AVON FREE PUBLIC LIBRARY RENOVATIONS & ADDITION PROJECT
BUILDING COMMITTEE MINUTES
JANUARY 20, 2010
I. CALL TO ORDER
The meeting was called to order at 7:05 PM by Chairperson Diane Hornaday in the Avon Room Town Hall Building 1. Members present: Chairperson Diane Hornaday, Barbara Leonard, Diane Carney, Janet Stokesbury, Secretary David Goldsholl and Scott Boos. Member absent: J. Tad Kuziak. Also in attendance were staff member and 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 Senior Associate Loren Grabinsky, resident Ellen Bedard of 192 Kings Wood Drive, and Delia Morison and Tanya Robbins of Kostin, Ruffkess & Co., LLC (a consulting and accounting firm interested in promoting sustainability).
II. MINUTES OF PRECEDING MEETING - JANUARY 6, 2010
Chairperson Hornaday referred to an e-mail sent by absent member Mr. Kuziak discussing several changes to the January 6th minutes in sections V and IX. Ms. Leonard motioned, Ms. Carney seconded and all agreed to accept the January 6, 2010 minutes with the suggested changes by Mr. Kuziak. None opposed. Mr. Goldsholl and Mr. Boos abstained as they were absent from the last meeting.
III. COMMUNICATION FROM AUDIENCE
Avon resident Ellen Bedard told of the Robotics Team's (which encompasses the High, Middle and Elementary schools' teams) need to find a new home in town and hoped the new Library renovation could provide some much needed space for the group to use as they had recently lost their space in Reflexite. She said they'd need yearly about 3,000 square feet to house the group. Ms. Stokesbury said this request reflected the Town's global need for meeting space. Mr. Goldsholl asked if she had asked the Town Council. Ms. Robinson added that it was the Library Board who schedules the use of space for the Library. Chairperson Hornaday said she feels the program is good for the young people of the Town but that it was premature to discuss potential use of Library space as the renovation wouldn't be ready until January 2012, and
that perhaps it'd be the responsibility of the Board of Education to find space for the group. Ms. Bedard thanked the members for allowing the need to be put "out there."
IV. COMMUNICATION FROM COMMITTEE MEMBERS
Ms. Stokesbury questioned whether the members should discuss the Bond Commission's action of cancelling the January meeting. She added that the plan would be to send the Governor a more detailed letter and wondered if any of the other members had been keeping contact with our representatives. Ms. Hornaday said she stays in touch with Kevin Witkos. Ms. Vocelli mentioned that the city of New Haven is looking for a smaller amount for their project and may just cut their project going forward. Ms. Robinson offered that Mr. Robertson would be willing to sign a letter joining with other towns.
Ms. Carney inquired whether the members would be interested in revisiting the times the committee meetings are held. After some discussion with the other members, Ms. Hornaday decided to keep the meeting times the same for now. She mentioned attending a recent Library's planning meeting and asked that Ms. Vocelli keep sending the schedule as these were very helpful and also it helped her to understand the Library staff's input as being insightful. Ms. Vocelli told of next Thursday's 11:00 AM meeting with 3M demonstrating the RFID system and invited the members to attend. She saw the system in action at the Darien Library and recommended the members visit there. Ms. Hornaday reminded the members of the upcoming tour of the 20 Security Drive site as a possible relocation of the Library during
construction for this Friday, January 22nd at 2:00 PM. Ms. Vocelli has been working on a handout detailing anticipated needs for the move. Ms. Hornaday would like as much information as the committee can get in order to be responsive to the resident's inquiries.
V. REVIEW - SCHEMATIC DESIGN a. History Room Location, b. Finish Schedule, c. Mechanical Systems, d. Wall Section
Mr. Wells first discussed the outer wall construction, pointing out current concerns for mold avoidance and improving thermal resistance of the walls to achieve better energy results, in keeping with the LEED's silver standard. He intends to make the new walls thicker than the existing ones to meet the current building code. He now uses mold resistant sheetrock which is paperless. The exterior wall will have a larger cavity in which to put more insulation. The outside walls will allow less heat transfer in or out of the building and offer more mold resistance through its construction and materials. He will be able to increase the R value from 21.69 to 29.44 which surpasses the LEED's standard and offers a 55% increase over the recommended R-19. The old walls will have firring and added
insulation whereby one won't see where old walls meet new.
The next topic Mr. Wells covered was the proposed location of the History Room. Mr. Wells continued his discussion regarding the placement of the computer lab that has been proposed to be located near the History Room (originally in the children's area). It will be set inside glass walls that allow for classes to be held without disturbing other patrons and provide visual supervision to those inside. This will allow the staff to view if anyone is doing anything improper on the computers and help control the need for additional staff. Ms. Vocelli added that they have always been open with computer usage but have also stepped in when that usage was inappropriate. Mr. Wells also repositioned the Assistant Director's office near the staircase for easy access to computer servers which will be located below that
office in the basement. Ms. Miller said there would be twelve dual use computers in the lab which will be wired for instruction and public use. There will also be computers (8) outside the lab for public use. She added the staff is always helping patrons with the computers. Ms. Miller mentioned that the Library Board had approved a print management system whereby a patron would use their library card for printing that accumulates the number of copies made which offset prepaid amounts on the card. Ms. Hornaday reiterated the need for computer classes especially for the seniors and the use of glass partitions a great idea especially in this day and age of monitoring youth and liability. Ms. Miller added that there is a module available to add to the print management system that will enable monitoring usage on computers and the ability to send out warnings to stop untoward behavior. Ms. Vocelli said the current WIFI internet system the Library offers does not access the
Library's internal network but goes through Comcast.
Mr. Wells discussed encouraging increased use of the History Room. He added a sitting area around the window that was not there before. The arrangement of the materials is more accessible and easier to manage. Display areas will be on both sides of the doors. Ms. Carney asked if it would still be used as a meeting place to which Ms. Vocelli answered that this function would now be provided in the second floor conference boardroom. Ms. Stokesbury questioned if the cost of the computers came out of the building budget. Ms. Vocelli said the Library Board had been funding the computers for the last ten years and they would not come out of the State money. Mr. Boos added that the cost of computers has come way down. Mr. Wells added that the cost for the computer lab and stairway configuration would not add to the budget
as there was no need to bump out an outer wall. Ms. Stokesbury expressed her concerns that the History Room is in a great location but doesn't offer much accessibility. Ms. Vocelli offered that their hope is to generate more interest in the History Room as other libraries have been successful, such as West Hartford, by offering more local information. Mr. Wells hopes additional display cases will also help. Ms. Miller thinks the location will be much better compared the History Room being tucked away on the second floor. Classes taught in the computer lab could incorporate history which can lead to more visits to the room. Ms. Robinson hoped for consensus on the History Room location to allow for the next steps in the design process. Most members like the location and its plans for more accessibility. The committee discussed the matter and decided to leave the History Room and computer lab as proposed by the architect.
Mr. Wells continued with the first floor schematic design review by noting the double doors leading to the courtyard being scaled down to a single double door which will allow more usable space along the wall which could be also used for tax forms for example. Mr. Wells discussed changes to the second floor which include staff area changes, better lighting in the children's study area, reorganization of the pre-school furniture, story hour and classrooms, and also create a graphic (painted) store front with adult and children sized entrances. The "stores" would have shelves which provide storage for the children's items rather than typical cabinets or boxes. Ms. Stokesbury brought up the issue of quiet study areas. She was concerned that children would avoid open tables where a tutor and child would be and
consequently limit space. Mr. Wells offered that there would be lots of quiet spaces from which to choose. Mr. Wells will discuss interior finishes at the next meeting.
Mr. Grabinsky discussed three mechanical system options. Option one is a baseline system using a two-pipe design that is similar to the one the Library is currently using. Digital controls are included to better manage temperatures throughout the building and can be operated by a computer to adjust temperatures as needed. Mr. Grabinsky based the system's fuel on natural gas use and not oil, citing today's price differences. This system would garner up to one point towards the LEEDs silver standard. Option two is an upgrade to the system we are currently using. He recommends a four-pipe system which helps alleviate temperature swings during seasonal transitions. This system would last longer but require more maintenance. This also would generate up to one point for the LEEDs silver standard. Option three is a
form of geothermal heating/cooling system which uses a constant ground temperature for heating and cooling. Wells are dug and a closed pipe system filled with a refrigerant is run through the ground to heat pumps placed throughout the building. Using a refrigerant instead of water in the piping helps cut down on both the depth and number of wells needed to be drilled. This system design provides for much less intrusion of ceiling and wall space. This also alleviates the need for noisy outdoor chillers which the other options would require. This system would give up to 10 of the points towards the LEED's silver standard. All three systems would meet ASHRAE code requirements and have life spans of approximately 20-25 years. System three would require borings to determine how many wells need to be drilled to accommodate the Library's needs at a cost of about $5,000. Option three would be the most energy efficient of the options. Ms. Hornaday questioned
the threat to neighboring wells with drilling new wells for a geothermal system. Mr. Grabinsky explained that the refrigerant pipe system is sealed; solely tapping into the constant temperature of the earth, not the water, and the refrigerant is biodegradable in case of a leak. Mr. Boos expressed his concern that there were not enough mechanical contractors out there who were familiar with option three. Mr. Zahren said he received five bids in a week for his system and felt comfortable with the pool of contractors familiar with this type of installation. Mr. Grabinsky is currently installing this type of system in East Hartford. Mr. Zahren asked if the systems' costs included any energy rebates to which Mr. Grabinsky said no. Mr. Zahren told of a $2000/ton rebate available through stimulus monies and they are taking applications now. The library needs about 80 – 100 tons to operate. Ms. Robinson volunteered to contact our CL & P representative Mr.
Mark Massaro to inquire about possible rebates. Mr. Zahren added that the first two options burn fuel whereby the third option uses the constant temperature of the earth so that the long term savings are in energy costs. Mr. Wells would like a decision about an HVAC choice because he needs to proceed with design around the option chosen. Ms. Stokesbury questioned the downside was to choosing geothermal to which Mr. Grabinsky answered the up front costs. He did point out that the original project budget was based on option #2. The geothermal system is projected to cost less. Ms. Robinson said aggressively pursuing the rebates would certainly help to defray those costs.
Mr. Goldsholl motioned, Mr. Boos seconded and all agreed to select the third mechanical option - geothermal system - for installation in the Library renovation. None opposed. Mr. Kuziak was absent for the vote.
VI. LEEDS CERTIFICATION - REVIEW & APPROVAL
Ms. Hornaday feels that since Mr. Wells is designing the building to meet the LEED's silver standard that it'd be unnecessary to commit the extra $150,000.00 for the certification if the State did not appear to require it at this time. Ms. Robinson reminded the Committee that it'd be more difficult but not impossible to go back and get the paperwork needed to satisfy the certification if need be but to keep that in mind in making a decision. Mr. Grabinsky thought the design had to be further along before the committee needed to make a decision. He also said it would affect the construction manager as he/she would have to track all the paperwork and would they be willing and familiar with the process. Mr. Zahren is concerned that the State's certification process, in regard to its grant money awarded, could very well
be equal to or even more rigorous than the LEED's certification process. Ms. Robinson reminded the Committee that thus far the State does not require LEED's certification. He added that the million dollars granted for the project could be at risk. Ms. Hornaday decided to table the decision until another time.
Ms. Robinson mentioned the Library Board will attend the next Town Council meeting to discuss their fundraising efforts. She also recommended a memo from the Committee to review our progress on various points and the LEEDS issue as well.
VII. CONSTRUCTION MANAGER PROPOSALS
Ms. Robinson would like the members to read through the proposals and have their interview selections (five at the most) to discuss at the next meeting, February 3rd, and set up interviews the following week pending an agreeable meeting time. She'd also like to have a decision on a firm to recommend in time to present at the March Town Council meeting. Ms. Hornaday asked Mr. Boos how construction managers could also be general contractors. He said that it was really a form of contract and to look more for those with the construction management experience. Ms. Robinson added to avoid those that offered to use their own workers as this would just end up as a general contractor. Mr. Boos said to look at medium sized companies as he felt they would give us the best service. Mr. Goldsholl suggested using a system similar to
the one used to choose the architect for the project. Ms. Robinson offered to bring sample interview questions to the next meeting. Ms. Hornaday requested that Mr. Wells and/or Mr. Tuthill attend the interviews as well.
VIII. TEMPORARY LIBRARY UPDATE
Ms. Robinson reminded the members of the upcoming proposed relocation site visit for Friday at 2:00 PM at 20 Security Drive. The Building Official is concerned with the load capacity and ability of the flooring to handle the weight of the books. The committee will have to look for other options if the site won't work.
IX. OTHER BUSINESS
Ms. Hornaday shared an e-mail she received from Mary Suter detailing that fundraising efforts have generated pledges of $300,000.00 so far and she's hoping the members of the committee also make a commitment to the fundraising. It'd be a message to the Town Council that the committee is very dedicated to the Library project.
Ms. Robinson mentioned the budget piece that was included in the member's agenda package. She is going to go ahead with the Eagle Environmental hazardous building material inspection. Mr. Wells told of the brick samples that are available for view at the Library.
X. ADJOURNMENT
Ms. Carney motioned, Mr. Boos seconded and all agreed to adjourn the meeting at 10:00 PM. None opposed.
Recorded by: ______________________________
Susan Gatcomb, Staff Person
______________________________
David Goldsholl, Secretary
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