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HomeMy WebLinkAbout2013-10-10 ad Hoc - Library Building Committee Minutesorq 0 Town of Reading 3 Meeting Minutes TRECEIVLEED EADING. MASS. Board - Committee - Commission - Council: 1013 DEC -9 P bt b 1 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, Faclllties 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. Warner 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 further clarification and estimates of so- called "soft costs" including Professional Fees. The architects are not under contract yet and we have had limited input on costs 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. Warner, STV, described items that could be addressed as Add Alternates to be bid for construction in a specific priority order. Mr. Hutchinson identified Pape 1 1 Town or Reading - Meeting Minutes reductions in other areas of the total project budget that could make up cumulative differences from original estimate if necessary for both construction costs and Professional Fees ascertained so far, with further refinement of Miscellaneous Costs for bonding, legal, survey, testing, printing, insurance, and other administrative costs based on STV's recent experience on similar projects. Mr. Hutchinson based his recommendations on a close and detailed analysis of the total project budget with Ms. Urell, in consultation with Evan Warner, Project Manager. Based on their work, Mr. Hutchinson presented a recommendation that, if necessary to cover larger construction costs, the Furnishings and Equipment budget could be reduced by $639,000, Moving and Temporary Quarters by $78,000 for the utilities and carrying charges in temporary space that would be covered by Facilities budget, and that the total project budget be increased by $200,000 by applying cumulated state aid and undesignated donations, all if necessary. Mr. Hutchinson stated that his recommendations stipulated that no adjustments would be made that would jeopardize the State Construction Grant or Design and Project Contingency of $2,178,445 at this time. Several members of the Board and Committee had questions and the group discussed details of the financial issues including specific Construction elements such as painting eaves, window replacements, ramp demolition, repairs to south (parking lot) wall and windows after ramp removal, Temporary Space, Moving, Miscellaneous Costs, fundraising, Furnishings and Equipment, RFID and Automated Materials Handling circulation equipment. Mr. Wainer and Mr. Stepler described the bid Add Alternate process and the group discussed what hems might be prioritized. Ms. Twomey pointed out that we can't tell exact cost until we have a design. Mr. Newton agreed that a cost discussion would need to occur when we have more design details and information but that we need an architect to advise us and further the design. Mr. Hutchinson asked if the members were in agreement on temporarily reducing the Furnishings and Equipment budget if necessary to cover construction costs. The members agreed without further discussion. Mr. Berman stated that if compromises are made, the Committee should make sure that they keep an eye on the State Construction Grunt. Ms. Urell and Ms. Yablonsky described the programmatic requirement of the State Grant and details about the size of the addition. Ms. Urell reported that she had consulted with the Mass. Board of Library Commissioner's (the awarding agency) Building Consultant about the construction budget issue last week and received assurance that similar situations often occurred in library construction, particularly old building renovations, and that the M 3LC building advisor had informal suggestions and some ideas based on her oversight of other projects. Ms. Urell said that the MBLC is interested in seeing the project succeed and informed Ms. Urell about the process for requesting a time extension on groundbreaking if it becomes necessary. Mr. Berman asked if additional State Construction Grant funds would be available if the project costs increase. Ms. Urell and Mr. Wainer replied that there the State has never awarded additional grant funding to library construction projects beyond the initial amount awarded. Mr. Hutchinson asked the members of the Trustees and Building Committee if they were prepared to vote to engage the architect to proceed on the project despite current projected increases in the estimates of construction costs. Members agreed. Ms. Dubois stated that the architects should be engaged. Mr. Stepler added that we need the architects to do a design and continue to build our knowledge about the building and costs and provide opportunities and that there will be opportunities to add ahemates. There was further discussion about specific details, with Ms. Baumgartner telling the members about the architects understanding as stated in their interview presentation that they would be designing our project based on our budget, which they understood to be clearly defined and limited to the grant award and town approved funding. Ms. Yablonsky and Ms. Twomey suggested that the architects be asked to proceed without further specificity as to design at this time so that the Library Program goals drive the design and the PN9 1 2 Teen at Reading -Meeting Minutes project overall. Ms. Baumgartner raised the issue of elements that could later be added or purchased, such as furniture, and what would be considered important to be included as part of this construction project, such as painting eaves. Mr. Stepler replied that anything that isn't included but desired should be planned for as part of the project, so that it would be possible for adding later. Ms. Herrick stated that things should be designed for the long haul. Ms. Dubois made a Motion on behalf of the Library Trustees to engage the architects. Ms. Collins seconded. Ms. Baumgartner made a Motion on behalf of the Library Building Committee to engage the architects. Ms. Twomey seconded. The motions were unanimously approved. The members proceeded to discuss temporary space. Mr. Berman asked about the possible use of the Woburn St. School for temporary quarters for the library. Mr. Huggins replied that the Woburn St. School wouldn't work for library use as it was neither accessible nor adequate in other conditions such as air control, parking, and space and configuration. Mr. Berman raised a question about whether there would be a default clause in the lease terms for One.General Way which would provide some compensation to the landlord if the library wasn't able to occupy the space but which wouldn't cause the Town complete liability for the duration of the proposed lease. Mr. Newton asserted that he is confident that the library will go forward and the space will be necessary more or less on schedule. Mr. Warner and Ms. Urell discussed the timeline, and Mr. Warner's estimate that we will be leasing the space with three months lead time at least for the landlord to build it out suitably for late Spring 2014 occupancy. Ms. Twomey made a motion on behalf of the Library Building Committee to authorize the Town to proceed to lease temporary space for the library under acceptable terms. Ms. Herrick seconded. Ms. Yablonsky made a motion on behalf of the Library Trustees to authorize the Town to proceed to lease temporary space for the library under acceptable terms. Ms. Dubois seconded. The motions were unanimously approved. Mr. Berman asked the members and Chair to provide periodic updates to Finance Committee and others if numbers and expectations change substantially to provide transparency and keep people engaged in the project. All agreed, and Mr. Hutchinson reported that current updates are scheduled for Board of Selectmen on October 22 and November Town Meeting. Adjournment • Motion: To adjourn at 9:20 pm.( Cherie Dubois) • Vote: Unanimous approval. Pape 1 3