meeting and we're going to take a roll call vote since we have some people online. Uh Pat here. Sean is coming late. Um John I'm here. Chris here. Kirk
is not here. Ed here, Greg here, and Nancy here. Great. Thank you everyone. Um, just a quick review of the agenda. We will have public comment if there is any. We will move on to liaison
reports. We will have a caller's team update and a financial review. We're going to take out of order. We're going to swap six and seven. So, we'll do contract amendments first and then we'll go to um schedule reviews. Then we'll re
review um MSBA the uh budget agreement and we'll get an update from LBA on design renderings and along with meeting updates. We're going to find out what they've been doing for the past couple months and then um approval of prior
meeting minutes, future agendum items, next meeting dates, and then adjourn. So, I will take a motion to take articles six to swap six and seven. So, moved. Second. Uh second. Thank you. So,
Ed and um and Pat. So, we'll take a vote on um taking those out of order. Pat, yes. John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes. Carla, yes. Thank
you everyone. We will um move on to public comment. Is there anyone online for public comment? No. Okay, we are all here. We'll move along to liaison reports.
I will give one. Does anybody else have a liaison report? I let you go first, Carla. So, I will um I will just quickly summarize. On March 5th, we had a FinCom meeting. We
had um joint forums for both projects, the Center for Active Living and Kellum on April 2nd and 16. Um they both went very well. We then went to town meeting. Um we had an all in favor vote and one
um vote descending. So that was excellent. And we I guess we uh we we didn't keep with our perfect attendance, our perfect voting record for town meeting, but that's okay. Um and then on
May 13th, we went um to our vote. We had a 97% favorability vote for the project. 80 79 if I if I may. Yes. Based on other
towns, 79 is not unprecedented, but I hadn't seen it for a long time. That's a huge support, a huge percentage. We should be very proud of your work. Thank you. It it shows that commitment
to um the town um for the schools. Um the town is very committed to the schools. The town also realizes that Kellum needs attention. So that was very helpful. We've been talking about it for a long time. Um I would like to to thank
um town staff for all of their work creating the um the calculator um so people could figure out how much this was going to affect their their tax bills. um the town clerk and her staff, the yes for which was a
seamless I think enjoyable election if I can use that word. Um the yes forkllum group for all their support and um this group um for all of their support. So it was uh it was it was a great outcome. So
now we have two projects as a town to to complete over the next few years. So that this will be fun. Did you want to say something, Chris? Uh, yes. Thanks, Tom. Um, I know you thanked everybody else, but I think between uh between you, Pat, obviously
Lee, Jenny, uh, Mike, um, and obviously town staff as well, but you definitely put a significant amount of work in to make this project happen. And it's 79% like Lee mentioned, it's unprecedented. Um or it might be uh the juryy's still
out. But I I don't think it's really Herman home the amount of hours that not just this committee. I came in halfway through but um that you personally have put into this and every time I I speak with you it's always killing this. I got out of this meeting. I got out of this.
I can't believe you don't have a koala tattoo at this point. So you don't know the time is still time uh you know we still have time of that but no just thank you to everybody here for you know it was a good showing
and it does show that we put um schools first um as well as other projects in town as well. Great. But thank you all. Thank you. And I didn't mean to leave you guys out. None of you
I mentioned Mike. No, I I'll echo that too. I thought specifically the town uh meeting presentation for you, Pat, Sean, Dr. Milichesky, Sharon, Matt,
everyone that we were you so well prepared, you know, Lee and Mike as well, you know, kind of everyone weighed in questions in the presentation. Again, I thought it was just um it was it was um I know there was a lot of stress going into it what was going to come up
and it was you know 160 to one. Um so but that is I think isn't a testament to uh uh to all the preparation and all the work. I you guys did you know um uh amazing jobs said it to you on the on the floor but then uh we should do it in the public setting too because it was uh
you know to echo Chris it was uh there's endless amount of hours that everyone's put in and and now we have to live up to Pat's um statements as far as you know keeping it on time and on budget but uh you know so that you know so it's just a handoff now but uh but there was and
again I think a lot of that though Pat is you know is I think that's you know those types of statements and commit amendments are, you know, part of the reason why there, you know, there's so much confidence in um and and that, you know, kind of carried out in the vote. So, so thank you all, you know, but
Crystal, my thunder. Um but yeah, it was job well done. Thank you. And that one dissenting vote wasn't the person that wanted to meet with you either, which is even more bizarre that it didn't go 159 to two. Exactly. Kudos
for that. We did a good job. You're up, Mike. All right. So, I'm gonna jump back to the sharing screens here. So, the next item we have here is the CPL team update. So, um as everybody
knows, Shirley had left the CPL team a while back and we went through an internal review to try and find uh the best candidates. We we presented a couple of candidates to about the senior leadership team for them to to have some
discussions with and I'm happy to uh announce that we have asked Justin um Fernandez uh to to join our team and he is a project
manager and he is re reasonably new to Collars but he is an experienced owner project manager and I don't know Carl if you want to talk anything about the the process that we went through meeting with you folks and then I was going to
ask Justin to say a few words. Sure. So um as soon as we realized we had a vacancy, Mike got to work. He talked about having two candidates. Um we met with one and then we met with Justin as
well. um the the team um wanted to move forward with Justin and we've been in a few meetings together um and are pleased so far and we think that you're going to do a great job with us. Okay, good. Great. Yeah. So, Justin,
do you want to just give a little background of like what we've been doing recently and and maybe a little bit of your your history as a as a construction uh representative of construction? Sure. uh I'll your kind of timeline of what you've done. Sure. So um pretty much for
most of my OPM career I've been working on schools. Um I have done other projects. Uh basically for the last six years it's been primarily schools some uh public safety and uh police stations but um I've been in construction I think
I' I've spoken to most of you in the meetings prior to these but uh I've been in construction for about 20 years. Um, I started my career off as an electrician and kind of just worked my way up to, uh, where I am now today. Um, this seems like a great town. Really,
uh, excited to work with you guys. And, um, I don't know any too many more details. I feel like I've said the same thing to the same people, so I don't want to keep going. And, and I think, you know, one of the the deciding factors for us was because you had that construction experience and we wanted someone with, you know, to take us into
the construction phase that way, too. And you had done what what was the the the last the big the biggest school? Uh it was uh Belmont Middle High School. That was what about it was about a I think it was 420,000 square foot uh $300 million
project. So we we're very happy to have him on our team collectively and very happy to have him on your team as well. Um, uh, Justin is actually working with me on another project as well, uh, along with Harani, who's our assistant project manager. So, we have a kind of
tight-knit team that's working on two projects. The good news is that project is just about one year ahead of yours. So, we'll be able to find all the, uh, all the lessons learned from that project will be able to apply here as well. So, uh, we're always trying to do that on all projects, but the timelines are are very similar. They're they're
they just started construction. We're going to be going into construction around this time next year, right? We we'll be talking about that in just a little bit with this ghetto update. In Belmont, you did a lot of muddy geothermal wells, right? Very muddy. That was one of the presentations I went
to and I remember just like hearing that loud and clear. Yeah, it was pretty unbelievable. So, the MSBA does a whenever we do an update, they ask us for a formal acknowledgement from Matt as the um
executive in charge of the project. We typically we don't officially need a vote, but we typically ask for a vote of support so that Matt has that as as backup when he said the letter. Yeah. So we will um
um so the motion will be to accept um Justin Fredenzi as our project manager from Collars. So move second. Any discussion? Okay. So we'll move to the
vote. Pat, yes. John, yes. Chris, yes. Kirk, no. Kirk, Ed, yes. Greg, yes. Nancy, yes. And Carla, yes. And the motion passes.
Welcome. And so, Matt, we have that. Yeah, we have an updated letter. We'll update it. All right. Awesome. Yeah, we we can send you over the draft. Yeah, that'd be great. So, what we'll do is we'll send a letter formally requesting it and we'll send you a a template letter that you can
modify and add to your We used it before. Yeah, exactly. Okay. Yeah, we and if you don't have the updated one, I have we have the last updated one actually. It's on the website, too. If not, I have it. All right. So, next we're going to do the financial review. And Justin and I are
going to tag team this a little bit, but I wanted to start by um showing the project budget as it stood before the vote and before the project funding agreements and and all the updates that we're going to be talking about this
evening. And where I'm really kind of focusing in on is we have a total project budget here as we as I zoom in here of $2,200,000. That was for the feasibility schematic. Now that we're moving into the full project, what we're proposing
to do is take the same form that you have, expand it out and and show all the detail. So now we have all of the act all all of the items here and then um when I scan down, we have the [Music]
130,1,783. We are showing to the left of that the 2.2 too after this, unless you want me to show that, we typically hide it just to make because this is a pretty busy document, we want to keep as keep it as clean as we can. So, we we we actually hide it so we can always bring
it back out if we ever need to, but um we we typically don't show that going forward, but we did want to show it this first time so everybody understands exactly where we were at with everything. So, I don't know if there's any questions or on that. Um, but what
what we have done is we've taken the 2.2, we've gone to the the the $130 million, we've made a couple of budget adjustments so that everything aligns up with the previously approved amendments. And where we're at at this point right now is the hard cost contingency is
about 5 million, 5.1 million. The soft cost contingency is 1.1 million. Uh, to that we we had a bit a bit of a balance from the 2.2 2 that we didn't spend. That's the 108 that you see here. So, that went to the saw cost contingency. So, we've got a total contingency of
about 6.3 million. That's usually one of the numbers that people want to keep an eye on and and and understand where we're at. I was I was going to ask. So, thank you. And as we get potential risks, as we get
change orders from a contractor or we have uh potential ad services from the design team that we don't have the actual ad service on, we can start forecasting those and you'll see that that shows up in this forecast column here and we'll carry down here and we
always show that. So what we what we will typically do in that potential risk for example on change orders, we we first get maybe a field bulletin from the design team, we look at that internally and we make our best guess estimate at what we
think the number is going to be. Then when the contractor comes in, we take their number and we we plug that in. Now we might have that number and it might be $10 and we think it should be five. So, we're not presenting it tonight and we're still going back and forth to to discuss that $10. We're going to
represent it as $10 here. You know, we always represent it conservatively being the higher number, if you will. So, as you see those potential risks, just understand that if you see $100,000 there, it doesn't mean you're going to get a PCO for $100,000. It might be 100, it might end up coming in at 90 or it
might come in at 75 or something less. But we always we're projecting that conservative view basically. if that makes sense for everybody. All right. All right. So, um I know this is the first time everybody's seeing this,
but it's basically the same format that you've seen before, just expand it out so that we have all the different line items in there. Um again, we can expand it out a little bit more if needed, but this basically ties out to the propay codes, which is important for when we're submitting to the MSBA for
reimbursement, things of that nature. it. You know, basically each one of these lines ties out to one code with the exception of the construction. The construction actually has 27 different codes and we're not going to show them all here. So, we just summarize that as as a construction line
basically. Right. With that, Justin, you want to walk us through the stand? You can. Okay. So, um project uh budget adjustments. The items in gray are items
that we've already um or before my time were uh approved and or voted on. Um so this line right here, this dark black line is to show the end of feasibility and schematic design. Now we're moving on to um DD and construction. So, uh,
the first item here, well, these are adjustments to basically balance the account, balance the books if we're moving from, uh, owner soft cost contingency and into the appropriate uh, buckets of money. Let me zoom in. Control zoom.
Yeah, there we go. Okay. Um, so the first one for $50,000, uh, that was to that's to was that, Mike? I can't read. So if we looked at the original feasibility budget for the architect, it was 800,000. When we signed the
contract, it was 850. So we added 50,000. But then when we did the project budget, we knew it was 850. So we plugged it in. So we added 50. So now it it it added it twice basically. So this is to to to take that back. So that's
what those first three lines are is really just kind of balancing the books and balancing the budgets down to the contingency. Mhm. Um, so the uh fourth item down here for $5,886. This is for the uh I believe you guys had a geothermal consultant on
board, but then they backed out. So a new one was hired. This is the balance for that uh package. Um the next sorry I think if you zoom out a little bit you'll see the details on the on the right. There we go. There.
Um so we have it broken down to amendment 14, 15, and 16 for LBA's amendments. Uh these are basically uh broken out into these different categories per the MSBA um requirements.
So these budget adjustments are going to basically so that the line items, the individual line items will line up with the proposed uh amendments that we're we're going to be talking about tonight. Yep. So, it's it's kind of a little bit of the uh cart before the horse, but
it's to balance the budget on those lines. This this helps outline it a little bit better maybe. All right. So, for committed cost, same same uh same idea with the gray. This is previous stuff that has already been taken care of. And then the
items below, let me do that. 12. All right. So, these are this is uh LBA's amendments um broken out as I mentioned before into the MSBA required categories. Uh DD phase, CD phase, bidding, uh construction administration,
and closeout. Uh that's for um LBA's amendment 15. Then there's amendment 16. uh hazmat, geotech, geo environmental, soil testing, um building control, survey and certified pod plan and uh
site acoustics and other miscellaneous reimburseables. Um and then sorry that the geo test world uh ge geothermal test wall service was the one before that number 14. Um last one here on the list is for our amendment. This is for DD phase, CD
phase, bid, construction administration and close out uh with estimating included. Um any questions so far? Go ahead. Chris, just a quick one.
So on this page, the December 12th, the LBA additional services for geothermal geothermal test. Well, that's previously what we ascribed to it. and you were only adding 5886
uh going forward that would have been um 71,000ish. So the the the first one he's talking about is the yellow highlight. Yeah, that's correct. So, we previously talked with Brightitecore and the the
price with Brightcore was was the 66 669 I think with with the markup that that LBA puts on there when they backed out. LBA went back out to multiple vendors and and got multiple bids and and we only received one bid. Oh, you
you only All right. So, went out to multiple vendors, received one bid back. that bid uh was a little bit higher than Brecore and there was a little bit of work that the civil had to do to to supplement them a little. Yep. So the the driller Ogden Wells um they went
through their uh proposal there was one item that they um which was filing the the permit discharge to storm water. Um they said we we don't have the capacity to do this. We can't do it. It's excluded. So we said well we need to provide that service. We got our so
lunch and you have to provide it. a proposal. So that I think it's like about $3,000 for the um civil service and then the total difference between proposal and the civil engineers
work develop permit is the 5,000. So is this 70 or so thousand total just for the single test well for one test well? Okay. And it has not happened yet? It has not happened yet because we haven't signed the contract yet or anything like that. We want to do that.
The other part of that is if we locate it correctly, it can be used in the field in the future as well. And do you anticipate it happening because school is out shortly? So that's the goal. That's why we're presenting tonight is we'd like to try and get that done over the summertime when the when the kids
kids are not around. Yeah. Okay. Thanks. So Jenny, did you get any um feedback as to why you only got one bid? is I I couldn't get hold of the other folks who vote on those sent
me a few times. Any reason on the backout from Bre. Uh yeah. So their business model is that they offer like a a turnkey service and they're like this is the way that our company is set up and if there's no
guarantee that we're going to get the the whole project. Got um then we don't want to do it. And they want to do the design, the test well, and those are we had a discussion that if you want to do public projects in Massachusetts that
you're going to have to change your model because that doesn't it doesn't actually work with with public procurement like we can just be really difficult to get these very busy drillers to come in and do one well when they're doing huge. Ogden Ogden is eager
though because the guy calls me every week. we hopefully give him a call back tomorrow. Ogden is Ogden is local, right? But Bright is out of New York is I believe it's the right thing. Um it just took a little while to get there.
And the big thing on this is to uh for one of the reasons why we wanted to test well is well maybe two reasons. One is to actually understand what the geothermal uh conductivity is of the well, but the other is to understand how the water is going to be managed. Right? that that's really the water management
is maybe almost more important for me to understand you know from a construction uh logistic standpoint. So to be even more specific or add to what you just said we don't to get a test of of what kind of water mud whatever is going to happen there will help us tremendously
but also testing the capacity usually we're conservative at least mechanical we may lose a few wells and if we lose a few wells that's a lot of money and it's good to know. So that's why the test is so important for future costs
and coordinating with the town in terms of permits and water and that kind of stuff. Is that been done or is being done or that will be done? That's part of because if we find out there's a lot of water and we have to go through sewer
or whatever it is or who knows um it gets complicated and uh then we have to go and figure out how to do it. getting rid of water. Yes, that's a major item I would think.
Mike, could just quick question just slightly off topic. Um, when you went through and and talked about all of the things that you're moving uh to the correct, you PFA, we don't have to vote on that piece of it. Um, or is that because I see the amendments obviously and then the invoices, but do we have to
do anything around that piece? So, it's a good question. So, typically I would say we're going to ask you in a minute to vote on the the LBA amendment 14 156 in the collars number three. And those
budget adjustments are associated with these. So, kind of one vote, but as you as you were asking the questions, those first three items were just to balance the books from the old to the new, right? So, maybe we should do a vote on those first three. And again, it's not
it's not really to account for anything. It's actually just dropping the money mostly back down into contingency is really what it's doing. So after this after this presentation, we do have a vote for financial review, right? So we'll we'll take a look at that and then we'll take a look at the the actual
amendment. So I would say going forward, you typically are not making an adjustment unless you have a commitment that you're adjusting for. Yeah. So, normally I I recommend only one vote, but if if the body wants to do two votes, you can, but it's one vote. Just acknowledging that when we're making
this commitment, we're also going to adjust the budget so that we're within budget on the line. Yep. That's a great question, Mike. The the uh the subject of um tariffs is going to re raise its ugly head sooner or later.
your company um you you have this companywide, you know, it affects everyone. Yeah. Have you kind of developed in in house a strategy as to, you know, how you're going to look at this kind of thing? And I think we're still kind of feeling it out. It's very flux right now, but right people have to
start thinking about it and presumably you've got lots of other jobs where people are starting to think about it. So any any wisdom from you? I think right now what we're looking at and we actually just got um an update from an estimating team that we we're not using
them here, but they do a monthly update. It's called their RLB. They they do kind of a forecast of the of the market. And and it's funny. They're saying right now what they're seeing that's affecting construction is actually more the labor pool and and and not having a lot of
extra labor out there is is actually what's keeping the prices up. They're not dropping as much as they could if there was more labor available, but they are looking at the tariffs. They're working towards that. But I think what what we've done here is we've set ourselves up with a an appropriate contingency to cover what we what we
feel that we we might incur with the tariffs. We're going to continue to monitor that. We're going to be doing estimates um at the end of design development at 60% and at 90%. So, we're going to have three more estimates between now and when the bids go out, which is the bids are going out in March
of next year, March, April. So, we're we're less than a year out, and we're going to have three more checks. Those estimators are working regularly on projects that are bidding right now and bidding in 3 months and bidding in 6 months, and we're going to continue to monitor that. The other thing that we
are looking at is um if there's opportunities for or or needs for um early packages. So right now what we're targeting is an early package for the switch gear and an early package for the generator cuz what we're seeing in the market is generally those um could be up
to a year or longer um w with with uh getting those so the soon we can get those under contract and on board you've locked that in. We're also looking at an early package for the earthwork. That doesn't really help us with the terrace. But, uh, what we're going to do is as as the design team gets all of their
subconultants on board, we're going to ask them to reach out to those subconultants, talk to them to see if there's anything else that they're hearing. Um, I'll give you an example. When we decided to do the the generator and the switch gear, I was doing the very similar thing on another project
and we actually asked the design team at that point for that project, should we consider buying air handlers or or rooftop units, things of that nature. They said those are long lead items, but the long lead time that they're looking at those is 16 to 20 weeks, not, you know, 40 to to 60 weeks. So, they felt
that you didn't need to do those as an early package. And it it, you know, the early package, you are taking a little bit of a risk because you might design it with the inputs on the left side of the unit and when everything gets all said and done and coordinated, it would have been better on the right side or things like that. So, we're trying to
give the design team the time to to do that. So uh so so far said just what you said. Yeah. Agreed with that so far as we're Mhm. Yeah. I mean the other the other big one
we're hearing about is steel obviously and mostly uh most of the steel comes from Canada I think for for jobs around here. So that that's a big one. Um yeah I mean this is steel country northeast of the United States. It didn't used to be. It used to be a concrete country. Yeah. Um so maybe we're going to go back
to the concrete country. My my previous company, they actually did a project out in Orange and Orange actually did a cast in place concrete uh slab and and and beams and columns and everything. Just uh maybe two years ago. It wasn't it wasn't that long ago. That's the only way that I can remember in the last We
used to build ski schools with pre-cast concrete planks and Yeah. and uh which is a lot of concrete less steel and maybe you know maybe it's deja vu all over again you know that happened you know everybody did brick and then metal panel came out and metal panel was
cheaper and and you started doing a lot more metal panel now the price of metal panel's gone up and the brick is actually coming back so right right around long enough to see it all so we we definitely have our you know eyes on that we're keeping a close watch
on it as as as as anything comes up, we're certainly going to bring that to everybody here so that they know what's going on. Good. And and we we I I think we talked about this before as um as a town, we need to decide if we're going to if the um the shelter in place is
going to be in both buildings and not, you know, and all that. So that's going to affect the what kind of generator we buy. So right now, we're not looking to be an emergency shelter. That's when when you become an emergency shelter that changes
the code substantially. But we have it already. We have the shelter in place designed in as per the town and the fire chief some um request, right? And um you're right that if you do not have to do that, we will be able to
substantively think it'll save some money, right? It just not wouldn't be nec we wouldn't need the shower. But I know it is a townwide um system. Yeah. And so somebody could We're going to be talking to those people.
We're going to meet with the fire chief and um new fire chief. Yes. Yes. So and and there's a new fire chief. So I don't know what the strategy is anymore. Mr. Yeah.
Yeah. So we'll see. Thank you. Okay. All right. So, I was thinking we might do the vote here, but do we want to just go through the financials first and then come back and do the votes at the end? Sure. Keep going. Yeah, sure. All right. So, expenditures, invoices,
and requisitions. These [Music] are so these are uh invoices from I think the past couple of months or since February. Uh first one being for LBA services for $4,500. We don't have
to vote on these correct. These are just an acknowledgement. Yeah. So if everybody remembers, we had some workflows that we presented at the last couple of meetings and one of those was that if invoices were um presented with a recommendation from the OPM to pay, they were confirmed in that
recommendation that it was within the current commitment. It was within the current budget that those could just be processed off cycle, if you will. so that we're not waiting for a meeting and we actually haven't had a meeting in a while. So I believe the first uh three items up on there were actually
submitted back in in March and in in are being paid as we speak. So I think what what we've always recommended to clients in the past on this is that they vote acknowledgement only. You can't vote to accept it or to approve it because in if you vote to approve it in theory you
could not approve it. Um, so we would we'll be looking for a vote just of acknowledgement of all of these invoices. And if you notice, uh, in like the fifth column there, we don't have the approved date there because that's what we've done in the past. We've waited till we got a vote here. What I
would say going forward is when we email these out, we're going to put the email date in there with the with the caveat that if they go to Matt and you look at them and you have a problem with them, you don't pay them, right? So in that situation, we would expect an email coming back saying, "Hey, I get a
question on this invoice or that invoice and I want this to go to the committee first, right?" And then we would have the date off. Okay. But we also have a limit on the dollar amount. So the limit was on new commitments. The So that was one workflow. So that like if we have to
do a new commitment, there's a limit of $50,000 as a cap. But on the invoices, we said as long as it's within the the overall commitment and it's within the overall budget, then it could be paid. Okay. Carla, I think that we um there's
been some internal discussions with uh Matt and Jane and we may want to change that a bit. We're going to since we're going to be meeting um we'll probably be meeting on a regular basis like on the first Wednesday or the first the second Monday of the month to get back into a
routine where everything comes through. Um because some and I think with the scattered meetings and things coming through um I know on recal there were a couple invoices that kind of got got uh got missed. So we may want to discuss
going back to a system where the invoices come in, they come to the committee for approval and then they're paid and we're meeting every month. So it's a you know it's a monthly thing and shouldn't you know it shouldn't require the sort of special circumstances that
we're going through now. And I would say in general during the design phase there's no issues with that because our invoices aren't as critical when we get the contractor on board. Sometimes that becomes a little bit harder and it and you start scheduling meetings around
those those dates and and it's it's makes it a little harder on everybody to meet. But uh absolutely whatever again whatever the committee wants to do we're we're here to support that. And I just had one other question. So at the bottom of that it says total spent 1,817,000.
Yes. Is that with shaded only? That that's that's everything. So shaded and unshaded. That's shaded and unshaded. When we get to the cash flow in a minute it's it's shaded only. And and to be honest, what it is is the cash flow. If we had plugged in the
approved dates, that's when it shows up on the cash flow. It doesn't show up until it's approved. Because what the the idea there is that the cash flow is when you're you're paying it, not necessarily when it's being incurred because that's again typically what what you're looking for is like when do I have to pay the when do I have
to cut the check? Yep. Yeah. I think another item that will be updated is the uh the co-pay number. as things get processed, everything's kind of a snapshot in time. So, as things get processed, we'll have more information and those will be populated as well. Okay.
Um I guess so on this here, you'll see there's a couple of different invoices for for LBA for January. There's one for us for January and February. Then you have LBA for February, March, April. Um, you'll be getting up uh caught up up
uh invoices for us from February till the end of June next month in LVA. I think we've got a a May invoice that's in in process right now that we'll be getting in the next few days. Good. Okay.
All right. So, we'll hold that for the end the vote. Okay. So, you want to do cash? Yeah, I'll do the cash flow. I kind of just alluded to this a minute ago. So, the cash flow is showing $1.2 million total here. That's because
that's what's been approved to date. So, the the 1.8 I I think is with everything else that isn't approved, but the 1.2 is where we're at. Um, and if you look, that's actually showing back to March because we haven't had any had any invoices approved in April uh yet. So
those next invoices will be approved for April and in May and June and we'll carry that down and we'll be working towards that and we do have that graph. The other thing I wanted to note on the cash flow here is that we're now showing the full 130 million there. We're not
showing the 2.2 any longer. So what we've done here um we have several columns that add up to the total. We have OPM, we have design and designer consultants, uh FFN and miscellaneous. So the miscellaneous might be moving cost, legal cost, things of that nature.
Uh construction value and then contingency. And again, taking the conservative approach here, we're showing that you're spending the full value through the life of the project. doesn't mean you have to, but again, from a cash flow standpoint, that's that's what um the the uh people doing
the bonds and the bands and and and doing the different securing the funds want to understand. So, that's what we've done. This cash flow typically does not change until we get the contractor on board and when we get the final construction value. If it's a different, then we'll adjust it.
Typically, we might do one more adjustment at the halfway point or something like that with the contractor, but we we really like to try and keep the cash flow where it is so that you can see whether it's on the numbers there or graphically here. Are we on
budget, over budget, or behind budget? And especially when the contractor gets on, if we see that we're starting to be behind budget too much, that's usually a sign that the contractor might be behind schedule because contractors just don't put the work in place and not build for it,
right? If it's in place, they're going to bill for it. Um, so that's what we're going to show every month. We we're going to continue to to let you you see where we're at with the cash flow. Right now we're we're just a little under uh because we haven't met in a while, but I
think we're in good shape. All right. So, going back to the very beginning here where we had the budget adjustments, I think the first thing we we'd be looking
to do a vote on is these first three adjustments, the 50,000, the 55, and then the 114. So, the the first two were just to balance the books, if you will. Um, and then the third one was to drop money down into the contingency. And those are
basically to align the budget that we had with the three uh 2.2 million to the new budget of 130. Okay. So So the motion would be motion would be to accept the budget
adjustments of $50,000 moved to contingency 55,500 move to contingency and 114,292 move to contingency. So moved. Second.
Any discussion? Okay, time for the vote. Uh Pam, yes. John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes. Carla, yes. Sean's not Can you just let me know when Seawn
comes on? Okay. And the motion passes. Excellent. And that's the best type of change, right? with dropping money into contingency number by the way. All right. Um the next budget adjustments again we can take votes on these if you want. These are tied to the amendments and like I said what I typically say is
when you're making the recommendation for the amendment you understand that we're going to always keep up budget budgets balanced and those just would go go along with that. So let's do it that way. Yeah. So, the first one we would be looking at is LBA amendment 14 to um
allow them to move forward with the geo test, sorry, the geothermal test well. Uh we're we're adding $5,886 to the original budget that was 66924. So,
move second. Perfect. Sorry, just getting Okay. Um, any discussion? Mike, that was for amendment 14, correct? That's amendment 14 only, correct? Yep. Okay. No discussion. Pat, yes. John,
yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes. Carla, yes. All right. So for amendment 15, I'm going to go to the the detail here so that I can pull the total out. So amendment 15 for LBA, this
is for what the MSBA terms base services or basic services. Uh it's design development through closeout. Uh it excludes some specialty items like the traffic and things. We'll be talking about that in just a minute, but this is the basic services. It's broken out as
you can see on the chart in front of you and the total is $9,50,000. Okay. So, the motion would be to approve LBA's amendment 15 in the amount of 9,50,000. So moved.
Second. Right. Any discussion? Okay. Pat. Yes. John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes. And
Carla, yes. Excellent. Thank you. Um, looking back at the chart here, the next item we have here is LBA amendment number 16. And as Justin mentioned, this is for additional services over the basic. I don't want anybody to
misunderstand this. These are all services that are expected. It's just the way the MSBA breaks it down. So when it's additional services, it's not like people say, "Well, why didn't you think you were going to have geotechnical or geo environmental or we knew we were going to have those?" We've budgeted for
those. So right now, um, Jenny, this is about half of the the services or twothirds of the services that we think we're going to need. Um, in terms of dollars, okay, so there's some that we're still looking at. For example, traffic study.
um the initial price that came in, we had done pretty extensive studies already. So, we just wanted to make sure that you know that we weren't if we could reduce that a little bit, we were going to. So, traffic is not in here. So, there's going to be additional items. If I scroll back here just for a
second, just so everybody understands, um this is the architectural budget and this blue box here. Uh let me those are the basic services and then everything below that is the additional over the basic. So you can see we we
have budget line items for all of those items so that we can actually join the construction administration basic is there. Yeah that's just yeah the closeout should be above below the construction administrator. So all these
other items, we we do have budgets for them and we're working through those. So what we're looking at here for amendment 16, sorry, is just a few of those services, the ones where we were able to get new
proposals, not allowances, but actual proposals for the actual work and get. So that's the hazmat, the geotech, the geo environmental soil testing, building control survey, the plot plans, acoustical surveys, this miscellaneous other reimburseable. The contract allows
the design team to bill for like re reproductions and and things of that nature, but we don't have a budget for it. So, this is just creating a budget for that. So, that 22,000 is kind of a placeholder. Everything else is is a hard number with with a a proposal supporting it. And so, and so then going
forward, so say just say for traffic, once we have a hard number, that's a new amendment. That will be exactly. Yeah. Okay. Yeah, we're we're spending some extra time on that after talking about certain aspects of it. We're really working with the traffic person
understand exactly what needs to be done and what could be done to help you and the town in the future. So the the project has a limit um and it's usually the footprint of the school. So, the the sidewalks and the
the streets and the parking spaces, um they're going to work on getting that into our contract. Yep. Because we don't want a nice the street work and the and the park, you know, all that. So, makes sense. All right. So, again, we've got a
number of different items there uh for the various spec specific trades. Um, but amendment 16 would be for $443,658 as a total broken out as as you see. So, approval approval on this. Correct.
Correct. Yeah. So, moved. Okay. Do we do we have a second? Second discussion. The I'm I'm looking at due diligence on behalf of the taxpayers. Yeah. When the architect submits a proposal for fee or
something like that, you look at it critically presumably and determine that it is inconsistent with industry standards and all that kind of stuff. We do. We also look for it from a scoping standpoint to make sure that we have a full scope. We don't necessarily
necessarily have a breakdown of rates and hours on every one of these, but for example, the reason why traffic isn't before you is because it was submitted to us. We asked some questions. Jenny and Lee agreed with the questions and and pushed back a little bit with with the consultant. So that due diligence is
happening on all of this. Yes. That's that's what I'm getting at. Absolutely. We we acknowledge that you are our representative. Yes. And are doing that due diligence on behalf of the town. Absolutely. And in these um proposals, there's a 10%
markup for LBA and that's in there. That's defined in the contract, right? That is correct. Y standard MSBA contract which no one changes. Now, do you look at the individual what
do you look at the proposals or the anticipated costs of subconsultants that the architect has? I think most of these are subconultants, but there is again with the way the MSBA breaks things out,
there's certain amount of civil and soil work for example that is owned under the basic services and then there like the the test pits themselves are not. So the test pits are done as an extra service. That's the soil testing that you have, you know, things of that nature. So um
we we do look at it holistically to make sure that we don't have any scope gaps. That's that's really what we're trying to do. Uh I don't I think the OPM does not scrutinize the subconultants that we have under our basic services. That that was my
question. Is there our lum we have all of like 17 or 18. It's it's believe me since there's that long list of things that we need to do and they know what to do. Um it's contingent
upon us to negotiate with every single one of them because we only have that we need to have last. So we have all kinds of internal kind of like balances. Our scope is clearly defined in the contract in every one of our
contracts with them but also in our contract with the town we have to do. Now are you is is the team intact or have you made any changes to the team? Yes. Um we made one change uh in on our team and we should say that in writing
uh we decided to switch the structural engineer which I think I've already spoken to Pat and I actually mentioned to you. um from two limb two limb consultants. Um and prior it was someone
else and um there were some concerns not from us but from um member of committee and we we looked into it and decided to switch in in DD for all the construction documents and um we're happy that we
did. Um, I can share that with you in a we could just write a note or something like that. Fair enough. Um, yes. Um, I'm saying it as carefully as I can. Are they proposing any change to the structural system that Oh, no. They're
they're just continuing on in with their own their own experience which we believe will be beneficial. So, we don't need a new uh design narrative from this. It it was very straightforward before and now that we're doing we just
wanted someone when we got into the construction phases who we had a better understand well they're all the measure alumni anyway both teams the the original and the new one and Sue Burkart I know well they only do concrete
reinforcement they don't we did also we did also add uh couple consult which I believe were in our original um qualifications and proposal when we initially interviewed for the project
but they didn't have any scope in the first part so we added them into our team those are our acoustical consultant scent and our furniture consultant just in general just know that um we've been really consistent and we
keep our team together and we said we would and Carla um a lot of questions about who's going to staff our project going forward. Probably even the interview, who's going to do CA. I think we um answer those. We
have a very consistent team that goes through the job so that everybody knows the project. Any other discussion on amendment 16? Okay, seeing none, we'll go to the vote because we already did
the Okay. Um, Pat, yes. John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes. And Carla, yes. So, amendment 16 passes. Excellent. Thank you. Welcome. Uh, the next amendment we have is
amendment three for college project leaders. And this is our amendment to uh allow us to continue from DD through closeout and also includes estimating services as well. Again, we're going to be doing three additional estimates at DD 60% and 90%
CDs. And I'm going to jump to the cover on that as well. So our amendment three would be for a total of 4 million 345 uh
569 as broken out down below. Move to approve amendment uh CPL amendment number three. Second. Any discussion? Just real quick is maybe
I should ask prior but by us doing the whole vote before town meeting scenario and saving time and money is that reflected anywhere in this? So that is reflected the initial proposal we received from uh LBA was
actually uh 600,000 more. Um through the negotiations we had signed them up for an additional 500,000 and through the negotiations with with the the district they reduced their price by another 100,000. So the the the 9 million50,000
was originally about 9.6. So it it did come down by that $600,000 which was $500,000 which was already being paid out if you will and then $100,000 discount. I I think what you're I think the thing you're really
hitting at is by starting early by paying us and starting early. Do you think that it will affect the amount of money that's in construction? I don't know if you know that, but we're hoping that through that that will lower your
construction because it will change the schedule of the escalation. And that's an end that's kind of an end game. I will be showing you at the end of this what we've been doing over the last two months. And I have to tell you that getting
started because that money went into our design. Um and getting started like that was very fruitful for us and it got us really moving and we were did a lot of work already. So that's just a good sign. I
know that doesn't sound like money but frankly is good. It's better than non cracking. It is. It's better than waiting and then just starting to get the boat moving and we
have the vote moving. Thank you. Any further discussion on amendment three? Okay, seeing none, we'll go to the vote. Pat, yes. John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes.
Carla, yes. And amendment three passes and the that's next vote. By the way, excuse me, this is more important. What church is bringing about church? It's old south.
What denomination? It's Protestant. [Music] I don't know. It's really important. All right. So, the next grouping here we have is the invoices that have been uh
presented and forwarded. So, so this is so I can I think I can take these and it's just a vote of acknowledgement. Correct. Vote of acknowledgement of all of them. Yeah. Okay. All right. So, uh you want me to take these? I'll just take these in order, Carla. Sure. Um, so, uh, vote to acknowledge, uh,
invoice, uh, uh, LBA, um, invoice number, uh, 21534 in the amount of 52,000. Oh, I wrote this down. $444.80. Both of those. Yeah, that's correct.
Are these separate or I think we're doing one at a time, right? I think you can do the whole list. Okay. Oh, perfect. All right. Yeah. Um and okay so that's the first one. Um and then second invoice uh um callers invoice number 103
uh1858 in the amount of 56,69975 um the date of March of March 6th 2025. Um and then um uh LBA invoice number 21562 uh from March 10th 25 in the amount of
26,87580. um LBA invoice number 21784 from uh May 26, 2025 in the amount of $268,040 and LBA uh invoice number 21866
uh from 52825 in the amount of $175,000. Second. Seconded by Pat. Thank you, Ed. Any discussion? Going to the vote. Pat, yes. John, yes. Chris, yes. Ed, yes. Greg,
yes. Nancy, yes. Carla, motion passes. Excellent. Thank you. Um, so, um, we're having a hard time with the audio, I guess, and I think it's on Zoom. It It could be. I mean, you really
have to speak. They said especially at the podium. Yeah, you really have to speak into that microphone. Is it on? Is that on green? It's on. Okay. Yeah, you really have to speak right into it for the Zoom to pick it up. It might be It might be Jenny and Oh, yeah. It's probably Jenny and Lee if
they're not at a at a mic. You can also be like Bob Parker. Yeah, we can you can speak into that mic and that would be great. It's gone. the owl. That was the owl. So, this is one location. Okay. It's also up there
now. Yeah. Right. But to pick up that when when we and Jenny do their update later, they will be up at the podium as well. So, we'll just we'll make sure that I say I'm Harley. I'm too quiet. So, all right. Um, so I believe that that is it for our financials. We did
take the amendments out of order kind of because it was kind of part of that financials and we appreciate that and right we took seven and six out of order. So now we're actually going to six correct for the schedule review. That's right.
So I don't have the schedule opened up. Give me one second. So I will be sending an updated schedule to everybody tomorrow. We did notice was uh one date that had to be adjusted. um so that we didn't have negative flow but we have shared the
schedule with you previously um what we have done is we have updated that schedule uh Chris to your your point earlier we've actually taken in account the savings one month on on the overall design so if you looked at our previous
schedule we had reded to 100% documents taking 12 months in talking with Lee and Jenny they thought they could actually do it in And by spending 500,000 earlier, we're actually doing an intent now. So we it's actually reflected in here. Now what is
also reflected is the um notice of award letter of intent that we got last week was the official start of like this DD phase if we're moving forward with that. So um I didn't want to go through line by line, but I was going to go through some of the highlights here. Please if
if you have any questions or want to look at anything, we can. Um some of the adjustments we've made is we we had to look at some of the estimate times and adjust them a little bit. Um some of the timing occurred around Christmas time and things like that. So we had to give a little bit more time there because of
the holidays and people shutting down. Um we have the design development shown. We have the 60% construction document shown. We we we show all of the MSBA milestones. Excuse excuse me. all the milestones
where we have to submit to the MSBA. We give the MSBA time to um respond back to us. Just so everybody knows, the MSBA doesn't actually give us specific number of days for their response back to us, but they they always give a response
time for us to get back to them. So, we put in what we think is industry standards. We've re reviewed that with LBA and we think we're in a reasonable time period with that. Um, as we go through the design, I did highlight two items here that I just wanted to bring to everybody's attention. Um, I alluded
earlier to early package number one. I'm going to zoom in here just so that people can see it a little bit easier. So, early package number one here is in the green. We entitled it switch gear, but it's actually switch gear and generator. You can see right below that. So, we're looking to put that bid
package out in at a high level, put that package out in November of this year. so that we can get it going and then we can actually execute the contract basically the beginning of the year. Um, and what that will allow us is that's that's
getting that contract underway five or 6 months before the contractor gets on board. As we understand the contractor gets on board, we've got to sign a contract with them. They've got to sign a contract with the electrical sub. Then we have to go through the submittal process and everything like that. So
we're saving about five or six months there. So big picture what this is allowing us to reduce our overall building construction period. I think if you didn't have lead time issues we could probably build this building in 15 to to 16 months without the geothermal.
Um with the geothermal maybe 17 or 18 and that's about where we're at. If we didn't do the early packages it takes about a year to get the switch gear after you've released it. And you're probably not releasing it for a month or two. So you're talking 14 15 months
before you can even potentially get it on site. And that usually d like we couldn't finish a project in 16 months or 17 months if you're not getting the switch gear for 14. Where does a switch gear come from? Typically it's it's typically uh manufactured in the US or
or let me let me say built in the you know but there's parts and pieces and breakers and different things that you know come from various locations. But um we are seeing some some people asking or some switch gear manufacturers offering um acceleration if you pay them extra.
Oh, if you want to pay me an extra $200,000, I can get it to you six months earlier. But we're kind of we're we're going to get that benefit without having to pay the premium. And we're not seeing any other equipment right now. That that those are the big ones. You know, we we've we've looked in
the past. We've had roofing was an issue at one point and then the roofing kind of got it there and then the roofing insulation was the issue and we've seen it with drywall. We've seen it with uh lots of like light fixtures and things of that nature. I think um light fixtures the we're going to put it on
the design team and their their their consultants to not specify very unique fixtures if you will like that there's only one manufacturer that will give us a little bit more flexibility on that. But uh um ultimately uh we we we're still doing 18 months. So like even if
something does take four months or 6 months or something like that, we think we can manage it. But again, that's something that we're monitoring daily on all of our projects. LBA and their team are doing that as well. And and we've already started asking those questions. Is there anything else that we should be putting on this list?
So the the other early package I wanted to highlight here is early package two. Um I I talked a little bit with Pat on this and we looked at it with the design team. We want to continue to evaluate this. I think when we had previously discussed this with with the committee,
we talked about doing the geothermal wells as an early package, but as we actually looked at the geo uh technical results and the test pits and the borings, one of the things that became pretty evident is that we have some unsuitable soils. Um when I say unsuitable, it's unsuitable for
buildings to be built on. Not that they're contaminated or anything like it's it's that there's clay there's clay or there's organics in the soils that are three, four, five feet below that field. So what we looked at is that um
this early package rather than focusing on the wells, we're focusing on uh an over excavation package. So when we're doing it, we're digging it down about a foot and a half to two feet below foundations. And that's because that's
where the the soils go to. And then we would have that that early package contractor bring the grade back up to basically foundation level, like the bottom of footing level. And the idea there is that again, we're looking to bid the get this ready to go in uh
October, November time period, so that we could get that contractor on before Christmas and that they could work from that point until the the general contract general contractor comes on in May. That gives them five, six months to excavate this out, get the pad ready, so
that when the general contractor does come in, that they basically got a pad ready area. They can drop forms as soon as they get submitts approved and get going. They have the ability to start with geothermal wells first, start with foundations first, do both of them. You know, it gives them a little bit more
flexibility. And what that does is that that few extra months, it doesn't save us 5 months on the construction, but it does save us two or three months because they would have been overlapping that with other things. But again, it just we we thought thought it was a way to get us in there. One of the things that
we're trying to do big picture here is uh maybe I maybe I'll scroll down. I can always come back to this part here in a second. Big picture looking at the construction. We're looking to do pre-qualls over the winter. That's what you see pre pre-qualification committee
kickoff in November. We're getting qualified uh qualifications back in December. We're getting the pre-qualifications done uh for March and advertisement for bid goes out the beginning of April where we've
published the bid documents online. We have the filed sub bids. We have the GC bids and we're basically looking for general contractor bids due to um just under a year from now in in the end of May. Uh we're looking to do a very quick vote and award that contract basically
uh a year from today start start in phase one literally a year from today. Um starting that in in June isn't is what we were pushing for. We we didn't want to start in March. I mean we we we would ideally like to start in March. We didn't want to start in August. So,
we've been able to pull that back as tight as we can. And that's where we're at right now is with June. Um, looking at that that 18month 17 18month construction period, that gets us to basically Christmas, if you will. Uh, Christmas of
28. At one point, it was just before Christmas, but we weren't planning on moving in on Christmas because we don't want to rush that. We don't want to have like if you build your schedule so tight that there's no flexibility. if you have an unforeseen, if you have an issue out there, you're immediately paying for
premium time for overtime or weekends or something like that. So, what we've done is we've actually built in, we have a 38 day period from when the construction finishes to when we're actually looking to start to occupy. So, we're looking to target the April vacation, sorry, February vacation of 28 um to occupy the
building. So, we that 38 days is 38 calendar days. That's really almost two full months of of getting in there. That's furniture deliveries. That's getting the contractor to finish punch list. That's training our staff on the new equipment, kitchen equipment and and and all the different technologies,
things of that nature. And allowing the teachers time to move in a little bit, you know, they can start moving some personal belongings over, things of that nature. Um, why do we want to do a move in February? Because if we move in February, we can then start demoing the
old building in March. And the key with that is by starting the demolition in March, we feel that we can over the course of that 6 to 8 months before the next winter season really hits, we're we're expecting the contractor to finish everything. If we waited till June or
July to start the demo, what happens is you're going to run out of time before the coal gets here and then you're going to have to sit over the winter and come back the next spring to do finish asphalt, finish concrete, plantings, you know, grass, things of that nature. So by sorry by getting this done a little
bit earlier by getting the students in in in February it it does a few things. One thing is the students that have kind of lived through it get to enjoy the building a little bit right and and they're in there. But the other thing is it allows us to get that that old building down ideally the bus loop in
before the students come in in September of 28 and then the rest of the site balance basically finished before the winter comes in. And so that that's the goal. That's that's where we're at. We we think it's a reasonably aggressive schedule, if you will, but it's it's a it's a reasonable schedule. It's not
it's not overly aggressive. I think having that time in there for the move in, you know, if if that 38 days had to become 30 days and we had to give the contractor 8 days because of an unforeseen or something like that, that's still very reasonable for us to do. Um, but it is it is it is kind of
building that in there. So, jumping back to the early package, by doing that early package, it just gives us a higher likelihood that that builder can do that phase one building in the 449 working days that we're showing there, which is again, it's basically about a year and a
half. So, I know that's a lot of information and if people want to look at it and think about it, um the one update that I will have if you look at your schedule that you had in your package, um the move in was
actually shown to overlap and and go out nine extra days. So, that cuz that 38 days was actually 40 47. So, we did adjust that from 47 down to 38. And that's basically based off of the this meeting is happening a little bit later than we were originally
thinking. So, uh, we're going to continue to evaluate this. We're going to continue to work through it, but I think, uh, we've got a pretty solid plan right now with with the two early packages. Um, we did have some discussions with Carla and and Pat and Matt and and Jane that um we are going
to be working towards getting uhformational uh packages over to Kong maybe a little bit early to make sure that we're keeping on track with that because um getting that early earthwork package out in in in the fall is is key to kind of making everything else work.
So, we're going to be working on that. Any questions? We don't need a vote, right? No, just just uh again, we're going to continue to monitor this, but this is really I think this is the baseline. You we can start, you know, managing off of this and let you
know if we if we deviate from this, but this is what we'd probably use as the baseline going forward. John, anything? My prediction was remember my prediction was no matter what you do, John will find So you should study it carefully. I'll
just offer one thing though. United Methodist Church. You ask what? United Methodist. Just don't forget to bring it in. Yes. It's got to be the bell.
Good. Okay. move on to um the update that we have to send to MSBA. Yes. So, uh I'm going to actually to the This isn't in the packet. It will be sent out to everybody after. That is
correct. So, uh, Carly from the MSBA sent out an email, um, back on the 13th, which is basically right after our vote after we confirmed with them that the vote had passed and they sent out what we call
the project scope and budget agreement. So, the the project scope and budget agreement and the project funding agreement go hand in hand. We sign the this document first. Once this document is finalized, then the funding agreement comes immediately behind it. So there's
a number of of um attachments here. I'm going to go through four of them. The fifth one here, this is just an a copy of legal certific Well, I'll go through all five. I I'll go through all five rather than by the time I explain it, it
will be I'll have gone through the whole thing. So the first attachment we had in that is just a the cover letter. This is just the the notification informing us that they have forwarded the project scope and budget agreement and um basically telling us what we need to do
to to follow through with that. So Matt, you got this. I know you went with legal council a little bit to review this already. Yeah. Yeah. Legal has it. I talked to her today about it. All right. So, so what they're looking back from us is a signed uh original of the project to open budget agreement, a signed copy
of exhibit A, which I and I'm going to show you each of these in a minute, a signed copy of the proposed schedule of alternates, and then the exhibit H with the reimbursement, and then the legal certification um which is a separate separate document. So, looking at each
of those project scope and budget agreement, again, this is an MSBA standard. This is right from their website. Basically, the only thing that they really change here is they they fill in the town the district name and the project name and the and the ID number. Um, we don't even fill in the date here. They're going to fill in the
date there when they sign it. Um, so we will be looking for a vote at the end to uh authorize the uh Matt to enter into this agreement. And if I scroll all the way to the very bottom here, again, this is all pretty standard documentation.
and I'd be happy to answer any questions that anybody has on it. Um, but as we get to the very bottom, there's a spot here for Mary Picatti to sign on behalf of the MSBA, and there's a spot here for Matt to sign. So, we we'll have a signature,
we'll have his name hand hand uh spelled out, and then his title will be hand spelled out. So, that that is the project scope and budget agreement. the uh so that was this first item. The second item is one copy of the original exhibit A total
project budget. So uh everybody is probably getting familiar with this now. This is what I lovingly refer to as the 311 form. So this is actually the detailed breakdown of all the budgets and the uh detailed budget I showed you
earlier tonight is in alignment with this. So if if I look at legal fees as $100,000 here, it's $100,000 on our budget. Everything's in alignment and we will be asking for a vote to authorize four signatures on this. So this is signed by the chair of the
school building committee, the chief executive off officer, which would be Matt, the superintendent of schools, and then the chair of the uh the school committee. What's this document again? This is officially titled exhibit A.
Um, I I would probably in a motion say exhibit A the 311 forum. Um, then the proposed schedule of alternatives. Um, that's on the next page of that 311
exhibit A. So what we're showing them is that there's a potential for an alternate of solar parking canopy and it's excluded from the bid. So we we talked with the the group previously. We voted to have solar on the roof as part
of the project. We voted to table the discussions on the canopies because it wasn't completely closed up. Okay, I got to stop talking with my hands. Because it was not completely closed out, we did identify it as a possible alternate. So they've identified it here as an alternate that
would be outside of the scope of the $130 million basically. And that one we have to vote as well. That's correct. And what's one what's this one called again? Sorry. This is the proposed schedule of alternates. And do they I Yeah, could real quick on
that one. Um, did we get the return on investment on that like we did with the roof scenario because I don't remember seeing this the return on investment for this? I think we had all that. We can certainly follow back with you on that and give you that. The return on
investment on this one is is much greater. The problem is it's not so much the solar, it's the canopies that you have to build for the solar to go on. Yeah. Yeah. So, two two mill two plus million dollars. About half the cost was the canopies and half of it was solar if
I remember right. Been on the committee actually when we were talking about that but we can definitely get that for you. Okay. Yeah. Absolutely. And like I said we we haven't closed the door on it. It's still is an option out there. Um and then the la the the next item
here is the exhibit H reimbursement rate certification. And what that is, that's showing us how, you know, how did we get to our total reimbursement. So we have a base uh points of 31. That's what you had when you signed feasibility. We have the
income factor of 3.9 uh 79 and the property wealth factor of 11.7. Um so that that calculates out to 46 uh 58. That actually went up a little bit from where we were. I think that went up by about 3/4 of a point. So
you're getting a a little bit more reimbursement than you did at feasibility and schematic. To that we're adding uh a 1.61 for maintenance. So you can get anywhere from zero points if you have no maintenance uh program up to a a full
value of two. So 1.6 again is is is on the higher side of what I've seen on projects I I you know. So that I think that's just a testament to the maintenance program you already have in place and that you're going to be using going forward. And then we also have three points for green schools and one
point for indoor air quality. Just so everybody knows, they're showing this as 0 to four and 0 to four, but it's actually a combined zero to four on that. So it's not it's not like we're getting four out of eight possible. We're getting four out of four possible there. Um the other ones that we didn't
touch base on that we didn't get um we're not doing stand at risk. Uh we're not a newly formed regional school district. We're we're we're all new construction here. We're not doing any renovations, so we don't get anything there. And then the overlay zones, those are things that I always have to look up to know exactly what it is. But
basically for urban areas where um you have lots of multif family housing um more more than likely apartments, that type of thing. And also where you have um use of public transit. So like if you're in the city of Boston and then they're not having yellow school buses pick you up, they're having MBTA buses
pick you up, that that's when you t typically get that. So, uh, I I did a project in Brainree, which was a mile and a half from the TA station, and there was bus stops, and I thought I might actually get it, and it was still, it wasn't even close. So, um, we did look here, and we don't qualify for
either of those, um, as well. But, so our total reimbursement is 52.19. And like I said, that's a little bit higher than if you went back 6 months ago, I think I was about 518 or 515. So, it was a nice little uh you know, it's nice
that it goes up, not and who who uh who authorizes this one? Is it all four or is it just uh This is uh It looks like it's everybody but Carla. Sorry, Carl.
Um and then the legal counsel certificate. That was the last one. That's the the word document. So, this is to be put in the legal council's letter head just basically saying that they've reviewed the document and that they that the people signing it are the legal authority to sign it.
Do we have to vote on this one too, Mike? So, yeah. So, the I guess the question I have for you, we could just vote to have them all as one vote. If you want to do each individually, we can do that as well. Um well do we uh the only reason I was asking and I wrote
them because different people execute them. Yeah. So we can take them one at a time then. So the first one we would have is to execute the project scope and budget agreement and that would be for Matt to I wrote Do we need to do them?
Can't we just say the required person to Yeah. I I Yeah. So I'm on the other ones I just wrote the four signitories. So it's I mean whatever you want to do. It's I I don't think there's any right or wrong. So, in case we miss somebody or I don't think there's a problem if you if you wanted to do one vote to to
just identify each of the each of the parts in the vote and and like you said have them sign signed by the appropriate authority. Yeah, maybe we'll do that in case you miss anything. Yep. And can we do all four documents in one vote? Yes. Yeah. There's five, right? Uh one, two,
three, five. Five documents. Yeah. All right. It's all you, Ed. Um so uh vote to authorize um appropriate appropriate signatorries uh to execute um project scope and budget um agreement. Uh
exhibit A um uh 311 form uh the proposed schedule of alternate alternates. Um exhibit A reimbursement uh rate calculation and the legal council certificate. So that was exhibit H. H what did I say? A H sorry. Yep. Yep. You
got it. I'll second. Second by Pat. Any discussion real quick? Yeah. Since none of this was in the packet, if it after they signed it, if it could go on the killing website. Yeah, it will be it will be sent tomorrow morning as well, so it can go right up. Yeah. All it'll
go to the document section. Yep. Absolutely. Seeing no discussion, we'll go to the vote. Pat. Yes. John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy, yes. And
Carla, yes. And that passes. Excellent. Thank you, Ed. Thank you, Mike. And LBA, we're on. We just want to share some forms.
Um, I'm gonna share my screen. Should I use this thing? Uh, do you want to sit? No, actually I'll stand. If you're talking, you should you should use that mic. So, but you can if you prefer to sit, please, you can sit there. Use that mic and then I can
advance them. I want to You want to move? I want to use my hands. Just don't hit the mic like me. I'll just stand over here like this. I didn't know if you naked green. So this is your new system, is it?
Yeah. If you hear yourself repeated, then people at home on Zoom can hear it. I think RCTV doesn't use that. Okay. But it's for Zoom. You need it. So right now you probably can't hear me. Just press down.
Okay. Am I a good distance from the microphone? Yep. Thank you. Thank you. Um so over the last two months we basically did a deep dive with two
groups um of your people. Uh one was an exterior group and one was an interior group. And the whole goal here was to use the next last two months to really bring the building up to speed because, you know, we don't really we design, but
we don't really get in and get your uh blessing and your direction to the the way that we'd like to do it. Um, and so we put together, we met actually, how many times did we we met three times with the exterior team and three times
with the interior team. The last time we met, we showed materials and some samples and stuff to get him idea who was on the So, I I just had two quick runthroughs here just to kind of like get you excited before we leave. Um, so
the on the on the exterior team, we had Carla, we had Pat, and we had Nancy. Yep. Who else was on that? Um, superintendent was always there. Lindsay. Lindsay was always there. the principal. Um, and uh, that's pretty
that was pretty much the team. Our team spent a lot of time and um, it was interesting because the first time we met was the first time we really talked about the exteriors as a group and we got a lot of direction, a lot of some push and pull. There's a lot of push and
pull, but I think that as you learn uh, we try to listen and and then when we came back the next time it's like I think you were surprised that we listened to you. So um let me just show you and then we uh refined it some more and really talked about it. So this is
the way we approached it. Um I like to look at a town and not necessarily copy uh but to get a kind of a sense of some of your civic buildings and also who you might be. And
um again uh think what you will about different aspects of a library of the library and its addition or the materials and all of that. I'm going to guess that every one of you like certain things about it and don't like other things about it and that's fine. We were
looking a lot at materials and uh durability and colors and what makes a building kind of fit here. Um, after going back and forth a bit, we actually did come up with kind of a pallet for the exterior. At the top, we show kind of a
you see a base and you see some panels. We have some areas where we have some kind of panels and and we're actually still looking at two different types of panels. Even though on the they can basically be used the same way in the same areas. We're looking at a a kind of a wood look. It's called phenolic, but
it's and very durable. We used it on Swamcot um which is called So that's one of those panel types and the other type might be a more cementitious uh UHPC kind of a a reinforced um panel.
It's just as durable but it looks a little more like stone. You know what I mean? We wanted to just give you a sense of what that could be. And after talking um we had all kinds of crazy stuff going on. And um we were asked to look at the
base and the whole building for the most part as being masonry is being brick. Um and um one of the things I do like about the library, this is kind of a zoom in. So any of you who don't think this way, this is how I think. The base of the
library is actually very interesting. It's a darker brick and when you go up to it, it's like its own little floor. And what I liked about it was it had all those little kind of like it felt like its own little scale to it. And the biggest concern I've had from the
beginning of this is how do we make the lower part of a three-story building kind of feel to scale for the kids, for the smaller kids? And there's just something about it that um got my attention. And um so we ended up using a two different colored brick. and you're
going to see what that is. I think that um it was very much consensus and Nancy had a lot to do with it, I think, and others. So, um, uh, and and so if you once again, if you look out to the left, you're actually going to see a school that we visited where there's kind of a
darker purpley brick on the very bottom and they used it in different areas like panel and then they used the other kind of reddish or orang-ish brick. And we wanted to be a little bit playful for the kids, but you know, as you get closer, the brick has some variation to
it. Um these are the latest elevations and this is my kind of diagram where I like to look at something and go okay on the left is like the shared community that's the um that's where the the gym is if on
the top drawing and that's also where the cafeteria and then there's a middle area which comes up the middle you know um and that's where the shared uh stuff is and that's the lobby and then there's the student neighborhoods and we have these bays that come off and you see
that big red line going along the first floor. I can't tell you how important it is, at least to me, to have a scale to this building where there's a lower level. And remember, the lower the lower part of your building is the prek, so it's its own little world anyway. And so
then the upper two stories are the um raised um elementary school. So, and then we have these bays. If you look where panels are, there's a lot less panel than we used to have, but we're using them for bays projections and at the cafeterium on the other side of the
street, which you'll see in perspective. This is how I think I'm a very logical kind of person. Um, remember your um site plan. So, we're going to be showing you pictures from Charles Street side and all of that. And the way we did this was
we would show these perspectives and say, "What does it look like?" and somebody would say, "I don't like that. I don't like that. That looks weird." Um, and so from the front, uh, from Charles Street looking across the field and the playground, this is kind of where we
settled. And the idea was to create use that kind of um, purplish darker deep brick along the base. And when we get closer, you'll see what it's really like. But have it be the base and then there's some brick work. and try to rely on brick work and things like that and
not huge can of levers everywhere and things. But you'll also see how the um the canopy kind of slides out of the uh underneath the gym that space that arcade area where people stay. One of the things that we noticed is all the
parents and the kids, they all they all wait outside and they all congregate and they so that's a really important aspect and then you see the panels and the bays and things like that. It's a pretty straightforward building. We're not trying to make something that We're trying to make something that feels
nice. So, here you are. Um, I want to point out, so imagine you're just got dropped off and you're going and there's that canopy. The underneath of the canopy is is a is kind of a a wood because that's what they actually have now. You walk into Gillum and they have wood ceilings and the canopy comes out
and grabs you because it's a little bit of an area, right? And says, "Come on in." Um, and there's the gymnasium and has a scale to it, but also has light that's bringing and that kind of connects to the arcade where people can
wait outside the playgrounds. And if you really look at the um closest to you on the right, that's the that's where the you see the brick work. So, remember I was talking about that base at the library. You have that see there's the granite looking uh block large blocks at
the bottom and then the next is that um darker brick and then you see those bandings there that are actually just going in and out. And to me that creates like this this zone where it's the rest of the building is kind of floating on top of it. Do you know what I mean? And
those the shadow does it. And it also creates little panels for the kids. So, it's a little different scale. And then we try to do things up above where there puncture windows, but there's also brick work. So, we're trying to be um we're trying to have enough uh detail
there. And uh let me see. And then we go around the other side um of the building. You're on the other street, you see the bay of on the left, you see the bay where the uh kindergarten classrooms come out. And in this
particular case, we're kind of thinking of them as wood looking panels. Um, and they create a different scale. And in terms of a palette, you have the kind of the beige or the wood, you have the red brick, and you have the purpley darker brick. And then you have a lot of other
kind of um and very simple. We we explored colors and things like that, and people said, "No, we don't want colors." And that was fine with us. And then from the other side, remember this is a fairly large building. I'd like to think this building is very honest to
what is happening behind it. In the distance you have the the school and then you have kind of a little courtyard and then you have the um cafeteria is is is kind of treated as a jewel with big windows to the street. Um
it is set back quite a bit. Thank you, John. Um and we will be working more and more from these drawings. You can see the edge of this street. We're going to be looking at walls and fences along that side to make it more protective. But then when you get to where the kitchen comes around and we use that
other color and hand a little differently, it's not busy, but but there's a certain balance and a little bit of a play play to it. So when you're going down this long street, it breaks down in scale both in form um and in texture and color.
And then this is actually the um the spot where if you were looking straight on from that street where there's the cafety that's where the um above you is like the art room and that's actually the music room and that's where it steps in on that side. And I think that's a
really nice moment where you really see see all the pieces and I think it's a good pallet because it's not overly boring, but it's actually very durable and you're and you're um all around the entire building
is that uh is that base. So any lawnmowers or snowblowers are going to whack into that. So, you know, that kind of durability is important to me anyway. And it's built, it doesn't have big parapits and it's it's built pretty straightforwardly like punctures. And
that's what we did. We This picture right here actually shows the option if this one if you look at the wood sorry if you if here you look at the wood and it's kind of like that wood color. Well, this one's more like those other panels uh that we could
choose UHPC which are that has a little more of a stone look or cementitious look. And in real life, those are modeled like they each one can have a different texture. So, um we're still up in the era on that one. Um there there
are cost implications and um installation is fairly similar except that one is done more phenolic usually done more, but we're given that or we're we're allowing that to kind of steep and it'll come out in the estimates and it'll come out in the research. Does
that sound right? So, I just I wanted to show you this and I hope that you you like that what we're seeing and that's how far we got, but it's helping us tremendously. And then where's the next one? Just open it. Nick lick. I wanted to show you the
interior because so on the exterior of a of a project like this because it faces the um public, we tend to end up it tends to end up a little more conservative, a little more straightforward because you really don't want to offend anybody, you know, and it's really for everybody. Once you walk
in the building, it's a different world. And um it still wants to be uh durable and cleanable. And I will tell you that the people who we did miss um who were on the committees um especially the interior were the maintenance and
facilities. Joe Huggin, they were there. We always demand that they be there for all this so they can say that material is good. So Ryan, our interior designer, broke down his vision for for your interior of your school is kind of a neighborhood, you know, a neighborhood
for learning. And he had all these different things that he was looking at. And you remember the first floor and on the bottom is where you walk, everybody walks in and the green is all the prek and all the other stuff. Well, this is if you were to come in through that big entrance. This is the front and that's
the lobby. It's hard to get a scale of a place like this when you look at the floor plans. Uh you know, you look at that lobby right there, go, "Oh, it's really huge. Oh, it's really small." Well, the truth is this is how big it is. And
um this is really the center of your school. There's light coming down from above. This is where we really want to get people's attention and give it a a thought, a feeling. We have tile on the walls that are going all the way up through. They change color from orangey
to greenish to bluish. So the floors are kind of like orangey, greenish, bluish. That's what kind of defines the grade neighborhoods. and that is going to show it like like rain coming down in color. Um, we picked certain panels for the
stairs and stuff. We went a lot about being able to see through but also not having the kids feel like they're going to fall. There was a lot of discussion about that. And here it is from another view like that. And um underneath the stair and then those of you who went to
Swam Scots uh you know under what do you do underneath a stair? So, there's got to be a lot of places for kids to sit and wait in clusters before and after school. And so, this seemed really appropriate. It's very durable, some wood. And then this is your um
cafeterium right now, which has a a big acoustic se wood ceiling, but those are the big windows out to the street right there. And you can see it's about a it's about a story and a half high. We tried to keep it a little bit low because we don't want to be overwhelming, but it is
just a great multi-purpose room. You can see the platform stage that kind of is just open curtain and then the server is off to the left. It can hold a lot of different things and once again very durable. This is actually the big room in the middle of um the prek. Um, and
we're starting to work with uh uh the RISE people about how to create a place that's really multifunctional as a rompus room and a very multi-purpose room in the middle of their spaces. Um, going up to the second floor, you pop up and all of a sudden,
isn't that nice? The the lights coming down, you go up the stair, the stair can be open. We know how to do that, uh, codewise. And then every floor you get to. So all of a sudden you're at the um K through two K through2 floor. And these are shared spaces right here that
are used by everybody. And then you when you go you go to the lower level. Remember the library is on the sec starts on the second floor. It's like a courtyard in the middle. And so the idea is you come in and the court the library is right in the center there and but you see in and that that guy for the sitting
is spilling out. That's not so crazy really. It's pretty easy to do. But um so you walk in here and there's the library. And the library really does bring light. We have a monitor up there. That's our source of light. It brings light into the middle of the building.
Very old school. Welcome to Rome. And um and it brings it shares it through all these other spaces. And it works really well as a library as well. Um, and that's what it looks like here because it actually connects on the inside has its own little stair that connects to
the um, three through five your so that they can come right down into the library and use it. All of this was part of the educational program. We just had to figure out what it was going to do. Um, acoustically it works really well. And so this is on the second floor what it's like. Remember we had off to the
right are all the classrooms, but they wanted to be able to see into the in and have those little um, what do we call those? cubby um uh front yards out front for a few kids. And off to the left there is the middle that you walk around. That's the actual um courtyard
uh uh library letting light in from that whole side. So you have this deep building very very efficient with light coming in. Um and then you go to the third floor and it all turns blue which I I I particularly like a
lot. And whenever you see things like that wood, see that wood on the right? That's actually tile. So it's durable as all get out. Like that wood wall and stuff. And there was a lot of discussion about how high to make all these so the kids would feel safe and nobody would climb
it. And there's what it's like to look down. We didn't actually look through a window, but look down from here. And here is the upper three through five neighborhood and all the classrooms and all of that. I think that's the last
one. You can see that it's it's very I I think it's g personally I think it's gorgeous. The idea is though that um you know we have just certain things like tile, cubbies, wood, ceilings and um we will con the truth is that all of these
things were included in the estimate. Basically, we actually reduced the amount of interior glazing as we designed, but we're always opening to fine-tuning and keep going. And that is um right now that and and I just also want you to
know like especially like the the teachers and stuff, they don't want a loud place. They want a place that feels comforting, but still it's an elementary school. I I feel like this feels like an elementary school inside. And I hope that you uh hope you like it so far. And
and on the interior group, it was teachers, the princ there was like three teachers, the principal, yeah, superintendent. I was there. Um custodians, we had we had um custodial staff. We had Kevin and Kevin. They're
actually the ones who said, you know, we really like the idea of a mesh. Um that that's worked really well for them at one of the schools. It's kind of perforated mesh and I wouldn't do it at that particular mesh at like a high school. It's just this is more a little
more playful, but they needed to be able to see the kids. They didn't want We did it as a solid wall and they said, "We can't see the kids. They could hide in there." And then we did it too open like glass and they're like, "The kids are going to freak out and it's dangerous." So, we actually found something that I think is really durable and easy to
clean but also like appropriate for it. So, we're I like everybody gave really good um I hope you I hope you like so far what you've seen. And that's not final. It was just like a couple iterations in. Yeah. But it got
us really far on the plans and and we're really moving along and we really appreciate it. Cool. Yep. That's all we got. I want to show you that. Get you all excited. You guys You guys made that happen. Carla, did you want me to go through the
the meetings? Yeah, if you could just quickly that would be great. So people are aware of what's happening. Uh Carla asked me to go through we've scheduled or are scheduling I think it's like current count is like 27 meetings with
um the with either the school, the district, the town, the fire department. So, I'm going to quickly, I think, go through them. Um, kind of summarize what we're doing and, um, if there's anything that anyone I think Carly, you said if if someone on the SBC wants to be
involved in a particular meeting, then you should let us know. Yeah. So, um, the bathroom meeting when I was invited to that, I kind of felt like I hit the big time. Bathrooms are a hot topic. We're looking I don't know why you looked at me. I
don't that that I don't know. I saw that the number and the organization of the multi-user bathrooms. Um so these first group are all really architecture meetings and they're with
um school staff um the educational leadership team which we had set up in the first part of the design that is um Lindsay, Tom, Carla, um a couple of teachers. They're programmatic. Yeah. We continue sweep over everything, make
sure plans, fit out, is this the right case work, the right location for the screen, all those things. Um we are um we have two sustainability meetings. The first will be to look at a menu of energy conservation meas measures and
then we'll model those the ones that are selected and look at the results of the modeling. Um, talking with Carla, we talked about kind of having a a little bit more slim down sustainability working group, which was a little bit unwieldy in our in its previous
iteration. So, the working group um, as we discussed with Carla is, um, Joe and Kevin um, from facilities, Pat, Greg, Nancy, and John from the SBC. And remember, we're into
more nitty-gritty now and trying to drive down the EUI and stuff. We already have a s an overall system that's being designed. There's all kinds of measures that can be taken to make this an even more efficient building and to talk about incentives and stuff. We have a
meeting to review technology uh needs. So that is like um classroom technology, screens and and proje well we don't do projectors anymore really but um screens and um AV system PA and clock and then there's three meetings about the
touching on different aspects of security. So this first one security and visual access that's really about how you get into the building um and what the physical um security measures are as you come into the building which we've already reviewed but we're taking another pass. we design, you know,
advance the design and we'll kind of look at it in like actual 3D and and talk through that process. Um the second one is looking more closely as security systems and IT. So what are the actual security systems um related to um
security and um then access control and door hardware kind of related I don't know maybe it's the same access control. Yeah, I mean it layers on top. Can you use the microphone? Cuz no, they can't hear you. Yeah. Access control refers to um the technology
that's controlling the door. So like card readers and the the the video phone that you have at the front door. How would somebody get added to that section? Because I'd like to be part of the whole Say no more technologyish
area. Yeah. Um I mean obviously do you want to join all the security meetings or just the Is it on Zoom or how are you doing Zoom? I'll be on Zoom. Yeah, that's fine. Well, look at you. Well, you are technology. Uh it is a very interesting
and uh everending uh thing. Pat had to actually build the stuff. There's a lot of wires. Yeah. Um we'll have a meeting with the um cafeteria um folks, the nutrition director and the custodial director and
facilities to basically review the kitchen, cafeteria and back of house spaces including loading um shipping and um receing. Can you put Chris on the first top one? Yeah. Yeah, the first technology this one. Oh, technology. Thank you. Do you know Julian?
I haven't met him. I've only known Kevin Town Hall here. Okay. Uh we have a couple of meetings with facilities. One is um pretty narrow just to review roof access and mech mechanical roof access. It's with both
facilities custodial and fire police department optional. And then um a meeting with facilities to review lighting, building management systems, HVAC systems, um
training, things like that. Um, we will have a couple of meetings with the town. So, one will be focusing on offsite improvements. Gosh, I wish I had that diagram up to show you what I'm talking
about. That's okay. I don't think we need to get into it, but so, oh, yeah, I see what you're saying. So um basically the design team and within within
um uh I don't know how to say this um the anything that's not on the property within the property boundary is considered like a separate thing and we have to make a determination um to what extent that um work that's outside the
property boundary which includes these areas right up to the boundary right where we said we would add some on street parking um will those be included as part of the construction project if so how far because we had looked at doing parking all the way down Charles
streets to both intersections so that's a question that we need to look at um and then kind of what is the extent of the off-site improvements the traffic engineer had recommended you know some other improvements like um a school school zone signs and um and um you know
new pedestrian crossings and a few things like that. So in short, we're in short, we're trying to figure out with GPI, who's the traffic person who does this for a lot of towns, and they're on our team, but on the site, we have the civil, we don't need the civil do all that outside stuff. And we're we're
finding a way for them to just do all that stuff really straightforwardly like they did at Swanscott. And we want to give you a a plan for that so that um yeah, so that it's safe to get and you know, all those things we talked about. And we need to engage the planning department more in that discussion
because we've we've kept them updated but we haven't kind of brought them into the fold. So they need to come into the fold now of that process. Wonder um town departments and a fire department. Could um Jane be on those two? Sure. Yeah. Good idea.
And then um we have a a town departmental meeting where we'll uh invite feels like almost every town department but probably have a few more. um with planning, fire, police, DPW, town engineer, um AHJ means the building inspector and Carla and Jane currently.
And I think that do we have mechanical for the engineering or is that just civil? It's just civil. I think it's just civil. Yeah. Okay. Yeah, they do all that. Um so that's a pretty broad meeting to just review where we're at um
and um get input. Um we'll have a detailed agenda that our civil engineer just to know we have meet with all of them like this. We're just showing you what we do. Yeah. Um we'll meet also separately with the fire department just because we have more details to review
with them. Um we need to review the fire alarm and fire protection which means the sprinkler design and also what we talked about earlier like what's the approach to shelter in place. Do we want to continue with what we talked about earlier to have a generator at the kllum or would the better strategy for the
town be to just do it at one place either the um recal or at the kilm? Perfect. So I can take that off my list. The generator. No, no, no, wait, wait, wait, wait. There's going to be a generator regardless. No, no, no. the
the um shelter in place situation. That's we're gonna talk about part of the discussion. Yes, we're going to ask them. Okay. So, I can Okay. And then we will have um two landscape and site design meetings. One
is more to focus on the playground design direction and one is um more um with town department. So, we'll have the tree warden and the recck department and PE um to uh yeah, review, you know, what
their their input and their needs. And then I'm going to talk we need to talk more with the comm's group once we get the comm's group back in place. But we have a kind of a plan for having an A Butters meeting and just continuing the engagement with um with Abutters and we
want to effectively try to identify which AB butters are potentially have the most concerns and like be able to continue to engage with them. And then furniture is a bit on a um slower track. So, we'll have a
kickoff for furniture planning in August and then start furniture programming in September on the site meetings. My my only concern is when when we go out to other groups and they say, "Oh, yeah, we want this." Yeah. And we we
don't we got to like the like the recck department, you're saying? Yeah. So, I'm thinking, do we want somebody on those site meetings? Um, one question. Um, Mike, would would collect? Yes. Uh, since you're managing the
budget, I would think that, you know, getting towards what Carl is saying, when there are asks, there's got to be an understanding that we can do certain things, but there have to be trade-offs along the way. And you and you know we see individually we see little pieces of
things but we're expecting you to see the whole pi thing and the whole the whole picture and to be like okay if you want all these really expensive playgrounds that's great but we're going to have to do something else over here and take out the tile and hallways and just use abuse resistant board and I I
would assume collers will be quarterback in that. Yeah, absolutely. Taking a look at the meetings in general, I would say working from the bottom up. Most of those meetings from the bottom up we would be attending. I think some of the earlier ones, the educational direct
ones, we might not be in all of those, but as far as, you know, food service access, security, you know, the town meeting with town departments, we're absolutely there to make sure we're we're part of that's why I'm going signing up for all these meetings just to make sure we're all kind. Yeah, there
we invite them to everything. Um, I will say that some of the more interesting places where where scope can change like we have we can hold people to their scope, do you know what I mean? Like landscape and stuff. Um, I'm not as concerned about that. But a couple of
places where it can really change is like in technology where there's different systems and we want this system and this system and this system. And I watch these things and those things can cost just you know, so much money, but they're not all some of them
are required, some of them are not. And sometimes you take them and put them in a contingency and see if you do it later because it's technology budget might, but you have to decide. That's a place where I've really seen things creep because it's not really fixed yet.
Okay. Um Oh, I um can I also give an update? I'm realizing this is maybe out of order. Maybe it should have been with the leison on updates, but um it's just an update on the zoning. So, we the design team had thought that we would need to go um before the zoning board of
appeals or that the town would want us to go before the zoning board of appeals even though the town is not required to follow zoning code. Um based on our initial discussions, that was our plan. Um, and the variance that we would need or seek is um because we're going to be
providing fewer parking spots than is called for by zoning. Zoning requires 209 and we're going to be providing 148 on the site. Um, so we initiated that process and then we heard back from the I want to say he's the director of town
planning, but I think that's the wrong title. Um, Andrew, community development director. Thank you. Um and his he kind of gave us an opinion that um you know because the town is not required to um is not bound by zoning,
his recommendation was that um he didn't think it was the right process for the town to go through and that we should just review the parking issue along with site plan review. So, when we go through the normal site plan review process, we'll include kind of a a little bit more of a deep dive on the parking issue
and how we approached it, how we solved it, why we're providing the number that we're providing, etc. So, that was good news for us because it's um just one less hurdle, potential hangup that we could get um caught on that we
don't have to do. I I should piggy back on that in terms of the modulars. Um we are um we had to go out for bid again uh because the the contractor we had one contractor submit
a proposal but they kind of um they they excluded some of the scope. So it was rejected. It went out for bit again. Um and now it's included. So, um, we're on schedule for that. So, that's
good news that you wanted to hear. Um, I'm meeting with the priest from Christ the King because he's in a butter and taking him on a tour of the school with Lindsay on Thursday. Um, I just wanted to I've been writing
notes of things I've forgotten to say. So, thank you. Perfect. Thank you. Okay. So, uh approval of prior meeting minutes from March 10th, 2025 approve um meeting minutes from
March 10th, 2025. Seconded by Pat. Any discussion? Thanks, Jenny. Uh time for the vote. Pat, yes. Um, John, yes. Chris, yes. Ed, yes. Greg, yes. Nancy,
yes. And Carla, yes. And that passes. Thank you. And then um future future agenda items and next meeting date. So, we had um spoke about um Matt kind of proposed
to do a once a month meeting on the second Monday and then we would do our XLT meetings on the first Monday of each month. Um 7 o'clock just so because the
permanent building committee has to kind of manage with with both projects. Um Josh was we don't care about that. Yeah, all of us do. Speaking for the Well, that sounds good. Who's on both? The five permanent
buildings. So, one Oh, one, two, Greg, Nancy, and Kirk. They're on both. They get They get paid the big bucks. That's why we have two checks for zero dollars.
It's twice as much as me. Um, and Josh will send out placeholders so we can get it just into into your schedules. So, what's that? What's that make next one? 7:14. 74. Yeah, we did this. We We didn't follow the rules for
this one because we wanted to get those contracts contracts done. Um, so the next next meeting will be July. You're saying July 14th. Okay. And just on the agenda items, uh maybe two items that we're going to be talking
about. Um one is the potential for a discussion on move management. On what move? Move management. Yes. So um there was a discussion about whether we do it with in-house people with the OPM or the design team or both or if we do it with
an outside uh move manager. um we're going to talk more general ideas about how we can get moving companies and things like that. So, we we'll have a little bit more of a robust discussion on that just so people have that. And
um that I mean is is that is that like are we for like move management which is at the end at the very end of the project? Yeah. Like this is a good time to start to like scope that out now or is that like is there ever a good time? I guess I just curious. So I think the
idea is that we will I I think the the plan would be to talk it out a little bit at the next meeting because we we're not in a rush. Okay. Talking about it if we're ready at that point to say yes, we want the OPM to do it or yes, we want to go up to a third party. Can we get an
RFP done? We're you know that kind of thing. That that's what we want to do is just start that conversation. We have plenty of time to to manage it. uh to be honest even if we went out and say by the you know early fall had a move manager they might not be coming on for quite some time you know but it's just
an understanding of getting them in there getting them with the teachers the one the one thing I think that we can always start to do early with mood management is have the discussion with the teachers and the staff about culling things going through as you're going through if you haven't used that set of
books in 10 years we don't need to keep it any longer we can get a dumpster we can you know do do the proper disposal you know, if it's large quantities of books, I think there's a process that the district has to go through, but just going through, you know, personal belongings and stuff like that, understanding that, you know, the
expectations are when we go to the new building, everybody gets a desk and two filing cabinets or one what what are the expectations and understanding of that. So, we can start that this close of this year. It's it's something that you know Jane has been
asking about because we're trying she's trying to figure out too what are the responsibilities that we need to be tracking if we have to do things as a district right no I was just more curious um and and not that it's analogous at all but like if you identify someone if it's a third party
super early are you now like worried about like what happens if they back out you know things of that nature like in having contingencies I just was more thinking about it in that context yeah we we can certainly talk about that and and there's certain things that we're going to do just as part of our contract anyway. There's certain things that the
design team is going to do as part of their base contract. We typically have the designer do an ad service for the FFN design and and there's other again. So that that's that's the discussion we want we want to start having with everybody next month. The other one that we wanted to bring forward and that will
uh be opening up is um an IRA consultant uh um tax consultant tax expert. So uh Jenny and her team have provided us a couple of names. We've actually talked with our internal team. We got a couple of names and we're actually working with
our internal team to draft some of the requirements that we might be asking in an RFP. So, um, we're hoping that, uh, for the July meeting that we actually have maybe an early draft of the RFP, maybe a full draft of the RFP to to present to everybody so you can take a
look at it, a list of possible vendors. Again, um, there's a lot of people in town here. If people know somebody that we want to add to that vendor list, we'd be happy to to take names like that. But uh again, not a rush on that, but again, I want to get them on sooner because if there is something that we have a
certain deadline to do, we want to make sure we hit those. And we want if there are certain things we need to bake into the design, we want to do it so we can go after the money. Yep. And I think, you know, with the maybe the uncertainty with the different tax incentives on the different energy, the sooner we can get
in in into the queue, the better as well. 100%. That's a great idea. Yeah. So th those are, you know, we're going to have the standard financials and and things of that nature. Uh I'm sure Lee and in in the design team will be doing another update at that point as well, especially with all these meetings that
we'll be having. But those are two other uh items to put on the on the radar. That's good. Anybody else? Carl, is I mean I know you talked a little bit about the modulars. um you know um but just if we could you know if there's another update as far as
like as we because we'll this will be mid July just you know like on the on the things that are kind of like you know kind of going on in parallel that would be good just I think we can and it' be good for us to discuss it so there's a record of it for folks to well that's it we're we're talking about it
and Joe's been working on it and um the plan is to to get the modulars over um for the start of the school year over to the high Yeah. And that's go that's in conjunction with Birch Meadow. The next phase going on at
the same Yep. where we're putting the modulars is where their layown area was. So they had to move their lay down area. Yep. So yeah, we those are the things we're just trying to make sure. No, just Yeah. Yeah. Just good for us to
Absolutely. Super. Anyone else? Anybody have a motion? Motion to adjurnn. Second. All right. Non-negotiable. No discussion. Pat, yes. John, yes. Chris, yes. Kirk,
Ed, yes. Greg, yes. Nancy, yes. Yes. We're ajourned. Thanks, everyone.