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HomeMy WebLinkAbout2016-03-03 ad Hoc - Library Building Committee Minutes,NN rR 0 Town of Reading ,^e�i Meeting Minutes oww�M Board - Committee - Commission - Council: Date: 2016 -03 -03 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: RECEIVED TOWN CLERK O ^,DING. MASS. iLi6 APR 13 P Ill: IS Ad Hoc Library Building Committee Time: 7:00 PM Location: Conference Room Session: Open Session Version: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Nancy Twomey, Bob Newton, Jane Kinsella, Cherrie Dubois, Gregory Stapler, Marc Moll Members - Not Present: Others Present: Town Manager Bob LeLacheur, Project Manager Bob Labrecque, Facilities Director Joe Huggins, Library Director Ruth Urell, Vicki Yablonsky, Alice Collins, Paula Schena and MBLC Library Building Specialist Lauren Stara Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Baumgartner seconded by Twomey to approve the min February 11. 2016 was approved by a vote of 8 -0 -0. Discussion /Action Items Introduction of MBLC Representative - David Hutchinson noted that the State is a partner in this project and MBLC Library Building Specialist Lauren Stara is present tonight. Lauren Stara noted that she had a tour of the library today and it will be stunning. She feels it will be a showcase to show to the state. She's very impressed with Chris, Bob and the contractor doing it right. She also noted that Massachusetts residents and Librarians don't know that this program does not exist anywhere else. Ruth Urell noted that the state has a sense of what a library needs to function at core levels and Lauren is an architect as well as a librarian. Proiect Activity and Timeline Update - Bob Labrecque noted that the contractor has started caulking windows; started interior painting; started ceramic tile on the second Floor and they anticipate the placement of the porte cochere slab on the deck the week of March 8th. In the new addition they continue the installation of the glass and aluminum curtain wall; continue roofing; continue fire protection rough in and electric rough in and are hoisting the HVAC equipment onto the roof. Page I i Ad Hoc Library Building Committee Minutes -.March 3, 2016 - oaae 2 Bob Labrecque noted that he, Joe Huggins and Bob LeLacheur met with Delphi and they agreed to the Delphi time extension to June 1, 2016 and compensation of $90,000. Some subcontractors will need extensions but that still needs to be worked out. David Hutchinson asked If June 1 is the substantial completion date and Bob Labrecque noted it is contractually however will likely slip to June 9'h for start of FF &E dependant on when they can document a punch list. David Hutchinson asked if we will have to pay for furniture storage and Bob Labrecque noted 30 days of storage was negotiated for the furniture at no extra costs. Shelving and lighting must be done first. The air conditioning is anticipated to be commissioned during the summer and heating will be pushed out to the fall when there is a load on the system. Nancy Twomey asked if we will get operations and maintenance manuals and Bob Labrecque indicated we will and the facilities staff will also receive training. Facilities staff is already walking through the building to become familiar with it on a periodic basis. Bob Labrecque noted that he anticipates moving out of the trailer next month. FF &E in June with wrap up in July. Move in late July and turn the temp space over to the landlord at the end of August. Rachel Baumgartner asked what will happen at the back of the property and Bob Labrecque noted they will be installing a stockade fence in front of the chain link fence. Bob Labrecque noted that the A/E, consultant fees section of the budget is overrun by $33,000. Architectural fees are $40,000 for additional unforeseen structural modifications plus two months extension for CBT at $30,000 and signage design assist at $10,000. We will pay for an additional month of builder's risk. The shelving and stacks final number is $245,447 with Tucker. The book displays and appliances got left out of the last estimate which is now Included. Signage design and install has been awarded to Metro Sign in the amount of $40,000. AVI /SPL provided a good quote for the A/V packaged work which is $126,671. The Access Control System cCure 9000 is $12,766 to be awarded to TYCO. The Library is pursuing obtaining updated quotes on the material handling system. Bob Labrecque noted that construction changes Include heaters for the turrets, boiler Flu stacks, and filters for the AC increase by $40,000 from the last quote due to design changes. David Hutchinson asked how the overrun Increased 40,000 since last month and Bob Labrecque noted the design assist for signage plus the anticipated cost for construction change increased. David Hutchinson asked what happens if there are more increases this month and Bob Labrecque noted he cannot predict what is unknown at this point, as things do come up as new elements of work start. Ruth Urell noted that she received the AV information two hours ago and the numbers are not matching up because the wireless access and digital signage are included in the $126,671. There is duplication because the Innovation Teen Spot and fax/scan stations are included also. She will look through this and she believes there will be a - reduction in those numbers. Bob Labrecque noted that he and Joe Huggins will be reviewing the move back costs as $85,000 remains on the move contract and not everything is being moved back. There appears to be some sizable savings on this contract. Library Trustee Alice Collins arrived at 7:50 p.m. David Hutchinson asked what will be done with the old shelving and Joe Huggins noted that it will be declared surplus and will offer to other departments and other libraries. David Hutchinson asked if facilities will handle this and Joe Huggins noted he wasn't sure. Bob Page 12 Ad Hoc Library Buildino Committee Minutes - March 3 2016 - Dace 3 Labrecque noted that there are companies out there who deal with scrap metal and used furniture. David Hutchinson asked about the brick staining and Bob Labrecque noted they are waiting to see how it weathered to determine with CBT if it needs to be stained and or cleaned. David Hutchinson asked when we will know the amount of overruns and Bob Labrecque noted in about two months. David Hutchinson asked about curb repairs and Bob Labrecque noted the existing curb needs repair. The Town Manager asked Jane Kinsella to cost out the curbing. David Hutchinson asked if there are trees in the budget and Bob Labrecque noted that the trees and shrubs are not worth taking out of the contract. Ruth Urell noted the $8,000 estimated cost for a paging system can be added to the items to be discussed list because it is not worth doing. Rachel Baumgartner asked what winter conditions consisted of and Bob Labrecque noted that was for the time to get paving done before winter hit and temporary weather enclosures for the porte cochere. David Hutchinson noted that he will give an update to the Board of Selectmen next Tuesday and the next meeting of the committee will be April 7`h. A motion by Stepler seconded by Twomey to adiourn the meetlna at 8:15 p.m. was approved by a vote of 8 -0 -0. Respectfully submitted, Secretary Page 1 3