Hall School Building Committee — Portland, ME
Date: 2015-01-07

HALL SCHOOL BUILDING COMMITTEE
Date: Wednesday, January 7, 2015
Time: 6:30 p.m.
Location: Hall School Gym
  1. Hall School Building Committee Agenda

 Documents: HALL SCHOOL BUILDING COMMITTEE AGENDA .PDF
  2. Hall School Building Committee Members

 Documents: BUILDING CONTACTS.PDF
  3. Hall School Building Committee - Plan Of Organization

 Documents: COMMITTEE PLAN OF ORGANIZATION-DRAFT_1.PDF

HALL SCHOOL BUILDING COMMITTEE
Date: Wednesday, January 7, 2015
Time: 6:30 p.m.
Location: Hall School Gym
  1. Hall School Building Committee Agenda

 Documents: HALL SCHOOL BUILDING COMMITTEE AGENDA .PDF
  2. Hall School Building Committee Members

 Documents: BUILDING CONTACTS.PDF
  3. Hall School Building Committee - Plan Of Organization

 Documents: COMMITTEE PLAN OF ORGANIZATION-DRAFT_1.PDF
 HALL SCHOOL BUILDING COMMITTEE



Date: Wednesday, January 7, 2015

Time: 6:30 p.m.

Location: Hall School Gym



 AGENDA

 1. Introductions

 2. Committee Plan of Organization
 a. Election of Vice Chair
 b. Future Meeting Dates

 3. Architect Presentation‐Project Time‐line/Process
Hall School Building Committee Members



Ed Suslovic, City Councilor (Chair) edsuslovic@portlandmaine.gov

Nick Mavodones, City Councilor nmm@portlandmaine.gov

Sarah Thompson, School Board thompsa@portlandschools.org

Laurie Davis, School Board davisl@portlandschools.org

Marnie Morrione, School Board morrima@portlandschools.org

Jim Banks jbanks@maine.rr.com

Bob Doherty robertd@portlandmaine.gov

Joe Carter jcarter4@une.edu

Brian Jackson brian@johnsonandjordan.net

Sean Kelsey skelsey@maine.rr.com

Katie Lamb kwblamb@gmail.com

Whitney Letellier whitneyletellier@gmail.com

Laura Newman yellowcape@gmail.com

Pedro Nieves pnieves1@mail.com

Mark Adelson, Portland Housing Authority madelson@porthouse.org



Design Team

Robert Tillitson rtillotson@oakpoint.com

Tyler Barter tbarter@oakpoint.com

Allison Towne Dimatteo atowne@oakpoint.com
Staff

Emmanuel Caulk caulke@portlandschools.org

Anita LaChance arl@portlandmaine.gov

Ellen Sanborn sanboe@portlandschools.org

Craig Worth worthc@portlandschools.org

Cynthia Remick remicc@portlandschools.org

Doug Sherwood shrewd@portlandschools.org
 DRAFT
 Hall Elementary School Building Committee
 Plan of Organization

Committee Function

The Committee has been specifically authorized by the City Council to oversee planning,
design, and construction the hall elementary school. The Committee is comprised of 15
members, 8 of whom will constitute a quorum. The Committee will review design and
program recommendations, monitor the project schedule and oversee costs and
expenditures for the entire project. Motions will be passed by a simple majority of those
present.

The Committee, working with the Superintendent, City and school staff and the
architects, will make design, program and financial decisions for the school. The
Committee will also develop a budget for the project based on the design and program
decisions. The budget will be subject to constraints established by the City Council and
State Department of Education (“DOE”). The Committee may establish subcommittees
as it may see fit from time to time.


I. Presentation of Timeline and Concept Plan

 A. The Superintendent and architects will present the project timeline to the
 Committee.
 B. The Superintendent and architects will present the draft Concept Plan to the
 Committee prior to submittal to DOE. Presentation will include at least the
 following elements:
 i. Review of proposed building and site design/program, with comparison to
 Educational Specifications developed by the School Committee; and
 ii. Estimated capital budget, including a breakout of costs that will be paid by
 state and those that will be paid by the city.
 iii. Identification of those elements of the Concept Plan that can be changed
 following DOE approval and those that can not.
 C. Given the limited time available for review, the Committee does not anticipate
 taking action on the Concept Plan prior to submittal to DOE

II. Concept Plan Development After DOE Approval and Before City
 Council Action

 A. Prior to City Council authorization of the local referendum, the Committee
 will recommend a revised Concept Plan to include:
 i. Revised educational program arising from:
 a. DOE input on the initial concept plan;
 b. Committee input on the initial concept plan;


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 ii. revised building and site design arising from:
 a. DOE input on the initial concept plan;
 b. Committee input on the initial concept plan;
 iii. revised capital budget, again broken out by costs paid by the state and
 costs paid by the city, arising from:
 a. DOE input on the initial concept plan;
 b. Committee input on the initial concept plan;

III. Final Plan Development After Local Referendum

 A. Following the local referendum, the Committee will meet periodically to
 review the following:
 i. due diligence relevant to development of final plans, specifications and
 budget;
 ii. development of building/site plans and specifications;
 iii. development/revision of educational program;
 iv. projected capital budget, broken out by costs paid by the state and costs
 paid by the city.
 B. At a minimum, the Committee will conduct its review at the following points
 in time:
 i. At completion of the Design Development Phase;
 ii. Architect’s submittal of plans at 90% completion;

IV. Construction Oversight

A. Project Budget Management

 i. The Committee, with the assistance of the architect and staff, will monitor
 the project budget.
 ii. Once a budget has been established, the City’s Finance Department will be
 responsible for paying requisitions, encumbering funds, processing change
 orders, and maintaining the budget accounting for the project. All related
 document shall be filed with the Finance Department.

B. Monthly Requisitions
 i. Meetings for determining the amount of the requisition will be held
 monthly. The persons attending will be: the architect, the contractor,
 the Director of Recreation & Facilities Management and other city and
 school staff representatives as appropriate. A representative from the
 State will be invited and may attend.
 ii. The purpose of the meeting will be:
 a. to review the status of the work;
 b. to review and determine the amount of that month’s requisition;
 c. to resolve any pending financial issues between the parties; and
 d. to indicate the work which will be expected to be completed during
 the next month.


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C. Change Orders
 i. All change orders will be prepared by the architect.
 ii. Change orders will be approved in writing by the Director of Facilities
 Management, the contractor, the architect, and the State.
 iii. All change orders will be filed with the Finance Department.
 iv. The architect will have authority to execute and approve field change
 orders which do not exceed two thousand dollars ($2,000).
 v. The Director of Recreation & Facilities Management will have
 authority to execute and approve field change orders in excess of two
 thousand dollars ($2,000), but less than twenty thousand dollars
 ($20,000).
 vi. Change orders in excess of twenty thousand dollars ($20,000) will
 require approval of the Committee.




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