Project:
Project No:
Date:
Purpose:
File:
Westborough Public Library
1510300
February 3, 2016, 3pm at Westborough Public Library 2nd floor Conference Room
Westborough Public Library Building Committee Meeting
A01-01
AGENDA
Item
No.
Item
1
Call Meeting to Order:
a) Past meeting minutes.
2
Invoices and Contracts
a)
Company
1
None at this Time
Invoice No.
#
Invoice Amount
$
b) Owner – Designer Agreement Update.
c) Owner – OPM Agreement Update.
3
Project Schedule and Budget:
a) Milestone Schedule – See attached OPM Milestone Schedule dated 02/01/16.
b) Project Budget – To be assembled.
4
New Business/General Discussion/Community Outreach:
a) Review of Program Meetings between WPL and LPA on 01/13/16 and 02/03/16.
b) Review of MLBC Meeting held on 01/27/16, minutes to follow.
c) Update on retrieval of CADD drawings from previous Designers (Perkins & Will, Reinhart).
d) Documentation of Existing Conditions to include Design Update.
e) Review of Alternate Sites, see attached Heery DRAFT Decision Matrix.
f) Preparation for 03/12/16 Annual Town Meeting: (1) Past and Current Building Committee
Activities. (2) Look Ahead Activities (3) MLBC Process (4) Community Information Meetings
g) Open discussion and other business such as: Look Ahead Considerations and Planning thoughts.
5
Upcoming Meetings and Agendas:
a) Next Building Committee Meeting: 03/02/16, 3pm.
b) Project Informational and Community Outreach Meetings.
6
Attachments:
a) OPM Milestone Schedule dated 02/01/16.
b) OPM DRAFT Alternative Site Decision Matrix dated 01/29/16.
7
Adjournment:
END OF DOCUMENT.
1 of 1
Project:
Project No:
Meeting No:
Date:
Recorded By:
Purpose:
File:
WESTBOROUGH PUBLIC LIBRARY
1510300
003
February 3, 2016 - 3PM / Public Meeting Room - Lower Level
Tom Ellis
Building Committee Meeting
1510300 A02-01
MEETING MINUTES
ATTENDEES
Name
Initials
Company
Telephone
Maureen Ambrosino
Edward Baldwin
Dorothy Mello
John Arnold
Leigh Emery
Jim Holmes
Christina Bazelmans
Eric Moore
Westborough Library (WPLBC)
Westborough Library (WPLBC)
Westborough Library (WPLBC)
Westborough Library (WPLBC)
Westborough Library Board of Trustees
Westborough Library Board of Trustees
Lamoureux Pagano Architects (LPA)
Lamoureux Pagano Architects (LPA)
Tom Ellis
Heery
Email
Additional Distribution
Name
Company
OLD BUSINESS
Mtg – Item
001-002
Discussion / Action Item
Deadline
LPA/Heery
Forthwith
LPA inquired on Designer Contract.
01/06/16:
Heery to collect all comments and type up AIA B101 Document
02/03/16:
LPA is preparing a draft of the AIA B101 Contract due to issues with renewal of Heery’s
AIA software license.
001-004
Responsibility
Alternative Site Identification
01/06/16:
1 of 3
Z:\Share\Temporary Project Directory\Westborough_Public_Library\Meeting_Minutes\WPLBC_Minutes\02-0316_WPL_BC_Minutes_Final Draft.docx
OLD BUSINESS
Mtg – Item
Discussion / Action Item
WWPLBC mentioned sites under consideration include but not limited to: State Hospital,
Senior Center, Tufts Machine Property. All parties discussed a Pros and Cons list for
Alternative site. Heery offered to develop a Decision Matrix.
2/3/16: Heery issued a site analysis spreadsheet for review and comment by the Building
Committee. Some sites were deemed too small and some required additional information
to determine applicability for consideration. It was discussed that the Old State Hospital
site might have certain site segments identified for certain anticipated future uses for
master planning purposes. This might identify a parcel which could be identified for
municipal use and could be used as part of this feasibility study as an alternative site.
001-006
Deadline
WPLBC
Heery
Forthwith
All
Ongoing
Communications Protocols
All parties discussed the method of communicating the preferred options once selected to
the public.
01/06/16:
All parties agreed to establish a project message and to begin preparation of the
information and method of delivery.
002-001
Responsibility
Project Programing
On-going Programming Meetings with Library Staff and LPA.
2/3/16 - A meeting was held today prior to this meeting. LPA to record meeting discussion
overview and related action items.
LPA
NEW BUSINESS
Mtg – Item
003-001
Discussion / Action Item
Meeting Minutes
Approval of Minutes from Meeting 02 held on January 6, 2016 were deferred as a few
typos were identified as well as a correction to the meeting attendees.
003-002
Schedule Review
003-003
Meeting with Massachusetts Board of Library Commissioners Representative
LPA discussed the meeting held with Lauren Stark of the MBLC on 1/27/2016. Key issues
reviewed at this meeting:
▪ Process for programing & design
▪ Schedule/Timeline
▪ Requirements for Public Support of this project should a grant be awarded
▪ Requirements for MBLC Grant – MBLC does not fund ‘partial renovations’.
▪ Impact of project on parking / access to facility [deferred to local zoning requirements]
▪ Importance of communicating to the public what the Building Committee is doing
003-004
Meetings with Town Committees/Commissions/Departments
Peter Collins will coordinate with Maureen Ambrosino the scheduling of informational
meetings with various Town departments/committees/commissions during the months of
April and May as the preliminary design concepts develop.
2 of 3
Responsibility
Heery
Deadline
NEW BUSINESS
Mtg – Item
Discussion / Action Item
Responsibility
003-005
Coordination of Public Information
Leigh Emory noted that this Committee should be sure to coordinate information which is
being published as part of this project with other information being published by other
groups/committees within the Town. She was specifically noting information provided in
reports noting the growth in population in Westborough distributed by the School
Committee. She would like to be sure that information being presented is consistent within
the Town.
003-006
Receipt of Electronic Drawing/Information Files and Reports
LPA noted that they received information from Perkins & Will Architects and Reinhardt
Associates which provided professional services to the Board of Trustees associated with
the HVAC Report (pre-2012) and the Window Project Study (2011). The electronic drawing
files (CADD/BIM model) with help ‘jump start’ the concept designs.
003-007
Mechanical/Electrical/Plumbing Consultants Review of Facility
LPA noted that they have scheduled a site meeting with their MEP consultants on February
8, 2016 to tour the facility.
003-008
Preparations for Town Meeting – March 12, 2016
It was noted that the Trustees will prepare information on the status of the Feasibility Study
process to update Town Meeting attendees and to advise them when this project will be
presented to a future Town Meeting for support to submit the application for the next MBLC
Grant round. The Trustees will use the next project meeting to report the existing findings
and ‘rehearse’ their presentation for Town Meeting.
Next Meeting:
Deadline
Wednesday, March 2, 2016 at 3PM
This meeting is normally held on the first Wednesday of Every Month at 3pm, 3rd Floor of the Library
Library Trustees Meeting - February 24, 2016
ATTACHMENTS
No.
Item
1.
Meeting Agenda & Handouts: Schedule (2/1/2016) and
Alternative Site Location Decision Matrix (Draft- 1/29/16)
Dated
2/3/2016
Action Required
None
2.
3.
END OF MINUTES.
The above summarizes Heery’s interpretation of items discussed and decisions reached during this meeting. Additions or
corrections must be submitted in writing to the author within three days of receipt; otherwise the minutes will stand as
written.
3 of 3
Westborough Public Library
OPM Project Milestone Schedule
Updated: 02/01/16
ID Task Name
Duration
Start
Finish
1 MBLC Grant Preparation
Prepare MLBC Grant for Study
2
Submit Study Grant Application
3
Receive Study Grant Acceptance from MLBC
4
Town Meeting Request for Permission to Submit Design/Construction
5
266 days?
10/8/16 10/14/17
2015 2016 2017 2018 2019 2020 2021 2022
Grant and Use of Grant Funds
Prepare & Submit Design/Construction Grant Application
6
Review Project Delivery (C149 DBB or 149A CMR)
7
MLBC Announcements of Design/Construction Grant
8
Town Meeting Approval of Project
9
10 OPM Selection
11 Solicit Owners Project Management Services (OPM)
12 Interview
13 Contract Negotiation and Execution
14 Designer Selection
15 Solicit Designer Services
16 Interview
17 Contract Negotiation and Execution
18 Community Outreach
19 Friends of the Library Campaign
20 Informational Meetings (Public, Selectman, Fin-Com, Other)
21 Town Meeting Request for Permission to Submit Design/Construction
22
23
0 days
10/8/16
10/8/16
10 days
1/2/17
1/13/17
92 days
1/24/17
5/31/17
15 days
7/3/17
7/21/17
10/8
1 day 10/14/17 10/14/17
57 days
48 days
5/13/15
5/13/15
7/30/15
7/17/15
1 day
7/23/15
7/23/15
7/30/15
46 days
9/30/15
12/2/15
13 days
9/30/15 10/16/15
1 day 10/21/15 10/21/15
Grant and Use of Grant Funds
Future Informational Meetings
Future Town Meetings
Page 1
18 days
11/9/15
12/2/15
63 days?
62 days
7/13/16
7/13/16
10/8/16
10/6/16
45 days
8/1/16
9/30/16
0 days
10/8/16
10/8/16
10/8
Westborough Public Library
OPM Project Milestone Schedule
Updated: 02/01/16
ID Task Name
Duration
Start
Finish
2015 2016 2017 2018 2019 2020 2021 2022
24 Design Phase
25 Feasibility & Schematic Design
Documentation of Existing Conditions
26
Existing Building (collect existing drawings, reports, etc.)
27
Geotechnical Exploration (by Owner)
28
Topographic Site Survey (by Owner)
29
Alternate Site(s)
30
Code and Zoning Review
31
Program Confirmation
32
Annual Town Meeting (Committee Report)
33
Study of 3-4 Renovation/Addition Options
34
Study of New Construction Options at Alternate Sites
35
Interim Report to Town Meeting
36
LBC Review and Selection of Preferred Option
37
Public Hearings and Departmental Presentations
38
Preparation of Deliverables (Site/Floor Plans, Elevations, SF and
39
40
41
42
43
44
45
46
47
698 days
12/4/15
8/3/18
177 days
12/4/15
8/5/16
72 days
41 days
12/4/15
12/4/15
3/12/16
1/29/16
49 days
12/4/15
2/10/16
61 days
12/4/15
2/26/16
61 days
12/4/15
2/26/16
1 day
3/12/16
3/12/16
35 days
2/3/16
3/21/16
35 days
2/3/16
3/21/16
1 day
3/11/16
3/11/16
20 days
3/23/16
4/19/16
20 days
4/20/16
5/17/16
20 days
5/18/16
6/14/16
Collection Tabulations, Outline Specifications, etc.)
Cost Estimating & Reconciliation
21 days
6/15/16
7/13/16
Review and Finalize Design Program
14 days
7/14/16
8/2/16
5 days
8/1/16
8/5/16
Schematic Design Complete
Design Development (DD)
Produce Design Development Documents
80 days 10/16/17
2/2/18
55 days 10/16/17 12/29/17
Design Review
14 days
1/2/18
1/19/18
Cost Estimating & Reconciliation
14 days
1/2/18
1/19/18
Implement Review Comments and Cost Estimating Changes
10 days
1/22/18
2/2/18
Page 2
Westborough Public Library
OPM Project Milestone Schedule
Updated: 02/01/16
ID Task Name
Duration
Start
Finish
2015 2016 2017 2018 2019 2020 2021 2022
48 Construction Design (CD)
60% Construction Design
49
Produce Construction Documents
50
Design Review
51
Cost Estimating & Reconciliation
52
Implement Review Comments and Cost Estimating Changes
53
90% Construction Design
54
Produce Construction Documents
55
Design Review
56
Cost Estimating & Reconciliation
57
Implement Review Comments and Cost Estimating Changes
58
59 Owner Move & Temporary Relocation
60 Solicit and Prepare Lease for Temporary Library Location
61 Solicit and Select for Moving Services
62 Prepare Temporary Location for Library Move
63 Relocate Library
64 Move Back into Renovated Library
65 Decommission Temporary Library Location
66 Bid & Award Phase
67 Contractors Prequalification's
68 Advertise
69 Contractors Bid Phase
70 Review Bids and Award
71 Construction Phase
72 Construction
73 Substantial Completion
74 Punch list
75 Closeout & Audit
140 days
1/22/18
8/3/18
75 days
50 days
1/22/18
1/22/18
5/4/18
3/30/18
15 days
4/2/18
4/20/18
15 days
4/2/18
4/20/18
10 days
4/23/18
5/4/18
75 days
50 days
4/23/18
4/23/18
8/3/18
6/29/18
15 days
7/2/18
7/20/18
15 days
7/2/18
7/20/18
10 days
7/23/18
8/3/18
763 days
149 days
1/2/18
1/2/18
12/3/20
7/27/18
44 days
6/1/18
8/1/18
38 days
8/1/18
9/21/18
10 days
9/24/18
10/5/18
15 days
11/2/20 11/20/20
10 days 11/20/20
135 days
75 days
4/2/18
4/2/18
10/5/18
7/13/18
15 days
7/9/18
7/27/18
35 days
8/6/18
9/21/18
10 days
9/24/18
10/5/18
665 days
520 days
10/8/18
10/8/18
4/23/21
10/2/20
0 days
10/2/20
10/2/20
45 days
9/14/20 11/13/20
130 days 10/26/20
Page 3
12/3/20
4/23/21
10/2
DRAFT
Heery International, Inc.
Westborough Public Library
Alternative Site Location Decision Matrix
Rev. 01/29/16
LOCATION
State Hospital
ADVANTAGES
Town Owned
Lyman Street
Harvey Building
Town Owned
Phillips Street
Close to Center of Town
Senior Center
Town Owned
DISADVANTAGES
Locations is not convenient and
distant from center of town
Conservation Land is Adjacent
May reduce available Commercial
space
Existing Building will require
extension renovation and/or full
demolition
Parcel of Land is Small
On Site Parking will be limited to
none at all
Location is somewhat removed from
center of town.
Size
ACERAGE
ESTIMATED
COST
ADDITIONAL NOTES
Ranking #1
Ranking #2
Ranking #3
East Main Street
Bay State Commons
east Man Street
Private Property
Lease Agreements
Not acceptable for Grant Funding
via MLBC
Notes
Location to Center of Town
Community Hub
Unable to Rank?