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Board hears roof-leak diagnosis, maintenance updates and schedules repairs as long-serving director announces retirement
Summary
Directors reviewed completed server-room UPS/HVAC work, learned infrared drone scans revealed multiple roof leak sites requiring larger repairs, noted three contracts expiring in early 2026, and heard that long-serving director Rebecca will retire Oct. 1; an executive agent replacement was named.
Perimeter Park West directors were briefed on completed infrastructure upgrades and ongoing building problems, including multiple roof leaks identified by infrared drone scans and a forthcoming contracting process for significant repairs.
Facilities presenter Anne told the board the server-room UPS and HVAC work (Libert system) was completed before the fiscal year end and that SprayTech used drone-based infrared scanning to pinpoint numerous leak locations on the flat roof of Building A. "They were able to diagnose where the leaks are coming from," she said. Temporary patches have been applied, but Anne said the board should expect a larger expense to fully repair the roof and that staff is collecting quotes.
Anne also reported that a five-year internal pipe/sprinkler inspection by Landmark found no deficiencies. Board members noted that the existing sprinkler systems are grandfathered under current code but that major renovations would require upgrading fire suppression.
Contracts to watch: Anne listed three contracts needing review or renewal within the next year: Harrod and Associates (expires Feb. 28, 2026), the landscaping contract (expires March 31, 2026), and Wired and Lane (electrical, expires March 31, 2026). Board members discussed whether those contracts must be publicly bid and explored moving some vendors to ACH payments to reduce check-fraud risk.
Transition planning: The Chair announced that this meeting was Rebecca's final meeting; Rebecca confirmed she will retire after 31 years effective Oct. 1 and thanked staff. She said Aaron Surratt (executive director, Office of Benefits) agreed to serve as PPW's executive agent and that "Erin is gonna serve in my place going forward." The board also scheduled its next meeting for Wednesday, Nov. 19 at 10 a.m.
What happens next: staff will gather repair quotes for the roof, evaluate bidding requirements for expiring contracts, and examine the feasibility of shifting recurring vendor payments to ACH to reduce check fraud exposure.
