APPROVED

Public Session

Windham School Board – Planning Department

Joint Meeting with Board of Selectman

September 19, 2006

 

School Board Members

Galen Stearns, Beverly Donovan, Beth Valentine

Barbara Coish and Bruce Anderson

 

Superintendent

Dr. Elaine Cutler

 

Board of Selectman

Roger Hohenberger, Alan Carpenter, Margaret Crisler, Denis Senibaldi, Galen Stearns

 

Also present were members from Harvey Construction Corporation,

 Team Design and the Facilities Committee

 

 

Pledge of Allegiance/Roll Call

 

Chairman Anderson called the meeting to order at 7:05 p.m. with a Pledge of Allegiance followed by a call of the roll.  All those in attendance stood to salute the flag and to observe a moment of silence.

 

Mr. Anderson addressed the issue of the EEE virus in Windham and what steps have been taken by the Town in terms of spraying.  It was noted that last night, 9-18-06 all school and town fields were sprayed.  Dr. Cutler explained that letters were sent home to parents explaining the situation. 

 

Strategic Planning Update

 

Dr. Cutler explained the first draft of a five year budget plan that was put together by both Town and School Administrators.  Dave Sullivan, Town Administrator, along with Dr. Cutler, discussed the collective efforts put forth as a group, which resulted in this living document.  Items were prioritized for the 2007 year and were included in the budget plan for the School Board and Board of Selectman’s review.  Dr. Cutler suggested that CIP should make their own presentation. 

 

Roger Hohenberger expressed his concern that this plan came through at this particular time, noting that it was supposed to be a 3 pronged approach.  He feels that two pieces are missing from the list.  Mr. Sullivan responded by stating that each department head had painstakingly contributed to the plan and that the three-pronged model was utilized.  It was Mr. Hohenberger’s understanding that this is step one in the process.  He expressed that he would like to have an open-house approach for public input.

 

Dr. Cutler stressed that this plan is just getting started and that they were choosing to do this in three different blocks.  Mr. Sullivan stated that this is a work in process and that this would be a good tool to use for 2007 budgeting.

 

Bruce Anderson expressed that he wanted to make sure that each Department Head needs/wants were made clear before a prioritized list was put together. 

 

Galen Stearns noted that ultimately, this prioritized list would way heavy in his decision making.

 

Margaret Crisler felt that each department had heard each others priorities during discussions, but from an educational standpoint, teachers need to be brought down through the process.

 

High School Update

 

Chairman Anderson addressed the Board of Selectman regarding the postponing of the opening of Windham High School by one year.  He noted that despite a lot of work to try to scale back the original facility plan, we choose to wait and re-bid the facility in the winter.  Mr. Anderson also noted that due to the recommendation by their construction management company, Harvey Construction Corp., the decision was made to begin the site work.  He noted that work on the site should begin in October.  Mr. Anderson questioned if it would be smart to put both plans (original and scaled-down version) out to bid at the same time.

 

Beth Valentine stated that her biggest concern was putting both plans out to bid simultaneously.  She felt that the integrity of the bids would be compromised.  It was stated that we need to have a GMP for both versions, by optimizing value engineering and getting hard numbers.

 

At this time, Bruce Anderson clarified the phrase “design development” by noting that it basically means a floor plan.

 

Beth Valentine stressed that you do not want to have both designs out at the same time.  It was noted that Harvey Construction should get the GMP on the larger, full plan and then have the estimators look at value engineering items to obtain two scenarios.

 

Margaret Crisler stated that she was concerned with being code compliant and questioned ICC compliance.

 

At this time, Bruce Anderson noted that the Curriculum Committee had been meeting to discuss the priorities of the curriculum for when the district adds back space to the facility.

 

Bruce Anderson addressed the issue of the proposed round-a-bout the DOT was suggesting.  He noted that our traffic engineers had submitted new numbers.  Beth Valentine stressed that the District is suggesting a traffic light.  She noted that she had been in contact with someone at the Department of Transportation, who was fully aware of Windham’s situation.  The DOT had suggested that a police officer be placed at the intersection to direct traffic.  The Board of Selectman stressed that this was not a feasible idea.  Beth Valentine noted that the round-a-bout scenario could cost up to $1 million.  She stressed that any political support would be very helpful regarding this situation. 

 

Alan Carpenter questioned if a curb cut permit had been applied for yet.  Carl DuBois, from Harvey Construction, noted that DOT had agreed in principal to a curb cut.  The School Board members agreed that it was important to know the total cost as soon as possible.

 

Roger Hohenberger suggested that a Board member(s) go to the state and not leave until they get an answer.  Alan Carpenter stated that Windham can not be the only town on Route 111 that has a round-a-bout.  He then noted that both Boards should submit letters and copy all political candidates.

 

Beth Valentine stated that the safety issue surrounding this proposal by DOT was beyond frightening. 

 

At this point, Dennis Senibaldi questioned if the School Board was only going to design one facility for re-bid.  Chairman Anderson noted that the Board needs to officially discuss this.

 

Administrative Update

 

Dave Sullivan and Dr. Elaine Cutler updated the Board on Strategic Initiatives specifically regarding propane and oil contracts.  Mr. Sullivan discussed paper issues and their costs.  He then noted that because the School District was able to secure a good price for oil, the Town was honored with the same price.

 

A discussion was had about the possibility of a Joint Deliberative Session during 2008.  It was noted that perhaps a warrant article be placed on the ballot to see if the town would prefer this scenario of a Joint Deliberative Session of the both Town and School.

 

Access Road

 

The Board of Selectman requested this agenda item in order to discuss the idea of continuing the roadway through to Castle Hill Road.  The Board of Selectman would like to move this concept forward.  Alan Carpenter asked Chairman Anderson if the School Board was ready to discuss this at this time.  Dave Sullivan suggested that this be placed on the next Board of Selectman Agenda.  At this point, Chairman Anderson thanked the Board of Selectman for all their support.

 

5 Minute Recess

 

Carl DuBois and Anne Dodd from Harvey Construction along with Jim Delisle and Wes Bonner from Team Design joined the discussion with the School Board and Board of Selectman.

 

Open Discussion

 

Bruce Anderson invited Carl DuBois to address both Boards regarding two (2) options pertaining to the plans for the facility of Windham High School.  Mr. DuBois began by stating that since August, 2007, the facility was reduced in square footage and that they have been moving forward with Team Design.  He stated that at a recent meeting with Team Design and the Facilities Committee, held on September 11, 2006 discussions were had regarding the best approach to be taken on the project re-bid.

 

Mr. DuBois distributed for the Boards 2 options for their review and discussion.  It was the professional opinion of everyone at Harvey Construction to choose Option A.  Option A would encompass resending the original, slightly modified plan out to bid in December/January.  We are revisiting everything without sacrificing program.  We are looking at our experience at Harvey to see what is really needed.  Their thought was to keep all science labs intact and the 2nd gym.  He noted that these drawings are pretty much complete.  We would get a GMP for this plan. 

 

Mr. DuBois then stated that their fall back position would be the scaled down 167,000 square foot plan.  He stressed that there was not enough time before December to properly engineer these plans.  Therefore, Mr. DuBois noted that Harvey Construction, based on the GMP numbers from the full, larger square footage plans, would provide a GMP on the smaller 167,000 square foot plan.  Team Design would continue to work on properly engineering the scaled down plan.  Mr. DuBois noted that we will still obtain competitive bidding – in smaller packages. 

 

Mr. DuBois stated again, that Harvey was into this for a fixed fee and that all savings goes back to the Town.  He feels this would be the best scenario.  Harvey Construction is not advising that two (2) designs be sent out at the same time for bidding.  He recommends putting the original plans out for bid to collect a GMP.  He stressed that it is almost impossible to redesign a facility/school in three months (167,000 square foot plan). 

 

Barbara Coish made a Motion that Harvey Construction and Team Design proceed with Option A as outlined in the September 11, 2006 Memorandum Beverly Donovan Seconded.  No Third was made.

 

Beth Valentine expressed her concern that while Team Design was completing a 167,000 square foot plan, that some packages would be put out for bid not at optimal times of the year.

 

Bruce Anderson stated that he was trying to understand this process and questioned when we would get a GMP and why Option A was preferable.  Carl DuBois stated that every decision is discussed and approved by the School Board.  Noting that Option B would entail putting both designs out on the street at the same time for bidding.  This is not advisable.  He stressed that the District would have hard numbers on the original plans and that this is the best scenario.

 

Chairman Anderson questioned at this time, if Team Design would be giving the District a larger bill of services for their work.  Jim Delisle, from Team Design stated that his company would be coming back to the Board with those numbers.  Mr. Anderson stated that there would be a lot of unhappy people in Windham if this is the scenario, noting there would have to be hard negotiations. 

 

Galen Stearns questioned if there was a cost associated (by Team Design) with designing each option.  Jim Delisle stated that he did not know the cost but that it would cost less to go with Option A.  Bruce Anderson questioned how long it would take to obtain estimates from Team Design.  Mr. Delisle stated that they would have this by the end of this week.  He noted that they are still moving forward.  Mr. Stearns reiterated that he wanted to know what the cost would be.

 

Beth Valentine stated that Option A sounded like a good strategy, but negotiations come first with Team Design.  She stressed that no one wanted to hold anyone up, but we need to know.  Mr. Anderson stressed that we need to understand the cost. 

 

Carl DuBois continue the discussion noting that there will be a series of meetings coming down the pike and that we will need to come up with a schedule, time and place for said meetings.  Beverly Donovan stated that the Board would need to know approximately how many meetings there will be and when they will take place, stressing that we will need a timeline.  Ms. Donovan stated that she feels she would have to be present at all meetings, noting that she has to hear the information first hand.

 

Beth Valentine noted that once the building committee is reorganized and their responsibilities laid out, that the new Owners Representative would be able to help the Board out a lot in regards to meetings and information.

 

Mr. DuBois stated that Harvey will work with any Committee that is nominated, but that said Committee has to have the authority to make decisions.

 

At this time, Galen Stearns stated that he was happy with Option A., but that the final step before going out to bid will be to see the final package.

 

Wes Bonny from Team Design reassured the Board that when it comes to re-bid recommendations, they will have a “roadmap” or list to get us there…  Mr. Bonner then stated that if Option A is approved, we can move forward. 

 

Mike Joanis addressed the Board next by stating that he did not believe that the School Board should decide tonight on Option A or Option B, without first knowing the costs.  He stressed that the Board obtain the additional fee costs from Team Design.  Mr. Joanis’ second concern was regarding the two versions (plans).  He stated that as of today, we believe that a 167,000 square foot facility will provide the program.  Noting that we only have $33 million to spend on said facility.

 

Carl DuBois responded by stating that design development is engineered in such a way that we will have enough information to put a good number to those documents.  He then stated that between the market place right now and working hand and hand with engineering, Harvey Construction feels very comfortable going forward.  Noting this is risk management. 

 

Beth Valentine stated that she would like to feel more comfortable.  She wants Harvey Construction to know what they are getting and that everyone is on the same page.  She noted that there is a significant delta between initial enrollment numbers.  Further stating, the core space is still sized for full “build out” – does it make sense to reduce the core based on enrollment numbers.  Mr. DuBois responded by stating that those discussions will have to be had by the Board.  He stressed to the Board that they have to have faith in this Team – we need to hear that you agree…

 

Denis Senibaldi stated that regardless of what Option the Board takes, he would like to see both plans designed at the same time.  He then questioned who would guarantee the price.  Mr. DuBois responded by stating that you will know the floor plans exactly.  He further stated that the GMP (guaranteed maximum price) will cover everything – you will know what you’re getting for both school designs.  He stressed that the GMP is not the end all.  All through construction, there is an ongoing review.  He stated that “to me it is a win-win situation for the town.”  If the cost goes over the GMP, Harvey Construction absorbs the overage.

 

Mr. Roulliard, from the Building Committee, urged the Board to postpone the decision tonight.  He stated that he would like to see what “charges” the Building Committee will ultimately have in the decision making process.

 

Mr. Joanis encouraged the Board to get the cost in writing from Team Design along with the design documents to AIA Standards.

 

At this point in time, Barbara Coish officially withdrew her previous Motion that Harvey Construction and Team Design Proceed with Option A as outlined in the September 11, 2006 Memorandum.  Beverly Donovan also officially withdrew her 2nd of that same Motion.

 

Roger Hohenberger questioned who owns the existing drawings and what the Contract with Team Design is.  Bruce Anderson responded by stating that it is a fixed fee on the Bond amount and that he believed that the District owned the existing drawings.  Mike Joanis stressed that the Board should not assume this. 

 

Mr. Hohenberger questioned Carl DuBois about the original time frame as it will pertains to the construction schedule.  Mr. DuBois stated that a time frame will be given along with the GMP numbers and that Harvey’s cost will be in there.

 

Bruce Anderson requested the cost information from Team Design be forwarded later this week.  He then called a meeting for next Tuesday, September 26th.  He then suggested that the enhanced Building Committee weigh in regarding the Options.  He noted that fee negotiations are a School Board Decision, but would like to hear from the Building Committee.

 

At this time, Mr. DuBois requested a consensus from the Board.

 

Building Committee:  Developing a Charge

 

The School Board received copies of the Building Committee Charge Orders that were in place in previous years and that were used by previous Building Committees during other school building projects.  In addition to reviewing these previous Charge Orders, Mike Joanis from the present Building Committee, put together a draft Charge Order for the Board to review. 

 

Dr. Cutler suggested that a sub-committee from the SAU work on producing a Charge Order to have ready for next Tuesdays School Board meeting.  Beth Valentine suggested that they get some type of information from other High School Building Committees.  Beverly Donovan noted that there are striking differences between Towns as to how they handled their own Charge Orders.

 

Carl DuBois questioned what aspects the Board wants to have a say in and what authority they will give to the Building Committee.  Anne Dodd, from Harvey Construction stated that in her experience, the Committees that worked best, had a School Board member on said Committee.

 

Mike Joanis noted that he had used multiple building committee charges while preparing his draft Charge Orders.  He noted that this document was just a start for the School Board to look at. 

 

Dr. Cutler stressed that the most important aspect would be that the Board will have the final say, but that a threshold amount for little changes would most likely come from the Building Committee.

 

Carl DuBois stressed that he will need one point person to go to.  He also cautioned the Board that they will still have to look at soft costs.

 

To this end, Bruce Anderson requested that Board comments on this issue be e-mailed to each other in preparation for next Tuesday’s meeting.

 

Motion to go to Non Public at 10:01 p.m. under RSA 91-A:3II (b) was made by Beverly Donovan with a 2nd by Galen Stearns.  Galen Stearns – aye, Beth Valentine – aye, Bruce Anderson – aye, Barbara Coish – aye, Beverly Donovan – aye.