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HomeMy Public PortalAbout20150521 - Elementary School Building Committee - Meeting Minutes Hopkinton Public Schools 89 Hayden Rowe – Hopkinton MA 01748 Hopkinton Elementary School Building Committee HCAM Studios, Hopkinton, MA May 21, 2015 6:30 p.m. Chair Joe Markey called the meeting to order at 6:34 p.m. Attendees: Joe Markey, Chair Mike Shepard, Vice Chair John Weaver Rob Nickerson, Clerk John Mosher Jon Graziano Dr. Cathy MacLeod (non-voting) Lauren Dubeau (non-voting) Pam Waxlax Norman Khumalo (non-voting), Quorum present (7 voting Members). Absent: Kelly Knight (Alt. voting), Ralph Dumas (non-voting), Dave Daltorio (non-voting) Public Attendees: Meeting Televised by HCAM TV Also present: Tim Bonfatti and Jeff D’Amico from Compass Project Management, Inc., (CPM) Jim Barrett, Judd Christopher and Calvin Olson from Drummey Rosane Anderson, Inc. (DRA) I. Community Input: None at this time. II. Approval of Minutes MOTION: Mr. Mike Shepard moved to approve the HESBC meeting minutes dated April 28, 2015 as amended, seconded by Mr. Rob Nickerson. Voted: 5-0-2. Ms. Waxlax and Mr. Mosher abstained. III. Review and Approve Payment of Invoices MOTION: Mrs. Waxlax moved to approve the Invoice #CPM 44-09 from Compass Project Management dated April 30, 2015, in the total amount of $17,885.05 for OPM professional services seconded by Mr. Jon Graziano. Voted: 7-0-0. MOTION: Mrs. Waxlax moved to approve the Invoice #005 from DRA dated May 1, 2015, in the total amount of $15,840.00 for Architectural professional services seconded by Mr. Jon Graziano. Voted: 7-0-0. IV. Status update on Town Meeting Results Mr. Nickerson recapped the Town Meeting results of the approval of article 43 authorizing the Selectmen to acquire the Irvine Property at 135 Hayden Rowe Street. The Town is seeking an appraisal for the land purchase and expects that report by the 2nd week in June. Mr. Markey noted that individuals in the community registered a Political Action Committee (PAC) to help advocate a yes vote on the ballot question. Mr. Graziano noted difficulty interpreting some of the gray areas in legal guidance received and Mr. Markey suggested a future meeting topic this summer around guidance for town boards regarding advocating for Town Meeting articles and restrictions related to advocating for ballot questions. Mr. Markey informed the committee that the Planning Board sent a letter to the Board of Selectmen (BOS) and copied him requesting the Selectmen facilitate a public planning process for all the contiguous town parcels off Hayden Rowe Street. This scope of work is beyond the charge of the ESBC, which is focused on the needs of the new elementary school project. The Planning Board has invited the ESBC to give an informational presentation to the Planning Board at its June 8th meeting on the current status of the design. Mr. Markey, Mr. Shepard, and representatives from the DRA team and Warner Larson representatives will attend the Planning Board meeting. Mr. Mosher noted that the Board of Selectmen will be forming a subcommittee to study the reuse options for the existing Center School site. Compass to confirm with the MSBA what amount of progress or conclusions are desired prior to the MSBA approval of the Project this fall. The Town wants a clear understanding of the MSBA’s expectations. V. Status update Site Investigations Nitsch Engineering completed traffic observations of Hayden Rowe Street occurred on May 13th (while the high school seniors were still in session, to observe the heaviest volume of school traffic.) The draft traffic study report will be available by the next ESBC meeting and in time for the next Community Forum meeting. CPM presented the survey quote summary comparison of three firms solicited. Jeff D'Amico stated that Precision Land Surveying (PLS) is the low bid and has previously worked for DRA. This price is below the Not to Exceed limit established at the previous meeting and CPM recommends proceeding with PLS as a sub-consultant to DRA. The ESBC agreed to proceed with Precision Land Surveying. CPM will draft the contract amendment for DRA to provide site surveying of the Irvine Property using PLS. VI. Review MSBA Communications Mr. D'Amico recapped the MSBA schedule and communications since the April 28th ESBC meeting. The MSBA has requested that Hopkinton issue a supplemental submission to the Preferred Schematic Report (PSR) that addresses the MSBA review comments from their letter dated May 5th and comments from the MSBA Facilities Assessment subcommittee meeting on April 29, 2015. The main takeaway is the MSBA would like the Educational Program to be reflected in the updated floor plans and site plans. Per the MSBA request, DRA presented a letter requesting to formalize the staff replacement of Sarah Carda with Judd Christopher, which occurred in January when she entered maternity leave. Judd answered the ESBC’s questions about his resume, experiences and background. MOTION: Mr. Shepard moved to accept the DRA project manager substitution of Judd Christopher to replace Sarah Carda, seconded by Mrs. Waxlax. Voted: 7-0-0 CPM will draft a letter for the ESBC to issue to the MSBA noting their acceptance. Dr. MacLeod and Mrs. Dubeau have updated the current draft of the educational program document which was discussed and distributed in this meeting. DRA presented updated floor plans and site plans, corresponding to the education plan. CPM will review the current Educational Program, Floor Plans and site plan with the MSBA prior to formal submission of the supplemental package. DRA and the Superintendent will incorporate any comments to the submission prior to submitting to the MSBA. DRA will send design images to Mr. Nickerson for posting to the project website. VII. Review Draft MSBA Supplemental Submission: Mr. Barrett opened the design presentation by noting they have received and reviewed the Hopkinton Design Guidelines for the Downtown district. He noted that this is helpful background document to familiarize themselves with the Town aesthetics and as an example of design guidance that could be adopted for the school. Mr. Barrett noted that with the new school being located away from the Town center in a wooded area, the project has the ability to take on its own characteristics. The detailed design will happen later this summer. Mr. Markey opened the floor up to the ESBC to explain some of their hopes for the building design. The ESBC offered the following comments (this is a summary, see HCAM video for detailed list): Mr. Shepard stated that he would like see a design of a modest, energy efficient building, security is important, 50 year building longevity and have functionality govern the design. Mrs. Waxlax would like to request that the School Director of Buildings and Grounds provide a list of lessons learned from the Hopkins school to DRA. Mr. Nickerson would like to see a timeless, practical design that is environmentally friendly. Input should be solicited from the school police officer Phil Powers for security. Mr. Markey recommends proactively sharing the design with other committees in Town such as Planning Board, Design Review Board, and Parks and Recreation. The team should set up review meetings with these departments through the Town Planner. The ESBC liked the solar panel possibility and the weather station. There was mixed opinions on a green roof. Dr. MacLeod is concerned with having young students on a roof even with a guardrail. Mr. Graziano likes to have the ability for future classroom expansion. He prefers operable windows. Mr. Markey highlighted the value of the outdoor space and access to natural resources for education and exercise, indicating a desire for the building to complement and integrate its natural surroundings as well as reflect the outdoors and active community aspects of Hopkinton’s community character. DRA presented the current floor plans & site plan explaining how it coordinates with the updated educational program. The new site plan pushes the building to the North of the site, closer to EMC Park and has moved the play fields behind the building and away from the parking lot. The presentation included a computer model of how a typical classroom would function. DRA presented the site plan and noted the following highlights: Bike path connection to EMC Park + fire lane access, future access to other half of 135 Hayden Rowe property and former Todaro sites, parent pickup and parking, separate play areas for Pre- K and K through 1, The traffic study may show the need for a traffic light. DRA has included a 3 lane roadway to allow 2 exiting lanes onto Hayden Rowe. This roadway will then transition to 2 inbound and 1 outbound lane to allow for buses to pass parents queued for pickup. Nitsch Engineering counted approximately 80 parents at pickup during their January traffic counts at the existing Center School. DRA presented the floor plans and explained the vantage point of a small child in this large space. There is flexibility with flexible space at the Health and Art rooms for years in which population may be higher than normal. The building will be broken into neighborhoods of classrooms to allow flexibility in specialized teaching. DRA showed the massing model from many different vantage points to show the committee the different building elevations as well as roof levels. VIII. Other Business CPM reviewed the monthly Calendar for Schematic Design phase of the project. Highlights: The schematic design will occur between May – July 2015. The design and budget will be submitted to the MSBA for final approval by August 6, 2015. The MSBA Board vote will occur on September 30, 2015. Mrs. Waxlax suggested that the ESBC notify the Board of Selectmen of the timeline for the anticipated Special Town Meeting in the Fall of 2015. There is another potential town meeting vote in the Fall and possibly the two issues could be synchronized. IX. Next Meeting Dates The next Community Forum meeting will be held on Monday, June 15, 2015 at 7:00 – 8:30pm. Location: Hopkinton Middle School Library. The next ESBC Full meeting will be held on Monday, June 15, 2015 at 8:30pm – 10:00pm. Location: Hopkinton Middle School Library. MOTION: Mr. Mike Shepard moved to adjourn at 9:56 PM, seconded by Mr. John Mosher. Voted: 6-0-0 Respectfully submitted, Jeff D’Amico Project Manager Compass Project Management, Inc.