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HomeMy WebLinkAbout2015-02-05 ad Hoc - Library Building Committee Minutes ,` Town of Reading '�; I Meeting Minutes E CEIVED OWN CLERK 539:J-VC0-9". :. AD1NG. MASS. Board - Committee - Commission - Council: Ad Hoc Library Building Committee tJ,J MAR 30 A 9: 10 Date: 2015-02-05 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, Nancy Twomey, Cherrie Dubois, Greg Stepler, Karen Herrick Members - Not Present: Bob Newton and Jane Kinsella Others Present: Town Manager Bob LeLacheur, Joe Huggins, Alice Collins, John Brezenski, Evan Warner, Bob Labrecque, Ruth Urell, Vicki Yablonsky, Paula Schena Minutes Respectfully Submitted By: Topics of Discussion: Building Project Update A motion by Dubois seconded by Twomey to approve the minutes of October 30, 2014 as amended was approved by a vote of 7-0-0. The Town Manager updated the Committee on the February 23, 2015 Special Town Meeting. He noted that we borrowed the first $10 million at a very low price. We can borrow another $1 million now or at a later date when we won't know the rate. If Town Meeting approves then we keep $1 million and if not then we will borrow at a later date. Evan Warner noted that we executed a contract with Delphi Construction in December. We held two pre-construction meetings. There is a project superintendent on site and Rob Labrecque from STV is also on site. Mr. Labrecque noted that they have been meeting with subcontractors. There were 18 trades people at the job site today. They are putting up temporary lighting and temporary facilities as needed. The construction trailers are on site. They will hopefully have power and email next week. Evan Warner noted that the trailers act as a barrier to the closest abutters. David Hutchinson noted that the neighborhood meeting went well. Mr. Labrecque noted they are doing snow removal to try and get the fence up and do erosion controls. Ruth Urell asked if the inside work is on track and Mr. Labrecque noted that it is. They are draining the heating system. The temp heat will be set up and then the mechanics will be removed. They should have heat by Tuesday. They started abatement in February and it is moving along quickly. The last abatement will be in March when the windows are removed. Evan Warner noted that the brick work will be done before the new windows are installed in June. Page I 1 Library Building Committee Minutes - February 5, 2015 - page 2 Mr. Labrecque noted that the elevator will be decommissioned. The basement work will be done first. He then reviewed the schedule on page 2 of the handout and noted that FF&E will start in March. David Hutchinson asked if there have been any complaints regarding the schedule and Evan Warner indicated there has not. Ruth Urell asked if the addition will start in March and it was noted it will. Evan Warner suggested doing updates on the website. Evan Warner noted the budget is unchanged from the last time the committee met. Karen Herrick asked where it shows the percentage spent to date because reimbursable is $100,000 and it shows it as 100% spent. Mr. Warner noted that is because the money was encumbered. Ms. Herrick asked if anything will be closed out and Mr. Warner noted those will always be there until the project is 100% complete. Mr. Labrecque noted that someone needs to set an amount of change order that can be approved without the committee meeting. Mr. Warner noted that $25,000 would be a good amount that Joe can approve and then we would do recaps. The Town Manager noted that change orders get into the contingency and not all is unexpected. We do need to know what is unexpected. Mr. Warner noted that not all change orders are in the negative - some are credits. Mr. Warner noted that the payment of $301,000 is for bonds and insurance and some fencing. He also noted that the quicker the contractor gets paid and pays the subs, the quicker the project moves along. The Town Manager noted that Chairman David Hutchinson will be notified of change orders over $25,000. Ruth Urell indicated that the Building Committee needs to be involved. Mr. Hutchinson indicated that the committee will review all change orders at each meeting. Mr. Warner noted that all change orders will be put in a log and distributed at each meeting. Mr. Hutchinson noted if the change order affects the design then the Building Committee needs to be involved. Mr. Warner noted that there is an additional service request from CBT for the site redesign for the front drive for $16,000 and additional service for the work on the emergency generator. He feels CBT should have contacted the DPW, Police and Fire when they were asked before the design. The expectation was that they would get input and approvals from officials. We are denying the payment for the front drive and will okay the payment of $1656 for the emergency generator. The other request is for commissioning services for review of submittals of mechanics at $40,000. This is a net increase of $llk adding it to $29,000 for a total of $41,656. Another request for hazardous material testing and air monitoring should have been discussed before hand, not half way through. We went out to bid for RFP's for different monitoring. The consensus of the Library Building Committee is to endorse the changes as recommended. Mr. Warner noted that it is time to start thinking about FF&E and what we want. We also need to think about technology and whether we will handle it internally or hire a consultant. Sorting and circulating is the backbone base. Ruth Urell noted that they have had three technology meetings so far and Kevin Furilla was involved. Mr. Warner asked if we want CBT to help out with technology and furniture. David Hutchinson suggested an A, B and C model with A being what we can afford, B being a little bit more and C being what it takes to have a really nice library. Page 12 Library Building Committee Minutes - February 5, 2015 - page 3 Ms. Urell noted that they have already identified the number of chairs, tables, etc. for the grant proposal the information exists but there are no amounts. The furniture budget was based on square footage. Vicky Yablonsky asked if this information is needed by a certain date and Mr. Warner noted that we need to get to a budget to cover what we want and fundraising should be ongoing. Mr. Warner noted that CBT should be able to give us the numbers based on what they have done in the past. Ms. Urell noted that it was always assumed that the FF&E would be done with CBT. Mr. Warner noted that CBT has done the initial layout and design. Typically the architect does the bid and if they don't then we have to go through the whole bid process. Ms. Urell noted that it would make sense if staff made some recommendations and the subcommittee get involved with colors, etc. Mr. Warner noted that there is a lot on the State bid list already and he suggested forming a subcommittee. Nancy Twomey and Cherrie Dubois volunteered to serve on the subcommittee for FF&E. Mr. Labrecque asked what the plan for the safe in the history room is since there is no combination. Ms. Urell indicated the safe will stay where it is. Mr. Labrecque indicated they will salvage the former dedication plaque and Ms. Urell noted that it will be located outside the new meeting room on the lower level. Mr. Hutchinson asked about having a cornerstone done and Mr. Warner noted that the latest trend is a bronze plaque. Mr. Hutchinson asked how much we have received from the state grant and the Town Manager indicated $2 million. The Town Manager noted that the grant from the state is slower than the project. Ms. Urell indicated she would like to meet with the Town Accountant and the Town Manager to help with financial reporting. Mr. Hutchinson noted that the ground breaking is tomorrow at 10:00 a.m. and the next meeting will be March 12, 2015 and then the first Thursday of the month. A motion by Herrick seconded by Twomey to adjourn at 8:45 p.m. was approved by a vote of 6-0-0. Respectfully submitted, Secretary Page 3