Thursday, January 7, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Dianne Bladon, Fred Knight, David Lash, Mary Lentz, Joe Lewin, Eric Sheffels, Jennifer Steel
Absent: Josh Bekenstein, Brian Chase, Jim Howard, Cindy Lombardo
HMFH Team: Steve Millington
KVA Team: Jonathan Smith, David Saindon
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 7:10 p.m.
David Saindon introduced Jonathan Smith from KVA who will be part of the project management team going forward.
Administration
1. Project Scope and Budget Agreement - Dr. Burton reported that the PSBA has been executed by the MSBA and is in the mail.
2. Project Funding Agreement – Dr. Burton also reported that Christine Nolan of MSBA is sending the PFA to Wayland early next week. Lea asked Gary to send the PFA to Mark Lanza for review and to put it on the agenda at the School Committee meeting on Thursday, Jan. 14 for approval.
3. Permitting and town approvals
Conservation Commission – David Saindon and Steve Millington reported that a meeting was held this week with Judith Nitsch and landscape design. Our consultants intend to submit a Notice of Intent on Feb. 4 for consideration by ConCom on Feb. 18. This means that the site package must be completed in one month. Discussion ensued:
á It is time to review the value engineering decisions related to the site plan.
á We should have a meeting to finalize these directions.
á Jennifer will review the schematic design package and project plan.
á Administration input is needed on site use.
á Area between buildings has the highest quality/cost; value falls off beyond that.
á From an operational perspective, we have to think about low cost maintenance.
á A meeting for Wed., Jan. 13 is tentatively scheduled at 7:30 am to discuss these issues.
Lea reported that the meeting notes from the Dec. 17th ConCom hearing had been sent to Roger Backman who
distributed them to the other commissioners. Andy Iran called Lea to offer some helpful advice.
á ConCom is only as flexible as the regulations allow.
á Use sections F & G, not just C. There is latitude in the regulations. Justify by showing how we mitigate and offset. Be creative.
á We have done much alternative evaluation in the Feasibility Study. Use this.
á It is appropriate to use economic feasibility and scope definition (such as campus design) in making our case.
Motion: A motion was made by Joe Lewin and seconded by Mary Lentz to withdraw the Abbreviated Notice of Resource Area Delineation for the Wayland High School Property submitted to the Wayland Conservation Commission on December 3, 2009 and presented at the hearing on December 17, 2009.
Vote: The motion was approved unanimously: 8 in favor; 0 opposed.
The HSBC agreed that David Saindon, John Moynihan, and Jonathan Smith would attend the Conservation Commission hearing and communicate the withdrawal of the ANRAD, the schedule, and proposal for peer review.
John Moynihan reported that the Board of Health, Planning Board, and Conservation Commission have scheduled a joint meeting on January 28 at 8:15 pm on the WHS project. It was agreed that this would be an opportunity to make an informal presentation to ConCom to solicit feedback prior to the NOI submittal on Feb. 4. A meeting will be scheduled to plan for the Jan. 28th meeting to review what we should present. There will be official submittals to BoH and Planning on Jan. 28th.
4. CM Procurement – David reported that the Pre-qualification Committee meetings have been posted for next week. John reported that the RFQ was very well done, as there was only one question. Sixteen firms expressed interest and twelve firms followed up with packages. There are many good firms to consider. The qualification packages are available for the sub-committee and an extra set is available in JohnÕs office.
5. Construction legal advisement - Mary Lentz reported that she had talked to a number of construction lawyers. She learned from Wellesley that they are using the DCAM contract with minor modifications. She recommended two lawyers for the HSBC to consider: Bob Garrity and Pat Costello. Both have extensive current CM at Risk (Chapter 149A) experience and reasonable hourly rates. Garrity has advised Belmont, Salem, and Chatham and is known and respected by several members of the HSBC. Costello has advised Swampscott and Marblehead. Eric pointed out that there is a very specialized set of skills that are required. Lea acknowledged that Mark Lanza has been and will continue to be a key player on the high school project. He is responsive to all the various MSBA and contractual questions.
David confirmed that the budget includes funding for legal expenses.
Motion: A motion was made by Mary Lentz and seconded by Eric Sheffels to recommend Bob Garrity for construction lawyer to the Wayland School Committee.
Vote: The vote was approved unanimously: 8 in favor; 0 opposed.
Amended motion: A motion was by Mary Lentz and seconded by David Lash to recommend Pat Costello for construction lawyer in case Bob Garrity does not accept.
Vote: The vote was approved unanimously: 8 in favor; 0 opposed.
Mary offered to attend the Jan. 11th School Committee meeting to make this recommendation.
6. KVA Contract – Eric Sheffels reported that Amendment #3 to KVAÕs contract has been negotiated by Joe Lewin, Lea and Eric. Eric pointed out that rates have been studied and benchmarked and that the contract is well within budget. Mark Lanza is reviewing the contract.
Motion: A motion was made by Eric Sheffles and seconded by Joe Lewin to recommend Amendment 3 to the KVA contract to the Wayland School Committee.
Vote: the motion was approved unanimously: 8 in favor; 0 opposed.
7. HMFH Contract – Steve and David reported that the HMFH contract is being worked on. Eric and Joe asked to see what is being proposed before it gets too far along.
8. Invoice approval – There was a lengthy discussion on the process for approving invoices. At the last HSBC meeting there was consensus that the HSBC should approve invoices on a regular basis after being reviewed by KVA, HMHF, Joy, and John and brought to the HSBC with a recommendation. Dianne offered to work on a format that would be useful. The monthly status report is now available on the HSBC website.
Motion: A motion was made by Joe Lewin and seconded by Mary Lentz to approve the final HMFH invoice of the Schematic Design in the amount of $37,560 payable now, and to approve the KVA invoice of $24,245 payable only after the Project Funding Agreement is executed.
Vote: The motion was approved unanimously: 8 in favor; 0 opposed.
Design Update
1. Neighborhood site visit – Lea confirmed that Steve Millington, David Saindon, John Moynihan, David Lash, Jennifer Steel, and the WWTP consultants will meet on Saturday, January 9 at 9:00 am in front of the Admin building to take the neighbors on a tour of the WHS site and proposed location of the WWTP. There will be an opportunity to gather in the Commons for discussion.
An off-site visit to a WWTP in Wilmington will be scheduled later.
2. Pool project coordination – David reported that he has talked with Paul Brown of DRA, pool project manager. A meeting has been set up for Friday, Jan. 15 at 11:00 am in the pool lobby with Steve, David S., Lea, Gary, Pat, Cherry Karlson, Ben Downs, and Paul Brown to discuss the parking lot and construction coordination.
3. Commissioning – David reported that MSBA is procuring a commissioning agent. Commissioning will be fully funded by MSBA outside of the budget.
4. Design decisions – Eric asked Steve to make the HSBC aware of issues that need our input and to work on how this committee interacts. Steve will begin to set up meetings to discuss specific design issues such as security, technology, energy, etc.
Steve reported that the square footage is down to the required number and that there have been no substantive changes to the design. He and Pat are encouraging staff visits to other schools.
It was agreed that there is potential for student involvement and learning opportunities. Do we want demonstration photo voltaics, time lapsed photography of the project, river front educational component?
Motion: A motion was made by Jennifer Steel and seconded by David Lash to approve the minutes to HSBC meeting #88 held on Dec. 17, 2009.
Vote: The motion was approved: 6 in favor, 0 opposed, 2 abstained.
Adjournment – The HSBC adjourned at 8:43 pm.
Next meeting – Thursday, January 21 at 7:00 pm in the School Committee conference room.
Observers: Sam DiSavino, Paul Greiff, Nicolas Hoey, Leslie Jacques, Kathy Siracusa
Comments from the public:
Sam DiSavino said that the neighbors in the Charena Rd. area would be opposed to any plan for parking on their streets by teachers, students, or workers during construction.