Auburn committee adopts community‑use policies, approves facilities RFP timeline and forms standing facilities subcommittee

The Auburn School Committee on Dec. 18 approved multiple administrative items intended to move the district's facilities planning forward and adopted two policies governing community use of school facilities.

Chairperson Pamela Albert opened the meeting and called for approval of the consent agenda, which included the minutes of the Dec. 4 meeting and the certified contract appointing Eric Gray as interim assistant principal at EL. The consent agenda was approved by voice vote. The committee congratulated Eric Gray, who "could not be here tonight," after the vote.

On policy, the committee approved Policy AUBKF, "Community Use of School Facilities," and Policy AUBKFR, "Requirements, Procedures, and Fees for Community Use of School Facilities," on their second reading. The committee took voice votes to adopt both policies during the meeting.

The committee also approved the concept and timeline for issuing a request for proposals (RFP) to select an architect/engineer of record. Assistant Superintendent Scott Adeneer moved the motion; Adam Platt seconded. Under the approved timeline the district will advertise the RFP and collect proposals with a due date of Feb. 10, 2025, plan interviews for early March, and aim to award a contract by late March. Amanda Kuchar, the district's business manager, and members of the finance committee previously reviewed a transportation and facilities budget as part of preparing the timeline.

Separately, the committee approved creating a standing Facilities Subcommittee to oversee facilities planning, maintenance operations and capital projects. The membership the committee described includes school committee members, the superintendent, the assistant superintendent, the business manager, the city facilities manager, a city council representative, an administrator, a parent, a teacher and a community member. The subcommittee's stated mission is to assess facility needs, develop a long‑range plan for buildings, grounds, transportation and capital projects, and make strategic recommendations to the school committee and superintendent. The item was presented as a continuation of the year's Facilities Advisory Committee that reviewed the Harriman report.

Other routine business included a brief city council update from Adam Platt about a council resolve supporting converting a railroad bed into a trail, a summary from the finance committee about an audit action‑plan review and account reconciliations with the city, and a curriculum subcommittee update about diploma pathways and support for multilingual learners.

Votes at a glance

- Consent agenda (including approval of certified contract for Eric Gray as interim assistant principal at EL): approved (voice vote). Notes: Eric Gray was not present.

- Policy AUBKF, Community Use of School Facilities (second reading and approval): approved (voice vote).

- Policy AUBKFR, Requirements, Procedures, and Fees for Community Use of School Facilities (second reading and approval): approved (voice vote).

- Concept and timeline for RFP of an architect/engineer of record (RFP due Feb. 10, 2025; interviews early March; contract award targeted late March): approved (motion moved by Scott Adeneer; seconded by Adam Platt; voice vote).

- Formation of a standing Facilities Subcommittee to oversee facilities planning, maintenance operations and capital projects: approved (voice vote). Membership and mission read into record by committee.

The committee adjourned at 6:25 p.m.

Clarifying details captured from the meeting: the RFP due date is Feb. 10, 2025; interviews will be scheduled for early March 2025; an award is targeted for late March 2025; the facilities subcommittee membership was described in detail during the meeting.