wareham es building committee meeting...

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Wareham ES Building Committee Meeting Minutes

PROJECT: Wareham Elementary School(s) MEETING DATE: November 20, 2017 LOCATION: Multi-Service Center, Room 228 ATTENDEES: (Absent Members Listed in Italics) Bldg. Committee: □ Jamie Andrews (JA) □ Judy Caporiccio (JC) □ Jackie DeGrace (JD) □ Michael Fitzgerald (MF) □ Jane Gleason (JG) □ David Heard (DH) □ Michael Houdlette (MH) □ Michael MacMillan (MMM) □ Nadia Melim (NM) □ Dave Menard (DM) □ Michelle Montrond (MM) □ David Riquinha (DR) □ Rebekah Pratt (RP) □ Joan Seamans (JS) □ Kimberly Shaver-Hood (KSH) □ Derek Sullivan (DS) □ Geoff Swett (GS) □ Rhonda Veugen (RV) □ Judith Whiteside (JWh) □ Jamie Wiksten (JWi) □ Steve Wirtes (SW) □ Bernard Pigeon (BP) PMA (OPM): □ Chad Crittenden (CCr) □ Tony Oliva (TO) □ Chris Carroll (CC) □ Mark Adrean (MA) MVGA (Designer): □ Frank Tedesco (FT) □ Al Cuevas (AC) □ Susan Taylor (ST) □ Dennis Daly (DD) □ Luis Ascensao (LA) Others: □ SEE ATTACHED SIGN-IN SHEET Meeting called to order by Chair MacMillan at 5:30PM. A Quorum of 12 was present.

General Item Responsible Due Notes

7/24:03 SBC 20Nov17 Education Program Development: 11/20 Update: JS sent work-in-progress to PMA/MVG. MVG will send sample documents to JS for use as a guide in continued efforts. MVG stated that the Ed Program will be key in establishing how successfully the project meets the District’s needs.

10/30:02 ALL

20Nov17 Communications – Web Site and Facebook: PMA has assisted the Town in establishing FB and web pages, but needs to have the District find a capable and dedicated person to administer it. PMA and MVG spoke of importance of 3rd party group to promote the Project in town, separate and distinct from the SBC, OPM, and Designers, who are prevented by law from promotional activities. Both OPM & Designer can and will provide support in terms of information to assist in promotional efforts. KS-H to assist in drafting a list of potential stakeholders, which will include members from the business community, Lion’s Club, PTS, Booster Club, etc.

10/30:03 MVG / PMA 20Nov17 Visioning: 11/20 Update: Visioning sessions were scheduled for 12/11 & 20, and a TBD in January.

New Business Item Responsible Due Notes

11/20:01 RECORD Approval of Minutes: A motion to accept the minutes from the 10/30/17 SBC meeting was made by JWh, seconded by JC to accept the minutes, amended as follows: Item 10/30:04 should read that “…the Decas School is currently under consideration as a shelter site;” VOTE: unanimous in favor.

11/20:02 RECORD OPM Overview of MSBA Program: PROCESS: CCr gave an overview of the MSBA process, outlining the three steps of the Feasibility Study, the Preliminary Design Program (PDP), the Preferred Schematic Report (PSR), and the Schematic Design Submission. At the close of this, the Town would seek local funding approval, and permission to enter into design and construction. PMA hopes to have the Town ready to vote for funding at the State November ’18 election. REIMBURSEMENT RATE: CCr placed emphasis on the difference between the “base rate” provided by the MSBA and the final participation rate of the project. Frequently, there is confusion on public’s part regarding the difference between the “base rate” and the final reimbursement percentage. The MSBA arrives at a rate for the project by an annual economic survey which takes into account several factors. This determines the base rate. The District can also obtain incentive points which are related to items such as the District’s maintenance programs, whether they choose to select an Add/Reno path, or whether to enter the Model school program, or if they attain credit through the LEED or MACHIPs programs for green construction. The combined base rate and incentives combine to provide the total reimbursement rate for the project. This rate is applicable only to costs which the MSBA determines as ‘eligible’, and specifically NOT ALL PROJECT COSTS, another point of

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confusion for some. The MSBA has guidelines for what qualifies, and areas which commonly exceed these guidelines are ruled “ineligible” by the MSBA, and receive no reimbursement. It is common for the final reimbursement not be equal to the base percentage rate. Examples of these caps include:

• Site costs in excess of 8% of the total construction value • Costs per square foot exceeding the current cap (currently $326/sf) • Exclusion of costs for abating vinyl asbestos floor tile or USTs • Costs of any space deemed as support for core Pre-K space • Costs of excess of $1200/student for FF&E, or costs in excess of $1200/student in

approved IT spending (they do not fund software purchases) • Contingency usage in excess of 1% of total construction value • Exclusion of elementary school auditorium construction (though they do support

‘Cafetoriums’) • Soft Costs in excess of 20% of the total construction value.

CCr stressed that it was important to help the public avoid assumptions about total reimbursement (this would be established at the conclusion of the Feasibility Study), and to help the team avoid or minimize project elements which would not be eligible, to the extent that this is possible. DESIGN ENROLLMENT: CCr stated that the design enrollment had been established for the two potential school configurations, and the only way to change this would be to stop the Feasibility Study, appeal to the MSBA, then recommence the Study. This would lose significant time and money. There was some anxiety about whether the capacity projection would accurate for the District’s needs. PMA and MVG stated that the projection took into account several factors, and that the MSBA’s classroom guidelines contained some capacity for enrollment expansion.

11/20:03 Designer Presentation: DD stated that MVG would strive to produce a design that was practical, welcoming but safe, and appropriate for the community. They were currently working on identifying potential sites with the assistance of PMA and Jacqui Nichols of the Assessor’s Office, and digitizing existing condition plans for the two schools. They showed some potential sites (other than those holding the two existing schools), with overlays of FEMA flood plain, and endangered/protected habitat; review did not include Brownfield consideration. Discussion also included the Model School incentive. The possibility of MVG leading a visit of examples (Abe Lincoln School, Athol MA) was offered for SBC consideration.

11/20:X RECORD 30Oct17 Next Meeting: Next SBC meeting will be held December 18 at 5:30PM

Cost / Schedule Item Responsible Due Notes

7/24:04 PMA 30Oct17 Project Schedule: 11/20 Update: PMA presented an update to the master project schedule. Schedule reflects enabling the Town to get the funding of the project on the November ’18 state ballot.

11/20:X RECORD Adjournment: Motion to adjourn was made by GS, seconded by JWh, unanimously accepted.

The author of these minutes assumes, to the best of his or her knowledge, that the above content of these Meeting Minutes depict all that transpired during this Project meeting. All attendees are required to address by memo or via e-mail, any omissions, errors or inconsistencies in the reporting of these Meeting Minutes, to the writer, within two (2) business days of receipt of these Meeting Minutes.

Minutes prepared by PMA on behalf of Michael MacMillan Signed: ___________________________________ Date: 12/07/17

Wareham School Committee’s

MINOT FOREST SCHOOL BUILDING COMMITTEE

MEETING

Monday, November 20, 2017, 5:30pm Room 228, Multi Service Center

1) Call to Order – Roll Call 2) Approval of Minutes

3) Designer Presentation & Discussion

• Ed Plan & Educational Visioning • Existing Conditions Evaluation • Site Alternatives

4) OPM Presentation & Discussion

• MSBA Process • Master Project Schedule • Reimbursement Rate • Approved Design Enrollment • Next Steps

5) Communications – Website and Facebook

6) New Business

7) Adjournment

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School Project

Wareham Elementary School Project Building Committee Meeting #2 11-20-17

FEASIBILITY STUDY (PDP & PSR) HIGHLIGHTSo PDP Submit to MSBA (1.09.18)o SBC Approves PSR o PSR Submitted to MSBA (4.17.18)

SCHEMATIC DESIGN HIGHLIGHTSo MSBA FAS Meeting (5.23.18)o MSBA Board Meeting - Approved PSR (6.27.18)o SBC Meeting to Review Costso SBC Approval of SD o SD Submitted to MSBA (10.17.18)o Town Meeting on Scope & Budget o Town-Wide Debt Exclusion Vote on Project Scope & Budget (11.06.18)o MSBA Approves SD at Board Meeting (12.12.18)

FEASIBILITY STUDY (PDP & PSR) HIGHLIGHTSo SC Approves Educational Plan

& Initial space Summaryo SBC Approves Ed. Plan & ISS o SBC Approves PDP Alternativeso SBC Approves PDP

PROJECT TIMELINEWareham Elementary School

DETAILED DESIGN (DDS & CDS) MILESTONESo DDs Issued for Estimates o DDs Submitted to MSBAo 60% CDs Issued for Estimateso 60% CDs Submitted to MSBAo 90% CDs Issued for Estimateso 90% CDs Submitted to MSBA o 100% CDs Completed

BIDDING/CONSTRUCTION MILESTONESo Prequalify Filed Sub Tradeso Prequalify GC or Solicit CM Proposalso Advertisements & Bidding

BIDDING/CONSTRUCTION MILESTONESo Phase 1 New Building*o Systems Commissioningo Punchlist & Closeouto Building Occupancyo Phase 2 Site Improvements*

*Phasing subject to final selected option

2017 2018 2019

Preliminary Design ProgramOct ‘17 – Jan ‘18

Preferred Schematic ReportJan ‘18 – Apr ‘18

MSBA BOARD VOTEJune 27, 2018

Schematic DesignMay ‘18 – Nov ‘18

2020-2022

Town VoteNovember 6, 2018

MSBA BOARD VOTEDecember 12, 2018

Detailed Design2019THE BIG PICTURE

Key Dates

YOU AREHERE

Last updated 11.17.17

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School Project

MSBA Process

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School Project

Master Project Schedule (1/2)

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School Project

Master Project Schedule (2/2)

Wareham ElementarySchool Project 6

MSBA Reimbursement Rate** Not applicable to “ineligible” scope

Ineligible Scope Examples:• $326/SF Reimbursable Cost Cap in 2017• Site Costs over 8% of Building Cost• SF Exceeding Net to Gross Ratio• Asbestos Tile Abatement• Moving Costs• Swing Space Costs• Legal Fees• Land Acquisition Costs• Offsite Costs (ie demo of building on separate site)• Furniture/Tech over $2400/student• Soft Costs over 20% of Construction Cost• Auditoriums• Gymnasiums over 6,000SF


MSBA Design Enrollment** Does not include Pre-K

Considerations:

MINOT FOREST Gr 3-4 TOTAL: 406• Gr 3 – 204• Gr 4 – 202

DECAS Gr K-2 TOTAL: 577• Gr K – 221• Gr 1 – 161• Gr 2 – 195

MINOT FOREST PRE-K: 84 (not incl in MSBA number)

• MSBA Assumes 85% Space Utilization• Space Summary Includes Growth Opportunities• MSBA Assumes 8% SPED – Wareham is 25.5%

[Will Likely Require MSBA/DESE Review]• W


Space Summary Template

Considerations:• Renovations Typically Larger due to

Space Inefficiencies• Gymnasium standard size 6,000SF• No Auditoriums for ES/MS• 8% SPED Assumption by MSBA• Opportunities do exist to shift

between categories• Any SF in excess of Space Summary

totals is 100% on District


Visioning & Educational Program

MSBA Space Planning Examples:

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School Project

PROJECT UPDATE

• Kick off meeting- Thursday November 9.

• Visioning Workshop meeting #1-December 11.

• Visioning Workshop meeting #2-December 20.

• Visioning Workshop meeting #3- January TBD.

Visioning


School Project

PROJECT UPDATE

Visioning Kick Off Meeting Key topics:

Process Overview and SchedulePriorities and Considerations

• K-4 in one setting

• Practical Design

• Security that balances safety with being welcoming and friendly

• State of the art Library/Media

• Design that reflects Community

• Community support

• Community Value

Educational Delivery

• Hour of Code

• Project Lead the Way

• Head and Hand

• Steam

• One to One

• 25%+ Sped Population

Design Patterns


School Project

Existing conditions

• Design team visited the Forest Elementary School on Friday November 10.• Design team visited the John Decas Elementary School on Thursday November 16.• Architectural and Engineering design team went to site to verify and document existing

conditions. Follow-up visits in the next few weeks.• District provided original construction drawings. Design team scanned the original drawings to

PDF format for future use and will give copy of the files to District.

PROJECT UPDATE


School Project

PROJECT UPDATE

1. Minot Forest Elementary School Site.2. John Decas Elementary School Site.3. Town Hall/Middle School Site.4. Charge Pond Road Site.

Site Options


School Project

Minot Forest Elementary School Site

Property boundaries Fema And Rare Wildlife Habitat Map


School Project

John Decas Elementary School Site

Property boundaries Fema And Rare Wildlife Habitat Map


School Project

Town Hall/Middle School Site

Property boundaries Fema Map


School Project

Town Hall/Middle School SiteRare Wildlife Habitat Map


School Project

Charge Pond Road SiteProperty boundaries Fema Map


School Project

Charge Pond Road SiteRare Wildlife Habitat Map


School Project

THANK YOU

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