Thursday, December 8, 2011
Wayland Town Building
School Committee conference room
Attendees
HSBC members: Lea Anderson, Dianne
Bladon, Brian Chase, Jim Howard, Fred Knight, David Lash, Joe Lewin, Jennifer
Steel
Absent: Josh Bekenstein, Mary Lentz, Cindy
Lombardo, Eric Sheffels
HMFH team: Maria Mulligan
KVA team: David Saindon, Frank Vanzler, Vin
Vadeboncoeur
Shawmut team:
Tony Miliote, Mike OÕConnell,
Lauren Slaven, Parviz Tabrizi
Ex Officio members: John Moynihan, Paul Stein
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting
to order at 7:10 p.m.
Administration
A. Invoices - David Saindon presented the
invoice summary for the period ending 11/30/2011 for a total of $2,016,143.81.
Motion: A
motion was made by Joe Lewin and seconded by Jennifer Steel to approve the
invoice summary for the
period ending 11/30/2011 for a total of $2,016,143.81 as follows:
KVA $41,609.50
HMFH 64,002.07
Shawmut 1,320,866.60
WB
Mason (FF&E) 504,031.68
Cascade
School Supplies 10,461.46
Robert
H. Lord 40,525.04
Science
Kit 839.81
LanSchool
Technologies, LLC 2,999.00
Vernier
Software & Technology 2,662.65
WilliamsÕ
Piano Shop, Inc. 27,475.00
UTS
of Massachusetts (testing) 340.00
Northeast
Sanitation Corp. 331.00
Total $2,016,143.81
Vote: The motion was approved
unanimously: 7 in favor, 0 opposed.
B.
HMFH
Contract Amendment No. 7
David presented HMFH
Contract Amendment No. 7 for $7,700 for Geotech/Geoenviron Monitoring related to WWTP leaching field
operations.
Motion: A motion was made by Jennifer Steel and seconded by David
Lash to approve HMFH Contract Amendment
No. 7 for $7,700.
Vote: The motion was approved: 7 in favor, 1 abstention.
C. Change Orders – David presented SDC
Change Order No. 12.
SDC Change Order No. 12 includes:
Bldgs.
A & B MEP Coordination $39,989.00
Motion: A motion was made by Jim Howard and seconded by Dianne
Bladon to approve SDC Change Order No. 12 for $39,989.00.
Vote: The motion was approved unanimously: 8 in favor, 0 opposed.
Action: Lea will attend the Wayland School Committee meeting on Dec
19 at 7:00 pm to present SDC Change Order No. 12 and HMFH Contract Amendment
No. 7.
D.
Budget
Review
- David presented the current
budget status. The amount of
contingency left for the HSBC to use for discretionary items is $335k ($285k
hard cost and $50k soft cost).
There are also internal contingencies for abatement, demolition, etc.
Costs that are already
accounted for include: modular
relocation, post occupancy requests, moisture mitigation, and 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, RISO, digitizing SPED and transcript records, and upgrading lecture
hall tablets.
E.
Personnel
Change – David reported that Michele Nice left KVA on Nov. 28, 2011. Michele worked on the Wayland/MSBA
reimbursement process. Pursuant to
KVAÕs contract, KVA has notified the HSBC and hired Daniel McSweeney to replace
Michele. Lea will follow up with
MSBA that KVA has informed Wayland about the personnel change and that the HSBC
expressed no concerns.
General
Project Update
A. Technology and FF&E – David reported
that Technology is currently 70% installed. Schedule calls for 90% by mid-Dec. and 100% be the end of
the month. Ff&E is 100%
purchased and about 98% is delivered.
John Moynihan reported that he has had requests for small items as the staff
becomes familiar with the new buildings.
He reported that:
á
The network has been up and running. Consultants are getting the bugs out.
á
Training on the building automation system is scheduled for
Dec. 20.
á
Phone system is scheduled to be installed on Dec. 27.
á
Food service training took place yesterday. BOH has signed off on the kitchen so
food can be moved in. WHS
administration would like to have lunch served in the new commons on Dec. 21
for a trial run.
B. Move – John reported that the book
storage rooms have been emptied out.
Most books now fit in the new classroom storage areas. Casey & Hayes will return to do the
bulk of the move on Dec. 14 and 15 and pick up odds and ends on Dec. 16. Ad Tech is coming on Dec. 20th to
dismantle technology in old school.
Disposal of furnishings - John reported that the School Committee declared the
remaining furnishings ÒsurplusÓ.
He will submit an ad to the local newspaper by next Thursday inviting
interested buyers to come to WHS on Dec. 27 to buy items. What remains after Dec. 27 will be
demolished.
Transition process – The group discussed that
it will be a long transition period for the staff to get used to a new
building. It is not like buying a
new car where the driver turns the key and drives. A building is unique and it will take months for all the
kinks to be ironed out. Dianne
Bladon suggested that setting up a Òhelp lineÓ for the staff would be
useful. If there is responsiveness
to early crises, it goes a long way to building confidence. The HSBC agreed. John noted that the team has been very
responsive so far.
Traffic and Parking plan for Jan. – Lea will ask
Pat Tutwiler and Scott P. to communicate the new parking and traffic plan to
the school community.
C. Modulars – Paul Stein reported that
the School Committee will hire a consultant to conduct a building use study for
the elementary schools. He is
hoping the work will be completed in December. A decision on what to do with the modulars will have to wait
until mid-January.
D. MSBA Tour – Paul Stein invited the
MSBA to a special tour on Tuesday, Dec. 13 at 2:30 pm. Attending from MSBA will be Jack
McCarthy, Interim Executive Director, John Jumpe, Project Manager, and Lee
Deveau, Project Management Consultant.
(Subsequently, Mary Pichetti, Director of Capital Planning, attended in
place of Mr. McCarthy.)
E. Summer Programs – John M. reported that
the team looked at what needs to be done between Jan. 1 and Jul. 31 and agreed
that the site should be off-limits to any programs next summer. He has informed the Recreation
Department. All community programs
will be held in other locations.
WayCAM and Pop Warner will have to be notified.
F.
Fields
–
John M. dispelled the rumor about new fields at WHS. There is no room for any new fields. The western most parking lot near the
field house will be turned into a natural meadow as agreed to in the order of
conditions of the Conservation Commission. The sand pit area is not available for fields and does not
even belong to the high school.
G.
Neighborhood
Meeting – John and Lea will arrange a neighborhood meeting in mid to late January
to discuss the next phase of the project.
H. Construction Update – Lauren Slaven
reported the following:
á Building B (now South) 70% of punchlist
items are complete.
á Building A (now North) 50% of punchlist items
are complete.
á Field House 95% of punchlist items are
complete.
á WWTP 99% punchlist items are complete.
I. Community events – Dianne Bladon updated
the group on plans for introducing the new school to the community.
á
The first annual Community Pancake Breakfast on Thanksgiving
morning was a great success.
á
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.
á
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.
á
The tour planned for parents attending Mr. TutwilerÕs PIE
meeting on Dec. 16 at 7:45 a.m. is on.
Approval of
minutes
Motion: A motion was made by
David Lash and seconded by Jim Howard to approve the minutes to HSBC meeting
#126 held on Nov. 10, 2011.
Vote: The motion was
approved unanimously: 8 in favor, 0 opposed.
Adjournment – The HSBC adjourned at 8:20 p.m.
Next regular HSBC meeting – Thursday, Jan. 12, 2012 at 7:00 pm in the new WHS.
Observers: Rod
McClane
List of documents
1.
HSBC Agenda
– Meeting #127
2.
WHS
Revitalization – Invoice Summary dated 11/30/2011
3.
WHS
Revitalization – Executive Budget Summary dated 12/8/2011
4.
WHS
Revitalization - Budget Tracking dated 11/30/2011
5.
SDC Change Order
No. 12
6.
HMFH Contract
Amendment No. 7
7.
A Special
Invitation – memo from Dr. Stein to MSBA dated 11/23/11
8.
Notice of KVA
personnel change dated 11/28/2011
9.
WHS inventory of
furnishings declared surplus
10.
HSBC Minutes -
Meeting #126