Um, do we want to get started? I see somebody in the waiting room. Do we We don't know who that is. Okay. >> Yeah. Guess >> that person. >> Okay. >> We'll let them in and see what happens.
>> No, no, no. That's the We think that's the Zoom bomber. >> Oh, okay. >> They try to join every single meeting. >> Oh, okay. So, just leave them. >> Yeah. >> Got it. Um Okay, then let's carry on.
Um Okay. So, I'll kick us off here. So, please be advised that on December 8th, 2025 at 5:00 pm, there'll be a strategic and capital planning subcommittee meeting held through remote participation via Zoom. This meeting is being recorded. The meeting can be viewed live on Medford Public Schools
YouTube channel through Medford Community Media on your local cable channel, which is Comcast 9, 8, or 22, and Verizon channel 43,45 and 47. Um, since the meeting will be held remotely, participants can log in or call by using the following numbers. So
the meeting ID is 951-82662234 and um questions and comments can be submitted during the meeting by emailing Jenny Graham at medford.k12.mma. us submit those submitting uh must include the following information. Your first and last name, your Medford Street
address, and your question or comment. Um so I will call the role. Member Rouso present. Member Rinfeld >> present >> and member Graham present. So three present, zero absent.
Um okay, so since we met last and actually just right immediately before this meeting, I was um trying to do some work to get our winding conversation onto one page and I think I have a plan
to do that. Um, so I wanted to talk you all through that and then I have some specific questions to move things into the right place um that we can go through and then if there's any um members of the public who
have questions or comments, we can hear from them as well. Does that sound like a plan? Okay, so let me share my screen. Um, okay. Can you all see my screen?
>> Yes. >> Yeah. >> Okay. So, um, as I was looking at this, I had some question. I just had some questions about some of these projects that are in
progress. Um, namely like are they finished or are they still in progress so that I can put them in their like rightful home? Sure. >> Um, so I the district-wide security
updates. >> Yep. So that is an ongoing project with CyberCom as the vendor. Motorroller is the manufacturer. They have completed probably 95% of the work at the high school. Same at maybe 90% of veterans.
They're working at Andrews. They're at Curtis Tus now actually tonight. And they hope to be completed by like the mid January range. So they've got all the wiring run. They're now doing the device installation. So, they're going installing cameras, door hardware. We're
training users. Um, we've got the Halo sensors, which are vape and noise detectors up and running at the high school and the McGlin. Um, we actually have some training on Friday scheduled with the high school McGlin and Andrews admin team about uh the software and
searching and all that kind of stuff. So, um, that's in full swing and we hope to be completed mid January. So, I just said January, February because, you know, blizzards and snow and whatnot. Okay. Um, and then that's
90 that's elementary the work hasn't begun or that is also 90%. >> They've got all the wiring done at the elementary schools. They'll go do the hardware next. So, I would call them 50% done at the elementaryaries. Yeah. At the high school, they did all the wiring, all the devices, a few punch
list items left. You said 50%. >> I would say at the elementaryaries because all the wiring is done at the Brooks, the Roberts and Mississippi, they need to go now install the devices and configure things and put the server in and it's, you know, roughly I would say, you know, that's half the battle.
That's the hard stuff to do. The easier stuff is putting out the uh devices. >> And then the next one was the freight elevator and motor controls at MHS. >> Yes. So, the motor has been replaced. They found some additional issues. They were replacing those some some parts
need replaced because it's been not been used for long enough for a while. And then they um are going to do an inspection. So, we hope that's finished in the next couple months. Elevators are notoriously hard to get everything done and inspected and whatnot
>> and expensive. >> Yes. Very. Got it. Um and then um the network closet mini splits. I had this as part of the HVAC project. Is that still true?
>> So that's a good question. Um, we actually had a discussion about that last week as we reviewed the budget and started to talk to JLL about the presentation they're going to be doing about the project coming up in December 15th at school committee. Um, so original the original budget for the
project listed $180,000 to do the mini splits at all of the schools. Um, so the Roberts was done p this past summer and was actually in last fiscal year. We have not done the Brooks or the Mesatuck, the McGlin or the Andrews. Um, but now they're kind of
saying that that money was not part of that project, that it was moved into the school budget. That was what I was told the end of last week. Um, I do have extraordinary repair money where that's listed as part of the work to be done. Um, but those have not been
launched yet. >> So, do we have funding or do we not have funding? So there is money in the extraordinary repair project that could be put towards it. The extraordinary repair project has a lot of things that need to be addressed in there. Um and so we're looking at, you know, what we can
afford this year and potentially vault some next year if necessary, but that's something and I and Jerry are working on. Ken. Um, Ken, who who said that the money was moved into the schools?
Uh, I believe it was Brenda. Brenda Pike was talking about it because we were working with um JLL talking about um where the change orders are and how those are being funded and the extended time of the project. And so there's three lines outside of the project. One is the mini splits, the other is the
McGlin roof and then contingency for the roof. >> I guess I don't know what that means though. Like was the allocation we got for July 1 just assumed to include this amount or >> additional funds. I don't know what that
means moved into the school budget. >> It was a little foggy to me. I know that the original from Jerry that the original um extraordinary repair line was submitted much higher and then at the end in June in June when the budget was finally resolved that it got cut
back. So I don't know if that's part of the where the money kind of went and it's not all there or not. Um so the extraordinary repair list that I have as far as what was what was the projects assigned to it is much greater than what was left in the budget at the end of the when the budget was finally approved.
>> Okay. Um, I know Noel is on the call. Um, Noel, can we get can we take the fuzziness away on this somehow and find out, you know, the funds that were those were funds that were still on the
city side if I'm correct? Or were those on the school side already last in last fiscal year? >> Um, so they so they started off on the city side. Well, no, I apologize. They started off on the school side when we wanted an extra about $600,000 in
extraordinary maintenance compared to what we finally approved of in June. The mayor allocated a couple of uh worked with Peter. I had to pull those projects with Jerry were um for a couple of free cash projects. That was
approximately $400,000, $4 to $500,000 earmarked for a few of the uh of the extraordinary maintenance projects that Peter had wanted to put in to start July 1 that we moved to that area. And then we took on Jerry and
myself kind of put this under our insurance maintenance umbrella to either finish this year and or or move to next fiscal year depending on how many how much money how much money we had left as we were as we were a completing the
budget and looking to see what we could actually take on fully extraordinary maintenance. >> Okay. So it sounds like this wasn't part of our fiscal year 25 budget. It was additional funds on the city side that were free cash. They didn't get used in
time and then they were just sort of treated as well. Here's your FY26 allocation. Figure it out. >> Think that's what happened. So I was in So I was involved >> with those free cash asks and that there
were many split. Um >> that is not me. do not admit that person. >> Pretty good. >> I was wondering if somebody would get smart enough to do that. >> Um, so
those asks never included the McGlin and the Andrews, >> correct? That was what I understood, too. >> I can I can find the documentation about that because I wrote it. So, let me see if I can dig it up. But that was never
intend it was never intended to be part of um not for those mini splits I don't believe. But I will go back and check my notes. Um >> so this work has not been started. >> Nope. It's not been spec quoted yet.
Only the Roberts has been done. Um, that was done at the end of last year. >> So, I've got the information to put the spec out, but then we also have several other items in the extraordinary repairs we need to get through. We've got um the main office AC air conditioning at the
high school, the Brooks, the Mesatuck, the Andrews, the McGlin split a AC units. We've got um some auditorium seating work, the Karen railings if that doesn't get done this year. And then we also have the Brooks turf and the repairs and all the drainage work there.
>> Do we have >> Go ahead, Erica. >> I was just going to ask, do we have the how much it costs to do that at the Roberts and is that translatable? Just thinking. >> So I'm taking that using the Roberts as an example. I would estimate that the
Brooks is about $35,000. The Matuck is another $35,000. the McGlin and Andrews, if you just do the network rooms, the McGlin's about 50 and the Andrews is about 35. Those are rough estimates. And then the high
school office air conditioning, just doing the high school office itself is about $20,000. Those are my rough estimates at this point. >> Okay. So, we can maybe get to the bottom of this and then I can add those rows appropriately once we have clarity on
that. >> Sure. >> Yeah. I just I mean I just want to be clear. I'm worried that things we didn't think of as our budget could lead to the end of the year if we spend all of the budget on the things we were going to spend it on to this uh oh we're out of money and I don't want to be a news
story. Um so I mean know this is this isn't millions of dollars but at the same time we expected this money to not be part of this budget that we've approved. So spending it outside of our
approval is a concern. So I I know we'll we'll know more, but thank you. >> Okay. Um can the failed flashing >> at the McGllin that was part of the
project and that's been repaired. >> Okay. So complete. >> Yep. They issue. They did the liquid applied roof. The whole thing >> that was in there. >> Okay. Um then I have from um from last year bike rack modernization at McGlin
Andrews and NHS and that it was grant funded by the CPC and it was in progress. Do we know anything about that? >> So I know the bike racks themselves are complete at McGin and Andrews and then we had three bike repair stations. Both
the McGlin and the Andrews have been installed. the high school. I literally just met the uh Vogue is going to pull the pad for it. We have it here to install it in front of the high school. >> Yay. >> So, Mlenn >> and Andrews, they're done. That was
done. They uh I think we did that for us. >> High school nearing completion. >> Okay. Um and then I had MHS classroom phone access. No capital needed, but the
project was going on. So what was left? So when they did the Zoom phone integration, they bought new phones for all of the existing phones in the district. So that was all the McGlenn Andrews elementary classrooms. They had phones, they replaced phones, and then they replaced the phones in the high
school where there were phones, but that was not in the classrooms. Um the idea was to take the old phones from the other schools, repurpose those into the uh high school classrooms. Um, our IT team is still working on that. It's
quite labor intensive to repurpose those old phones. We've got most of the phones done. We're now having to backtrack and set up network ports and access and everything else. So, it is a project ongoing. We are short staffed in IT right now with someone being out on
medical leave for a while. So, we're doing the best we can to get that going and hope to do that this year. >> Stick with me for a minute. We're going to skip down to this other bucket of >> Well, and that's still We still don't need We don't need new capital for that, right?
>> No, no, no, no, no. We have the license. >> It's really just a labor issue of getting the work. >> Yeah. Yeah. >> Great. Thanks. >> Okay. So, the other status questions I had, um, we had this historic assessment of the front stairwell for Curtis Tus
and last year we said we had an application pending with the CPC. >> I have no knowledge of that going forward at all. So, I don't know if the the application was I have no knowledge that we ever got funding for that or the application was approved or not
approved. I can check into that. >> Okay. And so I can update that once we get that information. And I think my other question for maybe for this group is um whether
given the decisions to integrate Curtis Tus on the main high school campus with the high school project. um whether we should be pursuing this at all at the moment or is it something that we should
be pursuing because the um state of affairs is that bad. >> So my understanding of the stairs are not in great shape. I've seen them myself. They're, you know, there's no not good railings, things like that. They're not falling apart, but they're
not in good shape. These are the stairs outside. >> Yes, the front steps. >> Okay. >> So, let's check on the application and then we can K can you can make a recommendation of where you think it
belongs on this list. >> Y okay. >> I did just check applications. I don't see it as a 20 FY25 or FY26 application. And >> I can search our internal records to see
what the status of the applic. Not sure. >> Yeah. >> Okay. So, we'll put a pin in that one for now. >> Um, so here's the rest of the network. Mini splits Robert's complete.
Um, so we talked about that one already. Mhm. >> Um and then the drainage at the fields. >> This is the Brooks. >> Yep. >> So, we have quotes from for the turf repair, for the enlarging of two drains, for the installing of the burm. Um because of the total cost, it needs to
be all sent out to bid. So, we need to write a bid spec and hopefully get that out to bid for the spring um to have the work done. Um but it's going to be a cost issue with the other items whether or not we can afford it this fiscal year or not. So we are thinking that it could be FY25
>> potentially. Yeah. I mean if you know we can hold true to what we have in the um >> 26. We're in >> FY 26. Sorry. Yeah. FY 26. Yeah. Yeah. Be done in the spring hopefully. But >> and this 225 includes the repair and the drainage.
>> That number's low. It's closer to 30. And that's from the estimates we have from one vendor. We spec it all together. Maybe it'll, you know, go down a little bit, but you know, we've got to get that onto the street to get some um get some quotes. We can't just because of the the amount of money it's over
$10,000. We can't just have one vendor give us a quote. We have to get multiple bids. >> Got it. So I think my idea is that we would have a completed project section. So anything that's complete would sort of float out of those two categories we were just talking about
would float up to completed projects. Then we would cover the accelerated repair projects. Uh sorry. Then we would cover the in process like the funded projects which is primarily all things like McGlin Andrews HVAC that's in progress. Then we
would cover the accelerated repair projects and then we would have just one category for like future as yet unfunded unfunded projects. Does that make sense to everybody? >> Sure. >> Yes.
>> Okay. Um so forget about all the things we've just talked about. I wanted to skip down to the future unfunded projects. So the the sort of timeline starts at FY27. Um and these are all the things that we
talked about a couple of weeks ago. >> Well, actually we were on the first tab of the sheet, the prioritized list. That's we had worked on the last meeting. >> I think it's the same though. Well, it's some a lot of added stuff because this has all the added stuff from the
facilities condition assessment report which would not be on the capital plan. I don't believe it is. Maybe it is. Maybe we did. This was the how we prioritized it at the last meeting. >> Got it. Okay. >> Order and then I made some changes to push things out as we had discussed.
>> Okay. So, I think my idea is that we would port all of these things over >> um onto the capital plan, which I can do. Um the one thing I was thinking about, Ken, is that we have all of these
items down on the bottom here that are like all the pieces and parts, right, from the facilities conditions assessment. Y >> and so I think my vision was perhaps to say like in total at each building
here's what we're recommending for allocation over the coming years. And then with an acknowledgement that like once you know how much money that we have, we can figure out the sequencing as we were talking about last time of
the most important work to be done. like are we going to do all the doors at the same time or are we going to do doors in one place? You know what I mean? So that that all can be considered by you as you look at what your staff has capacity to do
and all the other work happening in the district so that we're not rendering buildings inoperable because we have too many things going on right during various points in the summer or whatever. So I think my vision was to just simply try to sort of wrap all of
these up together so that we could say like over the next 5 years this is the recommended investment. Um and then down here like this could just be like a like a bigger description of what the need is and we could to we could tally up by
school like what's the what's like that net total for the school. >> Okay. What's not in those lines in that FCI item area is the money to study and develop specifications. So we had talked about the money
necessary to develop specifications for the fire alarms for instance and the paving. >> Yep. >> Um and we have that here. So, we could put those we could drop those in and then spec out
those like estimated amounts. Does that make sense to everybody? because I it it feels like there's so much information and you need all of that to sort of tick off what's being completed and whatnot, but um at the same time like trying to
get all of this onto something digestible, not just for us, but for like the rest of the school committee and the mayor and the council because ideally this is going to go with a memo that says here's our recommendation. This is the amount of free cash that we
are or allocation that we are seeking so that work can begin in FY27. >> I have had communication with Nina in the mayor's office. They're looking for a spreadsheet with a specific format to send to the I'm drawing a blank on the name of the firm that does their capital
planning. Um let's see. Um oh shoot, what is it? Um I'll find it. Um, Collings Group. Is it >> the Collins Center? >> Collins Center. Yes. So, they want a
spreadsheet um ASAP listing all the projects on their spreadsheet format to send to the Collins Center. >> How close is their format to what we've got here or the simplified version that we presented last year school committee?
Completely different. >> Yeah. >> Can we see that because I just want to make sure. Yeah, >> up here. >> And I think Nina needs to understand that we have a capital planning process here that we are like literally just
about done and we can certainly pass this information to the calling center and ask them to, you know, let us know if they have questions or have a meeting with whoever they need. Um, >> yes, they've been asking this information for a while and I explained
that to her that, you know, we are going through our strategic capital planning committee and that was going to school committee. Um, so they're looking for this like ASAP after that. Um, >> okay. Well, we can put it on the next agenda.
That's pretty close to ASAP. >> Um, okay. And I can connect with the with the mayor and Nina as well just to give them an update. >> I can share this with you now if you want.
>> So it's like one project per page. >> Oh my god. This is nothing like what? >> Oh wow. >> This will take exorbitant amounts of time. >> Yeah. Well, I mean, we have a
I don't know what why did we have a plan and process if just going to do something else. >> I don't know what the what role the Collins Center comes in. Are they going to be coming back and us advising us to make changes to our capital plans? >> Well, that's not an option. >> I don't know what role they play in the
process. >> I don't either. >> I see what I can find. Um, yeah, this is like co completely different. Um, was it our goal? It was not our goal to present this at the
December 15th meeting. We're looking at this in Jan presenting in January, February because our hard our hard deadline is grant application deadlines for CPC. I mean, last year we presented it and
passed it in December, >> because we were ready, >> right? >> And I don't think I think we're ready to do that again. >> Um, we're not ready to fill one of these out for every single project. >> Correct. >> But we are ready to do what our approved
policy dictates that we do. I mean a lot of these questions impact on operating expenses or I hope some of the many of these are just recommended because like how long would
that take to even calculate? It's just an Excel spreadsheet. So, >> yeah, >> it can't there can't actually be required fields, but I think given all the information we have like that, we maybe need to have a
conversation with the Colin Center so that we can figure out a better path forward. >> Yeah. I mean, I I don't mind this format at all. What I do mind is that we're going to make changes to our spreadsheet on a regular basis. How do we get those into this every
single time there's an update? >> Well, it could be that what goes on this is just some like view of the specific ask that we make rather than every single thing. So whatever the FY27
ask is like maybe those things get form eventually. >> Yeah that >> um I don't know let me see what I >> there's a big question here in terms of project name even the location is this you know is all elementary schools a
reasonable location or are they looking for four versions of the same >> piece? So definitely a conversation with them about where what they're going to do with this information, how it gets integrated,
>> and then how does the accelerated repair parts go in here, >> right? >> Yeah. I mean, and I've been a I I haven't known exactly when to bring this up, but the other piece of this is going to be how does this fit in in revenue planning
for or in in allocations for the new high school and crafting a potential debt exclusion, but that's a whole other layer, but it's one we need to be thinking about. >> Does what fit in this form?
>> Not the form, the the decisions. If if the city is doing their capital planning, some of the money that is being used for buildings, presumably we're thinking about what will the city absorb from non-reimburseable expenses, what will go
into a debt exclusion, what won't, >> right? >> And it's not too early to start having those conversations. It was not I've not been asked to be part of any of those conversations as yet. So I can
find out. I mean, I'm happy to put a resolution that we ask for that plan from the city as part of the capital planning, but we need to get our spreadsheet and our we need to get our capital ducks in a row to say what what
we know our expenses to be for requests for the continuing maintenance of our schools. >> Okay. Um, okay. So, if I go back to um
screen two, >> so this was the the order in which we described the need and I will like port these all over to the the onepage spread. spreadsheet.
Um, >> we'll have Well, it'll probably be more than one page, but then we'll have like completed >> this capital progress tab. This third tab down here. >> Yes. >> Yep.
So, it'll basically jump in here. And is it I think it's probably reasonable to we're going to study things alto together because it doesn't make sense to Oh, no. There was one there was at least one project here that we were going to stagger the studies and the
>> I think that's the top one there. >> Yeah. >> The ARP is staggered because they have dates where you have to approve the money and do them. You can't join those together. The fire alarms, you may do multiple schools the same year for studying u
because of code issues. I wouldn't plan those too far in advance. >> Um the network refresh phase two is not allocated. I spoke to Jerry knew all about that. So the only phase one was allocated money. >> Um Ken, >> yep.
>> Can you remind us what phase two was? >> Phase two is the wireless and network switches at the elementary schools, the middle and the two middle schools. Phase one was the core switches to the elementarymentaries, all the switches at the high school, and all the wireless at the high school. >> Okay, good. Thank you.
>> Is still underway. I did get some more information about the playground renovation. Um, I spoke with uh someone in Alicia Hunt's office and she get me into contact with Comply Wolf and I gave them a broad spec of what we were looking for for a um design and they
suggested it' be about $100,000 for the design, not including site and civil work. Um, so I put $150,000 number. You may remember that um um um Habib had suggested it was like $350,000. >> Yeah. Teresa DuPont was like, "Well,
it's probably closer to 200,000." So that money that that number is coming more into focus as far as what a study of those three playgrounds might be. Keep in mind that the CPA Theresa was suggesting they'd want to see them as three separate projects for fun. >> And was that a purely designer a purely
architect design or is are we looking at inclusive design? Because one of the strengths of the McGllin project was the community input and the that it was a design that came out of >> it was design it was a design based upon
what we wanted. So we would have to give input of all the things we wanted. So >> yeah and CPPley Wolf is who did that project for us. Yeah, that's >> okay. Good. That's good. >> Yeah. >> Okay. >> Speak to the DPW. You had asked that
they had room and um bandwidth to do a lot of these paving projects. They do not. They can do small repairs, but they can't do like a parking lot or, you know, a whole bunch of sidewalks, things like that. They farm all that kind of stuff over. >> Okay. Well, I feel like those are free
cash. That's free cash ask. That's not school budget built. >> For sure. >> For sure. Yeah. >> Okay. Um, so I think if I just sort of like
merge these two spreadsheets together, we'll have something presentable. Um, I will leave this piece of it intact so that we all can work from the places in this document that make sense for us. But
um, >> yeah, I think that's >> you like this format better, Jenny. >> You what? >> I like this tab's format better, by the way. >> Why? Sorry. >> I know. I just >> What do you like about it? Um, can you
switch to the other one? Yeah. I just It just feels more structured. That's the main difference. But whatever. I don't care the format. >> I mean, I think that's probably true. I think what we need to present to the larger school committee and then
eventually the mayor and city council in the mayor's mayor capacity rather than school committee um capacity is that executive summary of what we're asking for what we're putting in our budget what we're asking for from the city side
and that timeline. >> Yeah. Um hm I just I think the snapshot is what says these are our priority projects for this year and how we're paying for them. These are our priority projects for next year and how we're paying for them.
I liked what we did last year. >> I love your memory, Erica. >> Well, it was it was digestible. I was able to say, okay, this is how much we're spending >> this year and how much of it is coming from the school budget. And >> but I fully grant that we didn't have
the luxury of this detail from the >> the assessment which is hugely useful and Ken is nodding vigorously like this is this is the level of detail we need to actually manage the project on it but to get the approvals.
>> Yeah. It just abs an outside agency come up and say this is what you need to do. Gives it credence documentation back. >> Yeah. >> Yeah. >> Massive. >> I'm just trying I think there just might need to be like we just might I don't
know maybe we could just add a couple of columns or something. >> Um all right let me think about if we could do that. I just I do think it's helpful visually for people to see like chunks of things like here's completed,
here's in progress, here's what's funded. >> Um because otherwise like it's just like it's overwhelming unless you're like really willing to dive into the details. Um and not everybody always is. So
um okay. Yeah, let me see if I can make that work and then we can get ready to present it. So, which I think we can be ready to do next week unless there's any reason you think you
all think we should wait until January. >> I think January is already a little funky. Yeah, >> I'm more concerned with what we have to report to the city. >> Yeah. Yeah. >> Um Okay. I mean, I will follow up with
the mayor and Nina in the next day or so and report back. Ken, what I find out? >> Yep. Um, >> and do you have do you still have I think you were the one who presented
that spreadsheet last year. I'm trying to >> Yes. >> Yes. >> Yeah. I'll try to find it, too. >> Yeah. I'm currently looking at the Google Drive and I won't I will not find it before this meeting ends. I can guarantee that.
>> It was March 26, 2024. >> We were later. Wait, no, >> that's not right. It's not right. >> Yeah, there were just a handful of leg there was just a legend on the top which I have. Oh, I found it.
>> Wow. All right. Put it in the chat since I need to see it to have my memory work. >> Um, yeah. It's going to be a drive link that Only people with access to the school committee drive will see. But wait, no,
I just lost my Zoom window. I think this is it. It's very tiny. I'm in the process of downloading it so I can actually look at it. Oh, yes. And it's crooked. Where's that rotate button? Yeah. And
it's oriented. Tools. Rotate. >> Yeah, that's the spreadsheet. >> Yeah. Oh, yeah. That's a scan of the spreadsheet, isn't it? That's what that is. >> Okay,
>> Ken, have you seen this? >> I have drafts of I have the prior two years that Jenny had given me. >> That's we created this year's from. We took this year's from last year, copied it, started editing it. >> Right. Because this is >> Yeah. Yeah. >> Yeah. >> Yep.
>> Yeah. This is the capital plan tab. >> Yep. >> Yeah. >> Yep. From the prior year. Yep. >> Yep. Um, so if we get this cleaned up, it can probably look like that. >> Sure.
Um, is there any moving around of things that we need to do in this meeting in terms of have integrating our priorities from this this facility review with our
priorities from last year for the next fiscal years? Like we know accelerated repair is the top priority because that is dependent on those dates >> and free money. >> Yes. >> Yeah. Well, but I think like I'm
considering those somewhat separate. The council will the council will take care of those approvals in January. That's already identified. Um, the thing that we still have to work on, Ken and I, is just coming up with the number for
feasibility that we're going to authorize. >> Yeah. >> So, so that's just a separate thing. >> We've asked a few different people. We talked to left field. >> Suzanne reached out to superintendents. We're not getting any clear information
from anybody. >> I'm not surprised. >> Really dis disconcerting. Um, once we get through one of them, I think it was Roberts first. Once we get one done, we'll be able to inform the other two how we will budget for those. >> I don't know if we budget a number
knowing that we might have to raise it once we start negotiating with the assigned team, you know, so we don't inflate this huge number that they designed to their budget. You know what I mean? >> Yep. Yeah. and we um we had that conversation when I spoke with
the finance task force and they understand that there's like a lot of just gray area in this number. Um so I think they're just looking for us to do what we can to come up with something that is reasonable and if they're if it
has to change we'll deal with it at that time. The only worry I have is you this has to be voted on and it has to be voted on with the MSBA language. So I don't know if we say we you know we approved 10 $10,000 for this and then they say that's not enough but they haven't given us clear you know there
might be some back and forth at that point. >> Yeah, we talked about that as well. I think there's a a decent plan to address that. >> Good. Um I think in preparing the spreadsheet one thing one question that I will have
um since we can't answer it in this meeting but is to how much are we deviating from our fiscal year 26 plan that we approved last year like are we are we still within the amount that we approved last year for the plan? Have we
gone over? Have we gone under? Are we bumping something from 27 to 28 because 26 was fuller or that I think what didn't go great last time is
we built a plan and we said these are things we recommend proceeding with it. I think it was not clear enough what the ask was when it was passed off. And so what ultimately happened was like there
was spot funding of certain things that like >> floated up that I helped broker between myself and the rest of the finance task force which is fine but I think this time
we need to say this is the ask for free cash funding >> so that these projects can kick off in FY27. I think the timeline of the projects was a little bit more like all over the place the last time as well.
Like there were some things that like had to start right away. So I think we're at a more planful point now and we can say this is an ask of free cash in FY26 so that work can happen in FY27.
>> Right. That's great. And I just think my question is what did these new projects that we discovered through the facilities assessments do to that ask? Right? Did we just insert a whole bunch
of new things and so we're asking for a lot more than we anticipated asking for? >> Just understanding the magnitude of that deviation. Well, I think we knew last year that we were doing this assessment, right?
>> We definitely budgeted for the assessment. >> So, I I think the there will be a seven mil several million dollar several not seven several million dollar ask >> to feed FY27.
Um, so I think it's going to take a little bit of like a memo that says we did this assessment. It revealed this. Here is our capital plan. It addresses FY, you know, so the ask for right now is this and this is what it will enable
us to do which are the highest priority items as like justified by this very long detailed report. >> Yeah. I so thinking about longer term than even our plan here like
we're not going to have to spend this kind of money every year forever. We're going to have to spend, you know, the appropriate amount to maintain the buildings, but we're not going to have to try and catch up forever. And so like
are we thinking if we follow this plan that like in five years we'll be sort of set to do the normal expected things and stop asking for multiple millions a year or is it seven years or 10 years? I'm just wondering if
Ken I mean I know that's you know where's your crystal ball right? But, you know, if we did everything on this plan and regardless of what it costs, we just did everything on the plan at the end of the day, everything on the FCA should be
tidied up. All the big ticket items are done. And um we can I just don't want anybody in the the public, the mayor to think that every year forever we're going to be asking for millions and millions and millions to
to do this stuff. And I just uh I don't >> I would think I would think if you completed all the items in the FCA, which is a lot, and the three accelerated repairs for the Brooks, the Roberts, and Msatuck, you would be in excellent shape. um you would still need to do things
going on and and that assumes that the high school project completely gets funded and gets completely finished because if the high school project doesn't you've got a boatload of stuff in this building you'd have to deal with. >> Yeah. >> Yeah. And I think the other thing that
we have done is we've dramatically increased the amount of like operating budget repair money funding that we have historically had in the budget, right? So it may still not be completely
right-sized, but it is dramatically closer than it was like 2 years ago. So I think the other thing is like why why do you have all of this deferred maintenance that is has this huge price tag? It's because
you underinvested for an extended period of time and now like bigger repairs are needed. So >> buildings >> Yeah. Yeah. And the buildings are getting older, right? So there's there's and they were all built at exactly the same time. So, it's
>> kind of not shocking that they would all need the same things at the same time. Like, we built, you know, five schools all at, you know, all at once, right? Um, so that's not >> Yeah, >> it's not surprising.
No, >> I think in that case, maybe this is a comment for Noel. I think it's really important to emphasize the fact the the ways in which the school budget has accommodated this that it's not an extraordinary that we are that the
school that we have gotten closer to right sizing this within the school budget. And so the asks outside of that are not for everything and they're not mad grabs
for the cash that this is really thoughtful in saying what the school what the school budget can absorb in terms of general repairs, maintenance, everything coming due and
um extraordinary maintenance of being able to be flexible when something else comes due that we didn't know was going to come due. So, I think that's that's just a communication point, but I think it's really essential to make when we're
talking about these numbers and looking at what a new high school is going to cost. And I really appreciate what you said about identifying the high school that if the high school doesn't get funded, these are the these
are the new things that are going to be part of this budget and these are the things that go away if we have funding for a high school. >> And the feasibility study will give you that. It's going to give repair only option. It's going to tell you how much it's going to cost just to repair the
building to a functional code compliant state in its current >> right >> layout that doesn't meet your educational needs but still so you'll have that big number there to compare to >> so that's that's a few months away I admit but
>> I just that this I just want to be really clear that this pres this plan that we're presenting takes these things into account and >> is thoughtful That's actually one, you know, of all the exciting things about the new high school that we have going on,
>> all the things we don't have to fix in the old building. >> I that is the thing I am frankly one of the most exciting things in the short term that I'm looking forward to is what is that number because it's going to be staggering >> to get this building to meet current heating code.
>> Yeah. >> Seismic code, electrical code, >> fixing everything. ADA. Yeah. There's just >> just a lot there. It's still a new building is still going to be a lot more money, but that that fix will not fix any of the spaces we're using. It's just
fixing the structure. Yeah. >> Well, that's the question we're getting from the public. Are there specific spaces that would do better >> being renovated? And anyway, that we don't have to have that conversation right here, right now. >> Okay. Um,
so I think if we're all in agreement, we can put we'll put this on the agenda on Monday and I'll like write a little memo that tries to like wrap all of this up. Ken and I can maybe work on it together. Um, that anticipates like that that memo
will go to the mayor and the um council so that the committee can review that as well so that there's a clear pathway. And then I'll follow up with Nina about the capital plan.
And Ken, you'll check on CPC for >> Curtis Tus. >> Curtis Tus and the bike racks, right? >> Well, the bike rack stuff was mostly completed. We're just waiting on the last one with the bike repair station.
>> We had a There was a second one though. Hold on. for >> did the ones in McGlin and the Andrews part of the project. They mounted them for us and everything. >> High schools nearing completion. Okay. Sorry. Um >> maybe that Oh, I had
uh another row from Missuck Roberts and Brooks. >> Yeah, that none of that was done. >> Okay. >> Yeah. I think there was a conversation on whether we're going to be submitting CPC applications for playgrounds, but
there were studies needed before we could >> Yeah. And that's on here. So, >> that's that's the other uh piece that this committee that this subcommittee does is to say what are the things that we are submitting CPC applications for and it doesn't sound like there are any
new ones that we need to hit that we're that we're ready to submit for in this upcoming cycle. Is that the playground design? >> The playground feasibility. >> Feasibility. That was it. Not the design. >> Yeah. >> Yeah. >> Um
Okay. Got it. >> All right. Are we ready for the >> the closing motion? >> Yeah. Actually, I think we just need to recommend that we'll put this on the agenda that we approve this and want to
place it on the agenda for next week. >> I move >> by membero, seconded by member Rinfeld. >> Um, member Rouso. >> Yes. >> Member Rinfeld. >> Yes.
>> Member Graham. Yes. Three in the affirmative, zero in the negative. Motion is approved. And is there a motion to adjurnn by member Rinfeld? >> Second. >> Seconded by Paul >> and
member cell. >> Yes. >> Member Rinfeld. >> Yes. >> Member Graham. Yes. Three in the affirmatives are in the negative.