e e e
people online we'll do roll call a pat here Sean here John yes Chris yes H Kirk here Ed yes Nancy yes and Carla's here um Greg is not able to join us tonight
so quick review of the agenda we will start with um public comment we'll go to Liaison reports OPM updates for a schedule and total project budget and um and a a vote on solar so we have votes on all three of those items potentially um and then we have a new commitment section with um extensions of services for the OPM um not for the designer at the moment and um talk about a modular
Design Services we will have a designer update and review any comments that were submitted and then we'll review meeting minutes talk about next meetings and adjourn so we'll start with public comment any public comment hi Jane I don't see any hands raised online
so we'll move on to Liaison reports any liaison reports any online seeing n we'll move on M to the OPM update thank you so we are going to run through a few different things tonight uh we're going to talk a little bit about the budget and the solar and the commitments but first we wanted to touch base on the schedule so as you may remember we had a
schedule up dat last time and what we had told you last time is basically everything beyond the vote needed to have some work done on it because basically we hadn't officially voted to approve the vote date so now that we've done that we've gone through um we actually met Pat Pat Uh volunteered some time and helped uh review some schedules with us reviewed it with the design team and we reviewed a few different options and in the end we came forward with the option we're presenting tonight which I
think is is where we are where we stand right now where we're recommending to move forward so just so everybody can see this again you have it in your packet um but I'm going to zoom in I think I've highlighted a few additional areas maybe that weren't highlighted in your packet but where we are right now we're working through the msba schematic design submission so we're going to be talking about that to to submit that um on um February 11th and we're going to move forward from that um we're working on on
District responses to that project scope and budget conference with the msba uh with the with the board approval targeting for the April 30th uh msba board at the same time we're working on uh working on the vote language and the town meeting vote language I know Matt has given us the first draft of that we're working on getting that over the msba uh we have a couple small edits on that we'll we'll uh on the dollar values or the percentages which I'm going to talk about in just a little bit which are positive things so that's good um
but we're working on that language so that we can be ready for the special town meeting and um from the special town meeting to the vote so right now the schedule is showing the special town meeting we we're still showing it happening on the 1st through the 5th because we we budgeted the time for that if you will but I believe the intention is that we're going to do it just on the 1 and hopefully close it out in that one night I think right can I a quick question on um submitting the langu the um language to Lura was that one 31 I
thought we had we had a lot of extra time in that we do we have we do have a lot of extra time in that all right we just watch it make sure we get it to her on time when's our when's our um yeah so that's due uh next Thursday okay so we're working through it we're sending it to MSP for review um by tomorrow morning uh like Mike just said there's an update that we have to update before that but yes perfect thank you um so then we do show the town
meeting on the schedule is not really linked to anything but it just it's pertinent to this discussion so we wanted to to have it shown there uh and then we show the election dates here again in red here you're should seeing we're we're projecting a five uh a 513 vote um or election popular election and the design development which is right below that is starting basically immediately afterward so we'll be having some meetings between now and then we'll be working on getting amendments um presented to you folks so you can review
them if you have any questions you can answer them um and part of that will probably be um maybe a vote right before that contingent on an approval that we could proceed with going into the next phase basically um from the design development I'm going to zoom out here just a little bit we go to 60% construction documents and then 90% construction documents and then ultimately into the 100% construction documents the schedule that we're showing you tonight shows two potential early packages um I I'm pretty confident
the switch gear is one that we're going to be recommending we're going to continue to develop the earthwork in uh well drilling package because some of the discussions we had over the last week or so we just want to make sure that that's the right right way to move forward so right now we're showing it in there and I would say we're going to come back to you after we probably get the test well done and we can have a little bit more more discussion on that um we're showing pre-qualifications for the base contract so uh you may or may
not be familiar with this but because of the size of the project we're pre-qualifying not only the general contractors but also the filed subcontractors on this project so we're going to be looking to do that uh we're showing starting in uh October so that means come September we're going to be getting the RFP package to you the RFQ request for qualification package to you guys so that we can keep those moving forward and that that'll allow us for a
bidding uh to happen next spring basically about a year from when the vote happened so the vote we're showing is um May 13th we're showing uh the the the construction getting out there just about a year later on on May 20th 26 basically on the bidding that'll allow us to execute a contract within that time and basically get the construction going which allows us occupancy of the building uh February vacation of
28 I know that's real high level we're going to continue to put more detail in there more more items like uh um inspectional Services reviews and and planning boards and d and all that stuff so that'll get in here as we get into the next phase of construction but uh rest assure that we're we're we're in good shape as far as having the amount of time there to get those in there we just need to make sure we have those in there and we identify the the process
you know going from A to B to C all the way to Z any questions on the schedule online all right so I'm going to jump into total project budget so the total project budget again this is the 31 form that everybody has started to get familiar with um I will let you know that we submitted a draft of this to the
MSB last week and we were informed on Friday they came up with a brand new version of this and they want our project to use the new version so so we're GNA be jumping into that tomorrow I don't know what it entails um I don't expect it's going to change the total project budget it might change reimbursements uh again I don't really know we're going to dig into that we just got the notification but the other part of that notification that we got which is a good thing and I want to share with everybody
zoom in here oh zoom in here is we've been going off of a base reimbursement rate which is what you have for the feasibility schematic of 45.9 five to that we've been adding 5.5 incentive points if you remember we talked about that there there's a maintenance part of that and then there's the four points for being uh for higher air quality and higher uh efficiency of the building um the msba actually said that your base rate isn't uh 45 5.95 anymore it's
actually grown to 46.58 so that gives you about another 6/10 of a percent of uh reimbursement which is good so again not going to affect the bottom line but it's going to affect the town chair which is going to help the town Sher down a little bit that's good so other than that um I didn't really have any plan to go through any details here other than again the the 130 million uh 01 783 is is the
budget um and the the town share right now is is that number minus the 42 but that 42 is going to grow a little bit because of that extra point6 that we were just talking about so we may have to meet again before next Monday to vote if something happens to change the the total project budget I I think we would have to meet again but I think if you
vote the total project budget of the 130 million with a reimbursement rate of 52.0 that will satisfy that you know wherever the the percentages wherever the town share and the msba share Falls as long as you have the total project and and that's actually when you look at the vote language that Matt was working on that's exactly the way they write it in the in the in the in the vote language so as long as as long as additional changes in there doesn't mess with that that's right and the only
other thing I will let you know is we're going to submit it with this I mentioned the incentives before here's how those incentives are calculated I think we're being reasonably conservative as the maintenance is 1.5 um what it is is if you don't have an existing maintenance program you get zero incentive points if you have the best maintenance program out there you can get up to two points I'm doing 1.5 I think you have a pretty substantial maintenance program here and I can
actually see bmba telling us that that would go up a little bit that's not going to affect our submission but what it might do is it might affect the final number on the Project funding agreement and the final number for the vote Lan which so that's something that when we submit this to the msba on February 10th they're going to come back and say yes we agree with everything on your 3011 or we disagree and that's one spot where I I feel that there's some some flexibility but again I think if anything it's probably going to go up I I can't guarantee but uh I think that that's a good number on that is it
what's the is it 1.5 does it go to tenths or hundreds it goes to hundreds but I I typically what I see there is it's usually tense it's you know 1 point you might have 1.25 or 1.75 but you're not going to have like 1.45 so it might be 1.25 1.3 1.4 1.5 usually usually the the hundreds only come in when it's like a a third or a quarter or something like that just trying to understand if if if
it does move is it in quarters or so my question is if those numbers happen to change the numbers that we're submitting to Lara that we have to submit to Lara by next Thursday if those change how does that work with what we submit to her because doesn't she use that to actually go and start um printing the the ballot she doesn't have to print the ballot till 35 days before so we might have her wait a little bit
on that from that perspective I think it's that 35 days she wanted to get a jump start on it and I think we should we can be ready but we do want to make sure we give the msba a chance to give us any when so when when we submit if I go back to the schedule uh give me one second here we just want to track it and let Laura know so she doesn't go too far down her into her process right that's right yeah so what's going to happen here if I go back to the
schematic design review here so we're submitting it to the msba here I think Jenny told you before the msba is very prescriptive once we get the comments back we have to provide it within 14 days back but they don't give a specific time frame on when they're going to give us their comments so we we projected about a month in there um we're we're hoping if it was something to do with the 31 or something like that it'd be a little quicker I will let you know that we actually have a meeting scheduled with the msba tomorrow
um and I will ask that question tomorrow because that date would be too late right March March 20th if they made changes to the um 31 which changed our numbers for laa so I think 35 days before the election would be um kind of estimating it it would be around May 1st or May May March March sorry March
March 1st March 1 right which we doing the election no no sorry APR April April April 1 April 1st April 6th right so ail that's the last she said she needs to the 20th March 20th no she said April 8th so I just get nervous that we're gonna I'll double check yeah we want to just make sure we're
does the 13011 number include the straw pole stuff that we did last meeting the numbers or no which was solar plus some other items we did add in the solar and I think that I thought that was the only thing yeah was only solar so we we are actually we do have an item to officially vote the solar but we did this this is reflecting
the solar right now like the actual causes confusion to people who don't understand the process the actual reimbursement percentage relative to total cost is about 33% and you know it's 52% of of the of the eligible in three words what are not what what Cate career of costs are not
eligible it' be a little more than three but let me make it as quick as I can so there's a cap on the the OPM fee there's a cap on the designer's fee there's a cap on site work there's a cap on total project costs uh and then they don't participate in legal fees swing spaces uh modular spaces um FF over $1,200 per student uh technology over 1,200 per so there's aot
there's a lot of little things but that's what this form calculates for you okay but there's not not kind of three words I can tell people that's not included because that's the question I get asked is you know not all of the building is included yeah that's question is well why to go on msba and search on eligible yeah I didn't even mention that not only is
there a cap on on cost per square foot but there's certain square footages that are ineligible like we're we're actually very fortunate that we're getting the the prek prek classroom spaces but you're not getting the admin spaces for the prek and actually just so you know if you if you actually look in this form uh let me go to the previous page again there's a lot to this form but we have 2800 ft of core academic that is ineligible we have 1 150 of health and
physical education um we have also 1,725 of the gym we have 187 Square ft in in dining and Food Services 388 squ fet in admin and guidance and then 7,000 that the majority of that 7,000 is that admin space for the for the prek okay but yeah sorry there's not a that's about as short of an elevator speech as you can get on on it's difficult to
explain to people why you know why aren we getting so why are we getting 33% what what I say if somebody were to ask me that rather than getting into all the details I would say the msba is looking to maximize funding across the Commonwealth and they're trying to give equal funding across the Commonwealth so whether your school is on a posted stamp of a site or 500 Acres they want you to have the same value maybe maybe that
that doesn't get into all the other parts but that's the the ra rationale for why they do what they do because they are trying to get equal equal funding across everybody to me it just seems like it's just a cap on funding that's it you can't they're not going to allow you to exceed a certain amount and that's why we're at 33% at least that's how I'd say I will say I I agree with a lot of what they do for example the site work cap I think a site work cap is valuable because again postage s versus large site but I will
tell you in my experience I've never had a project we did a you might have been rier Sergeant uh James Hill School in R literally has sidewalks on all four sides of the building there's no site there's no parking that and that building exceeded the site workare cap so like if if that building's going to exceed the site workare cap like maybe that maybe a cap is good but maybe the cap could have been a number higher than it is but but uh that's just that is the
that's the uh rules that we have to play by because that's their that's their rules Mike there there's a a number of different line items here and we're voting on the total budget yes we're not voting on approving specific line items because as we go through further design development there'll be further estimates and there'll be some shifting of cost absolutely and a good example of that if we look at all the detail here uh um on the construction breakdown for
example um if I go down to the bottom sorry it's like right on the page break here we have um design and pricing contingency 7.7 million yeah that's money that's eventually going to work its way up into all the trades as we get close to the bid and as the design gets more complete so in theory on bid day well not in theory on bidday that number
is zero there's no more design contingency there's no more pricing contingency but the idea is that that 7.7 is up in the trade somewhere so it might you you could try and distribute it equally and in theory that works but in practicality we know they're going to be maybe a little bit lower on one and a little bit higher on the other but the you know the average is wash out to that 7.7 and how does that work with the reimbursement I guess it doesn't matter because the Lion Share of the contingency looks like it's ineligible but when as it moves up into
the line items those line items are probably all generally maxed out anyway so that's not going to become eligible yeah so just so you know when you're looking like at these ineligibles here um these ineligibles are based off of the spaces the the square footage that's ineligible so if your building has 10% ineligible areas then the numbers in this white section here is 10% of each of those numbers but in addition there's that overall cost per
square foot cap that they do which if we made all those zero if these all went to zero then this 30 milon 863 is just going to go up by that same value basically because that's the cost per square foot there so to your point um the only thing that could really move the needle substantially would be if demolition um like uh a batement got substantially larger but I I I I think uh we we have a pretty good understanding of where we're at with that
in uh the the design team actually typically provides those numbers through their their consultant so those numbers are usually pretty accurate bite my tongue on that one you have a question come come up was a question it was more of a comment if you want to come up you can comments are welcome right so
jump back here for a second um I don't know if this is um relevant to your question John but the msba publishes really interesting cost data on all of the schools in the Commonwealth that they fund so if a question that people have is like it are we are the designers designing a school that's like unreasonably expensive that's a good reference to look at because even though the mba's funding is at
$645 a square foot the average if you look at where NR project is now posted it's kind of right in the middle of that belt curve um in terms of compared to other projects that have been um in estimating at the same time so you're saying we are exceeding the cap but everybody else exceeds the cap as well exactly okay the the most that's a very good point new exceeded the cap by consider yeah the last um most recent um designed the most recent project s are
around in the range of $ 855 to $1,000 a square foot so so the the MSB a cap is unre unrealistically low I will tell you that in either that or we're building too expensive buildings well I mean everybody's building to expensive buildings or their their cap is low you know one of the really so their cap was was actually quite a bit lower in October of 23 they their board came out and voted and actually substantially upgrade uh increase to
that cap so I think it's it's more in line if you will and again they don't differentiate uh renovation project say versus new project or things like that if you were just renovating a a building and not doing a renovation addition you you might be able to get under that cap but they're they're looking at the the holistic and I I would say most projects I've done I've only done one project that didn't wasn't renovation Edition or new it's always there I I have one project that I'm doing right now that's
actually it's a renovation and deduct they're actually making the building a little smaller and that's because it was a junior senior high before and now it's only a senior high so they they've lost two grades that's the only reason why they need less space but yeah but but the lay person who says reimbursement is 50% but we're only getting 33 we say well obviously you're designing a building which is much too expensive than it needs be that's the kind of gut feeling feedback that people
have as an attitude that we are the term used was out of control um in terms of what's going in this building um yeah I think if you refer them to what Jenny was mentioning she she mentioned that we're kind of in the middle there the one thing I would say with that is there are two different construction delivery methods there but there's also you you don't know are all those buildings doing all the things that we are doing are they putting solar on the roof are they doing geothermal
Wells are they are they taking those extra steps and and I think that what you guys are doing is responsible and it's appropriate but it is looking towards the future and being willing to I'll say spend a little bit of that money now because the the long-term benefit of it and and I think that a lot of people are looking at the school and saying the school's double the size and and what I'm going to push back and say is we are right sizing the school per the mba's requirements and that the existing school is half the size that it
should be because we wouldn't have students in closets and we wouldn't have staff in closets um trying to deliver special education services and other services to students um to extent yes so then then we say we can do without the modulus for so you know it's kind of that's a contrary argument we we're we're putting we are doing without the modul because we're bringing prek back to the high school
right now the modular well they house the first graders and the prek students are in the building um we're bringing them back to get them off the site the schools still gross all of our elementary schools for for The Gap study they were 30 to 40% too small and and I would say if the other maybe part of that is that we're we're sizing within the msba limits and the msba doesn't give lots of extra space like what I always
hear from facilities folks is there's never enough storage or you know like we we so so sometimes you like if you look on our kitchen I think we're over by 140 180 that's a little extra storage in the kitchen that's what that is it was so there there's little things like that but we're we're we're being very appropriate from that perspective we're not going to the absolute largest classrooms we actually are having a little more breakout space outside so we reduce the classrooms to offset for that so we're we're being thoughtful as you
designed it and to the extent it's a discussion about the different differential and the reimbursement there are simply portions of the building that they don't reimburse us far and it's not the whole answer to the 33% versus the 50% but that's a very St straightforward they just it's 50% but they just don't they just don't participate in everything we do for example they they won't participate in the apply and share of the siteb park just they just don't
so we're on our own for some stuff J is there a like can you send off that where you found that information just so it's easily like when you get a chance yeah that would be very helpful all right so um we we looked at the schedule we looked at the total project um Chris I think you had the question about the solar the solar is in that number now so
I can jump to the new commitments or if we want I think we were looking for acceptance of that schedule understanding that it's not the final schedule that's going to continue to evolve but that's what we'd like to submit with this with this package to the msba um the the total project budget um with the 52.0% and the 13011 783 is what we'd be looking for for a total project budget and and we are
saying that includes solar you could do that as a a separate Vote or included if that's uh so the desire of the committee we should do three separate votes okay so what do you want first the solar F to the schedule we'll go right schedule okay uh move to accept the schedule as presented um I don't know if there's a date up there but presented by callers second seconded by Ed any discussion
see is there any I mean is there any change at the bottom line to the move in date I don't know if we had April or February or Christmas but it was always in that uh that 2000 uh sorry 2728 school year it's still in there and the date of the uh schedule is 13125 oh okay 131 125 dated
131 okay seconded by Ed Pat yes Sean yes John yes Chris yes Kirk yes Ed yes Nancy yes and Carla yes and the motion passes thank you need a motion on the solar I would do the solar first because it affects yeah um move to um accept or add solar to the project um
rooftop and the rooftop solar I'm sorry uh move to accept adding rooftop solar to the project and the funding second seconded by yet any discussion seeing none Pat yes Sean yes John yes Chris yes Kirk yes Ed yes nanc yes Carla yes thank you this one gets
tricky cuz I don't can you pull up the number up there yes so the first the total project budget is this number here the 130 move to accept the budget as presented of 130 million 1,783 with a reimbursement uh rate of 52.0% an msba reimbursement rate 52.0 second second by yet any
discussion maybe just pertinent to John's maybe reimbursement of the eligible of the eligible cost yeah that sounds good msba reimbursement rate of the eligible costs this is total project cost total project costs I make that make it sound nice you did you did just fine Pat yes Sean yes John yes Chris yes Kirk yes Ed yes nanc yes and Carla yes and that
motion passes thank you Nancy and it so new commitments uh the first one here is uh for OPM services and um I'm going to just jump right to the actual commitment itself so we we're we're asking for consideration to extend our contract uh for an additional $40,000 um as you may or may not be aware our contract is build on ours work
times rates um and we feel that throughout the process here we've been attentive in working with with the with the team here um whether it's bringing in some of our commissioning people as sustainability experts to to assist us with things like that um we've had lots of meetings with Jane and the communication people early on and really what we want to do is continue to bring you the level of service that you've had not only now but right through the vote so this is is is allowing us to continue
to do this through through the vote in in May and um basically the other part of this I would say is that this is authorizing a value if we don't spend it we don't spend it it comes back or it gets extended into the next phase um but we we've looked at what we've been doing to date and we would respectfully ask for uh that certainly if there's any questions I'm happy to answer them and it would also carry you through um a leading us up to the vote right right
through through May through the vote absolutely okay I need a motion currently your contract only goes to the vote right that's that then it be another that's right so regardless of of what we do here if the vote passes there's going to be a large Amendment for us which is going to take us from the vote all the way through CL out there's going to be a large Amendment
for the LBA as well which again will take them from that vote you know through the design through the construction all the way through close out so the funding is in two different portions 2.2 I just want to clarify that and then a larger CH uh okay I'll take it um um motion to approve the 13125 um colar amendment number two uh for extended um SD services in the amount of 40,00
second second any discussion the your your fees you're on a time of materials yes sir so it's not a $40,000 fee it's a $40,000 upset or maximum right correct to be not to exceed not to exceed and I thought I that would have probably been better in in the letter to explain that but it's it's not you know you're not
going to get $40,000 a check for $440,000 yeah yeah we we still have to show you the hours you still have to show us the hours absolutely good question ready for the vote Pat yes Sean yes John yes Chris yes Kirk yes Ed yes Nancy yes and Carla yes that motion passes all right so we we had an a placeholder here for the
designer we had an update last meeting that we talked about the geothermal well and we had a few other thing but at this point we're not looking to to discuss that we'd like to just table that and uh that might come back at another meeting down the line and then the next item we had is the module of Design Services so this was brought forth last time um that the uh the district would like to um bring getap is it getap g Gap uh Architects on board to do the design
development for the uh relocation of the Modell and there was a proposal I think everybody had last time it is in the backup here and we're looking to approve that and it's for $85,000 what this will do is allow them to get to a point where they could actually get bid documents out on the street I think Joe's intention right now is to potentially have those out while the vote's going on and if the vote passes then they can basically move forward with it because it is pretty
time sensitive what they're trying to do is bring somebody on to do this work this summer that's why that's why we're trying to do this let me ask a question this why is this any business of the kilum school building committee if the town wants to move the modulus to another site um the town owns the modular let them just do it um it shouldn't be any Our concern I don't think it shouldn't come
out certainly shouldn't come out of our budget absolutely not well I think what the thought was in in Carlo or anybody else can certainly jump in here but even though we're moving them to the high school it's still space for the students that are currently at kilum and it's space for them to be there while the construction's going on because we have to we have to move the modules out of the way so that we can build the building so it's it's a swing space basically um the town gets the benefit of having the swing space be there after we we're gone after the project is over
but I think that that's that's that's the way I've looked at it I don't I don't think this is our business I don't think I I I disagree I think it's part of the project I don't think it is I don't see how it's part of the project it's it's on the site yes but you know the cheapest way of getting rid of them is just put a cap 955 through what will goes them and that's that wouldn't cost anything hardly um and that's that's our commitment our commitment is
to demolish the modules our actually our commitment when we voted for this in town meeting was that we would um we would use them to their fullest so they've got so much life left in them that's why we're moving them yes but I don't see that it's anything to do with us we have to find a solution for the displaced students either way and that's what that's a big part of what this does
I I I would I would say that if we were if we were um you know relocating the students for swing space I think that would be part of it it is in the budget it's in the budget that we just voted on I I know it's yes I know it's in there but I don't see that it should be in there because I it's nothing to do with there are two pots of money town right
there's money which is raised in taxes within a cap of 2 and a half% within proposition 2 and a half and then there's override that exclusion which is increasing the taxes that people people pay those are two separate parts and they should not be confused and I don't think that we have any right to impose extra costs
on taxpayers of the town to do work which is not strictly and completely to do with the Kum school can I taking them off off site okay fine we we can pay that but setting them up somewhere else which has no benefit to the km School correct me if I'm wrong uh should be coming out of town funds I think the benefit to the kilums if you don't do that where do you put those students which students students that are in that building right now in that modular right
now where are the students going to go they're going to go to the modular they're going to go to the mod the high school so that we're we're going to flip-flop the classrooms that are currently in the building hosting preschool those are going to move to the modular at the high school allowing the kindergarten students who are in the modular today to move into the do so they they're still going to be technically killing students they're just going to be in a different location which will be closer yeah maybe I could just talk through the
the alternate uh option like if if you were to not move the modular to the high school yeah then in that event as part of the project you would have to the new building is going to built be built where the modular are so uh if you didn't move the monitors to the high school you would have to move them about 10t North or west sorry my uh cardinal directions wrong um and uh which cost the same
amount as moving them to the high school right because we still need a place for the kids to be for that year while the building's under construction and um then you pay to demolish them after and then you pay to get rid of them or move them or the the town or the town would pay to move them that would be out of the killing so you just the town would be the town would be paying for them TW to move so I guess the cost differential between moving them on the site you maybe it's not 10 ft somewhere
else um and the cost difference between doing that and moving them to the high school would be the part that you could argue shouldn't maybe shouldn't be part of the cost of the project that's really just the trucking C like portion of the trucking cost be difficult to figure out yeah to say the least I think I think it's part of the project it's not it wouldn't be uncommon it wouldn't be uncommon for this all to be part of a bid as well where the we hire a contract the
contractor that's building the project has to relocate those modulars at the start of there we're doing it ahead of like a year ahead but it wouldn't be uncommon to be we've done I've done projects where the first thing we do is we have to move the modular to another site in the town get it ready and it's part of the the the bid project and just so you understand the reason the rationale why we're doing it this summer is it minimized the impact of the students if we hire a contractor next
spring and before school gets out try to start moving the modular then you're in that conundrum where you don't have a place with those students yet and if you ask the contractor to wait till the summertime you're now You' started his clocks ticking but he he can't do anything or he he he's going to have a limited amount of work that he can be done doing and part of that too is to defra that cost a little bit is the to Joe Huggins is work is working on it so you know we don't have a contract our Consultants working on it we're working
on it inous to to make it happen where does the money come from moving the modules physically moving the modules the project they're either we're either going to Mo we're either going to move them on site or we're going to move them to the high school yes you know if we did it if we did a cost comparison to say okay how much would it cost to move them on site still hook them up and have them off or versus transport transporting them
and preparing that side of the high school to move them you know they're they're definitely would be a difference in cost um I think we remember too though that the modular would have to be moved offside at some point before the completion of this project anyway right all the space the modular would be moved to is utilize for something else in the future in the future design so moving them off site is it seems in or or paying for the Demolition and if
they're usable then we want to keep I think the simplest rationale is but for this project we would not be moving these Mon and so relocating them as part of the project are they staying at the high school afterwards in perpetuity I like they're they're in a permanent spot for they useful life yes okay I I still don't see that it's a of this job this is this $85,000 is just
a design V yes this is not the cost of moving right what is the cost of moving the there's a line item in the budget I I didn't look at it the swing space modular of $750,000 so nearly a million dollar if that is all allocated towards that it's lower than that it's in the sixes I believe how much are new modulars more than that how much
more I did 14 modular as a lease in Webster for threee lease and so it's 14 so it's it's a lot bigger than what we're doing but it was about $5 million for a three-year lease I see these shows on HGTV with all these like tuny house things like it just seems outrageous for this price you know what I mean like what are we doing over here let's just get a couple guys
from Maine or whatever to do something over here I was just saying I'll arrange I know I'll rrange to do it for 10 um if I recall correctly the modular at baros was about a $2 million contract if anyone was around when that happened voted on it it's it seems to me that it should not all be due to our budget if there if there is some value
to those modules after new school is built uh that the town is going to use um let them kick in some money to to us let Let Us sell them to the town something like that you know uh I just don't think we should be absorbing what is nearly a million in order to move some modular there should be some value to those they are aaable item they are valuable item
they're staying within the school Comm school system it's not like they're going to a different that's true but you know it's a different part of money and and we we need to get some maybe we need to get some back I don't know how you do that that's part of the Ponzi scheme you talking about I need Donald Trump to do the negotiations obviously okay moving along but I you it's it's just
that I I hear what you're saying I think John wants to put a tariff on at the high school and get reimbursed with them and I think part of it too is we we're trying to be good stewards to the town and with with the modular as well we should but we should not be doing that we should not be good Ste we we should we should pay out we in our budget we to pay our way the town in its project should pay its way as
well I think John that they're linked I don't think that I don't think they're separate I think they're I think they're these are you know there there's not something that it's a it's a stark delineation between what's happening here and what's happening in the town I just don't see that I don't I don't I mean I I I I understand your point I just have them combined closer together than you do I think Jenny summed that up best like arguably the residual cost to move them to a corner of that site
versus moving them across town which I don't I don't know what that cost is it's not the Lion Share of the cost might be 10% of the cost you know I could see the argument that that cost is not part of the project budget but I mean you got you got to move them and and you have to you got you got to move them and you have to have a place for those kids to go to school it's part of this project and and the reason to move them across town is is because if you move them on the site it's just money
down the drain you do not recouping any value from that only having the kids stay on site for another year then you have to move them again right and from the construction standpoint is probably adding a one more level of complexity to the contct then you're going to have to demo it so it's ultimately it's the most fiscally prudent um way for the town to proceed by still being able to retain uh take advantage of the value of those uh
okay um fine want to go for it Nancy I'm gonna take it I'm I'm I'm further removed from John so I can do it uh move to approve the January 31st um uh uh gnap architect proposal from Colliers uh in the amount of $85,000 um for
um modular for uh for architectural services to relocate two modular classrooms from killum to the high school second discussion any [Music] discussion do Gap have a house doctor contract with the town do they not yes that's um why why would this money not come out of that of money why why do we have to put it in
our it's John it's on call architectural services I understand that isn't isn't this an uncalled architectural service it is but we only engag when we have work them to do it's fed why why would this $85,000 not come out of that budget um I know you have money in there well we're asking for the $85,000
to Ping that to do the service this is not part of our existing budget this is this 85,000 is not part of the town or the school Department's existing budget is not funded and the so it would have to be funded as part of this project in the existing budget that Joe has for the on call host doctor is for the architect to be on call for maintenance of the facilities that we have and this is you know clearly
outside of that it would drain that budget and they would would probably exceed that entire budget it's probably $50,000 a year is for that budget and and but for this project he wouldn't be he wouldn't have to spend that he's reserving that budget for his day job was this $85,000 um she arrived at through some competitive bidding process or is it just a a gift to
Gap g not gave us a proposal to provide the services for design and bidding and um construction Administration did did you go to any other company and ask them for a price um job no because we have Gap under contract to do this service it's a three-year contract with them and under the house doctor contract is that right correct then why why doesn't the money
come out of the house doctor contract because there I think you there may be some confusion we do not have a line that's that funds Gap we only use them we do have a small amount of money for architectural services but when we have to do a big project it's usually rolled into the cost of a project like for instance if we were going to when we did the roof at Parker we asked for design money in one year and then developed the cost estimate did the specifications got the whole package
then the next year we got the funding for the project so it's not a line item that's funded fully it's just a small amount of money that we have there for incidentals okay I'm not um I'm not convinced but that's that's just my opinion that I think that we need to get a bit more disciplined with spending
money any other comment okay ready for the vote Pat yes Sean yes John no Chris yes Kirk yes Ed yes Nancy yes and Carla yes and the motion passes thank you thank you everyone and just so everybody knows we didn't we're we're not typically doing the the budget adjustments and and everything like that but just so that everybody has in your packet it's in
there um we are moving the $40,000 for the OPM from the other project cost line item up so it's just that that's basically the contingency line if you will so just moving it up to cover that cost the gnap is actually going to that other line so it doesn't need to have anything moved because it's already on that line so and when we do that we'll have those two new items there the cers and the gap and again we're both they're both within project budget overall um even after
that you've got about here $614,000 remaining uh basically in your contingency of the out of the initial 2.2 million great thank you m um designer update um jump up um so I sent an email earlier today we only received a few comments um on
the SD set um so I had uh responded to those comments of writing um would you like me to go over those I think we are um looking for more time to do some review um just because of the um competing time with the the amount of work that the majority of this committee has had to do with our project um don't
think it will affect our vote but um we may have some comments to kind of work through the system I think that's no problem and we'll um you know we can keep a log of those comments we can respond to them in writing and and kind of say like you know yes we agree we'll make this change going forward or we did this for this this reason kind of like I did with these com ments um I don't you know there's no um reason why we we can't
work in that way and then incorporate our comments um when we start D yeah so just kind of put a a bow on it um the package we have right now we're looking to get authorization to submit that as is doesn't mean we can't keep developing things it doesn't mean we can't answer questions but from the msba standpoint they might say schematic design is Stu so that's that's what we're working on with them they're going
to have questions for us as well and we have to answer those questions so they might have the same questions that you do so there's absolutely no problem with that but but we just don't want to do we we would recommend to not delay submission for these questions we'll continue to take the questions in we'll continue to answer them and if we have to do some updates we can do the updates but allow us to move forward with the submission of the msba to hold on to the time table how much more time does the committee think they could use because we know you just got CR cramed
with another submission I'm open for discussion but I was thinking two weeks targeting the 14th maybe maybe slide that to the 17th to give us another weekend um I've barely touched the the documents I was hoping to get to him this weekend but just didn't happen um I might I might employ another PVC member as well our uh our commissioning HVAC Guru who's not here would be good um have very and they'll I I imagine there'll be constructive comments and
they won't they won't be changing the the scope it'll just be it'll just be feedback so if we could agree to everyone Everyone likes and needs a deadline so we can bump that out to the 17th that would be helpful to us sure but it wouldn't it wouldn't stop the submission I agree stop today yeah I also have a a suggestion um going forward so um not all School building committees are not most School building
committees are so interested in um doing a detailed review of the drawings and it's certainly welcome but um I would say it's maybe hasn't been built into our schedule in a way that will give you the time that you need to do that so going forward um I thought sorry I haven't talk to you mic about this but we could submit the um when we do the cost estimate set we could submit it to the the school building committee at the same time that would kind of be a a good Milestone where things are kind of put
together and and pretty complete for the for the DD set that'll give you like 3 weeks um to do a thorough review and then any comments that you have will actually be able to to respond to before we submit the DP yeah that that would definitely make sense right yeah that makes sense um that's a picture we'll have till February 17th y um to to to put more comments in um
we can review the comments yeah so far they're probably John's comments John's comments comments nobody else coming not yet put not as fast as you today good um so I'll respond to uh a couple of the substantive comments so um John uh didn't care for the uh the language where we wrote the upper red brick on the school is meant to visually
connect with other elementary schools in town um he didn't care for that language so we've written some revised language hopefully is is more amenable um where we talk about how uh the elementary schools um like are like other Civic buildings in town in that they stand out from the the fabric of the the residential architecture so they're not um you know single store um uh woodsiding buildings right and um
that both the massing of the building and the material uh used on the building help to express that it's a different kind of building um than the to have red brick just just have a good reason for it you is that an acceptable reason yeah it's an acceptable reason the other reason was just wacky I find it I find it spous and
um the only thing I'm going to say tonight this are online pleas there were a couple of technical comments about um concrete uh strength uh with which we agree and we'll uh make those changes and um do you want to on the 455 student building uh rather than a 635 student building this is the mba's um blinkered
View and in the past when we referred to it as a building for 635 students we have gotten slapped on the wrist and told no do not refer to it as a building for 635 students the design enrollment is 455 so we have to in these documents have to always refer to it in that way and in some places you'll see we we call it inelegantly a building for 455 K through 5 students in addition to 0 preschool students and that's acceptable to the msba so that's why that that
thank you great thank you Jenny that's all you found press n that's four more than me and you combin I want to say thank you John for actually I put a lot of work into writing that report and you're the only one who read it
fine sorry on the home stret I have insomnia so I read it at night Jim that'll put you to sleep okay then um do I have a motion to accept the 122 a meeting minutes second yeah you got it any
discussion seeing none Pat yes Sean yes John yes Chris yes Kirk yes Ed yes nany yes and Carla yes and that motion passes um at this moment we do not have our next ksbc meeting scheduled which we will we will no we will at some point um we're we're figuring that
out March is but didn't say is it March I think we're probably targeting March yeah uh because at this point we're going to be doing the submission on the 11th or the 10th in the 11th we're going to be getting comments back from you by the 17th we'll take some time to review those comments we can get any responses back give it a little back and forth if we get into the first second week of March we can get the invoices together so we can come back one time kind of address any comments get the invoices squared away
and that makes sense it's um what was your the point earlier about if we have to have a vote like a second vote on the one like on the 130 when when would that be that like if if that's a contingent thing right if the 10:33 form changes the yeah so we're we're going to try and look at it tomorrow and if the 13011 because 12999 or 131 or something like that we'd
have to come back to but I I don't see that that's going to change um I don't expect that the percentage is going to change although after we submit it you might get a change on the on the maintenance part of that that 1.5% but that's not going to change prior to submission we wouldn't have to so if if that 1.5 changes to 16 or 14 we'll bring that back and that doesn't need to be that doesn't need to be no I think the only thing with that to to Carla's point is we're going to take another look at that internally with Lura to make sure
that she has it and that even if she has like the draft minutes from uh draft language from mad we tell her don't start printing anything yet because we want to make sure that the msba legal council weighs back in and to be honest we were talking about the msba comments on the submission they're going to get us the legal comments back a lot quicker and they're going to address the percentages then so that's the early that's the early response yeah okay just in case before the 10th we have to have a meeting if it's just that subject
that's before Fe FB 10th right okay Zoom yeah we do a quick s exactly are we going to issue any kind of press release or something summarizes or what where we're at this because I mean I I have a meeting at the 18 with the grou in town and um subject's going to be killer and Rec out and I need a cheat sheet if if you would
like some a company I would be happy to come with you for one because I don't want to take all the hits and um I started a cheat sheet today that I am going because of your suggestion that I'm just kind of putting things down so we're I'll I'll kind of have somebody run it by the group to see if you want to add anything it's just a one sheeter that's people can look at maybe just gives them more information yes and then we can publicize it Lindsay did have a little uh comment on
online go ahead Lindsay so I can read it for she said I just want to let note that we've viewed many of these plans in 3D views as well uh with many of the staff and stakeholders with LBA over the last uh months there were 15 plus meetings with them so happy to talk about some of the spaces as well if you want company let us know
offer M chair yes just as a point of information um any information that we send out as a project team from the town we do want to run it through um UCF to make sure that we are following all Finance laws and informational so we're doing that with the communications team so okay we'll come through the communications team thank you dotting eyes and Crossing teas being very
careful that's it that's it I is there a motion move to adjourn second no discussion P yes Sean yes John yes Chris yes Kirk yes Ed yes Nancy yes and Carla we're adjourned thank you everyone thank you
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