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HomeMy WebLinkAbout2015-07-09 ad Hoc - Library Building Committee MinutesOF Rai f c 'I � o 539, INCOR?0 Town of Reading Meeting Minutes R E C E '� 0 TOWN CLERK READING, MASS. Board - Committee - Commission - Council: Ad Hoc Library Building Committee .:. -C12 P4 =10� Date: 2015 -07 -09 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, Cherrie Dubois Members - Not Present: Bob Newton and Marc Moll Others Present: Bob Labrecque, Joe Huggins, Alice Collins, Ruth Urell, Vicki Yablonsky, Barry Berman, Steve Crook, David Neshat and 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 June 4, 2015 as amended was approved by a vote of 6 -0 -0. Discussion /Action Items New Finance Committee Member - The Finance Committee's newest member David Neshat was present and introduced himself. Project Activity and Timeline Update - Bob Labrecque noted that they are working on site drainage. The detention basin in the south parking lot was shifted east to avoid an outcropping of ledge. There is a delay in getting some parts due to the relocation so the ledge removal is now anticipated to commence next week. David Hutchinson asked if we had tested for ledge and if we can go around it. Bob Labrecque noted the original site borings were done in 2010 and the detention basin was just included in the recent design. It was not economical to test for ledge in the south parking lot as it would have required drilling every 10 feet to do that. It is unknown how big the ledge is but they are moving the drainage to minimize the ledge removal. Nancy Twomey noted that the drainage was added in by the Town Engineer. David Hutchinson asked how much more site work needs to be dug up and Bob Labrecque noted mostly just the drainage plus utility tie -ins at the streets. Rachel Baumgartner noted that the Chronicle incorrectly ran a story saying we would be blasting and she asked if someone will send a letter to correct that. David Hutchinson noted that he doesn't want to get in the habit of sending letters back and forth to the Chronicle so the minutes will stand as the record. Page 1 1 Ad Hoc Library Building Committee Minutes - July 9, 2015 - page 2 Bob Labrecque noted that they will start the CMU walls at elevator shaft and mechanical room. They will continue to rough in the plumbing for toilets. Interior structural wood framing and seismic anchoring continues. They anticipate the start of ductwork installation the week of July 13, 2015. Bob Labrecque noted he anticipates the start of erection of steel on July 16, 2015. David Hutchinson asked about a top off date and Bob Labrecque noted the top off will be approximately two weeks after the start of erection of steel. The steel beam will be painted white and people can stop by and sign it the morning of the topping off. Bob Labrecque noted that change order # 3 was signed and includes; added snow guards, an adjustment to the slab at the ground floor for deletion of stack shelving, CCD for east turret foundation support and haunch at exterior walls, addition of a switchgear power quality meter, removal of ACM damproofing at the south wall and credit for the change in sanitary piping. Cherrie Dubois asked if there will be snow guards on the turrets because snow has fallen off of them in the past and someone was injured. Bob Labrecque indicated he will make sure there are provided. Ruth Urell asked about the cost to replace the south side masonry wall. Bob Labrecque noted the cost is $60,000 - $70,000 because it has to be rebuilt section by section. A CCD has been authorized to provide a sample panel to be repaired to establish quality and identify the labor component for removal and rebuild. David Hutchinson asked about the other sides and Mr. Labrecque noted the grading remains the same on the other sides so we will leave those alone. Nancy Twomey asked about foundation leaks. Mr. Labrecque noted that we had some heavy rains last week and as the water percolated around the perimeter of the existing building there was some leaks coming through the existing stone foundation that need to be addressed. CBT has been requested to engage a consultant to provide a cost effective solution for remedial work. Rachel Baumgartner asked if the interior foundation surface inside the basement is going to be pointed and Mr. Labrecque noted it will most likely be re- pointed from the outside. Budget - Bob Labrecque noted that the budget update includes the following commitments; Delphi change order #2 in the amount of $75,976.79, CBT Port Cochere re- design amendment #8 for $24,300 and $100,000 reallocated for shelving and stacks. Mr. Labrecque has reviewed the open changes to date and noted that the estimated cost of changes is within the contingency budget. Rachel Baumgartner asked about the change in the rent and David Hutchinson noted that maintenance /utilities change monthly. Bob Labrecque reviewed the change order log as follows; CCD 8 - structural modification for 2 replacement footings at the ground floor, CCD 13 - removal of original perimeter plaster walls identified as not being well bonded to the lath and a mix of plaster and drywall previously installed in the 1983 renovation, CCD 14 - south wall masonry fagade mitigation and CCD 15 for relocation of detention basin and ledge removal. David Hutchinson asked if CCD -15 in the amount of $25,000 to relocate the basin due to ledge includes the removal of the ledge and Bob Labrecque indicated it does. Page 1 2 Ad Hoc Library Building Committee Minutes - July 9 2015 - page 3 Ruth Urell asked about the cost of the screens and Bob Labrecque noted that the price for the operable curtain wall screen appears high so they have request that CBT review this with the manufacturer. Bob Labrecque noted that replacing the Deering Street retaining wall and Middlesex curb has been estimated at $108,756. CBT has been requested to move forward with the design of that and to get firm pricing from the contractor. Rachel Baumgartner noted that she checked the minutes and the committee voted to eliminate that as a bid alternate. David Hutchinson noted that this is a budget choice and this group needs to discuss this. He also noted that the contingency is for unforeseen expenses. Bob Labrecque noted that the contract presently requires some repairs only to that wall. It was noted that the construction of a new retaining wall will require excavation of portions of the parking lot as well as removal and replacement of the sidewalk. It is recommended that the wall be replaced now while the site is under construction as this is the most cost effective time to do it. The wall has structural cracks and it is anticipated that additional repairs would be needed again within 10 years. Rachel Baumgartner noted that the planters alternate had a higher priority ranking than the retaining wall. Ruth Urell noted there was much discussion over two to three design phase meetings as to what do to but Bob Labrecque was not at those meetings. Rachel Baumgartner noted that the thought was if money was left afterwards it would be done. Bob Labrecque noted he will get the design and price. This would have to be done this fall as this is an integral part of the construction. A decision needs to be made within one month. Barry Berman noted that he doesn't want to not replace the wall if this will have to be done later. He suggests doing it now. This is very much part of the building project. The legacy of this building is repair and patch jobs. Timeline - Bob Labrecque noted that the schedule is tight. Steel erection for the addition has pushed out and CBT is still finalizing the design on replicating the Porte Cochere. It is possible the move date could go beyond July 1. It was suggested that the schedule duration for Library move in be adjusted. Furniture - David Hutchinson asked if we have a signed contract. Bob Labrecque noted that Chris Coios is committed to get things moving next week and the contract has been signed. David Hutchinson noted that $600,000 was the place holder for furniture and now we can start plugging items. He asked how long that will take and Bob Labrecque noted there should be another estimate due in 30 days or so but will confirm with CBT. Technology-- Bob Labrecque noted there have been meetings and Chris Coios is working on proposals for consultants both for technology and AV. A meeting was conducted with RCTV and they will undertake the sound and video with their vendor in the community room and they will lay out what they envision. Ruth Urell noted that she gave STV everything to spec out the components. She's working with IT to get new phones also. Rachel Baumgartner noted that some of their computers are almost new and she asked if they should get all new computers at once and if so how will they be replaced. David Hutchinson noted that is part of the tech discussion. David Hutchinson noted that the next meeting will be on August 6th unless people can't make it. Page 1 3 Ad Hoc Libras Building Committee Minutes - July 9 2015 - page 4 A motion by Twomey seconded by Baumgartner to adiourn the meeting at 8:30 gm was approved by a vote of 6 -0 -0. Respectfully submitted, Secretary Page 1 4