2013-10-10 Board of Library Trustees Minutes

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� ora Town of Reading Meeting Minutes RECEIVER T K '••« EADING. MASS. Board - Committee - Commission - Council: 2013 DEC -9 P Is. 41 Board of Library Trustees And Library Building Committee Date: 2013 -10 -10 Time: 7:00 PM Building: Reading Public Library Location: Community Room Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: David Hutchinson, Chair; Rachel Baumgartner, Vice -Chair Cherrie Dubois, Secretary, Karen Herrick, Bob LeLacheur, Bob Newton, Greg Stepler, Nancy Twomey, Ruth Urell, Library Director. Members - Not Present: Others Present: Alice Collins, Library Trustee; Vicki Yablonsky, Library Trustee; Evan Warner OPM, STV, Inc.; Joe Huggins, Facilities Director; Barry Berman, Chair, Finance Committee; Amy Lannon, Asst. Library Director Minutes Respectfully Submitted By: Amy Lannon, Assistant Library Director Topics of Discussion: Library Building Update: Mr. Hutchinson reported that contract negotiations have been ongoing with CBT Architects. Town Counsel has advised us on preliminary draft and we hope to finalize terms very soon. Bob Newton, Building Committee, has agreed to work with us to expedite finalizing contract. Mr. Wainer provided update on the temporary space for the library. We received two proposals. Mr. Huggins, Ms. Urell, and Mr. Warner visited both sites and determined one was unsatisfactory, because of floor loading issues and location. Negotiations have been initiated for space at One General Way. We have proposed a smaller space at that location to reduce price. Things are on track to keep to the schedule. Mr. Hutchinson provided a detailed update on project costs from a revised budget estimate from STV based on a construction cost review meeting with Pete Timothy, cost estimator for A. M. Fogarty, and fimther clarification and estimates of so- called "soft costs" including Professional Fees. The architects we not under contract yet and we have had limited input on cogs and design choices as costs to date are based on preliminary information. Mr. Hutchinson described his recommendation - that a budget revision be considered during the architectural design phase that would increase construction costs from the current $9.9 million to address necessary construction and repairs that were either underestimated or not included in the $9.9 million construction estimate. Mr. Wainer, STV, described items that could be addressed as Add Alternates to be bid for construction in a specific priority order. Mr. Hutchinson identified Page 1 1