PFAP Steering Committee Meeting Notes

06/27/2011

Attendees:

Gary Shope, SC / Delphine Sellars, SC / Charles Sydnor, SC / Carl Matyac, SC / Debby Roos, SC / Drew Cummings, SC / Barry Jacobs, Chair SC / Noah Ranells, SC / Matthew Roybal, PFAP Manager

Previous meeting notes

Notes accepted

Opening timeline

Construction timeline

Construction update

Critical path

Coolers – Floor in freezer, and epoxy

TCO possible without completion

Equipment – “Dumb” equipment installation, such as sinks and tables.

Walls – FRP and repairs

Bubbling in FRP was to be addressed by the GC, but was not

As a result, significant bubbling and damage in attempt to repair it has occurred

HVAC air cooling has reduced the bubbling issues, but the damage will require repair and replacement.

Riveting can be used to repair some panels

Random, large numbers of rivets not acceptable

Riveting in high-moisture areas not acceptable

Although riveting is an acceptable form of application, it is not approved with glue so repairs using rivets must be limited

DR – Is GC liable for repair?

MR – Yes, for work not done to manufacturer’s or designer standards. Rivets are an acceptable installation method.

FRP, regardless of installation method, may need replacement in some places starting in approximately 2 years.

This is considered standard maintenance.

Rolling FRP, or another wall coating system may be considered at that time.

BR – Did we approve substandard design?

MR – No, the design meets general standards.

NR – Having prior design experience would have helped the oversight of the design.

DR – Will repair later be disruptive to our Clients?

MR – No, this type of repair is considered scheduled maintenance, and cam be scheduled as such generally. Most Clients will not notice it.

DS – Concern expressed over GC not following installation specifications.

MR – Concerned shared, but due to the contract in place all we can do is verify the repairs and re-installation.

Rivets are an acceptable repair in panels that are not severely damaged, and have minor bubbling issues.

BJ – Has the county attorney been brought in?

The county needs protection, whether correction now or a return to guarantee work in two years.

Any assurances must be in writing.

Agreement around table.

GS – Is the work or product warrantied?

MR – Yes, if installed properly.

Current plan:

The entire construction team, including the designer, went through all rooms and identified all areas needing repair or replacement.

A plan will be in place to achieve acceptable repairs and replacements NLT July 7th.

Inspections – Manager will inspect regularly to ensure standards are met.

Tours – Manager will offer group tours for the SC.

PFAP Manager update

Equipment and installation update

Proofer installed; other equipment in place waiting for installation

“Dumb” equipment ordered

Went to bid and received excellent pricing

Better equipment selected, such as wood-top tables for bakers

Shelving scaled back until actually needs can be assessed

Equipment needs exceed the overall budget, but funds remain for some equipment

Currently looking for deals on the remaining pieces

Remaining pieces to be purchased are blast chiller, blast freezer and rotational oven

A dishwasher has been added to the list to meet NCDA concerns

The remaining funds will be used to purchase as much as possible

GS/CS – Do we have a backup generator?

MR – No, but we will pursue lining up a contract for an emergency generator

Initial Consultation update

IC’s are scheduled for 1.5 hours, but regularly going to 2 hours or slightly more

Conversations have varied greatly based on the needs of each individual PC

More guidance for PC’s is needed, including professional services and oversight guidance

Diversity of PC’s is large and encouraging

The IC agenda has been trimmed to focus on basic information

Support “courses” will be needed to ensure Client success based on IC’s

Consultants and professionals will be encouraged to work with Clients

Energy of PC’s is large, but experience tens to average low

Manager has the ability to assist, but not the time

Manager is advise high-need PC’s to wait, but is not limiting their access

Moving forward we will also be working with various programs and resources to provide support to Clients outside of our means

SC – Utilize existing culinary programs.

MR / NR – We do not intend to replace those functions, however, most Clients do not have the ability to attend a culinary program.

GS – Kenan Flager resources may be available.

DC – How will we manage training and use or referals?

MR – Basic and Advanced needs will be assessed, categorized, and then offered as available. Referrals will be made consistently.

DS – Can’t do one without the other.

BJ – We should focus on helping them to do what they want to do with their food.

BJ – Resource lists would be helpful.

MR – We are developing resource lists, however, they are general. Developing lists for dozens of counties is not possible now.

Orientation update

None have occurred due to the timeline changes.

Will focus on SOP’s and use of space.

A feedback form will be used.

GS – Small bus loan program for OC?

BJ – What about OC vs. other counties? Slow money?

DC – Keep track of stories and successes.

CS - $5k - $10k banks will not touch.

BJ - Larger scope in the future of the facility, focusing on aid and use of funds.

Outreach planning

Terra Vita classes

Farm to Fork

Met with farms and chefs

Outreach to Congressman Price

Outreach contacts developed

DR – Come to Chatham if you want.

BJ – Grange?

DR – Not in Chatham.

DC – Is there a connection for PFAP?

DS – Farm Bureau; TV?

DR – Going to FB.

MR – These are great options for support. Outreach should be focused, and SC members and county locals are in a far better position to conduct outreach.

Info mailer / flier

Info mailer is almost complete. We are waiting on an opening date and final equipment line-up to finalize.

PFAP Operational Calendar

If any SC member wishes to have access to our PFAP operational calendar, please let the Manager know. The information is limited, but does add context.

DC – Discussing digital, will we connect buyers and sellers of goods?

MR – Yes, there are plans to create both a physical resource room and a digital online resource space.

Additional items:

PFAP will coordinate donating space to benefit the community to both support outreach and to support Client events / education.

A program is in initial stages of development to incentivize the use of local ingredients. This program will be a priority after a successful opening.

A consignment program is in development to support retail products of Clients. Details will be shared after feedback from potential users is received.

GS – Grocers: What about direct sales?

BJ – Impetus was brokering of local food.

BJ – Local resources are available for a variety of support, including schools and organizations. Please pursue these or ask for assistance to do so.

MR – Agreed and understood. Any introductions or contacts are appreciated.

Meeting Review

Action Items

Tours July 8th 4:00pm & July 25th 2:30pm.

Next meeting

July 25th, 3:30pm

Location TBD