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HomeMy WebLinkAboutSC March 30, 2010 OS.pdf MiNIJTEMFIN FINAL CAREER&TECHNICAL HIGH SCHOOL MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT SCHOOL COMMITTEE WORKSHOP MINUTES March 30, 2010 SCHOOL COMMITTEE Members: Dore Hunter Acton Present Laura Morrissette Arlington Absent (Vice Chairperson) Joseph Scali Belmont Present Kileen Burgoyne Bolton Present Cheryl Mahoney Boxborough Present Mariellen Perugini Carlisle Present John Lang Concord Present (Secretary) Ford Spalding Dover Present John McGarity Lancaster Present David Horton Lexington Present Kemon Taschioglou Lincoln Present Jeffrey Stulin Needham Absent (Chairperson) Alice DeLuca Stow Absent David Manjarrez Sudbury Present Mary Ellen Castagno Wayland Present David Harmon Weston Present Staff: Dr. Edward Bouquillon Superintendent Present Came Lamica Dir. Bus & Ops Present James Laverty Asst SI/Principal Present Janet Killeen Business Manager Present Student Rep: Ken March Absent Visitors: Michael McKeon Kaestle Boos Associates Bruce Bryan Facilities Director Ernest Houle Director Community Education Jessica Malafeen Steve Roche MPA MEETING CALL TO ORDER The special committee workshop was called to order at 4 30 pm by Acting Chairperson John Lang MSBA: The first part of the meeting was a conference call with Diane Sullivan from the MSBA Diane Sullivan reviewed the history of our application and explained how MSBA will work with Minuteman through the feasibility study phase to develop a schedule of options and associated costs, pick the most appropriate and lowest cost option, and study it sufficiently to come up with a schematic design and related cost. Minuteman is currently supporting the Superintendent in attending town meetings, educating them, assuring them that we have MSBA support, and getting their support. Diane Sullivan explained that the reimbursement rate is 40% to cover the Owner's Project Manager and the Designer Additional incentive points would be added if there is opportunity in the option we choose. Incentive points do not come into play until the signing of the project scope and budget agreement There is a policy on MSBA's web page that explains what happens if we fail to get the feasibility study passed. MM is unique, but 1 M:NUTEMFIN FINAL CAREER&TECHNICAL HIGH SCHOOL there are folks who have already demonstrated the ability to proceed if we cannot get support Diane Sullivan said that enrollment must be addressed at the point where we have procured and secured a designer. The MSBA does an `enrollment projection validation' at no cost to District which looks at historical, current, and forecast enrollment to determine what the design enrollment will be for Minuteman. Cheryl Mahoney asked about losing reimbursements if we fail to meet construction thresholds Diane said she would refer this question to their audit group. They work so closely with us that she can't understand why we wouldn't realize this as we go forward. Diane Sullivan said if a town votes against the study, MSBA looks at it on a case by case basis They have never had a failed vote for a regional or vocational school. Dr. Bouquillon said there is a separate task force looking at our regional agreement to bring it up to current regulations. There are regulations out there that allowed Blackstone Valley to go out without a unanimous vote. We could also go out with a slightly different number knowing that towns may not be willing to have a second town meeting He acknowledged that this wouldn't put us in good stead with those towns. We have to have this settled by June 30th Feasibility Study Review: Camie Lamica explained that any projects seeking funding through MSBA require that we do the study with them as a partner They will look at the existing building to determine current physical condition and constraints with site and building, program delivery and space/equipment needs, enrollment projections, options to improve facility, and the cost of options Vocational schools do not fit into the MSBA's model for projecting enrollment. Enrollment will include out-of-district enrollment, all programs and scenarios. Dr. Bouquillon said that the State is looking for a solution for the 3,000 students who cannot find seats in a vocational school. Our project would offer an opportunity to develop new seats. The enrollment study is done in accordance with real research practices and the MSBA looks at a combination of factors Ford Spalding said that we are not going to get approval for a building project without approval of all towns. It will be a two year project. Dr. Bouquillon added that the Regional Task Force is working on bringing the towns together He is also encouraging several of the out-of-district towns to join the District. It would gain them 4 or 5 incentive points from MSBA towards any construction project they may be involved in their own towns Camie Lamica said once the options are selected, we will work with MSBA, member towns, and the District to determine which is the most likely option to move forward with. Camie Lamica distributed a list of standard deliverables. She discussed what is different about the Minuteman Feasibility Study. Dr. Bouquillon added that we are thinking outside the box when it pertains to model of delivery, this would have an impact on the design of the building. We are thinking of adding a Minuteman in the Afternoon Program He has asked Jack Dillon to present a cost for presenting this program. Dr. Bouquillon discussed the cost components which were developed by Mike McKeon. Mike McKeon said the feasibility process is very involved and thorough. He only sees 3 points that would hurt us - if we go with a Construction Manager at Risk process (the construction manager is part of the process from the beginning, hired right after the designer, and becomes part of the team adding input, another set of eyes, and additional costs). 2 FINAL larliNIJTEr1FIN AREER&TECHNICAL HIGH SCHOOL CMike McKeon brought Sharon's feasibility study along. The most important letter is the MSBA agreement with the enrollment figures. The study includes a schematic design package with layouts of all systems, descriptions, etc. so that estimates can be prepared by a representative of the architect and by the construction manager All estimates are then reconciled Because MSBA is so involved, there is a high degree of comfort with all figures and that the project will be completed on budget Mike McKeon stated that the $725,000 is an estimated cost based on him going out to people and asking what they could provide the different aspects for. He also carried an amount for an educational planner who has experience with complicated projects which would not be a part of a standard study. The $725,000 was approved by MSBA, but didn't come from them. We need to make sure that the dialogue with MSBA regarding enrollment is active and be prepared to negotiate. Mike McKeon said there are 2 additional points for meeting LEEDS for Schools or Mass. Chips. We will fall within this easily and will get a much more energy efficient building MSBA trains the Owner's Project Manager to be their agent as well as being heavily involved in the selection process. DCAM is responsible for the quality of contractors Despite the requirement to use the bidding process, we can determine how to distribute the evaluation points and have the ability to emphasize economic stability and references in order to eliminate poor performers and control who is involved in the bidding. Mike McKeon said it will be up to us and the designer to determine how many options we want to look at. Options typically include a new facility. There are normally only 3 or 4 real options. Came Lamica reviewed the debt costs for each community. She also went over alternatives to the study The first would be to add capital maintenance to our budget. Some items are too expensive to include - such as roof replacement for approximately $2.8 million. She referred to the infrared roof moisture inspection done in the end of February Dr. Bouquillon distributed the following documents to the School Committee' a list of when town meetings begin, a letter from Scott Coppock from the General Advisory Committee, and an information template developed by Steve Roche and the administrative team for addressing project and scope of feasibility study questions. Scott Coppock has agreed to help the District and offered his letter, office staff, and contact information to help process the flow of information from the District at an arm's length. Cheryl Mahoney sent out a link to the feasibility study DVD on YouTube. Dr. Bouquillon asked School Committee members to open an account on Twitter to follow town meeting progress. Carrie Lamica requested a revote of the feasibility study motions incorporating a revised timeframe in the last line MOTION A motion to authorize the feasibility study with the agreed changes was made by David Harmon, seconded by Ford Spalding. All in favor. unanimous. Motion passed. VOTED That the Minuteman Regional Vocational Technical School District i (the "District") hereby appropriates the sum of $725,000 (Seven hundred twenty five thousand Dollars) to pay costs of a feasibility study to consider options for making improvements to the District's high school building located 3 v e M:NI.ITEMF1N FINAL CAREER&TECHNICAL HIGH SCHOOL at 758 Marrett Road, Lexington, Massachusetts, which options shall include, but not be limited to renovating, reconstructing, expanding, remodeling and adding to the District's high school, or any combination of the foregoing, said sum to be expended at the direction of the School Building Committee, and to meet this appropriation there is herby authorized under and pursuant to Chapter 71, Section 16(d) and Chapter 70B of the General Laws and the District Agreement, as amended, and any other enabling authority, the incurring of debt on the full faith and credit of the District in the amount of $725,000 (Seven hundred twenty five thousand Dollars); that the District acknowledges that the Massachusetts School Building Authority's grant program is a non-entitlement, discretionary program based on need, as determined by the MSBA, and any costs of the Project that the District incurs in excess of any grant approved by and received from the MSBA shall be the sole responsibility of the District, and that the total amount of the borrowing authorized by this vote shall be reduced by any grant amount set forth in the Feasibility Study Agreement that may be executed between the District and the MSBA; provided. however, that no sums shall be borrowed or expended hereunder unless each member town of the District shall have expressed its approval of the debt authorized by this vote by June 30, 2010 MOTION A motion to notify the Board of Selectmen of each town of the District of the amount and general purposes of the debt authorized above was made by David Harmon, seconded by Ford Spalding. All in favor: unanimous. Motion passed. FURTHER VOTED. That within seven (7) days from the date on which this vote is adopted the Secretary be and hereby is instructed to notify the Board of Selectmen of each of the member towns of this District as to the amount and general purposes of the debt herein authorized, as required by Chapter 71, Section 16(d), of the General Laws, and by the District Agreement. Ford Spalding said that once the feasibility study has passed, the Building Committee formed, and the Owner's Project Manager is selected, the Project Manager will develop the perk chart that David Harmon has been looking for Dr Bouquillon said that the template developed with Steve Roche and the administrative team can be used by School Committee members for addressing questions and gaining support He requested that anyone disseminating information run it through him first to verify that the messaging is the same throughout for everyone He also asked that he be notified of any wrong ideas that are out there. Ford Spalding said if we don't pass this there is a 90% chance that we will lose the 40% reimbursement rate and will go down in the pecking order. Dr. Bouquillon said we have two options if the feasibility study vote fails. We can revote tonight's motion in late July, changing the dollar amount slightly and requiring a special town meeting vote. Alternatively we could address Chapter 71, Section 16D with a 2/3 vote, locking in a town's enrollment to what it was at the time the vote was taken if they do not approve the vote. He said there is a lot of misinformation out there. Lincoln unanimously approved the study ADJOURNMENT A motion to adjourn was made by Kemon Taschioglou, seconded by Kileen Burgoyne. All in favor unanimous. Motion passes 4 04. CAREER M:NTECHNICAL EMFISCHOOL FINAL The Special Committee Workshop was adjourned at 6.03pm. Listed attachments are available. Respectfully submitted, Janet B. Killeen Acting Recorder John Lang Secretary to the Committee 5