High School Building Committee (HSBC) Meeting #65 Minutes

Thursday, March 19, 2009

Wayland Town Building

School Committee Conference Room

 

Attendees

HSBC members:  Lea Anderson, Josh Bekenstein, Dianne Bladon, Brian Chase, Jim Howard, Fred Knight, David Lash, Joe Lewin, Eric Sheffels, Jennifer Steel

Absent:  Mary Lentz, Cindy Lombardo

HMFH Team:  George Metzger, Steve Millington

KVA Team:  Frank Vanzler, David Saindon

Ex Officio members: Gary Burton (left after Special Matter), John Moynihan, Pat Tutwiler

 

Special Matter Р Briefing for Candidates Ð At 7:00 p.m. HSBC Chairman, Lea Anderson, welcomed candidates for School Committee and Board of Selectmen to a briefing on the high school project, upcoming debt exclusion and Town Meeting warrant article for a Feasibility Study/Schematic Design as required by the Massachusetts School Building Authority.  Attending were: Sue Pope, Alan Reiss, Tom Fay, Malcolm Astley, Jeff Baron, Paul Grasso, Steve Glovsky.  Lea reviewed the work done over the past seven years and the current status of the project.  She reviewed the MSBA requirements and the upcoming votes.  Candidates and some HSBC members participated in a discussion.  The briefing ended at 7:45 p.m.

 

Call to order Ð HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:55 p.m.

 

HSBC resignations:  Lea informed the HSBC that three members of the 15-member committee have resigned with the recent call to sign up again for a new three-year term.  Karen Talentino, Steve Breit, and Steve Tise are no longer able to serve.  Dr. Burton has written letters to each thanking them for their years of service.  The 2006 expansion of the HSBC stated explicitly in the warrant article and Town Meeting minutes that the committee would have Òup to 15Ó members.  Lea asked Wayland School Committee chairman Louis Jurist for his reaction.  He and Dr. Burton feel that the committee is well represented across many areas of expertise and robust at 12 active members.  Dr. Burton has sent an update to MSBA as required when the committee status changes.

 

Update on Special Town Meeting warrant hearing:  Lea reported that she and Dianne Bladon attended the STM warrant hearing on March 9, 2009.  Questions were raised on the risk to the Town associated with STM warrant article 5, which authorizes the School Committee to enter into a Feasibility Study Agreement  with the MSBA.  The agreement requires the Town to indemnify the MSBA for losses associated with the TownÕs performance of its obligations and exercise of its rights under the agreement.  Lea will ask Mark Lanza, Town Counsel, through Fred Turkington to prepare a risk analysis so that this question can be addressed at STM.

 

Update on MSBA project meeting of March 18 Ð Eric Sheffels, Lea Anderson, David Saindon, George Metzger, and Steve Millington visited MSBA offices to discuss the status of the WHS project.  Attending from MSBA were John Jumpe, WaylandÕs MSBA project manager, Diane Sullivan, MSBC communications director, and Katie DeCristofaro, WaylandÕs MSBA contact.

 

David Saindon reviewed the agenda and list of materials given to MSBA:

1.      Overview of the process and project status

2.      Review of 2004 feasibility study alternatives

3.      Draft Feasibility/Schematic budget

4.      Architect contract question on waste water treatment design

5.      Clarification that Feasibility Study Agreement including schematic design

Eric reported that George did a good job showing the logic of the decision-making in the 2004 study.  With costs so close between renovation and the build-new option, the benefits of the selected approach were less disruption, more money going into bricks and mortar instead of phasing costs, lower budget risk, lower operating expenses, better energy efficiency, shorter construction time frame, and closer ties to the educational program goals.  We heard from John Jumpe that MSBA did not see enough back-up or compelling reasons to justify the decision against  renovation and in favor of the higher cost option.  John thought that the scope of the 2004 study was right Ð looking at a combination of approaches.  Option 2 (mix of new construction and renovation) needs to be looked at again.  MSBA is interested to know if Wayland could use smaller rooms for part of its program such as SPED or other things.  He noted that with renovation, MSBA wonÕt force space to be reduced to the exact standards.  He also said there is some flexibility in the SPED square footage if the program requires more than the regulations allow.

 

Eric reported that the most encouraging outcome was a commitment from MSBA for a weekly conference call so that we can stay on schedule and so that each party is brought along at the same time.

David complimented John Jumpe for his responsiveness and general understanding.

 

HMFH Update

List of Consultants Ð Steve Millington reviewed an updated list of consultants.  HMFH is currently engaged in requesting proposals from firms to develop a comprehensive fee proposal for the HSBC and MSBA. Steve reminded the group that the 2004 study was not design.  The MSBA requirements for the schematic design are much more detailed.  George Metzger informed the group MSBA is asking for a standard designer application form, some parts of which are not applicable because HMFH was selected in 2004.  HMFH will complete a subset as applicable, including the updated team and consultants.

 

Designer Contract Ð George reported that the MSBA contract has been vetted, and is final as far as MSBA is concerned.  He has difficulty with certain parts, but he does not see any Òdeal breakersÓ.  Lea reported that WaylandÕs Town Counsel has reviewed the designer contract and finds it in very good legal form and owner-friendly.

David said that the OPM contract discussions with MSBA are progressing and that issues are about 80% resolved.

 

Single structure and model school Ð Steve showed the group a possible single building approach using Hanover High School as an example.  Hanover is a three story, 157,000 square foot design.  Steve placed it on the north side of the current buildings behind the Little Theatre.  Discussion ensued:

á         Leaching field placement was in same area to the north in 2004 study

á         3 story building on a hill will be very tall relative to the Charena Farms neighborhood

á         How about placing it in the parking lot?

á         Leaching fields can go under a parking lot

á         Building a single structure without phasing is most efficient

á         Figure out a way to get construction done all at once and then do demo and site work

á         What is left must be coherent

á         Single structure might result in 8 Ð 10% savings, but have to add back in phasing costs

á         Campus atmosphere is lost

á         There might be room south of the entry for a single building

á         Are the conservation buffers flexible?

 

The group then launched into a discussion about the feasibility of housing the 9th grade in another school during construction.  Pat Tutwiler said that the logistical issues would be huge.  It was agreed that we should separate the analysis of what to do with students in a phased project from the design questions we are trying to answer first.

 

Model School Ð David and Steve discussed the MSBA model school program.

  1. Only two high schools have been approved to date: Ashland @ 900 students and Whitman Hanson @ 1200 students.
  2. Ashland was reviewed for Wayland. The Ashland HS footprint is based on 202,000 s.f.. Our footprint would be based on 171,000 s.f.
  3. Per MSBA's "model" school pilot program, MSBA recommends that the district has an available site on which a model school could be built Ð a site that is not problematic in terms of wetlands, ledge, or environmental contamination.  WaylandÕs site is very constrained.

The consensus of the group was that the Ashland model school is not applicable because it does not fit on the site without major phasing.

 

Ed Spec Ð Steve reported that the ed spec work is proceeding within a 171,000 s.f. facility and that they will fill out the MSBA Educational Space Template.  HMFH is interested in developing a strategy around the field house.  Can we take away the gym and use some of the space for other program areas?

 

Direction to HMFH and KVA:  The HSBC asked the professional team to update the analysis on the following options using enrollment of 900, updated ed spec, MSBA space standards, and new costs.

1.      option 2 (renovation and new)

2.      option 3A (new construction with renovated field house)

3.      option 4 (1 free standing building on site with renovated field house)

4.      stop gap (code upgrade and minimal classroom addition)

George reminded the group that this will be a very conceptual look.  The detailed work will be done in the Schematic Design phase.

 

Contracts, budget and bills Ð Eric, Joe, and Lea, with Joy BuhlerÕs help will continue to be the working group on negotiating the designer contract and budget before coming before the entire HSBC.  They will also review all bills before submitting to the School Committee for approval.

 

Next steps (items from KVAÕs 2-week look ahead):

1-week

á         Amend budget (ex. A) and scope (ex. B) from MSBA.  Review, discuss, and accept

á         Finalize HMFH team consultants

á         Review/verify fee and scope with HMFH

á         Reevaluate 2004 option 2

á         Ed Program/Spec update by HMFH

á         Start space summary worksheet (existing conditions column)

á         Option 3a (2004 preferred option) estimate is updated

2-week

á         Present Ed Program/Spec

á         Finalize fee and scope with HMFH (HSBC vote/approval)

á         HMFH issues MSBA WBE/MBE and DSB forms

á         Continued reevaluation of 2004 option 2

á         Start Budget statement per MSBA prescribed format (David to clarify with MSBA first)

á         Space summary worksheet is completed

á         Start re-organizing 2009 Feasibility Study Preferred Alternative Report for the MSBA

á         2004 Stop Gap study to be updated

 

Motion: A motion was made by Josh Bekenstein and seconded by David Lash to approve the minutes to HSBC meeting #64 on March 5, 2009.

Vote: The motion was approved Ð 9 in favor, 1 abstention, 0 opposed.

 

Adjournment Ð The HSBC adjourned at 10:15 p.m.

 

Next meeting Ð Thursday, April 2 at 7:30 pm in the School Committee conference room

                        Possible meeting on March 26. 

 

Observers:  Marie Buano, Sam DiSavino, Barb Fletcher, Shelby Morss, Lisa Valone

Candidates: Sue Pope, Alan Reiss, Tom Fay, Malcolm Astley, Jeff Baron, Paul Grasso, Steve Glovsky