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HomeMy WebLinkAbout2016-04-07 ad Hoc - Library Biulding Committee Minutesorq� W Town of Reading e Meeting Minutes o INN CLERK a IL' DING, MASS. Board - committee - Commission - Council: Nib MAY 25 A 8: 51 Ad Hoc Library Building Committee Date: 2016 -04 -07 Time: 7:00 PM Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Location: Selectmen Meeting Room Session: Open Session Version: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Cherrie Dubois, Bob Newton, Greg Stepler, Nancy Twomey, Jane Kinsella Members - Not Present: Marc Moll Others Present: Town Manager Bob LeLacheur, Project Manager Bob Labrecque, Facilities Director Joe Huggins, Library Director Ruth Urell, Library Trustees Vicki Yablonsky and Alice Collins, Executive Assistant Paula Schena Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Dubois seconded by Baumaartner to approve the minutes of March 3, 2016 as amended was aooroved by a vote of 7 -0 -0. Bob Labrecque noted that they (Bob LeLacheur, Joe Huggins and Bob Labrecque) have continued to meet with the contractor (VP and Owner) on a monthly basis. The schedule has been slipped out two weeks beyond the 6/1/2016 substantial completion date which is indicative of their monthly billing. If they are unable to complete in June it will have an effect on the move from the temporary space. David Hutchinson asked what the contractor is behind on and Bob Labrecque noted that drywall which is followed by mechanical, electrical and finish trades. The sprinkler contractor and electrician are in good shape but waiting for drywall and ceilings. Some of the mill work is being delivered this week and they hope to see installation starting on Monday. The Millwork shop drawing sat in CBT's office longer than it should have which delayed the start of millwork. There are no major issues with the other trades except millwork and drywall. The drywall and millwork is the biggest concern on holding up other trades work and completion of finishes. David Hutchinson asked if Delphi feels responsible and Bob Labrecque responded absolutely. In STV's opinion Delphi owns any further delay in the project unless unknown changes create an impact to the project. The Town Manager noted that every day late they pay us. Bob Labrecque noted that the contractor claimed that architect took too long to review millwork shop drawings, six weeks. CBT has been somewhat problematic and not responding timely. They need to be a part of the solution and the Town Manager has now reached out to one of the principals in the firm. Page I I Hoc Library Building Committee Minutes - April 7, 2016 - oaoe 2 Bob Labrecque noted that has had 15 requests for information from the contractor (RFI's) in �• the last week and CBT is not answering them in a timely manner. The project needs more timely responses from CBT to keep it going. He's requested that Chris Coios visited the site and CBT to be more responsive to the needs of the project. The Town Manager noted that the person they are sending out is not authorized to make decisions. David Hutchinson asked if the design changes being made will be noticed and Bob Labrecque noted it will not. The changes are mostly wainscoting behind equipment that won't be seen and other things like that. David Hutchinson noted that we can't do much without the architect certification. Bob Newton noted there are liquidated damages and substantial completion is not achieved until work is 99% complete. At that point the building is ready for occupancy and everyone has signed off; all building codes are satisfied and then the owner takes over the building. Ruth Urell noted that any decisions regarding design should be a team decision. She noted that she ordered end panels for shelving and that they are facing the public and those are needed. Bob Labrecque noted she didn't need to worry about those as they are included in the shelving scope of work. Nancy Twomey noted that the problem began with the FF &E design when the first woman left CBT and they brought in someone else to complete the design. Rachel Baumgartner asked about liquidated damages and Bob Labrecque noted if the contractor does not meet the contractual substantial completion date then the owner has the right to pursue liquidated damages which are assessed on a daily basis. Bob Labrecque reviewed the budget. He noted the overrun is approximately $84,000 now which has come down quite a bit. Ruth has made progress with technology pricing. An offer was made to CBT for extended services which was less than they requested and they remain to accept the offer. It was noted that the Owner shouldn't have to pay them to fix their mistakes. David Hutchinson asked what drove the budget back. Bob Labrecque noted the builders risk was about $2000 less; we had doubled dipped on the forecasted cost of the some AV equipment; we reduced the wireless access points to 20 vs. 25; reduced library technology by approximately $30,000; the book circulating equipment is now $9000 less and there have been two major change orders which resulted in some savings. David Hutchinson noted that if the moving contract is renegotiated then make sure to include Ruth and Bob Labrecque indicated they would absolutely do that. David Hutchinson also noted that the material handling system is not optional it should be taken off the list. He asked if it is needed before the contractor is done and Bob Labrecque noted it is not needed for the C of 0. Vicki Yablonsky asked who installs the material handling system and Greg Stepler noted the vendor does. Bob Labrecque did note that the contractor will need to cut out the masonry openings, but we are waiting on final design information from CBT. Vicki Yablonsky noted that the Trustees are worried that the material handling system won't be in place when it opens. The Town Manager noted that there is a chance the building won't open at all and it is more important the building Is open. Ruth Urell noted they need the system to function and the Town Manager disagreed. He noted that they can still open without it and they have to plan for opening later. Ruth Urell asked If the scope of signage could be reduced or savings could be realized by holding back on some items like meeting room chairs for example. Page 1 2 Ad Hoc Library Building Committee Minutes - April 7, 2 David Hutchinson noted that the Trustees would prefer not to open without it. The Town Manager noted that they need to hold for at least 30 days. There are only so many options at this time. We could go to Fincom for up to $100,000 or go to Town Meeting. Bob Labrecque noted the furniture contracts have all been signed and released. The Town Manager asked if the Library has any other funds and Vicki Yablonsky noted they have some. He noted that the Board of Selectmen can hold an emergency meeting to transfer funds. Bob Labrecque asked about the exterior Kingsley book drop and Ruth Urell noted that the patrons will demand that so we need to budget for it. She will check with Police and Fire, etc. The Town Manager recommended doing this after the sub completion. The Town Manager asked how much is in play with the moving costs and Bob Labrecque Indicated that it could be in the range of $25,000 to $50,000. The Town Manager noted that the City of Woburn is going to taking the shelving for their temporary space. Bob Newton noted that the State has a rating system and he suggested that might initiate that to move the architect. Bob Labrecque noted that he has not done the rating yet which is planned to be done at the end of the project. David Hutchinson noted that Bob Newton mentioned his term expires in April. He asked that staff check and see when the terms expire and what needs to be done. A motion by Stepler seconded by Dubois to adjourn the meetina at 8:05 a.m. was approved by a vote of 7 -0 -0. Respectfully submitted, Secretary Page 13