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HomeMy WebLinkAbout2013-08-08 ad Hoc - Library Building Committee Minutes� Orq O A :. Town of Reading ,;Meeting Minutes RECEIVED TOWN CLERK .�„ °" FADING. MASS. Board - Committee - Commission - Council: Library Building Committee 1013 DEC -9 P b 40 Date: 2013 -08 -08 Time: 7:00 PM Building: Reading Public Library Location: Conference 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, Nancy Twomey, Ruth Urell, Library Director. Members - Not Present: Others Present: Alice Collins, Library Trustee; Dick Curtis, Library Trustee; Evan Warner OPM, STV, Inc.; Kathryn Melesciuc, Admin. Asst.; Guest, Virginia Adams. Minutes Respectfully Submitted Topics of Discussion: Melesciuc, Administrative Assistant Approval of Minutes • Motion: To approve Minutes of June 17, 2013 (R. Baumgartner/ N. Twomey) • Vote: Unanimous approval. Designer Selection Process (Evan Warner, STV, reporting) An RFS was published in the Central Register and advertised locally, and available from STV, and on the Town's and Library's websites. 19 interested faros attended the mandatory library walkthrough and briefing session on July 9 with three STV staff and Cherri Dubois, Bob Newton and Ruth Urell. Eight written proposals were received by STV by due date of July 18. Project Manager Evan Warner and other STV staff read the proposals and confirmed that all met qualifications. STV delivered the proposals to the library and they were distributed to the Selection Working Group (Cherrie Dubois, Bob Newton, Nancy Twomey and Ruth Urell). Members of the Working Group independently reviewed each proposal with specific criteria outlined and evaluated them using a matrix with weighted scoring. The Working Group and STV representatives met on July 25 in an open, posted meeting and, after discussing and comparing rankings, four firms were selected for interviews. STV organized the dates and times for the interviews and solicited general and specific questions from the members of the Working Group. Four interview times were posted for open meetings. Page 1 1 Town of Reeding - Meeting Mlnutu Two firms (CBT and Beacon) were interviewed on August 5 and two firms (LLB and Schwartz Silver) on August 7 by the Working Group, with STV's Evan Warner, Paul Hemphill, and on August 7, Jim Kolb. Library Building Committee Vice -Chair Rachel Baumgartner observed all interviews. Trustee Alice Collins and Facilities Director Joseph Huggins observed August 5 interviews. interviews were rated and evaluated immediately after each presentation with scores based on presentation, Q & A. quality of teamwork, and project approach. At the end of the four interviews, the Working Group deliberated at length and selected fast and second choices to recommend to the Library Building Committee. Report of the Designer Selection Committee (Bob Newton reporting) Mr. Newton discussed the process and deliberations among the members of the Working Group and acknowledged the work of STV's Evan Warner, Jim Kolb, and Paul Hemphill in providing advice and direction throughout the process. Mr. Newton remarked that all of the firms were well - qualified and it was a very difficult decision to come up with finalists, and then to agree upon final rankings. The group debated quite a long time, but agreed that CBT had an edge with compelling design solutions. The Working Group recommends CBT to the Building Committee for approval. Designer's proposal & Presentation (Nancy Twomey reporting) Ms. Urell ran CBT's presentation on the overhead projector and Ms. Twomey commented on the ideas and discussed highlights of the several design features presented. Finalist's References (Ruth Urell reporting) Ms. Urell reported that she has spoken with other library directors who have engaged this firm for building projects and the directors have given very positive reviews. Ms. Urell particularly asked for information about the firm's record of delivering a project within budget and on time, and the proposed principals and team's availability throughout the project. The directors reported very favorably on all points. D. Hutchinson formally thanked the Working Group for their time and service in this rigorous evaluation. R. Curtis complimented the Working Group on its diligence and remarked that they had covered a lot of bases in the search. B. LeLacheur mentioned he has overseen many procurement processes over the years, and felt this was an outstanding example and the Group had done a great job. Approval of Designer Services • Motion: To recommend CBT Architects for Designer Services (N. Twomey /C. Dubois) • Vote: Unanimous approval. Next Steps: STV will work from the standard Owner's/Architect contract to identify scope of services, negotiate price, and solidify the terms and present it to the Town Manager for approval. RFP jar Library Temporary Facility (Evan Warner, STV, reporting) The RFP has been advertised in the Central Register and is on the library and Town websites. There is a 30 day time requirement for responses; September 9 will be the last day for acceptance of proposals. STV, the Facilities Director, and Library Director will assess facilities proposed. Timeline: a lease should be signed by November 15 with 60 days to improve a facility or March 15, 2014 as final date for move. Page 1 2 Town or Resatna - Meenna Minutes Warrant Documentation (Bob LeLacheur /Ruth Urell reporting) The Town Clerk failed to put the date of the April 2, 2013 election on the April Town Meeting Warrant as required when reporting the Article 1 General Election ballot, which included Question 1 regarding the vote to renovate and expand the Reading Public Library. As a result of this oversight, the Bond agency would not release the funds for the library project because the Town cannot legally borrow without the election date appearing on the Warrant. The only options to fix the error would be to hold another election at considerable expense, which would require holding another Town Meeting also, or ask for legislation to remedy the warrant error. Mr. LeLacheur has asked, and Representative Brad Jones has agreed, to get a form to the Commonwealth to correct this with the election date duly noted so that the Town can legally borrow money for the library project. Library Building Committee There was discussion about next steps in the process and the role of the Library Building Committee going forward, now that Designer Selection is accomplished. The Committee is interested in regular updates, major design decisions, and community meetings. There was discussion about design review and town personnel involved in working meetings on topics such as library parking, security, patron services, etc. Mr. LeLacheur commented that Reading town personnel prefer to do design reviews as a team rather than individually and Mr. Warner, OPM, will work with designers and local staff to set up working meetings as appropriate. Mr. LeLacheur recommended that the Library Building Committee provide an update on the overall project to the Board of Selectmen around October. Adjournment e Motion: To adjourn at 8:43 pm (D. Hutchinson / R. Newton) rage 1 3 mama,