Thursday, May 6, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Brian Chase, Jim Howard, Fred Knight, David Lash, Mary Lentz, Joe Lewin, Eric Sheffels
Absent: Lea Anderson, Josh Bekenstein, Dianne Bladon, Cindy Lombardo, Jennifer Steel
HMFH team: Steven Millington
KVA team: David Saindon, Frank Vanzler
Shawmut team: Chris Semlies, Tony Miliote
Ex Officio members: John Moynihan, Gary Burton
Call to order – Mary Lentz called the HSBC meeting to order at 7:05 p.m.
Comments from the Public: None
Administration – David Saindon reported the following:
1- Project Permitting update
a. Board of Health
o Variances complete
o Need letter from BOH for enabling permit. [John Moynihan to chase]
o BOH requested review of Waste Water Treatment plans submitted to DEP drawings by a peer reviewer.
b. Planning
o Expected approval at board meeting scheduled for April 27.
o Approval postponed due to the reconsideration of the front drop off loop. Addressed and Planning Board OK with current design.
o Discussions closed on May 4th.
o Decision to be signed on May 12th @ 7:30AM.
c. Con Com
o Drainage review/updated on April 29th at the Con Com meeting.
o Technical working session held on Monday, May 3rd.
o Aaron to provide final revisions to Con Com for May 7th.
o May 10th Aaron to present final revisions to Con Com @ 9PM.
o Per Brian Monahan, ConCom board is scheduled to approve on May 27th and issue Order of Conditions on May 28th.
o This should be Ok with HSBC schedule.
o Other Order of Conditions were provided to the consultants for reference.
d. DEP
o Design documents delivered to DEP on April 1. Expected approval no later than Sept 15.
e. Inspectional services
o Follow up meeting held April 13 to introduce SDC. Reviewed phasing of project, permitting dates and review time lines.
a. Enabling permit needed by June 28. (Trailer mob, site fencing, temp power and parking lot/road mobilization). Issuance of this permit is pending an approval from all town boards.
b. Steve Millington got a checklist from Dan Bennett. David is dividing the check list into the proper phase to manage.
f. Fire Department
o Follow up meeting will be schedule with the FD when the Site Plan Approval is received and the Site Utilization plan is finalized.
2- Other updates:
a. CORI – Putting system into place. Mark Lanza to respond to review and respond to questions.
b. Builders Risk – who should be carrying? Shawmut or the Town. Shawmut must have the answer by May 15th.
3- Contracts
a. Structural Peer Review – Letter of Authorization being presented later in the meeting.
4- Trade RFQ
a. Trade RFQ issued April 21. (Masonry, misc metals, waterproofing/damproofing, roofing and metal windows/CW and early electrical temp power) Responses due May 21.
b. Process is that the qualifications will be reviewed by the Qualifications Committee. Scoring and rating system is pre-established by the State.
5- Upcoming presentations:
a. Field House presentation 5/20
b. 6/3 Finishes and Cafeteria.
6- Other
a. Team meeting bi-weekly – moving to weekly.
b. Chris will be defining schedule in next two weeks. Existing schedule will be expanded.
7- Recommendation to Approve (RTA) Process
a. Owner must sign (someone from the HSBC). John Moynihan would sign. KVA (David) would also sign. Brian Chase to initial.
b. Recommendation from Shawmut that consistent with scope and budget.
c. RTAÕs become amendments to contract. Need full committee approval. KVA to come back with thresholds that would allow RTAÕs to be approved without full committee review.
Motion: A motion was made by Eric Sheffels and seconded by Joe Lewin to approve the general requirements and process for the RTA, subject to further approval of thresholds for limited process.
Vote: The motion was approved unanimously: 7 in favor, 0 opposed.
8- LOA - A letter of authorization for funding structural engineering review was presented to the HSBC.
Motion: A motion was made by Eric Sheffels and seconded by David Lash to approve the LOA for DM Berg Consultants, PC in the amount of $3,000.00.
Vote: The motion was approved unanimously: 7 in favor, 0 opposed.
9- Pre-qualification analysis and process discussed.
a. Letter from Lea must be sent to DCAM
b. Notifies DCAM that KVA and John will represent the owner and will be provided access to review the DCAM files.
c. John and David will look through the files of subcontractors that have submitted to determine if there were problems with the subs.
Motion: A motion was made by Eric Sheffels and seconded by Joe Lewin to approve that Lea can sign the letter to DCAM.
Vote: The motion was approved unanimously: 7 in favor, 0 opposed.
10- Review of exterior of building by HSBC - Steve Millington presented. The brick skin is very simple with feature spaces such as the Commons and library with glass/extra treatment. Screen wall outside the library was discussed. It is still a question. It is now the thinnest possible screen in terms of structure. Aluminum bars and rods. Functionally the area needs shading. Will continue to investigate and will re-address with HSBC. Entrances are glass with stairs also glass. Highlight main entrance points. Stage areas are large scale metallic shingles - 2 feet by 14 foot metal sheets. Comments included:
a. This treatment was included in the schematic and priced originally.
b. Shawmut has experience with this.
c. Roof screens not likely to survive the cost analysis.
o Only one is acoustical – rest are visual.
d. Putting all equipment on concrete pads for sound attention. New units have much better acoustical qualities so that the screens most likely will not be needed.
e. Looks big boxish by the truck loading dock. Need to address.
f. Add some articulation on auditorium exterior.
g. May be a role for super graphics on wall by truck loading dock.
h. Windows are simple with pre-cast sill
i. HMFH intending to re-address fa¨ade with different brick colors, ect. to reduce the monochromatic exterior.
j. Consider a canopy on site for kids waiting in buses. Approximately 50 linear feet of canopy
k. Heat mirrored glass on windows – concern expressed about how reflective. Shawmut will eventually do a mockup to see this.
l. Using standard size bricks - did not want to use jumbos
m. Exterior needs more articulation
n. Light monitors exist over administration area and guidance – concern about cost of these and will consider alternative treatments if necessary.
o. All windows have a sun screen + light shelf to project light. Concern about stuff being stacked on these. Consider angling the shelves.
p. Are there shades on the top window- needed for teacher to project to screens. HMFH to make sure.
q. Door to courtyard is not a legal means of egress so no vestibule needed. Glass doors just open out to the courtyard.
r. 2 to 3 feet from glass to metal screening to allow cleaning. Perhaps catwalk to do window washing above
s. Alternatives to the screen were discussed. Perhaps fritted glass.
t. Cost concerns were voiced regarding the clear story glass boxes. HMFH to consider alternatives.
11- Cost estimates
a. To be exchanged on 5/12
b. 5/17 Reconcile PM+CÕs with ShawmutÕs
c. 5/27- present revised estimate to HSBC
12- Envelope peer review was discussed.
a. Enough concerns over exterior that peer review might be necessary
b. One page scope to document services to be provided
c. Very complex envelope. Estimate cost of peer review equal to about $20,000
d. KVA directed to get at least 3 quotes. Coordinate with HMFH about firms they would like to see on the list.
e. KVA stated it was common practice to get peer review
f. HMFH concerned to bring in to re-design now.
g. 3rd party independent review important
13- Site utilization plan review
a. Pat Tutwiler, John Moynihan and Scott Parseghian have reviewed plan presented
b. Parking counts:
o 110 Faculty in back lot
o 90+ in top student lot
o 90 Student/Visitor in lot by the pool
c. Using existent configuration somewhat for roads
d. Parent loop – 2 lanes with ability to queue 10 cars
e. Buses only loop with room to queue 9 buses
f. Students and faculty flow through front lot to parking areas
g. Comments on plan:
o Will need traffic supervision
o Stop signs, speed bumps, monitors will be important
o Need good signage package.
o Will need additional lighting in parking areas
o Restricted use of site for summer programs (2011, not 2012)
o Concern about fitting road between WWTP and school
o Going to meet with police and fire end of next week or beginning of next for further input
14- Energy meeting- occurred Wednesday May 5
a. Attendees: Eric, John, Steve and David
b. Provided committee with an update
c. Looking for potential reimbursements from the utility companies
d. Energy savings being modeled – completion not time sensitive at this point.
e. Vacancy sensors- looking at manual on with auto off
f. Committee offered to help us with the rebate programs
g. HMFH investigating LEDs
h. Photo voltaic was not discussed at this meeting.
i. WHS has achieved energy savings beyond the stretch code for energy
15- Approval of minutes
Motion: A motion was made by David Lash and seconded by Joe Lewin to approve the minutes to HSBC meeting #98 held on April 22, 2010.
Vote: The motion was approved: 7 in favor, 0 opposed
Comments from the public
a. Harvey Montague- HSBC should get some historic precedence from other famous architects. Project does not feel green. Consider three elements of design of building – parapet, middle and base of building. Wants to see peer review of structure.
Adjournment – The HSBC adjourned at 9:30 pm.
Upcoming meetings:
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
Observers: Harvey Montague