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HomeMy WebLinkAbout2016-07-14 ad Hoc - Library Building Committee Minuteso� orargo, Town of Reading e, Meeting Minutes RECEIVED � TOWN CLERK LADING: MASS. Board -Committee -Commission -Council: c Ad Hoc Library Building CommittelM AUG 23 A D SS i Date: 2016-07-14 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Session: Open Session Purpose: General Business Version: Attendees: Members - Present: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, lane Kinsella, Gregory Stepler, Marc Moll, Bob Newton, Cherrie Dubois, Nancy Twomey Members - Not Present: Others Present: Robert Labrecque, Joe Huggins, Barry Berman, Amy Lannon, Vicki Yablonsky, Alice Collins, Paula Schena, Michael Marchetti, James Soucy, Mary Soucy, Debbie Ahl, Lambert Almeida, Lawrence Hayes Minutes Respectfully Submitted By: Topics of Discussion: Approval of Minutes A motion by Newton seconded by Dubois to approve the minutes of June 9 2016 was approved by a vote of 8-0-0. Discussion/Action Items Project Activity and Timeline Uodate - Bob Labrecque noted that the contractor anticipates the Certificate of Occupancy on August 15, 2016 and they will dovetail the furniture installation such as shelving in with the construction. It is anticipated that some of the millwork/casework installation will continue after the 8/15/16 date. Bob Labrecque noted that a move coordination meeting was conducted today. They are looking at opening the library in mid-September. The general contractor will maintain ownership of the building and site until the certificate of occupancy. All of the furniture, shelving, wood tops and end panels have been manufactured and in storage. Facilities will provide the appliances and roof pavers. David Hutchinson asked If work Is picking up and Bob Labrecque noted it is. There were 50 workers onsite today but there is still a significant amount of work to be completed. The contractor has supplemented the drywall subcontractor's manpower. Millwork is still behind schedule. Within the next couple of weeks the mechanical and electrical equipment is being readied for startup the week of August le'. All lighting needs to be Installed to activate the site lighting due to the nature of the light controls. David Hutchinson asked If there is anything that can surprise us and Bob Labrecque noted that the flooring in the elevator was not Included so that was a recent change. The architect has been onsite a couple of days per week and will be on site again tomorrow. Page I I Ad Hoc Library Buildino Committee Minutes - July 14 2016 - pace 2 David Hutchinson asked if the architect is holding things up and Bob Labrecque noted he is _ not - it is all in the contractors' hands. Bob Labrecque noted that carpeting and lights are being installed at the second floor. The landscaping will not be finished until after August 15`h due to the planting season. David Hutchinson noted it seems like a long way to go in 30 days and Bob Labrecque noted that they can get a lot done with 40 - 50 workers per day. Amy Lannon asked if we still have the sphere that goes on top of the Porte Cochere and Bob Labrecque noted that it is with the contractor. Financials Bob Labrecque noted we are making good progress. we are close to being within budget. We were around $32,000 over but we found some savings with signage and access control points. We saved about $20,000 in moving costs because they are only moving the books and 25% of the furniture. David Hutchinson asked what is left that is not encumbered and Bob Labrecque noted that everything has been procured. The majority of changes are complete but not all the paper work is complete. Rachel Baumgartner asked if the Town Manager can go to the Finance Committee if we don't have enough money and David Hutchinson noted we will cross that bridge when we get to it. Bob Labrecque noted the project is essentially on budget. Nelahbors Mary Soucy noted that the people on School Street are the most impacted from the project. She indicated that nobody has contacted them and the Town should be a good neighbor. She noted that the trees next to her property were cut down and a six foot alley was created and there was no conversation with her about that. She feels that the library looks like a contemporary institution on their side of the street and she does not like the light poles. David Hutchinson apologized that Mary Soucy doesn't feel we communicated but the design process included public meetings and the glass exterior wall has been in place for years. There were meetings held with the neighbors as well. Mary Soucy noted that she felt the project was given to them and they were not asked. She noted that the sun shades look like a giant air conditioner. The other part of the Library is beautiful but their side is from the future. David Hutchinson noted that what we can do is limited but we will learn from it. The building is integrated. Vicki Yablonsky noted that the Historic Commission does not want the new addition to match the old so people can tell the difference. The new addition was meant to meet the modern needs of the community. It will never be perfect. A neighbor of Mary Soucy showed a picture of Mrs. Soucy's yard and noted that the building is very close and there used to be green space. David Hutchinson noted that the square footage was a requirement of funding from the state. The primary parameter was the neighbors and the lights both inside and out. When the lights are turned on we expect the lights to shine down and not onto the neighbor's property. Barry Berman noted that we will know how the lights work and impact the neighborhood when they are turned on. Page 1 2 Ad Hoc Library Building Committee Minutes - July 14 2016 - Daae 3 Mary Soucy noted the issue is not the light; it is that they are ugly lights. She noted that the light fixture is right next to her house. When she asked what landscaping can be done Joe Huggins told her arborvitae and she hates arborvitae. Joe Huggins disagreed. He noted that he told Mary Soucy that he would give her whatever is necessary as a natural barrier. When the lights are lit they will look at it and make adjustments and then put in supplemental plantings if needed. Mary Soucy asked why the light was put there. Bob Labrecque noted that the photometric design shows no light spillage onto the Soucy property. It is a matter of opinion regarding the esthetics of the light fixtures. The design was vetted through the required process. A neighbor noted that the trees are all balled up and turning yellow because nobody is watering them. Bob Labrecque noted that some trees are stressed. They have not been paid for yet and the landscaper will evaluate them. We will let the contractor finish his work and then remaining issues will be address. A neighbor requested a meeting before the landscaping gets done. Another neighbor noted that the parking lot was supposed to have plantings so the light doesn't come through her windows, but It looks like something different was done. Mary Soucy asked if all the trees are remaining and Joe Huggins noted that none of them are scheduled to come down, but they need a good pruning because nothing has been done up there for two years. Bob Labrecque noted that when the lights are turned on and the contractor completes the plantings we will review the need for additional plantings. Joe Huggins noted that if there are any changes to the lighting it will be outside the project. He also noted that there are motorized shades to keep light from spilling out of the building. There will be a custodian at the Library at night. No events are planned to go past 9:00 p.m. Barry Berman noted that when the meeting is scheduled we need all abutters to be notified not just six people. He happens to like the light poles. Nancy Twomey noted that whatever is on the landscape drawings is what will be planted. We will look at it afterwards. A neighbor indicated they wanted a change order done now. Barry Berman responded that everyone will be heard and we will try to accommodate the best that we can but we can't commit that everyone will be 100% satisfied. He also noted that everyone will be notified of the meeting. Rachel Baumgartner noted that employees have been asking all of the neighbors if there are any problems when they come in to the Library and there have been no complaints. David Hutchinson noted that the next meeting will be August 4, 2016. A motion by Newton seconded by Dubois to adfourn at III p.m. was approved by a vote of 8-0-0. Respectfully submitted, Secretary Page 1 3