AVON FREE PUBLIC LIBRARY RENOVATIONS & ADDITION PROJECT
BUILDING COMMITTEE MINUTES
FEBRUARY 15, 2012
I. CALL TO ORDER
The meeting was called to order at 7:00 PM by Chairperson Diane Hornaday in the Avon Free Public Library, Conference Room Second Floor. Members present: Chairperson Diane Hornaday, Secretary David Goldsholl, Janet Stokesbury, Barbara Leonard, Diane Carney and J. Tad Kuziak. Member absent: Scott Boos. Also in attendance were Assistant Town Manager Steve Bartha, Director of Public Works Bruce Williams, Library Director Virginia Vocelli, Architect Peter Wells, Enterprise Builders Operations Manager Mike McNaboe and Library Board President Mary Suter.
II. MINUTES OF PRECEDING MEETING – January 18, 2012
Ms. Carney expressed deep concern over the role of the committee with regard to voting on an item and then having it reopened. Ms. Hornaday clarified that protocol regarding reopening a voted and finalized item would require a vote of the majority and the case of bricking the door near the walk-up book drop was opened unofficially. Ms. Carney posed why the committee existed if votes did not count and why this keeps happening. She continued that special interests with their own agendas were being served while disregarding the vote of the committee and asked that be this reflected in the minutes. Mr. Wells suggested the blame rested with him with regard to the door issue as he thought it was worth revisiting after observing the conditions over several months and said he had no special interests.
Mr. Goldsholl questioned whether the Library Board was going to be responsible for the cost of the special “nook.” Ms. Leonard said that the Board was not to meet until the end of the month, February 28th, at which time would be approached for consideration of this additional item.
VOTE: Mr. Goldsholl motioned, Ms. Stokesbury seconded and all agreed to accept the January 18th minutes as presented. Ms. Carney and Mr. Kuziak abstained as they were absent from the meeting.
III. COMMUNICATION FROM AUDIENCE
Ms. Hornaday welcomed Ms. Suter to the meeting. Ms. Suter noted that they are starting to form a grand opening committee and extended welcome to the committee members to join. The first meeting will be tomorrow at 5:00 PM in the same room – second floor conference room in the Avon Library. She continued that the first order of business will be choosing a date for the grand opening; an addition to the soft opening as business is conducted for the patrons after the five week shutdown. Ms. Suter suggested early June for a date – the first or second week on a Sunday – June 3rd or June 10th. Ms. Hornaday suggested that Mr. Bartha confer with the Town Council to make sure there is no conflict of events on the date. She continued that the committee’s function is to tell the
Town Council that the building is ready to be accepted and they in turn officially choose the date. Ms. Vocelli reminded that the committee could recommend a date to the Town Council. Mr. Bartha suggested Ms. Hornaday attend the March Council meeting to give a brief update, because we are approaching substantial completion, and suggest dates. Mr. Bartha included the groundbreaking brochure with the agenda to give a guideline for the grand opening. Ms. Suter said the newly formed committee will arrange the food and handouts and also discuss escorted tours throughout the day or have a musical group from the school to entertain or puppet shows in the kid’s room. She continued that the library staff and library board think it a good idea to think of some events to surround the official opening and ribbon cutting ceremony to welcome the special donors. It would help to show people just what the building can and will do for all ages.
Mr. Goldsholl questioned the timeline referring to the library closing from mid-March through April 19th. He asked Ms. Vocelli what the staff will be doing after that through the month of May. Ms. Vocelli said it will be a buffer time – getting things organized, mentioning also they will not be booking the community room during that time as well. Mr. Goldsholl clarified that a soft opening still would not occur before April 19th and perhaps towards the end of April. Business would occur but with no fanfare.
Ms. Hornaday questioned when the punch list would be done. Mr. McNaboe said the end of March and returning back to the jobsite in order to address small items that may not be working. Mr. Wells explained that it is done while other work is being done. He said the correct way to do it is with one punch list so he is going around to everyone for their input. Ms. Hornaday suggested having the March meeting again at the library where the committee could look around too to offer input.
Ms. Suter noted that they are thinking of having one or two events for the donors: the significant donors and the donor wall eligible people and a much less formal event to welcome all donors to the library as a way to say thank you for the contributions to the fundraising campaign. She continued that it will contribute to the cultivation process to keeping people interested in the library and for the years ahead. These things will be discussed at the meeting tomorrow.
Mr. Bartha suggested the members look at their calendars to find the best date for the grand opening. Ms. Hornaday reminded to check this against the town calendar as well. Ms. Hornaday thanked Ms. Suter for the information.
IV. COMMUNICATION FROM COMMITTEE MEMBERS
Ms. Stokesbury reported that she drove by the library at 12:45 AM and the parking lot was all lit up and questioned when the lights were supposed to go out at night. Ms. Vocelli understood that they should go off at midnight and will find out why they were still that late. Ms. Hornaday warned that they needed to keep lights on at her church because people had stolen plantings. Mr. Williams said that plants have already been stolen from the library site.
Mr. Goldsholl thanked Mr. Bartha and Ms. Vocelli for their recent email efforts as he said he felt it kept him in the loop and as a reminder and found the information to be helpful.
V. UPDATE AND REPORT FROM a. Construction Manager, b. Architect
Mr. McNaboe reported that mechanical rough-ins are substantially complete in the Phase II part of the construction. Second floor drywall is complete and being painted. First floor drywall is being taped and the bathroom tiles are being installed. The exterior book drop is being wrapped up and everything else is up to date. Mr. Goldsholl asked if inspections were complete and Mr. McNaboe said they are ongoing. Ms. Hornaday thanked him for the report.
Mr. Wells said he continues to confer daily with the superintendent in case any issues arise. Refinishing/replacement issues with window sills were rectified by deciding to refinish the existing. He added that there were no major issues.
Ms. Hornaday relayed that comments about the construction have been wonderful. People love the look of the building and the windows and the courtyard and that what we had hoped for is really occurring. She continued that the residents are feeling really good about the facility and what it’s going to look like. One of the things most mention is that the brick matches well and these are the kinds of things people pay attention to. Mr. Wells added to wait until the partition comes down and the landscaping goes in for the real reaction of the patrons.
VI. OLD BUSINESS a. Project Budget Update, b. Approval of Invoices, c. Review of Potential Change Order Log, d. Shelf in Women’s Bathroom, e. Review/Update on Roof/Water Issues, f. Report on Book Truck purchase
Mr. Bartha referred to the budget that was included in the agenda packet. He said we have incurred expenses of $287,341 out of a possible $447,367 in contingency and that non-contingency line-items total roughly $90,000 in savings. When you combine those numbers, there is roughly $250,000 that is currently not assigned to anything in the budget. His accounting shows potential change orders that total $86,000, which are still in pricing or need review and approval. Three potential change orders are further in the agenda that include: 1) self checkout request, 2) window tinting in the atrium, and 3) addition for window treatments throughout. He noted that we are getting close to completion and feels we are in pretty good shape. Mr. Kuziak questioned if there was any big risk out there. Mr. Bartha said no and
we’re about $95,000 to the good. Ms. Stokesbury questioned the legal and bonding amount. Mr. Bartha said we’d need monies there to pay for going to bond. He clarified that the balance column represented where we were trending and that these were estimates.
Ms. Hornaday questioned last month’s discussion where the Town Manager was going to negotiate with Enterprise over the lost days due to weather. Mr. Bartha said we now have a dollar value shown on the PCO log #105 for $26,677 and this figure would still have to be negotiated between the architect, construction manager, Town Manager and Town Attorney before settlement could be made. Ms. Hornaday thanked Mr. Bartha for his report.
Mr. Bartha reminded that the invoice for the P & Z’s requirement for submission of an as-built needed to be included on the agenda.
VOTE: Mr. Goldsholl motioned, Mr. Kuziak seconded and all agreed to add the Hodge, LLC invoice #1559, dated 1/30/12 for $5,750.00 to the agenda. None opposed.
Ms. Stokesbury questioned why the need for an as-built was not included in the budget. Mr. Williams said they are not always required but that it was a condition of the planning department to show that things were not changed during the construction process. Ms. Stokesbury felt it was a standard of a construction project and should have been included.
VOTE: Mr. Goldsholl motioned, Ms. Leonard seconded and all agreed to present for payment the following invoices: Enterprise Builders, Inc. application and certificate for payment #015, dated 1/31/12 for $346,263.00, Special Testing Laboratories, Inc. #26162, dated 1/31/12 for $450.00, BCI #31185, dated 1/19/12 for $8,025.00, BCI #31331, dated 2/6/12 for $3,470.00, Data Tel #00014147, dated 11/18/12 for $9,804.80, Target Enterprises, Inc. #249366, dated 1/30/12 for $58.48 and Hodge, LLC #1559, dated 1/30/12 for $5,750.00 for a total of $373,821.28. None opposed.
Members discussed the change order log. Mr. Bartha referred to items 96 (arched nook, 100 (carpet accent circles), and 102 (drywall modifications). He said the final cost for the nook would be $2,274. The other two items are their own agenda items and would be discussed later in the meeting. Mr. Bartha said there was nothing to be done at this point with the items but were presented for information.
Ms. Hornaday asked that the nook be explained to Ms. Carney. Mr. Bartha referred to the last meeting’s discussion that looked for a final cost and Ms. Stokesbury’s question if the Library Board would cover the cost. Mr. Goldsholl noted that the work has been done already.
Mr. Wells referred to the information that was included in the agenda packet regarding the shelving in the women’s bathroom. He said the number of sinks could not be reduced because of the plumbing code. Ms. Carney suggested that the sinks be changed as a solution. There are two ways to deal with the shelf issue: 1) one is to place a shelf somewhere in the room or 2) place a fold down one between each pair of sinks. Mr. Wells said there is no requirement for a shelf in the bathroom and there is no room to put one above the sinks because of the mirror. Ms. Carney suggested hooks as an alternative. The other members concurred. Mr. Wells said that a hook could be placed between the sinks.
Mr. Bartha referred to an email he sent the members February 3rd; unfortunately, he still did not have the numbers for the drainage in the courtyard area. Mr. Wells suggested not putting underground drainage in the courtyard but instead place attractive river stone in the areas where the water falls off the roof or at the bottom of the leaders at 5 places. The dollar amount would be affected by this choice and the scupper and leaders would still be installed. Ms. Hornaday really likes the look of his suggestion. Mr. Wells checked with the building official who was in agreement with this plan. Ms. Hornaday asked if the zoning was involved and Mr. Wells said no as it did not affect the zoning plan. Mr. Bartha reminded that if the price is under $10,000 then Mr. Williams can sign off on it. He referred to the
email attachment showing the different options and prices for the courtyard area. Mr. Williams suggested that really the heat trace and drain issue were two different ones and would it be alright to treat it as such. Mr. Williams suggested looking at the river stone at St. Ann’s Church to see what it looks like. Mr. Goldsholl summarized that it could be broken into three separate change orders which could be handled by Mr. Williams: 1) heat trace for roof, 2) drainage and 3) stone work.
VOTE: Mr. Kuziak motioned, Ms. Leonard seconded and all agreed to move forward with the courtyard drainage mitigation design, breaking the change order into three separate items, as suggested by Mr. Williams. None opposed.
Mr. Bartha continued the discussion with the water/roof issue at the front of the building near the walk up book drop. It would cost $7,200 to brick up, insulate and finish the inside of the door and install the light above the book drop. This would alleviate the need to break up the sidewalk which can be covered in stone in that corner. There is no basement under this area for infiltration. Mr. Williams said he can add a yard drain to take the water away. Ms. Stokesbury reminded that the water flying off the roof was the original issue so we’re not fixing the issue but the water will still continue to fly off the roof. Mr. Bartha said yes the water will come off the roof but instead of patrons and a door, it will be hitting grass and stone. Ms. Stokesbury questioned that the water would still be a destructive force
coming off the roof that fast. She thinks putting the scupper and drain and not bricking up the door will save money. Mr. Bartha said the concrete is two feet thick held together with re-bar and the cost to remove it would be expensive. Ms. Hornaday asked what it would cost to put a scupper up. Mr. Williams said it would be an expense when the water falls to the ground onto the stone to a yard drain anyway. Ms. Hornaday said there would be not vote but that it was for information only.
Mr. Bartha updated the members on the book truck purchase. Ms. Newell solicited three quotes, but had to reject the low price because of problems with the manufacturer’s product in the past. She was able to save $306.75 as compared to the State contract.
VII. NEW BUSINESS a. Review and Approve: PCO 102 (Drywall, 1 of 2), b. Review and Action: Self Check-Out System, c. Review and Action: Window Treatments, d. Review and Action: Arched Window Tint, e. Review and Action: Carpet Circles PCO
Mr. Bartha described the drywall modifications change order as the net sum of second-floor sheetrock changes discovered in the field. The net result is $19,322, which needs to be paid to the contractors as the work has been done. Additionally, the drywall has been completed on the first floor as well and a change order will be needed to cover that work. He expects it to be a smaller amount as there were fewer modifications. Mr. Wells noted that there will be a credit for three soffits that were planned but were able to be eliminated. Mr. Goldsholl questioned why these modifications come about and does it have to do with poor planning or workmanship. Mr. Wells said everyone spends a lot of time coordinating the different systems but there are times when situations arise that need to be accommodated. Mr. Wells said too that
unanticipated existing hidden structure problems have to be addressed as they come up.
VOTE: Mr. Goldsholl motioned, Mr. Kuziak seconded and all agreed to accept the change order #102 (drywall modifications – Phase 1 & 2) in the amount of $19,322. None opposed.
Mr. Bartha discussed the self check-out system. He began that the original IT budget included $10,000 for a self check-out kiosk but by the suggestion of Mr. Feld it belonged in another area. It was not put out to bid as there was not money in the IT budget to cover it. The original design called for three of these items. The cost would be $9,280.00 each. Two of the kiosks are being funded by the Library Board and the Hartford Foundation, and Ms. Vocelli asked that the building committee consider purchasing the third from project funds. This 3M kiosk was chosen because it is part of the Library Consortium’s standard technology used for reciprocal borrowing. It was competitively bid by the Consortium in 2009 and the purchase is in compliance with the town’s purchasing policy. Mr. Goldsholl
questioned that this will mean a patron can check out his own books without any help. Ms. Carney questioned why we needed three. Ms. Vocelli said there’d be two on the first floor and one in the children’s area. She added that it would not be used to reduce staff but to make it more efficient for the patrons. She continued that this way we will already have equipment that eventually leads into the purchase of the RFID system. Ms. Vocelli added that it would free staff to work in other areas rather than be stuck at the circulation desk. Ms. Hornaday reminded that older citizens don’t necessarily have computers and may be put off by the modern technologies and an interim transition period would be helpful. Ms. Vocelli said the software was very easy to use too. Mr. Goldsholl questioned the maintenance contract and how much it would cost. Ms. Vocelli said free for the first year and after that about $1,000/machine. Mr. Kuziak questioned the continuing costs for
software maintenance and upgrades. Ms. Vocelli can check on these items. Ms. Hornaday asked for a motion to purchase one of the 3M self check-out kiosks.
VOTE: Ms. Leonard motioned, Mr. Kuziak seconded requesting that service be negotiated at the time of purchase to cover two years to which Ms. Vocelli can check. Ms. Hornaday, Ms. Carney, Ms. Stokesbury voted in favor. Mr. Goldsholl opposed saying it was too excessive. None abstained.
Ms. Newell was unable to attend the meeting to discuss the window treatments, so Ms. Vocelli spoke instead. The total quote for window treatments is $27, 203.80. Ms. Vocelli said the price includes three types of window treatments. She said most of the outside windows will be roller shades with a fiberglass mesh and cleanable with a 0% openness factor. Shades facing the west will have 1% openness. Interior windows would have mini blinds. Ms. Carney questioned why this was coming up now and not included in the furnishings. Ms. Vocelli said these things were previously discussed but now we are getting a better chance to see how the light comes in through the windows. Mr. Williams recently attended a Northeast Utilities seminar that told of their programs available including one which will now fund tinting commercial
windows. He would like to get information to see if it would apply and expedite the process to see if we could benefit. Ms. Hornaday recalls that we sought to get pricing on window shades given the glare coming through the windows and questioned if the price covered all of the windows. She said she’d like to investigate Mr. Williams’ idea to see what our options are. Ms. Hornaday said too that in discussions with Ms. Newell, if we were going to buy that we buy quality. Ms. Vocelli said the advantage of buying all at once is that you get the same thing if you can do that. It is Mr. Bartha’s understanding that the Library Board will consider funding this item at some level at their meeting the 28th. Mr. Williams said another program the utility offers is software that shuts computers off at night as an energy saver.
Ms. Stokesbury feels that the estimate for the window treatments is very high. Ms. Hornaday said the amount of window treatments was more than what she anticipated. Ms. Vocelli noted that you’d need coverage for the community room. Ms. Hornaday suggested tabling a vote for the window treatments and tinting to wait to hear Mr. Williams’ information, the outcome of funding from the Library Board, and perhaps too people would like to see the fabrics first before selection.
VOTE: Mr. Goldsholl motioned, Mr. Kuziak seconded and all agreed to table the decision to purchase window treatments and tinting until more information was available until the next meeting. None opposed or abstained.
Members discussed the carpet circles. Mr. Wells said they were certainly discussed but were unwittingly omitted from the bid documents. He feels they are a functional concern and not an aesthetic one. He said the trendy word for them is “way finding” and that it works. Ms. Hornaday really feels that the circles were included in the plans. Mr. Bartha said they were not included in the construction drawings for bid and that the cost to add them would be $4,054. Ms. Carney questioned why we’d have to pay for it. Mr. Wells said we’d pay for it anyway. Mr. Kuziak has toured libraries and agrees that it is very effective. Mr. Goldsholl suggested asking the Library Board to help pay for it. Mr. Kuziak and Ms. Leonard disagreed and thought that it was not an enhancement and the Board was already being
asked to contribute a lot. Ms. Leonard thinks it was an error and we should go for it. Mr. Goldsholl and Ms. Carney concurred that they felt they were being baited and switched and the leftover money is the problem that everyone was going for it. Ms. Carney said you really don’t need something to tell kids where to go. Mr. Wells said you don’t have to have it but that it works. Ms. Vocelli said it was a fun feature for the kids. Ms. Carney feels the Library Board should be asked to pay for the carpet circles, considering it an enhancement. Mr. Kuziak questioned honoring the carpet warranty after it’s been cut. Ms. Stokesbury agrees with Mr. Goldsholl and Ms. Carney that there were lots of these little mistakes but would make the motion to order this as it is a mistake and never intended for the Library Board to pay for it. Ms. Hornaday is disappointed because she was at those discussions and it was very clear that the carpet circles were to be included.
VOTE: Ms. Stokesbury motioned, Mr. Kuziak seconded to accept the PCO 100 (carpet accent circles) for $4,054.00 and Ms. Hornaday, Ms. Leonard agreed. Ms. Carney and Mr. Goldsholl opposed. None abstained.
Ms. Hornaday asked that it be checked to see if we indeed had the carpet for the circles on site. Mr. Bartha will check with Mr. Czarnecki.
VIII. OTHER BUSINESS a. Discuss Grand Opening
This item was discussed under Communication From Audience. Ms. Hornaday said that she will be attending the Library Board’s newly formed committee tomorrow evening.
Ms. Vocelli questioned who will be supplying the plaque that goes on the building. Ms. Hornaday said the town takes care of it. Mr. Goldsholl reminded that the next meeting will be held at the library.
IX. ADJOURNMENT
VOTE: Mr. Kuziak motioned, Mr. Goldsholl seconded and all agreed to adjourn the meeting at 9:17 PM. None opposed.
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Susan Gatcomb, Staff Person
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David Goldsholl, Secretary
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