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Home My Public Portal About20210429 - Select Board - Agenda PacketTOWN OF HOPKINTON REMOTE MEETING Thursday, April 29, 2021 7:05 PM AGENDA (Revised 4/27/21) 7:05 PM SELECT BOARD TO ATTEND SCHOOL COMMITTEE MEETING 1.ELEMENTARY SCHOOL BUILDING COMMITTEE-2 (ESBC-2)DISCUSSION The Select Board will attend the School Committee Meeting and consider voting to authorize the Town Manager and Superintendent to collaborate on filling the positions for the ESBC-2 in accordance with the Hopkinton Elementary School Building Committee-2 Make-up and Charge document dated 4-23-21. Supporting Exhibit:Hopkinton Elementary School Building Committee - 2 7:10 PM FY 22 BUDGET UPDATE 2.The Select Board will review and consider FY22 Comprehensive Budget update and take any action related thereto. ADJOURN Remote Meeting Info: See Events Calendar/Web Meeting Calendar at www.hopkintonma.gov Broadcast Live on HCAM TV:www.hcam.tv Upcoming Select Board Meetings 1.May 8, 2021 (Annual Town Meeting) 2.May 18, 2021 3.June 1, 2021 4.June 15, 2021 The listed matters are those reasonably anticipated by the Chair to be discussed at the meeting. Not all items may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by law.Unless an agenda item is a posted public hearing, the matter may be considered earlier than the indicated time if there are last minute cancellations or other unforeseen events which cause the Board to move more quickly through the agenda. 1 HOPKINTON ELEMENTARY SCHOOL BUILDING COMMITTEE No.2 The Select Board shall appoint the following members to the Hopkinton Elementary School Building Committee No. 2 (“ESBC-2”): Designation Title Vote 1 Local Chief Executive Officer One Select Board Member Yes 2 Administrator or Manager Town Manager No 3 School Committee Member One School Committee Member Yes 4 Alternate School Committee Member One School Committee member Only in the absence of the Member 5 Superintendent of Schools Superintendent No 6 Local Official Responsible for Building Maintenance HPS Director of Facilities No 7 School Principal Principal, Elmwood School No 8 Member of the community knowledgeable in educational mission and function of facility Seek applicants with MSBA school building experience; school administration experience; educational facility management; facility management Yes 9 At Large member of the Community Resident Yes 10 Local budget official or member of local finance Committee One Appropriations Committee member Yes 11 One or more members of community with architecture, engineering and/or construction experience One member from among applicants with architecture, engineering and/or construction experience to provide advice relative to the effect of the Proposed Project on the community and to examine building design and construction in terms of its constructability Yes 12 A member of the community with Communications/PR/Marketing/or Facilitator experience Seek applicants with communications, public relations, marketing and/or facilitator experience to provide advice on how to best guide the project through the necessary milestones and processes toward final completion Yes 13 SBC member who is MCPPO certified School Director of Finance No Purpose:The Elementary School Building Committee –No2 (ESBC–2)shall be formed in accordance with the provisions of the Town’s Charter and Bylaws for the purpose of developing,evaluating,and,if appropriate,advancing a school building project worthy of the Town of Hopkinton,generally monitoring the Massachusetts School Building Authority (MSBA)School Building Grant Application process,advising the Select Board during the construction of an MSBA Approved Project,and communicating transparently with the residents of Hopkinton. Mission: To facilitate the development of a proposed solution to the operational and educational constraints of Elmwood School as well as the district more broadly,with attention to enrollment growth as well as academic programming needs, which will be supported by the voters of Hopkinton as well as the MSBA. Tasks: To assist the Select Board,the School Committee,and the Town and to bring recommendations to the Select Board that can earn the support of the residents of the Town and meet MSBA grant process requirements,as applicable. The following tasks will be completed by the committee: ●Outlining,in cooperation with the School Committee,current school facility challenges,establishing community understanding of those challenges, and gaining support for their remediation. ●Defining,after consultation with the Select Board and School Committee,success criteria for any proposed remediations involving building renovation or construction. ●Assisting the Select Board and School Committee,as well as facilitating public participation,in the site evaluation and selection process for any proposed building construction. ●Forming the Project Team: Procuring,after consultation with the Select Board,the School Committee and the public,the team of professionals utilizing MSBA-specific procurement processes and standard Request for Services (“RFS”)templates and Contracts;and working with the Select Board as the proposed project advances through the Town’s approval and process and the MSBA’s grant process,including project OPM and Designer. ●Feasibility Study:Collaborating with the School Committee,MSBA and the public to document the Town’s educational program,generate an initial space summary,document existing conditions,establish design parameters,develop and evaluate alternatives,and recommend the most cost-effective and educationally appropriate preferred solution for the Select Board to submit to the MSBA Board of Directors for its consideration. ●Schematic Design:Working with the team of professionals,the School Committee,and the public to develop a robust schematic design of sufficient detail to establish the scope,budget,and schedule for the Proposed Project. ●Funding the Project:Assisting the Select Board and MSBA staff to establish and document the project scope,budget,schedule,and MSBA financial participation to forward to the MSBA Board of Directors for approval of project funding. Once the Town secures community authorization and financial support,the MSBA and the Town enter into a Project Funding Agreement,which defines the scope,budget,and schedule for the Proposed Project. ●Detailed Design:Working to advance the design,generate construction documentation,procure bids,and award a construction contract in accordance with the agreed upon project scope,budget,and schedule as documented in the Project Funding Agreement,and the requirements contained in the MSBA’s standard contracts for Owner ’s Project Management and Designer Services or adopted by the Town. ●Construction: Overseeing the construction work, including approval of change orders. ●Completing the Project:Assisting the Select Board and School Committee in evaluating the Draft Audit Report and, if necessary, completing and submitting the Non-Acceptance Form to the MSBA ●Other duties:Review invoices prepared by the OPM and recommend their payment throughout the life of the project. Time Requirements: SBC members shall be available to participate in weekly or bi-weekly meetings from the Eligibility Phase to Project Completion.The ESBC-2 will be expected to make presentations of its progress and recommendations to joint meetings of the Select Board and School Committee, when requested. Selection Process: For ESBC-2 members from the community,applications will be made to,and reviewed by, the Town Manager and the School Superintendent;and the School Superintendent will consult with the School Committee. Recommended finalists will be moved forward to the Select Board for appointment.