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HomeMy WebLinkAbout2016-05-10 ad Hoc - Library Building Committee Minutesw .B3'. ►HCOR*��o Town of Reading Meeting Minutes Board - Committee - Commission - Council: Date: 2016 -05 -10 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Ii -,Wq f -1 FRK Ad Hoc Library Building 6r 4' 6e5 P 2= SU Time: 7:00 PM Location: Conference Room Session: Open Session Version: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Nancy Twomey, Jane Kinsella, Cherrie Dubois, Greg Stepler Members - Not Present: Bob Newton, Marc Moll Others Present: Town Manager Bob LeLacheur, Project Manager Bob Labrecque, Joe Huggins, Barry Berman, Amy Lannon, Ruth Urell, Vicki Yablonsky and Alice Collins Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Baumgartner seconded by Dubois that the minutes of April 7 2016 be approved as amended was approved by a vote of 6 -0 -0. Discussion /Action Items Bob Labrecque noted that CBT has improved over the last two weeks in response to open items requiring their action. There has been a change of guard at Delphi. The Vice President overseeing the project has left Delphi employment on short notice. Delphi has a new VP on board along with a new Project Manager and Assistant Project Manager. They are taking their work seriously and putting together a plan. A new schedule has been submitted which indicates the project to be substantially complete by July 29th. It's a reasonable plan detailed room by room of what needs to be done. They are putting forth their best effort. Bob Labrecque noted we are looking at starting the FF & E the week of July 11th. The Owners A/V firm has started installation of above ceiling wiring. David Hutchinson asked if the requests to CBT were normal questions and Bob Labrecque noted they were. He noted that the individuals from Delphi who left weren't focused and the lack of focus on various items caused certain delays. David Hutchinson asked if the contractor accepts responsibility for delays and Bob Labrecque indicated yes for what they own but they might be able to come back looking for time and money due to delays beyond their control. Delphi has supplemented the drywall work force but they are struggling with the millwork subcontractor. Cherrie Dubois noted that at one point Delphi didn't have enough people on the job and Bob Labrecque noted that was correct. Page 1 1 Ad Hoc Library Building Committee Minutes - May 10 2016 Aaae 2 The Town Manager noted that Delphi said the millwork was a delay and then CBT was not responding. Some of the delay was the architect's fault due to a delay in return of shop drawings but not all. Alice Collins asked if Delphi will come up with extra money for the rent and the Town Manager noted they could but we don't know if that is the best way to get the project done. We're trying to work things out with Delphi to get the project done. Schedule Update - David Hutchinson noted that the substantial completion date is July 291 "d The commencement of the FF & E is July 11th. He asked if we can get the project dome without extending the lease and Bob Labrecque noted it is possible if Delphi adequately mans the project it could happen. Bob Labrecque reviewed the line items estimates to complete carried forth in the budget. He noted that one month for CBT is $12,000; signage design /assist is $10,000; A;/E reimbursable could be less; builders risk is being extended until July 8th; Joe Huggins will fund the appliances with the facilities budget; the network and computers line item estimate to complete included re- feeding the Town fiber optic cabling. The Town Manager noted that some of these items might not happen or some will be paid by other means. Cherrie Dubois noted that we weren't planning on doing cameras so that should be taken out. The Town Manager noted that cameras are part of the project. Vicki Yablonsky noted that the Trustees do not want cameras. The Town Manager noted that the Trustees do not have authority on the outside of the building so we will do the wiring anyway. Vicki Yablonsky noted that this should be a Town discussion. The Town Manager noted this can be taken off the list because it is a moot issue. Bob Labrecque noted the cameras will go to zero. David Hutchinson noted that the Trustees funded $187,000 for the book sorter out of stored up state aid. Bob Labrecque noted we can extend the temp space if needed. Facilities will do what they can to help out. Everything is reflected in the budget. The Town Manager asked what the biggest risk is and Bob Labrecque noted time and millwork. The Town Manager noted that we should try to fund $50,000 of technology other than through the project. Bob Labrecque review notables. He noted that the roof has been weather tight; the shingling is done on the spire roofs; a lot of millwork and trim has been installed in the interior and they are attacking the rest of the interior finishes. They plan on doing the MEP tie -ins of equipment this month. Site work will remobilize next week. June 15th is the cutoff date for plantings. Vicki Yablonsky asked if the completion is the end of July will we move in August and Bob Labrecque indicated that is the plan. Ruth Urell asked if there has been any design changes in the last month. Bob Labrecque indicated yes, there are product installation issues related the condition of the substrate for the floors in the existing building. Underlayment of the floors was removed from the original design by addendum and now needs to be added back in. The contractor has been struggling to obtain agreement with the flooring subcontractor to warranty the work due to the existing subfloor conditions. Other changes include the hydronic piping; revisions to the circulation /book processing area; the tin ceiling old paint peeled off and required significant patching. Ruth Urell asked if the underlayment was a cost savings and Bob Labrecque noted he didn't know because he wasn't on the project then. It was removed back in the bid stages. The poor condition of the existing floors required it to be added back to make the floors whole. David Hutchinson asked if there were any program related design changes and Bob Labrecque indicated there were not. Page 1 2 Ad Hoc Library Buildina Committee Minutes - May 10 2016 - Aaae 3 Ruth Urell asked if we can level some steep areas on the east entrance side and gob Labrecque noted no the grading is what it is. The project cannot afford any more changes as it will cost more time and money. Nancy Twomey noted that type of site change would need to go back to CPDC. Rachel Baumgartner asked about the brick staining. Bob Labrecque noted once the masonry on the existing is complete and cleaned we will be able to confirm the scope of the brick staining. There will definitely be some brick staining on the north side of the building to blend in new vs. existing brick. Rachel Baumgartner asked if it will have to be stained again in three years and Bob Labrecque noted no, the life cycle is 20 - 30 years. Bob Labrecque noted there is $25,000 in contingency on the bottom of the anticipated cost list of changes for unknowns. It was noted that Amy Lannon will be included in the renegotiations of the move contract in Ruth's place. The Town Manager asked if the Trustees have any Board policy on donations or naming and David Hutchinson noted the ad hoc committee will work on it. The Town Manager noted that if a policy is drawn up they should discuss it with Town Counsel. David Hutchinson noted that the next meeting will be June 9, 2016. He also noted that Ruth Ureli is leaving because she has taken a job elsewhere and he thanked her for her hard work on the project. Amy Lannon noted there will be a good bye reception at the library on May 26th from 2:00 - 4:00. A motion by Twomey seconded by Baumgartner to adiourn the meeting at 8.15 p.m. was aRuroved by a vote of 6 -0 -0. Respectfully submitted, Secretary Page 1 3