Thursday, May 20, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Dianne Bladon, Brian Chase, Fred Knight, David Lash, Mary Lentz, Joe Lewin, Cindy Lombardo, Jennifer Steel
Absent: Josh Bekenstein, Jim Howard, Eric Sheffels
HMFH team: George Metzger, Steven Millington
KVA team: David Saindon
Shawmut team: Tom Goemaat, Tony Miliote, Chris Semlies
Ex Officio members: Gary Burton, John Moynihan, Scott Parseghian
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:09 p.m.
Administration
1. LOA/Invoice – David Saindon presented two invoices for consideration.
Motion: A motion was made by David Lash and seconded by Cindy Lombardo to approve invoices for
Gates, Leighton & Assoc. in the amount of $2,800.00
Shawmut Design and Construction in the amount of $16,199.00
Vote: The motion was approved unanimously: 7 in favor, 0 opposed (two members arrived after this vote)
2. Project Permitting update – David reported the following:
á Board of Health
o We need a letter from BoH for enabling permit. John Moynihan will follow up.
o BoH has requested a peer review on the WWTP drawings. This is ongoing.
á Planning Board
o Site Plan approval is complete. Decision was signed on May 12.
á Conservation Commission
o Per Brian Monahan/ConCom, the Order of Conditions will be issued on May 27 and filed with the Town Clerk no later than May 28.
á DEP
o Design documents delivered to DEP on April 1. Anticipated approval no later than Sept. 15 – ongoing.
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 June 1.
¤ Remaining building permits by mid Oct.
¤ HMFH to meet with Dan Bennett for a general drawing review.
á Fire Department
o Follow up meeting was held on May 14 to discuss A/V and fire department site logistics.
o Agreed to have a site walk in mid-August before school opens.
3. Miscellaneous
á CORI – working through process. We have asked for Mark LanzaÕs input on assigning cost of background checks.
á Proprietary materials/equipment list is being developed by HMFH.
á Builders Risk insurance will be carried by SDC.
4. Contracts
á LOA (Letter of Authorization) form approved.
5. 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 21.
á Other packages (MEP, elevator and finishes) are forthcoming.
Design/Planning Update
1. Design
a. 90% structural drawings issued March 29
b. DD drawings issued April 15
c. Document reviews/estimates are underway
á DD drawing reviews are complete and issued to HMFH
á DD estimates (two independent) have been done with reconciliation underway
á Commissioning agent review has begun
á Coordination of spec/SDC Òinstructions to biddersÓ is ongoing
d. 20% of CD documents have been issued.
2. Current bid packages
a. Superstructure and site enabling utilities May 15
b. Envelope June 28
c. Remaining scope Sept. 1
3. Site Utilization Plan – Way finding and site signage to be defined.
4. Energy modeling review is underway through September.
Financial
1. Construction – DD estimate check
a. May 12 – estimates exchanged
b. May 17 – estimates reconciled – ongoing
c. May 25 – reconciled estimates to be presented to Eric and Brian
d. May 27 – updated estimate presented to HSBC
2. MSBA – Received approval of the budget format and reclassification of new cost codes. KVA and Joy Buhler implemented the new cost codes on May 14. More discussion with MSBA is necessary.
Communications
1. Project ground breaking is scheduled for Tuesday, June 22 at 9:00 am. Dr. Burton agreed to contact MSBAÕs Diane Sullivan to invite appropriate people from the MSBA. Lea and Dr. Burton will put together a list of local and state boards to invite to the ground breaking.
2. Project sign was discussed. Dianne Bladon offered to draft the sign content for review at a future HSBC meeting. George Metzger suggested that Colin from HMFH can do the sign design if we provide the content.
3. Public Forum is scheduled for Tuesday, August 31 for WHS students, parents, and the whole Wayland community to learn the details of the site logistics and project. HMFH, SDC, KVA and the HSBC will all participate.
Field House Design Update – Steve Millington presented four new renderings of the WHS project before launching into the FH review. All options under consideration involve replacing the buildings off of the FH because they are not sturdy. Field House options have now been priced.
1. Option 1includes the bare minimum north side entrance, south side entrance and east side Òbump-outÓ. All three bump-outs support mechanical units that take ducts straight into the dome or into the locker rooms.
2. Option 2 adds north side storage space and WayCAM studio. Steve explained that WayCAM space is currently at 2,000 s.f. based on the latest input. If WayCAM finds a way to pay for this, it can be included. If not, it can be removed.
3. The connection to the Commons/Admin building is unenclosed with a covered canopy. Bathrooms for Field House are in the Commons/Admin building and are accessed through this connection. Code requires bathrooms to be in the building, so this will have to be discussed with the Building Inspector.
4. Most excess is in the bump outs. Steve is looking at ways of bringing the 2 mechanical units for the locker rooms inside.
5. Wrestling area slab will stay. Ramping is cheaper and resolves accessibility. Current plan is to remove wood floor and replace it with linoleum sports surface.
6. Track is in poor shape. Asphalt has to come out, but is possibly beyond the scope of this project.
7. Skylights are being replaced. Current plan is for round skylights, which are more expensive.
8. David Saindon reported that the plumbing inspector sent a letter listing commonly overlooked issues in high school designs. Code requires that, if stadium is worked on, bathrooms are required within 300 feet. Hanover and West Bridgewater have run into this requirement. After much speculation, it was agreed that Wayland is not touching the fields or stadium and, therefore, expect that this code does not apply. Steve will discuss and confirm this with the Building Inspector.
Discussion followed:
á Building Inspector will make decision about closing in the FH/Admin connection.
á Are two lobbies needed? We will have to balance out the need and cost.
á We are over budget on the Field House. Decisions will have to be made.
á The Òmust haveÓ scope is Title 9 and ADA compliance, lighting, seismic, MEP, new roof.
á Granular cost estimates will be helpful, because some areas might be appropriate for private fund raising.
á Does the MSBA care about square footage around Field House? Ans. We are locked into a cost number for the FH, not square footage.
á There is a new sound system planned which is good, but not extravagant.
á Roofing is proposed to be PVC membrane.
á What we need is a bare bones project.
á Finishes are concrete masonry, ceramic tile.
á There is no air conditioning.
WayCAM update – Dianne Bladon reported that the working group had held a number of working sessions to discuss what is needed inside the WayCAM studio. There are write-ups and sketches to illustrate the requested space usage. The next step is to establish the spec (just as we did with the ed spec) and set a price. The funding mechanism is unclear.
Discussion followed:
á This could cost $300 per square foot or $600,000.
á Ken Isaacson of WayCAM reported that a typical studio is 3,500 s.f. and costs $200 per s.f. according to a consultant he has talked to.
á Ken invited the HSBC to tour the current 1,400 s.f. studio on Tuesday, May 25 from 7:00 to 7:30 pm and to let him know other times that might be desirable.
Schedule – Chris Semlies reported that the schedule is being updated based on the latest set of drawings:
1. Mobilization takes place at the end of June
2. Enabling takes place in July
3. Foundation work begins in August
4. Structural steel begins in late October 2010
5. Field House is scheduled from April 2011 through October 2011 (requested to change to March – Sept)
6. WWTP is scheduled to begin in April 2011
7. The current schedule calls for new school buildings to be completed by Nov. 2011.
8. Project completion is July 2012.
Discussion followed:
á John Moynihan will talk to the Finance Director about the updated schedule to make sure the borrowing schedule aligns.
á Tony Miliote reminded the HSBC that the schedule is constantly changing. The HSBC will receive a three-week look ahead as the project evolves.
á Dianne noted that the Wellesley web site has a construction plan that is a very useful tool for the community to be informed. Chris said that such a document will be ready by the time of the public forum on Aug. 31.
á Mr. Tutwiler sends out an e-mail to parents every Friday. This is a way to get information on the project out.
á Jim Mullane is interested in setting up a web cam for the project.
Upcoming meetings
May 21 – PrincipalÕs meeting with WHSPO at WHS 7:30 am
May 25 – Cost review at SDC – 1:00 pm
May 27 – HSBC meeting, 7:00 pm (cancelled)
May 27 – Con Com hearing
May 28 – Site mobilization review with WHS admin. 10 am
June 3 – HSBC meeting, 7:00 pm
Approval of minutes
Motion: A motion was made by Joe Lewin and seconded by David Lash to approve the minutes to HSBC meeting #99 held on May 6, 2010.
Vote: The motion was approved: 9 in favor, 0 opposed
Adjournment – The HSBC adjourned at 8:57 pm.
Next regular meeting – Thursday, May 27 at 7:00 pm in the School Committee conference room on the second floor of the Wayland Town Building.
Observers: Ken Isaacson, Mr. and Mrs. Harvey Montague, Richard Turner