High School Building Committee (HSBC) Meeting #77 Minutes

Thursday, July 2, 2009

Wayland Town Building

School Committee Conference Room

Attendees

HSBC members: Lea Anderson, Dianne Bladon, Brian Chase, Jim Howard, Fred Knight, David Lash, Joe Lewin, Mary Lentz, Cindy Lombardo, Jennifer Steel

Absent: Josh Bekenstein, Eric Sheffels

HMFH Team: Steve Millington

KVA Team: David Saindon, Frank Vanzler

Ex Officio members: Gary Burton, Louis Jurist, Allyson Mizoguchi

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

General Project Update - David Saindon, Project Manager, reviewed the activity of the past two weeks:

• Feasibility Study package was delivered to MSBA by Steve Millington on 6/30.
• David, Steve, Lea Anderson, and Gary Burton met with the Land Use Committee on 6/22. Follow-up is required on parking, buses, and occupant load information.
• Sub-consultants are busy. Site survey is close to completion with proposed grading, parking plan.
• Elevations are being developed.
• SPED plan for DESE is almost completed.
• Feasibility Study Agreement has been signed and is ready to send to MSBA. (David will hand deliver it to MSBA on Monday.) When it is signed by MSBA, Wayland can start using the reimbursement program. Joy Buhler, Mike DiPietro, David Saindon and Michele (KVA) have been trained to use the program.

New Construction Options Comparison – David reported that he and Frank discovered a formatting error last week in the conceptual cost estimate for the two-building scheme. The cost premium for the two-building scheme, which had been about $50,000, is now about $750,000 gross or about 1%. David notified John Jumpe of MSBA as soon as he discovered the error. MSBA’s cost estimator, Keville, also found the mistake. The cost estimates have been updated with new information from HMFH and their engineers that shows cost benefits in fire code rating and grading in the two-building option. David reported that Keville had made some comment to MSBA that the cost delta was 10-15% between the one and two –building options. While KVA has not seen the Keville report, they have checked and rechecked the estimates and are confident that their numbers are correct and have provided back-up material to MSBA supporting the 1% delta.

Discussion followed:

• Single building option is larger than two-building scheme. If we are trying to fit the educational program in 151,000 s.f. then the two-building scheme is more efficient and will support more of the program.
• Our single building was very similar to the two-building scheme. It was separated to provide more flexibility on the site and to accommodate a courtyard. Many of the components of the two options were identical.
• When will we get feedback from MSBA?
• We need to know a total square footage and then make our own decisions, “steer our own ship”.
• Steve is designing to 151,000 square feet.
• On July 29^th we will learn if our selected option is approved.
• Wellesley and Hanover were approved for a total square footage but their programs are very different.
• We think MSBA will support trading 20,000 s.f. for renovation of the field house.
• In September we will establish a project scope and budget for MSBA approval at the end of the month.
• MSBA is learning as they go. Our job is to be thorough and logical, to build confidence that we are looking out for Wayland and MSBA. David has kept up a steady line of communication.
• Should we go to MSBA and ask them what information they need that they don’t have? We want them to understand our concerns.

David was directed to ask MSBA on Tuesday to give us feedback on getting the program into 151,000 s.f. with a renovated field house.

Steve distributed a preliminary energy analysis which compares a single building and two-building approach. He reported that the two-building scheme will cost slightly more than a single building or $500 per year.

More discussion followed:

• The reasons that the two-building option was chosen still hold.

• More efficient in fitting program in less square footage
• Flexibility on the site to avoid the buffer zones around the underground stream
• Satisfies recommendation of the Futures Team for purposeful outdoor space
• Better design
• Better quality of space with more daylighting

• There is so much more that is going to happen. This difference is noise level.
• We should save 1%. The town will appreciate it.
• While it is unfortunate that this error happened, the group would have made the same decision.
• Estimates were a tool to formulate a direction.
• If we get delayed, the cost will be greater. (Cost of steel has jumped recently.)

Motion: A motion was made by Cindy Lombardo and seconded by David Lash to reaffirm the committee’s decision to select the two-building scheme as the preferred option.

Vote: The motion was approved - 9 in favor, 1 opposed.

MSBA Update – There was little to report other than the already discussed Feasibility Study submission. David spoke with John Jumpe earlier in the day, but received no additional feedback. David has requested some response from MSBA by next Wednesday so that we have something to react to. He will call John on Tuesday to propose coming to agreement on a total design square footage (151,000 s.f. plus a renovated field house) and leaving the details on how to accomplish the design to Wayland. Committee members expressed their concern and frustration with the lack of feedback and the risk it puts on meeting our schedule.

It was suggested that we ask for a meeting with Mary Pichetti and that we request feedback on the following:

• two-building selected option
• square footage total at 151,000
• field house renovation
• LEED vs. Mass CHPS (green design)

It was suggested also that we continue to stress the uniqueness of the Wayland program and that we communicate the importance of the schedule to a vote in Wayland. We need help assessing the risk.

Review of Feasibility Study Report – Steve Millington reviewed the Feasibility Study report that was submitted to MSBA this week. He explained that it is a supplement to the 2004 study. Most of the existing conditions analysis was done in the 2004 study. The Feasibility Study includes the new educational programming and the preliminary option analysis and preferred option. The Budget Statement for Educational Objectives will be included later. Appendices include the full Existing Conditions Report of May, 2004 and the Visioning + Educational Specifications of May, 2009 by Frank Locker. The report will be available in the Wayland Public Library and on the HSBC website.

Steve talked about the possible change at MSBA regarding green design. MSBA was going to take over administration of the Mass CHPS program, but is now thinking of changing to the LEED program administered at the national level. This will have to be sorted out soon.

Schedule Update – David presented a detailed updated schedule. Meeting dates are as follows:

• 7/16/09 – HSBC meeting
• 7/29/09 – MSBA Board Meeting to vote on Wayland preferred alternative
• 7/30/09 - HSBC meeting
• 8/13/09 – HSBC meeting
• 8/27/09 - HSBC meeting
• 8/31/09 – Wayland submits schematics package to MSBA
• 9/10/09 - HSBC meeting
• 9/24/09 - HSBC meeting
• 9/30/09 – MSBA Board votes on Wayland project scope and budget
• 11/?/09 – Town Election and Special Town Meeting

Steve reported that he is where he thought we would be at this point. The schedule is very tight to get to a schematic design submission by the end of August. He said that all key consultants are aware of the schedule.

Motion: A motion was made by Mary Lentz and seconded by Cindy Lombardo to approve the minutes to HSBC meeting #76 held on June 18, 2009.

Vote: The motion was approved – 8 in favor; 2 abstained.

Adjournment – The HSBC adjourned at 9:25 p.m.

Next meeting – Thursday, July 16 at 7:30 pm in the School Committee conference room

Observers: Malcolm Astley, Enrique De Los Reyes, Kay D’Orlando, Lori Frieling, Linda Segal, Jeff Sklar, Robin Sklar

Comments from the Public:

• Is the Feasibility Study available to the public? Ans: Yes, it can be found at the library and will be posted on the HSBC website after tonight’s meeting.
• Lea introduced Enrique De Los Reyes, an energy consultant and resident of Wayland who has offered to help the HSBC apply for energy grants. The committee thanked Enrique.