Thursday, April 22, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Josh Bekenstein, Jim Howard, Fred Knight, David Lash, Mary Lentz, Joe Lewin, Eric Sheffels
Absent: Brian Chase, Dianne Bladon, Cindy Lombardo, Jennifer Steel
HMFH team: Steven Millington
KVA team: David Saindon
Shawmut team: Chris Semlies
Ex Officio members: Louis Jurist, John Moynihan
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:08 p.m.
Administration – David Saindon reported the following:
1. Project Permitting update
á Board of Health has issued a letter approving three variance requests for WWTP.
á Planning Board
o Site plan approval applied for on Feb. 12
o Landscape peer review complete
o Drainage presentation made on April 6
o Anticipate approval on April 27
á Conservation Commission
o NOI submitted Feb. 11, presented March 2
o Peer review ongoing
o Revised drainage presented April 6
o Revised drawings and responses to peer reviewer delivered to ConCom April 23
o Next hearings scheduled for April 29, May 10, May 27
o Peer reviewer recommendations scheduled for April 29
o Anticipated closure for discussion May 10
á DEP
o Design documents delivered to DEP on April 1. Anticipated approval no later than Sept. 15
á Inspectional services
o Follow up meeting held April 13 to introduce Shawmut (SDC). Reviewed phasing of project, permitting dates, and time lines
¤ Enabling permit by June 28 (trailer, site fencing, temp power, parking lot/road)
Issuance of this permit depends on approval from all town boards
¤ Foundation and steel permit by July 15
¤ Structural peer review vendor has been awarded (DM Berg). Scheduled completion by May 15
¤ Remaining building permits by mid Oct.
á Fire Department – follow up meeting will be scheduled with the FD when the Site Plan Approval is received and the Site Utilization Plan is final.
2. Pool Project coordination meeting held April 9. Minor ongoing coordination to continue; no issues to report.
3. Contracts
a. Landscape Peer review – LOA tonight
b. Structural Peer review – LOA scheduled for May 6
c. Material Testing Agency – Defining scope of work underway. Will be bid via Ch 30B (hard bid)
4. Trade RFQ
á Trade RFQ issued April 21 (Masonry, misc metals, waterproofing/damp-proofing, roofing and metal windows/CW and early electrical temp power). Responses due May 6
á Other package (MEP, elevator and finishes) forthcoming
David informed the HSBC that a decision on engaging an independent building envelope consultant will be brought before the committee later.
LOA/Invoices/Budget
1. Invoices - David reviewed four invoices and mapped the expenditures to the budget. It was suggested that it is too early to know what the savings on the total budget will be. David was directed to assume spending all of the OwnerÕs Contingency in the report at this stage.
Motion: A motion was made by Mary Lentz and seconded by David Lash to approve the invoices totaling $265,139.00.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
2. LOA – A letter of authorization for funding the landscape peer reviewer hired by the Planning Board was presented to the HSBC.
Motion: A motion was made by David Lash and seconded by Jim Howard to approve the LOA for Gates, Leighton & Associates, Inc. (GLA) in the amount of $3,000.00.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
It was agreed that references to pool spending under a contract separate from the WHS project, should be deleted from the LOA documentation so that auditors are not confused.
Discussion followed regarding the practicality of bringing every contract or change order before the School Committee. Lea agreed to contact Mark Lanza to ask about the legality of the HSBC making these decisions if authorized by the School Committee, within a certain dollar amount (up to $100k?). Eric Sheffels suggested making a regular (bi-monthly) report to the School Committee on the financials.
Trade Pre-Qualification vote amendment – David informed the HSBC that the law regarding Chapter 149A trade pre-qualification committee make-up indicates four members – no more, no fewer. The HSBC had previously voted a committee of five members (Chris Semlies, John Miller, John Moynihan, David Saindon, and Brian Chase). It was proposed that Brian should be a non-voting, but active participant so that the committee has four voting members.
Motion: A motion was made by Jim Howard and seconded by Josh Bekenstein to amend the Trade Pre-Qualification Committee to include the following: Chris Semlies, John Miller, John Moynihan, and David Saindon.
Vote: The motion passed unanimously: 8 in favor, 0 opposed.
Design/Planning Update
Library roof space
David reviewed the letter to the MSBA discussing 1,352 square feet of additional space composed of two areas of library roof that could easily be incorporated into usable program square footage. As requested by the HSBC, Shawmut conducted a cost estimate for developing this ÒnookÓ space. The following points were made:
á The cost of building out the two spaces (core and shell) would be $46,000 or $34.00/SF.
á The current square footage of new space is 154,200, less than the allowed 154,350 SF.
á The PFA refers to ÒapproximateÓ square footage. This additional 1,352 SF is less than 1% of the 154,350 SF.
á The MSBA has revised its space standards. A school of 900 students is now allowed 200 SF per student or 180,000 SF total. WaylandÕs assumption was 190 SF per student or 171,000 total SF. While our square footage is set, it is clear that were we starting today, this space would still put us well under the new guideline.
The HSBC directed Steve Millington to design the ÒnookÓ space. Steve will confer with Pat Tutwiler on programmatic use for this space. The group agreed that this is a rational, cost-effective approach.
Building Exterior – Steve reported that HMFH reviewed the WHS design this week. George Metzger requested some minor changes to windows and other exterior elements precipitating the postponement of the building exterior review tonight. The HSBC will review the building exterior at the May 6 meeting. Steve said that future meetings will cover material selection, interior finishes, colors.
Eric asked for information on alternatives to roof elements (cupolas vs. sky lights) and cost differentials.
Energy Efficient Design – Lea reported that a public comment made at the April 12 School Committee meeting questioned whether the HSBC was doing all it could in the area of energy efficiency. The concern that we were Òleaving money on the tableÓ relative to utility rebate programs was expressed. Lea expressed her regret that this feedback did not come directly to the HSBC. John Moynihan suggested that the engineers and energy consultants attend the next Energy Committee meeting on May 5th to bring the group up to date on the energy efficient elements of the project and to solicit feedback. John will contact Anne Harris and confirm May 5th. Comments were:
á Andelman/Lelek has submitted a proposal to NSTAR to do energy modeling. This will form the basis for rebates.
á Our project is proposed to be about 25%-30% above code.
á This is a very energy efficient project. Where do we hit diminishing returns for added enhancements?
á Cambridge spent a fortune on control measures that have very little pay back.
á Genzyme had the first LEED Platinum building in Boston. It has 44,000 control points. The second LEED Platinum project was Leggat McCall. It is a much simpler approach with great improvements in energy use.
á We will invite the Energy Committee members to look at the DD document set.
Schedule – David and Chris Semlies discussed schedule.
á Design Development (DD) was finished on April 15
á Cost estimates to be reconciled by end of April (Brian and Eric to meet to review cost estimates)
á Initial bid package (superstructure and site enabling utilities) is scheduled for May 15
á Envelope for buildings A and B – June 1 – July 30
á Remaining scope – Sept. 1
Discussion followed:
á First bid package is in good shape. There is more risk in the second package.
á Chris complimented Steve on the quality of the DD documents. He said that they are better than full documents he has seen.
á Anything we can do to get masonry start to mid-November will save money.
á Consider the ongoing school program in assessing noise and disruption. It was noted that SDC is very experienced in working in occupied areas.
á Noisiest time will be Sept. and Oct. 2010.
á Make sure bid procedures allow shutdowns.
Site Utilization – Chris reported that he and Mike OÕConnell surveyed traffic at the start and end of the school day last week. Chris has drawn up a new traffic plan and will pass it by Pat Tutwiler next week before bringing it to the HSBC.
Upcoming meetings
April 27 – Planning Board hearing
April 29 – Conservation Commission hearing
April 29 – HSBC working group to review DD documents, 7:00 pm
May 5 – Energy Committee
May 6 – HSBC meeting, 7:00 pm
May 10 – Conservation Commission hearing
May 13 – Tentative HSBC meeting prior to Town Meeting, if needed, 6:30 pm
May 20 – HSBC meeting, 7:00 pm
May 27 – HSBC meeting, 7:00 pm
May 27 – Con Com hearing, if needed
Approval of minutes
Motion: A motion was made by Joe Lewin and seconded by Mary Lentz to approve the minutes to HSBC meeting #97 held on April 8, 2010.
Vote: The motion was approved: 7 in favor, 0 opposed
Adjournment – The HSBC adjourned at 9:17 pm.
Next regular meeting – Thursday, May 6 at 7:00 pm in the School Committee conference room on the second floor of the Wayland Town Building.
Observers: Liz Von Goeler