##VIDEO ID:dMpoMdsr3oo## e e e e e e e e e e good evening everyone I'd like to call the 122 ksbc meeting to order um there people online we'll do a roll call vote and um Kirk is not here tonight so Pat here Sean here John yes Chris yes Ed yes Greg here Nancy here and Carla here um thank you everyone quick review of um our agenda we'll start with public comment um Le Aon reports we're actually going to do motion to take the designer update and OPM update um to swap them and um we'll talk about financials the schedule total project budget the designers will give an update and then um talk about the um schematic design submission to the msba on February 10th then we'll review meeting minutes and talk about um next meetings in a jour so we'll start with public comment anybody okay no public comment moving on to Liaison reports any liaison reports in the room any leaon reports online I will give a quick update because we weren't sure where to fit this into the agenda um we have had discussion about moving the modular off of the site um we have been talking with Mike and um saying that our our best time to move them off will would be for the beginning of the 2025 2026 school year so um Joe um and Kevin have been working with um Gap to um come up figure that whole process out um and um Dr meski signed off on a um I guess a change order to start that process so they can start they gave us some initial information but um to to get that building that process going a little bit more we did um have some meetings and decide on a permanent location for them um and one of our commitments in town meeting when these were purchased was to save them right they're they're not old so we wanted to be able to um to use them um so we will have them move to um the high school actually right outside of where our um rise preschool is behind where um the the the baseball field is behind central office there's a a patch of land there um and there has to be some there's some site work that needs to be done for it but that would be a permanent location so if by chance the telling project didn't happen it doesn't matter um so that that's our situation those two classrooms will become preschool classrooms during construction after construction we have plenty of things at the high school to use that for in terms of um different tracks of learning and stuff like that so just wanted to give an update certainly Joe if or Dr meski if you have anything you want to jump in on feel free to or if anybody has any questions the only other thing I would say is that from the Project's perspective we're looking to do a potential early package and construction and that would be starting before the end of the next school year so the to your point what you were saying earlier the ideal time to move these is when students aren't in them which is this summer so in order to do that you've got to get design going you've got to get everything ready to go in the queue we're going to be talking about maybe doing some adjusting to our schedule tonight that kind of fits in well with this and maybe I'll hold that for for that you know when we get to that point there but I think in general if we don't do it this summer in order to not delay the project or prevent problems you know overlapping with the project you might have to do it during the school year and now you're displacing students during the school year which is a much greater concern for everybody so I I think trying to do this this summer is appropriate and I think Joe is kind of uh spearheading this and already got it to a point where we're comfortable at least I'm comfortable with his timeline that it can be gotten and done this summertime kind of got the timeline and now we're trying to condense it we're trying to fit in with what we think which we'll present tonight of a a date that we will go to the town for vote and I think we we're going to have a meeting in about two weeks week and a half we might have some financial documents related to that that will'll be presented to this committee at that meeting super thank you so um could we have a motion to um take out of order um the designer update so moved second thank you and we will have a vote um Pat yes Sean yes John yes Chris yes Kirk sorry Ed yes Greg yes Nancy yes iress thank you hi jamy hi thank you um I'm actually just going to set this up and turn it over to Lee set it down for you there you I'll stand up thanks nice Tre um so uh we'll have um for the designer update we'll just we're going to give you an update Lee going to give you an update on where the design stands um because we haven't shared that with this group in a while and then just run through the kind of steps of the msba schematic design submission process there's a bit back and forth we'll show you some documents you'll of that so I'll go through that after leas sure all right thank you hello um so a lot has happened uh I think everything that you saw in the past H has not changed but over the last couple of months there's been a lot of um refinement for schematic design Pat I think you've actually seen documents that look pretty exacting uh we've built a the building in a model uh in the computer we've met many many times with our site and civil um not just to talk about the things you see but to talk about the things you don't see to really refine things we've met multiple times with um faculty again uh part of what we like to do is the last about two months ago month and a half we met with all the faculty Representatives again to make sure that every space uh is in the right place it's the right size uh we actually moved to quite a bunch of little things you know um because we're always listening and if you talk to Lindsay who's done a lot of that um work she will tell you that we did a lot of listening and changing things um just this week we showed a whole bunch of layouts of rooms that's actually going to be in the msba report but while they're not finished we have to do kind of technical uh layout of every classroom every room and all this kind of stuff but we want to meet with all of these different faculty and teachers and make sure it'll work for them and they uh they are lock step with us so from the inside out I want you to know that there's a lot of that going on you won't see a lot of pictures of the inside but we know what it looks like and what it's doing and it's and then the other really big thing that we did was we gave our drawings and uh specs to uh two different uh estimators uh one through uh through the OPM and one through us who really uh itemized and went through them some things are still square footage but most of the things were the building themselves and uh then we went through two or three days of Relentless um what is the right reconciliation reconciliation which basically means this person's here this person's here they go over every single item they're used to this and kind of argue it out in the end you uh that will lead to your building but we put a lot of thought into what those are and um lists this is your uh latest site plan uh it works with the grading uh starting at the really high grade by the site entrance all the way down through the site the building itself along haal street is only about 2 feet above uh the sidewalk there uh people like John will understand what I'm talking about um and we really worked hard to make this an access ible site if a child in a wheelchair were to enter the site on the on any of these um any of these sidewalks they would have a pure accessibility over the whole campus um so there's no even though you have some slopes we've mediated all that the uh the drop off works really well the Bus drop off works well and believe it or not we've met with Joe Huggins and others and done turning radius radius ey radius side and things like that at the service entrance to make sure that garbage trucks and big trucks and all that kind of stuff this is the kind of stuff we do um I don't know if everybody does this kind of stuff but I I just know that you really don't want to move forward without knowing everything works so the site is is marvelous um there's lots of space and buffer between hay roll Street and the school there's a whole rise playground and uh you know and Patio outside the cafeteria to that side and then all the rest of it is contiguous um right now you have priced a um a turf field where the play field is so that's not a that's an artificial turf field in the in the um Bas bed so um we've gone over things with everybody and we thought also a lot about buffers and stuff with neighbors so if you look at where the houses are and things there's a fence there's a a wall and a and a fencing and buffers and trees I think we have like 75 trees on this site new trees so we're this is a this is a very I'd like to think of it as a very straightforward pragmatic scheme based on all the needs I I also like to think that is very value oriented this is not the cheapest project in the world and it's not the most and it's not extravagant at all from the very beginning at least I understood where you guys were coming from wanted it right up the middle and understand why you're doing things and everything's for a reason sometimes it's aesthetic but most of the time it's for a real reason durability any questions about the site or I will go on okay let's see if this flicks here we go these floor plans are at a very I mean it's schematic design but they're at a very high level I will tell you that just about every space in here is almost spoton the msba in your program uh it's very important for us not to have undersized spaces or radically oversized things because that's a waste of space it's not what you want so puzzle puzzle wise this fits really really well and uh it's also code compliant we've met with our code person and gone over because it's a three-story building so how can we have an open stair in the middle and how do we uh break you know be able to lock off those uh the wing off you know for security at night and all of that we've gone through all that different stuff and I think the building works really really well um I don't see any reason to move anything and today we met with a few other people so as you know you walk in there's a secure vestibule um those of you who went to swamp Scott I'd love to say that it's really very similar in ter terms of finish and quality as swamp Scott um when you get into the lobby itself remember you have um you have the admin check-in on both sides for rise and for the K uh through uh five so that both of them are in charge of their own world there and somebody's always watching um the vestibule has a stair that goes all the way up and and light that comes down through it that kind of connects it vertically and um I think that the uh Cafe in the back there is really nice it's smaller than swamp Scots about you know about a third smaller I think it'll work really well for uh for E eating but also for performances and stuff like that and platform and has a big huge window uh and just so you know even the kitchen has been laid out and designed by our kitchen person and priced so it's pretty high level is required by the MSB and everything and I so I just want to keep telling you how much work has gone into this so you can feel fairly comfortable um and even the mechanical rooms and stuff have been laid out and are the right size for this particular equipment when you go up to the second that was the rise level remember and so when you go up to the second level you pop up in the middle there's an art room right there there's light coming down and there's some of the shared stuff the gymnasium is that high school basketball court gymnasium with 200 seats for bleachers and storage and a way out the side so the kids could actually go out and go to the playground from there and back up it has adaptive uh PE space which the msba is actually paying for uh and it has t& PT everything in the right place and then if you go through the little Gateway on the right what that means is that you're going into a k through K1 and two world that's like a neighborhood or a place and I think that really worked out well you know in terms of breaking down the community and the and the different areas remember they have those Flex areas out front and they have small group rooms and we went over all the layout and that library in the middle in the very center there the square itself of the library that's the first floor the main library is all on the first floor but then on the second floor when you look you're going to see there's a two-story space and that's where the light comes down in and actually gets shared all through there it's my feeling that when you go to the second floor you're actually in the K through 5 school and it's like a reestablished like that's the ground and then everything goes up from there and it's only really a two-story school do you know what I mean that's the game that we're playing and I hope it really works I think it will spatially uh and then the third floor it's got a little lag time on it you can see that the third floor you pop up in the middle again and that's where you have a few more of those um of uh the support and academic support classrooms and then you go in to three four and five land and you can see that the you can go into the library from there or if I'm in third grade I can go a stair into the library directly and not have to pass through everything we also have right behind that box of the library is see in the middle it says St room that is your new innovation maker space and that is awesome because the msba now it will be right you you have a position for that we met with a sste person just the other day and that will really up your stem game for elementary school and I think that's a really wonderful thing um you can see that there's a real effort here to stack bathrooms to stack classrooms for structure and for piping in the future and uh this thing is this thing is pretty uh pretty reasonable that way any questions about the floor plant every space that you see that has a tag on it or is colored that's not gray or a beige for for for circulation they're all um they're all program spaces of EX of an exact size um by the way you know if you were to go and look into the estimates and stuff like that you would find like four feet of um of tile in all of the main hallways for durability and cleanliness you'd find epoxy floor in the bathrooms you'd find um the right kind of ceilings in different spaces and shade I mean we price Shades and all this stuff so I just want you to know that um it's real building where is that information that information is both in the in the schematic design set of drawings and specs because it's actually we have drawings that Mark those things and it's also in the um estimates or they say the the reconciled estimate where you go and you find Little Lion items of all that stuff and so we've swept through and um um and made sure that all that kind of stuff that they can guess if there's anything in the estimate that we weren't sure of we put an allowance with it they put an allowance I would have to say later on when you look at it that the estimate is Middle to conservative we always wanted to be a little conservative with with allowances and stuff because we don't know what's underground and we don't know what's in there and we want to protect you I'm just going to just I think we may have sent you the reconciled summary estimate but you might not have the full detailed estimate so we'll make sure we get that I don't think we've seen any specifications have we uh it would be in the package which package are you talking about a schematic design package that we will be yes I I asked for this I got I'm a little bit I'm a little bit ahead of some people I have the schematic design package and the estimate but I got those last Monday just because I was talking we have that to to that's going to be part of the discussion tonight as well good I mean we have not for examp that's okay we for example we have not um I have no idea what the structure is of this building we've not seen a a design structural design narrative details are anything so is this a loadbearing wall building is it a steel frame building so we do have all that information and we will get it to you and you can look it all up that's why I'm saying we haven't seen it yet yeah of course okay but I mean that's kind of a normal process uh you're Structural Engineers do you want to know and it's a steel frame just do it for you okay quick question Le the um the the shaft in the lobby that goes all the way up um how we managing that we manag that with the those fire dampers or is no actually we're allowed to leave it open because it's a stair of a certain with an opening of certain s so we actually don't need any fire dampers okay so probably just have the SM curtain at the bottom oh yeah just little little things we learn our we learn these little things and then we avoid them yeah this this building is smaller than the footprint is smaller than swamp Scott and we don't even have any firewalls we have a couple of separations but no because I believe that firewalls are expensive and we try to avoid that good um so um yes just make a comment um and I don't know why this hit me today I've been looking drawings for months um when when the students leave the cafeteria and go to um recess they're going to come down to the front of the building right they're coming out the door that's right front of the building and and I keep like looking at these um you know the teachers lunchroom is here there is a um a special ed you know the team chairs office is there and I keep thinking like extra insulation there so they're not hearing all the commotion in the hallway well there's definitely walls and things in different places and um we have our acoustic partition set up uh a place like the lunchroom yes you want to have a wall there but you also honestly want a little sidelight so that there is a little oversight you know so that there's always a little bit of oversight going on but yeah anything like that we would um we would we have good um acoustic uh partition separation that doesn't mean you wouldn't hear some shuffling or a couple of if I ever go on in a a zoom at the school all I hear is is screaming but it will be a lot quieter than that I think what Carlo was referring to is the Cara wall at the K8 conference room and the lunch and the yeah so that Carter as kids are Marching out that Carter that's yeah there'll be times when they come right through there and um and teachers too with them um the sequence is basically that there's there's washing a washroom and toilets right outside that door and then they go right out to the and with the vest bu outside we will continue to make sure that we we you know that we have a we'll have an acoustic um consultant who will check all those those items but thank you for bringing it up it hit me today I'm like wow oh no those are that's one of the bazillion things that can happen exactly thank you thank you all right so just wanted to show you kind this is a bit of an updated site we're still trying to keep it um uh relatively simple as you can see uh it's an extruded building uh and there are but there are certain things that kind of give it scale uh like the the paneling on the first floor that is a little warmer whether it's a wood likee thing or something else that the kids can touch and then the brick is kind of on the second tube levels there's an arcade underneath the um underneath the uh overhang of the gym and it which faces the playground remember how all the kids and the parents that come early or stay late and they all hang out and they're all in the rain that's why we did it it's a functional it's not just for laas it's a functional Gathering space for community and it's in the right place and there's a nice big canopy and you can see where the stairs come up and pop up um I think it has a good scale but here's a way for you to see that whole building and then when I go to this side which is um from from haal you can see how thanks to thanks goodness to John the building is set back more and has some real buffer and while it's still a tall building it is set back and has different materials like on the first floor and then the brick um you can see that it has a lot of windows that are punctures they're good siiz windows for light but they're punctures and they're not um curtain wall curtain wall is very expensive and we have very little of that so when we tried to make decisions that are kind of um efficient and functional um for and and but still wonderful um we even show all of our screening for mechanical equipment and the monitors on this on the roof and we also like that there's a little bit of up and down here where it's three stories then it's one story then it's two stories a little bit of stepping and stuff that really helps with the houses and the along the street and I think um we actually we put so this is just a real a quick one because we have a model and we put in we just wanted you to have a sense of what it could be like to be there and how straightforward but how uh comfortable the building is you if you're dropped off there's there's materials that are that are um durable but but warm um those are actually that's the rise classrooms on the bottom and then nice big windows up top with bringing light weight down in and brick in panels and then how the middle kind of brings you in and the canopy kind of kind of slides out maybe with a a wood you know Underside and kind of slides out and grabs you and um how all that works with the play and that's the gym up there with some daylighting above uh You' see again it's a little diagrammatic right now but it's actually also kind of real and we just wanted to show you that um there's a react when you see something like this you know from above and Away there is a an actual reality to it and you can see how we're trying to deal with scale and and all of that does that that window on the corner of the gym that beautiful window on the corner that's the PE room that's the PE office that well that was my question is that actually is that light actually getting into the gym or no that's into the office because that's where the PE office is in the corner and then those windows those little punctures are where the uh are basically where the bleachers are and the the windows up high are bringing High um clear story light into the day gy so and it's and again not big strips of glass and all of that because that's very expensive but punctures and I will also say in terms of energy that our goal was to be around 22 23% um window to solid ratio which is where you want to be to meet the latest codes 24 or under percent and we're at about 22% so we're actually even though there's a lot of windows in the right places and they they look nice and substantial and Tall to bring light in into them they're they're only they they're where they want to be and it's not just like oh we want a big bunch of glass here so um for energy it's a very efficient building as well that is true um and that is that's what I have for you um I really I'm going to but um I don't know if you have any listen we do have all the documentation well and it's just been finished because we wanted to get it all together for you guys to review um and then please review it please look at it you'll see that's where the set the Pat has the set but also the narratives and all that kind of stuff that come with the schematic design you can you can look at the structure there's no drawings of structure although in our plans we put columns and structure in to our plans in a grid and in the places we want them because we want to make sure the whole building works so we actually do have a frame in our plans but the structural engineer they only have to do a Nar a narrative right now yes so um it's all been checked um and we it's your product we are happy to have you review it I a couple quick questions do um on the roof screen it it looks like um on the high roof like it it looks like there's an opportunity there to do some sight lines from like on the other side of haal the other side of the parking lot and see if you can even see those those units and if the that's required and I assume as we get further along we'll we'll we'll do that type of analysis definitely and and you know when you do see any lists of things that could be looked at later on to save money obviously roof screens which require structure end screens can be very expensive what we're doing right now is we're showing a full enclosure and one of the reasons why is because the units well they see the units over by the gym those are lower yeah I think you'll see those and there's also House close by those are slightly larger units anyway because they go to the gym and they have a different makeup the ones on the roof at one point we weren't sure if they were what they were going to be now they're just kind of ventilation air you know air handling units but there was a time when we weren't sure if there were going to be something more substant iial turning on the system so um we know that up from um Charles Street you can see it yeah but from haol looking up you may not be able to see it maybe there's an opportunity to save uh a couple hundred thousand in the long run right that kind of stuff we're totally open for that and we can check on the computer we can do all those kind of Sidelines one other question Windows I'm assuming are operable um well I don't know what the answer is to this but should they be right what we have right now if you look at one of those windows in the classrooms you'll see there's a high there's a high so there's one level from 2 feet to 7 ft that's the main window then there's the um light shelf inside to bounce the light and then there's like 2 and 1/2 ft of Glass on top of that which is the light that's really being driven down into the further into the room and through the ceiling um that little strip on the side there and each classroom has three of these windows so they'd have these these like awnings like this you're only allowed to open 4 in anyway that is for air we were asked by faculty to be able to have an option for um fresh air for air from the outside and to be able to open those we have those right now it's pretty clear in the estimate how much they might cost and all of that uh mechanical engineers we don't like that and um but then when you talk to teachers and other people and some even kids they go I want to be able to open a window so we tend most of our most of our schools end up having some operable windows but we minimize it so it's just like a nice fresh air we can always take them out later if you all decide together and everyone decides to do that but correct me if I'm wrong from a pure engineering and design St no they don't like okay it's not necessary if you if you were to buil build the best efficient building you wouldn't put operable windows in we not with a building like this we do have a cultural thing I totally get you're in a classroom and systems only work so good it may be more than I mean we have a really nice that you know that those um the the distribution system is really nice we have very well insulated uh walls it's stretch code it's op- in code yeah but I will say that it's it's cultural and it's also Comfort even if people can just change the heat three deges that's all they need if people have a nice chair it's comfort and and people just they just feel uncomfortable not being able to open the window I I'm going to say it like this I actually don't care I want people to be happy you guys will decide in the end if that's the right thing for you or not yeah okay it's a good good observation they're not too expensive I was just thinking more from a for performance standpoint but it becomes your you're spending money to decrease performance but I get it so just from a a cost perspective too just to kind of put a bow on on the on what you're talking about here Pat is I think right now what we're showing here is I'll say a conservative view we've got them in there we if if we make the adjustments like a couple of ones you just talked about we're going down in price we're not going up in price so we're kind of starting here and we we always have the ability to work down because we always know that there's going to be something else down the line that we haven't really thought of yet that you might want to consider so you have some flexibility there with your with your I agree with that you never want to um you never want to leave things out and then find out you want them later yeah it does it change to kind of follow on to Pat's question does it does it change very much either from a cost perspective or an efficiency if you don't do it if you just had one of those windows that would happen operable window versus all three of them I mean you know again o is O is but the second you have operable Windows it changes things in a classroom anyway all of a sudden the mechanical system may have to re you may have to um uh talk to it or in some way or re re reply to it if if if humidity is coming in it might start to affect things and and it's not a it's not a you know sealed system so I think I think either you do it right or you don't do it at all yeah I just think about it like if if there's a if there's a middle ground where staff and folks want that ability I think the middle ground we already hit because what we did was we put them in classrooms but not in other spaces and we uh where they where they live there all day long and they're careful about it and um and they ask for it so I think it's the middle ground already are they even in the prek class classrooms as well yes as well uh on the lower level as well yes because they like air too I have to say that it the idea of doing a a Rise program like this is becoming more and more exciting having this school to itself and meeting with those people they really need it um and when you talk to people in town to be able to bring them all together in one place it's really an amazing thing I just want to could could you just clarify and i' I've had some discussion with SC this I'm confused about the number of students that this building is designed for y uh it looked like it was 635 so it is four it is 455 it is 455 and 180 6 when you when the original pre when we had the discussion about putting okay in this school the numbers were not 180 yeah they were more like 40 or something like that yeah and and that's because you were just replaced at first the first discussions and the superintendent here the idea was just tol place exactly the same number that you have dispersed throughout Town yes and then they said well we should probably have 10 up to 12 I think they added two to three classrooms two more in 12 in order to um in order to because there's already a weit list in order to have some future uh flexibility and the demand for IEP spot the demand is high so okay so we figured out how to get all those in there but we have two existing in the building so we were adding 10 more yes but the original when we had the vote to include yeah PR here it was not 180 do we have to have another vote to say we agree with 180 I think by that point it was but we can check it was 145 I think but let's check well it doesn't matter you have you have the memory and then what confused me even further was the the traffic arrivals and departures that's right 3K was not 180 it was 165 for arrivals and 150 for departures so I got confused over what is the real number because there was more kids coming than were leaving and that's because and you know why right now so in the traffic study they're pretty clear about it but it always you have to go through it they're calculating how many cars are actually coming so if a few kids come early for an early early thing or something or if there's um there's days car or people car there's a certain percentage of carpool are sick they know or Walkers they know exactly how many cars but in the afternoon when kids leave a whole bunch of them stay behind for extended day even at rise they have their own and then other things happen so the dispersal at the end of the day is very different so they're always giving you the the highest number at a point so they're very clever and they and they do these models so that's why those numbers are so confusing but the big numbers are um 455 uh which is barely growing from where you have now and 180 which represents 15 children in 12 classrooms for rise in each one and that's the most that you can have in there for that program so we've added on technically added on 150 additional students to that school Tech technically technically and those are all through rise because if you figured there were 30 exist because that's two classrooms adding on 150 more so when people say they're adding on 300 more that's not true we added on 150 more in the rro which totals 100 na students we hit this I I understand I'm getting I'm getting rumors as you know that we are building a school which is much too big to much too many people it and I and I tried to research these numbers and I got totally confused because so they would try it was true what we voted on back in July I think it was was not what we have now and how did we get from there to here without us having another vote on it it may be it may be that the vote took the 180 and subtracted the 30 or so kids from um that were already in rise in that building but I think that you guys should look at that and if you need to revote or or look at that again do it I agree and if I can just say one last thing on that not to add any more confusion to this but when you sign with the msba it's going to say your enrollment is 4555 because that's all they it's always going to be just a c of five enrollment they've conceded prek as part of it and everything but they they we actually asked that question to the msba should we be adding in that other number they said no it's 455 and they're paying for all those classrooms excuse me but that's it so I think you got a pretty I think you got everything out of that that you're going to get um to your earlier question John when will I see these documents answer is tomorrow tomorrow yes um we'll be sending the draft schematic design documents for the um committee to review that includes the drawings specifications and a 600 page report for your light evening reading that's with the appendices you don't need to read the appendices thanks John yeah I'm not sure my computer can handle I mean keep in keep in mind that um this is also well it looks like a lot and it is a lot Pages for things it's still schematic design level which means that there's another 11 months of uh design and documentation and detailing work that'll happen after the after the fact so please be uh gentle we welcome your review and your comments um we'll have a seven days for you to review and comment and then um if you can submit your comments by February 1 um comments are welcome later as well but the later the less likely we'll be able to respond to them before we submit to the msba so on February 3rd our next meeting February 3rd will be a vote to approve and submit that SD package um and then we'll have a few days to revise any and update any points that are discussed um or comments or changes that come out of that meeting and on February 10th it will be submitted to msba then the msba ba has a review period which they don't tell us how long their review period is so we have to guess um I think I put in 40 days or something um sometime in mid-march they'll get us their comments and then we have exactly 14 calendar days to respond to their comments it might sound funny but they'll be more interested in all the stuff in the book with all the little tabs and all that then they will be in the actual drawings of the design in the building this point they've already kind of accepted and like the design bu then on April 8th there's a project scope budget conference I Mike just want to explain what that is it it's basically I'll say jumping ahead there's a board meeting on the 30th and the the meeting on the 8th is the prep meeting if you will it's to to sit with them if they have any real got your questions or something like that that's their chance for that that's their chance for them to kind of feel out um if we've made any adjustments to special ed or anything like that it's really for them to get information so that when they're coming to that meeting on the 30th they're prepared to vote really so it's it's it's our opportunity to answer they're going to give us written questions we're going to give them written answers but it's a it's a chance for us to have a verbal conversation as well the the the project managers at the msba are responsible for making sure everything's checked off bazillion thing they will not go to that April 30 msba board meeting without everything being perfect so that they can say this is perfect and they say thank you it's perfect vote yes that's how it kind of works so there really are they help us a presentation on the eight msba guys will it's a zoom yeah just the design team um I think it's us yeah I mean if you want to come I don't know that you have to I don't know we we we'll with the msba if they're looking for anybody from the committee to be on but I think it's really they're looking at the work product so it's I think it's really we're there just to kind of help uh support LBA LBA is the one that's going to really probably be answering any of the questions because it's specific to the design if they ask budget stuff like we're doing tonight budget stuff will be kicked open or us basically and then April 30th is the msba board meeting and um everything will be ship shape and tightly reviewed by then and they will vote to uh approve this SC budget so before you jump off of that um just the the February 1 date that you have there that the the comments are do back or the um Jenny already kind of said it but if you have comments especially if they're big comments or something the sooner we get those like you don't have to wait till the first if you look at it tomorrow and you have a question you know you don't have to send 20 different emails but you can start sending questions when you have them so that especially if there's something that you think think might take us a little research time or something like that to to take a look at Mike exactly how do you want us to give you that feedback do you want us so I was going to talk about this from a budget perspective and and from estimating and I was going to recommend to send it to Carla and have Carla send it to us um we also have the XLT group and we can have some discussions in the XLT group as well but um I don't want to uh bog down Carla's email either but I don't know we can send it to to Jenny and and Charley or I think it has to go through one person otherwise we're getting all these emails from people and or or not very many the truth is that you can look through it and have some questions but some of the stuff we just not ready to do and some of the stuff I mean it's just too CL clarify and it's not all completely done I mean there are pieces of that that we haven't um finished the writing or something like that because um as Mike would explain there are still pieces coming together there's still a few pieces coming together but for the most part you'll be amazed at the quantity of junk in there yeah so so don't drive yourself too crazy I'd send it all to Carla who sends it to us or something like that send it all to Joshua all to Joshua somebody but yeah I don't want you send in it yeah that' be hard and then the one thing I will caution people don't like CC everybody cuz then you get into the whole public meeting you know requirements so send it to Joshua Joshua will send it to Jenny and Shirley and they'll get a coordination on all of that um yeah so that that that'll be good and just so everybody knows what Lee was just mentioning the drawings aren't changing the specifications aren't changing it's all the rest of that package that is still in process if you will the reports the the narratives like the details like all the all the other parts that that the msba because we finished the drawings a few weeks ago the estimators have looked at them they've priced them that's all kind of locked and put toide it's all those other parts and pieces that may not be 100% complete when you get it tomorrow morning so um by and large what we'll see our drawings civil drawings are pretty pretty far along architectural floor plans things like that looks like the kitchen drawings are in there structural and mechanical and electrical I'm assuming are all narrative at this point mostly there's some diagrammatic stuff for some of them like technology and stuff like that but they're really they don't they didn't really they we're following exactly what the msba asked for and it doesn't always make sense yeah they ask for drawings for MEP and we provide them but you know fire protection drawings at SD level is not not a drawing worth looking at yeah yeah we're going to have sprinkle coverage but what's great about what's great about the estimators is because they do all of these build buildings both of these guys do all the buildings in the msba they have all the up toate um bid costs and everything so my hope is you know it's they know how much this square footage of fire protection is right now they certainly should they should I'm going to tweak that date to January 30th because February 1st is a Saturday sure so we'll send it to Joshua on January 30th which is a Thursday so he can send it to LBA and you guys happen I close the bus Thursday Jenny doesn't mind getting emails on Saturday or Sunday she told me so Josh might not want to respond just read them just read them on Monday just let them pile up and read them on Monday no thank you thank you for being considerate that February 3rd date is that the date that we have a um stand yeah but we are overlapping basically both of these drawing reviews are overlapping two we two we time period what's that yeah we got I twice as much as you oh I'm sure do but at the same time at the same yeah you get paid one time Z for your building I get paid two time Z I'm just I was just trying to um I had only looked at them briefly I was trying I wanted to look at them to reacquaint myself with what exactly before I jump [Music] into before I jump into the next phase I just want there was one note in the uh in the chat it was from Greg and he it was I think when we were talking about the operable windows and he said operable windows are control and Energy Efficiency disaster so it it does it does create a challenge and and I will tell you that if we do have operable Windows which we have right now our first recommendation is going to be never open them no you so I'm not saying that you have to listen to that but that's you know it does create it just with the controls with the humidity with the temperature the the systems are going to be so finally tuned that they're going to work much better with the windows closed we're going to go through Great Lengths to create an extremely tight envelope then put Windows which but I I get it and that's pretty much what I see in every school we build it's off moment It's Not Unusual all right so just to uh if anybody online has questions I I cannot log into the zoom so thank you for monitoring it feel free to shout out R and anybody else so we're going to jump into the OPM update if that's okay with everybody next we're going to do the the general financials and the general schedule that you always see and then we're going to jump into a little more specific about some proposed schedule updates and things of that nature so surely and I are going to kind of tag team this so we'll start with the regular financials and we go good evening everyone good evening uh as you know this is our project budget and cost summary uh typically we don't spend as much time on this it's usually the details in the backup so unless anyone has any questions uh move to the next slide great thank you so this is the budget adjustments uh again just to remind everyone budget adjustments are any uh budget line items that's are moving uh with contingency and as you can see everything is grayed out at this moment so we don't actually have any changes to update you at this time we did discuss earlier the the modular and some other things that we might be discussing tonight so we might have some updates on the next the next go around on to committed costs uh this is usually where we have new contracts POS change orders um or amendments and again everything's great at this time so we don't have any updates or new changes at this moment for invoices we actually have a couple oh there you go thank you for Oba as you can remember we actually had the invoice for December after the uh December meeting so we have a invoice from LBA for December services for I'm sorry yes that's right December Services uh for invoice 20 21241 for a total of 7438 $40 we also have all right I'm so sorry I backtracked that's actually November's invoice for December and then uh now I'm going to the December invoices so I apologize I retract that but for CPL we have December's invoices for our services of 9,798 cents and also LBA December services for uh a total of $ 97,1 6234 I think you might have the two LBA ones flip-flopped but I think you had the right total is just the first one was the 97 yep and then the second one was the 78 apologies yes thank you too many so I apologize for that Y no worries that's correct thank you for the correction any questions on the invoices we have back up if necessary when you have those kind of round numbers 990,000 and 45,000 m y they are um they don't represent like a a fine-tuned accounting of time and materials and stuff like that they they are just kind of lumpsum out is the contract for this stage a fixed price or is it really the time and material an upset or something like that we have two different cont the LBA is lump suum lump suum so we split that's why that's why it's nice round numbers ours is based off of hours and rates and that's why ours has 50 cents on it because it goes It goes out to the hours and rates okay that's exactly right and we still don't see any invoices for like for the structural engineer are do will they sh up separately or will they be included in your it's part of their package part of your we have like 20 so so we won't see those as individual items these these will be lumped in with yours okay right so just on that one John there's two different categories kind of major categories basic Services that's really lumps some but there are extra Services over the basic like traffic studies and the Geotech so you will see the specific values for the Geotech doing test boarding and stuff like that but maybe not design the Geotech is one that is actually in both categories the traffic study would be only below the line okay moving on to cash flow uh again this is kind of moving up through the contingency but at this we're all constantly monitoring this and it's better shown on the graph and as you can see we're right while below so just remember as we do this we're always projecting the green light is our theoretical projection that green line always assumes you're spending the full value and we're not currently spending that we are going to have a discussion maybe on that but right now one of the reasons why we're low is not because it's behind schedule or anything it's because we're just we're we're spending to a number right now that would be quite a bit lower if if if we go back to that initial sheet um we have contracts totaling here at 1,460 out of the 2 million uh 2.2 So in theory if we didn't do any any other change ERS any other contracts extensions or anything at the end of this you'd only be spending that 1.46 so there's a note on the top just to note that we are meeting with actually Pat in the near future to hopefully discuss the construction schedules and adjust that piece of it so just note that that will change but the big key picture is that we're going through the cost estimating and um the SD package and that's the piece where we're currently moving forward as we just discuss with lb's design process and uh the bigger piece that we want to get into or more in discussion is the actual vote so I'm sure Carla has maybe something too so we're going to pull up another sheet in a second that shows a little more detail about what's happening or what we're proposing to happen I'll say from now until till the vote um the reason why we didn't want to show you part of a schedule I only give you part of a schedule and have you say why didn't you show me the rest but depending on how this vote happens tonight it's going to a potentially substantially affect everything Beyond this so the old schedule you had last month for example do we want to vote on the invoices on the invoices yeah sure we can do that before weedu absolutely um um need to um approve my approving what's the word approve approve yeah approve um um LBA invoice uh 21241 um in the amount of 97,000 0234 um LBA invoice 21321 in the amount of 74,0 30840 and callers invoice 101 13101 in the amount of 9,798 can I just check one of those numbers should be7 97862 yeah and 3 y okay second seconded by Pat any discussion okay we'll go to the vote Pat yes Sean yes John yes Chris yes Ed yes Greg yes Nancy yes harly yes and the passes thank you everyone okay now we can move on to the schedule right excellent thank you so um we've had some discussions recently um and one of those discussions was with town clerk to make sure that we were dotting all the eyes Crossing all the tees making sure we were accounting for every day you know is it 35 days before the election for the select board to to to vote to have the election happen no it's actually 36 days because they have to let the the clerk know and then the clerk has to actually file for the election so they need one day to do that so working out all those details as we work through those um one of the big things we wanted to understand is when is town meeting when would we be looking to in theory have a town meeting specific to this project and those dates actually start started aligning pretty well and so with that understanding if you look at the schedule we presented a month ago we were having a vote out in June but really it actually makes a lot more sense based off of aligning with the regular town meeting we're still talking about maybe having a special town meeting I'll get to that in a second but it'll be a special town meeting within the town meeting time period and having the vote sooner um it does a couple of things for us one first and for almost um we we talked before I think Pat had brought it up that the the current schedule from vote to completion of documents is about a year for the design team to complete their documents we we can tweak that a little bit we can't ask them to cut it in half but you know might it might be 13 months it might be 11 months or 12 months it's in that General time frame so if we're voting in June the documents will be done the next June means we're bidding in July not necessarily the ideal time to be bidding the ideal time that I I've always said for schools to be bidding is probably around now in January February so that when the when the weather breaks whether it's March 1st or April 1st or whatever you're kind of getting into the ground and you're getting the maximum amount of work done during the the good weather or the good temperatures really and you're minimizing your your um winter conditions things of that nature it just makes the construction flow easier everything so we we had always talked about that July bidding was n ideal well one opportunity we have here is based off of where the town meeting is and and having that vote in April May potentially pushing that meeting uh sorry the voting date up into the beginning of May or middle of May May 13th is where we're targeting that saves us about six weeks from where we were showing that gets us into the ground six weeks earlier the other thing it does is escalation if we're saying 4% escalation a year you do the math every every month is is is a sixf figureure number so if we're saving six six weeks we're saving you know 4,500,000 $600,000 on the project and that's real money um one of the things I want to talk to Pat about tomorrow is now if we get this vote approved tonight what else can we do is there any other opportunities we have to accelerate that and I'm going to talk a little bit about that but I I don't want to jump the gun I want to show everybody what we have here on the screen for us make sure everybody understands it and it's if you have any questions um but what we have done is we've looked at it Jenny just gave us from the project standpoint we're working through we're going to have a vote at our next meeting to allow them to submit to the msba and that process from there forward ends on April 30th with the msba board meeting and they're voting once they vote our clock starts we have 120 days to show we have funding in place you you you have the right to ask for extensions things of that nature under you know different circumstances but that 120 days starts on April 30th so ideally from the project standpoint the sooner we can do that from that date forward the better so as we looked at that and as we talked with the town clerk to understand all the different ramifications of when warrants have to be done and when votes have to be done and everything we've actually put all of that into this schedule um really what I want to to to show you here is maybe I'm to highlight the um the headers here so the first here header here um this this whole thing is the funding process that that's modular five from from the msba and then this is our funding process so developing the meeting in the vote language so we actually contacted the msba they give us standard vote language that language goes to Matt Matt works with with Town Council to make any proposed modifications those proposed modifications have to go back to the msba for their Council to basically review and approve then and there might be a little bit of a back and forth there before we settle on on vote language that vote language will then allow Matt to work on the language specific for town meeting as well so we've already started that process we we we got that over to to Matt on uh January 8th so it was almost two weeks ago and we're working through that we're hoping by the end of this month that we have at least the first pass back from that that we can get to the msba and we have some some again some flexibility there but that's really what we're doing here is getting the languages together getting everything organized so that we can get to the town meeting um the discussions we had internally with with the town clerk was we could actually do this during the town meeting and just have it part of the town meeting town meeting is four days that actually pushes our vote out a little bit and I'll tell you why in a minute uh but we thought thought about having a special town meeting and yeah my understanding that it's not uncommon to have a special town meeting within the town meeting so town meeting is called to order you do town meeting business at at a point you stop the town meeting you call the order the special town meeting you special town meeting business you close the special town meeting and you go back to regular town meeting so right now the regular town meeting is scheduled for April 28th May 1st May 5th and May 8th if you look in this packet and what we had sent to you we were proposing a special town meeting to be opened on May 1st and a vote potentially on May 5th we actually got confirmation today that we might want we're probably going to actually propose to adjust that just to May 1st so it's going to be open on May 1st vote done and closed and and then move on so it that doesn't really affect any of the other timing but just so everybody understands we didn't update to the because we didn't want you to have something different on the screen than what you had in your package so that's the special town meeting we I we have the the town meeting shown here as well that doesn't really tie to our project or to our schedule but we just wanted to have it in there so that we can understand how these dates are related we are then showing a popular election and what we're we're doing here the the first item of this is information to the select board so this is that vote language that that mat currently working on and once we get that approved from the msba we'll get that to the select board the select board would then take that information they would actually have a meeting we're targeting their April 1 meeting for them to vote to um request an election um that is more than the 35 days before the election would actually happen but what we're seeing is that there isn't a meeting scheduled for the select board on the 8th or the 15th so that's why we went to the April 1st dat um that would allow us to have an election on May 13th so the the requirements for the election on May 13th is that the select board vote for it the town clerk advertise for it and then the other thing that we really are looking for is approval from the town meeting to go forward now the approval from the town meeting is actually going to happen between when the select board vote for it in the actual meeting and again one of the reasons we're asking for that to be done or we're opposing for that to be done is if we wait till town meeting then the select board meets and then the clerk votes and then we have the 35-day weight period we're losing over a month about five or six weeks and with that escalation with that that construction sequencing and everything like that we feel it's a it's a benefit to the project to actually move forward with that so we're going to make sure that the select board understands that when we get them the information that we we understand that we're doing the election a little bit out of sequence if you will but it is happening 7 days after the town meeting Clos after the special town meeting closes it is happening more than 35 days after the select board so we're meeting all the requirements so so the so Ju Just as an FYI that this um had a meeting with um the center for active living as well and um both of these projects are going on the same ballot um and it is going if it does not pass town meeting and it's already been um promulgated we will and if it doesn't pass town meeting we will be having an election on May 13 even if it if the ballot is the ballot is does it make sense right so we could potentially by doing this and trying to save that cost of money we're going to be holding an election with police officers there with um Town staff there and volunteers and all that so we want to make sure people understand that we we are going to be doing a road show and going up select board and school committee and and town meeting and all that just to get the word out there even even if the town meeting doesn't vote in favor if the town meeting doesn't vote in favor and the select board has already I'm not using the right word it's not promulgated um they call the election then we will be having a town election regardless if town meeting passes it or not so what so what happens in the so play that out um town meeting doesn't um doesn't approve or whatever the um um and we still have the election and say the town approves it what what's what has that ever happened um first maybe not it hasn't happened on my project I'll put it that yet but if if that did happen what we would then recommend is that you immediately file for an a new special town meeting and you would bring that forward to the town meeting and you would say that the popular vote has passed and we would like the town meeting to reconsider allowing this to move forward because the popular vote has passed yeah they say no then they say no yeah what would that so we won't lead with that we won't lead with the fact that they're a speed bump um no I just curious as far as you like you know um and and in that scenario though Mike too then you erode some of the time or or or do we if we have a popular vote on 513 we need to have a yes on both in with the msba in order to move forward in order for you to secure your funding and everything else that you need to you need to have both guesses so and without an extension you need to do that within 120 days of April 30th I think I think it goes like August 28th is is the time so if if we're looking at a vote on May May 13th we can easily assemble another town meeting prior to that August 28th yeah I I was more asking like you're choosing May 13th timing wise for documents and everything else do in order for the 11 12 13 months that you're were talking about before is that after both or do if if we have the townwide one does that kick off that's a great question and I'm going to say if we can talk about this the next subject I want to talk to you about is the design sequencing and um there's an opportunity to maybe even start the design a little bit sooner uh and and that's what I want to talk to you about so if we can hold that question uh I just my question on it is so we are essentially saving $400,000 is depending you said it's like 100 Grand a week or it's actually about 400 I think it's about 400,000 no sorry 300 333,000 a month so for 6 weeks you'd be about $450,000 $460,000 on our project so we're just gambling $20,000 in a special ction to win half million 400,000 whatever and and I don't know if Pat would have any thoughts on this but I think my my personal thought is we might get even more competitive bids on a job that's a bit a little bit earlier than you know if they know that they're going to be going through say an extra winter cycle or something like that it just adds to the complexity of a project moving the moving the the bid date up has you know multiple benefits yeah are we still going for a earth work and well drilling as a separate conf so right now with with the May 15th date I would say yes we are but the the discussion we're going to have in a minute and the the the meeting I'm going to have with Pat tomorrow what we're trying to do is is there an opportunity where we could potentially allow the design team basically the I'll just kind of give you a preface here we're submitting this package of the msba on the 10th of of February and basically it's pencils down for the design team until you vote to approve this and you have more money and you can write them a change order and then then they can get going if I go back to our financial documents here for a second if I go back to the very first page of this sorry I got a little window of the way 739 we've got $739,000 of the $2.2 million that you initially submit uh approved that hasn't been allocated yet so what we what we were what we were thinking about doing with this committee's approval at the next meeting what we would do is we would propose to write a change order for cers for say $35,000 a change order for the design team for say $700,000 and what that would allow them to do is on February 10th we submit to the msba and on February 11th they continue the process now the msba has approved the 2.2 million and the town has approved the 2.2 million for a feasibility study which is feasibility and schematic the msba technically would say they they might ask us a question are you doing additional schematic work after you submit your schematic design so the sooner we get that approved the better and what we would say is is we are asking them to extend the schematic talk about the early package talk about we're going to have a test well drilled that we're going to be doing in some additional scope from that perspective um people in the design well there's schematic design from there you start DD there's no set and fast hard line that everything before this line is schematic design and everything after this is DD I would probably argue and Lee would probably agree with me that what I'm seeing architecturally and and civil wise is probably already beyond what I see from schematic from a lot of designers so I think they're they're already doing a great job from that perspective but I think if we can let them get in there what we've talked about with Lee is in general if there was no limit he would expect to be expending about $500,000 a month so if we allowed them to start in February and go to May that's three months so in theory he would need a million and a half dollars to go without any restrictions if we only have 700,000 he can have 700,000 that's not going to give him three months unimpeded it's going to give him 6 weeks unimpeded what that would do is in theory instead of finishing the drawings next May 15th he would then be finishing them 6 weeks earlier than that so it would be April 1st and again you're spending that $700,000 now it's already been approved it's already been allocated the risk is if you didn't get the vote past you've spent that money to further the design and you can't move forward but you know there's other ways to move forward if you have a fail vote but but that's that portion of it is is still reimbursing that is still reimburse that's part of the 2.2 that's part of the so what we would we wouldn't say that the design team is starting design development they're continuing to refine the schematic talking about the early packages talk you know doing that part of it it's a it's a technicality but that's what that's what we would be be doing and again it would allow us to potentially gain even six more weeks that's another $450,000 in escalation and that's again now bidding in an April rather than bidding it in May or end of May into June it's making it better if there was a scenario where we could come up with a million a half dollars and allow them to go forward now we're cutting that back three months so now instead of May May 15th or April 1 now we're talking middle of February if we could get to that middle of February that's when your question a few minutes ago John if we can get the full contract out in February we might not need to do an early package we could the contractor out there he can do the wells and in theory if Pat was out there he'd probably be doing the Wells on the North side and putting the concrete foundations and on the south side right I'm pretty amount of money that you get so you want you wanted one and a half million to do that right you we would need a million and a half so let's just see what I got say who has a hat we'll just pass a hat around I I haven't said much about this because I'm just following whatever you lead but um we do have a substantial amount of money in the budget to account for the phasing of the early package and the transfer to another person because it will cost money having both of those different things so the idea just in general the idea of not having two packages will also save money yes so it's not just the escalation in the bidding time it's that we had a contingency built in because we know that the contractor might have us timing and all that stuff but all this is driven by the movein date of September 1st of so so you work back from there and to a degree but this this might actually move us enough that we we can talk about a different move in date I'm not I don't want any anybody to think that that's driving this but I think what we wanted to do I guess is tonight get by in on on the date of of of the May 13th for the boote we're going to then based off of that tomorrow look at the schedule look at what can we do to the schedule what are the options are we looking at just the $700,000 oper do we want to consider the $ 1.5 million option I think it would be good for us to see those schedules bring that back to you at the next meeting so we could show you the benefit of one over the other it gives you a little bit of time to kind of look at at at Town Financing see if there's an ability just so everybody's clear if you were to a able to find that $800,000 it would have to potentially come from outside the project or you know we're looking at the msba reimbursements things of that nature if and when the vote passed that $800,000 would then come back into the project is there so I'm getting I mean and I think probably V is I'm getting a little dizzy on like what we sa and what we you know yes Chris's I mean I think Chris's point is um is a is a is a valid one um but like you know we're we're stacking savings on Savings in in this you know kind of you know one of these scenarios it would be helpful I think to that was what you were just saying like given one we're gonna bring that to you next time we're gonna say here's our three schedule options Y and this schedule starts us bidding here this one starts us bidding here starts us bidding here the end date is here here and here the moveing date it might be the same moveing date let's just say for the sake of discussion right now it might be the same moveing date but then below that we're going to calculate the es potential escalation savings we're going to look at the estimates like Lee said and say we we had $400,000 in there or $300,000 in there for that that overlap between the contractors there's a potential savings on one of those but not all we'll give you the the schedules or the the the key Milestone dates on the schedules and we'll give you the cost savings so that you actually have that uh so that you have an informed vote hopefully and this gets back and Carly may be already thinking about this but this these are the types of things that I look at that'll be very helpful for the special town meeting like the these are the types of things that you know is the value ad you know of the collective as far as you know um and and again just gives more you know uh hopefully more confidence um in the management of it and and and and what we're doing from a project perspective and and you know showing tangible you know kind of numbers around there it's powerful yeah that's exactly like we want to be able to lay it out but you got to tell people what you're dealing with and you have to tell them the risks of what you're each phase and what doing and if we get to you know when we have by the end of this week we'll have a better idea where we're at we're going to get to a point where we want to at the special town meeting present something that we're we're thinking about also doing like they did for the MS for the MBTA communities and had special Town meetings we want to be able to have invite town meeting members prior to town meeting so we could go through this so there's an understanding so when we go to town meeting hopefully it we we don't have to have these discussions and people have time to process it and then we're completely upfront with that we yeah just another Community around you know around this but you know I think that's you know these are the the details that I think are are very impactful especially since they H the pocket book yeah and just so every so we did want to talk about that that vote in the town meeting tonight the reason why I didn't give everything else is part of it is we haven't gone through all the schedules yet and we didn't want to be presumptuous that we're going to do all these schedules without even having committee Buy in on the on the the adjusting of the vote first so assuming that we get that then we already kind of scheduled the meeting assuming that this would be positive because we feel that there's not really a detriment to having this vote earlier it's it's it's allowing the project to move forward it's allowing us to to save save some money it actually ties into the modules that we're talking about because if you have the vote on May 15th and that vote is approved sorry May 13th and you have the money approved basically that day now when you do a modular bid and you get the contractor going it can be paid for through project funds because the project funds have already been approved if we're waiting to do that vote on say June 30th you'd actually have to hold that bid on the the moving of the modu is or find some other funding source for it because if you wait till June 30th to start the you know to do the bid and then try and get it moved it's not going to be mov moved over that summer period so the M we we talked with Joe a little bit about this that what we had discussed is the bid could potentially be out on the street before the 13th you just couldn't award it until the funds are are established so again everything it kind of works out very well for everything so it allows us to get the funding available for the modellers it allows us to potentially save some time on on the project It lines up with town meeting and just by coincidence It lines up with with the other project that's happening in town as well good about it so do you need a motion like a stra like a straw pole not a formal right so I think if we're comfortable recommending I I'll say the the the town managers to move forward with the plan for a special town meeting on the 1st and a popular vote on the 13th that might be a vote that you would do tonight everything else is something we're going to bring to you next time so let's do let's um Let's do an informal vote uh the desire of the committee to have a special town meeting within town meeting I'm not going to say the date of that um leading to a May 13th um townwide Deb exclusion election okay recommended yep second we a second I don't know but we'll take it I'll third it any any discussion so so this this is just recommending to Matt that we want that our recommendation is to schedule a special town meeting within town meeting with the goal of having a townwide voting on May 13th yes the select board still has to do their part in the clerk everybody has to do their parts but it's so and out of just out of curiosity why why do we what's what's why do we need to do why do we need to yeah why do we need to do we did meet Matt called a meeting with both boards so we and the opms and stuff and we met and that for you know that group said yeah this is great so my my thought is like I'm not making we're not making decisions like we want this group to be part of that oh so this is so we don't point fingers at YouTube yes everything everything we do so much everything we do is so that car and I don't get out we want to be living in this town after this project you could just have that direction from you yeah no it's fair I know it's it's always one of these weird things it's not quite binding but yeah but it's just a clarification be on record yep that was perfect right okay see no discussion Pat I fully support this recommendation Sean yes yes John yes Chris yes Ed yes Greg yes Nancy yes Carly yes great thank you excellent thank you very much so we'll we'll have more to come but I appreciate everybody kind of bearing with us with that and I think uh to me this is all good news I mean you're I mean in in the end you're just kind of listening to what we care about just to leave what you were saying before this is all about you kind of listen listening to what what our goals are and what our needs are so it's this is great I I want to say one thing because I really haven't had anything to do with this other than our answer to whatever you need from us is yes and we'll figure it out and make it work that's all I want to say to you is whatever you need we'll support you thank you just find a find a million is it find a million dollar whatever whatever you decide I I'm serious like spitball some people would say oh we don't can't schedule that that's too hard like no we're just going to do whatever you need that's all just one thing Lee I would imagine there's some some other benefit to just keeping the momentum going on your with your Des have people who know this we have knowledge on it and to keep moving is wonderful it's rare but it would be wonderful and um yes of course there's benefit to it I appreciate it all right so now um just jumping back we were talking total budget here so um I'm going to try and get through this as quickly as we can we're not necessarily asking for a vote on budgets tonight this is for us to share with you you have the opportunity to to look it over ask us questions and we're going to be asking you to come back to the next meeting to vote on it I will let you know we want to kind of get the the the the feel of the room on some of these things because even though we're not necessarily asking you to vote on it tonight unless you want to um we do have to have the design team March towards a goal and one of the questions I'll have for you in a few minutes is like solar on the roof do we want to have that in or out I think you might want to have it in but we'll talk but we we need to give them a little bit of a clear direction of where we're going to go with it but we we don't have to do a vote on this but so um I will try and go this through this reasonably quickly uh please stop me please ask me questions if you have any um but I'm going to start with the construction estimate first the reconciled construction estimate so uh lee or Jenny mentioned earlier that we had two different estimators pmmc is working with them am fog is working with us uh we got initial estimates from them in early January we did our reconciliation and we have updated estimates from them you can see there there's detail here this is I think three pages long or two pages long I will tell you their dett estimates are about 30 pages each you know so it's it's very there's a lot more detail in them than you have here I'm going to jump right to the bottom line here after we reconciled we had two estimates that were each over a 100 million but within about 05% of each other which is basically the same number um we have a a reconcile value which basically splits the difference between those and we we've we got a construction value of 100, 800,000 which is a a bit less than we were previously if you look where we were last summer we were at 107.7 so and so that includes um site and building and it includes all the below the line costs like for like General conditions and bonding and and escalation and all that kind of stuff that typically goes into a construction it just doesn't include soft costs a little different this also does include our preferred HVAC system yes it does so that that that is included in here so while we did this we had the estimators provide us a bunch of alternate costs um way down the line when we get to bidding my recommendation is that we're going to have very few if any alternates and we want them simple alternates because from a bidder's perspective more complicated alternates makes me nervous and it makes me drive my prices up a little bit but right now we want a million Al alternates because we want to see how much does it cost for uh changing the epoxy flooring to to tile how much does it cost to eliminate the screen wall on the roof how much does it cost to put a turf field out there rather than grass field or grass field rather than a turf field all those different things so we we we actually got a whole bunch of those and what we did is we actually added those into the ve log and I I'll show you that ve log in just a minute but um before I jump to that I just want to make sure that everybody is comfortable with where we are right now this does not have solar on the building yet we we'll talk about that on the V log this does have your preferred HVAC system this does have several of those things that pad had pointed out earlier like the screen wall and stuff that we might be able to consider reductions later so another thing it has in this base fit is a generator that is big enough 750 kilowatt that's big enough to run the kitchen um cafeteria gym and that whole part of the building three floors for a sheltered place as requested by the fire marshall and the town authorities so that it could be used as a as a and so that's the right though in the base bit is that one so you see you'll see some Alternatives but that's the one they wanted so the town W so Lee that's shelter in place not an emergency shelter never say it again shelter in place and and according to the fire marshal and or people in town that is normal here you do it all the time it's your choice they just there but but and and this will be a perfect location for another one of those places in town it's a real benefit to the town anyway we listened again so right so that makes sense there everybody all right so from there I am going to jump to the ve log and I think I have that in Excel so I'm going to show that on Excel so um you're not sh uh J let me stop sharing and start sharing the Excel file thank you there we go all right so um we work with the two estimating teams and the design team I think the design team for the most part came up with the majority of the items here and we had the estimators price them um we then try to work with the design team to organize them this is this is a thing that I like to do I I hope you like it if you don't we can always modify it but I we we have three main categories here category one are things that don't affect program or operation or maintenance so these are kind of no-brainers they're they're things that just might improve the project for for some additional savings category two with things that might affect one of those items either it could affect program operation or maintenance so for example eliminating the trees it could it could affect yeah 30 30 trees not all the trees but eliminating some trees it could affect program it could affect operation you know you have more solar gain because you have less tree coverage things of that nature so that's why that's number two number three is things that will affect program operation or maintenance and the things we're not rec we would never want to recommend when a project is in Dire Straits and budget sometimes you have to look at those things so you always want to have those but you hopefully never enact them at this point right now we haven't established our budget we're we're going to be establishing that with our vote at the next meeting and when we submit that to the msba that's going to be our budget going forward if we go over that it's all Town money and we have to show how we're going to fund that when you do your vote with the with the the popular vote it's not going to include anything over that it's going to include that value so I always recommend to to districts not to be irresponsible but to make that number as high as you can because we can always spend under but you don't really typically want to go over that so right now we're at just over 100 million on our construction value not not the total project that's about $7 million a little more than $7 million less than we were this summer so where if you look here these say possible possible possible we're not recommending any of these until I get to this one here adding rooftop solar so we know that the the committee has been very adamant that they want an efficient building and an energy efficient building and a building that's built for the future we we were able to get an hbac system that I think meets those guidelines and the current building will be solar ready in other words the the the the roof structure will be there the infrastructure with conduits to the roof and things like that will be there regardless of what we do on this but what we're seeing in the marketplace is I I mentioned a minute ago I don't like to see alternates what I'm seeing on every job is two alternates solar on the roof and solar in the parking lot so um these are add alternates not savings so right you you could always make it a deduct alternate later if we were to show this when we submit this on the 10th that we're going to have a $100 million construction budget and we're going to do an add alter for 773 th000 that 773 is not eligible for M his being re ement we might be over the cost per square foot and everything anyway but it any alternates you put into the msba is is is outside of reimbursement so our our recommendation where we're about 7 million under this is 700 let's say another million we would recommend putting it into the base bid so that would raise our Base number from 100.8 to 101.5 but we would still be well under where we were this summer and I think it potentially is doing what you want but I certainly want to open that to maybe the committee for a little bit of discussion there is another item here which is adding solar in the parking you you can see that number is 2.5 million I wouldn't recommend doing that right now because I think the the structure is is the large portion of that the the cause benefit might not be there it doesn't mean we can't have that as an alternate later it doesn't mean you can't consider it but again I'm going to kind of go on your you know whatever you want to do but I think from our perspec ECT we were recommending the potential to add the the solar on the roof now and maybe hold off on the parking lots so um we're certainly willing to talk about any of these other items but in general everything else almost everything else on here with the exception I think of one of the generator ones are are are savings if we feel that we need to adjust this the the total project budget down or the construction budget down we can consider these but right now we're saying leave them on the list as we go through design development we're going to be doing another estimate as we go through some construction documents at 60% we'll do an estimate at 90% we'll do an estimate we can continue to evaluate these and see if you want to take any of them but we don't feel that you have to right now again unless the committee feels that we need to get the budget down but we have to go to town meeting with a number right we're going to go with a number and it's going to be not this 100 million or the one1 is going to be the next number I show you in a minute which is the total project budget with these options included um in the no uh we haven't taken anything out this is just okay the purpose of this list is to display to you and to the msba and to ourselves to have a reserve in the future if we need it and we get estimates later that we know where to hit these will be included in the price we go to they are part of the base bid still yeah not the credits the actual item so for example this says reduce ornamental Boulders by 50% we're not doing that you've got all the boulders in the project right now all the boulders so and it what it does is it allows you here this is how I look at it we really did not put a lot we didn't put slop in your building we really kind of focused I know that I did we really focused on doing what was appropriate for the kinds of projects that you guys have seen and not extravagant so on that top list when you see a few things there are some things that you could take out like the screens or something but uh there's no reason to do it right now because I I'm I'm promising that we will go through value engineer all through the entire process when we talk and work together I'm so that's all just the the to clarify the items that positive are not in that's correct rooftop solar is not in B yeah those are which I think it should be yeah I agree I agree you guys should talk I agree yeah I think I think we should what I see on on projects is being 90% done with a project and an owner coming and saying we want to put solar want to put solar on top and you rip ripping balls open to run conduit etc etc then that 700 of million right yeah yeah exactly 700s a million and um and I think I mean it would be good as we move through this process to to do the analysis to do the the the cost savings and I know that that it's hard to make solar work and reading because we're fortunate enough to have a local utility and our rates are low yeah but it still be good to see the payback but I think as where we stand now we should make it part of the budget and and there is a potential I think uh the light department is potentially giving a a small grant that would offset this and I believe the IRA rates actually will allow us I think up to a third of that cost so um we're going to continue to evaluate that but again anything from an IRA the from the incentives is on the back end so you got to still account for it in the budget and then you get the money at the back end right I was chuckling because we had a conversation about this in another building committee meeting and we won't get John star what John started on not on the evils of subsidies no not that again yes no that was another committee You're So Adam Smith good he's an Englishman is any part of the the solar portion reimbursable from the msba if we include this so what what we're saying is if we vote to include it it will go into the overall project now to be honest when we look at the 311 there complicated formul is and they're we're probably over the the cost per square foot already so it's going to be in the eligible cost but it's going to be deemed ineligible because of the square footage if you will but but it's to me it's always important to have it in there in the eligible if you didn't do that if we had it in the you know as an ad alternate say assuming the bid came in on bid day at 100.7 and we wanted to add that you would then have to take contingency to cover that cost whereas if we have it in there now you've already got it bu built into your your budget initially so even though it won't be eligible for reimbursement by the msba if the IRA applies we could get some cost saving that's correct and then the 60,000 from rmld which we're hoping that we can be such a an all electric school we could be one of your featured uh buildings in the district and maybe we could squeak out a little bit more money from you yeah I just wanted to thank a Carl I can't promise how much more we'll give you but uh rmld as a commissioner at rmld I I do want to convey that we support the project and will'll help um implement the solar at what a level or capacity you want um as From rld's perspective building capacity to generate electricity within our network is a very high value it avoids a lot of extra cost if we can generate power in network like on buildings and schools and whatever that's a value to us it's a value to our rate payers so we see an incentive for doing it um we see there's an incentive to the community for the building for the future costs of electrical savings you see down the road um not as much if you were an uh a natural Grid customer but nevertheless savings nonetheless um so I I only say we support help answer any questions work with design team on whatever to uh to bring that value to the community and sorry Ray that's $60,000 is that that is a onetime that's a one time re so to speak but is if um and it's is it only a one time per town so if we have two projects going on at the same time that um I think it's per project okay so yeah so if you're doing the uh crative living yeah could get the we could get the 60 if it was in the same year my bills are going to go up but someone's gonna pay for it but you thank you okay very good you don't know what the return on investment is yet though correct you haven't run any numbers or no anything I think we actually had that calculated when we were talking about the HVAC I don't know the number off the top of my head but I I can bring that back to you at the next meeting if you'd like or we can actually probably just send that out as a as an as an update because I think if I just go back to the previous uh packages that that Jenny had presented the I think at the two meetings ago I think we had it in there oh where we had the um we had the options and we had the solar and it showed what the long-term um savings were in electricity or something it might have been a wash or something kind of tied in with the HBC so it may be hard to see it might have been um yeah and and are there any other benefits to your town or the vote for having to be able to say that you have solar on the building it's always good to think of the whole I don't know I agree to I agree to that to a point but I also value money more than than you're just saying we have a solar Bill exactly yeah so if the return on investment is 20 years are under because typically the solar stuff lasts about 20 years I makes sense if the return on investment's 80 years then it's never happening and we we can definitely get you those numbers but I I think that's why we're recommending the roof because the cost per square foot or cost per kilowatt is much lower than on the canopies in a parking lot and the return on investment becomes much longer than that so I I think the 700,000 versus the 2.5 million I think it's almost the same kilowatts from either one you know like same amount same amount of energy generated could on both but it's it's four times more money or three times yeah the the payback is roughly 10 years and you're doing what a 40-year cost benefit is I remember 50 so your your payback's about 10 years so this about 40 Years of of Energy savings going forward there not 10 10 years would make sense to me yeah but panels don't last 40 years correct and they have to be replaced when the roofs have to be replaced so you really can't say that the panel is going to be a 50 panel it's probably going to be a 30-year yeah so it's a function of how often you have to replace the roof because when you replace the roof you have to replace the panels basically at the same time panels 30 years from now are going to be the panels the panels aren't attached to the roof no but you still have support structures yeah it's just about the same timing okay good yeah what we need is a windmill though because we don't have any we can do turbines yes okay sorry to muddle me all right so we don't have to do a vote but if you wanted to do a vote to affirm that we want to put the roof solar into the building I think that would be helpful but I don't want to push on that I think we should do a straw P again right sure um well I mean it would be nice to actually do a true vote so maybe we can into the numbers yes put it um we we can put let's do the drw pole we'll put the true vote in for next meeting perfect does that sound good because we'll be approving the total budget next meeting yeah as long as we put it in on the basis of it being included in the ve list so that we can take it out if we have to sure it can be a deduct alternate at that point absolutely isn't there just a further than this there's a problem with public bidding of having alternates is that correct there always used to be when I was in business you you don't want to have a long when you finally get to the bid and you send it out as Mike said you do not want to have a lot of Al alternates because it just they just you know what it's like to certainty it makes it look like this is a circus and and it's too much on stuff so if we went out and had no deduct alternates of the day of bid that'd be fine too because you know exactly what we want and you feel comfortable about it it's best to have deduct alternates than add alternates because add alternates always cost money and if you have alternates they all have to either be deduct or all have to be add and you have to take them in the order that you pick so if you have three alternates you have to pick one and then you can add two and then you can add you can't say I'm going to skip one and two you can't choose which alternate you want well you've already pre-os be manipulating exactly somebody could be low bitter with alternate one and somebody else could be alternate three so you can't do that so you you have to do it in the order that they they've been I remember getting sued on the job you'll get the very best pricing when everything's included and then if you have to backtrack and take things out you will have it's pre it's because it's still part of the bid the bid process you'll get good numbers for that anything you do after all all that you will take a bath pay a premium take a bath what a horrible thing to say I kind of disagree we definitely want to um the simpler the simpler the bid the better simple is better and changing the changing things now is easy when when they're halfway done with the design yep it's it's getting a little more painful when the Design's completely done it's a little more painful when we've got a bid out it's a little more painful when they've built a wall and we want to change something that's getting more painful as we go so the better we can make decisions sooner as John was saying a few meetings ago about timely decisions the better off the project yeah which brings up another question about timing of the test well because you've got the test well is first of all it's money it's $100,000 or something like that um secondly it could change our philosophy regarding the energy production on the site so when are we proposing to put the test some information to report about that so the um contractor that we were working with right for um they've actually come back and said that they are not interested in doing the test well uh even though they had given us a proposal which typically indicates that someone is interested in doing a certain work they're proposing to do um so uh the reason they are not interested is because they offer a turnkey service and they don't want to um do a job they don't want to do only a test well they don't want to do only digging geothermal Wells they don't want to do only engineering geothermal Wells they're only interested if they're doing it all together so we need to solicit um new uh bids so if anyone knows the geothermal Bel trigger please um give me their number yeah that over tomorrow um so it'll be uh probably I would say like might like another month here until we kind of get through this second round of getting bids and is that a British company Co probably some of their terminology suggested that they were they be using keyw um well they say missile instead no they extra over and stuff like um that's a key the gentleman we worked with was South African okay what is British Bri right so we're going to do a strap hole that on did we kind just do the strap hole on yeah recommend that we I recommend that we add rooftop solar Ps to the base B um with the inclusion of them being included in the be list you want to put well yeah with inclusion in the be list correct is there a second a second right this is just a drop hole any discussion yes Sean yes John yes Chris yeah Ed yes Greg yes Nancy yes and Carla yes all right thank you thank you so now that we did that I am going to share my next screen hey Jenny um Chesapeake Drilling in Maryland did um Acton uh they did Belmont look at that I learned it from the Pine Hill Elementary School and we can find out who did um who did uh sacot and it was very muddy what s son and Jenny three names right now we're going to have a field trip when they're um when they're out there drilling so that John can show us how mudy it is bring your gashes gonna be muddy gashes who says that Captain Foxboro did it British Watertown did it um Lexington um Watertown was it the high school yeah the elementary schools didn't and Belmont yeah I just I just sent you three names I just sent you the company names I'll dig up the contact info plus um chesap so it's four all right so taking that good construction value we now plug that into the the the 3011 form which is the msba form to to um basically manage our budget to to adjust our budget so I don't have that 700,000 in here right now so this will be adjusted for the next meeting again we're not looking for you to vote for it right now but you can see um you let me highlight in a different color than is on there already you can see I know this is small but I just want to show you the $100 million is there that gets us to a total project budget of 123 million that's including all the soft costs that's including designer fees moving uh legal fees OPM fees FF technology all that all the other items that does not include your contingencies the contingencies are then calculated down below here we have uh a construction contingency of 5 million owner contingency of 1.1 million that's basically a 5% contingency which is a fairly healthy contingency on a project like this and that gets us down to a total project budget of 129. two million so numbers that's going to be 130 when we add in the solar and again I believe when we I should I should have had the file opened already but I believe we were about 137 last summer so that again we've come down by about that 67 million and what's the msba what's the cost how much is msba reimbursing so there's two lines I always refer to if you ask the msba today and I'm going to start zooming in here so it's a little bigger for you they would say right at the bottom here that's the msba maximum facilities Grant 42.8 million that's 10 mil what I'm going to tell you is slightly different I'm going to tell you assume 42 million even the reason I say that is what happens is everything above this line is is not including contingency then we add in the contingency and what they're saying is there's a potential that they might fund up to $770,000 of change orders my my experience with the msba is often times change orders are not deemed eligible so I usually tell my my districts assume it's not eligible as the change order goes through if they deem it eligible it's a bonus so just that's that's literally that $777,000 that's the difference between the two blue highlights that I had and like I said the msba policy would be showing you the bottom number but I'm always going to suggest you you look at the the upper number there so if I take that 42 million I'll do the math for you um that's 10 million more than I was telling people last year so I think we we had shared an early version of this to the XLT and in that version we had showed a number of areas of ineligible square footage um but we that was something that Colliers had done when we met with LBA and reviewed it with them they gave us some corrections we we Rec corrected it and if you look at the ineligibles now it it's in line with where we were last summer as well again we were being a little more conservative we said hey let's just make that so I I think that's probably what you're you're you're seeing is that those ineligibles drove the the eligible cost down and drove your share up so so right there the T that's the approximate Town share is 87 million that's correct about the IRA reimbursement is that's not in this because that's that's after the fact it would be it would be 88 with the solo that's correct but then minus off what John just mentioned is how much was that three million or something which ify of course in the future in the future I will get you we will have those numbers for you next time we we'll we'll pull that out um it was it was in again in the um HVAC discussions I just didn't have here because that's again at the end at the tail end not not now yeah yeah now this kind of chart is very very useful to when people ask me I'm I'm on other things go around town um yeah and they keep asking me how much is it going to cost and I can't really tell them I need this to say this is what it is and you got this late this afternoon this came in late to everybody but everybody should have this in your your John we're going to do a cheat sheet yes we're going to do a one sheet cheat sheet so people can just look and say this how big the building is this how many students this is blah blah blah and one of the important things I mean from my own experience is because that that um vote question the bond question is not allowed to say all this stuff all they can do is give you that overall number you know it's very important to communicate to try to communicate how much first of all $42 million from the state a one-time deal and um and and and how much it actually is costing and how much after the 88 million you hope to get back in reimbursables on top of that in the future that might bring it down even more you have to find ways to communicate that to people so they don't just show up and the thing go I'm not paying 130 million and it's really hard and and just to Le point when you get the vot language Matt's already seen it it's going to have the the $130 Million number that's the only number you're going to see it's going to say the msba will reimburse at their their reimbursement rates for the Project funding agreement blah blah blah but it's not going to have it and just so everybody else knows you you'll probably get tired of me saying this but our reimbursement rate is 51.4% of the eligible cost it's always of the eligible cost because somebody's going to say at the end of this job we had $130 million and our reimbursement is 50 shouldn't we be getting $70 million yeah and no it's it's of the eligible cost that 51% is doesn't that come up against a cap on per square foot cost there's a whole bunch of caps they they don't pay for HazMat they don't pay for legal fees there's a cap on our fee of 3 and a half% there's a cap on their fee there's a cap on site work there's a cap on square footage there's a there's a whole bunch of things here it doesn't even work out of 51% of eligible cost it because of the cap on once you get those those all are ineligible cost so if you look right here at the total here and again I can put this on the cheat sheet before Contin icies we've got $123 million of cost what we're saying right off the bat 41 million of that is ineligible so 81 million of that is eligible and of that 81 million it's going to be at the 51.5 45 okay that's the shell Game Chris it's um 2.8 million is our estimated Ira so between 5 million contingency potential 2.8 that's maybe another eight off of 88 which is 80 like on the low end are asking it would be 80 million it would be our cost I wouldn't take the contingency of the contingency that's pretty aggressive well I'm just seeing on the lower end and does the vote end up um is there any minimum requirement for the amount of people that have to vote or if 10 people show up it's majority and that's it one person votes and votes yes then it passes unless there's a a town ordinance or something like that but I don't think there's any minimum requirements no okay I think we're GNA have more than one at least right um all right so again we don't need anybody to vote on it today take a look at this if you have any questions we're going to continue to develop things um we've talked to Lee and his team about um actually doing a formal quote I don't know if we will have that for the next meeting but we might we're going to do a formal quote for our continued services and I'm hoping that might actually for ours for example allow us to lower that number just a little bit I think we were pretty conservative with it before but what's going to happen is we're going to do the schedule first and then based off that schedule I can tell you the duration and ours is really based on number of hours times the number of months times the rates so I should be able to do that once we have that final l so Mike just out of curiosity and you've done these more than I've ever seen so how like at this stage that number how accurate you know how close to the screws are you like you know at this stage like are you know are we in my experience my number is usually the msba number like so when we get to April April 30th when they have their board meeting and they what he's asking because that's going to be the number right yeah you're saying that it'll be pretty close to this I think the biggest wild card if I had say anything yeah is the the thing that we were just talking about a minute ago we have this I'm going to slide over here just so everybody can see this this is the ineligible building areas and I I I'm going to guess that this 7,055 might tweak a little bit like it might be 7,100 or 7,000 even or something like that but the msba might come back with a different take on that 7,000 and they might try try to add something else in I don't expect that because they've already kind of this summer these numbers are based off the report we got from them this summer so if I had to say something that would probably be the biggest wild card because it's not something we can control it's something they do but I I don't expect that they're going to change that substantially and we have not changed the program like we lock into it you know since that point we really haven't changed it so they they won't see anything new yeah I don't know um V question was directed at the the msba reimbursement or just like the total cost we've got another year and what is the mark what happens in the market yeah there's some yeah I'm not actually's a lot of that there's a lot of varable yet and the drawings aren't complete yep which is which is why there's a one of the reasons there's a contingency there is like the estimators do this for a living and they're estimating off of documents but documents aren't complete yeah so it's it part of the reason there's a contingency there is for what they don't see and what they what they you know what they can't see because the inside the estimate if you were to look at it it's a schematic design estimate I think they have I don't know what the estimate had 10% or something like that contingency in it design contingency yeah and that's because so it's because there's so many unknowns it's not detailed and they but they it works for them when it gets to design development it'll go down to like 7 and A2 then it CDs it'll go to like 5% this is inside the estimate and then at the very end right before you bid it's at zero because we've done this this this with more and more detail their estimate and then we go out but that's part of the reason why we have that be list because this is from here on out it becomes a designed budget project so we've established the budget and going forward as we continue to do cost estimates if the DD estimate comes in a little high then that's when we call in the value engine Ing and say all right we're going to start to make some of these decisions we're going to take out the the roof screen we're going to change this and change that so that we can and and that so that that process right there is that like is that done here or is that done you know like do we do we we we can establish a uh do we do we do we say that like do like if we get to that point is that something that the committee chooses or is that just something that happens what do you mean like if we if we started to like knock things off the list a value engine in exercise but we if I okay we would we would pick um three or four of you who are into it to go and and what we would also have and we'd make that list with all those decisions but also it would have um the principal maybe the superintendent because we have to understand their feelings about program and then maintenance Joe Huggins would be there so we know about maintenance and that kind of stuff so so that the at the decision on each item somebody might say oh yeah get rid of that we don't need it that's we need that to teach you know like so we go through this process we're not doing it right now because we're in pretty good shape and it feels tight um but we will go through that and we we've been through that many times one of the reasons we make this list is because we want our own contingency of items to know because we know what's going to happen we'll have to look at it in in the ve log just in general we're always going to make recommendations but it does mean you have to pick them you know but we're going to we're going to give you that list with the the category one ceg every every time we do an estimate and if we need to take something we're going to make a recommendation if you take the first three items in the first category you've done your your job or hey we you know we we've taken everything in the first category and we've got to go into the second category to to meet our budget we're not expecting to be in that category just so that everybody's clear the word contingency there is I I went back to the construction value here the two red lines here design and pricing contingency that's $7.6 million that's basically all the design that isn't done yet we we mentioned earlier like the fire protection drawings are very rudimentary when they add that detail we expect the price up up above fire protection is probably going to go up but as that goes up that design pricing contingency comes down the other thing is whenever the estimators price it they price it as if it was bidding today that's I was going to ask and so the second line here is escalation so we've got $4 million in escalation that's basically getting us this next year basically you know the the year plus to to get us to to bid day for for the escalation so that so that that those are contingencies but those are different contingencies then different than the the construction contingency you see here and the owner's contingency you see here so those are contingencies within the construction value which as Lee mentioned as the design completes as we go to bid on bid day those other two contingencies are zero and these are for and then we're managing the project with these two items going forward and you and Pat knows this very well like on a new project um by the time you get 2third of the way through you pretty much know where your contingency is going to be once it's been hashed out and then um often times towns decide to put some more towards some facility stuff or some um uh Furnishings or better technology if it's been tiered a little bit often times there's things in the in the project that you would like to fund but it's really up to you and how you use that it'll all be your decision you bringing a tax expert right after the vote so we've actually been talking and I think Jenny sent us a contact recation yeah so we we can bring that forward and I would say that we would hold off until we vote the funding in and then we would recommend bringing that person on board so um just so you know some people on this committee may have actually gotten it but the msba sent out an email recently um giving a list of all the potential uh grants and things of that nature we passed that on to LBA we've actually passed that on to James and our um on our team on our internal team he does all commissioning so we've asked them both to take a look at that to a validate that we're doing everything we can and if if there's something on that list that we didn't know about or that we we think we can do we're going to look into it so we're we're already taking that next step but I think having the tax expert once we get into the big project would be a valuable uh you know money well spent after May May 13th that's correct another one um that uh one of these places use one of these towns use energy Tax Savers as they are firm that they hired okay just I know we go when would we um be able to offer like buy a brick or something so people could pay for whatever that you know what I mean like some kind of I've done things like that before when I did Drake it uh years ago they wanted to sell the seats from the auditorium the old Auditorium and I will tell you in general the desire for those isn't as much as people think no I I I mean building not the old oh you you're talking like in in a brook patio have your name on the brook like something like that that that's certainly something we could consider I don't know if we have papers but we could make a walk into a there are other things that people sometimes people um buy a bench for see you know like it wants to be things that are really easy to put in later like mostly sight things like um or sometimes they do like some kind of adaptive play thing something out in the playground or something like that there's a lot of different ways to give in that way I think we were all thinking about where is the honorary stuff that's going to come to us are we going to have honorary seats in the other I'm sure you can get a brick on the B but it is nice to do that to Le Point what I have done on one project before we actually had exterior benches and what we did is we put them in the contract and we had a deduct alternate on them and it gave us enough time to see if there was interest in the in the talent for somebody to do it I think we had a dozen of them and I think we ended up having the contractor put six in and we had six people that uh donated for the other six and had a pla name put on it so we if we want to do papers and stuff like that I would say after we get through the vote as as we get into the design development we should definitely follow back on that and understand if that's what we want to do where do we want to do it how do we want to do it is a b papers is there a small site wall that we would do it on you know the stones on that or something like that so it's certainly a an option that we can uh consider down the line awesome great thank you all right good um I think oh I have a note in the chat here I saw I saw a decent number of PE Lindsay a number of people have asked me about items and things just like that so she's she's uh reiterating what you said there so um I'm just going to take a quick look here at the rest of the uh information I had I think that that is everything but I just want to make sure I did not miss something if you can bear with me for one second um we talked about the total budget we talked about the be log um we showed the overall budget the reconciliation um I think that's all I get uh if I share the screen here again I think uh I think we've gotten through the OPM so I think it's down to meeting minutes minutes so for the 1216 meeting minutes make a motion to approve the uh 1216 2024 meeting minute second any discussion see none Pat yes Sean yes John yes Chris yes Ed yes Greg yes Nancy yes and Carla yes thank you and then our next um ksbc meeting is February 3rd um January 30th if all comments are due for this submitt the um submitted to the msba and and I'll entertain another motion you need to uh move to adjourn second Pat yes Sean yes John yes Chris yes Ed yes Greg yes Nancy yes and Carla thank you everyone we're adjourn thank you have a good night