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Finance director warns of grant deadline, HVAC bids and BHS tile testing as facilities work continues
Summary
Director of Finance & Operations Ashley Dorsy updated the board on HVAC bid progress for elementary schools, options to relocate a YMCA daycare, a $3.2 million grant with a Dec. 31, 2025 deadline (possible one-year extension), BHS floor-tile sampling by an engineer and an RFP for McGee science labs to be published Feb. 11.
Director of Finance & Operations Ashley Dorsy told the board that bid packages for HVAC projects at Griswold and Hubard elementary schools remain in progress and that the district has options under consideration for the YMCA daycare currently located at Hubard.
Dorsy said two alternate locations have been identified — one classroom at Willard Elementary and a commercial property on Farmington Avenue — but either would require modifications to meet Connecticut licensing for daycare operation, and modifications must be at no cost to the YMCA. She also cautioned that modifying space at Berlin High School could reduce the district's reimbursement for the BHS closeout.
On grant timing, Dorsy said the board had received approximately $3.2 million in grant funding to offset HVAC project costs but that the grant requires work to be completed by Dec. 31, 2025. "There is an opportunity to apply for a grant extension but at this time Department of Administrative Services is only offering a one-year extension," she said, and staff are performing cost-analyses to determine the most cost-effective solution.
Dorsy reported that an engineering firm removed floor tiles at Berlin High School for testing after a joint walkthrough; the lab report was not yet available at the time of the meeting. She said the RFP for architectural services for McGee science-lab renovations would be published Feb. 11 and that manufacturing lead times for specialty lab equipment are expected to be long (administrators estimated about 12 months for manufacturing). She asked board members to be mindful of the grant timeline as bids and contractor availability are finalized.
Dorsy also noted smaller capital items: $7,750 in LOSP funding was allocated to replace the playground at Willard Elementary and planning for commissioning of chiller units and ongoing functional testing at Willard was underway. The board asked for additional updates as bids are issued and engineering reports become available.
No formal board action on facilities was taken at the meeting; administrators said they would continue to pursue the most cost-effective options and keep the board informed.
