HomeMy WebLinkAbout2025-08-18 ad Hoc - Killam School Building Committee Minutes04-a-
Town of Reading
Meeting Minutes
Board - Committee - Commission - Council:
Permanent Building Committee
Date: 2025-08-18
Building: Reading Town Hall
Address: 16 Lowell Street
Purpose: General Business
Attendees: Members - Present:
RECEIVED
By AC tl M" am, Cap /]. HIS
Killam School Building Committee
Time: 7:00 PM
Location: Conference Room
Session: Open Session
Version: Final
Pat Tompkins, John Coote, Chris Haley, Nancy Twomey, Carla Nazzaro.
Members - Not Present:
Kirk McCormick, Shawn Brandt, Ed Ross, and Greg Stepler.
Others Present:
Assistant Town Manager Jayne Wellman, Colliers Project Director Mike
Carroll, Colliers Project Manager Justin Ferdenzi, LBA Project Manager Jenni
Katajamaki, LBA Architect Leigh Sherwood
Minutes Respectfully submitted By: Harani Kumaresh
Topics of Discussion:
This meeting was held in -person in the Town Hall Conference Meeting Room and remotely
via Zoom.
Call to orders
Chair Carla Nazzaro called the meeting to order at 7:00 pm.
Roll call attendance: Pat Tompkins, Nancy Twomey, John Coote, Chris Haley, Carla Nazzaro.
No reports
Liaison Reports:
Joe provided an update on the modular classrooms. He noted that the modulars are now in
place and scheduled to be ready for occupancy on September 2nd, the first day of school.
Final site grading is being completed this week. The fire alarm system will be programmed
and active by Wednesday, and the security system will also be operational this week. The
architect conducted a punch list walkthrough of the interior today. Overall, the project is
progressing well, in coordination with other ongoing projects at the high school.
Jenni Katajamaki provided an update on the test well. Testing will begin tomorrow and run
for 48 hours, with results expected by August 28th. The site is scheduled to be cleaned and
restored by August 22nd.
Pat Tompkins inquires regarding the water yield, Jenni reported that water was encountered
at approximately 460 feet, producing 20-25 gallons per minute, with drilling reaching about
820-830 feet. Bedrock was encountered at 32 feet. Graphite was used in the grout mix to
improve thermal conductivity, consistent with project specifications.
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A discussion was held regarding the volume and timing of financial information received
prior to meetings. Members suggested creating a financial working group to review
contracts, amendments, and invoices in advance. This would allow a smaller group —
including the Building Committee members and Town staff —to vet financial commitments
and provide recommendations to the full Committee. The group would aim to receive
materials at least one week before meetings to allow sufficient time for review.
The Committee agreed this approach could also be applied in the future to review change
orders once a contractor is on board. The idea is for the group to function in an advisory
capacity, Identifying potential issues in advance and streamlining discussion during regular
Committee meetings.
Further consideration will be given at the next meeting. Jane, Mike, and Justin may be
consulted to help outline the review process.
CPL Financial Review*
Justin Fredenzi presented a detailed overview of the updated project budget. He noted that
the current construction budget remains at $101,152,521, consistent with the original
schematic design estimate. Next, he presented the budget adjustments related to
Amendment 18 for a supplemental survey of Charles and Habil Streets in the amount of
$24,750. The commitment tab committed costs included LBA Amendment 18, Daily Time
Chronical, Modulease contract for the Modular relocation and a couple of house doctor
contracts for cleaning and moving services.
Mike noted that the swing space/modular budget of $750,000 is currently $732,585
committed, leaving a balance of approximately $17,000. The remaining needs are expected
to include wireless access points, telecommunications/data, and an additional
cleaning/move service, which will be presented at a future meeting.
John Coote inquired about the cost per square foot of the modulars. Approximate estimates
suggest each classroom is about 1,000 sq. ft., with two classrooms plus corridors equating
to roughly 2,000 sq. ft. At the committed cost, this equates to approximately $375 per sq.
ft. Members acknowledged the high cost of relocating the buildings, while noting the value
in extending their use "until the end of life."
Justin presented the expenditures to date including Modulease, LBA, GIENAPP and Daily
Time Chronical noting total expenditures spent to date, $3,962,566. Next, he presented the
cashflow sheet and graph mentioning that the project is trending a little under the projected
budget.
On a motion by Nancy Twomey, seconded by Pat Tompkins the Killam School
Board Committee voted 5-0-0 to approve LBA Amendment 18 in the amount of
$24,750.00 for LBA basic services for the J. Warren Killam Elementary School
Project.
John Coote inquired whether the survey extents had been reviewed with Town Engineering.
Jenni Katajamaki confirmed that the amendment deflnes the survey boundaries, and while
the proposed work extents have been reviewed with the Town Engineer, the exact survey
extents will continue to be refined as part of the design process.
Pat Tompkins asked about the purpose of the survey and Jenni noted that it will allow the
design team to advance planning for street improvements including paving, sidewalks,
lighting, and crosswalks. The survey extends down Charles Street to Wayland Avenue and
to its intersection at Haverhill.
Discussion followed regarding whether the cost of improvements should be borne entirely by
the school project or shared with the Town. Some members stressed the importance of
ensuring school project funds are prioritized for the building and direct site needs, while
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others noted that traffic congestion, pedestrian safety, and drop-off/pick-up circulation are
school -related concerns that justify including certain street improvements in the project
scope.
It was agreed that the design work will continue under the school project, but the extent of
construction costs for street improvements will be revisited once a contractor is on board
and the overall project budget position is clearer. The Town Planner has joined discussions
to help identify potential grant opportunities for related work.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
On a motion by Nancy Twomey, seconded by Pat Tompkins the Killam School
Board Committee voted 5-0-0 to acknowledge the various commitments presented
in the amount of $722,137.10 for J. Warren Killam Elementary School Project.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
On a motion by Nancy Twomey, seconded by Pat Tompkins the Killam School
Board Committee voted 5-0-0 to acknowledge the GIENAPP Architects Amendment
01 in the amount of $10,447.73 for J. Warren Killam Elementary School Project.
John Coote inquired regarding the $10,000 expense related to civil engineering for the
modular classrooms. It was noted that this work was not included in the original GAP
(House Doctor) contract and is being treated as a reimbursable expense, though some
members suggested it could be considered a change order or part of the original design
scope.
The work does not include structural engineering for foundations; it is limited to civil
engineering for utilities and site -related design support. The expense went through
Conservation review as required.
The Committee acknowledged that while the $10,000 expense is significant relative to the
original $70,000 contract, it represents necessary civil engineering and coordination work
not anticipated in the original contract.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
On a motion by Nancy Twomey, seconded by Pat Tompkins the Killam School
Board Committee voted 5-0-0 to approve the LBA Invoice #22222 & #22349 in the
amount of $479,305.53 & $499,034.17 for J. Warren Killam Elementary School
Project.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
On a motion by Nancy Twomey, seconded by Pat Tompkins the Killam School
Board Committee voted 5-0-0 to approve the Modular Relocation Costs as
presented in the amount of $520,559.83 for J. Warren Killam Elementary School
Project.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - yes, Nancy Twomey -
Yes, Carla Nazzaro.
CPL Schedule Update
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Justin presented an updated project schedule, noting that the project is currently in Module
6, with all tasks tracking appropriately to the projected dates. The next step will be the 60%
Construction Documents phase. Mike Carroll noted that while the MSBA submission process
technically requires pausing after submission to await comments, in practice the design
team continues work to maintain project momentum. Many of the MSBA comments are
expected to be minor, often addressed in the next submission. Examples include ensuring
the commissioning agent is on board or verifying checklist Items. This approach is typical
and anticipated for projects at this stage.
DO documents and VE Lists
Mike Carroll presented the budget update for the MSBA DD submission. He noted that The
current budget target is $101,521,394, consistent with the amount approved in the MSBA
agreement. Initial estimates were provided by two estimators: A M Forgerty (OPM) and
PM&C (design team). These estimates were reconciled, with final numbers in the $97.SM
range for base and off -site work, subject to minor adjustments for off -site improvements
adjacent to the school.
John Coote Inquired about the tariffs and uncertainty, Mike noted that the project currently
carries a 5% design and pricing contingency, Intended to cover all remaining design work
and associated details. An additional 4% escalation contingency has been included to
account for potential cost Increases, including tariffs on Imported materials. Estimators
specifically considered tariffs in the escalation percentage, acknowledging that tariff levels
are unpredictable. For example, steel imports from Canada previously faced a 25% tariff,
which has recently increased to 50%. The team will continue to monitor and evaluate tariffs
as the project progresses and prior to bidding, ensuring any significant changes are
addressed with the contractor. The current reconciled estimate remains favorable, tracking
approximately $3 million under the MSBA-approved budget, reflecting both disciplined
design choices and cost efficiencies.
Mike Carroll and Leigh Sherwood provided an update on Value Engineering (VE), noting that
the VE log currently Includes over $2 million of potential Items for consideratlon. These
Items are categorized Into three groups: Category 1 items have minimal Impact on
program, operations, or long-term costs and are the easiest to accept; Category 2 Items
have moderate impact and require careful consideration; and Category 3 Items have
significant impact on program or long-term operations and are generally not recommended.
The team's approach is to consider Category 1 items first, then Category 2 if necessary,
while typically avoiding Category 3. At this time, no VE items will be acted upon, as the
project Is approximately $3 million under budget, though design adjustments may still occur
for practical reasons as the project progresses toward 60% completion.
The committee reviewed the generator and emergency shelter for the new Killam School.
Chief Nelson's memo confirmed an emergency shelter isn't needed at the school and is
more appropriate at the Recal project. As a result, the generator can be downsized from
750 kW to 400 kW, maintaining resiliency for heating, refrigeration, and critical systems,
while saving about $500,000. Minor adjustments, like a shower, may remain. The
committee agreed to consider this change but will defer an official vote until after the next
submission.
Further, Alternates were reviewed for budgeting purposes, Including solar on the roof versus
canopies, to support early value engineering. Alternates are not necessarily bid alternates at
this stage.
Mike clarified that state building contracts, unlike some older road or DOT contracts,
generally don't include automatic escalation clauses for material price increases after a bid.
While historically materials like asphalt or cement had price adjustments tied to market
fluctuations, Chapter 149 school construction projects typically place that risk on the
contractor. Tariffs, such as the recent 50% on steel from Canada, are considered a separate
issue. For this project, the contractor is expected to absorb steel costs in place at the time
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of bidding, but any tariff changes after the bid remain uncertain and are treated as a
potential risk to anticipate in the budget. Lessons from other ongoing projects may help
refine this approach.
Jenni Katajamaki summarized that the team submitted the pricing documents about a
month ago and received detailed, line -by-line comments from John and Colliers' subject
matter experts. Many of these comments have already been incorporated into the
documents, while some will be addressed in the next submission, and a few were noted but
not adopted with explanations provided. She noted that the cost estimators reviewed the
documents and confirmed they are very complete for the DO phase, which is a strong
validation of the work. There have been no major design changes, allowing the team to
refine details and resolve issues, putting them in a solid position heading into CDs. The
submission binder is nearly finalized, with only minor tweaks remaining, and Jenny, Lee,
and the team have led the effort, including organizing the estimates and schedules. The
recommendation is to vote to authorize the submission of the documents.
On a motion by Nancy Twomey, seconded by Pat Tompkins the Killam School
Board Committee voted 5-0-0 to approve the proposed DO submission to the MSBA
dated August 19'h, 2025, for the J. Warren Killam Elementary School Project.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
Approval of Prior Meeting Minutes f07/14/25J*
The committee noted a couple of minor corrections to the June 2nd meeting minutes to be
amended.
John Coote discussed that the quality management Issues raised previously was missing
from the minutes. Leigh Sherwood noted that a formal QA/QC narrative from the design
team is forthcoming. Jenni is preparing the document, which will align with MSBA
requirements and ISO 9000 standards.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Building Committee voted 5-0-0 to approve the meeting minutes of July 14, 2025
as amended.
Roll call vote: Chris Haley - Yes, Pat Tompkins - Yes, John Coote - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
Future Agenda Items & Next Meeting Dates
Carla Nazzaro discussed the future agenda Items Include a discussion on the emergency
shelter and the annual reorganization of the committee.
Adiourn*
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Building Committee voted 5-0-0 to adjourn at 8:30 pm.
Roll call vote: Pat Tompkins - Yes, John Coote - Yes, Chris Haley - Yes, Nancy Twomey -
Yes, Carla Nazzaro.
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