Back to School Building Committee Meeting Minutes
Minutes for Meeting: 7:00 P.M., June 8,2011
Members Present: Tim Collins, Samantha Anderson, Peter Bradley, Stefan Vogelmann, RayEstes, Sandra Cleary
School ResourceStaff: Dot Galo, John Ferris, RogerBoddie (arrival at 8:00 P.M.)
Professional Team: Mary Mahoney, Kristy Lyons, Scott Dunlap,James Jordan
R. Estes calls meeting to order at 7:10 P.M.
S. Cleary moves to approve minutes for June 1, 2011 as amended, secondby T. Collins. Unanimous vote to approve.
R. Estes reports on submission of space summary to MSBA, June 2. Noresponse received yet from MSBA. Ai3 recommends that Building Committee contactMSBA for status on their document review since establishing space summary iscritical to progress for schematic design.
D. Galo reports that OPM contract return from MSBA still pending. J.Ferris to contact MSBA to obtain update on OPM contract processing and spacesummary submission.
Ai3 distributes a copy of the space summary chart submitted to MSBA onJune 2 and reviews amendments included in document resulting from BuildingCommittee review at their June 1 meeting.
Ai3 reviews MSBA requirement that proposed educational program issubmitted and approved by DESE for design of middle school. Reviewdocumentation and process for DESE submission and importance of SpecialEducation integration in program. D. Galo reports educational program is beingdrafted and will be completed shortly. The school department will coordinatewith OPM regarding submission of education program to DESE and follow up MSBA.
Ai3 provides update on site investigations and testing:
* Wetland Survey – Coler and Colantonio work on site and survey document is complete. ANRAD filing drafted and filing will be considered at the Hingham Conservation Commission meeting, June 20.
* Geo-Tech boring and test pit layout scheduled June 9 with testing scheduled June 20. Work is being coordinated with Roger Boddie to minimize impact to facility.
* Traffic counts were performed this week.
* Septic/Wastewater investigation, Ai3 reviews investigation process proposed to consider reuse of existing septic system. Review considerations for upgrade/renovations to existing system. Notes it is critical to obtain historical use information so that justification for reuse can be presented to the Hingham Health Dept. and DEP. J. Ferris reports historic usage information on file and will be provided to designer.
Ai3 reports on informal meeting scheduled June 15 with Town regulatoryand public safety representatives to introduce project and review preliminarythoughts on building siting, setback/height restrictions and environmentalimpacts.
Ai3 reports that initial owner meetings were conducted at the MiddleSchool to draft space summary plans and initial floor plans. With space summaryand initial floor plans developed staff input through schematic design shouldbe limited. Once schematic submission is complete, staff input will be neededduring design development to refine needs of space.
D. Galo inquires on timing of presentations with neighbors duringschematic design. Ai3 notes neighbor inclusion in planning for site developmentduring schematic design is important and scheduling a presentation this summershould be considered. D. Galo notes that additional presentations should beconsidered prior to issue of Special Town Meeting warrant to ensure publicawareness of project and dissemination of accurate information.
R. Estes reports that MSBA has formally confirmed process, ranking andselection of project design firm and updates process of designer negotiationsand submission of Ai3 proposed fee to MSBA for their approval. An initialresponse/reaction was received from MSBA which was responded to by Ai3. MSBAreview of design proposal continues. As additional clarification of MSBA feeresponse, Ai3 reviews how the estimated cost for construction was developed andused as a basis of fee. Building size as presented in space summary was appliedto MSBA construction pricing factor to establish initial construction costs.Further design fee breakdown was based on MSBA fee structure model, includingMSBA focus on basic services, and range of basic service fees for modelschools. Ai3 reviews MSBA process moving forward. R. Estes notes that proposeddesign fee includes a more comprehensive approach to furniture, fixtures andequipment (FF&E) design, bid and installation administration. Thiscomprehensive approach to FF&E is based on the successful model of servicesimplemented at the East School project.
KBA reviews updated budget with inclusion of Ai3 fee proposalinformation. Project is on budget.
R. Estes reports on discussions with Robert Garrity regarding selectionas special project counsel. Mr. Garrity expressed his delight in being asked tobe involved with project. T. Collins reports on discussions with Mr. Garrityregarding project schedule and future need for services.
R. Estes reports on recent article that may be of interest to Committeemembers in the Boston Business Journal about Katherine Craven.
J. Ferris reports on status of MSBA Feasibility Agreement. Town isprocessing legal documentation and expects to execute agreement throughSelectmen's office and forward to MSBA by June 13.
D. Galo reviews meeting schedule for School Committee during the nextthree months for consideration/scheduling information session regarding projectprogress. Ai3 reports MSBA submission date has been revised to August 26, whichwill allow additional time in August to present schematic design to the SchoolCommittee.
R. Estes reports on call to Symmes, Maini and McKee Associates asresponse to their request for debriefing regarding designer ranking andselection.
R. Boddie reports that representatives of Hingham's ConservationCommission conducted a field inspection of wetland flagging by Coler andColantonio at the Middle School site and that the Conservation agent reportedsatisfaction with consultant survey and wetland tagging.
S. Cleary moves to adjourn at 8:22 P.M., seconded by S. Anderson. Unanimousvote to adjourn.