Medford high school building committee approves communications plan, January invoices and contract amendment

The Medford comprehensive high school building committee on Feb. 20 approved a communications plan to expand outreach during the feasibility phase, voted to pay January invoices and approved a contract amendment reallocating funds to estimating services.

The communications plan, recommended by the subcommittee, includes a citywide mailing list, placement in the mayor’s newsletter, flyers with QR codes at high‑traffic public sites, targeted translation through community liaisons and short Q&A videos produced by vocational students. Chair Jenny Graham said the plan is intended to help residents “know when and how to engage” in the feasibility process and will be used through the June feasibility phase.

The committee recorded a roll‑call vote approving the plan (11 yes, 0 no, 4 absent). Project staff said the mailing list will notify people when meetings are posted and provide a way for residents who do not receive the superintendent’s weekly email to stay informed.

Separately, the committee approved the January invoices, which included consulting and environmental work. Project staff reported the feasibility study budget is $3,000,000, with $2,644,938 committed and $441,900 spent to date; the committee approved paying $141,900 in invoices for the month. The committee voted to approve those invoices by roll call (11 yes, 0 no, 4 absent).

Members then considered a contract amendment for estimating services from Leftfield covering two phases: preliminary design program (PDP) and preferred schematic report (PSR). The amendment splits $6,000 for the PDP and $10,000 for the PSR with a 10% markup for a total of $17,600. Project staff said the amendment is a reallocation of funds within the existing feasibility budget rather than an increase to the $3 million budget; the motion passed by roll call (11 yes, 0 no, 4 absent).

Matt, speaking for the project team, confirmed that the Massachusetts School Building Authority (MSBA) requires the city to allocate the full feasibility cost up front but that the project will submit monthly reimbursements. “The reimbursement rate is 54.37%,” Matt said, and staff reported ProPay reimbursement submissions have already begun.

The committee’s actions will allow staff to continue work on the PDP due to MSBA later this month and to proceed with the feasibility‑phase outreach described in the communications plan.