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Home My Public Portal About20140923 - Elementary School Building Committee - Meeting Minutes CITY of HOPKINTON Meeting Notes – Working Group Meeting 09/23/14 1 Meeting Notes Meeting: HESBC Working Group Meeting #2 Date & Time: September 23, 2014 at 7AM – 8:30AM Location: Superintendent’s Conference Room, 89 Hayden Rowe Street Attendees: City of Hopkinton Compass Project Management (CPM) √ Mike Shepard (MS) ‐ HESBC √Tim Bonfatti (TB) –Project Executive √ Jon Graziano (JG) ‐ HESBC √Jeff D’Amico (JD) –Project Manager √ Kelly Knight (KK) ‐ HESBC √Laureen Westman (LW) – Assistant Project Manager √ John Weaver (JW)‐ HESBC √ Cathy MacLeod (CM) ‐ HPS √ Lauren DuBeau (LD) ‐ HPS Al Rogers (AR) ‐ HPS Distribution: Attendees (√); CPM File Item Topic/Discussion Action For: Due Date 1.1 Designer Selection Process: The RFS briefing session held on 9/3 was successful with 18 attendees. Proposals due Friday Sept. 12 at the office of Ralph Dumas. CPM will collect proposals and leave 3 copies of each to be picked up by MS, JG and CM. Deliver as required to the MSBA. Provide evaluation matrix and scoring criteria. Distribute Designer Selection Timeline to attendees. 9/23/14: 6 designers submitted proposals. The district representatives were provided copies as well as 14 copies were delivered to the Designer Selection Panel at the MSBA. CPM compiled and distributed the Sub‐consultant Matrix and Designer Reference Checklist. CPM to submit reference checks to the MSBA DSP may include about a 30 minute discussion regarding proposals followed by a ranking vote. Interviews with top ranked firms may be requested by DSP for a later date. MSBA staff person will have knowledge as to how each firm has performed within the MSBA process. Is there access to the Designers financials on the MSBA website? Can we determine which Designer has a lot of current projects with the MSBA? Are any of the firms currently or recently going through management/principle/ownership changes which might affect this project? The group discussed the pro & cons of all six (6) firms. Each firm is qualified to do this project. Rankings will be made at the DSP. Hopkinton working group noted that Design Partnership is Qualified and did a great job on HS, but team is concerned selecting the firm that was involved in previous failed project would be a significant distraction to the community. MS, JG, CM CPM CPM CPM 9/24/14 9/30/14 CITY of HOPKINTON Meeting Notes – Working Group Meeting 09/23/14 2 1.2 MSBA: Current K & 1st grade enrollment is at 443. MSBA Enrollment Certification signed by Hopkinton includes 355 students. 30 children are attributed to free full day Kindergarten offered this year. CPM to review district documentation and request a discussion of the topic and/or meeting with MSBA. 9/23/14: LD to provide enrollment backup in order to estimate how many children entered 1st grade from private Kindergarten, and attempt to gather information on the increase number that is specifically related to the new offering of tuition free, full day kindergarten. CPM requested the last few years of live birth data from Ralph. TB to look at enrollment projections vs actual from 2011 to 2014. CPM to contact MSBA once the data have been gathered and evaluated. LD RD CPM 10/7/14 10/14/14 1.3 Site Options: Elmwood School – 2 parcels of land at corner of Elm and Wood streets may be considered/available for acquisition. Center School – 2 parcels of land behind property owned by the electric company. Hehn property at 25 Ash Street was previously approved at Town Meeting to negotiate an acquisition. Irvine Property – Trust might be the reason the property is currently not available for purchase. TM approved testing this site. Parking studies will be a part of all feasibility options as all sites have traffic and safety concerns. 9/23/14: Permission has been granted to conduct preliminary geo‐technical investigations at the Irvine Property. Hehn property may not be available by the time this project is interested. Owners have expressed the possibility of residential development. Potential new site: Water Fresh Farms (Jeff Barton) has expressed interest in selling about 20 acres. Preliminary geo‐technical investigations may have been done and the town manager is requesting access to this data. INFO HOP 10/14/14 1.4 Existing Conditions Assessments: Elmwood School – Solicit proposals for geotechnical investigations. Center School – Review previous studies, hold until Architect is selected and begins to develop options. Irvine Property –Norman Khumalo sent letter to owners to request access to any previous site investigations as well to request permission to conduct geotechnical investigations. 9/23/14: Permission to test granted from the Irvine property owners. MS to coordinate investigation with CPM Town Manager to provide contact information and/or obtain site investigation reports from Water Fresh Farms. (2) Proposals were received to conduct preliminary geotechnical investigations at the Elwood site. Pare: $7,500 for 1 day of borings (3‐4) PSI: $5,850 for 1 day of borings (3‐4) CPM to contact PSI to increase scope to include a second day for the Irvine site. CPM to release PSI to proceed with scope of work as detailed within the proposal for MS, CPM CPM, HESBC 10/14/14 9/30/14 CITY of HOPKINTON Meeting Notes – Working Group Meeting 09/23/14 3 $5,850. {post mtg note: Joe Markey & Ralph Dumas requested contract approval go through the HESBC on 9/30/14} 1.5 Public Outreach: Political Action Committees (PAC) ‐ can be very beneficial in the process of distributing information to the public. Communication Subcommittee – Is there a need for one? Joe has been currently doing these types of tasks, does he need support? 9/23/14: Hold. INFO 1.6 Traffic Study: It was noted that all sites will need traffic study to analyze potential impacts. 9/23/14: CM noted that Hayden Rowe is already quite congested with traffic and would like to put emphasis on traffic study first. CPM noted that both the geotechnical investigations and a traffic study will be needed to evaluate each site. INFO NEW BUSINESS 2.1 Website: JD to contact Rob Nickerson to coordinate posting of information. JD 9/30/14 2.2 Upcoming Meetings: ‐ HESBC meeting is 9/30/14 agenda to include: Designer Selection Panel update, geotechnical update, enrollment analysis session and updates on potential properties. CPM to send Joe agenda. ‐ Designer Selection Panel scheduled for October 7th at the MSBA. District representatives to participate in the panel, open meeting. ‐ Next Working Group meeting moved to 10/14/14 ‐ Potential designer interviews on 10/21/14. ALL CPM MS, JG, CM 9/23/14 Next Meeting: WORKING GROUP – 7:00 am on October 28th in the Superintendent’s Conference Room.