High School Building Committee (HSBC) Meeting #810 Minutes

Thursday, August 27, 2009

Wayland Town Building

School Committee Conference Room

Attendees

HSBC members: Lea Anderson, Josh Bekenstein, Dianne Bladon, Jim Howard, David Lash, Mary Lentz, Joe Lewin, Cindy Lombardo, Eric Sheffels

Absent: Brian Chase, Fred Knight, Jennifer Steel

HMFH Team: Steve Millington

KVA Team: David Saindon, Frank Vanzler

Ex Officio members: Gary Burton, Louis Jurist, John Moynihan, Pat Tutwiler

Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 6:15 p.m.

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

• Cost estimating has been the main activity of the last two weeks.
• Two independent estimates were completed today by KVA and Peter Bradley.
• KVA has begun to analyze the estimates and will work with Bradley to reconcile the differences next week
• David will meet with John Jumpe tomorrow to get a clear understanding of cost elements so that he can provide the MSBA with easily decipherable information that they can digest quickly.

Site/Landscape review – David explained that the site/landscape review will be rescheduled for a future meeting.

Presentation of initial cost estimates – Frank Vanzler and David Saindon discussed the cost estimating process. Frank reported that they were given a very good set of schematics and specs, and good cooperation from the consultants. The two estimates are about 10% apart with KVA’s being higher. Frank explained that this is due to about $2 million in mark-up structure (eg. contingencies) and $4 million in direct scope elements. There is much that has to be done in the next week to reconcile the differences. It is too early for value engineering, but KVA will begin to work on a list of concepts to save money.

David said that MSBA wants to see the two initial estimates as well as the final reconciled estimate. He will deliver the initial estimates on August 31^st and the reconciled estimate on September 8^th.

Discussion followed:

· WWTP (waste water treatment plant) costs include the building and everything in it, outflow and leaching field.

· Site work cost is higher than MSBA allowance (8% of building cost).

· When talking about cost per square foot, be careful to know what we are talking about (total project, hard costs only?).

· Is there town insurance for “outside the fence”? John Moynihan will talk to David about this.

· We should carry a budget for legal fees.

· Lessons learned from the middle school were underestimating asbestos abatement and waste water treatment.

· Utility tunnels need abatement. (This will be covered in the final asbestos abatement report. The estimate for abatement is adequate to address this.)

· Is rental of trailers included? (Contractor pays)

· Field house renovation cannot be completed over a summer. David will talk to Martha Jamieson about carrying on the program during renovation.

· We need to look at cost in some context such as background information of other high school projects. Project funding agreements for other projects are public information.

· Hanover project cost is $376 per square foot. Wellesley came in at $466 but was cut back to $392 per square foot for MSBA funding purposes.

· Cost estimate for new construction should be a total, not separate numbers for each building.

· MSBA and Wayland will agree on a budget. We will look to HMFH and KVA to build a school for that amount.

· Don’t forget to budget for separate reviews for building commissioner.

· Frank asked the committee to e-mail KVA if they think of other costs that might have been overlooked.

· We should articulate what we are not including (playing fields, stadium, etc.).

· The next steps are:

1. Reconcile the estimates

2. Look at costs

3. Make informed decisions on lowering costs

The committee agreed that Eric, Joe, and Brian (if available) will meet with HMFH and KVA on Wednesday, Sept. 2 to review the reconciled cost estimate. John Moynihan is invited to attend. The HSBC will meet on Thursday, Sept. 3 to receive the reconciled estimate prior to it being submitted to MSBA on Sept. 8. The committee requested information on other high school projects to put the cost numbers in context.

The committee discussed the usefulness of bench mark information such as what was included in the 2004 study. It is useful to help inform the Wayland community prior to the vote as well as to prepare the HSBC for discussions with the MSBA. Lea reminded the group that the MSBA does not take kindly to towns playing one project off another and that it might backfire if we take too strong an approach in that direction. Communities have different projects based on their programs, such as Wayland’s need for more science classrooms.

Communications – Dianne Bladon led the group through a schedule to a November vote. The Board of Selectmen is considering a November 17 debt exclusion election and a November 18 and 19 Special Town Meeting. Key dates are:

· 9/3: HSBC meets to recommend submitting cost estimate to MSBA

· 9/10 – 9/22: Special Town Meeting warrant open (placeholder article)

· week of 9/14: HSBC negotiates Project Scope and Budget Agreement with MSBA

· 9/17: HSBC must finalize proposal to present to School Committee

· 9/21: School Committee formally requests BOS to authorize debt exclusion

· week of 9/21 or 9/28: suggested HSBC briefing for BOS and FinCom

· 9/30: MSBA board vote on Wayland Project Scope and Budget Agreement; publicity on public forums released

· 9/30: tentative date for State of the Town meeting

· 10/5: Special BOS/FinCom meeting to discuss debt exclusion

· week of 10/12: Public forums

· 10/19: BOS vote to approve ballot question for debt exclusion

· week of 11/2: HSBC mailing with STM information

· 11/17: presumed date for special election for debt exclusion ballot question

· 11/18: presumed date for STM

· 11/19: STM continues if necessary

Working Groups – Small working groups with expertise in specific areas will be formed to help guide the design team as the project progresses through detailed design. The following people “volunteered” to lead these groups:

Finance – Mary Lentz and Josh Bekenstein

MEP – Brian Chase

Landscape and outside systems (WWTP, storm water, etc.) – Jennifer Steel, Fred Knight

Architectural/educational – Cindy Lombardo, Jim Howard, Dave Lash, Pat Tutwiler

Communications – Dianne Bladon

Cost estimating/value engineering/contracts – Joe Lewin, Eric Sheffels, Brian Chase

Technology – Leisha Simon and tbd

Green design - tbd

SPED – Marlene Moskowitz-Dodyk

Performance spaces - tbd

Athletic spaces - tbd

Motion: A motion was made by Josh Bekenstein and seconded by Cindy Lombardo to approve the minutes to HSBC meeting #80 held on August 13, 2009.

Vote: The motion was approved unanimously: 9 in favor, 0 against.

Adjournment – The HSBC adjourned at 8:30 p.m.

Next meeting – Thursday, September 3 at 7:00 pm in the School Committee conference room

Observers: Sam DiSavino, Ben Foti, Kathy Siracusa

Comments from the Public: What is the status of the Math/English building? Ans. Steve responded that the building will most likely have to be demolished because the land is needed to meet the parking requirements.