AVON FREE PUBLIC LIBRARY RENOVATIONS & ADDITION PROJECT
BUILDING COMMITTEE MINUTES
DECEMBER 16, 2009
I. CALL TO ORDER
The meeting was called to order at 7:00 PM by Vice-Chairperson Barbara Leonard in the Avon Room Town Hall Building 1. Members present: Vice-Chairperson Barbara Leonard, Scott Boos, Secretary David Goldsholl, Diane Carney and Tad Kuziak. Members absent: Chairperson Diane Hornaday and Janet Stokesbury. Also in attendance were Assistant Town Manager Blythe Robinson, Library Director Virginia Vocelli, Assistant Library Director Donna Miller, Architect Peter Wells, Avon Clean Energy Commission member Bernard Zahren, Consulting Engineering Services Vice President Douglas Lajoie and IT Consultant Gary Feld.
II. MINUTES OF PRECEDING MEETING - NOVEMBER 18, 2009
Mr. Goldsholl motioned, Ms. Carney seconded and all agreed to accept the November 18, 2009 minutes as presented. None opposed.
III. COMMUNICATION FROM AUDIENCE
None.
IV. COMMUNICATION FROM COMMITTEE MEMBERS
None.
V. REVIEW - SCHEMATIC DESIGN PROGRESS
Architect Peter Wells discussed changes in the preliminary first and second floor and parking lot designs of the proposed renovation. Reconfiguring the parking lot island would better facilitate traffic flow without compromising spaces, the book drop or impervious structure surface percentages. Ms. Robinson reminded the members that changes like these would first have to be approved by the various related Town departments such as Engineering, Public Works or the Fire Marshal for public safety or snow plowing for example. Mr. Goldsholl questioned whether the temporary changes to the parking lot were still to take place. Ms. Robinson said they weren't due to the project going forward but that monies had been spent to paint the crosswalk space on Country Club Road. Mr. Wells is still discussing dumpster location with Ms.
Vocelli.
Mr. Wells continued with changes discussed with the Library staff on the layout of the first and second floors. Ms. Carney added that it was important to get staff input as they were the ones who'd be using the space. Changes include location of the front desk, a separate computer room off the reference area, furniture location and moving the history room to the far right corner of the main floor. Moving the elevator to the other side of the corridor enhances the flow of staff and materials. Reconfiguring the machine room for the elevator frees up space for more book trucks. A drop off area for donations to the Friends has been added on one end of the Community Room. Mr. Wells added that the changes made to the layout have not changed the cost.
Ms. Leonard relayed Ms. Stokesbury's questions regarding location of the History Room as being prime real estate, in a corner location with windows, and may be best used for something else. Mr. Wells answered that it would generate more interest in the History Room which had been lacking. Ms. Stokesbury also questioned the seating arrangements to which Mr. Wells responded that indeed the chairs would be located near the windows but that it couldn't be seen on the handout. Mr. Goldsholl questioned how a surge in interest in the History Room would come about. Ms. Vocelli answered that the Library was the only location in town for this material and that the new location would make it easier to access. Mr. Wells added that display cases were in the program and would more easily bring attention to it and periodically change
display and placement around the Library. Mr. Goldsholl added that flexibility in the design was extremely important as use and staff would change over twenty years and the Library needed to be built to accommodate change. Mr. Wells said the circulation desk will be fixed but that everything underneath would be moveable.
Changes to the second floor include reversing the staff area to make the board room accessible to the public for added meeting space. Metal lockers were brought upstairs for part-time and volunteer's personal items. Mr. Wells reworked the children and teen's areas to allow for better space and sight-line view from staff. The glass encased open space will remain which will allow for lots of natural light. Maintenance person's wet sink areas will be located on the first and second floors. Ms. Robinson added that location of these should be considered for ease of use, storage supply and access for the maintenance staff, be it subcontractors or town employees. Mr. Wells added that the structural engineers have the building loaded into their computers and that water mains on Country Club Road were tested for flow for the
sprinklers and were okay.
Mr. Wells introduced Gary Feld, an IT consultant of Information Technology Management, who has worked on all of the recent Tuthill and Wells Library projects. Mr. Feld said construction of the building provided the unique opportunity for wiring which becomes inflexible after the building is built. He plans to wire in the latest technology, add extra for what is coming in the future and also provide underground conduits (wire ways) to capture changing technology (fiber optics) of the future. Mr. Feld said he could run fiber optics to the desktops but it would be prohibitively expensive. He said with the timing of going out for bid for the telephone system that we'd probably end up with a voice over IP technology system where the servers were actually in the network and all they'd be doing is connecting the phones. He added
that he knew the Town was power draw sensitive and would keep to minimize this as much as possible. The switch from a central power system would end in just powering the phones. Mr. Kuziak said these systems are like LEGO blocks whereby a system can be added such as security. Mr. Goldsholl envisioned the Library of tomorrow being wireless with lots of wireless laptops in use. Mr. Kuziak advises to select a security system that will integrate and monitor all of the Town's facilities, to look at a system that will accommodate Town growth. Mr. Feld told of a system he just installed in Bethel whereby a patrolman sitting in his cruiser could bring up any video camera in the school. He said a system useful to a Library would incorporate a recording system which provides a visual record of an incident for investigative purposes.
Mr. Wells then introduced Douglas Lajoie, Vice President of Consulting Engineering Services, to speak about incorporating green or sustainable mechanical technology into the project. Mr. Lajoie designs efficient mechanical systems that he says are not very efficient unless the building is efficient. He works with Mr. Wells to increase thermal resistance in the walls and roofs with insulation and better shading coefficients in the windows, reflective roofs, building orientations and energy modeling. He uses a computer to build a model of the building and tests systems with software. Heating and cooling can be done many different ways. The most energy efficient system is geothermal but there are others that can be used that are less expensive and less efficient. Ms. Carney reminded Mr. Lajoie that we were on a tight budget
and asked if he'd provide comparisons with other systems that weren't as expensive and still be LEED's compliant. Mr. Zahren spoke of the Avon Clean Energy Commission's concern about LEEDS certification vs. compliance alone. Mr. Wells added that the grant required that we meet the LEEDS standard and not the certification. Mr. Zahren countered that LEEDS does the certification to say it's silver so how can you meet the standards unless LEEDS says it. Ms. Carney said there was a cost for certification. Mr. Kuziak asked what value there is of having the LEEDS certificate on the wall? Mr. Zahren answered that it showed Avon's statement of commitment to the green, sustainability movement and to continue management of the building to stay that way. Ms. Carney reiterated that we were on a tight budget and maybe getting the certification was too costly even though it may be a politically correct thing. Mr. Lajoie mentioned other methods of certification such as green globes or high
performance document which were similar to the LEEDS certification. Mr. Goldsholl posed the question of what are the advantages of savings of one system over another in up front costs versus long term operating or replacement costs. Mr. Zahren added that there was currently a rebate being offered by the Federal Government for the installation of geothermal systems. The Commission he represents tonight wants to see the most efficient energy systems possible being used by the Town for all of its buildings and what better way than now when one is being renovated. Mr. Kuziak said we all agreed. Ms. Robinson suggested a matrix be devised that would incorporate all these costs, benefits and considerations for comparison. Mr. Lajoie clarified that most of the cost for LEEDS certification was related to the documentation that must be produced for the application, as well as having the building commissioned. Mr. Kuziak suggested that even someone would donate monies to get the
certification. Mr. Wells hoped for a timely decision, as now was the time to start the process for certification if that was the choice of the committee. Mr. Goldsholl said the decision could then be presented to the Town Council for a vote on which Ms. Robinson agreed.
Mr. Lajoie continued with his presentation of ways to design systems that target energy efficiency. Energy recovery systems would bring in air and recover the energy before it is returned to the space. Carbon dioxide is monitored which targets where heat is sent and can all be managed by digital controls. He talked about energy efficient radiant floor heating which can be placed in the children's areas where they'd spend a lot of time on the floor. Mr. Lajoie explained the commissioning process that basically tests a system after it's installed to make certain that is works as designed and will continue to do so optimally, a service his company can provide or be done by an outside firm. He mentioned too that is was a LEEDS and high performance document requirement to have the work commissioned after it was completed.
Electrical systems can be more energy efficient through investing in high efficiency lighting, daylight harvesting, occupancy sensors or installing photovoltaic systems. Plumbing system efficiency can be improved through solar hot water systems, low flow fixtures with sensors, waterless urinals or gray water systems which recycle rain water to be used for flushing toilets or watering lawns. He concluded that getting a good system could save 40-50% of energy costs.
VI. REVIEW & APPROVE DRAFT RFP - CONSTRUCTION MANAGER
Ms. Robinson discussed her and Mr. Boos's review of the RFP for hiring the construction manager. She explained that the RFP is a general proposal but that the committee could look for specifics in the candidates such as LEEDS certification experience. Mr. Goldsholl asked the process whereby the construction manager would be selected. She said that it would be similar to how the committee selected the architect for the project. She suggested putting together questions to ask the selected candidates for the interview in which the committee would participate.
Mr. Boos motioned, Mr. Goldsholl seconded and all agreed to accept the draft RFP as presented. None opposed.
VII. OTHER BUSINESS
The next meeting will be Wednesday, January 6th, 2010, 7:30 AM in the Avon Room Town Hall Building 1. Ms. Robinson included in the packet a copy of the RFP sent out to bid for temporary space for the Library during the renovation. She is waiting for replies for consideration. Letters to our representatives and Governor Rell urging the State Bond Commission to put the project on the agenda have been sent. Now that we have the approval in place we can proceed with the hazardous materials inspection.
VIII. ADJOURNMENT
Mr. Kuziak motioned, Mr. Goldsholl seconded and all agreed to adjourn the meeting at 9:15 PM. None opposed.
Recorded by: ______________________________
Susan Gatcomb, Staff Person
______________________________
David Goldsholl, Secretary
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