High School Building Committee (HSBC) Meeting #26 Minutes - DRAFT

Thursday, October 7, 2004

Wayland Town Building

School Committee Conference Room

Attendees

HSBC members: Lea Anderson, Josh Bekenstein, Dianne Bladon, Steve Breit, Brian Chase, Jim Howard, Mary Lentz, Joe Lewin, Cindy Lombardo, Eric Sheffels, Steve Tise

Ex Officio members: Joy Buhler, Gary Burton, Jane Ezbicki, Fred Knight, Charlie Ruopp

Turner team: Bob Ho

HMFH team: George Metzger, Doug Sacra, Mario Torroella

Call to order - Chairman Lea Anderson called the 26th meeting of the HSBC to order at 7:40 p.m.

Updates on recent meetings:

Lea reported on the meeting with the Board of Selectmen on 9/27 and the SBA public forum on 10/4.

Board of Selectmen: Lea reported that the Wayland School Committee weighed the choices for proceeding to a vote after considering the recommendation of the HSBC for one vote on the whole project in January, with a less attractive alternative to request design funds in January. The WSC considered town-wide political issues and recommended to the BOS a vote on design funds in January. The reasons presented are that a vote on design funds increases the likelihood of passage, taking smaller steps is more palatable to some voters and builds momentum to a construction vote, and the situation with respect to SBA reimbursement may be further clarified. The request for a January vote is driven by the schedule and the importance of bringing the new classroom building on line by the fall of 2007. The Board of Selectmen is considering the School Committee recommendation.

Public Forum on SBA: Lea reported that she accompanied Dr. Burton, Fred Knight, Jeff Dieffenbach and Jim Howard to Ashland on 10/4 to a forum with State Treasurer Tim Cahill, State Senator David Magnani, and State Rep Karen Spilka. Treasurer Cahill reiterated the elements of the SBA legislation passed this summer that the HSBC is already familiar with. He confirmed that communities like Wayland that proceed with projects will not be penalized, but recommended patience and regular communication with his office as design proceeds. He said to expect the new guidelines to be close to the current guidelines. He stressed the benefit of a reliable revenue source as a great improvement over the old system of funding projects out of the operating budget. In response to a question about consideration for wealthy communities’ needs, he said that the trustees will be very fair in assessing each project on its merits. The reimbursement formula will allow poorer communities to benefit with higher rates of reimbursement. He was not willing to assess the risk of a project not being approved.

Communication Plan:

Dianne Bladon presented a draft communication plan for the next several months leading to a vote. She reviewed the deliverables from the design team and the HSBC. The HSBC will summarize the report of the design team and include a section on tax impact. There will be a series of three community forums to present the design and proposal and solicit feedback. Dianne suggested scheduling three additional forums with more detailed information on cost estimates, budgeting and financial analysis; building and site design plans; and phasing and construction plans. After discussion, the group consensus was to plan the general forums that have a wide appeal, but not the single topic forums. The HSBC and design team will respond to citizens with specific questions individually. Dianne was advised to plan one forum in December so that people who might be away in January can become informed.

Dianne proposed continuing the press releases summarizing meetings and announcing forums.

She proposed developing an easel-type display with illustrations and summary information to be placed in public buildings and brought to community meetings. Flyers and mailings will be sent to community leaders advertising forum dates and offering the HSBC and WSC to answer questions and attend meetings. Last, she described other collateral material that the HSBC will develop such as a one-page fact sheet, frequently asked questions (FAQ) sheet, tax impact summary sheet, and a mailer explaining the project.

Dianne reminded the HSBC that there are laws against using public funds to distribute this type of information when it is related to a ballot question. Other groups might wish to provide funding for this. The HSBC will look to town counsel for advice on what is allowed. It was suggested that a web site with these materials be developed and that one forum take place after the mailing.

HMFH/Turner Report:

George Metzger introduced HMFH design partner, Mario Torroella, to the HSBC.

Stop-gap option:

Doug Sacra presented a draft spec for the “stop-gap” option. He described it as the work that would be necessary to allow the facility to continue on, largely in its current form, for the next 10 years. It includes a waste water treatment plant, fire protection, ADA/MAAB (accessibility codes), Title 9, storm water management, phasing costs, new roofs and other requirements that cannot be ignored due to state and local regulations. Doug described additional program space to accommodate the increasing enrollment, but no enlargement to the existing classrooms that are 30%-40% below minimum state standards, no enlargement of the communal areas such as the commons, fine arts and athletics areas resulting in adding a fourth lunch period starting at 10 a.m., limited music, art, and drama programs, and athletics program curtailment. He cautioned that basic SBA requirements would not be met and that new state funding regulations may not subsidize renovation work.

The group discussed the issue and made the following points:

- This spec in no way adheres to the charge to the HSBC and is dangerous if it is perceived as being a solution.

- The consequences to the program must be clearly stated.

- The reason to do the exercise at all is to answer the question that has been raised many times about the minimum project that keeps the facility operational.

- Where do we stop addressing the program needs such as commons space; a fourth lunch starting at 10 a.m. is unacceptable.

- It shows the community what will have to be done if the major project fails.

- The project described would be a terrible investment for the town.

Doug was directed to proceed with the pricing exercise using the spec as presented.

Parking - Doug presented a revised parking plan for 528 spaces.

Athletics - Doug presented a matrix of the entire athletics program at WHS prepared by Martha Jamieson, Athletic Director. Benchmark data was presented. It was suggested that L.S. data be checked and that footnotes explaining anomalies be added. For example, Weston High School is located next to Weston Middle School where there is a pool and gym.

Doug stated that an artificial turf field will be presented as an alternate in the pricing presentation on 10/28.

Music Benchmark Data - Doug presented comparative information on band, orchestra, and chorus programs and space at five area high schools collected by Jane Ezbicki, Fine Arts Director. It was suggested that the total average square feet per music student calculation be checked.

Draft Specifications - Doug asked for feedback on the draft preliminary material and system specifications.

Comments were:

- Show estimated assumption for the spec; for example, the assumption-to-date is for a 25-year roof.

Show a 15-year roof as an alternate deduct, not as the base spec.

- Does an auditorium balcony have to be accessible? Yes, accessibility code requires it.

- Keep the spec at materiality; roofs, windows, etc. Do not start with alternates.

- We are looking for the preferred spec from HMFH and Turner

- Should we try to recommend best construction and materials and quantify?

- Field House spending should be controlled. Try to clean it up in a less expensive way.

Doug reminded the group that the next phase will include much more research and will result in a 1500-page spec compared with the current 7-page spec. George said that they are looking at significant systems and will make adjustments to reflect current thinking.

Option progress - Doug introduced the latest scheme by saying that the designers are trying to combine the best parts of the two previous iterations. More work has been done on courtyard spaces. The auditorium is shorter with a balcony. The media center has been moved to the center of the academic building.

Comments were:

- If spaces are being created that canít be maintained by Parks and Rec., HSBC needs to know. Snow plowing must be considered also.

- Traffic flow in corridors should be considered. Width of corridors is important.

- Lockers in corridors will likely be used more than in todayís facility.

- Delivery of pallets of art materials should be accommodated.

- Second access for emergency vehicles is included.

Mario Torroella presented renderings of the facility. He explained that the solar strategies are the decoration. He described the buildings as active, lineal and simple. The 13í4î floor to floor dimension creates rhythm for the entire building. The design makes use of as much natural light as possible.

The groupís reaction to the design was positive, but cautious. Comments were:

- We are seeing a larger volume area in the assembly building than previously.

- What concerns does Turner have in looking at these renderings? (Bob Ho said that exterior wall cost and light shelves will have to be looked at.)

- Architecture adds cost. Be very careful to reflect what we can do.

- The look and feel has to be very close to what the HSBC shows the public. They will expect pictures.

- It will take some time to make adjustments if the first cut at the budget is too high.

Mario reminded the group that the designers are looking for confirmation of general design direction. He has shown a modernistic rendering. If the group is expecting Georgian, then they need to know that. (The group is not expecting Georgian!)

There was considerable discussion on what should be presented to the community. George suggested backing off to more generic views that are not quite so subjective. Doug pointed out that we are very early in design. The final design will not look exactly like this. All kinds of things will change based on input over the next year. Additional comments followed:

- Don’t show things that we don’t know we can afford.

- Can we bring this in under the cost estimate?

- We do not have an extra $1million. We want great architecture we can afford.

- Vision and layout are very good; landscape causes some concern.

- We want perspective renderings, but toned down.

- Show the basics.

- Reflect what is being costed.

Doug wrapped up by saying that they are tweaking the square footage of various spaces to stay within the original option 3 parameters. He was asked to keep the HSBC informed of any compromises that are being made.

Tax Impact Update - Mary Lentz reported that Cherry Karlson of the Finance Committee has signed off on all the numbers used in the tax impact analysis. Fincom had requested that the HSBC show tax impact of the high school project without taking debt retirement into consideration and also show tax impact net of high school debt retirement only. Mary said that the debt retirement numbers related to the 1990 high school project are so small that they do not make a significant impact. Mary was also asked to show the tax impact without SBA reimbursement. The final numbers will be incorporated into HSBC presentations and materials.

Mary asked the group to think about a better description of the numbers. Calling them “increases” implies a compounding effect that does not happen. The numbers are a “premium” above what the taxpayer would pay if there were no high school project. For a $55million project the average per year percent premiums over the term of the debt are 3.5% - 4.3% with SBA reimbursement and 5.6% - 6.3% without reimbursement. The low number in each range is based on lower cost assumptions for interest rates, and where applicable, a more favorable SBA reimbursement rate. The high number assumes higher interest rates and a less favorable SBA reimbursement rate for the SBA case.

Mary was asked to run numbers for the design project once the final amount is set.

Schedule - The meeting scheduled for Nov. 11 will be held on Nov. 10 due to the holiday. The remaining meetings scheduled are:

10/14 General discussion and release to begin pricing, phasing, & schedule

Present stop-gap project

10/28 Final cost, schedule & phasing of selected option

11/10 Draft Report

11/18 Final Report & Presentation materials

Minutes

Upon a motion duly made (Cindy Lombardo) and seconded (Josh Bekenstein) the Committee voted unanimously (11-0) to approve the minutes of HSBC meeting #25 held on September 23, 2004.

The meeting was adjourned at 10:59 p.m.

Observers: Michael Short, Richard Turner, Thomas Turner

Comments and questions from observers: There were no comments.

The next regular meeting of the HSBC is scheduled for Thursday, Oct. 14 at 7:30 p.m. in the School Committee Conference Room in the Town Building.