Back to School Building Committee Meeting Minutes
Minutes for Meeting: 7:00 P.M., June 1,2011
Members Present: Tim Collins, Samantha Anderson, Peter Bradley, Stefan Vogelmann, RayEstes, Rob Bucey, Sandra Cleary
School Resource Staff: Dot Galo, John Ferris, Roger Boddie
Professional Team: Mary Mahoney, Kristy Lyons, Scott Dunlap,James Jordan
Tim Collins opens meeting noting for minutes that a quorum of Committeeis present.
Tim Collins informs Committee that Committee member Ray Estes wasformally appoint chair of the Building Committee and hands gavel to Ray Estes.
Ray Estes thanks Tim Collins for his efforts and leadership whileacting as chairman for the Building Committee. As a matter of business,Building Committee officers should be affirmed for record.
* R. Estes moves to appoint Tim Collins as Vice Chairman for the School Building Committee, seconded by Sandra Cleary. Unanimous vote to approve.
* R. Estes moves to appoint Sandra Cleary as Secretary for the School Building Committee, seconded by Samantha Anderson. Unanimous vote to approve.
Review draft Committee minutes for May 11, May 18, and May 19, 2011.
* Sandra Cleary moves to approve minutes for May 11, 2011 as amended, seconded by Tim Collins. Unanimous vote to approve.
* Sandra Cleary moves to approve minutes for May 18, 2011, seconded by Samantha Anderson. Unanimous vote to approve.
* Sandra Cleary moves to approve minutes for May 19, 2011 as amended, seconded by Rob Bucey. Unanimous vote to approve.
OPM Contract: Dot Galo reports on e-mail from Carolyn Walsh, MSBA,called to inform Committee that MSBA meeting scheduled June 6, 2011 to reviewthe OPM appointment/contract was cancelled and that notification on OPMcontract acceptance was forthcoming. MSBA requested that action by Town toexecute contract be withheld until MSBA formal (written) approval is issued.
Ray Estes introduces representatives of Ai3, who will review a draftspace summary for the proposed model middle school for Committeediscussion/approval. Scott Dunlap expresses Ai3's appreciation to theCommittee's for its selection as project designer.
Ai3 notes first priority for MSBA model school process is establishinga space summary for the proposed building. Initial meetings were conducted withMiddle School and School Dept. administration to draft a plan for adapting themodel school to Hingham's program needs. Reviews of draft space summarydocument by space category:
a. Core Academic Space including 36 general classroomsand 9 science classrooms with review of grade and teamconfigurations/adaptability. Review class size proposed at 850 sf, althoughbelow MSBA guideline Ai3 believes area will be accepted by MSBA due toalternate/additional core academic space provided in program
b. Special Education review adapting space assignments tomeet Hingham program and MSBA guideline
c. Art & Music review proposed space with comparisonto extended existing Hingham program with adaptation to meet MSBA spaceguidelines. Notes deviation in MSBA guideline to provide separate Band andChoral classrooms and assigned storage space. Adapted proposed total spaceexceeds MSBA guideline by 800 s.f. so this category may need discussion withMSBA to explain adaption and space required for existing programs.
d. Vocations & Tech. proposed space meets MSBAguideline, reviews adaptations to meet Hingham existing programs for woodshopand food/consumer science.
e. Health/P.E. review MSBA middle school guidelines andspace allowance increase provided for adapting model school. Notes issues withadapting model school and Hingham program area needs for locker room to MiddleSchool guidelines. Also model school considerations for inclusion of a fitnesscenter and walking track, which along with locker rooms is impacting ability tomeet total space guideline for category. Discussions with MSBA will berequired.
f. Media Center proposed space meets MSBAguideline with adaptation to Hingham's program needs
g. Dining/FoodService MSBA middle school guideline requires a cafetorium. Model school doesnot include cafetorium, but separate cafeteria and auditorium. To adapt MSBAwill require design of a cafeteria to fit three seatings while accounting forstage at auditorium in this category for space accountability/reconciliation.
h. Medical, Admin, Guidance, Custodial all meetguidelines for room assignment and space.
i. Other spaces reviewed including computerlab, auditorium, school store, and resource officer office. Discussion ensuesregarding seating capacity for auditorium with direction from Committee to providefor a 680 seat (quantifiable - 2/3 of student population) auditorium with theestimated additional space need of 1,080 s.f.
j. Ai3 reviews total gross area for proposedbuilding 181,860 as compared to MSBA middle school guideline of 163,200 s.f.MSBA typically considers space over guideline when adapting a model school andbelieves an area range of 175,000-180,000 s.f. will be considered as reasonablein initial space summary draft and considered by MSBA.
Ray Estes opens space summary to discussion. Discussion ensuesregarding gross building area and costs associated with including walkingtrack. Discuss benefit to community provided by walking track and theendorsement of feature by previous model school owners. Ai3 reviews impact todesign/costs to amend model school to eliminate walking track feature. Discuss"other" space category items including integration of computer lab with MediaCenter & other tech labs, eliminate term "DARE" from resource office,school store, and inclusion of field storage/facilities outbuilding as a belowthe line non-reimbursed project request.
Tim Collins moves to accept draft space summary with modification toinclude a 680 seat auditorium and inclusion of field storage/facilitiesoutbuilding as a below the line non-reimbursed project request, seconded by RayEstes. Unanimous vote to approve.
Ai3 presents adaptation of model school floor plans to Hingham's draft withreview of spaces by category, flow and movement about building, interconnectionof programs/teams, facilities, features, control and support areas.
KBA, owner's project manager, reviews updated schematic phase schedulenoting integration of designer investigation and production schedule andincorporation of Town funding actions. KBA reviews updated project budgetincorporating extra service components identified in designer's fee proposal.Ray Estes notes that traffic study component has been coordinated with previousTown managed traffic studies for Rt. 228 and that Town consultant Coler andColantonio will be used to update/adapt previous work for school studypurposes. Ai3 confirms Coler and Colantonio inclusion with reduction in fee forservices. Revised traffic study information to be incorporated in future budgetreports.
Design Selection/Contract reviewed:
1. Ray Estes reports on submission of designer evaluations and Committee selection/ranking for firms to MSBA. MSBA has approved process. Ranking and selection of Ai3.
2. Ray Estes reports on request by SMMA to be debriefed on designer evaluation/selection and contact made with SMMA to review proposal/evaluation process and Committee concerns with proposed building footprint and siting, proposal for cafeteria/commons area, and site/environmental impacts to project schedule.
3. Ray Estes reports that a design fee proposal has been submitted by Ai3 and meeting conducted with MSBA to obtain their recommendations on fee and actions moving forward. MSBA recommendation was to know what you are designing to and negotiate fee to that building. Review plan for moving forward with design contract negotiations.
4. Review plan for initiating Owner meetings to ensure information is obtained prior to summer recess.
Tim Collins notes Building Committee prior use of a pre-establishedproject counsel for the East, Plymouth River and Foster projects and thebenefits to retaining counsel with specific experience with public constructionlaw and previous experience working with Town. Tim Collins moves to designate RobertGarrity as special project counsel, seconded by Rob Bucey. Unanimous vote toapprove.
Public Comment: Audience member requests Committee consider/evaluate inits feasibility study options to reuse portions of the existing building.Discussion ensues regarding reuse options/areas and impact on constructionoperations, field designs, costs, and building design, also focus on importanceof developing answers for community on ability to adapt MSBA's model school toincorporate existing building reuse.
General Business:
a. Ray Estes reports on Town's Energy Action Committeeoffer to provide assistance with project development and energy features.
b. Ray Estes reports on Town's Long Range Solid Waste Disposal and Recycling Committee offer to provide assistancewith development of waste cycle/recycling features for the project.
Samantha Anderson moves to adjourn meeting at 10:08 P.M., seconded byTim Collins. Unanimous vote to approve.