Mike Connor provided the members of the committee l) an agenda for items to review and 2) a list of Pending Changes, a running list of adjustments made because of construction considerations or changes
by “the owner” (the Library Building Committee). Both serve as an organized way to review on-going work and to highlight implication of construction details within the larger plan. Mike’s minutes, shared
with the committee, also provide a point-by-point accounting of decisions made by the group.

l. Mike Dugan asked the group to review the window decision of last week, noting that “6 over 1” lights design would not look as good as either a 4:1 or 2:1 design. Discussion was brief, and in a motion by Bet
Howrigan, seconded by Laura Fulwiler, we moved to a “4 over 1” design for the windows.

2. MC shared information concerning Charles Havreluk’s site work: pouring higher concrete walls (which will be at grade level), progress of sand compaction tests. No final site for sand pit has been selected.
There is some concern that town trucks do not have tarps for such hauling which may/may not be an issue.

3. Deletion of vaulted ceiling (a recent decision by committee in order to reduce costs) will mean further cost reductions because of scissors trusses, according to MD.

4. MC reviewed Pending Changes. Discussion around:
a. positioning of meters for winter readings
b. positioning of LP tank
c. grouping water and electric in basement to maximize storage space
d. details about electrical work. Kristen will finish furniture plan and will meet with MC and Gary Choiniere to detail outlet, fixture specifics. Choiniere will install conduits,
raceways, cables for phone, data options. Phone vendor will provide wire and terminations.
e. site lighting: Construction estimate includes allowance for two poles and lights for area. Location for lights was determined and it was agreed to have three “wall pacs”.

5. MC reviewed recent bids. MC has worked with East Shore Drywall and will contract with them for drywall work (but not acoustical ceiling). There will be some savings here since initial construction estimate was higher. And included costs for vaulted ceiling (which has been deleted).

6. Water meter will be provided “by owner”

7. MC will check on references for roofer bids.

8. Review of Fire Safety Permit.  MC recommends a fire alarm system. We’ll need to do research on this. Some insurance companies give you a credit toward insurance premiums if you have a system in place. Bet will contact Amanda about this.

9. MC explained process for billing to the group (invoices, signatures of MC, MD, and “owner”).

Next meeting will be Tuesday, September 7, 3:30 p.m.

Respectfully submitted,
Laura Fulwiler, Community Member

Mike Connor presented information on the bids that had come in on various parts of the construction.
In some cases, people who had been invited to bid did not do so. We had choices to make around site work
contractors, insulation, painting, floor finishers, millwork, plumbing, etc. Where there was only one bid,
we explored soliciting other bids, while we did make decisions concerning site work and concrete—the most pressing
and immediate work to begin the project.

Conversation centered on projected budget and all members expressed concerns about where to trim
the costs.  Will economizing here invite problems there? How do we account for long
term and maintenance-free kinds of issues? What is the cost/benefit ratio of cutting costs, and where
can we do that with least impact on l) longevity of the building, 2) quality of the construction, and 3)
impact on future costs? These questions guided our discussion as we reviewed the total construction
costs and proceeded to eliminate various aspects of the project that, though we believed they made for
a qualitatively better building, were nonetheless expenses that we could not, in good conscience, afford.
We decided to eliminate from the original design: l) the triangle window (including all the custom
carpentry, drywall and painting expenses), 2) the vaulted ceiling in adult area (including, insulation,
windows, drywall and taping, and painting costs), 3) the quartz counter top on circulation desk, and
4) simplified (standardized where we could) those doors that had, in original estimates, been custom-
made.

Discussion also focused on window and siding options. Again, discussion focused on short-term vs. long-
term benefits of aluminum clad and wood, vinyl, and fiberglass window options. Longevity, warranties,
maintenance, ease of use, kinds of lights (between glass panels, simulated divided light, authentic
divided light), framing considerations, and how they fit into the overall design of the library were all
considerations we discussed. No final decision was made since it was agreed we need to see some
samples to better understand the details of each option. This will happen next week.

Ground breaking for the new library will take place Monday, August 23 at 10:00.

Respectfully submitted,
Laura Fulwiler, Community Member

Library Building Committee, 8/25/10

Present: Julie Wolcott, Albert Tetreault, Terri Hale, Bet Howrigan, Mike Connor, Ben Toof,
Kristen Hughes, Laura Fulwiler

Windows, windows, and more windows! Mike Connor and Ben Toof brought three different window
samples, two from Marvin and one from Bonneville. In addition, they brought some cross-cuts so
we could learn more about the different considerations in window construction. We examined and
discussed the pros and cons of different material—aluminum clad and wood, fiberglass, and vinyl (which
was not represented in the sample but had been used by some board members in their homes). We
also looked at and examined varying light divisions—which would be best for cleaning and long-term
maintenance (need painting or not?), which would align most closely with the architect’s design as it
currently stands, which would be most pleasing to the library patron looking out of the building? We
examined which windows were easily opened and shut, which came primed/painted and which would
be most compatible with fiber cement siding. Paired with each of these considerations was comparative
cost of the different windows as well as advantages of local customer support.

In a motion by Julie, seconded by Laura, and amended by Bet, the group opted for Marvin Ultrex
fiberglass windows (6 lights on top, no dividers on bottom), PVC trim, and fiber cement siding.

Respectfully submitted,
Laura Fulwiler, Community Member

Mike Dugan met with Ben Gordesky, DC Energy Innovations. Ben will do a feasibility study of the property to explore solar options (ground panels as well as roll down arrays) for the new library, with and without the elm tree. We will have to evaluate the cost of this to see if its “pay back” (to utilities) warrants this feature. Ben is going to contact Mike Connor to find out “building load.”

Mike Connor shared site work plans. The Ruggiano drawings represent structural walls & framing (incl. Footings, elevations, etc.) which are critical for costing concrete and to determine excavation issues. Plans also include specifics re: trusses, stick frame, load-bearing beams, draining details.

Bidding Process: All bids go out at the same time. The drawings who design and construction intent and M.C. will add notes that outline the scope of the work so that bidders can all have access to same information. He will develop a bidding package available for those people who want to compete for the jobs. We should forward names of people we know, who may want to enter the process, on to M.C.

Discussion about foundation work. Albert shared that the town has said it will provide manpower and equipment but that the library will be responsible for the material cost; M.C. raised question if sand will meet required specs. He said that there will be a big savings if we can use local sand (take it to Proctor for testing). He will gather bids for stone/gravel that will also be needed. Harrison was named for concrete.

M.C. provided a spreadsheet for window comparison. He suggested that decisions about windows be made in tandem with decisions about siding. Such decisions will need to be finalized once we review total project costs.

Hardware: Hardware to be finished in 26D (standard brushed look) or brushed bronze. Decision not final. Grab bars will be installed in both bathrooms, turning radius will be in both bathrooms, but swing arm will be in one of the bathrooms.

Doors: Discussion about kind of doors. For those that are visible, people agreed on 4-paneled doors.

Painting: Still not final, but Mike Connor will bid out for 3-4 colors (vs. many more); we can decide specifics in future.

Mill work: Discussion re: painted vs. wooden shelves. It was decided that shelves will be wooden, stained and poly’d.

Mike Dugan shared the “Room Finish Schedule” with the group where he outlined the structural base, the finished flooring, the walls, bases, and heights of each room. This prompted discussion on several issues about kinds of flooring etc.—to be determined at a later date.

The Mechanical Room will need to be “rated”—because of the air-handler, it will need to be enclosed because of fire/safety precautions.

Discussion of drop-down on patio/sun-porch side of building. It will be lower than the rest of the building to accommodate for rain from the south. M.C. will build into budget pavers for 3’ structural base.

Fixtures: Kristen noted that she has a library consultant who has worked with other libraries on construction/electrical. The group encouraged Kristen to have Hilari Farrington join the site walk-through on Friday, July 30, 12:00, and to meet with Kristen and M.C. at 12:45 the same day. M.C. will hold off on electrical bid package at this time. Ben and M.C. will pull out cut sheets for lights for acoustical ceiling and send them to the group.

Allowing time for the bidding process, we agreed to meet again on either :

Friday, Aug. 13, at 1:00 p.m. or Tuesday, Aug. 17 at 3:30 p.m. (back in school!)

Mike Connor will email the committee members to let us know the status of the process and which date will work better.

Site-work walk-through: Friday, July 30, 12:00

Meeting with Hilari Farrington, July 30, 12:45

Respectfully submitted,

Laura Fulwiler

Community Member

Albert spoke about windows, noting that Henry Demar, BFP home columnist, says that Marvin does have best windows. Albert check out vinyl windows and a representative visited (see later in notes). The group also discussed—and decided—to change from cottage style windows to all double hung styles so that we could have a larger selection of standard-priced options. M. Boudreau, Marvin Windows, is making a cost sheet of different lines of windows for consideration.

Mike Connor reviewed site plan changes:

1. Mike Connor and Mike Dugan met with heating people to align heating systems with design
2. M.C . and M.D. will meet with Ruggiano Engineering to finalize plans for state permit so it is “biddable.”
3. A pad for an optional generator (to be added later) will be included in plan

Siding: It was decided to have white PVC trim on exterior. M.C . will prepare a spread sheet for different options. He recommends cementitious siding over vinyl siding. Cementitous siding will need painting every 10-15 years. We will need to anticipate and plan for such painting costs if we decide on that option.

Electrical: M.C. asked Kristen to indicate on M.D.’s plan phone and data, convenience locations, etc. to prepare for electrical work (he shared different symbols that represent phone, outlet, 2-3 way switch, jacks, etc.). Further detailed discussion will have to take place concerning lighting options (e.g. pendant lights in stacks) .

Meeting room will have AV needs. No pendants to interfere w/drop-down screen. Kristen will explore cost options. She will also talk to IT folks re: server? Cat 5 wiring options (phone/data in one conduit; elec. In another conduit).

Jason Siegel, from Acme Glass in Burlington, concluded the meeting with a demonstration of Gorell vinyl windows. He claims vinyl is the best price and quality (Energy Star partner for 8 years in a row). M.C. asked Jason for a catalog.

This meeting centered on “next steps” of decisions around flooring, siding, and windows of the new building. Those who had gone on the field trip shared their siding preferences. Mike Connor will explore getting bids on two different siding options so the committee can better compare costs vs. quality and/or aesthetic appeal. He will also investigate bids from a competitor of Marvin Window, Anderson or Pella, though he explained that the different levels or product lines may make across-the-board comparisons difficult.

Much of the day’s discussion focused on questions such as: How can we be most responsible about spending money on this construction in a time when many people are having difficulty financially? How can we make our construction monies pay for the kinds of features (windows, sidings, roof, etc.) that will last the longest? What will be the most maintenance-free choices (and thus, cost less in the long run)? Will the less expensive option be the most economical over the years? What about aligning quality of materials to the cost and quality of the design and construction? How do we honor the design of the building and be responsible stewards of the money set aside in Consuelo’s will? Such questions will likely continue to guide decisions, though Mike Connor cautioned us to not skimp on “the envelope” of the building. We had agreed earlier that we may have to review some decisions to cut costs once all the cost estimates and bids are in. That time is still to come.

Mike Connor shared site plans and there was brief discussion around parking space changes.  Steve Cushing was contacted on the changes to the drawing before the Monday evening meeting.

Finally, the group discussed some specific ideas for the information meeting on Monday, July 12. It was agreed that it was important to share the historical context and financial
arrangements –how we got to this point–of this construction project with the community.  A big thanks to the voters that attended this Information Meeting and Vote.  The positive vote allowed the Town to borrow a line of credit on behalf of the Library at a 2.95% rate.  By allowing the town to borrow this money, the library’s endowment will continue to earn and average of 8% – this will save us approximately $20,500 each year.  The library will pay all annual payments as they become due.

The next building committee meeting will be held Tuesday, July 20th at 7:30 AM.  The monthly BNML Trustee Meeting will be held that Thursday, the 22nd at 7:30 AM.  Hope to see you there!

Present: Mike Connor, Mike Dugan, Ben Toof, Randy Clark, Kristen Hughes, Albert Tetreault, Laura Fulwiler, Terri Hale, Bet Howrigan, Julie Wolcott

Mark Boudreau, from Brownell Windows & Doors, presented two different window lines in accordance with plans that had been shared with him. He pointed out differences between an aluminum-clad casing and a fiberglass casing with an attached flange. The Marvin windows would probably cost out at approx. $28,000 while the Integrity line would cost about $8,000 less; however, if we went with the less expensive line, we’d have to add cost of extra materials, labor, and painting to equal what the Marvin windows come with. Mark discussed different glazing available to suit particular needs in different parts of building (e.g. #272 where we wanted “solar gain”) as well as warranties that come with the windows.

Several issues were discussed that had been raised at the previous meeting.
l. Loft and vaulted ceiling are now part of plan.
2. There will be no radiant heating.
3. Discussion about cottage windows on east side of building as well as impact of large windows on shelving options. It was noted that work stations against the walls—or in front of large windows—were not a good idea. More shelving space needs to be made available in adult reading room. Mike C. suggested that Demco adjust its estimate (and provide shop drawings) according to new dimensions for windows. Mike D. will rework window dimensions to allow for more wall space, but will keep bottom line consistent across that whole side of building for design integrity.
4. There was concern that uneven surface of slate flooring in central part of library would create problems for older people, patrons with walkers, or others in wheelchairs. The group explored possibility of hardwood floors but learned that there are many (moisture/vapor) problems with wooden floors laid over concrete slabs. The group examined samples of Marmoleum while members expressed different opinions about various floor materials (Marmoleum is half as expensive as slate, Marmoleum looks too institutional, slate requires too much maintenance, etc.) The group decided to make a road trip to look at floor samples for the main entryway. NCSS has examples of Marmoleum.
5. Mike C. presented a bid list and asked the committee to add names for each category. These subcontractors may be asked to respond to bidding a project. The group emphasized the importance of hiring locally if possible.
6. Siding options were discussed, primarily vinyl v. cementaceous. As with the flooring, the group wanted to see options. Mike C. also noted the extensive trim work on the exterior of the building.
7. Albert questioned costs in the estimate regarding onsite staffing. Mike explained the roles thoroughly.

The next meeting is scheduled for Tues, July 6th at 7:30 a.m. at THE NCSS BUILDING IN
St. ALBANS. This site has examples of Marmoleum, vinyl and cementaceous siding.

REMINDER:
Bent Northrop Memorial Library
Informational Meeting and Vote!
Monday, July 12th @ 7:00pm
Why is the town asking to borrow money for the library?
What are the next steps for our community library?
What will the new library look like?
What will change?
The Bent Northrop Memorial Library Trustees will present the current plans and answer questions relating to the BNML building project and your future library. At the conclusion of the evening, there will be a voice vote asking tax payers to allow the Town of Fairfield to borrow $500,000 as a line of credit for a construction loan on behalf of the library. The library is unable to borrow in it’s own name as it is a municipal library and part of the town. While the library has the funds for this building project, and intends on making all payments, borrowing the money at 2.95% while continuing to allow the endowment to earn about 8% interest makes better fiscal sense!
Join us at 7:00 pm on
Monday, July 12th
in the Chester Arthur Room
of the Fairfield Municipal Building

Respectfully submitted,
Laura Fulwiler, Community Member

Mike Connor presented breakdowns of estimated costs. He provided a preliminary estimate of the building construction without the proposed mezzanine (and adjusted carpentry costs) and radiant heat. Including all costs except permits and costs for a structural design, the total was at $580,000 fr 3,000 square feet (about $165 per square foot. Mike also included an additional cost estimate for radiant heat and the mezzanine was $88,000. Mike also presented options for windows and doors, of which more will be presented on the 29th. The committee felt we would like to receive input from the community about these additional options at the public meeting on the 12th!

The committee also discussed interior. With the assistance of Demco, a library furnishings company, a preliminary interior layout of shelving and furniture was presented. With this layout, all the required shelving space needs were met. The committee agreed that we can begin asking for costs for mid line wood shelving. We will also inquire of local craftsmen to see what their interest would be to create furnishings and/or shelving locally.

Since the computer lab will be left with the school, Kristen will also begin pricing out technology. This will include looking at requirements for a network as well as purchasing new hardware. The committee discussed purchasing about 8 desktop computers and an additional mobile lab of laptops for classes of workshops.

The committee reminded everyone of the information meeting and voice vote held on Monday, July 12th at 7:30pm at the Municipal Building. At this meeting, The Bent Northrop Memorial Library Trustees will present the current plans and answer questions relating to the BNML building project and your future library. At the conclusion of the evening, there will be a voice vote asking tax payers to allow the Town of Fairfield to borrow $500,000 as a line of credit for a construction loan on behalf of the library. The library is unable to borrow in it’s own name as it is a municipal library and part of the town. While the library has the funds for this building project, and intends on making all payments, borrowing the money at 2.95% while continuing to allow the endowment to earn about 8% interest makes better fiscal sense! Join us at 7:30 pm on Monday, July 12th in the Chester Arthur Room of the Fairfield Municipal Building.

The next Building Committee meeting will be held Tuesday, June 29th at 7:30AM! Public welcome!

Architect Mike Dugan shared section sketched of mezzanine (formerly called the loft) with the scale of a person so that we could better visualize the interior of such construction (approximately 30′ x 10′). Since the space is open, it is called a mezzanine. He changed the stairs and the roof line to accommodate the stairs.

Questions were raised concerning how the mezzanine impacted cost of insurance and future liability. Mike Connor and Mike Dugan did not see this as a problem.

Connor noted while the building design has gotten “nicer”, it has also increased in estimated costs. The original plan was for approximately 3,000 sq ft, with the proposed mezzanine and other changes, we are currently at about 3500 sq ft. In addition to Mike Dugan’s work, we still have professional engineer and wastewater costs that are currently not tallied.

In comparison to the Town Clerk building eight years ago, construction costs were about $120 sq ft (the town did the site work). Mike Connor estimates construction costs of $150 sq ft. Two features of the new building stand out in regards to cost: the roof framing system and the heating/cooling system. The roof framing system including dormers, open vaulting, and the mezzanine structure is approximately $40-50K. The heating system including radiant heat and air conditioning are approximately $30k each, $60 total. If we chose to heat and cold with an HVAC system, the approximately costs are between $31-38K. Therefore, the “Rolls Royce” design with the above roofing system, radiant heat, and air conditioning would costs approximately $595K. Connor explained that bidders will help make that estimate more accurate at which we will review and possible revise our plan.

As for permits, the current wasterwater permit will accommodate the estimated use of the library. Architect Mike Dugan will rough out a site plan which will be used for town approval. Discussion regarding parking continued. The recent survey explained that the property does not include the beginning of Park Street and part of the field as previously thought. The actual property line begins south of Park Street, therefore parking may have to be located further west South Road. Perhaps the town would deed the property from Park Street to the property line to the library.

As for design, Kristen expressed concern about shelving space for the school age/juvenile collection. Potential solutions to keep the square footage where it is included adding long stacks in the open area approaching the circulation desk or moving the childrens activity area to the multi purpose meeting room. The group agreed that this makes sense, increase usage of the meeting room, and lowers construction costs.

Brief discussions on flooring began. We discussed options for the multipurpose room – something that is easy to clean, perhaps Marmoleum, wood, or VCT. We discussed slate in the entryways and low pile recycled flooring throughout the rest of the library.

Bridget shared suggestions for practical accessibility options including 40″ aisles, dropped (flush) thresholds, and electric operated doors at entryways (perhaps and electric eye). Connor and Dugan did not see this as a problem.

The committee will start the permit process with the existing site plan as the footprint will not increase.

June 3, 2010

Present: , Terry Hale, Kristen Hughes, Bet Howrigan, Albert Tetreault, Julie Wolcott, Mike Dugan, Mike Connor, Ben Toof, Amanda Forbes, Laura Fulwiler

Mike Dugan shared revised drawings of the building and solicited input concerning the changed roof design. Kristen inquired about a loft and discussion ensued concerning the possible cost of the loft which cannot be considered storage since storage space requires sprinklers. The current roof pitch affords most under-roof possibilities. Mike Dugan will do some “sections” to explore the roof implications of a loft and return with those next week. Mike Connor and Ben Toof explored construction implications (beams, duct work, etc.) of such a loft. It was agreed to cost out the building with the loft and then see what costs need tightening.

Interior shelving for books will be made of wood since metal shelving is said to disrupt Wifi connections. Julie mentioned local builders as potential options for interior pieces ie bookshelves, kitchen, circulation desk. Inquiries were also made concerning saving any of the Pafundi House beams to include in the new library (to honor the history).

In response to Mike Connor’s request, Bet Howrigan researched and compared the enrollment figures of 1988 (310 students, approx. 30 staff) and 2010 (226 students with approx. 45 staff (including bus drivers, etc.). The enrollment has clearly declined. These figures appear to conflict with information concerning enrollment numbers for the mound system put in years ago. Mike Connor noted that we still need to have the actual waste water permits which were based on certain enrollment/usage counts. Amanda will look for such permits. He also suggested that we hire Ruggiano Engineering to resolve the waste water issue so that it doesn’t hold up construction. Town wants acknowledgment of waste water permit. If we agree we’re close to an agreed-upon floor plan, we can apply for the State of Vermont Building Permit and Waste Water Permit. Mike C. will speak with Ruggiano Engineering about cost of a site plan. Ben mentioned that project sign should also be on site plan.

Mike Connors reported that they will begin building a cost estimate so that they can begin bidding on various jobs and get a better sense of costs. He also noted that we’ll need to get a conditional use permit and a building permit. Regardless of who does the site plan, we should begin getting necessary permits.

Albert Tetreault and Mike Connors spoke about the parking spaces. Albert had spoken with Steve Cushing and we need a minimum of 12 spaces. Mike asked if it might be considered that we negotiate with the school re: shared parking. Nevertheless, we’ll need to include 12 parking spaces on site. The application to the Zoning Committee is to be made by June 18.

Next meeting scheduled for 7:00 a.m., Thursday, June 10.

Respectfully submitted,

Laura Fulwiler
Community Member

Mike Dugan shared provisional drawings for the new library based on previous discussions. While the exterior of the building was designed according to orientation on the lot, elevation of the property, and respect for local architecture and culture (“Fairfield vernacular”), the interior plans were designed for the different patrons, uses, and programs of the library. Mr. Dugan solicited comments and concerns about the latter so that the physical layout of the building would best meet the needs of those who use the library.

At the same time the group discussed the function and aesthetics of the proposed building, Mike Connor shared current information about the land survey done on the property and discussed various issues pertaining to water/sewer/drainage systems, air flow, and parking considerations. Both the Architect and Construction Manager, each focusing on his own area of experience and expertise, worked in tandem with the committee as we explored WHAT we want for the community library, HOW it will function and appear, and HOW those wishes will become a reality in such an important building. Please feel free to stop by the library for a peek at the most current plans!

This past week, a hazardous materials team removed the asbestos tiles from the house. Removal of all the lead paint proved to be too costly to allow a controlled burn as we initially planned. Therefore, the demolition of the building will take place mid June after school is out.

The next meeting will take place on Thursday, June 3, at 7:00 a.m. in the library. Community members are welcome to join the discussion. There will also be a meeting scheduled for the community this summer. We’ll let you know when we have a date!