HomeMy WebLinkAbout2016-01-07 ad Hoc - Library Building Committee MinutesrR�
Town of Reading
a Meeting Minutes RECEIVED
TOWN CLERK
?.EADING. MASS.
Board - Committee - Commission - Council: 7p��
Ad Hoc Library Building CommltJW MAR 28 P p 2b I
Date: 2016 -01 -07 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, Cherrie
Dubois, lane Kinsella, Bob Newton, Marc Moll, Greg Stepler, and Nancy
Twomey (arrived at 8:10 p.m.)
Members - Not Present:
Others Present:
Town Manager Bob LeLacheur, Project Manager Bob Labrecque, Selectman
Barry Berman, Library Trustees Vicki Yablonsky and Alice Collins, Library
Director Ruth Urell, Executive Assistant Paula Schena
Minutes Respectfully Submitted By: Secretary
Topics of Discussion:
Approval of Minutes - A motion by Baumgartner seconded by Newton to approve the
minutes of December 3. 2015 was approved by a vote of 7 -0 -0.
Furniture Uodate - CBT design team Theodora Batchvarova and Meagan Kelley gave an
update on the furniture.
Theodora Batchvarova provided a virtual tour of the new library. She reviewed the process
to date which included user meetings, touring other libraries and dealership tours. She
noted they worked with different dealers. The original budget was $882,763 and the
current budget Is $861,386. The installation date is critical for release of manufacturing. If
the date is extended once the orders are released then we have to pay a storage cost.
Meagan Kelley noted that everything is commercial grade quality. They selected stackable
chairs for the conference rooms and employee areas such as the lunch room. The low
partitions will let the light in and the stacks in the reference section are low for security and
visibility reasons.
Rachel Baumgartner asked if the history area will be an acid free area and Meagan Kelley
indicated It is, it will have metal shelfs.
Barry Berman asked if the furniture could be delivered and stored onsite. Theodora
Batchvarova noted It cannot because it is tied to contracts and warranties. They are
required to store the items. Storage can cost between $15,000 and $30,000 which is why
they need precision on the date. Bob Labrecque noted if the manufacturer needs 8 - 12
weeks lead time we can work on that schedule for the release for manufacturing. A schedule
update from the contractor was due today but he has not received it yet. He thinks we will
be starting the FF &E in mid /late -May.
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Ad Hoc Library Building Committee Minutes - January 7 2016 - page
Cherrie Dubois noted that what we saw for furniture design two years ago was much
different and she asked if that has gone away because what she is looking at looks like a lot
of metal. Theodora Batchvarova noted that they focused on adding as much dark wood as
possible. Most of the soft furniture is fabric. Ruth Urell noted that the tables and chairs
with metal legs are for meeting rooms.
Marc Moll asked if there are any standing work stations and Ruth Urell noted that they
looked at that option but could not afford them. Meagan Kelley noted that the standing
stations are still new and the pricing hasn't evened out yet.
Cherrie Dubois looked at the samples of the furniture finishes and she was very happy with
them.
Theodora Batchvarova noted that none of the furniture is custom so it can be
ordered /replaced easily.
The Town Manager asked if we could just order two to three weeks later to meet the
deadline and Bob Labrecque noted it could hold up technology and lighting. He noted that
the contractor is behind on the addition and both buildings need to be done before we bring
in the furniture. He suggested moving forward with a date range and then review lead
times for each type of product so that products are released for just in time deliveries.
Amotion by Newton seconded by Baumgartner to endorse the furniture plan was
approved by a vote of 8 -0 -0.
Proiect Activity and Timeline Update - Bob Labrecque noted that the elevator equipment
and aluminum entrance are being delivered tomorrow.
Change order #9 will be executed in a few days. The waterproofing was under the original
CCD and there is a value savings of $20,000.
Bob Labrecque noted that on the last page of the change order log he has sorted by codes
with owner changes in the amount of $204,000; unforeseen changes $804,000; and A/E
changes at $88,000.
David Hutchinson asked if we should ask the architect for money and Bob Labrecque noted
no because it is well within what was expected. When you sort by category the abatement
and demo at $135,000 would have cost more money to investigate. The masonry at
$134,000, he would approach that differently in the future. Structural is $135,300;
architectural is $104,000; and mechanical electrical plumbing $42,700. One HVAC design
change which was not accounted for and just identified includes relocation of two air
compressors to be moved from the new addition to the existing building roof (pipe runs are
too long). The porte cochere was $196,000; waterproofing was $110,000; site work
$111,800 and the retaining wall $122,000.
Schedule - The contractor lost 6 to 8 weeks on the addition due to the steel and exterior
wall Issues and that delay is concurrent with numerous changes In the existing building and
site work.
Budget - Bob Labrecque noted that to date they are forecasting $526,000 of the remaining
construction contingencies and anticipate dip into soft cost contingencies In the six figure
range; the project however appears within budget. CBT has a proposal on the table for
interior signage at $70,000 range. He finds the proposal is too high and we should be able
to reduce that cost. The contractor does own the base building signage but we need to do
the balance of the interior and exterior signage.
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Ad Hoc Library Building Committee Minutes - January 7 2016 - page 3
David Hutchinson asked what is driving the price of the signage and Bob Labrecque noted it
Is the CBT prescribe design process that they have outlined. Bob advised that he will pursue
obtaining another signage design price from CBT. If this design service is procured outside
of the CBT contract and the value is over $35,000 then we have to do a designer selection.
Nancy Twomey recommended asking CBT to get someone else because this needs to be in
their court.
Ruth Urell noted that this was an oversight in the budget. Bob Labrecque noted CBT had a
list of proposed additional services outlined in their original contract which included a place
holder for the signage design at $23,300 which had not been accepted. It is anticipated
that there will be some savings In the furniture design which could be used to fund a portion
of the signage design. There is a line item in the budget of $43,600 as a place holder for the
actual signage product and installation.
David Hutchinson noted that SVT's amendment #1 was a big change order. Bob Labrecque
noted that was for the extended design phase, extended construction phase and six weeks
of move management. David Hutchinson asked what covered move management and Bob
Labrecque noted that is for a move coordinator form 6 weeks. Ruth Urell noted she objects
to $121,000. Bob Labrecque noted that the extended design phase and the late contract
award pushed out the start of construction.
Rachel Baumgartner asked if there was any way to overlap the move of certain things and
Bob Labrecque Indicated yes.
Vicki Yablonsky noted that they want to have the new library open before school starts.
Ruth Urell noted we will keep Walkers Brook Drive open as long as possible.
David Hutchinson noted the next meeting will be February 11th.
A motion by Dubois seconded by Baumgartner to adfourn the meeting at 8:40 p.m.
was approved by a vote of 8 -0 -0.
Respectfully submitted,
Secretary
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