Mary Alley Building Contract: The board approved Contract 26-58 with Campbell Construction Group LLC for $5,430,435 for HVAC, windows, fire suppression, and related work at the Mary Alley building. The project is funded through Article 33 of the 2025 Annual Town Meeting, which appropriated $5,750,000, leaving approximately $319,000 remaining in the article.

Paving Change Order: The board approved Change Order #2 to Contract 2024-053 with Richard E. Timberlea Inc. for $150,000, attributed to rising asphalt prices (asphalt being oil-based). The change order covers the Diamond Lot grant road projects combined under one contract for the current year.

Municipal fiber network (change order #2, contract 2024-031): The project extends the ARPA-funded town fiber loop to the Neck. Total cost is approximately $94,000; a Community Compact IT program grant covers $89,792, with the remaining $4,725 drawn from ARPA residual balance from the original fiber project. The existing contractor was extended under the 20%-threshold procurement rule.

LiDAR road assessment contract (contract 26-56, CYBL): A three-year contract at $31,200 total ($13,200 year 1, $9,000 each in years 2 and 3). Vehicle-mounted LiDAR will create high-resolution 3D maps of road conditions and other assets (trees, signs, hydrants, manholes) annually. The first-year scan is split between water/sewer and DPW budgets. Data feeds into prioritization tools and can be merged with GIS. The board noted this supplements the prior consultant-driven assessment with more regular, lower-cost updates.

• Articles 24–28 (General Stabilization Fund, school capital, school technology, school capital needs, school supplemental appropriation): All indefinitely postponed.
• Article 30 – Bond rescission: Brown/Gerry School project was authorized at $54,844,767; final cost was $53,225,140, leaving $1,619,627 to be rescinded. Additionally, the MSBA grant reimbursement exceeded the project cost by $641,030, saving taxpayers approximately $42,735 per year through 2040.

Director of Finance Mike presented the school department’s prioritized capital needs list for FY27, noting that the administration’s recommendation was not to bring new capital requests forward at this town meeting given the override context. Existing lease obligations would still appear on the warrant.

The committee voted on four warrant articles:

The 4–1 vote on Article 28 reflected a debate: one member preferred to leave the article open as a contingency if the school budget in Article 23 were amended downward at town meeting. Other members argued the school department had joined the town-wide override, the FY27 budget was right-sized, and the article would not practically be usable at the town meeting floor. All four motions were made by Henry and seconded by Melissa.

Bond sale closing, motions, and SEC disclosure procedures.

The subcommittee received a detailed update on the high school roof and HVAC replacement project:

Project milestone schedule (approximate): | Milestone | Date | |—|—| | Roofing operations complete/demobilized | ~July 26 (typo in document noted) | | Above-ceiling scope complete | July 31 | | Air handling equipment complete | August 2 | | Ceiling reinstallation complete | August 16 | | Hydronic systems/facility testing complete | August 21 | | Final project completion | October 12 |

Key discussion points:

• Bids came in under the project budget; however, change orders remain possible.
• A $300,000 budget exists for ceiling work; both the save-and-reinstall and full-replacement options came in at approximately $300,000.
• The committee favored salvaging undamaged ceiling tiles for reuse in other school buildings (estimated 60% reusable at approximately $3–4/tile).
• An air quality/mold test is scheduled for Monday, April 21 at 9:00 a.m. in areas that have experienced moisture intrusion. Results could affect remediation scope.
• Roof contractor is accelerating: originally planned two sections over April break, now proposing three sections.
• School is expected to be fully buttoned up before the start of the 2025–26 school year, with only minor finish work (gutters, curbing, trim) potentially extending into fall.

The subcommittee discussed two interrelated agenda items: the school capital requests for the town meeting warrant and the $500,000 school building capital fund included in the Prop 2½ override tier three.

Key points:

• The administration recommended against placing a separate capital article on the town meeting warrant at this time.
• The procedural mechanism is for the school committee to vote to recommend indefinite postponement of the capital warrant article at the April 30 meeting (the last meeting before town meeting).
• The school committee previously voted to submit its capital requests to the select board as part of the override proposal: $1 million split 62/38 between town and schools in tier three, plus an additional $500,000 dedicated to schools, proposed in year three of tier three.
• A speaker cautioned that even if the override passes, there is no legal requirement that any future board fund capital from those revenues — it flows into the general fund.

Tiered capital request list reviewed (school’s own priority tiers, unrelated to override tiers):

The subcommittee voted 2 to 0 to recommend that the full school committee indefinitely postpone the capital warrant article.

The committee also discussed the Village School courtyard as a potential PTO-led community project to convert an unused asphalt courtyard into an outdoor learning space. A PTO member (Cara Wheelen) had previously submitted a grant application to the Friends of Marblehead Public Schools for a design by landscape firm Four Seasons. The committee agreed to reach out to the principal (Scott) and Ms. Wheelen to explore next steps, noting the district is not in a position to fund the project given competing priorities.

Article 13: The committee approved $2.4 million from water retained earnings for water construction (meter upgrades, water main improvements, tank rehabilitation) and $2.1 million from sewer retained earnings for sewer construction (pump station replacement, lining for infiltration/inflow compliance under an administrative order). Both amounts represent approximately 85% of estimated retained earnings. A third component authorizes the Water and Sewer Commission and Select Board to jointly compromise claims.

Article 14 — MWRA Local Assistance: The committee recommended adoption of the article authorizing the Water and Sewer Commission to enter into an MWRA 0% interest, 10-year local assistance loan of approximately $3,578,400 (as of May 2026). Town meeting authorization is the first step; the Select Board must still vote to proceed. The funds are targeted for the town-wide meter replacement program.

Article 9 funds annual payments on existing lease-purchase agreements, including a trash compactor lease. The Finance Committee approved the total of $524,067, funded from two sources: $236,077 transferred from the waste revolving fund and $287,990 appropriated from free cash.

The project manager (Lena) reported that district-wide building controls are a concern, with three separate systems — Johnson Controls, Allerin, and a third — currently in use. The high school has been prioritized for pre-construction controls documentation so that any non-operational items can be attributed to the contractor rather than pre-existing conditions.

A member (Kareema) raised a question about the building permit scope and whether a Certificate of Occupancy or affidavits from the building department, fire department, electrical, AAB, and conservation/ZBA would be required at project close. The project manager agreed to follow up.

On the ceiling procurement: documents will be available to contractors on Wednesday the 8th; a walkthrough is scheduled for the 16th at 3 p.m.; bids are due the 23rd. The intent is to have the ceiling contractor begin work immediately after the school year ends and complete reinstallation before students return.

The board unanimously approved change order #08 for contract 2024-077 with Rockhill Construction in the amount of $5,000 to remove a large granite curb block at Ann Street Park that was found to create a tripping hazard after installation. The chair was authorized to sign the contract.

The director provided a transfer station construction update:

• Scale house: Substantially complete with only minor punch-list items remaining.
• Site work: Approximately two weeks of work remaining, including curbing, rough grading, drainage, and capping of water/sewer lines. Paving season does not officially open until mid-April.
• Change order 1: $22,284 for rehabilitation and reconstruction of two concrete posts at the compactor building — approved unanimously.
• Change order 2: $4,500 for additional civil engineering and one additional site visit — approved unanimously.
• Ledge removal: 51.55 cubic yards of ledge were encountered (estimated was 50 cubic yards); the associated cost is approximately $48,251, currently under review with the contractor. No vote taken.

Upcoming planned features include red paint on the scale, yellow alignment lines, and traffic signal lights to manage vehicle flow. A dumpster for C&D overflow will be placed adjacent to the scale.

The budget subcommittee noted a previously approved school capital request list exists, covering items such as bus camera systems, public-address systems, and other health-and-safety items. The committee was told by Piferling that the town removed all new one-time capital projects from the operating budget except recurring vehicle lease commitments. One-time capital may need to be funded through an override or debt-exclusion article at town meeting. The highest-priority items (critical risk) total approximately $200,000. The subcommittee was tasked with confirming the town’s plans for capital and whether the school’s list could be incorporated into the override structure.

The maturing bonds and interest line is proposed at approximately $11,098,398. The CFO noted:

• A bond sale is planned for May to borrow for road projects and several other capital items currently on ban (bond anticipation notes).
• Debt estimates are based on a model from the town’s financial advisors and could adjust slightly after the bond sale.
• The town’s overall debt level is described as low relative to capacity; the CFO monitors when existing debt falls off before adding new borrowing.
• The contributory retirement (pension) line increases 8.6% per year on an actuarial schedule through 2036 (possible extension to 2040 under discussion at the state level).
• The OPEB (other post-employment benefits) contribution of $250,000 was removed from this budget and identified as an override item for restoration.
• Health insurance line is set at approximately $13.3M for actives based on March GIC enrollment (1,308 enrollees), with a cushion of approximately 4.5% for new enrollees. The prior-year increase was 11.6%.

The subcommittee discussed the future of the Eveleth School site (also referred to as the “Eveless” or “Ellen” school in the transcript). Key points:

Current status:

• The building is under the care, custody, and control of the school committee.
• The school committee has not voted to declare the property no longer necessary for educational purposes.
• The town uses a couple of rooms for document storage; Parks & Recreation uses it as a rain-day location in summer.
• A farm co-op uses the parking lot several times a week from spring through Thanksgiving.
• The building has no active heat.

Pathway to transfer: If the school committee determines the property is no longer educationally necessary, it would vote to turn it over to the Select Board, which must then be approved at town meeting.

Potential uses discussed:

• Early education center (noted as requiring significant investment, likely a debt exclusion override, and a multi-year process)
• Joint use with Parks & Recreation for extracurriculars
• Lease to educational programs (e.g., YMCA-style after-school)
• Feasibility study needed before any reuse decision; a feasibility study itself has a cost

A prior community survey showed general interest but confusion about what was being proposed.

Decision: The subcommittee directed the superintendent to bring a recommendation on next steps (not concrete plans, but a timeline and direction) to:

• The facilities subcommittee: May 19
• The full school committee: May 21

Members noted the Eveleth site alone would not resolve the town’s budget challenges.

The subcommittee discussed the status of the FY27 capital warrant article, which carries a placeholder at town meeting. Members noted that last year a capital line was approved and then pulled back. During the meeting, a member texted Town Administrator Alicia, who responded that the town is requesting $1 million in recurrent capital needs and would accept the school’s capital request if submitted.

A separate contact at FINCOM indicated they believed the $1 million was pulled from the general fund, and that if the town were to proceed, it would likely be structured as an override scenario. The subcommittee agreed to:

• Inquire about the Finance Committee’s warrant hearing date (likely early April)
• Brief the full school committee on the status at its next meeting
• Vote before the FINCOM warrant hearing if seeking a recommendation
• Discuss whether to request indefinite postponement or an actual dollar amount at town meeting

The school’s previously approved prioritized capital request list (focused on health and safety items) was to be re-circulated by Mike.

The committee approved December 18 meeting minutes (4-0) then moved to 15 proposed warrant articles presented by the absent CFO:

Revolving fund reauthorizations (all 4-0):

Placeholder capital articles:

• School building capital needs (bonds/notes for Brown, Glover, Village, Vets, MHS, Coffin) — Approved 4-0
• School building technology needs — Approved 4-0
• School department capital needs — Tabled 4-0 after members could not identify what it covered beyond the other two articles; CFO was unavailable to clarify
• School department supplemental appropriation (contingent on Prop 2½ ballot question passage) — Approved 4-0

The tabled article was subsequently brought back after a committee member contacted the CFO by text; the CFO clarified it was intended as a fail-safe for emergency capital items (e.g., a boiler failure) between now and town meeting. The article was then approved 4-0.

The town has completed 25% design on the Village Street Bridge (officially the Harold B. Breer Bridge) and advanced it to the TIP construction-funding application stage. The estimated construction cost is $5.25 million, to be funded through a mix of federal and state gas-tax-derived buckets administered by the MPO. Construction is not expected until approximately 2030–31. The project also includes ADA-compliant trail access improvements connecting to the rail trail network.

The board approved a $24,950 contract with Gambal Construction to replace 50 windows at 66 Cliff Ave (the Hobbs Building), funded through an operating line item. Members discussed the building’s recent improvements — new boiler, back porch, and now windows — and acknowledged that the town’s deferred maintenance list is growing faster than it is being addressed.

Board members noted that the Hobbs Improvement Fund does not carry a dedicated endowment; costs come from operating funds or the annual buildings article. A town official noted that ARPA funding covered earlier improvements, and a capital request for siding work is planned for the next year.

Members called for a more systematic facility maintenance plan, noting that the town administrator and a buildings manager are working to centralize and professionalize the process. Discussion touched on whether to increase the annual buildings article to better reflect ongoing maintenance needs.

A school official presented results of the competitive bid process for the Marblehead High School roof and HVAC project at 2 Humphrey Street. Key points included:

• All general contractors and subcontractors were pre-qualified before bidding.
• Filed sub bids were obtained for roofing, HVAC, plumbing, electrical, and at least one additional trade.
• Homer Contracting submitted the lowest responsive and responsible bid.
• The construction bid came in approximately $2.1 million under the construction estimate, at $8,970,000.
• Total project costs (including OPM, designer, and related costs) are expected to come in around $12 million against an approved budget of $14 million.

Timeline highlights:

• No construction to begin before graduation; mobilization may begin after graduation with no heavy work before the last day of school.
• Heavy lifting and crane work expected to be completed before students return in the fall.
• Construction phase expected to wrap up in September or early October.
• Students will return to school while finish work continues, but heavy equipment will be cleared.

A community subcommittee chaired by a school committee member, with five community members having expertise in contracts, construction, roofing, and HVAC, reviewed all contracts and will continue to advise the OPM and designer through construction.

The contract was drafted in conjunction with Town Counsel Lisa Mead’s office, the OPM (Left Field), and the designer (Raymond Design Associates). The school committee had already approved it the prior week.

The board voted unanimously to approve the contract and authorize the chair to sign.

Director of Finance/Operations Mike presented the district’s FY27 capital request list to the committee for approval before submission to the town. He noted the list reflects needs even if not all items can be funded given the town’s financial situation.

Tier 1 (Priority 1) — ~$935,000 total:

• Bus camera system upgrade (hard drives failing)
• Glover playground safety (jagged rock removal from original construction)
• Fieldhouse painting (~$300K), padding (~$28K), and flooring (~$200K)
• Veterans Middle School clock/bell/PA system replacement
• Village School Hopkins Field fence repair

Tier 2 (Priority 2) — ~$629,000 total:

• Brown School playground shade structure
• Veterans Middle School expansion joint/flooring repairs
• Veterans gymnasium floor refinishing (large and small gym)
• Veterans and Village gymnasium LED lighting upgrades
• Veterans stairway extension toward Pleasant Street (~$75K; ADA implications under review)
• Performing Arts Center wall sconces and carpet replacement

Tier 3 (Priority 3) — ~$93,000 total:

• Seaside Park drainage (matching funds with Rec & Park)
• Snow removal equipment
• Butch Field structure/restroom refresh
• Wireless access point licensing replacement
• Rolling stock: two aging school buses (2013, 2015 models)

The superintendent flagged bus cameras, the Glover rocks, Veterans bell/clock, and technology as safety-related priorities. The committee was advised that the town may fund only one item; Mike indicated he would seek further guidance from the finance director. Motion to approve the priority list passed 4-0.

The MHS Roof/HVAC Subcommittee presented six general contractor bids. The low bidder, Homer Contracting Inc. of Arlington, MA, came in at $8,970,000, against a GC budget of $11,090,000 — approximately $2,120,000 (about 19%) under budget.

All GC bids used the same pre-qualified subcontractors: Cape Way Roofing (roofing), Robert Irving (plumbing), A. Monte (HVAC), and Systems (electrical), with those filed sub-bids fixed across all GC bids.

The subcommittee voted unanimously not to include the liquid-applied roofing alternative. Community roofing expert Mark Leadman and OPM Ralph Wallace both explained that liquid-applied roofing is cost-effective only when a roof is in generally good condition nearing end of useful life — the MHS roof has extensive existing damage that made the application more complicated. The roofing sub-bids for the alternate varied widely:

Ralph Wallace noted that even Cape Way’s base bid plus Gibson’s credit for liquid-applied would still have been approximately $3.3M.

About 70% of the contract value relates to HVAC equipment; roughly 30% is for the roofing. The committee discussed the disposition of the ~$2.1M savings relative to the debt exclusion authorization and agreed to follow up with town finance staff. The subcommittee will remain active through construction, with community experts Mark Leadman (roofing) and Brian Fin (HVAC) offering ongoing oversight. Motion to award passed 4-0.

The board approved the following contracts and change orders:

The Elm Street Park work uses granite recovered from an unknown cistern discovered on site to build stairs. The Rail Trail WYE junction engineering is required by federal regulations to have an independent cost review before federal earmark funds are spent.

The board approved a $1 million interest-free loan through the MWRA’s community loan program, authorized under Article 17 of the 2023 Annual Town Meeting (which authorized $1,022,400 for water purification system construction and reconstruction). The loan is repaid over 10 years at 0% interest and is already reflected in water and sewer rates. A Water and Sewer Commission representative explained the program allows major projects like Humphrey Street and ESCO Street work to proceed without multi-year construction timelines.

The director of buildings updated the subcommittee on the middle school D-wing roof situation:

• The D-wing is approximately 9,000 sq. ft.
• The roofer hired by general contractor Pacon installed a membrane over existing ‘poles’ (masonry penetrations) and used wrong-specification metal flashing, causing significant water intrusion and flooding.
• Immediate response included restoration company Surro arriving the same night to begin drying.
• Inspectional services require replacement of all smoke detectors, sprinklers, pull stations, horn-strobes, outlets, lighting fixtures, and ceiling tiles in the affected wing.
• MHTV (the school TV studio) is located in the D-wing; its equipment and contents are being relocated using two storage containers arriving Tuesday.
• Insurance claims adjuster (Chris Lo, representing insurer Maya) approved covering all damages with no deductible charged to the district.
• A different roofer sealed the roof the prior Saturday; moisture scanning identified wet insulation areas to be cut out.
• The original roofer is no longer on the project; the general contractor (Pacon) has not been paid.
• The district has not paid Pacon anything; members discussed withholding payment until the entire roof is stripped and redone.
• The high school roofing consultant (Mike Moses, representing Maya on the construction side) inspected the roof and recommended a full tear-off and restart; he is overseeing the new work.
• A 20-year manufacturer warranty is contingent on manufacturer sign-off, which requires the work to be done correctly.
• Members agreed to loop in the district’s attorney and to provide updates to the full school committee at the November 20 meeting.

The board approved a memorandum of agreement between the town, the US Army Corps of Engineers, and the Massachusetts State Historic Preservation Office. The agreement was required after the Historical Commission identified potentially historic buildings at the Parker Boatyard area (part of the Bullard/Boatyard Resiliency Project). Under the MOA, the town must survey those buildings, enter them in a registry, and install interpretive signage after demolition. This was the final condition needed to obtain the Chapter 91 permit for the project.

Town Administrator and Building Commissioner Steve Cummings presented a revised request for Hobbs House repairs. The original capital request had been for both a back-porch replacement (a safety and egress issue) and window replacement. After review, funds within the building department budget were identified to cover the porch work.

The remaining request is a $36,000 reserve fund transfer under MGL Chapter 40, Section 6, to replace all 72 windows in the building with standard vinyl windows. Staff noted the building is not historic and no decorative features are required. Board members raised the possibility of utility rebates through the gas company or other programs, which staff agreed to investigate.

The committee discussed the approval chain after bids are received:

1. Nov 5: GC bids due via Bid Docs online platform
2. Nov 6 (morning/midday): Subcommittee meeting to review bids
3. Nov 6 (evening): School committee meeting for recommendation and decision
4. Shortly after: Select board vote (yes/no on the committee’s recommendation)
5. Nov 14: Drop-dead date for all committee approvals to award contract

The committee acknowledged the two-week bid window (Oct 15–Nov 5) is tight. Consultants noted they will monitor plan-holder activity on Bid Docs and would make a decision around October 22 whether to push the schedule back a week if necessary. The committee chair noted a special school committee meeting could be called for a single agenda item if needed. Mike Velgi was invited to attend the November 6 meeting.

Regarding the bid specification: committee member Ralph cautioned that the performance spec must be written carefully so the actual product received at bid opening matches what the committee wants, noting that in public bidding the owner does not learn the specific product until submittals after contract award.

The committee debated polyurea vs. polyurethane fluid-applied systems. Mike Velgi stated polyurea is superior by all measures and his preference is Garland’s polyurea product, though he has also used TMCO on other projects. Brian Dacon (Leftfield) confirmed the spec being written is a performance-based spec working directly with TMCO and Garland representatives, allowing either polyurea or polyurethane but requiring performance criteria to be met.

The committee reached general consensus to:

1. Write the performance spec around polyurea standards (eliminating polyurethane)
2. Ensure at least two to three qualifying manufacturers exist to avoid a proprietary specification under Massachusetts public bidding law
3. Invite Mike Velgi to review the spec before it is released

Additional technical discussion covered:

• HVAC curb replacement: all HVAC equipment is being replaced with new curbs; the entire building is not being converted to full HVAC — only areas originally designed for it
• Ceiling removal/reinstallation: district facilities staff will remove and reinstall drop/acoustical ceilings; mechanical and plumbing contractors need ceiling access
• Mold contingency: no line item in the contractor’s contract, but owner’s construction contingency outside the contractor’s contract could cover unforeseen mold
• Substrate repair areas with wet insulation are identified on drawings (sheet A101); approximately 11,000 sq ft of insulation replacement is included as a blanket allowance with a credit if unused
• A second infrared scan was completed; wet insulation areas cross-checked against new scan

The construction control budget is just over $11 million. Both third-party estimators — RLB (Leftfield’s consultant) and PMNC (RDA’s consultant) — came in just under that figure. For the roof restoration alternate (fluid-applied coating vs. roof recover):

• RLB estimated a credit of approximately $500,000
• PMNC estimated a credit of approximately $1.1 million

Mike Velgi (Building Enclosure Associates), invited as a roofing expert with ~40 years of experience, explained the three options: full tear-off/replacement, roof recover, and fluid-applied restoration. He noted both recover and fluid-applied come with a 20-year warranty but that fluid-applied creates a seamless monolithic system with no seams — reducing the primary cause of roof leaks. He stated he would lean toward the recover option if the savings is only ~$500,000, but would favor the fluid-applied restoration if savings exceed $1 million.

A committee member (identified as Todd/district facilities contact) noted the fluid-applied system has already been used on the Marblehead rec center, police station, and DPW building. The committee discussed whether MSBA would reset the funding eligibility clock after either type of roof work; consultants acknowledged they would seek a definitive answer but noted MSBA has recently started accepting fluid-applied coating as a viable option.

The subcommittee chair called the meeting to order at 12:01 and deferred minutes approval. Presenters Lena and Brian Dacon (Leftfield) and Molly Paris (RDA) reviewed the project schedule targeting summer 2026 construction. Key milestones:

Presenters noted dates are subject to change pending contractor RFIs after the October 21 walkthrough.

Partners Tony Roselli and Paul Garo of Rose and Clarke presented Marblehead’s FY2024 audit findings.

Financial highlights:

• Reserve balance (free cash + stabilization + assigned fund balance) of approximately $19 million, representing roughly 20% of expenses — above the 15% S&P threshold for AAA rating.
• Town has maintained reserves consistently between $18–21 million over the past 10 years.
• Investment income reached approximately $3.2 million in FY2024, double the prior year, driven by locking funds in CDs at approximately 5%.
• Pension unfunded liability: approximately $54 million (~70% funded).
• OPEB unfunded liability: approximately $151 million (~3–4% funded); auditors recommended additional funding when resources allow.

Findings / material weaknesses:

1. Cash and bank reconciliation — material weakness; contributed to delayed financial statements and delayed free cash certification. Caused in part by staff turnover and antiquated multi-platform processes (QuickBooks, Excel, and accounting software used in parallel). Transition to MuniSoft (Munis) expected to resolve.
2. Receivable reconciliation — material weakness; two prior-year entries caused a materially incorrect beginning balance; approximately $160,000 in additional variances identified.
3. Federal grant vendor debarment checks (single audit) — material weakness; vendors paid over $25,000 from ARPA coronavirus recovery funds were not checked against the SAM.gov debarment list. A new Chief Procurement Officer is in place to address this.
4. ARPA obligation reporting — significant deficiency; town was reporting board-approved projects as obligated, but the federal definition requires an actual expenditure, order, or signed contract.

Management noted that a new CFO, Chief Procurement Officer, and Grant Coordinator have been hired, and that the Munis system consolidation is underway. Auditors recommended annual presentations to the board going forward.

Lena Long (Leftfield) walked through the project timeline. Key dates presented:

• October 2 – Second subcommittee meeting with detailed update and preliminary estimates
• October 15 – Bidding documents available
• October 21 – Contractor walkthrough
• October 29 – Filed sub-bids due (roofing, plumbing, mechanical, electrical)
• November 5 – General prime bids due (8 pre-qualified general contractors)
• November 6 – Subcommittee meeting to make recommendation to full School Committee
• November 7 – Anticipated general contractor award (pending Select Board approval)

Mike Deferling clarified that formal contract award requires both School Committee and Select Board approval; the November 7 date would be notification of the leading bidder rather than a signed contract. The Select Board meets Wednesdays, so timing around Veterans Day (November 11) was flagged as a potential scheduling constraint.

The primary HVAC concern is large rooftop units (RTUs) with 24–30 week lead times, driven partly by a refrigerant transition away from R-410A to R-32 or R-454B for new equipment. The district’s directive is no construction activity on site before graduation (work to begin first or second week of June).

The biggest pending decision for the subcommittee is choosing between two roofing approaches:

• Recover (new membrane over existing membrane) — base bid
• Restore/Restoration (liquid-applied coating) — alternate bid #1

Full replacement (tear-off and reinsulation) was eliminated from consideration due to cost exceeding the approved budget and debt exclusion. RDA and Leftfield are preparing a pros/cons analysis for the October meeting. A vendor who proposed the liquid-applied option is expected to present at the next meeting.

Member Kareema Maloney raised whether bid documents would receive review before release; RDA/Leftfield agreed to arrange a 90% draft review session with select committee members. Member Brian Sarafin flagged equipment ship-date slippage as a recurring risk in his HVAC contracting experience. Ralph Wallace noted the pre-qualification process attracted eight qualified general contractors, describing the current bidding environment as favorable for public school projects.

The facilities director reported that a pre-qualification meeting was held Wednesday with Left Field (owner’s project manager) and Raymond Design Associates (RDA). From 11 general contractor submissions, 8 were pre-qualified and 3 disqualified. For trades: 6 roofing subs all pre-qualified; 9 of 10 plumbing subs pre-qualified; 9 of 14 HVAC pre-qualified; all 7 electrical pre-qualified.

Timeline:

• Bids released to vendors: October 8
• Filed sub bids (trades) due: October 22
• General contractor bids due: October 30
• Left Field reviews bids late October/early November
• Roof/HVAC Advisory Committee meeting: November 4 or 5
• Full School Committee vote: November 6
• Select Board vote on contract: week of November 10

Key process point: The award is lowest responsive and responsible bidder; no negotiation is permitted. The school committee will decide membrane vs. liquid-applied roofing method; the select board votes the contract as to form and funding availability only.

Advisory Committee: The school committee voted the prior evening to create a High School Roof/HVAC Advisory Committee. The committee discussed whether Mike Belgi (a building envelope specialist with Mass School Building Authority experience who originally proposed the liquid-applied restoration option) should be added. The chair agreed to reach out to Belgi directly.

PV readiness: A committee member noted a prior commitment to make the roof PV-ready, with the Marblehead Light Department (MLDD) having agreed to absorb costs above the base roof price. After a meeting with MLDD engineers, the director reported that running conduits down the exterior of the building—rather than penetrating the roof—is likely the preferred approach, but confirmed PV installation is not feasible on this project timeline. The director agreed to memorialize the prior agreement with MLDD in writing.

Committee member Henry presented the item, thanking the eight community members who applied. He recommended four names based on resume review; another member suggested adding a fifth.

Recommended members (approved): | Name | Relevant background | |—|—| | Sam Altruder | Commercial property/project management; spoke at town meeting on roof project | | Mark Leeman | Project mgmt., HVAC, roofing; Marblehead Planning Board member, ZBA alternate | | Brian Sarafin | Owns commercial HVAC company in Boston | | Ralph Wallace | 45+ years in planning, design, finance, construction; served on Brown School committee; experience with MSBA | | Karema Maloney | Additional relevant experience noted by a committee member |

Discussion touched on whether paid consultants (from LeftField and RDA) should be voting members; the committee agreed consultants would serve in an advisory, non-voting capacity. The five community members plus the committee member (Henry) would be voting members.

One member raised concerns that the process lacked a full subcommittee review, that no agreed-upon committee size was set in advance, and that one applicant resides primarily in Florida. The committee addressed each point.

Vote: 4-0.

At the previous meeting, the committee voted to form a high school roof subcommittee with Henry as chair. Per policy PTE, the chair may appoint members subject to full committee approval. Henry proposed Ralph Wallace and Sam Altrier as community members, noting a newspaper notice had been placed and only two people responded.

A committee member (Jen) raised concerns:

• No advance background information on the nominees was shared in the Dropbox
• No broad public solicitation (social media, school communication) had been done
• This is not the typical process for building committee appointments

Henry acknowledged these as valid process errors and offered to share background at the next meeting. The OPM (Mike, on Zoom) clarified the pre-bid qualification deadline is August 28th and that a pre-qualification process — not the actual contract award — is the immediate next step. The committee agreed the building subcommittee can continue pre-bid work in the interim.

The chair withdrew the motion; Henry will return to the September 4th meeting with broader outreach and member background information. The bid timeline is approximately: pre-bid submissions due August 28th, committee vote on members by September 4th.

The committee discussed how to structure oversight of the high school roof project, considering three options: a superintendent’s advisory committee (not subject to open meeting law), an advisory committee to the school committee (subject to open meeting law under school policy), or a formal school committee subcommittee (also subject to open meeting law and requiring posted public meetings).

Members noted that a superintendent’s advisory committee would not be open to the public, which was seen as problematic given community concerns about the project raised during a recent campaign. The committee referenced past precedent where significant building projects used school committee subcommittees chaired by a school committee member but with broader community membership.

The superintendent noted the pre-bid process was already underway with a deadline around August 28th, creating time pressure. The committee coalesced around a subcommittee structure. A motion was made to:

• Establish a subcommittee for oversight of the high school roof project
• Name Henry Guazda as the school committee member
• Include administration members as recommended by the superintendent
• Task Henry Guazda with returning at the August 21st meeting with recommendations for community members with subject matter expertise

The motion passed 4-0.

The superintendent described the current status of the high school roof project procurement:

• A pre-bid qualification posting is required under procurement law. The committee consists of the schematic designer (Raymond Design Associates), the OPM (Left Field), the facilities director (Todd Blood), and the finance director (Mike Pifflin).
• The posting runs for two weeks on the central register, ending approximately August 28.
• After that, the four-member committee reviews bidders for licensure and experience (not technical roofing expertise).
• The key remaining decision — liquid-applied versus resurfacing — will be made as part of the bid process; the superintendent noted the window for changing scope has passed.
• If timelines are met, the roof repair is expected to be completed next summer.

The superintendent expressed frustration that notification about the pre-bid committee requirement came at the last minute.

The committee discussed several longer-term facilities management topics:

Facilities maintenance tracking system: A committee member advocated for a software system with scannable equipment codes that would track filter replacements, maintenance history, and generate reminders—preventing the generational word-of-mouth approach currently in use. The committee has an existing ticketing system but it does not proactively track preventive maintenance. A similar system was recommended approximately a year ago by community member Jeff St. George (facilities management professional) but was not funded. The committee discussed pursuing an RFP (request for proposal) for such a system, with startup costs and an annual subscription fee; targeting bid documents out by December for a potential FY27 appropriation.

Building signage: Committee members noted inconsistency across schools: Brown School and High School have building signage; Village has an older wooden sign; Veterans has old stanchions with nothing; Glover has a dilapidated sign. Consistent, aesthetically coordinated signage for Glover, Village, and Veterans was discussed as a possible FY27 capital request, potentially fundable from the rental revolving account.

2021 capital needs assessment: The superintendent shared that EBI Capital/Consulting completed building-by-building assessments (60-80 pages each) in June 2021 for all buildings including Coffin and Eve. A prior subcommittee boiled the 20-year plan down to a 10-year plan (now approximately 7 years remaining), approved by the School Committee. The assessment recommended approximately $2 million per year in capital improvements—more than the town has historically appropriated. The superintendent emailed the facilities director asking for a written update by August 31 on which critical, non-critical, and capital items from the 2021 reports have been addressed at each of the four operating schools.

Early childhood feasibility study: A committee member noted the need to address the Eve School building and determine whether an early childhood program (potentially including special education integration, paying tuition students, and/or the outsourced 18-22 transition program) could be accommodated there or in existing buildings. Left Field’s David Sandor agreed to put together a quote for a feasibility study scope. The committee discussed whether a pre-feasibility or full feasibility study is needed, and whether it could eventually connect to MSBA funding (MSBA is beginning to explore early childhood programming). A target date of June 30, 2026 was added for completion of the feasibility study.

Custodial practices: The superintendent described a summer-opening walk-through protocol with all custodians—starting at ceiling level and working down—to address deferred cleaning of high surfaces, cobwebs, and stained ceiling tiles before school opens. Custodians were praised for their work ethic.

The committee reviewed an extensive list of summer 2025 projects by building:

Brown School

• Bottle filling station being installed in cafeteria
• EV charging stations (3 stations, 6 connections) being installed in parking lot; Marblehead Light Department to fund installation and collect revenue per prior agreement; delayed until MSBA closeout was completed in the last 2-3 months
• Broken cafeteria shade replaced
• Gymnasium shades replaced
• Staging area trim (hardwood flooring panel above staging) was repaired by custodial staff; 99% complete
• Brown School Building Committee not yet formally dissolved

Glover School

• New LG rooftop HVAC units installed (old units removed ~2 weeks prior); electrical and controls connections underway; affected classrooms (second floor music, art, library; first floor main office and conference rooms) expected to have functioning heat and AC soon
• Central stair area to receive decorative epoxy-type floor coating
• Whiteboard paint in hallways to be repainted
• PTO purchased new rope climbing structure (~$60,000); to be installed before Labor Day
• Playground resurfacing funded at $60,000 from town; actual bid came in at $62,000; $2,000 shortfall covered from operating budget

Village School

• Rear windows to be re-caulked by maintenance staff
• New scoreboard arriving Friday, August 1; to be stored in gymnasium over weekend; installation with Marblehead Light Department assistance the following week; scoreboard panels are 24 in. (vs. specified 18 in.) but adequate clearance confirmed
• New cafeteria serving lines being installed
• Plumbing issues under kitchen noted as needing follow-up

Veterans Middle School

• Two-head mini-split system installed in computer lab
• Packed seating (auditorium) being reupholstered; seats removed; redelivery expected week of August 18
• Pack Center painting started in June using reserved operating funds (removed from town capital at FY26 town meeting); paint colors to be confirmed with a committee member who has design expertise
• D-wing roof and HVAC units (one HVAC unit, one exhaust fan) being replaced; funded from town capital from approximately two years ago; this was a section value-engineered out of original Vets renovation
• New gym padding installed
• Specific ceiling in red wing being repainted
• Basement/old locker room storage area being cleaned out carefully (possible historic items)
• Door being installed between Magic Hat Shop and school space for security
• New kitchen equipment going into cafeteria

High School

• Mini-split in food service office (12-month department)
• Mini-split in athletic director’s office (12-month department)
• Main entry doors replaced (capital article from ~2 years ago)
• Main staircase to receive epoxy/durable paint
• New clocks being installed (tied to fire alarm/PA system; tech department)
• Auditorium door (first floor) warped; full door and frame replacement underway
• Boiler replacement in progress; product not yet selected; funded from capital ~2 years ago
• Fire door upgrade at main office: contractor was non-responsive/non-performing; notice issued to remove equipment; replacement plan approved by Fire Chief Gillow using fire-rated glass doors with wall framing, giving front office improved security and sightlines
• High school grease trap replacement (food service revolving account)
• New kitchen equipment in cafeteria
• Cafeteria speaker/strobe upgrade for emergency announcements (safety item)
• Electronically controlled gate at emergency entrance road (near post office); awaiting light department to drop a pole; police and fire will be able to trigger with existing equipment

Funding sources: cafeteria items from food service revolving account (requires DESE/school nutrition department approval); other items from capital or operating budgets as noted.

Representatives from Left Field (OPM), Raymond Design Associates (architect), and industry expert Mike Veli presented an update on the Marblehead High School roof and HVAC replacement project.

Schedule highlights:

• Currently in design documents
• Pre-qualification of bidders to begin in the next few weeks
• 60% cost estimate expected before bidding
• Bid documents complete by end of September / approximately October 1
• Bids to go out to market in October; approximately 6-week bidding period
• Contract award targeted around mid-November 2025 (requires Select Board and School Committee approval)
• Equipment ordering to follow award; construction planned for summer 2026

The School Committee had voted at its July 2 meeting to authorize schematic design for two alternatives: a roof recover (new membrane over existing, with cover board, creates seams) and a roof restoration (seamless liquid-applied multi-layer coating over existing membrane). Bid documents will include both as alternatives. The committee reviewed a pros/cons comparison:

A follow-up infrared scan of the roof is being scheduled within the next few weeks. The pre-qualification committee has not yet been formed; Left Field and Raymond Design will each provide one representative per statutory requirements. The committee discussed scheduling a roof walkthrough for committee members the week of August 1, coordinating around a planned dedication event at the athletic center.

Solar readiness was also discussed. The original high school designer confirmed the roof was not designed for PV panels 25 years ago, but a structural review area-by-area could determine capacity. The committee agreed that, at minimum, capped conduit stubs should be run through the new roof at each roof level to make it “conduit ready” for future solar installation without cutting into a completed roof. The Marblehead Light Department has previously expressed interest in and financial responsibility for PV installation on school roofs; the Brown School roof is similarly conduit-ready but the Light Department has not yet installed panels there.

Two contract actions, voted together.

Amendment

Contract 2024-041 (Marblehead Rail Trail Smith Street to Pleasant Street) with Raffaele Construction Corp of Swampscott extended to September 30, 2025. No change to the total contract amount.

Award

Professional Engineering Services contract awarded to Woodard & Curran, Inc. of 40 Shattuck Road, Andover, MA 01810, in an amount not to exceed $195,000.00.

Both authorized by the Chair on behalf of the Board.

Michael Ling and Janet Schaffner (School Committee) presented contract amendments for the Marblehead High School mechanical rooftop replacement project. The board and school committee are both required to approve the contracts; the school committee approved them the prior week.

Contract amendments approved:

The amendments cover remaining design work, pre-qualification of bidders, bid documents, contractor procurement, construction oversight, and closeout.

The school committee authorized staff to evaluate two roof systems:

1. Traditional recover – new rubber membrane over existing roof
2. Liquid/fluid applied membrane – a newer technology

Estimated construction cost savings from the liquid-applied option: approximately $1.6 million (described as conservative; actual savings could be higher). The cost to produce bid documents for both options is approximately $200,000–$220,000 above a single-option approach. A decision on whether to bid both or only the traditional recover must be made by end of July 2025; bidding is targeted for the street in early October.

The school committee’s facilities subcommittee will evaluate pros and cons, including durability, MSBA precedent, and input from a subject matter expert who is a roof and building envelope specialist familiar with MSBA criteria. Funding for the amendments comes within the existing debt exclusion authorizations plus contingency, with no budget overrun anticipated.

Background: In May 2022, town authorized borrowing of approximately $5.4 million for a roof replacement at Marblehead High School. The project evolved to include HVAC replacement; an additional $8.61 million authorization was approved at town meeting (debt exclusion ballot), bringing the total project authorization to approximately $14 million. Left Field was engaged as OPM in May 2024. Raymond Design Associates is the architect.

Current status: The project is slightly behind schedule (a planned June meeting was rescheduled to tonight). The critical path is driven by HVAC rooftop equipment, which has up to six-month lead times. To hit a construction start of summer 2026, bid documents need to go out by October 2025.

Two options under consideration:

• Option B (membrane replacement): Full roof recover plus HVAC equipment replacement
• Option C (fluid-applied): A fluid-applied barrier to extend the life of the existing roof at estimated savings of approximately $1.6 million vs. Option B, though savings are estimates only

Decision: The committee voted unanimously (5-0) to approve amended contracts for both RDA and Left Field, authorizing design and bid documents for both options simultaneously (at an incremental cost of approximately $200,000), so the market can speak when bids come in. David Sen of Left Field recommended this approach to eliminate debate about theoretical savings once actual bids are received.

Solar readiness: Public commenter Michelle Bell asked whether either roof option could accommodate solar panels. The OPM indicated adding PVC conduit through the roof during renovation is a low-cost addition relative to total project cost, but the original building structural engineer (SMMA) would need to confirm load capacity. Mike noted he spoke with the chair of the original high school building committee, who recalled no discussion of solar readiness 25 years ago.

Next step: Superintendent will seek Select Board approval of the contract amendments.

The town’s finance director and treasurer presented a Massachusetts Water Resources Authority (MWRA) zero-interest 10-year loan for $198,750, previously authorized at a 2021 town meeting. Annual principal payments of $19,875 are due May 15 each year from 2026 through 2035. The funds will be used for vacuum excavation inspection of water service lines and replacement of up to 10 lines as needed. The board was also informed that a 25% grant is available for replacement of lead piping found during inspections. Two motions were approved: one authorizing the bond sale and loan agreement, and one authorizing board members, the town clerk, finance director, and treasurer to execute related documents.

Sustainability Coordinator Logan Casey prepared a letter of support for the town’s Port Infrastructure Development Program (PIDP) application to fund the Municipal Shipyard Resiliency Project. Key details:

• Federal ask: $11,250,000
• State match: The town previously received a state grant acceptance to cover the required match, making it eligible for the federal competition.
• Project status: Approximately 75% of design work has been funded through grants.
• Federal funding uncertainty: The program had been pulled then reinstated for the next federal fiscal year; the town is proceeding while the grants remain active.

The board unanimously authorized the chair to sign the letter of support.

Article 6 (equipment purchases totaling approximately $1M from free cash plus $29,917 from the Waste Revolving Fund) passed 349–84 after a resident raised concerns about vehicle markings and the town’s green-vehicle policy; the town administrator confirmed the two pickups in question are electric at $70,000 each. Article 7 (lease purchases, two-thirds vote required) passed 367–62; a resident asked about police car color schemes. Article 8 (building improvements: Glover HVAC cafeteria $70K, Glover playground $60K, PAC reupholstering ~$107K, police station flooring $15K) passed 383–49.

Building Commissioner Steve Cummings presented Article 33. The total project cost is $6,230,000. A previously authorized and un-issued $480,000 borrowing for the Mary Alley roof reduces the new authorization request to $5,750,000. The sustainability coordinator is applying for a $250,088 grant to fund an elevator and ADA-compliant bathrooms.

The selected mechanical system is a variable air refrigerant (VAR) system with heat recovery. The existing elevator is out of service and the building lacks a sprinkler system. Design is planned for summer 2025; bidding and contract award in 2026; phased construction to allow staff to remain in the building.

As noted in the Article 34 tax table, the Mary Alley debt adds $62 (average) or $49 (median) annually per single-family household, but is more than offset by the high school debt roll-off.

The Capital Planning Committee voted 8–0 in favor of both this article and Article 34.

A resident (Larry Ard, 90 August Avenue) urged the town to apply for the state’s Green Communities program to offset costs; Finance Director Benjamin confirmed the town is targeting a Green Communities application by June 30, 2025.

Article 33 passed 671 to 103.

Background

Michael Ping, Assistant Superintendent for Finance and Operations, presented. The high school was built in 2001–2002 and occupied in 2003. No major roof work has been done since original construction. A $5.36 million debt exclusion for a new roof was approved at the May 2022 town meeting; the MSBA denied a funding application because the roof was under 25 years old at the time. The existing roof debt exclusion is rolling off in 2026, producing approximately $253 savings per average household annually.

In 2024, the district hired OPM Left Field and schematic designer RDA (Raymond Design Associates), both of whom also worked on the Brown Elementary School project. RDA’s comprehensive study found wet insulation under the roof membrane (confirmed by infrared scan) and determined that all HVAC units would have to be crane-lifted off the roof regardless of the roof approach. The units use a discontinued refrigerant and were assessed as unlikely to survive re-installation; if replaced later, lifting them would void the new roof warranty. Doing both phases separately would add several million dollars to the total cost.

Costs and Tax Impact

The additional HVAC authorization requested is $8.6 million, bringing the total project cost to just under $14 million.

Finance Director Alicia Benjamin presented the net tax impact:

Roof Options Under Consideration

Three options are being evaluated: (1) full tear-off and replacement; (2) recover (new membrane over existing); (3) restore (liquid-applied coating). All three come with a 20-year warranty. No final decision on method has been made; bids will be solicited as alternatives after schematic design.

Debate

Several residents with commercial real estate and construction backgrounds (Sam Altru, 422 Ocean Avenue; Bob Roberta, 36 Chestnut Street; Jim Regis, 1 Lee Street; Seamus Han) questioned whether the HVAC replacement was truly linked to the roof project, whether HVAC units needed full replacement vs. refrigerant recharge, and whether the scope was sufficiently defined to authorize $8.6 million. Ping acknowledged the decision on roof method is not yet made and that the $8.6M is a borrowing authorization — the town would not necessarily borrow the full amount.

High school students Clive Colony, Leonardo Rosado, and Dante Genevese testified about active roof leaks, ceiling tile replacements after every rainstorm, a destroyed smart board, mold, and sewage-smelling water in the auditorium. Science teacher Joe King (10 Carroll Road) described teaching around a barrel catching water and a damaged smart board.

A resident raised the question of solar panel readiness; Ping confirmed both the high school and Brown School are PV-ready and the town would work with Marblehead Light Department on timing.

Vote

Article 34 passed 804 to 283 (required two-thirds majority met).

Assistant Superintendent Mike Pip reported the district has expended $31.8M with $12.5M encumbered, leaving a current balance of approximately $2.46M—about $253,000 less than the prior month. Salary encumbrances remain on track.

A significant development: late Monday, the district learned that free-cash projections were reduced by approximately $2.5M. The town’s approach was described as: roughly $1.5M absorbed through town-side mechanisms not directly affecting the school budget, and approximately $1M to be reduced from capital asks across departments including schools. Details were still being worked out ahead of town meeting.

Capital items potentially affected include: Glover playground structures, HVAC work at Glover, PACK painting/reseating, and a special education van. The committee discussed using anticipated FY25 surplus to prepay special education tuitions and offset any capital reductions, rather than reducing actual project delivery. The committee noted it may need to formally vote to amend its original capital motion at town meeting (tentatively scheduled for a 6:45 PM pre-meeting on May 5th).

The Finance Director disclosed that free cash certification, still pending, is now expected to come in near approximately $9.5M rather than the ~$12M used in budget planning. The gap was identified collaboratively during the audit process with the town’s new audit firm and was self-reported to the Department of Revenue.

Proposed revised allocation (if certified at ~$9.5M):

Committee members expressed concern about the lateness of certification, noting free cash ideally should be certified by December or at least by fall. The Finance Director cited legacy software systems (multiple reconciliation platforms including QuickBooks, Excel, CollectPro, and AssessPro) as a contributing factor and noted that implementation of the Munis ERP system (revenue module scheduled for July 1, 2026) is expected to significantly improve the process.

A community member urged the committee to ensure the process is tightened given its responsibility to make reliable budget recommendations at town meeting. The committee plans to hold summer check-in meetings to monitor progress. The committee will vote on the revised Article 8 capital appropriation at its pre-town meeting session on April 30 at 6:00 PM.

Logan Casey (Town Sustainability Coordinator) and Dan Wall (mechanical engineer, NB5 Engineers) presented findings from a roughly three-month study of the Mary Alley building. The building, a former hospital estimated to date from the late 1940s or early 1950s, currently has failing steam heat, non-functional air conditioning units, and no sprinkler system.

Three HVAC options evaluated:

Project scope beyond HVAC:

• Full roof replacement (tar and gravel roof at end of life; solar-ready)
• Asbestos abatement (tiles, pipe insulation, crawl space)
• New sprinkler system (fire chief confirmed necessity)
• Electrical upgrade from 208V to 480V
• Fire alarm, exit signs
• ADA upgrades: elevator modernization, accessible restrooms, door hardware, drinking fountains, entrance ramp
• Ceiling replacement; new LED lighting
• Removal of existing steam system (phased; retained until new system complete)

Phasing: Four phases over an estimated 56 weeks of construction, moving through the boomerang-shaped building floor by floor.

Financials:

• Total project estimate: $6,230,000
• Less prior 2022 borrowing already authorized: $480,000
• Net new debt exclusion request: $5,750,000
• Potential future ADA grant (elevator + 2 ADA bathrooms): ~$250,000

Tax impact (per Finance Director):

• Average single-family home (assessed ~$1,218,000): net decrease of ~$6/year even after adding all pending debt, due to high school debt rolling off
• Median single-family home (~$956,000): net savings of ~$23/year
• Debt service would represent ~9.94% of general fund revenue, within the Select Board’s <15% policy

The Select Board approved the project at its prior meeting. However, the Finance Committee declined to vote immediately, citing the desire to hear from the newly formed Capital Planning Committee, which is scheduled to meet on Wednesday. The committee indicated it will vote at its pre-town meeting session (6:30 PM before the April 30 town meeting).

Town Administrator Brett Kear introduced the Mary Alley presentation, noting the 1950s-era former municipal hospital building has a failing steam heat system, window air conditioners that drive up costs, space heaters that pose fire risk, a non-functioning elevator, and significant ADA deficiencies. Engineers Dan Wal and Sean (NV5) walked through a feasibility study examining three HVAC options:

Option 3 is recommended because it: supports phased construction (four phases, ~14 months total); achieves full electrification/zero fossil fuel; suits retrofit of the existing boomerang-shaped floor plan; and avoids full building shutdown.

The $5.75M ask to town meeting (net of $480,000 already appropriated from a prior article) covers the HVAC system, roof replacement with 5 inches of rigid insulation, elevator modernization, ADA upgrades (counters, hardware, drinking fountains, accessible doors), fire sprinkler installation, 1980s fire alarm replacement, and asbestos remediation. Electrical service upgrades are included. Windows were noted as a separate capital plan item, with approximately half already replaced.

Soft cost and contingency estimates were discussed: the engineers noted 15% design/OPM fees and a 10% construction contingency are more typical than the 30% and 15% initially shown. A $90,000 ADA grant (Deborah Beach program) and potential Mass Preservation Project Fund grants were cited as possible offsets.

Capital Planning Committee review is scheduled for the following week before town meeting. Disabilities Commission chair has been in communication about the ADA scope.

Town Treasurer Tammy Ello presented the results of a competitive BAN sale. Four bids were received; the successful bid came from Fidelity Capital Markets at 4% interest. The total note amount was $4,922,598, comprising:

New money items include roadway and sidewalk repair, the Mary Alley roof replacement, and the Franklin Street fire station roof and gutter replacement. Notes are dated May 15, 2025 and payable May 15, 2026. A premium of $25,892.86 was received, to be applied against issuance costs.

The treasurer explained that long-term bonding is deferred until enough project funds will be drawn down to justify it, using annual cash flow projections with department heads. The board approved all five required votes — note sale, ratification of official statements, SEC Rule 15c2-12 undertaking, post-issuance compliance procedures, and authorization of signatories — unanimously.

Of the approximately $8.97M authorized in May 2022 for roof replacements and repairs, the $130,000 line for the Franklin Street Fire Station was restricted to roof and gutter replacement. The fire chief needs to address windows and other building improvements. Article 35 expands the language to give flexibility for the full scope of necessary repairs at that station. The change does not involve any new money. Approved unanimously.

Superintendent Mike Erling presented the case for expanding the previously authorized roof project (Article 11, May 2022, $5.4M for roof only) to include simultaneous replacement of rooftop HVAC units.

Project background:

• When OPM (Leftfield) and schematic designer (Raymond Design Associates/RDA) accessed the roof after being hired in summer 2024, they found the HVAC units beyond useful life — attributed to salt-air corrosion at the elevated building location
• Original $5.4M estimate was based on square footage, not an on-site assessment, and did not contemplate HVAC
• Cutting into a new roof membrane within 5 years to replace HVAC would void the roof warranty
• Replacing HVAC in a separate future project would add approximately $2M in re-staging, rebidding, and remobilization costs
• MSBA rejected two appeals; the 30-year age threshold is a hard rule regardless of known material failure
• Total project cost: ~$14M ($5.4M previously borrowed + $8.61M new debt exclusion)
• Minimum roof warranty: 20 years; 30-year warranty under discussion
• Debt term: 15 years

Tax impact (from finance director’s analysis):

• Debt rolling off (prior high school bond): reduces average single-family tax bill by ~$253
• Previously authorized but unissued debt: adds ~$112
• This new debt exclusion: adds ~$107 (average home); ~$49 (median home)
• Net estimated year-over-year tax impact: -$34 (a slight decrease)
• Debt service as % of general fund revenue: estimated at ~9.4–9.5%, well below the town’s 15% policy ceiling

Oversight: OPM (Leftfield), architect/designer (RDA), and school administration. The superintendent indicated interest in recruiting a town resident with building envelope/MSBA expertise to the school facilities subcommittee.

Approved unanimously.

Article 6 – Equipment Purchases ($301,741 from free cash): Includes a Ford F-150 for Waste, electric mower for Rec & Park, police portable radios and radar replacements, Ford F-150 for Public Buildings, and an F-350 with plow for DPW.

Article 7 – Lease Purchases ($491,218; $29,917 from Waste Revolving, $461,301 from free cash): Covers ongoing lease payments for vehicles and equipment across waste, fire, Rec & Park, police, DPW, and schools. The 7D school transportation van is the only new first-year lease.

Article 8 – Capital Improvements for Public Buildings ($1,236,958 from free cash): Key items include:

• Abbott Library partial roof replacement: $373,648
• Fire Headquarters bathroom remodel: $168,310
• Glover School cafeteria HVAC (mini-split system): included
• Glover School playground, Performing Arts Center paint and reupholstering
• Mary Alley lower-level renovation for public meeting space and ADA compliance: $150,000
• Police station flooring: $15,000

The town administrator described the Mary Alley project as expanding the lower conference room, adding a multi-use ADA-compliant restroom, and enabling self-sufficient after-hours public meeting access to fulfill the spirit of a prior Article 44 town meeting vote on video and accessibility.

The board approved three contract actions: (1) Change Order No. 1 on the Cliff Street boatyard underground storage tank project with Collins Engineers for $16,650, funded by the Harbors and Waters Board after ARPA funds from the state’s $200,000 allocation were exhausted; (2) Change Order No. 1 extending the Gary Street Playground contract with Crowley Cotrell to December 31, 2025 at no cost; and (3) Award of contract for Gary Playground phase two with Crowley Cotrell for $30,000.

Finance Committee members Tim and the meeting chair presented the water and sewer enterprise budgets following a March 4 liaison meeting with the Water and Sewer Commissioners and Director Amy (Bethany).

Water Department — $6,457,789

• Largest cost driver remains MWRA assessment and debt service on 0% interest MWRA loans
• MWRA final assessment not yet received; numbers subject to revision before town meeting
• MWRA expanded its loan program to include a 25% grant for full service-line replacement (curb to house) when galvanized iron lines are replaced — Marblehead has no lead lines but does have galvanized iron
• Budget carries an anticipated additional ~$1M MWRA 0% loan borrowing pending commission approval and town meeting appropriation
• Health insurance line budgeted at 10% increase; final number from Alicia pending

Sewer Department — $5,619,529

• FY26 is the final year of the 10-year 0% loan for the Salem Harbor pipeline replacement (approximately $1M payment), saving roughly $1M in interest versus a 20-year term
• SESD final assessment received; reflects an unplanned capital project: replacement of the bar rack and another system at Beach Street Pump Station — an SESD asset used solely by Marblehead, causing the sewer budget to rise above the expected ~4% baseline
• EPA administrative order will require approximately $1M/year in in-house pipe lining
• 28 pump stations need replacement at $800K–$2M each; 8 have been replaced
• Force main under the harbor (which previously broke) is under design for full replacement — estimated $15–$30 million project

Budget presentation format Amy reorganized the budget presentation by functional grouping (admin salaries, field salaries, O&M) rather than strict state account-code order, at the commissioners’ request, to make comparisons easier.

Both budgets were approved with the explicit caveat that final MWRA numbers and health insurance figures remain pending and the commissioners have not yet formally re-voted the revised figures.

The superintendent walked through capital improvement requests embedded within or adjacent to the FY26 operating budget:

A feasibility study for an Early Childhood Center — potentially siting pre-K programming at or near the former Eveleth School — was flagged as an important near-term planning item. The superintendent said it could be funded within the current operating budget by reprioritizing some capital items.

The Glover playground (~10 years old) needs resurfacing coordinated with any new equipment installation to avoid cutting into new surfacing.

The town’s capital process asked each department to rank requests; the school district submitted five (one per building/entity).

The superintendent explicitly raised the Marblehead High School roof as a capital need outside the operating budget. Key points:

• The roof (and rooftop HVAC system) is at the end of its service life; there was active leaking during rain on the day of the meeting, with buckets deployed inside.
• The project scope includes the roof membrane, fascia, all rooftop HVAC equipment, and the building envelope.
• The project will require public discussion and a town meeting article (likely May).
• The superintendent declined to detail the cost publicly at this meeting but said the numbers previously reported publicly are accurate.
• This item is separate from the FY26 operating budget and will require a distinct capital appropriation.

Kezer presented a multi-year debt exclusion chart showing obligations through 2044. Key takeaways:

• FY26 net decrease: approximately $1.875M in annual debt service falls off due to maturing bonds, providing direct tax relief.
• Debt authorized but not yet borrowed (including road repairs on bond anticipation notes and school facility work) was acknowledged; the CFO confirmed she uses cash-flow conversations with departments before issuing long-term debt.
• A self-imposed rule limits debt exclusion service to approximately 15% of the levy as a debt capacity ceiling.
• The CIP (Capital Improvement Plan) committee, recently reconstituted by the Select Board, is intended to provide holistic review of capital project requests going forward.
• The town is funding a feasibility/engineering review of Mary Alley’s HVAC and roof; once the report is received, a borrowing request may come to town meeting.

Assistant Superintendent of Finance Mike Piffling presented an update on the Marblehead High School roof project:

Background:

• The original $5.36 million bond (approved at town meeting) was intended for re-roofing—applying a new rubber surface.
• The roof material used in the 2001 construction has been known nationally to fail prematurely; Marblehead received shorter-than-expected life from it.
• When the owner’s project manager (Left Field) was contracted and designer (Rayman Designs) was selected and got on the roof, they found the majority of HVAC units were at end of life and use a refrigerant no longer manufactured.

Options considered:

• Option A: Replace HVAC units with new equipment using current refrigerant (recommended)
• Option B: Remove old units, put down new roof surface, reinstall old units charged with recovered refrigerant — estimated 2–3 years of remaining life, plus $2.5M additional cost from a second mobilization

Recommendation: Proceed with full project including new HVAC, seeking an additional $8.6 million debt exclusion at town meeting. Total project would be approximately $14 million. Earliest construction completion: May 2026 (HVAC units). No work on the Fieldhouse/gym roof section until after graduation, as it is the backup indoor graduation venue.

Timeline: Design specifications over the next 3–4 months, then bid, award, order equipment, target delivery May 2026.

On the original cost estimate: The $3 million initial estimate was provided by Left Field as a favor while they were working on the Brown School project; they used square footage pricing without conducting a site inspection. No feasibility study was commissioned before the bond was brought to town meeting. The committee acknowledged this as a process lesson—future large projects should include a funded feasibility study.

Member Alison Taylor called for a clear public explanation of the scope change (not a cost overrun on the original scope, but an expanded scope due to discovered HVAC needs) and a community-facing timeline document. The HVAC portion ($8.6M) was never part of the original bond.

The facilities director reported on capital priorities submitted to the town-wide capital planning meeting the previous day, ranked as follows:

Additional smaller items discussed included: Fieldhouse fire alarm beam-detection system (causes false alarms during athletics/maintenance); Veterans gymnasium floors (need full sand and refinish, not just polish); and VFD (variable frequency drive) replacements at the Veterans school.

The subcommittee chair noted the Veterans auditorium (PACC) is a town-wide gathering space used for town meeting and suggested a portion of its renovation costs should be considered under town capital rather than school capital alone.

The facilities director (Mike) outlined the financial and logistical situation for the Marblehead High School roof and HVAC project:

Funding gap: Approximately $8.6 million is needed beyond funds already allocated for the roof. The vast majority of that shortfall is attributable to rooftop HVAC units that were not part of the original bond (which covered the roof and a boiler replacement). The HVAC need was discovered only after contractors assessed the roof.

Brown School closeout offset: When MSBA closes out the Brown School project — expected by May 2026 — approximately $1.6 million in unspent Brown funds could be reallocated by town meeting to the high school, effectively reducing the net debt exclusion to roughly $7 million.

Timing: The MSBA is approximately two years behind on project closeouts, so the Brown closeout will not be complete before this year’s town meeting. The recommendation is therefore to place a debt exclusion warrant article for the full $8.61 million at this year’s town meeting, with the expectation that the amount borrowed will be reduced to about $7 million once the Brown funds are reallocated at May 2026 town meeting.

Why not do them separately? Doing the roof this summer and the HVAC later was estimated to cost about $2.5 million more. Going on and off the roof twice in one year would also void the new roof warranty. The earliest HVAC units could be on site if ordered today is December — which conflicts with peak Fieldhouse use (basketball season). The full design, bid, and procurement process for the custom units is roughly a six-week process before even ordering, with delivery lead times extending to December.

Professional recommendation: Facilities director recommends the $8.61 million debt exclusion, with design work beginning now (pre-town meeting) so the project can be ready to bid immediately after funds are appropriated. Construction would target summer 2026, starting after graduation (the Fieldhouse serves as a graduation weather backup).

Subcommittee response: Both members agreed with the recommendation and indicated they would bring it forward to the full School Committee the following evening.

The board interviewed four candidates for three seats on the reconstituted Capital Planning Committee (terms to June 2026):

William Anderson arrived late and was interviewed last. The deciding vote for seat 3 went 3-to-1 for Anderson; one board member voted for Manchi, citing the committee’s composition and desire to round out the board’s skills. The chair noted Manchi’s name would be kept on file for future vacancies.

All three appointees must be sworn in at the town clerk’s office during regular business hours.

The facilities subcommittee noted that Policy FCB requires a comprehensive closing study before a building is formally retired from service. Because Coffin School no longer houses students (they were moved to Brown School), many checklist items will be marked not applicable, but the document still needs to be created.

The chair stated she would have the closing study ready in time for a January vote, prior to the warrant closing. A vote was not taken at this meeting. The committee anticipates recommending that the town place a warrant article declaring Coffin School surplus, which would begin the process of transferring the property. Members noted they have used warrant placeholder articles in prior years and may do so again for this item.

The school committee’s capital-project subcommittee convened a special session with its Owner’s Project Manager (Leftfield, brought on May 2024) and designer (Raymond Design Associates, contracted shortly after) to review the Marblehead High School roof feasibility study.

Background on the appropriation In 2022, town meeting approved $5.36 million for the roof replacement, broken down as:

• $845,000 — designer, OPM, and miscellaneous costs
• $4.2 million — construction
• $236,000 — contingencies

Of the soft-cost budget, $420,000 is committed to Leftfield’s contract and $425,000 to RDA’s contract.

Existing conditions An infrared moisture scan revealed significant wet insulation across roof areas A and B, with active leaks (resulting from a December 2024 storm) still being repaired. A mechanical engineering firm (GGD Engineering) assessed all 77 rooftop units — 43 exhaust fans, 20 compact condensing units, 8 large RTUs, 5 heat-recovery ventilators, and 1 makeup-air unit — and concluded:

In summary, all of the existing HVAC rooftop is either at or in its expected useful service life and should be considered for replacement as part of the upcoming roof project.

Options studied

Consultants noted that doing roof and HVAC in one project avoids approximately $2.5 million in duplicated general conditions, hoisting, rigging, and repair costs, and prevents premature voiding of roofing warranties.

MSBA reimbursement context The district applied to the Massachusetts School Building Authority accelerated repair program in early 2023 but was denied because the roof did not meet the MSBA’s minimum age requirement (typically 25–30 years). The assistant superintendent noted that MSBA announced it will accept accelerated repair applications only every other year beginning after 2025 (next window: January 2027), meaning even a successful application would not yield a completed roof until approximately 2028. Marblehead’s estimated MSBA reimbursement rate would be approximately 30–40%, but HVAC equipment would not be eligible for any reimbursement.

Brown School bond funds Town finance staff indicated there is approximately $1.6 million not yet borrowed on the Brown School project bond that could potentially be repurposed, though details were deferred to a future meeting.

Original estimate clarification The chair clarified that the 2022 town-meeting estimate was a per-square-foot desktop calculation, not based on a physical roof inspection, which explains why HVAC replacement scope was not included in the original appropriation. The subcommittee plans to present the full findings to the school committee on Thursday.

Finance Director Benjamin presented a debt service schedule through 2044 (extended to 2056 with new authorizations). Outstanding authorized-but-unissued borrowings include approximately $9.98M for roads and sidewalks, $1.62M for Brown School MSBA closeout (worst case), $7.4M for school roof/HVAC, $480K for Mary Alley roof, $131K for Franklin Street Fire Station, and smaller items. She noted a short-term bond anticipation note was issued in May at $2.3M and plans to issue another short-term BAN to capture anticipated further rate cuts before locking in long-term rates. If all authorized amounts are issued, estimated debt service would peak around $10.3–10.4M, still below the current level of approximately $11M.

The committee approved a design services contract with Raymond Design Associates (RDA) for the Marblehead High School roof replacement project, covering basic services of $400,000 plus reimbursable allowances of $10,000 (moisture scan) and $15,000 (HVAC review of existing rooftop units). RDA and the project’s owner’s project manager Left Field had previously worked together on the Brown School project. The select board had also reviewed and approved the contract. The vote was 5–0.

The facilities subcommittee noted that rooftop HVAC units are at end of life and could require replacement within six months to three years; replacing them separately after a new roof membrane is installed would void the roof warranty. The question of whether to include HVAC replacement in the project scope — and how to fund it — was identified as a pending decision requiring further analysis and possible debt exclusion or override funding.

School Department Finance Director Mike Ping explained that a prior town meeting warrant article (Article 11, FY23) authorized bonding for the Marblehead High School roof and two rooftop HVAC units on the field house. An OPM (Left Field) was already engaged; an RFP then selected Raymond Design Associates (RDA) to provide designer services.

The contract, reviewed by town counsel, is not to exceed $425,000 and is funded from the previously authorized bond.

Key points:

• The designer will conduct thermal imaging, cost estimating, and develop design scenarios including: roof only; roof with existing two HVAC units; roof with all rooftop HVAC units; and roof with added insulation.
• The roof is currently being patched but continues to develop new leaks, impacting classrooms.
• Due to administrative turnover and procurement timelines, staff do not expect construction to begin in summer 2025; the target is summer 2026, potentially with preparatory work during April 2026 vacation.
• The contractor noted salt air exposure on three sides accelerates equipment degradation.

The board approved the contract and authorized the chair to sign.

The Select Board formally solicited letters of interest for three at-large resident volunteer positions on the Capital Planning Committee, which was reorganized at the prior year’s Town Meeting. The submission deadline was set for December 5, 2024, with interviews tentatively planned for the December 11 Select Board meeting. Interested residents may submit letters and resumes to the Select Board at Abbott Hall or email wiley.k@marblehead.org. The board also adjusted its fall meeting schedule, canceling the November 27 meeting and holding December meetings on the 4th and 18th.

The transfer station project is being re-bid. Winter Street Architects submitted a change order for consulting fees associated with redrafting documents and preparing a new bid package. The director presented the amount as not-to-exceed $41,575, noting the consultants and director would review line items to reduce costs where possible. The prior design contract totaled slightly over $200,000; the bidding portion had not been separately itemized in that agreement.

Motion: Approve architect consulting fees up to $41,575 (not to exceed) for transfer station re-bid documents. Vote: Unanimous in favor.

Chris Musette and Antonio Martini of Hinkley Allen presented a client engagement letter for bond counsel services. The firm’s fixed-fee structure provides cost predictability, with fees payable from bond or note proceeds. Staff analysis showed Hinkley Allen’s fees would have been approximately $38,000 less than the town’s actual payments over five prior issuances — an average savings of about 20%. On the most recent May note issuance, their fee would have been approximately 60% lower.

The town’s existing financial advisor, Hilltop Securities, would remain in place. The engagement is terminable at will. The board unanimously approved authorizing the chair to sign the engagement letter.

The board approved several contracts:

Fiber Optic Municipal Network — $420,662.90 (Boxware Mass) A fiber optic loop will connect all municipal buildings and major intersections throughout town. The loop design provides redundancy — if any one segment is cut, internet connectivity continues via alternate paths. The project is funded by ARPA (board previously authorized up to $500,000). Installation is on existing poles; no trenching required. This is not considered prevailing wage work.

Tyler/Munis Contract Amendment No. 2 — not to exceed $65,241 After a prior decision to use Harper’s payroll software instead of Munis, a coordination meeting with school administrators led to a reversal. Munis payroll will be used by both the town and schools (schools using the HR module). The annual cost difference is approximately a wash (~$20,000–$21,000/year). Former school finance director Mary Deli was retained specifically to assist with migration.

Fire Dept Ford F-150 Lease — $64,269.40 (Republic First National) Lease-to-own truck for fire department training, funded through Town Meeting Article 7.

CZM Harbor Resiliency Grant — $673,428 total (retroactive authorization) The state awarded an additional $150,000+ to cover a project deficit on the Commercial Street harbor resiliency project (seawall raising, accessible waterfront path). The town administrator signed the grant contract before fiscal year-end to preserve funding; the board ratified the action.

Woodward & Curran MS4 Engineering — $180,000 Professional engineering services for MS4 permit years 5–7, including illicit discharge detection and community outreach. Funded through drain construction articles.

Catch Basin Cleaning Change Order — +$9,000 (Roadway Maintenance Services) Rate increase of $4/ton for catch basin material hauling and waste removal.

Mass Trails Program Grant — $60,000 grant / $15,000 town match Improvements to the 650-foot rail trail segment between Smith Street and Pleasant Street crossings.

The committee discussed and approved a contract for owners project manager (OPM) services awarded to Leftfield of Boston, Massachusetts, for an amount not to exceed $420,000. A board member who had served on the Brown School building committee spoke favorably about Leftfield’s past performance, noting the project came in ahead of schedule and under budget, and expressed confidence that Leftfield’s familiarity with Marblehead’s permitting process would benefit the new project. The motion was made by Jen Chatner, seconded by Brian Oda, and passed 5-0 (Alison Taylor, Al Williams, Brian Oda, Jen Chatner, and Sarah Fox all in favor).

Mary Ju presented the award of an owner’s project manager (OPM) contract to Left Field for the Marblehead High School roof replacement project, at a not-to-exceed price of $420,000.

Key points:

• The $5.2 million in capital funding was previously appropriated by town meeting
• At roughly 10% of construction cost, the OPM fee is within normal range for a project of this size
• The OPM will now procure an engineer/designer and then a construction contractor, with the goal of completing all work over the summer
• Work could begin before the end of the school year to ensure summer completion
• Mary Ju noted the committee’s general practice of bringing contracts over $250,000 for approval, though no formal policy exists; she indicated this should be formalized

The committee also discussed the question of school committee vs. town-side approval authority, with Mary Ju confirming the school committee is the owner of the building for procurement purposes.

Vote: 5 to 0.

A change order was approved to the existing Rafael Construction contract for the Abbott Hall brick rentals project, increasing the contract by $20,300 and extending the timeline by seven days. The additional scope covers repointing and securing the building’s stairways and railings, identified as necessary during ongoing drainage and walkway work.

The board awarded a $77,700 contract to George Carnes and Sons of Windham, NH for shipyard public access improvements at Hammond Park and the Commercial Street dock area. The work, funded by a Coastal Zone Management (CZM) grant, must be completed by June 30th. It includes stone chipping to improve waterfront access and will connect to the pocket park and Hammond Park. Residents near the site were cautioned about noise during the work period.

The board awarded a $133,000 contract to Homer Contracting Inc. of Arlington, MA for rehabilitation of the Franklin Street Fire Station’s historic windows. The original windows will be removed, sent to a specialized Boston-area restoration shop for six to eight weeks, and reinstalled with storm windows. The project maintains the building’s historic character; replacing with modern windows would jeopardize historic status. North and south elevations are addressed first, with east and west to follow. Funding is from capital appropriations.

The board approved three capital project contracts:

The Red’s Pond contract covers design, bid documents, and estimated construction costs for rehabilitation of the pond wall, walkway, and water quality improvements. The rail trail contracts cover final design/engineering and preliminary design/permitting respectively.

The Town Administrator presented a request to use ARPA funds to hire a consultant to develop a town-wide pedestrian and bike plan. The plan is intended to guide capital investment, identify safe on-street and off-street cycling routes, and connect to other transportation modes, consistent with the town’s Complete Streets program. The project was estimated at $150,000 but came in at $79,763. The board voted unanimously to authorize the expenditure.

The committee voted 5–0 to accept a donation of $680,698 from the Marblehead All Sports Boosters for the Piper Field turf replacement and site improvements. Superintendent McGinnis noted the broader Fund the Field campaign raised more than $800,000 from hundreds of community donors. The chair credited campaign leaders Muffy Pickett and Victoria Dosh.

The board approved a letter of support for the town’s FY25 congressionally designated spending application for reconstruction of Parker’s Boatyard, part of a broader harbor resiliency project. The request is for $2 million and will be submitted to both US senators and the congressman. Sustainability coordinator Logan Casey was noted as having done significant preparatory work on the application.

Articles 27 and 28 (supplemental appropriations for town and schools) were not brought forward and were recommended for indefinite postponement unanimously.

Article 29 (debt exclusion premium): A new article formalizing the practice of applying debt exclusion premiums and excess MSBA reimbursements to reduce the debt exclusion levy. Once adopted, this will not need to return to Town Meeting annually.

Article 30 (capital transfers, $353,876.54): A new practice of sweeping unspent balances from completed capital projects going back three years and reallocating them to current-year needs. Projects funded include:

• Community center boiler: $42,000
• Fire headquarters painting/repairs: $12,750
• DPW electric panel upgrade: $80,000
• Cemetery improvements: $25,000 (returned to cemetery trust fund)
• Mary Alley building fire alarm: $26,000
• Police station stairwell treads/flooring: ~$5,557
• DPW road/sidewalk/garage improvements: ~$142,569
• Police department crosswalk beacons: $20,000

The CFO noted this is the first time this process has been done, capturing several years of residual balances; going forward it will be a rolling annual review.

Article 11A (water department construction, $2.6 million from water retained earnings): The larger amount compared to prior year reflects catching up after prior years when audited figures were unavailable at town meeting time. Projects include cleaning and lining of water pipes across approximately 100 miles of water infrastructure.

Article 11B (sewer department construction, $2.85 million from sewer retained earnings): Similar dynamic applies. Funds must cover EPA administrative order requirements for infiltration/inflow work (at least $1 million annually), plus pump station upgrades. The town has 28 pump stations, many with 1960s-era electrical systems.

Article 11C (water/sewer claims): No dollar amount; gives the Select Board authority to resolve legal claims related to water and sewer. Recommended unanimously.

Article 5 authorized revolving fund spending up to $3,983,301 for FY25, up slightly from $3,949,344 the prior year.

Articles 6, 7, and 8 together totaled approximately $1 million in capital spending, all funded from certified free cash:

Building improvements (Article 8) included Village School fire panel upgrade, Glover HVAC replacement, Veterans building structural support beam, and various town building entry/exit security improvements. The CFO noted this year’s capital list is significantly shorter than prior years due to budget constraints but reflects highest-priority needs. Article 7 lease purchases included $26,079 from the Waste Revolving Fund for a John Deere wheel loader lease.

The FY25 debt service budget of $11,058,075 was approved. Existing voter-approved debt exclusions are matched on the revenue side so expenses and revenues wash. The CFO noted that a $1 million bond anticipation note for the library will be issued in May, adding approximately $65,000 in interest charges to the budget. School-related bond interest is declining as older debt matures.

Fox and Taylor, co-chairs of the facilities subcommittee, described a facility strategic plan developed three years ago with an outside firm recommending $1–$2 million in annual capital improvements. In practice, the district receives approximately $200,000–$300,000 per year from town capital articles—roughly 10% of need.

Regarding reported mold at the high school, Fox said industrial hygienists are being brought in for additional testing. A complete roof replacement has been approved at town meeting and is currently in the public bid process; the process is lengthy because the project exceeds $1 million and requires an Owner’s Project Manager (OPM).

The subcommittee includes the superintendent, assistant superintendent for finance and operations, the director of facilities, a community representative, and periodic subject-matter guests such as members of Sustainable Marblehead. Community members with relevant expertise were invited to contact the committee.

The Sewer Department enterprise budget of $5,394,543 was approved unanimously. Key discussion points:

Staffing: An unfilled pipe-fitter/diesel mechanic position (vacant due to non-competitive pay) will be addressed by retraining an existing heavy equipment operator through a diesel mechanics certificate program. Two internal candidates were identified; the position is budgeted for only six months in FY25 during training.

Expense increases: Electrical power costs rose approximately 10% as newer pump stations use electric heat and variable-frequency-drive pumps. Fuel costs were stable year over year. The department has always self-funded fuel, avoiding the budget adjustment required of other town departments this year.

South Essex Sewer District (SESD): Marblehead has been a member since 1978. SESD is developing a 20-year capital plan to meet higher EPA standards on an aging treatment plant. The district carries a double-A bond rating and has established stabilization funds. Charges to member towns are projected to decrease slightly next year but then increase approximately 6% in the following year as excluded debt service retires and new non-excluded debt service begins. The sewer enterprise fund cannot carry a reserve against these increases.

Coordination with National Grid: Water and Sewer has entered an administrative agreement with the Highway Department, allowing the superintendent to coordinate directly with National Grid on street reconstruction sequencing. Gas main replacement on Humphrey Street was not on National Grid’s original schedule but was accelerated because water main work made continued deferral impractical.

The committee adjourned at 8:42 PM with no public comment.

Water/Sewer Superintendent Amy presented the Water Department enterprise budget. The department is fully self-funded through water rates and is not supported by property taxes.

Salary side: Staffing levels have remained consistent for approximately 14 years. Added positions in recent years include a GIS field technician (to meet EPA/DEP lead-and-copper rule requirements requiring a public-facing service-line inventory by October) and part-time dig-safe clerks handling more than 3,000 annual marks. A new retirement incentive line is being carried as a contingency given the impossibility of maintaining a formal reserve fund as an enterprise department.

Expense side highlights:

• A new $60,000 emergency allocation line was added to the operating budget for unforeseen water main breaks; it is expected to roll into retained earnings if unused.
• $92,000 in other equipment was shifted from retained earnings into the operating budget for aging infrastructure.
• MWRA water usage charges are estimated at approximately $304,000 (below an earlier projection of 4% increase; first MWRA preliminary budget suggests approximately 3.9% overall increase).
• A 0% interest SRF loan for the Esco Street and Humphrey Street water main projects totals approximately $5.26 million ($2.2M + $3.059M), with annual repayment of approximately $525,940 over 10 years.

Retained earnings: Higher than expected due to delayed audited financials in FY23 and FY24 that forced conservative construction articles. This year’s construction article will be substantially larger than prior years to deploy those accumulated retained earnings on upcoming capital projects.

The board approved three ARPA fund allocations totaling $208,100:

1. Gary School Playground and Park Improvements – $100,000: Supplements a $10,000 donation from the developer and neighborhood fundraising. Funds a consultant-led visioning process and construction toward park/playground improvements on town-retained land from the former Gary School redevelopment.

2. School Professional Development – $63,100: Funds year two of the Wit and Wisdom literacy program (grades K–6) in Marblehead public schools, following a prior ARPA-funded phase one.

3. Hobbs House Window Replacement – $45,000: The town-owned building is leased to Marblehead Counseling Center. A previously approved interior renovation was paused after roof leaks; following roof repairs using capital funds, this allocation addresses window replacement to improve energy efficiency and building integrity.

Approval of these items leaves an unallocated ARPA balance of approximately $576,903. The internal goal is to commit all funds by June 30, ahead of the December 31 statutory deadline.

The superintendent presented four priority capital items:

She noted the Glover units are only about 10 years old but were installed undersized with incorrect freon piping slope, destroying compressors; a temporary repair was made after six classrooms lost heat. The Village fire panel is at end-of-life and a failure would require a fire watch. The superintendent said she does not expect full town capital funding and plans to supplement with approximately $250,000 in remaining ESSER funds, building rental revolving funds, and foreign tuition student funds. A committee member raised the possibility that $1.4 million in remaining bond authorization from the school building project might be reallocated through Town Meeting; the superintendent said she had heard approximately $300,000 might be available town-side and suggested making inquiries. Cumulative deferred maintenance was described as approximately $1.5–2 million annually for multiple years.

The town administrator walked through both standard annual articles (pay schedules, revolving funds, capital categories) and four new proposed articles:

1. Community Development and Planning Department — to reorganize roles following the retirement of planning director Becky Kern.
2. Appointment of Board of Assessors / Assessor to CFO — would shift from an elected to an appointed board and bring the assessor’s department under the finance department, consistent with DOR best practice. The assessor’s office currently controls approximately $81M of the town’s roughly $107M in assessed value yet operates independently.
3. Capital Planning Committee bylaw amendment — would restructure the currently dormant committee to include three resident appointees (three-year terms) plus professional staff: town administrator, CFO, school superintendent, DPW director, and finance committee chair. The goal is a formal five- and ten-year capital planning process.

Board members noted that Mary Alley Building is in deteriorating condition and that deferred capital maintenance is becoming urgent. A discussion of the Smart Growth overlay districts (Village Plaza/Millers Plaza) under MBTA Communities was flagged as a topic to revisit with Becky Kern at a future meeting.

The committee voted on five annual town meeting warrant articles ahead of the warrant closing deadline:

1. SPED revolving fund reauthorization (MGL Ch. 44 §53E½) — $500,000 cap; projected revenues $250,000–$300,000. Approved 3–0.
2. Transportation revolving fund reauthorization — $25,000 cap; projected revenues $10,000–$12,000. Approved 3–0.
3. School building capital needs (placeholder) — Could address items such as artificial turf replacement pending booster fundraising update at February meeting. Approved 3–0.
4. School department capital needs (placeholder) — Could address IT hardware replacement cycle estimated at ~$400,000 annually. Approved 3–0.
5. School department supplemental appropriation (potential operating override placeholder) — One member abstained stating she lacked sufficient budget information to support it; approved 2–0 with 1 abstention. A quorum question was noted.

Committee members noted the warrant closes before the full budget picture is known, making placeholder articles a practical necessity.

Two additional contracts were approved:

1. Collins Engineering (Coastal Resilience Municipal Land Project): Contract amended to increase the amount by $38,060, funded by reallocating savings from components no longer required within the existing grant.
2. Bluebird School Bus Lease (Huntington Public Capital Corporation): One 2023 Bluebird large bus with equipment cost of $144,089, paid in five annual installments of $32,206 for a total of $161,034. Because this constitutes a borrowing obligation, the Select Board was required to approve it on behalf of the town.

Three contract actions were approved:

1. Historic Properties Survey — $40,000 contract awarded to consultant John Clemson, funded through Mass Historic Commission funds and a matching grant, to conduct a historic property survey of the Preston Beach and Clifton neighborhood. Clemson was approved by the Mass Historic Commission for this type of work.

2. Old Coast Building change order — Contract with Tom’s Painting and Contracting Services increased by $2,554.54 for additional repairs and materials (rotted wood removal) discovered during the painting project.

3. Hobbs Garage change order — Same contractor; contract increased by $6,927.13 for similar additional repairs. Both change orders close out those contracts.

The facilities subcommittee reported several active issues:

• Veterans School: A structural issue in the D-wing was discovered; structural engineers and the building department have assessed it. Chief Gilland confirmed safety and emergency egress. Affected classrooms were relocated without educational disruption.
• Brown School roof: The roof has been actively leaking for approximately one year despite repeated reported remediation. The OPM’s contract has expired but was active when leaking began. Administrators are engaging the OPM, general contractor, and an independent roofing contractor. A warranty is in place.
• Security cameras: Updated district-wide; approximately 95% complete.
• Composting: Issues with inconsistent pickup by Black Earth are causing nuisance rodent problems; administrators are exploring an alternative composting vendor to support expansion to all schools.
• Solar PV: The Light Department has requested a joint meeting with the School Committee to negotiate an MOU before going to bid on rooftop solar installations. The meeting may occur in executive session due to rate-setting implications under Massachusetts General Law. Installation is contingent on roof repairs at the high school and Veterans D-wing.
• Coffin School demolition: Acting Superintendent Cresta noted that surplus bond funds from the Brown/Gary School project may be repurposable for Coffin School demolition, subject to town meeting reauthorization. Town Finance Director Alicia Benjamin indicated she views this as a straightforward process.

The board approved two contracts:

1. Franklin Street Firehouse window restoration — Foster Architects, $24,200. This covers design development for window refurbishment; full bridge/structural replacement previously proposed during an override discussion was not part of this scope.

2. DPW and police station roof replacement — Corolla Roof of Winthrop, MA, $1,243,689, funded under Article 11 from the prior town meeting. Both roofs were bid together with one contractor. A salt shed project from the same article has not yet proceeded, as fuel station replacement took priority.

Committee member Taylor said she has been a longstanding advocate for ARPA funds going to the school system. She reviewed documents showing the schools were allocated approximately $652,613 — a gap of about $413,000 from what she understood was requested. Select Board Chair Aaron Noonan had disclosed in an email that afternoon that the schools had received $1.07 million total.

Interim Superintendent Cresta explained two sources of the discrepancy:

1. Capital asks — At the last town meeting, amounts presented to town meeting were understated by about $200,000 due to a clerical/sorting error; the town made the schools whole by adding approximately $200,000.
2. Financial software — The town is planning to replace its financial software (dating to 2008) and is attributing a portion of the cost (approximately $200,000) as a school expense, based on a usage percentage.

Taylor argued that if money is labeled as school money she should be able to direct it toward student needs rather than town-wide administrative systems. The committee agreed to schedule a meeting with the town administrator and Cresta before the next school committee meeting to get full details, and to bring a draft memo to the select board urging greater transparency in ARPA allocations.

Chart of Accounts Consultant — $65,000 ARPA

The Town Administrator explained the town is in the process of migrating from a legacy financial software system to a new platform (RFP in progress). Before migration, a consultant or CPA firm will be hired to redesign the chart of accounts — all revenue and expenditure line items — to clean up an overly complex legacy structure and enable better zero-based budgeting. The project is joint with the schools and expected to take a few months.

Red’s Pond Improvements — $100,000 ARPA

The $100,000 allocation (supplemented by a $25,000 state budget earmark secured by State Rep. Jenny Armini) will fund engineering design, all required permitting, pre-construction work such as test pits, and interim maintenance of the walkway. The current stone-dust surface replaced pavement that was undermining due to water infiltration through a deteriorating stone wall. The allocation is intended to produce a shovel-ready project; construction itself would require a future capital appropriation. Any unused ARPA funds would be returned to the ARPA balance.

ARPA Balance after approvals:

• Total ARPA funds available: $6,144,030
• Previously approved: $5,175,445
• Remaining after tonight: approximately $803,585

The board unanimously approved three ARPA-funded projects totaling $2,390,003 out of $6,144,030 in total ARPA funds available to Marblehead.

Rail Trail Lead Mills Bridge Construction: A section of the rail trail near the Salem line will be improved, including replacement of two inaccessible bridges. Design was completed under a $100,000 DCR grant with Salem as a participating community. The surface will be decomposed granite. Town Administrator noted the project could serve as a prototype for the broader rail trail appearance.

School-Town Financial Software Upgrade: The current financial system (Soft/Springbrook) is obsolete and no longer supported. The $463,803 represents a one-time migration cost to a cloud-based ERP system. The ongoing annual cost (approximately $200,000 for the town plus $200,000 for the schools) would not be covered by ARPA. Finance Director Alicia Benjamin noted the upgrade would streamline operations across town and enterprise funds and enable resident online payment access.

Municipal Fiber Loop: The existing daisy-chain fiber system is aging glass fiber that is prone to breaks. A critical vulnerability was identified when the library renovation required moving fiber boxes that connect to police dispatch. The new looped system will use 144-strand fiber, provide redundancy, and extend past pump stations and major intersections. The neck area was excluded from this phase due to cost. Preliminary pricing came in at approximately $480,000–$490,000; $500,000 was requested to allow for bidding.

Following the vote, $2,709,310 had previously been approved and the three new projects total $2,390,003, leaving a remaining ARPA balance of approximately $968,585.

The board approved three contracts:

1. Stormwater catch basins: Option year two of the contract with Roadway Maintenance Services Inc., January 1–December 31, 2023, not to exceed $175,500. This contract supports MS4 stormwater compliance.
2. Railroad crossing: Change order number two with Richard D’Ambrosia Inc. for the Marblehead Crossing Improvement Project, not to exceed $44,569.17, closing out the contract with credits and adjustments.
3. Police station lockers: Contract awarded to Donegan Systems Inc. of Northborough for $42,482.98, funded under Article 11 of fiscal year 2023. One board member recused from this vote citing consultation with the State Ethics Commission.

Six contracts were approved unanimously:

A school representative explained that the Veterans Middle School roof project had been accepted into the MSBA Accelerated Repair Program, but the 18-month timeline and associated escalation costs would exceed any reimbursement received. The reimbursement rate for roofs under the accelerated repair program is substantially lower than for full building projects. The board unanimously voted to notify MSBA that Marblehead no longer wishes to participate, and authorized the Select Board chair to sign the required documentation.

Article 15 – Water Department Construction ($400,000 from water retained earnings): The Water Commission requested the number remain a placeholder until the board could vote; the Finance Committee voted the $400,000 figure with the understanding it could be revisited. Voted unanimously.

Article 16 – Sewer Department Construction ($400,000 from sewer retained earnings): Standard annual article. Voted unanimously.

Article 17 – MWRA Local Financial Assistance Program ($400,000 borrowing authorization): An interest-free 10-year loan authorization through the MWRA program. The town only draws on it if needed; principal is repaid through water and sewer enterprise fund rates. Voted unanimously.

Article 9 – Purchase of Equipment ($388,488, all from taxation): Items include fire engine refurbishment, station alerting system, a Ford Escape for Recreation & Parks, the town’s first electric lawn mower, Community Center boiler replacement, radio replacements for police, Veterans School exterior lighting, and gym padding. Voted unanimously.

Article 10 – Lease-Purchase ($467,553): Existing lease carry-forwards plus new leases for an aerial bucket truck (DPW), a large school bus, two Ford hybrid police interceptors, and a backhoe. Funded $441,474 from taxation and $26,079 from the waste revolving fund. Voted unanimously.

Article 11 – Capital Improvements to Public Buildings ($302,036): Nine items including cemetery garage lighting (funded $14,585 from cemetery trust), fire headquarters cellar door and overhead doors, DPW storage yard expansion, highway office and electrical panel upgrades, towerway garage floor reinforcement, Mary Alley building floor repairs (partially offset by insurance proceeds from a break-in), high school main entry door replacement, and Village/Glover playground resurfacing. Voted unanimously.

Article 12 – School Capital Needs: Indefinitely postponed — no request at this time. Voted unanimously.

The board awarded a $28,000 contract for architectural services to Derby Square Architects of Salem, Massachusetts, for design and specification work on roof replacement projects at the DPW garage and the police station. These projects are part of the $12 million infrastructure package approved by voters in the prior year’s debt exclusion override. The architectural contract is the first step before competitive bidding for construction.

The Village Street bridge was identified as structurally obsolete, carrying significant weight-limit concerns for fire trucks, trash trucks, and recycling vehicles. The town obtained a project number from MassDOT to enter the Transportation Improvement Program (TIP) process. Under TIP, the town pays for design and permitting locally; the state funds the actual bridge replacement.

The board approved a contract with Greenman-Pedersen Inc. (GPI) not to exceed $397,290.42 for engineering services covering design and permitting. The overall replacement project was described as in the $2.5–3 million range.

A committee member raised the issue of facilities capital requests, noting that the district submitted 17 capital priorities. The town’s capital request portal just opened (typically opens in December). A capital committee meeting is scheduled for the following Tuesday. Committee members expressed frustration that the district is criticized for not maintaining buildings while being unable to secure adequate capital funding, citing a past deferred maintenance assessment whose recommendations cannot be fully funded.

The committee reviewed a list of school-owned properties, most of which are adjacent to or access-critical for school buildings (e.g., driveways at Village School). A few parcels — including Feet Street and Gary — appear to still be listed as school-owned by the assessor despite prior transfers to the town.

The Coffin School was flagged as a significant liability: not ADA-compliant, containing asbestos, and in poor condition. The committee asked administration to obtain a cost estimate to demolish the building. Members noted the town has previously declined to enter into any agreement to return proceeds of property dispositions to the school district.

The facilities subcommittee had previously asked the superintendent to develop programming lists for potential uses including an 18–22-year-old transition program, central administration relocation (currently at Witcher Road on the town’s goodwill), and an early childhood center to address preschool waitlists. All property disposition discussions were deferred until after the FY24 budget cycle.

Keyser listed as a recent success the bond sale for the debt-exclusion-approved road, sidewalk, and building improvement projects. The town sold bonds for approximately half the approved amount to fund near-term projects, with the remainder to be bonded in the future as projects mature. The town’s bond rating remains Triple-A.

Town Administrator Keyes briefed the board on plans to replace the 1939 Village Street Bridge, which has a weight limit well below that of town fire trucks and has been flagged as a public safety concern. The proposed approach is to replace the bridge with a preformed cement tunnel structure, modeled on a similar project in Amesbury, which is more cost-effective and lower maintenance.

Marblehead has already obtained a project number from MassDOT. The next step is a contract with engineering firm GPI for 25% design work, estimated at slightly under $400,000, funded by existing Chapter 90 road funds. The design phase is targeted for completion by September 2024, after which the project would pursue inclusion on the Boston Region MPO Transportation Improvement Program (TIP) for state and federal funding. The contract is expected to come before the board at a subsequent meeting.

The committee noted that the town has not yet closed its FY2022 books (normally completed in October), so certified free cash is unknown and a capital request target number cannot be set. The school’s facility strategic plan is not currently posted on the website and staff was asked to upload it.

Items discussed for potential capital requests include:

• Turf field replacement (estimated approximately $650,000; boosters are fundraising but not expected to cover the full amount).
• Eveleth School roof (cost not confirmed; a capital needs assessment figure exists but construction costs have fluctuated significantly).

The committee confirmed a warrant article placeholder will be submitted by the following week covering both a Prop 2½ request and possibly a debt exclusion, as some prior capital items were pushed to a debt exclusion format at community request. The town cannot make capital recommendations until certified free cash is known.

Facilities Director Todd provided a routine update covering:

• Ongoing roof leaks at the high school and Veterans School, with a contracted roofer making repairs and MSBA involvement planned for the high school’s D-wing roof.
• An HVAC controls contractor arriving Tuesday to upgrade four of five school buildings (Brown School operates independently).
• A fire alarm system replacement at the high school expected within four to six weeks, projected to provide another 20 years of service.
• A fallen cement board piece at the Veterans School stairwell area; a mason has been contacted for repair.
• A railing at Veterans School damaged by a plow, requiring deeper anchor work.
• Generator capacity: generators at most schools are emergency-only units that can run boilers and pumps but cannot power full lighting or smart panels. Only the Brown School generator was purpose-built to sustain the full building. Rolling blackouts would require school-by-school closures except at Brown.
• A nearly complete project running 550 feet of cable from the high school server room to the main power room, with battery backup, to keep technology seamless during outages.

The committee discussed the high school roof replacement timeline. Staff estimated roughly 18 months at best before replacement could begin, given the need to hire an Owner’s Project Manager (OPM) via RFP, then an architect, then order roofing materials (approximately one year lead time). The roof will be stripped to the metal decking with five-inch insulation added, and the project would be done in phases over multiple summers. A prior public commitment to make the roof solar-panel-ready was noted.

The board was convened on short notice to act before the Complete Streets grant deadline of December 30, 2022. The original contract with Richard F. D’Ambrosia Inc. of Weymouth came in at approximately $368,000 against a grant of $393,000. A contract amendment of $52,593.50 was required for three items:

• An unforeseen underground duct that necessitated rerouting drainage
• Rapid flashing beacons purchased by the contractor to expedite delivery
• Modifications to concrete median islands (originally a deduct alternate)

Of the amendment total, $25,048 is covered by the Complete Streets grant and the remainder by the town drainage account. The contract was also extended through December 30, 2022; the contractor anticipated completing the work the following day. Affected locations include Smith Street, Pleasant Street, Mohawk Street, and Westshore Drive near the Tower School rail trail crossings.

The committee approved the schedule of bills totaling approximately $654,349.52. Motion by Sarah Gold, seconded by Allison Taylor. Roll call: Allison Taylor — yes; Megan Taylor — yes; Sarah Gold — yes. Motion passed 3-0 with one abstention (the chair indicated the motion passed ‘three-two-zero-one extension,’ which in context indicates 3 in favor, 0 opposed, 1 abstention).

Discussion preceding the vote included a committee member’s concern about a line item for a communications consultant — a role that had been proposed as a full budget item in FY22, pulled from the budget as a priority, but then contracted separately using grant funds. Members debated whether this was an operational matter or one requiring committee awareness, with differing views on whether the expenditure should have been communicated to the board proactively.

The chair called for a motion to approve identified schedules totaling $457,650.01. Allison Taylor moved, Sarah Gold seconded, and the committee voted 4-0 in favor.

A committee member reported that the Select Board took action at its November 2022 meeting to enter the district into the Massachusetts School Building Authority (MSBA) Accelerated Repair Program pipeline for a roof replacement at Veterans School. A facilities subcommittee meeting is being scheduled for after Thanksgiving to address this and other capital items. The committee also received correspondence from the library (located in a school building under an MOU) raising concerns about roof leaks, air quality, and other building issues; the chair indicated the MOU governs how such matters should be handled and that Todd and the facilities team would engage with the library.

The ARPA Working Group brought three projects forward for board approval totaling $1,067,110:

The fuel station replacement was flagged as urgent: the town’s fueling system (tanks at least 25 years old) barely passed its most recent environmental inspection. A failed inspection would require shutting down the entire system, affecting all public safety and highway vehicles. Because waiting for normal capital/bonding authorization risked a shutdown or an environmental incident, the ARPA task force scored the project within the fundable range and recommended immediate action.

Running totals after this allocation:

• Total ARPA allocation: $6,144,030
• Previously allocated: $1,245,929
• This allocation: $1,067,110
• Remaining: approximately $3.8M

The board also approved a prevailing wage settlement of $5,048.11 to McCabe Plumbing and Heating, arising from a Rec & Parks plumbing project where prevailing wage was not applied. The Town Administrator noted that prevailing wage applies from dollar one of any public project, regardless of procurement thresholds.

The board voted unanimously to award a contract for the Leed Mills Rail Trail project to Tool Design of Boston, Massachusetts in the amount of $150,800, and authorized the chair to sign on behalf of the board. Tool Design previously completed the master plan for the project and will now handle permitting and design to prepare the project for bidding.

The chair reported on the first facilities and finance subcommittee meetings. Key findings:

• The district’s facilities master plan commits to annual capital investments in the $1–2 million range, which is standard for properties of this size
• The high school is not eligible for the MSBA program (buildings must be 30+ years old and meet other criteria); the program will not be pursued for the high school
• The Veterans School roof could potentially qualify for MSBA, but early estimates suggest reimbursement would not offset the cost and delay of going through the MSBA process
• The high school roof project exceeds $1 million, triggering the requirement for an Owner’s Project Manager (OPM); staff are working on procurement
• Annual capital asks will need to increase substantially compared to historical allocations of $160,000–$170,000
• Federal CARES Act funds previously masked deferred technology investment; the district was ill-prepared for remote learning at the pandemic’s start

The finance subcommittee discussed a plan to have the leadership team present to the full board in late October with budget directives, shifting the leadership team budget presentation to January rather than December.

A committee member (David) shared construction punch-list updates completed over April vacation, including:

• Installation of an eight-foot ornamental fence along the Tower School property line, improving safety and fulfilling an agreement for egress rights
• Completion of the Brown School outdoor classroom, including raised garden beds now in active use for curriculum
• Installation of ornamental fencing replacing chain-link along the retaining wall

The committee also received notification that the Brown School project has reached 95% MSBA reimbursement at approximately $13,225,000. The remaining 5% will be released after the MSBA completes its audit of project books, which is expected to bring total reimbursement close to $14 million.

The chair noted that the first meeting of the school year typically carries a larger schedule of bills because they accumulate over the summer. The committee voted unanimously to approve bills totaling $1,165,116.65.

The board approved an amendment to the Fort Sewell project contract decreasing the amount by $3,000, reflecting unused funds as the project wrapped up. No detailed explanation was provided beyond a brief reference to certain items not being required.

Two contract amendments were approved:

1. Police Station Exterior Painting – Contract with John Florissant increased by $4,000 due to discovery of rotted wood not visible during initial inspection. Funds are within the project’s approved contingency.

2. State Street Restroom Project – Contract with MGS Construction increased by $2,903.18 for unanticipated plumbing repairs related to winter freeze damage and installation of automatic locks. Funds are within the $550,000 state grant allocation for the project. A board member inquired about a timeline for completion, and there was an indication the project was being pushed to open before the summer season.

Chair Fox noted she has seen the landscape contractor Exquisite on site multiple days, indicating the Brown School building project is in its final closeout phase. She noted David Harris, chair of the School Building Committee, would be invited to a future meeting to give an update.

A committee member asked when the upper playground field at Brown would be open. Fox explained that the new sod requires a specific establishment period before use; allowing children on it immediately would risk killing the investment (approximately $70,000 in landscaping) and voiding the contractor’s warranty. The field is expected to be ready for fall. Fox praised the partnership with Towers (a community organization) for allowing use of their center circle for Brown’s recent field day.

The Select Board discussed and voted unanimously to sponsor a $24.4 million debt-exclusion override to be put to Marblehead voters. The proposal consists of two questions:

• Question 1 (~$9M, 20-year bonds): Roof repairs over five to six years at the Jacobian Community Center, Mary Allen Municipal Office Building, Franklin Street fire stations, Tower Way DPW headquarters, and the high school (with the school’s portion subject to adjustment pending MSBA funding).
• Question 2 (~$15M, 10- and 20-year bonds): Streets, sidewalks, and trees beyond what Chapter 90 state funds cover.

Board members noted the total represents roughly 30% for town building roofs and roughly 65% for streets and sidewalks. They cited favorable timing because high school debt is rolling off the debt-service schedule, allowing the town to stay below a 15% debt-service threshold. Members also cited resident surveys from 2020 and 2021 in which roads, sidewalks, and infrastructure were the top priorities. The plan is designed to be executed over five to six years, allowing costs to be laddered and spread across bond maturities.

The chair asked for a motion to approve the identified schedule of bills totaling $1,294,094.64. Megan Taylor moved, Emily Barrett seconded. No questions were raised. Passed 5–0.

The chair introduced a proposed Memorandum of Agreement (MOU) between the School Committee and the Board of Selectmen on facilities and land use, developed with Select Board member Jackie Belfecker. The MOU is modeled on the existing budget and finance MOU and formalizes a collaborative process for managing school properties.

Key discussion points:

• The MOU does not transfer or relinquish school property; it establishes a joint framework for discussion
• The district owns several parcels including Coffin School and Eveleth School, and has worked with a bike trail group on other land
• The library is scheduled to present at the November 18 meeting about using the Coffin School as interim space during renovations
• Committee member Sarah Fox advocated for a community forum before any property decisions, noting that once land is relinquished, it cannot be recovered, and that Brown School opened with higher enrollment than projected just a year prior
• Committee member David Harris noted the MOU simply establishes a working relationship and does not bind the committee
• Committee member Megan Taylor suggested a facilities subcommittee could conduct an inventory and engage with the community
• The Select Board did not vote on the MOU at their prior meeting (canceled due to storm); their next meeting is the following Tuesday

The committee agreed to continue discussion of the MOU at the November 18 meeting.

Article 9 – Equipment ($722,160): The committee approved equipment purchases for health, cemetery, police, fire, sewer, and water departments. Of the total, $216,400 comes from the tax levy; $505,760 from available funds (including sale-of-lots funds, commercial waste revolving fund, and enterprise retained earnings).

Article 10 – Lease-Purchase ($396,155.56): New leases for a DPW truck, wide-area mower, school pickup truck, and two police cruisers total $204,559.56; second and third year payments on existing leases total $191,596. All paid from taxation.

Article 11 – Capital Improvements ($24,793,917): The largest article of the evening authorized a comprehensive multi-year capital program. Key components:

The roads and sidewalks component drew extended discussion. A pavement management study concluded the town must spend approximately $3.1 million per year to begin improving road conditions, well above the current ~$605,000 annual spend from Chapter 90 funds and street-opening fee revolving funds. The $12,475,000 authorization is intended to fund a five-to-six year reconstruction program; DPW noted coordination with water and sewer capital plans will be required.

The committee noted that authorizing the debt does not require all bonds to be issued immediately; town finance will stagger issuances to minimize taxpayer impact.

Smart interactive panels for four schools (excluding Brown) were moved in full ($665,000) to the town’s IT capital debt-exclusion article after Town Finance Director John McGinn confirmed they qualify given a useful life exceeding 10 years.

Security camera systems for the same four schools were originally removed from the operating budget in anticipation of a capital article, but the district could not find documentation establishing a 10-year minimum useful life — industry sources cite a range of 5–20 years. Because bond counsel review at the time of actual bonding would likely reject the classification, the $325,000 was returned to the school operating budget.

Assistant Superintendent Michelle (CFO) explained that the MSBA has opened its Statement of Interest window. The district seeks to enter the MSBA Accelerated Repair Program, which could reimburse approximately 30–36% of qualifying project costs.

Key facts:

• MHS roof dates to the building’s 2001 construction; multiple leaks penetrate the building during heavy rain; cost estimate approximately $3.9 million (up from roughly $800K three years ago due to construction cost escalation)
• Veterans Middle School D-wing and auditorium roofs not replaced in the 2004 renovation; cost estimate approximately $170,000
• The Board of Selectmen voted the prior evening to allow the superintendent to submit the statement
• Submitting does not guarantee funding or commit the town to an application; if invited to apply, the district would have 90 days to provide additional documentation
• Timeline from submission to potential approval: 12–24+ months
• Boilers were initially considered for inclusion but removed because the district cannot wait 2+ years for boiler replacement

Committee members noted construction cost escalation as a reason not to delay. The vote was 5-0.

David Harris reported that Gilbane has officially vacated the Brown School following school vacation week work. Remaining punchlist items — including media center finishes, data connections, railing improvements, and painting — were largely completed. A final building committee meeting is planned for approximately March 24 to address remaining spring items including fence work and landscape guarantees. Project manager Ralph Wallace was recognized for his ongoing on-site presence.

Separately, the committee is preparing an MSBA Accelerated Repair Program submittal for the MHS roof. Templates from project manager Todd at Left Field were being assembled. If approved, state funding would offset town costs, similar to the process used for Fort Sewell. The submittal was described as approximately five pages and straightforward. Member Sarah Gold asked that the committee’s land and facilities ownership list — obtained from town staff — be shared ahead of the next meeting to advance the MOU process.

Finance Director Michelle presented three warrant articles ahead of the town warrant submission deadline:

1. Special Education Revolving Fund (MGL Ch. 44 §53E½): Annual reauthorization at a spending limit of $1 million for FY23. Anticipated receipts are approximately $350,000 (including ~$240,000 in committed tuitions and ~$100,000 in post-year-end receipts).

2. Supplemental Appropriation (Operating Override placeholder): Language submitted to town counsel for review; a placeholder to preserve the option if needed.

3. School Capital Needs article: Would encompass facility and building repairs, playground repairs, technology/security upgrades, and vehicles (vehicles now included in capital per town request). Described as a potential debt exclusion given the large number.

The committee also approved schedules of bills totaling approximately $362,564.

Roll call votes (both motions): 5–0

The facilities subcommittee met Monday. The primary issue discussed was the loss of one of two rooftop HVAC units at the field house. The remaining unit is under strain. Facilities Director Todd Bloodgood has sought bids for roof repairs across the district but has received minimal contractor response. The committee is in contact with Gilbane and Left Field (construction manager from the new school project) for informal estimates.

A committee member noted the high school roof is “spongy” and custodians are continuously replacing water-stained ceiling tiles due to ongoing leaks. The capital requests have been submitted to the town in groupings above and below the $25,000 threshold per town protocol, with a January 11 deadline for first-pass submission. The committee noted that replacing an HVAC/ventilation unit could qualify for ARPA funding, though the town’s position on that remains unclear.

Finance Director Steve noted the town’s pension unfunded liability funding schedule requires a 7% year-over-year increase in contributions to reach full funding by 2039, ahead of the statutory 2040 deadline. This rate of growth significantly exceeds the town’s roughly 2.5–3% annual revenue growth. Officials noted these costs are largely non-discretionary given legal funding requirements. The FY22 budget reflected a 9% pension contribution increase, combined with restoration of OPEB funding (suspended during the pandemic) and the new $250,000 stabilization fund appropriation — together producing a 22% increase in the pension/OPEB/stabilization line.

David Harris reported on the school building project following a site tour the prior Wednesday. Key updates included:

• Project approximately 88% complete by construction measure
• Remaining spaces: cafetorium, gymnasium, and admin area
• Gym flooring installation began the day of the meeting
• Specialty lighting fixtures delayed due to market demand; plan for electricians to work seven days a week once fixtures arrive in the second week of August; temporary lighting contingency exists for certificate of occupancy (CO)
• Terrazzo staircase flooring may be delayed; temporary flooring would be installed if needed
• Landscaping by “Exquisite” underway; playground equipment arrived
• Building committee voted to have a subcommittee examine sod placement for athletic and recreational areas
• Teachers return August 30; plan is for them to begin setting up classrooms in the new building
• Furniture delivery scheduled with a hard-stop date of August 14
• A follow-up tour planned for mid-July

Finance Director Michelle presented eight facilities/maintenance contracts for one-year extensions. All were existing contracts not requiring re-bid. Four are joint with the town, requiring Board of Selectmen co-approval.

All eight motions passed 4-0.

David Harris shared photos of the new Brown School project:

1. Bus entry and turnaround: concrete poured for granite curbings; old telephone pole to be removed; translucent gymnasium panels visible.
2. Rear playground: excavation complete; hard surfaces and port-in-place play equipment areas taking shape; basketball court at far end; organic garden near building.
3. Classroom interior: flooring installed in approximately 12 classrooms, with paper protection down; mill work beginning; shared pass-through storage visible between rooms.

Harris offered to set up a couple of afternoon tour dates with Gilbane for committee members.

David Harris presented a photo slideshow of recent Brown School construction progress. Highlights include completed sidewalk and curbing, completed gymnasium translucent skylight panels, and binder paving on the new bus turnaround off Dartmouth Road. One setback: a playground equipment vendor in upstate New York suffered a factory fire causing approximately $4M in damage. Gilbane is readjusting its schedule; the delay is currently expected to be ‘a couple of weeks.’ The committee noted that diversifying vendors across product lines helps mitigate such risks.

Committee member Sarah (Gold) presented findings from the facilities condition audit. Critical needs total approximately $1.476M. The single largest item is the high school roof, initially estimated at $770,000 but now projected closer to $1M when the full roof is done at once to avoid disrupting new roofing to update systems. The 20-year maintenance figure is approximately $19.9M (roughly $1M/year), compared with the district’s historic capital allocation of about $200,000/year. That figure does not include the new Brown School or sustainability upgrades. Sustainable Marblehead is scheduled to present at the next facilities subcommittee meeting. The facilities subcommittee is also working with the IT director on technology infrastructure scheduling and reviewing food-service equipment needs with the food-services director.

As part of the Brown School building project punch list, the architect is responsible for supplying a dedication plaque to be mounted in the entryway adjacent to the administrative offices. Working with Todd Bloodgood, committee liaison David Harris developed content modeled on the Glover School plaque. The content includes a thank-you to Marblehead citizens and recognition of the owner’s project manager, architect, and construction manager.

Member Sarah Gold noted that Dr. Eric Oxford, Director of Student Services (Ed.D.), had been omitted from the administrators listed. The committee agreed to add him. The motion to approve the plaque content as amended passed 4 to 0. Gene (the architect) will present the final aesthetic design—likely bronze—to the building committee before ordering.

Nancy Perkins-Arada, chair of the Abbott Public Library Board of Trustees, and architect Stu Roberts of Johnson Roberts Associates presented the library renovation project to FinCom in a format intended to preview the town meeting presentation.

Why renovation is needed The library has operated in its current Pleasant Street building since 1954; the building was last renovated in 1989. Building systems—HVAC, electrical, plumbing, elevator, fire alarm, sprinklers—are at or past useful life. The elevator routinely malfunctions and traps occupants. The Wi-Fi is insufficient for phone calls. Storm runoff drains toward the building. Infrastructure failures occur approximately every other month.

Project scope and cost breakdown

Financing

• The Abbott Public Library Fund (foundation arm) has raised over $1 million from 221 private donors.
• Upon passage of the override, the Fund will forward $1M to the town, reducing the net taxpayer cost to approximately $8.5 million.
• Estimated cost to average taxpayer: approximately $6.25/month.
• A new library of equivalent size would cost $35–$40 million per architectural estimates.

State grant question FinCom asked about the Massachusetts Board of Library Commissioners grant program. Trustees reported that state grants cover at most 40–50% of project cost, require a multi-year queue (35+ libraries ahead as of 2016), and would have extended the timeline significantly. Because the project involves renovation rather than new construction, and because system deterioration is accelerating, trustees chose private fundraising and a town override instead.

COVID relief funding A FinCom member raised the possibility of using incoming COVID relief funds (~$6M to the town) to offset some costs. Members and the Finance Director noted that guidance on eligible uses is still vague and that the $6M has many competing demands; no commitment was made.

FinCom vote After clarifying that the override amount should reflect the town’s net cost rather than total project cost, the committee voted unanimously to approve Article 35 at $8,500,000.

Jason Silva presented the capital improvement plan reflecting the town’s new finalized CIP process. Key projects:

Funding source: proceeds from the pending sale of the former Derry School ($870,000), which under state law must be deposited in a special revenue account for capital uses.

The rail trail work will convert a $393,000 Complete Streets grant into construction-ready documents at three crossings. Vote: unanimous.

Article 8 – Purchase of Equipment ($239,429.42)

Article 9 – Lease Purchase Equipment ($191,596)

The sidewalk trackless machine was highlighted as operationally significant for snow removal and leaf clearing. Both articles passed unanimously.

Chair Gold relayed that David Harris (absent from the meeting) reported the Brown School project is on schedule and on budget. Marblehead Electric completed underground power for the school during the week of the meeting. The building committee previously approved a school mural (featured in local media and social media) and the landscape budget, which required drawing on contingency funds but remains within the overall project budget.

Article 32 is a debt-exclusion override for a fire department pumper truck that was removed from the prior year’s warrant. The host and Stevens noted the town is densely populated with historic structures and that further delay may not be viable.

Article 35 is a debt-exclusion override for renovations to the Abbott Public Library, which has been closed to the public due to air quality issues. The article was withdrawn from the previous year’s warrant; Stevens expressed uncertainty about whether voters would remember the need given the library’s prolonged closure prevented in-person outreach.

David Harris presented a photo update from the new Brown School construction:

• Exterior nietzsche panels are being installed between the brick; mock-ups were reviewed by the architect and Gilbane before proceeding
• Interior classroom mock-ups show floor-to-ceiling storefront windows; 24-28 touchscreen displays (replacing projectors) were approved via a ~$30,000 change order; whiteboards cover lockers and retract to expose touchscreens
• Kitchen received its last concrete pour; a dish room was included for sustainability (reusable dishware replacing polystyrene)
• Cafeteria/gymnasium windows face the playground at second-floor level; translucent panels will be installed between windows
• Mosaic: Artist Cindy Schieffer is leading the project; a public reveal is planned for approximately March 7-8; first payment to artists was authorized at last night’s building committee meeting
• Playground/landscaping final design is being finalized; expected to come to the committee for approval

Technology Director Stephen Kowalik and CFO Michelle Cresta presented a memo recommending award of a fiber connection contract to a company from Boxborough, Massachusetts under state contract ITC 68 (no additional bidding required). The contract covers fiber connections between all school buildings (including Elveleth, which was initially listed as excluded). Total cost: $79,900, funded by the State Coronavirus Prevention Fund grant. The high school internal fiber upgrade is separately scheduled for April break to minimize downtime. Full speed improvements will be realized after subsequent network switch and wireless upgrades. The committee voted 5-0 to approve and authorize the chair to sign.

David Harris (building committee liaison) shared construction photos taken the same day showing:

• Main entry with gymnasium and cafetorium visible
• “Great Wall of Marblehead” — a stone retaining wall behind the school being built with ledge-representative stone
• View from the media center through the cafeteria to the gymnasium
• A model classroom set up by Gilbane for trades to understand materials and installation
• Progress on staircases (concrete poured the prior day) and over 100 windows inspected by vice chair Ralph Wallace

Construction is ahead of schedule due to mild weather and lack of snow. The LEED certification discussion followed:

Superintendent Buckey presented a letter from architect Katie Martin committing to a three-year organic garden program at the new school — a LEED requirement for one certification point. The garden was established at the former Bell School in 2012-13, privately funded, with 100% teacher participation. The letter references “Bell School Organic Garden” in the title; after discussion, the committee agreed to edit the title to remove the school name reference (since the school name has not yet been determined) and to clarify that the building project budget (not the operating budget) covers garden construction costs.

The committee also discussed a revolving fund renewal: the special education tuition fund limit will be raised from $900,000 to $1.2 million for the next town meeting warrant (closing tomorrow); this is informational only — no vote required.

The facilities subcommittee recommended five capital items totaling $224,145:

1. Replace fire alarm panel at MHS: $25,000
2. Install card swipe system at MHS: ~$30,000
3. Replace complete fire alarm system at Vets: $105,000
4. Install card swipe system at Vets: ~$30,000
5. Install hardwired carbon monoxide detectors (district-wide): $34,145

All items prioritize life safety and security. The card swipe systems at Glover and the new school are already funded or built in. The town indicated confidence at $200,000 and possibly up to $250,000; the committee felt comfortable at $224,145. Items were ordered by priority. The committee may need to trim if the town requests, potentially through cost savings on CO detector installation using the district’s own electrician.

Vote: 5-0 (unanimous)

The building project liaison (identified as David) shared fresh photographs of the new elementary school taken that day by Brian Johnson from Left Field. Key progress highlights:

• Brick: approximately 95% complete; some areas tarped for curing and washing.
• Windows: approximately 60% installed; remainder expected within a couple of weeks.
• Exterior panels: composite panels designed to look like weathered wood will be installed above windows on the south-facing wall.
• Retaining wall: nicknamed ‘the Great Wall of China’ on-site; finished to resemble natural granite.
• Interior: sheet-rocking underway in the cafetorium; ceiling in the media center will feature a wave treatment in blue and green tones.
• Mosaic: planned half-inside, half-outside at the gymnasium/cafetorium junction.
• Gardens: each first-floor classroom will have a small garden plot accessible from exterior doors.

An additional committee meeting focused solely on interior design was scheduled for the following Thursday.

CFO/Business Manager Michelle presented the bus lease-purchase approval. Key points:

• A new bus arrived the day of the meeting. Capital funds for its acquisition were approved at the prior Annual Town Meeting.
• The town chose a lease-purchase structure; the school committee was asked to formally authorize it since it is a school vehicle.
• Agreement: Five-year lease-purchase with TCF National Bank; total cost $121,918.12. No buyout at end of lease—ownership transfers automatically. Payments funded through the town’s capital vehicle fund, not the operating budget.
• The new bus becomes the district’s fourth bus. The oldest bus (requiring extensive repairs) will become a spare and eventually be traded in.
• The district still lacks enough drivers for its fleet; currently has two regular bus drivers.
• Michelle also noted a forthcoming FY22 capital request for three F-350 pickup trucks with plows to replace a 1999 GMC, a 2006 Ford F-550, and a 2007 F-550—all hand-me-downs from the highway department. Vehicle repair costs run approximately $30,000 per year.

Roll call vote: Sarah Gold yes, Sarah Fox yes, Emily Barron yes, David Harris yes (4-0).

Building project liaison David Harris reported:

• The Guaranteed Maximum Price (GMP) submitted to the MSBA was accepted, and the resulting Project Funding Agreement Amendment came in approximately $124,999 under the budgeted amount
• The project remains on schedule for a September 2021 school opening
• One supply chain delay involved an elevator vendor experiencing COVID-related delays, but the delay is minor and will not affect project milestones
• The first major snowstorm (day of the meeting) created site prep challenges but snow removal was approved through the building and police departments
• Upcoming: mosaic working group meeting Monday with the artist; interiors working group meeting being scheduled
• Committee chair raised the question of potentially adjusting the school calendar start date to facilitate a smoother move-in to the new building

David Harris shared construction photos current as of Tuesday, December 1, 2020, provided by OPM representative Brian Johnson of Left Field. Key progress highlights included:

• First truckload of windows arrived Monday; second delivery scheduled for Wednesday
• Brick installation underway on the west elevation (facing Dartmouth Road); brickwork is being performed by Lighthouse
• A mock-up classroom will be built to standardize wiring, window, and door specifications before replication across all rooms
• Temporary heating installed on the roof (reviewed and approved by Jason Gilliland and the Marblehead Fire Department); leak testing of the roof is upcoming
• The playground and multipurpose field area remains a lay-down zone; the organic garden location has been marked with concrete prep work
• A binder coat of asphalt was laid in early fall for the parking lot, keeping the site clean and organized
• The LEED certification process is advancing; the certifying consultant contacted the chair regarding the organic garden and signage
• Interior FF&E work is progressing: architect Gene Raymond will be preparing image and sales boards

The Building Committee is scheduled to meet Monday to affirm the Guaranteed Maximum Price (GMP), after which a submittal will go to the Massachusetts School Building Authority. Approximately 85% of project contracts have been bought out; landscaping remains the last major outstanding item. The project is on schedule and on budget.

David Harris reported that the final slab-on-grade concrete pour for the gymnasium and cafeteria floors was deferred from the prior week due to cold weather and snow, which would have incurred additional costs. The pour was rescheduled for Monday with favorable weather forecast. Brick deliveries are arriving at roughly two truckloads per week, and window installation is the next upcoming milestone. New principal Brooke Lang has started at the school.

The committee approved a schedule of bills totaling $1,795,993.99, which had previously been reviewed at the building committee level. A line item of approximately $66,000 for Novus—related to additional soil remediation and off-site disposal work at the Bell School construction site—was discussed. The amount exceeded Novus’s contracted amount by approximately $40,000. One member abstained having missed the prior building committee meeting.

David provided an update from the owner-architect-contractor meeting:

• Slab on grade (gymnasium and cafetorium concrete pour) delayed by weather; rescheduled for Saturday.
• Roof approximately 65% complete, helping weatherize the interior.
• Brick has begun arriving on site (one to two truckloads per day); vendor is Lighthouse. Laying scheduled to begin the following week, with two brick crews working in opposing directions to maintain schedule.
• Landscaping and playground bids are in for approximately $1.4 million; Katie Martin will be involved in final buyout decisions. Parks and Recreation Director Chip Osborne is being consulted on maintainability. Town highway department is being engaged on snow removal logistics.
• Tower School retaining wall work is substantially complete.
• Building Committee walkabout tentatively scheduled for November 9 or 10.
• Special Education Director Eric Oxford scheduled a Zoom with architect Gene Raymond to review programming spaces in the new school.

A committee member noted that Dan Howells (the student representative) is fundraising via an Eagle Scout project to outfit the sensory room in the new school.

Town Planner Rebecca Curran Cutting presented a project history dating to 2009. Key facts:

• State/federal funding via MassDOT TIP: $786,568 (no town match for construction).
• The town is responsible for engineering and right-of-way costs.
• Design firm: Pare, Fofford & Thorndike (now Stantec); 25% revised design submitted to MassDOT December 2019.
• MassDOT public hearing held via webinar June 23, 2020.

Article 18 accepted a gift of 1,208 sq ft from the owner of 195 Pleasant Street (formerly a blighted gas station, now a restaurant). Passed with two opposed.

Article 19 authorized the Board of Selectmen to acquire permanent easements (ranging from 2 to 83 sq ft) and temporary construction easements from multiple abutters, and appropriated up to $200,000 from free cash for those purchases. Because the article involved potential eminent domain, a two-thirds vote was required. Final tally: 246 in favor, 23 opposed — adopted.

Article 16 concerned a debt exclusion override for library renovations. The library had already stated publicly it would not pursue the article at this special town meeting, intending instead to bring it forward at a future regular town meeting. The hosts noted they had heard nothing to suggest that position had changed.

David Harris reported that at the 90% construction design review, independent estimates by Left Field and Gilbane found the project is under its budget by approximately $125,000. Notably, none of the $1.7 million owner’s contingency has been spent. Brick is expected to arrive within weeks to begin the building envelope. Harris invited committee members and Assistant Superintendent Nan Murphy to a building walkthrough at 3:30 p.m. the following Tuesday, with Gilbane, Left Field, and RDA present. The final landscape buyout and interior fixture decisions are the next major milestones.

The committee voted 5–0 to approve the schedule of bills totaling $2,613,540.85. David Harris noted that the large figure reflects school construction payments, which are reviewed by the building committee before coming to the school committee for approval. He indicated these totals will grow in coming months as the project advances.

Committee member David Harris shared that the district received its building permit on September 14, a major milestone requiring extensive submittals reviewed by the town covering structural, plumbing, and electrical plans. Steel erection is complete and the concrete for the second floor has been poured. The project is reported to be on schedule and on budget. The public is encouraged to visit the site. Harris noted the permit is one of the final procedural steps before full construction proceeds.

David Harris shared a clip from MHTV’s coverage of the topping-off ceremony held Tuesday. Students, parents, and community members were invited to sign the final steel beam before it was installed. Harris noted the project remains on schedule and on budget, with the possibility of being ahead of schedule and under budget to be discussed at future meetings. The building committee was praised for its work throughout the construction process. A time capsule installation is being considered.

Building Committee chair David Harris presented a photo-based update on the new elementary school project (referred to as the ‘Elbridge Gary School project’). Key construction milestones:

• Utilities: Installed in July
• Concrete: Pouring began early July; approximately 4-7 trucks/day; project will be effectively out of concrete work by end of the current week—slightly ahead of schedule
• Rock/ledge: Natural ledge along the Two Jane Road side will be incorporated into landscaping and retaining walls
• Steel erection: Began recently; 70+ pieces installed on the first day; steel arrived two weeks early
• Building shape: Cafetorium and gymnasium wing are taking form; skylights for natural interior lighting are visible
• Brick/envelope: Expected to begin by mid-October
• Status: On schedule and on budget

Topping-off community event: The last piece of steel (painted bright white) will be placed inside the fence off Baldwin Street for families from the Coffin, Gary, Eveleth, and Bell schools to visit between 8:30 a.m. and 3:00 p.m. (approximately the week of August 24-28) and sign with a Sharpie. The actual raising of that beam will occur approximately the week of August 31–September 4. The Board of Health has not permitted public gathering for the raising itself, so MHTV and the Marblehead Reporter will record the event for community sharing.

Marblehead Police coordinated delivery of oversized steel-joist trucks that had to back up Baldwin Street from Smith Street. A drone video of the site is posted on the building project website.

The Building Committee meets the following Thursday at 7:00 p.m. and will receive a budget update at that meeting.

The committee moved and seconded approval of the identified schedule of bills totaling $486,460.27 (as stated by the chair). The motion passed 5-0.

The committee voted unanimously in favor of the following capital and construction articles:

All votes were unanimous.

The superintendent provided a construction update on the Bell School project:

• Rock crushing equipment was removed from the site a couple of weeks ahead of schedule, leaving a large stockpile of crushed rock for on-site use.
• Post-blast inspections of neighboring houses began the prior weekend and were continuing to completion.
• Ground improvement work was underway in the lower Bell area, which will anchor most classrooms, with concrete and superstructure work expected to begin in coming weeks.
• The Planning Board voted 4 to 1 to approve a change in the color of brick; all required paperwork was submitted and moving forward.

The facilities subcommittee (comprising Michelle, Todd, Jen, and Justine George) had conducted building walkthroughs and developed a priority list. Key priorities discussed:

The committee discussed using FY20 surplus funds rather than the town’s $81,000 capital outlay allocation. A safety reserve of $50,000 was identified, leaving $60,000–$110,000 to revert to the town. Bill explained that the bus lease — about $23,000 for the first year — would require town meeting approval. David Harris recommended prioritizing the two sets of doors and the bus on safety grounds, and deferring the needs assessment to FY21 if budget allowed. After extended discussion about bid thresholds, timing, and whether to use surplus vs. operating budget line swaps, members reached informal consensus on the four items. No formal vote was taken; members agreed to bring the priorities to the Friday budget subcommittee meeting.

Committee member David Harris and CFO Michelle Cresta provided a school building project update. Key points:

• The owners advisory committee (OAC) visited the Bell School site Monday for the first time in months. The old building has been demolished and excavation and blasting are underway (third week of blasting).
• Site work budget is essentially in line, with a possible $15K overage from harder-than-expected rock and minor additional topsoil removal costs, all within original budget contingencies.
• Gilbane proactively rerouted asbestos-containing material disposal from Ohio to a Vermont landfill to avoid COVID-related cost increases and scheduling delays.
• Fire Captain Rice is on site for all blasting; Police Chief Piccarello provided traffic control on Jane Road during blasts.
• The water department has been coordinating on major water line relocation work.
• 60% construction documents (CDs) are due approximately May 11; final bids for remaining packages are due May 14.
• 90% CDs are expected in mid-June, at which point 35–45% of the project will have been bought out.
• The next OAC meeting is the following week (May 14), where a financial summary will be provided.
• Three neighbors raised concerns about blasting; all were resolved through direct outreach.

The committee voted 5–0 to award the Marblehead High School tennis court repair and resurfacing project to East Coast Sealcoating of Abington, Massachusetts for $55,485, and to authorize the chair to sign the contract. The booster group had raised over $100,000 through a fundraising campaign. Four bids were received ranging from $55,485 to $100,850. The CFO reported conducting reference checks and that the facilities manager Todd Bloodgood would oversee the project. The Board of Health and public safety approved the project to proceed under COVID-19 social distancing protocols. Work can begin within one to two weeks of contract execution.