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HomeMy WebLinkAbout2015-05-07 ad Hoc - Library Building Committee MinutesN oFR O`� r C ' ef9. 1NCO Ve Town of Reading Meeting Minutes Board - Committee - Commission - Council: Ad Hoc Library Building Committee Date: 2015 -05 -07 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Conference Room All. 05 Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Bob Newton, Jane Kinsella, Greg Stepler, Nancy Twomey, Karen Herrick Members - Not Present: Cherrie Dubois Others Present: Town Manager Bob LeLacheur, STV PM Bob Labrecque, Library Director Ruth Urell, Library Trustee Vicky Yablonsky, Selectman Barry Berman, STV OPM Evan Warner, Paula Schena, Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Newton seconded by Twomey to approve the minutes of April 2, 2015 as amended was approved by a vote of 7 -0 -0. Discussion /Action Items Project Activity and Timeline Update: Furniture, Fixtures and Equipment (FF &E) David Hutchinson asked if the Committee should approve the CBT proposal for the final furniture design. The Town Manager noted that he has not reviewed the details yet as the proposal was just submitted this afternoon and Chris Coios said there was no urgency for approval on the design proposal. The Town Manager noted that the Committee could authorize up to a certain amount so we don't lose a month if they chose to do so. David Hutchinson noted that if the Committee votes up to a certain amount it will keep the project moving. Evan Warner noted that there is a $50,000 budget line item for the FF &E design and soft cost contingency would need to be reallocated to cover the cost of the proposal. Karen Herrick noted we have $50,000 in the budget and CBT's proposal is for $75,000. Bob Labrecque noted that this is in addition to the program phase cost of $24,265. Bob Labrecque also noted that the CBT proposal does not include the cost of an FF &E coordinator for scheduling with the vendors, monitoring, delivery and set up of all of the furniture and equipment. Page 1 1 Ad Hoc Library Building Committee Minutes - May 7, 2015 - page 2 Rachel Baumgartner had concerns about the timelines on the schedule for the FF &E design of 195 days starting in March. Bob Labrecque noted that the FF &E activities in the schedule need to be revised to reflect and coordinate with the CBT design work activities. Bob Labrecque noted that the LBC could accept the revised /preliminary estimate for the FF &E and transfer the money out of soft costs to cover the $87,000 differential. The Town Manager advised that we should hold on the budget transfer at this time. Greg Stepler asked if the FF &E estimate is a product of CBT's work or a take -off. Rachel Baumgartner noted that the list is a conservative list. Ruth Urell noted the big hit was the shelving with end panels and tops. David Hutchinson asked if there were any objections to the architect fee service amendment. A motion by Twomey seconded by Herrick to approve a transfer of $50,000 from soft costs to FF &E not to exceed $100,000 for furniture design was approved by a vote of 7 -0 -0. Proiect Schedule Update Bob Labrecque presented the project update. He noted that the interior wood framing is ongoing. The exterior wall seismic anchoring has begun. The concrete footings for the new addition have been started. The new water services have been tested. He anticipates the underpinning and footings at ground floor of existing building to resume. The underground utility duct bank is almost done for the fire alarms, civil defense siren, Comcast and Verizon. The steel framing will be delivered next week for the existing building. June 12 is the start date for the structural steel for the new addition. The project is on schedule and the contractor is on track. The new addition is the critical path on the project. Port Cochere Bob Labrecque noted that during selective demolition it was discovered that the Porte Cochere has inadequate foundation support and the unforeseen conditions are not conducive to building the new structure while renovating portions of the existing structure. The existing foundations supporting the piers are comprised of stone rubble with some of the piers filled in with sand and brick to fill voids. Evan Warner noted that everything needs to be removed and some elements can be retained for reuse as option 1. David Hutchinson asked if the bid has an assumption of certain things and Evan Warner noted it does and this is truly an unforeseen condition. Evan Warner noted that the options include rebuilding the porte cochere with mostly new materials as option 1. The roof structure and sheathing is in good shape and it could be used for historical purposes if necessary. Ruth Urell noted that we were presented with the idea that basement space is needed to support the structure. The Town did not request that. Bob Labrecque noted that the proposal previously presented to the LBC included dropping the elevated mechanical room slab another 3 feet which would provide more usable space at the ground floor level. The slate needs to be removed to make it water tight due to numerous past leaks. Elements that could be salvaged are granite, limestone and other possible elements for a historic rebuild. Page 1 2 Ad Hoc Library Building Committee Minutes - May 7, 2015 - page 3 Evan Warner noted that the money spent to reframe and sheath the roof would be equal to shoring up the existing roof structures and staged to work around the remaining structure. Greg Stepler noted that what Evan Warner is saying is to remove the whole structure to do foundation work we have to support the roof with temporary supports or we could just tear the whole porte cochere down to save money. Evan Warner noted that all of the brick would be replaced to match the existing work. David Hutchinson asked if the bid will change and Bob Labrecque noted we will have a credit for some portions or the work and added cost for other work. Evan Warner noted it would be a change in scope. Bob Labrecque noted that rebuilding the Port Cochere as option 2 without the innovation lab and ground floor finished space is costly with no additional space gained. Nancy Twomey noted that for $60,000 more we would be gaining additional space at the ground level. Bob Labrecque noted it would be about 200 plus square feet of space. David Hutchinson asked about the extent of space with rebuilding the Port Cochere as is in option 2 and Evan Warner noted there will be no useable space with this option. Vicki Yablonsky asked if we have contingency funds to cover this and Bob Labrecque noted there is $1.26 million in construction contingency and we are nowhere close to using that contingency base on the current projections. Karen Herrick asked if we did the same due diligence on this structure that we did on the ramp and Bob Labrecque noted that no test pits were done in the design phase at the Porte Cochere. Nancy Twomey made a motion to go with the innovation lab but she was not sure which option yet. She asked if we could get more numbers and Evan Warner noted that we would have to spend money to do that. Evan Warner noted that once we make that a habitable space then we need to add lights, data, sprinkler, etc. Greg Stepler noted that the delta is the unforeseen condition. We own the design for the innovation lab, not the unforeseen conditions. He suggests getting pricing on a full depth basement as in option 2 and if too expensive then go back to the original plan. Bob Labrecque indicated if we do that we will lose time and create additional costs. Rachel Baumgartner noted that back in the beginning we decided we would make the best library to last and not have a high maintenance cost. She suggests going with the $200,000 option. A motion by Twomey seconded by Baumgartner to do Option 1 but not to exceed $200,000 was approved by a vote of 6 -1 -0 with Herrick opposed. Karen Herrick noted that this now becomes a $1000 per square foot project. She feels the last minute decision is doubling the cost. Evan Warner noted that we are addressing conditions that were unforeseen. The innovation lab was always part of the design but we decided to do it as an alternate to get good numbers. Evan Warner recommended going back to the Historical Commission because we are removing and rebuilding with new or with some of the original materials. It will look the same even with different materials. Page 1 3 Ad Hoc Library Building Committee Minutes - May 7, 2015 - page 4 Review any Pending or Proposed Design Changes or Change Orders Bob Labrecque noted that the Town Manager approved a change order for $38,979.61 that was previously discussed with the Committee. Greg Stepler requested a detailed construction schedule and Bob Labrecque indicated he would get him that. Greg to provide Bob his email address. Final Prep for Communication to Neighbors David Hutchinson noted the neighborhood meeting is on May 20th and will need to be posted. Other Business Ruth Urell asked for more information on why Danis is charging us an additional $2500 for CAM. A motion by Stealer seconded by Twomey to adiourn the meeting at 9:05 p.m. was improved by a vote of 7 -0 -0. Respectfully submitted, Secretary Page 1 4