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District facilities staff outlines multiple summer maintenance projects; board asks for PI fund update
Summary
At a Riverside Local buildings-and-grounds meeting, facilities staff presented cost estimates for summer maintenance projects — from a 70x70 gravel parking lot and HVAC mini-splits to gym-floor refinishing and parking-lot repairs — and board members requested an updated PI fund spreadsheet and prioritization timeline.
Facilities staff presented a suite of proposed summer maintenance and repair projects and gave board members preliminary cost estimates, prompting requests for an updated PI (project/initiative) fund spreadsheet and a schedule to prioritize work.
The staff member leading the presentation outlined a proposal for a 70 ft by 70 ft gravel parking lot behind the house/office to address chronic parking shortages; the presenter gave an estimated equipment rental of $9,700 and a total project price of $16,884 and said the lot would add roughly 20–25 spaces. The board asked why gravel rather than paving; staff said paving would add roughly $20,000 to the cost and described gravel as the simplest near-term solution.
Staff also described HVAC work needed in three indoor spaces: the high-school choir room (a rooftop unit failed about three years ago), a John R music room with degraded heating fin tubes, and the district technology/server closet that houses the server. Staff proposed installing ductless mini-split systems in those three rooms and presented an aggregate estimate (electrical supplies included) in the mid five-figures (figures noted in the meeting materials were inconsistent in formatting; staff said the in-house approach would be far less expensive than replacing a rooftop unit, which had a prior crane/installation quote around $75,000).
On athletics, staff presented two vendor quotes to sand and refinish the fieldhouse competition floor: Ohio Floors quoted $35,424 and Cincinnati Floors quoted $43,395 (Cincinnati cannot perform the work until summer 2027). Ohio Floors indicated a 7–10 day closure would be required and that late July/early August scheduling is possible; staff said they would coordinate to relocate varsity volleyball during that window.
Parking-lot maintenance generated extended discussion. Staff supplied multiple vendor bids for patching, crack-fill, seal-coating and optional grinding across campuses. One vendor (Vasco) proposed a seal/patch option around $58,492 with an additional grinding option that raised the price to about $73,150; another vendor (Northshore) provided higher patch/seal numbers for some locations. Board members weighed the trade-off between a lower-cost patch-and-seal this year and a higher-cost grinding option that might extend pavement life for several years; staff recommended prioritizing the high-school lot for seal-coating this year and revisiting full reconstruction decisions later.
Staff also gave quotes for other site work: annual playground mulch (roughly $15,656 with Buckeye possibly excluded, saving about $5,800), a proposed walking path at Lemouth to reduce mud (quotes roughly $11,900–$17,889), a CTX-building entrance walkway (quotes roughly $21,594 and $36,981 with ADA ramps and signage), and routine sanitary/storm sewer and grease-trap cleaning (quoted at about $26,000 annually).
The presentation included a non-action exercise on maintenance fleet replacement: staff outlined four vehicle purchases with trade-ins estimated net at about $212,962; they labeled this an exercise and said they would gather additional quotes.
Throughout the meeting board members repeatedly requested an updated PI fund spreadsheet showing encumbered and unencumbered balances after planned purchases. Staff said the district currently had roughly $1.4 million unencumbered in the PI account (subject to timing of receipts and encumbrances) and that some items presented were already budgeted, while others would require board approval. Several members urged the staff to line-itemize projected expenditures so the board can make informed trade-offs among routine upkeep, capital projects and contingency needs.
Next steps: staff will update the PI fund spreadsheet and bring specific contract recommendations and bids to the next buildings-and-grounds meeting (May 19) and will place several items on the board agenda for Thursday (paving/parking bids and select purchases). The board did not take formal votes on the new projects during the meeting.
