I. ACADEMY BUILDING COMMITEE

Charge:    

It is anticipated that the Academy Building Committee will, without limitation:  

1. Select the Owner’s Representative Project Manager (OPM) through a public Request for Proposal and/or Request for Qualifications process that adheres to all Town bid policies and procedures.
2. Coordinate with the Owner’s Representative Project Manager (OPM). 
3. Assist the OPM with applications related to federal, state and local grants.
4. Work with the OPM to assist in the creation of the construction bid package and in the determination of a list of eligible bidders to be invited to bid.
5. Select the Architect, engineering, and interior design firms to develop and design the facility plans through a public Request for Proposal process that adheres to all Town bid policies and procedures. This includes structural plans, site work, grading and drainage, professional estimating service, drawings and specifications, preparation of bid documents and contract documents, evaluation of bids and appropriate bonding and insurance provisions. The Academy Building Committee, in coordination with the Town Attorney, shall negotiate a contract to be entered into by the Town and said firm(s), subject to approval of the BOS.
6. Review design documents to evaluate, refine and update cost estimates and verify that the plans fulfill the purpose of the Academy Project in a reasonable manner.
7. Evaluate all construction bids received and pursue any required bid clarifications.  
8. Meet with the OPM, Architect, General Contractor, or Construction Manager, as needed.  The Academy Building Committee shall approve the   final plans, specifications, bid documents and contract documents for the Academy Project. 
9. Require the OPM, Architect or other relevant professionals to make regular reports to the Academy Building Committee, to permit monitoring of the status of construction and change orders, and to keep the Academy Building Committee up-to-date on all material developments.    
10. Authorize the start of construction of the Academy Project. 
11. Verify that all required permits are in place and verify compliance with all local, state, and federal laws.
12. Monitor the construction process of the Academy Project, including meetings with the OPM, Architect, project manager, construction contractor, subcontractors, and/or any other necessary parties. 
13. Evaluate recommendations made by the Academy Design Committee and incorporate, when appropriate, into the design and constructions plans. 
14. Coordinate communication between the Academy Building Committee, Academy Design Committee, and the Board of Selectmen to keep all parties up-to-date on developments. 
15. Coordinate with Town staff to ensure all requirements, specifications, and procedures relating to grants or other funding sources are followed by the OPM, Architect, project manager, construction contractor, subcontractors, and/or any other necessary parties. 
16. Coordinate with Town staff on other potential infrastructure projects that may impact the design or completion of improvements to the Academy Project.
17. Consider and act promptly on change orders, making certain that any increase in the cost involved in any change order is within the amount appropriated for the Academy Project. 
18. Monitor the preparation by the Architect a list of items (punch list) which are not fully complete or which require further attention when the Architect has certified that the Academy Project is substantially complete. The Academy Building Committee shall make certain that such items are completed properly.
19. Review the certification of compliance by the Architect that construction has been completed in compliance with contract documents and review the list of items that are not yet satisfactorily completed. 
20. Review, approve and refer to the Town for payment, invoices with respect to the implementation of the Academy Project. 
21. Determine whether funds should be withheld from any payment request pending completion of any unfinished work or for any other appropriate reason, and approve the release of such funds when appropriate.  
22. Upon completion of the project, the Academy Building Committee shall make a complete report to the BOS.

Governance:

Members of the Academy Building Committee will serve at the pleasure of the BOS and establish rules for governance of the Committee, subject to the following provisions: 

1. The BOS will appoint a Chair and Vice Chair
2. The necessary quorum to conduct regular business shall be a simple majority of voting Committee members (4 members)
3. In the event of a tie vote regarding regular Committee business, the Chair will be empowered to break the tie.
4. Academy Building Committee is authorized to establish subcommittees (the "Subcommittees"), to designate the Chair and Vice Chair of each Subcommittee, and to fill all vacancies on the Subcommittees. The members of each Subcommittee shall be members of the Academy Building Committee. The Academy Building Committee shall determine the duties and responsibilities of each Subcommittee.
5. Necessary expenses of the Academy Building Committee shall be included in the cost of the Academy Project.   The records of the Academy Building Committee shall be filed with the Madison Town Clerk and shall be made available for public inspection in a manner consistent with the requirements of the State of Connecticut Freedom of Information laws.

Membership Composition:

The Committee shall consist of (7) voting members:

(6) Six members of the Public to be appointed by the BOS. It is preferable that members have a knowledge of construction, engineering, architecture, interior design, finance, or real estate development, preferably in the areas of recreation, athletic, community, municipal, or performing arts, or have other related building committee experience. 

(1) One member of the Academy Advisory Committee 

(5) Non-voting Liaison members, including: (1) one member of the Board of Selectmen, (1) one member of the Board of Finance, (1) one member of the Board of Education, the Director of Land Use, and the Director of Facilities; or their designee. 

II. ACADEMY ADVISORY COMMITTEE

Charge:    

The purpose of the Academy Advisory Committee is to provide advice and make recommendations to the Academy Building Committee to ensure the design, construction, and improvements being made for the Academy Project are aligned with the specialized programming and municipal space needs anticipated to be included in the new facility.  This charge may be expanded by the BOS in the future to include other facility management policy and planning development.  

Governance:

Members of the Academy Advisory Committee will serve at the pleasure of the BOS and establish rules for governance of the Committee, subject to the following provisions: 

1. The BOS will appoint a Chair and Vice Chair
2. The necessary quorum to conduct regular business shall be a simple majority of voting Committee members (5 members)
3. Committee members will appoint one member, and one alternate member, to sit on the Academy Building Committee. 
4. In the event of a tie vote regarding regular Committee business, the Chair will be empowered to break the tie.
5. The Committee at times shall vote to make recommendations to the Academy Building Committee to ensure programming needs are being adequately reflected in the design and construction plans. Both the appointed and alternate member representative on the Academy Building Committee shall be bound to vote in favor of any recommendations made by Academy Advisory Committee with their vote. 
6. Academy Advisory Committee is authorized to establish subcommittees (the "Subcommittees"), to designate the Chair and Vice Chair of each Subcommittee, and to fill all vacancies on the Subcommittees. The members of each Subcommittee shall be members of the Academy Advisory Committee. The Academy Advisory Committee shall determine the duties and responsibilities of each Subcommittee.
7. Necessary expenses of the Academy Advisory Committee shall be included in the cost of the Academy Project.   The records of the Academy Advisory Committee shall be filed with the Madison Town Clerk and shall be made available for public inspection in a manner consistent with the requirements of the State of Connecticut Freedom of Information laws.

Membership Composition:

The Committee shall consist of (9) voting members:

(6) Six Members of the Public to be appointed by the BOS. It is preferable that members have a knowledge or background in recreation management, community programming, therapy, youth activities, education, art, music, dance, theater, sports management, , real estate development, interior design, health & wellness, and/or other cultural arts activities. 

(3) Three members from Town Staff, including the Director of Beach & Recreation, Director of Youth & Family Services, and the Director of Economic Development; or their designees.

(3) Non-voting Liaison members, including: (1) member of the Madison Youth & Family Services Board, (1) member of the Beach & Recreation Commission, and (1) member of the Economic Development Commission.