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Home My WebLink About2015-04-02 ad Hoc - Library Building Committee Minutes FR N Town of Reading _ Meeting Minutes E� WN' CLERK 6�9:IN OP Op n � ° U I its J. Board - Committee - Commission - Council: Ad Hoc Library Building Committee `�:Y 21 P 3' Ob Date: 2015-04-02 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Vice Chairman Rachel Baumgartner, Nancy Twomey, Cherrie Dubois, Bob Newton, Jane Kinsella, Karen Herrick Members - Not Present: Chairman David Hutchinson, Greg Stepler Others Present: Town Manager Bob LeLacheur, Vicky Yablonsky, Joe Huggins, Bob Labrecque, Ruth Urell, Chris Coios, Evan Warner, Paula Schena Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Twomey seconded by Newton to approve the minutes of March 12, 2015 as amended was approved by a vote of 5-0-0. Discussion/Action Items Project Activity and Timeline Update - Bob Labrecque noted that the project is on time and they have used up 100 days of timeline. Project updates includes: • Window Abatement is complete and demolition is 90% complete. • Foundation underpinning remains in progress. • Underground utilities remain in progress. • Site demo and preparation is ongoing. • They anticipate the masonry work to begin next week, weather permitting. • Anticipate the start of footings next week. • The temporary heater will be removed next week. The Town Manager asked if the construction cost of $750,000 on page 14 are for the two invoices that we paid and Bob Labrecque noted it is but it doesn't include the bill that came in today. Bob Labrecque noted that there is a list of activities in the monthly report. Review any Pending or Proposed Design Changes or Change Orders - Rachel Baumgartner noted that CCD's #1 & 2 show a final amount in the log. Bob Labrecque noted there were not enough changes to do a change order this time. The contract value remains at $12,549,800. The contractor is, however, allowed to be paid for work performed on CCD's. Page 1 1 Ad Hoc Library Building Committee Minutes - April 2 2015 - page 2 Project Budget - Spending Update and any Proposed Changes - Bob Labrecque reviewed the construction change log as follows: • Abatement at Port Cochere is $4066; • Additional abatement is $7490; • Transit sewer pipe being removed and disposed of as asbestos; • Window putty abatement; • Ground floor perimeter walls; • PR5 - repairs to attic; • PR6 - screens on curtain wall; • PR9 - east turret foundation support; • Port Cochere structure support is undesirable so they are looking at alternatives of how to deal with it. Bob Labrecque noted there are a lot of leaks under the roof so the slate on the roof will be removed to repair and waterproof the roof. Ruth Urell noted that if they are replacing the slate, then they have to use real slate. Joe Huggins noted that they will price everything before decisions are made. Evan Warner noted that it is a relatively small area so the cost should not be too great. He noted that the slate looked like it was in good shape so they can try to salvage that or use composite. He will get samples of the composite and they will get pricing for both scenarios. Joe Huggins noted that the Senior Center has the composite slate roof. Vicky Yablonsky noted the slate is a major feature of the building so keep that in mind. Chris Coios noted that they should try to keep the real slate because it is a historical feature. Chris Coios noted that the center wall on the ground floor had old window openings so the structural wall needs to be replaced. Also, the existing foundation adjacent to the elevator pit is not deep enough. It is only 1.50 feet deep and it needs to be 6 feet deep, additional underpinning will be required. There is a change in the toilet partition to phenolic which has color through it so scratches won't be seen; there is rock excavation; the wainscoting at the second floor south wall needs to be repaired; and the cap for the modular block needs to be replaced because it couldn't be removed. Rachel Baumgartner asked if PR-11 (structural modifications at ground floor) is to put in more structure and Bob Labrecque noted it is for new framing and support. Bob Newton asked Mr. Labrecque if he is getting the architect's comments on change orders and if so are they written opinions. Mr. Labrecque indicated yes to both. Evan Warner noted that it seems like a lot of changes but it should be tapering off now that things are exposed. Chris Coios noted that they have included unit prices with quantities in the contract documents, assuming some things will need to be done. He used an estimated quantity of 25% for each fagade and once the walls are repaired then risk should be minimized. Bob Labrecque noted other pending changes including showcasing some of the brick work by restoring to some degree. Evan Warner noted that the existing brick that wasn't meant to be exposed has character in a couple of locations. Bob Labrecque noted that another pending change is the restoration of the wood floors in the history room and administrative offices. They are still looking at this. Chris Coios noted that someone should test to see how the carpet glue will be removed. Mr. Labrecque noted a proposed change to the flooring in the pre-function cafe from carpet to ceramic tile has Page 1 2 Ad Hoc Library Building Committee Minutes - April 2 2015 - page 3 been discussed. Also, there are modifications to the Director's office to remove the counter and sink and replace it with a conference area. Evan Warner noted this could be a credit. Ruth Urell noted that there are two park benches and she asked if they are worth refinishing. She noted that new benches cost $1200. Rachel Baumgartner suggested asking the Voke School to refurbish them. Evan Warner suggested this is a good fundraising item. Chris Coios noted that the furniture ladies have been meeting with Ruth Urell to look at the public areas. They will look at the office areas next. They will start the price estimates on furniture. Mr. Coios noted that there are new rules on the State Contract and it has expanded the rage of what can be purchased. The Town Manager asked if they will buy extra material and Mr. Coios noted they will if they are buying a lot of something such as carpet tiles. Ruth Urell noted she has toured Andover, Lexington and Boston Libraries and they are looking at form and functionality. Evan Warner asked if there has been any discussion regarding the shade of wood for furniture and Chris Coios noted that will come later we can work with the existing color palet. Status of Communication to Neighbors - Karen Herrick asked about communication with the neighbors and Mr. Labrecque noted that the updates will be put on the website and the committee needs to decide the timing of when to send out updates to the neighborhood. Evan Warner noted that Mr. Labrecque is onsite to talk with the neighbors if there are problems or questions. He noted that the website is the place for anyone in Town to get updates. He suggests doing a mass email referring people to the website. He is not sure of when to schedule the next neighborhood meeting. Karen Herrick noted that the minutes said when the asbestos is gone then it would be a good time to let the neighbors know. Mr. Warner noted we are not at that point yet. Rachel Baumgartner noted that neighbors signed a list thinking they will get weekly updates but they haven't received anything. Bob Labrecque indicated he will send the list to Paula Schena. The Town Manager recommended that Paula Schena send an email to the people on the list with a link to the website indicated that the default is they are opted out but if they want to continue to get updates via email to let Paula Schena know. Rachel Baumgartner noted that she needs a date for the next neighborhood meeting so she can book a room. Ruth Urell indicated May 20th will be the next neighborhood meeting at the Library at 7:00 p.m. Paula Schena will get the abutters list and send out a mailing. Other Business - Rachel Baumgartner asked if the Library Building Committee can get a tour of the library and Mr. Labrecque indicated it is not safe yet. Probably in one to two months it will be safe to bring the group in. A motion by Twomey seconded by Dubois to adjourn the meetina at 8.45 p.m. was approved by a vote of 5-0-0. Respectfully submitted, Secretary Page 1 3