The discussion of the safety system upgrade was a key focus, as it encompasses comprehensive security improvements across the district’s schools. The proposed upgrades include door locks for the high school and exterior doors, extensive camera coverage for middle and high schools, and telephones in every classroom. The need for a robust, cloud-based network was underscored, although some members advocated for maintaining local servers to mitigate security risks. The lack of grant funding, which was anticipated to support these upgrades, means the district must identify alternative funding sources to proceed with the installations.

Beyond security, the committee tackled various capital needs, such as the installation of bike racks and door sweeps, and the replacement of a freight elevator motor damaged during previous flooding incidents. The importance of HVAC system maintenance was emphasized, with specific focus on mini-split systems in network closets, which are essential for maintaining appropriate temperatures for sensitive equipment. It was noted that replacements for these systems might not be available until March of the upcoming calendar year, highlighting the urgency of addressing these issues.

The Curtis-Tufts School, the last functioning school building in the city, was also a topic of interest. An application for a historic assessment of the school aims to address necessary repairs, including the building envelope, stairs, and windows. The estimated cost for this assessment is between $20,000 and $40,000, reflecting ongoing efforts to preserve the building’s significance in South Medford.

The meeting also focused on the bundling of various projects for efficiency, particularly around HVAC replacements and the recommissioning process. This approach was designed to assess the remaining lifespan of roofs and HVAC systems, among other repairs. The need for a roof assessment was highlighted, especially for the Mlin complex, which faces challenges due to energy efficiency standards requiring the installation of energy recovery wheels.

Another issue was the condition of aging roofs, which may require significant alterations during HVAC upgrades. The committee discussed the potential problems associated with cutting into aged roofing materials for equipment installation. Past efforts to seal roofs for energy efficiency, notably at the Andrews building, were cited as examples of proactive measures to support solar panel installation.

The committee also addressed the necessity of upgrading electrical systems to move away from fossil fuels. The lead time for obtaining necessary equipment could extend up to 12 months, and the financial burden for these upgrades would fall entirely on the district. Concerns were raised about the potential for rising costs if projects were delayed, with one member expressing uncertainty about whether waiting could lead to cost savings or increased expenses.

The topic of hot water heaters was discussed, specifically the replacement of the last original heater, with costs escalating from an initial estimate of $110,000 to a budgeted figure of $267,000. This trend of rising costs for necessary infrastructure replacements is a concern for future budgeting and planning within the district.

A new QR code system for tracking maintenance and equipment history was introduced, aimed at improving asset tagging and record-keeping. This initiative will involve training maintenance staff and providing district-issued devices to facilitate scanning, leveraging speech-to-text technology for updates. The committee recognized the need for a shift from a reactive “break then fix” model to a more proactive maintenance approach, emphasizing the long-term benefits of preventive maintenance contracts.

The meeting also touched on ADA compliance issues, specifically the settling problems affecting accessibility at school entrances. Temporary solutions like concrete ramps were considered, but a comprehensive assessment of the situation is necessary. Drainage issues at Brooksfield and the new Mlin playground were acknowledged as ongoing concerns that require attention.