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HomeMy WebLinkAboutFINAL Minutes 10.29.13.pdf FINAL Approved 10.29.13 OPEN SESSION MINUTES MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT SPECIAL SCHOOL COMMITTEE MEETING OCTOBER 29,2013 6 30 PM PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL Present. Alice DeLuca,Chair(Stow) Kemon Taschioglou(Lincoln) Jeff Stulin,Vice-Chair(Needham) Jack Weis(Belmont) Carrie Flood, Secretary(Concord) Dave Horton(Lexington) Ford Spalding(Dover) Doug Gillespie(Weston) Cheryl Mahoney(Boxborough) Judy Taylor(Carlisle) Nancy Banks(Acton) David O'Connor(Bolton) Absent. Laura Momssette(Arlington),Dan Mazzola(Lancaster),Dave Manjarrez(Sudbury), Mary Ellen Castagno(Wayland) Others Present: Ed Bouquillon,Elizabeth Rozan,Ernie Houle,Bill Blake,Kevin Lynn,John Pelletier,Marjorie Daggett,DeAnne Dupont,Julie Kremer,Michelle Roche,Connie Maynard; Consultants Mary Ann Williams, Larry Trim,Brian Solywoda, and Joe Milani 1.Call to Order The Chair called the meeting to order at 6 30 PM 2. Public Comment Two people made Public Comment DeAnne Dupont (MPA,Arlington) spoke on behalf of the parents,noting that while there have been some great presentations lately,there has been some frustration with communication She cited some examples to illustrate her point,and encouraged the school administration to take advantage of email and Alert Now,and to improve follow-through,lead time,dissemination of information,and to avoid conflicts with other activities so that parents can attend and be better informed The Chair asked that the Superintendent work with the parents on this Julie Kremer(Arlington)expressed thanks to the School Committee members for volunteering their time She wondered if there are opportunities to reach out to parents,students,and teachers so that more voices can be heard 3 School Building Project Update The Chair of the School Building Committee reported that the School Building Committee met on 10 28 13,heard the presentation from the Consultants,and voted unanimously to recommend to the School Committee to authorize Skanska USA to move forward in submitting the Preliminary Design Program He noted that while School Committee members had an opportunity to review the 700 page draft,the Consultants would be reviewing the status of the work to date The Owner's Project Manager(Mary Aim Williams, Skanska)reviewed the updated process schedule,noting the target dates and steps along the process of Module 3 of the Feasibility Study She noted that this point of submission by November 4 represents no decision as to size,renovation or new construction,but rather it is the submission of the Preliminary Design Program to MSBA MSBA will review the materials and hopefully give the go-ahead to move on to the next step,the Preferred Schematic Report,to be submitted no later than April 17,2014 The KBA team reviewed the existing site plan,the two numbers under consideration(435 students,member towns, and 800 students,member towns and non-member towns), and the 6 options Option 1 Repair Option A Renovation(435) Option B New Construction(435) Option C Renovation(800) Option D Partial Renovation/New Addition(800) Option E New Construction(800) The OPM then reviewed the cost matrix outlined for each of the 6 options (Presentation material can be found as Attachment A) Questions were clarified regarding the number of options MSBA wanted to look at, that none of the options are final design,how the size of the parking and the fields are determined,the condition of the boiler,the intrusion of construction on the quality of education,the length of time anticipated for such a project,swing space issues for vocational programs,re-use possibilities for the existmg property, and that the consultants have already been in touch with towns to begin conversations The fluidity of the study was emphasized,as it was noted that some of the designs were done before the Education Program Plan was incorporated, that some elements will not be in the final plan,and that MSBA may push back on some of the aspects of the plan Details of the cost matrix were explained,as was the idea that the matrix encourages the asking of questions,and seeing how things relate It was pointed out that some issues get triggered by code requirements The lifetime of Option 1 was raised, it was pointed out that there is the issue of repair being ongoing,as different systems will continue to age and reach the end of their useful life It was pointed out that Option 1 does not address the current or future educational needs The School Building Committee Chair noted that there is another option that he is calling"Option F"for failure,when the choice is to do nothing He encouraged people to start brainstorming on what some of the issues are in this Option,and he invited people to send him mails outlining their thoughts on this matter Building utilization and efficiencies of Option 1 were raised The Superintendent pointed out that the existing building doesn't serve the students well now,and it won't after Option 1 Additional material was distributed covering Base Rate,Ineligible Costs,Operating Costs,Demolition and Building Abatement,and Site Cost Allowance Guidance(Attachment B) The difference in effective reimbursement rates for the various options,construction cost risks, phasing to minimize impact on students,and green measures were raised The cost impact on taxpayers and the potential layers of reimbursement were also raised To the question of whether there are reasonable statistics that derived the numbers,it was clarified that the consultants engaged a professional estimator,who researched current construction costs,and derived a realistic median number from actual buildings and bids for schools in Massachusetts They emphasized that the goal is a good durable building for reasonable construction cost It was pointed out that the presentation represents an educated diagram,reflecting the knowledge base and experience of the Consultants,but that the numbers are not cast in stone,given the variables that will be worked out in the next phase It was pointed out that recent new construction for vocational schools is limited,but it does exist Regarding questions about eligible and ineligible costs,the OPM recommended another review of the 963 CMR,which is on the website,as it is comprehensive in the detail covered regarding process,and roles and responsibilities Costs associated with selective demolition vs full demolition were also raised,as was the need for costs to be broken down in such a way as to explain to constituents The work of the Consultant Team was commended,as an analysis that starts to build support and confidence for the project To the question of what comes next,it was noted that on Monday at 3 00 PM,there will be a meeting to begin the discussion on presentation to the communities A suggestion was made to create a videotape that can be put on the website The process for decision-making was also discussed,and again the timeline was reviewed While the School Building Committee and School Committee will make critical decisions in the Spring,Town Meeting votes to authorize funding for final design construction are likely to occur in the Fall of 2014 The following roll call vote was taken,with each member statmg their name,town,and whether they were in favor, opposed,or abstaining ACTION 2013#157 Moved(Stulin)and seconded(Spalding) To endorse the School Building Committee's recommendation to authorize Skanska USA,the Owner's Project Manager,to submit the Preliminary Design Program to the Massachusetts School Building Authority on behalf of the Minuteman School District,no later than November 4,2013 DISTRICT In Opposed Abstained Absent • Favor ACTON NANCY BANKS x ARLINGTON LAURA MORRISSETTE x BELMONT JACK WEIS x BOLTON DAVID O'CONNOR x BOXBOROUGH CHERYL MAHONEY x CARLISLE JUDITH TAYLOR x CONCORD CAROLYN C. (CARRIE) FLOOD, x Secretary LANCASTER DANIEL T MAZZOLA x DOVER FORD SPALDING x LEXINGTON DAVID HORTON x LINCOLN KEMON TASCHIOGLOU x NEEDHAM JEFFREY STULIN,Vice-Chair x STOW ALICE DELUCA, Chair x SUDBURY DAVID R MANJARREZ x WAYLAND MARY ELLEN CASTAGNO x WESTON DOUGLAS P GILLESPIE x Vote: Unanimous (12 members present) The Chair extended thanks to the Consultant Team and to the School Committee for all of their advocacy on the important related issues She pointed out the need for another vote,to approve the minutes of this meeting, so that they can be certified and included with the submission to MSBA The following vote was then taken ACTION 2013#158 Moved(Horton)and seconded(Spalding) To authorize the Secretary and the Recorder to finalize as approved the Open Session minutes of the 10 29 13 special School Committee meeting Vote. Unanimous 4. Secretary's Report a. Approval of Open Session minutes of 10.1.13 The following vote was taken ACTION 2013#159 Moved(Banks)and seconded (Stulin) To approve the Open Session minutes of 10 1 13 as presented Vote. 11 in favor,with 1 abstention b Approval of Open Session minutes of 10 8 13 An amendment was offered to these minutes(pg 6,line 44-47),and the following votes were taken ACTION 2013#160 Moved(Horton)and seconded(Stulin) To amend the Open Session minutes of 10 8 13 (pg 6,lines 44-47)as suggested Vote- 10 in favor,with 2 abstentions ACTION 2013#161 Moved(Stulin)and seconded(Banks) To approve the Open Session minutes of 10 8 13 as amended Vote- 10 in favor,with 2 abstentions 5 Possible Executive Session Approval of Past Executive Session Minutes The Chair explained the need for an Executive Session,pursuant to MGL Ch 30A, Sec 22(f)to review,amend, finalize,and approve minutes from Executive Sessions of the Committee held on (2012-13) 4 8 13,4 9 13,5 21 13,6 18 13 and (2013-14) 7913,9313,9 17 13,and 108 and to determine whether continued non-disclosure of such minutes is appropriate,to allow Ms Rozan to remain present,and for the School Committee not to return to Open Session,and the following roll call vote was taken ACTION 2013#162 Moved(Stulin)and seconded(Mahoney) To enter into Executive Session for the purpose of reviewing past minutes,as noted above Gillespie yes DeLuca yes Horton yes Spaldmg yes Weis yes Mahoney yes Taschioglou yes Taylor yes Flood yes Banks yes Stulin yes O'Connor yes Vote: Unanimous 6. Adjournment The meeting adjourned from the Executive Session at 9 05 PM Respectfully submitted, Elizabeth Rozan Carrie Flood District School Committee Assistant Secretary ATTACHMENTS TO MINUTES OF 10 29 13 A Presentation Material Kaestle Boos Associates,Inc and Skanska October 29,2013 B Additional Materials handed out during presentation October 29,2013