Colchester board awards Malletts Bay roof contract, authorizes Black River Design agreement; bond closing set for March 6

The Colchester School District Board approved a summer roof-replacement contract for a section of Malletts Bay School and authorized a contract with Black River Design to serve as bond architects, moving the district closer to construction work tied to a voter-approved bond.

George (business and operations manager) recommended awarding the roof work to AC Hawthorne Company rather than the lowest overall bidder because the two higher bidders included required drainage reconstruction and skylight work and offered a longer warranty. He said the board had placed $400,000 in the fiscal 2026 budget for the work and that the district needs to approve the contract “so that we can get them on their schedule for this summer.”

After questions about potential disruption to summer programs, asbestos risk and the vendor’s special-condition deadlines, a board member moved that the district “accept the bid from AT[AC] Hawthorne Company and authorize the business and operations manager to sign a contract for this project.” The motion passed on an oral voice vote.

The board also authorized the business manager to sign a contract with Black River Design for bond-related architectural services. George said Black River’s fee proposals varied by school because they have more precise pricing for some buildings; he described the agreement as “a very standard contract” the district has used on other projects and said the next step after signing will be issuing a bid package for a general contractor.

Board members received a bond timeline update: George said the district’s bond application has been approved, the district signed a commitment letter, the bond will be priced on Feb. 20 and closing is scheduled for March 6. He said the district will have sufficient funds for roughly the first 12–18 months of the project and that bids for general contractors will be issued after the architect work progresses.

Votes at a glance

- Motion to accept bid from AC Hawthorne Company for Malletts Bay School roof and authorize business and operations manager to sign contract — motion made from the floor; outcome: approved (voice vote).

- Motion to authorize the business manager to sign the contract agreement with Black River Design — motion made from the floor; outcome: approved (voice vote).

- Consent agenda approval (hire long-term substitute, paraeducator hires) — motion made from the floor; outcome: approved (voice vote).

- Approval of minutes for 01/21/2025 — motion made from the floor; outcome: approved (voice vote).

- Motion to enter executive session to discuss contract negotiations — motion made from the floor; outcome: approved (voice vote).

Board members had several procedural and scheduling questions: John (board member) asked whether summer programs at Malletts Bay School would be displaced; George responded that programs would be set up in unaffected parts of the building and that most activities occur outdoors when weather permits. Ben (board member) asked about asbestos in the roof; George said crews have not encountered asbestos in previous roof work and the district is not anticipating additional asbestos-related costs but acknowledged uncertainty until work begins.

The approvals allow the district to proceed with procurement and scheduling needed to begin construction work after the school year ends and once bond funds are available.