2026-10-22 - School Committee

This is a good evening everybody and  welcome to the October 22nd school   committee meeting. If you could stand and  join me with the pledge of allegiance.   I pledge allegiance to the flag of the

United States of America and to the republic   for which it stands, one nation under God,  indivisible, with liberty and justice for all. We'll start with the review and  approval of the meeting

minutes.   If I could have a motion to approve, I'll make  that motion. I'll second. All those in favor? I.   That's 4-0 Uh we are going to jump around a little  bit on the agenda. Uh and we're going

to jump   down to the unfinished business. Mr. Mara. Thank  you, Mr. Chairman. Um [clears throat] just again   a weekly or a bi-weekly update on the roof  project. I just wanted to inform the

committee   that we do have signed notices of substantial  completion for both projects. Uh and we are   working towards final completion. As you can see  or or maybe tell throughout the sites, the

number   of contractors and some of the footprint that the  contractors uh had uh both in the front lot of the   junior high as well as the basketball court at  Elmwood is starting to dissipate. Uh

there's less   material on site and most contractors are working  on their punch list stuff which is just the   end of the project. Uh we have both our project  management team as well as our

architectural team   um look over all the drawings, look at the work  on the site and they just highlight little areas   in which there might need to be some improvement,  just might need to uh tie up

some of those loose   ends to make sure that what is on the contracted  documents is what is produced on the roof for us.   So we're excited to say that that process is  ongoing. We are looking at

final completion uh in   a somewhat of a a expedited time frame here  within uh where we're looking and um also working   in the solar component. But the the Elmwood Street  School roof project is

certainly uh trending   towards final completion soon. Again, now  we're really just working on the controls,   the BMS system to be able to make sure that we  can actually control the new units that

are on the   on the roof. So, how you control them with the  computer to make sure that they're producing   the right temperature. Uh, that's the process  we're in now. It's called testing and

balancing.   And we'll be doing that as we walk through the  rest of the project here. Um, and as the trades   finish up their punch list, our project management  team as well as the design team will

be coming   back out to what's called back punch to make sure  that those punch list items that they said have   been addressed. So, we're in the the final stages  here of the roof project. We're

really excited.   We've opened up the front lot. Um the contractors  have crack sealed uh where they've kind of damaged   some of the areas. They've done some seating  and top dressing to some of the

disturbed areas.   So, we're excited to to see them uh dissipating  a little bit. Um we've enjoyed having them here,   but we'll we'll certainly uh enjoy um when  they're gone as well. So, uh, excited

to share   that the the projects are, uh, full steam ahead  and and we're getting towards the end here. Um,   and just wanted to provide an update.  Any, uh, any questions on this? No. Uh,   I know

last Friday was quite a rainstorm.  Um, any issues, any anything that uh,   popped through and has been taken care of or  Yeah, that great point. Um we've been lucky   that we've had a couple of

deluges Um luckily  it was it during halftime of the football game so   we were able to kind of utilize that a little bit  Friday night. Um there were some areas that water   some intrusion was

happening. Um a couple of  uh pipe clamps. Um, and I'm not too certain   about some of the terms, but uh really happy with  our project management team as well as our site   uh Col Antonio

representative Ryan and our site  um contractor Bryce. They look as soon as they   observe a leak or as soon as our custodial team  and Naomi Cormier says, "Hey, it's it's leaking in   this area."

They go right there. They figure out  a problem. Most of it is seams within the roof.   um they have to weld the seams together and  sometimes that weld isn't perfect. Um so they they   have to reweld

that area. Sometimes in in uh two  cases here at the high school there was a clamp   that had slid down during installation needed to  be raised up, tightened and caulked around that um   that clamp

uh to seal that a little bit  better. So yes, there was some intrusion, but   it is definitely less and less each rainstorm in  those situations in which there's a ton of water   in a short amount of

time. Really tell you where  you're vulnerable. So we we're actually happy to   to have that experience so that we can kind  of go back and make sure that what we have   is acceptable and is also

working the correct  way. Yeah. especially while they're still here.   The timing was definitely very good.  Yeah. Any other questions on the roof?   Um I have one. Is there a uh I wouldn't call  it a

maintenance schedule, but like a periodic   check over like the next 3, 6, 12 months or  something like that just to make sure that we're   staying on top of those things because obviously  like if

water starts to get in someplace and   nobody notices like it could get a lot worse.  But um you know it sounds like there are some   minor issues here and there which kind of be  expected in a big

project. Uh but are we just   is there something on the calendar somewhere that  like we're going to send somebody to go look? So   that's a great question. Um so we own a one-year  warranty from

final completion date uh for the   contractor. So any issues that come up within  the first calendar year from final completion   to for that entire calendar year we call our  owners project manager.

They call Antonio company   here, gauge company at um Elmwood Street School,  and they come back, they work with the vendors,   and they make sure that that is is tightened  up. Um our 30-year

warranty began on the day   of substantial completion for the roof, which  was October 2nd and October 5th at each site,   respectively. So that 30 years begins on that  date. We are insured to have

that warranty for the   next 30 years based on those dates. So even after  the full year of I guess more targeted um you know   call back, we still have the opportunity to call  the vendor um and to

go through the Sarnophil   which is the type of um roof that we have that  warranty. We go through that company and they   come out and fix it and they do their service  agreement for that. So the

fact that we   were able to go for a 30-year warranty and we paid  a little extra for that extra 10 years because   what we found ourselves The situation we found  ourselves in was the roof was put on

in 2001.   It was 2025 or 26 and we were experiencing a lot  of water, but we only had a 20-year warranty.   So, we were outside of warranty work, but we were  short of MSBA or any sort of fiscal

assistance   from whether it be the state or the government.  Um, so we tried to extend that warranty this time   to 30 years so that we could make sure that we  would stay within the useful life of

the roof   and have that happen a little bit um in a longer  stretch. So hope that answers your question. Um   I mean it answers about the warranty but  it was more about like somebody checking   it

regularly over the next sure 12 months. Yep.  Absolutely. Um sorry. So that's okay to uh yeah   there's so many yeah there's different components  of it and I think the good part is we get um so we

have we just finished day one of our training  from the manufacturer and from the contractor   to tell us how to do preventative maintenance both  change the filters what to look for how you can

identify if there's an issue. Um so there's a day  of training for some of the rooftop units another   day of training um for the second day of the  rooftop units. There's also four days of training

for the BMS system. So, we actually go into  a room for 4 days and we talk exactly about   what the envelope is, what we have to look  for, what the computer is going to tell us,   and then how we can

make sure we manage the  devices, what [snorts] to to look for, and like   our maintenance team and our custodial staff, as  well as, you know, the 900 people we have in this   building and then the,

you know, 550 people we  have at Elmwood, they're pretty good at telling   us if something's a miss. um they're in a lot of  spaces. It's a very used facility. So, usually   we get the information as

to whether or not there  there might be a leak or a ceiling tile that looks   discolored or something like that. But again, with  the training that we've received for the units,   the preventative

maintenance schedule, we actually  bring our vendor Renad into those trainings.   So, they come and sit with us so that when  they come out to the site, when we call them,   um based on our HVAC

contract, they know what  type of units they are. they've been through   the training themselves. They're not walking up  there and saying, "Oh, I I haven't seen this unit   before." [snorts] So, I

think we have a lot of  fail safes in place um throughout the project. We   also get a full closeout document set um both  printed and electronic of all the asbuilds,   all the owner's manuals, all

the um  PM schedules, what should be in there.   And we're going to use that information to  populate our um operations hero platform,   which is a local platform that we use to make sure  that we do

remember to change the filters or the   um you know things on the roof or things  in the the bubblers or anything like that.   And we'll be able to populate that so we can  do that more consistently

uh throughout the   life of the the project so we can maintain the  the the long useful life of these units. And so   we're definitely thinking about that and also  trying to learn the new units

because they're   different brands. Um, you know, some filters are  in different spots, some turnoffs or shut offs   are in different areas. So, you kind of have to  [clears throat] get a lay of the

land first. Um,   but certainly we'll always be very  cognizant of those because those are   really what make us run uh to a certain  extent. Thank you. Yeah, no problem.   Uh if if no one has any

objection, I'm going to  jump back to finance and operations. Uh that way   Mr. Dooley doesn't have to sit here and hear about  roofs and things. Uh [laughter] but uh Mr. Mara,   if you want to walk

us through the finance and  operations section. Thank you, Mr. Chairman.   Um so tonight I I have um Mr. Dooley here. I  have a special guest. Uh Mr. Dooley is a our   music teacher here at the the

school. uh our band  director, a former mentee, um and a colleague that   matters a lot to our school and facility. And he's  done a remarkable job in in coordinating with some   um very generous

folks to be able to help us out  with a a need that his program has. And he just   has a couple of slides just to talk about that  need. Uh talk about what he's um come up with and   and ask for your

support uh to accept that  donation. Um so I'll let Mr. Dooley kind of   outline that for you and then we can answer  any questions. You could also um Oh, to I [snorts] know if I talk   you have you

have the voice for Yeah, you can. Uh anyway, uh so yes, I'm here to propose uh  and ask for your acceptance of a donation for   materials and labor to build a shed. Um, and this  shed is uh sorely

needed for a bunch of marching   band equipment that is non uh weather damageable,  meaning it's not instruments. It's not uniform   pieces. It's things that are made of metal um  or pressuret treated

wood that's been painted   um and can live in a nonclimatec controlled area.  Uh right now all of this stuff it consists of uh   backdrop bases, frames, metal podiums and ladders  and stage platforms

and all this stuff that we   use for the marching band program is housed in  a numerous uh list of places including under the   bleachers where it's not getting protected  from rain um consistently in

the hallways.   Um, if you walk that way, you see all the stuff in  the hallways, uh, in various storage rooms, in the   robotics rooms, making custodial lives difficult,  making student lives

difficult every time they   have to bring everything all the way out and  around for um, rehearsals every day to the field.   So, we've been working on ways to get a shed that  can live outside where

all this stuff can just go   from there to the field and back without as much  wear and tear on the floor building and the floor   of the building hitting walls accidentally  as careful as kids try to

steer things. Um,   less wear and tear on equipment when it's not  going all over the place. So, uh, here we go. So,   this [clears throat] is what it'll look like. Um,  it these are professionally

done drawings. I have   all the schematics and things that I've shared  in a meeting with Naomi Cormier, the facilities   director. Uh Mr. Mara was there as well. Um and we  looked at all of that. Uh

so it will be a 12 x 20   shed. It'll have a garage door opening  there which you can see on the bottom.   Um it will have no windows. Uh it will probably  have another door put in on the side in the

back.   So there's a second egress point. The garage door,  it won't be sorry, not a garage door. It looks   like a garage door. It'll be like shed doors like  this. Um it will have a ramp as well

that will be   removable so there's no issues with snow removal,  plowing, etc. not causing uh traffic blocking.   Um if you go to the next slide, you can see that  it's it's legit, right? Um this is

kind of being   spearheaded by a parent we have who works  at Coupeman's Lumber. Um and she's not only   does she work there in a managerial capacity,  but she's very knowledgeable in the design and

the schematics. And so all of this, she's done all  this design work. Um it's all of course up to code   and everything as you would want it. Um and then  this is the location. So, we had a few

different   locations that we looked at. Uh, one was way back  by where Orchard Street lot kind of used to be.   One was by the softball field. And for a number of  reasons, including including

plowing, logistics,   uh, being out of the way of things, aesthetics,  you know, um, this was the one that was chosen.   So, it's kind of right beside the between the  business office and the junior

high. You can see   um, where the little star is over there. That's  the top down view. And you can see there's a   spot right there where that cone is. It can just  slide right in. Um the other thing

was maybe that   trailer would move and the shed would go closer to  the building. Of course, maintaining spacing away   from the building for egress from the windows,  repairs for the shed,

everything like that. Um,   and the great news about this is that this will  do a lot of things, including eliminate hallway   and storage room clutter in the building, better  protect the equipment

for longevity for marching   band, so it's not going in and out, tons  of miles, through doors, over hills. Um,   and the whole shed and materials and labor are at  no cost to the district or band

program. It's all   will be donated materials and labor by people at  Coupeman's and their various connector people. So,   Does anybody have any questions? What color is  it going to be painted?

Whatever color you want   it to be. Well, [laughter] I have a reference.  It's actually It's going to be um I don't think   it's a painting. I think the siding is I don't  remember what the technical

term is. Sorry. But   maybe maroon. Maybe we'll put a little M on it. Go  Woollies. Right. I think maybe you could have like   the um maybe the senior class like put something  on the side of it or

something like that. I don't   know. Yeah, we can definitely we'll definitely  make it look uh nice. So, that'll be the plan.   Any other questions? I'm assuming our camera  system is good enough in

the back to keep an eye   on. Definitely that I think that was one of the  reasons uh through the chair that um we we picked   that location. Just it's a it's a location that  currently our our mini

yellow bus, Mr. Swinson's   buses parked there. We've talked to him about  some different locations about where to park that   vehicle. Uh we feel like that's both close enough.  It it makes sense in

terms of of loading up for   the shows. You know, the the trucks that Mr.  Dooley and the the band uses for the shows   can't go under the catwalk. So, we needed it to  be both close to the field,

close to the catwalk,   um and really kind of make sure that it was  within sight of our cameras. Um, and I know   that this I think will will substantially help the  loading process uh for some of

those competitions   which you have one coming up which you could  publicly promote if you desired at this time.   Saturday in Wakefield. I'm sure nobody will make  that drive. That's fine. [laughter]

So the chair I   have a question. So, um, the donation of materials  and labor that's coming from Coupeman Lumber,   are they the ones that are installing the whole  thing or are you getting like

family volunteers as   well? Um, so there will be a couple of parent and  family volunteers who are knowledgeable about this   thing. The parent who's coordinating it also has  a team of people who

work at Coupeman's um who are   going to be uh coming to assist with it. Um, and  she did assure me that um insurance certificates   will be present and everything. That was my  next question. Yep.

Yeah. the the first thing   that um Miss Cormier and I spoke about was just  to make sure that we have COIs and we make sure   that we move forward with um you know professional  installation so that

we know what we're getting um   on site and you know that with the drawings and  also the conversations that Mr. Douly has had is   it's it's been very apparent to us that it  will be done in a

professional way. uh and   that was very important to us and also  we're very appreciative of that because   it will maintain the test of time um  because of the materials that they're   using which

are very quality materials uh  as well as the professional installation.   Excellent. Please thank that um family  member for all her work. Bring that.   Any other uh could I have a motion to accept

the donation from Coupeman Lender Lumber?   I'll make that motion. I'll second. All those in  favor? I um could we send a letter to Coupeman   thanking them for this and uh Mr. Douly as always,  thank

you for uh growing the the uh band uh to   what it is today cuz I remember many many years  ago uh what the band at Milbury was and it was   nowhere close to uh the program that you are  running

today. So I want to thank you personally   for that u because it's a very important uh  activity for our kids and and you can see just by   the number of kids who are are attending your your  program.

So thank you. Thank you. I appreciate it.   It's been my pleasure. I've enjoyed every minute  of it. Go Owls. Go [laughter] Owls. Stop it.   I know, but we're Woolies right now. [laughter]  Thank you,

Mr. Dooley. Thank you. Thank you. Yes. All right. We'll slide right back  down into the unfinished business. Uh   Mr. Mara. Sure. Thank you, Mr. Mr. Chairman, uh  just wanted to briefly update the

committee on the   timeline for the solar project. Uh we spoke about  the roof project, how that's uh kind of wrapping   up. That means the solar project is ramping up.  Um really can't tell you how

pleased we are with   certified safe electric. Uh they'll actually be  done racking Elmwood Street School by tomorrow.   Uh is what's happening, which is ahead of  schedule. Uh they're flying. um they

have to   do some electrical work and some some tie-ins and  things like that, but the actual placing of the   um panels up at the Elmwood Street School could  be done as early as tomorrow. Uh which

is really   remarkable to think as we're kind of finishing up  the the roof project, having that project already   kind of being kicked into gear. Uh that delayed a  little bit at the high school

because they wanted   to focus on Elmwood and then once they're done the  racking there, they'll move their team over to   the high school to begin the racking there. And  then they'll have their

electricians begin the   interconnection process uh to make sure that  it's up and running so that it can both be   um observed by the uh folks you know terms  of the permitting but also for national

grid   uh with the interconnection agreement um  which we are working through as well. So   I agree. So we're only two two years away  from getting that. I think Mr. Myers was um   yeah, put the

infinity symbol there  for for a reason, I think. So,   um [laughter] we'll certainly continue to work  with them. I will say uh we've had really good   movement with National Grid and we've we've

appreciated their desire to help us. Um,   again, as I spoke about a couple of meetings ago,  LPC light is a a smaller array that most likely   even in peak um minimal demand and peak production

would not send power back to the grid. National   Grid is trying to find a niche area for those  so that they don't get lumped into big studies   of solar farms or battery farms or things like  that.

So, we're they are really trying to work   with us. we feel like they're not only working  with our vendor, Certified Safe Electric, but   also our um design team, um Chris White. So, we've  really

felt like they're working with us here, um   and are very hopeful that our experience this time  with National Grid and with turning the solar on   and the interconnection agreement [snorts] will be

more palatable for the district and for the town. Any questions on the solar? No. Right. Uh the  high school gym. Yes, Mr. Chairman. Thank you. Um   very excited to uh potentially take this one  off

the docket here. Um really excited to   say that we've opened the gymnasium for for  play. The contractors [snorts] removed uh   the equipment on Monday. We were able to play our  senior night

volleyball game on Monday evening.   Uh yet just yesterday we played our unified  basketball game at home uh on the new floor.   So just wanted to to publicly thank um our our  teachers, our students,

just for the patience,   the community for the patience during the the  project. Uh really excited that it's it's open   for business now and back to normal to a certain  extent. um can't say how nice

it was to to see a   freshly clean gym with a nice bright floor and you  know um some of our our unified students you know   hooping it up last night. So it's just it's  remarkable. Um you know we

couldn't have done it   without our project management team as well as the  um you know New England sports floors. Uh you know   they really really worked with us to to make sure  that this timeline

was as truncated as possible   done well. um with good craftsmanship and and  we're really pleased with the outcome and and are   still have some work to do in there. There's no  doubt. But um in

terms of a playable safe surface,   we have that now. And you know, the the damage  of the summer uh is is not in our memory anymore.   We'll-we'll-we'll take this picture uh to our um  in our

memories now. So excited to say that we're   we're back up and running. Our gym classes are  back into using the facility. there may be some,   you know, some changes, a little bit of um, you  know,

just trying to make sure that some of the   equipment that's used in there for whether it's  volleyball stands or um, you know, I know floor   hockey is a big winter carnival activity, right?  We just

want to make sure that we're both adhering   to the tradition of our of our school, but also  making sure that the floor uh can continue to   evolve um, you know, as as we begin here. So, I  think

we'll continue to work uh in that space,   but now the the gym classes are back in there. Our  teams are practicing uh and the hustle and bustle   has picked up like it never left. So, excited  to say

that we're back up and running and um   couldn't be more pleased. Great. Any questions?  No. No. That's good news. Uh let's move on to um   some policies that we're going to review. Uh, I'm  going to

ask that we table policy IKFB, uh, the   graduation ceremony policy for the second reading  until, uh, Tina can be with us. Uh, because I know   that she had some, um, strong ideas of how that  should

change. So, I'm going to table that one.   Um, but Mr. Taber, if you could walk us through  uh, policy KHB and KHBA. Yeah. Um so both of   these policies are uh related to one another and  uh if you

look at the changes to them uh they do   cross reference to one another and that was added  specifically because they are so much related uh   there's language in there that uh bridges back  and forth

between the two and it's identical   and we wanted to make sure that in the future  when other people are reviewing the policy that   if there are changes being made to one of them  that those are not

overlooked in the policy uh   in the other policy. Um the main reason this comes  about is because of um the fact that the school is   used as a uh voting location. And so in the past  there um it's

been sort of a tacid agreements to   uh from the town clerk to allow people to put  up uh signage while the uh voting is going on.   And um it's not necessarily spelled out in the  policy. In fact,

it's actually said that you   can't do that. So, the some of this policy is  being changed specifically to address that. Um,   and then for the signage, it also relates to that.  And, um, the town

clerk's going to coordinate with   the superintendent of schools to make sure that,  uh, everything is going that all the placement   of the signs and the locations of them are  acceptable and, uh,

legal according to state law.   Any any questions? No. No. Uh, could I have a  motion to uh accept policy KHB? I'll make that   motion. I'll second. All those in favor? That's 4-0 And uh could I have

a motion to approve KHBA?   I'll make that motion. I'll second. All those  in favor? I. Thank you, Mr. Taber. That was   4-0 as well. I believe that closes out our um  unfinished business. Uh moving

on to new business.   Uh Mr. Mara. Yes. Thank you, Mr. Chairman. Uh  tonight we're requesting uh the committee consider   declaring surplus some bleacher parts  uh from the old athletic facility.   Uh

something near and dear to my heart. So  um before we updated the athletic facility,   we purchased new bleachers a few years before that  renovation began. Uh at that time we did not want   to

dispose of the bleachers during that project.  So we actually dis uh disassembled them, put them   into a container at the Elmwood Street School and  uh there it has sat uh for a few years now. Uh

so recently, Miss Cormier has made it her mission  to make sure we get these uh back into service,   back into some of the locations, including  the tennis and pickle ball court, our softball   um

field, and put some more bleachers and more uh  seating for some of our athletic events out into   uh into service. So happy to say that Gallivan  Company um out of Foxboro, Massachusetts came in,

assessed all of the parts that we had, told us  what we had um and then erected four different   sets of bleachers ranging from five rows to or  seven rows to three rows um and which we are going   to

put out into our athletic facilities. that  did leave some leftover materials uh in which we   do not have the capacity or the space to be able  to continue those to be in service. Uh so today   we'd

we'd ask that the committee uh declare those  surplus. Uh just as a side note, uh we have uh   spoken with Bruce Devault uh of the nature trails  committee and he actually is interested in using

some of the plank uh where you put your feet and  and sometimes where you sit uh for some what he   called a a boy scout bridge in some of his trails.  Uh some of the aluminum actually would would

wear   pretty well on his trails in some of the local  um the local walking trails that he has with his   committee. So, uh, with your permission tonight,  we'd like to offer Mr. Devault an

opportunity to   take some of those planks for him and then Miss  Cormier will, um, we'll dispose of and scrap the   rest, uh, for the district's benefit. So, uh,  that's the plan. I spoke with Mr.

Mr. Devault   this morning, um, and he seemed excited about  using some of that material and and being able to   enhance some of the trails that were  there, especially in some muddy um, spots,   some

low spots of some of those trails. So  if that's okay with the committee, um we'd   like to offer offer Mr. Devault to be able to do  that so that after he kind of picks through what   he and him and

his committee might need, uh then  we'll take care of the rest. Great. Any questions?   I have a motion to uh declare uh surplus  the bleacher parts. I'll make that motion.   I'll second. All those in

favor? I. It's  4-0. Thank you. Um, if anybody else has any   other new business uh for future  meetings, uh, we can bring them up now. Hearing none. Uh, we don't need to go  into executive session

tonight. So,   could I have a motion to adjourn? I'll make that  motion. I'll second. All those in favor? I 4-0.   Thank you everybody. Thank you.