 We are now recording to the cloud and this meeting at some point will be uploaded to the YouTube channel by it and I wish you all a good meeting. Thank you. Sure. Sean, I'm making you the host. Okay. Good morning, everyone. I guess I think we just hit nine o'clock so I see 12345678 yes we have a quorum so I am going to call the meeting to order. At 9am. And since we're conducting it by zoom, I need to look across my screen and make screen and make sure everyone can see and be heard. And thank you all for joining us. So I'm just going to call out the names as I see them and just let me know you can see and be heard Sean Magnano. Yes. Allison. Yes. Jonathan. Good morning. Morning, Phoebe. Hello. Hi, Mike. Present. Margaret Wood has also joined us and she's going to be the lead today to explain what has happened. Ben Harrington. Paul. Hi, good morning. Rupert. Yes, hello, am I muted. Hi, you're not muted now that's great we can hear you and Steve Schreiber who's making a sincere effort to participate even from an airplane hi Steve can you hear and I'm here. Can you hear me. Yes. Well, thank you all. As you know from the meeting notes that Margaret sent everyone we are not meeting today to review designer submissions. And she'll explain to you what happened and what the consequences we have. I think our current date for the MSBA review Margaret is November 2nd. Is that correct. That's right. Yeah, the application this will be reviewed. November 2nd. Phoebe, I'll turn this over to you right now to explain when we will be able to review them, you know what the schedule is between now and then. And everyone on this on the screen right now we're a full committee of reviewers. So we didn't ask at the last meeting if people want to create a subcommittee. If people don't want to be reviewers they can let us know during that meeting and we can create a subgroup, but otherwise, the review process for us and Margaret will give us the dates will be we will get to read all of them. And then we'll go to the MSBA panel when we're reading them together. We won't be rating them like one, two, three, four, but we will be doing really strong here, not so great here. So, a set of comments on all of them. And then the three people who will be going to the MSBA panel review are Mike, me and Ben. So we will have notes, chronicle notes from everybody's comments and we will take that in where that then will become a shortlist and turn into an interview list. So, Margaret, maybe you can describe what, when, when will we be looking at these. And we haven't set another meeting date yet for that review. We haven't. So good morning everybody. So I'm going to just cut to the chase and answer the question that Kathy just prompted which is on September 9. And essentially what we ended up having was a bid extension. I'll go back into why that happened. The bid has been or the ability for designers to submit proposals has been extended to September 9. So on September 9, all of the applications are sort of in the public realm, and will be circulated to all of you. And then we have a pretty long stretch of time relative to where we were before, as Kathy said, to November 2 to meet. Now the, the good news about that is Kathy's actually away for an extended period of time in September. So I'm assuming that what we're going to want to do in terms of that next meeting to look at the designer applications will be during the period that she's back. Then, as Kathy described, we'll meet. We'll summarize comments for the three folks who are going to the designer selection panel to digest they'll go with as representatives of the entire committee not just themselves. And then at that meeting on the second they will shortlist three occasionally they do for but typically it's three who will participate in an interview and the interviews are about two weeks later. I don't remember the date off the top of my head but it's two weeks from the second so it must be the 17. And on the 17 they'll have the interviews each one will be a little less than an hour. Everybody will be able to tune in and I think they record them I can certainly ask them to record them if they don't. And out of that will come the selection, the way the selection process works is there's about 12 people on the selection committee. And each of them gets a piece of paper and in the interview, both in the application review process in the interview process they each get to sort of vote their 123 and then whoever gets the highest number of points is the number one. Then the next step will be for us to negotiate a fee with them. And there is a kind of clause that says if we can come to an agreement about a fee which is quite unusual I will tell you. Then you can actually go to the number two ranked firm. And that's how this has changed, which is that instead of having the designer on board and approximately mid October, it will be mid November. Anybody have any questions about that. Margaret the one I would have and then I'll talk about timeline for us meetings. So, when the interviews happen. That would be a good idea at the point we are reviewing the designer proposals to come up with some draft interview questions then that we would particularly like, or would we do that. You know I'm just thinking of get people's thoughts on what they, once there is a shortlist because if there's only two weeks between when the panel meets, and when the interviews take place I'd like to at least, you know, get. We, yes, a totally great day we don't have to wait until we see the applications. In fact, one of the things that's come up. In the past few weeks that I think would be a great question for the interviews for your consideration is to ask the interview is to talk about daylighting. It's one of those things that I know has been discussed a lot in the community I know there's at least one very concerned citizen. It's. Margaret, are you frozen. Oh dear. I think Margaret is frozen. Up. Now you're moving. We lost what if you continued saying words we didn't hear you Margaret just send. Can you see me now. Yeah, we can see you. Yeah. Okay. Yeah I was just saying that's a good type of question for an interview this it's more qualitative. So, you know, the, this happened because there was a step that didn't happen in time of posting it in the local newspaper. And so it is now been posted so that's why we, we, we lost that month. So, but I want to open it up to for comments or questions. One thought I talked to several people about meeting times and meeting days and the mornings Thursday morning seemed to work on a lot of people's schedules. It's starting with both Paul and Mike and Margaret making sure they could and I wanted to propose that we, that would be Thursdays will be our regular meeting and I will be back September 23 then could be the date, which will give us a good two weeks before to read them, Margaret. If we could have the meeting, a full meeting, the, the longer meeting that was scheduled. So I just wanted to find out if that time works for people, and if people can start as early as 730 in the morning, if we do it, but that Thursday. If that doesn't work, we still have time to do it. The, the next one would be the very last week in September. So again, I want to find out from everyone who's on this call a whether you would like to be the reader, a reader at that meeting, and can you make a longish meeting like a two hour meeting on a Thursday morning. So I'm just throwing that out to anyone and everyone to respond with a yes I want to be part of it the time doesn't work right for me. And yes, Jonathan. I can certainly make that day and I can do a two hour meeting, starting at 730 will be difficult because kids will be back in school and so I would prefer a time to start and say just after the bus or school does does work for Mike. What's the clock then is that is that move it enough, Jonathan. So if we started eight, you know what I would like to do is if we say that would be our regular starting time then it's not a one time that so it'll be, you know, whatever Thursday will be our regular day and eight would be our starting time. This is that problem for anyone. Okay, Allison. Thank you. Yeah, I'm a little worried because of that, just because Tuesday Thursday are IP meeting days for us. So I would have some conflicts sometimes. Okay. I would be some days be able to do it because my sense is if we try another day we're going to find, you know, it's not that everyone has to make every meeting but I think there will be important meetings just for decisions or, and your input is always welcome. We're down to members right now. So I think by the next meeting date I mean Paul is, I guess between Paul and Mike will be filling those slots and figuring out what we do, but so any other just on that front Kathy. So I have a memo that will go to the council shortly. And the council I think would vote on September or whatever it is so it'll be we'll have a full compliment before that meeting date. Okay, because the council meets on September 13. So it would be for that date. Okay. So we'll be back up. So I'm assuming that everyone would like to everyone on this call and those that will be coming would like to be part of the reading of the designer proposals. So what what they what in the, as you remember with from the RFS, it will, they will tell us who their team is with a profile of each member, and then there's a part in the document that's part of the MSBA format, where they write us more. You know, about what they're thinking about the sites, and Margaret will be able when would she sends these out to us to tell us whether all of the firms or whether only a subset of the firms actually came to the site visits, because she has a list. There with a terrific guiding us through Fort River, but we have a list of who actually came and looked looked at the, and they came when they came they looked at both Fort River and Wildwood, you know to get a sense of the two possible places the school would be located. So there's a part in the responses where they can to the extent they want to can start talking about what they're thinking is about the locations and what might be possible. I think those that's the main updating you on the schedule so I think what will do, Margaret and I had worked out a fairly detailed set of meetings, thinking that we were going to start in full bore in the middle of October so now we'll move that a month and I had had one conversation with Allison chair of the school committee on your schedule Mike on the education program side and some potential joint meetings with the school building committee would meet with the school committee when we're, you know, talking about issues that so the designer and both of us. So we came up with some ideas for that are tentative, and so we'll be able to share that set of possible meeting dates, when we meet on the 23rd of September 23rd works from everyone. And then set up a time starting at eight in the morning and I'm hoping we can do that in a two hour meeting of do the review. We may not be able to go over the timeline but at least we can give it to everyone and then we can meet again. The intensity the meetings won't start to the middle of November. So we can probably get away with not starting to meet our schedule had a starting to meet almost weekly or every other week but I don't think that will have to happen now that we're not meeting until November 2, but again we'll we'll look at that. The one other item on the list in Sean has it we have invoices from answer that Sean you said, we need to be paying Margaret and she she had to do a little do a double time here because it was posted and then it had to get posted and the reposting had to give the responders a new set of deadlines that we're working from so she had to do those that addendum twice. So Sean, do you want to introduce us to the invoices, and then I think we have to vote on these is that correct. On the payment. Yeah. Yeah, so I'll share my screen in a second just walk you through the two invoices we have so far. And actually while Sean's doing that I just want to say the way the owners project manager contracts work is that we have a contract that we negotiated in this case I negotiated with Paul and Sean to get our contract executed that is not to exceed number, and then our billing is done on more or less an hourly basis with detail so what you're going to see here on the front is the total of how much I build in a given month so the invoices up here is for our my June work. Well our journal June work because it's also some above Steven's time. And then in the following pages that sort of shows the description of what those tasks were. So this first one is for June for $4,365. And the rates are consistent with the contracts that we signed. And the second one hopefully it popped up on the screen as well is for July for $7,355. And so our contract has rates for different types of positions and these rates are consistent with the contract for those positions. So just to round out the discussion what I do is once we approve these invoices. We have a sheet that we track them and compare them to the, the not to exceed amount. And I've got to work with the MSBA to figure out whether we need to submit these to the MSBA because we're not anticipating reimbursement but I think we still have to enter them into the pro pay. The MSBA's website program for tracking costs and managing the reimbursements. So I think I still have to enter them for now even though we're not going to potentially get reimbursed for these invoices but yeah, it will definitely speed up the reimbursement to the town. Once the project moves to the next stage. The other thing I wanted to say just for everyone to know is we're not allowed as part of our MSBA contract to charge travel expenses. So when you see these rates, they are, they embedded in them as you know the cost of mileage and gas and all those kinds of things so there is no. It's it's it makes it easier to review because you all don't have to look at reimbursable. It's all embedded in the hourly rates. So are there any questions on the, the June or July invoices. So then I would, I'll make a motion that we approve payment of the invoices. Second, and I think I need to do a roll call vote on this. So, Sean, can you pull your screen back down again. Yes. Okay, just so I can make sure I get everyone. So again, I'm just going to go through the names as I see them. And if you're in favor, say, either I or yes, Alison. Yes, Phoebe. Yes. Mike. We lost Mike. We lost Mike. Okay, Ben. Yes. Paul. Yes. Robert. Yes. Sean. Yes. Jonathan. Yes. Mike. Yes. Steve. Yes. And Kathy is a yes. So that is an unanimous vote to pay Margaret and to thank Margaret. Thank you, Margaret, for getting us to this point. So I, you know, for whatever is happening on the screen, I can't right now open it up to public comments, but Sean, I'll ask you to, but I just want to see if there are any other questions, comments, people want to make, including, would anyone, when we get the, I want to make sure everyone has a copy of the RFS that we put on that the responders are reacting to because in that we laid out some design features that we'd like to be considered. So when we're reading them, that's something to look at that list. So I don't know whether people have any other questions on next steps. Questions concerns comments. And I'm not seeing anything. So I, then I'm going to ask Sean to see whether there's anybody in the public who has a hand up and Paula saying no, because I can't even see that. I don't know. We have no attendees right now. Okay. So then I think this meeting is adjourned and I want to say special thanks to Jonathan who is in Cape Cod and managed to dial into Steve Schreiber who seems to be on an airplane and managed to dial in. And for all of those who are in the school world who are about to welcome all of our students back in or have your children back in this is great that you were willing to join at the end of August. Thank you very much. And we look forward to moving forward. Thank you. Thank you. Bye. Bye. Bye.