7:05. I guess we ought to get started. Uh Chuck, do you have the agenda? >> I do. I'll start right now. >> Technology. >> Can you enlarge that a little bit? Make sure you can see it. How's that? >> There we go. Okay,
>> Sean, you're in. Thank you. >> Okie do. Well, hello everybody. I think those of you know me. Everybody know knows me. Um I think Sesh is on from our office and
>> Sesh is on. >> Yep. and Peter Collins and Matt McCaffrey are on. >> Yep. >> Um the one you don't see is Mark Stafford. Mark has unfortunately had a setback. >> I'm sorry to hear that. >> I will pass on his
>> thoughts to everybody. Um so moving forward um Peter Collins who's on Sesh and I will be the leads on the project to make sure that we keep a continuity through the project and we will stay as leads.
This isn't until Mark comes back. We're going to keep leading it. Mark's going to stay in the background, work when he can, help us out as he goes, but he has institutional knowledge that's going to be important to us moving forward. So, uh, he's going to be active when he can.
We needed to make sure we took the pressure off of him so he could heal. So, I've notified the MSBA of that today as well. And Steve Moore and I spoke to finance last week about it as well. So,
I think we've cleared that up. So, we'll keep going. So, please, most of you have my number and my emails. You have SESH's and you also have Peter's. Those of you that have been involved in the CM at risk, you know how that is and you know how to contact Peter. So, we'll leave it
at that. So, moving forward, I guess you have a minutes. Approve prior meeting minutes of 10:1525. >> Wish Mark our best, please. >> We will. Thank you. And just to be clear, um, Chuck, you guys are doing minutes, correct?
>> We are from this point or we started last week, I mean. >> Okay. >> Yes. >> So, if you don't, we don't have the meditates in this packet. So, maybe we didn't send them. So, I apologize for that. And, um, you may not have any
minutes to review them. >> I haven't seen them. Yeah. >> Okay. I haven't tither. >> All right. Well, that's on me. Let us skip that and we'll move to the next and I'll ask you to approve your minutes at the next meeting. We will catch up to both of them. Apologize for the
confusion as we're trying to wade through the next steps. So, we have a invoice packet to refuse to re invoice packet to approve tonight. Uh it is our basic services. Let me flip to to those.
This is our final invoice for the fee feasibility study phase. $1,8998. We have a studio G invoice. This just is the backup to our invoice that we send to finance. The same thing here. This shows that
we're fully build. Cool. We do produce paper. Don't don't don't we? I'll make it simpler. Studio G has an invoice uh for $2,000 which rounds out their contract as well
and Studio G also has consultant services contract in here for the wastewater disposal system e expert that was brought in as I recall during the early phases to analyze this the septic system
merily if that's correct you can feel for you to interrupt me. No, it goes here. >> And then we That's the That is the invoice for that individual. Plus, they're allowed their 10% markup per their contract. We reviewed it. We
approved it. We also have an invoice from Sterling Printing. This is for the postcards mailed out to the town of all the citizens of Littleton regarding um the project. This
is the final invoice for all of that service as well of $4,67245. So with that, Mr. Chair, I will leave it to you. >> So Chuck, I assume this all falls within our approved bud budget. >> It does. I can go back to that budget.
It's on the next page actually. Excuse me. >> Okay. >> Yes, it's all included in your full budget. Um we've already established the budget for the next phases and we can discuss how that gets incorporated going forward as we look into the the next um
contracts that have to be approved by the town. >> All right. So um given the uh >> Michelle's got invoices that have been uh presented uh I'll call for roll call vote. >> Actually Michelle has a question. Steve
go ahead. Steve, if you want a total on that, it is 10,08295. >> Thank you. >> Any other questions? >> Is there a motion to approve? >> So moved. >> Second. >> Kelly made motion. And uh who who
seconded? >> I did. Steve. >> Okay. Steve. Roll call vote. Kelly. >> Kelly Clancher. Yes. >> Uh Sean. >> Sha Hearn. Yes. >> Steve Venudi. >> Steve Venudi. Yes. >> Mike Scodudo. >> Mike Scodudo. Yes.
>> Michelle. >> Michelle Kane. Yes. >> And Steve Moore. Yes. Motion passes. Uh, next order of business, >> Studio G's. Usually on agenda is the Studio G design update. Don't believe there is one at this point.
That's correct. The design remains the same as last time we talked about it. [laughter] >> Not a bad thing. We're really excited the next stages. >> I do want to congratulate Maril Lee for a good uh a great uh presentation at 10
meeting. >> Thank you very much. I appreciate it. And we are so thrilled that it passed with such overwhelming support. >> It did. Yeah. >> It was incredible. Can I just make a quick note, chair? >> Sure. I went back and looked at all the
work we did and there were some comments about, "Wow, what a landslide. Wow, you know, what were we so worried about and I just want to thank this committee because I counted up the events that we've had and we started in February in 2024. We did nine tours. I did, you did some
of many. We did nine school tours, three community forums, two presentations at Elder Elder Human Services, two town meeting presentations. We did two or three joint Shaker Lane School Committee, Fincom, Select Board, PMBC,
three plus podcasts that Kelly's done, I've done over [snorts] 23 events that we did. And it wasn't for anything more than that hard work that we all put into it that those numbers were so incredible. So, I just want to thank this committee and it was just when I
looked back and was like, how much did we actually do? We did a lot in just over a year and a half. So kudos to >> plus mailings and yard signs, >> right? >> Mailings, yard signs. >> Yes. And yeah, we we worked hard and it
certainly paid off. So thank you Michelle for mentioning. >> Yeah, thanks to everyone. >> Uh go ahead, Chuck. >> Uh budget update. We talked about that. That was on the previous page. Um this rounds out your budget. you have a balance left of uncommitted funds of
$12,000 $12,949. Uh we've confirmed that we've reviewed it. We've done our own internal audit and Michelle and I in finance. I will review this with her after the holiday and we'll go through and make sure we're
both on the same page. She and I did discuss with the treasurer how we're going to manage budgets and finance going forward. and I'm actually going to come out and sit with them if that's okay and we'll go through it together. We have a tried
andrue process that Peter and Sesh and I have worked on for years on how to handle the budgets, how to handle invoicing and how to handle uh propay. So, we will be doing the propay. We will be sending the information on to the
town once what the process is is once you approve invoices at a at a meeting like this the very next day we'll code those and send those on to the town for approval I mean for for payment once those are paid they will send the the information we need back to insert it
into propay we'll put it in a propay we'll produce the forms get them signed and ship it in we will be doing that monthly and each month I committed to Michelle and to the town that we would go through the budgets together based on the review of this and also what's coming up is the
cash flow that we are uh we will do we will as part of our monthly reports do an updated cash flow every single month that helps the town understand how best to borrow its money as it goes forward. Right now the cash flow is based on what we know today and it's kind of a flat
curve. It's not the curve we like to see but that's based on where we sit here today. Once the CM gets on board, we work with them to develop a more realistic cash flow go going forward. >> And I want to thank Michelle and Robin for [clears throat] staying after school
Friday for our meeting at 1:00 with Chuck. >> Yeah, >> I think it was a very productive meeting and uh I thank Chuck for the uh you know his guidance on that. >> No problem. Glad we could do it. >> Want everybody to feel comfortable with all of this as we move forward. It just
makes the process a lot easier. Yes, thank you, Chuck, for um talking to us Friday. And uh Robin's actually on the call that she's not as a panelist, but she's listening in. So, that's good to hear that we will kind of uh get together before the ball really starts
rolling and set up a path forward. >> You got it. Glad to do it. Our office is close anyhow, as you all know, so it's a lot easier for us to get over there. The schedule, this is the schedule as it exists. um just a few days days ago. The
schedule hasn't changed much. I'll zoom it in because it's even on my screen. It's hard for me me to read. Um we are at this stage right here. Obviously, it's at 11:119. So, we're right in here in the CM at risk process.
Um we can go all the way back. I won't go all the way back, but I'll let Peter talk about the CM at risk when that comes up. But the schedule, we're still tracking right on schedule. But we're still ready to move into design development once we get contracts signed. And then these are all the milestones we'll have going through
design development. Going forward, we'll move into the design phases. We have milestones of 60% construction documents. You'll see here that there's a MSBA required submission of the 100% DD set,
the design development set, which we very versed at submitting those. Um, we push really hard to make these schedules 60% set and 90% set. All of these have milestones for submissions into the MSBA. And then the 100% before you get
into bidding with the filed sub with the [clears throat] non-filed subcontractors and the qualification of filed subcontractors. We work with the CM on that. So, this is all based on our schedule as we see it today working with SGA and uh, Studio G. Yes, excuse me.
and um we'll move forward with the CM once that CM is hired to make sure that they're in line with the schedule and make any any um adjustments that they think they want. My I can tell you SES will laugh at this. We've talked about
this at great lengths. CM's going to want to push the schedule and accelerate, move faster. So, we will work with them on that. We don't have to do that. If they don't want, if it makes sense, we'll start we'll sit with Studio G and say, do you think you can meet
these dead deadlines? If they say to us, no, we can't for these reasons, then we'll go back to our original schedule, move forward. But just to give you a heads up, the CMS do like to be aggressive, and I personally don't mind them being aggressive, but we want to do what's right as well. We won't rush
things just to rush things. So, Chuck, I don't see on here, although it's pretty small. Um, I think uh Robin Melani from MSPA
reached out and asked for the project scope and budget agreement. >> Yep. And that's back here. Project scope and budget conference project funding agreement. The project scope and budget agreement is also on the list to talk
about coming up. We talk about it now. >> Okay. >> Has been submitted to the town. We reviewed it at great lengths. We went through every line to make sure it all matched everything that you've approved, everything you've done, and it does. We sent it on to Jim. Jim responded today to Robin that he's getting it signed in
the next few days and that'll be forwarded back to the MSBA. Um, we don't have to sign it to he doesn't have to sign it. This is all about your agreement with the MSBA. From that, they will produce what's called the budget funding agreement. And the only thing
that Jim needs from that is to provide a copy of the certified votes that he can get from the town clerk that are required as part of the project funding agreement. Believe it or not, those usually take more time to get than anything else. Um, so that we can get done and submit it and then the project
funding agreement starts. Um, this is sort of an aggressive schedule saying it'll be done by 12:15 with the holiday in there. I'm not sure that's accurate, but that doesn't mean that anybody's going to sit down and wait. We're going to keep on going once we get contracts in place.
So, that's where we sit. So, we're right where we want to be. >> If I could just chime in on those uh certified votes, we had to submit those for our tax rate. So, we have the copies of those in accounting to our office.
>> Okay. >> We'll work with Jim. >> Perfect. That's great news. Thank you. I'm finding out that you're the person to go go to for all things town hall. I appreciate [laughter] it. >> Yep. >> That's fantastic.
All right, moving on to the to the agenda. We also have an update from Peter Collins who's on about the construction manager at risk process. Take it away, Peter. >> Good evening, everybody. How you doing? Uh, Peter Collins here. Um, working with
Chuck Shesh and Mark Stafford. Yes. Um, I've been kind of chairing or administ I shouldn't say chairing, that's a bad word. Sean is the chair of the pre-qualification committee for the [clears throat] construction manager at risk. We've had uh we've had five
meetings to date. a recent meeting this past Monday on the 17th where the committee was able to shortlist the CMS down to six from a total of
eight. So we have six construction management firms that have um advanced to the next stage the RFP request for proposal stage. Uh, all eight firms, excuse me, all six
firms have been notified in writing that they've been advanced to the next stage. There's been some communications but from myself to them by way of email and phone calls. As of today, the requests for proposal and all the related
attachments that goes goes along with the proposal have have been uploaded to the um online post which is project dog and all the firms most of the firms I should say have confirmed that they have
been able to download that information and they're all excited and ready to move forward into preparing ing their proposals and submitting them which currently is December 5th for the submission
deadline. Uh I've been working with uh the school department. Thank you, Superintendent Cleny and the principal. For tomorrow, Thursday, November 20th, at 12:45,
there will be an on-site briefing session for this construction management firms to visit the site to meet and greet um the OPM, the designer, uh anybody from the qualification committee
who's going to be attending and for to have them familiarize themselves with the project grounds, the surrounding area, the neighborhood, the streets, and for an opportunity for them to ask any questions in person, which is
fine. We're going to establish a uh a deadline for questions to be confirmed. We're thinking right now it's going to be December 2nd when all questions will be um shall be submitted by. That'll give us a couple of days to
respond back to the firms so they can submit their proposals by the 5th of uh of December. After that the committee will have the proposals
from the CM firms to review and sort of score the technical aspect of the proposal which there will be two of two aspects or components I should say of the proposal. One is a technical and the
second is a price proposal. We're currently thinking and yet to be determined when we meet again with the qualification committee which the next meeting for the qualification committee is the 2nd of December.
At that point um we'll determine when we are truly going to be interviewing if if we don't determine before then. But the deadline for the qualification committee is to bring to the this committee, the full building committee,
a recommendation at the December 17th meeting. So, we're contemplating um when to have the interviews, the interviews for the CM firms, which will be six interviews. By the way, all six firms who are
submitting the RFPs will be interviewed. We're not sure exactly the date and time, but it could be anywhere December 9th, 10th, or 11th, or it could be December 15th and 16th.
More than likely, it'll end up being two nights of interviews with each night comprising of three CM firms being interviewed. At that point, the scoring should be completed by the qualification committee
with a recommendation um as suggested here to bring to this committee um on the December 17th meeting. I'd like to thank the qualification committee. Um they've worked hard. We've met five times. They've made um some
good decisions. They've done a a stellar job in reviewing the RFQS [clears throat] and providing scoring matrixes and tallying up all the scores to the consensus score sheet which um
netted out a a nice result of the scoring. I I feel um was was pretty balanced for the most part across the board among the committee members. Um it's quite a process to to to go through this and we're only halfway through. U
the next part is going to be a little more rigorous by way of reading the technical proposals and then of course evaluating them and then evaluating the price proposals thereafter and probably more importantly uh the interview
process themselves which I would anticipate is going to be at least 1 hour per firm. So that's six hours of interviewing followed by a couple of hours or reading up on the on the proposals and then the
scoring sheets thereafter. So the qualification committee um has done a stellar job like I suggested like I I've said here u putting forth the effort in the time. >> Uh Peter I have a couple of questions. Are the are the scoring sheets available
for the committee to review? >> The consensus scoring sheet from the RFQ stage is available. Yes, I will prepare that and send that out to the full committee. >> That'd be great. And also
December 5th seems uh like not enough time given Thanksgiving. Do you anticipate requests to extend the uh RFQ submission? >> I hate to say that early because it just
kind of started, but more than likely probably yes. Even though I've spoken with the CM firms, they've all said, "Okay, we'll do what we can do." Um, and that's why I think again it's up to the qualification committee to make the
determination if we need to extend it. Um, that's why I'm thinking potentially we would extend it to the 10th of December >> and that would give the qualification committee [clears throat] the 11th, 12th in the weekend to prepare for the
interviews on Monday and Tuesday the 15th and 16th again with the with the main goal of bringing forth a selection at the next full building committee on the 17th of December.
It's been my experience having been you know on the on the side where I was preparing the RFP uh that when you rush it you don't get the quality that you would if you have sufficient time to uh you know prepare a
a good uh response. So I would expect, you know, some firms requesting an extension. >> I And if that said, again, I think Mr. Chair, I think the committee would certainly want to have those submissions
no later than the 10th of December. >> Agreed. >> Thereby thereby giving them a couple of days and the weekend to comb through each of them and then prepare for the interviews the following two business days.
again with a goal of bringing forth a recommendation on the 17th of December to this committee. >> Yeah. Just looking for some good quality uh responses. >> Sure. >> Uh before you keep going, I have a
question. We have an attendee, Jim. Is that Jim Dugen? Okay. Because if it's Jim Dugen, I'll promote him to the panelist. Apparently not. Okay. Thank you. Sorry for the interruption,
>> Mr. Chair. Uh that's that's pretty much the uh the summary of the construction management at risk uh selection process to date. I'm available for any questions from the committee. >> That's [clears throat] great. And I appreciate the committee's uh time and effort.
>> I know it's uh having been through it, it's uh a lot of work. >> Certainly is. >> Steve, uh Jim, that is Jim Dugen. >> Okay. He didn't have his last name, so >> yeah, he just texted me. All right, I'll
sorry I'm all right, Steve. You want to move move on? >> Sorry about that, Jim. I didn't know it was you. >> Yeah, let's move on, Chuck. >> Okay, the next item on the agenda was the discussion of the hour in Studio G's contract extensions. Um, the numbers,
uh, we're in the process of that. There are a series of forms that we have to fill out. There's a series of approvals we have to get. Uh we are getting ours done in the next day or two. Um and then what we'll do is we'll forward that on to Steve, you as the chair, and others
that need to review it. Um the numbers are very clear. They're included in the um in your project scope. I mean, in your budget, so there shouldn't be any surprises there. Same with Studio G's. Studio G's been working on, I'm sure
Merly can again, correct me if I'm wrong, has been working on getting their subcontractors or their subconsultants, excuse me, um, lined up and getting their fee proposals together so we can review and coordinate that with them. Um, and then we'll review it before we
forward it on to you. Again, the numbers are within your budget, so we'll review them that way to make sure that they're in compliance. Um and um then it's just like I said a series of MSBA forms that need to get submitted. This doesn't go
to the MSBA for approval. It goes to the town because it's a contractor is with the town but it's on a MSBA format which we will then forward to them and then that will kick off getting all of the budget lined up within Propay. So
there's a series of things that happen through most of next month and into the 1st of June January that help us align all these contracts and set up the budget within Propay within our within our house and within the town. So again, by the your meeting in January,
everybody should be all set and running and ready to go. We're hoping I'm we're hoping to have our contract in front of you on the 17th for your next meeting for approval um after it's been reviewed by everybody that needs to in town hall
and with the chair. So, uh I'm sure we can meet that within Oh, she's got her hand raised. I was just going to ask her. [laughter] >> Yeah, thanks. Uh, I was just going to ask you to speak a little bit about the timing of the contract extensions in
relation to the project funding agreement. >> Yes. Um, project funding agreement, the contracts need to be in place as part of the project funding agreement. it I've I've done it without but they prefer to have it done as part of um so that's why our
push is on now to get our contracts lined up in the next few weeks so that that doesn't hold up the project funding agreement uh the project of funding agreement is just that it's your agreement with the MSBA on how much they're going to pay and without that
the propay can't be fully set up contracts can be in place but we want it all to happen at the same time so again we're doing propay monthly So the cash flow comes through the town as it should and not hold up any payments as it
related to borrowing. So but that's a great >> I have a question for Steve Venudi and Michelle. Do we do we need to have funds encumbered for this uh for this agreement to go to the MSBA?
So, um, the vote, the authorization to borrow with the votes covers that. And in speaking with Robin, Robin is actually on the call, but she's not in as a panelist. Um, in speaking with Robin that that she said that the town
has the funds to cover until they borrow. >> Got it. Okay. Thank you. I'm bringing Robin in. So, hold on. Yeah, she should be in.
Robin's in. if she wants to say anything. >> I'm just going to have to work with bond council to get a green light letter. So, I'm going to have to start that process now that we have the vote. >> Okay. I'm not quite sure what that means. [laughter]
>> Don't we're I'll start the process. Don't worry. We're okay. >> As long as we're okay. That's [laughter] all I need. Steve knows what Steve knows what that means. >> Okay. I don't. All right. Uh Chuck, anything? Uh
>> yeah, the next the next thing now we've got Jim on, but I think I've reported what Jim has sent us all and sent to Robin. Steve, I think you get a copy of two that the scope and budget um >> the scope and budget agreement is floating around the town getting its final signatures, which is fine, and get
it sent to Robin at the MSBA. I've corresponded with her about it. Jim has two and she's good. And the only thing, like I said, she needs is a certified vote, which sounds like you already have in place. So, that's great news. And then from there, like I said, we'll start to kick off the funding the uh
project funding agreement, which we'll have a little bit of input in reviewing and reviewing with the MSBA. So, which we are very familiar in doing, not our first time. Um, Jim, if I covered it, great. If you
have anything to add, >> he's having audio problems, so he's not going to be able to answer you. >> Okay. >> All right. And the next item was cash flow. We discussed this with Robin and um Michelle regarding cash flow. This is
the cash flow as it sits. I love Robin's question. Not just saying she's on here, you're good with this. And I said it, wouldn't it? come come come to you from my office if I wasn't. So that's how we work. Peter and I we um we check everything that goes out the door. So uh we're very comfortable for this. Again,
this is a snapshot in time. We will update this monthly and this is as you've seen before. This is what it looks like going forward. It is a flat cash flow at this time because it's what we know today based on what we know today. Um, we're going we're working on
creating this better cash flow chart so it shows what we're tracking each month against what our projections are because the best way to see how you're doing on a project is to see how the money's flowing as everybody knows. So, um, we're working on cleaning this
up to make it sure that it matches with what we actually spend each month as well. >> And this will change this will change slightly once we get the SEMA risk on board. Correct. They'll have a they'll have a better understanding on how they'll have a better understanding, but
not a pure understanding of what how they expect to build the building and how the money will over time over the next 12 months or less, how the money should be spent against that cash flow, >> right? >> Um they also are required under their
contract to provide us a cash flow document for the construction monies every single month. It's part of their requisite issue process that's required and what we do is we work with them to make sure that ours align theirs as it relates to the construction phase
and then we do the rest of the C categories in the budget which are the top of this sheet here. We talk about conting agencies project cost miscellaneous project costs which we're going to expand this to each of these categories is broken out and um go from
there with it. So, Mr. Chairman, that's all I have. >> Any other questions? Uh, let's see. Yeah, I think we've covered everything. So, that's great. But, uh, started 5
minutes late and we're, uh, only 25 35 minutes in. That's great. So, no other questions. We will see with the next meeting. >> No, you have one hand raised from Rob Rouse. >> Yes, Rob.
>> Hold on. Rob, you there? You need to unmute. >> Yep. Thank you. Uh, can you you can hear me now? >> Yep. >> Okay. Thank you. >> Name and address for the record, please. >> Yes. Rob rounds 25 Juniper Road. Appreciate all the efforts and want to
continue the positive, you know, momentum that you folks are responsible for and appreciate all the work you've done. Um, might this might be extraordinary. It might be normal. I don't know. I believe you're in detail design is underway. I think there were a
number of groups that were spoken with that I'd like you to consider uh going the extra mile and reaching out to them. Included would be a butterers that I personally spoke with as recently
as the town meeting who are very interested in details like where will the new construction entrance be, where will fencing be, those sorts of things. These are people that aren't necessarily a Butters in the legal sense, but rather
a Butters that I call them a Butters. They're residents on both sides of Shaker Lane. I would encourage you and request that you reach out to them, hold a specific meeting to to consider their input and offer them what information
you have and welcome them to the to the table. they were all supporters of the project and I I feel that awareness from you folks and reaching out would be helpful. Similarly,
uh a couple of town multimember bodies that that seemingly want things or want to make sure that they're heard and yet I find them not necessarily willing to take the same step that I'm asking of you. And this would be uh park and recck
commission as well as the disability commission that if you could consider um sending them a official letter asking them to participate in your detailed design with whatever time frame you think is appropriate for your work. I'm
not trying to interfere. rather I'm trying to put them in the mode consistent with what I spoke with them over the last several months and make certain that they're at the table because I'd like them to I'd like them if they want to be at the table to
present themselves at your table um to be considered with whatever they want to pursue with you folks or with Mary Lee specifically with regard to the detailed design. So that's that's my request. Um
ask for your consideration. Thank you. >> Uh those are good comments, Rob. [clears throat] I also uh ride the train within a butter and uh we speak constantly about traffic control and
impact to uh you know how the how the construction is going to impact his life for the next uh few years. So, uh, you know, I'm I'm totally on board with all that. Um, we've also, uh, included the
building commissioner. Uh, we've invited him because he's a, you know, integral part of this, uh, conversation. I don't know that he logged in tonight, but uh, yeah, >> he is. He's on the meeting. >> Oh, he is. >> Yep.
>> Okay, good. Welcome, Henry. >> Let me promote him. Let me bring him in. Okay, there he is. Henry, you muted as well? >> Yeah. Okay, he's there.
>> Okay. Well, uh we've uh included him in the uh invite because uh it's important to have his participation in all of this as well as uh the uh other departments that you mentioned, Rob. So, we'll do
that. >> Thank you for the invitation. Well, I think it's a a mutual benefit to have you involved. So, um, any other questions?
>> There's nobody else with a hand raised. >> Who does? >> There is nobody else with a hand raised. >> Okay. Is there a motion to adjourn? >> So moved. [clears throat] >> Second. >> Okay. Okay, I'm going to assume
consensus and uh thanks all for your participation.