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HomeMy WebLinkAbout2014-05-29 Board of Library Trustees MinutesOPq�'8/ y` Town of Reading Meeting Minutes l!K0A0¢t` Board - Committee - Commission - Council: Board of Library Trustees Date: .Z ,14 -1,5 Building: Reading Public Library Address: 64 Middlesex Avenue Library Building Committee Time: 7:00 PM Location: Meeting Room Purpose: General Business Session: Joint Meeting Attendees: Members - Present: `RECEIVED FOWN CLERK :;DING. MASS. l i 4 JUN 19 P 13 2 David Hutchinson, Acting Chair; John Brzezenski, Cherrie Dubois, Andrew Grimes and Vicki Yablonsky for the Trustees; David Hutchinson, Chair; Rachel Baumgartner, Vice Chair; Cherrie Dubois, Secretary; Karen Herrick, Bob Newton, Greg Stepler, and Ruth Urell, Director for the Building Committee; Members - Not Present: Trustee Alice Collins, Secretary and Nancy Twomey, Building Commitee Others Present: Marsie West, Board of Selectmen Liaison; David Greenfield, FINCOM Liaison; Evan Warner, STV; Paul Hemphill, STV; Bob LeLacheur, Town Manager; Joe Huggins, Assistant DPW Director; James Cormier, Chief of Police; Greg Burns, Fire Chief; George Zambouras, Town Engineer; John Arena, Board of Selectmen; Amy Lannon, Assistant Director Minutes Respectfully Submitted By: Amy Lannon, Assistant Director Topics of Discussion: I. Call to order David Hutchinson, Chair called to order the meeting each of the Library Building Committee and Board of Library Trustees at 7:06 p.m. on May 29, 2014 at Reading Public Library, Meeting Room. II. Review of Building Committee Charter and Composition Mr. Hutchinson opened with a statement regarding current status and management of the project: The town has clearly made this building a priority over the last few years as evidenced by support from successful votes of two town meetings and two override ballot questions, as well by the priority given to the Library by the Selectmen's Ad Hoc Building Committee. Mr. Hutchinson recounted some of the many challenges the project has faced along the way, including some uncertainty as to the ownership and responsibilities of certain components of the project, and confusions and miscommunications about the lease for the temporary space. Additionally, there have been some misperceptions that purport a lack of transparency and collaboration on the part of the Library Building Committee (LBC). There have also been assertions that the LBC and CBT Architects are disregarding safety considerations. Mr. Hutchinson stated his view that none of these were true, but perceptions persist. Mr. Hutchinson reminded those present that per their charter, the LBC has no fiscal authority to appropriate funds to, for example, commission a traffic study. Page i i Rather, the LBC is directed to provide advice and guidance, as well as information about the Library Building Project to the Board of Selectmen, Finance Committee and Town Manager. III. Evaluation and Proposals for Future Building Committee Process and management of the Building Project Mr. Hutchinson proposed that the LBC no longer sponsor any actions or present plans for the project. Rather, these duties will fall to the Town Manager and his project management team. In addition, to address concerns regarding communications issues, Town Manager will assume responsibility for posting and recording of LBC meetings and minutes, as well as other Library Building Project related communications, at the direction of the LBC. With regards to the composition of the LBC, Mr. Hutchinson reported that Ms. Ruth Urell, Library Director, has notified him that she wishes to step down from the committee. Ms. Urell's role has been key, particularly during the Design and Development phase of the last 10 months. Now she needs to focus on programming related to the library move and management of temporary space. Mr. Hutchinson further proposed to reduce library staff representation by ONE, as well as adding a 9th member. He recommends filling these two vacancies with a representative from the Board of Selectmen and another representative from the Town Manager's office. The goal will be to streamline the reporting and communications process, addressing concerns recently voiced by the Town Manager and the Board of Selectmen, while continuing to move forward in order to keep the project on budget and on time. Mr. Hutchinson then opened these proposals to discussion by the LBC, the Board of Library Trustees, the Town Manager and all other representatives from town boards and departments. Mr. Bob LeLacheur, Town Manager spoke specifically to issues regarding the lease of the temporary space. To the extent that there has been no communication regarding the lease, Mr. LeLacheur has been without Town Counsel for four months. While the Board of Selectmen were aware of this, this is information that he was previously not able to make public. However, Mr. LeLacheur has spoken with the landlord as recently as today and continues to expect that the lease will be successfully executed. Mr. LeLacheur expressed that this has been an awkward situation and that he and his team are doing the best they can. He also reported that they hope to engage new Town Counsel soon, possibly as early as June 11. Also, Mr. LeLacheur felt that the Town and the landlord had an understanding that even if the lease were to begin on September 1, Town will have access as early as August 1 for building and installations as needed. Mr. LeLacheur also voiced concerns about expected additional stress and problems as the project moves forward into the construction phase. To that end, Mr. LeLacheur asks that the Board of Selectmen and the Board of Library Trustees amend the LBC charter, changing "Director of Facilities" to "Assistant DPW Director" to reflect Mr. Joe Huggins new title. This would allow Mr. Huggins, who has building project experience, to continue to work with the Library Building Project. Mr. Huggins agreed, based on his experience with several school building projects, that the complexity of the upcoming move and the construction phase would be a very difficult and challenging process. Page 1 2 Mr. Hutchinson clarified that his proposals will require that the Town Manager and the Assistant DPW Director will manage these challenges. Mr. LeLacheur asked about status of CPDC hearing planned for June 9. Mr. Evan Warner of STV responded there have been conference calls and site plan work that have resulted in several proposals that he feels will address concerns raised at the May 29 CPDC hearing. Mr. Warner asked for guidance and recommendations from the Town Manager, the Chief of Police, the Fire Chief and the Town Engineer early next week (Monday or Tuesday) with the possibility of have a revised proposal for the CPDC hearing on June 9. Mr. LeLacheur commented that the deadline for submitting a new plan is Thursday, June 4. Mr. Warner asked if the Town had moved forward with commissioning a traffic study, questioning whether study would need to be done if most recent site plan revisions met all the safety concerns. Mr. LeLacheur felt they needed to see the revisions before making any further decisions about the traffic study. Mr. LeLacheur commented that the next Board of Selectman's (BOS) meeting is June 10 and asked whether the LBC would need the BOS and Library Board of Trustees to meet jointly prior to that in order to vote on the proposed changes to the LBC composition and management process. Ms. Rachel Baumgartner, Vice Chair asked about the how the project timeline would be affected by the selection process. The Town Manager responded the BOS and Board of Library Trustees could allow an appointment that did not require formal application and interviews. Ms. Cherrie Dubois, Secretary recognized the value of adding a BOS representative to the committee. Ms. Vicki Yablonsky, Trustee inquired about the process to amend the charter and board composition. Mr. Hutchinson and Mr. LeLacheur responded that the BOS and Board of Library Trustees would each need to vote to approve changes. Mr. LeLacheur also felt that the LBC would only need one appointment and that there was no need for a ninth committee member. He also asked the LBC if they felt there were specific skill set or experience they would like to see added to the committee. Mr. Bob Newton, LBC felt that the current citizen makeup is adequate. Mr. Newton also felt that the project did not have to be difficult. Rather, with creation of solid construction documents as required by M.G.L ch. 149, and sound guidance by counsel, this project should be very smooth and successful. Mr. Newton expressed great confidence in STV and CBT Architects, and felt the Town had engaged the best possible companies for the job. He acknowledged that the architects responsible for the original schematics didn't do the project any favors, but the LBC's job is to keep the current process moving forward and get the project out to bid. Mr. Greg Stepler, LBC spoke up to address the issue of communications. While unsure of the expectations of others during this process, he felt that the LBC and related communications have all been open and transparent, and that all involved have been nothing but honest and have no hidden agendas. Mr. Stepler also agreed with Mr. Newton with respect to his confidence in STV and CBT Architects. As a piece of constructive criticism, Mr. Stepler felt the issues that face the project now are relative to the town and the town process which goes back to before the grant application was even submitted. Mr. Page 1 3 Stepler agrees with the February Town Meeting proposal for the establishment of a formal Building Committee. Mr. LeLacheur commented that while this is currently a favorable idea, the town has not always had this feeling. Mr. LeLacheur then asked the LBC to consider how active they wish to be with monitoring the construction process. He also asked Mr. Huggins about the role the School Committee played during the various school building projects. Mr. Huggins answered that it varied, depending on the phase of the project, at times it was once month or less. Mr. John Arena, Board of Selectmen felt one appointee would be fine, depending on who was appointed. Ms. West asked about the current makeup of the committee. Ms. Yablonsky felt a town staff member would be able to address communications and representation. Mr. LeLacheur pointed out that they would have to consider legal implications and /or conflict of interest issues that might arise with the appointment of a staff member. Ms. Baumgartner also commented on the positive feedback and references about STV that she and other library staff members have received as they have visited and researched other library building projects in recent months. She also credited CBT Architects for the amount of time and dedication they have shown to the project, working extensively with staff to ensure there is a very solid, detailed plan. Mr. Hutchinson volunteered to draft discussed changes to the LBC charter. • Motion to have Mr. Hutchinson make revisions to the LBC Charter regarding Mr. Huggins position /title and the replacement of the RPL staff member with a representative as appointed by the Town Manger and Board of Selectmen. (Cherrie Dubois / Andrew Grimes) . Vote Library Board of Trustees: Unanimous It was agreed that this approved amendment would be presented to the Board of Selectmen for ratification in a separate BOS meeting. Ms. Ruth Urell asked that the Library Building Committee formally manage the logistics and communications for itself. To date, library staff have posted meetings, taken minutes and posted information on library website and Ms. Urell expressed concerned about the amount of staff time this has required. She also recommended that the committee add more print and electronic communications for the public as the meeting minutes do not seem to adequately address the public's request for updates and information. Furthermore, someone from the LBC should be responsible for creating and drafting these types of communications. Mr. Stepler asked STV to provide these types of updates - both as presented to the LBC and also in a format that is suitable for public consumption. Mr. Warner and Mr. Paul Hemphill, STV agreed that this was something STV can and will do going forward. Ms. Karen Herrick, FINCOM / LBC asked about financial updates. Mr. Hemphill replied that STV has plans to meet with the Town Manager about the financial and reporting process. John Arena asked Mr. Hemphill about the metrics and reports of variances that STV would be providing. Mr. Hemphill confirmed that all reports will include data on what has been completed, as well as potential upcoming variances due to risks /opportunities. Mr. Arena Page 1 4 requested regular reports of 1 -2 summary paragraphs addressing project schedule and budgets. Mr. Warner and Mr. Hemphill both felt that STV would be able to provide tempered, accessible information tailored to specific and differing needs of the Selectmen, LBC /Trustees, Town officials and the general public. Mr. Hemphill said that STV regularly provides these types of communications and that they are sensitive to the need for transparency and importance of keep all parties well informed. Mr. David Greenfield, FINCOM asked Mr. Hutchinson to clarify the role he expects the Town Manager to have with the building project. Mr. Hutchinson quoted directly from the charter, further commenting that this is a whole town project that should be town managed, and that the LBC is only an advisory committee. Mr. Hutchinson also wished to formally thank Ms. Urell for her hard work on the Library Building Committee. IV. Project Update — STV Mr. Warner reported that CBT continues to work on site plan revisions, with at least one the promising option. These are all draft and may involve some rework of the addition to make sure the site plan and building meet accommodations needs. STV has submitted advertisement to Central Register with request for prequalification packages from general contractors and trade contractors as required for projects of $10M. This process will require the establishment of a subcommittee with four members. Member will include a representative from CBT, STV, the LBC and the project manager, Mr. Huggins. Mr. Bob Newton will serve on this subcommittee. Additional LBC members may be asked to assist with the process as needed. The prequalification process will refine the list of general contractors who will later be invited to bid on the project. The library staff continues to prepare for the move, identifying items to have moved, stored or discarded / offered to other town departments. STV is also still working to get DPW bucket truck to look at the eaves. The slate on the porte cochere needs to be looked at more closely to assess repair vs. removal. STV feels confident that the project will be delivered on budget. They are reviewing plans for value engineering and entrance /exit issues before committing to the next project cost estimate. V. Approval of Minutes • Motion to Approve May 13 Library Building Committee Minutes as presented (Bob Newton / Greg Stepler ) Vote: Unanimous . Motion to Approve the May 19 Library Building Committee Minutes (Rachel Baumgartner / Greg Stepler) Vote: Unanimous VI. Adjournment • Motion to Adjourn Library Building Committee 8:41 p.m. (Karen Herrick / Rachel Baumgartner Vote: Unanimous Respect Ily sub ' ed, an , Assistant Director Page 1 5