Thursday, June 24, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Brian Chase, Jim Howard, Fred Knight, Mary Lentz, Joe Lewin, Cindy Lombardo, Eric Sheffels, Jennifer Steel
Absent: Josh Bekenstein, Dianne Bladon, David Lash
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
¤ LOA/Invoice – David Saindon presented three Shawmut invoices for consideration. Discussion followed regarding the relationship between the Invoice Summary and Budget Tracking. Invoices approved by the HSBC, but not yet paid, do not show up in the summary documents. David was instructed to revise the Invoice Summary to show pending payments.
Motion: A motion was made by Joe Lewin and seconded by Jim Howard to approve the invoice summary dated 6/22/10 for a total of $411,753.35.
Vote: The motion was approved unanimously: 9 in favor, 0 opposed.
¤ Project Permitting update – David reported the following:
Board of Health and DEP
á D Cubed Engineering, peer reviewer for the WWTP, is on track to complete its review by mid-July.
á DEP has issued a draft of Ground Water Discharge Permit. A 30-day review period is ongoing.
Conservation Commission Order of Conditions
á John Moynihan delivered to Brian Monahan on June 18 the memo explaining the HSBCÕs interpretation of the Order of Conditions. They reviewed issues needing clarification. The issues are minor and will be handled administratively.
Inspectional services
á The enabling permit (trailer, site fencing, temp power, parking lot/road) was secured last week.
á The foundation, steel, and site work permit should be issued July 15.
¤ State Plumbing Code – Steve Millington reported that he is working on an analysis of the football field bleacher bench seating. He has counted 1,236 ÒseatsÓ on the home side and 700 ÒseatsÓ on the away side for a total of 1,936 seats (18 inch spaces). A conservative interpretation of the state plumbing code could result in the requirement for many toilets (approx. 30) to be built. This would have a 7-digit impact on the budget. The HSBC raised many points that must be communicated to our Building Inspector and Plumbing Inspector:
á The football field is not part of the scope of the WHS project. It is not being touched.
á The definition of ÒstadiumÓ must be clarified. In our view this is not a stadium; it is a field with bleachers.
á What experience do other schools have? David was asked to check with MSBA.
á John Moynihan offered to solicit feedback from the Massachusetts AdministratorsÕ network.
á John will also talk with Dan Bennett next week.
á Lea will check with Rep. Tom Conroy on rumored pending legislation to exempt high schools from this code.
á Our code consultants can help us understand what triggers code upgrades.
¤ RTA/Amendment update
á Three RTAÕs (Recommendations to Approve) were approved by Brian Chase, David Saindon, and John Moynihan for earthwork, concrete, and steel. (The HSBC has already authorized Brian, David, and John to approve the contracts and report to the HSBC.)
á The three recommended firms are: Derenzo (site), S&F Concrete, and Norgate (structural steel).
á Brian Chase reported that the bid packages were reviewed in long working sessions yesterday and again today. The pool of firms was high quality. The selected firms are among the best in Eastern Massachusetts and were lowest bid.
á The bids are approximately $370k less than a budget of $10.5 million.
á Bob Garrity has been working on the amendment to ShawmutÕs contract to sign up these first packages. Mark Lanza has reviewed the boilerplate for form. David expects that the contract amendment will be ready for presentation to the Wayland School Committee at their July 12th meeting. (Mark Lanza ruled that the School Committee must meet in a posted, open session to approve contract amendments. This authority may not be delegated to a single member of the WSC.)
á Brian explained that two options for ensuring that the project gets finished - PPB (payment and performance bonds) and Òsub-guardÓ (a type of insurance) were being weighed on these first three sub-contracts. After lengthy discussion, the HSBC directed Brian and David to stick with the traditional PPB and make sure that the contract amendment reflects the appropriate cost.
á Temporary electrical bids have been received from Professional Electric and Griffen.
á Elevator bids are due July 14.
¤ Trade RFQ update
á Metal window pre-qualification of subs scheduled for July 7.
á Envelope package is due July 9.
¤ Construction update
á Trailers (4) are on site.
á Fencing is installed.
á Erosion control work to begin.
á Exploratory work on Field House mechanicals placement ongoing.
¤ Materials testing update
á UTS has been selected to do materials testing. There is some duplication with the work being done by McPhail under HMFH contract for geotechnical observation. David and Steve were directed to find a way to avoid paying twice for compaction testing.
¤ Site field visits
á Steve reported that Nitsch Engineering is submitting a proposal for enhanced site field visits. Nitsch is also filing a formal submittal for $9,000 overage due to extended ConCom process. Steve and David were asked to consider this in light of the whole project, once the formal submittal is received.
Design/Planning Update
¤ DD Submittal to MSBA will be completed on July 2.
¤ Field House update
á Steve reported that the investigation needed to find out whether the mechanical units can fit inside the field house has not been done yet. It requires a team member to be pulled off current tasks. Everyone is working on the envelope package until July 9. The only way to meet the schedule is to put the field house on hold.
á David reported that he has looked at the interior and things look very tight.
á Eric said that in the worst case, the mechanicals sit on the ground outside the field house.
¤ WayCAM
á David and Lea reported that they attended a meeting on June 22 organized by Dianne Bladon with Steve Correia, Ken Isaacson, and Richard Turner to discuss WayCAM. David developed a cost estimate (reconciled with Shawmut) based on WayCAMÕs proposal for 2,000 s.f. attached to the field house. It was the general consensus that the estimated project cost of $600,000 is more than WayCAM can afford.
á WayCAM will continue investigating options ranging from renting commercial space to building new space.
Communications
á Community update is scheduled for Tuesday, August 31 for WHS students, parents, and the Wayland community to learn the details of the site logistics and project plan.
á Upcoming meetings
July 8 – HSBC meeting, 7:00 pm in School Committee conference room
July 15 – HSBC meeting (tentative)
July 22 – HSBC meeting
Approval of minutes
Motion: A motion was made by Mary Lentz and seconded by Joe Lewin to approve the minutes to HSBC meeting #103 held on June 17, 2010.
Vote: The motion was approved: 8 in favor, 0 opposed, 1 abstention.
Adjournment – The HSBC adjourned at 9:02 pm.
Next regular meeting – Thursday, July 8 at 7:00 pm in the School Committee conference room in the Wayland Town Building.
Observers: none