HomeMy Public PortalAbout20150722 - Elementary School Building Committee - Meeting Minutes
Town of HOPKINTON
Notes 6 - HESBC Working Group Meeting - 150722 1
Meeting Notes
Meeting: HESBC Working Group Meeting #6
Date & Time: July 22, 2015 at 7:00 – 9:00AM
Location: Superintendent’s Conference Room, 89 Hayden Rowe Street
Attendees:
Town of Hopkinton Town of Hopkinton Drummey Rosane Anderson (DRA)
√ John Mosher (JoM) arrived 7:25am Lauren DuBeau (LB) √ James Barrett (JB) Principal
Jon Graziano (JG) √ Dr. Cathy MacLeod (CM) arrived 7:35am √ Judd Christopher (JC) Project Manager
√ John Weaver (JW) via phone √ Al Rogers (AR) √ Calvin Olson (CO)
√ Joe Markey (JM) √ Norman Khumalo (NK) arrived 7:20am Griffin & Vary (G&V)
√ Mike Shepard (MS) arrived 7:30am √ David Daltorio (DD) Wayne Matson
√ Pam Waxlax (PW) √ Ralph Dumas (RD) 8:10am Nitsch Engineering
√ Rob Nickerson (RN) Kelly Knight (KK) √ Chelsea R. Christenson
Compass Project Management (CPM) √ Nick Haven
√ Tim Bonfatti (TB) – Project Executive Warner Larson Inc.
√ Jeff D’Amico (JD) – Project Manager √ Doug Morse (arrive 8:30am)
√ Laureen Westman (LW) – Asst PM
Distribution: Attendees (√); CPM File
Item Topic/Discussion Action For: Due Date
1.1 Intro:
• Review of the desired outcomes for this meeting.
• Review of agreements required to hold schedule.
• Amendment and approval of minutes:
Motion made by Pam Waxlax, Rob Nickerson seconded.
• Motion to approve the ESBC Working Group minutes of July 1, 8 & 15,
2015 as amended (revise the spelling of Jon Graziano and confirm paypack
of SCW system.)
Unanimous vote 4-0-0.
NOTE
MOTION
1.2 Site:
Site Design
• 12 buses can stack around the faculty parking.
• Parent drop off loop is located at the front of building.
• Parking for after school activities to use the faculty parking lot and enter the bus
drop off entrance.
• A loop for emergency access around the entire building, details of the size, shape
and turning radius to be coordinated with Public Safety representatives. Loop road
to be restricted during school hours to provide safety for children in play areas.
• Vehicle traffic from EMC to be restricted during school hours via gate to provide
safety for children in play areas. Pedestrian and bike access always available.
• DPW, Land Use and Engineering to be consulted on design. JD to coordinate
meeting.
JD
7/29/15
Town of HOPKINTON
Notes 6 - HESBC Working Group Meeting - 150722 2
• Safety & Security meeting with Police and Fire take place following this meeting.
• Concerns:
o Where to locate plowed snow?
o Planning Board: have original concerns been addressed or incorporated
into this design? Location of building, geometry, master plan for adjacent
town properties, institutional imagery, trail network, connection to EMC.
The ESBC & DRA believes these concerns have been addressed and the
current plan allows for future flexibility of master plan.
• Entrance Road: Most appropriate to treat the entry road as a public road in order
to provide for additional development on this property as well as adjacent. Mike
Shepard suggested consider subdividing the property into School and Town lots.
• Al Rogers inquired if there is land available on the site for a Maintenance Storage
Garage. It’s in the 10 year plan to build one. Currently the school equipment is
housed at DPW. Response: That is beyond the scope of this project and would be
best accomplished as another project in the future.
Utility Plan
• The water, sewer, gas and electric all located under the entry road. If this is a
public road, all utilities would need to be upsized for future site development.
Swales, drainage depressions, run along one side of the road while a sidewalk lines
the other side.
• The Faculty parking lot would include a drain pipe and closed chamber system
underground while the Visitor parking lot would utilize low impact features for
water retention and filtration. A gravel wetland designed for high water table
solutions. This area would be slightly depressed (6”-9”) but would only incur
standing water of a few inches for a short period of time. This systems acts and
looks like a wetland but is a very effective storm water treatment system. This area
would not be available for snow storage. Concerns expressed: safety of children
near ANY standing water. ESBC inquired if fencing was needed, Nitsch stated a
fence is not necessary for this minimal depression, but this can be re-evaluated in
the future. The engineers will provide photos of similar systems.
• Emergency access road: Porous asphalt proposed. Maintenance required: no
sanding allowed, only salt to turn ice and snow to slush then scraping of slush.
Vacuum sweeping service required 2x/year. If the design was changed to include a
standard impervious material then drainage pipes would be added to the design.
Concerns: DPW takes care of the parking lots and roads. They need to be part of
this design discussion. DRA to review with DPW.
The emergency road also needs clearing after snow storms. Pervious asphalt
requires delicate alternate care listed above and therefore is not recommended
for parking lots and high traffic areas.
• Entry Road, walks and cross walks:
Diagrams depicting pedestrian, car and bus traffic would be helpful to determine
conflicts.
Crosswalks at the triangle intersection of the end of the Entry Road, Visitor parking
lot, driveway to Faculty parking lot to be considered. Official crosswalks require
staff to monitor them during arrival and dismissal times.
Should there be a separation of the sidewalk and the entry road? Land is limited
within the wetlands area and the designers feel the width of the sidewalk is more
important for safety than a separation. Should there be a sidewalk on both sides
Town of HOPKINTON
Notes 6 - HESBC Working Group Meeting - 150722 3
of the entry road? This would be cost prohibitive and requires crossing the bus
lane.
• There is no irrigation designed at the playing field, only a rainwater harvesting tank
for future development of an irrigation system. This will greatly affect the
community’s use of this field. Irrigation works against the green initiatives that this
project is attempting to achieve.
Traffic (morning Drop off)
• Observations at the Center school revealed 103 cars and 25 buses arrive and
depart within 30 minutes. There are 2 tiers of buses, 12 & 13.
• The traffic analysis predicts the following queuing in the morning: 1 car will be
waiting to take a left turn into the drive from Hayden Rowe. 2 cars turning left and
1 car turning right will be queued when leaving to enter onto Hayden Rowe St.
• The driveway consists of 3 lanes. The center lane will shift at some point from 2
lanes exiting to two entry lanes.
Traffic (morning Drop off)
• The traffic analysis predicts the following queuing in the afternoon: 2 cars turning
left and 2 cars turning right will be queued when leaving to enter onto Hayden
Rowe St.
• The report does not meet the warrant for a traffic light. Some ESBC members
suggested a traffic light would be best to protect pedestrians crossing the road at
this location. A pedestrian crossing signal vs. traffic signal could be considered. A
pedestrian traffic light is more consistent and cheaper in the long run than
employing a crossing guard.
• A left turn lane is recommended but the width of the road will need to be
increased.
• The ESBC recommends carrying signalization within the SD budget as well as
carrying cost for 20MPH school zone signage.
Geotech and material testing:
• Good solid glacier till, conventional spread footing system can be designed.
• High ground water table discovered (4.5-5 feet)
• 6 locations tested soils for hazardous materials. 2 showed slight traces of fertilizers
but well below the level of concern or reporting.
• Some money will be carried within the budget for remediation in case of areas not
tested are found to include haz mat during excavation.
• Field stone from existing stone walls on the property will be used to build site walls
within the new design.
1.3 Property:
NK reported that the property appraisal came back with numbers favorable to the
Town. The Board of Selectman approved to purchase the land at $1.8 million. The
closing is scheduled for the 1st week in August with a target to be complete by August
5th so it can be included within the Schematic Design Report to the MSBA.
1.4
Interior Spaces:
The entry canopy is a pergola type structure with a translucent covering to protect from
rain and snow.
The Administration Office hallway includes a recessed display area and TV monitor.
Wall materials are masonry and glass, floor materials are some type of tile, possibly
Town of HOPKINTON
Notes 6 - HESBC Working Group Meeting - 150722 4
porcelain. A combination of transparent and translucent glazing proposed along the
Administration Office for viewing reasons.
The 2 story entry space will require acoustical treatment on the ceiling below balcony
and upper portion of walls, potential for hanging panels from upper ceiling.
The benches shown in the rendering are place holders only and shown as an idea of
how to break down the large space. Dismissal queuing to be reviewed.
Fingerprint and maintenance requirements of finish materials will be further discussed
within the Design Development phase.
1.5 Project Delivery:
Typically Construction Management at Risk (CMatR) is for complicated projects. Why
should Hopkinton consider this as a project delivery method?
• Appropriate for large scale projects as cooperation of a team is valuable.
• Tight schedule: options are 2 Design Bid Build projects (could result in different
General and Sub Contractors which is very difficult to coordinate the transistion
resulting in change orders) vs 1 Construction Manager involved in the process early
on allows flexibility in schedule and continuity of team.
• Cost Control accountability of the CMatR
Motion made by John Weaver, Pam Waxlax seconded.
• Motion for CPM to prepare and submit a Construction Manager at Risk
application to the Inspector General’s office on behalf of the ESBC and to
inform the MSBA of these intentions within the August 6th Schematic
Design submission.
Unanimous vote 5-0-0.
Note: If a GMP cannot be achieved with the 1st and 2nd CMatR bidders, the Town can
opt out of the process for traditional general contractor bidding.
MOTION
CPM
1.6 Miscellaneous:
• The wetland flagging is complete but the site survey is not.
• CPM to contact the Conservation Commission agent and walk the site.
• JM requested the engineer perform a cost comparison of the current utility costs to
the estimated for the new school.
CPM
DRA
7/29/15
8/4/15
1.7 Next Steps:
The joint BOS/SBC/ESBC meeting has been scheduled for 7/29 at 6:30pm – 8:30pm
Town Hall. This meeting will be televised so the community can see the formal
presentation of the decision point, schedule and budget. The Chairman of both
committees will need to sign the Schematic Design certificate to be included within the
August 6th submission.
Motion to adjourn made by Pam Waxlax, Rob Nickerson seconded at 8:50am.
Unanimous vote 5-0-0.
Next Meeting:
Working Group Meeting –Next scheduled 7/29 at 6:30pm – 8:30pm Town Hall, 18 Main Street, Rooms 215 & 216, These
minutes are considered the record of the meeting and all decisions and actions reflected herein are deemed agreed by the
participants unless notice of changes are provided to Compass Project Management within 48 hours of receipt.