HomeMy WebLinkAbout2014-04-07 ad Hoc - Library Building Committee Minutesr$
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Town of Reading
Meeting Minutes
Board - Committee - Commission - Council:
Library Building Committee
Date: 2014 -04 -07
Building: Reading Public Library
Address: 64 Middlesex Avenue
Purpose: General Business
Attendees: Members - Present:
Time: 7:00 PM
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Location: Meeting Room
Session: General Session
David Hutchinson, Chair; Cherrie Dubois, Secretary, Bob Newton, Greg
Stepler, Nancy Twomey, Ruth Urell, Library Director.
Members - Not Present:
Rachel Baumgartner, Karen Herrick
Others Present:
Alice Collins, Trustee, John Brzezenski, Trustee, Amy Lannon, Assistant
Library Director, Paul Hemphill and Evan Warner, STV, Inc., Chris Coios and
Eileen Casciari, CBT Architects, Lorraine Barry, Librarian, Joe Huggins,
Facilities Director
Minutes Respectfully Submitted By: Amy Lannon, Assistant Library Director
Topics of Discussion:
I. Call to order
David Hutchinson called to order the regular meeting of the Library Building Committee and the
Library Board of Trustees at 7:06 p.m. on April 7, 2014 at Reading Public Library Meeting
Room.
II. Approval of Library Building Committee minutes from last meetings
Motion: To approve: minutes from February 3, 2014 as amended ( Cherrie Dubois/Nancy
Twomey) Vote: Unanimous
Motion: To approve minutes from February 13, 2013 minutes ( Cherrie Dubois /Greg Stepler)
Vote: Unanimous
III. CBT Architects: Status and Activities (Chris Coios)
a) Activities: Field exploration has continued to reveal important information about the
structure and composition of the building. This includes drilling and holes in floors,
ceilings and walls.
b) Activities: CBT and Ms. Urell met with Lauren Stara, of the Mass. Board of Library
Commissioners (MBLC) to report on progress. The Commission reviewed plans and
expressed approval of progress to date.
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c) Activities: CBT and Ms. Urell met with the Reading Historical Commission. The
Commission was satisfied with design. There were questions about the materials for the
outside of the building and window finishes. CBT will also file with the Massachusetts
Historical Commission.
d) Next: Ms. Urell, members of the Building Committee, CBT Architects and STV, Inc. will
be meeting with the Town of Reading Design Review Team (DRT). The agenda will be an
overall review of the plans with particular regard to the site plan, parking and safety. In
addition, the next tests schedule will review water pressure (flow test) and related fire
safety issues (e.g. will there be a need for a fire pump).
e) Design Progress: CBT is approximately 2.5 weeks way from completion of design
development phase. Ms. Casciari continues to work adjustments based on current and
incoming information. These are generally core changes that will affect some work with
lighting, mechanical engineering and also general interior planning. Mr. Coios welcomed
input from the Library Building Committee with the upcoming portion of the design phase.
f) Next: Mr. Coios reported that future plans are to remove an original window towards the
end of April in order to verify the build and fitting of the window. Also, CBT will also be
working with Andrea Gilmore, a historical color specialist, to do a color test to find original
colors of the window.
g) Next: CBT has scheduled a Town bucket truck to examine the eaves and roof. To date,
engineers, architects and consultants have only been able to examine from inside and from
afar. Therefore, it is imperative to perform a closer examination.
IV. CBT Architects Review of Building Plans to date (Eileen Casciari)
a) Ground Floor Plan: There are several changes to Technical Services Area to optimize
workflow and deliveries. The architects have also added required electrical and
telecom/data closets. Mr. Hutchinson asked about the current and planned collection sizes.
Ms. Urell reported that are approximately 115 -118K, with long term expectations to
continue to be below 120K. The Committee discussed variations of the floor elevation and
Mr. Huggins will follow up with CBT to schedule drill work to confirm viability of
dropping a portion of the ground floor 12 inches. The Committee discussed various options
for the community room.
b) Main Floor Plan: There are several changes to the Circulation (Checkout) area to optimize
an Automated Materials Handling System (AMHS) and a central self - check, print, copy,
fax station. Also increased area for silent study area and additional emergency egress as
required by code.
c) Second Floor: Changes on the second floor have increased and improved the space for the
Reading History Room. Enhancements include easier public access and improved storage
for special collections. Ms. Urell also discussed importance of having improved
environmental controls and possible security measure that might be put in place to preserve
the rare and fragile portions of the Local History collection. Mr. Stepler inquired about use
of existing chimney, architectural features and using the chases.
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d) Discussion of general security and safety issues.
e) Discussion of exterior finish options.
V. CBT Architects: Site Plan (Chris Coios)
a) Presentation of options that will be presented to the DRT meeting particularly with respect
to parking spaces.
b) Committee discussed pros and cons of various parking design issues, the need to be
sensitive to the neighbors, costs, and importance of driver and pedestrian safety.
VI. Schedule
a) The Committee requested the Ms. Urell and CBT plan a minimum of two community
informational meetings to directly address neighborhood impact and needs with regard to
the building project.
b) CBT hopes to get the design to their cost estimator in the next 2 -3 weeks. CBT and the
Committee expressed concern that there might be some potential for delays due to CPDC
parking issues. The goal is to advance and complete the addition, then move forward with
the renovation plans. The current schedule is behind original plans, however CBT, STV
and the Committee will continue to look for ways to make up current lost/delayed time.
c) Mr. Warner and members discussed issues of delays. Mr. Warner reported that he hopes
that the Town will finalize the lease soon, with a move date planned for August.
d) Nancy Twomey will forward the Town's work hour requirements to STV and CBT. She
will also plan on attending the DRT meeting on Wednesday, April 9.
VII. Temporary Space (Evan Warner)
a) Lease is moving along. Mr. Warner had a conference call with Town Manager, Mr.
Huggins and Town Counsel. Town Manager will be speaking with Landlord in the next
few days to work out the details.
b) Mr. Warner presented revised projected Temporary Space cost. Item for discussion is
whether funds for utilities that are currently allocated for 64 Middlesex will be reallocated
to Temp Space in order to defray Temp Space utility costs.
c) Mr. Warner presented an updated budget to reflect new projected budget costs.
d) Paul Hemphill initiated discussion about timing of bids indicating that August would be
beneficial time for the building project to go out for bid.
VIII. MBLC
a) Grant is in good stead and Mr. Hutchinson has signed off on request for next $1.2 million
round of funds.
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b) Ms. Urell raised the discussion of where to direct calls pertaining to services and
solicitations for the building project with concerns about issues relating to ethics of fair and
equitable dissemination of project bid related information.
IX. Discussion of Building Committee Involvement (D. Hutchinson)
a) Mr. Hutchinson raised the question of whether there is a need for subcommittees.
b) Mr. Stepler believes it will be useful to have members involved with different aspects of
the project. Mr. Newton noted that the Committee should be advisory, and not involved
with design details, he recommends the Committee should take full advantage of CBT's
professional expertise, experience and knowledge. It is important to have design
development and selected recommendations come to the LBC from the architects who were
hired to be the professionals.
Motion to Adjourn at 10:41 p.m. (LBC: Robert Newton/Nancy Twomey) (Trustees: Alice
Collins /John Brzezenski) Vote: Unanimous
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