Amesbury Elementary School Building Committee

Amesbury Elementary School Building Committee (AESBC) Meeting Minutes Date: April 23, 2020 Location: Virtual Meeting Time: 6:00 PM Next Meeting: 5/28/2020 at 6:00PM Attendees: Name Present Name Present SBC – Voting Members SBC – Non Voting Members Kassandra Gove, Mayor/Chair  Christine Chabot Paul Fahey, Chief of Staff  Monique Griffin  Peter Hoyt, School Committee  Lauri McAllister Jared Fulgoni, Superintendent  Bruce McBrien Matt Bennett, Facilities Director  Brendon Sullivan Angel Wills, CFO  NV5 (OPM) Shannon Nolan, AES Principal  Tim Dorman  Lynn Catarius, Director, Student Services  Mike Ulichney  Nick Wheeler, City Council  DiNisco Design (Architect) Joseph Spencer  Donna DiNisco Joan Liporto, Director of Finance & Ops  Vivian Low  Caulen Finch  1. Call to Order o Kassandra Gove, Mayor of Amesbury, called the Amesbury Elementary School Building Committee (AESBC) Meeting to order at 6:02 PM. o Mayor Gove provided a statement regarding the ‘Executive Order Suspending Certain Provisions of the Open Meeting Law G.L. c.30A, §20’ signed on March 12, 2020 which allows for the meeting to be held online and broadcast by ACTV Channel 18. Public comments can be made through the facebook live stream. o NV5 took roll call for attendance. 2. Approval of Meeting Minutes o NV5 distributed the AESBC Meeting Minutes from the prior meeting held on March 26, 2020 as part of the meeting packet. o Vote: Motion by Peter Hoyt to approve the March 26, 2020 AESBC Meeting Minutes. The motion was seconded by Nick Wheeler. Following a roll call vote, all members were in favor (Joseph Spencer abstained as he did not attend the March 26th meeting) 70 FARGO STREET, SUITE 800 | BOSTON, MA 02210 | WWW.NV5.COM | OFFICE 617.345.9885 | FAX 617.345.4226 PROGRAM MANAGEMENT - CONSTRUCTION QUALITY ASSURANCE - INFRASTRUCTURE - ENERGY - ENVIRONMENTAL  Page 2 of 5 3. Approval of Invoices o The following invoices were submitted for approval:  NV5 Invoice #159283 - $40,000 (OPM CD Services March 2020)  DiNisco Design Invoice #9263 - $245,000.00 (Designer CD Services March 2020)  DiNisco Design Invoice #9268 - $2,993.43 (Printing of the Planning Board Site Plan Review)  DiNisco Design Invoice #9265 - $25,025.00 (Site Plan Review Application Fees and Peer Reviews)  DiNisco Design Invoice #9264 - $1,040.64 (Wetland Consulting Services, Stormwater Report & Soil Testing (NTE))  North of Boston Media Group Invoice #615191 - $265.00 (MEPA Filing Notice) o Vote: Motion made by Nick Wheeler to approve the invoices totaling $314,324.07. The motion was seconded by Peter Hoyt and following a roll call vote, passed unanimously. 4. Design Update o DiNisco presented an update on the design progress which is progressing on track through the 60% CD Phase, refining the design details, materials and constructability for clear understanding of scope and cost estimating. o An update on permitting was provided, which noted that the peer review process is underway and comments were received from the Planning Board’s reviewer, Bob Puff. The design team is still waiting on the traffic peer review by VHB and the Conservation Commissions peer review consultants, Stantec and BSC Group to provide their comments. o A meeting with the Technical Review Committee was held, with discussion focused on the following:  Alternatives Analysis on Building Siting was submitted to the Conservation Commission and peer review consultants.  Lion’s Mouth Road Sidewalk Extension is being undertaken by the DPW with $40k in funding from the AES Project contingency earmarked for this work.  Existing Lindbergh Ave. Flooding is being reviewed as a separate issue by DPW as the cause is due to the downstream culvert condition/capacity. However, the AES Project design will ensure that flows are mitigated on site to avoid adding to the existing condition.  Coordination with Woodsom Farm Ballfields Project will occur to ensure the connection point is coordinated.  Parcel Consolidation: The Building Inspector is seeking clarification from the City’s legal counsel regarding whether or not the parcels the project encompasses, which are in  Page 3 of 5 common ownership by the City of Amesbury need to be consolidated under an ANR Plan for zoning purposes.  Guardrail along the sidewalk of the main entrance drive: The question of whether or not the guardrail should be located along the curb line or at the back of the sidewalk was discussed. The TRC prefers that it be located along the back of sidewalk due to safety concerns of students climbing over the rail. o Overview of Kitchen Review and Plumbing Systems Design Working Group Meeting:  The Building Inspector and Plumbing Inspector jointed the working group for this meeting to review and provide input on relevant scope.  Chartwells also joined this working group meeting to provide additional input on the kitchen design. As a follow up, the question of changing from gas to electric appliances raised by the Energy Committee was posed and Chartwells indicated that either option would be okay from an operational perspective.  Nick Wheeler noted that an all-electric kitchen will be more expensive from an ongoing utility perspective until an alternative energy source is available and asked if it is possible to instead install an electrical panel that will accommodate a future conversion – Possibly in 10-15 years as equipment wears.  The Committee indicated preference for this approach and it was confirmed that the design will continue as is as, which currently includes gas appliances with provisions for additional power needs for an electric conversion sometime in the future.  Another item that was discussed is using solar/battery powered fixtures in the toilet rooms which will save on up front costs due to eliminating hard wiring/emergency power. It was noted that from an operation and maintenance perspective they will only require battery replacement approximately every 5 to 7 years. o Interior Materials Review and Updates  Feature wall options were reviewed with the working group and input has been incorporated to develop the most impactful and cost effective approach, which resulted in moving forward with Option 9B.  The current intent is to incorporate an historic map of Amesbury printed on panels with circular panels that light up.  The functional details are being further developed by tech consultants and other consultants will help advise in interface, which may include a screen connected to an iPad to call up information for a lesson. This would provide for flexibility to change with programming.  It was noted that there will be an adjacent display cabinet and a separate content monitor within the main lobby area.  Other wall areas throughout the building were highlighted that can be used to tell a connected story, history and/or modern era map.  Page 4 of 5  Update Images of Library: Seating area with built in window seat  Teaching wall: Panel on bracket that can slide up and down, interactive screen  Corridor outside library, incorporating shapes and forms which also add bold design elements.  Colors: Starting to look at color palettes, which are represented in the updated images, but the final colors will be decided later based on submitted materials, once we get into construction. o Project Areas:  The locker quantity was reduced to better match the head count.  The knee walls along the project areas shave been straightened out for more efficient use of space and incorporation of built-in, seating area and play with shapes. o Flooring materials/patterns reviewed:  LCT is the flooring material throughout the corridors and classrooms, which does not require waxing. Patterns are being incorporated effectively to reduce cuts.  Accent colors will be used for wayfinding and will also be incorporated into floor and wall tile.  Some color will be incorporated in classrooms, but this will be limited to keep them from becoming too busy with all of the other contents. 5. Schedule Summary o NV5 reviewed upcoming milestone dates for Agency Approvals, Bid and Construction Schedules. o NV5 reviewed the overall project schedule, noting that consistent with the update at the March meeting, the early bid package start was pushed into fall 2020 due to the permitting process expected to take longer than anticipated, but that it does not impact the overall schedule at this point. However, any further delay in the early bid package would begin to risk impacting the overall schedule. o The 60% CD Phase meeting schedule was also presented, highlighting upcoming meetings, cost estimating and culminating in the 60% CD submission to the MSBA scheduled for June 15, 2020. 6. Proposed Next Meeting Date o The next meeting of the AESBC will be on May 28, 2020 based on the general goal of holding monthly meetings on the 4th Thursday of each month. It was noted, however, that the June meeting will be held earlier in the month on June 11th, in order to coincide with the timing needed to review the 60% CD cost estimates and submit to the 60% CD package to the MSBA on June 15th. 7. Other Business o NV5 provided an overview of COVID-19 related considerations for the Project.  It was noted that based on the MSBA’s communications to date, that they will not be changing their maximum grant values for approved projects, but will also be holding to current policies including the types of change order costs they do not participate in.  Page 5 of 5  The design team has done a great job continuing to proceed on schedule in spite of the challenges with remote working and virtual meetings.  The bid documents will need to ensure that COVID-19 related safety measures are covered in the base bid value. It was noted that the earlier work covered under the early Site Prep Package and initial site and foundation work will be less impacted by these measures as it involves a relatively small labor count and is all outside work. The safety measure become more challenging and impactful when working with more trades and in enclosed spaces, but it’s difficult to predict what the status of the COVID-19 requirements will be next year. 8. Adjournment o Vote: Motion made by Peter Hoyt to adjourn the meeting at 7:04 PM. The motion was seconded by Paul Fahey and following a roll call vote, it passed unanimously. -End of Minutes- These meeting minutes were prepared by NV5. Please notify NV5 within 48 hours of receipt of this document regarding any required corrections or clarifications.