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HomeMy WebLinkAbout2014-05-13 ad Hoc - Library Building Committee MinutesN OFR ,s 39. tNCOPOO� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Library Building Committee Date: 2014 -05 -13 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Meeting Room Session: General Session "rCT�lVrD CLERK MASS. 7,14 .JUN - 2 P 1 13 David Hutchinson, Chair; Rachel Baumgartner, Vice Chair; Cherrie Dubois, Secretary; Karen Herrick, Bob Newton, Greg Stepler, Nancy Twomey, Ruth Urell, Library Director. Members - Not Present: Others Present: Vicki Yablonsky, Trustee, Amy Lannon, Assistant Library Director, Paul Hemphill and Evan Warner, STV, Inc.; Chris Coios, Eileen Casciari and Paul Viccica, CBT Architects; 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 meeting of the Library Building Committee at 7:05 p.m. on May 13, 2014 at Reading Public Library Meeting Room. II. Approval of Minutes • Motion to Approve Library Building Committee meeting minutes as amended from 417, 4130 and 5112 (Ruth Urell / Cherrie Dubois) Vote: Unanimous III. Proposed "Letter to our Neighbors" Ms. Urell presented a draft copy of a letter she and Mr. Hutchinson co -wrote after the Community Information Meeting held last night, to be sent to library neighbors regarding the updated site plan, specifically with regard to changes to the entrance /exit and addressing parking concerns that were raised by town officials. The letter also reminds the neighbors about the upcoming CPDC meeting. After discussion, Ms. Urell suggested deferring the matter until additional discussion of the changes to entrance /exit and parking were decided by the Committee. IV. Building Project Updates Other Updates & Reports: Evan Warner presented an updated project schedule, past activities (through May 13, 2014), future activities through the end of May and adjustment to the construction budget. Page 1 1 In reviewing the past activities, Mr. Warner summarized comments and observations from the two Community meetings (April 30 and May 12), a meeting with the Police and Fire, and several review and planning meetings with the CBT design teams. In preparation of the upcoming CPDC meeting, CBT submitted design specs and CBT /STV have been receiving written feedback and are addressing these as they come in. Plans are to have a complete executed lease by the end of May. This portion of the project is currently with the Town Manager and Town Counsel. Mr. Warner asked CBT if they would be having a cladding review. Mr. Paul Viccica said that based on the most recent response from the Reading Historical Commission, CBT has prepared recommendations for this portion of the project. Based on the most recent cost estimate, the project is ready to be reviewed for value engineering. Mr. Viccica reviewed the next steps and how the estimates, bidding and add /alternates affect the final building project costs. Mr. Warner will coordinate with Mr. Joe Huggins to have a bucket truck to investigate exterior eaves. Driveway & Parking: Mr. Chris Coios discussed the plan originally submitted to the Town for the CPDC review, as well as alternate ideas based on meetings with Fire and Police, and the two community meetings. The Committee discussed how to balance the needs of the neighborhood, the library and the Town. Ms. Twomey provided suggestions based on her own experience presenting plans to the CPDC. Mr. Stepler also recommended that the Library Building Committee and CBT put forth the plan that best addresses all the issues. • Move to present the site plan that was submitted by CBT to the CPDC on April 28, 2014, for its review on May 19 as the recommended access and parking plan that best addresses the concerns and needs of the neighbors, library, town and necessary code /regulation requirements, (Nancy Twomey /Bob Newton) • Vote: Unanimous Ms. Urell asked the Committee if they wished to send a different letter to the neighbors since there was no longer a need for the letter as drafted. The Committee decided not to send any letter to neighbors since there were no changes being recommended to the site plan presented at the Community Information Meetings held April 30 and May 12. Programmatic: Ms. Casciari reviewed recent refinements and updates to the program design. These include addressing the Circulation workflow needs with the addition of an automated materials handling system, self- check /copy /print center. Also, the designers have incorporated after -hours security gates. There are additional minor changes to public and meeting space furniture layouts and service desks and work areas. Finishes: Generally, the focus of the central portion of the existing library will be to preserve the historic feel of the building, restoring painted beadboard and other millwork. The strategy for the color palette will be more traditional in the existing building, Page 1 2 transitioning to brighter and "living room" colors in the large reading room. The Teen Spot will be fun with deeper colors and accent walls. The goal of the lower plan will be to tie the ground floor to the main floor, as well as to make it less basement -like using repeating motifs from the main floor, accent colors and strategic lighting. The Children's Room is based on a brighter, primary color palette with special attention to age appropriate designs and features. The plan will also highlight the historic details of the high ceilings. V. Tentative Meeting Dates (All meetings at 7:00 p.m.) PROPOSED - dates to be confirmed in coordination with STV and CBT: Thursday, May 29 Monday, June 8 Monday, July 14 Monday, August 4 Monday, August 25 Monday, September 8 Monday, September 22 Monday, October 6 Monday, October 27 Mr. Viccica commented that the meetings should be aligned with next steps (move, bids, construction). Mr. Warner supported scheduling two meetings in August and September, but recommended one meeting in October. Mr. Hutchinson asked about the need for more meetings in June or July. Mr. Paul Hemphill also commented that once construction starts, the committee should consider meeting once a month (preferably 2nd week of the month) in order to address invoices, etc. Mr. Warner will coordinate with CBT and send out finalized dates for upcoming meetings within two weeks. The next posted meeting for the Library Building Committee is the CPDC meeting on Monday, May 19, 2014 at 9:45 p.m. VI. New Business Mr. Bob Newton raised concerns about the recent resignation of Town Counsel. Mr. Hutchinson will schedule a meeting with Town Manager, Mr. Bob LeLacheur and Mr. Newton to review the process going forward with respect to this issue and the project in general. Ms. Rachel Baumgartner asked Ms. Vicki Yablonsky to report on what was presented at the Selectman's Meeting. Ms. Yablonsky reported that the Assistant Town Manager, Jean Delios, showed the Selectmen the site plan as originally proposed by CBT. The report was brief. VII. Adjournment • Motion to adjourn the meeting at 9:37 p.m. ( Karen Herrick /Cherrie Dubois ) e Vote: Unanimous Page 1 3