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HomeMy WebLinkAbout2015-11-05 ad Hoc - Library Building Committee MinutesOFF? '6'�9r /MCORPOPP� Town of Reading Meeting Minutes TOWN CLERK RD'\GANG. M SS. Board - Committee - Commission - Council: cC a� P 501 Ad Hoc Library Building �ommitt e Date: 2015 -11 -05 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Purpose: General Business Session: Open Session Attendees: Members - Present: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Greg Stepler, Jane Kinsella, Bob Newton, Cherrie Dubois Members - Not Present: Nancy Twomey, Marc Moll Others Present: Town Manager Bob LeLacheur, Project Manager Bob Labrecque, Facilities Director Joe Huggins, Library Trustees Alice Collins and Vicki Yablonsky, Executive Assistant Paula Schena Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Dubois seconded by Newton to approve the minutes of October 8, 2015 as amended was approved by a vote of 6 -0 -0. Discussion /Action Items Project Activity and Timeline Update - Bob Labrecque noted that change order #7 will be finalized on Monday in the amount of $106,422.14 and reflected in the change log for open changes. Ruth Urell asked why we are deleting the painting of the masonry wall in the reading room and Bob Labrecque noted that the architect indicated painting the exposed brick and direct the architect to delete the painting and leave the brick exposed to view without painting. Some selective repoint has been done on the brick. Bob Labrecque noted that the open change log on page 24 has some big ticket items. The first four are masonry and items two through four should be done by the end of the month and the price should drop. CCD #25 is to rebuild the brick work on the north and east walls at two building corners. The deteriorated conditions of the brick work are similar in both locations. Page 2 shows the porte cochere carpentry and masonry. David Hutchinson noted that we originally thought it wouldn't have to be rebuilt but we found out otherwise. Bob Labrecque noted that the lobby revisions price in PR 17 will come down. PR22 is for floor leveling. PR27 is the Rittland Heaters at the turrets which were not included in the bid documents. The architect specified curved fin tube heating elements in three locations and it was found to be too expensive so they are looking at another option for less money but the same BTU output. David Hutchinson asked why did this happen the Bob Labrecque noted that the heating elements were not in the original design. Page 1 1 Library Building Committee Minutes - November 5, 2015 - page 2 Bob Labrecque noted that PR37, brick staining will be done in the spring as needed. We are waiting to see how it weathers over the winter months. The extent of the anticipated staining may be able to be reduced. Rachel Baumgartner asked how the water proofing worked out with the rain last week and Bob Labrecque noted it's hard to tell until all the work is completed, but they didn't see any leaks. The contractor did a great job waterproofing. There should not be any leaks whatsoever. Bob Labrecque noted that the book drop door in the lobby is being revised and there will be added cost for the security gates to change them from RF to RFID. The stone ban around the building needs to be re- pointed, but not included in this report. Also there is one more masonry item to be added to include more re- pointing in the yellow brick areas, but it needs to be quantified. It is anticipated to be approximately $20,000. There is also a structural framing issue in the attic that is being addressed to sure up the floor framing to carry the weights of the energy recovery units. It will cost $7,000 to $10,000 to reinforce the attic floor. The design coordinate was not complete and the structural engineer didn't have the information during design phase. Bob Labrecque noted that the second floor public restroom floors needs to be re- leveled. It is anticipated that the construction contingency will be spent based on everything we know to date. It is possible that funding of construction changes will need to dip into soft costs to cover some of these items. David Hutchinson asked to have the report to Town Meeting or Board of Selectmen explained by category. Ruth Urell asked if it is possible to capture the number spent on masonry. David Hutchinson asked about the timeline. Bob Labrecque noted that the existing building is two weeks behind the original completion date - March. It is anticipated that the addition will be complete in April as the contractor struggled to complete the steel as scheduled. David Hutchinson noted that if it was their job then it is on their time and Mr. Labrecque indicated yes, the schedule on the addition is on the contractor. Bob Labrecque noted that March 18th was the original date for the substantial completion and the site work is extending into mid -May. The contractor is planning to pave certain areas before Thanksgiving and the mounds of dirt will be removed. David Hutchinson asked if landscaping will be done now and Bob Labrecque noted that it is planned for the spring. David Hutchinson suggested having a scope of cost due to slippage and Bob Labrecque indicated he could do that including the retaining wall, drainage revisions, etc. He will also look at competitive pricing for the signage design. Bob Labrecque noted that he met with Kevin Furilla and the vendor for the audio visual. They are concluding on the scope of work and will create a purchase order by mid - January for installation in the spring. David Hutchinson noted there is a subcommittee who will look at that. Rachel Baumgartner asked if the shelving end caps are included in the $700,000 and Bob Labrecque noted it is. Furniture - Ruth Urell noted that they only did a first pass on the furniture and gave CBT feedback on chairs that look like a classroom. They want the Town Manager and Nancy Twomey to look at the furniture before the second round. She hasn't looked at adult furniture yet. They asked for stackable chairs that aren't too heavy. Some elderly people need arm chairs. Bob Labrecque asked if they have done any showroom visits or seen samples and Ruth Urell noted they will be getting samples. Page 1 2 Library Building Committee Minutes - November 5, 2015 - page 3 Rachel Baumgartner asked if we could mix in some things that we have that work well and David Hutchinson thought that would be fine. The Town Manager noted that he cannot make the December 3rd meeting but feels the committee can meet without him and then he can meet offline to work on the presentation to the Board of Selectmen. David Hutchinson agreed and noted that the committee will meet on December 3rd as originally planned. Rachel Baumgartner asked about the status of a wish list and Vicki Yablonsky noted that they are setting up a committee and nothing will be done until after Christmas. Ruth Urell noted that the turret cones will go on the tower the week of November 16th Bob Labrecque noted that the trim band needs to be replaced and there has been a redesign on some of the crickets for water drainage and they are looking at possibly adding gutters. Vicki Yablonsky asked about the automation system and Bob Labrecque noted the P.O. should be issued in January to deliver the system in May. He noted they are still working on revision of the circulation area with the architect. Ruth Urell noted they have a quote from a vendor for $186,781. They asked for the quotes from the vendors on the state list. The one vendor they like is not on the list right now but might be added so they should wait. Jane Kinsella noted we will know in December who the vendors are that are being added to that list. Vicki Yablonsky asked if the money is set for this and Bob Labrecque noted the money is in the budget for this. Vicki Yablonsky noted this is super important to the project as it is part of the program now. A motion by Baumgartner seconded by Stepler to adiourn the meeting at 8:25 a.m. was approved by a vote of 6 -0 -0. Respectfully submitted, Secretary Page 1 3