good evening and welcome to the Shaker Lane School building committee Tuesday June 18th 2024 uh we'll start with the agenda approval of the prior meeting minutes has uh any everyone had a chance to look at those and are there any questions do question in regards to the minutes on the 4th um there uh towards the end ER it reads maybe like three or four paragraphs of Kell Kelly asked if giving input can weigh in on it's the three that were at the meeting so I'm listed Kelly's listed and there's not a third person listed and I'm trying to go back in my memory about which this was the um Michelle was this the meeting that um at with msba I'm trying to follow the notes interview to the architect the ninth the Q&A Kelly asked if giving input who can weigh in on it it's the three that were at the meeting I know I was there and I know Kelly was there but I I don't know if I Stacy was there as well Stacy all right so she should be added to that okay I think she took the me meeting minutes didn't she yeah is she here to take minutes tonight it's a good point I don't see her uh she's um don't see her on the on theist I don't see her I write I'll write up the minutes okay thanks Steve any other uh Corrections comments on the meeting minutes so we have the meeting minutes from is it the what are the dates that we we have I think it was May 13th was the last meeting we had and what was Michelle referring to Michelle do you have the Lis thing of the minutes so the ones that I was referring to were the minutes from April 4th the minutes that we have to appr approve tonight are March 12th April 4th and March 3rd okay so with the corrections um mentioned by Michelle any other uh discussion is there a motion to approve we'll do a roll call vote uh Kelly yes we need a second I'll second it okay uh Kelly yes uh Michelle yes uh M uh Mike uh yes uh let's see who else is down here Steve yes um who else is on here it's the Committee Member Bob romley oh Bob sorry about that hi Bob I wasn't around I wasn't around for any of those three meetings so obstain on that okay and then I'll I'll vote Yes as well did you get Ryan I'm sorry Ryan go ahead I'll vote Yes okay uh so Michelle the me those me what was the meeting date of the one that needs to be fixed April 4th on the back side it starts with Kelly asked if giving input can weigh in on all three it says March Kelly Michelle and then I believe someone said add to Stacy okay so we' got April 4th March 12th and what were the other two April 4th March 12th March 3D March 3D oh March 3D okay okay um review of the six 10 meeting with msba and next steps uh who wants to talk to that oh do you want to do the invoice first uh yes we do yep that seems that seems a bit uh you know selfmotivated markk I don't want to say I'm not gonna talk I'm not gonna talk to the meeting unless you pay us for just don't forget it um okay here we go uh the one uh item on the warrant is for Turner Townson and hry I don't know they seem to have left hry out of here uh $13,988 uh is there motion to approve don't moved second all in favor uh Ryan yes Steve yes Kelly Kelly yes Michelle Michelle yes uh Bob Bob romaly yes did I miss anyone me yeah yes motion carries going oh I'm sorry stepen oodie yeah so when I have this um agenda up on my screen I can only see like three people on the uh roster here um you know uh discussion about the uh meeting on uh 610 with msba and the next steps uh Mark I think might be the best one to talk about that yeah I I will take that thank you the acttion the meeting was actually on 611 um I'd like to share my screen as well if I can let me unshare how do I do that okay think I got it there we [Music] go okay can you all see that now I think I have to unshare and I here we go one  okay Mark can see it I at least I can see it now can you see the agenda from the msba meeting on the 11th yeah any yeah excellent um first and foremost uh before we get into this I'd like to introduce uh or i' like them to introduce themselves this evening from Studio G Architects if marily and Mary Lee like you just introduce yourself to the committee sure I unmuted faster than Mary Lee so I'll go first so my name is Marl nestler I'm senior project manager with Studio G and we're very excited to meet you all get to know you all and really go through this process together hi I'm Mary Le Mercy with Studio G I am uh the assistant project manager the project architect and an accredited learning environment planner so what that basically means is just I'm doing most of the design on the project um so it's been really great so far and this has been a wonderful team to work with and we are really excited about that nice to meet you uh thank you all it uh you it might have been a little redund and I know some of you have met uh marily and Merill since we've started the process and at some of the tours and the visioning sessions Etc which we'll get into a little bit later uh but now they'll be joining us at every meeting and we'll be having sort of standard updates from Studio G from the OPM for the schedule Etc um but first first we'll review the meeting that took place with the msba so once the executed contract happens with the designer which we did and was signed by the the district on the 3D of June we scheduled a a kickoff meeting which basically we work with our project coordinator uh Robin um from msba who've been dealing with from the beginning they introduce us to the pro manager who will be working with Janet Corone uh and they had one of their Engineers there have a treat um that will assist the process as it goes forward so they introduced their team they talked about the communication protocol we'll be dealing with the Robin and Janet going forward any questions decisions uh concerns about as we move through their process we'll work directly with them um and get their direction if we need uh if we need answers to anything um the contracts have been signed um we're all set with that with Studio G was executed as I said on the 3rd of June uh and then uh the project manager Janet took some time to basically go over the entire module three and four for what we're moving on to feasibility study and schematic design for you for all those who were there I think Steve Moore Steve Mark Kelly uh Michelle um Ryan if I missed anybody else I apologize but uh we had a very good turn off from the district from ourselves and from Studio G um to show the team that we'll be working with and they went through each stage for feasibility study which we are right now then schematic design we address the project schedule which has since been updated which I'll talk about in a second um and they they just introduced the post of occupy occupancy evaluation which comes a ways out that's when the project basically is over uh and then we had a couple of questions and comments that were made about the schedule in the process but we are now in TDP which is the item W under feasibility study a on this agenda the preliminary design program um and as I said the district Kelly Michelle Steve Ryan they've been involved so far with some of the initial um information that needs to be pulled together for the designer uh to start to put together the the program for for PDP um it's a lot of work um Thursday there's another session that's taking place um I hope to be present at that session question and I'd like to talk with Michelle and Kelly maybe at the end of the meeting uh to talk about sitting down after we're done with that meeting and just going over some of the details of information that are required for PDP I don't think we were clear from the very beginning of the amount of work that is in in in part of this um section uh we do have an outline we do have sort of a checklist of things I just like to go through them with the designers and make sure that everybody you know understands what the requirements are uh and as we go through it all once we're done with that and we'll look at the schedule in a bit we move on to schematic design which is the three options that we have to decide on we'll go into developing one of those in schematic design um included in that part of schematic design is an assessment a facilities assessment by the msba and then we shoot for the board of directors to approve the preferred schematic design that's that's approved after PDP uh and then we move forward to uh um continuing the project afterwards and get it to further design Etc um that was pretty much it I don't know if anybody else was at the meeting wants to make any other comments but um it was about an hour plus uh reviewing everything and just you know um talking to the uh the msba about the team and the process yes Marl so I just thanks Mark that was a great summary of the meeting so I just wanted to add it's a lot and it may seem overwhelming but we've got you we've done this before we're very comfortable with the process so while the book of the binder may look this thick it's really it's fine we'll be okay it's really a lot of um getting answers from you all making sure that we're on the right path overall we're building a building for you all in your town so we just want to make sure that while it may seem like a lot at this beginning we'll get into the flow we'll get answers that we need we'll guide you through this entire process beginning to and so not do fear you're in good hands with with Mark sesh Mary Lee myself the whole team we you're you're well taken care of and we'll make sure that this is a successful project just wanted to chime in with that thank you Merl uh we just again we want to be Crystal Clear um in Communications with you all of what the expectations are a lot of the information that's required for PDP you already have it's just Gathering it all getting it together reviewing things that you may want to change you may want to look differently you know at so there are things that we need to make sure that uh we get together any other comments about the msba meeting from anybody all right hearing none I'd like to as part of that we reviewed the schedule but as we talked about the schedule later on that day when they had another one of the sessions um there was a discussion that the timing might be a little tight from the initial schedule we showed at the msba so we did modify that um can you all see the schedule okay so the important date that sticks out of the schedule for us right now is 8:30 the end of August is when the PDP will be submitted to the msba uh and and built into the msba protocol they have 21 days to review the document we submit then if they have comments on the document they send it to us and then we have 14 days to to review or go back on their comments comment on their comments and provide the information that they think maybe wasn't provided as part of the PDP uh but we take their comments and we respond to their comments and you see that that takes you know that pushes a month almost to the middle of October just with the required review time from msba and then our respond time to their comments um once that's all been uh approved and been um decided upon you know that's when we start looking at the um preferred schematic report so these dates are now the schedule is flexible is always flexible it's a moving Target we know things can change uh but right now putting in the requirements for meeting a a board meeting for the msba to get the schematic PSR we're looking at the end of the year uh middle of December their last meeting of 24 to stay on the schedule that's the meeting that we're going to meet um and then as we move into schematic design you know Town vote we're looking at right now scheduled is like the middle of June and I know the town typically has a a town meeting in the first week of May so this needs to be discussed how how we do that do we talk about possibly going through the summer and Gathering more inform special town meeting in the fall to vote for the project as we go through that um we don't have to decide that today but that's something we need to definitely talk about as I said once we start filling in these dates we're kind of set with the dates based on the requirements of uh board meetings and review periods because we have review periods also for the prepared schematic design that have to be met uh with the msba so that's that's kind of in a 10,000 foot level nutshell of the of the schedule that we're looking at uh any comments or questions about the schedule yeah mark this is Steve more um so the uh submission of the PDP is basically 10 weeks from today right correct so what what does the committee need to know about our obligations to meet that date the educational up Michelle let me answer that question first can I you want to go yeah yeah sorry um you know Marilyn marily might be able to chime this we have to get together basically the information for the PDP so the educational planning the space summary the existing condition evaluation all the information has to be pulled together um potential new site evaluation we'll talk about at the end of the meeting but um all that information has to be put together in order for a decision to be made about what option needs to be determined so that's that's work but it's doable within 10 weeks I know we're up against the sum I know people are going to be on vacations uh Etc we've been talking about this you know for a while knowing that would be up against this but I think Marilyn mer if you want to add on to that we think we're pretty confident that the information for the PDP can be done by the end of August yeah Michelle I didn't want to jump in front of you do you have a question or comment and then I'll answer that I think the one comment that we talked about Merl is that we need to get some more of these meetings on the books because we have to correct me if I'm wrong when we met with msba we have to run all of this by our um building committee before submitting it and I feel that with Kelly myself um Beth steel Lynn snow and Mike perello we have standing meetings starting next Wednesday to work on the Ed plan so I feel like we we'll be able to hammer that out um but definitely going to need some more meetings in order to get that approved yeah thank you your spot on so essentially as Michelle said right now and we can can share this in our presentation but we're doing visioning so what is the Ed plan we've visited uh three different buildings three different existing um elementary schools actually so the district and Michelle and her team have seen examples of new 21st Century Learning opportunities so it's really a way that the Ed program can really form the building design we want to make sure number one we're getting the maximum msba urement first of all but then also just making sure that the facility suits the needs of the district so if we build a building like out of the air it's not going to work for you so we really want to make sure that it's meeting the needs of the district in many ways in many many capacities so beyond just the classroom itself it goes past that so um so yes it's PDP what we need as Michelle said is before we submit the these um Milestones to the msba we need the um the school building committee to approve it so we'll give you ample opportunity for feedback to make sure it's a collaborative process and also just to make sure that what we're submitting reflects your town and your community so Mary Lee anything to add to that yeah I I will add that this is one of the main topics that Merill was going to cover when it gets to our portion of the of the presentation and we have a few suggests of how we can get everybody's feedback and get everything approved so just at this point it'll be things for you to consider before ultimately making a decision about whether or not you want to do extra meetings or handle it in some other way so having that be a perfect segue seeing that I have the screen I have your guys presentation up so I'll just bring it up and you you want to address it you can nice um certainly do that all right are you driving then Mark should we you you I can drive certainly just tell me what I need to do yeah okay so you're good where you are so essentially thank you for having us so thrilled to be on this journey with you all so we already talked about PDP a bit the visioning and educational program Mary Lee will also dabble on so just another purpose of this meeting is that you're in the loop that you know what's happened we we're not working in a silo with with certain individuals it's really bringing everyone Along on this process um we'll give you the project update as well discuss ways that you can determine the best solution for your district and town and then a couple uh District action items so Mark [Music] next so a few of you that we've met previously with have seen the slide this is going to be our road map this is where we're at where we've been in may we had the msba kickoff we've executed the contract so we've done we've been busy with you all it's been great getting to get acquainted so so May is behind us now we're mid June we're doing the visioning sessions which are well underway um and that part of that is establishing the educational program so Michelle and her team have really been excellent in understanding what their their need what what their new program needs are and um we're going to continue the conversation so with our educational planner who wasn't with us today but his name name is Mike and he's really just been fabulous at guiding the process uh exist facility conditions assessment so as part of the msba process we have a couple options that we are we're going to look at so we're going to look at an addition renovation options so we want to do an existing existing facilities assessment to see what you have are your classrooms adequately sized do you have the facilities that you need for the best educational program does your building meet your Ed program do you have what you need so looking at your existing facility conditions mechanical is going to look at it with us all of the trades are going to also review this with us so that is part of the PDP report so we're going to incorporate that into the documentation and just do a thorough study of the building so we can understand what we're working with should it be an addition renovation option there's also just um so then also we're going to be looking at security with the Littleton Public Safety so security is always pertinent in top of our minds so making sure that we're connecting with the police and fire departments that the facility really meets the needs of the public safety and here we get into design options and site testing so essentially what this means is we're going to be looking at addition renovation option we're also going to be looking at different site testing different sites as well so I I hear there's one on the table so essentially we're going to be seeing what can work um right now we're looking at just the existing Shaker Lane site so the the ball fields and we're understanding the conditions that exist there and then in community engagement so I sent we had sent along to you all um the community survey so really it's in and out we want to hear from you as well so it's very collaborative as far as Community engagement goes we want to make sure we're not missing anything we don't want to hear right before Town vote oh I didn't know so making sure that the community really not only knows what's going on you didn't hear it anyway well Bring It On we'd rather like always somebody that didn't know anything well we can't be blamed for not trying to put the information out there so we'll do our best to make sure that it's available and accessible to anyone who wants to put their finger on the the information it's accessible and available to everybody um and then carrying on into into July again the visioning sessions um again working continuing this work on the Ed program because that really defines the building and the site and and the facility that we're going to be designing in July we're going to share with you the design options it's basically massing at this point which is where can the building fit what works uh addition renovation option we'll look at with you in July new construction option will look at you in July so determining the best location for the project um and then design options and we want feedback in comments and then again continuing the community engagement how we get information out and in uh August we have all the answers we need right so we're we're cranking through um at that point the aded program will be close to complete and putting final tweaks on it to submit at the end of August so ideally we would present the draft PDP to you all in August be it August August 7th or in the beginning of August so you have time to Jud adjust it and review it perhaps the 21st is the vote and then we can send it along to the the PDP to the msba for their review which takes three two weeks three weeks Mark 21 days 21 21 21 days and then they end that Comon stops so unfortunately they take all 21 days they don't yeah earlier review by then but anyway yeah so Mary Lee and I are very competitive our last project we tried to get as minimal comments from the MS ba as possible and the OPM for that project said I have never seen so few comments so that's our we're going to try to beat our record so we're really um looking forward to kind of running through this process with you so Mary Lee um do you have anything to add before I hand it off to you about the schedule not at this time thank you no okay so I just have a question what are these uh blue circles around dates are those U meeting dates yeah so let's unpack that for a second so the solid blue circle is a my understanding a set SBC already scheduled already scheduled School building committee meetings yes awesome thanks Mark so those are ones that are were already in the books so we're we're aiming to hold to those the ones with the dash the blue circle we're hoping to meet with you more frequently because as you can tell we're moving fast we need answers we can't wait a month to say hey how about this idea and then wait a month for your response and feedback so we're going to break that out you know I don't know if now is the time to talk about subcommittees of people who can make these decisions or we should table that conversation for later I think we should talk about it Merl because okay people want to know right yeah yeah so essentially there's a couple different approaches here that we can take to shorten our SPC meetings which um which could be a good thing but at the same time we need the information we're we don't want to work in as Silo we want to make sure that we're constantly giving you information receiving information hearing your feedback and input so there's a couple different scenarios that we could look at so things that we need input on are the location of the building or the project if you will so that's something that we want to unpack and this could go a couple different ways as a subcommittee right we can we can talk about it with just a few members who have the authority to make the executive decision for the group we'll bring it back to the group and then it's it's discussed there and the deeper discussions have happened with the subcommittee so there's that kind of idea as far as the building design options and site testing so we can talk about that the other thing is the educational program so the SBC has to vote on that as well and Michelle and her team and Kelly is part of the team you know they're they're really scrubbing through so is that something that becomes a sub committee and Michelle and Kelly lead it as far as the educators of the of the committee here so open us it can really go any way that the district and and committee is most comfortable with proceeding so just a couple options um where a subcommittee can report back keeps these meetings shorter more concise and I guess we can open the open the discussion from there typic how many people would be on a subcommittee I I would let me just let chime in for a second um the intent of this the subcommittees and we talked about it uh with a few people in the last few weeks is just to make the process a little more efficient I think as Mr Mero was saying technically the SBC has one vote and it's the PDP vote technically but knowing that you want to have concise acceptance by everybody the understanding is we should have additional get togethers where we inform you of what the process is and the educ plan is done and the summaries are done the existing facilities all those things and if there's any questions we certainly want to tighten that up before we vote on August 21st say that yeah the PDP is ready to go and we submit it on the 30th um typically Steve it's you know odd numbers like everything three to five people less is better uh because you can you know this will hopefully help us going forward and it's not just for design we have a suggestion for a bunch of subcommittees as the project goes on the last couple of projects I worked on how a series a bevy of subcommittees stone him how to have 15 of them you know talking about finance and community outreach and sustainability and you know later on FFN colors every these things and and it works out well because they can meet at a convenient time for those on the subcommittee review this information that could take an hour and then they they they're authorized to make a decision and then that decision is brought to the full committee as a recommendation so knowing that we're up against it knowing that July hey they've got everything spelled out really well in July but a lot of people are going to be away vacations Etc we just want to make sure that the the information that's required is gathered put together reviewed by everybody agreed by everybody before it's formally approved so that's kind of the intent of trying to have a subcommittee are there any parameters imposed by msba and a subcommittee not at all it's just they are public meetings so they have to be you know advertised in 48 days they don't have to be recorded but we do typically want to take minutes at the meeting so any information that's shared or decisions that are made are are put there you certainly can record the meetings if you want but a lot of times like we had the finance committee at stonum they'd meet two hours before the regular SBC meeting in the library of one of the schools and they just approve invoices they've approve invoices change orders and it took like two hours and then once we got to the meeting the representative of the subcommittee would just report to the chair in the committee these six items these amounts we recommend payment and bu it was done in in two minutes um so it's just no just regular meeting requirements because you are um meeting to make a decision and you are working with the subgroup that's authorized by the full group to do it on their behalf is there any discussion on anyone want to make a recommendation for subcommittee so I have a question first if if we added additional meetings for the Shak Lane building committee such as the 10th July 10th August 7th if we added one or two more in there would that negate the need for the subcommittee or would it make it more cumbersome well we we did talk about that that possibly those dates are subcommittee dates as opposed to full committee dates um but that that's still kind of open right now of how many times the subcommittees need to meet clearly would need to meet with the subcommittees for any decisions or recommendations made before July 17th for all the things that are being planned for the end of June and through July so that that means we can meet on the 10th we can meet on the 8th whatever with the subcommittee depending on who's on it and their availability we meet with them prior to the next formal SBC meeting so I would think the additional SBC meetings at this point if we go down the path of having an approved subcommittee you know may not be required we will meet with subcommittees in order to recommend to the full committee I think it would be a good idea to have a subcommittee in place if we need it so I think at this point you know we were just talking with c and and a few people about um a design site selection subcommittee so I think that and and you know a couple people on that I think clearly and I'm not going to volunteer anybody but I'm I'm going to like and Michelle andbe Stacy like the people that are involved in the district educational part you know would really I think want to be part of the the designsite site selection committee maybe even Steve Mark anybody else in town if we start talking a little bit later about additional sites to investigate I mean anybody that's involved in the TN wants to be certainly part of that we should we should include them three to five people would be great because if there is a vote and you know you want to keep it where you know if there's a an odd number so people they can vote um so I would suggest yes a design site selection committee is definitely the first group that we should be talking with we can expand that to community outreaching Communications you know possibly later on sustainability all that stuff we been moving maybe into schematic design but right now if there's anybody that would like to volunteer for the design site selection group you know let's do that and then if you guys want to vote on it tonight authorize it because our minutes the minutes of these meetings do are included as part of the PDP so any authorization they have to be certified and put into the PDP as part of the package so the MSP see what you guys approved what you talked about how you do your process Etc so let me ask let me ask the committee is is there anyone that's not available in the next 10 weeks I am out the week of the 15th of July okay um I'll be available uh you know some of our meetings are virtual which will help so that I I actually can't get away a little bit same with Michelle so well let me let me rephrase that are there any volunteers sounds like we have two Kelly and Michelle I can be honored if you want me to but understand I'm not a voting member of the committee so I don't know if my vote on that subcommittee counts Mar sounds like we're being volun told well Mark I I do have a question if if we establish a committee and and then we start looking at different uh sites we would probably need somebody uh from uh the town side on this committee as well I I mean it's it's you know school I'll volunteer what's that I'll volunteer to do perfect thanks Steve appreciate it so do you want to be part of the the whole committee then Steve as well can I can I just clarify something there's a couple committees there's multiple committees so there's there's plenty of committees go around take your Pi sounds like a warning Merl well I mean there's a f um these are the support a you can be on multiple committees no there's no whole whole bar here so we have a finance committee just to see what your menu of options are right finance committee is one that we've identified this another one is the site selection design as a committee so that's two committees so far and then the third sub these are subcommittees sorry I should clarify and then the third one is um the community outreach because that's a big deal you want to make that's the in and out of information the OPM nor the designer it's a conflict of in interest for us to be posting on Facebook because of course we want the project to pass so that needs to come from from within so those are three committees that we've identified to date so Finance design and um the community so take your Peck there's so much to go around and just lots of um wealth of information to be had so I just wanted to clarify because it was sounding like there was one subcommittee but there's actually multiple there's Mark Stafford had suggested uh FFN subcommittee as well well that's later on Steve we don't yeah we there's aot there's a lot of yeah let's let's try to keep it simple right now so what what what do we what's the essential that we need right now design site committee designsite selection I would put that because Steve Vu I mean that would be great Steve if you could serve on this committee as well I'll do the the first two the finance and the site selection perfect well I think site selection to design should be the same committee because they're both kind of informed so that's really two committees right now Finance design designsite selection so so I think Kelly and Michelle um are going to be on the design site selection subcommittee Stephen udy can certainly be on that one as well finance committee mostly is like invoice approval and right now we're not really buried in invoices and change orders and all that stuff that can kind of come a little bit later I mean you we're approving one invoice per meeting next meeting we'll probably have two invoices to approve it'll be the s studio G's and and rs and we won't get into big changes in the contract until we get into you know construction so Finance subcommittee maybe can come a little bit later but right now the impetus is um Stu uh design and sites election to get us through to August 30th I think is a a committee that we need to form a subcommittee excuse me so we have three people so far and we can if two more want to join and make it five that five that's fine and then we can talk outside of this meeting and setting up a we did volunteer uh as well Stacey yes yes okay so it's four yeah we need about Ryan sure perfect there we go should we have someone with some construction experience on this with that help I certainly wouldn't hurt if Mike wants to jump in if you if you have capacity Mike sure I I would have capacity it might make sense yeah they are they will be virtual and obviously reflecting on everybody's day jobs and whatnot they may be later in the afternoon early evening depending on what it is it could be in the middle of the day depending on what we need to do but that'll be fantastic so Mike and Lou Ryan to make the five okay let's see I I will abdicate my I'd keep it to that you don't want to get too big five is great for the voting so ke Stacy stepen nudy uh and Mike will be subcommittee for design and site selection phenomenal needs to make a formal motion then Mark can you just say those names one more time absolutely Kelly Michelle Stacy Steve vudi and Mike hey Ryan is not Ryan is not correct okay and that's the design which is all the stuff we're into right now so it's great to have a group to talk about all the things that are going to go on and then that group can make a recommendation to the committee July well July 17th they can give an update the recommendation will probably be July 21st but or the week before July 2 first the vote will be on 21st that's awesome guys thank you any uh any of the comments or concerns or questions about the have to vote on this yeah you need to vote on it yes so is there a a motion to approve uh Steve vudi Kelly Michelle Stacy and Mike don't moved on a design site selection subcommittee yeah design Sate selection committee so move by Ryan is there a second second well that was a multitude of people okay um we'll do a roll call vote uh who seconded it I'm sorry Bob okay roll call vote Ryan Yes Kelly Kelly yes Michelle Michelle yes Bob B yes Steve vudi Steve yes Mike Mike sco yes and Steve Mo yes motion carries excellent so there was uh some additional information there Mar sorry I should have press the button yeah that's that's one committee we got two to go yeah that's you want to address it Mark Mark before I forget can you send me uh Studio G presentation from tonight absolutely oh it's on it it went out with the email the other day oh okay this this presentation was part of that so so I think the other eminent one that we really should uh resolve tonight as well is the community outreach because we're actually um on behalf of Kelly we have Julie Lord pulling together the project website so that's the there's a big information Source there that we're really trying to populate again making it available to whoever wants it and vice versa so um is is there a subcommittee appetite for the community outreach and Communications why we're why we're subcommittee and volunteering see everyone went to the one the design because everyone likes the design aspect but we the getting the message out there too is is well you have the S you have the site survey information that you gathered today and I think that's part of our discussion tonight I don't know if you want to talk about it right now but you Pro you did the site survey the site survey Community survey Community survey sorry site surve commun surve yeah which I think you know you got comments back um and you're ready to launch it right so talk about it's things like this that a subcommittee for communications can can address like yeah getting the direction to launch it you know how we're launching it we're emailing it we're mailing you know how it goes out to everybody and then any other way we're communicating the project to the town you know you got a fair coming up do you want to do something at the fair youve got a local newspaper do you want to do that do on the regular website for the town we'll have a stud the Shaker Lane website direct people to the website with information that's on there anything that you feel that needs to cast that wide blanket in communicating to the community what the project is all about or the status of it um that Dave cartoon video that was done phenomenal how is that going to be launched to the the overall Community like how I I can speak to that uh I sent a year end letter to families and included it uh in the in that letter it's also been sent to lctv to broadcast as well so Marl I I can uh certainly obviously help out with communication that what wouldn't be a problem and uh I think you probably need me to to uh help with the distribution anyway I I do have a question though Ryan I I have uh access to uh Littleton families but I do not have access to the broader community so we'll be looking for for some way to uh communicate with that broader Community as well and we have the email our our use of our website as well as our social media Outlet so when we need to push any surveys out or advertise prospective meetings Kelly we can do that on our end perfect thank you good do we need a subcommittee for that or do we just need to have say Kelly or Ryan have somebody in town in charge of that I think we can handle it in internally Steve I I can certainly uh have some of my staff help out and and then we can just report back uh and uh I think Mor there's a survey that you want to run by a few people so we can we can pull some people in from uh the design sight committee as well to look at it sure so if we want to talk about the community survey so I sent it out I believe on Friday so what we're looking for as part of that it was just a word doc at this moment but it's going to be a Google survey form essentially so we can gather the information but we want to make sure that we're asking the right questions so any concerns the community has anything when's I'm trying to remember who um posed the question but when's the last time someone visited sherlan building because a great question it's perceived you know it may they may have never been inside and here they are trying to determine whether we keep the building or not so I think making these questions Community specific is critical at this point so we can get the answers and the information to really make sure that we're responding to what the facts are and and who the audience is as well so so that's a great Point Steve more sorry Merl um please that it doesn't necessarily have to be a subcommittee formal to go ahead and do these things but we need to have clear delineation of Direction when things like this happen like you're putting a survey out or you're reaching out to this one and everybody just needs to kind of be on the same page so internally if Kelly and his staff can handle that with the with us in the in the designer then that's fine yeah sure yeah I'll include Ryan as well in in you know looking at things from a community lens just so we have another set of eyes perfect so I guess the uh the the uh lead person on that would be uh Kelly working concert with Ryan right correct right and the designer in the OPM yep perfect did everybody get my email on Friday I'm wondering we only got a few responses which were fantastic but we only got few so I'm wondering did everyone see my I know it's the end of the school year it was the last day of school sorry so everyone was a little distracted I'm sure but did did everyone get my email on Friday I know that's a loaded question okay yes so what so if we could get we're we're anxious to get again information back so we don't hear things down the road oh why didn't you look at this um field over here so making sure that we have the Avenue and the pathway for them the community to communicate with us to make sure that we're hearing everything that we can at this point so perhaps in the next day or two I know tomorrow's a holiday perhaps by Thursday if you're able to provide feedback on the questions not answer the questions but provide feedback on the questions that we're asking that would be ideal so that per maybe we can send it out to as a final to Kelly and Ryan by Friday if at all possible so it can be sent far and wide any questions about that I guess it was a lot great no that sounds sounds doable okay cool thank you bar Lee did you have you want to address the little green boxes say that I'm sorry that I didn't put up initially do you have any more to add to this or yeah I mean um there's I think there's a few more slides to go over but cut any conversation short so sounds like we've wrapped up what we need to so I can move on okay all right so oh sorry go back so the calendar with the green visioning date this is an update go back one more Yep this is an update on what has been done so far as part of the visioning and programming process we have had four meetings to date we have our next one is on Thursday and then we have a few more after that and through this process Mike pero and ourselves are helping the district to write and finalize the educational program and the space summary which is just a list of all the spaces that are requires and those two documents together really inform the design and they really help the msba understand what your school is and what they should contribute to so there's a few different groups on here mentioned there's the district leadership team and that is Kelly Michelle I think Beth and Lyn snow did I miss anybody in that those are the main people who are coming to all these meetings and who really have the final say over you know what all the other people say in the meeting so if you have a teacher who says want it'd be nice to be at a swimming pool these are the people who can say no absolutely not we're not doing uh the next group is the visioning working group and this is the district leadership in addition to a few other people mostly program area staff so for example Le representatives from each grade level there is a special ed representative and some of the specials like art and music and then maybe if there's SBC other SBC members who are interested I know Stacy showed up through one of these and wants to show up to more and then finally there is the educational forum and this is the largest group it is all the people mentioned above plus additional staff and admin it's maybe parents and community members who have the closest ties to the school and so these meetings are arranged with specific people so that we can get the information that we need the most as efficiently as possible so that's our update on those I'll jump into the school tours we did which were they took place uh you can go to the next slide on June 3 we went to three different schools and it was a pretty wide variety of school spaces uh next slide please mark yeah I'm sorry for some reason it's not uh why is it not going forward that's really fun so the three schools they were pretty different it was a good mix of uh District members being able to react to quite a few different things and it's just as important to hear what they like as well as what they don't like and especially seeing the same sort of program areas done in different ways because that really helps them understand what they want for their own school and what would work best with their programs and with for the age group so the first school we went to was in Westwood it's a K through five and it's pretty big 560 students it was opened just earlier this year and then I included some Impressions they're in a list over on the side and these are just some of the highlights there's way more that we got out of these tours but some of the key points were these had really beautiful learning Commons it was a large open area with a lot of resource like sinks and tables and counter space and books uh projectors writing screens and the classrooms were grouped around this and the classrooms had those large sliding glass doors that you see Steve pushing right there in the top middle and this really allowed the classrooms to spill out into this area like a classroom extension and the we took we talked to people at the school they were getting a ton of great use out of these spaces it allowed them to pull together small groups groups using several students from different classrooms and it was even large enough for them to fit an entire grade level out here and they gave an example of they had a woman come in and give a presentation to the entire grade level about the solar eclipse and so they were able to all gather right there and watch the presentation and it's just a really great size it really felt very like a strong community in the school uh the next slide please the second school that we visited was up in danvas and this school um we we did like some things about it but I think it was a good example of issues of components that we were not totally crazy about so one thing that we noticed is that there were a lot of stairs on the inside so you walk in and then you have to either go up or downstairs in a split level to make it to the rest of the school the playground had nice equipment but it felt very compact and too small not enough room for the kids to run around uh the school also had learning Commons set up similarly to the first school but it felt underused the classrooms only had a regular door leading out to this area they didn't have the nice Wide Doors and it felt like these were really only used very minimally and it kind of felt like uh they put all this money into it but it wasn't getting used so this was a good contrast to see how to make one of these spaces really work and make sure that you're getting what you pay for do I take it that was not a Studio G design none of these were no and you know for us to go to these other projects and see what other Architects are doing and see maybe new uh new ideas that have come up and uh it was it was great for us to see as well and to hear everybody's reaction so this last school was in Easton this was a prek to2 school so exact age group and it was very recently opened and it's it's just huge it's 760 students plus another 60 preschool students and this school everybody loved it people I kept hearing people say oh copy and paste oh the design is fun oh let's just do this it's great but what we did find when we looked into it closer is that while this had really amazing elements there were also uh like for instance the commons the learning Commons this one again had comments that didn't feel very strong very frequently used and the classrooms didn't really have that ability to spill out into the commons and so they felt like just sort of empty spaces that were used more as just hallways than learning spaces so a combination of the learning Commons of the first school with other elements of this school plus a few other things thrown in and changed is really what we're looking for this school also had really beautiful landscaping they had two playgrounds one was specifically for preschool with very specialized and really active and wellth thought out activities for them to do including a little Raceway track on the playground surface that they could ride their tricycles around on and then the other playground had a lot of it was a good combination of both play Equipment Plus some open space for running plus a natural area and you see those kids with the the parachute up there all sorts of painted markings on a track areas that the kids could use in so many different ways this school one other thing that we really liked about it was all of the elements that were designed for really tiny humans so all of the window sills were really low there were all these windows looking into other spaces which is very helpful if you have a kid who is sensitive to a lot of people or a lot of noise and distractions so they're still able to take part in school assemblies uh by being a little bit REM removed enough that they feel comfortable but still included so overall it was a really wonderful day and we got a lot out of these tours and it was a great way to kick off the other visioning sessions to develop program all right any comments on the school tours or if anybody who was on the tours wants to add make any additional comments that'd be great great presentation thank you it was it was a lot of fun it was it was great to get to know some of you a lot better too on the on those tours yes a lot of a lot of quality time together I think the one thing I found from this is it really opened up a lot of things that I had not even envisioned and a lot of the staff members felt the same way like what is actually out there and how the building can transform instruction and learning and teaching so I think when we jumped in those VIs vising sessions I don't know if it was last week or the week before they're blending together I could see the staff that visited the school were able to guide the other staff in really thinking large scale so I'm glad that we were able to bring um some staff with us yeah and it wasn't even for the for me it wasn't the educational side obviously but it was the facilities so good ideas about um low maintenance flooring uh and things like that which were really eye opening to me so there was a good time and and for me it was you know really interesting to see firsthand how each school was was a product of of what this the community wanted I mean they were unique to the community and and uh it allowed us to to look at three very different schools and and start you know thinking about our educational philosophy and what school would uh be the best fit for us in terms of design so it was very helpful well to your point Kelly if that's the uh you know if these are reflections of the community even more important to uh get community input very true I mean there there I there were just some fascinating uh you know components of these schools one one school had lots of History the community built in uh to the hallways Etc so they had learning a learning ramp so to speak and and uh one school had uh invested a tremendous amount of money in Outdoor Learning spaces and it was just incredible and that that had to have been a Community Focus to be able to fund something of that magnitude thank you everybody for um contributing and for being on those tours if you were and otherwise uh being open to the the new ideas that we're seeing here all right shifting gears a little bit so so this chart is evaluation criteria for choosing a design and what this really does is it allows you to take all of these subjective qualities of a project and assign it numerical value so that it becomes much easier to make a clear decision about which option that you want to choose so what this chart took into consideration was that everybody who was on the S SPC for this project voted independently about how what level they would assign to each one of these criteria so for example delivery of Education they would say okay that first option kind of a level one or two the next option maybe that's a three and then the final option that got four and so then you could take those numbers the way that every single person rank these and then average them out and this is a way to really build consensus and make a decision as a large group with a lot of voices putting input in I think that this type of thing is going to be really important with a subcommittee because this is a way that people who are not on the committee can help advise those people who are on the committee as to how they should be making their decisions so the goal with this right here is for you to look at the evaluation criteria that was used for this other school we should think about if there's anything else you would like to add to it or anything that you feel is not really relevant and you'd like to take off and if we can decide on evaluation criteria as a group then we can use that as a tool moving forward as to how we'll both uh design the school options and then evaluate them once they're designed are we limited to 10 10 items no you can do whatever you want this was just what worked for this other school I like it you're making our job too easy next slide marily there's no other discussion on this and if you guys just want to say you're fine with this set of questions then we can move on so essentially this is not out this is out to this either just the subcommittee or to this intimate people who know the project this is not meant for the whole public because a lot of the public doesn't know a lot of the discussions that happen that are going to happen the nuances of the project why how we came to conclusions so just to be clear this is not to the broader commun Littleton Community this is literally just to the dozen or so of us and or this it could even be smaller a smaller group The subcommittee so if if this seems to work as far as what your priorities are then we can when we come up with our design options that you'll see the next time this could be the criteria want to make sure we when do you need the decision on this I'd say before our next meeting our next subcommittee meeting uh talking about the design yeah you need to tailor this to to Littleton Cher Lane this needs to be 10 options could be 12 could be eight whatever I think the design subcommittee you know can can review this and yeah establish your criteria and then start putting together the the options for the three different options having those discussions before the next meeting I think will be you know you'll have an idea of of initial start of of all of this you know we could do the same thing that we did with the survey where we emailed us out as a Word document collect people's comments on it separately so we don't violate open meeting law and then we compile the results of that and then bring that to the subcommittee and then the full SBC next month all right we'll do that hearing no objection with we're seeing the way you guys work that's good that's good so this is our last slide and this is just basically what is in process right now and just immediate next steps so determine upcoming SBC meeting schedule that was really tied to the establishment of the committe so we can consider that done we'll check it off finalize and publish the survey right now it has actually been put into a a form it's well it's called a Google form it's been put into that format and if people would like to review it in that format they could or if you want to take another stab at the word document with some of the revised questions we can do that as well and we are also providing the district with a QR code so it can be used anywhere so people can use their phones to scan it and quickly get to this survey we are putting a deadline on there we want to gather feedback up until Friday August 2nd because that gives us enough time to summarize the data look for any surprises that are in there look for any consensus that we can find amongst the community and then respond to it in the PDP and then going forward into the PSR so that's part of why Merl has the big push to get the feedback back to us quickly because we need the answers soon marily just a quick question with the QR code and and US mailing it out to constituents and school families is there a way to uh determine uh or is there a check and balance in terms of how many individuals can fill out the survey like if you input your email address that's it you have one one chance at it we well we if we have people enter their email address then we can control people who choose to fill it out more than once that type of thing but it also makes people reluctant to fill it out if they want their feedback to be anonymous so in the past when we've done surveys like this people are sort of on the honor System to just fill it at once and let it go and it's worked pretty well we've gotten pretty reliable data that way so I think that we could feel comfortable doing that again the survey does have some open-ended comments so if somebody really feels strongly about something instead of filling out the survey a bunch of times they could just write it out in detail what they're concerned about in the comment box oh perfect no it's just good to know because we're certainly gonna get that question so yes I mean if people want to tell us who they are they're free to do so in the comment box but I it's not it's not required and all the questions are optional thank you any other questions on the survey okay great and then we already talked about creating the project website that's in progress and then finally finalizing the criteria for the evaluation of the alternative so I think we have an action plan for that as well and with that um that's that's all we had to present and we're happy to answer any other questions well we're coming up a little over and hour so uh thank you for the presentation if there no further questions we do have we do have one more issue we want to we want to talk about and that's the investigation of an alternative site right so it's come to our attention that there's a site by the middle school that people are brought to Kelly Andor Steve Andor Ryan's attention that they want to look at as a possible site to build a new particularly in elementary school so we'd like to evaluate the site and come back to you you know soon as possible to say pros and cons yay or nay this is could work couldn't work whatever we were told it was whitcom Field behind the Middle School you've looked at a we've looked at a g Google Map we kind of we kind of see a brook we kind of see some water we kind of see an area that looks like a baseball field or a couple of grass areas so we need we need some Direction like we just need to hey we'll certainly look at this someone mentioned another site Richmond I'm sorry I wrote it down sunfield Ryan did you say something earlier Rich Richfield or Rich and something Russell Street oh that's Russell Street that's the same street okay Russell Street field so Stephen said whitcom field so we'd like to investigate that um and get back to as soon as possible about the parameters that go to possibly putting a new school I think we looked at Wham for uh the fire department in the library didn't we yes and and it I I I don't see any value in investigating that it's used by all the sports teams down there too they uh they use use it for field hockey practice it's used for uh uh football practice for the the uh younger kids and the whole field is pretty well utilized during the course of the year yeah I mean does anyone see any value in it's not part of the scope of work for uh for the OPM so Stephen if I could um I I do think there might be some value to that um in that um when we were talking about some of the plans of the um at the school with some of the select board members um I think that they had feedback they've been receiving is at least to at least having you know I think it's I think it's important for the design team and the committee to at least say that they've looked at this site um I certainly respect everybody's perspective on that um you know the utility of of that site or not uh for a school uh with that said I I I you know for the long-term success of this project I think it might be prudent for us to um put some effort into um the viability of of that like you know um um you know I think Studio G was talking earlier before about you know what the size of a building would need to be so what would that look like on a site like that it may count it out right there and then if we're talking about because this would have to be a new build I just think that my concern is that if we don't look at it then that may come back to uh be a problem later on in the process so um I I would suggest spending the time now to at least investigate what the possibility of that might be again based on and that I think too um I think Justin um Kelly was one of the people who was saying to look at it so you have the you know the chair of the the chair of the select board and the chair of the school committee both saying that they might want to look at it it doesn't mean that it's necessarily again a great choice but one and which I think we we would be remiss if we didn't take a look at I would agree with that 100% Ryan if we don't take a look at it now come up with the pros and cons rule it out or rule it in we're GNA have to answer questions later on and say why didn't you do this I I agree with with both of you uh uh the last thing we want to do is is uh get three quarters of the way through this phase and then and then end up uh trying to answer questions that that we we really don't have answers to I mean we all have our our opinions on that and but I I think a not a detailed study but just a a look at it see if it's it's feasible or not I think is important it is important for all of you to know that uh there's also a competition for some of that Land Park and wreck has has a uh Fields Vision plan that that they are starting to uh talk about and roll out so uh I never thought that land would that would have that much competition but it it all of a sudden does so I think it would be prudent to to spend a bit of time on this so Mark what what what type of investigation and level of effort would it take to provide some kind of a meaning Phill um report well F first and foremost it is an msba requirement to look at alternative sites and um Marilyn Mary Lee have done that on other projects so it is a it's a it's I I don't say a cursory review but it doesn't have to go into like so soil evaluations all that they can they can do a quick review of potential size of the project supporting parking you know entry access all that stuff they can look at if you got a field like this area that has a brook and some water you know you got setbacks and Zoning requirements and where you can build Etc so I think I think that's something that can be done fairly quickly I'm not going to speak for Studio G they can certainly chime in but I think that's something that we can we can evaluate pretty quickly ladies I don't want to speak for you and within within the uh within your contract amount yes okay absolutely yeah so I'll time in uh we could very easily put together a quick study um talking about the limitations of that site and then I think this would be a perfect opportunity for you to use the evaluation criteria and evaluate it and assign it a number and then that will be thoroughly documented and you have plenty of reasons why that site is not a viable site that's a great Point put that as part of the evaluation criteria great Point well I you know for sake of the meeting minutes I prefer that we don't uh predetermine that it's not not a suitable s the numberers col so um okay so we'll move forward with that anything else Mark um I believe that was everything that was a on the agenda and additional information that we wanted to speak to Merill or maril Lee do we have any other things we might have overlooked yeah I just wanted to say this is a great this field is a great example of things that we want to hear about we don't want to hear about it right before Tom Vote how come it's not here so it's the I we Studio G and I'm sure uh Mark and his team fully support making sure that no stone is left unturned because from Mary Le and my experience we heard about something at the 11th Hour we're like What where did this come from we thought we turned over all the stones and there was one that we didn't so early and often don't hold back I'd say these are the opportunities that we really want to make sure that we're hearing from you and I'm not just saying that I really want to make sure that there's a two-way communication here or 12-way whoever is on this call but really that we're hearing from all aspects both the Educators Kelly and Michelle have been fabulous the town the district it's really a it's a collaborative process we really want to make sure this reflects what the district and town needs so fully support that we'll keep saying that but just want to make sure that no question no ask is really we'll tell you if an ask is too much we for sure but however we want to make sure that this really succeeds down the road so you have a building at the end successfully well we're delighted to have Studio G on board this is a great collaboration absolutely looking forward to it and I believe with that that's all we have to address tonight folks great okay the next uh item is member input we'll do a roll call vote uh Kelly I'm good thanks uh Ryan I'm fine thank you uh Bob I'm all set thank you Steve vudi nothing thank you Michelle all set thank you Mike all said thanks Stephen udy you already said me I'm good you still good I'm still good I'm sorry Steve Mark no I'm good thank you okay and uh Steve Moore I'm good too um is there a motion to adjourn so move okay you're second Kelly second everybody seconds okay roll call vote uh Ryan yes Bob Bob Ry yes Steve vudi Steve vudi yes Kelly Kelly yes Steve Mark uh yes but I'm not a voting member I know I'm just a courtesy vote uh yes and Steve Moore yes next meeting is scheduled for July 17th at 7 o'cl thanks for your participation and uh we'll see you then