America school building committee uh on August 21st, 2025 at the time being 6:00. We'll call things to order. And um Chumps of Tele Media is recording this meeting um for the um
viewing public and for future viewing. Um so we'll start right off um approval of meeting minutes. And I um I sent out the meeting minutes to everybody I think yesterday, the the final edits. And so
any edits to the um uh the meeting minutes from June 12th that are up for discussion. [Music] Seeing none, I'd entertain a motion to uh approve the meeting minutes of June 12th, 2025. Make a motion to approve the minutes
from our meeting on June 12th. I have a motion from Dennis Second second from John Souzer. Uh any discussion? All in favor? I and abstain from Jim. So also I was not present.
Okay. Uh abstain from Jim and abstain from Brandon. Okay. Um I will now the next item is approval of monthly project invoices. And we have a few things to discuss here. So I'll turn that over to Mr. Sanden.
Thank you, Pat. Um, so as part of the uh committee packet that um Hamdy typically sends out, but I sent it out uh on behalf, he's on vacation this week, is um the budget. And then we have the invoice log um invoice summary number
three. Obviously, one invoice, periodic invoice for left field for 13, and uh $96. Um, and I would be looking to see if someone could move a motion on the approval of this invoice.
[Music] Okay. Any discussion on uh David's presentation? Just going back to the previous slide, the changes in the budget or some changes there that was that so it has
budget and the budget changes and then the current budget. Yeah. So, so we um we made the adjustment for us. Um we moved uh $70,000 up. So um you know our
current you know the budget for OPM services is uh $445. Um and then um we made some adjustments um with the design for feasibility study
and then obviously owner's contingency. So um you know column A which I don't know if this would show up or it does. Okay. So this is the original budget um that was established before we got on board. Um, and then once we got
on board, we just made the budget adjustments. Um, so it's the same 1.8 here, 1.8 here, and that was mostly just to reflect your contract amount. Exactly is what it was. Yep. Yep. Yep.
And and that's will continue. Um, you know, excuse me. Um, we will um you know, when we make budget adjustments, we'll show it and we have a log that we keep. So if someone was to say, you know, 2 years from now, what did you do
2 years ago, we have a log that says this is how we moved it. So, and um let me just throw something on there. Excuse me. Might have been um going to be talking about it, but I just want to throw something out as well. I recently talked to the um town accountant and we've
started receiving reimbursement already from Mass School Building Authority apparently for um for these funds. So we uh where in the past we were not reimbursed as we went along um in this
particular case as we invoice um we're being reimbured for mass school buildingings. So that process has already started which is really great news. So um so again we're our budget is 1.8 million but we will be reimbursed approximately 52 plus percent. So just
wanted to get that out there and if there's anything you could add please feel free. Sure. But if um we could just stay on this and then I'll gladly um I can piggyback what you commented on the on the reimbursement. So if there's no further discussion on
the uh this monthly invoice um with the period ending 73125, I'd entertain a motion to approve this invoice. Motion to approve invoice number three for OPM services of July in the amount of $13,96. I have a motion by Dennis King and I
need a second. Second from Brandon. Any discussion? All in favor? I opposed. Unanimous. Thank you. So, um, back on June 12th, we, um, did a riveting presentation on how the
reimbursement is going to work. Um, not that we're going to repeat this again, but, um, this is what we presented on on June 12th. and and um Vivian, thank you for um articulating this presentation into a written format in the meeting
minutes cuz not an easy task to do uh because there's some complexity. Um but uh as Pat said, um the reimbursement is working. So, uh this is a screenshot from Propay for this particular project.
And you will see down at the bottom we have um reimbursement number one and reimbursement number two. Um I can't read it from here. I think it's 149 935. Um so I think John you indicated you
know obviously confirmation and so um all the players you know they're all communicating to one another and the system's working. So as Pat said every month now we're going to have reimbursement um you know methodically happening. So, and not that I would do a
snapshot of uh propay update every month, but I again just wanted to show that it's working. Yeah. Excellent. Excellent. It's good news. Um so as far as uh designer um procurement process update um the items
that are shaded light which now that I'm looking on the screen it's kind of hard to see but everything in June July and uh up to today August 21st uh everything happened um so while we did not meet in July there was a lot of work being done behind the scenes with um you know
obviously the the uh submissions came in uh and uh Hamdi put together a uh uh reference portal and that was sent out to the references a few times. phone calls were made. Uh we received um you know references, not 100% of what was
reached out um but um you know we we got references uh we provided a matrix of consultants. We provided everything that the MSBA needs. They have confirmed they received everything. Um and we are in in um we're in the queue to have their
first DSP meeting on the 26th. And in fact, there's a dry run uh with the DSP members at this table and it's really just a another recap of um the protocols for the meeting and to make sure technology works. It's a Zoom meeting.
Um so that is the DSP update and as uh a few people indicated when we meet next month in September um we will have a designer uh selected. you know, we may not have them under contract, but we'll
have a designer selected. So, any questions on the DSP process? So, just to just to interpret and and reiterate, um, so by September 9th, we should have this election from the state
and then be ready to enter into contract negotiations at that point. Yep. If we were to if we were to be very fortunate and get them on board before the 18th, they could be at our next meeting, but that will have to be determined, I guess. Um, and sometimes
these negotiations go a little longer than than a week. But, um, so just to reiterate, uh, you know, come September, you know, we can get this project off the ground. Correct. Yeah. Okay. All right. So um as we indicated um
these are the six firms that submitted um applications are in alphabetical order uh and uh everything was delivered to the MSBA the uh six packets of applications the consultant matrix list and uh the reference and speaking of
references this is a screenshot of a portion of a much larger document um but these are the references is um reference document. Now this is obviously an example from Florence Roach and Groten.
Um I think this is for uh CBT architects. They didn't even submit um obviously I don't want to show the references that we got for this project yet because I would say um it is public record but it's not public record yet.
Um so this is just an example just to show behind the scenes what was being done over the past couple of months. Um the reason why there's a few uh references in blue is that's our kind of graphic tool that we use with the MSBA as uh we reached out to those two
references but we just never heard back and uh that's the case for this project. We you know we have some shaded cells just to show that we did provide outreach a few times and with a follow-up phone call but um we just
didn't get the reference. Um but um we add a few columns uh over here. Uh so these uh five columns communication, budget control, document quality, schedule control and construction control. That's
a standard MSBA. Uh we have incorporated understands. So these three or four are basically what left field utilizes and we've added which is understands MSBA's procedures and protocols. Um I know this
might sound crazy but listens to the client. Um and then does not sound crazy at all. Yeah. Uh and then listens to the OPM and then would you work with this firm again? Um, so we've we've added this probably 15 years ago and the MSBA never
said get rid of those columns, so we kept them. Um, so, um, just wanted to provide a, you know, a little snippet of, uh, what's been being done in the background. And I'll just say that, yeah, I am familiar with most of the all but one of
the firms there. They're all excellent firms. Fansburg Associates actually did our school project back in the in the 2000s when we did the auditorium and the the uh the middle schools and the high school. So, it's very background.
All right. So, um bear with me with technology. I'm going to uh what I'm going to show here is uh we've also been working on um a dedicated website for the project and uh we in working with uh Jay Lang and and company uh you know we
wanted the colors and the website to still feel like a um you know Chumsford district website. So that's why um it may look like a Chumsford um district school website. Um, but let me close out of this
and so I don't use Apple is the green button. Hit the green button. Okay. And it would take the whole screen. Yeah. Okay. Thank you. All right. Um, so this is not necessarily ready for prime time.
um it is not in the public domain but um I just wanted to quickly um kind of share uh what's been happening. So we have a project introduction and all of this has to be you know vetted by by Dr. Lang and and just Ward Smith but uh we
have a home um it goes into a high level of milestone activities and we'll be able to add different shortcuts as we'd like. Um we have a a team obviously starting with the
building committee uh MSBA left sorry do I hit this? Y okay um and then we'll be adding the architect and in speaking with Dr. laying the intent is that we would launch this website
let's just say the end of September once the architect is on contract and you know um they might be a press release um but that would be roughly the timing of it um and then there's um calendar
then a schedule and we'll be using different graphics as we dial in the schedule with the architect on board and then we have a document library where um you know um obviously um we'll
be adding modular 2, modular 3 and so forth and then we've created some standard FAQs um why do we need a project that expands out um but again all of this has to be vetted by the team um and
then FAQs will add along the way as we all know some FAQs along the way they're not applicable anymore and we'll get rid of those and it's going to it's going to evolve. So this is a living breathing you know live website that's going to evolve but um just wanted to again show
that um you know even though we didn't meet in July um there was some work happening in the background um so any questions is there a way for the committee to preview this um before it goes live sure yeah we can just share the link
if you would I think that would be appropriate to share that with the committee so everybody can kind of get a look and okay with Oh, yeah. I just haven't had a chance to even read through the narrative stuff yet. But no, that's that's but you know, more eyes are better than Yeah. Yeah. So, so I'll um I can share it to share it
with the committee um tomorrow email. Thank you. Yep. So, again, it's just it it's a link. It's but it's not on the public domain. Sure. Understood. And uh as we do edits um I'm not the expert here, but I'm told that as the edits happen, it's it's live.
Yep. So, perfect. Thank you. All right. Um, and then so click the red button. Where's the red button? Top left. Oh, okay. Now I see it. And then you're back on the slideshow.
And then just say slideshow start again. Oh, actually you're at the end anyway. Yeah. Thank you. So yeah, I I thought we'd be 20 minutes. We're at 16 right now. So All right. Doesn't break our hearts, David.
Um, okay. So, are you all set? Yeah, you've you've completed. Thank you. Um, before we go into public comment, I'll just um open it up to the board if anybody has any comments on anything we've discussed tonight or anything else on your mind. If not, then I'll ask for public comment
if there's any. Seeing none, I guess we'll uh look for a motion for adjournment. Make a motion to adjurnn. Second. Okay. Motion by Dennis to adjurnn. Second by Jim. All in favor? I
opposed. Thank you all. Thank you.