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School Building Committee
Meeting Minutes

Minutes for Meeting: 7:00 P.M., March 15, 2012
Members Present:  Ray Estes, Tim Collins, Peter Bradley, Samantha Anderson, and Sandra Cleary
School Resource Staff:   Dorothy Galo, John Ferris, and Roger Boddie
Professional Team:  Jim Jordan, Adam Bonosky, Kris Bradner, Cari Orsi, Kristy Lyons, and Mary Mahoney

R. Estes called meeting to order at 7:40 P.M.

Minutes for Building Committee meeting March 7, 2012 were approved as amended.

Design Update:

• Phasing: C. Orsi reported that the phasing plans including a few changes resulting from the project permit review by the Conservation Commission and Planning Board. Site signage has been added to control traffic and identify accessible parking locations. Phasing plans were reviewed; with summary of scope and milestone dates by phase, highlighting contractor boundaries and control measures, plan for vehicular traffic patterns and relocated staff parking, and limitations on site access for contractor deliveries and parent drop/pick up. Substantial completion date for the new building is May 15, 2014. Contractor mobilization is scheduled for the day after staff is dismissed for summer recess.  The phasing plans also prohibit parent access to site between 1:45 PM and 2:15 PM. R. Boddie reported on an ongoing planning and education process regarding construction plans, schedule, and site restriction with the school community that includes the school Resource Officer. C. Orsi also noted that the plans include a restriction prohibiting contractor deliveries from 7-8 AM and 1-2:15 PM to avoid conflicts with student bus operations. The overall project completion date is May 15, 2015. D. Galo asked about plans and parking considerations for the November 2012 Presidential Election.  Committee discussion ensued on community voting needs and coordination with ongoing school and construction operations. R. Boddie noted that the election will be added to the ongoing planning with the school community and Resource Officer. R. Estes asked about the Phase 2B completion date and if the date should be coordinated with the Thanksgiving holiday. Committee discussion ensued with an agreement that the Phase 2B completion date should be December 1, 2014.
• Landscaping: K. Bradner reviewed revised landscape and site improvement plans.

• Bike Racks:  Six exterior benches were relocated along the north elevation of the gym. The new layout responds to an owner request to locate public seating closer to the parent drop off/pick up queue. Additionally, the landscape plans were revised to relocate and change the model for two proposed bike racks. One bike rack was moved closer to the main entry at the northeast corner of the building and the second was moved to the sidewalk area near the north playing field.  The bike rack model was changed to increase capacity per unit and better match the exterior aesthetics of the building. R. Boddie reported that the north playfield location was requested by the School Department to provide a remote location for students using the fields during non-school hours. Committee discussion ensued regarding the remote bike rack location with general consensus to leave the rack in the location shown. Additionally the Committee asked about the options for adding bike racks in the future with K. Bradner providing information on unit availability and installation. 
• Courtyard: The exterior benches were changed to a model requested by the Building Committee. The bench change requires that the waste receptacle change to match the new bench style and color. The bench type and quantity specified for the courtyard will provide seating for 32 students. Additional seating can be brought onto concrete patio areas to expand or vary the seating arrangement.
• Segmented Retaining Walls: The segmental retaining wall color is being coordinated with the building’s exterior masonry to provide symmetry. The wall CMU is also being sized to proportion appropriately to the wall height. The wall cap will be segmented with a split face which should help to deter skateboarders.

The Building Committee generally agreed with the plans and phasing/landscape designs as presented and with the progress update complete, C. Orsi and K. Bradner were excused from the meeting at 8:15pm.

R. Estes reported that the “Order of Conditions” issued by Hingham Conservation Commission for the project and delivered to the School Department on March 13, 2012. The Order includes 51 conditions for construction and post construction site use. The Planning Board has drafted its decision regarding site plan approval which should be issued in the near future. Board of Health has scheduled their project review hearing on March 21, 2012 at 7 PM. J. Jordan reported on efforts by Don Martinage, Martinage Engineering Associates, to confirm that the project filing and variance requests meet all of the Board’s needs and that Bruce Capman has indicated the filing is complete and ready for Board review on Wednesday.

Design Update is continued by J. Jordan:

• Exterior Light Fixtures: The electrical engineer has revised the site lighting design to provide additional fixtures to meet the light levels requested by the Planning Board during their project plan review. The Electrical Engineer has also forwarded six light fixture options for the exterior building accent lights on the drum. Light fixture catalog sheets were distributed to Committee members. J. Jordan noted that the design team recommends fixture 2 manufactured by SMUSSO or fixture 3 model XL2 manufactured by Titan. Committee discussion ensued on the six proposed light fixtures with general agreement to specify a fixture equal to the Titan XL2 or smaller, if LED capable, in color black.
• Building Interiors:

• Main Entry/Lobby: Design elevations reflect the millwork reductions previously instituted by the Building Committee in value engineering exercise #1.  Various features in space were reviewed including; (2) display cases, location of the Resource Officer office which is central to main lobby, ceiling layout designs, fabric banners to inspire school spirit,  woodwork/millwork assemblies and brushed aluminum letters used to identify entrance to the Main Office, Guidance and Nurse Suites and Auditorium. Color selections and palette for space will be developed once the contractor’s shop drawings are approved to coordinate actual color choices. R. Estes asked what flooring product is specified. J. Jordan reported vinyl composite tile (VCT) in a decorative pattern. Committee discussion ensues on the change in lobby flooring material from porcelain to VCT including the process of change, cost savings, and quality of product with general agreement to use proposed VCT materials. Discussion ensued regarding potential for incorporating a school department logo design into the exterior entrance surface and associated cost due to its removal from the interior lobby floor design during value engineering. Potential for soliciting donated funds was discussed.
• Hallway Corridors: Designed to the model school layout and use of materials, including durable materials in any location that hands can reach. Designs use ground faced block in high traffic public areas and multi-spec epoxy painted CMU in less public areas and corridors at student dining, fitness and back of auditorium. Committee discussion ensues on the size for student lockers in corridors and the total locker count. J. Jordan reports the locker size was selected based on owner request for a larger locker than the existing school while controlling size to ensure the school provides 1020 student lockers. The Committee generally agreed to the locker size and layout of corridors.
• Fitness Center: The Center’s entry elevation from the gym lobby was reviewed. The elevation includes fixed interior storefront windows to connect the Gym lobby to the Fitness Center and wood/millwork finishes and aluminum letters to identify the entry. J. Jordan notes that the window configurations may be adjusted somewhat to incorporate structural supporting components required in the wall. Committee generally agreed to the Fitness Center entry elevation design.
• Gymnasium & Gymnasium Lobby: Lobby space designed with glass assemblies to provide natural light. Additional features include a display case, decorative banners, millwork accents and brushed aluminum letters at the gym and fitness center entries. Lobby includes a decorative emblem featuring the Hingham ship’s wheel to tie to Community pride. Gymnasium space follows the model school interior design for space, including day lighting, wood accents at pilasters, interior window/door assemblies, and sills for exterior windows. Committee discussion ensued regarding the proposed location for the gym scoreboard with the Committee directing Ai3 to locate the scoreboard on the east wall to the north side of the basket and backboard assembly to provide the best sight line and visibility.
• Hydration Station: Two are provided as follows: one (1) at the gymnasium lobby and one (1) within student dining. 
• Fitness Center: The space has been designed with a layout for proposed fitness equipment, although the equipment will be purchased with furnishings and equipment. The equipment is focused on cardio exercise and will be sized for the Middle School age group. Marker boards were added at the request of staff to improve the teaching environment for the space.
• Instrumental Room: The space is designed to the model school and includes folio cabinets and instrument storage. A light monitor has been added to improve day lighting for the space without causing glare. The acoustic design has included effects resulting from the added monitor.
• Student Dining: The space is inspired by the model school with adaptation to the vision for this school with integration of the exterior masonry designs and palette of color into the porcelain wall tile designs. Exterior sunshades have been revised to address the Building Committee’s concern on low height assemblies and interior shades added to address glare associated with exterior sunshade revisions. A 20’x20’ daylight monitor is provided in the center of the space to maximize natural light while minimizing glare. Interior windows are provided along the north wall to provide a visual connection and infuse natural light to the adjacent corridor. The serving wall will feature an overhang/canopy that will provide a sense of scale to the area. Several graphics have been developed based on input from the School Department’s Food Service Director with serving line designations of “Harbor Market” and “Hingham Pride”. Recycling bins are provided adjacent to the serving area and additional signage is featured at the back of the dining space. A cabinet for the re-used Middle School PA system is located above the recycling bins. Committee discussion ensued on the serving line labels with thoughts on alternate title options.
• Choral Classroom: Space designed to the model school and includes folio storage and teacher workstation and interactive white board.
• Family & Consumer Science:  The design for this space was developed over several user meetings to adapt to a middle school design. A separate learning area was developed for sewing. The sewing machines will come from the existing school with new tables purchased through the furniture and equipment budget. Large storage cabinets and student storage bins were also added to support the schools lab programs. Based on user request cooking stations will include electric stoves. Under-cabinet lights were also requested but not included due to the late request and additional costs. Committee discussion ensued regarding inclusion of electric vs. gas stoves in the lab with agreement to provide equipment as requested by school staff.
•   Art: Space designed to the model school including an alcove art display area in the adjacent corridor and high wall shelves for work display within the classrooms. Casework layouts with lockable storage below and cabinet accessories were developed based on user needs.
• Wood Application Lab: Based on user information the updated design removed a window looking into the lab from a second floor corridor. Overhead power drops are provided for work stations. Lab equipment has been laid out based on user input to ensure access and safety. A dust collector is included with provisions for duct distribution within space and an outside mechanical unit with a roof covering to ensure equipment performance and longevity.  An interactive whiteboard is not provided due to the dusty environment. The proposed floor finish is sand gritted epoxy paint. Committee discussion ensued regarding lab floor finish to ensure low maintenance durable product with the Committee agreeing to the proposed sand gritted epoxy paint.
• Tech Lab: Space has been laid out to maximize flexibility for future use while including lab space for existing bench top equipment. Space will reuse the existing mobile dust collection system. An interactive whiteboard is not provided due to the dusty environment. Committee discussion ensued regarding lab floor finish with the Committee agreeing to the proposed sand gritted epoxy paint.
• Language Lab: Based on information from the school department and language lab vendor, the lab design has been adapted to a more standard computer lab layout. An interactive whiteboard is not provided.  Lab is designed to seat 30 students. R. Boddie reviews the language lab control/teacher station that will be purchased with the language lab system that provides system control and elevated teaching location with flexibility to meet possible accessibility needs.
• Distance Learning: The space is designed to the model school with adaptation to provide stadium seating and seat mounted writing surfaces throughout space. Seating capacity is 92, including fixed and accessible seats. Space includes an interactive white board, motorized large projection screen, camera for video conferencing and cabling for televising space presentations/events.
• Science Labs: No revisions to previously presented layouts, except that an acid neutralization system is no longer required based on documentation provided by the School Department. Committee discussion ensues on lab and pre room flooring materials with Committee agreeing to vinyl composite tile in spaces.
• Classrooms: Designed to the model school, with one exception to add map rails to the social studies classrooms.
• Life Skills Classroom and SPED Classrooms: Space based on model school with adjustment to the particular needs of the Hingham Middle School program. Each space layout is reviewed.
• SPED Administration Suite: Suite reviewed including waiting, offices, files, and conference room. T. Collins noted that a wardrobe closet is located at the end of the suite and questions it’s functionality in this remote location. Committee discussion ensued with general agreement to maintain the wardrobe closet requested by users as designed.

R. Estes asked if exterior windows proposed for the Nurse’s Suite and SPED Suite are acceptable to the users. Committee discussion ensued regarding the proposed window type with agreement that the windows need to be operable.

• Auditorium: Space designed to model school with addition to provide stair at each side of the stage apron, as requested by the Building Committee. The area between the first row of seats and stage apron is 9’-9” to provide flexibility for events. Projector will be portable and operated from the center control station. A traveling spotlight is provided at the back of the auditorium, as requested by the Building Committee. Seat count confirmed at 680.
• Library/Media: Design includes windows looking out to the Main Lobby. Stacks and seating layout reviewed. The circulation desk and computer stations are simplified according to previous value engineering. Adjacent Media Control and TV Studio are directly accessed from Library.
• Teacher Planning: Space designed to model school but condensed to Middle School office, occupancy and functional needs. Satellite work rooms are also provided to ensure support for teacher preparatory needs.
• Administration: Model space has been adjusted to Middle School administration, control and support needs. Recent revisions include changing the mailbox assemblies to provide easier access, increase box count to 143 and provide separate space for large packages. Main office layout and file storage reviewed.
• Guidance: Suite designed to model school with some adjustment based on user requests.
•  Nurse Suite: Suite designed to model school with some adjustment based on user requests.

M. Mahoney noted that at the last Building Committee meeting, the Committee discussed four (4) precast masonry panels proposed for the north exterior gym elevation and three quotes provided by the School Department for the panels. The quotes provided were based on the School Department’s mission statement and its three core beliefs: “Commitment to Learning”, “Fulfillment of Potential”, and “Service to Others”. R. Estes noted that the School Department’s mission statement has been revised to include five core beliefs. D. Galo provided a copy of the revised mission statement with five core beliefs.  Committee discussion ensued regarding the quotes with agreement to use the following four quotes: “Fulfillment of Individual Potential”, Respect for Self and Others”, Commitment to Life-long Learning”, “Civic Responsibility and Service to Others”.

• Cost Estimate: Designer and OPM 90% Construction Document (CD) estimates were distributed along with a chart providing comparisons of cost category information from the 60% CD and 90% CD estimates. Design contingency and escalation values were zeroed for the 90% estimate due to status of design documents and proximity to bid period. The designer’s estimator has also evaluated the 90% CD estimate to historical bid/cost data from previous model schools. There are some added costs within the estimates since 60% CD; including additional site lights resulting from Planning Board site review, increase unit prices for interior wall partition and HVAC based on market conditions, and added costs based on the refinement of higher energy efficient HVAC designs. Committee discussion ensued regarding the cost estimates and consumption of design contingency and escalation into trade costs since the 60% CD estimate and the overall estimate being below MSBA budget.

M. Mahoney notes that if the design documents and cost estimates are acceptable to the Building Committee then the professional team needs approval and authorization by the Committee to submit the 100%  Construction Document Submittal to MSBA. S. Cleary moved to approve and authorize KBA to submit on behalf of the Building Committee the 100% Construction Document Submission to the Massachusetts School Building Authority (MSBA), seconded by S. Anderson. Unanimous vote to approve motion.

M. Mahoney reviewed the updated schedule which includes update on performance during the past month and refines dates for 100% Construction Document submission to MSBA, completion of contractor prequalification, issuance of bid documents and bid opening dates.

R. Estes noted that the schedule for future meetings includes April 4th and 25th and based on a scheduling conflict, the Committee was asked to move the April 4th meeting to April 3rd. Committee discussion ensued regarding schedule and need for meeting on April 3rd with agreement to revise the future meeting schedule to April 3rd and 25th.

With design progress update complete, J. Jordan and A. Bonosky were excused from the meeting at 10:31pm.

K. Lyons reported on progress by the Contractor Prequalification Subcommittee. Since the last Building Committee meeting, subcommittee members formalized and executed contractor evaluations, issued their final report to the Building Committee, and drafted the registry of prequalified firms and prequalification status letters. Notifications to firms and posting of the registry of prequalified firms will be completed by March 19th, so that firms not qualifying with have a period for appeal prior to issuance of bid documents. The registry of firms will need to be posted at the Awarding Authorities bid room and Commonwealth’s Comm-PASS system and it is recommended to post on the Awarding Authorities web page. KBA will coordinate the notification mailing, registry posting, response to public inquiry, response to appeals and will assemble records for the owner. Only those firms prequalified for the project will be invited to bid on the section of work for which they are prequalified. Building Committee discussion ensued regarding the draft list of prequalified firms, process for prequalification, and invitation to bid and expressed its gratitude to the Prequalification Committee members for all their efforts to advance the process for the project.

M. Mahoney updated progress with MSBA. The professional team drafted a joint response to MSBA 60% Construction Document review comments and today KBA forwarded the response to Jennifer Connarton at MSBA. Based on Building Committee vote this evening authorizing submission of the 100% Construction Documents, the professional team will complete its documentation for the submittal package and will submit to MSBA on or before April 6, 2012. Recently the School Department submitted an appeal on previous project invoices deemed ineligible for reimbursement. This appeal submission was taken by MSBA as submission of new invoices and reloaded to the Propay system putting the project over budget. MSBA contacted KBA regarding the overage and issues it was having understanding the bill breakdown for Ai3 invoices. MSBA was informed of the School Department intent to appeal ineligible invoices and KBA provided copies of all project invoice log reports to clarify Ai3 invoice billing. MSBA is reviewing the information and will advise. MSBA requested that the School Department include a copy of KBA’s invoice log with each future project reimbursement request. The School Department was informed of the filing request and will comply.

 M. Mahoney reported on (5) invoices presented for Committee consideration/approval as follows:

• Ai3 invoice #0007B-1101.00 totaling $357,830.75 for basic services for 90% CD phase.
• Ai3 invoice #0010E-1101.00 totaling $18,375.57 for extra services to be added to basic services performed including 90% CD site permitting, planning board review, environmental, geotech evaluation, WWTP modifications for 90% CD phase and reimbursable for filing a project LEED application.
• KBA invoice #9 totaling $60,459.85 for work performed through February 2012 on 60% CD phase, Contractor Prequalification, and 90% CD phase.
• GateHouse Media invoice #CN12669556 totaling $514.80 for a legal notice published for the General Contractor and Subcontractor Prequalification RFQ.
•  Seacoast Engineering Co. invoice #2098 totaling $9,900.00 for engineering peer review associated with Hingham Conservation Commission and Hingham Planning Board project review, permitting, and variance approvals.

P. Bradley moved to approve invoices as reported, second by S. Cleary. Unanimous vote to approve all five invoices.
 
M. Mahoney reported that the budget will be updated to include the peer review performed by Seacoast Engineering Co., adding $9,900  to the committed column for “Geohydro, Wetland, reflagging” and includes the $990 LEED application fee in the committed column. Project invoices approved tonight are included in the expended to date column. Based on all project commitments and expenditures to date the project remains on budget.

Meeting adjourned at 11:00 P.M.