High School Building Committee (HSBC) Meeting #61 Minutes

Thursday, January 29, 2009

Wayland High School

Commons Conference Room

Attendees

HSBC members: Lea Anderson, Dianne Bladon, Jim Howard, Fred Knight, Mary Lentz, Joe Lewin, Eric Sheffels, Jennifer Steel

Absent: Josh Bekenstein, Steve Breit, Brian Chase, David Lash, Cindy Lombardo, Karen Talentino

HMFH Team: George Metzger

KVA Team: Frank Vanzler, David Saindon

Ex Officio members: Pat Tutwiler

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

Introduction of new Owner’s Project Manager, KVAssociates – Lea introduced Frank Vanzler, Project Principal, and David Saindon, Project Director, to the HSBC.

Update - Lea brought the group up to date on meetings and correspondence since the last HSBC meeting:

· January 12, 2009 - OPM (Owner’s Project Manager) Review Board met with Dr. Burton, Joy Buhler and Lea. Frank Vanzler and David Saindon from KVA presented their team. KVA was approved by MSBA. A letter dated January 16, 2009 confirming this approval was received by Dr. Burton.

· January 15, 2009 - State Treasurer, Tim Cahill, and MSBA Director, Katherine Craven, sent a letter to the Governor and state legislative leaders requesting federal stimulus dollars be used to support local share of projects in the pipeline.

· Town Counsel has reviewed the Feasibility Study Agreement and finds it to be in good legal form except for the indemnification clause. In addition to it being one-sided, it must be authorized by a town meeting vote in order to be enforceable against the Town. Lea has sent Mark Lanza’s suggested revisions to the MSBA and asked for consideration in changing the agreement. No word back yet. HSBC and WSC should be prepared to submit an article to Special Town Meeting. Lea will check with Mark Lanza on details. (Warrant for STM opens Feb. 10 and closes Feb. 19 at 4:30 p.m.)

· Wayland School Committee met on January 20, 2009 and voted to approve the OPM contract with KVA and the Educational Planning/Ed Spec contract with HMFH. The administration is working to complete the execution of both contracts.

Regionalization discussion – Lea informed the group that regionalization has been mentioned as part of the MSBA process and also at a meeting between the Wayland and Sudbury Boards of Selectmen. The reference in an MSBA discussion on enrollment dismissed regionalization as a likely option for Wayland. The context of the BOS discussion was related to exploring mutually beneficial ways to share costs, such as waste water treatment. Dr. Burton will be meeting with Weston school administrators and Sudbury and Lincoln administrators to explore potential ways to share costs.

The HSBC agreed to table discussion on this issue, unless directed by the Wayland School Committee to investigate construction related costs.

Feasibility Study schedule – David Saindon discussed the Feasibility Study budget, scope, and schedule. He has talked with John Jumpe and Kevin Sullivan at MSBA and informed the HSBC that the MSBA will provide a budget template for the Feasibility Study. The scope will be developed working closely with the MSBA. The schedule will be developed with HMFH, KVA, and the HSBC.

David presented a matrix overlaying the MSBA process with the Wayland project. He requested a complete set of documents that have been submitted to the MSBA. Lea will provide documents. George will give Frank and David copies of the Preliminary Design Report of 2004.

David showed the group a schedule format. David will work with Lea to refine dates tied to the Town’s

votes.

Discussion followed:

• It was suggested that the HSBC tell MSBA what we think the scope of the Feasibility phase should be.
• Given the charge by the Wayland School Committee, we need to look with fresh eyes and take into account new circumstances.
• This phase will be more than a dusting off of the old study. The new ed spec, new regulations, new enrollment number, new cost numbers will all necessitate a new look.
• Many elements of the old study are still useful, such as existing conditions.
• What is the universe of possibilities that we should consider? We looked at four approaches last time. The MSBA has asked us to look at a model school approach also.
• We will look to George to lay out criteria for considering a model school.
• We should tell MSBA what we think is still valid in the 2004 study.

It was agreed that David, Frank, and George would meet next week to begin bringing KVA up to speed. David, with George’s help, will produce a chart showing MSBA requirements, whether Wayland’s previous study satisfies the requirement, and a proposed scope for those elements needing work in the new Feasibility Study. David will send a draft to Lea.

The HSBC also asked for an overall budget framework for the whole project and a critical path schedule, even beyond the Feasibility Study/Schematic phase.

Designer Selection – George informed the group that the Designer Contract is being reviewed for two more weeks. The MSBA requests the following before approving HMFH for the Wayland project.

• MBE/WBE (minority/women business enterprise) Participation – provide a plan that addresses the participation goals of minority-owned (8%) and women-owned (4%) businesses pursuant to M.G.L. c.7 – 40 N

• Updated application form from designer
• Standard contract – agreement by Wayland that standard contract will be executed
• Designer Fee – Wayland must provide detailed fee information for any negotiated fees, including dollar amounts, scope of services, descriptions, terms and conditions, specific exclusions, reimbursable services, etc.

Enrollment – Lea thanked Bill Steinberg and Dan Bennett for providing planned building development numbers and potential Town build-out numbers in response to MSBA’s request. Dianne’s analysis of private school enrollments was also sent to MSBA.

Motion – A motion was made by Fred Knight and seconded by Jennifer Steel to approve the minutes to HSBC meeting #60 on January 8, 2009.

Vote – The motion was approved unanimously – 8 in favor, 0 opposed

Adjournment – The HSBC adjourned at 9:15 p.m.

Next meeting – Thursday, February 12

Observers: Malcolm Astley, Lisa Valone