today cleaning up we're good to go okay can you all hear me on Zoom Bob can I get another thumbs up if you can hear us okay you're the best thank you thank you um okay let's get started so we can get finished um are we recording we're good okay um please be advised that there'll be a meeting of the Medford Comprehensive High School building committee held at be 489 Med for technical Vocational Technical High School 489 winr street and Via remote participation for the community the meeting can be viewed live on Med Public Schools YouTube channel through Med Community media on your local cable channel which is Comcast channel 98 or 22 and Verizon Channel 4345 or 47 um this meeting will be recorded participants can log in by using the following information the zoom meeting ID is 960 3731 1740 um I am going to call the role uh to start so Jenny Graham yes mayor Longo Kar absent Dr Edward Vincent absent Suzanne gusi absent Peter Cushing present Marta cabal Libby Brown Marissa Desmond absent Maria DOR pres Brian hilard Tracy Keane absent Emily Lazaro absent Nicole Morell pres Aron L Luke prer nine in uh nine present six absent uh Larry Brown Bob Dickinson see Bob Fiona Maxwell present uh Joan Bowen absent Tom Fallon absent Lorie hodon John mlin absent Paul rouso is gonna be late and Philip Santos I see philli okay great um the first item on the agenda for tonight is just um the approval of the minutes from our last full meeting um they are in your packet um so as part of the consent agenda is there a motion to approve the consent agenda approve motion to approve the consent agenda by Aaron o second second by Maria um okay uh Jenny Graham yes mayor lungo Kar absent Dr robbert binon absent Suzanne gusi absent Peter Dr Cushing yes uh Marta Cal Libby Brown yes Marissa Desmond absent um Maria dorsy yes ran hilard Tracy Keane absent Emily Lazaro absent Nicole Morell yes Aron L yes Luke prer yes okay nine in the affirmative zero in the negative six absent uh the minutes are approved um okay so I just wanted to um give you all an a deliverable status overall so again we have five we'll call we'll call it six things but we have five official things that have to be done um in the eligibility phase the msba let us know that our um ICC has uh which is the legal agreement has been approved so that is complete and approved um we have submitted our SBC form our school building committee form they reviewed it um and they have approved it so we are done and approved on item number two um last meeting we approved um the chapter 74 form as amended that one has not been submitted yet but that is just a matter of um collecting up all the paperwork and doing some final editing and that will be subed um uh item number four is the educational profile which I hopeful that we will um uh get to today um and then um the final pieces um include um the maintenance plan profile which we will talk about today and potentially provide an you know an approval by this group to go ahead and submit that as soon as it's complete um and then the final big thing that we will have to do um there's well there's two more things so there there's um data from the uh about enrollment that has to be submitted that is in process does not require approval of this body but we are working with Alicia hunt um as well as um Jerry McHugh who's our CFO here um and are on track to get that completed the very last thing that we will have to do is um earmark funds for the feasibility study so I just wanted to let you all know um that you can expect to see that on the city council agenda on the 25th which is a Tuesday evening um the request will come from the mayor um to uh use free cash um to set aside funds for the feasibility study the exact amount is still um a little bit of a TBD because there's a little bit more leg work to do to make sure that we um get the right number but we know what that range needs to be so we have a couple more conversations to have and then the mayor will make that request of the council hopefully the council will approve that on the 25th msba has already signed off on the language that H that will go to before the council to be approved they are fine with it and they are ready to watch and hear that that's approved um they did say um that they will schedule our enrollment meeting like once that happens and so the fact that we're going to do that in June is good because then we can accelerate that piece of it which really would position us for a much earlier um uh view by the board then next February which is when we would sort of be scheduled if we take the full time um so that's just a quick update are there any questions okay great um the other just like announcement related is that we have finished um the first draft of the website um I'm going to ask Tom to send that out to everybody um after this evening so if you want to take a look if you have any questions or comments suggestions please by all means um let Tom know what they are um and he will work on you know integrating any of those things but um we are on our way there and sort of positioned for um being able to use that to start to talk to the community when we are ready for that um and then the the last thing we did have um a subcommittee meeting uh earmarked for June 20 um for the communication subcommittee and that meeting will be cancelled um and I will reach out to the communications team to find another Zoom time for us so we can move forward on some of the preparation things that we were um talking about at our last meeting but I will tell you for sure it will not happen probably until the beginning of July um because I don't have any minutes left in the day so I'm sure that's true of everybody it's June and it's um just just sort of a full court press so um we'll get we'll spend some time in the summer to do that and our summer meetings will be on the schedule unless we are in a true holding pattern and in which case I will let you know and we'll cancel those meetings but my plan is for the summer meetings to be Zoom only so everyone can be where they are does that make sense is everybody okay with that yes okay cool um okay so on to the next um on to the next item uh we're going to take a look at the Ed profile again what I did um since we last spoke um is in a great feedback that I got um from lots of people thank you Maria thank you Libby thank you Luke thank you Tracy really crushed in the Performing Arts um and what I wanted to do what I'm hoping that we can do tonight um hey Paul um what I'm hoping we can do tonight is have sort of collect any additional feedback that you have there are some placeholders in here that are contingent on the staff having some time to meet with all the district administrators um and so what I'm hoping that we can do is talk about what we see here talk about any additional suggestions agree on the things that are listed here as placeholders um and provide an approval as amended and um to be completed so that you know and we'll share the final copy with you all but if you do that that will give me the leeway to sort of collect up all the last pieces and get this submitted as well um which I would like to do before June 30th um so a couple of big changes that I made uh let's see are start on page um so one big change that I made starts on page eight um which provides a deeper description of the library in its current form thank you Maria um so that is one change that has been made um and then there is reference to the library as well um down in non in the non-traditional and other spaces section um and then if we fast forward to page well um this is the section that got a really substantive overhaul based on all the things that um were provided to me so at the top of um page 13 in course spaces still to be added um to this document uh just for sort of everybody to sort of shake their head and say yes those are the things um there there is some discussion about Curtis tffs that has to go into this section um there is discussion about early e Early Education and child care so that is um both our chapter 74 program as well as our meet programs um Kids Corner which is our daycare program for me Public Schools employees um and certainly they are they are at capacity um and uh I think there would be no shortage of people interested in that service if there was space to increase enrollment and open that up to the public um and then the the final thing that is on the to be added list in cor spaces is that that FS integration project that we talked about um I know Susan was looking for some information about what that said so that we can sort of paint a like sort of paint some broad Strokes about that as well in terms of this is our like sort of goal um so I'll stop talking are there any questions thoughts changes about the course basis section this this will pass through copy editing yes yeah if I if you're volunteering I will sign you up to do that okay great J yes we do keep um some of these suggestions based on this piece of property do you foresee whether we will make loc that will all happen in the feasibility study so that is some time from now um I did in some places try to um sort of describe that and it's probably buried in one of these sections and so I what I the other thing I'll do is find it and put it at the top of this section as well IED in the site section yes I think that danced around it but mention it okay so I will um I am making a note that we will add that Luke I read the I guess here I took away the sense that what they're asking description current stases and any discussion proposed changes to current spaces so I sort of constrained my thinking and app this as the current space I didn't interpret this as call for um B ideas concept details so when I read some of this especially on it seems like it's a design Vision y so I'm asking committee at large is that appropriate uh statement to include in this document if indeed the point of so I asked a similar question of msba when I spoke with them and what they said was they they use information in this section to get a feel for the kind of building we're trying to create so I think that is like an answer and a non-answer um because I and I I thought about that too as I was pulling in some of Tracy's content and I wanted to bring that to this group because I read it and I was like I can see what he's talking about like I can visualize what he's saying when he talks about like the performing arts space in this building and so I found it very helpful to read that to get a sense of like do I agree with this yes or no I think I I did for the you know for the by and large and I'm not um an expert in space so I was like Tracy thinks we need it we probably do so I let I put it in here sort of with that in mind which is to say like if the if the designer or um msba is trying to understand where our head is at like I think this sufficiently describes like how we're currently feeling about the Performing Art so Libby and Brian I don't know if you have anything to add in terms of like your experience in this space and whether you feel strongly about what's here is it too much is it not enough Etc I don't think you yeah put okay no no actually what I'm saying is I inter this question as being scope and I don't disagree with any of what here I'm just saying that question does belongs I think it does I would take this as an outline and a chance to show some the vision I I mean I wouldn't limit it I don't think they would penalize anybody for adding too much information yeah yeah yeah I could do that for Curtis test too yes okay because I wasn't sure in terms of I mean because it's very diff I mean I like what Jan and I wrote in the back but if we're looking at core spaces and what we need out of space y I would want to move what we have currently inside the Y just flatten it you know what I mean or make it round or something but you know I just would like to take the philosophy like Sho for the moon like we said um and I know we're gonna have time during our me admin meetings to work on it which will be great yeah so I if you're signing up for that sign up for it with Joan um and so Luke I think as you read this if there are changes like in that vein that paint a bigger picture I think that's great the other thing I think we can use this document for is like you know when we went to Arlington and we walked around a brand new building the first thing you saw was like a student run Cafe nobody in this building is like dreaming about a student run Cafe because it's like beyond the scope of of of what by and large we know to be about a high school like I didn't have a student run Cafe you didn't have a student run Cafe those weren't things back when we were kids going to high school and we know what's in this building and some people probably know like what those options are but I think this is also sort of a nice opportunity for us to say to the community like here's this big Vision like here's where we're at right now and this is the beginning because I think it could get juices flowing which will like feed into the feasibility study Luke so okay counter U by allowing us members of committee to make strong statements of what we want in school and have it captured in this docum which is official record um I worry that uh we drown out the voices that we have not heard y it's almost like taking of the headline and dve dire we want without even doing initial have I think that could be a process F so I want to bring it up just I think also just remember that this is a great time to be Visionary and think of big ideas but also it will not limit what goes in the building because there's still going to be a programming process where you'll go through every space that needs to be in the building and it will include you know big great ideas new spaces that no one's even thought of yet but also like you know down to offices and administrative spaces so I need yes this we should make sure not overlooking anybody that feels like they're being left out of the vision but also like we're not limited to SP so if another great idea comes up later or just important space n still and I I think the other thing that um is important to remember is that there's no requirement even that the school building committee is involved in the creation of this document like the requirement is that it is submitted by the district so I do I think it's appropriate for this team to start to like paint a picture for people to react to so I think I'm okay with that I'm personally okay with that um I think to the point of like engaging the community I I do want to engage the community when there's experts in the room who can do that well like my I don't want us to be too far out ahead of that process because I think none of us particularly is equipped to do that kind of visioning process with the community in a way that's going to sort of be consistent with what has to happen during the feasibility so I don't want to create a situation where we are um sort of out over our essentially so I I think like what I would use this document when we sort of get to the point of publishing this of community I mean they can it's in the meeting documents and everything but to say like this is our this is like the jumping off point that the committee accelerated to get us to the place where like the door we can open the doors to this bigger Vision but we want you to read this to start to think creatively about these spaces the important thing is like program like Curtis Curtis tus has to sort of make an enter this is our this is like is you know this is our place to to describe all of that so and start that process so I think I'm okay with us being sort of visionary in terms of what we know because as msba describes the requirement here is like this is so that we can start to hear what's important to you and I can tell you I I feel good that the things that we hear about on the school committee all the time are well represented here Athletics Performing Arts Curtis toughs um the alternative space for the high school like all of those things are the those are the heavy hitter topics for us generally speaking Peter um my one um take away from this is having worked in schools uh that had been through msba projects or School building projects how however you want to look at it um people will often talk about the Visionary hopes that they had and that they they wish they'd done more that they'd wish they'd put in more of it because that way the voters could have seen the people could have seen what it was what it could have been and instead they almost felt hemmed in by worrying about like oh will it pass will it not pass and my suggestion having been through this a few times and various things is to make the building as Visionary as possible so that you inspire the community around it and that you really wrap them into to the possibilities and the potential oh um sorry Larry I agree with that 100% salesmanship with regards to the student run Food Service when we the students built this they did all the Windows Doors the acoustical ceiling electrican wired everything this was some time back the students were clamoring but we couldn't do it because the word at that time was like hi Jill you know we're frustrated about it but because of issues of fairness and so forth that not all students understandably could afford it it for sale so I just think going into that now most other reging schools have stent food service and it's really good good quality everybody loves it works I don't know how they're get around that maybe they have meal tickets or something but um the one in Arlington is like a cafe so the one in Arlington is like limited because you can't interfere with the food service program that's a whole other problem but this what was in Arlington was like a cafe essentially like coffee bar students to this day so last year they Mr Brown Can you get us yeah yeah yeah so there's that number two in terms of vision for the shot so that's all in the chapter 74 piece in that other form so it doesn't make a huge appearance here for that reason yeah so we I did put something in there just so it doesn't get lost but the 74 form talks about all of those programs that we're trying to explore and um the proposed capacity space itself uh Essex has sure they up there their shops are an actual like more like Warehouse out buildings jru build well we really need a space and buildings that are well insulated with all the power and stuff are fine we just need space so depending on how the layout was as a concept we would mind being sort of the off Wing that was a little more industrial Y and that way that might also give us more square footage which is what and also okay I can I can add some of something about that in okay Paul yeah well so something I think earlier when we were walking around the monton building two things that were noticed to me just like through my experience of it I think we told is that there were multiple iterations of what the building was going to look like I think that as they kind of continue creating that that profile and creating that image of what AR needed as a community they started say well what more can we add to this because we have a basic idea of what we can add more to it because their needs are starting to grow as we start envisioning what we want so I think that I feel also comfortable with this as a starting point or as a g h point because it doesn't I don't think it limits Us in that we can't continue to grow this or consider what the community actually needs I mean we're only a slight few people there's a community of 60,000 people who all probably have an opinion in some capacity on some program the high school can offer so I think that shooting for the stars or really considering what's possible is also really difficult because we don't know what's possible when we were walking around inton I mean more than half a tour I was just like shock at what they had to offer their students what the faculty were experiencing what the um hfma or the design firm were offering I think it was so much that they had envisioned that took me years of course but they didn't know what they wanted when they started because they had their old building and they were like we need start from scratch and I think it's similar is true now where we don't even really understand what we could do because never Happ before so an iide need like a student Cafe we've never had that before I didn't have it here and sure many you didn't have a student campaign in in the sense of the word and so to even consider what that would look like for our community is something that's never been done before so how could you say we want that other than hearing we're going to other communties I do have that which I think is why we should really push to go to like other programs that have done msba where it's other programs in general that are offering things that we can't have as of right now we could consider the program so I'm I'm okay with it in its current just as starting as a limiting PA yes um won't repeat everything promise um but uh when I think about the community involvement everal people have mentioned that like we are somewhat limited by our own experiences and knowledge well we are completely exper lied by our own experiences and knowledge um and so unlike the community we're going to go around and look at lots of schools the whole is not um and so I think it's both be expected reasonable that we would have an outside impact on what's possible now I mean obviously I'm not surveying the community and I look forward to profession kind to do that doing that because like I don't Envision them providing us with a list of things to do with this building and this room like they're going to be providing in my mind a set of values what's important to them and that we work from there to create a vision but to ask the community will be self- selected it will absolutely be not representative of the community that's one to somehow generate Vision I think is it would be great I just don't see that as something happen and that that's sort of in my mean I'm on this committee because I have a search for do things that I need to make sure we don't stop talking about and stop thinking about and U I assume everybody here was on here for here for a reason other than we would like to do high school well that that describes half of Med uh but they're not investing in five to seven years of their lives get them and so I really do care very much about what every to say but like me I went to one level School in ml New Hampshire was a regional school and you know built 1970 also and to me that's what high I sure hope we don't that here but we start visting it's awesome I look forward to that opportunity and then sharing what we're experiencing those tour like we saw this thing like harling they tunnel big is this from the ceiling to the first floor going to the library provide light natural light everywhere in the kind of weird to be honest but also like never seen such a thing and thought it was cool there but um I'm excited for all of these visits I supect right right um Luke I'm gonna to oh sorry oh well you kind of added up well I guess for me and maybe Peter know since he's on The Cutting Edge of kind of the research I feel like some of the research is missing around this around the educational underpinning how are we going to deliver instruction curriculum and I feel you know been listening and I happen to love school architecture but I'm also thinking there's a school in San Diego that I know we've all talked about it I know it's the vision for Curtis Ts that we get to Project based learning so we're not looking at the T typical classroom we're looking at collaboration stations collaboration areas that the Hub is probably the library and we're calling it something else and I want to make sure that we're not losing that because this building is I'm sure in 1970 when this building was being built they were like this is cutting adedge for 1970 okay no one expected that it was going to look the way that it did and I would say for the 1900 building that is Curtis test which I love and I'd love to replicate in different ways but add State I just think I don't want to miss the research on this I think going to high schools is really important there's a school in San Diego that does Project based learning and it's how they structure their day but it is like a house it looks like this and kids come together like they're doing a project and they leave into different rooms to go do their part of the project or meet with their facilitator so I want to make sure that because I think we have to be you know light years ahead of everyone we're also going to need to be budgeting for how a teacher is going to teach differently right and I don't want to lose that I mean I you can have a building and not do what you said you were going to do with the building so for example naset went through and created this round building right so that kids would never have a place to go anywhere but around the building right it's round it wasn't economically feable when it came to so when you get to the third floor educationally there was no air conditioning because they ran out of money you shouldn't have had a third floor so I just want to make I'm just thinking curriculum instruction and assessment 15 years for now because that's typically when probably the building will be built and I don't want our plans or what our vision you just have to be five years ahead of everything and I don't know if you know that school in San Diego Peter but it's like Cutting Edge it's you know it's and their achievement is through the roof and it's attached to a vocation school and so kids are going to and from and creating and design it's really about design so I know that's what would engage my students but I'd want to start even younger with middle schoolers because I think in terms of Curtis TX it's too late for our kids they should have been engaged a long time ago so I'm just I I just don't want to lose the research I'm happy to do some research and get some articles that's the work that the administrative team oh signed up to do because they they will have to describe the like curriculum yeah the 2B curriculum section of this which is still which is not complete yet you don't want to have an Innovative build building and then do the same things youve done our oh so you know more than I do yes but I just you know I I don't want that to be lost because you might as well have the same build yeah Luke I hope that makes sense our responses here yeah I think it is not I think deferring until professionals are involved is possibly um too uh severe uh an instinct I think there should be some form of Engagement um probably this summer they talked about survey and the ucation committee I thought those wi idea it's just a what do you want and I agree their responses probably won't be very detailed terms with long explanations of how different elements were integrated how they support learning not expecting that but I am expecting to get an understanding what the communitys is important and what they want to see from that we kind of uh you know go that first got and then use that as part of our our vision and certainly a lot of the imagin discussed there's a place for that in the processibility once we have money marked and we are committed into feasibility that money on and and at the end of feasibility we should have judging by all of the schools that I study which is 2.7 um we'll have three to options and they will sign they will SP a lot of community conversation and it's probably get messy there's be a lot of opinions so and I also want to prer that to pability and focus on executed eligibility because the reason not here is because I've seen uh through um many sorts SP people I've press releases I've looked at the published documents on all of these different school commity websites and I pie together kind of what happens when it goes well and what happens when it doesn't go well and when there's significant disagreement over particular things well is a great example right um if you pitch a perfect game in building a new high school you're done in six years if you don't um you might be on your 14 account right so that well yeah so so I'm I'm here to keep this thing on track I just want to voice that so yeah wanted to get all things out yeah I so I guess a couple things I am also here to keep this on track it is like my mission in life to keep this thing on track um one of the things that so I agree with you that we can start to ask those questions the summer what I'm unclear about is are you saying we should not submit this until we've done that or are you suggesting that we submit this and then we use that sort of body of information to also feed the Consultants that are going to come on if it were to me well I would propose that still this to speaking or to discussing current conditions or and to include any proposed changes but within the scope of what's currently here that's question so so describing you also sort of outline the deficiency and so is there something in here that you want to not be in here we are introducing new things that we want um I think I think that material belongs toity um I think that this question is asking is to tell us currently the educational profiles I think is ask it is asking for core spaces specialty spaces and non-traditional spaces and that are described above are proposed to be used if known at this time additionally if there are proposed changes indicate how they will impact space needs and what training to support staff uh will or may be provided that is the question yeah and so that table is yeah um so is it okay bear with me my brain short circuited several hours back um is there something you're proposing to take out like are there words on the page that you want to take out I would say anything that exist today which is we we do have an auditorium which has lighting and Acoustics and a sound system and a like all of these things exist they just exist poorly are you concerned that like the msba will like trip up that process or that people have concern concerned that they haven't had a chance to get feedback and we this document that uh so my concern is so that's I'm concerned that we're disenfranchising Yeah by allowing arents to link into this saying what we want the school to be without ever having Eng Community F what it um I I I think it's a disch I I think the community wants to talk in Fe I think what the community wants is to talk in feasibility study and and we have we can't get there unless we agree on how are going to get this document submitted right so that is why I'm just trying to be really concrete like what is it that you what I think what you're saying is there's too much information in items 1 through 11 on page 14 and instead we should maybe be more broad about what we are thinking is that what you're saying say I mean other than the mini stage all of those things exist poorly right I'm trying to express a position that I don't want to disenfranchise the community by putting things this goes in our per this is part of our official eligibility phas it's going to Beed by anyone who answers the RFI and makes proposal to our community for feasibility stuff if there are certain things emphasized over others then that contractor will see that and really think about that possibly to the D of other things and that is okay disf franch yeah I also would encourage this group to choose their words carefully like if we start telling people we're disenfranchising them they will feel that way and I don't think the community thinks of us that way like and so we shouldn't talk that way so I just I I think this stuff does find its own legs in the community so I the school committee under its Authority appointed you all and we're here to like make sure we don't mess this up right because everyone in the city is defly afraid we are GNA mess this up so it's just it's the truth um so we can strike item 11 um all of other things are there we can make it like I will go through and make it a little bit less specific which I think is totally fine and reasonable um so that it does not sound so specific and I think to your point like when we put out a press release that says this these documents are complete there needs to be some framing of this document as like a starting point by this Committee in meetings open to the public it's tough It's like May and June like there's not a whole lot of time in the community for people to be with us but the entire point of this was to like Collective all the feedback that we've heard all along the way pair it up with like the the teaching and learning methodology and get us sort of Off to the Races and that to me that is what we're here to do in eligibility um so I think I think we're still on track to do that um I and I so I think the other place where there there is some like real discri here is around the library media space but I would also say I don't see anything in here that doesn't sort of match the description of current in some way shape or form so there's some description of like what the current state is that Maria put in and then there is the description um of the like the ideal space and you know other than like you know a restroom close by movable walls and movable walls like I think other than that like we we are fairly saying like something about how we're envisioning and actually with like the luxury of our head librarian doing that for us um that this is sort of what we're envisioning that space to become so I that was other place where I thought it was very detailed um and so I don't know if anybody saw anything else that they thought was um maybe too detailed there some items in the library section that's really good information it's probably more necessary like a little farther down the road needs a sink and like topl cabinet like that's all great maybe like little too granular for this document okay so I don't know if it hurts us to have it in there but it may be to look Point focusing on one area of the project more than others so we could I mean I wouldn't rid of any of it or I wouldn't hold on to it for later oh sure sure just maybe you just save it for okay Vision programing yeah that way to kind of address some the concerns raised sh is to have more consistent form that will all be cleaned up before this is done so perhaps that were standardized things would pop out more than other things yeah and then also we could adjust wording here and there where um something needs to be designed to Let's St that say current facilities are this and where theen reframing it'll keep all of this material it'll sort of have a different uh it'll land okay yeah all of that this is a sort of a wacky template to work in um and it has like all kinds of different bullets so all of that will be cleaned up before we're done to make sure that it's consistent I think that as for those of us that did have some writing the Assumption was that you would be reformatting so and I just I don't St from Bry you know no it's totally fine it's totally fine that's really F but I did want to say before that um La if you do look at um some of the ideas for the library I had Project based learning in M awesome also yeah other questions about section three Aaron so I think like you mention for example like some of the more like specific items like like library library we're suggesting that certain ones are more specific than others so we taking them out because like the previous section of the city of we're going to strike 11 that we're not going to strike others I I just I don't really know if it makes sense to strike certain on not other ones like I think we're just I think what I'm hearing is to just bring everything up to the same level of detail right yeah I mean I prefer that if we're GNA if we're going to I just I don't think it makes a lot of sense to strike certain things and not other ones if we're going to be specific about certain areas not you me I think one or the other should be chosen here okay perfect sorry Larry did I see your hand a bit ago oh okay sorry is Essex Tech on the list of schools to visit it can be I would say that that's also like if you're interested England labor train Academy is just completing as we speak campas which has which would be suitable for vocational but it has clusters classrooms surrounded by big metal shop as does so conceptually go different schools and take picture Sean downstairs in med tech uh does a very good job with the students might have wait till fall something but put together a nice little Montage with music and it kind of explains things that get us excited so we can maybe going to the theater sometime and show people maybe you're interested say this kind of what got us going so we can like set the table a little bit yep uh but I do think it's it's good at this point we're kind of painting broad brush and got all this Stu but I think it's good to give a panoramic and I personally I guess I think it's okay to say not only what is but just to sort of bait them a little bit also you know we would like to state of the theater to be honest really really we like those two things classrooms are classrooms they should be nice they should be functional V they just need space you know pair it up anyway so you know what I'm saying but say what we want in broads s and putting that out show the pictures of what we have liked from all these other tours and visits and then we start the process that gets [Music] everybody yep and Suzanne was working on that um tracking down that application that went in some years ago now um to do something it was very Project based learning integ a with the outdoors oriented for another grant that we did not get but she was going to um go through the files and that information to figure out if there's anything that rock climbing Facey like that guy I Envision like a winter you know groom cross country ski course up there with some yts you can they Ser they have they sell the pastries out of there give hot chocolate or something folks margins you know those people get the little en I mean that is so undeveloped and it's a gy for the entire city yeah and not to be capitalist money that in terms of parking fees concessions and stuff and that that is such a beautiful so how that integrates with everything be Cross Country meets in there yeah so to to wet the appetite a to me I I think it's fair to point out what is here some of the deficiencies what we feel like we're lacking for the sake of students and then sort of shoot them with with some options and kind of what we're thinking yeah okay any other questions comments Maria I just want to mention one thing um you're probably already we pbd high school is in process right now they're about to begin their design phase so I I spoke with the librarian at P pbd high school and she gave me some of her notes which I Incorporated okay but they're just a few steps ahead be a resource great Brian What's youris um so we talked about Arlington we talked about Somerville Belmont just opened okay and you know the other you know the thing we may want to do is sort of reformat our summer meetings to be like tours instead so that we have some time in summer to do various tours so um I think that would be a great use of Summer if we can get all of these docu if we can get through all of these documents so that we really can sort of take the summer to put all of our like communication plans together start to tell the community what we're seeing start to look at all those other schools and sort of get ready so it might just be nice timing um to do all of that want to go to nelta I think I okay so and I think that's out there especially great okay what I'm sorry what school was that Quincy yeah great okay yeah that would be great um section four Community engagement I think the last time we talked um people talked about like the the sequencing of the information in there um and I tried to although I finding the typos because I was doing this in my lap at the council meeting last night but um I did try to like resequence this to better flow um with the information that we have in here so talking about the the community the communications and Community engagement subcommittee first I think it was last um and then talking about some of the things specifically that they asked about around you know what kinds of things are we considering doing um and then um in addition doing a little bit of um sort of just framing that last paragraph a little bit better about the engagement that we've already done around the collocation of Curtis TS because that is a program that we are proposing to bring on here and the school committee has done um some very helpful useful work to um to sort of move that forward so um that is um I think that is everything in this document um any other questions um is there a motion to approve this document as amended and should be completed as noted motion to approve as amended and completed as noted okay second bying oh yeah absolutely yeah yeah I put your name on the list yeah absolutely cool um okay so motion by Dr Cushing and Aaron seconded by Aaron um all uh all of our voting members are in person so all those in favor I all those opposed the eyes have it okay um so will you let me know when you would like to talk to J yes yes I can do that um okay the FI the last item on our agenda for this evening is um just to give you an update on the maintenance practices information um so um Dr Cushing so let me pass this out and then I'll explain what it is okay does everyone have a copy oh we're almost there okay um okay so just as uh framing the msba has an online portal where they require us to upload a whole variety of documents around our maintenance um and capital planning practices uh earlier in this process Tom and I um sat down with that system and we went through and we created this document to just try to provide like a working place for all of that information um so you'll see all the questions listed um throughout this document um and what you'll see uh is the questions the answer format so many of these things are like yes no type qu questions and then any comments um which would be comments that we need to put into the system to answer the question Etc um so if we start at the top um what what I think you'll see is that the vast majority of this information has to be completed by Dr Cushing who's our representative um on uh the committee in terms of um his work as the overseer of the facilities department for Medford Public Schools um among other 45 other jobs that he does but I think um I just wanted to run through the questions here um as a sort of jumping off point and talk a little bit about you know give you all a chance to review all the information that um is populated in here already and talk about next steps for this document um so if we start at the top the first series of questions is really around Staffing so it asks about um question number one is is the facility maintenance performed by the municipality or the district in our in our situation it's accommodation of both so the district largely has the responsibility for sort of all things maintenance until something gets too big and becomes a capital project and then the city um the city does step in um our buildings in grounds Department clears snow and they do other projects like Paving and things like that um so it is truly a group effort um item number two our venders use for any aspect of facilities maintenance and the answer to that is yes um for all of these things Plumbing Pest Management elevator inspections asbest testing um Etc um fire alarm systems all of that good stuff and just waiting on the name of our Pest Management Company um number three full-time equivalent um to have them help them understand how many custodians we have across the district um is there a director of facilities the answer to that is yes and does the district have uh defined job descriptions for our custodial staff and the answer is yes so we'll have to attach those um item number six is their system of performance evaluations of the district's custodial and maintenance staff um that is a work in progress but uh we are uh pending contract negotiations around that and um number seven is training required or provided for the district's custodial and maintenance staff um yes and it we cover some of the things that we have um trained our staff in starting in 2023 um and then uh number eight is their written maintenance plan for the district that details um minimum custodial maintenance standards and governance day-to-day operations the answer to that is yes um and so we will have to attach those documents so that's the Staffing section um the planning is there preventive or predictive maintenance plan um for the district's facilities um the answer to that is yes um and we there's attachment that we'll have to provide um does the district have a work order system the answer is yes we actually recently converted from email work order system um which is problematic as you might mention to a a system called operations hero right yep um and it is a true work order ticketing system um and we the district is sort of rolling folks onto that both um on the custodial staff and then also in the school buildings um over the course they're working on that implementation um the facilities condition index question number one does the district conduct periodic inspections of school facilities to ascertain their conditions the answer to that is yes um item number two is do we have a facilities condition index which keeps track of school systems identifies major system components and tracks information um we purchased some software to begin doing that in February of 2024 that's Operation z um uh item number three please describe how the district analyz analyzes facility condition information and how that analysis impacts decisions on budget Capital Improvements in staff performance um so up until recently the condition uh facility conditions and repair repairs were done on an on as on an as needed basis the district um so beginning in in FY 24 we really begun to shift um to a recommissioning model um where we are looking at um each of our schools on a periodic basis to understand their budgetary needs Etc um item number four is do we have a protocol around commissioning and recommissioning um that is starting in fy2 um and that process is essentially on a periodic basis um you do sort of a Soup To Nuts assessment of what is happening in the building um so that you can identify what it would take to bring the building back to its original condition in terms of its intention um and then what that does is it sort of highlights any maintenance um practices that need to change HVAC you know the big systems there are like HVAC oriented um you may or may not know this but we have a project going on right now in our middle schools that will replace a track systems in the Andrews middle school and then in the entire mlin complex um so those buildings are like in effect effect being reconditioned because of that subst substantive work which is scheduled to be done hopefully by next summer next summer yeah um and uh the other schools Brooks Roberts mck will get on to the reconditioning cycle um with this next um rehab and then the expectation would be the high school would go on to like a fiveyear loop with the other schools as well Ria question because those buildings are only you know 20 plus you know what I'm going to say go for it was that because of not being kept up or are is that just aging out so it I think that's actually a really good question both yeah it really is both in all honesty um and with any of our Architects and others who have a lot more experience than I do the reality is as these buildings approach 25 years old um they're at midlife expectancy for their structure um so you know roofs last about 30 years um HVAC equipment you know some some are expected to last some pieces of the equipment are expected the last 10 years some are expected to last 15 and you know your bigger equipment your rooftop chillers your compressors things like that with proper maintenance will make it to that 25y year mark But essentially at that point I mean everybody we have talked to in our process for OPM and designers is oh yeah they're at the end of their life they they could be the rollsroyce and I I think this is how he described it to someone like you know we're not going to put we're not going to put more money into fixing these because it's not a classic Mustang or classic car it's a 1975 Pinto so um so so yes yes to both of those things right like proactive maintenance like extends the life of these systems but there is a life of the system that you know you you tap out and I think what you see particularly when you talk when you start to think about like the kind of system programming that's going to go into this new high school like Arlington talked a lot about how like they don't know how to use their building just yet because it is so highly Technical and so very different than how their building used to operate that they said often they hear they are like this thing is broken and it's not broken at all they just don't know how to use it yet right and so there's this huge learning curve that goes into these these new buildings in particular but you know for the same reason that like when your car is like fully electrified inside right like there's more parts there's more things that can go wrong right there's more there's more well if you're completely electric that's different but like you start talking about like even the advancement of anything else that's going on in your home like like your you know the refrigerator from the 70s lasted for 30 years and and it's still maybe it's still running in in avocado green but if you buy a refrigerator 10 years ago like you're probably thinking about like it's time for a new refrigerator so the the entire way we maintain our buildings will change with this new building and what I think what they're trying to understand is like how do we do it today so like how big of a clim is this going to be for us to take good care of this building um and the answer is like we have work to do in that department um for sure um but we are trying to get there um proactively so that where we have arrived by the time this building comes on because that's going to be its own challenge um the environment uh questions does the district routinely monitor air quality the answer to that was yes um do does the district Implement practices in the epa's tools for school program the answer is yes more information foring yeah we do have more work to do on that but y um does the district have a protocol to eliminate toxic chemicals and use green products for cleaning and repairs um best practices for building operators typically include regular inspecting testing balancing and cleaning of HVAC components in order to make them most efficient do we do that um I think that's like maybe a working yes um does the district monitor energy consumption and spending we do um we've started that this year that be a very it is a very interesting analysis I can tell you right now one yeah Luke uh so since Co since Co yes with an outside with outside testing Yeah Yeahs anything you want and if there is a problem so was just yeah it is it's it's once a year or if a concern is raised so when we had flooding um yeah uh I forget when that was December January whenever we were hit at the high school with a heavy flood once we had everything cleaned up we brought in uh ueec consultants and they did air testing um it was found to be fine uh at the brook and other schools the Miss in particular where there's uh been some buildup of land or the land is just up against the foundation there's always been some concern of moisture so we will do testing in those spaces um but the other thing too is um across our district right now we're doing a district mapping project to know every single space um to get pictures of every space to really understand every space for us to be able to have a device like you mentioned uh would probably have a significant ramp up cost um that I think we should really look at uh when we go for a new high school and I think uh what M Graham is saying about the things that we need to learn as part of this HVAC project with the ERS in the mlin that's been one of my key questions is okay this is great but once we commission these how are we going to know that our maintenance staff are well trained to be able to Monitor and then not just like know what to monitor but know when you want to know something this is outside of my scope I can't try to fix this I need to call someone in um so those types of things like know what you know and then also know what you don't know so that the system can be maintained by truly trained HVAC professionals and our maintenance staff does a great job um it's just you know we're getting in we're getting into an area with these Building Systems that um require extraordinarily High training and high skill I give quick example not the mains SE building it's Jack so you know that's where part of the and simple but good quality to me another quick example the lights we had in the shops were terrible those flues lot of juice they didn't shine very right so we got this ledal shops except that whoever sold the bill of goods got all this technological stuff to try to help us to save money of course that's good no problem there but it was all programmed via cellone we have no control over here doesn't go over internet and cell reception is terrible so this goes three pandemic days for about three years I would come over here to walk the Bells on weekend and the lights in my shot what is going on and it supposed to stop that and we just askt people took like until two years after we got back in school it's about a year and a half ago finally solved it and we haven't had much problem I don't know what they did had a bunch of the guys from Georgia up figure it all out but just sometimes bills things that so high tech it's like software that is it has all these whistles and bells but you only need this 5% I'm saying you don't need all theability ways to do the same thing just give you the best way of going that because I I don't have the mental capacity to do it so I just think that this is something we're going to have to deal with throughout this whole process reviewed by everybody's the other thing with regards to uh I would like to see as part ofion thing is I would really really like I think John 100% is to have that having maintenance department we have a maintenance department that has a space a little shop ah Warehouse a place where they take their lawnmowers in so we not build these sheds all over the place store them work on them uh they the guy probably needs a pick up because they're always borrowing other shops trucks when it snows we have our own snow and and we have tried to form a relationship with maintenance because they need help they need the facilities they used to always borrow TOS lad scaff just fine they need a vehicle and they need space to work and to do stuff they need their own staging scaffold sure okay but we have the kids in the cooperation just so you know every year they break leaves they prune trees uh they do the you know Landscaping the kids have done all this garden and stuff out in front last year they all p and these pulling weeds out of the brick out of the center Courtyard so uh we there's stuff in about pain so every year we work with DPW to all the potholes and parking Poots kids resurfaced Seal Co parking lots then painted all the stripes so since they do that I would like the kids to give a recognition and also maybe that can be part of the new plan collaboration where the vocational students can take on some of that stuff and we try and try to get some of these kids uh Co-op jobs but in construction you got be 18 but they could work with school for Little P here and there we maybe do some more regarding last thing I'll say the warehouse thing I think would like this but that could be a stop Gap thing have youever been in that that's instru for it is nice it's big it has everything in it uh if they can had a corner maybe for the school School District big run out of that for a while I'm you know you didn't hear that from me but all right well you know you're being recorded [Music] right okay so also in this document is um a series of questions about budget um so does the facility maintenance person have a role in establishing the budget um what are the amounts that have been um requ wed in the budget over a series of years what was allocated in the budget over a series of years if there is a variance um why was there a variance expended budget um over a series of years uh is there a variance if there's a variance of 20% or greater between consecutive years in the district's total expended amounts please provide the details on the reason for the difference projected budget um I think we're actually on a better track there so that is nice um what does the district believe that uh the appropriate amount of spending on operations maintenance should be um to allow for routine maintenance of District facilities and how close are we so we had lots of conversation at the council meeting last night um in particular because um that uh there are potential proposition two and a half overrides on the um ballot in November uh voted in last night um and part of all of that money $7.5 million across the two ballot measures um other than $500,000 would be U directed towards schools so part of a big part of like the planning that went into that those numbers was um things like making sure that we were able to provide routine maintenance that supports the district so that's a big deal um and then any other comments on your budget history so we will talk about those upcoming items then there's a capital program piece um we're in good shape from a capital program perspective because the city we had a capital program for several years um when mayor lungo Kern took the Reigns of the city she created an integrated Capital plan that included the schools um and they use the um calling center to help establish that um and then we are in the midst of um a policy change on the school committee side to sort of codify our annual Capital planning review process for schools um and then the capital budget history asks about tax overrides um Capital exclusions dead exclusions um the answer to all of those is we have not done that before but we're about to do it in November um and then any other capital projects that were due that were deferred due to funding constraints so I'm sure that we will have one or two items in there um the final section is the capital Improvement M plan and budget um so what is you know what is our Capital Improvement plan and budget so we will attach the city's Capital Improvement plan and some of the other documents that we have um internally and then providing any information about availability of non-public funds for school facility purposes we'll talk about our rentals um and some other things um there and then provide information from the treasurer finance committee or Capital planning committee regarding the outstanding debt and future Bond capacity inside the debt limit for mun municipalities and so that will come from um the mayor's office um and then this last table was just a a table one of the tables that has to be sort of filled out and completed so all this document is really just to allow us to start to collect the information where um that ultimately then has to be like keyed into the system in a very particular way um so I wanted to share this with you find out if you have questions or comments um our working goal is again that by June 30th this will be done and we will be able to submit it um we actually have until I think October to do this but that we can't go to that next phase in the process until we're done so our goal is to get all of this um documentation pulled together and buttoned up um between now and then so questions um would anybody like to make a motion to authorize Dr Kush and I to um complete and submit the questionnaire um okay so so motion for myself and Dr Cushing to complete this questionnaire um as requested by uh Nicole Morell seconded by Emily thank you Emily um okay all those in favor all those opposed have it and five um okay we are at the end of our agenda few minutes early um our next full um meeting is scheduled at six o'clock on July 17th via Zoom um I will be in touch with the communications committee so that um we can find another date hopefully in July um and I think the next steps are the you know to finish up these forms and get everything submitted um and look forward to that feasibility study vote by the Council on the 25th um so that we are sort of Off to the Races and then you know use the summer to do our community engagement planning and do some touring um so between now and July 1 I'm GNA say I will be back in touch with you if I am able to sort of shift things around and schedule some dates and times so those two meetings may not stay on the calendar exactly as they are um but I will let you know as soon as I I have ideas and plans um generally speaking if we're going to go to a school in the summer I think they're folks are going to lean toward wanting to host us not in the evenings is their a time frame that works better for you all than others um I'm assuming it's summer it's going to be sort of a Monday to Friday is thing um and probably they're going to ask for us not to come from 6: to 8 but I I will certainly ask if that's a possibility so um is there are there other times like generally speaking that like is morning better than afternoon is afternoon better than lunchtime is lunchtime the best like any feedback about scheduling I know it's all impossible okay Emily I assume we're not going to get a critical mass of our it's just probably going be something like some school that's a great example yes offers themselves correct yeah be have more I think that we should prioritize whatever school is the best example for us to see that's my okay Nicole I think be yeah okay any other questions comments about timing and scheduling I know it's all tough so um I like I said I will ask if there are people willing to host us on an evening and maybe there's evening programming going on in a building where somebody would be willing to do that or The Architects would be willing the designers often are willing to sort of help make those things happen so um I will do some Outreach and um be in touch I'm sure that hmfh would be very happy to take us take a group back to Arlington I know some of you got to see Arlington but um it was just like right next door which is amazing and was very cool so um so I will be in touch on that and as soon as I have dates I will have Lisa send them out to you all so that you have them on your calendar and um you all should have District email now if you have questions about that you can see Dr Cushing um and is there a motion to adjourn motion to adjourn by Luke second by Libby all in favor all