Thursday, November 10, 2011
Wayland Town Building
School Committee conference room
Attendees
HSBC members: Lea Anderson, Dianne
Bladon, Brian Chase, Jim Howard, Fred Knight, David Lash, Mary Lentz, Joe
Lewin, Cindy Lombardo, Eric Sheffels
Absent: Josh Bekenstein, Jennifer Steel
HMFH team: George Metzger, Scott Ward
KVA team: David Saindon, Frank Vanzler
Shawmut team:
Tony Miliote, Lauren Slaven,
Parviz Tabrizi
Ex Officio members: Ellen Grieco, John Moynihan, Scott Parseghian, Paul Stein
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting
to order at 7:04 p.m.
Administration
A. Invoices - David Saindon presented the
invoice summary dated 10/31/2011 for a total of $2,606,512,.51.
Motion: A
motion was made by David Lash and seconded by Jim Howard to approve the
invoice summary dated
10/31/2011 for a total of $2,606,512.51 as follows:
KVA $44,746.50
HMFH 78,832.56
Shawmut 2,158,615.04
UTS
(testing) 680.00
Romanow
Container (moving) 156.19
Dave
Ayotte & Assoc. (moving) 2,800.00
Valiant
IMC (FF&E) 838.92
Resilite
(FF&E) 28,600.00
WB
Mason (FF&E) 64,585.30
Buckeye
Cleaning (maint. equip.) 2,194.00
Sullivan
& McLaughlin Co. (tech) 218,131.00
Comm-Tract
Corp. (tech) 6,333.00
Total $2,606,512.51
Vote: The motion was approved
unanimously: 8 in favor, 0 opposed.
B. Change Orders – David presented SDC
Change Order No. 11.
SDC Change Order No. 11 includes:
Moisture
Mitigation as of 11/8/2011 $136,624
(does not include actual rubber floor cost)
Motion: A motion was made by Jim Howard and seconded by Brian Chase
to approve SDC Change Order No. 11 for $136,624.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
C.
HMFH
Contract Amendment No. 6
David presented HMFH
Contract Amendment No. 6 for $8,500 for Field House structural revisions.
Motion: A motion was made by Dianne Bladon and seconded by Joe
Lewin to approve HMFH Contract Amendment
No. 6 for $8,500.
Vote: The motion was approved unanimously: 9 in favor, 0 opposed.
Action: An HSBC member-to-be-determined will attend the Wayland
School Committee meeting on Nov. 21 at 7:00 pm to present SDC Change Order No.
11 and HMFH Contract Amendment No. 6.
D.
Budget
Review
- David presented the current
budget status based on a thorough analysis by KVA and SDC over the past two
months. The current projection is for the project to come in $2.5 million under
the original budget of $70.8 million.
WaylandÕs share is projected to be $45.8 million. The amount of contingency left for the
HSBC to use for discretionary items is $350k ($300k hard cost and $50k soft
cost). There are also internal
contingencies for abatement, demolition, etc. Joe Lewin explained that he, Eric Sheffels, and Brian Chase
reviewed KVAÕs analysis and are in agreement.
David also presented
costs that are already accounted for in the analysis: modular relocation, post occupancy requests, moisture
mitigation, and some utility coverage for December. Other items that are not yet accounted for include curbing,
additional site clearing/landscaping, exterior furnishings at library
courtyard, bike storage, portable video for commons, existing school tech
de-mobilization, RISO, and digitizing SPED and transcript records.
Discussion followed:
á We will take another
look at this in April when demolition and abatement are done.
á We want to be very
cautious spending any of this contingency. Discretionary items can wait. Only items of a time critical nature should be considered,
such as the modulars or de-mobilization of technology in old school.
á We are trying to give
the HSBC a context for considering requests that come up.
á We need more
information on the requests for digitizing records and buying new RISOs.
Action: The HSBC instructed David to
commit $9,000 of the Technology Budget for de-mobilization of technology in the old buildings.
General
Project Update
A.
Community
events – Dianne Bladon updated the group on plans for introducing the new school
to the community. (The official
ribbon cutting will take place next summer when the project is completed.) She reviewed the press release sent out
earlier this week.
1.
The first annual Community Pancake Breakfast will be from
8:00 – 10:00 a.m. on Thanksgiving morning, Nov. 24, before the Wayland-Weston
football game.
2.
A Retired Faculty and AdministratorÕs Luncheon, originally
scheduled for Thanksgiving weekend is being rescheduled.
3.
The Wayland Historical Society in partnership with the
Wayland Public Library will present ÒWayland High School – Then (1855)
and Now (2012)Ó on Sunday, January 22 at 2:00 p.m. in the new Wayland High
School lecture hall. Tours will be
offered before and after the program.
4.
On Wed., March 21 from 7:00 – 9:00 p.m., Wayland High
School will welcome the Wayland Community to the Grand Open House. Still in the planning stage, the event
will feature tours, presentations, demonstrations, displays, and performances.
5.
Tours planned for parents attending Mr. TutwilerÕs PIE
meeting on Dec. 16 at 7:45 a.m. will likely be postponed due to the movers
coming on Dec. 14, 15, 16. Dianne
will follow up with John M. and Pat Tutwiler.
Lea introduced Jan Dunn, Wayland
Historical Society President, and Carol Repose, Outreach Coordinator to talk
about the Jan. 22nd program. Jan
described the two-part structure of the program: historic and cultural. The historic aspect will look at the
five school buildings that have housed WHS (Odd Fellows Hall, Center School,
Town Building, current WHS, and the new WHS). The cultural presentation will look at what children did in
these schools. Graduates of WHS
over the decades will be interviewed.
Jan asked for help identifying multi-generational WHS alumni families. The HSBC suggested that the Historical
Society might like to use display cases at WHS for showing some historical
documents.
B. Technology and FF&E – David reviewed
the history of the Tech and FF&E budgets. The current projection for FF& E is $1.136 million, and
Technology is $1.760 million. John
Moynihan reported that 96% of
FF&E and 97% of technology have been purchased.
C. Design update – Scott Ward reported that
design of the clock tower continues.
Lea shared the memo from Mr. Tutwiler to the School Committee
recommending building identification be ÒNorthÓ for what has been called Building
ÒAÓ and ÒSouthÓ for Building ÒBÓ.
The School Committee approved this recommendation at a recent meeting.
Scott W. asked for help finding a
vector graphic of the WHS logo for the dedication plaque. Action: Scott P. offered to take the lead on finding the
graphic.
George Metzger delivered a CD of
the archival photos of the monopoly board to the HSBC.
D. Utility costs – John M. provided an
estimate of utility costs for the new WHS based on energy usage estimates
calculated by GGD. In summary the
annual costs for the old and new school compare as follows:
Old
School New
School
Electricity $229.7k $232.2k
Gas $37.5k $113.5k
Oil $100k $0
Total $367.2k $345.7
1.
John pointed out that this analysis is only as good as the
usage assumptions from GGD.
2.
Eric noted that the new buildings are very tight and energy
efficient. Even though the new
buildings are larger in area and volume, the total costs are lower.
3.
Another factor in our favor is JohnÕs renegotiation of the
utility rates.
E. Move – Cindy Lombardo reported that John
M., Scott P., and she have been planning the move. Casey & Hayes will do the bulk of the move on Dec. 14,
15, and 16. Depending on the start
of school vacation, the team will do a sweep of the buildings on Dec. 21 or
Dec. 23. Dr. Stein has sent out a
survey to parents and staff regarding keeping school open on Dec. 22 and 23 to
make up for the early snow days.
Disposal of furnishings - John reported that once the School Committee declares the
remaining furnishings ÒsurplusÓ, there are four possibilites:
1.
Give surplus items to another municipality
2.
Hold a public auction
3.
Solicit sealed bid for surplus items
4.
Demolish surplus
John reported that there is no
time to do an auction or sealed bid.
Given the age and condition of the furnishings that are not being moved
to the new WHS or another Wayland school, John recommends demolishing the
surplus items. Cindy
reported that ÒCelebrate WaylandÓ is interested in some of the surplus items as
memorabilia.
Action: John
will provide an inventory list to SDC so that they can estimate a cost for
demolition.
John said that WayCAM should
expect to be out of the old buildings by Dec. 24. SDC should plan on taking over the old buildings on Dec. 28.
F. Construction Update – Parviz
Tabrizi introduced Lauren Slaven who will be working with Mike OÕConnell on the
next phase of the project. Lauren reported
the following:
á Building B (now South) inspections are
complete.
á Building A (now North) inspections are
complete except for kitchen and Building Inspector. Sign-off is expected on Nov. 18. Workers are finishing up millwork.
á WWTP inspections are complete.
á Site logistics – A preliminary plan was
presented for the next phase of the project. Lauren explained that a fence will be erected around the old
buildings. School staff and
construction workers will switch parking lots, with the staff parking in the
old lot to the southwest of the FH and the construction workers in the
temporary lot north of the old school.
Students will continue to park in the lot closest to the pool. SDC will downsize to one trailer in the
fenced-in area next to the South building (B).
Dr. Stein asked that the southeast
door of the South building not open into the gated SDC area for safety
reasons. Lauren will adjust the plan.
Turnover of
buildings –
David recommended the following sequence of events:
á As of Nov. 2,
insurance has been purchased by Wayland for all buildings.
á Field House letter of
substantial completion is being reissued by HMFH. Signature of School Committee chair is required.
á HMFH will issue all
remaining letters of substantial completion (A, B, and WWTP) for Nov. 28,
2011. Formal punch list for all
buildings will be attached.
Signature of School Committee chair is required.
á HSBC accepts buildings
on behalf of the School Committee on Nov. 28, 2011.
á School Committee
accepts buildings on Jan. 1, 2012.
á SDC carries utility
costs for December in PCO log.
Insurance is double covered through Nov. 28.
á Old buildings are
turned over to SDC around Dec. 26 (or Dec. 28 if school calendar changes).
Discussion followed:
á What do we owe the
School Committee during this transitional period? We should agree on an equitable sharing of costs.
á School Committee
signed an agreement with Weston & Sampson for WWTP operation for $7,480 per
month. This is an unbudgeted
amount that the HSBC should consider covering through December.
á SDC has done a
fabulous job in delivering the project early!
Motion: A motion was made by Mary Lentz and seconded by Cindy
Lombardo to allocate $7,500 out of contingency
to pay for utilities and to capitalize all expenses within our budget until
January 1, 2012 when the School
Committee accepts the buildings.
Vote: The motion was approved unanimously: 10 in favor, 0 opposed.
WayCAM – Ken Isaacson and Richard Turner
reported that WayCAM is finishing up construction in the new studio. They expect the Building Inspector to
inspect the space on Monday, Nov. 14.
Things are going very well and they understand that they have to be out
of the old building by Dec. 24.
Lea reported that she had toured the space today and was impressed with
the new studio.
Approval of
minutes
Motion: A motion was made by
Jim Howard and seconded by Mary Lentz to approve the minutes to HSBC meeting
#125 held on Oct. 13, 2011.
Vote: The motion was
approved unanimously: 10 in favor, 0 opposed.
Adjournment – The HSBC adjourned at 9:02 p.m.
Next regular HSBC meeting – Thursday, Dec. 8 at 7:00 pm in School Committee
conference room.
Special Town Meeting – Thursday, Nov. 17 at 7:30 pm in the Wayland
Middle School Gym
Observers: Jan
Dunn, Ken Isaacson, Carol Repose, Richard Turner
List of documents
1.
HSBC Agenda
– Meeting #126
2.
WHS
Revitalization – Invoice Summary dated 10/31/2011
3.
WHS
Revitalization – Executive Budget Summary dated 11/10/2011
4.
WHS
Revitalization - Budget Tracking dated 10/31/2011
5.
SDC Change Order
No. 11
6.
HMFH Contract
Amendment No. 6
7.
Press Release
– Events Planned at WHS
8.
Wayland
Technology and FF&E Budget Recap dated 10/26/2011
9.
Energy usage
summary
10.
Letter from Mr.
Tutwiler to Dr. Stein on building names dated 11/4/2011
11.
Phase 3
Preliminary Site Logistics 2012
12.
HSBC Minutes -
Meeting #125