Thursday, February 4, 2010
Wayland High School
Commons Conference Room
Attendees
HSBC members: Lea Anderson, Dianne Bladon, Jim Howard, Fred Knight, Joe Lewin, Eric Sheffels, Jennifer Steel
Absent: Josh Bekenstein Brian Chase, David Lash, Mary Lentz, Cindy Lombardo
HMFH Team: George Metzger, Steve Millington
KVA Team: David Saindon
Ex Officio members: John Moynihan
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:12 p.m.
Administration
1. Special matter – David Saindon presented a letter of engagement from Construction Attorney, Bob Garrity, for consideration by the HSBC.
Motion: A motion was made by Eric Sheffels and seconded by Joe Lewin to approve engaging Bob Garrity to provide legal services to the HSBC at $200/hour with a not-to-exceed amount of $15,000.
Vote: The motion was approved unanimously: 7 in favor, 0 opposed.
David agreed to open a purchase order for BobÕs work and send invoices to Joy Buhler. It was agreed that communication with Bob should be funneled through David or John Moynihan.
2. Project Funding Agreement – Lea reported that Dr. Burton had received the signed Project Funding Agreement from MSBA in a letter dated Jan. 29, 2010. David Saindon will readjust the budget based on the approved Ò3011Ó MSBA form. David reviewed the reimbursement process:
á Invoices are sent to Joy Buhler who scans them and sends to KVA
á Michele Nice at KVA logs into the MSBA database and enters information
á Dr. Burton, Steve Millington, and David sign submission package
á KVA sends one package to MSBA and one package to Joy
á Reimbursement usually occurs within 15 days
á MSBA requires proof that vendors have been paid
John Moynihan reported that the approved PFA allowed the Town to sell bonds for the first round of funding. The borrowing is for $10 million at 3.4% interest over 25 years. David and John will keep close watch on the borrowing schedule to make sure the budget phasing is clearly communicated to the Finance Director.
David reported that submission #3 was resubmitted to MSBA yesterday in PDF format. The original submission occurred on Dec. 15, but MSBA has not been able to find it. It was noted that KVA should continue to be vigilant in hand delivering packages and getting signatures of people who receive the packages at MSBA.
3. Permitting and town approvals
David reported that a joint meeting of the Planning Board, Board of Health, and Conservation Commission was held last Thursday, January 28. Jonathan Smith, Steve Millington, Aaron Gallagher, Mary Webb, and Don Martinage presented an overview on the schematic design, site drainage, zoning/parking/site lighting, landscaping, WWTP, site utilization plan during construction, and the project schedule. The meeting went very well and provided an opportunity to get feedback before official submittal of the permit applications. Attending from the HSBC were Lea Anderson, Dianne Bladon, Fred Knight, David Lash, Mary Lentz, Jennifer Steel, and Eric Sheffels. George Metzger of HMFH also attended.
Conservation Commission - Notice of Intent – Steven Millington reported that the project team met on Feb. 2 at HMFH to review the status of the NOI submission. Attending were Steve, Aaron Gallagher of Nitsch, Don Martinage (WWTP), Mary Webb and Ms. Crosby (CSS landscape design), Jonathan Smith, John Moynihan, and Lea Anderson.
á LEC consultant Rich Kirby will send out a draft narrative on Friday to HMFH, KVA, John M., Lea, and Jennifer Steel. John will forward the narrative to Conservation Agent, Brian Monahan, for review. John will also send it to Town Planner, Sarkis Sarkisian, who is in touch with Andy Irwin of Conservation. Rich will need feedback by Monday night.
á The (NOI) Notice of Intent will be submitted to ConCom on Feb. 11 for consideration at the Feb. 25 meeting.
á The Board of Selectmen approved in early January a request from the School Committee to waive local permitting fees.
á ConCom plans to have their peer reviewer in attendance at the Feb. 25 meeting.
Planning Board
á David reported that the Planning Board has asked for a peer review regarding site lighting and parking.
á The HSBC discussed asking Sarkis to put a link to the HSBC website to access drawings instead of putting up drawings on the Planning Board web site. This will avoid trying to maintain two sources with the latest information. Jonathan Smith will talk to Sarkis.
Building Department
á Steve reviewed the building height analysis, which puts the stage roof height at 47½ feet or 12½ feet above code. All other roof heights are less than 35 feet. John Moynihan plans to meet with Mark Lanza and Dan Bennett to make sure that Dan has the jurisdiction to rule on this issue and avoid requesting a variance from the Zoning Board of Appeals.
á Jonathan Smith is planning to meet with Dan next week to discuss a separate permit for steel and foundation. It was suggested that each building should have a separate permit. David said that the separate permit for the steel and foundation is necessary for the accelerated schedule. It is somewhat unusal.
Board of Health
á Variance is required regarding set back of the leaching fields for the WWTP. The septic field is 80 feet from the property line. 100 feet is standard.
á Steve Calichman and Julie Junghanns visited the Wilmington WWTP with Don Martinage. Don reported that they were pleased with the technology, lack of smell, etc.
á John Moynihan informed the HSBC that the WWTP equipment is proprietary and therefore requires a vote of the School Committee.
4. CM Procurement
á David reported that the 12 pre-qualified firms (Gilbane, Agostini/Bacon, CTA, Turner, Dimeo, Shawmut, Columbia, J & J, Skanska, Bond Brothers, Suffolk, Consigli) were invited to an information session on Jan. 27th at WHS. The session was well-attended.
á There have been few questions about the RFP, which is due back on Feb. 8.
á Two firms have decided not to submit RFPs. They are Skanska and CTA.
á John will send out the interview agenda to the ten remaining pre-qualified firms. Daivd will send the schedule, agenda, and reference check questions to the rest of the HSBC.
á Interviews are scheduled for Friday, Feb. 12 from 12 noon to 3:10 pm and Tuesday, Feb. 16 from 12 noon to 4:40 pm in the School Committee conference room. HSBC members not on the Selection Committee are welcome to sit in.
á Interviews of the short list of firms will take place on Tuesday, Feb. 23 from 6:00 to 9:00 pm. The entire HSBC will participate in this meeting, but the Selection Committee will make the final selection.
á George Metzger recommended allowing John Miller from HMFH to sit on the Selection Committee in Steven MillingtonÕs place. Steve Millington is very busy working on the WHS design. John Miller is a principal at HMFH and has significant experience working with the state registration board, MSBA, and DCAM. John Moynihan has worked with John Miller and thinks that he is very qualified to participate on the Selection Committee.
á David suggested adding Frank Vanzler as an alternate on the Selection Committee in case of an emergency in which David cannot participate.
Motion: A motion to assign John Miller in place of Steve Millington and to add Frank Vanzler as an alternate on the CM Selection Committee was made by Dianne Bladon and seconded by Joe Lewin.
Vote: The motion was approved unanimously – 7 in favor; 0 opposed.
The Selection Committee is composed of Joy Buhler, Joe Lewin, John Miller, John Moynihan, David Saindon, Eric Sheffels, and Frank Vanzler (alternate).
Eric reported that the Selection Committee is studying background data in the area of litigation, public work contracts, financials, and EMR (experience modifier ratio). Reference checks will be done on the short list qualifiers.
Design Update
1. Neighborhood WWTP site visit – Don Martinage has arranged a site visit to Regency Place, 111 West St. in Wilmington on Saturday, Feb. 20 at 9:30 am. Lea will stay in touch with the neighbors to coordinate.
2. Site Logistics update – David reported that the biggest concern expressed by the neighbors on Jan. 9 was parking during construction. Lea mentioned that students also expressed their concern about parking at her Winter Week presentation. John M. reported that he has worked with Pat Tutwiler to come up with more parking on campus during construction. He has determined that the temporary athletic field behind the Math/English building can accommodate about 80 cars. A temporary road has to be built anyway, so access is possible. John also spoke with the Recreation Dept. about the basketball court on Rte. 126. This could yield another 20 – 25 spots. The HSBC thanked John for finding this additional parking space.
3. Security meeting – John reported that a meeting to discuss security was held on Jan. 22. Attending were two consultants Roy Willison and Joe Correro, Chief of Police, Bob Irving, Youth Officer, Jim Forti, Scott Parseghian, Steve, Cindy Lombardo, and Lea. Steve summarized the suggestions of the working group:
á Card access to outside doors after hours; open campus during school hours with unlocked doors.
á All grade level rooms will have motion sensors; spattering of motion detectors in other areas.
á Burglar alarms on every outside door.
á Portions of the buildings can be segregated and locked during public events.
á Classroom doors can be locked from the inside with a thumb latch; key access to classrooms.
á Five cameras total (main entrance, field house, parking lot, WWTP)
Lea expressed her discomfort about the cameras. She thinks that this is a major policy change that should be discussed by the School Committee and will follow up with them.
This led to a deeper conversation about how decisions are made. Jennifer expressed her concern about site decisions, such as the width of the emergency access road or the corridor between the commons and the field house. Discussion ensued:
á The fast pace of this project means that decisions are made quickly.
á There are different categories of issues. Policy issues go to the School Committee.
á Small working groups can sometimes come to an answer; some issues percolate up.
á Site issues should have been brought up at the working group meeting a month ago.
á We need a clear process on how people participate.
George Metzger suggested that we should have a design review soon so that we can know how the design is evolving and give input. Steve is ready to hold an energy review. The committee agreed that the next meeting would include a design review and energy review. Lea will notify the Energy Initiatives Advisory Committee and invite them to participate. Jennifer will schedule a tour of the LEED plantinum NationalGrid building in Waltham and inform everyone on the HSBC. Future small group sessions will be held for technology, performance space, and athletic space.
4. Commissioning – David reported that the MSBA has received 3 bids for commissioning agent. It is unclear whether the MSBA commissioner can be engaged to test elements of the project not funded by the MSBA, such as WWTP.
WayCam – Dianne has offered to be a member of a working group set up by the Board of Selectmen to help WayCam find a location to move to when their current space is no longer available. John M. is also participating. The working group has met twice and is now focused on a functional definition of how their space will be used. The HSBCÕs original plan to include WayCam as part of the building project was not allowed by MSBA. Both the school administration and WayCam administration are analyzing three scenarios:
á Classroom and studio co-located
á Classroom and studio on same site
á Classroom at WHS; studio somewhere else
Funding for any solution must be outside the high school project. Dianne has asked David to help answer questions on cost and schedule impact and the process to a feasibility study should the Selectmen or WayCam decide to seek funding for one. Discussion followed:
á We should treat this the same way as the pool project – understand and assess joint impact.
á We cannot slow down our project.
á The development of the high school site plan does not accommodate leaving the modular classrooms in their current location. There is a road in their place.
á Dianne and John will keep the HSBC informed on progress.
Other things – David suggested that Gary inquire about the status of the SPED submission to DESE. David thinks that we have not received approval yet.
Motion: A motion was made by Jennifer Steel and seconded by Joe Lewin to approve the minutes to HSBC meeting #90 held on Jan. 21, 2010.
Vote: The motion was approved: 6 in favor, 1 abstention
Adjournment – The HSBC adjourned at 9:30 pm.
Next regular meeting – Thursday, February 18 at 7:00 pm in the School Committee conference room.
Observers: none
Comments from the public: none