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Home My WebLink About2013-11-25 ad Hoc - Library Building Committee MinutesOar OF Ni J�39' INCOPP�pP� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Library Building Committee Date: 2013 -11 -25 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: David Hutchinson, Chair; Secretary, Karen Herrick, Urell, Library Director. Time: 7:00 PM Location: Meeting Room Session: General Session t�E�EIVED i OWN CLERK i��GING, MASS. N14JAN2l P5: 19 Rachel Baumgartner, Vice -Chair Cherrie Dubois, Bob Newton, Greg Stepler, Nancy Twomey, Ruth Members - Not Present: Others Present: Bob LeLacheur, Town Manager, Joe Huggins, Facilities Director, Alice Collins, Trustee, Vicki Yablonsky, Trustee, Evan Warner and Paul Hemphill, STV, Inc., Paul Viccica, Chris Coios and Eileen Casciari, CBT Architects, Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Amy Lannon, Assistant Library Director Topics of Discussion: Meeting called to order at 7:04 p.m. at Reading Public Library Approval of Minutes • Motion: To approve minutes from November 12, 2013 as amended (Nancy Twomey /Cherrie Dubois) • Vote: Unanimous Building Update: CBT Architects Mr. Chris Coios of CBT Architects reported that the firm has met with majority of staff to review program needs. CBT and STV (OPM) have also brought in a landscape engineer to review grade and entry issues, a structural engineer to review the building and its additions and changes over time, as well as a team of mechanical engineers who reviewed HVAC, wiring, and mechanical needs. The team also dug two test pits which did not reveal any issues. The firm is in process for securing sub - contracted land survey and will be scheduling visits by a hazardous waste engineer. Mr. Coios also wished to inform the Committee and the library staff that some of the upcoming work will require minor demolition of small sections of the building and that all work will be performed in as discreet a manner as possible. Ms. Eileen Casciari and Mr. Paul Viccica reviewed the CBT proposed schematics for the addition and renovation. Significant changes from 2010 schematics include the following points: First Floor: *Moved the main entrance to improve access; *Moved circulation and reference departments for improved security and sight lines; *Creation of a new space utilizing existing porte- cochere. 2nd Floor: •Reorientating Conference Room to maximize architectural features and natural light; *Addition of check out desk in Children's for patron services and increased sight lines; *Removing all stairs from the turrets (dependent on access to attic). Page 1 1 OFR O� r Town of Reading Meeting Minutes 'sJ9'fNCOPpOaP Ground Floor: *Compact shelving for off - season storage of rotating collections. *Improved visibility and layout for Technical Services. Further discussion ensued regarding the expectations of floor loads throughout the building and the newest input from the mechanical engineers (based on recent visits to the building). The Committee inquired about entry, exit and parking issues. Mr. Viccica reported that the present plans are based on schematics and the firm will need a formal land survey and meet with relevant town boards in order to finalize traffic flow and parking details. Both the architects and Building Committee agree that the top priorities for these issues are sensitivity to neighbors, public safety and remaining fiscally responsible to the budget. Representatives from CBT expressed their intent to honor the original building, not to mimic it. They continue to study the building and its history throughout the process. Mr. Greg Stepler inquired about the placement of elevator with regards to sound /noise factors and location (accessibility and sight line issues). CBT will investigate and review the elevator placement. Mr. Evan Warner of STV reviewed the upcoming timeline. He expects finished schematics with cost estimates by the beginning of the new year. CBT will also be reviewing cost variables whenever possible: upfront costs vs. energy savings vs. future costs. The upcoming cost estimates will be for a workable library based on a specific design that will meet library program and code standards. The next meeting to review the designs and cost estimates will be January 16, 2014. Both CBT and STV will present information to town groups or stakeholders as needed. The Chairman asked for further questions from the Building Committee and the Town Manager. Mr. Bob LeLacheur, Town Manager inquired as to status of storm water planning. CBT responded that they are aware of the issue and would be happy to meet with town representatives as needed to address this issue. Building Committee Vote: • Motion to approve schematics and request CBT to continue the design /development of the Library Building Project (Cherrie Dubois /Bob Newton) • Vote: Unanimous Mr. Bob Newton reiterated importance of finalizing and signing the contract with CBT Designs. Mr. Greg Stepler requested that the Committee Members be provided with materials ahead of time for review purposes. Additional Reports: Ms. Urell reported the MBLC has reviewed the presented schematics. The MBLC Building Consultant, Ms. Lauren Stara, has requested that Reading review the availability of quiet study areas and revisit the possibility of an Automated Materials Handling System (AMHS). There is a staff group reviewing AMHS implementation at other public libraries in the state. Ms. Urell also met with the Reading Garden Club to discuss the future of the Celebration Garden planted for the 50`h Anniversary of the Garden Club. She is working with them to preserve as much of the garden as possible. Mr. LeLacheur reported the negotiations for the temporary space are ongoing. Other issues, not related to the library have been resolved. The current option is to pay rent for a 10,000 sf space for 18 months with additional 6 month option. Mr. Warner and Ms. Urell will be working on the plans for the build out. This will include a meeting in January with Town Technology Dept. to discuss telephones, data and general technology needs. Mr. Warner and Mr. LeLacheur will continue to work on the lease with plans to finalize sometime after the holiday. Future Meetings The Building Committee received proposed dates for the next 8 meetings. Several of these meetings will include invitations to representatives from the Historical Commission and the public (community presentation). Mr. LeLacheur reminded the Committee of deadlines pertaining to the April Town Meeting. Page 1 2 N OFRfgO INC000 New Business None Town of Reading Meeting Minutes Adjournment • Motion to adjourn (Karen Herrick/Greg Stepler) • Vote: Unanimous Respectfully submitted, Amy Lannon Assistant Library Director Page 1 3