A central focus of the meeting was the establishment of a pre-qualification committee responsible for reviewing Requests for Qualifications (RFQs) from firms interested in the construction project. The committee aims to ensure a thorough evaluation process by distributing RFQs for scoring and ranking, paving the way for a Request for Proposal (RFP) phase. The deadline for submission of RFQs was set for October 20th, with a subsequent meeting planned to deliberate on the submissions.

A notable aspect of the RFQ discussion was the disclosure by a member of the committee about their previous employment with two of the firms that expressed interest. Although not required, the disclosure was acknowledged positively as it promotes transparency and integrity in the bidding process. This transparency is crucial in preemptively addressing any potential complaints or bid protests that may arise.

In preparation for the upcoming town meeting, a flyer was introduced to disseminate information about the meeting and the specific article and ballot question to be discussed. The flyer will compare the implications of a successful versus an unsuccessful vote and provide a proposed schedule for the project’s timeline. The committee plans to distribute the flyer in community locations such as the library and senior center, following suggestions to enhance its readability under various lighting conditions.

Attention then turned to preparations for the town meeting presentation, which will include contributions from various committee members. The committee emphasized the need for impactful communication within the time constraints of the meeting. There was a correction regarding a venue change for an upcoming forum due to flooring work at the Shadic Center, which will now be held in the middle school cafeteria.

Community engagement emerged as a concern, with previous forums experiencing low attendance and minimal local television viewership. This prompted discussions on enhancing outreach efforts, such as those by the “Yes for Littleton” group, which uses social media and email to boost participation. The committee is exploring ways to make the town meeting more accessible, including offering free childcare and fostering a family-friendly environment to encourage attendance.

Public comments during the meeting highlighted concerns regarding the MSBA, which had sent a project scope and budget agreement for execution by the town. A committee member expressed apprehension about the timing of the next meeting relative to potential negative voting outcomes. It was clarified that the MSBA would closely monitor the voting results and promptly communicate with the committee to discuss subsequent steps.

The meeting concluded with a discussion on the potential need for an emergency meeting to address any negative voting outcomes. The committee agreed to remain prepared to respond swiftly to developments following the town meeting discussions. A motion to adjourn was presumed to have passed unanimously.