Welcome to the uh Shaker Lane School Building Committee meeting for Wednesday, um October 15th. I'm going to uh Has everyone had a chance to look at the meeting minutes for the uh September 17th meeting?
>> Hi. >> Hi. I can scroll through them if you'd like. >> Oh, perfect. >> I'm scrolling too fast. Let me know. >> Yep. Look good to me. >> Any comments or
corrections? Is there a motion to approve? >> So moved. This is Kelly. >> Seconded, Bob Rley. >> Okay. Roll call vote. Kelly. >> Kelly. Yes. >> Michelle. >> Michelle Kane. Yes.
>> Uh Steve Benud. >> Steve Venudi. Yes. >> Sean. >> Sha Hearn. Yes. >> And Ste Mike. >> Mike Scanudo. Yes. >> And Steve Moore. Yes. Thank you. You left me out, Steve. >> I did.
>> Yeah. >> I'm sorry, Bob. >> Yes. >> Okay. Motion carries. Um, Peter, you want to take it from here? >> Be happy to. Thank you, Mr. Chairman. >> Thanks.
>> Okay. Um, good evening committee members. My name is Peter Collins. I'm with Turner and Townson Hury. I'm kind of filling in for Mark Stafford in his absence. Uh, working with Chuck, Adam, Cheresh, and Matt McCaffy. I'll I'll try
to um scroll through the the agenda this evening and show you some of the um the slide decks here. So, the next item on the uh bud on the agenda was the budget. no real change in the budget. There is um you're probably familiar with this
format that you've seen in the past. I'll kind of scroll through there. We have one invoice this evening from Studio G for $2,000 that I've highlighted here, but I will go to the bottom. It appears
this appears to be the uh the balance of monies remaining out of the 1,85,000. Looks like there's uh approved invoices a million69 and appears to be 15,432 in the balance remaining of committed
funds. And uh I'm not sure that's all going to be spent. Maybe somebody else can uh fill me in or offer any other uh information to the committee. It is Steve Venudi. Can you at some
point whether you or Chuck or somebody get in touch with Robin Healey, the treasurer at Littleton? >> Mhm. >> Because there seems to be some kind of discrepancy between this report and what the general ledger is showing.
>> Okay. Certainly can. I mean, it's it's not a huge amount, but it it still should tie out to what we have. >> I agree. Yeah. Agree. >> Was the Studio G uh invoice submitted to
accounts payable? >> I'm going to defer to others. Um I was not necessarily myself personally part of that. >> Yes, it was. This it was. Thank you, Kelly. Okay. And as uh
Turner Townsen is recommending payment, >> we are put invoice on the screen now. So, this uh zeros out uh studio G. >> Is that correct? >> No, it still leaves $2,000.
Chairperson, but it total bill is 288, prior was 286 and this is 2,000. So leaves $2,000 more. >> So Shesh, this will zero out what we owe Studio G >> after
current invoice will still leave $2,000 in balance. So it'll be if you go back to the budget, uh, Peter, so this is still 64 build is 648 and you
got $2,000 still left there. This 2,000 is on number 27 is included in this six this column here 648 and then 2,000 is balanced to you know for the next month.
>> So in other words, we will have paid studio G in full >> except for the last $2,000. >> No, there'll be one one one more invoice, Steve. >> Oh, okay. That's that's not the one we're voting tonight. >> That's that's correct. There'll be one
one more invoice and we'll have one one more invoice. We do not have an invoice this month and that's on us. That was just because Mark being out, we're all trying to pick up. Um so we'll have one invoice next month that'll close out our contract as well.
>> Okay. So the um amount of Studio G's invoice is $2,000. Are there any questions? >> Is there a motion to approve Studio G's invoice for $2,000?
>> So it >> Kelly second. >> Okay. A roll call vote. Kelly. >> Kelly Clencher. Yes. >> Michelle. >> Michelle Kane. Yes. >> Uh Steve. >> Steven. Yes.
>> Not forgetting Bob. Bob Rumble. Yes. >> Uh Sean >> Shaurn. Yes. >> Mike. >> Mike. Yes. >> And Steve Moore. Yes. Motion carries. >> Uh go ahead, Peter. >> Thank you. The next item on the um
agenda is the schedule. The project schedule. >> This was included in the package. I will zoom in and out a little bit so it's easier to read. I've kind of I've highlighted the yellow section which is pretty much where the
project is today and where the project will probably land for the balance of the calendar year. I'll zoom in a little bit again. Excuse me. I'm going to essentially say it appears the project is getting ready for town vote. As I'm sure you are all well
aware, we are also in the middle of um I shouldn't say the middle. We are underway with the procurement for the construction manager at risk. The package, the RFQ has gone out. It's on
the street. We have um if you don't mind, I'm going to jump to this screen real fast. This is the plan holders list as of today off project dog who is bid hosting the
RFQ. While there's a series of names throughout this plan holders list, I just more or less extracted and made a list over here on the side of who the con construction managers are. It
appears there's 12 construction managers that have requested the qualification package. We certainly hope all 12 submit, but that's a good listing of contractors who are expressed interest in this project.
I'm sure some of you are familiar with many of these names. Some of them, one or two, maybe not so much. >> Looks like Mike has his hand up. Mike Scadoodle, >> it's only 11. Uh, number seven is me. I'm not bidding.
I just accessed the plans. >> Oh, it says kind. Okay, thanks. >> What was that? I I missed that. >> No, I just I accessed the plans. I just wanted to see the
>> Okay, so I'll go back to the schedule. As you can see here, pretty much on rows 157 through 175, it's kind of a breakdown of what we see as the sequence of events and the timelines for the construction
manager procurement stages. As you may or may not know, there are two stages. There's the request for qualifications stage or step one. Then there's the request for proposals. Those are the
contractors that get selected after the qualification stage and there's a whole another process there where they submit their proposal. There is um another review process by the committee and then there's interviews and then there's selections
and then there's um notices thereafter. So, we're looking for that whole process to pretty much take place from now through December 11th, as shown down here on row 171, when the qualification committee would
bring forth their selection to the full committee for approval. I'll pause for a minute. Um, I know there's committee members on the call here this evening. There's been some emails sent out. There's a meeting
scheduled for next week, kind of a kickoff or the initial pre-qualification committee meeting to kind of go through the process with the committee, establish some processes, I guess you could say, and
continue to move forward with the um review of the qualifications, which the deadline is Monday, October uh 20th at 2 PM is when the contractors or the CM firms
deadline for their RFQ is uh is reached. Um Sharesh, do you have anything you want to throw out uh or add to the conversation? No, I think you pretty much covered it all. And just to go back to the list, the other one would be J&J and Lee
Kennedy. I'm told they're doing as a joint venture. So those that one I know for sure. >> I heard that as well. >> What was that? Can you clarify that >> the the two companies J&J and Lee Kennedy number eight and number nine are
doing a joint venture? >> Oh, joint venture. Okay. >> Yes. >> Thanks, >> Steve. We got Karen Morrison and the attendees. I don't know whether you want to let her in. Uh, well, I'm not quite sure how to do that
at this point. participants. If >> you click on attendees and then if you hover over her name, you can promote to panelists. >> Oh, got it. Okay. >> Are those the interviews going to be virtual or are they going to be in in
person? >> They're in person. We don't I I've not heard that the IG office I guess you could technically appeal and ask them to do it for virtually, but I've not heard that
they've allowed that yet. >> Yeah, you really want to have ver uh inerson presentations. >> You want to meet the people, as I've said before at a previous meeting, you really want to meet the superintendent they bring in. You want to meet the
project manager they bring in. You want to hear from the people that are going to do your project. You want to see them in the face and you want to get comfortable with them. It's a lot e easier. I mean, it's if if an interview is all about the owner of the company, then you're going to miss out. So,
that's why they're always I think it's even written it'll be written in the RFQ for interviews that even they need to bring those people. >> It's like when we interviewed the OPMs. >> I mean, uh >> Exactly. Towns and Harry
>> Y >> um blew it away in their interview. Uh you're very kind. Put them through the ringer like you put us through. That's what you want to do. >> Hey, Mr. Chairman, if I may add, I think
the we did have a couple of the CMR selection during the early part of COVID or virtual, but after that it's always been, you know, in person. And I agree, we should do it all in person. Thanks, Sheresh. Go ahead, Peter.
>> Thank you, Mr. Chair. Uh, so those are sort of the highlights. I won't go through every line item here. Um, are there any general questions? If not now, I'll continue to go forward. We can come back if there's further questions. This was in the package, so you should have
it at in your email if you need any more information. Um, okay. The next item, um, item 2 C, as Chuck mentioned, there is no invoice from the OPM, Turner Towns, and Hury.
Item 2D, we just discussed and approved the Studio G $2,000 invoice. There was an item here. Apparently last meeting there was a question about the David cartoonin video services the $2400
cost. Is there any conversation on that committee members or Mr. Chairman? >> I think we uh we approved that, didn't we? >> Yes. Yes. Yes, we did. Uh >> was just a bill building billing address, wasn't it? >> That's correct.
>> Oh, yeah. building address to to Littleton. >> So, we we submitted another invoice with the town of Littleton build for it. >> Yeah, I left that on the agenda just so that you knew that that had been resolved. There's no action needed by by
by you all. >> Well, perfect. >> Good. Okay. Thanks. >> I guess we'll move to item 2F, advanced wastewater operations, septic system options. uh some discussions.
>> This I put on the agenda because there was some discussion about this and it came up in a meeting we had with the finance department on this um call a week or two ago. Sesh, you want to add anything to that? We did receive an invoice through Studio G just yesterday
for it. So, we're not asking you to act on it because there's not been enough time for you to review it previously to this meeting. So, we'll bring it forward at a next meeting. We just wanted you to know that that was out there. >> Yes, I had spoken directly with them and they said they were supposed to send us
the invoice last week, but they took pretty much a whole week to put it through. So that's why it did not make the agenda item. >> Yeah. >> And if I while we on the on the uh discussion for money here, if I may
just add, Mr. Chairperson, uh Mr. Chairman, regarding the question that uh came up with the town, we did have a meeting with the town regarding that one invoice for the printing that was submit was monies were assigned to this project
and when we met with Robin they they want to get back to us and see if they want to use this project or they want to use some other funds to uh pay for that. So that's still out there. it can be assigned to this project later on but only thing would be it will probably be
a non-reimburseable you know uh from the MSBA not quite sure I got all that but uh any questions >> okay go ahead Peter >> thank you Mr. chairman. Item three, which with respect to the construction
manager at risk, um the process, we did touch on that a little bit. Just another opportunity here if there's any questions on up and cominging um processes or steps. Uh again, the pre-qualification committee has been established. We are currently looking to
schedule meetings next week to kick off the um the process. And the RFQ's submission deadline is Monday, October 20th at 2:00 p.m. at which time when the committee meets, there will be um a
distribution of the RFQS for the committees to start to review them, to score them, and to rank them, and then move on to the next step, which is the um request for proposal. again. Um, just to share that list
again, here's the names of the firms pretty much with respect to contractors. Um, and here's the entire list of plan holders to date. Some of these are they're not general, they're not construction managers. Some of them are
um subcontractors. Some of them are advertisement companies. Some of them are roofing companies as you can see here. But nonetheless, um I'm going to say um it's a strong list of um plan holders who have um requested
the documents and hopefully they all submit because it'll be good for the town to have an opportunity to review these firms which are all strong firms and should be able to deliver a project quite well. Okay, I'm going to keep moving here.
Peter, if I could weigh in on one thing. Um, >> sure. >> Michael sent us an email and disclosed that he had worked for two of the firms that picked up drawings. >> We appreciate you doing that very much,
Michael. Wasn't actually necessary, but I like that. >> And um, it just is good for the record. So, should anybody ever make a a complaint or a bid protest, we can say that it was fully disclosed and
discussed and that's the end of that story. So I appreciate that very much. >> Agreed. Yep. Thanks, Chuck. >> That is great. >> No problem. >> That's good. Thanks, Michael. >> Okay. Um, back to the agenda. Item four,
Studio G. I guess there's a couple of items. I think this is your turn, Mary Lee, to have a few words. >> Yep. So, uh, there is a flyer that I pulled together and I'm hoping that this can really take some of
the burden off of Steve Benood's presentation so that he can spend the I believe we have 10 minutes for that portion of it. Uh, so that if people have something in front of them, they can just read it instead of Steve having to say it all. Um, I'll share my screen here.
So on one side I have the language of the town meeting article and also the ballot question as well. I'm hoping that this can get printed and then start to distribute it uh ahead of the town meeting. So um that's that
would be up to the town um to print it and put it around places, you know, maybe library or senior center or wherever. But uh as soon as there's no further comment on this, I can PDF it and send it over. And then on the back side is some just
questions that are really what seem to be the things that people seem to be most interested in over the course of the last several uh community forums and question and answer sessions that we've had. I also have on here the comparison
of if it passes versus if it doesn't and a proposed schedule although we all sort of know that once we get the the CMR on board that's subject to change and then sort of this area in larger font is sort of the uh if somebody doesn't have the
time to read the whole thing if they focus on just this then they can get a good overview. So, um, I can we can talk about it now. I can leave leave it until the end of this week if anybody wants to email me additional changes to it. Uh, but then I can just PDF it and send it
over. >> Is this something that would be handed out at town meeting that uh people could use as a reference? >> That's the intention. Yes. So, understanding the lighting level in
the uh auditorium there, maybe we don't want to have a dark background against these uh no vote, yes vote, so it's easier to read >> that's right here in the yellow. >> Yeah. Yeah. >> Okay.
>> Just a suggestion. >> Yeah, I can do that. >> Or a lighter a lighter background. You know, the lighting in there is not great. Mhm. >> Okay, good to know. >> Looks great, Mary Lee. Love the content. Thank you for doing that.
>> Looks looks great, Maryly. I I've already sent this out uh via our communication system. >> Okay, great. >> So, hopefully people are getting a chance to look at this before the town meeting. I know the town has sent it out as well.
All right, I can stop share if there's no other comments. >> Okay, do I have to reshare? >> So then on the town meeting presentation, I believe Steve Venudi has that portion handled and then we're meeting with uh Kelly and Michelle next
week to see about the threeminut portion. set is to go over the the design and the educational impact. So, no update on that as of now, but we are uh it's in the works.
>> So, can I Kelly when you do finalize what you're going to be speaking with >> about uh maybe you, me, and Karen should get together or Justin. Yeah, we'll include Justin >> so we know we're not going to step on each other's toes when we're out there.
So, it's >> No, for sure. Uh Justin uh has already put some thoughts together on paper and I'll be sharing them with Mary Lee when we we meet as well. Three minutes isn't a lot. So, >> we have to make sure every every word we
use is impactful as as possible. There is a correction in terms of Saturday, October 18th. the the Shadic Center, I guess, is having some flooring replaced. So, that uh forum will be held at the middle school cafeteria,
>> right? >> So, your three minutes isn't going to be much, but uh I think that probably George will speak longer than that. >> It'll be'll be pretty much you know, between what the the school department says and
what the select board says and what the finance committee says. So, there's nine minutes that we have to make the message outside of the financial stuff, >> right? And I know I know as we're filling in
for Mark, um there are a lot of towns that do not allow or do not expect their consultants to be yet town meetings. Um had that discussion been had or what's to be expected? I mean, I've booked my schedule around these dates to be
available on all these dates for you. Um, but need to know what your feelings were regarding town meeting and consultants being at your town meeting. >> I from my own personal standpoint, I think I'd like, you know, someone from
Turner and and Mary Lee there to answer questions. >> No problem. I'm planning on it. So, I just wanted to, >> you know, there's no speaking role, but you can certainly get up to the mic and answer questions that come in. >> Agreed. Yeah. Great. >> Yeah, no problem.
>> Glad to do it. >> One other comment regarding upcoming dates. Tuesday 10:21 is 6:30. That's the information that's gone out across the town. It's so just adjust that time. Thanks. I happened to look at the uh LCTV
website and you know it's been disappointing to see the crowds that come to these things that we did like we had what 10 people the last one >> we had one view of that on LCTV so that
>> either people are sick of hearing it or they don't even know about it. So, I I don't know what's going on. >> You're gonna find out at town meeting. >> You're telling me. >> You know, the the Yes for Littleton group has been working really hard to
get the message out there. Uh we've been using social media, so is Yes for Littleton. So, as long as people are uh getting the texts that we're sending them and the emails that we're sending them, uh I mean I I I think we do have some pretty good momentum out there. The
key is uh getting uh getting enough people out of town meeting as well. So, we're we are offering uh free child care services. That notice has gone out twice. And we also have a familyfriendly friend friendly meeting uh room in the
cafeteria where they can bring their children in and we'll have some uh stations set up around the perimeter of the cafeteria with games etc for some of the younger children to play with as well. So, we're doing what everything we
can to uh you know, make sure that uh people understand the importance of attending the town meeting and uh helping them with any challenges that that they may have. >> Now, Kelly, it's certainly not from us a lack of trying. So, >> all for sure
>> getting the message out. It's >> No. >> Yeah. >> I don't know what else we can do. >> Yeah. Uh, I talked to Diane Corey uh this morning. She said about 327 mail and ballots have already come in.
>> Oh, that's good to know. >> Yeah. >> I wonder if that's typical before the town meeting or does anybody know? >> I'm not sure. Sure. I know we had about 600 mail on ballots uh for the municipal elections in the spring, but I don't
have any context uh around the town meeting portion. >> Okay. >> Well, the mail and ballots are only for the uh first, right? has nothing to do with town meeting. >> Exactly. Yep. >> Yeah.
So, anything else? Uh, public comment. Do we have any public? >> Mr. Sash has his hand up. >> Mr. Go ahead. >> Mr. Chairman, just for the committee's information only, the Mass School Building Authority has sent in the
project scope and budget agreement for the town to execute. So after the the ballot, you know, passage, we the town can sign that, but that's already been sent to the town now. >> Yeah, we're doing our final review of it
to make sure it complies with all of the documents. Uh, it was shared with um, Studio G as well, so I'm sure they're looking at it as well to make sure it all complies. And then if we have any additional comments, which I don't believe we will. They're usually pretty straightforward and pretty accurate, of course.
>> Um, we'll u we'll send out our recommendations to the S superintendent and the town manager and to the building committee chair. Okay, any other comments? Uh next meeting is scheduled for November 19th. Uh remember uh this
Saturday at the uh middle school cafe 4:00 we have the forum. Um is there a motion to adjourn? >> So moved. >> Second. >> Okay. Roll. Well, I'm not. Unless anyone
objects, I'm assuming it's unanimous and uh >> um >> motion passes. >> Steve, I'm sorry, but there's a hand raised. I don't know if it's too late, but there's a hand raised. >> I'm sorry, Rob. Go ahead. >> Uh thank you. Um my question is does
this is this the group that secured the proposal to or forwarded the proposal to MSBA? because my concern is if by chance there's any negative vote in either of the two votes, I believe there's a
10-day window for action from our community. And I'm concerned with the timing of your next scheduled meeting if in fact it's this group that has to meet to consider any implication of a failed vote.
>> Sash, you want to feel that? You want me to do it? >> Go ahead, Jeff. We we've been through this a few times between the two of us. Um, trust me, the MSBA will be following the vote and they'll want to hear from us the next day. Um, so we will be in contact with
them. They will also follow up themselves to find out how the votes went. >> If the votes passed, they'll call us, congratulate us, and say, "Okay, now let's get those forms that they already sent us to sign." If they if something does not pass, they will reach out
through the superintendent's office like likely and say, "Here are your options going forward." Uh, but we will be in contact with them within the day or two after the election after the the the votes are posted and officially notifi
and if officially noted. So, uh, yes, we'll be in touch with them all the way all the time and comply. Um, it's not just the 10 days. There are more there's there's more to it than that. They have options for you. If you want to bring them back to another vote, you have a certain amount of time and all of that.
I know that's been gone through with you in the past, so I won't get into it now, but yes, we will be in touch with them the the very next day. >> Okay. Thank you. >> Yep. Great question. So Rob, uh, you know, just to, uh, you know, complete
that thought, um, if we need to schedule a meeting, an emergency meeting, um, you know, prior to the next meeting, we will do so. >> Okay. Thank you. >> Yep. Anything else?
I'm assuming that the motion to adjourn was approved. And uh, thanks for your attendance and we'll see you next time.