The URL can be used to link to this page

Home My WebLink About2014-02-10 Board of Library Trustees MinutesR • Town of Reading 0�% Meeting Minutes �ko ��'/Nf 00.wP' Board - Committee - Commission - Council: Board of Library Trustees Date: 2014-02-10 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: Time: 7:00 PM RECEIVED TOWN CLERK !.DING. MASS. im HAA I I P 2:43 Location: Meeting Room Session: General Session David Hutchinson, Acting Chair ; Alice Collins, Secretary; John Brzenzki; Cherrie Dubois; Vicki Yablonsky Members - Not Present: Andrew Grimes Others Present: Amy Lannon, Assistant Library Director; Rachel Baumgartner, Library Building Committee; Lorraine Barry, Division Head, Reference and Information Services; Ruth Urell, Library Director, Jack Donning, Carl Anderson, Stan Robinson, Nancy Docktor, Lynne Cameron, Nancy Graham, Jane Fiore, Charles Donnelly Moran, Meghan Young, William Grace, Glen Hartzler, Dan Ensminger, Stephen Crook, Philip Rushworth, Paul Bellman, Amy Hennessey, Eleanor Delaney, Carolyn Whiting, Ralph Louis Vinceguerra, Peter Brian, Gary Phillips, Linda Phillips, Paul Sylvester. Minutes Respectfully Submitted By: Amy Lannon, Assistant Library Director Topics of Discussion: CALL TO ORDER: 7:03 APPROVAL OF MINUTES • Motion to approve Minutes from concurrent meetings with Board of Selectmen from October 22, 2013, December 17, 2013, January 21, 2014 (Financial Forum) and concurrent meeting with Library Building Committee from January 16, 2014 as amended (Vicki Yablonsky / Alice Collins) • Vote: Unanimous BUDGET The budget has been submitted and entered into MUNIS with a total Increase of 3.5%. If the library is not relocated to temporary space during FY2015, the Trustees will present a revised budget accordingly. Ms. Urell reported that the MBLC confirmed in writing that the upcoming construction project does not per se make the Town of Reading eligible for a M.A.R. waiver. REQUEST TO MBLC TO EXTEND GROUND BREAKING DATE REQUIREMENT Ms. Yablonsky made a motion to formally request an extension from MBLC on ground breaking date. • Motion seconded by Cherrie Dubois • Vote: Unanimous Page 1 1 STAFF DEVELOPMENT DAY AND ONGOING PROGRAMS Ms. Barry presented information on the "Big Read" Grant from the National Endowment for .� the Humanities, a $6500 national award for a town -wide read. The library selected to read "The Namesake" by Jhumpa Lahiri. Events will Include book discussions and cultural events for all ages. Ms Urell reported that the Staff Development day, originally scheduled for Friday, February 14, 2014 has been canceled and will be rescheduled in late spring. Ms. Lannon reported that the staff continues to work on professional development and skills training activities as part of the LSTA "Customer Services Experience in the Digital Age." Using a guide and checklist from the Institute of Museum and Library Services for 21" Century skills and competencies, each division is working individually and as a group to Identify knowledge gaps and implement relevant training. Mr. Hutchinson recommended developing a page on the website to highlight Reading Public Library's recent grants and awards. OTHER BUSINESS Ms. Yablonsky and Ms. Dubois will be attending an MBLC workshop on library fundraising on Saturday, March 8, 2014. Ms. Lannon will forward the workshop information to the Board of Trustees, Friends of the Reading Public Library and the Reading Public Library Foundation. BUILDING PROJECT INFORMATION SESSION TO TOWN MEETING MEMBERS Mr. Hutchinson Introduced the meeting and requested that attendees hold opinions, debates ® and recommendations until Town Meeting. He stated that the purpose of this session was Informational to answer specific questions from Town Meeting members. Mr. Hutchinson reviewed the process since the 2010 Grant Application through the most current cost estimate which is approximately $3.5 million more than the cost estimate provided in January of 2013. • Spring 2010 Grant round announced. • January 2011 Grant submitted • October 2012 Reading informed that they were awarded $5.1 M grant (conditional of Town committing to finance all additional funds) • April 2013 town approved $14.9 project of which $5.1 was the grant portion • June 2013 Library Building Committee (LBC) formed (selected by Board of Selectmen and Trustees). The purpose of the LBC was to oversee project and advise the Town. • Summer 2013 Hired STV, Inc. as the Owner's Project Manager (OPM) - the first project manager since 2010. • September 2013 STV coordinated search and selection of architectural design services. Work began with selected architects CBT Design, who moved forward in good faith with no contract or letter of intent. • November 2013 Trustees learned of preliminary concerns and Issues regarding previous cost estimates and notified Town Manager, Facilities Department, Finance Committee and Board of Selectmen. CBT was directed by Town Manager to stop work until LBC could present information to Town Meeting. At that time, with no invasive testing or consulting there was no way to know correct estimate amount - the goal at town meeting in November was to keep the entire cost within the original estimate of $14.9. • Late November 2013: CBT retained by contract and immediately directed to begin invasive testing and develop with contracted specialists, engineers and consultants for full, extended building assessment. Page 12 • December 2013: CBT presented initial findings and updated schematic designs. LBC and Trustees requested a full cost estimate for January 2014. • January 2014: CBT presented new cost estimate of approximately $3.5 million more than anticipated. Of the $3.5 million, $2.7 million of the increase is due to direct construction costs. The scope of the project has not been expanded. What drives the increase? 1) some omissions and underestimates from the January 2013 cost estimate (no more that $1 million); 2) design Improvements; 3) building issues discovered through Invasive and thorough testing that could not have been previously predicted discoveries. The following question were posed and discussed by the group: • Why were the original estimates off? • Why can't the contingency cover the difference in costs? • Why change strategy from November presentation? • Can you discuss specific discoveries and issues with the building? • How much did we spend on the original grant application? • What was the Increase on the gross up from last January? (change from grant to January 2013, then again from January 2013 to January 2014) • Who was involved throughout the process? • What does this mean to the taxpayer, how much per household? • Why was deterioration worse than what you thought? • Have you consider razing the building? • Will the meeting spaces still be available after library hours? • Will heating and cooling have zones? • What are options for fundraising? • Has the Historical Commission been consulted? ® Ms. Baumgartner, member of the LBC reported that CBT has provided a "Cost Estimate Plus" - with more detailed schematics and detailed building assessment and is typically done at this point. She also reported that both the Town Manager and FINCOM both expressed confidence in this design and cost estimate at the January 29, 2014 Financial Forum. Ms. Collins and Ms. Dubois raised the importance of the upcoming funding decision and how that decision will affect the timeline, grant eligibility, temporary space contract and overall project viability. ADJOURNMENT • Motion to Adjourn at 8:41 p.m. (Alice Collins/ Vicki Yablonsky) • Vote: Unanimous Page 1 3