Charge

to the

High School Building Committee

 

 

 

 

By the Wayland School Committee

 

 

 

 

 

 

 

 

 

 

January 2004

 

Wayland Public Schools

41 Cochituate Road

Wayland, MA   01778

(508) 358-7728

 

1.      Overview

The High School Building Committee, under the delegated authority of the Wayland School Committee (WSC) and in accordance with the enabling legislation of Wayland Town Meeting, intends to undertake a project for the physical and programmatic revitalization of Wayland High School on Old Connecticut Path, Wayland, Massachusetts.

The High School Building Committee (HSBC), composed of eleven (11) members—nine (9) appointed by the Wayland School Committee, one (1) appointed by the Finance Committee and one (1) appointed by the Board of Selectmen—shall be accountable to the Wayland School Committee and shall issue regular reports on the progress of the High School project.

The work of the HSBC shall span all three phases of the project as shown in the following table.  The intention is to complete phase I and then get approval for architectural drawings (phase II) and construction (phase III) with one debt-exclusion vote and a Town Meeting article.

Phase

Description

Schedule (estimates)

I

Conceptual and schematic design development

Jan 2004 – Fall 2004

 

Decision to proceed: requires majority approval at polls and two-thirds majority approval at Town Meeting

Fall 2004

II

Final design and construction document development

Jan 2005 – Nov 2005

III

Bidding, construction monitoring, and budget oversight

Jan 2006 – Sep 2007

2.      Project Background

Wayland High School is a 155,750-square-foot campus-style facility housing approximately 900 students in Grades 9-12.  It was first occupied in 1960, with facilities added and upgraded in 1965, 1972, and 1990.  

Preliminary programming and needs assessment efforts for this project, conducted by Dore & Whittier, Inc. under the general direction of the High School Feasibility Study Committee (HSFSC), indicate the following:

1.    Wayland High School is currently experiencing overcrowding, with enrollment projections showing continued overcrowding over the next 10 years.

2.    Wayland High School presents with a number of safety concerns and building deficiencies, as well as building code and handicap accessibility code needs, that should be addressed.

3.    Wayland High School needs to provide a full range of programs and to make proper use of space to meet state and local educational program requirements.

 

The Dore & Whittier feasibility study concluded that the facility requires both substantial renovation and expansion, and a recommendation followed to proceed with concept definition to determine how to accomplish this.  The HSFSC was cautious not to specify the solution, either a new school, renovation, or a combination.  Instead, important guiding principles were given for the next phase, namely to add space to accommodate growing enrollment and the educational plan, to maintain the campus style and the field house, to provide specifically for science, the arts, and athletics, and to consider phasing.  The entire report by Dore & Whittier is available at www.waylandschoolcommittee.org/whs/hsfs.  The summary of this report published by the HSFSC is available at www.waylandschoolcommittee.org. Before a vote at Town meeting in spring of 2003 could take place, a moratorium on state reimbursement (previously 50-60%) was announced.  The Wayland School Committee responded by reducing the size of the request from $2.5M, which would have funded architectural drawings, to $375k to fund a schematic design.  However, this was defeated at the 2003 Annual Town Meeting.

Subsequent to the defeat at the 2003 Annual Town Meeting, the School Committee convened a High School Study Committee (HSSC) to determine “the most cost-efficient solution for the facility needs of Wayland High School necessary to house its current and future student population while providing the instructional spaces (and related areas) for educational programs of the highest quality now and into the foreseeable future, and to make such determination utilizing the expertise of community residents, school district employees, and paid consultants (if necessary) in order to present, first to the School Committee and eventually to the community, a recommendation or series of recommendations for the general modernization of Wayland High School.”

During the summer, approximately 55 Town volunteers met in five subcommittees—Community Relations, Financial, Educational Program, Enrollment, and Structure and Grounds—to review the Dore & Whittier feasibility study, to tour other high school facilities, to interview school personnel, to conduct public forums and tours, and to analyze available enrollment and financial data.  The Study Committee affirmed the general conclusions of the feasibility study that the High School facility is in need of modernization and expansion.  The HSSC additionally concluded that “further refinement of the solution is required before the project cost and scope can be brought before voters for ratification.” The HSSC recommended 1) that the School Committee request $355k for the purpose of developing a detailed conceptual design and implementation plan to meet the educational needs of Wayland High School, 2) that the design accommodate an enrollment of 1,100 students but have core facilities sized so that 1,200 students could be accommodated with a small classroom addition, and 3) that a High School Building Committee be formed by the School Committee to oversee this process.  The report issued by the High School Study Committee is available at www.waylandschoolcommittee.org.

At a Special Town Meeting in November, three articles were passed.  First on 20 Nov 03, Article 4 passed by a vote of 964 votes in favor and 373 against (72% approval) to “appropriate $355,000.00 to be expended by the School Committee for the purpose of funding design fees and other required services for a conceptual design and implementation plan for a project to modernize and expand the Wayland High School, that said services shall include a prioritization of program requirements and construction tasks….”  Attendance was the largest in recent TM history.  Second, passage of Article 5 enabled the formation of a High School Building Committee.  (This document is the charge to that committee.)  Third, Article 6 passed “to allow the Board of Selectmen to petition the General Court of the Commonwealth of Massachusetts to enact a special act authorizing the Town of Wayland (i) to incur debt payable within 30 years … and (ii) to issue temporary loans in anticipation of such debt for a period of not more than 7 years.”  Because the canceling of state reimbursement was accompanied by the restriction of a maximum of 20-year loan period, this article allows spreading the payment over a period closer to the lifetime of the improved high school, thus lowering the annual cost (although slightly increasing overall project cost).

3.      Organization

The High School Building Committee (HSBC) will be composed of eleven members: nine appointed by the Wayland School Committee, one appointed by the Finance Committee, and one appointed by the Board of Selectmen.  The HSBC will be chaired by Lea Anderson, who will report directly to the Wayland School Committee.  A project manager, employed by the Wayland School Committee, will work closely with the High School Building Committee, the Superintendent of Schools, the Wayland School Committee, the Wayland Public School’s staff, and the selected architectural firm and its consultants.  There will be ex officio members of the HSBC, including superintendent Gary Burton, business manager Joy Buhler, principal Charlie Ruopp, vice principal Allyson Mizoguchi, assistant superintendent Wayne Ogden, selected High School faculty members, a WSC member, and facilities manager Joe Madden.  Other ad hoc subcommittees will be formed, when appropriate, to study specific issues, and this will allow opportunities for other citizens to serve.  These subcommittees will be requested by the HSBC and approved by the Wayland School Committee.

4.      communication

All HSBC meetings will be posted and open to the public.  Minutes, interim reports, and announcements will be posted at the Wayland Library, at the Wayland Public Schools’ web site (www.wayland.k12.ma.us) and the Wayland School Committee’s web site (www.waylandschoolcommittee.org).  Publicity should include newspaper articles when appropriate.  Forums that discuss the HSBC work will be scheduled quarterly and at the end of phase I to inform the public of progress and to solicit community input and feedback.  Formal communication of the HSBC will be sent via a private list server located at hsbc@wayland.k12.ma.us.

The list server provides an email distribution system for the dissemination of information about the activities of the HSBC.  Uses include meeting notifications, posting results, exchanging ideas, and advertising the work of the HSBC to the Wayland community.  To post to the list subscribers, an HSBC member simply sends an email message to hsbc@wayland.k12.ma.us.  Each message is then broadcast to the subscribers via the list processor.  The list subscribers will be limited to HSBC members, WPS officials, and people otherwise involved in the project, but public archives will allow anybody to view the information contained in the messages.  Archives are available via links at www.wayland.k12.ma.us and at www.waylandschoolcommittee.org.  This method of exchanging information will be supplemented by the information available at www.waylandschoolcommittee.org.  The hope is that this method will allow for wider and timelier dissemination of information on current activities and allow others to learn about the work and progress of the HSBC.

5.    Phase I:  Conceptual and Schematic Design Development

5.1        Charge

To determine the most cost-efficient solution for the facility needs of Wayland High School necessary to house its current and future student population, while providing the instructional spaces (and related areas) for educational programs of the highest quality now and into the foreseeable future, and to develop a schematic design to provide an adequate estimate of total project cost for architectural drawings, construction, and furnishing.

5.2        Discussion

Important needs have been identified. To date, these include building an infrastructure for 1,200 students and space to house 1,100 students, modernization to meet building codes, life safety codes, disability law standards, and maintenance requirements, modernized classrooms to accommodate current science and language teaching methods, ability to add computers and other educational technology to classrooms and reference facilities, expanded general classroom space, and enhanced cafeteria, athletics, and performing arts spaces to accommodate current and projected student enrollments.

In order to effect this work, the HSBC’s first task will be to recommend to the School Committee a project manager and an architectural firm, applying the Designer Selection Procedures outlined in Massachusetts General Laws Chapter 7.

Working with the selected design firm and appointed project manager, and using the work of the Feasibility Study prepared by Dore & Whittier (c.f. www.waylandschoolcommittee.org/whs/hsfs) and the work of the High School Study Committee (c.f. www.waylandschoolcommittee.org), the HSBC will investigate the feasibility and economic impact of renovating the existing buildings and facilities at Wayland High School, examine various building options for accommodating the High School’s educational program, and recommend one cost-effective option to the Wayland School Committee—either renovation, replacement by a new building, or a combination of renovation and new construction—for development into a schematic design. Selection of the final recommendation will require the HSBC to consider various configurations and construction approaches, to articulate programmatic priorities, to balance the goals of cost-effectiveness, support for the educational program, and minimization of disruption to students, and to evaluate the economic and non-economic consequences of different choices and their effects on the goals.  Based on the HSBC recommendation, the Wayland School Committee will select a single option to be developed into a schematic design.  The schematic design will include an accurate cost estimate for the project and show the look and character of the facility.

The elements of the educational plan have been identified (as listed in the first paragraph of this section) but not ranked.  All of these elements are important to the education of Wayland High School students.  During the first part of phase I, it will be important to identify ways in which these elements can be accomplished successfully but with appropriate cost.  This will be an iterative process of consultation with high school staff and action by the architect.  The HSBC will try to optimize this process to get the most out the project.  In addition, it may be necessary to understand how to eliminate an element if its cost is deemed too much for the town to absorb.  As a result, phase I should also be developed by identifying elements of the project, where possible, that are distinct and can be accomplished separately.

5.3        SELECTION Process AND INITIAL ACTIVITIES

Due to the tight schedule of the selection processes for the HSBC, the Project Manager, and the architect, the initial activities of the HSBC are laid out in detail.  The next section discusses the tentative schedule for this phase.

Phase

Description

Schedule (estimates)

 

WSC, BOS, & FinCom# advertise for HSBC members

5-31 Dec 2003

 

WSC, BOS, & FinCom select HSBC members

5-12 Jan 2004

 

First meeting of HSBC: swearing in, project overview, perspectives of School Committee, Superintendent, Principal, and Building Inspector, charge to HSBC

Week of 12-16 Jan 2004

 

WSC advertises for Project Manager and Architects

10 Dec 03 – 9 Jan 04

 

HSBC reviews Project Manager (PM) applications

9-24 Jan 2004

 

HSBC appoints PM

~24 Jan 2004

 

HSBC, PM review applications for Designer Services

20-24 Jan 2004

 

HSBC interviews architect finalists

27, 28, 29 Jan 2004

 

HSBC selects architect

2 Feb 2004

 

WSC approves architect’s contract

9 Feb 2004

I

Conceptual and schematic design development

Jan 2004 – Fall 2004

 

HSBC sets schedule for phase I (see next section)

Feb 2004

#WSC=Wayland School Committee, BOS=Board of Selectmen, FinCom=Finance Committee

5.4        tentative Schedule

The tentative schedule points toward a Fall 2004 vote and Special Town Meeting. The HSBC will have to study, and possibly revise, this schedule in consultation with the Project Manager and the architect.  The goal is to spend sufficient time in phase I but to move the project forward toward completion by the start of the 2007-2008 school year.

1.    Following organization, the 1st step is to evaluate the existing conditions of the eight buildings in the current high school to determine the feasibility and cost of renovation.

2.    The 2nd step is to examine various building options for accommodating the High School’s educational program.

3.    The 3rd step is to develop a phasing plan to accompany possible renovation of some or all of the current buildings.

4.    With preliminary costs based on the first 3 steps, the 4th step is for the School Committee to select a building option: renovation, replacement by new construction, or a combination of the two. The choice of a specific option will depend upon cost, impact on students during construction, and effectiveness of the resulting facility in meeting both program and enrollment needs.

5.    The 5th step is for the architect to prepare a schematic design, consisting of a detailed set of plans, drawings, and specifications. The detail in the schematic design serves two goals: it both shows the look and character of the resulting facility, and it allows for an accurate cost projection by a construction estimator for the overall project.

6.    The 6th step is preparation of a report detailing steps 1. through 5.

7.    The 7th step spans the entire planning process: presentations, feedback, and debate will allow for Town-wide participation throughout the planning process.

8.   

The schematic design will provide the scope and cost necessary to prepare for a debt-exclusion override vote and an article at Town Meeting.

6.    Phase II:  Final Design and Construction Document Development

6.1        Charge

To develop the schematic design into the biddable project, including the preparation of full specifications and construction documents.

6.2        Discussion

Before this stage can commence, a successful debt-exclusion override vote and article at town meeting need to pass to authorize phases II and III. If the Town authorizes the project to proceed, the HSBC will work with the design firm and project manager to develop the selected schematic design into construction documents and specifications for the Wayland High School modernization and expansion.

6.3        tentative Schedule

The expectation is that a vote and a Special Town Meeting will be held in Fall 2004 to obtain approval to enter phases II and III.  The output of the schematic design needs to be a good enough estimate of total project cost to allow phases II and III to be funded with one vote and associated Town Meeting article.  Phase II will last approximately one year, from Jan 2005 to Nov 2005.

Phase

Description

Schedule (estimates)

I

Conceptual and schematic design development

Jan 2004 – Fall 2004

II

Final design and construction document development

Jan 2005 – Nov 2005

 

Project Manager oversees document preparation

 

 

HSBC must be satisfied that educational goals are met in a cost-effective manner

 

III

Bidding, construction monitoring, and budget oversight

Jan 2006 – Sep 2007

7.      Phase III: bidding, Construction MONITORing, and Budget Oversight

7.1        Charge

To advertise for and engage the services of a general contractor for the monitored construction of the High School project, through project completion.

7.2        Discussion

The HSBC will advertise for construction bids, hire a contractor, and monitor both construction activities and the project budget until the project is completed.

7.3        tentative Schedule

Phase III is expected to begin in Jan 2006 and end with a modernized and expanded Wayland High School being available starting in Sep 2007.

Phase

Description

Schedule (estimates)

I

Conceptual and schematic design development

Jan 2004 – Fall 2004

II

Final design and construction document development

Jan 2005 – Nov 2005

III

Bidding, construction monitoring, and budget oversight

Jan 2006 – Sep 2007

 

Advertise for, select, and engage general contractor

Jan 2006 – Feb 2006

 

Oversee construction supervised by Project Manager, track budget, continue to report to School Committee

Mar 2006 – Aug 2007

8.      Specific Assignments

 

In addition to the general guidance that HSBC members will give, each member will be assigned a specific area of concentration to facilitate the work of the Committee.  Examples of roles that address specific areas are:

1.    Liaison to Town of Wayland officials in Building Dept., Fire Dept., Planning and Conservation Boards, etc.

2.    Liaison to Wayland High School administration to tie the educational needs to the detailed building recommendation

3.    Liaison to the Business Manager of the Wayland Public Schools, Project Manager, and architect in all matters relating to cost and budget

4.    Liaison to the community in communicating the work of the Committee and soliciting input

5.    Liaison to the Town Boards and Commissions to determine their capital needs and the practicality of tying solutions into the WHS project

6.      Providing in-depth analysis on specific issues, such as gymnasium sizes, cafeteria options, or technical theatre equipment.  This could be a survey of other high schools or information on specific other projects with similar needs.

9.      References

The following documents contain information on the Wayland High School modernization and expansion and are available at the www.waylandschoolcommittee.org web site. The Wayland Public Schools web site at www.wayland.k12.ma.us also contains some of these documents.

1.    Request for Quotation (RFQ) to architects (12/11/2003)

2.    RFQ for Project Manager (12/11/2003)

3.    Invitation to join the High School Building Committee (12/09/2003)

4.    Application for High School Building Committee: (12/09/2003)

5.    Get the Facts on the high school project: fact sheet (11/14/2003)

6.    High School Study Committee: report (09/19/2003)

7.    Wayland High School Feasibility Study: summary (10/02/2002)

8.    Wayland High School Feasibility Study: Dore & Whittier Report (10/02/2002)

 

Finally list server archives contain records of communication of the High School Study Committee (HSSC), the High School Building Committee (HSBC), and the Wayland High School Project bulletin board (WHSP).

9.    http://lists.lipcon.org/mailman/listinfo/hssc/

10.  http://lists.lipcon.org/mailman/listinfo/hsbc/

11.  http://lists.lipcon.org/mailman/listinfo/whsp