HomeMy WebLinkAbout2013-05-07 ad Hoc - Library Building Committee MinuteskECEIVED
TOWN CLERK
FADING. MASS.
Reading Public Library
1014 SEP I l A Ies of the Library Building Committee Meeting
Tuesday, May 7, 2013
Committee members present: Rachel Baumgartner, Cherrie Dubois, Karen Herrick, David Hutchinson,
Robert Newton, Gregory Stepler, Nancy Twomey.
Committee member absent: Ruth Urell
Bob LeLacheur and Kathryn Melesciuc also present.
Meeting called to order: 7:38 p.m.
Welcome and Introductions
D. Hutchinson and C. Dubois, Library Trustees; R. Baumgartner, Local History and Childrens Librarian;
R. Urell, Library Director, K. Herrick, reaftor and Finance Committee; B. LeLacheur, Finance
Director /Asst. Town Manager; N. Twomey, Architect, R. Newton, retired from City of Boston, managed
capital municipal construction; G. Stepler, Turner Construction Company, manages large scale
commercial construction.
Orientation:
D. Hutchinson presented a review and status of the Building Program, Grant process and the library
program and function with the main focus being our community. The architects designed the plans for the
Program to include a footprint and expansion plan for a 20 year projection. The public input asked for
better, mobile and accessible space. The building expansion will allow for the changing use of library
space, structure to carry the weight of book stacks and more program and meeting space.
Election of Officers:
Nominations made by email were proposed by D. Hutchinson. Members were asked to accept or refuse
their nomination and write -ins were available for nomination. The five sworn members voted on a written
ballot, a quorum was met, and the results were:
D. Hutchinson, Chair — unanimous 5 — 0
R. Baumgartner, Vice Chair - 4 — I votes; second round unanimous 5 — 0
C. Dubois, Secretary — unanimous 5 — 0
Each member accepted the position and a motion was made by N. Twomey to accept and close the
election.
Building Project Update
D. Hutchinson reviewed the Owners Project Manager process. The Working Group for the OPM Search
is Ruth Urell, Library Director, Joe Huggins, Facilities Director, Rachel Baumgartner, Local History and
Childrens Librarian and Alan Burne, a former library project manager and volunteer. Joe Huggins hired a
consultant, Gienapp Associates, who would create a Request for Service and posted April 10 on the
Central Register. A pre -bid walkthrough was done at the library on April 25 with a May 6 deadline for
bids. Gienapp received 13 valid applications for OPM. The Committee requested a copy of the RFQ
along with schematic plans and the Grant application.
Plan: It was proposed that Gienapp will cull the bid applications to a group of three. B. LeLacheur
suggested a group of five applications. The Committee is welcome to participate in the interviews with
Gienapp. The Committee will reconvene on Monday, May 20 at 6:30 pm for an update on the finalists
and to advise on the process, a Trustees meeting will commence at the end of the meeting.
Discussion: There is urgency for the OPM to be selected in order to get the architecUdesigner selected
and to retain the library's temporary space during construction. Beacon Architects was selected during a
bidding process for the grant schematics. Understood the scope of this project, however, because of the
time lapse since Beacon's selection, we must go through a bidding process for an architect selection
again. Construction should begin based on the original timeline as costs are escalating as are
contingencies. B. Newton asked whether the construction could begin on the addition prior to the library
moving to a temporary location. This question was previously looked into and the answer was no that the
renovation and addition will need to be done simultaneously. Once decided, the temporary space will
require 12,000 sq. ft. and take about three months for setup and move.
C. Dubois talked about philanthropists and donated space for public library projects. R. Baumgartner
inquired about issues of naming rights /donations. R. LeLacheur discussed current town policies regarding
gifts.
A committee member asked when will be State funding be available to spend — B. LeLacheur will check
with accountant to see if a check has been made, the State usually makes payment in May before July I80
for the same fiscal year. The OPM and Architects do not always have to be the low bidder. There may be
specific reasons why you do not want to work with a contractor. Keeping good records and good guidance
with the contractor is essential.
Plan for Future Meetings
Monday, May 20 at 6:30 pm. A discussion was made that Mondays would work well for the Committee.
Adjourn
The motion to adjourn was made 8:41 p.m. (R. Baumgartner/K. Herrick)
Respectfully submitted,
Kathryn Melesciuc,
Administrative Assistant,
Reading Public Library