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Board - Committee - Commission - Council:
Permanent Building Committee
RECEIVED
TOWN CLERK
READING, MA.
2025NOY 13 AM 8:3z
Killam School Building Committee
Date: 2025-10-14 Time: 7:00 PM
Building: Reading Town Hall Location: Conference Room
Address: 16 Lowell Street Session: Open Session
Purpose: General Business Version: Final
Attendees: Members - Present:
Pat Tompkins, John Coote, Chris Haley, Kirk McCormick, Shawn Brandt,
Greg Stepler, Nancy Twomey, and Carla Nazzaro.
Members - Not Present:
Ed Ross.
Others Present:
Assistan 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 order:
Chair Carla Nazzaro called the meeting to order at 7:00 pm.
Roll call attendance: Pat Tompkins, John Coote, Chris Haley, Kirk McCormick, Shawn
Brandt, Greg Stepler, Nancy Twomey, and Carla Nazzaro.
Public Comment:
No reports.
Reorganization of Committee*
Matthew Kraunelis opened the floor for nominations for Chair of the Killam School Building
Committee. Nancy Twomey nominated Carla Nazzaro for the position, and the motion was
seconded by Pat Tompkins. Carla accepted the nomination, and with no further
nominations.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Board Committee closed nomination of Chair and voted 8-0-0 to make Carla
Nazzaro as the official Chair of the School Building Committee for the J. Warren
Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
Carla Nazzaro opened the Floor for nominations for Vice Chair of the Killam School Building
Committee. Shawn Brandt nominated Pat Tompkins for the position, and the motion was
seconded by Nancy Twomey. Carla accepted the nomination, and with no further
nominations.
On a motion by Carla Nazzaro, the Killam School Board Committee closed
nomination of Vice Chair and voted 8-0-0 to make Pat Tompkins the official Vice
Chair of the School Building Committee for the 7. Warren Killam Elementary School
Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stapler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
Liaison Reports:
Jenni Katajamaki reported that noted that the geotechnical analysis confirmed the project's
initial assumptions of 44 wells at 800 feet each were validated as accurate following testing.
Additionally, an abutters meeting was held on September 25, with six attendees
representing three neighboring properties. The meeting was productive, and attendees were
generally pleased with the project updates, particularly regarding property conditions and
landscaping plans. The main discussion point involved the potential widening of Charles
Street, which the Town ultimately decided not to pursue. The landscape architect, Jade,
provided detailed insight into tree and landscaping plans, reassuring abutters about tree
removals and replacements. Carla Nazzaro appreciated the LBA team for a positive abutters
meeting.
Jayne Wellman reported that the team is finalizing a parking license agreement with Christ
the King Church to provide up to 150 spaces for teachers and construction staff.
Negotiations, led by the Town's operations director and legal counsel, are progressing well,
with the church requesting slightly more than $10 per space per month. The agreement will
be structured as a license rather than a lease to avoid requiring Town Meeting approval and
is expected to fall within procurement limits. A final proposal will be brought to the
committee in November or December, with parking anticipated to be available by February.
Next, Jayne provided an update on staffing needs related to the upcoming construction
phase. She explained that the Facilities Department, led by Joe Huggins and Kevin Cabusi,
Is seeking to hire a part-time clerk on a 1099 basis to assist with on -site management
during construction, as the department is currently understaffed and overseeing two major
building projects simultaneously. The position, expected to transition to full-time once
construction begins, would support daily site operations and serve as a liaison to the Town.
The proposed rate is $70 per hour, totaling approximately $300,000 over the three-year
project duration.
Mike Carroll clarified that this role would complement and not duplicate the OPM's full-time
site representative, ensuring stronger coordination and Town oversight. The position will
also participate in OAC meetings and assist with change order reviews. Jayne further noted
that similar positions have been successfully Implemented in other districts, and a draft
work plan outlining responsibilities and hours will be developed following an MSBA review.
Kirk reported that the Finance Working Group was unable to meet before the committee
session but shared that he had emailed Justin several questions, which had since been
addressed. He confirmed that all invoices appeared to be in order, with only a few questions
remaining about the LBA contract amendment for soil pre -characterization. Justin suggested
reviewing those items during the financial report rather than separately, and the committee
agreed.
CPL Financial Review;
Justin Fredenzi presented the financial review, noting that the project budget remains
unchanged as no construction contracts have been awarded. The construction contingency
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stands at $5,076,669, and the owner's contingency at $1,257,726. One budget adjustment
was recorded for the LEA Amendment No. 19, covering geotechnical services at $113,000,
reallocated from existing architectural services.
Additional commitments Included LBA Amendment No. 20 for $7,623 to cover a tree survey
requested by the Tree Warden and a $140 adjustment for Complete Cleaning Co. related to
the modular refit.
Invoices presented for approval included $1,700 from Gienapp Architects, $30,252 from
Colliers Project Leaders, $484,745 from LBA, and $2,740 from Complete Cleaning Co.
Justin also reviewed the project cash Flow, noting that expenditures are slightly under target
because invoices pending committee approval are not yet reflected. Once those are entered,
the cash flow is expected to align with projections. Mike noted that going forward, the
approval date will be entered at the time of the meeting to provide a more accurate
reflection of cash Flow.
Mike reviewed the pending commitments, beginning with a $140 adjustment for Complete
Cleaning Co. to cover additional work associated with the modular classroom refit. He then
addressed the $7,630 amendment for LBA to complete a detailed tree survey requested by
the Tree Warden. While a general tree survey had been performed, the additional scope
required identification of tree species and condition assessments. Mike noted that the design
team collaborated with the Tree Warden and Town staff to refine the proposal and reduce
the cost by approximately 10-15%.
Committee members raised questions regarding the necessity of the survey and the
underlying requirement. Nancy Twomey pointed out that, under state law, only "public
shade trees" along public ways require a public hearing, and questioned why the Town
should pay for the identification of trees on school property that are not in conservation
areas. Others echoed the concern, noting that a private developer would not face the same
requirement and that nearly all trees on the site are expected to be removed due to grading
and construction needs.
Justin and Mike acknowledged the concern and explained that the request likely stemmed
from the Tree Warden's interpretation of best practices. They recommended proceeding with
conditional approval of the $7,630 amendment, pending confirmation from the Department
of Public Works that the survey is indeed required. If it is determined unnecessary, the team
will report back to the Committee before proceeding.
Additional discussion addressed whether replacement trees or a payment into a tree fund
would be required. The team noted that while the bylaws in some nearby towns, such as
Wayland or Weston, include replacement requirements for all trees, Reading's bylaws
appear to apply only to public shade trees. Justin emphasized that the project Includes a
comprehensive landscape plan with significant tree and shrub plantings, ensuring that the
final site will be properly restored and visually appealing. Mike noted that while the item
was not immediately critical, it could become time -sensitive if the early site work package
proceeds in January, as tree removal Including some street trees along Hill Street would
require proper permitting in advance. If the survey is confirmed as a permitting
requirement, it should be completed soon; otherwise, it can be deferred.
On a motion by Pat Tompkins, seconded by Nancy Twomey, the Killam School
Board Committee voted 8-0-0 to approve the Complete Cleaning Co amendment
MSA in the amount of $140.00 & approve LBA amendment #20 in the amount of
$7,630 for the expanded tree survey, contingent upon confirmation from the Town
that the work is required for J. Warren Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
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The committee discussed the proposed $113,806.00 LBA Amendment 19 for additional soil
testing to determine whether the site's fill material is suitable for removal or reuse as part
of a potential early site package. Mike explained that the original estimate assumed removal
of roughly 40,000 cubic yards of soil but has since been refined to about 15,000 cubic yards
after limiting the scope to the building footprint area. He noted that the testing is intended
to confirm whether any of this soil contains contaminants, as disposal facilities require
certification that the material is clean before accepting it.
Jenni Katajamaki clarified that testing is required when the soil includes fill material rather
than undisturbed native soil, even if there is no known contamination history. Current state
regulations require one test per 500 cubic yards of exported material. While some
committee members questioned whether this level of testing was necessary given there are
no indications of contamination, Jenni explained that the requirement is largely regulatory
and unavoidable if the soil will be transported offsite.
The Committee also discussed the timing of the testing, and whether to conduct it now as
part of the early site package or defer it until the general contractor is onboard. Conducting
the testing early would allow the team to confirm soil conditions and avoid potential
schedule delays later if contamination is discovered during excavation. However, some
noted that performing it later could allow the contractor to use alternate means and
methods, potentially reducing the overall cost.
To ensure an informed decision, it was agreed that the LBA, LSP, Geotechnical Engineer,
Civil Engineer, and OPM team would meet with committee representatives Pat Tompkins
and John Coote to review the technical approach, regulatory requirements, and schedule
implications in more detail. The outcome of that meeting will help determine whether to
proceed with the proposed testing and early site package.
Greg Stepler added that, from his experience, every project he has worked on has required
an LSP and sail pre -characterization, and he expressed concern about delaying or
questioning the need for it. He emphasized that this is not a minor issue —once soil is tested
and transported offsite, it becomes the Town's legal responsibility in perpetuity, regardless
of where it is disposed of. Greg cautioned that it would be risky to proceed without clearly
understanding the regulatory requirements and obligations tied to soil testing and removal.
He supported allowing Pat and John to meet with the project team to fully evaluate the
rationale, but stressed the importance of treating the matter seriously and ensuring full
compliance to protect the Town's interests.
Kirk McCormick raised concerns about schedule Impact, cost, and how the proposal
compared to similar projects. Mike explained that soil testing costs have risen due to stricter
regulations and fewer landfills accepting soil. He noted that testing has become standard
practice, especially on sites with fill materials, and confirmed through discussions with an
LSP that the extent of testing depends on the fill conditions rather than natural soils.
Leigh Sherwood explained that soil testing is typically handled by the contractor during
construction, but since this work is part of an early package, the cost appears upfront. He
noted the testing is unavoidable, though proceeding now makes it an all -or -nothing scope.
Without the early package, smaller sample testing could be done later. He added that, with
Mike's help, the team reduced the cost to a more reasonable level after consulting with the
geotechnical engineer.
John Coots emphasized that the group's role is to listen to expert recommendations and
respond accordingly, asking Mike to clearly outline his preferred approach. Mike agreed and
suggested that the committee hear directly from the LSP and civil engineer before he
provides his final recommendation, ensuring transparency and clarity. The committee
supported this plan, with members agreeing to proceed by reaching out to Pat and John to
schedule a discussion soon and to make the soil testing approval contingent on that follow-
up.
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On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Board Committee voted 7-0-0 to approve LBA amendment #19 in the amount of
$113,806.00 for Soil Pre -characterization, contingent upon review with the
professional team for J. Warren Killam Elementary School Project
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Kirk McCormick
- Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Board Committee voted 7-0-0 to approve the LBA Invoice #22499 in the amount of
$484,745.00 for 1. Warren Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Kirk McCormick
- Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Board Committee voted 7-0-0 to approve the Gienapp Invoice #682.29-5 in the
amount of $1,750.00 for J. Warren Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Kirk McCormick
- Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Board Committee voted 8-0-0 to approve the Colliers Invoice #1089820 in the
amount of $30,252.50 for 1. Warren Killam Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Board Committee voted 8-0-0 to approve the Complete Cleaning Co Invoices
*14678 & #14679 in the total amount of $2,740.00 for J. Warren Killam
Elementary School Project.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
CPL Schedule Update
Justin presented the project schedule, noting it remains consistent with what was presented
at previous meetings. LBA and Colliers are working toward the 60% Construction Document
(CD) submission, which is scheduled for approval in November, followed by the start of the
90% CD phase. A meeting with the MSBA is also planned next week to review comments
from the Design Development submission. He then discussed the two proposed early bid
packages: one for the switchgear and generator, and another for the earthwork. Based on
discussions with a contractor, supply chain delays continue to make early procurement of
switchgear a prudent move. The generator, being smaller and more readily available, may
be procured later if necessary. Mike recommended proceeding with the early package for
the switchgear, emphasizing that unlike the generator, it cannot be temporarily replaced.
The committee will review the earthwork package in the upcoming follow-up discussion.
The committee discussed the distribution of three Request for Proposal (RFP) packages for
review: Material Testing Services, a Tax Consultant, and Peer Review services (including a
state -mandated structural review and additional ADA/fire protection reviews requested by
town staff). The RFPs combine standard and town forms, and a meeting was scheduled
between project leaders (Justin, Jane, Josh, and Katie) to reconcile these documents. A
further RFP for a move manager is planned for a later date.
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The timeline for these services varies; material testing is needed soon if early construction
packages are pursued, and the tax consultant is needed early to maximize potential
rebates. The peer reviews, while less urgent, are necessary before the 90% document
submission in approximately 6-8 weeks. The committee decided to authorize the project
team to advertise the RFPs publicly to solicit bids. A formal committee vote on awarding the
contracts will take place later, once proposals have been received, leveled, and reviewed.
Budget lines for the testing exist, but the tax consultant may require new budget allocation
or discussion with the MSBA.
On a motion by Pat Tompkins, seconded by Nancy Twomey, the Killam School
Board Committee voted 8-0-0 to authorize Colliers to work with Town staff to put
out the RFPs for the testing inspection services, the peer reviews and the tax
consultant.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
LBA Exterior Material Review
Jenni Katajamaki and Leigh Sherwood presented the exterior materials and noted that the
review committee met several times over the summer to finalize exterior materials but had
not previously presented their decisions to the full group. The committee reviewed a palette
of durable, attractive, and cost-effective materials. The upper portions of the building will
feature an orange brick, while the ground Floor will have a slightly purplish brick. The base
of the building will use ground -based CIVIL, known as Manchester block, with a granite -like
finish; varying sizes are Included to add visual texture. Wood -look phenolic panels will be
used as accent elements in select areas for durability and low maintenance. All windows and
doors will be anodized aluminum with a matte finish, and roof edges will feature metal that
mimics warm zinc tones. Canopy areas will incorporate metal designed to appear like wood
slats. The design intent focuses on warmth, texture, and human scale, particularly at the
lower levels to create a more inviting experience. The committee discussed whether
students had input on exterior design, and the design team clarified that while the exterior
is intended to serve the broader community, the interior spaces will provide a playful,
student -focused environment. The exterior materials are expected to be long-lasting, low -
maintenance, and visually appealing. The committee expressed satisfaction with the
selections, with no immediate action required, and noted that the interior material review
will be presented at a future meeting.
Approval of Prior Meeting Minutes (09/08/251*
The committee reviewed the draft minutes from the September 8th meeting and noted one
correction: a typo in which 'WMS meeting' should be corrected to'CPDC meeting.
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Building Committee voted 8-0-0 to approve the meeting minutes of September 08,
2025 as amended.
Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
Future Aaenda Items & Next Meeting Dates
Carla Nazzaro discussed future agenda items and confirmed upcoming meeting dates:
Wednesday, November 12th (to accommodate Town Meeting), December 15th.
Adiourn*
On a motion by Nancy Twomey, seconded by Pat Tompkins, the Killam School
Building Committee voted 8-0-0 to adjourn at 9:00 pm.
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Roll call vote: Pat Tompkins - Yes, Shawn Brandt - Yes, John Coote - Yes, Chris Haley -
Yes, Kirk McCormick - Yes, Greg Stepler - Yes, Nancy Twomey - Yes, Carla Nazzaro - Yes.
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