Loading...
HomeMy WebLinkAbout2014-08-21 ad Hoc - Library Building Committee MinutesOF q O� r �. Town of Reading Meeting Minutes 6,6394fN20Rto Board - Committee - Commission - Council: Ad Hoc Library Building Committee Date: 2014 -08 -21 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM IV ED AWN CLERK 1NG, MASS. 2A NOV -3 A02b Location: Conference Room Chairman David Hutchinson, Rachel Baumgartner, Karen Herrick, Jane Kinsella, Bob Newton, Nancy Twomey, Greg Stepler and Cherrie Dubois Members - Not Present: Others Present: Town Manager Bob LeLacheur, Evan Warner, Chris Coios, Joe Huggins, John Arena, Vicki Yablonsky, Mark Dockser Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Twomey seconded by Herrick to approve the minutes of Julv 31, 2014 as amended was approved by a vote of 8 -0 -0. Discussion /Action Items Construction Estimate Update /Confirmation - Evan Warner noted that the latest update gets us to $13.2 million and he feels this is a good project. Chris Coios recommended that if we do alternate 4 that it be done as a change order because he has increased the cost of repairing. He noted he looked at it on Saturday and the top of the wall on the southern half needs to be recapped and there are vertical cracks every 10 feet. David Hutchinson asked if the wall has integrity because there is already money in the budget for repairs. Mr. Coios noted that he is looking at over $100,000 to totally redo and there will be a design cost too. Greg Stepler noted that this was voted as an alternate so if it is removed it should be voted. Nancy Twomey asked if this stays as an alternate if it has to be designed and Mr. Coios indicated it does and he doesn't want to waste the Town's money designing when it is at the bottom of the alternate list. John Arena asked about the estimated life of the retaining wall and Mr. Coios noted that it doesn't look great but it is not falling down. Karen Herrick noted that money is in the budget to do some repairs. Nancy Twomey recommended doing a change order if there is money left. A motion by Twomey seconded by Herrick to eliminate alternate #4 from the list was approved by a vote of 8 -0 -0. Evan Warner asked about the extent of the basement slab and Chris Coios noted the he has scaled it back to take less than 8 inches and compact the soil. He feels the soil will be good and there is no need to insulate the slab. Page 1 1 Ad Hoc Library Building Committee Minutes - August 21, 2014 - page 2 John Arena asked if there are any drains in the basement and it was noted there are in the bathrooms. Bob LeLacheur asked if the partition wall in the meeting room is still in the project and Chris Coios indicated it is. David Hutchinson asked when we will get the 100% estimate and Evan Warner indicated the next estimate is after the bids come in. Mr. Warner noted that he received the plans and specs but nobody else did. He asked how much time everyone needed to review and get comments back to Chris. Chris Coios noted he hopes to be done by next Friday. It was noted that comments would get back to Chris Coios by Friday. David Hutchinson indicated any major changes have to come back to the committee. Bob Newton noted he didn't want sub - bidders looking at every detail and Chris Coios disagreed because he feels they need to see what everyone is doing. Chris Coios noted that he will list the drawings by trade with a note that will say they have to look at everything. Evan Warner noted he will send him the wording from the law and Mr. Coios indicated he has problems with that statute. David Hutchinson indicated that the bid documents have to comply with the law and we want to make sure we get informed bids. David Hutchinson asked about the schedule and Evan Warner noted that the bids will be out the second week in September so the construction will start at the end of October. He recommended adding one week all the way down the schedule. Bob LeLacheur asked if September 25th is a good date for the temp space move and Joe Huggins indicated it looks more like the second week in October. The HVAC is six to eight weeks out from last week. Evan Warner noted that they can't open up without functioning HVAC. Bob LeLacheur noted that Danis did not commit to pay any penalties and that was the problem with negotiating the lease. The only thing we insisted on was to have the HVAC pre- ordered. Bob LeLacheur noted that the HVAC will be needed to get an occupancy permit. Mark Dockser asked if there has been any communication to the Library customers and David Hutchinson indicated the Trustees have discussed the move. Mark Dockser asked about the change in the cost of moving and storage. Evan Warner noted he bumped up the price $50,000 from $150,000 to $200,000 and took the money out of the contingency. Karen Herrick asked if the design fees for the architect will trickle down to an hourly fee and Evan Warner indicated that fee is broken down by percentage. There is the construction document phase, the bidding phase and the closeout phase. Chris Coios noted that by the time the bidding is done there will be 22% of the budget left. The bulk of the work is before the bids then the administration phase. Rachel Baumgartner asked if the bids are in on the movers and Evan Warner indicated he received proposals and the bid will go the most advantageous. He will talk to the mover regarding the scope and perhaps not move the workstations back. They can be offered for sale and dumped. Bob LeLacheur asked what utility back charges are and Evan Warner noted that those are charges that utilities might impose for bringing enhanced services to the building. Bob LeLacheur asked if the Town is paying for builders risk insurance and Mr. Warner indicated we are or we can give it to the general contractor, but the Town will get a cheaper rate. Chris Coios noted that the insurance info needs to go into the bids. Page 1 2 Ad Hoc Library Building Committee Minutes - August 21, 2014 -page 3 John Arena asked what the mover bids were based on and Evan Warner indicated a scope of work that's broken down. John Arena asked if we can recover any savings on moving or if it is a flat price. Evan Warner noted that the number remains the same unless there is added scope. David Hutchinson asked if we are delayed moving back into the Library if the temp space lease can be extended. The Town Manager indicated it can. Bob Newton asked if liquidated damages include the temp space if we are not finished on time and the Town Manager indicated it is $500 /day. Mr. Newton indicated that becomes the contractors responsibility and it needs to be listed. Evan Warner noted it has to be a realistic number. David Hutchinson asked about the next meeting and Evan Warner recommended cancelling the September meeting and keeping the October 9th meeting. David Hutchinson noted that the Historical Commission issued a letter indicating they do not like the five parking spots in front. Chris Coios noted that the documents have been filed with the Mass Historical Commission and they will communicate with the local Commission. He will follow up with the Mass Historical Commission. Chris Coios reviewed the final design. He noted that the paving has been tightened up a bit in the site plan. There is a triangle of land that will be untouched so they will move the two trees there. There will be plantings at the transformer and plantings to block headlights and other plantings have been scaled back. Mr. Coios indicated that there needs to be communication with the neighbors. The chain link fence is folded over and overgrown with vines. It is unknown who it belongs to but seems to be over the property line. David Hutchinson noted that there is a new fence in the plan and Chris Coios indicated that was right but the existing fence is overgrown badly. Evan Warner and Ruth Urell indicated they will reach out to the neighbor. Chris Coios noted that the plans are pretty much the same. He took out the automatic sorting machine per Ruth Urell's request. A janitor's closet was added to the children's area. The ground floor bathroom was shuffled a little bit. The first floor has a draw screen curtain to be pulled out at night. This will allow the bathrooms, kitchen and meeting rooms to be used at night. The door going upstairs will lock at night. John Arena asked if the Fire Fighters can get in and Chris Coios noted they will have access cards and lock boxes at all entrances. Chris Coios noted that they will be bricking in some of the windows because the sills are too weak. The original sign will be removed, restored and relocated. Evan Warner asked about the porte cochere and Mr. Coios indicated it is floating and not connected to the building. Rachel Baumgartner noted that the original picture of the Library shows a flag pole on the site and Bill Brown has offered to get a flag if we install a flag pole. It was noted that a flag pole is too expensive - at least $10,000 and if the flag is flown 24 hours per day it has to be lit. Mark Dockser asked about security set up and it was noted that the infrastructure for whatever the Town decides will be provided. Karen Herrick asked how many chimneys are active and Chris Coios noted none, they have separate shafts for the HVAC. The chimneys are too expensive to use. Page 1 3 Ad Hoc Library Building Committee Minutes - August 21 2014 - page 4 A motion by Dubois seconded Baumgartner to adiourn the meeting at 9.00 p.m. was aaaroved by a vote of 8 -0 -0. Respectfully submitted, Secretary Page 14