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Home My Public Portal About12.12.18 LBT MinutesBuilding Committee Interview Minutes Joint Meeting with Library Board of Trustees Dec, 12, 2018 1:00 pm Legion Hall Attendance: Heather Haynes, Andy Laidlaw, Dean Martens, Larry Swan, Karen Lannom, Linda Burns, John Millner, Amy Rush, Linda Stokes, Jim Pace, Terry Edvalson, Patty Winder, Ed Hershberger, Barbara Hershberger, Tara Woods, John Powell, Meg Lojek, Bill Thomas, Jackie Rubin, Bob Giles, Lynn Lewinski, Laura Bechdel, Lola Elliot, Michelle Groenevelt, Dennis Humphries, Ben"Nissley Introductions of attendees Meg provided brief description of progress to date since Humphries Poli issued their 2016 report. • Intro to Humphries Poli Architects Presentation by Dennis and Ben o Principal- Dennis; Project Manager Melanie Short, Ben Nissley (day-to-day on project) Project Designer o Ben has worked on multiple library projects with Dennis o 100+ Library Commissions o Examples of library they worked on over the past 2 years ■ Oregon City, OR - Oregon City Public Library (addition) ■ Bayfield, CO - Pine River Library (addition) ■ Carbondale, CO ■ Ketchum, ID o Described some of the work in Ketchum library o Described Ridgway Library Expansion (Colorado) o Described City Hall and new library in South Burlington, VT (start construction in Spring) - created renderings o Stillwater, WY library and community center developed renderings and will be.doing construction Andy provided a brief description of how Humphries Poli was initially selected and the work they performed and where we are now. Andy described the CM/GC approach. Andy presented Dennis and Ben some questions developed by the Expansion Committee: • Describe the visits outlined in their approach document. o Initial meeting would be for the purpose of making sure everybody is on the "same page" and timeline. Make sure their approach and timing is in line with all the other things going on (fundraising, bond, etc). Mapping out plan getting to 2020 and beyond. o Look at any changes to the library, city, community that have occurred in the past 2 years. o Meeting will most likely take at least a couple days - however long it takes to collect information. o Ben could draw up things while they are here - they can respond to questions/ideas in a very timely fashion o Possibly meet with other user groups. o During phase 2 visits would also be multi -day visits. o The duration of each McCall visit will be the number of days necessary to accomplish what needs to be done, not necessarily single -day visits. • How could you assist us during process of procuring a CM/GC? o Dennis believes in this case that hiring the architect and going through confirmation process and doing additional design, then hiring General Contractor/Construction Managers would be preferable - but they have worked both ways. o Integrating CM/GC - they are an important part of the team and they should know why we are designing what we are designing - important to have GC involved with the design process. (Gave example of library in Lyons, CO - they had GC come to every public meeting) o Timing of selection of the GC would be during Phase 2 and somebody on -board by the end of Phase 2. • Explain Phase 5 - how do you integrate versus duplicating efforts? o General Contractor hires subcontractors (many of them) - they report to CM/GC (who works for us), architect serves as check -and -balance to make sure that what is being put in is what matches on the drawings o There are weekly meetings with Owner -Architects -Contractor meetings (weekly calls, monthly field visits). o Architect would also have their own team of experts with engineers that will also be visiting on site to make sure things are done as specified in drawings. In remote areas they have worked with local architect who serves in the same role and they do field observation reports, weekly, who is learning about the library and acting as a resource. o They do not supervise the GC, they oversee work to make sure things are constructed consistent with drawings and building codes. o Also provide knowledge of building a library that GC may not have. o Hiring a local architect was not included in the cost provided in their approach document. • How will you keep change orders to a minimum? o Dennis advocated the CM/GC approach because it allows for more flexibility. There is usually a contingency that the contractor will include in their budget, our $, that in the event something is different that what expected, we have $ to cover it. o Change orders should not be exceeding that contingency (3 kinds of change orders). o Change orders will be kept to a minimum (that is the goal) ■ Mistakes by architect or design team - these should be handled by contingency $ • Changes to building code (jurisdictional) • Owner wants to add or change • How much additional design planning will there be? o There will be a lot of additional design planning. o Need more discussion with the Library staff to make sure building meets the needs. o Need more discussion with the city. o We just have an idea to start with and there is still a long process to go through to get all to agree. • Please give an example from another library project of the type of public engagement they have used to inform their design. o www.desighnthinkingoflibraries.com - approach they use for getting input of everybody o Photo -typing - ask people to bring in pictures of their community and what they envision their future library to look like o World Cafe - go to a small restaurant, different tables represent different parts of the library, people move around and talk about what they want to talk about with areas of the library they are more interested in, help understand how that space can be shaped. o Proto-typing - we ask people to make a model of parts of the library - they make and talk about things they are looking for in their library using abstract model - using craft materials. o Virtual Reality - Take model they are developing and bring them into VR to interact with. Get a sense of what new space will look like. Portable, they bring it with them. • Explain differences between the Ketchum and McCall libraries. o Ketchum was a renovation of an existing building, no expansion of the footprint. Sun Valley is a 501(c)3 - all operation $ comes from donations. Board reports to themselves and they do not have to go through City Council. o Ketchum is a different kind of resort community. Existing library was not really used much by children, young adults. Not much residential around it. Most people who work in Ketchum live in Hailey, which has a library. But in a way it is not a public library. Their goal was to make it more of a public library. o It is a resort community, like McCall. High altitude community with emphasis on outdoor activities. The two communities are very different - and Ketchum is unlike most communities they work with. • Fundraising o They will be available to help with fundraising events, opportunities, etc. o Dennis has spent a fair amount of time working with local communities to fundraise, ask for donations, be there at events to answer questions, to provide support. o Sometimes make models and renderings to help raise funds to get the work done. • Without being local, how will they be flexible with changes in city situations o Communicating via phone, email, etc. o It's not unusual for plans to change and evolve due to new events. o He doesn't feel like they have to be local to adapt. Possible a local architect might be helpful with that. o It has not been a problem to date. o Andy commented that having a firmer timeframe would help. • Would your proposal include the design of the old library space (future city offices) o Yes. Goal was to create common spaces used by the library and the City. For example, there is a great opportunity to come in and check out parks and rec items from the library. o The design to date didn't really fully explore that but it would be a definite part of design process. • How to keep "cozy" feeling, even though the footprint will grow o The library is to be designed to meet what we want- the design aesthetic. It's a matter of going through the process. o They need features/items that will be very durable, lasts a long time, both visually and functionally. • They do have experience working with master planning, city-scapes, etc. (Question from Michelle) • What other community libraries are somewhat similar to what our library is like (Question from Jim) o Mancos Library o Glenwood Springs Library • Towns like McCall o Grandview, Colorado o Columbus, Montana Meg's questions - 1. Will you have capacity for our project in the coming 1-5 years? - Yes 2. For Ben, share some of your expertise - library project with HP for the past 2 years. Ridgedale. 3. Who would be the point of contact? Initially Dennis and then eventually Ben. Melody would be the project manager. Lynn's question- 1. Is it easier to draw -up a contract from scratch, use AIA template, etc? What do you recommend. a. Most clients are just like us - and they suggest using the standard AIA contract/template is a starting point and if the city has a standard way to procure services, they are generally pretty open to working whatever fits. They focus more on communication and the contract is there for when things break down and they intend to keep communication from breaking down. Questions from Dennis and Ben. Closure - adjourned at 3:00 PM. Minutes prepared by Karon Lannom, Secretary of Committee Respectfully submitted,q-)lacki Rubin, Chair of Trustees