Back to School Building Committee Meeting Minutes
Minutes for Meeting: 5:30 P.M., September 28, 2011
Members Present: Tim Collins, Ray Estes, Samantha Anderson, Sandra Cleary Stefan Vogelmann, and Peter Bradley
School Resource Staff: Dorothy Galo, John Ferris, Roger Boddie
Professional Team: Mary Mahoney, Jim Jordan
R. Estes calls meeting to order at 5:56 P.M.
Minutes for Building Committee meeting September 14, 2011 approved as amended.
R. Estes reports on MSBA Board of Directors meeting conducted today at the MSBA office. The Hingham Middle School project was represented by Ray Estes and Mary Mahoney. The meeting was very dynamic and was well attended by representatives of multiple districts with projects under consideration by the Board. Board discussion included a report by the Executive Director regarding two new initiatives by the agency, a science lab initiative and application of a 270 day time limit, "Eligibility Period", for projects from the MSBA's invitation to feasibility study to execution of a Feasibility Study Agreement. Following the Executive Director's report, Mary Pichetti and John Jumpe, MSPBA representatives, presented each project for Board consideration and vote including projects for: Preferred Schematic Design, which included the Hingham Middle School, invitation to Project Scope and Budget, Green Repairs, and authorization to execute Project Funding Agreement. Following MSBA presentation for each project under consideration, Steven Grossman introduced representatives in attendance for the district and provided each an opportunity to speak to the Board regarding the proposed project. Once Hingham's project came before the Board, Ray Estes spoke on behalf of the district and thanked MSBA for the opportunity to partner on the project and for the efforts by MSBA staff to assist the Town in achieving Board consideration of the project. He also recognized the efforts of Superintendent Dorothy Galo and the Hingham School Department and their staff dedication to the success of the project. Following district comment, the Board unanimously voted to approve the Hingham Middle School model project in accordance with the Scope and Budget Agreement issued.
R. Estes reports that during the past week MSBA forwarded a Project Scope and Budget Agreement and forwarded DESE (Department of Elementary and Secondary Education) educational program comments with response requested. D. Galo notes that the School Department has only received an electronic copy and that three (3) hard copy originals are expected shortly. Discussion ensues regarding processing and execution of the Project Scope and Budget Agreement and accompanying Certificate of Legal Counsel documents by the Town to avoid delay to the project. J. Ferris to follow up with Ted Alexiades and Betty Foley to ensure Town is prepared to process documents in a timely manner.
D. Galo reports on comments received from DESE via MSBA on the educational program submission provided by the district during feasibility study phase of project. D. Galo reminds committee of MSBA document processing requirements for the DESE submission and that those same processing requirements will apply to the response to DESE comments. The DESE comments have been reviewed and a response is in process to address comments including: statement on the number of SPED classrooms and request to provide better distribution of SPED classrooms. In response to the number of classrooms, it appears the program information received by DESE was not the final version but an earlier draft. The final program issued July 2011 provides the classroom count requested by DESE. Distribution of SPED classrooms has been reviewed with Ai3 and Roger Boddie, Principal, and a revised plan drafted to address the DESE's comment. Response to both items will be finalized and submitted to MSBA via the OPM. T. Collins asks if the response and changes proposed for DESE submission will result in any change to program or increased costs. D. Galo reports the response provides DESE with the final program used for the basis of design and that room distribution will be accomplished at no added costs.
M. Mahoney reports that during the past week, MSBA requested a cash flow projection for the project. Once the total budget was confirmed cash flow projections for the entire project were formulated and submitted to MSBA on September 26, 2011. MSBA will include the cash flow projections as an exhibit to the Project Funding Agreement.
M. Mahoney reports that MSBA has forwarded to Jean Montgomery an update on the reimbursement status for the project as of August 29, 2011. The reimbursement amount as of August 29 was $3,391.
R. Estes notes that the Project Scope and Budget Agreement forwarded by MSBA included a reference to clawback for the previously completed Middle School Science Wing addition (SBA project). Committee discussion ensues regarding MSBA clawback terms and conditions and inclusion in new Middle School agreements/documents.
R. Estes reports Special Town Meeting scheduled October 24, 2011 at 7 P.M. Discuss ensues regarding Committee developing an approach to Town Meeting presentation to ensure information is offered in an organized and concise manner that meets new time limits of Town Meeting. The order of article presentation was issued today with the New Middle School Article fifth on the agenda followed by the article for the alternate Middle School renovation study. Middle School articles will follow an article on the High School playing fields. R. Estes reports ballot has been scheduled for October 29, 2011 with polls opening at 8 A.M. R. Estes notes that members of School Committee and PTOs have been meeting to create a plan for public information campaign and for disseminating information about the Middle School project.
R. Estes reports on meetings and presentations to Selectmen and Advisory Committee during the past two weeks. On September 21st, Selectmen unanimously voted to approve the new Middle School town meeting warrant article. On September 22nd, the Advisory Committee voted by super majority, 10-3, to approve the new Middle School town meeting warrant article. The meetings leading up to the votes provided a full vetting of the subject, including issues and concerns and MSBA process. Selectmen consideration extended through two evenings with protracted discussion regarding the project budget and MSBA funding component. On Tuesday, Ted Alexiades and Betty Foley investigated MSBA position on project funding and worked through Selectmen budgetary concerns with the School Department and Building Committee representatives. As a result, a commitment was made to continue to perform value engineering throughout the project. Selectmen also asked that there be a commitment to not add back anything removed in the value engineering process. Selectmen were informed that this commitment could not be agreed to without consideration/vote by the Building Committee. D. Galo notes statements by Bruce Rabuffo during both evenings Selectmen considered the warrant article that project should achieve a total budget of $55million and his request that Ted Alexiades confirm with MSBA what action would result from a Town vote approving less that the
"Project Scope and Budget" total budget amount of $60.9 million. MSBA quickly responded that the project will not be considered for grant unless the Town provides full funding support for the submitted budget amount. Discussion ensues regarding MSBA initial suggestions on project budget values spring 2011, Selectmen position on project total budget based on MSBA initial budget, and MSBA's processing for developing a building based on needs then budget.
J. Jordan reports on design process and schedule. 60% construction documents with cost estimate is the next project milestone in MSBA process with documents scheduled for submission December 30, 2011. Design team is coordinating with local regulatory agencies regarding permit process and plans to meet with the Town's Conservation agent on October 11 and hopes to meet with Planning Board agent on October 17. Formal presentations to Conservation Commission and Planning Board forecasted for late October/early November. Design team is working on continued development of the design documents and plans to meet with school staff to review developments and refine design on or about the last week of October.
M. Mahoney reports on Design Services Contract Amendment #1, a contract amendment request by Ai3 for irrigation well investigation and design services for the project. This extra service consideration was identified in Ai3's initial fee proposal as an additional design component beyond basic services that the Committee may consider for the project. The amount of the amendment request is $33,874.50. Discussion ensues regarding the merits of a well irrigation system, use of irrigation systems at other town schools, cost implications to design and construction budgets, LEED design impact, and overall cost/benefit of proposed extra work. Committee agrees that the extra service, well irrigation system design and the cost of the system, is not a fiscally appropriate expenditure for the project and declines the request.
R. Estes reminds Committee of previous discussions regarding use of proprietary specifications and application considered for four components on the project. Also as previously discussion Bob Garrity was contacted regarding the legal implications and requirements for implementing proprietary specifications. Bob Garrity acknowledged the need for action regarding proprietary specifications but noted no urgency in action at this early stage of the project. Prior to Committee actions, Ai3 will need to prepare a narrative explaining and justifying the need for each proprietary specification. Once the narratives are prepared the Building Committee will need to vote on the each item then provide the vote to Ted Alexiades, Town Purchasing Agent, for final action. J. Jordan notes that the decision/vote on proprietary actions must be complete by 60% construction document submission to MSBA (12/30/11).
M. Mahoney presents feasibility/schematic phase budget report. There were no additional commitments or expenditures since the last Committee meeting so the project remains on budget with an available contingency of $65,725.
P. Bradley acknowledges recent efforts and thanks Ray Estes for his tireless work during the past few weeks representing the Building Committee/project during Town Meeting warrant preparation and numerous project presentations.
Committee discusses schedule for future meetings. Meetings scheduled October 19, 2011 at 7 P.M. and November 2, 2011 at 7 P.M.
Meeting adjourned at 7:31 P.M.