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HomeMy WebLinkAbout2015-06-04 ad Hoc - Library Building Committee MinutesOFq 0 S`fB +INCOP9O�P Town of Reading Meeting Minutes Board - Committee - Commission - Council: met - -IV D TOWN CLERK READING. MASS. Ad Hoc Library Building Committee a u- 15 A 130 Date: 2015 -06 -04 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Jane Kinsella, Greg Stepler, Nancy Twomey, Bob Newton, Karen Herrick Members - Not Present: Cherrie Dubois Others Present: Bob Labrecque, Evan Warner, Joe Huggins, Ruth Urell, Vicki Yablonsky, Virginia Adams, 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 May 7, 2015 was approved by a vote of 7 -0 -0. Discussion /Action Items Project Activity and Timeline Update - Bob Labrecque noted that site prep continues. Activities in the existing building included; Foundation underpinning at the elevator pit is in progress, placement of partial slab on grade in progress, structural steel is being erected and removing the ACM damproofing at the south fagade is in progress. Interior masonry at the existing building and site drainage is anticipated to start. For the new addition the Contractor is installing the underground utilities and foundation insulation. Bob Labrecque noted that the Town Manager signed the change order #2 in the amount of $75,976.79 for; Structural modification and repairs to attic, underpinning the chimney at the elevator pit, site drainage that the Town Engineer requested, storage room lighting, demolition of five columns and three beams at ground level, changing the toilet partitions to phenolic and trench rock excavation /removal in the existing building. Bob Newton asked who keeps tracks of the change orders and whether they are due to an error or omission. He noted that the forms he is used to seeing have a check off of why the change came about. Bob Labrecque noted that he has never seen that on a change order, maybe on a change log. He could track and set up a coding system. Rachel Baumgartner asked if the change orders will fade off as we get into construction and Bob Labrecque noted that the change orders to date are pretty much the bulk of them, however we are still going through the vetting process and it will change as all of the trades come onboard. These changes are nothing out of the norm. The project remains on schedule. Page 1 1 Ad Hoc Library Buildina Committee Minutes - June 4, 2015 - oaae 2 David Hutchinson noted that the public session on May 20th was successful. Bob Labrecque noted that the dust is under control and the basement lights are being shut off at night. Timeline - Bob Labrecque noted the FF &E is being developed. They are looking at an opening date of June 17, 2016 and a decommission date of July 1, 2016 for the temporary library. Porte Cochere - Bob Labrecque noted that CBT will start on the re- design of the Porte Cochere next week. There is a contract amendment in the amount of $24,300 for the Architect. The breakdown of the cost is $17,410 for the design, structural is $3,900 and add MEP /FP is $2,990. He feels this is reasonable for the design portion. Mr. Labrecque noted that the Town Manager asks that the Library Building Committee approve this before he signs. A motion by Baumgartner seconded by Stepler to approve the contract amendment #8 in the amount of $24,300 was approved by a vote of 7 -0 -0. Ruth Urell noted that she received a letter from the Historical Commission. The Historical Commission recommends that the structure be kept as close to original as possible. Where original materials cannot be kept they request exact replica (size, material, design) be used and that the Historical Commission be informed. They are requesting an update before their meeting on June 16tH David Hutchinson noted it will be removed and rebuilt to look the same. Mr. Hutchinson asked about the roof and Mr. Labrecque noted that they will try to reuse the slate shingles if practical and the soffit will be replicated. Historical Commission member Virginia Adams noted that replicate usually means man made materials and the Historical Commission asks that we use natural material when possible. David Hutchinson responded that we have to keep maintenance in mind. Bob Labrecque noted that it is the intent to replicate to look the same and use materials that are available but we can't replicate the bricks with the same material. Virginia Adams noted she is disappointed as an individual but understands the reasoning. David Hutchinson noted that is the Committee's preference too whenever possible. David Hutchinson asked if there are any other design changes or change orders. Bob Labrecque noted that on page 21 there are a few changes. Two Construction Change Directives (CCD's) have been issued. CCD #8 is to replace two footings at the west side ground floor of the existing building and that is under $10,000. CCD #10 is to start the ACM damproofing removal at the south wall. They did a good sample and will make a decision on whether it needs to be replaced. A section of the base of the wall, outside layer, was patched and filled in 1983. The abatement costs could go well beyond $18,500. Rachel Baumgartner asked if they could just take away the brick and Mr. Labrecque noted they could not because it supports the limestone and yellow brick above. It has to be done in separate steps due to hazardous material. Project Budget - Bob Labrecque reviewed the project budget on page 19 of the handout. He noted that $50,000 was moved from soft costs to the consultant fees for FF &E and when the designer fees are added that catches us up to amendment #6 that was previously approved. The budget was reallocated from construction contingency to cover the first change order. Bob Labrecque noted that the budget has been updated and made whole as of last week. Page 1 2 Ad Hoc Library Building Committee Minutes - June 4, 2015 - page 3 Rachel Baumgartner asked why the rent for the temp space changes every month and Bob Labrecque noted that is a maintenance fee. Ruth Urell noted that the maintenance fee is not supposed to change. David Hutchinson requested that Joe Huggins ask Danis why there is a variable on the maintenance fee. Furniture - Bob Labrecque noted that the design fee and furniture budget is approximately $87,000 over budget and he defers to the subcommittee and others for review. Rachel Baumgartner noted she couldn't understand why we would pay $1,800 for a gerbil stand. Bob Labrecque suggested putting that on a list of donations. Karen Herrick asked about item CH11 Lounge Chair for Teen Room at $2,700 and Ruth Urell noted that specific items are not designed or ordered, this is a just a place holder. Greg Stepler noted that this is the initial step to the final design and no manufacturers or models have been decided on. David Hutchinson requested that the working group go through the furniture list and make sure that the quantities and price follow the program. Bob Labrecque noted that the furniture layout in the documents is for design coordination of power and date sources. Ruth Urell noted that in order to develop a budget she went back through and determined the number of chairs, etc. This is a list confirming what was in the original program document. She agrees with Rachel regarding the gerbil stand. The direction that has been given to the designer is longstanding, durable and nothing fancy. It is important that each workstation have certain things. David Hutchinson noted that nobody has picked a certain design and the working group will determine furnishings. He noted that the budget for furniture is spot on at $600,000 which is what CBT prices out at. Bob Labrecque noted that with shelving and stacks budget is over $87,000. Bob Labrecque noted that CBT has reduced their price slightly by $1,300 so the proposal now is not to exceed $72,000 and $1500 reimbursable. Nancy Twomey noted that there were some concerns at the last meeting regarding another component of the furniture. Bob Labrecque indicated we need someone to oversee and coordinate the furniture delivery, coordination and installations. Ruth Urell noted that CBT said someone will be there to accept delivery of the furniture. Bob Labrecque noted that CBT has only carried 48 hours for monitoring installation and inspection review but it requires a lot more than that for coordination of numerous vendors and to monitoring the installations, etc. Evan Warner noted it takes a good one to one and a half months to set up. David Hutchinson asked if this is a bridge we want to cross now and Bob Labrecque indicated no but we need to move forward with the final design of the FF &E. David Hutchinson noted that the shelving estimate is more than the budget estimate. Ruth Urell noted that $195,000 is what is included in the budget for steel shelving and MLB does not allow wood caps or wood ends. She is trying to balance what looks nice. Karen Herrick left the meeting at 8:20 p.m. Ruth Urell asked if it is the will of the committee to go ahead. Rachel Baumgartner asked if it is possible to reuse shelving and Evan Warner noted that end caps are needed in a new building - it is standard fare. Page 1 3 Ad Hoc Library Building Committee Minutes - June 4, 2015 - page 4 Nancy Twomey asked why we didn't include this before and Evan Warner noted this is a just a place holder. Nancy Twomey indicated she is in favor of the end caps and feels the furniture costs will fluctuate. Bob Newton asked why they are listing a 40% discount and Greg Stepler noted that is a standard procedure in the industry. A motion by Baumgartner seconded by Newton to approve the CBT amendment for $72,000 and to transfer $100,000 from soft costs to FF &E shelving and caps line was approved by a vote of 6 -0 -0. Ruth Urell noted that there has been a change in the plans. It was originally thought that we could do a slot in the wall for a book drop but residents really want a drive up book drop. Ms. Urell handed out a set of plans noting the plan on page 1 is the ideal spot. David Hutchinson asked if there was enough room for two cars and Evan Warner noted that there is 28 feet and that should be enough. Ruth Urell noted that she is fairly confident that this should come out of the building project budget. The current book drops are falling apart and she wants to buy new ones now and use them at the temp location. Evan Warner noted that he asked CBT to superimpose the fire truck route on the site plan to show that this will work. He will confirm this with Jean. Greg Stepler suggested incorporating it into the island so it won't be projecting out. David Hutchinson noted this seems like a good idea pending the Fire Chief and Jean's approval. The question is should the project fund it. Ruth Urell noted the price for one book drop is $6,491. Vicki Yablonsky noted that the Town survey showed that residents want drive up book drops. A motion by Twomey seconded by Stepler to spend the money for the book drop was approved by a vote of 6 -0 -0. Technology - Ruth Urell noted that she has identified the exact need to have a person help us spec out the technology needs. She handed out the technology list. Bob Labrecque noted that technology is included in the budget. Ruth Urell noted that she is preparing to send the list out. David Hutchinson asked if the budget includes this and Evan Warner noted it does not include money for a consultant. David Hutchinson asked the committee to look at this and make a recommendation at the next meeting. Bob Labrecque noted that upgrades and new technology come out after the first of the year. There should be some coordination of what is going in the infrastructure and he needs this within the next couple of months. Evan Warner noted this should be simple because the local cable folks are already in the infrastructure. David Hutchinson recommended contacting IT to make sure everything is set and recommended getting three bids for the tech consultant. Nancy Twomey asked if this is $100,000 more than what is in the budget and Ruth Urell noted it is. She also noted it includes the Innovation lab - the $10,000 could be a wish list item. Page 1 4 Ad Hoc Library Building Committee Minutes - June 4, 2015 - page 5 David Hutchinson noted that the next meeting will be July 9th to avoid meeting on the holiday week. A motion by Newton seconded by Baumgartner to adiourn the meeting at 9:00 a.m. was approved by a vote of 6 -0 -0. Respectfully submitted, Secretary Page 15