A notable concern was the damage to a fiber optic line during the high school renovation. The incident occurred due to the absence of the line’s location in as-built drawings, leading to its accidental damage. Despite due diligence, including the “Dig Safe” process, the lack of documentation was a factor in the mishap. The board discussed the financial implications, with a member of the financial working group stressing the importance of receiving financial documents earlier to enable review and formulation of questions. Suggestions were made to improve the workflow by implementing a system for document distribution.

The meeting further addressed the development of a new school site, focusing on the necessity of thorough testing and budget considerations. The site is divided, with the new school planned on one half and the existing school on the other. The board discussed the rationale for conducting tests on both sites, despite some concerns about the implications of starting testing near existing bio tanks. There was apprehension that premature testing could lead to contractual obligations the board was not ready to manage. Meanwhile, the results of these tests, expected within a week, would inform future decisions on construction and site management. The board scheduled a follow-up meeting to review these results and determine the next steps regarding construction bids.

Financial management was a recurring theme, with the board approving multiple invoices related to ongoing projects. Payments to LBA, Collier’s, and for various modular leases were approved unanimously. Moreover, discussions highlighted the need for additional staffing to support ongoing construction projects. The board debated the necessity of hiring a temporary clerk to assist with communication and decision-making during weekly Owner-Architect-Contractor (OAC) meetings. While some members questioned the need for additional staffing given the current workload of existing employees, the proposal underscored the importance of project oversight.

The board also reviewed construction document submissions to the Massachusetts School Building Authority (MSBA), emphasizing the importance of maintaining the current budget to avoid financial shortfalls. The conversation included strategies for managing costs associated with unsuitable soil beneath the building, with proposals to minimize soil exportation costs potentially saving up to a million dollars. The board voted to accept the submission of the 60% construction document binder to the MSBA, maintaining the budget as is.

Additionally, the board tackled the complexities of issuing Requests for Proposals (RFPs) for various project components, including structural, fire safety, and ADA-related projects. The discussion centered on whether to issue separate RFPs for each component or combine them into a single package. Concerns about receiving fewer bids if the projects were not packaged comprehensively were expressed, leading to the decision to issue RFPs for all three areas as initially proposed.

The meeting concluded with scheduling discussions for future meetings, aligning dates with project milestones, such as the submission of 60% Design Development (DD) documents and the approval of 90% bid documents. The importance of timely decision-making and effective communication with all project stakeholders was reiterated.