Okay. Good evening. How are you? We're good. >> Yes. >> Good evening everyone. I would like to call the KSBC meeting of 4226 to order. Um we'll take a roll call
vote. Looks like we have an order, but we have some people online. Um here. >> Oh, good. Um, Sean is not here. John, >> yes. >> Chris >> here. >> Kirk is not here. Um, Ed
>> here. >> Greg >> here. >> And Nancy >> here and Carlos here. Thanks everyone. Uh, quick review of the agenda. We will um have public comment um liaison reports. We're going to have a
um quick um just discussion about um the builder's risk policy and who owns it. Um we are going to approve the updated pre-qualified vendors list. We are going to have a discussion about the property perimeter fence. Um and then we'll get
into financials for LBA. um call yours facilities clerk uh daily times chronicle and others and then we'll go into commitments um with the church parking lot agreement revised LBA amendment
we'll talk about um Collier's um schedule review and upcoming events and then approval of prior meeting minutes and future agenda items for um XLT and KSBC and then we'll adjourn
So, we'll start with um public comment and we have nobody um in person and I don't think we have anybody online either. Okay, we'll go into liaison reports.
Anybody have a report? >> Dave Delair, I'm here. >> Hi, Dave. Thank you. Um, so the Sautel House, um, I want to thank Mike for coming back with some language. I've had both up with the same
language. We're in agreement on, um, Sautel House is, uh, concern that we're what we're going to do for them um for noise mitigation. And so what we had previously presented was um the regular
project fencing, so fencing um some other fencing. Correct me if I'm wrong because I'm working with the email. I >> What we talked about is we're going to have a public walkway between the construction zone and the Sautail House. Anyway, so we talked about having a wood
fence that will will act as a like a temporary wood fence. I mean, when I say temporary, it's temporary for two years. So, it's a it's a a permanent fence basically, but it will be there as a temporary option. Um, I'll say right on the property line. And then we're going to have the proper width for a a
temporary walkway. And then we'll have the construction fence. And that construction fence will have a scrim on it. And that scrim helps with visual, it helps with dust, things of that nature. So, and then you're going to have the construction zone beyond that. So, I think the the wood fence is over and
above what we would typically ask the contractor to do. But I think we're trying to be good neighbors from that perspective and work on that. The other thing that we're doing is standard uh you know all equipment have to have mufflers and and there are sound requirements things like that. And then finally we have work zone uh work work
hours right you know standard work hours that are required by the town that we can work you know typically a contractor works 7 to 3:30. Maybe it's a little earlier than that, but uh the hours are usually like 7 to 6 or 7 to 7. And we've got that spelled out in the in the contract. They can
work Saturdays, too. It's reduced hours and Saturdays. And that's consistent with the ordinances of the town. If they were to work a one to working night, weekend, off hours or Sunday, they actually have to come, we actually have to give it to you in writing as a town
manager and get a prior authorization. >> And that goes to the police department, too. the police department weighs in on how they're having that project. >> And right now, I would say that there's probably going to be two or three nights where we're going to ask for that. Typically, when they where the concrete slabs, >> it just takes a while for those slabs to
set up and they have what we call whly birds. It's like big, you know, fans that they actually ride on sometimes or they and it's just to to to to burn off the the the cream of the concrete so that you get a good finish on that. And even if they start right at 7:00 a.m., they're still going to be working on it,
you know, beyond a typical work hour. So we we do make uh concessions for that and we do give you not notification in advance for those. >> Um so I think Sautell is just somewhat concerned about noise. They had presented previously a plan, a very
expensive plan to do some noise mitigation and build basically a big wall. So my my plan was to go back and say if you want to pursue something along those lines at your own expense and go through the typical building permit process and I'm going to come
back to them with the the we invited them to the abutters meeting that we had last week which was great um but they did not attend so or respond >> maybe well you mentioned the butterers meeting that might be a little report so
>> we we did have a meeting last uh last week Last Thursday, >> um, we invited not only the immediate abuters, but I think kind of the the abutters of the abutters. It was about 20 or 25 people that we invited. I think we got maybe half that many people showing up and a couple of them might
have been to the same house, but I think overall it was a very good meeting. Um, we were able to have some one-on-one conversations with some of the directors just to give them some some updated information on that, uh, and just explain where we're at. I think overall, uh, it was received well. Again, there
was no no strong push back. There was some concerns, which I I I if I lived right next to something that was going to be under construction, I'd have some concerns as well. So, I think uh you know, none unreasonable concerns. I think we did uh notify them that we'd stay in touch. Uh Carl just sent me the
the sign-in sheet and we did ask everybody to put their email addresses on there. So, um, before the end of the week this week, I will send an email out to them and I'll probably CC you, Jane and Joshua and Carla. Just it's just going to be, "Thank you for coming last week. Here's my contact information. If
you have any concerns specific to the construction project, please feel free to reach out to us as the owner's project manager. We'll be your first, you know, first line of contact." And uh you know once we get people out there once Dave's on site for example we'll make sure that they've got his contact information in our site rep and and
trust him. Well, and I would like to compliment uh the project team who for everybody who was there because you did a nice job talking to the the abutters and talking about options and um LBA brought drawings so they could look at their own they could take them with them
their drawings of you know where their property lines are and where the the you know the project lines are and so it was just I mean it was very professional it was very well done and I just my compliments to the team for that. So yeah, the uh butters were everybody I talked with was sort of you know happy
satisfied. >> Yeah, I think in general if you inform people and you let them be part of the process, they're a lot more willing to support it even if they don't 100% agree with everything that's happening. They're willing to support that that they were part of the process
>> and have some control and understanding and insight into what decisions are being made and what. The whole point of the meeting was to let people know that construction was starting before we saw construction starting. Um so that was part of it and thank you to Joshua for
um hand delivering all of those notes um to the letters to to all the abunders. Um and it was it was a great meeting. Yeah. Uh >> some contractors think that a 7:00 start means that they can deliver materials
ahead of 7:00. No, >> that needs to be clarified because a lot of them think that they can offload stuff before 7. >> No, we we we make that clear. The other thing we make clear a lot of times site contractors will say, "Well, for me to start at 7, I've got to turn on the
engine at 6:00 to warm up and and oil." And and no, it's the engines start at 7 and you know, not not 6:59, 7:00 or 7:01 like and inevitably I will say that >> they people often arrive before 7.
>> Um, and that's fine. they can arrive, they can, you know, if they're parking on site or however the contract is parking, they, you know, they can park on site, but we we don't want loud noises or anything like that. But usually, uh, if they do get there early, they're they're there to have their coffee and get their boots on and and be
ready for the day. So, uh, we will set that right at the kickoff meeting, literally the first kickoff meeting talk about that. >> Yeah. >> Consider ours. >> Yeah. >> Is there an intention? >> Excuse me. Is there an intention to have
a wheel wash for any of the trucking going onto the main roads? >> So, typically either a wheel wash or at least a wheel uh rolloff area rolloff mat. It depends on the level of uh mud I'll say on the site at the time, but
they they they own that as part of their uh uh order of conditions and in part of their review with the concom as well. They um what we we see is sometimes they they'll say we'll have a stonew you know drive off and we'll have street sweepers you know again kind of means and methods
but some some sort of you know uh keeping the streets clean David absolutely >> sure >> yes civil is showing the typical construction entrance for control >> perfect thank you David
>> yep Um if nobody else has a leazison report, I'm just going to mention a few things. Um in terms of that AB butters meeting as well, we're going to be updating the um the website with the presentation
that was done at the Abutters meeting and we're going to be putting Justin's um contact information on the contact me page for during construction >> by Friday. Thank you. Um we we don't we don't want people contacting the
principal. We don't want a butter to the principal. We want them contracting contacting um somebody who's out on the site. So when we get our site person out there, we'll put we'll put their name on instead.
Uh so um I I attended a um plant Moran is a our um tax consultant that is going to hopefully go after or figure out what our um reimbursement would be with the
inflation reduction act. So, I attended one of their seminars um which made me happy that we were bringing somebody on to to go through and um really take a deep dive into all of the the things that we are doing to see what um what
our reimbursements will be there. And um I understand we sent out a contract to them. >> We did send them the contract. Uh plantar did respond with two proposed changes. So, that went to legal counsel and that is being reviewed right now. I think so.
>> Um, so that happened last week. We did get a a letter from RMLD last week increasing their reimbursement, um, but having some requirements for it. So, we're going to be having a a meeting to try and figure out and and I'm sure
it's the same on center for active living. Yeah. Right. They pro it's probably for both. I haven't seen the letter. You haven't? >> No. Oh, nope. This is new news to me. Oh, I'll send it to you, please. Uh,
so, um, they're talking about wrecks and, um, they want to own the Rex and and things like that. So, uh, >> we have a renewable on-site Rex,
>> renewable energy certificates. >> Thank you. >> Okay. And we may be um I was talking to Nancy about it. Dragging Ari and Greg into Greg >> into the meeting. That might be a good
thing uh to do. >> Yeah. >> It's not a rush, but it's something that we have to to take care of. Um and then just FYI, the new superintendent who will be starting July 1st, um Dr. Henry Turner. Um we set we're set we've set up
a meeting for um miday just to bring him on board. We're going to meet at Kellum and um just give him an update just so he knows what's happening. So anyone else for leazison report?
>> Maybe just one other thing that kind of relates to the private. I think uh we got an internal email recently um about some potential federal grants for improving road safety and I don't know if our project will qualify for that but
once you get them on board that might be something that we can send it over to you and and maybe have them kind of do a little research on. I don't know if because the design is already completed if if it's eligible maybe the construction part is or whatever. But >> is it a federal grant? It's federal grant and it's it's specific to road
safety. So I know there's like safe roads which is a >> yeah safe roads to schools >> to schools. I think it's similar but it's not just specific for schools. It's for roads in general and and it's more it's federal. It's not you know. So >> can you send it over because I think the town engineer could also look at that
next week and um because we're doing road safety improvements. We've actually started making some improvements um with sight lines along that corridor as you approach the school based on the um traffic study that was done >> and and there was some requirements and you guys can take a look at I think like
they they'll give you a grant but you've got to come up with 20% or something like it's not 100% grant but like >> we're already going to be >> we're already there. >> We're there. >> Even if we get 10%, right? It's better than nothing. >> Yeah. No, take any take it all. Take it all if you can send it over. Yeah,
that'd be great. from right now. Let's see if it's something that you want. >> Well, yeah, but it's a tax credit. It's a federal grant. It's a little different. So, I like how the engineering look at it. Thank you so much.
>> Um, do you have one? >> No. Put in the chain for the next. Oh, so um the next item is um our builder's risk policy and um yeah, let's have a
conversation about builder's risk. So, what we're looking for is um the committee support for the town to own the um the premium for Oh, thanks. So, these are some slides that um Katie did
last week um for our project. So right what we know and I will also um like to introduce Connor Powers. He is uh with Maya there and he has joined the call as well. Um taking >> Hi Connor taking a little time from
family. We appreciate you being here just in case anybody has any questions. Um so we have received the uh the quote back and it's um this says 135 to 150. is now uh 140 to 145. Correct, Connor?
>> Yes, that's correct. For the entire policy project period. That's not annual. That's for um the entire period. Yep. >> Yep. Thank you. Um which is comparable to uh if the if the builder carries the the policy.
>> So the deductibles, this is another question that was asked, um are $25,000 for all perils. floods are 25,000 or 25,000. Um, we are recommending that the GC is responsible for the deductibles. That way they have a little skin in the
game um to reduce risk and reduce losses. Um, one question was asked, what are other towns that um have their own their uh builder's risk policy carried by the owner by Amaya? And so we have Hopkinson, Wooburn, Boxford, Tukbury.
They're finished after their new DPW building. Um, Bill Rick, Maynard, and Stoton. Uh, Medway and Lexington School projects are all owners own the builder's risk. Um, can you just look at the next slide?
Thank you. So, we're doing this on the recal project. Most of you are aware of that. Um, so this is still having that conversation. We did have that conversation at a public meeting. Um, so, uh, not everybody on this committee is on that committee. So, we're having that conversation here for the benefit
of the public and for the committee's recommendation. Um, in our estimation with the town owning the coverage, we also control the cost, the claims, the timing. Um, and we help reduce uncertainty. Um,
this is a $130 million project and I think that we want to be um in control of this. The biggest issue um I'll take you through this list, but the biggest issue is um when you get to the end of the project, typically when the when the
builder carries when the GC carries the builder's risk, it ends at substantial completion. But if we don't have a certificate of occupancy at that point, the building's not able to come onto the town's schedule of locations. So there's
a gap there that isn't always there isn't always a gap, but there we're seeing these gaps more and more. This is where advice from Maya. And so when the town owns the policy, that doesn't happen. We are fully protected through the whole course of the project until it
comes onto the towns. I don't want there to be a time when there is not coverage. Do you know and you see this all the time in construction where something goes wrong and the building's not open yet and there's a fire or something, you know, isn't isn't handled
great. And I don't think that would happen, you know, with any of these projects, but I also like to protect the downside risk. So, in this case, we get to control the timeline, not the contractor. We decide when the coverage ends and we ensure all safety and completion requirements are met before
the risk transfers. Um we fully protect all of our interests. We set the coverage, we set the limits, the deductibles and um that also what's a nice piece of this is we include protection for delays and soft costs. So, for some reason, uh, we couldn't move in in February, there was a delay
and, um, there's a loss that causes a delay or something like that, then costs related to us moving in later or project escalation, things along those lines are covered by the cost, which will not happen, but because we will come in on time and under budget, right, Mike's
nodding, yes. So um we believe that we will have a strong position in claims uh because we're working we're leading the claims decisions. We're working with uh with our providers Maya. Um we avoid any contractor limitations and the the
policies are not um grouped together. Um we prevent the coverage gaps. So in case in the off chance that a that a builder did not renew their policy or something went wrong, there was a gap in coverage, we're not going to experience that. Um
and increases we think cost transparency. So we don't have any hidden markups and we have been negotiating a price directly with Maya. So we have the um estimate and we have the information on the deductibles and we have who we think should carry the deductible which we believe is the CHC.
Um so that's the information for the committee and um it is my recommendation that town carry the build of risk. We will need to issue a I think a small addendum. We were planning to issue an addendum anyway. Um so the timing is fine if the committee wants to make that
change and um if there I would open it to questions or discussion. That's the chair's general but I'm here for that. Our last um addendum is going out what? Wednesday. >> David, do you have the date for the last
addendum? >> It's uh April 29th. So, it's a week from today is our last last addendum. >> We've already we've already co coordinated the change for the build disk if the committee so uh approves.
So, we can we can roll it. It's already really rolled in. What does all other parallels mean? >> I think that's anything that's not flood or earthquake. So like sometimes you might have 50,000 25 or 20 like it might have different deductors there. So I
think what that's saying is flood has its own policy, earthquakes has its own policy and then everything else is >> Yep. I can jump I can jump in on that. So you have >> Yep. If you Yep. Can everyone hear me? All right. Yes. Yes. So you have a
$25,000 all perils deductible which includes water. Sometimes water is a increased deductible on builder's risk project but water lightning theft hail windstorm named windstorm those are all covered up to the entire project hard
cost limit which I believe is a little over a hundred million. Um you have for earthquake and flood you have 25,000 uh deductibles which has a limit of coverage for 25 million for each of those. So that's just the difference
with earthquake and flood. For all other perils you have up to the full construction limit of hard costs. >> So the flood and earthquake reduce the limit. If they were not there, all all
perils would be up to the project budget, right? >> Yeah. >> So, so flood and earthquake actually reduce the liability of the insurer by having them separately. >> Correct.
>> Yeah. What is the advantage of having premium cross? What is the you know why why are we doing this? Why don't we just have
everything 25,000 the whole thing? Blood lightning act. >> Yep. Those are all 25,000. They're all the same deductibles. I'm sorry. I was saying the limit on flood and earthquake for coverage if there was a loss is 25
million. >> What I'm asking is why why do we limit >> the earthquake and flood reimbursement to 25 million as opposed to 100 million. >> Yep. That's a it's that's a standard
coverage limit in most policies for builders risk within with earthquake and flood. Um and typically it's lower than 25 million. And we usually see 10 to 15 million with those coverages, but earthquake and flood are generally a quarter of the actual construction cost.
So it's just flood and earthquake or the $25 million limit. >> So that's a typical ind industry. >> I think that's also because if there's a large flood or there's an earthquake, there are also a lot of other people
experiencing losses in the same region. So, you know, it's a way for insurers >> and typically if if there's a flood or an earthquake or a massive loss like that, FEMA or MIMA also steps in. >> Anyone else? >> Uh motion to approve
uh reading reading owning the builder's risk policy. Is that by your mind? That's Is there a second? >> Seconded by Ed. I'll do a roll call. Pat, >> yes. >> John, >> yes. >> Chris,
>> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> And Carla, yes. And that motion passes. >> Thank you. >> Thank you, partner. Thank you, Conor. You can go now. Back to your family. >> Thank you, everyone. Appreciate the
time. >> Thank you. Thank you. >> All right, >> Justin, if I stop sharing, are you guys okay with taking over again for finance? >> Yep. >> Okay, we'll move on to um recall list. >> All right. So, um, we received a, uh,
bid protest after we, uh, originally submitted our, uh, approved contractor and subcontractor, uh, list of qualified personnel companies. And, um, with that protest, they informed us that they felt that they unfairly disqualified.
So, we turned it over to town council who reviewed it and uh felt that even though we were operating at the uh as as fair and honest as we possibly could be, they they said that administrative um uh disqualification for administrative
paperwork, not submitting uh proper um acknowledgement of an addendum uh wasn't grounds of disqualifying a contractor. So we her legal council have now recommended to qualify these contractors that
technically scored with passing scores. Um and uh but we originally disqualified or the pre-quall committee disqualified because they didn't acknowledge the addendums that were issued throughout the uh pre-qualification process.
So, I'd like to add that some of these contractors score pretty high. So, it it uh I would say it's a benefit to adding these uh additional companies. Uh I know when going through the pre-qual process, it was kind of
done with I what's the term heavy hearts to, you know, eliminate some of these companies, but they they didn't do what we were kind of measuring everyone against. So, we had to keep consistent throughout the board and but now that we kind of reviewed this with legal counsel, it sounds like this is the
right move to add these companies. >> And just as a statement of support, the pre-qual committee was was right to pre to disqualify because we do require addendums to be notified in all these procurement, but we have latitude under
the law because the addendums weren't um as material as you know other addendums. So it doesn't change really the outcome of what they where they were, right? Because it was just pre-quall. It wasn't bids. >> Yeah. For example, if if we were bidding
in an addendum, added a bathroom, then that would clearly affect the number provided by the plumber, right? Right. So I I think the initial rationalization with pre-fall committee was that one of the agendas did clarify the scoring
criteria and we felt like or they felt that that was more than administrative, if you will. But the reality is that even with the scoring criteria updated, they still passed. So it didn't affect those vendors material. And I think that
was part of the the you know, you didn't necessarily know that beforehand, but looking at it after the scoring's done that, you know, those those vendors all still qualified. It's a 70 minimum, and I think some of them were in the >> 90s. They were high.
>> So they they were qualified. They just didn't acknowledge that at that. So, I think that that's what the council said. >> David, did you have something to add to that? >> No, I'm just concurring with with what the pre-qual committee discussed, Jane, and what we concluded. And I would I
would echo uh Justin's feelings that yeah, there was a couple of really good guys that, you know, we felt scored very well and would be uh would be great to have in the pool. So, I think uh I think it was a good choice. And I asked also if we needed if there was any appetite
or need to push back the due date and it was felt no we don't need to do that. Um there was enough time. >> There is. So the one thing I will say on that is we took a little liberty as the OPM and and and I'll say brought LBA along for the ride. So I think the pre-quall committee was was was review
it was reviewed with them. Their recommendation to this group is to accept bringing those I think 11 subcontractors and all. I think it was I think it was that have been added. I think it's around 15 >> 15. Okay. So 15 records in um we would
ask for you to vote to accept this revised list. I will let you know that we issued an addendum already including the revised list assuming we're going to get an approval. If we didn't get it, we can always issue another addendum. But the the the reason why we issued the
addendum last week is that it allowed us to keep on that same bid schedule without having to. So, we took a little liberty there. Hopefully, that's okay. But, uh, just letting everybody know that that was that was taken. But, we we understood that we technically or not technically, we need a a vote from this
committee supporting that change in order to move forward with that change. >> Any questions? >> Move to accept revised pre-qualified contractor um bid list. Second
>> and seconded by Ed. Any discussion? Okay, going to the vote. Pat, >> yes. >> John, >> yes. >> Chris, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes.
>> And Carla, yes. The motion passes. Thank you everyone. >> Thanks for your work on that. I know you guys were on it and really tried to, you know, reach out to you reached out to all the people who didn't didn't um
acknowledge the addendum and >> initially. Yeah. >> So, thank you for doing that. >> Okay, we're um the next item is about um the perimeter fence that goes around the
entire uh site. I asked to put this on or I put this on last week um because I I guess I was um not remembering um that we were we had put in a whole wood fence around the
entire site and I wanted to revisit it just because of the um longevity of that fence um and the appropriateness potentially of that fence. And I know that um we were looking to have that continuity of the whole area even though
we have a fence at the loading dock area and um right now at SA house. So I I don't we we do have David um provided they had their estimators look at it. You have it in an email.
>> I've seen that. Yeah, it just it just came. Um >> yeah, >> and I don't know if we want to just discuss it now, potentially not make um a decision because there's there's a lot
of things that we still are trying to figure out. >> Yeah. If I can maybe before we get into the dollars and cents on it. So >> you mentioned all around the site, it's really the twoides >> the two sides, if you will. So the the the the the sides of the sites that are facing the streets are not having a wood
fence. So >> on Hil Street, we have the cable guard rail and the decorative fence on that side. And on Charles Street, it's really mostly open, if you will. There's a there's a a wall that's kind of a seat wall and there's some some trees and
shrubbery and things like that. But we did think initially that a continuity would make sense. So I think there was some concern about longevity. A lot of schools I do work with do do vinyl fence like a vinyl chain link fence or a chain link fence. We talked about potentially
a black vinyl fence kind of usually steps it up a little bit. Sometimes I've seen fence with like a smaller weave. And what the smaller weave does is if you're nearer you can still kind of see through it, but if you're 100 yards back it kind of starts to become more of a visual screen as well. So I I think my
recommendation right now is to keep the fence as is for the bidding purposes. If we decided at some point we want to adjust that, we can always adjust that. It's a small, you know, we'll have a a placeholder if you will for the fence. But you could go to a chain link, you could go to a combination, but I think
you you mentioned the loading dock. I think you're going to want a visual screen at the loading dock, a permanent visual screen. I don't think I would recommend vinyl f or a chainlink fence with slats because I just don't think that that's >> um but there there's options there. There's also options at Sel House, but I
think in the discussions that Jane and I have had with them, I think we kind of committed to potentially, you know, not we committed to a wood fence at the end again for that visual screen because the school is kind of moving like they're they're across from the fields now. They're going to be across from the schools and the bus drop off is there.
So, I think even if you do change the fence to a chain length, there might be still some wood portions or something like that. But I think uh it's something that we can we have a little bit of time to to think about. I mean the good news is >> the the first permanent fences that's going in might be 18 months from now.
That type of thing. So I think we have >> Hey Mike, could I >> could I just speak a little bit to the fence that we do own. Um just just to sort of let the committee know what we've got. >> So as as noted um it is an allwood fence. Um, but it is composed of
northern white cedar and that's a very um resistant species of wood. And I just did a quick um little research dive here before the meeting. I was curious, well, what's the typical, you know, lifespan of this
material? Um, I'm seeing anywhere from 15 to 20 years if it's untreated, which it which means it's just sort of let to weather naturally. Um, if it's quote unquote treated with oil or stain, which is also what we own,
uh, in the contract, then you might expect 20 to 40 years out of it. Now, of course, that's going to vary, I'm sure, but I just want to make sure the committee is aware that, you know, this this is a wood fence, but it is it is meant to be highly durable, even though
it is wood. Um, so just to let people know, um, that that's kind of what we own right now as a as the as the base bit, if you will. Um, and we did look at, um, the alternative of looking at composite wood um, as a even more
durable and more long-lasting material, but as uh, reviewed by the estimator, that does come with a significant uh, premium associated with it. Um, I also should mention that the posts for the for the wood fence are set into
concrete footings and they're within stainless steel sleeves. Again, all geared towards preventing any rot to those to those posts. So, this is a you know, this is a high quality uh wood fence um design. So, I just wanted to
convey that to the committee. That was something I said similar even with the neighbors like when you see commercial fencing and versus residential fencing there is a bit of a difference there with with with grade >> also with the price. What were you
considering rather than fence? >> It It was one of those things. We've been in so many meetings and we made so many decisions and when I heard wood fence, it kind of hit me like did I miss a meeting because I don't remember it being wood fence and I have a wood fence
in my mind and I wanted to um get it on this agenda in case we had make a change to it. So, I just I just want to act. I back up to Joshua Weaten with the chain link fence, which is in horrible condition. Looks
terrible. The kids pull it up to get underneath it to get into our yard. So, it has just been a nightmare. Um, and I have stuff all over to try and block it, but it doesn't work because it's all over the mess. So, I would vote for wood
over anything. And and I guess part of it too was my like I thank you David for that explanation because that makes me feel better of course and I um you know and if it's treated it gives it more life. I just I didn't want you know if
I'm thinking in 15 years we're replacing the fence and people saying what what were you guys thinking? >> It's mostly the posts that go first. >> Could you have like more durable posts and cedar fence? They've got they've got
them in concrete with wood with metal. >> Stainless steel sleeves in a concrete footing. >> Okay. >> When you put stuff in concrete, it makes it >> stainless steel sleeve in the concrete so that the wood isn't touching the concrete. >> The wood is insulated. The wood is insulated from the
>> ground. That's what you're saying. >> Okay. That's good. >> Correct. No ground contact. >> And I just pulled this up. This was actually from what we shared with the neighbors last week. This is a potential option. I I'll say that I I think that's what we were in intending initially. I think that's what we have in documents right now.
>> That's a C. Yeah. >> Yeah. >> Thank All right. Thanks for leaving my fears. >> Sure. >> So I don't think we have to do any kind of voting on this. >> Is it going to be treated though? What's
the It's going to be >> That's what he said. It's going to be treated with something which is if it is John. Yeah. Yeah. We the spec um >> the spec calls for oil based stain two coats. >> I'm saying if it's covered with graffiti we need we need a treatment which makes
the removing graffiti easily as opposed to something which gets into the wood and never can get out. Um that's not my expertise but I think what David said there's two two coats of oil based stain. I think the oil based correct
>> steal wood as good as you concealed wood. I mean wood is a porous material. you're not going to um make it completely impenet >> and the maintenance of it makes me feel better too that if it's you know if it's stained then you know
>> I think the other thing is >> wood does help with visual with the neighbors and I know there was a discussion that at least one of the neighbors may have dogs and you have little kids that like to stick their fingers out a fence and a dog comes over and so I think the wood does kind of it
does give you some other benefits that the chamber that you know might So >> yes. >> Yeah. >> But David, we can also look at that composite too if we feel that the composite like to your point John if we if the composite is is more easily
treatable from a graffiti standpoint to perspective. Yeah. >> Yeah. So >> thank you. Thank you David >> of >> course. >> Financial review. >> All right. Uh so we still have a
construction budget of 101 million uh $521,394. That will uh be updated once we receive our uh trade biders and GC bids and approve that >> and it's going to go down, right?
>> It's going to go down. And uh we have a couple of numbers highlighted off to the left that we'll we'll explain uh momentarily. But right now we have for administrative costs uh completed of uh expended to date of
$2,450,61 with a remaining balance of $6,117,979. Um, sorry. We have a problem. So, we have uh forf budget,
we have a total uh with technology and and FFN of 3,175,000. And then we have our total project budget of $130 million uh $11,783. Um, we can come you want we'll come back
to this, Mike? I could come back to that make more sense when you have the reference to refer to. >> Um so move on to project budget adjustments. So right now um we have initially in the when we do these projects we have three uh changes
to the budget. you have your initial phase which you is a feasibility and then you have um your uh project funding agreement and then you bring in your fids and you have the actual budget of what the project's going to be. Uh so that initial was the initial 2.2 2
million you had for the feasibility schematic and then that that first major funding project funding agreement is the 130 million and then we just referenced that we're going to have the the biders bid and when they bid the GC that project and funding agreement has an
amendment based off of the actual value the GC. the the three points that Justin described. >> Okay. Um and during the uh process of moving from uh feasibility to u the project
funding agreement um there was an initial BRR that was issued to adjust the values in the cost codes the current budget line items and what these this void is represents is that during that time period the uh MSBA had the BRR but
they just moved forward with providing the initial budget So this init this budget initially captured the values uh of adjusting from moving from uh feasibility to um project funding but um
we never had that actual move. So these are now taking care of that budget adjustment and voiding out these initial ones out here to make everything correct. So we weren't initially I guess double dipping with the deterrent. >> Yeah. if I can just just so it's kind of
complicated but so we we we get an initial budget of 2.2 million and when we do that you agreed to 2.2 million but you also agreed to four different cost codes and there were certain value in each of those cost codes. Now as the project progressed and you signed a
contract with us and then a contract with LBA and then we got change orders for LBAS we had to move some of those funds. So whenever we do that, the MSBA wants us to tell them officially and that's when you'll hear us probably over the next few years talk about BRR a lot
budget revision request. So that's you make your budget changes. We you vote on it and we make your changes. Your budget has changed legally every but we need to inform the MSBA and the way we do that is by a budget revision request. So, we had issued a budget revision early on in
the feasibility and they approved that one and then we issued a second one right before the end of feasibility figuring we wanted to get everything squared away before we get the project funding agreement. They decided, well, we're just going to give you a project
funding agreement anyway, so we don't need to make that revision. But when we had presented here and we had moved forward, we had made it with those assumptions. So it's hard to see here, but between those two black lines, those are actually white. Everything else has been green out. So those were things
that were in there previously. And what we had to do is we we met with the MSBA because we're actually now doing budget revision requests for the major project. And what we're trying to do is we're trying to catch all the changes we've done over the last year before we get the amendment because the amendment is
going to make another change. So we were trying to do that. And when they came back to us, they said, "Oh, that second BRR that you gave us for feasibility, we never really processed that." So you can kind of see in the middle here, we have BRR number one and we have P IPFA. That
was initial project funding agreement. So we had to go through and just make some corrections because they didn't do that second BRR and feasibility. And now those six items above the black line, we that was the old number two, that's now going to be into this new one. So it
just it's a little bit of um uh >> this is going to go on a BR3. >> So so we again it's never can the first VR was feasibility BRR1. >> Okay. >> This is now the one we're submitting now is now BRR1 without feasibility. Okay.
>> So it's just you know and then it's going to be two three four now. So >> so it's just simple and easy to follow is what you're saying >> in the end. If you look at what you had last month and you look at you have this month, the current budget hasn't changed, but what we had to do is the
initial budget value. So Justin, if you go back to that first sheet last month, the the the 280 >> Mhm. >> was 3355. >> Okay. >> And then the 55 was zero and then you had 3355.
>> Right. And similarly the the the 55,000 that was in the 280 was taken away from the 570 but the 24,000 was a little different too and the 594 stayed the same. So like the current
budgets didn't change but the initials did basically. So we we had to kind of back up back that out. So I happy to go through in detail what we did but the bottom line is we highlighted that area. That's what we adjusted and it it's to adjust because they changed the the
starting point if you will and we ended up in the same end ending point if that makes sense. >> Madam Chair, if I might. Um does that change anything for Sharon and what she's doing with reimbursements and how she's talking to MSBA? >> It doesn't.
>> She's on a call. I'm not sure. >> It doesn't. I think when we so just so you know what kind of precipitated this whole thing is herani and Justin were actually issuing BRR1 in draft form to the NSBA to receive their comments. So that these are based off of comments we got to the
NSBA and we have then updated that and reddrafted it and sent it back to them. Hopefully the comment assignments looks good. We're going to bring it to you guys next month. We'll actually have you officially sign off on it. Um, I think what's going to happen with that is
these BRRs, I'm going to say we might do them once a quarter. It might be once every It really depends on how many changes we have throughout the project. When a BRR is issued and approved, Sharon is probably going to have to go into propay and we can help her with that and make those adjustments.
So that that's what's going to happen Sharon is you're going to once that once this is submitted and approved all these adjustments you're going to have to go in and make those because what happens is you you write a change order to LBA you might pay that change order some value of that change order or to us or whoever
until the MSBA gets the VR and approval they're not going to pay their part of it until until the book's backed up basically. So that's what it ties up to that that way. So you're always you're always a little bit behind on that. And then not to make this any more confusing, but the MSBA allows us to do
BRS as often as we need to, but they only allow us to do it on the soft cost side. So as we bring the contractor on, there's going to be contractor changes and we have those. They used to have us do those once a quarter as well, but now they say we're going to wait till the very end of the job and we're going to
do one BRR hard cost BRR that does all the hard cost at the very end. So we still submit them the change orders every every month and every quarter they still review them, but they don't officially put it into their accounting system until basically the construction.
>> Oh. But their re but their reimbursement doesn't change with us. They don't until right. >> So like for the contractor, let's just say that they signed for $100 million. If we end up with a million dollars of change orders, you're going to get reimbured your eligible portion of the
hundred million now, but you won't get reimbured for your eligible portion of the million dollars until the end of the project. It's it's evaluated throughout the project, but they don't actually come. >> When when does the contract get paid for that change? He has to wait.
>> Yeah. On once the change order is approved, if they build it on requisition and it's val, you know, it was validated that it was the work was completed, then they would be paid by the time you we'd be bringing that to you. You'd be paying for it.
>> You would approve the change order like we'd have our own change order process. All of that would be done. the work would be done and it would be good so they get paid. But the cleaning it up at the end, it sounds like that would SBA waits till the very end for those change orders because the general contractors. >> Yeah, I think what's happened is in the
past they've gotten sometimes there's say allowances in a contract or there's deduct change orders at the end and they've paid you for the ads and then you get deducts that are greater than what they paid you whatever and they almost have to like ask for money back
or something like that. So I think that and and it's easier to do it one time than every three months, you know. So they just, you know, that that's right in the in the charter now, like that's that's in in the agreement that you sign and everything. But again, we just want to remind to people that that's
>> the contractor gets paid the full amount of the change order. >> Um they'll have retainage, you know, 5% retain, >> but yeah. Yeah. >> They get paid the full amount. Correct. So we carry that money. Town carries that money until the end. the town gets reimbured. In other words, town gets
reimbursed for it, not the contractor. >> That's correct. >> Yeah. You the the the contract between the contractor is with the town. It's not with the MSBA. The MSBA >> is a is a funding partner and they're a partner with the town, but there's no direct contract between the contractor
and the MSBA. So, there's there's no sort of reimbursement that way. >> That's right. So rest assured if anybody has any questions, but I'll be happy to to walk you through in detail, but we we we did the corrections, it it ties out now and and like I said, if you look
back on the the current budget, it really didn't affect the current budget. It's really kind of backing into the the current budget. >> So So the right in that three column, the right hand column didn't change at all. It's just columns one and two. >> Yeah. And and actually it's really just those two lines
>> and only in the yellow. >> Yeah. >> Yeah. And then and the two next to it, right? But yeah. Yeah. Yeah. It was just those two. The bottom line didn't change, you know, and none none of that. So, >> Gotcha. >> I think that's about the fourth time I've done it. That was the the least
painful decision just >> practice. >> All right. Um we have uh two two uh new committed costs. One is the daily times chronicle advertisement for the project bidding and the other is uh for an
amendment with LBA. Uh a couple things that involved in the amendment. Um, one was some housekeeping items where uh I don't know if you guys remember a little while back we had some uh they provided an amendment for some tree I think it was tree survey that we did move forward
with. So that is now being corrected in their uh contract value and uh uh there's another value in there that I guess they're not uh going to be billing and they're providing back to the uh town. David, I don't know if you I don't want to put you on the spot, but didn't
want to also take you thunder by giving my >> Oh, that's fine. If you're referring to amendment 22, Justin, >> that's correct. >> Yeah, that was a simple um math error. Um when we added up the services from Geotech,
um the way they had laid out their line items was confusing. So we had basically uh double counted one of the scope items for geotech and increased the uh the overall ask by um that amount shown
coming back. So this is correcting for that error. >> The other thing if you remember the I think the tree wed that that was amendment 20 and we also got 21 kind of simultaneously. So the total at the bottom of 21, we approved 21, but we
didn't approve 20, but the total at the bottom 21 included 20. So this is not only giving you the credit back for the it looks like from amendment 16 for that that double dip, but it's also correcting the total at the bottom to basically remove that amendment 20. And
if you look in our log, we still list amendment 20 in there. We just listed as voided. Yeah. Zero dollars and voided. Yeah. Uh, any questions on committ? >> So, we want Daily Times Chronicle and
OPA, correct? >> Correct. >> All right. Um so Daily Times Chronicle I do have here to accept the invoice number 260329. Correct. >> This is the commitment. >> We'll do the invoices.
>> That's right. Move to accept the $313.14 from the daily times. >> Second discussion. >> Okay. Going to the vote. Pat, >> yes. >> John, >> yes. >> Chris,
>> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, Carla, yes. That passes. Thank you. >> Move to accept the credit of $9,174 from Lavali Renzinger Architects.
>> Second. >> Seconded by N. Any discussion? I >> just say that's amendment 22. >> Amendment 22. Sorry. Thank you, Pat. Yes, >> John. >> Yes, >> Chris. >> Yes, >> Ed. >> Yes, >> Greg.
>> Yes, >> Nancy. >> Yes, >> Carla. Yes. And that passes. Thank you. >> All right. So, that brings the total commitment amount to 17,652,83862. Uh for uh invoicing we have the David Tax Chronicle uh invoice for the
advertisement to bid. We have our invoicing from our reading clerk David. Uh we have LBA's invoice and also callers. >> Okay. Take those in order. So move to uh accept the invoice from uh Reading Town
Chronicle number 260329 in the amount of $313.14. >> Second. >> Seconded by no discussion. >> Yes. >> John, yes. >> Chris, >> yes.
>> Yes. >> Greg, >> yes. >> Nancy, >> yes. >> Carla, yes. That passes. Thank you. Move to accept the three invoices uh DDC1,
02, and 03. The total amount of $6,200 from David Delair, clerk of the works. >> Second. >> Seconded by Ed. Any discussion? Going to the vote. Pat John. >> Yes.
>> Chris, >> yes. Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> Pat, >> yes. >> Carla, yes. That motion passes. Thank you. >> Thank you.
>> Move to accept um the invoice number 23495 from LBA in the amount of $510,55.98. >> Second. >> Seconded by Ed. Any discussion? Seeing none, I'll go to the vote. Pat,
>> yes. >> John, >> yes. >> Chris, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. Carla, yes. That passes. Thank you. Move to accept the uh invoice number 001162
442 from Collers in the amount of $67,54. >> Second. Seconded by Ed. Any discussion? Going to the vote. Pat, >> yes. >> John, >> yes. >> Chris, >> yes. >> Ed, >> yes. >> Greg, >> yes.
>> Nancy, >> yes. >> And Carla, yes. And that passes. Thank you. >> Uh, that brings our total to 8,565,53849 for total invoice to date. Uh right now with our uh project cash flow, we are trending pretty much right
in line with what we projected. The graph will show you over just underneath. I think we're in a good position as the uh bids come in that you'll notice the trend will definitely start to go upward as uh work is being built and and very forces uh being built
through the contractor requisitions. >> One thing I'll mention the cash flow is that I'm a big proponent of not changing the the estimated cash flow regularly because you want to have something to measure against. But when the contractor does come on, we typically do two
things. We adjust for the value that that project funding agreement adjustment that we mentioned with the MSBA, but we also do ask the contractor to give us their cash flow, their estimated values because we're kind of estimating it based off of we did this right at the very beginning of the
project uh this phase. We haven't changed that. So I think if you look in general, we're about a million two million three under which again we're under budget. That's always, you know, that's always good, right? But the the general trending, the line is is is kind of keeping the same slope, the same
general idea, just a little bit under, which is good. Um, but I think >> the contractor values, if you Yeah. If you look at that column right there, we we have real round numbers there. 750, you know, million like, >> but yeah, >> I know Sharon will be looking for that. >> Yeah.
>> Yeah. That updated cash. >> Absolutely. So, so that's one of the first, you know, the contractors tend to want to wait a month or two because they haven't bought everybody out, get it, but the cash flow doesn't matter what you buy it out, but it matters on what you get paid. So, we try to to to push
to to get it as quickly as we can. But, uh, you'll probably be seeing an update at some point on that. And then hopefully that's the last update really. Like, if we have major change orders that really change the cash flow a little bit, then we might make an update. Usually we don't do that because
we're still projecting uh in that second to last column. That's the contingency. And I think one thing we mentioned before is even though we know we're going to come under budget, we always assume we're spending every dime when we do the cash flow. >> Yeah. >> Yeah.
>> All right. >> Uh so that's the project budget. Any other uh questions or comments to schedule? Uh so right now we're coming up on uh bidding the base contract. Um we have
our uh the bid is currently live on bid docs. uh not sure of the figures of download, but there's been a lot of uh a lot of action as far as interest in the project and and uh questions and our buyers being submitted. So, I think we're going to get some good good results. Um we should
be opening those bids or filed sub bids on uh four, I'm sorry, 56, so May 6th and then the uh GCS will be opening up on uh May 19th. And then we'll be reviewing the results
of those bids uh with the SBC on 522. >> We don't want to have build the committee on Friday. There we go. Uh and so once we >> I think that sounds great. >> Once we move forward with the uh
approval of bids and contractor selection, we'll be uh hopefully issuing a notice to award and um a notice to proceed to that contractor sometime right around the end of May and beginning of June. >> And then we'll end up with a kickoff
meeting with them discussing about getting going after the kids get out of school. Any questions about schedule or upcoming dates? >> I think the only other thing I'll mention is we talked a little bit about it, but we um we have gotten good
downloads already like like Justin mentioned, but we have also gotten I'll say reasonable RFI requests. So, you know, like the good you know the RFIs come in that means people looking at the documents, they have questions and they're asking it. And so David and his team are working through those RFIs. I
think for example, there was one about the builder's risk the other day that we sent over the town and and you guys gave us those responses. There's others that there talk a little bit about temporary conditions and site logistics and we had a meeting on that just the other day. So we're going to do a little bit of an
update on the site logistics plan just to try to make it a little bit clearer. You know, I I mentioned to you Carla that it doesn't matter what we put on the site logistics. It could be the the best logistics I ever thought it was and the contractor is going to do something a little different. Like everybody always has their own idea. So we we do
have some flexibility there, but we always have to tell the contractor like we can't make it worse for the client, right? Like that's really >> got to get the kids into school. >> Exactly. >> Access to the school. >> Yeah. So David, you're working through that with your subconsultants, you know,
to get an >> We are. Yes. Yeah. >> And you said what we got about another week here before we the deadline for RFIs. And >> actually the the deadline for RFIs is actually tomorrow. >> Uh tomorrow at 3:00.
>> So deadline is tomorrow, but then answering them is a week from now. So it gives us time to get to it. >> Um I think we did get one from one vendor that asked if we can extend it. I think you always get that no matter what it is. Some people just always want you
to to give you a time sanction, but uh right now I don't see that we would be leaning towards that in any way, but if something were to come up, obviously we'd bring that to the committee's attention. >> Okay. >> Are Mr. Hughes in here?
>> I'm so sorry. >> Doors. >> Did you check that room? >> I'm going to check the other. Yeah. >> Yeah. It's just kind of plain. >> Okay. Moving on to uh the next item, approval of prior meeting minutes. We'll
start with um the March 16th meeting. I was not there. Um I'm not going to vote on it, but it looks like we still have a forum, so we should be good. Yeah, I'll make a motion. This is the uh March 16th, right? Move to accept the
March 15, 2026 16 2026 uh meeting minutes for the school day as presented. >> Second. >> Second. >> Seconded by Ed. Do a roll call. Pat,
>> yes. >> John, >> yes. Chris, >> yes. >> Yes. >> Greg, >> yes. >> Nancy, yes. And that passes. Thank you. Then the next one, >> what happened to church parking lot?
>> Oh. Um, we we put it in there as a commitment. The question was, what happened to the church parking lot license agreement for the We had >> You have it in there as a >> Yeah. Um, we we don't have a license agreement where they're trying to get
their um they're still kind of in limbo. Um, we have big plans for their space. >> It's not a good word to use for church. >> Catholic church. >> We have a lot of uses for their
property, but uh they're not ready for us today. So, we're uh >> Yeah, thank you for bringing that up. Maybe just a little update on that just so everybody knows the the initial hope was that we were going to be able to come to an agreement for for parking for staff mostly. Yeah.
>> Um we have since the last meeting met internally with the design team. Uh it's actually reflect on the drawings now that we're going to do some temporary parking uh on site part of the area that's going to be the future driveway. We're going to clear that this summer so that we have a little bit of parking
there. We've also looked at other parking options for future phases and stuff like that. So, we're still hopeful that there may be an agreement somewhere in the future, but we've got the the backup plan, you know, that that, you know, can work. Uh, again, you know, I think that the reason why we've been
hoping for that park, I think that's probably still plan A, but we have the plan B if we need it. >> Plan A is highly preferable. Yes, highly preferable. Perfect. And then that that feeds into
our add alternates to a roadway work. >> Correct. Um and how to actually sequence the kids to school safely uh at certain phases. Okay. Um and then so we need a motion for the March 30th meeting minutes.
>> Move to accept the March 30th, 2026 Kllum School Building Committee minutes. >> Second. >> Seconded by Ed. Any discussion? Moving to the vote. Ad >> yes. >> John, >> yes. >> Chris,
>> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> And Carla, yes. And that motion passes. Um, future agenda items and next meeting dates. Um, right now we have um XLT and
we always have the XLT a week before um our regular meetings. Um, and this one, of course, it's already made me a liar. We we're having one on the 11th and the 18th and on of May and on June 8th, and that all
coincides with the filed subbid coming in and kind of moving those along. Um, and our next KSBC meetings, the next one is on a Thursday, so please kind of note that. Joshua is going to send out a
meeting notice for everybody for tomorrow, but it's on May 21st. And that's specifically that one is specifically set up for um so we can approve the GC at that time.
And then following that'll be on June 15th, >> which hopefully we'll have the GC here introducing themselves. >> Yes. I I should also say at our next meeting we're going to have u an update on
the playground so people can see it um the what the playground area looks like and um just like plantings and things like that. We kind of see things behind the scenes all the time and it's nice for the committee to see it. It just kind of puts things more into
perspective as well. >> Do we want to invite the parents? You mentioned that as well. Yeah, we we wanted to um for that meeting specifically invite the parents who worked on the playground committee to kind of see how it looks um when it's
all said and done as well. So, perfect. A final motion. >> Motion to journ. >> There you go. You did it good. >> I'm getting tired of it. >> Second. >> Second inviting non-debatable.
>> Yes. >> Don, yes. Chris, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, yes. >> And we're Thank you, everyone. >> Thank you. >> Thanks, David. Thank you. >> Thank you.
>> Have a great night. Thanks.