AVON FREE PUBLIC LIBRARY RENOVATIONS & ADDITION PROJECT
BUILDING COMMITTEE MINUTES
APRIL 25, 2012
I. CALL TO ORDER
The meeting was called to order at 7:48 AM by Chairperson Diane Hornaday in the Avon Free Public Library, Second Floor Conference Room. Members present: Chairperson Diane Hornaday, Secretary David Goldsholl, Janet Stokesbury, Diane Carney and Barbara Leonard. Members absent: Scott Boos and J. Tad Kuziak. Also in attendance were Assistant Town Manager Steve Bartha, Director of Public Works Bruce Williams, Library Director Virginia Vocelli, Architect Peter Wells, Design Consultant Janis Newell and Enterprise Builders Project Engineer Wayne Czarnecki.
II. LIBRARY TOUR LED BY CM AND ARCHITECT
No tour taken.
III. MINUTES OF PRECEDING MEETING – March 21, 2012
Ms. Stokesbury asked for clarification on what is life safety? Mr. Czarnecki explained that it refers to fire alarms.
On page 6 under New Business, Ms. Hornaday noted that “not” should be inserted between “could” “take” on line 26.
VOTE: Mr. Goldsholl motioned, Ms. Leonard seconded and all agreed to accept the March 21st minutes with the change. Ms. Carney abstained as she was absent from the meeting.
IV. COMMUNICATION FROM AUDIENCE
Ms. Vocelli stated that the community loves the new building, the colors, and space. At Monday’s soft opening, there were 10 people waiting in line. There was a flurry on Tuesday afternoon with volunteers from the Friends greeting people. It was a very busy day. Staff/volunteers worked hard to get the building ready.
Ms. Carney wanted to know if the Library is looking for History Room volunteers. Ms. Vocelli said yes. Ms. Carney noted that it was a great idea.
Ms. Vocelli informed the committee that electronic bells/whistles were going in this week. Mr. Wells inquired on whether the self-check was working well? Ms. Vocelli responded yes. Ms. Carney shared that she used self-check and likes it! Ms. Vocelli also said that the drive by book drop opened on Monday and is very popular! Mr. Wells stated that he should have put chair rails on walls in both book drops to protect walls/doors at appropriate height from book drops. Mr. Bartha said that this would be a Department of Public Works (DPW) project at this point.
V. COMMUNICATION FROM COMMITTEE MEMBERS
Ms. Carney noted that there were no chairs at the Reference Desk. Ms. Vocelli said that public cubbies do not line up with Staff cubbies, which are at an angle. Ms. Vocelli responded that chairs will be put there. Mr. Wells said that the desks were deliberately designed flush, with no knee over hang.
Ms. Carney stated that she does not care for purple, fake leather wing chairs. Ms. Newell said that the original material was discontinued, this was a substitute. Ms. Carney said that the fiction sign is not visible. Ms. Vocelli said the nearer soffit isn’t as tall; letters wouldn’t fit.
Ms. Hornaday observed that the leaders and scuppers do not match the gutters; and inquired about painting them brown. Mr. Czarnecki said that unpainted lead coated copper is designed to withstand weather/time. Mr. Wells pointed out that the one in the front is original to the building. Ms. Hornaday asked about the fogged arched window in the Teen Area. Mr. Bartha responded that it is original and has a broken seal and not part of project and that it would need to be priced. Ms. Hornaday stated that they may want to consider funding it out of Contingency. It looks bad. Ms. Carney wanted to know why it wasn’t part of the project or fixed previously. Mr. Bartha responded that it is already in pricing. Mr. Goldsholl voiced his concern about the budget, stating he did
not believe that they had any extra dollars left. He said the window had been compromised for twenty-four years and no one had taken care of it – why now? Ms. Carney said that they should not pay for the window from the Town Budget. Ms. Hornaday responded that the renovation should cover it, if there is money. Ms. Newell asked whether there will be signage on non-fiction section. Ms. Vocelli responded yes.
Ms. Hornaday stated that the trustees had their party last Sunday for large donors. Ms. Carney said that she was insulted the committee had not been invited. Ms. Stokesbury said that it was a nice event, but the Library Building Committee was not mentioned. Ms. Leonard said that no mention was made of the Friends either.
Ms. Hornaday asked about how soon the gallery tack boards would be used, saying it was a funny space and needed posters. Ms. Vocelli responded soon, and that by June 10th there would be artwork on both sides of the gallery.
Ms. Hornaday shared with committee a question she received yesterday at the polls concerning the unanticipated electric bill size, which we expected to grow, but apparently has been quite high. Mr. Wells reported that CES recently received a balancing report on Geothermal System and that an answer is expected from CES in the next few days. Ms. Hornaday said that the committee will need the information by the next meeting and asked whether the decision on Geothermal was all about LEEDS. Mr. Wells reported that the system was a factor in the LEEDS equivalent scoring. Mr. Williams responded that yes the Geothermal System is functioning well, noting that utility cost is a function of the building size and equipment, too, not just the geothermal system. Ms. Hornaday asked Mr. Wells for a clear
explanation at the next meeting. Mr. Bartha noted that the CES projection for the electricity cost in the new building with the geothermal system was roughly $42,000, so to be conservative $47,000 was budgeted. Mr. Wells stated that he may extend an invitation to CES to attend the next LBC meeting. Mr. Goldsholl said that early on, Ms. Blythe Robinson shared utility projections at public meetings, detailing anticipated savings. He said this was now a huge concern, stating that as a building committee, they trust the experts who assure them that the numbers are good. He asked if they were gamed, noting that in the private sector people lost their jobs for mistakes of this magnitude. Ms. Hornaday responded that Bernie Zahren, Chair of the ACEC, came to the LBC to assure the LBC that the Town Council supported Geothermal. Ms. Hornaday said that we need to know the correct answers, even if they are not answers people will like. Mr. Wells
stated that CES does computer models based on design to project consumption; the question is why the actual deviates from the projected.
VI. UPDATE AND REPORT FROM a. Construction Manager, b. Architect
Mr. Czarnecki reported that the construction is complete, except for a minor punch list. Mr. Goldsholl asked what the biggest punch list item is. Mr. Bartha responded that the total sum is $32,200, with the highest item at around $5,000. Ms. Newell asked about dye lot in carpet. Mr. Czarnecki responded that the problem has been corrected. The flooring contractor (BK) used attic stock to fix the issue. Ms. Newell wanted to know if the attic stock is now depleted since it is a difficult color. Mr. Czarnecki said that he would check. Mr. Williams said that if attic stock is used to fix problems, what about attic stock? He is worried about quantity. Mr. Czarnecki said that he would need to check. Ms. Newell said stock is 5%. Mr. Czarnecki again said that
he would look into this. Ms. Newell said “please hold feet to fire.”
Mr. Wells informed the committee that all operating and maintenance manuals have been received except from CES. Mr. Bartha asked if Mr. Wells had returned all as-builts to the Building Department. Mr. Wells said he will find them. Mr. Wells noted that people seemed happy with the look of the new building, commenting that a friend said they couldn’t tell the old from the new. The Committee said the building was well done.
VII. OLD BUSINESS a. Project Budget Update, b. Approval of Invoices, c. Review of Potential Change Order Log, d. Review and Action: Window Treatments, e. Grand Opening Pamphlet (June 10, 2012 at 1:00 p.m.)
Mr. Bartha reviewed the budget. Ms. Hornaday asked why the credit rating agency was not itemized in the budget. Mr. Bartha reported that the original legal budget was not itemized, and that it was only after discussing the October Bond Sale that the Credit Rating Agency Costs of approximately $25,000 were not included; however, the overall legal budget is only $11,000 over budget, not $25,000. As such, this unanticipated cost reduced the project balance, but does not result in a cost over-run. Mr. Bartha reported that the $10,652 Drywall Change Order had been previously reviewed and was included for approval. Ms. Stokesbury questioned whether $30,000 in drywall change orders was normal. Mr. Wells said yes, that the building has roof slopes and angles of beams that impacted the figure as
well as unexpected changes resulting in some walls needing to be moved. Mr. Czarnecki said the figure reflected an $8,000 credit as well.
Mr. Bartha mentioned that the Furniture by Design invoice in the amount of $770 was added to the invoices that require approval.
Ms. Hornaday asked if Mr. Bartha and/or Mr. Williams can estimate the value of in-kind services to the project. Mr. Bartha stated that they can work up an estimate. Ms. Hornaday said that it would be helpful to have a ballpark.
VOTE: Mr. Goldsholl motioned, Ms. Carney seconded and all agreed to add the $770 invoice to the agenda and approve the invoices for payment, as presented:
Vendor
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Invoice / Quote #
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Date
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Total Amount
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Enterprise Builders
|
Requisition #17
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4/23/2012
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$532,134.00
|
Tuthill and Wells
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4212
|
4/17/2012
|
$18,957.95
|
Arrow Concrete Products
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1070339
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3/21/2012
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$444.00
|
AHH Harris
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2175446-00
|
3/23/2012
|
$140.04
|
Dunning Sand & Gravel
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153508
|
3/26/2012
|
$1,842.94
|
Fandotech
|
AAAQ5168-01
|
3/23/2012
|
$760.00
|
Data Tel – 3 invoices
|
00014423
00014424
00014425
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4/17/2012
4/17/2012
4/16/2012
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$22,533.00
|
Furniture by Design
|
2844
2844-2
|
3/26/2012
4/16/2012
|
$ 42,545.00
|
Insalco
|
2476
|
3/12/2012
|
$1,325.68
|
RIS – 5 invoices
|
4461
4481
4497
4552
4553
|
11/23/2011
12/20/2011
1/30/2012
4/16/2012
4/16/2012
|
$133,044.00
|
Red Thread (BKM)
|
264099
|
4/11/2012
|
$15,734.23
|
Robert H. Lord Co.
|
27379
|
4/19/2012
|
$5,979.63
|
Tucker Library Interiors
|
7275
Quote
|
4/4/2012
4/2/2012
|
$64,671.43
|
BCI – 3 invoices
|
30896
31744
31863
|
12/9/2011
3/29/2012
4/11/2012
|
$68,271.00
|
Creative Library Concepts
|
3447
|
4/3/2012
|
$54,311.50
|
TOTAL
|
$962,694.40
|
None opposed.
Mr. Bartha reviewed the change order log with the committee. Action was requested on the drywall.
VOTE: Mr. Goldsholl motioned, Ms. Leonard seconded and all agreed to approve the Drywall Change Order valued at $10,652. None opposed.
Mr. Bartha reported that after competitively pricing window treatments, the actual cost is roughly $15,000, or $9,000 less than originally anticipated.
VIII. NEW BUSINESS a. Review and Approval: Project Plaque
Mr. Wells requested that the committee add Ms. Newell’s name to the contractor list for the Grand Opening. Ms. Hornaday informed the committee that Representative LeGeyt can’t attend the grand opening, but he will work-up the proclamation.
Ms. Newell said that the Wallingford Library included statistics on the new library, like linear feet of shelving, new books, etc. Ms. Vocelli said that Mary Suter’s list included these things. Ms. Vocelli said that plaques will go in the vestibule. Ms. Stokesbury suggested that columns of names should be brought in from edges. Ms. Leonard agreed. Mr. Bartha will work with the sign company to incorporate the committee’s suggestions.
X. OTHER BUSINESS
Ms. Vocelli asked the LBC to look at the chairs by the window and consider either reupholstering or replacing old chairs (66 chairs @ $90/chair = $5,940) at the next meeting.
Mr. Goldsholl asked Ms. Hornaday if, in her prior expertise, is it good to return some balance at the end of a project or spend every penny. He believed it would be pitiful if the Committee didn’t manage a surplus on this project, given the available funds. Ms. Hornaday stated that the slowness of the State Library Grant was a godsend, since it forced us to save money, more than $800,000 less than what was approved. Mr. Goldsholl asked again, do you think zero left in Contingency is okay? Ms. Hornaday responded that she did not think there would be zero, but replied that, yes, it would be okay if that was what was required to do the project right. She said her message was that the Town saved $800,000 plus interest, noting that $8.0 million was approved as debt and only $7.2 million or
so would be required. Mr. Wells stated that on new construction, we aim for 5% contingency; on renovations 7.5% to 10%, noting that this project exceeded these marks. Mr. Goldsholl said that everyone has their hand out because there is money left.
Ms. Hornaday asked if a priority list could be developed, including the foggy windows, sled chairs, and guard/chair rails in the Book Drop. Mr. Bartha said this could be done.
XI. EXECUTIVE SESSION a. Discuss Pending Weather Delay Claim
The Building Committee went into executive session to discuss the weather delay claim negotiations.
VOTE: Motion was made by Diane Carney and seconded by Barbara Leonard to approve the $14,420 negotiated settlement for weather delay. Motion carried by a vote of 4-1. Ms. Stokesbury opposed.
XI. ADJOURNMENT
VOTE: Mr. Goldsholl motioned, Ms. Carney seconded and all agreed to adjourn the meeting at 9:30 AM. None opposed.
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Steve Bartha, Staff Person
__________________________________
David Goldsholl, Secretary
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