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HomeMy WebLinkAbout2016-09-15 ad Hoc - Library Building Committee Minutes0�°orq o 0 Town of Reading n Meeting Minutes e � : � o � �C€Iq'ED oa.o� `z�TOWN CLERK Board - committee - commission - Council: ,READING. MASS. . Ad Hoc Library BuildingoWnX110 A 0 09 Date: 2016-09-15 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, Cherrie Dubois, lane Kinsella, Bob Newton, Nancy Twomey, Gregory Stepler, Marc Moll (arrived at 7:30) Members - Not Present: Others Present: Town Manager Bob LeLacheur, Project Manager Bob Labrecque, Joe Huggins, Vicki Yablonsky, Alice Collins, Amy Lannon, Paula Schena, Mary Soucy, Aonia Almeida, Mike Ahl, Mike Marchetti Minutes Respectfully Submitted By: Secretary Topics of Discussion: Discussion/A Proiect Activity and Timeline Update - Bob Labrecque noted that we received the Certificate of Temporary Occupancy on September 8, but it is not ready for staff to occupy yet. Staff occupancy is planned for September 21s`. Amy Lannon and her staff did come over today to train. The millwork is still a work in progress. The landscaping should be close to being done by the end of next week. The landscaper owns one year of maintenance and warranty on everything. On the exterior, finials and the ridge cap on the Porte cochere remain to be completed. The spiral stairs to the attic will be installed next week. Shades will be installed by the end of next week and the start of commissioning for the HVAC systems are planned for next week. Millwork has been divided into two lists - A and B lists, it is anticipated that the millwork will require one month to six weeks for completion. The A list Items needs to be done before a Certificate of Occupancy is issued. The B list can be done during occupancy after work hours. The Temporary Certificate of Occupancy inspection picked up that the handrails are not to code and they will be remedied next week. The Fire Department did a walkthrough and required that two more horn/strobes be installed, on each of the main stairs. It is Page I 1 Ad Hoc Library Buildina Committee Minutes - Seotember 15. 201 anticipated that the building department will require additional exit signs. The furniture installations have continued and working around the construction. David Hutchinson asked when the books will start to be moved In and Bob Labrecque noted on Monday. Amy Lannon noted that some sensitive equipment will be moved by the Town. Bob Labrecque noted that approximately 75% of the shelving is installed and he expects to wrap up the furniture install by the end of next week. Rachel Baumgartner noted that there needs to be a crosswalk in the Library lot located at the stairs coming up from Deering Street going into the lot. She feels it is a safety feature. This would need to be done by DPW once the project Is turned over to the Town. Bob Labrecque noted that once sub contractor work is complete maintenance staff training will be performed with facilities. Bob Labrecque reviewed the list of budget ETC's. He noted that testing and Inspection will be a deduction of $2,500; Total office storage costs are estimated at $5,775; and added modesty panels are estimated at $2,135. The signage should fall within the $40,000 purchase order and 20 wireless access points have been purchased for $17,240. The estimated cost of construction changes amounts to $326,504 and he hopes to drive that number down. He Indicated that the project budget overrun of $149,000 is conservative. A few items surfaced since last month such as the horn strobes, adding electric closet ceilings at the second floor closets. He noted that the $15,500 contingency line item will probably be used up. The Town Manager noted that we can ask Town Meeting to handle the overrun if we have a final number before Town Meeting. We have additional funds left over that we have already borrowed for the RMHS wall. We can ask Town Meeting to use It for the Library overrun. He noted that the contractor is highly motivated to get paid in November instead of next spring. Bob Labrecque noted that the Town Manager signed off on a change order in the amount of $38,528 today which is on page 30 of the handout. It included the RCN closet light fixtures, floor repairs, walk off mats, masonry work, rubber nosing for the stair tread, changing out roof pavers and the lobby and Porte cochere need fire proof paint. Bob Labrecque noted that the single largest chunk of money being held in the contractors pay application is for the completion of millwork. Neiahbors Mike Ahl from School Street noted that the lighting on the walkways Is too bright. The interior was lit up last night and tonight and car headlights are in his window. Bob Labrecque noted that the shrubs have not been installed yet but will be installed by the end of next week. Mary Soucy noted that the lights are being left on all night. Bob Labrecque apologized for the lights being left on and noted that he and Joe Huggins will go over after the meeting and shut off some lights but some need to be left on in case of emergency and a fire. A resident asked about the addition shades and Bob Labrecque noted that some shades that were installed in the upper part of the addition need to be synched up with the lighting and controls. Bob Labrecque noted that the two tall bollard lights are too bright and we are waiting for the dimmer control. Mike Marchetti noted that there are three or four light posts on the corner that have too many lights. The place is lit up like a ballfield. Bob Labrecque noted Page 1 2 Ad Hoc Library Buildino Committee Minutes - Seotember 1 that the lighting consultant's site observations and testing indicates they all meet the photometric design except for the two that will be dimmed. He will discuss this with the lighting consultant and ask him to return to the site. David Hutchinson asked if we can down size the bulbs and Bob Labrecque noted that there Is an option for a dimmer but It was not Included in the design so it will be an extra cost and remains under review. The Town Manager noted the question is if the tall ones are for safety or aesthetics. Mary Soucy complained about the bad language on the employees working on the project. The Town Manager noted that we talked to the contractor several times about the bad language. We do have construction guidelines and hours and in general the other neighbors say the project has gone well. The Town has done a lot including sending the project through CPDC for site plan review even though Town projects are exempt. The Town Manager reminded Mrs. Soucy that this is still a construction site. Mary Soucy asked If there is any money for mitigation and the Town Manager responded that there is. Mary Soucy noted that the fence stops short of the parking space and Bob Labrecque noted that it originally stopped shorter and we added two panels. The shrubs have not been installed yet and the previous discussion was we need to have the contractor complete their work first and then address the lights, the plants, and close off the alleyway. Bob Labrecque noted that Mary Soucy had sent him an email regarding the porta-potties and a ladder showing over the fence and the contractor immediately moved them. Mary Soucy asked if security cameras are being installed and Bob Labrecque responded not yet, but maybe in the future. She requested that the cameras not have a view over their backyards and Bob Labrecque noted the design is to survey the parking areas only. Mike Marchetti asked if the screening that was installed on the light about one month ago is the solution and Bob Labrecque noted that was a test to see if dimming will work. Mr. Marchetti asked how much responsibility the electrical contractor has regarding the lights. Bob Labrecque noted that he was given a list of three manufacturers to choose from. The two poles are planned to be dimmed and they will review the noted concern with the other lights. The Town Manager noted that public construction law and common sense don't overlap. We have to let the contractor finish the project and then we can fix things. A resident asked if there are any plans to clean up the existing shrubs and Bob Labrecque responded yes after the project Is complete. They will also be relocating a tree from the Middlesex Street side of the site to near the Soucy's property to help shade out the light. Mary Soucy asked for the completion date and Bob Labrecque noted that the substantial completion date is September 30th. We have to wait until the contractor is off the site otherwise it could affect the warranties. A resident asked when the fence will come down and Bob Labrecque noted it will come down by September 29th. A resident noted that they asked for a meeting to take place on School Street and they have heard nothing. Bob Labrecque reiterated Barry Berman's previous comment that when the project is finished then a meeting will be set up. A resident asked If It will be before December 1 and Bob Labrecque noted it will. The Town Manager noted that everyone will need a chance to see how everything is working first. A resident noted that a bollard is needed in the School Street side to prevent cars from driving up there. Page 1 3 Ad Hoc Library Building Committee Minutes - September 15. 2016 - pace 4 David Hutchinson noted that the next meeting will be October 13, 2016. A motion by Baumgartner seconded by Dubois to adiourn at 8:30 P.m. was aooroved by a vote of 8-0-0. Respectfully submitted, Secretary Page 1 4