Thursday, June 9, 2011
Wayland Town Building
School Committee Conference Room
HSBC members: Lea Anderson, Dianne Bladon, Brian Chase, Jim Howard, Fred Knight, Mary Lentz, Joe Lewin,
Absent: Josh Bekenstein, David Lash, Cindy Lombardo, Eric Sheffels
HMFH team: Scott Ward
KVA team: David Saindon, Vin Vadeboncoeur
Shawmut team: Tony Miliote, Steve Ham, Parviz Tabrizi
Ex Officio members: Gary Burton, Ellen Grieco, John Moynihan, Scott Parseghian
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:07 p.m.
Shawmut staffing – Tony Miliote announced to the HSBC that Chris Semlies has resigned from Shawmut effective June 24. He and his family are moving back to New York. Tony acknowledged Chris’s excellent work as construction project manager. Tony then introduced Parviz Tabrizi, currently project superintendent, who will take over for Chris. Steve Ham - Wayland resident, WHS grad, and long time SDC employee - will take over as project superintendent. The HSBC expressed thanks to Chris and welcomed Parviz and Steve into their new roles.
A. Invoices - David Saindon presented the invoice summary dated 5/31/2011 for KVA, HMFH, Shawmut, UTS, Romanow Container, Northeast Sanitation Corp., National Grid, and Verizon for a total of $4,546,986.88.
Motion: A motion was made by Jim Howard and seconded by Joe Lewin to approve the invoice summary dated 5/31/2011 for a total of $4,546,986.88 as follows:
KVA $ 43,746.00
Romanow Containers 455.85
Northeast Sanitation 331.00
National Grid 2,000.00
Vote: The motion was approved unanimously, 8 in favor, 0 opposed.
Action item: David will send an updated budget/contingency analysis to Lea and Joe for review and distribution to the HSBC. Analysis to show total available funds for the project.
B. Change Order – David Saindon presented SDC Change Order No. 6.
Change Order No. 6 includes:
Revisions at Waste Water Treatment Plant $13,859
Field House floor coating in locker rooms 16,859
Motion: A motion was made by Jim Howard and seconded by Mary Lentz to approve SDC Change Order #6 for $30,718.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
Action item: David will send a summary to Lea and Dr. Burton for presentation of SDC Change Order No. 6 at the June 20th School Committee meeting.
C. HMFH Contract Amendment No. 5 - David presented a recently received memo from HMFH requesting consideration of four items to be added to the contract:
1. $22,000 for additional time Scott Ward has been requested to be on site to expedite project completion
2. $10,700 request from the structural engineers for additional work/rework required on the Field House
3. $5,000 request from VP Consultants (building envelope consultant) to cover work required to complete the project
4. $5,600 plus 10% for MA-CHPS Design Review fee
David and John M. recommended approval of 1. and 3. They recommend more investigation of 2. and 4.
Motion: A motion was made by Fred Knight and seconded by Brian Chase to approve HMFH Contract Amendment No. 5 for $27,000 for additional time for Scott Ward and additional work for building envelope consultant, thus increasing the contract from $5,569,100.00 to $5,596,100.00.
Vote: The motion was approved unanimously, 8 in favor, 0 opposed.
Action item: David will send a summary to Lea and Dr. Burton for presentation of HMFH Contract Amendment No. 5 at the June 20th School Committee meeting.
General Project Update
1. FF&E – Vin Vadeboncoeur reported that FF&E bids are expected by late July. Awards are expected by the end of August. Certain items will be directly purchased by John M.
2. Technology – Vin reported that assisted listening equipment will be installed soon. KVA held a coordination meeting with GGD and the Wayland technology staff on 6/2. The language lab equipment requirements will be finalized by 6/23. The team meets next on 6/22.
3. MSBA PFA update – David reported that there is no progress to report on a revised Project Funding Agreement since Lea spoke with Mary Pichetti and Lee Deveau on 4/22. Frank Vanzler and Mary Pichetti have tried to connect.
4. Staff move – Scott Parseghian and John Moynihan reported that boxes have been ordered and delivered. The staff has been asked to take home personal items. The move will be staggered as SDC turns space over to the school. Most moving will be done before the winter break in December.
5. Kitchen update – Lea reported that the Green Team attended the 6/16 School Committee meeting to request getting rid of polystyrene in the WHS cafeteria. Cheryl Judd, Food Services Director, has proposed using paper products instead of polystyrene. The compromise solution does not require adding dish washing capacity to the kitchen. There is no further action required regarding the design of the kitchen.
6. Energy update – John M. reported that the suggestion to readdress the rebates proposed by the utility companies for a total of $114,000 would probably not result in a higher rebate and might actually result in a lower amount. The utilities treat large customers much differently. Lea reported that Enrique de los Reyes, energy consultant and Wayland resident, said that he is seeing rebates in the range of Wayland’s and advises us to sign/accept the rebates.
John will report current usage and costs compared to projected costs at the next meeting.
Construction Update – Parviz Tabrizi reported that construction is going very well.
Š 200 workers are on site daily.
Š Building A is on track for completion by end of October/early November; Building B in early to mid October.
Š Concrete work is complete in A, B, and WWTP. Concrete work is 85% complete in FH.
Š Kitchen walls are being roughed in. Ceramic tiling to start. Walk-in freezers arrive soon.
Š Interior finish work in A and B is continuing with painting, ceramic tile. Casework has started.
Š WWTP will be turned over to contractor Pride Environmental next week.
Š Fieldhouse is progressing. Interior walls are well underway.
Š Parking lot next to the pool will be developed this summer. As soon as students leave, road will be taken over. New gas service will be installed.
Community events/building opening – Lea introduced Malcolm Astley of the Wayland School Committee to talk about celebrating the old and new High Schools and launching an Alumni/ae Association, possibly over Thanksgiving. Lea reminded the group that current plans are for a low key, student focused celebration on Jan. 2, 2012 which is the first day students will occupy the new buildings. The official ribbon cutting celebration will be planned for next summer when the project is completed.
Malcolm identified other groups with interest:
Š School Committee wants to celebrate the facilities, both old and new, and is interested in continuing to evaluate the launch of an alumni/ae organization with a possible paid part-time director
Š Wayland community at large
Š Former and present students
Š Former and present staff
Š School leadership – Pat Tutwiler in particular
Other towns have organized similar celebrations (Wellesley’s Turn Out the Lights/Turn On the Lights and Newton’s Bringing Down the House).
Š The HSBC can help by arranging tours of the new buildings over Thanksgiving if we have an occupancy permit. We should know by early October.
Š Malcolm should try to find someone to organize events. Alums are probably more interested in the old buildings. Events could go on over the fall.
Š Malcolm will keep Lea informed of progress.
1. WHS site closed this summer - John M. reminded the group that the WHS site will be closed to all (or most?) activities over the summer. He will find out exactly what the limitations are so that we can communicate through the Crier. Signs will be posted on site to inform people of areas that are off limits.
2. Dedication plaque – Scott Ward brought a mock-up of a possible dedication plaque. The consensus of the group was that no individual names are to be included, although some think it is important to identify those who worked on the project. Lea asked Dianne to think about wording. Scott was asked to look for examples of other schools (Lexington) that do not include individual’s names.
Dr. Burton’s last HSBC meeting – The HSBC thanked Gary for his steadfast support of the building project and gave him a rousing round of applause.
Approval of minutes
Motion: A motion was made by Jim Howard and seconded by Brian Chase to approve the minutes to HSBC meeting #120 held on May 12, 2011.
Vote: The motion was approved: 6 in favor, 0 opposed.
Adjournment – The HSBC adjourned at 9:03 pm.
Next regular meeting – Thursday, July 14 at 6:30 pm in the Shawmut trailer at WHS. Tour at 6:30 will precede regular meeting.
Observers: Malcolm Astley
List of documents
1. HSBC Agenda – Meeting #121
2. WHS Revitalization – Invoice Summary dated 5/31/2011
3. WHS Revitalization - Budget Tracking dated 5/31/2011
4. SDC Change Order No. 6 dated 5/31/2011
5. Memo re: HMFH Amendment No. 5 dated 6/8/2011
6. Project schedule dated 6/9/2011
7. HSBC Minutes - Meeting #120