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HomeMy WebLinkAbout2015-03-12 ad Hoc - Library Building Committee MinutesTown of Reading Meeting Minutes Board - Committee - Commission - Council: Ad Hoc Library Building Committee Date: 2015 -03 -12 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM r kCDYED OWN CLERK "4 DING, MNSS. 1015 APR 23 P 3. 45 Location: Selectmen Meeting Room David Hutchinson, Rachel Baumgartner, Cherrie Dubois, Greg Stepler, Bob Newton, Jane Kinsella, Nancy Twomey, Karen Herrick (arrived 7:15) Members - Not Present: Others Present: Ruth Urell, Vicky Yablonsky, Alice Collins, Joe Huggins, Bob Labrecque, Paula Schena Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Dubois seconded by Baumgartner to approve the minutes of February 5, 2015 was approved by a vote of 7 -0 -0. Discussion /Action Items Project Activity and Timeline Update - Bob Labrecque gave a project update. He noted that significant progress has been made. The windows are being removed. They have removed a significant amount of ground floor slab. Decommissioning of the elevator is complete and they are preparing for the foundation underpinning. They are anticipating the start of the framing and decking at the attic; the start of ground floor underground utilities; installation of the erosion control and the start of site demo and preparation. Bob Labrecque noted that the ground floor perimeter drywall had to be taken out due to water damage. The architect will put together a proposal request for replacement with new walls. He also noted that there are all new underground utilities coming off Middlesex Avenue. Review any Pending or Proposed Design Changes or Change Orders - The following commitments were made in the month of February 2015: • Contract amendment #1 to CBT for the generator study in the amount of $1,656; • Contract amendment #2 to CBT for commissioning service in the amount of $40,000; • Issued a purchase order to Universal Environmental Consultants for Hazard materials Monitoring and lab services in the amount of $9,950; • Issued a purchase order to Universal Testing of Massachusetts for general testing and inspection services in the amount of $9,990; • Delphi Construction - Construction change directive #1 for additional abatement at book sale room ceiling and additional containment for flooring abatement at children's bathroom in the amount of $7,490. Page I i Library Building Committee Minutes - March 12, 2015 - Daae 2 Karen Herrick noted that the Commission fees are listed under HVAC and it actually shows up twice in the budget. Mr. Labrecque indicated that is just an original place holder be he could consolidate it. David Hutchinson indicated he would rather leave as is because if it is consolidated then it is too hard to tell where something was originally. Project Budget - Spending Update and Any Proposed Changes - Rachel Baumgartner noted that under expenditures it shows that gas and electric were paid out of this budget but Facilities should have paid it. Mr. Labrecque noted that was for the transition period. Ruth Urell indicated she feels Facilities should have paid those bills. Joe Huggins noted that this was for the period of time when the permits were being issued. Facilities would have had to pay for both places. Joe Huggins noted that Facilities absorbed the overtime costs for moving at approximately $8500 and they didn't budget for that. Joe Huggins noted that this was all in the spirit of getting the job done and was a onetime cost. He also noted that DPW removed approximately 15 truckloads of snow. David Hutchinson noted it was $5300 for the utilities and we may or may not need to address this when the time comes. Bob Labrecque noted that the contingency looks good. The stack shelves at the ground floor are not needed. They can fit out two ground turret rooms and put windows in to bring in light. They found old doors that need to be disposed of due to hazardous waste. For the fit out of the port cochere they can drop the slab three feet to gain additional height to make it functional. Ruth Urell noted that the Friends of the Library were going to have a work room and files but that space was lost. Bob Labrecque noted that the Town Engineer is requesting site drainage work be done. He also noted that structurally, the building is in good shape, however some modifications and repairs are required. Bob Labrecque noted that CBT is prepared to do the following additional services: 1. Revisions to drainage at $1337. 2. Circulation redesign for $10,610. Ruth Urell noted that she has been working with the vendors on sorters and they advise her to wait because prices are dropping so they will wait as long as possible before making a decision. She feels the new design will work well for the staff and public. 3. Children's preschool portal redesign to a castle motif for $2300. Ruth Urell noted that the original design would quickly be outdated so they will go with the castle door. She noted that changing from curves to straight lines might be cost effective but either way there has to be some kind of treatment there because it was in the original plan that was approved by the State. 4. The program phase for the furniture for a budget of not to exceed $23,655. David Hutchinson noted that $50,000 has been budgeted for furniture design and they are willing to do the predesign for up to $23,655. Bob Labrecque noted this is the first stage of the proposal. As we move along they will offer a second proposal. A motion by Dubois seconded by Newton to approve the four reauests for additional services was approved by a vote of 8 -0 -0. Next Neighbors Meeting - David Hutchinson suggested hosting a neighbors meeting before Town Meeting to address any issues ahead of time. Bob Labrecque noted that full forces are not on site yet and recommended waiting until May. Page 1 2 Library Building Committee Minutes - March 12, 2015 - page 3 Cherrie Dubois noted that people will want to know in April that work will increase Joe Huggins noted that the neighbors have been quiet so a notification could be sent out to them and then hold the meeting in May. David Hutchinson noted that a notification would be sufficient if there have been no complaints and there is not much going on. Ruth Urell noted that people like information on timing, etc. David Hutchinson commented that if the information from January has not changed then why meet. Bob Newton noted that the residents anticipate what is going on. Greg Stepler noted that when the abatement is done then we should advertise that. David Hutchinson instructed staff to send out a directive notice in April, before Town Meeting, indicating what is done and what is coming in the next three months and highlight the hotline number. Fundraising - David Hutchinson noted that a civic group will volunteer and raise money - not the Library Trustees, Library Building Committee, Friends of the Library or Library Foundation. It will not be a capital campaign to offset the Town's budget. The money will be targeted to enhance what is there i.e. enhance equipment. The Library Trustees will talk about donor levels and how to recognize and also go to corporate sponsors i.e. Jordans. Vicky Yablonsky noted that they can look at what was cut out and also look at enhancing furnishings. Other Business - Ruth Urell noted that the two windows that are to be salvaged had asbestos glazing in the windows. Bob Labrecque noted they will be taken out of the frame, a hazardous waste company will take out the glazing and then they can re -glaze them. The eastside round window will be replicated and also the metal grill. Ruth Urell noted that fundraising will be done for the side panel that is on the side where the addition is doing. She feels it is a unique element and can be salvaged. Mr. Labrecque noted he will evaluate it and see if it is in good shape. Ruth Urell noted that she was extremely impressed with the condition of the wood floors. She indicated they look like they are in good condition and she wants to save the wood floors if possible. Karen Herrick was in agreement with this. Vicky Yablonsky asked about the noise factor. Nancy Twomey indicated the plan is to use carpet tiles that can be taken up. She noted that wood floors would be very expensive to strip down and maintain. Cherrie Dubois noted that the floors have been varnished many times and asked if that is a fire hazard. Joe Huggins noted that there are holes in those floors that you can't see. It would be a huge expense to salvage them. Ruth Urell requested that it be looked into and Bob Labrecque noted that he and Joe Huggins will take a look at the floors. David Hutchinson noted that the Library Building Committee meets the first Monday of the month so the next two meetings are April 2 and May 7th. He will not be at the April 2 "d meeting. Page 1 3 Library Building Committee Minutes - March 12, 2015 - page 4 A motion by Newton seconded by Herrick to adiourn the meeting at 8.45 p.m. was approved by a vote of 8 -0 -0. Respectfully submitted, Secretary Page 1 4