AVON FREE PUBLIC LIBRARY RENOVATIONS & ADDITIONS PROJECT
BUILDING COMMITTEE MINUTES
NOVEMBER 28, 2007
I. CALL TO ORDER
The meeting was informally called to order at 6:30PM by Chairperson Diane Hornaday in the lobby of the Avon Library. Members present: Chairperson Diane Hornaday, Secretary David Goldsholl, Tad Kuziak, Scott Boos, Janet Stokesbury, Barbara Leonard, Diane Carney. Absent: None. Also in attendance was Library Director Virginia Vocelli. Board of Finance member elect Brett Eisenlohr attended the tour given by Ms. Vocelli at the beginning of the meeting.
II. MINUTES OF PRECEDING MEETING - NOVEMBER 13, 2007
Mr. Goldsholl noted the omission of the date and time of the next meeting to be held December 19, 2007, 6:30PM. The committee concurred to add the next meeting's date to the minutes as well as the upcoming dates of Town Council and Board of Finance meetings. On a motion made by David, seconded by Barbara, the minutes were unanimously approved as amended.
III. COMMUNICATIONS FROM AUDIENCE
None
IV. COMMUNICATIONS FROM COMMITTEE MEMBERS
Mr. Goldsholl told the Committee he'd contacted the Board of Finance to learn more about the anticipated financing of the project. He is waiting to receive the Financial Advisor's debt model.
V. APPROVE 2008 REGULAR MEETING SCHEDULE
Blythe reminded the members the importance of submitting a schedule to the Town Clerk as this is for the public record. Meetings can be amended or special meetings added as needed. Blythe will continue to update the committee as to the location of the meetings. On a motion made by David, seconded by Barbara, the schedule for 2008 was unanimously approved.
VI. REVIEW & APPROVE RFP FOR ARCHITECTURAL SERVICES
Ms. Hornaday suggested referring all architect's inquiries to Blythe to ensure consistent information. She also stressed the importance of public accessibility to all committee members. Blythe reminded the members of the due date for the RFP, which will be 12:00 Noon, December 21, 2007. Blythe reviewed the timeline necessary to keep the project on schedule: discuss RFP results and potential architects at the next meeting on January 9, 2008 and schedule interviews to be held at the Library beginning 9:00AM, Monday, January 14, 2008 (two to be held in the morning with a break for lunch followed by two or three in the afternoon); discuss results at the regularly scheduled meeting of January 16, 2008; provide a decision the week of the 28th so she can compile information for presentation to the Town Council for their next
meeting, February 7, 2008.
Blythe reviewed the RFP process. She changed the length of the RFP process to 90 days to accommodate contract negotiations. She emphasized that price is not necessarily the priority but a firm that best serves the needs of the Town would be preferable and then price could be negotiated. We need to make sure the architect will be on the project through to the end. The contact can also be changed. Blythe and Dwight Johnson will provide a list of questions to be asked of potential candidates. She can bring a sample list for the next meeting. Blythe presented a sample point system that could be used in the interview process. Ms. Hornaday emphasized that what is presented to the architect is a wish list; we need to start with the minimum standard for the Town's size (to be investigated by Ms. Vocelli) or
we may not get the grant. She also wants one of the questions we ask in the interviews to be do they use a construction manager or is that a part of their service. Also, provide the names of two or three engineering firms they use or recommend. Mr. Kuziak suggested we ask in the interview what they have learned on their jobs, that when the project changed, how were they able to use their flexibility and creativity to adapt to the changes. Ms. Carney motioned to pass the RFP with minor additions, Mr. Goldsholl seconded, and everyone approved.
VII. OTHER BUSINESS
The meeting began with a tour of the library conducted by Virginia Vocelli, Director. Ms. Vocelli stressed the overcapacity in many areas of the building, that the library ran out of space in 2000, so that items now are being stacked on top of one another or stored in the basement of a local business. There are on average 700 visitors a day. Changes such as more room in the foyer, a security system for library materials, more space for computers, and another cozy area were among the many needs she identified. Ms. Hornaday suggested larger chairs for people with knee or hip problems.
Ms. Vocelli explained the Connecticut State grant program (which was recently raised up to $1,000,000.00). September 1st is the deadline to apply. The architect's work on the first phase of the project must be complete by this date as that information is part of the grant application. She also said the amount that goes to referendum has to be the total amount without the grant, as this cannot be guaranteed. Ms. Hornaday asked that the grant schedule be e-mailed from Ms. Vocelli.
Ms. Robinson asked that you let her know if you'd be unable to attend a meeting, as she'd have to cancel a meeting if a quorum (four members) was not met.
Ms. Vocelli suggested visits to view other Town's library expansions such as Bristol, Wilton, Farmington, or Windsor. On Friday, November 30, 10:00AM, Windsor Library on Main Street is sponsoring a tour of the facility. On December 18, 2007, 7:30PM, West Hartford will host a similar event. The Library Board will meet to tour their expansion with an opening date of January 6, 2008.
The suggested meeting December 19th, 2007 has been cancelled.
VIII. NEXT MEETING DATE
January 9, 2008, 6:30PM, Avon Free Public Library History Room.
IX. ADJOURNMENT
The meeting was informally adjourned at 8:55PM.
Recorded by:
Susan Gatcomb, Staff Person
David Goldsholl, Committee Secretary
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