Uh then uh I'd like to call the uh Wednesday uh April 15th, 2026 Shaker Lane School Building Committee meeting to order. And uh the uh first uh item on the agenda is public comments.
and hearing none. Steve, are we all right? >> Yep. Nobody online. >> Okay. Thank you. So, item three, review uh for approval of past meeting minutes. Uh they're included in your package. That was for the March 18th uh meeting.
And uh if uh I I noticed uh Steve Moore had a few corrections. So for the motion, if we're ready to approve it, I just ask that you make a motion uh including uh the corrections that were suggested.
>> Motion is amended. >> Second. >> All right. All in favor. >> Sean. Sean here. >> Yep. >> He's muted. >> Sean, you're muted.
>> Sorry. I Jim, >> yes. >> Michelle, >> yes. >> Rob, >> yes. >> Mike, >> yes. >> Steve, Steven, >> Steven, yes. >> And Kelly, yes. Motion carried.
Uh, item four, project schedules. Uh, a Turner Townsen in Harry. Uh, milestone schedule dated 4th 10, 2026. So, I'll turn it over to I guess Peter, I would imagine. >> Can you hear me? I'm on my I'm on my
phone now. Some reason I can't get in by computer. >> Oh, I'm sorry. >> Can you guys hear? Yeah, I don't know what's going on. Um, let me um let me get my schedule called up. Sorry. >> It's okay. >> Having some technical problems here. Weird. Why it's not working.
>> Um, stop sharing. Going to do this. You know, I can try to share the I can try to share the schedule if you like. >> Um, one second, Mark. Let me just try one other trick here if I can.
>> Good to see you, Mark. >> Thank you, Kelly. Good to be seen. >> Okay. Can you see my screen now? >> Yes, sir. >> Okay. Sorry about the hiccup here, but um anyways, we went through the meeting minutes. I guess I I missed that, but
that's okay. >> Yes, we did. We're on uh item four. Uh the uh milestone schedule a >> Yeah, the milestone schedule. So, here we go. Thank you. I'm going to scroll down. Um couple of things. Let me just
let me do one thing first. Excuse me. >> Sure. >> Put my earbuds in >> so I can maneuver. Can you hear me now? Yes. Yeah. >> Okay. Sorry. Geez, what's going on today? Um, okay. Thank you for the
patience. Uh, scrolling down the screen here. Milestone schedule. Um, so we do have a schedule here. And by the way, if they don't mind, um, I'm going to ask for some help with, uh, this conversation from the Studio G and Gil
Bane team. Committee members, uh you may recall um when we last spoke at the last meeting, there was a schedule that we were kicking around um that looked like this schedule. At the last meeting, we were
contemplating as the OPM designer and construction manager ways to be creative on how to deliver the project uh under three different scenarios. scenario. One of the scenarios was the I'll call it the initial or baseline
schedule. Another scenario was um option one, option two, which was delivering the schedule of the project one year earlier, let's say in August of 2028 as opposed to the baseline August 2029.
And another option was delivering the project mid midse or mid academic year I'll say which would be December 2028. During that discussion at the last meeting the option of delivering it mid
academic year was not preferred for variety of reasons. So, Studio G, Gil Bane, and Turner Towns and Harry over the last couple of weeks um contemplated, can we deliver the
project one year earlier as in August of 2028? Well, throughout the last several weeks uh or several days and couple of weeks, the three of us have uh we we've settled on a schedule and the schedule essentially represents
the originally approved baseline schedule. I will say all of us challenged ourselves on how and with certainty can we deliver a new school building one year earlier August 2028.
We kicked around many what if scenarios and different varieties of things. And as we all know, there are many known and unknown factors that can go into the delivery of a new school building. Some of the conditions are unknown, some of the conditions are known and so on.
So in our conversations for us to deliver and expedite a school a new school building by one year we essentially relieve ourselves with no margin of error or latitude not only ourselves but
the town school department and all other project participants. It would make the schedule I guess very brittle. So, as I said, we talked through a variety of hurdles and whatif scenarios. We concluded collectively that we were
not 100% comfortable with the um the accelerated schedule and we were not 100% confident we could achieve it. And all of us at times would be rushed to make decisions if we tried to
shoehorn this the project in one year earlier. There would be there would be there would be requests for accelerated cost. There would be decisions probably made hastily and we didn't want that to happen. We concluded and collectively
agreed that we are designing and constructing a new school building. And to have the quality and lifespan of the next 50 to 75 years, you really need the proper time and the prop and
reasonable time to achieve that and to deliver it in a quality like manner and without working hastily. So in the end, we're bringing forth for conversation this evening to the committee that we are essentially
falling back to the baseline schedule with some with some edits to it with ways to um improve some of the delivery items. Uh how to work on the design phase of of the project. How to prepare early bid packages so we can start the
project earlier. um how we can work with the school department without interrupting their academic calendar and the students and the staff to deliver what they're doing in the building um and things of that
nature. I'm going to um maybe ask a couple maybe Studio G to throw in a couple of comments uh Gil Bane as well and some of the highlights of the schedule as you can see on the screen. I'll just I'll hit the highlight points
from the design phase. We essentially started in March heavily. We're going to we're going to complete the design and start construction. We're looking to start construction by way of mobilizing to the site next summer, July 2027, when
school gets out. We'll set up some fencing, some barricades, some signage. In between now and then, we'll prepare a logistics plan that we can share with the with the town, the school department, the school community as in the parents, teachers. So, when they
come to the school in September of 2027 after summer recess, the school campus will have a different um approach to it. Some of the barricades will be up, construction fencing, but all that will be predetermined and pre-communicated to everyone in
advance of them returning. Construction would start, as we just said, in July of 2027. We'd be looking to finalize the building, have it essentially completed by May of 2029.
that would allow activities such as the school department to begin the furniture, fixtures, and equipment move in, the technology, equipment move in and setup. We could run it through the paces. Contractors can finish the punch list
um in by late June, July, so to speak, of 2029. It would allow an opportunity for the teachers while they're still in school in the existing building to come over to the new building and take a look and get familiar with their classrooms and
potentially begin to move some of their belongings into the new classrooms before they leave for the summer recess of 2029. And if that all that if all this works out, which we hope it does, and we feel confident and comfortable it should,
that would allow us to take possession of the existing building in the early months of the summer, say July 2029, take possession of the existing building, begin the abatement and the decommissioning and demolition of the existing building
in in the in July of 2029. And then when the students and the faculty and the staff return for August September 2029, the new building should be will be 100% completed. It
should be 100% set up, fully operational with all the furniture, the equipment, the technology, the heating and the cooling systems and the punch list should be complete. and we we the construction group would be on the other side of the fence removing the existing
building and preparing the final site package for roadways, curbing, landscaping and so on. So I'll stop for a minute and that's the schedule we have in front of us. Those are some of the highlights. We don't have all the ingredients filled in right
now. As you can see, some of the parts are to be determined. Um, but those are the highlights that we wanted to share with the committee this evening based on where we left off at the last meeting. >> I'll stop and somebody can ask questions
or other team members can join in. >> I think you covered it well, Peter. >> Okay. Thank you. Um, >> hi Peter. This is this is Kelly. I mean, thank you for bringing, excuse me, bringing this back to us and and u I mean, we we all don't want a
construction process that would be rushed with no time for for uh air in terms of material delivery, etc. So, to me, I mean, I've always said it's better to uh underpromise and overd deliver. So, I'm certainly fine with this
schedule. Uh I I thought the other one was a bit ambitious, but uh who am I to right to make those decisions and I'm just glad that that the teams reviewed this and uh feel comfortable with the May 2029 date.
>> Thank you. U and we we agreed and we we um we want to deliver the project of the highest quality that we can and we don't want to work in haste. Uh but we did want to challenge ourselves. We wanted in other words, could we do it? We didn't want to just you know work along
like okay here we are but we did we did put it through the test among ourselves and we challenged ourselves and I know the design team has challenged their sub their subconsultants their engineers um and yes probably certain aspects of the
project could be accelerated and could be completed but when you put the whole package together with this I'll call it a 10,000 piece puzzle some pieces are going to fall in the floor behind the radiator. We can't find it. So, it wouldn't get done like we wanted it to.
So, that's kind of what it came down to. Any other comments? All right. Thanks, Peter. And item B under four, uh, site investigation activity coming up next week. >> Okay. Number four, site. Yes. Okay. So,
we'll talk a little bit about that. Um again uh many conversations over the last couple of days weeks with a variety of individuals uh in particular the design team has their consultants ready to go next week and I'll ask the studio
G team to jump in. They probably will in their updates down here on item six. But I can inform the committee that we've had conversations uh in particular we've had conversations with the the town's DPW office. is uh the director and the
deputy director, a couple of meetings with them and along with the Littleton youth softball and uh baseball uh individual, Dave McManis, the president there. Um uh Alyssa Day, the parks and
wreck director for the town. We've kicked around some thoughts about what they had for concerns about the site investigation. Not only the week of school vacation with the design team, engineers and geotechnical individuals getting in there doing their site
investigation so they can understand the project site and begin their design aspects, but also restoring the fields so they can be used for play uh by the town and the community. So, as you can
imagine, there's going to be some large equipment heading out there onto the field and in the in the zone, uh, doing some deep hole excavations to determine soil conditions and things of that nature along with geotechnical boring
machines, drilling holes for foundations and technical aspects for the engineers to determine again soil conditions, rock conditions, and also a geothermal test. Well, all this equipment and all this activity will will cause some um divots,
some tire ruts, some spoils, uh so to speak, to be on the playing fields. And of course, the playing fields need to be right back in into play the following day, which we're working to have a landscape company come in, who's a local landscape company right here in
Littleton of A&G Landscaping. Um, I went out, we solicited several contractors or landscape companies. A&MG is um, available. This individual, Adam, um, lives in town. He's a
Littleton resident. He grew up in Little Town. Littleton, excuse me. His I can I think his mother he indicated at the school. So, he knows the area. He played Little League. So, he's very excited about, you know, giving back to the community and helping out on this
project. So, we have that all set up, ready to go. We're looking for that landscaping activity to fall into play on Wednesday. Um, starting Wednesday, which would be like August uh, excuse me, April 22nd.
Site activities investigation begins on a little bit on Monday the 20th. And we're going to look to restore the field starting on Wednesday, Thursday, Friday of the week. And depending on how far along they get, we may have to get in a day or two then the following week. But
we've been in contact with again um parks and wreck DPW and uh Littleton youth softball and baseball on on this activity. So we're looking to have these fields restored. And um further down I
want to talk about um the uh the cost of that service. If I if you want I can do it right now, Mr. chairman or wait till then. But uh that's what's coming up for the week of the um >> okay >> flight investigations. >> Uh are there any questions on on uh the
uh activity that's going to happen next week? >> Where's the uh great a great job on on coordinating that with and uh those logistics and move moving all around. Peter, um so the the cost to do that is
approximately what 12,000. Um yes, um I have a price from him uh AMG and we we we talked through and I even did a an estimate on you know manpower, equipment, material, it's probably going
to range and I'll look right here everyone on committee members um item 7B as a town um administrator is we speaking about there's a range of costs. it's going to be time spent or time and material like we we it's very difficult
if not impossible to get a you know a lump sum cost when we don't we don't know the full extent of the damage. So we're looking to do on a time spent basis. The landscape company Adam from AG Landscaping gave a range of 8 to 12,000.
We're going to get a a skid of of of sod as well in case some of the damage is um I'll say severe. We can we can put down some sod right away and have the fields ready to go. So if so they can be used a
without injury and be used without any concern about how how the fields are acting. So, I'd be I'd be looking tonight for authorization um with a price quote not to exceed $12,000 for
this restoration work. I have a strong hunch it's going to come in less, but if we're out there doing things, we got to get the job done. Like to have some latitude to, you know, spend an extra few dollars if necessary to to get the job done and get it complete. Um we'll
be monitoring the field activities. I'll be speaking with the landscape contractor. We'll be up there from time to time checking in with him and confirming the activities and the cost of the work. So, yes, uh Jim looking for a cost uh as I mentioned not to exceed
12,000 with a range of more than likely in between less between 8 and 12, but I think it's going to come in less is my hunch. And and the the 12 will come out of um site design or site site um yeah
>> yeah it'll come out of the budget. Um it's this is this is a cost directly related to the project. It'll come out of other other miscellaneous contingency project cost which which we have a a value in there for that as well to draw from. >> Um >> Okay, great.
>> Great. Thank you. >> Thank you, >> Kelly. May I have a question? >> Sure. >> The um did is anybody got given any thought to um the park and recreations programs during the summer months at that building and once they start
demoing it? >> Yeah, that that's not happening there. that uh once um they'll be able to um do their programs uh up until maybe until this first or second week in
August. Um and then and then that's it. Then they have to relocate and they're making uh they're taking uh proper steps to identify um uh different locations whether they're doing more away games or uh with the youth sports or something
like that. But um that is an act of conversation though, Bob. Uh at Pox and Wreck, >> I just didn't want to leave them hanging if something happens. >> Right. No, no, no. They've been they've been involved um intimately involved uh all along. So, and Peter and I have had
offline conversations that I've included the the director of parks and wreck to make sure that uh there's no surprises and expect and and to make sure that expectations are are uh are identified and met. >> That's great.
>> Yes. Yes. Thank you, Jim, for that. All that connections with Alyssa. That was great. >> Yeah. Do we have any other questions before we move on? Hearing none. Uh, item five, project budget.
>> Project budget. Let me go to that. One second. I'll change my screen. Please hold. Thank you. Um, scroll down. Project budget. Um, oops. Let me just do this one second. No change necessarily to the budget. It's
the same format. Um, I've added the uh I've added the invoices that are being recommended for um approval this evening, but other than that, I still need to populate some of the recently approved um contract values. For
example, I have not populated. Let me zoom in a little bit. I'll show you real quick. Um, sorry for this in and out on the schedule. So, um, Whoops. So, as you can see here on the um category called owner's project manager,
the budget numbers here in this column uh are the values that were approved on the project funding agreement. I just haven't populated them as quote committed yet. It's still there. It doesn't change anything. It's just um doing that aspect of it. as opposed to
when I got going with the design teams values that were approved. I did take those values. For example, on here on row 166, I did take the value and I did make it committed over here. As you can see, let me uh let me uncheck this for a
second. As you can see like right here, I can highlight this right here. As opposed to committed and approved invoices and things like that. So, um that's what we've done. So, for example, here under design development. Let me go back up a page. I know I'm jumping around a little
bit. Apologize. Let's say right now the design team, which they are, they're in design development. We have a budget line item of 2.4 million. We've committed 2.4 million. And we have invoices that was submitted the last month. Uh, Studio G's invoice
number 30 last month, 150,000 over Whoops. over here an invoice tonight which is a catch-up invoice for the two periods of 796,000 which brings a total to 946 which leaves a balance of 1.5 million out of the 2.4
that's committed. So those are the kind of gymnastics or updates I'm doing. It's just it's just formulas and plugging in the numbers. It does not change the bottom line in any way, shape or form which was already previously approved which is down here. again the committed
value which is um Mr. Venuity indicated a couple meetings ago based on town meeting the 99.1 million for committed funds uncommitted approved invoices. So everything's everything's fine. Just a little couple a couple more updates on
the committed but other than that no other changes to the budget. >> Sounds good. >> And I'm ready for any questions. >> Okay. Sorry for the long-winded explanations here this evening. >> Very helpful.
Any questions? All right. Hearing none. Uh well, Peter, uh item six, I'm just going to turn it over to you. That's uh quite an item with uh >> Okay. >> Well, that's uh >> Yeah, >> you may need a break. Thank you. >> Go through this one.
>> Well, I'm going to I I think I mostly spoke about on the project updates committee members. Uh item six 6A is, you know, the OPM's activities. I think we pretty much talked a lot about that already. I won't repeat myself or we talked about these. I'll then allow u
turn it over to the designer who has some updates and here are some talking points. Um item 6B and then of course uh Gil Bane the construction manager has some talking points. So Mr. Chairman, committee members, I'll turn the microphone over to Studio G.
>> Thank you. >> All right. Thank you, Peter. So, uh, since we spoke last month, we have had a whole bunch of meetings with a bunch of different people. Uh, we already went over the, uh, what's happening on the site investigation. I
won't rehash that. On the educational side of it, we had a series of focus group design review meetings with faculty and staff over at the Shaker Lane School, and we are planning some follow-up discussions on those. So
that's primarily going to be the collaborative den spaces will need a deeper dive. Uh we'll have one on what does a typical classroom for each grade level look like. Uh we'll do one for playgrounds and we'll be scheduling one
for the uh the play field. We are also going to have some upcoming focus groups. we're targeting for after April break where we meet with maintenance and facilities people and we'll talk about some visioning for the
furniture the FFN and then a big thing that we have planned is design concepts for the school. So we have the the rooms all laid out. We have the shape of the building but we don't have any character
in the building. So, we are planning a series of meetings uh with the community, both the community at large and with the Shakerlane community in order to bring some of the character and color of Littleton, the history of Littleton, uh what it means to be a
Littletonian, what it means to live in the town, uh and how we can bring those ideas into the new Shaker Lane to really tie it to the community. So, there is a group that's been established of a group of teachers, and we're calling it the
color and character committee. Uh, they are going to be our go-to group when we start talking about various finishes both inside and outside of the building. Uh, we have an upcoming community forum scheduled. I believe the flyer is going
to go out for that within the next day or two, but the date is May 12th in the evening from 6:00 to 7:30. and we're going to be showing uh a sneak peek of what the building looks like on the inside with no no finishes applied.
Uh we're having the historical society come and do a short presentation. The goal is to get everybody in the in the forum in the workshop on the same page uh before we dive into some group activities. And in those group activities, we'll do some brainstorming.
will will listen to what uh people feel is important about the town of Littleton and use that to give us more a deeper understanding and more content for when we actually go to apply these ideas to the school.
Uh let's see here. So I mentioned uh looking inside of the school. We're developing a walkth through of the school model and it's a series of you know interior walkthroughs. One where you come into
the lobby and you look around. One where you go into the cafeteria and look around and really understand the space. when we go into the media center uh and look around and really understand that space because we both are using it to help with the design to help our own understanding of the space, but also to
give everybody else an update on where we are in the design and start to really feel what the building is going to look like when it's done. So, that is going to be our first design update that is able to be posted on the project website that we've had in a while. I know there's a lot of people in town who are
anxious for updates. So, that will be up soon and people can uh take a look at that. Beyond that, we've had several meetings that involved our subconultants. Uh we had a technology meeting. We had a
couple of security meetings. We've had some ongoing meetings and some back and forth regarding the kitchen equipment. So there's a ton of activity happening and this is normal for design development. So we're we're plugging right along.
>> Thanks. >> Thank you, Mary Lee. I think that's it. Yeah. >> Oh, no. Go ahead. >> No, I'm sorry. I'm sorry, Mr. Chairman. I just >> Thanks, Mary. It's uh great update. Uh we've been Mary Lee has been working uh
hard to uh assemble different groups, etc. so that we we really have some uh good input input on those areas that she's mentioned. So, we really appreciate that. Uh any questions uh from the group. All right. Hearing none, uh construction
manager. Great. Thanks, Kelly. Um so, again, since we've last met, um we've really gotten ingrained with the rest of the team. Um so, highlighting some of the activities that we've been working on. Um, we've been in close contact and supported SGAA and their consultants
with the planning and the logistics for the upcoming work over April vacation, all of that investigative work um that uh Studio G and their sub consultants. So, we've been heavily involved with those discussions and providing some input as well as some target areas for
um some of the the the drilling borings that we're looking for to help further refine the design. Um we've been uh helping coordinate and be a part of permitting coordination meetings with SGA and their sub consultants. The most uh probably the most critical with the
longest potential lead time is getting engaged with the conservation commission within town. Uh so our team and SGA had a great discussion this past month and some followup with Sammy Otis, the civil engineer for the project. uh and we've helped kind of refine what that schedule
looks like and when we want to start preparing documentation and submission to the conservation commission which will be coming off the DD set uh that is scheduled for this early summer. Um, we've also had a series of scope
delineation and sequencing calls with SGA and a few of their subconultants to help further support the design the design development phase so that you know the design development documents can help kind of represent how we want to buy out and delineate the scope as
the drawings further get developed. uh as well as help refine how we want to break up the public trade bid plan for the project for all the file sub bid contractors for this package for this project. Um then we also have had several discussions about the
anticipated scope to be included in that early bid package and uh we have settled as a team with one early bid packages which is going to have about six it's going to six early bid packages within that which is going to include site
enabling concrete foundations and slabs structural steel the elevator which is a file subbid package. It's important to have that elevator package as part of that so that we can as a team coordinate the rebar and elevator pit um dimensions
with the concrete package as well as potentially a below grade waterproofing package uh which is also a public file subid package. Again that's going to help support the site enabling bid package so that we can back fill foundations that if there is waterproofing scope at that location.
And then finally uh it's still a focus is early equipment release. Uh we're continuing to market, excuse me, we're continuing to monitor the market to understand what is going on with equipment. We've seen some improvement in some areas of the industry, but we're
also seeing some push and strain on other pieces of equipment that we'll have as part of this project. So, uh we are still working to potentially have a early release package for some pre- purchase of equipment. Uh and then finally, we have, as Peter mentioned and
explained, we've been going through uh several different schedule options with the entire project team. Uh that led us to the schedule that Peter presented to the team tonight and we'll bring it forward to the committee. >> Perfect. Thanks, Trip. Uh any questions
from the group? >> Um Mr. Chairman. Um, hey Trip. Uh, question. You had mentioned about some of the some of the equipment and materials. Uh, what materials uh are you are you concerned with that you've seen
going the wrong direction? >> So, from an equipment standpoint, I'll give you the good news and then some of the stuff that we're keeping an eye on is electrical switch gear. Electrical equipment. Over the last few years, we've seen that spike and that's been a really tremendous longer lead time. that
was an issue the last few years. We're seeing that trending down right now, which is good. Um, I have a few other projects that we had a very long extended lead time and once the order was placed, the lead time has been greatly reduced and we're seeing that on a few other projects as well in the
Commonwealth, which is good news. The the uptick that we've been seeing is equipment associated with geothermal and geo exchange systems. So air source and ground source heat pumps there is now a strain on that equipment because there is a lot of geo exchange work going on
nationwide. The good thing for us in this project is the design is targeting the use of ground source heat pumps in lie of air source heat pumps. Right now airsource heat pumps has a tremendous lead time almost to the point of some of the electrical switch gear lead times that
we were seeing over the last few years. So I think we're fortunate enough that we're targeting a ventilation and heating and cooling system with the geos system that targets ground source, but we're still watching those those lead times because again just the the amount of use of that equipment in those design
systems is something we're keeping a watchful eye on. So that could be an opportunity for some pre- purchase for early equipment. The other thing we like to validate is just some of the commodities, masonry, veneer, depending on color selections, etc. So, we're always kind of checking in on that.
Nothing really to be concerned there about. Um, roofing was a big issue a few years back. There was a huge spike in the roofing industry that seems to have leveled out and stayed level as well, which is really good. As well as, um, any type of glazing and openings. So,
we're looking at metal windows, storefront, and curtain wall. That's another one that always has some up and downs in the market, but right now it seems fairly stable and has, you know, traction to stay stable over the next year or so. So those are some of the high level ones that we're looking at. Steel
>> steel seems to be leveled out and and we're in good shape there too. So we're kind of looking at just the longer lead times. Uh Jim, >> great. Thank you. >> You're welcome. >> Any other questions? >> Is there anything uh Peter we need to do
on D or >> uh No, Mr. Chairman. It's just an opportunity um for both the owner, Littleton, whether it be the town or the school department or anything related to the owner to um give any updates or
things of that nature. So, no. >> All right. Thank you. Item seven, uh a additional site investigation proposals. >> Yes. Um I'll do a brief summary of these
uh committee members, Mr. Chairman. So, This item is pretty much, you know, project contracts, change orders, amendments, purchase orders, what have you. You know, kind of added cost to or not added or cost to the project approvals for cost to the project. So,
as um as we get underway with the site investigation, um there has been some um additional cost uh requested by the um site investigation team and Studio G can certainly add some additional comment, but essentially in reviewing what's
happening, they anticipate they're going to need some extra time out there more than they they initially had thought. So with the with the use of equipment, excavators and uh manpower along with the engineering team, the uh the cost um
is being requested for an additional $7,500 to perform that uh day or extra day or extra two days of service for site investigation. Uh the second one is um just a traffic study. Uh these are all under
reimburseable cost within the project as well. um pretty much under the design teams aspect. The traffic study is is something that's that has to get done. It's mandatory. Uh we we have not approved that previously. So there's a there's a cost for performing the
traffic study. Um and then there's some time in there for that. Some of it's going to be lump sum cost. Some of it will be time spent. Um and that'll be determined on on that aspect of it. And then um another little cost is the $2,500 again uh in our discussions
regarding preserving to the best of our ability without min with minimum damage the to the to the playing fields. Uh there was a conversation with the the the uh geothermal test wells and the and the
boring machines and the the contractor who's doing that. uh as you're drilling into the ground and you're you know using a lot using water and all the spoils are are coming out along with the water we certainly need to maintain some kind of management and contain it. So
we've asked them to um incorporate what they call silk socks to you know act as barriers as the drilling machine performs its its drilling to contain the the water and the spoils from the drilling to a minimum area so it doesn't
just flood the zone and cause a lot of uh extra work to restore the fields. Um Mary Lee if you wanted to say anything in addition please do. >> No I think once again you did a great job. Thank you Peter. So committee members, we're looking for
approval on on uh authorizing the expenditures of these of these of this money >> on A and B. Right. >> Right. I think >> I'm sorry. Yeah, >> Jim. Uh uh I guess the question about
the traffic study, is there a cost to that that's known or no? right here. >> 21,000 >> overall. There's the breakdown. Um >> Okay. Oh, I'm sorry. >> Go ahead, Mary. No, it's okay. Okay.
Some of it's as you can see the um they got 6,000 out of the 21,000, 6,000 isn't uh on call services as needed. But the looks like the to perform the design to to perform the initial data collection of the traffic you know looks like a
week's worth of time then to perform the design and the principles and the analysis it's 3 weeks less than 12,500. So we're looking at you know 15,000 as lump sum and the 6,000 would be time spent time and materials.
anything beyond that, Mary Lee, that I should where you can add if necessary? >> Uh, yeah, I could just add that there was a traffic study done during early study and feasibility that was a little bit of a different scope. This traffic study is focusing more on the new access
point from Shaker Lane. But in that in that previous traffic study, they also had around the same amount of money for time and materials, and I don't think they ended up using any of it. So that money would just go back in the pot once they're done with the traffic study if we don't use any of that time.
>> Right. Thank you. Now, these costs are are they equivalent of a change order or are they incorporated into the budget in some way? >> The No, they're they're they're in the budget, Mr. Chairman. Um it's just an allocation. We we're seek
Well, they're in the budget. Um they were signed They were signed in the budget as um as potential contract amendments for the design team to use on a reimburseable method or
delivery for the services to support the design. So, but we we just don't go spend it. We we seek approval from the committee prior to or authorization to move forward with the expenditures of this money. >> And if if so approved, we'll prepare a
contract amendment. um accordingly and keep it all uh tallied up and get get it into the hands of um the paperwork for the town to understand how the money spent and authorization to the design team to go ahead to go forward and we
track it on the budget. So >> yeah, perfect. Could I just add uh there is $950,000 that was already approved in the budget and the contract for allowances for this type of work. Uh so anytime we're
talking about the reimburseables, it's coming out of that $950,000 amount. >> Motion to approve. >> Yeah. >> Second. >> Yeah, it's in the budget. Sorry. Whoops. Sorry. >> Jumping ahead on this.
So are there any questions from the group before we move forward with a motion? >> Just one comment, Kelly. >> Sure. >> Um Peter, when when you have invoices like this or purchase orders or whatever, maybe it' be a good idea to
put maybe the line number that it's coming out of the budget for next to it as a reference. >> Okay. Yeah. No. Yep. That's a great idea, Steve. Thank you. Yeah, I can do that. Yes. Real fast. Uh, you can see here's the budget. I think what Steve is referring to is committee members is I
I'll take this budget line items that we talk about that the money is built in built into these line items. I will put this cost code category against this value. So when you see it, you can compare the two and connect the dots if you will.
>> Thank you. That would be helpful. >> Sure. Most certainly. >> I'll second the motion that Bob made. >> All right. Roll call votes. Sean. >> Uh, yes. >> Jim.
Jim. >> I'll go to Michelle. >> Michelle. >> Sorry about that. Sorry about that. Uh, Jim Dugen. Yes. >> Michelle. >> Michelle Kane. Yes. >> Rob. >> Rob. Yes. >> Mike. Mike. Yes. Steve Benoodi.
>> Steve. Yes. >> And Kelly Crunchy. Yes. Motion carried. Thank you. Now, item B under seven. >> Go ahead. Did somebody want to say something? No. Under item B, we've already had that
discussion uh for to expend uh funds up to maximum of $12,000. So, there are no comments. Certainly ready to entertain a motion on on 7B as well. Motion to adopt. >> Yeah.
>> Second it. >> Thank you. >> Thank you. >> Thank you. >> Roll call vote. Sean >> Sha Hearn. Yes. >> Jim. >> Jim Dugen. Yes. >> Michelle. >> Michelle King. Yes. >> Bob. >> Bob Rama. Yes. >> Mike.
>> Mike. Yes. >> Steve. >> Steven. Yes. >> And Kelly Crunchy. Yes. Motion carried. Item eight. Previous >> item eight. Um, oh, sorry, Mr. Chairman. Yep. >> Item eight. Item nine. Um, 8 n nothing
to report. Oh, number nine. I guess that's that's an open question if anybody has any new business. Excuse me. But item eight, nothing to report. >> Do we have any new business this evening? >> No, sir. >> All right. Hearing none, let's move on to item 10. Uh, project
meetingformational uh site investigation. >> Yeah, I think Mr. Chairman, committee members, we've talked about all those. It's just strictlyformational just for >> Okay. >> What I just said, nothing. Yeah. >> Perfect. Uh item 11, project invoice.
>> Item 11 is Yeah. Project is one invoice committee members, uh Studio G, uh in accordance with their contract, uh that's been executed and approved in accordance with their uh payment schedule. um looking to approve
a $796,200 as I showed earlier on the budget and that catches up for um the February invoice. They only they build $150,000. So there's a balance remaining from their projected uh cash flow project
invoicing schedule and then of course of March. So that brings them up to a total of $796,200. the OPM has worked with the the the design team. Um, we find it to be in accordance with the contract. So, we're making a recommendation for
consideration by the committee to approve this this value. Thank you. Does anybody have any questions about the amount requested? If not, uh, I'd like to have a motion, uh, to pay Studio G Architects the
amount of $796,200. >> So move >> second. >> Second. >> All right. Roll call vote. Sean, >> John, yes. >> Jim, >> Jim Dugen, yes. >> Michelle Kane, yes.
>> Rob, yes. >> Mike, yes. Steve >> Steve Anoody. Yes. >> And Kelly clenchy. Yes. Motion carried. >> Item 12. >> Thank you, committee members. >> You're welcome. Item 12. >> Item 12.
>> Yeah, that's just there in case any other business came up since the posting of the agenda, which we have none, >> unless something from the committee. >> So, our next meeting dates, uh, May 20th, 7 p.m., June 17th, and July 15th.
And uh just so for everybody to to be in the loop, my last day in the district is going to be June 30th. new superintendent uh will be on board uh prior to that and uh sometime in the
next meeting or two uh I'm going to ask uh somebody to to uh take over the vice chair position and I will still remain on uh as a member until June 30th. So I just wanted you to be aware of that. Uh
so the new superintendent will officially take over July 1st. And with that, I will entertain a motion to adjurnn. >> Motion to >> Motion to What's the delay?
>> We waiting for you, Jim. >> Yeah. I mean, it's only 7:56. That's probably why we delayed a bit, but >> Okay, fair enough. >> All right. Thanks, everyone. Have a great