anywhere near that area. The students don't leave um that particular area while separate contract from somebody else.

Exactly. If we decide to use it, right?

They're not going to provide that fencing.

Right. That's Yeah. They're not find We have our own construction fence that we put up.

Temp fence.

M.

Yes. I know we talked about it this morning, but just refresh my memory.

Sure. We're not using cones to block the area off. We're going to have gates.

Okay. Gates.

I just wanted to make sure that that was going to be added and stuff like that.

When the kids are out there, gates are being used ADA compliant. Uh and then are we doing anything about um because you get a lot of sun in that area. Are we anything about that?

So, we didn't give that any thought as far as the shade area. Um, and I think that we would have to take a look at it and see what we're going to what we're going to come up with because we could just put some sales up.

Correct.

You know, for the season.

You have you have the awning right in the side right underneath like the back where you come out of that there's shade. So I This would be out in the middle though.

Yeah. Where there's no Right. But right next to it, I think they have like the shade like Yes. We did that. We actually refer to shade while they're playing like not like shade like if you wanted to go in shade underneath the awning.

Yeah.

Right. Right.

Talking about while they're playing if it's half an hour and everything else.

These kids are so small that they're not putting on their own sunscreen and stuff like that.

Yes.

Yeah. So, the only question I have is the same question on funding. I think we should make the referral the same way with fund, you know, putting the funding on it for the full committee. The total funding motion still made. Motion made. Second by Mr. Monus. Roll call.

Mr. Dragon.

Yes.

Mr. D. Yes, Mr. Monus.

Yes.

Sorry, one brief question um on actually both the playground just so we can get to the full committee. It says the um this language in here that suggests that we should accept it within 30 days.

I just don't want with um because I know the cost of everything is fluctuating right now.

Standard language that'll be okay.

All right.

So, roll call. Did we take the roll call or we were good? Okay. Sorry. So, uh 3.08 is discussion book to refer the basketball court naming. Uh my only question on this was um because the superintendent knew. I'm not sure that it went through her. I didn't.

So, I would like to make a motion that we table this until uh we follow the protocols in the policy.

Second.

Second.

All in favor?

I post so voted. So we have a anytime there's anything named, we have a specific policy relative to vetting by the superintendent's office first and then it would come to us. So it's just not that I'm opposed to this here. I just wanted to make sure we're following the protocol. Just a moment.

Can I just get a an answer on the banner for the pools? I know someone put out a an email about uh Where's this putting up a banner for someone's daughter?

Uh new business. Oh, a couple you're jumping the gun a little bit.

So, we've tabled 3.08 on page two. 3.09 is the vote to refer black honoring us is the same thing. So, can we get a motion to table?

Motion table.

Motion made seconded by Mr. Monus. All in favor?

Close. So, voted on new business. Does anyone have any new business?

Mr. Monus. Yes.

Yes. About a banner. I read it real quick. Uh I believe it's somebody's daughter. Uh, it's been like a year that they haven't seen the banner up in the pool area. Can I just make sure that happens soon?

Why it hasn't happened?

Mr. Monus is just asking this superintendent uh or deputy to research the issue of a banner for the pool.

They'll get the answers and get back to you with the facts.

Sure.

Is that fair enough?

It was a banner for it's something that happened in the past and there's certain things that happened. So, there's probably more to the story than what we're being told.

So, I think you'll get it with the um background.

This is the This is the Nat the pool, right?

Yes. Correct.

A banner for the pool.

So, we have a bunch of banners.

There might be one missing. So, there might be like special circumstances that might need to be brought up or something.

We have the athletic director and the old assistant athletic director. I'm sure they know the backstory.

Okay.

Um on the new business, Mr. D.

Thank you. Um few items. So, first was an item I emailed about over the weekend. Um, I know administration said they were looking into it. Before I go on my spiel, I don't know if um I have an update.

You asked the Yes. So, I I'll remind I'll go into my short and sweet.

Short and sweet. The We have warrants um applied for by SRO's at the school department which we paid for which um I have some concerns about. they are on it in terms of they're being returned.

So they uh superintendent and deputy superintendent are looking into that and they will get back to us with an answer.

I didn't hear it. I'm sorry.

There was an issue in the past that Mr.

Das mentioned relative to warrants.

Oh, okay.

And the superintendent and the deputy superintendent are working on it and they will get back to us on the separate cover.

Thanks. So um two others is um one was brought to my attention um shortly before this meeting. a parent reached out to me regarding transportation and that their their child was denied transportation due to um their child not having an ID. Uh quick review of our school committee policy, walkers and riders. I didn't see any requirement for an ID. Um but it was a quick review. I could have missed it. And secondly,

you get the same thing.

And secondly, I just want to make sure we're complying with state law because it was a child that within state law.

So, uh, Mr. Dice, if you can forward any of that information to the superintendent.

So, I did and I reached out to transportation. I don't know if you saw the back and forth emails. I'm looking into exactly what was said by transportation and was it a policy and did it go before the superintendent, prior administration?

You guys want to put it up?

Sure.

And um, interest. And lastly, and something I brought up in the past, just going through the batches today, a facilities contract, which requires four signatures of the committee, should not be, in my opinion, signed off in 9 seconds. Um, we have contracts that are being signed off by the chair of the school committee in 9 seconds.

This was a facilities, this is a facilities um contract. we will ask the uh superintendent to look into that. So when we sign, they send it electronically for the school committee to sign off and we've had an issue here in the past where people are not actually reviewing it. They sign off in like 9 seconds and it might be 25 pages or 17 seconds and 150 pages. So there's an internal control issue I think that

we have to address that if you're going to sign you should probably read the documents. I think that's just good practice. I can let you know on some of the warrants though that and I I would say the superintendent does this. I do this because many times if the if you're if you're looking for us because when we sign we'll talk to the business administrator and go over the warrant

with them and then then we sign on your side you get them electronically but I know that the superintendent I think is going to have a standing meeting with the CFO and so I so I always ask questions. I always say why is this and I I saw your question today on that. I am looking into it. I I don't know where that street is, but I did ask um

it's a valid point that you working here on a regular basis have the ability to have those conversations.

We don't and then all of a sudden it's signed in 10 seconds. It just isn't a good practice.

I just wanted to know that that question I asked was and actually I thought was actually think quickly bring good point to bring up is bring up the facilities because I saw it on the emails this afternoon. I I did I wasn't gonna I I wasn't going to mention it, but just just quickly I think just just put it on the record is if we're ordering products and you're requesting reimbursement, we have a warehouse. We

have and I just tooured and it's a perfectly nice warehouse. We're trying to get our systems in place. Um if you're ordering products, it should go to the warehouse. It shouldn't go to your home. And I think that should be uniform across the board. It's my opinion as one member. once I find out where something to look into. I'm sure you all as as you get more comfortable here, I'm sure the systems are going to be

buttoned up and um much improved, I would say. So, I have one issue in new new business and it's it's a request.

Hey, can I just address when you talk about the signing? Sure. You know, may this is something again when you hear me talk about professional development for both the superintendent school committee together. Maybe that's something that we address during that time. If there's concern about, you know, the number pages or how we sign when you allow members to have a docu sign, you know,

as you said, there's got to be some kind of a standard that we adhere to. So, that might be something we can take a look at as we step.

And I and I feel very confident we will.

I just wanted to put the concern there.

But I I feel confident that with you all on board, we'll come to some sort of good arrangement. So I think meeting together going over the expectations of what does it mean by sign is it just basically like if we're requiring if we're asking you and the other administrators to have expectations for people's quality of work, the intensity of their work, whatever. We need to do the same as school committee. So we can

own that if that's you know it's like preparation. You receive an agenda for a school committee meeting.

It could be hundreds of pages. The expectation is that you review it.

You're prepared for the meeting. But again, it's not something that we can make everybody do, but we can certainly talk about this as a practice. This is an expectation. We as a committee come prepared at the meetings. Same thing when you're signing any type of certainly financial documents or any kind of document that you've take the time to review.

So, I think I can certainly address it, but it keeps coming up.

Absolutely. I agree. Uh the my new business piece was I I received a call today from a parent of uh a potential program. I think it's called Stride at Laterno which is a special education substantially separate class. And it was the questions were around we're moving that school to a K to six K to8 and then if these programs are going to exist in the school we naturally in my opinion

should have those programs right through grade 8 so the kids aren't going to school. If you're in a K to 8 school, you should have a continuity of services right through grade 8. My only s request is that between now and the next meeting. We made a lot of decisions at the meetings as you could see. We moved some rooms from Rivera to the green. We don't necessarily have all the facts and

then after the meeting we start hearing, oh, we don't have enough rooms for what you just voted on. And then we got to do some kind of building for two more rooms and then we got to do this. So all I'm asking you for not answer today is to look at all of the as we're doing the redistricting to understand what it's going to be so at our next meeting we

can at least know okay this is what we're going to do. So just a request any other business. Do you have any new business that you need from us?

Can I get a motion to made by Mr. D?

Seconded by Mr. Monus. All in favor I post so voted. Thank you so much. Have a great night everyone.

Thank you.