High School Building Committee (HSBC) Meeting #59 Minutes

Thursday, December 11, 2008

Wayland Town Building

School Committee Conference Room

Attendees

HSBC members: Lea Anderson, Dianne Bladon, Brian Chase, Fred Knight, Jim Howard, Joe Lewin, Cindy Lombardo, Eric Sheffels, Jennifer Steel

Absent: Josh Bekenstein, Steve Breit, David Lash, Mary Lentz, Karen Talentino

HMFH Team: George Metzger

Ex Officio members: Gary Burton, Allyson Mizoguchi

Call to order – HSBC Chairman, Lea Anderson, called the meeting to order at 7:40 p.m.

Owners Project Manager – Eric Sheffels reported that discussions with KVAssociates, the HSBC’s choice for OPM after Turner’s withdrawal, is willing to sign the MSBA contract for the feasibility/schematic phase. Eric and Lea met with Principals Frank Vanzler and Doug Karam and Project Director David Saindon on Dec. 8^th . KVA has submitted a proposed fee schedule that is currently being negotiated by Eric and Joe Lewin on behalf of the committee.

Motion: A motion was made by Cindy Lombardo and seconded by Joe Lewin to recommend KVAssociates as Owners Project Manager under no less favorable conditions than the current KVA proposal.

Vote: 8 in favor: 1 abstention (Brian Chase).

Planning for Educational Programming - Gary Burton reported that he has been directed by the Wayland School Committee to work with Frank Locker, Educational Planner, on the future planning exercise for Wayland High School. The HSBC asked Dr. Burton to try to tighten the proposed schedule so that the educational specification is completed by the end of February. Dr. Burton is working with Dr. Locker to set up a “futures” team of 30 participants including parents, students, teachers, administrators, local business leaders, community residents. and others. A second team of teachers will be formed. The process will begin during the first week of January and includes a community-wide meeting.

The cost of the planning and educational specifications report is $77,000 with $5,000 for

reimbursable expenses. The HSBC discussed the level of effort required for an extensive planning exercise that is far beyond what was done in 2004. The cost differential to include this planning is about $50,000. The committee had a lengthy discussion on the cost and deferred a vote until the agenda item on funds.

Enrollment – Lea reported that Jeff Dieffenbach, Dianne Bladon, Gary Burton, Rep. Tom Conroy and

she met with the MSBA earlier in the day to discuss enrollment. Jeff presented Wayland’s historical enrollment; Dianne presented private school enrollment changes and planned development in Wayland. Lea summarized planning for next steps to Mary Pichetti, Director of Capital Planning, Vin Alabiso, Brian McLaughlin, Sean Walsh, and John Jumpe of MSBA. The Wayland team learned that:

• Wayland and MSBA are not far apart on enrollment design numbers. Wayland recommends a number between 930-1050 and MSBA is in the 875-900 range. MSBA requested back-up information on private school enrollment over the last ten years and more information on planned development and build-out in Wayland.
• Wayland should expect to receive the Feasibility Agreement template this week.
• MSBA has requested more information on HMFH as part of its approval process for a designer selected prior to 2007.
• Wayland is proceeding appropriately with its plan to work on educational planning and ed specs.
• Detailed schematics are required before voting on a debt exclusion for the entire project.

Agreement on an enrollment number will take place through a conference call after the additional information is sent to MSBA.

Article for Funding of Schematic Design – Lea reported that the Wayland School Committee had approved a “place holder” article for Annual Town Meeting for funds for the feasibility/schematic design costs. She explained that the amount of $900,000 was used as the worst case amount and is likely to be reduced significantly. Factors that will effect a change are the MSBA’s “pay-as-you-go” policy, an agreed-upon enrollment figure, and a better understanding of the portion of the 2004 Preliminary Design work that does not need to be repeated. Lea explained that the MSBA assumes 7% of project costs for designer fees and 3% for project management fees for a rough 10%. The schematic phase is defined as approximately 15% of design. A project sized for 1,000 students is 185,000 sq. ft and at current per-square-foot costs leads to an approximately $80 million project with feasibility/schematic cost of $1.2 million. The town appropriated $300,000 in the spring of 2007 to begin working on the feasibility phase when the MSBA gave Wayland the go-ahead. $900,000 is the balance for this scenario.

Dianne reviewed a rough schedule based on what was heard at MSBA earlier in the day. It was clear to the committee that a completed schematic and a subsequent vote on the high school project is not possible by the spring and will likely push to the fall of 2009.

The HSBC edited the wording of the article to make it clearer and asked Dr. Burton to submit the article by Monday, Dec. 15, the deadline for warrant articles.

The committee resumed discussion of the Educational Planning funding.

Motion – A motion was made by Eric Sheffels and seconded by Brian Chase to approve funding of the Educational Planning and Educational Specifications by HMFH and Frank Locker for a total not to exceed $82,000 and to direct Dr. Burton to work with Frank Locker to bring completion of the ed specs into February.

Vote – The motion was approved unanimously – 9 in favor, 0 opposed.

Other issues – Jim Howard noticed that the terms of the HSBC members appointed in January 2004 expire on January 31, 2009. Dr. Burton will contact the Town Clerk to see what the proper procedure is for these appointees. He will also check on the four new members appointed in 2006.

Motion – A motion was made by Jim Howard and seconded by Jennifer Steel to approve the minutes of HSBC meeting #58 on November 20, 2008.

Vote – The motion was approved unanimously – 9 in favor, 0 opposed

Adjournment – The HSBC adjourned at 9:20 p.m.

Observers: Lisa Valone, Gloria Villari