Thursday, July 8, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Brian Chase, Jim Howard, David Lash, Mary Lentz, Joe Lewin, Cindy Lombardo, Eric Sheffels
Absent: Josh Bekenstein, Dianne Bladon, Fred Knight, Jennifer Steel
HMFH team: George Metzger, Steven Millington
KVA team: David Saindon, Frank Vanzler
Shawmut team: Chris Semlies
Ex Officio members: Pat Tutwiler
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:05 p.m.
Administration
¤ New Open Meeting Law – Lea informed the HSBC of the new Open Meeting Law requirements as it relates to providing documents discussed at meetings. She will provide a package after each HSBC meeting to Diane Marobella who will file the information in a binder in the SuperintendentÕs office. Meeting minutes will include a list of documents distributed at the meeting.
HSBC members were reminded that the online training for the ÒConflict of Interest LawÓ should have been completed by April 2, 2010. The online training program is available at www.mass.gov/ethics under Education & Training Resources. The completion certificate at the end of the online training should be copied and filed in the Town ClerkÕs office.
¤ Invoice Approval – David Saindon presented invoices for consideration for Garrity & Knisely, HMFH Architects, and Shawmut Construction.
Motion: A motion was made by David Lash and seconded by Cindy Lombardo to approve the invoice summary dated 7/8/2010 for a total of $707,475.25 pending John MoynihanÕs approval.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
¤ Budget Reallocation – David presented his recommended budget reallocations. At a previous HSBC meeting, David and Steve Millington informed the committee that the MSBA FF&E (furniture, fixtures, equipment) standard was inadequate and based on an outdated amount for technology and furnishings. David recommended that a reallocation from ownerÕs contingency in the amount of about $900,000 be allocated to technology ($600,000) and furnishings ($300,000). David also recommended reallocating funds from peer review to cover the Conservation CommissionsÕ Order of Conditions requirement for Civil Engineering weekly site visits.
Discussion followed and consensus was reached that:
á The reallocation for Civil Engineering is appropriate.
á The committee needs more information on costs per pupil for FF&E on other recent projects before it can agree to the reallocation amount. Steve will provide some backup based on other high school projects. Anything above the MSBA standard budget for FF&E is not reimbursable.
á John Moynihan has approval authority to make changes within the budget, but there are some changes that warrant the HSBCÕs consideration, such as the FF&E budget just discussed.
á Frank Vanzler will recommend a protocol for budget changes and change orders. He reminded the committee that there has to be a level of trust that the details of the budget are being managed. The protocol must allow for quick decisions.
á The MSBA has stated that we must get their opinion on budget changes. They see all budget changes in a log that David includes in the monthly report to MSBA. This report is posted on the HSBC website for our review as well.
á Once the Gross Maximum Price (GMP) is established, we will know more. Managing the contingencies is our only control. Contingency depletion must be presented clearly.
¤ LOA (Letter of Authorization) Approval – David presented two LOAs.
Motion: A motion was made by Cindy Lombardo and seconded by Joe Lewin to approve the LOA for $27,500.00 for Nitsch Engineering for additional environmental monitoring per the Order of Conditions.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
Motion: A motion was made by Cindy Lombardo and seconded by Mary Lentz to approve the LOA for McPhail Associates, Inc. for $60,000.00 for geotechnical monitoring services for the construction phase of the project.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
Project Update – David reported the following:
1. Permitting
Board of Health and DEP
á Peer review for BOH is underway. Review schedule to be completed by August 9. No issues to report.
á DEP public notification of draft Ground Water Discharge permit is in process. No issues to report.
Conservation Commission
á Brian Monahan attended an erosion control meeting this Tuesday. No issues to report.
Inspectional services
á The foundation and steel permits are on target for July 15.
á Remaining building permits are scheduled for mid October.
á Plumbing Inspector review will include four items and will be scheduled on August 4.
i. Approval of gray water system
ii. Ruling on connection to Admin/Arts building from Field House
iii. Variance for single bathroom at WWTP
iv. Variance for alternate piping material for underground gray water system
John M. will report in two weeks on football field bleachers. There is no plan to file a variance request for this.
2. Filed Trade RFQ/SOQ status
á Window SOQs (Statements of Qualifications) were received July 7. Assessments should be completed for windows by the end of next week.
á SOQs for MEP and Finishes were received June 30.
á MEP and Finishes should be qualified within the next month.
3. Awards
á Concrete, earthwork and steel have been awarded.
á Temporary Electrical has been awarded – RTA to follow.
á Elevator bids are due July 14.
á RTA and Contract Amendment should be ready for July 22nd meeting.
4. Misc.
á First round of CORI applications have been approved.
Design/Planning
1. Field House charette will be scheduled next week. HMFH, KVA, Shawmut, and John Moynihan will meet to figure out how to bring the Field House back within budget. Mechanical systems are being reviewed.
2. Current bid packages are on schedule. HMFH has met the July 9th target for the Building Envelope package. Remaining scope is on target for Sept. 1.
3. Energy modeling review is underway.
The HSBC congratulated and thanked Steve and George for HMFHÕs completion of the second bid package.
Financial
1. DD package will be submitted by Monday to MSBA.
2. All budget reallocations are to be approved by the MSBA.
3. Construction Control estimate/budget is being finalized.
Construction Update – Chris Semlies reported the following:
á Trailer set up is underway.
á Site fence has been installed; erosion control is complete. Walk-through on Tuesday with Brian Monahan went well. Brian gave his go ahead.
á Site contractor is mobilizing.
á Selective tree removal is ongoing.
á Roadway work to commence next week.
á Steel fabricator and concrete contractor have been released.
á Exploratory work to begin in the Field House.
á UTS and geotech coordination meetings were held.
á Electrical contractor for temp work to commence next week.
Upcoming meetings
July 22 – HSBC meeting
August 5 – HSBC meeting
August 19 – HSBC meeting
August 31 – Community Update
Approval of minutes
Motion: A motion was made by Joe Lewin and seconded by Cindy Lombardo to approve the minutes to HSBC meeting #104 held on June 24, 2010.
Vote: The motion was approved: 7 in favor, 0 opposed, 1 abstention.
Adjournment – The HSBC adjourned at 8:50 pm.
Next regular meeting – Thursday, July 22 at 7:00 pm in the School Committee conference room in the Wayland Town Building.
Observers: none
List of documents
1. HSBC Agenda – Meeting #105
2. WHS Revitalization - Budget Reallocation Approval Form dated 7/8/2010
3. WHS Revitalization – Approved Invoice Summary dated 7/8/2010
4. KVA LOA (Letter of Authorization) Request for Nitsch Engineering
5. KVA LOA Request for McPhail Associates, Inc.
6. WHS Project Update dated 7/8/2010
7. HSBC Minutes - Meeting #104