BOE Seeks $125,118 to Restore Water-Damaged Administrative Offices; Request Not on BOS Agenda

“Substantial” water intrusion into the Wilton School District‘s central administrative offices during a roof replacement project caused extensive damage, forcing employees to temporarily move out of their Danbury Rd. offices at Wilton High School, and leaving the Town facing more than $125,000 in restoration and modernization costs.

The Board of Education voted unanimously on Thursday, Sept. 17, to request $125,118.87 from the Town’s new Capital and Nonrecurring Expenditures Fund (CNREF). BOE members asked that the request be considered by the Board of Selectmen at its Tuesday, Sept. 22, meeting.

The request was submitted to First Selectman Toni Boucher, but the item does not appear on the BOS agenda posted for Tuesday’s meeting.

The CNREF was created by the Board of Finance and the BOS as a means to pay for one-time, non-operating and nonrecurring capital projects. Under the fund’s policy, the Board of Selectmen must first approve a project request before the Board of Finance can authorize an appropriation from the fund.

At the time of several heavy August rainstorms, Barrett, Inc. was replacing the section of the Wilton High School roof over the library media center and the BOE’s central offices. 

“During the month of August, as a result of Barrett’s work and several major rainstorms, we experienced substantial water intrusion and flooding that resulted in extensive damage to sections of both the first and second floor office spaces,” Superintendent Kevin Smith wrote in a letter to the Board of Selectmen. 

During Thursday’s BOE meeting, Smith described the result as “massive damage,” and said that conditions became so poor that administrators and staff working on the second floor had to relocate to temporary offices at 23 Hubbard Rd. in Wilton Center. The month-to-month rental costs the district $4,500 plus utilities.

According to Smith, before employees can return, the district must replace flooring, insulation around portions of the HVAC system, ceiling tiles, sections of sheetrock, shelving and some furniture. Plans also call for repainting affected areas and replacing outdated lighting.

In his letter, Smith said the project’s immediate need was precipitated by the water intrusion, damage to the offices and resulting deterioration in indoor air quality. Completing the work would also allow the district to replace some components that had already reached or were approaching the end of their useful lives.

“I think it’s important to note, you know, this is not simply repair,” Smith told the school board Thursday. “We’re upgrading the facilities.”

The improvements are tied to the restoration work rather than being unrelated additions to the project. The district plans to replace damaged or outdated materials with products typically used in current commercial construction, including high-efficiency LED lighting. Officials said the new lighting would reduce energy use and maintenance costs, while replacing the flooring would improve indoor air quality.

“The proposed facility improvements will extend the useful life, functionality and efficiency of the Central Administration office spaces,” Smith wrote in his letter.

Project Cost and Scope

According to Smith’s request, the work would include:

• Removal and replacement of damaged and deteriorated carpeting
• Removal and replacement of water-damaged ceiling tiles
• Replacement of water-damaged insulation in the ceiling and around HVAC equipment
• Repair and preparation of affected ceilings and walls
• Painting to restore and refresh affected office areas
• Replacement of existing lighting fixtures with high-efficiency LED lighting
• Associated electrical, installation and finish work

The district’s estimated costs are:

• Flooring: $80,658.42
• Ceiling tiles: $14,257.95
• LED fixtures: $2,502.50
• Painting: $27,700

The total request is $125,118.87.

The district expects the project to take approximately 10 to 12 weeks. Work would begin on the currently vacant second floor before moving to the first floor, with the Hubbard Rd. location used as temporary “swing space” throughout construction.

Funding and Potential Recovery of Costs

In addition to the funding request through Wilton’s CNREF, Smith also referred to approximately $11,000 in additional work that is not part of the $125,118.87 and would be handled separately through the existing bonded roof project’s fund. 

“And then certainly there are the repairs that happen as a result of the warranty. Some of that work is going to be covered through the town contract with Barrett in some way, shape or form.”

The district has filed an insurance claim with the Connecticut Interlocal Risk Management Agency, or CIRMA, and is working with Town CFO Dawn Savo to determine whether some of the costs can be recovered from Barrett.

“The construction company’s point of view is that they have no culpability, right?” BOE member Patrick Pearson asked. 

Smith confirmed with, “Correct. Yes, correct.”

BOE Vice Chairwoman Nicola Davies asked whether the Town would be reimbursed for any of the requested funding. 

“The area that was damaged is eligible for some kind of insurance claim, whether it’s our insurance or the contractor’s insurance. The town has to work that out,” Smith said. 

District Chief Financial Officer Laila Rudinas said officials were still waiting for some quotes and working to determine which expenses would be addressed through the roof project, the insurance claim or the CNREF request.

Staff Relocation and Indoor Air Quality Concerns

Pearson asked whether the temporary rental expense could be included in any insurance or contractor claim.

Smith said the district had decided to absorb the month-to-month expense and did not expect employees to remain at the temporary offices for an extended period.

“We talked about that, but we made the decision that we’re just going to meet the cost,” Smith said. “And so we don’t anticipate we’re going to be there very long. I was concerned that the place was torn apart, the conditions that these guys were working in. So I made the decision that you really shouldn’t be in the space. There are definitely some indoor air quality concerns because things were so damp.”

Pearson also asked if the Town had an owner’s agent overseeing the roof replacement project, would the situation possibly have unfolded differently. 

Smith said architects or engineers who have a construction management background would potentially function as an owner’s agent, representing the Town or school district during construction and helping oversee project management, contracts, schedules, costs and accountability. The Board of Selectmen recently agreed to establish a school building committee and begin searching for an owner’s agent for upcoming school projects.

“That’s a great question and I don’t know the answer to that because I think I don’t have experience with this company [Barrett, Inc.],” Smith said. 

The BOE voted unanimously Thursday to forward the $125,118.87 request to the Board of Selectmen in time for consideration at the selectmen’s Tuesday, Sept. 22, meeting.

BOE Chair Ruth DeLuca said she hoped the selectmen would act promptly because half of the district’s central administration remains displaced and the district continues to incur unbudgeted rental costs.

Although the request was submitted to the first selectman, it does not appear on the BOS agenda posted for Tuesday’s meeting. As of publication, the funding request was not scheduled for consideration.