Thursday, June 10, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Dianne Bladon, Brian Chase, Jim Howard, Fred Knight, Mary Lentz, Cindy Lombardo, Eric Sheffels
Absent: Josh Bekenstein, David Lash, Joe Lewin, Jennifer Steel
HMFH team: Steven Millington
KVA team: David Saindon
Ex Officio members: John Moynihan
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:05 p.m.
Administration
1. LOA/Invoice – David Saindon presented two invoices for consideration.
Motion: A motion was made by Mary Lentz and seconded by Cindy Lombardo to approve the invoice summary dated 6/8/10 for a total of $242,447.00.
Vote: The motion was approved unanimously: 7 in favor, 0 opposed.
2. Project Permitting update – David reported the following:
Conservation Commission Order of Conditions
á John Moynihan, Chris Semlies, Jonathan Smith and David met last Friday, June 4, to discuss the Order of Conditions. They identified issues needing clarification including orders that are in conflict with state and local law on retainage and indemnification. John, David, and Chris will meet with Brian Monahan tomorrow, June 11, to discuss these and other minor issues. A memo explaining our points will be presented to Brian.
á Discussion followed:
o Eric noted that public projects are very different from private projects. Most private projects are not bonded. State law requires a full payment and performance bond on our project. This should be more than adequate to satisfy the Order of Conditions intent to have enough funds to finish the job. The HSBC should not position itself as being non-responsive.
o We should have received the draft Order of Conditions earlier, so that we could have dealt with this before the hearing was closed.
o ConCom did try to expedite our project. They set a Òland speed recordÓ compared with other projects. Our NOI was submitted in March and we had the Order of Conditions in May.
o WeÕll get a reading from Brian Monahan on our memo, then decide how to proceed.
Board of Health
á John reported that we have hired a peer reviewer for the WWTP, as required by the BoH. The contracted amount is $2,500 plus $50 an hour for meetings. The review is scheduled to be complete in three weeks.
Inspectional services
á Mike OÕConnell of Shawmut spoke with Dan Bennett. We should expect the enabling permit (trailer, site fencing, temp power, parking lot/road) this week.
¤ DM Berg has completed the structural peer review. He will submit a final letter to Dan Bennett.
3. Trade RFQ
á Pre-qualification has been completed in many areas (masonry, misc. metals, waterproofing/damp-proofing, roofing, early electrical temp. power and temp. elevators)
á Other packages (MEP and finishes) to be issued by June 30.
á There has been very good coverage with 11 masons, 13 misc. metals, 12 roofers, 12 temp. electrical.
á Bids are due today on steel, concrete, and site. Shawmut needs time to analyze these bids and will report next week.
á Bids coming in now are procured in the conventional manner with some room for discussion. Bids on future elements provide no latitude to scope or qualify; they are very prescribed.
4. MSBA DD submission
á Frank will report next week on submission of DD package to MSBA.
á KVA and Wayland have recently submitted a $1million package to MSBA.
á Joy will stay in the loop on MSBA submissions during transition of new School Business Administrator in late summer.
Design/Planning Update
1. Bleacher facilities update – Steve has heard nothing yet on bleacher facilities ruling (state plumbing code requiring bathrooms within 300 feet of bleachers). He will report next week.
2. WayCAM – Dianne and David will meet to discuss KVAÕs preliminary cost estimate for 2,000 s.f. of space annexed to the Field House. David reported that Shawmut will be doing an independent cost estimate based on WayCAMÕs proposal. Once the estimates are reconciled, Dianne will be able to bring a budget number to the WayCAM working group. This estimate will not include FF&E (furnishings, fixtures, and equipment). It was pointed out that the value engineering changes to the Field House mean that the WayCAM studio now consists of three walls added onto the FH.
3. Exterior material color will be discussed at next weekÕs meeting.
4. Value engineering meeting is scheduled for June 15 to make sure items cut are ÒdoableÓ.
5. FFE budget and VE - David expressed concern that our FFE budget is too low. We budgeted FFE at MSBAÕs boilerplate number ($1200 per student for furniture/loose equipment and $1200 per student for technology-computers, printers, etc). This is the same amount allowed many years ago and it has not changed. Design team thinks it should be about $1700 - $1800 per student for furniture and loose equipment. David suggested finding $500k more in VE items in the Field House. Discussion followed:
á Before we take any more out the Field House, we need to understand whether our previous cuts are feasible. Can the mechanicals be brought inside?
á Should we delay FH bid package until we understand this? (We would need new pre-qualification process.)
á Do we trade off Buildings A and B against Field House? We should maximize reimbursement; no reimbursement on FH expenditures above budget. We donÕt want to take a hatchet to A and B then find out we have money left.
á Steve committed to figure out whether mechanical units can fit within Field House before June 28th, the date of the building envelope bid package is issued. If it doesnÕt fit, weÕll develop another strategy.
á If we get only $1200/student, might consider townÕs future capital budgets. It would cost no more.
á Town expects full project to be covered in the $70.8 million budget.
á It would be nice to return some money to the town.
á The HSBC expressed thanks to Steve and HMFH for the huge effort going on during this time.
Communications
1. Project ground breaking is scheduled for Tuesday, June 22 at 9:00 am. Dr. Burton has invited local and state officials and the Wayland community. Press release has been sent to newspapers.
2. Project sign has been drafted. Steve will take it back to HMFH for graphics help.
3. Community update 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.
Upcoming meetings
June 17 – HSBC meeting, 7:00 pm, WHS Commons conference room
June 22 – Groundbreaking, 9:00 am WHS
June 24 – HSBC meeting, 7:00 pm in School Committee conference room
Approval of minutes
Motion: A motion was made by Cindy Lombardo and seconded by Jim Howard to approve the minutes to HSBC meeting #101 held on June 3, 2010.
Vote: The motion was approved: 7 in favor, 0 opposed, 1 abstention.
Adjournment – The HSBC adjourned at 8:23 pm.
Next regular meeting – Thursday, June 17 at 7:00 pm in the Commons conference room at Wayland High School.
Observers: none