5. >> Good evening. Welcome to the Wednesday, October 22nd, 2025, 6 pm middle school building committee meeting. We are meeting this uh meeting will be a hybrid meeting both in person and on Zoom. If anybody wants to talk during the meeting
uh for public comments, please make yourself known at that time. Uh so we are in order. I open up for public comments. Anything online? Seeing none, we'll move to the approval of minutes. Is there a motion on approval minutes for August 27th, 2025
and September? Well, we'll do them. Well, yeah, we can do both unless somebody has changes. Does anybody changes either one? Okay. Do you have a motion to approve the minutes of August 27th, 2025 and September 10th, 2025? >> So moved. >> Moved. Second. >> Second. >> Is there any discussion?
>> Seeing none, I'm going to go for a roll call. Kate >> here. >> Nicole, >> yes. >> Marty, >> yes. >> Carissa, >> yes. Armen. Oh, Armen. >> Yes. Lynn, >> yes. >> Okay, I wrote them down. Sorry. All
right, those are approved. >> All right, we have correspondence. Email titled due diligence dated September 9th, 2005. Sent by Jeffrey Clots. Email titled Glen Brook idea. Further thoughts dated October 1st, 2025. Sent by Link. Email titled Another Article on Turf
dated October 12th, 2025. Sent by Jerome Nunan. Thank you for your correspondence. New business. I'm going to um go a little bit out of order and go with the contract approvals first. So, we have a uh callers contract
amendment approval uh in front of us on item number three. Do I have a motion? Make a motion to uh authorize the town manager to sign the Kier's contract amendment.
>> Is there a second? >> Second. >> There is a motion and second. Is there any discussion? >> Just a a quick overview of the >> of the need for the contract extension and >> and where it will carry us to. Yeah, right now we had our initial contract
was from the start of the job to the end of the job, but it only undertook the feasibility study and schematic design which we just finished up as you all know. So the amendment is what is taking us from what's called design development all the way through to project closeout. So for the next two three years whatever
it takes to close out the project is is the value of this um amendment that we're putting before you >> and that's the same for collers. >> That is collers. >> Yeah. So that's collers. Yeah. And so as Alan mentioned that brings you through that will be include you know the audit phase and going through close out with
the MSBA. Um it includes all of that. >> Okay. >> And will that be the same for JWA? Same exact >> time period. >> No explanation of why >> of Yes. Dory might be able to add a little bit of color to that but it is it is the same time frame. >> Correct.
>> We hope. >> All right. Uh we have the explanation. Is there any other questions? There's there's also a $59,000 amendment to their previous contract or their current contract. >> Okay. >> And what does that cover, Chad? >> Huh? >> What does that cover? Like is that
>> um It's geotechnical and traffic. It looks like 59,428. >> Okay. Any further discussion? Seeing a call for a vote. Kate, >> yes. >> Nicole, >> yes. >> Lynn, >> yes. >> Marty,
>> yes. Cararissa, >> yes. >> Armen, yes. Is there anybody else out there? >> Dave on the call now. >> Yes. >> Dave, yes. Okay, motion passes. Moving on to the JWA contract amendment
approval. Is there a motion? >> Motion to approve the uh recommend the town manager uh excuse me, we'll start over. Uh motion to authorize the town manager to sign the JWA contract extension.
>> Motion made. Is there a second? >> Second. >> Motion made and seconded. We had an explanation. Dory, do you wish to give any color into that? >> I do not. I mean it is the same. >> Any additional questions for Dory? Seeing none, I will move to a roll call
vote. Kate, >> yes. >> Nicole, >> yes. >> Marty, >> yes. >> Lynn, >> yes. >> Cararissa, >> yes. Dave, >> yes. >> Armen, yes. Motion passes. Uh, article number five, um, we have um some
outstanding on that. So, that will be on the next meeting agenda to pass that. It will not stop anything from moving forward is um what being told. Correct. >> Yep. Specifically, the Fontaine preconstruction contract. >> Right. So, yeah, Fontaine has received a
notice to proceed from the town. Um and that within that notice to proceed, it talks about um you know finalization of of contracts. >> Okay. All right. Let's go to schedule update. >> Great. Um so I don't know if you in the packet
there's a milestone schedule in there. >> Sure. >> Second. >> Yeah. Take your time. Great. So, this schedule here, um, this is the schedule that brings us from design development all the way through
closeout. I won't go through each line item, but essentially it is just that. It's it's going to hit all the milestones um that we're we've been talking about and working with JWA and Fontaine on and and with the town. Um so it goes through design development construction documents which is the 60%
and then the 90% construction documents and then through construction. Uh so all the you know important dates are in there as far as um MSBA submittals. Uh the big thing to to note in there too is that we do have estimates that will happen at each one
of these phases. So Divi design development the 60% documents and the 90%. Um we're going to have estimates along that way just to make sure that we're maintaining our budget and we're staying on budget um throughout each um design phase. So >> So the next substantive vote would be
the what February time frame. Is that >> Yeah. So we're looking in Yeah. Yeah. for the SBC approval for um for the next MSBA submission. Um, so if there's any questions, but and so in the meantime, we had a meeting
with JWA this morning. I think Dory's going to touch on this a little bit, but there's a whole slew of meetings that we're scheduling. Now that's, you know, with some of these members, some school committee members, some, you know, faculty and teachers. And, you know, as those come up, I'll I'll be updating the schedule as we get more um meetings on
the books. So, there's any questions on schedule. >> All right, great. Dory, design team update. >> Just to follow up on the schedule issues. So, while waiting to formally get off, we have uh reconvened all of
our consultants, gathered all our teams, written all our subcontracts, signed gotten them all ready to go, begged them to start working now um so that we could we could kick off quickly. Um and we have been scheduling uh what we'll be doing right away, which is coming back to the schools with the plans that we
completed for schematic design and reviewing some of those more comp complex technical spaces with faculty who have particular insights to equipment, furniture, and infrastructure needs for specific types of spaces. Then we'll be working with the district and a
select kind of group of faculty that are representative um to meet to talk about some of the the whole school design issues. Um we're setting up a meeting to review um specific aspects of site. We've started our team um prepping for town meetings to look at and dive in
further on um utility and storm water and off-site traffic improvements. And we're trying to engage Fontaine now now that they're involved with us as well so that they can participate in some of those um those um scope packages uh and planning the design work to line up our
work so that it's aligned with the the schedule that Fontaine will be really kind of helping us to put together more formally. Um and as uh what's always very hard about the schedule that Adam showed is in our minds we're all thinking that the delivery is February.
In reality, the delivery to the cost estimator is the delivery of design. We clean up after that and to be we actually ask our consultants to deliver before that. So, we're really, you know, we have to be underway now and we are um and that's what we've been prepping for.
Um and we've set up a bunch of dates with the district uh to to really kick off starting next week. >> I've seen those emails flying. Yeah. Yeah, we spent a considerable amount of time today lining up um dates with
school staff and with town officials and so it'll be um starting to ramp up again. We've had a a bit of a lull >> uh since the town votes, but I sense that it's going to get busy once again. So >> the nice thing about the the DD 6090 is
that and the the fact that we've already had a lot of meetings is that if somebody can't make a meeting, you know, we can usually scramble around and handle that and we'll come back at it. We're just trying to be as accurate as we can at each of these cost estimate moments, but it is tricky because we
know our schedule like we've been a bit more aggressive this time is trying to say, "Okay, let's do it on this date." Because if we wait for the usual process of trying to sign everyone up on a doodle, you know, two weeks go by. So, so we have to move pretty quickly and get through it. And um we're going to have regular meetings as well with
district leadership so that we can just check in every every week on it, be sure we're getting the answers we need. Um the other thing I would say is that we have an outline that I I didn't bring, but um we will be coming to the school building committee meetings with
specific things that we feel the school building committee needs to review and approve. Um, and we outline that and that actually drives a lot of our the structure of our our work right now because we want to be sure that we come to you with a certain amount of content, that we're prepped for it. So, we have
renders or whatever information we need. And and I know you've seen a lot of it and for some people it may feel a little bit repetitive, but it's just part of the process that there's some things that really we we always feel have to be really vetted by the school building committee. Um and and we will structure
everything accordingly. Um and you know again we have you 10 months to work through all this but there'll be a lot of really good opportunities for the this committee to weigh in. >> Any questions for Dory? >> Yeah. Go.
>> Um so I'm very new to this committee. Um and I'm sure a lot of this work has already transpired. Um but based on your experience um going into this phase of design and development um
do you anticipate or what have you anticipated as being any roadblocks or any change anything that would change budgetwise you know that would come forward from these discussions from design? Is there anything that comes to mind that you've
>> not that we in any way risk the project because all of that work we did was really to be sure that we accounted for the the the unknowns. Um uh so what's nice about this process that I really respect is this process of constantly
reestimating is it can be seen as oh are you on budget but it's also actually an opportunity to really investigate options and gives I view it our job and all the way through CA as our job is to give you as much as we can. So we're always trying to utilize that. So these
constant reviews of cost with Fontaine are a chance to really understand priorities, look at some opportunities. Fontaine will provide us with information on on A, B or C. So that's kind the exciting and interesting part of it that is not the same in other types of design, but
you know, now that we have a budget, that's the way we go and we're constantly engaging together. So there's nothing that I foresee as a risk to the project. Um there are always um changes in districts where priorities within educationally might adjust as you're
going forward. Um and that's to be expected and we try and you know close the door slowly to to those changes but they're inevitable. um the footprint of the project feels very solid, but then within say the the um elevations of the
project, the roof form, um all the once we start really adding systems in, we do a lot of flexing and and changing within um but we always have to come back and meet standards that we've now established with the MSBA and I think we've done a good job anticipating that
process. >> Thanks. And we think we have a good setup with Fontaine where we'll be engaging them to collaborate in the coordination at an earlier phase because we've brought them on to the project sooner. Um, so that's I think going to
reap benefits to the project in construction administration which in my view calculates to more value in the long run for the client so as we can then use that money you know more effectively and not not have errors addressed as much.
>> Yeah. >> Which frequently can happen in construction. >> Yeah. >> Thank you. Eventually, we'd have to develop some protocols for >> design changes that affect cost and right
>> and the approval of those. So, and which >> which of those changes comes to the full committee and which can be authorized by >> school officials or town officials. >> Okay. >> Yeah. And that's partly just to be sure we're moving as efficiently as possible and not incrrewing costs just because of time.
>> Great. Thank you. >> Thanks. Any other questions or and >> just army I just wanted to make sure. So Jason with Fontaine is here today. >> I don't know if everyone knows Jason but uh Jason will be here you know throughout the pre-construction phase
and his his precon team. Um we'll be at these meetings and other meetings and and be you know now part of the team and you know they'll come along as uh they'll I'm sure you're already up to speed or pretty much up to speed where we are now. and then we'll uh obviously take all their you know advice and
constructibility um going forward. >> Welcome. >> Thank you. Excited to be here. >> Can I question? Um this very early but um once we get under construction, what can we expect for construction meetings? And I'm asking because of the weekly
meetings we had for DPW and Adult Center. >> It it'll be the same thing. So we'll we'll set up weekly they're they're called OAC meetings which are owner architect uh contractor meetings. So it'll be you know us Fontaine JWA and whoever from the committee or from the town uh principles who you know want to
be you know a part of those meetings um are certainly welcome and uh those will go on weekly. >> Great. >> Any other questions discussion? >> All right next steps um meetings are happening. I've seen the
schedule because I've seen the emails flying back and forth. We're going to get the Fontaine contract settled before the next meeting. So, talk about next meeting. October 12th is on the schedule. Is that still good for everybody? >> October 12th. >> I mean, November 12th. >> Sorry.
All right. So, we'll do November 12th. The time do we want to do it earlier, later? Like, >> does this work 6:30 still work for everybody? >> November. >> Today was six. conference >> both.
>> Oh, right. >> Oh, >> uh, the Massachusetts Association of School Committees. And >> how long are you gone on this bundle? >> Wednesday, Thursday, Friday. >> There's another meeting that morning though with >> We can't do Tuesday because Tuesday's a holiday,
>> right? >> Right. >> So, can you Yeah. I just know if you couldn't go to that, do we have to reschedule that one? I don't know. >> No, but might be able to participate some other way. Could anybody Could we do Monday? >> Um the 10th. >> Yeah.
>> There's a school board meeting. >> There's a school committee meeting. Yeah. Sorry. Because Tuesday is a holiday. >> Could we do it before the school meet? It's not a school meeting. >> 6:30. >> Oh, no. >> I mean, you could still meet the 12th. It might >> It just might be hard to meet.
>> It might be hard to get a quorum, though. Um >> All right. the week before or the week after. >> How you guys feeling about the contract? >> On top of me. Yeah. >> Good. There's one section that when we spoke with the um town council today that she wants us just to review.
>> Well, so you think November 5th you'd be ready? >> Yeah. >> All right. >> Yep. >> November 5th. Good. >> We do it at 6. I can be here. >> Yeah, we'll do it at six. That's fine. I like six better. >> Okay. >> Okay. November 5th. >> This is This is Josh. Um I apologize. I
I just got on. >> Yeah. sell the cart. >> Yeah. >> Uh but I I had a kind of a general question. I don't know if I missed it, but >> um what is the what is the middle school building committee do now >> that we uh got over a major hurdle. What
what are our decisions? >> I know it's kind of a general question, but what is our purpose now that uh we have funding in place? >> No, no, it's still valid question. I mean I Dory addressed a little bit about just a little bit ago, but I mean we're still going to be responsible for
directing the funding on the project. So like major >> Marty brought it up as well for small change orders, you know, x% or whatever dollar threshold we give to Lynn and Marty or whoever it is can, you know, can approve small change orders. There
are large change orders above a certain percentage or dollar amount, then those would come to the full school building committee. So we we do not give up our um you know guidance on on the project in that way. Um design elements I still think we would be uh deeply involved
within those. If there's any kind of proposed changes or you know material changes to the project those would still come to the committee and the the regular updates would be coming to us. Anything else you guys want to >> I I can weigh in and tell you that we try and look ahead for you. So in
November we would be interested in talking revisiting the sustainability goals, some of the site issues. Um uh in December we're looking to revisit security and IT and catch you up on what the instructional technology and
security approaches are to some degree. Um, we talk about exterior materials in December, which is always very important, and give you a review of plan. And we want you to know all these things because you're actually, you know, representative of the client to the for the community. And then in
January, when there's any issues around budget that we're starting to vet, you'll know that. And then when we wrap up with final numbers, you you have to vote to approve the project again to the MSBA at the end of that that window. And then we do more things in the next
round. So it it is they won't be as long or as as involved probably as previous meetings, but sometimes you will be curious and we will bring materials to you to see. >> One of the important things is that any submission to the MSBA does have to have the school building committee's approval
and vote on that before we do submit that. They want to make sure that everybody, you know, has had a chance to look at it and and authorize it. So, can I ask does the >> Thank you. >> So, can I ask on the same line as Josh, does the committee disband when the
building is open or is there that stretch of time shortly afterward where construction is kind of finishing out and then final reports to MSBA? >> You would typically you would typically stay engaged until close out of the project, which is sometime after uh the building is occupied. So, um, not till
the very very end if there's just paperwork that has to be um, authorized, but but not right away when the building opens up. >> Okay. >> Those meetings may not happen every month at that point. >> It may be once every six months that something comes together that we ask for a meeting to be um, you know, put
together so that we can bring it before the committee. >> Usually, how long after the building opens does the paperwork get fully closed out? >> Within a year. >> Yeah. about about a year, you know, because the MSBA, they come back and they do their commissioning side and
they they check it >> um after eight months of the building or 10 months after the building's even open. Um so they come back, they'll check in with Nick and with everybody else just to make sure that it's still functioning the way that it was designed to. Okay. >> Um and that's part of their close out as well. So >> no, that's good to know for
>> and they want to make sure that you know all the bills are paid, that every all the deliverables from the contractor and the architect are are with the owner now. So all your >> you know all the drawings you know instru you know the um trainings are all complete and all that kind of stuff that
everything has been gone through and delivered to the owner what was in the contract >> and and they do withhold their last 5% of reimbursement until the project is closed out. So it's it's a it's a fairly sizable amount of money. >> Yeah. And that we have >> so we we don't want it to linger too too long. >> Okay.
All right. Wonderful. Other questions that the committee might have? Um, am I correct? It there's nothing else remaining for tonight other than closing out, right? I'm not missing anything. >> Okay. Um, so I will entertain a motion to adjourn. So,
>> sorry, just one quick question. What's the date for the uh the next meeting? >> Oh, uh, November 5th, 6 o'clock. >> Great. Thank you. >> Yep. Uh, we have a motion to adjurnn. Second. >> Second. >> Thank you. Any discussion? Seeing none,
we'll move to a vote. Kate, >> yes. Lynn, >> yes. Marty, >> yes. >> David, >> yes. >> Josh, >> yes. >> Julie, >> yes. >> And yes, for me as well. Thank you very much. Appreciate everyone coming out
tonight. See you on November 5th. I'm sorry.