001and Recording in progress. It is Monday, May 18th, 9:02 a.m. And this is the Long-Term Facilities Use Advisory Committee. Um calling of the roll, or let me just read the statement real quick. I am recording this meeting on behalf of the Greenfield Public Schools. Any other persons are doing the same, please let me know at this time. I don't believe that anyone else is. Um And we will call ourselves to order, uh doing a roll call of members. I am Chair Sexton, I'm here. Member Denief. Here. And Member Webb. Here. We have space made for public comment. We don't currently have any members of the public, and I think it's it's becoming practice, I think, in some subcommittee meetings that if members of the public desire at a later point in time that we might
002entertain that if any show up. Um next item, approval of the May 4th draft committee minutes. Did folks get a chance to look at those? No, I need a minute. I'm reviewing them right now. Perfect. Let me know when you're ready. I'm ready if everybody else is. Good. All right. Uh motion to approve the minutes as presented. So moved. Second. Great. Oh, we have a guest. Uh welcome there. Um Hi. Great. So, we just uh just so you know if you're following along on our agenda, Jenny, I think we just are about to vote on the approval of our minutes. All in favor, uh I'm a yes. Member Woods leave. Yes. Member Webb. Yes. Our committee minutes are approved. Uh and this is where we take maybe a tiny detour because I will fully admit
003to a mea culpa here. I did not include Mr. Bedard on our agenda cuz it was something that I think we had talked about with the idea of it being a later date, but then realized that wouldn't actually be possible given the other circumstances around Mr. Bedard's tenure with the Greenfield Public Schools. Um and so, I would motion to because he is here right now to have uh Mr. Bedard present whatever he had put together uh related to status of our facilities right now and uh thoughts about the future of our facilities since that is the pre- perview of this committee. So moved. Okay. Second. Great. Um any discussion? I just I I do need to get out I like I can't have a long morning meeting. Just Just a vision just FYI. >> Un-
004Understood. I think that we are still on track to be done by 10:00 cuz I'd really I I totally agree with you. Would like to keep these meetings to the time we've scheduled them for. Um okay, with that Mr. Bedard. We would love to know from your perspective what's what's going on with our buildings? Um and as you are you know, uh thinking about uh the kinds of information that you would present to someone else who will be coming in to care for these for these buildings longer term. Um you know, what kinds of issues should we be looking at? What is sort of our long-term projections? What are you noticing about maintenance and care? Well, fortunately, a lot of our mechanical systems have been replaced within the last 10 years. So, most of our
005our school boilers and whatnot are in good shape. So, obviously, the Greenfield High School was rebuilt in 2015. So, um all those boilers are 10 11 years old. So, all your heating systems and stuff um are in great condition. The roof is a 30-plus year roof. So, the roof's absolutely fine. Um we don't have to do any maintenance to it at this point. Um the Mike, you're talking about the high school, correct? Yes, the high school. So, that's probably the school that's in the best shape just because of the the age of the school. Um and then if you want me to go through each school kind of with a quick summary or would you like me to just tell you the the things that uh the weaker of the schools or ones that need
006more work? You're you're muted right now. Uh thank you. Yeah, I think a quick summary of each building would be great. And maybe stuff we didn't hear on the capital walk-through. Yep. Okay. So, >> [clears throat] >> far as >> I'd like to hear the I'd like to hear the good and the bad or things that like you find like okay, we're chronically because of these heaters at Federal Street fixing them or you know, the pipes explode. Yeah, things like that, too. Okay. So, the Greenfield Middle School Go ahead. No, I was just going to say like your common like repeat ticket orders. Mhm. So, the Greenfield Middle School, uh um that itself was uh built in 1910. It's older, but it has some renovations done to it. Central offices was done, I think, around
00715 years ago. That's all in good shape. The rooftop units, the uh energy recovery units were supposed to be all replaced, um and we had a grant to do that, but we ended up losing the grant, so they are not done. So, you have four units on the roof that are 25-plus years old, which are getting towards their end of their life, and I believe it was just over a million dollars to replace them all. Um so, those energy recovery units are not in great shape, but um and what that does is that's for moving air throughout the school and recover energy. But, the actual heating for the school is done through two boilers. The boilers are new. All your mechanicals in the boiler room is new. Um we have an old control system called
008Schneider Controls that does 80% of the middle school, and then Siemens does the other 20%, so at some point it would be good for them to be on the same system, so there there should be an upgrade on your controls here. The rooftop units should be considered um being replaced. But, the rest of the mechanicals and the school condition is um good. The boilers are all good and stuff. The gym floor was just refinished last year. That's in good condition, good for another 20 years, but you have to do yearly maintenance to it at around three or four thousand dollars a year, which is not a lot compared to resurfacing it. Um the size of the Greenfield Middle School has a lot of classrooms that that aren't being utilized, but have um plenty of room.
009So, this is a a big school where you can put a lot of people in. Um we don't have a lot of heating issues here or anything. Um no big red flags. Um I believe that's it for the middle school. Um the Federal Street School uh that also was built in 1910. That's a that's an older school. Each classroom in most your elementary schools are have this. They have a ventilator in each classroom. Um which is old school, but you have those at Newton Street, Four Corners, Federal Street, and AEL. So, all the elementary schools have those exact units that are in there, but what feeds those units are boilers down in the main boiler room. Those boilers were replaced uh around 9 years ago. Those are in great shape. Really good high-quality boilers. All
010the all the circulating pumps and mechanicals down there have been replaced. Um we had one of the elevators upgraded um at the school where um it's all been updated with PLCs and no longer having relay controls. So, the elevator uh on the north end is all updated. Uh the elevator on the south end has old controls and should be put on a capital plan to uh upgrade that one and which would give you another 30 years out of that elevator like we did the other one. And that's in the ballpark of $100,000 to upgrade that. Um Trying to think uh That's all done with Siemens controls. It's all on one system. We don't have any issues with that. The roofs are in in fairly good shape. There's no concerns with the roofs. The front parking
011lot, the asphalt that paving is at one point was put on the capital list to to be done. We have some money set aside for that, I believe. And don't quote me, around $75,000 for that, but seeing everything going on with the increase of pricing and stuff, it it's around 300 to 310,000 dollars now to to strip that and redo the entire parking lot out front, so um that that's a concern, um which should get uh kept on the capital list. Um and just to back up a little bit, the Greenfield Middle School on the um employee side, Central Office side, that parking lot's in pretty rough shape. We do have some schools that needs needs some some parking lot work. Um but all in all, uh once again, you got you got the north
012side, south side of Federal Street School. Um a lot of classrooms, um with the flood that we just had there, we're able to do uh the which was a classroom, which could be converted back over to classroom where the flood was, and that is the teacher uh teacher break room or coffee room. Um the classroom below, we got all new floors and completely completely done over, so that's in really nice shape. Uh the nurse's area, we put brand new floors in, so the floors are new in there. And then along with the basement, seeing the flooded out the basement, we're able to do a couple rooms over down there, which could now be used as a at least one of them could be used as a classroom, except that um the elevator doesn't go to
013the basement, so somebody that that uh needed handicap accessibility, we couldn't accommodate that, but it could be used as a breakout room or something um that could be uh helpful and definitely usable down there. Um so, that's Federal Street School. Uh >> Is there a plan for by the dumpsters? I know that there's a brick wall out back there that's been concerning. Yeah, we can take what the best thing instead of trying to rebuild it cuz all this is kind of a little privacy type thing. We could take the top two two or three layers of bricks down and then just cap the top off and keep the rest that's good and good working order and secure, keep that there, but just take off the the layer that the if you were to take off
014a few layers, you're probably going to remove like a foot in height and and that's like a 10-ft high wall, so it'll be 9 ft, which is not a problem, and you could cap it off and the rest of the wall would be fine. So, that's a that's maybe a $500 to $1,000 repair. Um it's not a big expense. Is it on the list? It is on the list. It's I I'm not sure. If it's not, I can add it to it. It's something we could possibly do internally. Okay. Um and then we can skip over to Newton Street School. Um I know um that's kind of been one of the schools if something has to be shut down, that's where it's happened in the past and re- purposed and whatnot. The The boilers in
015there are probably the oldest boilers we have in the school. They probably have another 10 to 15 years of life in them. Um but they may may they may need some a little more repair work and stuff to keep them going. Um they're not terribly old, but they're getting older. Um that heating system we have three air handler units that go in the attic. Um so, seeing they're in the attic, they have to have glycol in the system to keep everything from freezing. Um we've had some issues trying to maintain pressure in that glycol system, so every year we spend around $1,500 recharging it with glycol to make it through the heat season, and wherever it's evaporating or disappearing to, we can't trace it. Um they also one of the air handling units are down
016right now. We're ordering some parts for it, and we have to have a custom-made um blower in there because those all those air handling units are no longer able to get parts for. So, we're counting on custom-made things for them for the time being. We could probably get another 5 or 10 years out of them, but there could be some downtime and expenses to more expensive parts due to custom-made. Um I think it was around $1,500 range to replace a blower and a few parts. Um so, it does have three older air handling units. It has some older boilers. The mechanics in the building are older. Um It was built in 1915, so they're all about the same age. Um The floors are in all VCT floors. They're in fair shape. You get another 5
017or 10 years out of them, but then you're going to have to start considering replacing some of the floors. So, Newton Street's probably one of the schools that would need more work than the other ones. Um The parking lot for employees and stuff for is a gravel lot. There should be some consideration of maybe doing something with that eventually to make it last longer. Um but the visitor parking lot and the horseshoe turnaround is all in good condition. Um the roof's in good shape. There's nothing we need to do to the roof. It's a brick building, so all the exteriors in uh fairly good shape. There's nothing to worry about. It's mostly mechanics inside the building. Um the playground's not bad shape excluding poison ivy. Um On on the playground the perimeter of the playground
018and I was looking at the other day with the DPW. It does go along the whole back fence area, so um we need to come up with a little more aggressive plan because it's a yearly thing. Um I believe that's it for Newton Street. Um Four Corners School >> add to the poison ivy topic that it go it runs behind the fence where we can't necessarily reach it. Right. >> it comes back over. Yeah, it's been a challenge for many years and and unfortunately that's the type of thing that grows back. Worse than a weed. It It's pretty hard to kill unless you use some harsh chemicals, but um Four Corners School has some newer boilers. It's It's a very simple heating system that has basically two wings, one that goes towards the mushroom end
019that where the uh ASIS kids are and then the one that's closer to the boiler room. So there's like kind of two loops. So it's it's it's fairly simple. There's not a it's not very complex. And then we have a couple rooftop units just for the gymnasium area. Um So there's not a lot of mechanical in the building, but the mechanical that we have in the building is fairly fairly new and in really good shape. There's no nothing to worry about there. I have very few heat calls there. They do have the ventilators um that we've had issues with at Federal Street and other places. If I do have issues, it's with those ventilators with actuators and uh outside air control, Um but that's a common thing in all the elementary schools that we have
020with that. There's a few heating valves that I need to replace this week, so then they'll be ready for the upcoming year. Um So, that's that's about it there. Um the Um There is some compliance issues at Four Corners. Um the I guess I'll call it the north west wing near the boiler room, kind of near the cafeteria. There's stairs to go outside. We're still in the process of working with having some engineers come up with a study on handicap access out of there, and then also having handicap access into the nurses area, which you could do that by shifting the handicap nursing area by shifting rooms around and having minor renovations, but it's probably something an engineer would have to draw up and approve just to do all this. So, it does have some
021issues with a little bit of compliance there that we definitely still need to address. Um There is some asbestos in that building, but they're 9 by 9 floor tiles that have been covered covered up with 12 by 12 floor tiles. And if they're sealed and covered, there's no issues, but if we're ever to do like a major renovation and rip up all the floors or something, you would have to treat it as a remediation for asbestos. So, you know, we we have that in our engineer report that that we have in each school, and everybody would be aware of that if there was a project of some sort that it would affect. Um Trying to think. The The outside parking lots are in good shape. There is a greenhouse type unit out back that needs
022a new covering on it, but that that's uh if you're going to use it as a greenhouse, it'd just be a plastic covering over that. Uh the playground equipment's in fairly good shape. Um The Aces area have their own playground to contain their students so they don't run off, and that had a new fence put in last year. So, it's got all new fencing around that, so that's in good shape. So, outside of the uh handicap um compliance things at Four Corners, that school's a very simple and and fairly good shape school. Um And then the last one would be Academy Early Learning. Um we do have some capital money we're spending this upcoming year on replacing the old wooden rain gutters and some painting, I believe. Um if we do get into actually painting
023the outside of the building, I can't recall if that was also approved. Um we'd just have to have the existing paint tested and make sure it's not lead and and the before we go forward with that project. Um I'm not saying there is, but it's a the age of the building, it's a it's a good thing to test before you start a project. Um That school has probably the oldest boilers out of all of them. Um so, it does have some older boilers. Um it has the same ventilators as all the other schools, so we have the same issues with that. Um We do have some issues uh with parking there. We have parking that's added down the end for for teachers and stuff, but that parking lot gets pretty full. Um the gym is
024in decent shape, but it should be resurfaced sometime. Um but it's not used competitively, so it's just for the kids to play on, so it's not as critical. Um When you say re- should be resurfaced sometime, what's the set 5-year, 10-year? Um yeah, probably 5 or 10 year. We we can do uh minor top layer resurfacing for a few thousand dollars, and that's what we do with the high school and the middle school just to keep them at that level. Um but that school eventually would have to be stripped down to wood like the middle school was, and it's probably around a $30,000 project. So, we we try to drag it out as long as we can with the existing conditions before we do that. Um the rest of the school that does have VCT
02512-in tiles on the flooring, those are getting pretty old, but we keep stripping and resurfacing them. Um they're in decent shape, but like most of these other schools that have that, you know, if there's a time to do it, we should do it, but they can they can last a long time, and they just don't look as crisp and clean. But uh they're still there. Um I do know that uh AEL has some older furniture in it um throughout the classrooms and stuff. Um so uh I know there's been a few questions whether we could replace some of that furniture and stuff. So, that might be something that's going to come up on the capital list um or general operating budget depending on the cost if they're going to do a classroom at a time
026or try to do them all in the summer or something like that. That'll make the difference there. Um the roof's in good shape there also. Pretty much all our schools have roofs that have at least another 10, 15, 20 years left on them. It's hard to say cuz they're they're rubber membrane roofs and they last 30 years uh plus, but you don't know um they won't start failing until you're getting closer to the 30-year window, but they could last 20 years past that. So, it's it's hard to say until you get closer to that point, but the roofs on all the schools including AAR are in pretty good shape. Um I think that's about it for AAL. Okay. Thank you. So, just based on you know, listening to your share, it sounds like there's some
027energy recovery units that are like in in need uh and that Newton School is probably our school that has the most like serious need in the more immediate term. Correct. So, if I had to pick mechanically a school that that really needs a lot of upgrading, uh needs some help eventually would be Newton Street School would be the top of the list. Okay. And then outside of the energy recovery units at the middle school, those those are a big expense and those are something that we've talked about for the last before I was here, but probably the last 5 or 10 years. Um those need to get done, but outside of those energy recovery units, the middle school's a pretty solid school. Okay. Uh other members of the Yeah, probably if I did the one
028with the mic. Uh other members of the subcommittee of the advisory committee, do you have questions for Mr. Bedard? Um >> [clears throat] >> I'm guessing I I'm summing Let me see if this is the right kind of summary that we're all pretty much okay, but in the next 10 to 15 years we're going to have some major costs come our way that are going to be in avoid unavoidable, but perhaps we can stagger them down the line and keep things chugging along. Is that what I'm hearing that we're in good shape, but we've got things looming in a decade or so? Absolutely. You know, and that could be part We typically do a three to five-year capital plan, but you could actually um seeing you have more buildings and a bigger a bigger uh
029load down the road, you could do a 10 and 15-year on top of it. So, do your three and five-year capital plan, you could add a uh a 10 and 15 and and start spacing that stuff across. So, you So, I'll just use a number. You're doing $200,000 a year of upgrades every other year taking you out 15 could be a good way to approach it. Mm. This is really good to know since our purview is long-term use. Um and it almost sort of helps us see why maybe maybe a new elementary school that's built in 15 years could you know, is a good plan. Um I really appreciate you coming here and I'm not sure when your last day is, but I wish you all of best of luck and I thank you for
030all your wisdom and making time this morning to tell us all about this. But and I did have one question. I am sorry. I'm not quite fully awake. Um when you say it's on the list, do we are we using the master Google Doc that we created when we were doing the walk-throughs a few years ago or is there another list? And if so, could we make one list that we can all have access to uh as viewers so that we can be aware of what's going on? I have a my my typical yearly budget and on my budget one of the tabs on the bottom is a three- and five-year up to it's a five-year capital plan so and and has a list of things and that's pretty much I believe the capital list
031that's shared with you folks. But the superintendent has access and the business manager actually has has is the one that helps control it with me. So Andy Parket would have all that and he can share that at any time. And I'm >> I'd love to have that shared cuz I could tell you I've never seen that. Um chair, could we maybe put that on the new business to get a copy of that so we could have it in our ongoing materials maybe? Consider it on the list. Thank you, Mr. Badger. Oh, thank you. Member Webb. Um I just had a question. You said that there was some compliance issues. Did we already Have we priced that out yet or is that something new that has just come to light at Four Corners? There was about
03212 items on a on an ADA compliance list that was about 10 years old and the school system's been picking away at the stuff and I I came on about three years ago and and did some signage on bathrooms and some things to get everything in the compliance but the last two items and we came up with some ideas how we and and move the uh move the nurse's area to a compliant area and do with some modifications and we're in the ballpark of 20 30 thousand dollars. We thought we could possibly do that stuff with some local contractors and managing it internally and we went to the building department and the building department didn't want to sign off on any permits because technically if you're going to go ADA compliant and for the city
033buildings I believe you really should get an engineer to design it and come up with that. So we got some pricing to have an engineer come in and do that and I believe Karen Patnow at the time was setting aside I think around $30,000 to have somebody come in and do an engineer study and come up with the best way to make that compliant. And I don't know where it went from there. So the study still needs to be done with an engineer or recommendation with an engineer and then it would have to go out to bid. So when you do that process with the engineer and then going out to bid and not using a local contractor and going probably with state bid um you know you're talking probably $100,000 for the project. Uh
034so that's where we hit a speed bump because of the cost. Um so I don't think it's gone any farther than that. Um the state's been working with us on it but it definitely needs to uh be done eventually to be compliant. Thank you. Yeah that makes me makes me wonder if there are any pockets of state money or if we could maybe collaboratively work on an earmark or something to help us at least maybe cover the design cost. Um Yeah there's probably definitely some grants out there and stuff but we are our original plan was trying to do it uh with local and internally type stuff. Yeah be the most cost effective but if you have to go down the path of all that there's probably definitely some grants out there that can help
035us with it. Okay. So, we should be looking into that because if it is such a long-standing complaint, we don't want to we want to make sure that it's uh it's getting addressed. Um thank you. Any other comments, questions from members? No, just thank you to Mike for coming today. Anytime. If you have any questions after this, I can always be available. It's not a problem. Really appreciate that. Thank you so much. And where where are you leaving your cell phone number, Mike? That's a better question. >> [laughter] >> The superintendent will have it for sure, so they can always reach out to me. I'm already putting together a a plan if they need me to come in and do some training and whatnot with the new individual. Um I'm more than willing to come
036in and help, so um they can definitely get a hold of me. And if And And if you're nice to me, I'll share it with you, McKenzie. I I appreciate that. I mean, I I really appreciated some of your knowledge um at the budget finance and warrant meeting, you know, about the bidding process. That was also super helpful. So, you do have a great brain of knowledge for Greenfield Public Schools. We appreciate your time here. Thank you. Well, um there are no other pressing questions. I think we can release Mr. Bedard back to his duties. Thank you so much for making time to come and and have this talk with us today. Um it's really helpful as we're thinking through uh some long-term plans. No problem. Thank you, and thank you for all you do.
037Absolutely. All right. So, our next item, um I had had Becky send some draft stuff, and I want to be very clear. This is just something for people to react to um when it comes to advertising for the fact that we're looking for community participation in this subcommittee. Uh and uh getting like the form that people would fill out, etc. So, I um I don't want you to get the the sense that this is how it is set, but it was the same structure that we used for the superintendent search, which seemed to work well. And I for me, it's always easier to react to a um something that's already written rather than like look at a blank page and try to come up with something together in the next 20 minutes. So, did folks
038have a chance to look at either the There's recruitment like in submitting um There's text that we have that describes what the what the commitment is, and then there's also a draft of a Google form where people would actually submit for interest in being part of this advisory committee. Did members have a chance to look at those things? Yes. For myself, I did. Great. Thank you. I'm look I'm looking at it now, but it seems like a very basic poll of interest. Um are we asking people to commit to like every single month because that might be challenging for some. It it might be, and um we were uh I I think that it is important that we ask people to say, "If you're going to sign up for this, if you're going to submit
039your interest for this, then it is you need to know it is for the year. Like it is until May of 2027." Um and it actually isn't helpful when we have people popping in and out. Like if if that's what you've got capacity for, that's great. Please come to meetings. Please give your public comment. Please send your emails. Like that's no shade, no shame about that. And if If want to be formally part of the advisory committee, I would I would really strongly suggest that you are able to make most like all but one or two and we'll try not to get each other sick during the the winter time. Um that kind of a thing. Only because this is it's the kind of it's the kind of advisory committee commitment where we are trying
040to build knowledge over time and if we have people constantly turning over and not able to to show up and do the the piece of work that they that we're assigned, you know, like that we're part of putting out for people to do then that kind of hampers our ability to stick to the timeline that we have laid out for ourselves. Okay. I just don't want people to read it and think like, oh my goodness, I can't ever get sick, you know. Yeah, that's fair that's fair. And I you know, I don't even like >> [snorts] >> while I strongly encourage 100% attendance at all times for all school committee members at all committees, I think that it's true like if one of the two of you was ill for some reason, you know, like
041there I think that that's we can be reasonable and flexible, but the expectation is showing up to to as many meetings as you can. And and prioritizing as a commitment. Um the one people there are several like I want your feedback on all of this, but there's one in particular that I was hoping that we could talk through and that is the dates. Like I I threw in some dates and it's pretty aggressive um with the hope of maybe being able to appoint members at our June meeting. Now that is unclear to like it I think it's doable, but I wanted to to see what you all thought about that because it is a very tight timeline um to get advertise like advertising this opportunity to get the nominations for us to do the work
042of reviewing the people and putting forward the slate that we want to that full school committee. So, I would love for you all to help me help bring me back down to earth if that is not a realistic timeline. That's fine and we could probably push it to July to have a a slate of people that we would like to nominate that the committee can then approve. What do folks think about that? I think July is far more reasonable. I think like if you if you um spoke about the timeline at our next meeting or or rather if you put it out to the public say next week and then there's you know reminders, we do our social media thing, we tell people we get it out there. Um maybe then have Roland put something
043on the website. Mhm. Then you really plug it in June and basically tell everybody what the hard stop date is for getting your application in which I would think would be like mid-June. And then we would have another meeting. We would get our ducks in a row a little bit more and then we would be able to um uh choose somebody in July. Is what I would think. Sorry, I'm going to move cuz I'm in a loud space now. I know like a lot of families have things going on in June, you know, graduation, prom. Uh you know, that weird gap between like when summer's when school ends and summer programming starts. Um it's like the most or June-Decembering month um is what it keeps being referred to or May-Decembering. So, we just should be
044really mindful and I think pushing it back to July is a great choice. Okay. Great. Um, so let's say we're able to get these materials out next week, um, be able to advertise, do some communication pushes uh, through the ways that we can communicate with parents, and hopefully again, like we did with the superintendent search, being able to work with the city to do like a press release about it. I think that was helpful. Um and if there if there is a way to communicate with all of the boards and commissions and things, I think that those are also people that we would you know, want to do outreach to potentially participate on this. Um I think there are like we talked about last time, there are some definite individuals as well as specific, like
045the like the planning board. Um, like there are some specific people that we want to especially prioritize have having represented, so I think that those might be better like there's some individual outreach that can happen as well. Um but yes, thank you for for talking me through that, and I think that July is reasonable. And I still think that that I still think that we can get the work accomplished that we have set out for ourselves in that time by having people at sworn in or appointed in July. And then really like setting our meetings and kind of sticking to a like we can lay out a real here is when we are addressing each of our topics, you know, kind of a >> [snorts] >> a structure for ourselves. Um to meet the May
0462027 deadline. So, that being said, our June meeting is the 10th, so we definitely want to have the first wave of outreach done by then. I don't see that being a problem. That's 2 and 1/2 weeks from now. Two full three almost three full weeks. Um and then our July meeting is the 8th. So what do we what would we say about having people submit their interest form by Monday the 15th? We meet the three of us on the 22nd. Go through those folks. Pick cuz I'm I am hopeful that we'll get more letters of interest than we actually have slots for and we will have the ability to like really put together a solid advisory committee for this and then that gives us a few weeks to get our list, get some of our
047alternates, make the calls to confirm that people are still interested and available cuz sometimes things change in you know, a couple of weeks. And then have our slate ready to include in the agenda by Friday the Friday, July 3rd, which is when materials tend to go out. The Friday before our meeting on the 8th. Does that timeline make sense to folks? Mhm. Okay, cool. I will not be available the first 2 weeks of August. I'm just Letting everybody know. For a regular meeting, subcommittee, all things. I will be exiting the building for vacation, so Um just FYI. I appreciate that and I will also be unavailable the week of August 10th because I'm having um gender affirmation surgery on the 11th and that's going to be awesome. So. All right, congratulations. We will all be
048on vacations of a sort. Of a sort. Is that Thank you. Um are there any other Are there any other pieces to this um outreach document that folks wanted to talk through or change language around or edit like now is sort of that time. I think it's good. And I don't want to belabor it. I like it's it's fine. Let's put it Let's put it in the It's totally fine. Um let's put it out there. Let's get the people I'm more concerned about having awareness that it's even happening. Mhm. So like like we need the recorder to do a piece on it. We need a something on the website. We need all the socials. We need somebody to drop this information in all of the pertinent Facebook groups that all of our families use. Okay.
049>> There's like six of them. That's where everything happens. I'm not on Facebook, but when we have these materials to drop, can I empower the two of you to go for it? Yep. Thank you. >> And um we have I'm more than happy to notify like the PTO groups, too. Yeah. Um you know, somebody could take it take a flyer. Whoever goes to the CPAC could take a you know, information. Like I think just everybody plugging it in all of their um subcommittees as well. You know. Yeah. Whoever's watching, I don't I don't know. We don't often have a lot of public at the subcommittees, but um Yeah. that's something to do. So I think I what I'm hearing from you is first step, get this on the website because that gives us a URL
050to share widely. And that website can include so far this outreach letter, the form they fill out, and um I get I'll also can link back to our past meetings. Mhm. >> So that people can can have a sense of um what we've done so far and what our whole purpose is. Yep, letter of interest story from the recorder which we can then plaster everywhere. That should have the link to do all of the things. All of that, all the marketing. Maybe I don't um I probably wouldn't be something that the city would drop a note for cuz we're different departments, but if it's possible I know the mayor can't can't talk because of OML, but if I just say like maybe the city could put out a little thing, that'd be cool. They were
051very helpful to us last time during the superintendent search, so I'm sure that we can count on our partners at this time. >> I bring it up because that was widely um publicized and that was really good and that's like what we need for all of these important initiatives that we do. Absolutely. I mean we do have a marketing person that we financially pay money to too. Yeah. Put stuff like this out and this might be right up their alley. Should be. Oh yeah, I expect they'll be working on this. Hope so. Um we can at the very least task them with doing so. Um Okay, so I will change the dates to reflect the timeline that we've just discussed as as revised in these documents and then I will work with the superintendent to
052get a web page up specifically for this with all the information that we also just discussed and be able to reach out to the recorder. When those things are ready and available, I will notify the two of you so that we can start plastering this all over Facebook, WhatsApp groups, Instagram, like wherever our family is and community are. >> Nextdoor. Next yeah, where wherever the people are. That's where we will that's where we will put this. Um and it's helpful actually that if that we're all able to do that because I think we're all connected to slightly different permutations of the different groups. And so, by working together, we reach more people. Um great. So, I think that that piece of our agenda, we have reviewed, approved, and gotten a uh an outreach plan together.
053Any further any like last thoughts or comments about those things before we move on to our next setting our next meeting date? My only thing is the um screening committee composition. I'm wondering if we should have a member from the city office there to kind of help guide us financially or what our keep us within those like this is realistic and this is unrealistic. I think that we will be certainly like reaching out to have them as being part of our advisory committee. Um Sure, because that that exact knowledge is very valuable. And I think that's what I was referring to when we were talking about sort of targeted recruitment of certain sectors. >> Yeah, I I think that would be a good one. And I think like we're at the point with visibility where
054we want and I know we talked about this at the last meeting like about having someone like um someone from the city side just to make everyone feel that we are being transparent and inclusive. And not just feel it, but to see it cuz we actually are. >> See it to see to see everyone getting along. Cuz they cuz we actually are being open and transparent about this to the best that we know how to do as humans. Um okay, then. Point well taken. Thank you, member Webb. All right. Great. So, with that if we are now we've got our materials, we've got a plan and a timeline and we know that we are accepting, we'll be advertising and then accepting um self-nomination to this advisory committee until June 15th. Um when would we like
055to meet next as a group? Or do we want to meet before the 22nd when we will be reviewing nomination information from folks? June is super tight for me. Okay. I'm going to be around the beginning of like the first 2 weeks of June. I'm around and pretty flexible. But then I got scout trips. So, I'm out. Um So, and I'm also out at the very end of May. Sorry. These These Girl Scouts, man, they got to rent these fancy Airbnbs. I got to take them all over the place. I got to tell you. You know, and we love that for them. We love that for the Girl Scouts. You doing the work, giving them great experiences, memories for life. So, like maybe the first week of June? That's what I was looking at. Um
056For like uh another one of our meetings? Like these meetings? Where we can check in about how recruitment is going. I guess that's >> Yeah. And then we could see like what you were saying in July, we could we could Hm. Well, we want to we want to at the July meeting of the full school committee, we want to like appoint people. Correct. So, working working backwards from that. Um We're going to need to have another meeting to like get everything kind of squared away, probably near the end of June. Like we'll have to do a double duty in June is what it seems like. Yeah, either the 22nd or the 29th. As long as we can have our list of potential appointees to the full school committee by Honestly, the July 2nd because that
057gives us time to actually put it in our packet to go out. Right. I'm available the 29th. Okay. >> happy to to do whatever time you wish on the 29th. Okay. Kinsey, does Monday the 29th also work for you? Yeah, I can make that work. It's my husband's birthday, but minor details in life. And we'll be meeting in the morning anyways. Yeah. >> Right, is that the plan? Yes. How is this sort of 9:00 a.m. ish for you all? Um, I'd prefer it like 9:30. 9:45. [laughter] >> 9:30 or 10:00 cuz then I can go to the gym before the meeting and supposed to in 10 minutes. Okay. Yes, we can make that happen. We can do a more of a 9:30 or 10:00, probably 10:00. It was a little tight with drop off this
058morning, but the kids will be out of school then. So I already anticipate lazy mornings. Great. >> [snorts] >> Perfect. So, um, also, so okay, that sets us for when we're actually going to be reviewing. We can meet the 29th at 10:00 a.m. Um, can we do another check-in meeting June 1st, which is another Monday. It's 2 weeks from now. Also, around 10:00. So June 1st and June 29th would be our double duty in for June. Yeah, that's fine. Kinsey, June 1st 10:00 a.m. ish work for you? Um I'm going to say yes. Worst case scenario is I'm kind of I'll be there. We have um the celebration of growth week at Newton. So, I don't know when Gordon's class time would be scheduled. Okay. Let us know if for whatever reason that is like
059going to be a real like if that literally coincides with the one celebration that you're really wanting to to go to. Um and we'll make adjustments as needed, but for now we're going to hold the 1st at 10:00 a.m. and also the 29th at 10:00 a.m. Okay. And I will get that information to Becky. Um in the last few minutes that we have, does anyone have like this in similarly to how we brought Mike in today, are there other specific items that you would like to see or specific people that you would want to get a report from that we can start scheduling? Maybe not like right away, but I'd I'd like to have two reports probably when we have our appointees, but I think the two most pressing ones are somebody to come in
060and like teach us about regionalization. Mhm. Cuz I think people think they know. But what do we know? We don't really know. And um and I that might be an MACE training perhaps cuz I know that they do trainings in regionalization. And then also somebody coming to the city from the city to explain to us um what is involved in scouting for a building, building a building, the ramifications financially of around that. So, cuz we have these two kind of main ideas that we're thinking about that we really don't know anything about. The other ones that like adding on to our existing buildings and whatever like we have the brain trust there and we've already kind of talked about that. But these are two things we don't know really anything about and have not undertaken.
061So if there's a way that we could get some sort of training for our group or like a sort of a workshop so that we have in our minds what is actually going on should we go down these paths. Maybe from people who've done it. Great. I think also adding on like what our financial timeline would be or could be from the city for a new building. Right and maybe >> like what it not just what it takes but like you know that that other piece like is this feasible in 10 years before our building roof and boilers go? Well that's why I was saying have somebody from the city come and give us a little thing because that's because MSBA is going to come in and say oh of course you can do this.
062We have all these grants and this is you know we're we're ready to guide you through the process but are we guidable at the moment? I who knows so. Right and it's like they cover you know a certain percentage but there's the rest that we're on the hook for and we need to have a when do we think we're going to be able to like you when does enough debt come off that we could bond again that sort of thing. So. Exactly. Uh great. Appreciate these and yes I I love the idea of having those a sort of like early on PD for this new group just to ground and orient us as we're starting to do the work. So thank you for those suggestions. Um that's all I've got for folks. Any last bits
063before we adjourn? Are we going to remain virtual? That's my intention. >> two meetings? >> Yes. Okay. Thank you. Thank you for the question. Okay. With that, I make a motion to adjourn at 9:58. So moved. Second. All right, roll call. I'm Chair Sexton, I'm a yes. Yes. I'm sorry. Member Denice? Yes. Member Webb? Yes. Great, we are adjourned at 9:58. And