and recording in progress. It is Monday, May 18th, 9:02 a.m. and this is the long-term facilities Use Advisory Committee. Um, calling of the RO or let me just read
the statement real quick. I am recording this meeting on behalf of Greenfield Public Schools. If any other persons are doing the same, please let me know at this time. I don't believe that anyone else is. Um and we will call ourselves to order. Uh
we're doing a roll call of members. I am Chair Ston. I am here. Member Denise >> here. >> And member web >> here. >> We have space made for public comment. We don't currently have any members of
the public and I think as it's becoming practice I think in some subcommittee meetings that if members of the public desire at a later point in time that we might entertain that if any show up. Um, next item, approval of the May 4th
draft committee minutes. Did folks get a chance to look at those? >> No, I need a minute. I'm reviewing them right now. >> Perfect. Let me know when you're ready. I'm ready if everybody else is. Okay.
>> All right. Uh motion to approve the minutes as presented. So moved. >> Second. >> Great. Oh, we have a guest. Uh, welcome, mayor.
>> Um, >> I >> Great. So, we just uh just so you know, if you're following along on our agenda, Jenny, I think we just are about to vote on the approval of our minutes. All in favor? Uh, I'm a yes. Member, >> yes. >> Member Webb,
>> yes. Our committee minutes are approved. Uh, and this is where we take maybe a tiny detour because I will fully admit to a Mayulpa here. I did not include Mr. Bedro on our agenda because it was something that I think we had talked about with the idea of it being a later date, but then realized that wouldn't
actually be possible given the other circumstances around Mr. Bedro's tenure with the Greenfield Public Schools. Um and so I would motion to because he is here right now to have uh Mr. Rodor present whatever he had put together uh
related to status of our facilities right now and uh thoughts about the future of our facilities since that is the per purview of this committee. >> So moved. >> Okay. >> Second.
>> Great. Um any discussion? I just I I do need to get out like I can't have a long morning meeting just to this edition. Just >> FYI, >> understood. I think that we are still on track to be done by 10 because I'd I I totally agree with you. We'd like to
keep these meetings to the time we've scheduled them for. Um okay, with that, Mr. Budro, we would love to know from your perspective what's what's going on with our buildings. Um, and as you are, you know, uh, thinking about, uh, the
kinds of information that you would present to someone else who will be coming in to care for these for these buildings longer term. Um, you know, what kinds of issues should we be looking at? What is sort of our long-term projections? What are you
noticing about maintenance and care? Well, fortunately, a lot of our mechanical systems have been replaced within the last 10 years. So, most of our our school boilers and whatnot are in good shape. So, obviously,
the Marina High School was rebuilt in 2015. So, um all those boilers are 10, 11 years old. So, all your heating systems and stuff um are in great condition. The roof's a 30 plus year roof. So, the roof's absolutely fine.
Um, we don't have to do any maintenance to it at this point. Um, the >> Mike, you're talking about the high school, correct? >> Yes, the high school. So, that's probably the school that's in the best
of shape just because of the the uh age of the school. Um, and then if do you want me to go through each school kind of with a quick summary or would you like me to just tell you the the things that uh the weaker of the schools or
ones that need more work? >> You're you're muted right now. >> Uh, thank you. Yeah, I think a quick summary of each building would be great. >> Okay. >> And maybe stuff we didn't hear on the capital walkth through. >> Yep. >> Okay. So far as
>> I'd like to hear the I'd like to hear the good and the bad or things that like you find like okay we're chronically because of these heaters at Federal Street fixing them or you know the pipes explode >> things like that too. >> Okay. So the Greenfield Middle School
>> Go ahead. No, I was just going to say like your common like repeat ticket orders. >> So, the Greenfield Middle School um that itself was uh built in 1910. It's older,
but it had some renovations done to it. Central office is was done, I think, around 15 years ago. That's all in good shape. The rooftop units, the uh energy recovery units were supposed to be all replaced. Um, and we had a grant to do
that, but we end up losing the grant, so they are not done. So, you have four units on the roof that are 25 plus years old, which are getting towards their end of their life, and I believe it was just over a million dollars to replace them
all. Um, so those energy recovery units are not in great shape, but um, and what that does is that's for moving air throughout the school and recover energy, but the actual heating for the
school is done through two boilers. The boilers are new. All your mechanicals in the boiler room is new. Um, we have an old control system called Snider Controls that does 80% of the middle
school and then Seammens does the other 20%. So, at some point it would be good for them to be on the same system. So, there there should be an upgrade on your controls here. The rooftop unit should be considered um being replaced, but the
rest of the mechanicals and the school condition is um good. The boilers are all good and stuff. The gym floor was just refinished last year. That's in good condition, good for another 20 years, but you have to do yearly maintenance to it at around three or
$4,000 a year, which is not a lot compared to resurfacing it. Um, the size of the Greenfield Middle School has a lot of classrooms that that aren't being utilized, but have um plenty of room. So, this is a a big school where you can
put a lot of people in. Um, we don't have a lot of heating issues here or anything. Um, no big red flags. Um, I believe that's it for the middle
school. Um, the Federal Street School, uh, that also was built in 1910. That's that's an older school. Each classroom and most your elementary schools are have this. They have a ventilator in each
classroom. Um, which is old school, but you have those at Newton Street, Four Corners, Federal Street, and AAL. So, all the elementary schools have those exact units that are in there. But what feeds those units are boilers down in
the main boiler room. Those boilers were replaced around nine years ago. Those are in great shape. Really good, high quality boilers. all the all the circulating pumps and mechanicals down there been replaced.
Um we had one of the elevators upgraded um at the school where um it's all been updated with PLC's and no longer having relay controls. So the elevator on the north end is all updated. Uh the
elevator on the south end has old controls and should be put on the capital plan to uh upgrade that one and which would give you another 30 years out of that elevator like we did the other one and that's in the ballpark of
$100,000 to upgrade that. Um trying to think uh that's all done with seaman's controls. It's all in one system. We don't have any issues with that. The roofs are in in fairly good shape. There's no
concerns with the roofs. The front parking lot, the asphalt, the paving is uh at one point was put on the capital listed to be done. We have some money set aside for that, I believe, and don't quote me, around $75,000
for that. But seeing everything going on with the increase of pricing and stuff, it's around 300 to $310,000 now to to strip that and redo the entire parking lot out front. So, um that that's a concern. Um which should get uh kept on
the capital list. Um, and just to back up a little bit, the Greenfield Middle School on the um, employee side, central office side, that parking lot's in pretty rough shape. We do have some schools that needs need
some some parking lot work. Um, but all in all, uh, once again, you got you got the north side, south side of Federal Street School. Um, a lot of classrooms. Um with the flood that we just had there, we're able to do uh the which was
a classroom which could be converted back over to classroom where the flood was and that is the teacher uh teacher break room or coffee room. Um the classroom below we got all new floors and completely done over. So that's in really nice shape. Uh the nurses area we
put brand new floors in. So the floors are new in there. And then along with the basement, seeing it flooded out the basement, we're able to do a couple rooms over down there, which could now be used as a at least one of them could be used as a classroom, except that um
the elevator doesn't go to the basement. So, somebody that that uh needed handicap accessibility, we couldn't accommodate that. but it could be used as a breakout room or something um that could be uh helpful
and definitely usable down there. Um so that's Federal Street School. >> Is there a plan for by the dumpsters? I know that there's a brick wall out back there that's been concerning. >> Yeah, we can take what the best thing
instead of trying to rebuild it because all it is is kind of like a little privacy type thing. We could take the top two two or three layers of bricks down and then just tap the top off and keep keep the rest that's good in good working order and secure. Keep that there. But just take off the the layer
that the if you were to take off a few layers, you're probably going to remove like a foot in height and and that's like a 10 foot high wall. So it' only be 9 ft, which is not a problem. And you could cap it off and the rest of the wall would be fine. So that's a that's
maybe a $500 to $1,000 repair. Um, it's not a big expense. >> Is it on the list of >> it's I I'm not sure. If it's not, I can add it to it. It's something we could possibly do internally.
>> Okay. >> Um, and then we could skip over to Newton Street School. Um I know um that's kind of been one of those schools if something has to be shut down that's where it's happened in the past and reurpose and whatnot. The the boilers in
there are probably the oldest boilers we have in the school. They probably have another 10 to 15 years of life in them. Um but they may may they may need some a little more repair work and stuff to keep them going. Um they're not terribly
old, but they're getting older. um that heating system. We have three air handler units that go in the attic. Um so seeing they're in the attic, they have to have glycol in the system to keep everything from freezing. Um we've had some issues trying to maintain
pressure in that glycol system. So every year we spend around $1,500 recharging it with glycol to make it through the heat season. And wherever it's evaporating or disappearing to, we can't trace it. Um they also
one of the air handle units are down right now. We're ordering some parts for it and we have to have a custommade um blower in there because those all those air handling units are no longer able to get parts for. So we're counting on custommade things for
them for the time being. We could probably get another five or 10 years out of them, but there could be some downtime and expenses to more expensive parts due to custom made. Um, I think it was around $1,500 range to replace a
blower and a few parts. Um, so it does have three older air handling units. It has some older boilers. The mechanics in the building are older. Um, it was built in 1915, so they're all about the same age.
Um, the floors are all VCT floors. They're in fair shape. You get another five or 10 years out of them, but then you're going to have to start considering replacing some of the floors. So, Newton Street is probably one of the schools that would need more work than
the other ones. Um the parking lot for employees and stuff is is a gravel lot. There should be some consideration of maybe doing something with that eventually to make it last longer. Um but the visitor parking lot and the
horseshoe turnaround is all in good condition. Um the roof's in good shape. There's nothing we need to do to the roof. It's a brick building, so all the exterior is in uh fairly good shape. There's nothing to worry about. has mostly mechanics inside the building.
Um the playground's not in bad shape excluding poison ivy um on on the play like the perimeter of the playground and I was looking at the other day with the DPW. It does go along the whole back fence area. So um we need to come up a little
more aggressive plan because it's a yearly thing. Um, I believe that's it for Newton Street. Um, four corners. >> I will add to the poison ivy topic that it go it runs behind the fence where we
can't necessarily reach it, >> right? >> And then it comes back over. >> Yeah, it's been a challenge for many years and and unfortunately that's the type of thing that grows back worse than a weed. It's pretty hard to kill unless you use some harsh chemicals. But
um four corner school has some newer boilers. It's it's a very simple heating system that has basically two wings. One that go towards the mushroom and where the uh Asus kids are and then the one
that's closer to the boiler room. So there's like kind of two loops. So it's it's it's fairly simple. There's not a it's not very complex. And then we have a couple rooftop units just for the gymnasium area. Um, so there's not a lot
of mechanical in the building, but the mechanical that we have in the building is fairly fairly new and in really good shape. There's no nothing to worry about there. I have very few heat calls there. They do have the ventilators um that we've had issues with at Federal Street
and other places. If I do have issues, it's with those ventilators, with actuators, and uh outside air control. Um, but that's a common thing in all the elementary schools that we have with that. Um, there's a few heating valves that I need to replace this week, so
then they'll be ready for the upcoming year. Um, so that's that's about it there. Um, the um there is some compliance issues at four corners. Um the I guess I'll call
it the north west wing near the boiler room kind of near the cafeteria. There's stairs to go outside. We're still in the process of working with having some engineers come up with a study on uh handicap access
out of there and then also having handicap access into the nurses area which you could do that by shifting uh the handicap nursing area by shifting rooms around and having minor re renovations but it's probably something an engineer would have to drop and
approve just to do all this. So, it does have some issues with a little bit of compliance there that we definitely still need to address. Um, there is some asbestous in that building, but they're 9 by9
floor tiles that have been covered covered up with 12 by 12 floor tiles. And if they're sealed and covered, there's no issues. But if we're ever to do like a ma major renovation and rip up all the floors or something, you'd have
to treat it as a remediation for asbestous. So, you know, we we have that in our adher report that that we have at each school and everybody would be aware of that if there was a project of some sort that it would affect.
Um trying to think the the outside the parking lots are in good shape. There is a greenhouse type unit out back that needs a new covering on it, but that that's uh if you're going to use it as a greenhouse, it would just be a plastic
covering over that. Uh the playground equipment's in fairly good shape. Um the ACS area has their own playground to contain their students so they don't run off. and that had a new fence put in last year. So, it's got all new fencing
around that. So, that's in good shape. So, outside of the uh handicap um compliance things at Four Corners, that school's a fairly simple and in fairly good shape school. Um and then the last one would be Academy
Early Learning. Um, we do have some capital money we're spending this upcoming year on replacing the old wooden rain gutters and some painting, I believe. Um, if we do get into actually painting the outside of the building, I
can't recall if that was also approved. Um, we just have to have the existing paint tested and make sure it's not lead and and be before we go forward with that project. Um, I'm not saying there is, but it's a the age of the building. It's a It's a good thing to test before
you start a project. Um, that school has probably the oldest boilers out of all of them. Um, so it does have some older boilers. Um, it has the same ventilators as all the other schools, so we have the same issues with that. Um,
we do have some issues uh with parking there. We have parking that's added down the end for for teachers and stuff, but that parking lot gets pretty full. Um the gym is in decent shape, but it
should be resurfaced sometime. Um but it's not used competitively, so it's just for the kids to play on, so it's not as critical. Um >> when you say re should be resurfaced
sometime what's the 5y year 10 year um yeah probably 5 to 10 year we we can do uh minor top layer resurfacing for a few thousand dollar and that's what we do at the high school and the middle school just to keep them at that level. Um, but
that school eventually would have to be stripped down to the wood like the middle school was and it's probably around a $30,000 project. So, we we try to drag it out as long as we can with the existing conditions before we do that. Um, the rest of the school that does have BCT 12-in tiles on the
flooring. Those are getting pretty old, but we keep stripping and resurfacing them. um they're in decent shape, but like most of these other schools that have that, you know, if there's a time to do it, we should do it. But they can they can last a long time and they just
don't look as crisp and clean, but uh they're still there. Um I do know that AAL has some older furniture in it um throughout the classrooms and stuff. Um so I know there's been a few questions whether we could replace some of that
furniture and stuff. So, that might be something that's going to come up on the capital list um or general operating budget depending on the cost. If they're going to do a classroom at a time or try to do them all in a summer or something like that,
that'll make the difference there. Um the roof's in good shape there. Also, pretty much all our schools have roofs that have at least another 10, 15, 20 years left on them. It's hard to say because they're they're rubber membrane
roofs and they last 30 years uh plus, but you don't know. Um they won't start failing until you're getting closer to the 30-year window, but they could last 20 years past that. So, it's it's hard to say until you get closer to that point, but the roofs on
all the schools, including AO, are in pretty good shape. Um, I think that's about it for AEL. Thank you. So, just based on, you know, listening to you share, it sounds like there's some energy recovery units that
are like in in need. Uh, and that Newton School is probably our school that has the most like serious need in the more immediate term. >> Correct. So, if I had to pick mechanically, a school that that really
needs a lot of upgrading, uh, needs some help eventually would be Newton Street School would be the top of the list. >> Okay. And then outside of the energy recovery units at the middle school, those those are a big expense and those are something that we've talked about for
the last before I was here, but probably the last five or 10 years. Um those need to get done, but outside of those energy recovery units, the middle school's a pretty solid school. >> Okay. Uh they're members of the >> Be helpful if I did the one with the
mic. Uh, other members of the subcommittee or the advisory committee, do you have questions for Mr. Bedro? Um, I'm guessing I'm summing, let me see if this is the right kind of summary, that we're all
pretty much okay, but in the next 10 to 15 years, we're going to have some major costs come our way that are going to be unavoid unavoidable, but perhaps we can stagger them down the line and keep things chugging along. Is that what I'm
hearing that we're in good shape, but we've got things looming in a decade or so? Absolutely. You know, and that could be part we typically do a three to five year capital plan, but you could actually um seeing you have more buildings and a bigger a bigger uh load
down the road, you could do a 10 and 15 year on top of it. So, do your three and fiveyear capital plan. You could add a 10 and 15 and and start spacing that stuff across. So, you So, I'll just use a number. you're doing $200,000 a year
of upgrades every other year, taking you out 15 could be a good way to approach it. >> This is really good to know since our purview is long-term use. Um, and
it almost sort of helps us see why maybe maybe a new elementary school that's built in 15 years could pot, you know, is a good plan. Um, I really appreciate you coming here and I not sure when your last day is, but I
wish you all the best of luck and I thank you for all your wisdom and making time this morning to tell us all about this, but and I did have one question and I'm sorry I'm not quite fully awake. Um, when you say it's on the list, do we
are we using the master Google doc that we created when we were doing the walkthroughs a few years ago, or is there another list? And if so, could we make one list that we can all have access to uh as viewers so that we can
be aware of what's going on? I have a my my typical yearly budget and on my budget one of the tabs on the bottom is a three and fiveyear up it's a five-year capital plan so and and has a list of things and that's
pretty much I believe the capitalist that's shared with you folks but the superintendent has access and the business manager actually has has is the one that helps control it with me so Andy Pocket would have all that and he
can share that at any time and >> I'd love to have that shared because I could tell you I've never seen that. Um, chair, could we maybe put that on the new business to get a copy of that so we could have it in our ongoing materials
maybe >> consider it on the list. >> Thank you. Thank you, Mr. Vudra. >> Oh, thank you. member web. >> Um I just had a question. You said that there was some compliance issues. Did we
already have we priced that out yet or is that something new that has just come to light at four corners? >> There was about 12 items on a on an ADA compliance list that was about 10 years old. And the school systems been picking away at this stuff. And I I came out
about three years ago and and did some signage on bathrooms and some things to get everything in the compliance but the last two items. And we came up with some ideas on how and and move the
uh move the nurses area to a compliant area doing some modifications. And we're in the ballpark of 20 $30,000. We thought we could possibly do that stuff with some local contractors and managing it internally and we went to the building department and the building
department didn't want to sign off on any permits because technically if you're going to go um ADA compliant and for the city buildings I believe you really should get an engineer to design it and come up with that. So, we got some pricing to have an engineer come in
and do that. And I believe Karen Patnau at the time was setting aside, I think around $30,000 to have somebody come in and do an engineer study and come up with the best way to make that compliant. And
I don't know where it went from there. So the study still needs to be done with an engineer or recommendation with an engineer and then it would have to go out to bid. So when you do that process with the engineer and then going out to bid and not using a local contractor and
going probably with state bid um you know you're talking probably $100,000 for the project. Uh so that's where we hit a speed bump because of the cost. Um so I don't think it's gone any farther than that. Um, the state's been working with us on it. Uh,
but it definitely needs to be done eventually to be compliant. >> Thank you. Yeah, that makes me makes me wonder if there are any pockets of state money or if we could maybe collaboratively work on an earmark or
something to help us at least maybe cover the design cost. Um, >> yeah, there's probably definitely some grants out there and stuff, but we our original plan was trying to do it uh with local and internally type stuff. >> Yeah,
>> the most cost effective, but if you have to go down the path of all that, there's probably definitely some grants out there that could help us with it. >> Okay. So, we should be looking into that because if it is such a long-standing complaint, we don't want to we want to make sure that it's uh it's getting
addressed. Um, thank you. Any other comments, questions from members. >> No, just thank you to Mike for coming today. >> Anytime. If you have any questions after this, I can always be available. It's not a problem.
>> Really appreciate that. Thank you so much. >> Where where are you leaving your cell phone number, Mike? That's a better question. >> The superintendent will have it for sure. So, they can always reach out to me. I'm already putting together a a plan. If they need me to come in and do some training or whatnot with a new
individual, um I'm more than willing to come in and help. So, um they can definitely get a hold of me. And and if you're nice, maybe I'll share it with you. McKenzie, >> I I appreciate that. I mean, I I really appreciated some of your knowledge um at
the budget finance and warrant meeting, you know, about the bidding process. That was also super helpful. So, you do have a great brain of knowledge for Greenfield Public Schools. We appreciate your time here. >> Thank you.
>> Well, um, there are no other pressing questions. I think we can release Mr. Badro back to his duties. Thank you so much for making time to come and and have us talk with us today. U, it's really helpful as we're thinking through uh some long-term plans.
>> No problem. Thank you. And thank you for all you do. Absolutely. All right. So, our next item, um, I had had Becky send some draft stuff. And I want to be very
clear, this is just something for people to react to. um when it comes to advertising for the fact that we're looking for community participation in this subcommittee uh and uh getting like the form that people
would fill out etc. So, I um I don't want you to get this the sense that this is how it is set, but it was the same structure that we used for the superintendent search, which seemed to worked well. And I for me, it's always easier to react to a um something that's
already written rather than like look at a blank page and try to come up with something together in the next 20 minutes. So, did folks have a chance to look at either the there's recruitment like in submitting um there's text that we have
that describes what the what the commitment is and then there's also a draft of a Google form where people would actually submit for interest in being part of this advisory committee. Did members have a chance to look at those things? >> Yes,
for myself I did. >> Great. Thank you. >> I'm look I'm looking at it now, but it seems like a very basic poll of interest. >> Um, are we asking people to commit to like every single month because
that might be challenging for some? >> It it might be. And um we were uh I I think that it is important that we ask people to say if you're going to sign up for this, if you're going to submit your interest for this, then it is you need to know it is for the year
like it is until May of 2027. Um and it actually isn't helpful when we have people popping in and out. Like if if that's what you've got capacity for, that's great. Please come to meetings. Please give your public comment. Please send your emails. Like that's no shade, no shame about that. And if you want to
be formally part of the advisory committee, I would I would really strongly suggest that you are able to make most like all but one or two and we'll try not to get each other sick during the the winter time. um that kind
of a thing only because this is it's the kind of it's the kind of advisory committee commitment where we are trying to build knowledge over time. And if we have people constantly turning over or not able to to show up and do the the piece of work that they that we're
assigned, you know, like that we're part of putting out for people to do, then that kind of hampers our ability to stick to the timeline that we have laid out for ourselves. >> Okay. I just don't want people to read it and think like, oh my goodness, I
can't ever get sick, you know? >> Yeah, that's fair. That's fair. And I, you know, I don't even like while I strongly encourage 100% attendance at all times for all school committee members at all committees. I think that
it's true like if one of the two of you was ill for some reason, you know, like there I think that that's we can be reasonable and flexible, but the expectation is showing up to to as many meetings as you can
and and prioritizing it as a commitment. Um the one p well there are sever like I want your feedback on all of this but there's one in particular that I was hoping that we could talk through and that is the dates like I I threw in some dates and it's
pretty aggressive um with the hope of maybe being able to appoint members at our June meeting. Now, that is unclear to like it. I think it's doable, but I wanted to to see what you all
thought about that because it is a very tight timeline um to get advertise like advertising this opportunity to get the nominations for us to do the work of reviewing the people and putting forward the slate that we want to that full
school committee. Um, so I would love for you all to help me help bring me back down to Earth. If that is not a realistic timeline, um, that's fine. And we could probably push it to July to have a a slate of people that we would
like to nominate that the full school committee can then approve. What do folks think about that? >> I July is far more reasonable. I think like if you if you um spoke about the timeline at our next
meeting and or or rather if you put it out to the public say next week and then there's you know reminders we do our social media thing we tell people we get it out there um maybe even have Roland put something on the website >> then
you really plug it in June and basically tell everybody what the hard stop date is for getting your application in, which I would think would be like mid June. And then we would have another meeting. We would get our ducks in a row
a little bit more. And then we would be able to um uh choose somebody in July is what I would think. Sorry, I'm going to move because I'm in a loud space now. >> Okay. I know like a lot of families have things going on in June, you know,
graduation, prom, uh you know, that weird gap between like when summer when school ends and summer programming starts. Um it's like the most June or June December month um is what it keeps being referred to or May
Decembering. So we just should be really mindful and I think pushing it back to July is a great choice. >> Okay, great. Um, so let's say we're able to get these materials out next week. Um, be able to advertise, do some
communication pushes, uh, through the ways that we can communicate with parents and hopefully again like we did with the superintendent search, being able to work with the city to do like a press release about it. I think that was helpful. Um, and if there if there is a
way to communicate with all of the boards and commissions and things, I think that those are also people that we would want to do outreach to to potentially participate on this. Um, I think there are like we talked about last time, there are some definite
individuals as well as specific like the like the planning board. um like there are some specific people that we want to especially prioritize have having represented. So I think that those might be better like there's some individual
outreach that can happen as well. Um, but yes, thank you for for talking me through that. And I think that July is reasonable. And I still think that that
I still think that we can get the work that accomplished that we have set out for ourselves in that time by having people at sworn in or appointed in July and then really like setting our meetings and kind of sticking to a like
we can lay out a real here is when we are addressing each of our topics, you know, kind of a structure for ourselves um to meet the May 2027 deadline.
So that being said, our June meeting is the 10th. So we definitely want to have the first wave of outreach done by then. I don't see that being a problem. That's two and a half weeks from now. Two full three almost three full weeks. Um
and then our July meeting is the 8th. So what do we what would we say about having people submit their interest form by Monday the 15th?
We meet the three of us on the 22nd. Go through those folks. pick because I'm I'm hopeful that we'll get more letters of interest than we actually have slots for and we will have uh the ability to like really put
together a solid advisory committee for this. And then that gives us a few weeks to get our list, get some of our alternates, make the calls to confirm that people are still interested and available cuz sometimes things change
in, you know, a couple of weeks. And then have our slate ready to include in the agenda by Friday, the Friday, July 3rd, which is when materials tend to go out, the Friday before our meeting on the 8th. Does that timeline make sense
to folks? Okay, cool. >> I will not be available the first two weeks of August. I'm just >> letting everybody know >> for regular meeting, subcommittee, all things. I will be exiting the building
for vacation. So, um just >> I appreciate that. And I will also be unavailable the week of August 10th because I'm having um gender affirmation surgery on the 11th and that's going to be awesome. So,
>> all right. Congratulations. We will all be on vacations of a sort >> of a sort. Thank you. Um, are there any other were there any other pieces to this um outreach document that folks wanted to
talk through or change language around or edit? Like now is sort of that time. >> I think it's good and I don't want to belabor it. I'm like it's it's fine. Like let's put it let's put it it's totally fine. Um let's put it out there.
Let's get the people. I'm more concerned about having awareness that it's even happening. >> Mhm. >> So like like we need the recorder to do a piece on it. We need something on the website. We need all the socials. We
need somebody to drop this information in all of the pertinent Facebook groups that all of our families use. >> Okay. >> There's like six of them. That's where everything happens. I'm not on Facebook, but when we have these materials to drop, can I empower the two of you to go
forth? >> Yep. >> Thank you. >> And um >> I'm more than happy to notify like the PTO groups, too. >> Yeah. >> Um you know, somebody could take it take a flyer. Whoever goes to the CPAC could take a you know, information like I
think just everybody plugging it in and all of their um subcommittees as well, you know. >> Yeah. whoever's watching I don't I don't know we don't often have a lot of public at the subcommittees but um >> that's something to do >> so I think what I'm hearing from me is
first step get this on the website because that gives us a URL to share widely and that website can include so far this outreach letter the form they fill out and um >> I get also can link back to our past
meetings >> so that people can can have a sense of um what we've done so far and what our whole purpose is. >> Yep. Letter of interest story from the recorder which we can then plaster everywhere >> that should have the link to do all of the things.
>> Yep. >> All of that all the marketing maybe. Um, I don't Oh, it probably wouldn't be something that the city would drop a note for because we're different departments, but
if it's possible, I know the mayor can't can't talk because of OML, but if I just say like maybe the city could put out a little thing, that would be cool. >> They were very helpful to us last time during the superintendent search, so I'm sure that we can count on our partners
at this That's why I bring it up because that was widely um publicized and that was really good and that's like what we need for all of these important initiatives that we do. >> Absolutely. >> I mean, we do have a marketing person that we financially pay money to too
>> to >> put stuff like this out and this might be right up the alley. >> Should be. >> Oh, yeah. I expect they'll be working on this. >> Hope so. um we can at the very least task them
with doing so. Um okay. So I will change the dates to reflect the timeline that we've just discussed as as revised in these documents and then I will work with the superintendent to get a web page up
specifically for this with all the information that we also just discussed and be able to reach out to the recorder. When those things are ready and available, I will notify the two of you so that we can start plastering this all over Facebook, WhatsApp groups, Instagram, like wherever our families
and community are >> next door. >> Next, yeah, where wherever the people are, that's where we will that's where we will put this. Um, and it's helpful actually if that we're all able to do that because I think we're all connected
to slightly different permutations of the different groups. And so by working together we reach more people. Um great. So I think that that piece of our agenda we have reviewed, approved and gotten a
uh an outreach plan together. Any further any like last thoughts or comments about those things before we move on to our next setting our next meeting date? My only thing is the um
screening committee composition. I'm wondering if we should have a member from the city office there to kind of help guide us financially or what are keep us within those like this is realistic and this is unrealistic.
>> I think that we will be certainly like reaching out to have them as being part of our advisory committee. Um, for sure he gets that that exact knowledge is right. And I think that's what I was referring to when you're talking about sort of targeted recruitment of certain. >> Yeah, I I think that would be a good
one. And I think like we're at the point with visibility where we want and I know we talked about this at the last meeting like about having someone like um someone from the city side just to make everyone >> feel that we are being transparent and
inclusive >> and not just feel it but to see it because we actually are >> see to see it to see everyone getting along >> because we because we actually are being open and transparent about this to the best that we know how to do as humans.
Um, okay. Yeah, point well taken. Thank you, Member Webb. All right, great. So with that if we are now we've got our materials we've got a plan and a timeline and we know that we are accepting we'll be
advertising and then accepting um self-nomination to this advisory committee until June 15th. Um, when would we like to meet next as a group? Or do we want to meet before the 22nd
when we will be reviewing nomination information from folks? June is super tight for me. >> Okay. >> I'm going to be around the beginning, like the first two weeks of June. I'm around and pretty flexible. But then I
got scout trips, so I'm out. Um, so and I'm also out at the very end of May. Sorry. These these Girl Scouts, man, they got to rent these fancy Airbnbs. I
got to take them all over the place to tell you, >> you know, and we love that for them. We love that for the Girl Scouts. you're doing the work, giving them great experiences, memories for life. >> So, like maybe the first week of June.
>> That's what I was looking at. Um >> for like a another one of our meetings, like these meetings >> where we can check in about how recruitment is going, I guess. And then we could see like what you were saying
in July, we could we could >> Well, we want to we want to at the July meeting of the full school committee, we want to like appoint people. >> Correct. So, working working backwards from that. >> Um, >> we're going to need to have another meeting to like get everything kind of
squared away probably near the end of June. Like we'll have to do a double duty in June is what it seems like. >> Yeah. either the 22nd or the 29th, as long as we can have our list of potential appointees to the full
school committee by honestly the July 2nd because that gives us time to actually put it in our packet to go out. >> Okay. Right. I'm available the 29th. >> Happy to to do whatever time you wish on the 29th. >> Okay.
Kenzie, does Monday the 29th also work for you? >> Yeah, I can make that work. It's my husband's birthday, but minor details in life. >> And we'll be meeting in the morning anyways. >> Yeah. >> Right. Is that the plan?
>> Yes. How is this sort of 9:00 a.m.ish for you all? >> Um I prefer at like 9:30, 9:45. or 9:30 or 10 cuz then I can go to the gym before the meeting and supposed to in 10 minutes.
>> Okay. Yes, we can make that happen. We can do a more of a 9:30 or 10 probably 10. >> It It was a little tight with drop off this morning, but the kids will be out of school then, so I already anticipate lazy mornings. >> Great. Perfect. So, um also, so okay, that sets
us for when we're actually going to be reviewing. We can meet the 29th at 10:00 a.m. Um, can we do another check-in meeting June 1st, which is another Monday? It's two weeks from now. Also around 10.
>> So, June 1st and June 29th would be our double dutying for June. Yeah, that's fine, >> Kenzie. June 1st, 10 a.m.ish work for you. Um, I'm gonna say yes. Worst case scenario
is I'm kind of I'll be there. We have um the celebration or growth week at Newton, so I don't know when Gordon's class time would be scheduled. >> Okay. let us know if for whatever reason
that is like going to be a real like if that literally coincides with the one celebration that you're really wanting to to go to. Um and we'll make adjustments as needed. But for now, we're going to hold the first at 10:00
a.m. and also the 29th at 10:00 a.m. >> Okay. >> And I will get that information to Becky. Um, in the last few minutes that we have, does anyone have like this in similarly to how we brought Mike in today, are there other specific items
that you would like to see or specific people that you would want to get a report from that we can start scheduling? Maybe not like right away, but I' i'd like to have two reports probably when we have our appointees. But I think the
two most pressing ones are somebody to come in and like teach us about regionalization >> because I think people think they know, but what do we know? We don't really know. And um and I that might be an
MASSC training perhaps cuz I know that they do trainings in regionalization. And then also somebody coming to the city from the city to explain to us um
what is involved in scouting for a building, building a building, the ramifications financially around that. So, because we have these two kind of main ideas that we're thinking about that we really don't know anything about. The other one's the like
adding on to our existing buildings and whatever. Like we have the brain trust there and we've already kind of talked about that, but these are two things we don't know really anything about and have not under undertaken. So, if there's a way that we could get some sort of training for our group or like a
sort of a workshop so that we have in our minds what is actually going on. Should we go down these paths? >> Maybe from people who've done it. >> Great. >> I think also adding on like what our financial timeline would be or could be
from the city for a new building, >> right? And maybe >> not just like what not not just what it takes, but like you know that that other piece like is this feasible in 10 years before our building roof and boilers go? Well, that's why I was saying have
somebody from the city come and give us a little thing because that's because MSBA is going to come in and say, "Well, of course you can do this. We have all these grants and this is, you know, we're we're ready to guide you through the process, but are we >> guidable at the moment? Who knows?" So,
>> right, and it's like they cover, you know, a certain percentage, but there's the rest that we're on the hook for. and we need to have a when do we think we're going to be able to like when does enough debt come off that we could bond again that sort of thing. >> So, >> exactly. >> Uh great. Appreciate these. And yes, I I
love the idea of having those as sort of like early on PD for this new group just to ground and orient us as we're starting to do the work. So, thank you for those suggestions. Um that's all I've got for folks. Any last
bits before we adjourn? Are we going to remain virtual? >> That's my intention >> for the next two meetings. >> Yes. >> Okay. >> Thank you. Thank you for the question. >> Okay.
With that, I make a motion to adjourn at 958. >> So move. >> Second. >> All right. Roll call. I'm I'm Chair Son. A yes. >> Yes.
>> I'm sorry. Member Deniv. >> Yes. >> Great. We are adjourned at 9:58