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HomeMy WebLinkAbout2014-07-31 ad Hoc - Library Building Committee Minutes�, Orq O� Town of Reading �, ^'o Meeting Minutes o'`as,rxrone Pr OWNECLERK - ',DING. MASS. Board - Committee - Commission - Council: Ad Hoc Library Building Committee 1014 AUG 28 A 11: 56 Date: 2014 -07 -31 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Chairman David Hutchinson, Rachel Baumgartner, Karen Herrick, Jane Kinsella, Bob Newton, Nancy Twomey Members - Not Present: Greg Stepler, Cherrie Dubois Others Present: Town Manager Bob LeLacheur, John Arena, Evan Warner, Chris Coios, Library Director Ruth Urell, Joe Huggins, Office Manager Paula Schena Minutes Respectfully Submitted By: Secretary Topics of Discussion: Dlseussion/Aetion Items Final Proiect Review /Presentation — Chris Coios indicated there are no changes to the design. Evan Warner reviewed the updated schedule. He noted he is skeptical about the temp space build out. Danis asked him for the architect drawings to apply for the building permits when Danis' architect is supposed to be doing that. The Town Manager noted that he received emails from Danis saying they need their first payment when it's not due for 60 days. Evan Warner indicated he will respond to Jodi at Danis' office and find out how this will affect the move in date. Also, he heard that the HVAC was ordered and now it is not ordered because it is available off the shelf. David Hutchinson asked if the August 21" Library Building Committee meeting will still work with the project schedule. Evan Warner indicated once they add the front drive and parking piece that is pretty much the final design. Chris Coios noted that they are working around vacation schedules. The mechanical system coordination had some problems so they will have to push the ceiling down a little on the west side. He will be meeting with Kelly Colon and Joe Huggins tomorrow regarding the number of HVAC points to be monitored. The hardware for the card access is being confirmed. He is designing the card access wiring for a generic signal. The doors need to be wired and the wires will go to the IT room and bundle ready for a final processor. The auto -sort machine is being taken out and the design is for weight load only. Page I 1 Library Buildino Committee Minutes - July 31, 2014 - oaae 2 Chris Coios noted that the landscape is being redesigned. He is concerned about the cost of plantings so they will do zones with anchor plants and leave room for the Garden Club to plant. Evan Warner asked if irrigation or soaker hoses are being done and Chris Coios Indicated no, there will be spigots around the building. John Arena asked about the cost of the plantings and Chris Coios indicated it is $90,000 now including the trees but he could add $50,000 looking at the full plan. Ruth Urell noted that she is looking at moving two or three small memory trees to a new public permanent home so they don't have to be moved back. She will be speaking with the Tree Warden again tomorrow and he doesn't feel they would survive two full plantings In one year. Chris Colos noted that all seven memory trees are in the way. Evan Warner indicated that they will transplant two or three small ones and demo the others. Chris Colos asked who will do the transplanting and the Town Manager indicated that the Town does not have the equipment to do that. Chris Coios noted that the contractor will do that, he will need an address to move them to. Chris Coios noted that they are changing a louver screen to a solid screen on a neighbors request to address sound. Evan Warner noted that he expects a finished look and suggested adding louvers in front of the solid screen to give it a finished look. Chris Coios noted that all of the window sills will need to be reset. The top outside sills are Flat and the inside is arched. The thickness of the walls in certain parts of the building varies between 14 Inches and 16 inches and looks like it was due to duct work. Bob Newton asked if the Historical Commission understands what the windows will look like and Chris Coios noted that he will bring a sample of a window to the Historical Commission meeting. He noted that the oval windows will have to be recreated in wood and the window paint is being analyzed for colors. Karen Herrick Indicated she had concerns about maintaining wooden windows. Movino Vendor - David Hutchinson asked about the moving vendor and Evan Warner indicated he will use the State bidders list for movers. There are about six vendors that they will send the RFP to. Then they will submit their qualifications and price. The piano is out of the mix. They are working on a list of what Is going to the temp space and what is going to storage. There will be a move walk through on August 14 and they should have proposals one week later. He will be asking for additional service pricing. The Town Manager asked where everything is going and Mr. Warner indicated that the whole collection is going to the temp space. Some furniture Is going into storage at the temp space, everything else is surplus. Ruth Urell noted she needs a copy of the lease to get the square footage. She will need access to the storage area and she does not want boxes stored 25 high. John Arena asked if extra cold space is needed for stuff that won't be needed for two years. Chris Colos asked if the unwanted items will be left there and Evan Warner indicated no that he expects the movers to hire a couple of dumpsters and the movers will dump. Joe Huggins suggested tagging everything surplus and offer it to nonprofit organizations and then open it up to the public so that nothing good ends up in the dumpster. Ruth Urell noted that the moving company has to be able to merge everything In the move back. Evan Warner indicated that everyone will be qualified in library moving. Evan Warner indicated he Is looking at moving on October 1 and opening October 13'a. The Town Manager noted that an occupancy permit will have to be issued before anything can be moved in and he highly recommends working closely with the Building Inspector if a Page 1 2 Library Building Committee Minutes my 31 2014 page 3 short turn - around is required because Town Hall is closed on Fridays and the Building Inspector typically takes vacation time at that time of year. Proiect Budget and Spgod Summary Review - David Hutchinson noted that the project budget is $18.4 million with $13.2 million for construction and $5.2 million for everything else. The architect and project manager fees are fixed. There will be an additional fee to have someone look at the mechanical systems. Chris Coios noted that he will be asking for an additional fee for the added site plan work. The Town Manager asked about the temp space and Evan Warner indicated that the monthly rent plus utilities for 18 months looks good. He is expecting facilities to pay for utilities and the Town Manager Indicated that is correct. Karen Herrick asked for clarification on fixed fees and additional fees and Chris Coios noted that additional fees are for anything not in the original proposal. John Arena asked about funding for unpriced scopes of work and Evan Warner noted that Is part of the contingency. Construction Estimate Update /Confirmation - Chris Coios noted that a complete estimate will be done next week. The electrical area will be re- estimated completely. There will be a savings in fixtures but the cost of the slab is more due to excavation at $128,000. He noted there are four to five options to deal with the solar glazing on the glass so that will be an additional $3.00 per square foot or $1100. He will reduce the cost of the sunshade $60,000. He has increased the roof hatch for ease of removal and installation of air handlers at $75,000. Windowsill masonry repair is $100 /foot. He will cut the chimney repoint in half to $128,000 net. Joe Huggins indicated the chimney is In tough shape and Chris Coios indicated he will take another look at it. Chris Coios noted that the planter has been taken out. He noted they will try to take out no more than 8 Inches of slab. He will revisit the slab, pointing and windowsill numbers and try to get $60,000 back. He noted that the next estimate will take it to zero and he feels we are in decent shape and the $200,000 contingency is still set aside. David Hutchinson informed John Arena that the turrets are now un- scoped and they are second on the alternate list. John Arena asked if the design contingency is just for design or additional things. Chris Coios noted that designing some things can get complicated. Evan Warner noted that if the chimneys need to be done it will have to be part of the base. John Arena asked if the wiring for the card access and HVAC monitoring are plain wires and Evan Warner noted that they are low voltage. Chris Colos noted that there are a lot of feet of wiring in the project. Historical Commission Preparation Planning - David Hutchinson indicated he cannot attend the Historical Commission meeting on August 51h and asked that Library Building Committee be posted in case a quorum is present. Bob Newton noted that Town Counsel needs to review the bid documents. Evan Warner indicated It will take two weeks to do the review and then CBT will Incorporate their comments and then put it on the street. Town Counsel, Joe Huggins and Bob Newton will review the specs. Page 1 3 Library Building Committee Minutes - July 31 2014 - page 4 John Arena asked when the bid walk through is and Evan Warner indicated September 15th. John Arena asked if the Library will close before the bids come in and Evan Warner indicated they need to continue with the lease space but he assumes that Danis will be behind schedule. The Town Manager noted that he needs to go out to bid for financing so he needs a date. It takes six weeks of work to prep for financing by December 1st so he needs to know by mid- September. Evan Warner noted that he made a mistake on the prequalifications so he is re- advertising. A motion by Baumgartner seconded by Twomey to adtourn the me tina at 9,13 a.m. was approved by a vote of 7 -0 -0. Respectfully submitted, Secretary Page 1 4