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HomeMy WebLinkAbout2014-06-11 ad Hoc - Library Building Committee Minutes� OFq O Town of Reading Meeting Minutes REC 't?,>' EIVED mop,. TOWN CLERK Board - Committee - Commission - council: EADING, MASS. Library Building Committee 1014 JUL —I P 2126 Date: 2014 -06 -11 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: David Hutchinson, Rachel Baumgartner, Karen Herrick, Bob Newton, Greg Stapler, Jane Kinsella Members - Not Present: Nancy Twomey, Cherrie Dubois Others Present: Joe Huggins, Town Manager Robert LeLacheur, Marsie West, Evan Warner, Alice Collins, Vicki Yablonsky, Library Director Ruth Urell, Paul Viccica Minutes Respectfully Submitted By: Secretary Topics of Discussion: Call to Order Mr. Hutchinson called the meeting to order at 7:03 p.m. He welcomed Jane Kinsella who is the Town Manager appointment to the committee. Approval of Minutes A motion by Baumgartner seconded by Newton to approve the minutes of May 29 2014 as amended was approved by a vote of 5 -0 -0 Review and Recommend Site Plan Feedback from Safety and Town Officials Mr. Hutchinson indicated there are three issues to deal with: traffic Flow, dual access for emergency vehicles and parking density. Architect Paul Viccica reviewed the new site plan that complies with the Fire Chief's request for a turning radius but we will lose one parking space. He noted that the parking lot stays original minus one parking space. It will maintain egress off of Deering Street and maintain the drop offs. The exit will go across the front to the existing exit onto Middlesex Avenue. The grades will be stacked without retaining walls. All trees in front will be removed. This plan allows for six additional parking spaces in front or that area could be used as a drop off /pick up location. We could also stack bike racks and add a walkway in front if desired. Karen Herrick asked how steep the grade will be in front if someone parks on Middlesex Avenue. Mr. Viccica indicated it will not be steep due to wheelchairs but pedestrians should go to the end and not up and over the grade. Vicki Yablonsky asked why the exit goes straight across the front and the Town Manager noted that the Fire Chief needs the access and the Police Chief gets additional parking. Page I 1 Library Building Committee MlI2I es - June 11 2014 pacie 2 A Deering Street neighbor indicated this is a far more preferable plan and it will draw more bike and pedestrian use. The Town Manager noted that is probably doesn't make sense to use the front area as a full time entrance due to lack of staffing in that area but it might be good for large groups to egress for 15 minutes. Mr. Viccica noted that this plan is the least of all costs and has the most potential to solve all issues. Mr. Hutchinson asked for an update on open items. Mr. Warner noted that this plan goes back to CPDC on June 23, 2014 at 8:30 p.m. and the material needs to be updated and to them by June 16`h. He will work out the plans for drainage, lighting and landscaping and likely that hearing will be closed and those can be submitted in the requirements as an order of conditions. Mr. Warner noted that the Town is suggesting an emergency generator and that needs to be discussed because it could cost anywhere from $100,000 - $200,000. Mr. Stepler Indicated there are no code requirements for a generator. The Town Manager indicated he suggested it because there is federal money available and the Senior Center is the only shelter in place currently. Mr. Hutchinson noted that they need to make design changes quickly and to stay within budget. If we spend money on a generator then we will have to take money out of the library and this will need to go into the specs. Mr. Warner noted that the Town Manager needs to define the order of magnitude and if there is grant money available. The Town Manager indicated he will pull that together within a few days. Mr. Stepler asked for an explanation of different generator scenarios and Mr. Vicciw indicated this generator would be to run the meeting room with bathroom access. Marcie West left the meeting at 7:30 p.m. Ms. Urell noted that the Library is open 60 hours per week and asked if this meant they would be open 24 hours. The Town Manager noted this would not be a heavy load. It would be a place for staff to gather in an emergency. His default on a generator would be the type that you pull out of the back of a truck when needed. Just have the plug in ready. Mr. Stepler noted there is no code requirement for this and he applauds for the Town for being proactive. This is the best opportunity to do this especially if the Town gets a grant. John Arena noted that empty data communication and telecommunication hookups should be included for the future. Mr. Warner asked if there are any small things needed for the command center and the Town Manager indicated what is needed is very minimal, they did it at the Police Station. Mr. Hutchinson asked who will be upset when the trees are taken down and the Town Manager noted that the Selectmen's rule Is to take down one and put up three. Mr. Warner noted that there is no place on site to put additional trees. The Town Manager noted that it doesn't have to be there, they could be planted elsewhere in Town. A resident noted that a lot of trees have been lost in that neighborhood and she is sure that the neighbors would like to have the trees. Page 1 2 Library Building Committee Minutes - June 11 2014 - pace 3 The Town Manager noted that the memorial trees need to be transplanted offsite during the construction. John Arena complimented the group for thinking outside the box and coming to a conclusion. summary uoaate ana Protect costs Mr. Warner noted that the last two project updates should $585,000 over the construction budget so he went back and looked at things closer. He noted that number included the $200,000 for the entry at lower Deering Street so the delta is closer to $350,000. CBT has also identified approximately $400,000 in savings in high end finishes to medium end finishes so we are right on the budget where we should be. An example of savings is spending $26 in carpet instead of $35 in carpet. Vicki Yablonsky asked if we go down on the pricing will items not last as long and Mr. Viccica indicated we are reducing without changing. The manufacturer is reducing some of the costs. Mr. Warner also noted that they are using creative solutions to rebuild and reuse the stairs saves money on the maintenance access to the attic. Ms. Baumgartner asked if the Library could do fundraising and Mr. Hutchinson indicated they would do fundraising to upgrade the furniture but the they to make decisions now on what we have for a budget. Proiect Schedule and Milestone Review Mr. Warner noted that they are having meetings on furniture inventory. He has a draft RFQ for movers. They have reached out to contractors we want to work with. There are only three companies for elevator bids. The prequalifications are due on June 19d and the prequalification committee will start the review on June 20th. The Prequalificatlon Committee consists of Joe Huggins, Bob Newton, Evan Warner and Chris Coios. Mr. Warner will be present at Town Hall at 2:00 p.m. on June 19M to collect and gather everything. The Town Manager noted that the insurance issue for the temp space is okay. The Town can start work in the space on September 1, 2014 for one month free, but cannot open until October 1, 2014 according to the lease. Ms. Urell asked if this will delay the construction by one month and it was noted it will not. Mr. Warner noted he has met with Kevin Furilla regarding the phones and internet. Mr. Hutchinson indicated the Mr. Warner will set new dates for the Building Committee to meet based on the revised schedule. Mr. Hutchinson Indicated he will do a second half of June update to put on the website and be sent out via email. The Town Manager indicated that CPDC will notify the neighbors of the meeting on June 23rd and if Ruth Urell sends him a list of interested parties his office will send it out to them. Page 1 3 Library Building Committee Minutes - June 11 2014 page 4 A motion by Newton seconded by Herrick to adjourn the meeting at 8.35 P.m. was approved by a vote of 6 -0 -0. Respectfully submitted, Secretary Page 1 4