School Committee: April 3, 2026

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0:01 will go through GGD » control sequencing if there’s a graphics head end front end all that » I’ yeah I’d say both between um how I’ve how we’ve um worked on other projects is is that’s basically it’s a collaborative effort between both GGD the mechanical engineer and Jay as well um so yep » regarding the controls um districtwide we have a little bit of a controls issue um there’s been money allocated to update the controls at least the software side of it and some hardware side of it. Um we have been working on that but we have prioritized the high school right now so that we can identify pre-construction what is a controls issue and what was operating before the

0:48 construction started so that the contractor would be responsible for anything not not operational if it was prior previous previously operational. So, uh, I’ve been working with Jay at Left Field a little bit and our guys and, uh, Johnson Controls, who owns the controls. Uh, Marblehead’s a little bit of a I think we’re trying to get everything on one system, but I know we have Johnson Controls in some places. We have or Metacus with Johnson Controls. We have Allerin in some places, and we have a third controller. We’re trying to get everything so we can see everything from one platform. And that was approved at town meeting prior to my arrival, and we are working on that project now. So controls are a little bit um little concerning to me, but not with the roof project just districtwide.

1:35 » Can I throw in one more question? I see we have delivery dates for equipment. » Um you the major rooftops. » Do you have a plan for when they will be set? I do not h I have not seen that plan yet, but I know that Homer contracting, the general contractor, is working with Amante and the other contractors on um on both logistics and more of a detailed plan as well. So, um that’s definitely something that’s on the list. Um and Homer knows that they owe it to us. I know they’re working on multiple things um in regards to that. Sam, » got it. » I have one more question. the the building permit, what’s the area that it in does it go into the school or is it

2:22 just the roof for when it you know trying to get our CO at the end so that we can occupy it or is it or does this was this not a full building permit where we have to get CO? » That’s a good question. Um Karema, I can follow up on that. Um I just I just saw it this morning. Okay. So, I can I can send out a copy of the building permit, but I understand your question though and basically what sign off do we need at the end um from the building department though? » Yeah, I just want to make sure that we track um you know there’s uh like affidavit to be able to close it up and and the tab is is going to be one of them. So that’s just another piece that y » if that lingers it could affect um getting that final permit and you know getting into the space not just the work

3:07 being done but actually getting the affidavit to to pull that permit back. So » absolutely that’s a great question. Yep. » Thank you. So I’m just looking at the permit application and am I muted here? No. um includes electrical plumbing approval, fire department approval, AAB approval, building dock approval, building department approval, uh and completeness review. So, uh also a conservation review, a ZBA review, and an ODC review.

3:51 We we can definitely follow up, Mike. » Yeah, thank you. » Yeah, absolutely. Yeah. No, absolutely. It’s a great question, Kareema. » Thanks, Lena.

4:01 Um if no other questions on here, I’m just going to jump into So this is the um so the committee will probably remember uh the ceiling procurement both um take down and um put back up or installation of new is um is going to be contracted through the school district and the town uh through a chapter 30B ceiling procurement. So, those documents um are going to be available to contractors next um Wednesday, the 8th, and then bids will be due on uh the 23rd. There’ll be a walkthrough on the 16th um at 3 p.m. and the central register and newspaper ads um will be submitted for running next week. So, um the intent with that is to have the ceiling contractor um come in as soon as possible um once the children are out of

4:47 school and um start taking those ceilings down as we know that’s really um that’s really an important um piece of it. So that way the contractor is able to do their work and then um ceiling reinstallation um or new installation will be done um before the children come back as well. And I think that was all. Well, yeah, that was all I had. Um Henry, » great. Thank you for the update. Um I when you share that, I will send it out to the » Yep. I’ll share that after this. » Um along with that milestone schedule that I think would be » good to have. » Um did that. All right. So the next agenda item was update on and specifics on long lead times.

5:34 » I think that that covered it. Um thank you. Yeah. Yep. Did did anyone have any questions on the long lead times that they didn’t ask? » I think I do. I know we flashed it on the screen, but it’d be nice to see in list form what is scheduled when um so that we can see it as opposed to hear an oral representation that all is good. » I believe all is good, but I think that it it we should see something different than that. » Absolutely. So, I have a material and equipment tracking log um that the contractor shared with me. I just need to check Sam if it’s completely up tod

6:21 date. Um but I understand what you’re looking for. Basically, the the equipment, when it was ordered, when it will be delivered and show up on site. Is that basically what you’re asking for? basically. And often times when you do that, » you end up with some things that you’re worried about and » underlying issues and seeing that » you’re grounded in that reality would be reassuring. » Yep. Understood. Absolutely. Um and if I can’t pull it up really quickly, I can follow up.

6:56 » Um we could add that to the sort of list, the packet list. you will. » That would be perfect. Yes. » Okay. I’ll and I’ll I can I can take charge of distributing that when when I receive it. » Um Okay. So, the next agenda item was more professional meeting notes. Sam, I believe this was suggested by you. So, do you want to um sort of explain what what you meant? » Sure. I mean, I I think Mike shared two sets of meeting notes and um having been involved in a number of projects of this magnitude and smaller. Um as we do weekly meetings, I’m accustomed to a degree of formality quite a bit higher than what I saw in

7:41 the two sets of notes we saw. So, I’m sort of curious. Well, I’d be an advocate of that greater formality because it emphasizes commitment and specificity. Um, and I don’t know if you guys are working in a different culture or if we saw sort of abbreviated notes or you know, I don’t know. So,

8:06 » is it um I’m just wondering Sam um the notes that you saw was it from like the owner the OAC meeting minutes. These are the these are the minutes that Mike sends out after a after a meeting. They may and they may be AI generated. I’m not sure. » Okay, got it. Okay, I follow. Yep. » So, they may be succinct. » Okay.

8:28 We can request further um you know detailed meeting minutes um for those meetings. Absolutely. » Who goes to the meetings? It’s it’s Mike, right? And you? » Yep. uh and a representation from Raymond Design, either Molly or um John Bartki is um also on this project from Raymond Design. Uh Brian Deacon, I don’t think he’s on this. Brian Dakens with Left Field. Uh Brian’s not on this um meeting right now. » He’s uh he actually is if I if he Brian I don’t know if you want to speak, but if you do raise your hand, I do see you on the attendees list. » Oh, perfect. Sounds good. Yep. And then um and then Sam the contractor who’s Homer contracting the general contractor. There’s usually a representation from Amonte the HVC

9:14 contractor and then at times there have been representation from the electrical contractor that is systems and um Capeway roofing um the project manager from them has attended as well. » And who creates and publishes the notes? » It’s the general contractor.

9:36 So, I don’t know. Do you think we were seeing the notes you operate by or do you think we were seeing something else? » I’m not sure you I I’m not sure the exact document that you’re referencing, but you may have seen the ones that we operate by. Um, but we can absolutely I can add to his meeting minutes and just ask that he updates further items on there. There are a lot of good conversations that happen during the OIC. um it just may not be documented as well as » Yeah. » Can you help us out, Mike? » We can we can follow up on that. » Yeah. No, I think I think they capture the high level stuff and don’t get sometimes down to the nitty-gritty of, you know, somebody asked a question of when is X going to happen that may not be captured in the in the minutes or the notes uh of the meeting. Um I really think it’s, you know, it’s about

10:21 milestones. It’s about when things are going to happen. uh you know things like you know Mike’s needs to contact Mhead light department to make sure the wires are insulated. It’s really a recap of items that need to happen and things that have happened and not so much into the the nitty-gritty of Mike’s, you know, Mike needs to insulate eight wires instead of just a wire, you know, I mean or a set of wires, you know. I Yeah, I don’t think that they get too far into the detail of it, but they keep it at a higher level, but make sure that we’ve at least discussed it and captured that a discussion happened during the meeting. Are you thinking it needs to be more detailed, Sam? » Yes. I might let Karima go first, though. » Yeah. I Well, I just want to kind of reiterate or sort of piggy backwards. I

11:08 think that um it would be nice to see um and maybe you see it, but like I think to help make sure we all can see that everyone’s staying on track. » Do we get a three-week look ahead that you guys can sort of keep as an attachment and sort of kind of compare on a week- toeek basis? It’s just that we’re the milestones are kind of still, you know, we’re still hitting the things we want to hit even though it’s um you know uh it’s it might seem like the nitty-gritty, but we want to kind of have that three weeks so we can kind of just make sure that what we’re saying is going to happen is kind of keeping you know on track. And also I think it would be nice if there’s sort of if we agree to certain dates that we sort of have maybe just like a one like this is what was noted last week and like ball and court what’s going to be coming up, you know, the following week. So, it just seems like there you can’t quite tell

11:54 what action items are coming out of there. Um, and sort of a track of that so that we’re making sure we’re kind of closing it out by the next um, meeting. And I don’t know if there’s a section sounds like are all submitts done, Lena? I saw that it said like are we not anticipating any more submitts for review? » I’ I’d so um, majority of the submitts are done. I don’t know if every single I would need to go into proc court to see if every single submitt was done, but um I I also do follow Kareema what you’re saying about I I have in my head I an example I can send to the contractor, have him update it. Yeah. 3-week um look ahead. I I understand. Yep. I understand and follow what you mean on on those items as well. And then you know you know for you guys if there are RFIs or

12:41 submitts that are critical like to have a section where that they’re being flagged um so that again if you know everyone sees that hey we need to get that response back by a certain date. It sounds like it’s here but it’s you know like do they have logs? I guess that’s like we see some little stuff but I just this seem you know it seems to be not um » like it’s just tracking. So, I think if we multiple things like that, it might be good just to kind of keep everyone honest rather than just » um or not, you know, not I don’t want to say honest, but like helping keep everyone moving in the same direction and on track. » Yep, understood. We can ask that they attach um the RFI and sub logs » to the meeting minutes. Um it I understand. That’s that’s exactly what I’m used to seeing on projects as well. Um » Okay. I think it’s it yeah I think it’s there’s a lot of conversations that

13:28 happen um leading up to the meetings and during the meetings but I think it’s just not all all documented in those minutes. So absolutely » do we Henry do we have access to the procore » or no » I’m sorry » do we have pro access to procore um our us panel members for the job? I don’t think so, Mike. I mean, I I don’t think we’ve provided any direct access. » I don’t Yeah, I don’t I don’t even know that. I don’t know who has access to that, but I believe that the subcommittee does » all the project subs in in Homer, obviously, but yeah. » Yeah, » Lena, that’s not I don’t even think I I » You might not, Mike. I » I would say I’m not even sure that I do. So, » yeah, I have access. I know Raymond

14:15 Design has access. Um, of course, as well. Um, I Todd had access. Um, but I think if it’s if if the committee would like some access or specific people, I think Yeah.

14:30 » Yeah. If anybody has a request for that, please just let me know. » Yeah. I’m not Yeah, I don’t want to do anything out of my zone here. I I would just snoop through and look at all the submitts and everything for the HVAC units. Just curiosity if if anything really. But I I don’t need to. » For myself, I wouldn’t know what to do with it because I’m not familiar with the software. But as a member of the committee, if someone like Brian is familiar with the software and has the opportunity to sniff through, I think that’s healthy. I think it’s consistent with what we are supposed to do as a committee, and that is give Mike some backup. » Yeah, Sam. I think that even if I had access, I wouldn’t know what to do with it. I’m with you. um this isn’t my

15:16 my wheelhouse. It’s why I rely on you guys and left field and RDA to kind of advise us. So, you know, I know that this committee was put together of industry experts um far knowledgeable, more knowledgeable than I am about anything on a roof or an HVAC unit. So, if it’s something you guys think would help guide us, I think that we should definitely get you some access to that software and then you can figure out what it says and let me know. I just I just don’t know it. » It It’s really just a storage of all the job documents. Um I use it all day every day for hundreds of jobs. So, it would just be another one in my rolodex of jobs I could through » track. Okay. » Yeah. Would anybody else understand it

16:01 and you need to use episodes besides Brian? Kareema or » I live in proc court. Yeah. Okay. All right. » I mean I I Yeah. I mean it’s how I talk to my clients and and the subcontract. » Perfect. So Lena, why don’t we get Brian and Karina Kareema? I’m sorry. » No, no, no. I’m saying yeah, I agree. » You could have access and if you don’t need it, then whatever. But at least have if you have a question, you can pull up whatever you need to look at instead of waiting for next meeting. » Yep. something jumps out at you. » I would actually » Mike, there’s a problem here. » I would actually assume that the meeting minutes are all in Procore as well, I’m sure, too. So, » yeah, they use it for storage for for everything. So, » yep. » I’m surprised they don’t use the meeting minute tool. Like that’s I think that’s what caught me off guard is is that it seems like they’re typing up outside, which is

16:48 which is which is » it’s just interesting that they don’t use it because that would help sort of. Um but anyways, yeah, » if you guys had just said Google Drive to begin with, I would have understood better. » Yeah.

17:03 » Um good. Well, I think we’ve already started sort of touching on the next agenda item, which was projects updates being shared directly with subcommittee members. It sounds like um more thorough meeting notes and um and direct access to Procore maybe taking steps in that direction. Did did anybody want to add anything to that agenda item? » I think I would and I was not aspiring to learn Procore. Um but I am interested in having us see the weekly meeting notes and the um draw requests

17:51 and um the you know schedule the list of long eight items um it’d be nice to be receiving communication from left field um that I think Mike probably receives as the person who’s managing them. I I that was actually a question I had way back in January or February is who’s managing you, Lena? Is it Mike or is it someone else? And I think it’s Mike. » And I don’t think any of us aspires to displace Mike. Um but it’d be great for us to have visibility into what the um what is being provided to the to the town.

18:36 I’d say so just in regards to Sam your question about who manages left field that you know my direct contact is Mike um and he’s been great um to work with uh and yeah I yeah I mean I I think you know I

18:56 understand my role and I believe that left field and RDA have a greater understanding of construction so I rely on them sometimes when you say manage I think sometimes they manage me also just because I, you know, I’m not the subject matter expert in any way, shape or form. So, uh, I think it’s a good relationship that we are open and honest with each other. If something doesn’t seem right, we manage each other. Sometimes I’ll question something, she’s like, “Mike, that’s just the way it is. That’s the industry and I that I don’t understand.” And sometimes I need to say, “Lena, this doesn’t make any sense. We need to fix this.” So, it’s true. I get they’re the owner’s project manager and we’re the owner. I I think it’s they’re they’re looking out for our best interest is always how I’ve looked at it.

19:42 at it. at it. » That’s the way it should be. » Yeah. They need to do their job well. They need a single point of contact to concentrate that managerial role. That’s you.

20:02 » All right. Excellent. Um I I did have as the next agenda item to schedule the next meeting. I think we’ve sort of it would be easier to do it with everyone on the call. Um I know Mark and Ralph are absent. Actually, Ralph let me know he has a standing client meeting on Thursdays at noon. So all this time that I’ve been scheduling Thursdays at noon meetings, he’s been unavailable. Um, so I don’t know if anybody has a suggestion for when they would like to follow up on this meeting. It sounds like it might be good to follow up around the um the con the roof work that’s going on in the April break. So maybe after April break. » That’s exactly what I was I was looking

20:49 at my calendar for that week after April as a as an I think at an earliest. I’m not sure that anything’s going to happen in the next two two weeks because April vacation’s two weeks away. » Yeah. » Um from tomorrow. So, uh I would like an update on the roof project after April vacation regardless whether everybody’s involved or not. But I you know Lena and I I’m sure with Molly will be in close contact that week and the following week.

21:21 Okay. So, that would be the week. Sorry, I’m trying to pull up my calendar. » The week of the 27th. » Week of the 27th. Um, how does everyone feel about Tuesday at 10? » Sure. » Sure. » Um, I I’d have to move a meeting, but it’s it’s an internal meeting, so I’m okay with that. » I I would be unavailable. 10 10 to Yeah, 10 o’clock. Tuesday is bad for me, but » whatever. » I mean, happy to do Wednesday. This is just a stab in the dark. So, if there’s any » Wednesday be way better for me. » Wednesday. » What? Well, I’m sorry. This is next month. » This 29th? No, this month. We’re in April. No, April 29th, 28th, 29th. Somewhere in that range.

22:08 » Okay. Sorry. Thank you. » About four weeks from right now.

22:17 Um, I can send out sort of a tentative calendar invite for everyone and as long as I, you know, as long as I hear back, you know, by the Friday the 24th, um, I’ll be able to post. Um, Sam, go ahead. I I was going to take you off track, so I’ll do that after you finish what you’re saying. » Sure. Well, I’m sort of finished, but I I’ll just send this out to everybody and um we’ll see. I mean, we don’t have Mark and Ralph here, so it it may be something we have to move around anyway. So, I’ll just send out a tentative uh meeting invite for Wednesday the 29th,

23:06 and we’ll go from there. not miss this one. So my » my two things Henry. » Yeah. » Um one is does left field have what they need to start sharing information with the committee? » I’d say majority Sam. Uh yes there I’d say there’s probably I’ll need to follow up on a few things with the contractor but um I’ll share what I can today um from this meeting. So y » and the other is a detailed question um not on the agenda. We um Brian raised the question of who’s going to look at the AC equipment and really it sort of boils down boy there’s a fellow on your shop. Um how about the roof job? Is

23:52 there any inspection or um protocol like that involved? » So I as far as actual commissioning um I Molly I defer sorry to put you on the spot. I’m just thinking, I know RDA will be out probably weekly on um review and inspection of the actual roof itself. Would you mind just speaking to that a little bit? » Sure, of course. Um so, yes, we will be out on site. It’s mainly John Bartki um from our office handles our construction management. Um and then also the manufacturer inspects it for warranty as well uh as a quality control. My understanding is we don’t have actual um commissioning testing lined up like pole

24:38 testing or vacuum testing or anything. Um that could be a point of discussion moving forward, but the standard of care is um RVA’s visual inspection or visual review and again that that final warranty inspection by the manufacturer. » Who’s the manufacturer?

25:01 Uh, I don’t I’m I believe it’s Sarnafll is a Sarnfil roof they’re going with. I’m sorry. Off the top of my head, I don’t know exactly where we landed with this middle.

25:12 Got it. That I wasn’t looking for an answer other than what you gave. I was just trying to understand what if anything we had in place. And um I think your answer is a good one.

25:29 Henry, I’m done. » Sounds good. Thanks, Sam. Karina, I see you have your hand raised. » Yeah. Um, I had a couple question. Is this like free? I might have missed the chance to ask some of these earlier. Can I ask just sort of general questions? » Yeah, go for it. » Um, well, one just popped up when we were talking about the roof testing. Sorry. Did you mention like do we have any like water testing or anything as part of our spec um or is it all just visual inspections of like different penetrations and flashing and stuff like that? Like do we have any kind of like a flood style test where we run water? » We typically do uh include water that the contractor has performed water testing for drains um to make sure you know before and after. Yeah. for the

26:18 drains. Um not we don’t include like deliberate water flood tests or um or anything major on a large scale, okay, » where we would flood the roof or anything. » Um I I don’t want to speak out of turn, but I mean if there was a desire to do more intensive testing, it’s not out of the question. It’s just a matter. It’s a question of cost for the district. Yeah. I mean, I think at the end too, we could, you know, if we felt like even like we need a third party commissioning or anything like that, I think we had a savings overall, right, when we bought. Exactly. Yeah. So, okay. Sorry, that came up when we But um and then » that’s a good question. Thank you. » Yeah. So, I mean, we can maybe we keep note of it, you know, as we progress and

27:04 we get through a lot of like the riskier aspects of it and we don’t have lots of change orders coming, you know. Um the other part is u and apologies like Nina maybe you already discussed some of this. I just had noted um because I know we had the long lead portion just when we um get into those OAC meetings I I would like to see that the long lead items like I remember the note that I had seen shared that they just had been oh yeah we’ve submitted them but you know like just making sure like I’d like to see the current status and then the current lead times. Um, and then it was a little not I wasn’t super concerned, but they had noted that they hadn’t released a lot of things because of storage. So, you know, if we’re not tracking lead times, you know, when we want to make sure we’re tracking like when those are actually going to be

27:50 released and staying on top of current lead times because they can vary and push out and » so I I couldn’t tell from the minutes. Um, I know you guys are doing it, but it would be nice just to see um more of a status and a list of those and then um like what those lead times are and all of that. So, if we could see that. » Sure. Absolutely, Karima. Yep. That’s a great point. Um and that will be a followup um to the committee. That particular item probably won’t be a follow-up in an email today, but it will be something that will be um a followup, I’d say, very soon. Okay. And I just wanted to say too, we can also there was a savings in the budget. So, I think for commissioning, if the committee would like, we can just tag a line item for, you know, potential commissioning in the budget. Um, and just, you know, have that as aside just so we’re tracking it somewhere as well.

28:50 Then I will make a motion to adjurnn that I need a second for. Second. » Okay. Thanks, Sam. Um, so I’ll do a roll call vote. Um, Sam, » yes. » Yes. Okay. Um, Brian, » yes. » Kareema, » yes. » And Mike, » yes. » Okay. So, we are adjourned at 12:44 p.m. Thank you everyone. I will send out the meeting packets and the meeting notice for the next meeting. And I appreciate your time. and get