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HomeMy WebLinkAbout2003-03-17 School Committee MinutesN Reading School Committee Reading, Massachusetts Resular Meeting March 17, 2003 Mr. Dahl called the regular session meeting to order at 5:40 p.m. in the Superintendent's Conference Room. Present were Mr. Russo, Mr. Twomey, Mr. McFadden, Mrs. Cavicchi and Mr. Dahl. It was noted that Mr. Griset would be a few minutes late. He arrived at 5:58 p.m. Mr. Dahl stated that the purpose of the meeting is to interview three architectural firms for the high school building project. SUPERINTENDENT'S REPORT The Superintendent was pleased to announce that for the l Ith year in a row the Coolidge Middle School Science Olympiad Team has won the Massachusetts State Science Olympiad Championship. This year Coolidge earned 444 out of a possible 460 points, the most ever for a school in state competition. The team is now eligible to compete in the National Science Olympiad to be held at Ohio State University in May. The Superintendent handed out an article from the Boston Sunday Globe (dated March 16th, 2003) regarding special education 50/50 funding. The Superintendent passed out a copy of the revised School Committee policy BDE regarding subcommittees of the School Committee. Dr. Harutunian stated that the tentative date for the Superintendent Search Focus Group meetings is March 26th. Administrators are scheduled for 1:30 p.m., teachers for 2:45p.m. and community members for 7:00 p.m. There will be a notice on cable Channel 10. The Superintendent stated that there will be Med.- Flight participation again this year in the DARE Program annual celebration on June 19th at the RMHS fieldhouse. Mr. Dahl called for a ten - minute recess so that the first architect could set up for their interview. Mr. Dahl called the meting back to order at 6:00 p.m. Dr. Harutunian described the architectural firm evaluation sheet. The first firm to be interviewed was the Mount Vernon Group. The School Committee introduced themselves. The Mount Vernon Group members introduced themselves and spoke about what they do at the firm. Present were Frank Todesco, AIA, President of the Mount Vernon Group. Dennis J. Daly, AIA is a Principal. Adolfo Cuevas, AIA would be the Project Manager. Patricia Lewis, Interior Design, Andre Vega, Construction Administrator, Frank Siraco, Principal, Chris Melias, Consultant, Civil Engineering. Mr. Todesco stated that he had worked with Mr. Orlando on the Pawtucket High School Project in 1997. He gave an overview of the firm and current projects. He stated that the Nashoba Valley Technical School was done in fifteen phases. There were no change orders on that job, Regular Meeting - 2 - March 17, 2003 and the client may have even received a few credits. The Mount Vernon Group has been in business for fifty years with no legal judgements against them. He stated that Frank Siraco has been at the Mount Vernon Group for twenty years and has been an architect for forty -two years. Mr. Twomey thanked them for their presentation and asked how familiar were they with Flansburgh's report and schematic design. Mr. Daly stated that they were very familiar with the report and the schematics. They saw opportunities to improve. Mr. Twomey asked if they worked with the administration, how much previously done work would they replicate for the June 1, 2003 SBA submittal. Mr. Todesco stated that the study was fine and that the program would work. They may manipulate some of the space but they did not see any of it as a hindrance. The Science Rooms would stay the same. They would develop logistical things. Mr. Vegas spoke about phasing. They are now working on a multi phased project and that communication is the key. Mr. Twomey asked about the fifteen phases on the Nashoba Project and how it could relate to the phases on the high school project. Mr. Twomey wanted to know if we would be able to keep all schedules and programs operating during the phasing. Mr. Vega did not foresee any problems. Mr. Russo asked if Mr. Vega's name was in the brochure. Mr. Russo asked for their financial statements that were submitted in a sealed envelope with their proposal. Mr. Todesco stated that he did not want his financial statements made public but Mr. Russo could review them. Mr. Todesco suggested that we have an independent representative such as a clerk of the works. There will be a full time architect on the project to answer questions and solve problems on a timely basis. Mrs. Cavicchi asked how many new schools have they built recently compared to how many renovations. They have recently built eight new schools in Chicopee. Mrs. Cavicchi explained that she was "site plan challenged ". Mr. Daly explained the site plan to her. Mr. Dahl stated that he liked the plan especially the parking. He thought they came up with a unique approach. Mr. Griset stated that he was a litigator and that their absence of claims is stunning and amazing. Mr. Twomey asked how many other projects would the firm have going on when our project is up and running? They said they would have projects in Amesbury and Chicopee but that they have a Chicopee office. Mr. Twomey asked what were their experiences with projects that have phased construction and their experience with sticking to the dates. Mr. Siraco said they had very good success with sticking to the dates. Sometimes they have acceleration through overtime. Regular Meeting - 3 - March 17, 2003 Mr. Russo asked if they had more time to submit their proposals would they have had more improvements. Mr. Todesco stated that Flansburgh was a fine firm. The square footage of the high school is what it is. If you cut square feet you cut money from the project. Everything is based upon square feet. The amount of time allotted was fine. Mr. Russo asked if there would be a lot of windows in the front of the building? Mr. Todesco answered that their approach is very different from Flansburgh's. The more energy efficient a building is the less attractive it is. Mr. Griset stated that it was 7:01 and their time was up. Mr. Russo asked about value engineering. They responded that the design estimator look at all materials at 20% construction mark and then again at 80 %. Mr. McFadden asked if they could meet the June 1, 2003 SBA submittal date. Mr. Todesco stated that they could meet the date. Mr. McFadden asked them what separates them from other firms. Mr. Todesco responded that they have a great staff, they are located close by, and they would be totally committed to the project. Mr. Griset thanked them for their proposal and presentation. Mr. Griset called a ten - minute recess. Mr. Griset called the meeting back to order at 7:10. The next firm to present and be interviewed was the Office of Michael Rosenfeld. Mr. Rosenfeld thanked the Committee for the opportunity to speak. Mr. Rosenfeld introduced the people from his firm and explained what they would do if they were to be awarded the work. Mr. Rosenfeld selected Option I. He stated that he was just dressing up what we have and not the program. He likes the selected elevation. He thought there should be appropriate parking in the right spaces. Their plan would involve the same square feet, the same phases, the same budget the same time frame. They would just be more environmentally sensitive. They would leave the fieldhouse and they would build around it. It would be more compact and more energy efficient for less money. Option three would require less renovation and more additions. He gave an overview of some of the projects his firm is currently involved with. He stated that they are simple straightforward and honest firm. They design compact and efficient schools, which are functional and practical. Mr. Griset asked if there were any questions. Mr. Twomey stated that he was curious about their rethinking of the schematic design. Mr. Twomey explained how the School Building Committee spent a great deal of time deciding on Regular Meeting - 4 - March 17, 2003 the options. Your option shows greater amounts of new construction and lesser amounts of renovation. Mr. Twomey stated that we have significant grading issues at the high school. How did you conceptually adapt these issues? Mr. Rosenfeld stated that new construction is cheaper. It requires a different amount of integration but it is cheaper. Mr. Twomey stated that the three schematics show a new field and parking. He asked Mr. Rosenfeld how he planned to do this. Mr. Griset asked if the slide was unique in some way. Mr. Rosenfeld explained that they would terrace up the hill as it is now. There would be an extra field at the top of the hill and the people in the community would like the extra field. This would be a natural way to reclaim the old site. Mr. McFadden asked about the Massachusetts Technology Grants. Mr. Kretsch stated that there was a moratorium on these state grants currently. Mr. McFadden stated that the schematics have been changed. Mr. Rosenfeld responded that their plans took advantage of the sun rising and setting and their building would be more compact and energy efficient. Mr. McFadden asked if they could meet the June 1, 2003 submittal date. Mr. Kretsch stated that they could. He said there was a lot of detailed analysis in the Flansburgh report. Mr. Dahl asked if they could handle issues that could come up with local boards. Mr. Granger stated that they would contact all local and state agencies. Their intentions would be made known early. They key is to identify problems early. Mr. Russo asked about their financial status. Mr. Rosenfeld stated they had submitted their certified statements and their balance sheet. They are financially solvent. Mr. Russo asked if they had any legal claims against them. Mr. Rosenfeld stated that there was an asbestos claim against the contractor at one of their projects and they were named in the suit. It was handled. It was only a claim. Mr. McFadden asked if there were any issues on Newburyport High School Project. Mr. Whitney stated that the Newburyport High School project is very successful and they were very proud. The school opened on time although all of the space is not 100% completed. The harsh winter played a role but they are getting back on schedule. Mrs. Cavicchi asked if the firm would provide an on -site person. They said they would. They said that sometimes the Architect had to organize the Contractor. They would work with the Contractor to keep everything on schedule. They believe in the good team relationship. Regular Meeting - 5 - March 17, 2003 Mrs. Cavicchi stated that their schematic design would be subject to SBA. She wanted to know if they felt that SBA would have a problem with their substantially different design. Mr. Rosenfeld stated that if the program and the economics made sense to the School Committee they could make sense of them to SBA. Mr. Russo asked if we submit Flansburgh's plans on June 1, 2003 would your firm be able to get them approved. They said they could. Mr. McFadden asked if we missed a March 1, 2003 submission to SBA. The Superintendent told him we did not. He explained that you have to let SBA know by December first that you will have something to submit on June 1, 2003. The School Building Committee would be approving Flansburgh's Report in the next few days. Mr. McFadden asked about the budget for asbestos. Mr. Kretsch stated that asbestos removal money is often times included in the demolition budget. Sometimes it is difficult to know how much asbestos is on any job until you get into it. It is cheaper to do a whole area at once than it is to do it in sections. It is now 8:17; Mr. Griset sated there would be a ten - minute recess. Mr. Griset called the meeting back to order at 8:30. He welcomed The Design Partnership. Mr. David Finney would be the Principal in charge and he also serves as president of the firm. Mr. Finney introduced the people from his firm and they explained what they do. Vincent Pelleriti is a Construction Administrator. Pamela Shadley is the Lead Site Designer/LA. Keith Hoffses would be the Project Manager. Robert Vogel would be the Project Architect. Gregg Schroeder serves as Educational Planner. Mr. Finney stated that his firm has done a great number of high schools. He stated that Flansburgh's schematics were quite good. He congratulated Flansburgh Associates for all the work they have accomplished in the past few months. The schematics have generated Town support. They are engaging in a rigorous project process with time schedules and budgets. They are deeply involved with cost estimates. They expect to go out to bid for a general contractor in early February 2004. Mr. Vogel stated that he put the schematic drawings on the CAD program. There would be demolition of the fifties part of the building. Mr. Hoffses stated the construction process would take twenty -eight months. The building would then be open in August 2006. He gave an overview of the phasing. Pamela Shadley gave an overview of the landscaping and the fields. Regular Meeting - 6 - March 17, 2003 Mr. Finney stated that Westboro High School is approximately the same size as Reading Memorial High School. They gave a ten minute virtual tour of Westboro High School. Mrs. Cavicchi asked about acoustics in the drama and music areas. Mr. Hoffses stated there would be a sound reinforcement system in the ceiling creating a very good acoustical environment. Mr. McFadden asked about a Clerk of the Works versus a Project Manager. Mr. Finney stated that their services function well without a Project Manager but that a Clerk of the Works is a good idea. Mr. McFadden asked about cost estimates. Mr. Finney told him they use a hybrid method to create estimates. They have worked with the same estimator for fifteen years using raw material pricing and find it to be very accurate. They all work on the pricing. The estimator estimates for Contractors also. Mr. Dahl stated that they covered everything he would have asked about. He asked if they could meet the June 1, 2003 SBA deadline. They said they could handle it. They could meet the deadline and cover all the ground. Mr. Finney stated he is remarkably pleased with Flansburgh's plans. There are no fatal flaws. Mr. Russo asked if their changes would increase or decrease costs. They said that they do very good cost work and that they would work within the cost structure. Mr. Russo remarked that they were not making substantial changes. Mr. Twomey asked if in the current list of public school projects are any of those phased projects. Mr. Finney said yes. - He said Acton/Boxboro, Medfield, Medway, Pembroke, Westboro, Hingham were/are phased projects. Mr. Finney said few Towns have the luxury of vacating the premises for renovation. Mr. Twomey asked if Mr. Pelleriti would be on the project full time. Mr. Finney stated yes. Mr. Twomey stated that he was intrigued by their knowledge and understanding of the plans and specs. Mr. McFadden asked about the set up of the back office. Mr. Finney stated that they were a multi million dollar business. Bills are drawn up for the work completed in the form of a requisition. Everything is monitored and verified by The Design Partnership before it arrives here. Mr. Griset asked if there were any more questions. Mr. Russo asked if they have had any litigation. Mr. Finney responded that they were clean but not spotless. The General Contract on the Hingham Project had a problem with the owner and the architect was named in the suit. The project was completed. It was a 2 million -dollar issue. Regular Meeting - 7 - March 17 2003 Mr. Russo asked about change orders. Mr. Finney stated that the percentage of change orders is consistently below five percent, usually between two and four percent. Mr. Griset thanked them for coming and for their presentation. He stated that the Reading School Committee was interviewing three more firms the next evening and after that two firms would get the chance to have a second interview. Mr. Griset stated there would be a three- minute recess. Mr. Griset called the meeting back to order. Mr. Twomey made a disclosure. He stated that Mrs. Bowen, Sid Bowen's wife, worked at the same firm as Mr. Twomey. She came to work there after the Feasibility Study was performed. Mr. Twomey submitted a letter in writing to the Ethics Commission. It was determined that there was no conflict of interest and Mr. Twomey did not need to recuse himself from the process. Dr. Harutunian would like to remind the Committee that they should make their decision based upon the proposals and presentations and not on unsolicited telephone calls from Superintendents from other communities. He stated he would contact the two firms when they got to that point in the process. Tomorrow night they would make some decisions. The Superintendent mentioned that he met with Vincent Cameron, General Manger of the Light Department. They discussed doing a comprehensive review of the electricity costs for the schools. Mrs. Cavicchi moved to eo to executive session for the purpose of conducting strategy sessions for neeotiations with the Teachers' Association, Secretaries and Clerks, Custodial Maintenance Workers, Cafeteria Emoloyees, Educational Assistants, Nurses and Administrators. Superintendent, Associate Superintendent, Hieh School Principal. Coolidge Principal, Parker Principal, Barrows Principal. Birch Meadow Principal, Eaton Principal, Killam Principal, two hieh school assistant principals, Coolidge and Parker assistant principals, Director of Special Education, Food Service, Athletics, Nurses Facilities, Assistant Director of Facilities, Secretary to the Superintendent. Administrative Assistant to Finance, Administrative Assistant to Personnel, Administrative Assistant to Curriculum and Administrative Assistant - Central Office. Mr. Twomey seconded the motion. The vote was 6-0. Mrs_. Cavicchi, Mr. Dahl, Mr. Griset, Mr. McFadden, Mr. Twomey, Mr. Russo. Respectfully Submitted, Harry K. Harutunian, Ph.D. Superintendent of Schools