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HomeMy Public PortalAbout20150428 - Elementary School Building Committee - Meeting Minutes Hopkinton Public Schools 89 Hayden Rowe – Hopkinton MA 01748 Hopkinton Elementary School Building Committee HCAM Studios, Hopkinton, MA April 28, 2015 6:30 p.m. Chair Joe Markey called the meeting to order at 6:33 p.m. Attendees: Joe Markey, Chair Mike Shepard, Vice Chair John Weaver Rob Nickerson, Clerk Dave Daltorio (non-voting) Kelly Knight (Alt. voting) Quorum present (5 voting Members). Absent: John Mosher, Pam Waxlax, Jon Graziano, Dr. Cathy MacLeod (non-voting) Ralph Dumas (non- voting), Norman Khumalo (non-voting), Lauren Dubeau (non-voting) Public Attendees: Meeting Televised by HCAM TV Also present: Tim Bonfatti and Jeff D’Amico from Compass Project Management, Inc., Judd Christopher and Paul Moore from Drummey Rosane Anderson, Inc. I. Community Input: None at this time. II. Approval of Minutes MOTION: Mr. Mike Shepard moved to approve the HESBC meeting minutes dated April 3, 2015 as amended, seconded by Mr. Rob Nickerson. Voted: 4-0-1. Ms. Knight abstained. III. Review and Approve Payment of Invoices MOTION: Mr. Mike Shepard moves to approve the Facebook Advertising Invoices, from Mr. Rob Nickerson dated December 31, 2014, January 31, 2015, February 28, 2015 and March 31, 2015 in the total amount of $246.17 for Advertising of Project & Community Forums, seconded by Mr. John Weaver. Voted: 4-0-1. Mr. Nickerson abstained. MOTION: Mr. Mike Shepard moves to approve the invoice #2004814, from Miyares & Harrington LLP dated April 1, 2015 in the amount of $245.00 for Legal Services, seconded by Mr. John Weaver. Voted: 5-0-0 MOTION: Mr. Mike Shepard moves to approve the invoice #2004878, from Miyares & Harrington LLP dated April 24, 2015 in the amount of $2,537.50 for Legal Services, seconded by Mr. Rob Nickerson. Voted: 5-0-0 IV. MSBA Communications Update The ESBC approved Irvine Site Option 3A as the Preferred Schematic option during the 4/3 meeting. The Preferred Schematic Report (PSR) was then submitted to the MSBA on April 16, 2015. This report is a culmination of the work of the ESBC and the project team over months of deliberations and analysis. A meeting with the MSBA Facilities Assessment subcommittee is scheduled for April 29, 2015. The project is sending the following representatives: Dr. Cathy MacLeod, Ms. Lauren Dubeau, Mr. Mike Shepard along with Tim Bonfatti and Jeff D’Amico of Compass Project Management, Inc., and Judd Christopher, Paul Moore and Jim Barrett of Drummey Rosane Anderson, Inc. DRA provided a hard copy of the PSR to the ESBC. The ESBC suggested it be kept at the Superintendent’s office. DRA to email an electronic PDF copy of the report for posting to the project website. DRA created a 20 minute presentation for the MSBA Facilities Assessment meeting. Mr. Judd Christopher of DRA showed the presentation to the ESBC which included the following topcis: Education Program, Alternatives Analysis, Site Plans, Schedule, Budget and Community Outreach. Mr. Rob Nickerson requested revisions be made to the Social Media Slides. Mr. John Weaver requested next time that a draft of presentation be distributed to the ESBC for review prior to submission to the MSBA. Mr. John Weaver asked questions regarding the backup to the new total project budget of $45,120,000. Jeff D'Amico of CPM noted that these are very conceptual and conservative numbers. Budget which includes a Design/Estimating Contingency of 15%, Escalation at 14%, FFE/Technology estimate of $2,400 per student, Site Acquisition costs were $1.8 million along with $5,000 for Legal fees. Jeff D'Amico will forward the cost estimate backup to John Weaver for his review and he noted it is also included in the PSR. V. Site Conditions Analysis Update A Traffic Study is scheduled for mid-May on Hayden Rowe Street. CPM noted that they would like to do the study before the seniors graduate to get the heaviest volume of school traffic. Jeff D'Amico of CPM informed the committee that they have a contract amendment from DRA to provide site surveying of the Irvine Property. Jeff noted that the proposal came from the current project civil engineer. Jeff requested authorization to have DRA engage a land surveyor for a Not to Exceed proposal of $38,000 inclusive of DRA’s markup. The ESBC directed CPM to request an additional proposal for the property survey. MOTION: Mr. John Weaver moves to authorize DRA or CPM to engage a Surveyor with a Not To Exceed cost of $38,000.00 contingent on obtaining a second price check proposal, subject to the approval of Mr. Weaver and Mr. Shepard, seconded by Mr. Mike Shepard. Discussion: CPM is to solicit another proposal and present the numbers to Mr. Weaver and Mr. Shepard to select and approve the final proposal. Voted: 5-0-0 DRA will begin Schematic Design after the MSBA Facilities Assessment Committee meeting and the Town Meeting. The Hopkinton Downtown Design Guidelines have been shared with DRA to help influence the design palette. Mr. Markey encouraged DRA to engage the Planning Board early on regarding the Exterior design. Mr. Daltorio noted that the project can request the involvement of the Design Review Board which is normally part of the Site Plan Approval process. The interior design process is driven by the Educational Program and the School Departments. The Schematic Design deliverables to the MSBA will include exterior elevations, materials and floor plans. Tim noted that the MSBA definition of Schematic Design is more robust then the industry standard because it is used to set the final project budget. Mike Shepard stated that he would like see a design of a modest, energy efficient building and the design discussion is an important one to get started soon. The ESBC would like to review the Design Goals at the next meeting and DRA will compile simple design and palette imagery. VI. Town Meeting Preparations The ESBC discussed the upcoming Town Meeting on May 4th and Town Election on May 18th. Article 43: Is the purchase of the Irvine Property Article 44: Is the purchase of the Todaro Property The ESBC will support advertising for the site Acquisition articles at Town Meeting but not the Election vote. Joe Markey requested of Kelly Knight that the Superintendent’s office help with the printing of the FAQ (Frequently Asked Questions) hand out for the site acquisition request. Rob Nickerson reviewed the list of FAQ. Joe Markey offered to take lead on providing answers with the help of the ESBC, DRA & CPM. Mr. Joe Markey will make the presentation at Town Meeting. He intends to present the ESBC Mission Statement, timeline, the short list options from the alternatives evaluation matrix and advantages/disadvantages slides. MOTION: Mr. John Weaver moves to authorize Mr. Rob Nickerson to spend up to $200 in advertising in support of Article 43, seconded by Mr. Mike Shepard. Voted: 5-0-0 VII. Other Business None at this time. VIII. Next Meeting Dates The next ESBC Full meeting will be held on Thursday, May 21, 2015 at 6:30pm. Location TBD. MOTION: Mr. Rob Nickerson motions to adjourn at 8:07 PM, seconded by Mr. Mike Shepard. Voted: 5-0-0 Respectfully Submitted, Jeff D’Amico Project Manager Compass Project Management, Inc.