Thursday, March 8, 2012
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Dianne
Bladon, Brian Chase, Jim Howard, Fred Knight, David Lash, Joe Lewin, Cindy
Lombardo, Eric Sheffels
Absent: Josh Bekenstein, Mary Lentz, Jennifer
Steel
Ex-officio
members: Scott Parseghian, Paul Stein
HMFH team: Scott Ward
KVA team: David Saindon, Vin Vadeboncoeur, Frank
Vanzler
Shawmut team:
Mike OÕConnell, Lauren Slaven
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting
to order at 7:03 p.m.
Administration
A. Invoices - David Saindon presented the
invoice summary for the period ending 2/29/2012 for a total of $1,023,128.04.
Motion: A
motion was made by Joe Lewin and seconded by David Lash to approve the
invoice summary for the
period ending 2/29/2012 for a total of $1,023,128.04 summarized as follows:
KVA $34,909.50
HMFH 23,789.91
Shawmut 842,964.20
Science
Kit 6,624.09
Hillyard/Rovic 211.14
Gordon
Lasalle Music 3,838.00
WB
Mason (FF&E) 1,726.20
Sullivan
& McLaughlin Co. 109,065.00
Total $1,023,128.04
Vote: The motion was approved
unanimously: 9 in favor, 0 opposed.
B. Change Orders – David presented SDC
Change Order No. 14A and 14B.
Change order 14 A is
for 18 items related to Buildings A (North) and B (South) in the amount of $62,681.
Change
order 14 B is for 5 items related to the Field House, WWTP, and site in the
amount of $22,344.
Motion: A motion was made by Cindy Lombardo and seconded by Dianne
Bladon to approve Change
Order 14A for $62,681 and 14B for $22,344.
Vote: The motion was approved unanimously: 9 in favor, 0 opposed.
Action: Dianne
Bladon will present Change Order 14A and 14B to theWayland School Committee on
March 26th. David will copy Dianne
on the letter to Dr. Stein summarizing the change order.
General
Project Update
Design update – Scott Ward reported the
following:
1.
Flagpole
location
in the courtyard out of any emergency vehicle lanes has been agreed to. The flagpole, but not the lighting, is
in the budget. Either the flag
must be lit or taken down every day.
2.
METCO
bricks location
in the courtyard is settled. Cindy
worked with the METCO staff and HMFH to come to agreement. The plan for installation allows for
future additions.
Discussion
followed:
á We should do the light
on the flag. It is not realistic
to expect the flag to be raised and lowered every day.
á The estimated cost for
bringing 3 lights to the pole in the pavement is $20k.
á Lights in the pavement
do not last. LetÕs look at other
alternatives such as a light on the pole or a light from another source. Is solar energy an option?
Action: Vin
Vadeboncoeur will continue to look into lighting. John Moynihan will be consulted. Team will try to find a less costly option.
Construction update – Lauren Slaven reported the
following:
á The old buildings are
gone including the modulars.
á Asbestos containing
material (ACM) has been found underneath the old Admin (mastic) and Science buildings
(VCT) and in the underground transit piping. SDC has submitted a plan to DEP on how to remove it. Derenzo is working around these areas.
á The project is on
schedule. Depending on the DEP, we
might have to adjust the schedule.
á There is $320k in construction
contingency for ACM removal. SDC
is forecasting $200k for removing recently found ACM. This is the final significant risk. (The HSBC complimented the team on the
prudent budgeting regarding ACM exposure.)
á Eric Sheffels reported
that a few trees were identified by SDC and an arborist that are not worth
saving. A retaining wall will be
deleted, resulting in savings.
Deadfall along the roadway on the east side of the site will be cleaned
out.
Dumpster area
Eric
recommended that we make improvements to the dumpster area behing the North
building. The plans call for a
fence of pressure treated lumber, which will not look great in a short
time. People walking from the new
parking lots will head straight for this area. Can we make it look better?
o
David suggested that the project team look at various
options including mansonry.
o
John Moynihan will be asked to weigh in.
o
Mike OÕConnell will work with Scott Ward on an automatic
gate opener.
o
Sonotubes will be put in to allow support for a masonry wall.
Budget review
– David
reported that the contingency funds available for post occupancy requests are
holding steady at $325,000.
Already accounted for in the budget are funds for the following:
á Modular demolition
á $30k of $50k assigned
for post occupancy requests
á $15k for METCO pavers
á $20k for flagpole
erection and lighting
á $8k for WWTP control
and monitoring
á New lecture hall
tablets
á Music room door
modification
Joe
Lewin reported that he and David reviewed the budget again. The biggest unknown is how the MSBA
will handle the audit. Our best
guess is that around $300k remains for additional post occupancy
improvements. David recommended
that we consider items that need to be done by contractors on site and be very
cautious about spending funds on things that could be done later. David reported that we have received
audit documentation, which KVA is working on.
Current Requests – David reviewed the list
of 22 requests for post occupancy
modifications. The list
totals approximately $196k without the dumpster enclosure. The HSBC agreed to release curbing
around the pool parking lot for $23k, front desk electrical additions for $4.5k
and wrestling room lights for $6.5k.
Three items will be funded from FF&E for a total of $2.5k.
Comments
á Dianne Bladon asked if
it would be appropriate for the HSBC to initiate a request to the School
Committee to spend the parking lot revolving fund money for the parking lot
curbing (total of $45k) included on the list of current requests. She pointed out that temporary parking
lots were built to accommodate seniors during construction. It might be helpful for the School
Committee to have numbers from the HSBC on parking related expenditures to be
able to make a judgment. There
does not appear to be significant time pressure to get an answer.
á Paul Stein asked the
HSBC not to forget the request for steps or some permanent pathway near the
handicapped walkway from the pool parking lot to the school. People are walking on the grass because
the paved walk is not convenient.
This parking lot will be for the staff when the project is complete and
will get a lot of use.
á Lea reminded the team
that George asked to defer a review and discussion of pathway improvement until
April or May when more of the work, especially near the main entry is complete.
Community
events - Cindy reported that plans are set
for the next big community event.
On Wed., March 21 from 7:00 – 9:00 p.m., Wayland High School will
welcome the Wayland Community to the WHS grand opening titled ÒExcellence in ActionÓ. Students and faculty will lead the effort. There will be a welcome from Pat
Tutwiler, activities, food, presentations, demonstrations, displays, and
performances, including one by the Golden Tones. Bricks from the old buildings will be offered as souvenirs.
Approval of
minutes
Motion: A motion was made by
Cindy Lombardo and seconded by Jim Howard to approve the minutes to HSBC
meeting #129 held on February 9, 2012.
Vote: The motion was
approved unanimously: 9 in favor, 0 opposed.
Adjournment – The HSBC adjourned at 8:45 p.m.
Next regular HSBC meeting – Thursday, April 12, 2012 at 7:00 pm in the School
Committee conference room.
Observers:
Beth Butler, School Committee
member, thanked the HSBC for their work on the WHS project over these many
years.
List of documents
1.
HSBC Agenda
– Meeting #130
2.
WHS
Revitalization – Invoice Summary dated 3/8/2012
3.
SDC Change Order
No. 14A and 14B
4.
WHS
Revitalization – Executive Budget Summary dated 3/7/2012
5.
WHS
Revitalization - Budget Tracking dated 3/8/2012
6.
Current requests
list
7.
Report of the
HSBC for Annual Town Meeting April 2012
8.
Announcement for
Grand Open House – ÒExcellence in ActionÓ on March 21, 2012
9.
HSBC Minutes -
Meeting #129