Thursday, March 25, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Josh Bekenstein, Dianne Bladon, Brian Chase, Jim Howard, David Lash, Joe Lewin, Cindy Lombardo, Eric Sheffels
Absent: Fred Knight, Mary Lentz, Jennifer Steel
HMFH team: George Metzger, Steven Millington, Maria Mulligan
KVA team: David Saindon, Frank Vanzler
Shawmut team: Tom Goemaat
Ex Officio members: Gary Burton, John Moynihan
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:10 p.m.
Administration
1. Project Permitting update – David Saindon reported as follows:
á The Planning Board will attend the Conservation Commission hearing on April 1 to hear the drainage report. David said that it is possible the Planning Board will issue site plan approval at their April 6 meeting. Planning Board peer reviewer, Will Gates, has made suggestions to our landscape designer, Mary Webb. Mary will submit a revised plan tomorrow.
á Conservation Commission peer reviewer, Lisa Eggleston, presented a letter on completeness of the Notice of Intent with 18 items identified. Nitsch resubmitted documents this week, including the SWPPP (Storm Water Pollution Prevention Plan). John Moynihan submitted Aaron GallagherÕs written update and request for continuance of the ConCom hearing to April 1.
á Utilities discussions with NSTAR are ongoing. NSTAR has agreed to one of three options presented. Discussion will continue tomorrow.
á Don Martinage is moving quickly on the WWTP package submittal to DEP.
á Shawmut is working on revising the phasing and logistics plan. Eric Sheffels requested information on the details of the phasing and logistics plan including a phase-by-phase parking count for students and teachers. Tom Goemaat thinks that half of the large parking lot by the field house can be available for school parking, with the lay-down area in the other half farther away from the river.
David is scheduling a meeting with Shawmut and the school administration to discuss expectations, CORI policies, etc. Pat Tutwiler has scheduled a meeting with parents on May 21 to discuss the project.
2. CM Contract update – David reported that Wayland and Shawmut are very close to completing the contract. There will be discussion on indemnification - not the MSBA indemnification language this time. Bob Garrity and Shawmut attorney, David Wilson, will confer this week.
3. HMFH Contract – George Metzger presented the amendment to HMFHÕs contract for the remainder of the project. David reported that Bob Garrity and Mark Lanza have reviewed it. The amendment includes refined language for CM at Risk and a revised fee structure for the remainder of the project. The contract price is $50,000 under budget.
Motion – A motion to approve Amendment #1 to the existing contract for HMFH Architects for $5,400,000.00 was made by Cindy Lombardo and seconded by Josh Bekenstein.
Vote – The motion was approved unanimously: 9 in favor, 0 opposed.
Dr. Burton will put HMFH Contract Amendment #1 on the agenda for consideration by the Wayland School Committee at their April 5th meeting.
4. BuilderÕs Risk Insurance – John Moynihan reported that he has contacted Tricia Doyle, MIAA insurance rep to ask about the cost of builderÕs risk insurance. John said that there appears to be a savings if the town purchases this insurance. There was some confusion about the cost. Frank Vanzler suggested getting two quotes and comparing the costs and benefits of this approach to CM-purchased builderÕs risk insurance. Tom Goemaat said that construction managers like to purchase this insurance because there is less uncertainty about what they have. There can be ill feeling about whose claim and whose problem it is when it is purchased by the owner. It was agreed that KVA and Shawmut would work on providing an apples to apples comparison of the two approaches and get back to the HSBC.
5. Pre-Qualification of sub-contractors – David asked the HSBC to appoint a Pre-Qualification Committee for pre-qualifying sub-contractors according to Chapter 149A.
Motion – A motion was made by Eric Sheffels and seconded by David Lash to appoint Brian Chase, John Miller, John Moynihan, David Saindon, Chris Semlies, Tom Goemaat (alternate), and Frank Vanzler (alternate) to the Pre-Qualification Committee.
Vote – The motion was approved unanimously: 9 in favor, 0 opposed.
6. Budget process update – David reported that he and John Moynihan have reviewed the process for reallocation of budget line items. Once approved, reallocations will appear in the budget log. Money moved out of budget line items will be moved to ownerÕs contingency. When it is needed in other areas, the project manager will ask for it. This allows the committee to control budget line items.
The group discussed timely payment of invoices. The current process includes the added step of asking the Wayland School Committee for approval of invoices after the HSBC has approved them. Concern about delay in paying bills was raised. Dr. Burton agreed to ask Town Counsel if the School Committee can legally allow the HSBC to authorize payment of invoices within the contract and budget. There was also a question about the HSBCÕs ability to authorize change orders within the budget.
Design/Planning
Meetings with WHS staff - Steve Millington reported that he met with the high school staff over three days to discuss details of room layouts, furniture and equipment, and other design issues. Lea thanked Steve for his good humor and patience with enthusiastic stakeholders in balancing their requests with an eye always on the budget.
The meetings covered administration, guidance, nurse, special education classrooms and office suite, general classrooms, teacher planning centers, student learning centers, science labs, kitchen, food service, cafeteria dining, band and choral rooms, practice rooms, art rooms, fabrication shop, stage craft, robotics, business lab, library, METCO, academic center, language lab, performing arts spaces, auditorium, stage, and lecture hall/black box.
Next week, Steve plans to meet with the staff on the technology center, data head end room, data closets, computer lab, TV studio, graphics studio, field house, fitness room, trainerÕs room, and AD office.
Field House design review – Maria Mulligan presented a list of renovation considerations for the existing field house including:
á Provide a vestibule and lobby on the south side
á Consider adding an entrance and/or WayCAM TV studio on the north side
á Replace existing locker rooms on both floors; provide a limited access elevator at the locker rooms
á Provide below grade waterproofing at the lower level locker rooms
á Provide a small structure on the east side to accommodate mechanical units that serve the locker rooms
á Replace existing mechanical/storage additions on the north side with a new structure able to support a mechanical unit that serves the field house
á Provide dormers on the roof level to accommodate new ductwork
á Provide interior curved sloped floors adjacent to the track for accessibility
á Replace the wrestling room raised floor with new slab floor surface lowered to match the main court elevation to accommodate universal accessibility
á Replace the track floor finish and underlayment which is in very poor condition
á Replace existing asphalt shingle roofing with new insulated thermoplastic membrane roofing
á Replace existing skylights; add new skylights to the wrestling room and locker room
á Provide new interior lighting of main court and wrestling room with daylight dimming
Maria presented three options for the north side: storage room only, added vestibule/lobby, added WayCAM studio. Discussion followed:
á Why do we need dormers for ductwork? This adds significant cost. Ductwork must enter dome at perpendicular angle in limited areas due to structural design. HMFH recommends not exposing ductwork to weather.
á Why not insulate and wrap ductwork in roofing material?
á Many of these items increase scope. We planned a 10% contingency because of the unknowns of renovation, but this looks like more than that.
á Look at putting mechanical units on top of locker rooms or on piers. Should both units go on north side?
á Does entrance at northeast (2 oÕclock) suffice instead of new north entrance?
á Do wrestling mats fit through doors?
á We will have to prioritize these elements (track, wrestling room, south entrance, north entrance, storage room, ducts –covered or not).
á Ask how we solve our problems as best we can, then add it up. We need solutions that are as close to our budget as possible.
á We are two weeks away from sending this off for a cost estimate.
á Look at MSBA relative to field house.
WayCam update – Dianne Bladon reported that the Board of Selectmen and Finance Committee said that there was not enough time to get ready for a WayCAM article for Annual Town Meeting this May. Dianne asked KVA what the latest possible date is for a bid alternate? Would a November vote work? Dianne said that we donÕt want to go forward if it jeopardizes the schedule. November allows WayCAM to explore other sources of funding. The Board of Selectmen wants to understand the entire cost of outfitting the space, not just the cost of the shell. Discussion followed:
á Do we want to add 1500 s.f. of storage now? Cost is estimated at $250k for the shell. We are not ready to add this now.
á This should not be included in GMP drawings. Include it as a side bar with Shawmut (change order).
á Tell us if there is a decision point.
Meetings – Steve asked that the HSBC plan to meet weekly for the next month to review design. (Meetings are scheduled for April 1, April 8, April 15, April 22, and April 29 at 7:00 pm in the School Committee conference room.)
Motion: A motion was made by Josh Bekenstein and seconded by Cindy Lombardo to approve the minutes to HSBC meeting #94 held on March 11, 2010.
Vote: The motion was approved: 8 in favor, 1 abstention
Adjournment – The HSBC adjourned at 9:32 pm.
Next regular meeting – Thursday, April 1 at 7:00 pm in the School Committee conference room on the second floor of the Wayland Town Building.
Observers: Ken Isaacson, Kathy Siracusa, Richard Turner, Elizabeth Von Goeler
Comments from the public:
á Ken Isaacson thanked the HSBC, Steve Millington, and Dianne Bladon on behalf of WayCAM for working to find a location for the WayCAM studio on the high school site.
á Liz Von Goeler introduced herself as a neighbor of WHS and an interior designer who would like to volunteer to help the HSBC.