APPROVED

Windham School Board Workshop Meeting

SAU #28

August 15, 2006

4:30 p.m.

 

School Board Members

Galen Stearns, Beverly Donovan, Beth Valentine, Barbara Coish

 

Superintendent

Dr. Elaine Cutler

 

Team Design

Dan Bisson and Wes Bonney

 

Facilities Committee

Michael Joanis

 

Harvey Construction Corporation

Anne Dodd, Carl DuBois, John Zahr,

 

Owner’s Representative

Colin Robertson

 

Barbara Coish called the Workshop Meeting of the Windham School Board to order at 4:45 p.m.

 

The purpose of this workshop meeting was to talk about the project redesign with Team Design and Harvey Construction, explain overbids and establish a format for  the Thursday, August 17, 2006 School Board meeting at Town Hall.

 

John Zahr and Carl DuBois, from Harvey Construction, explained the Joint Report/Explanation of Overbids and the multiple factors that contributed to the $12M overbid.  Mr. Zahr suggested to the Board that they keep the information as simple as possible for the August 17th public meeting.  Carl DuBois expressed concern about the original Warrant Article that actually approved the high school project, because he was not involved at that point.  Dr. Cutler retrieved a copy of the actual Warrant Articles for Harvey Construction and all those present to review.  Mr. DuBois then suggested using a bullet-type format handout for the 17th meeting that will state what will carry when opened in 2008.

 

Beth Valentine noted that the Board should state exactly what we can do for 700 students and that yes, the project can accommodate future expansion, but this is where we are at.

 

Dan Bisson, from Team Design, stated that it is very difficult to put a number to the many different aspects, as any number can be challenged.  He stressed that the cost of doing nothing is going to be great.

 

Beth Valentine questioned why the cost of the site work was so much over the original budgeted amount.  Mr. Zahr replied that this site is a very expensive site to build on.  Beverly Donovan noted at that this time, the reasons why this site was originally chosen. The reasons included but were not limited to: 

 

·          Closet Site to the Center of Town;

·          Plans were for the Town to re-open London Bridge Road in the near future;

·          Tax payers would benefit from a Town road

·          Road was in the Master Plan of the Town

·          Saving money in the long run/fire substation

·          Site can accommodate a middle school

 

Dan Bisson noted that due to the London Bridge issue, extra testing costs were incurred; new plans were developed to go around the stone structure, which delayed the project being put out to bid by six (6) more months.  He also noted that underground utilities were requested along with an extension of the road to an abutter’s land.

 

It was noted at this time, that by waiting to go to bid, construction costs and materials increased dramatically.

 

Beverly Donovan reminded the Board and those in attendance that the plans that were originally shown to voters, compared to what was ultimately sent out to bid, differ in size and scope.

 

Beth Valentine stated what it boils down to is many changes.  However, we can deliver a premier high school for 700 students at this time with room for expansion, as opposed to a premier high school for 1,000-1200 students - while keeping the program intact.

 

Dan Bisson explained that his company met with Windham’s Curriculum Committee twice since last Thursday and a plan was generated based on their input.  Wes Bonney noted that the programs can still be taught.  The footprint has not changed – it does work

 

Harvey Construction noted that the newly modified plan was completed on Monday, August 14th and sent out for re-bid.  The new numbers are due back on Wednesday night, August 16th. 

 

The status of the fields will be known by Thursday, August 18th along with the new bid numbers

 

Add Alternates

 

Dr. Cutler suggested that a priority list of add alternates be made.  These add alternates are items/spaces that can be put back into the project if approved by voters at the next March election.  Harvey Construction stated that this is done all the time.  They will ask the subcontractors, based on the Board’s priority list, for an amount to build said item(s). 

 

John Zahr stated that we can work towards a number together to make it work.

 

Beth Valentine questioned what the big risks are going to be for the site work.  It was agreed that the two unknowns will be the wells that have to be dug and their water depth along with the outcome of Route 111 round-about that is being proposed.

 

Harvey Construction noted that this time, that bid numbers will be held until the end of August.

 

Format for August 17, 2006 Meeting

 

It was decided that Chairman, Bruce Anderson, will open the meeting as customary.  He will thank the voters for approving the land swap, give a quick history, remind people where we started from and end with where we are to date.  What will also be discussed is the reasons why the bid’s came in over budget, what the consequences will be for not moving forward at this time, bond penalties if delayed (Dr. Cutler will find out the penalty amount) and that the ultimate goal has not changed. 

 

Handout for the Public

 

The Board discussed what should be handed out to the public and who would be responsible for obtaining such information.  The handouts will include:

 

 

It was further decided, that soft costs/furnishings would have to be closely looked at based on the new number of students that will be housed at the project.

 

The School Board agreed to meet at 5:45 p.m. on Thursday, August 17th at the Senior Citizens Center, prior to the 7:00 meeting at Town Hall.

 

Meeting Adjourned at 8:30 p.m.