HomeMy WebLinkAbout2025-06-02 ad Hoc - Killam School Building Committee MinutesTown of Reading
§ Meeting Minutes
Board - Committee - Commission - Council:
Permanent Building Committee
Killam School Building Committee
Date: 2025-06-02
Time: 7:00 PM
Building:
Reading Town Hall
Location:
Berger Room
Address:
16 Lowell Street
Session:
Open Session
Purpose:
General Business
Version:
Final
Attendees:
Members - Present:
Pat Tompkins, John Coote, Chris Haley, Shawn Brandt, Ed Ross, Greg
Stepler, Nancy Twomey, Carla Nazzaro.
Members - Not Present:
Kirk McCormick.
Others Present:
Town Manager Matt Kraunelis, Assistant Town Manager Jayne Wellman
(Remote), Sharon Angstrom, Colliers Project Manager Mike Carroll
(Remote), LEA Project Manager Jenni Katajamaki, LEA Architect Leigh
Sherwood
Minutes Respectfully Submitted By: Harani Kumaresh
Topics of Discussion:
This meeting was held in -person in the Town Hall Select Board Meeting Room and remotely
via Zoom.
Call to order:
Chair Carla Nazzaro called the meeting to order at 6:30 pm.
Roll call attendance: Pat Tompkins, Nancy Twomey, John Coote, Chris Haley, Shawn Brandt,
Ed Ross, Greg Stepler, Carla Nazzaro.
On a motion by Ed Ross, seconded by Pat Tompkins the Killam School Board
Committee voted 7-0-0 to take agenda items 6 & 7 out of order.
Roll call vote: Pat Tompkins - Yes, John Coote - Yes, Chris Haley - Yes, Ed Ross - Yes,
Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro.
Public Comment:
No reports.
Liaison Reports:
Carla Nazzaro provided a brief update on the March 51M1 Financial Committee meeting noting
that the joint forum meeting went well. The town meeting had all in favor vote for the
Killam project with a 79% favorable vote for the project on May 13th. LEA Architect Leigh
Sherwood highlighted that he has not seen 79% favorable vote in a long time on other
towns and that is a huge support and congratulated the team on their work. Committee
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members acknowledged the collective effort by the Town and the team that led to this
success.
CPL Team Update*
Mike Carroll announced that Shirley Ng had left the CPL team. An internal search was
conducted, and two candidates were presented to senior leadership. Following discussions
and evaluations, the team selected Justin Fredenzi to serve as the new Project Manager.
Carla Nazzaro confirmed that the team had met with both candidates and expressed
confidence in Justin's ability to manage the project. She noted that he has already
participated in a few meetings and has made a positive impression.
Justin Fredenzi shared his background, stating he has over 20 years of experience in
construction, including six years working primarily on school projects and some public safety
facilities. He began his career as an electrician and progressed into project management.
His most recent large-scale project was the 420,000 sq. R., $300 million Belmont Middle
High School. He is currently also working with Mike Carroll and Harani on a similar project
that is about one year ahead of the Killam timeline.
Mike Carroll added that this alignment in project timelines would allow for lessons learned
from the other project to be applied to Killam. Justin's hands-on construction background
was a key factor In his selection, especially as the project moves into the construction phase
On a motion by Ed Ross, seconded by Pat Tompkins the Killam School Board
Committee voted 7-0-0 to accept Justin Fredenzi as the new Project Manager from
Colliers
Roll call vote: Pat Tompkins - Yes, John Coote - Yes, Chris Haley - Yes, Ed Ross - Yes,
Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro.
Mike noted that a formal letter will be sent to MSBA, and a template letter will also be
provided to Matt Kraunelis for submission.
CPL Financial Review*
Mike Carroll and Justin Fredenzi presented a detailed overview of the updated project
budget. The original feasibility and schematic design phase was budgeted at $2.2 million.
With the project moving Into full development and construction, the new total project
budget is $130,130,783. Mike explained that the updated budget format would continue
using the existing structure but expanded to show more detail. Key budget points Include:
• Hard cost contingency: $5.1 million
• Soft cost contingency: $1.1 million
• Remaining funds from feasibility: $108,000, transferred to soft cost contingency
• Total current contingency: $6.3 million
He clarified how the forecasting process works for change orders and potential risks.
Conservative projections will appear under the "forecast" column, and the team uses a hlgh-
end estimate approach for clarity and risk planning.
Justin reviewed a set of budget adjustments, many related to previous votes and approvals.
Mike noted that the first three adjustments are for balancing the budget down to the
contingency. Justin mentioned that the fourth item is reflects cost differences for hiring a
new geothermal Consultant and the Additional adjustments align line items with LBA
Amendments 14, 15, and 16. The commitment tab shows the breakdown of LBA and CPL
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commitments through Design Development to Closeout phase. Ed Ross inquired if an
addition of $5886 is only added to the previous geothermal commitment. Mike Carroll and
Jenni Katajamaki discussed the increase in the cost noting that the bids were sent to several
vendors and received only from Ogden Wells, despite outreach to multiple vendors.
Brightcore, the previous consultant, backed out due to their business model requiring a full
turnkey contract, which is incompatible with public procurement rules in Massachusetts.
The committee emphasized the Importance of the test well for understanding geothermal
conductivity and, more importantly, how water will be managed on site during construction.
Water discharge and permitting logistics are critical for construction planning and cost
forecasting.
Mike Carroll and Jenny from LEA noted the test well results could impact decisions on future
well placements, potentially reducing the number of wells and saving substantial costs.
Coordination with the town for water and sewer considerations Is ongoing and essential.
Pat Tompkins expressed concern Mike explained that current price pressure is more heavily
driven by labor shortages than tariffs, according to industry data. To manage potential cost
impacts, the team plans three additional cost estimates: at the end of design development,
at 60% construction documents, and at 90%. Mike noted that the project team is also
preparing early bid packages for long -lead items such as the generator and switchgear.
These packages aim to secure critical equipment ahead of schedule and lock in pricing. A
potential early earthwork package was also mentioned, though that is less impacted by
tariffs.
Carla Nazzaro discussed if the shelter in place Is going to be in both the buildings. Mike
clarified that the new school will not become an emergency shelter as it will change the
building code substantially. Leigh Sherwood from LEA confirmed at this time, it is designed
for "shelter in place" use per the Town's and Fire Chief's direction but is not classified as a
formal emergency shelter. He further noted that eliminating this requirement in the future
could result in savings, particularly related to generator size and building code demands.
Contract Amendments*
Justin presented invoices from LEA and CPL dating back to January to April. Mike noted that
per previously discussed workflow, If an invoice is within budget and within a current
commitment, it may be processed without waiting for a formal meeting. Carla Nazzaro
suggested that the committee revert to reviewing and approving all invoices during regular
monthly meetings for consistency and accuracy. Mike presented the cashfiow table and
graph noting that the cashflow table now shows the full 130M total budget with the OPM,
Design, Construction FFE, Misc. columns and contingency added.
On a motion by Carla Nazzaro, seconded by Ed Ross the Killam School Board
Committee voted 6-0-0 to accept the budget adjustments of $50,000 moved to
contingency, $55,000 moved to contingency, and $114,292 moved to contingency
for the J. Warren Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Nancy Twomey - Yes, John Coote - Yes, Chris Haley -
Yes, Ed Ross - Yes, Greg Stepler - Yes, Carla Nazzaro.
On a motion by Pat Tompkins, seconded by Ed Ross the Killam School Board
Committee voted 6-0-0 to approve LBA Amendment 14 for the J. Warren Killam
Elementary School Project for adding $5,886 to the original geothermal test well
budget.
Roll call vote: Pat Tompkins - Yes, Nancy Twomey - Yes, John Coate - Yes, Chris Haley -
Yes, Ed Ross - Yes, Greg Stepler - Yes, Carla Nazzaro.
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On a motion by Pat Tompkins, seconded by Ed Ross the Killam School Board
Committee voted 6-0-0 to approve LBA Amendment 15 in the amount of
$9,050,000 for LBA basic services for the J. Warren Killam Elementary School
Project.
Roll call vote: Pat Tompkins - Yes, Nancy Twomey - Yes, John Coote - Yes, Chris Haley -
Yes, Ed Ross - Yes, Greg Stepler - Yes, Carla Nazzaro.
Mike Carroll discussed LBA amendment 16 in detail and noted that it covers expected
additional services that fall outside of the MSBA-defined "basic services" scope which include
work that was anticipated and budgeted for, such as geotechnical, geo-environmental, soil
testing, hazmat analysis, acoustical surveys, and plot plan work. Carla Nazzaro mentioned
that the design team in working on getting the sidewalk and street work include in the
traffic study contract. Jenni and Leigh from LBA clarified amendment 16 did not include
traffic -related work, ongoing discussions are in place to refine that scope and ensure only
essential and project -specific items are included.
On a motion by Chris Haley, seconded by Ed Ross the Killam School Board
Committee voted 6-0-0 to approve LBA Amendment 16 in the amount of $443,658
for LBA additional services for the J. Warren Killam Elementary School Project.
Pat Tompkins inquired if the due diligence is being made on behalf of the taxpayers when
the proposals are submitted by the architects. Mike confirmed that the due diligence is
make on all of the services in terms of project scope.
Chris Haley inquired if the 10% LBA markups included in the proposals are defined by the
LBA in their contract. Mike confirmed that the markups are per MSBA standards.
Roll call vote: Pat Tompkins - Yes, Nancy Twomey - Yes, John Coote - Yes, Chris Haley -
Yes, Ed Ross - Yes, Greg Stepler - Yes, Carla Nazzaro.
On a motion by Chris Haley, seconded by Ed Ross the Killam School Board
Committee voted 6-0-0 to approve Colliers Amendment 3 in the amount of
$4,345,569 for Colliers basic services for the J. Warren Killam Elementary School
Project.
Roll call vote: Pat Tompkins - Yes, Nancy Twomey - Yes, John Conte - Yes, Chris Haley -
Yes, Ed Ross - Yes, Greg Stepler - Yes, Carla Nazzaro.
On a motion by Ed Ross, seconded by Pat Tompkins the Killam School Board
Committee voted 6-0-0 to approve the LBA Invoice #21534 in the amount of
$52,444.80, CPL Invoice #1031858 in the amount of $56,699.75, LBA Invoice
#21562 in the amount of $26,875.80, LBA Invoice #21784 in the amount of
$268,040.00 and LBA Invoice #21866 in the amount of $175,000.00 for 1. Warren
Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Nancy Twomey - Yes, John Coote - Yes, Chris Haley -
Yes, Ed Ross - Yes, Greg Stepler - Yes, Carla Nazzaro.
CPL Schedule Update
Mike Carroll presented an updated project schedule, noting a one -month savings in design
duration due to early funding and the start of Design Development (DD) following the Notice
of Award. He emphasized on the two early bid packages planned, one for switchgear and
generator procurement to address long lead times, and another for over -excavation and site
preparation to mitigate unsuitable soils. These early efforts aim to accelerate construction,
reduce risk, and support a February 2028 move -in, allowing for timely demolition of the
existing building and completion of site work before the next winter season.
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Review MSBA PFA Update"
Mike Carroll presented the five documents received from the MSBA following the successful
town vote, required to execute the Project Scope and Budget Agreement (PSBA) and move
forward with the Project Funding Agreement. These include: (1) a cover letter outlining
submission steps; (2) the PSBA form with project -specific details; (3) Exhibit A - the 3011
Total Project Budget form, aligned with the committee's approved budget; (4) the Proposed
Schedule of Alternates, listing the solar parking canopy as an excluded Item; and (5) Exhibit
H - Reimbursement Rate Certification, confirming a total rate of 52.19% based on base,
Income, and wealth factors, plus credits for maintenance, green schools, and air quality. A
legal counsel certificate will also confirm signature authority. A single vote authorized the
appropriate signatories (Town Manager, Superintendent, SBC Chair, and School Committee
Chair) to execute the documents.
On a motion by Ed Ross, seconded by Pat Tompkins the Killam School Board
Committee voted 6-0-0 to authorize appropriate signatories to execute the Project
Scope and Budget Agreement, Exhibit A - 3011 form, Proposed Schedule of
Alternates, Reimbursement Rate and Legal Council Certificate
LBA Design Renderinas Update
Jenni Katajamaki and Leigh Sherwood presented various slides updating the School Building
Committee on progress made over the past two months through focused sessions with two
stakeholder groups —one for exterior design and one for interior spaces. These groups,
made up of school leadership, teachers, facilities staff, and committee members, met
multiple times to provide direct Input that helped shape the evolving design. The exterior
team refined materials, colors, and building massing, ultimately selecting a mix of warm
brick tones and durable panel systems to create a welcoming and child -scaled building that
fits the surrounding civic context. The interior group focused on function, aesthetics, and
durability —prioritizing comfort, safety, and ease of maintenance. Highlights include a
vibrant central lobby with natural light, shared learning areas, a tiered media center, and
durable finishes like wood -look tile and mesh guardrails for safety and visibility. These
collaborative working sessions brought the design significantly forward and reflect
community values and educational priorities.
Jennl presented a robust schedule of approximately 27 additional meetings that has been
coordinated with town departments, school staff, and consultants to address critical topics
such as technology, sustainability, security, food service, off -site improvements, and site
landscaping. Members of the SBC were invited to join relevant meetings based on interest
or expertise. Special focus has been placed on maintaining scope discipline and budget
alignment, particularly in high -impact areas like security systems and technology
Infrastructure, where scope creep can occur. Mike Carroll noted that Colliers will attend
most meetings to help manage budget implications.
Additionally, the team shared a zoning update: the town will not require a variance for the
reduced on -site parking as initially anticipated. Instead, this will be addressed through the
site plan review process, which simplifies approvals. The team also noted that the modular
bid had to be reissued due to an incomplete initial submission but Is now back on schedule.
Carla Nazzaro will be meeting with a neighboring property owner to further community
outreach.
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Approval of Prior Meeting Minutes 103/10/25J*
On a motion by Ed Ross, seconded by Pat Tompkins, the Killam School Building
Committee voted 6-0-0 to approve the meeting minutes of March 10 2025.
Roll call vote: Pat Tompkins - Yes, John Coote - Yes, Chris Haley - Yes, Ed Ross - Yes,
Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro.
Future Aaenda Items & Next Meeting Dates
The next SBC meeting is scheduled for July 141h at 7:00 PM, and the committee will move to
a monthly meeting schedule on the second Monday of each month, with Extended
Leadership Team (XLT) meetings on the first Monday.
Discussion was made regarding the placement and logistics of modular classrooms being
moved to the high school in conjunction with the Birch Meadow construction.
Adlourni
On a motion by Ed Ross, seconded by Pat Tompkins, the Killam School Building
Committee voted 6-0-0 to adjourn at 9:17 pm.
Roll call vote: Pat Tompkins - Yes, John Coote - Yes, Chris Haley - Yes, Ed Ross - Yes,
Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro.
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