Wednesday, June 18th, and it's exactly 6:00 p.m. Um, we're going to call the ESBC to meeting to order for the um just our regular monthly meeting. And first, we'll start with any public comment.
I don't see anybody here, so I'm assuming there are no comments this evening. Next, we'll move on to the approval of the May meeting minutes from May 20th, 2025. Are there any discussions? Those meeting minutes are packets.
No discussion. All right. Is there a motion to approve the meeting minutes from May 20th? So move. All right. There's a motion by Mike. Is there a second? Second. And a second by Droo. And since
we're doing this meeting virtually, we'll just do a roll call. Um so we'll start with Bill. Oh, you have to unmute, Bill. I'm I'm muted this. Okay. Yes. Great. Jagr. Yes, Mike. Yes, ma'am.
Kyla, I'm going to abstain because I wasn't at the meeting. Um, and then I was also not at that meeting, so I also have to abstain. So that's uh three approvals and two absensions. So those meeting minutes
have been approved. All right. Next on the list, we have um the May 2025 vendor invoice package. Um Chris, do you want to tell us what we're paying this month? Sure.
Um it was a one. Yep. There are three items. uh two from Vertex OPM invoice number 116-38 dated 531
there was $33,333.37 for construction phase contract document work and then similarly for Vertex there was bidding in the amount of $40,000 for a total from Vertex of7 $73,333.37.
And then there was an invoice from Perkins Eastman. Invoice number was 0095421 and that was dated 65 and that was for architecture engineering bidding phase and that was in the amount of $166,500.
So the total invoice for May is $239,833.37. Any questions? Madam Chairman, if I may. Yes. I move the approval of the the
money as just listed. So there's a motion to approve uh the May vendor invoice package of $239,833.37. Is there a second? Second. All right, we'll do another roll call
vote. Um, Bill, yes. Jugroot. Oh, you're on mute. Me this time, huh? Yes. Great. Mike, yes, ma'am. Kyla. Yes. And I am a yes as
well. Um, so that passes through. We'll pay those invoices off. Thank you. All right. And at this time, we're going to turn the agenda over to Chris to walk us through the remaining items. Great. Thank you. Um, first up is an update for the construction and contract.
Um, since our last meeting, we issued a notice of in intent to award went out on the 21st of May after this group, this committee approved um the award. The contract was fully executed on the
3rd of June and we issued a notice to proceed um on 64. A kickoff meeting occurred with the contractor and the design team and um representatives from the town on 611
and our weekly owner architect contractor meeting started uh yesterday. Um, and those will be running through virtually for the moment and then when they're set up they'll um change to onsite.
Um, Mike, Tim, and Susan will be attending and John Graciano will attend as time permits on that. The general contractor mobilization began the week of 69. We anticipate
their schedule uh next Tuesday on the 24th which will review. Submitts uh the submitt process is underway and Concom is scheduled to do a sitewalk
on Monday the 23rd to review the erosion control and tree protection that's been put in um per the order of conditions. Um, we've been working through some issues with the contractor to make sure they
meet the intent that's laid out by the concom. Uh, we're just pushing to make sure that um those requirements are upheld as we want to start out on the right foot.
Chris, we have a do we have a time on that when that walkthrough is going to happen? 10 a.m. I believe. Tim and I'll I'll check my emails and send you um if it's not 10, send you an email. All right. Perfect. Thank you. You're
welcome. Any other questions or comments regarding the construction contract or updates? If not, we can keep going and move into the street improvements, which is a
parallel project in the bidding update there. So, the bid documents were made available to the biders on the 10th of June. We had a pre-bid sitewalk that occurred today, this morning, and those bids are
due on the 10th of July. One item related to the street improvements, the utility pole relocation had to go through a permitting process for a couple of the poles that were in the rightway. And um
the upshot for that was they came back and there was a request made by the utilities arborist to remove four trees that are in the towns right away. So there needed to be a hearing for that. That hearing occurred
last night and as we understand it, that relocation of those poles was approved. The trees were located essentially at the entry drive to the Marathon School, the existing Marathon School, um
adjacent to the property at 137 Hayden Rose Street. that is a property where we have mitigation included to both um add plantings and add fencing there. So we hope this is
not a major disruption. It shouldn't be. Um our next meeting will be looking for approval of those bids if all goes well. So continue along that path. Um that's it for street improvements.
One more note on the um street improvement. We did um John did reach out to the affected of butter. Um ultimately the decision that the trees needed to come down came from Eversource's um side. the Verizon was looking at ways
that they could possibly just take off limbs, but um ultimately decided that uh Eversource decided it was necessary for the trees to come down because they'd be a safety risk to the poles. Um as John has said many times, he's committed to
making sure that um the ESBC are good neighbors. And so if the um Abutter reaches out to us, we'll certainly enter into a discussion. he's already receiving a number of um trees as part of the mitigations that have already
been agreed to by this committee. And so we would um we would discuss any further discussion you wanted to have, but that was also noted at last night's hearing. And Chris, I can share um my screen and show um
specifically where we are in in relation. So this is the existing entry drive at um the Marathon School. This is the property line for 137. These dots in green are
the four trees that the arborist Forever Source had tagged and the highlights in yellow are the poles that are being relocated from the curb line back to the right away. In addition, I have a couple
of photographs showing which trees have been marked. This this tree here out in the in the drive. And then I have another photo of one, two, three trees
here in this cluster. So it's not taking the big one that's right on the property line, but two medium size and one small tree that are um close to where those poles need to be relocated.
Any questions? Just a follow. Have all other butter issues been taken care of? Is that the only one that's outstanding? Um, we still have to reach out to them. Um, it's it's that's actually on me. Uh, it's been on my list of things to do.
Um, we have a plan in place for all of them. It was approved by this group. Um, a couple of them wanted to have some minor variations of that after, um, for instance, 149 wanted to revisit the issue after the property line is staked. That's now occurred. Um, they're all
going to have to agree to grant the license for the contractors to enter their property. um we have those for the um or we have the template for that that we can send them but we don't have the official version from um the building contractor and it will also come from
the road improvement contractor once that contract is approved. Um so that still remains out there but we're not aware of any um unexpressed concerns at this time.
Okay. Thank you. Chris, the trees that we're talking about removing, they're in the current rightway or easement for Eversource. No. So, we're not taking down any neighbor trees there. No, all of them are on either the right ofway or the
school's property. Right. Thank you. And I realize it's out of order and I'm not sure that I can make a public comment as part of um this not being a resident, but uh Chris Eberly, Vertex, um we just wanted to express how um
pleasant it has been to work with uh Dr. Carol Kavanaaugh over the course of what is almost 3 years at this point on this project. um we have enjoyed working with her and she has been very helpful to us with her
experience in the past on these projects and helping to keep us move forward. So we appreciate the effort that she's put into this project. Well, thank you Chris. I appreciate that. I appreciate everything that Vertex has done and same with Perkins Eastman. It has been wonderful working with you as our OPM
and our designer. So this project's been going on for me since March of 2020. It happened only moments after the pandemic. Um, and and here we are today about to break ground. So, thank you. It's good. Um, so I know that those are all of the
um agenda items. John had mentioned that we may be discussing summer dates briefly. Is that something we're moving to another? No, we can. I included in the P meeting package the summer ESBC2
meetings. So the meeting on July, August, and September. And what we've done is we've kind of done an outline of what we anticipate for those meetings so people can plan around them, what potential approvals
we'll need. As I mentioned, we will be looking at our next meeting on the 15th of July potentially to award the uh road improvements project the bids
and then you know we don't anticipate any changes but if anything comes up we would need the ESBC's approval to move forward on that. So um in addition to
the meeting minutes and our normal uh invoice approvals which will become more important as the amount of those invoices increases significantly with the contractor's
um you know um costs and also the prompt pay requirements that are the state mandate. So, we want to make sure we can stay on top of the approval and payment of those. Okay. Is there any other discussion or
questions about the summer meetings? We're good. Okay. Great. So, we've reached the end of the agenda and um as Chris alluded to, this is Dr. Dr. Kavanagh's last ESBC2 meeting. Um so thank you for everything, Dr. Kavanagh, not only for
for Elmwood, um the future Charleswood, but all of our schools. Thank you so much for leading the way. Thank you. It really it has been my pleasure to be here for nine years. Um more than seven of them as superintendent. It's been wonderful. So thank all of you for I mean you're the volunteers here. So
thank you. All right. Um, so it is 6:16. Is there a motion to adjourn the meeting? So moved, Madam Chairman. All right. A motion by Mike. And is there a second? Second. Second. Second by Bill. Roll
call vote. Bill. Thank you, Carol again. I appreciate I'm sorry I missed your event last week, but thank you for everything you've done for the town and for the schools. gonna miss working with you and I'm a yes on a journey group. Yes. And thank you Dr. Kavanagh
for everything you've done. It's been a pleasure. Mike, uh I'm a yes and I've already spoken Dr. Kevin and I absolutely thank her for step out and for my grandkids. Thank you.
And Kyla. Yes. And she did tell me she would come back to see the building completed. So she absolutely has to. Yes. When you cut that ribbon, I will be there. All right. And then um me and I'm a yes
as well. Awesome. Thanks everybody. Have a great evening. The meeting is now adjourned. 7:16 everybody. Congrats Carol. Good night. Thank you.