 Okay, so I want to welcome everybody to the Amherst Community Chat for Thursday, April 29. Today we have back some special guests who were with us a couple months ago, I want to say. We have library director Sharon Sherry, welcome. And I'm going to, we're going to test my recall on the last names here. Pronunciation wise. Jones Library trustee Alex Lefebvre. And capital campaign share Kent Ferber. Okay, good. I passed that initial test. My name is Brianna Sunred communications manager for the town and also with us is your town manager Paul Balkaman. Before we get started talking about the library project some updates and answering your questions. I'm going to ask Paul if he has any general town updates he wants to share. Sure. So, there's a lot of happening in town right now. Our focus of the energy for the last few weeks, especially more intensively has been preparing the budget. The, the finance department and I will be presenting the budget overview to the town council on Monday, May 3. From then there, the town council, we will refer it to the finance committee of the town council. And they will meet basically twice a week to start going through line by line department by department, everything that's in the budget. In anticipation of making a recommendation back to the full town council in June at some point. The town council has to approve the budget by the end of June. So it's an exciting time for us. It's a lot of work. There's actually a lot of work this year because our new finance director, Sean Mangan, has really restructured the budget and it's, it looks much more up to date. And, but when you take something that you haven't done and start doing it a new way it creates a lot of challenges. And, and Sean has been working with Briana to really make it much more engaging and or interesting for people to relate to so they can access the information in an easier way. So a ton of work being done by really excited by the end product that's that we're going to deliver to the community on Monday. So there's a lot of other stuff happening the vaccination clinics continue for the first time and we've just we're on a meeting with UMass on this we're noticing that there are more appointments. There's more there's more vaccine than there are appointments. And so it's a great news story because we're starting to see the very beginning stages of that of the supply outstepping the need. So we want that to continue, but people should be realized that there are vaccine appointments available both at UMass and at the town when when we post them to go on and you can try and sign up for them. So we're seeing that throughout the state. We're not alone in that, but it's a really good news story so those are the two big things there's of course public health and and the budget. All right, thank you Paul for that update and I want to take the chance for our live attendees both in in zoom and on Facebook live. Feel free to post your comments in zoom you can do that in q amp a comments or questions in zoom you can additionally raise your hand and we can hear from you live so just a quick reminder on that. So feel free to chime in at any point with your questions but I think where we'll start is just asking Sharon can you tell us where this project stands today. Yeah, sure. Thank you. Hi everybody. Thank you so much for having us. And so I want to give a quick nod to so that everybody understands there is a, there was a court hearing Wednesday and so we're aware that that we're waiting for a decision from the judge. So in the meantime, we are we're continuing to move forward on the project, because there's a lot to do and and the days matter that they make a difference. So what I wanted to do is I'm going to share my screen and I'm going to talk about the timeline. I'm going to give a brief overview. So, I'm hoping you all can see that. Let me start. Let me start over here so here are the different phases that will that will occur during the next two three years under project schedule. So let me walk you through this a little bit under. So number one is the concept designs and feasibility study, which we're done with that. And so we're automatically starting at phase two, which is the design phase. And what we do during this phase is we're looking at contracting again with the opm colliers and the architect find gold Alexander architects, and we will work on completing the schematics. And we will work on moving from schematics into the design development phase. And, and that during that phase is where the designs become more more specific and more accurate. And that phase leads up to the contract document phase and those documents are very, very important because that's kind of where change orders are born. Because when when mistakes are made the contractors they they they seize that moment to initiate some some change order so I think this is why having an excellent architect and opm is so important, and it just so happens we do. So that whole process is looking like in in this schedule to it's the blue line here, it's about 13 months. And, and so one of the things I want to say is this entire timeline is very fluid. So many things can change so many things will change so this is our best guest guest right now. Then we will move into phase three which is the bidding phase. This will take about three months here's here's the orange line here will be advertising the project will be having walkthroughs of the building with the potential bidders. Ultimately we'll be choosing a general contractor and, and being issued a building permit. And that leads us to the construction phase which is this entire red line here, which is scheduled to take about 23 months right now. It's fluid, some things could take longer some things could could go quicker. But during this phase the library will be providing all of its services, just somewhere else. We are still in the process of finding an interim location, and I have a feeling that there will be more than one interim location will certainly be able to utilize the two branches more will be able to extend those open hours. But stay tuned for more information on that. Once we finish construction or towards the end of construction that's when we move into the FF and E phase, which is the furniture fixtures and equipment phase. And that's kind of like the fun part you know you start to make the building pretty and the furniture gets moved in and, and, you know that the technology is installed certificate of occupancy is then issued. The staff start moving back in and eventually there's a grand opening. That's the close out phase and that's if I move this guy. That's these three little, these three little months here, you know that's closing out the contract documents and issuing final reports to the MBLC and, and getting as built drawings and you know starting on the punch list kind of a thing. So that's what that that's a quick overview of the timeline. Happy to take questions. Thank you. Thank you Sharon I think that visual is going to be really helpful for people at least it was for me to see the timeline. There is a question in the room I don't think it's relating to the project itself but in general. This attendee wants to know when the libraries will reopen. And I'm not sure if that's right now or based on the project but I guess maybe if you want to. Good point. Oh so so for right now for for for COVID goings on, we are looking at we're working with the staff we've got some HVAC issues that we're having to work out. We're having some repairs done. So regarding reopening now. I'm not sure it would be lovely. What can I, what should I say, I should say, attend the next PPP committee meeting which is on May 7, which is a Friday. And that's when we will be showing our proposed plan to the trustees and that will start the conversation again. But regarding when we will reopen after construction, it's looking like that grand opening celebration would happen in FY 24. Give or take. That's the best I can do right now. Thank you. I'm going to add on to Sharon about reopening during COVID one of the biggest things that we're struggling with is I'm sure everybody knows one of the reasons for the renovation and expansion is our outdated HVAC system. When we had an air exchange rate study done, what we found is that shockingly not shockingly our systems aren't working. And so we are unable to do the air exchange rates that are required or recommended for people to safely be in the building. And so remedying that is not easy. It can be costly as well as it's requiring us to seek some funds to get air purifiers so there's. So a lot of it has to do with the condition of the building in our HVAC systems and how much we can remedy that affordably to figure out how to open as much as we can. Great. Thank you, Alex. So if anybody has questions who's viewing live, feel free to chime in about the timeline or anything else. I'm sorry, but you do have a tent up in front of the library. Is that going to become operational soon? So we started manning the tent. I want to say the beginning of April. So we're offering computer internet services out there in the in the afternoons and it's dependent on the weather. So this afternoon may not be a great day for that. And staff are working on even when we start to open the library to patrons. We're talking about continuing to use the tent for programming, ESL, you know, tutoring that can go on. So we'll definitely be utilizing that tent more and more. Do people need a library card to access the computer services that will be there during good weather days or how does that work? That's a fabulous question. No, if you have one, that's great. We can use it to reserve and log on. But if you don't have one, we have passes that we can give you and you can log on. That's great. So, Sharon, you mentioned earlier about staying involved in the process of when the library reopens kind of right now. But how can people stay involved during the process of the library project? I'm actually going to have, I'm going to hand that over to Alex, because she wants to talk a little bit about community engagement. Perfect. Thanks. No, that's a great question. So as Sharon said, the next phase of the project is design development. And so during design development phase, the schematics, which is what we have now, which are preliminary drawing are fleshed out enhanced with the final design that we would take out for bid and construction. And so design development is where any changes that have been made to the original design are implemented, and it includes selection of materials, both on the interior and exterior, as well as furnishings, fixtures, things like that. And so for us, one measure of success for the library project is that everyone in the community feels drawn to and welcome at this newly renovated and expanded library. So we want to make sure that we're seeing an actual rise in our usership and hopefully from populations that previously felt excluded or unable to use its services. And so the community engagement piece is going to be really important during this phase of the project. And one of the things that's great about the library is that we have already a lot of great relationships with different parts of the community. And using those relationships and partnerships to create community engagement is a really nice way to make sure that everybody's involved. But we also want to make sure that we are creating community engagement with perhaps the populations who aren't being served currently. And so we're looking at building on our existing relationships but also seeking out those new opportunities and through partnerships like we are working on right now through the schools and through the survival center and through the literacy project, using those organizations as a method for us to be able to communicate with populations that maybe wouldn't come to an open session of come tell us what you want to hear. And so we're trying to really look at the engagement process through a different lens, right? How do we continue to partner with diverse organizations? How do we choose venues and processes that are specific to the groups we're trying to reach and have a welcoming atmosphere? How do we increase accessibility? How do we develop alternative methods for engagement? And then how do we maintain our presence within the community? So I think we have some really great things that I'm excited about for community engagement and I hope that it looks maybe a little different from what community engagement has looked like in the past so that we can get the the broadest population possible, telling us how we can be the best partner and provide the services they need and where they walk in the door and feel like they're home and like they get what they need from the town and from its library. And Mianna, can I add something? Oh, please do Ken. That's a very, very important way you can become involved going forward, which is to help us pay for it. This is a really remarkable project in that the town taxpayers are only coming up with about 40% of the cost of it. We have this huge grant from the MBLC, but we're asking the community to supply about six and a half million dollars of it. And then we've got a capital campaign going. If you want to participate, go to Jones library.org. There's a donate button right prominently up there in the red bar at the top and it takes you right to a page with a box that allows you to download the pledge form. If you want to, obviously that's a quick and easy way to get involved. We have all kinds of needs, because raising that 6 million requires the work of a lot more than just me or a few of us. We've got a committee of about 19 people working on it. We're doing very well. We raised about, well about 2 million dollars, a little more than 2.2 million dollars, 1.2 in pledges from community members, a million dollar CPA grant. We wrote an application for a grant for another 1.1 million, because we can't stop now because if we stop, we will miss grant deadlines. And we really don't want to do that and the council has spoken as far as we're concerned, we got to move ahead. The community has been very generous so far, but we got a large hill to climb and could use all the help we can get. We have about 90 commitments so far, 77 of them for $1,000 or more. Payments are, we're asking for pledges over payable over five years. They're all still conditional on this project going forward, but these people are ready to go. So if you want to help us, go on the webpage and donate and fill out a pledge form or you can contact me kwferber at copcast.net or friends of the Jones at gmail.com. Thank you. I mean, I think that's a great lead into our next question is talking a little bit about the project budget and I think Alex might have some points on this. From the point of view of staying within the budget and also referencing the capital campaign a little bit more as well. Yeah, thanks. So I just also want to circle back on community engagement around the fact that we have I think almost was like 270 people wrote into town council about this project and that's a really large number of people to write in about any one project and you know 72% of that were in favor of the project and the community is engaged and will continue to be engaged, which is great and so just harnessing that so that we can now get feedback on the building for the next step. Around budget numbers so the, so we're required by the state to have an owner project manager which most people may or may not be familiar with. And there's a state designer selection process for choosing your opm which is what we did with collars. And the opm's job is to represent the library so that is our person who helps us negotiate contracts monitor timelines handles the invoice and payments resolves site and design issues coordinates communication. So we're a real independent person working on behalf of the town and the library to make sure that we're staying within our budget. And so the actual estimated budget for the mblc grant was created by this opm. When we had the year long delay because of coven. Again, the opm was the one who went back and looked at the budget to make sure that the project was still doable. So the project goes through several design phases the first was schematic and just completed, then design development construction documents bidding and then actual construction. And at the end of each phase, a cost estimate is done by the design team and then the second independent cost estimate is completed by the opm team. So estimates are reconciled to make sure we have a clear picture of where we are in the project. And at that point is when the opm will come to us and say, hey, you need to make decisions because maybe we're getting a little too close to our budget. And so that's where they look at ads or you know do you really need the rolling bookshelves or can we do you know so that's where those decisions will be made along the way. So their job is to make sure that we have cost certainty and that we are on budget. And this is an experienced opm team so I feel very confident that we are going to move forward and have a beautiful building and be on budget. So does the opm stay with you for the life of the project or do they come in at certain intervals for key decisions or are they with us. I'm making up the spare bedroom upstairs. They're moving in. They're all in. To reiterate the big picture is that the trustees are going to come up with 6.6 million. The MVLC is coming up with 13.8. And that leaves the town bill at 15.8 for a $36 million project. All right I'm going to do another call for our live attendees if they wanted to pop in a question again doesn't have to be related to the project. Specifically but if you have another library or town related question feel free to go ahead and use the Q&A or raise your hand we'd love to hear from you. And the same goes for our Facebook live viewers who are tuning in feel free to put a comment in and I can read it to the group. And while we're waiting I'd love to give a shout out for some of the creative programming that's happening at the library there's a collaboration to collaborations with the survival center one is going to be cooking out of your, you know what's what's in your pantry box that you're getting from the survival center and the other is like a poetry reading and the idea is to have people speaking in their own languages in their own voice, not looking at how it's just a community building. You've ever watched the moth radio hour, no NPR think of that kind of thing so there's some really incredible new programs happening at the library that I'm personally I'm super excited about and want to advertise. I have a hand in the room and also a question that came into the Q&A so I'd love to invite Tony to come on in and unmute and introduce yourself and feel free to go ahead and ask your question. Hi, thanks so much for letting me speak today. I just joined in so I'm sorry if you have already said this. Can you hear me. Yes, we can hear you. So I just caught the last part there where Mr. Farber said about the timeline and the budget. I did notice that the recent trustees meeting director Shari presented a timeline that shows much longer project duration than had been shared with the council. And one part is it begins six months later than the council had been told and it ends a year later. And you also wrote in your letters that each year adds 1.6 million to the cost so since it is one year longer than was initially proposed surely that 1.6 million has already been added to the cost and if so. So will we know what has to be cut in the budget in order to keep to the 36.3 if the cost is indeed 1.6 million more and will we will we see some sort of analysis that shows what's going to be cut in order to keep to that budget. Thank you. Thank you for your question Tony. Does anyone feel moved specifically to answer that one. Yeah, really all I can do is say so the timeline is very fluid when it begins and when it ends so I wouldn't say that the project cost has escalated yet. So this is one of the reasons that we have an OPM and and because of the budget, they will be working very hard to get us through the design development and bid phase as quickly as possible, so that we can still be on our original target date. And as far as what what has to get cut along the way definitely that will all be made public when it happens. And I would also add I don't know the year difference discrepancies that Tony's referring to. But what I do know is that what was presented to town council was done in conjunction with the OPM and the budget that we're looking at is done with the OPM and this timeline that is being presented to town council is done with the OPM. So there is consistency in terms of the OPM being on budget and the timeline and as Sharon has said, you know, if, if, if we wait a month the whole timeline shifts if we get through design in two months rather than six months the timeline shifts if we, you know, this it's it's I would urge people to not be rigid around the timeline because that's not how they work. The only rigidity are is the MVLC payments and even that isn't rigid beyond fiscal years, but it's still tied to things so I would just urge people to move away from rigidity and understand it's a process. Great. Thank you. We have another question that came into the Q&A. Would Paul explain why town council has to appropriate the full project costs when the town will only pay apart. This has confused people. That's a great question Sarah. So it's one of these things with local government finance that we have to appropriate the full amount. And one of the reasons the council structured the council order the way they did is they wanted to be very transparent to people they went to show how much was coming from the town how much was coming from the MVLC how much was coming from CPA and how much was the library trustees were going to responsible for fundraising for so they tried to put that in the order a little chart that showed that because they knew that was going to be a confusing vote for folks. And I thought it was a smart thing for them to have done, but it's one of the things where we have to borrow, we have to authorize the borrowing upfront. And we're going to borrow all that money, because the MVLC program acts in a little bit different way than the MSBA program in that they give funds, some of the funds upfront, which means we don't have to borrow those funds but we had we are required to authorize the borrowing so we could move the project forward. That probably made it more confusing but that's just it's just one of these things of how local government finance works. And we're still waiting for your schoolhouse rock episode on public finance so we'll share that when it's ready. So we're coming up time flies we've got about three minutes before our end time and I just want to give any other of our live attendees last chance to share your comments or questions with our special guests. And while we wait for that, I would love to invite our special guests if they have a last call to action or a last piece of information that they wanted to share relating to this project or the library in general feel free to go ahead and do that now. Whoever wants to start Alex. I just want to give a huge shout out to Kent and Lee and the whole campaign committee. You know, they didn't even put in their campaign finance this newest grant that they've just applied for for 1.1 million dollars we may get it we may not but they have been just tireless. They've been tracking down grants and opportunities to fund this program and the reality is none of this would be happening without the efforts of those people and I just I don't think they get enough accolades and I just it's incredible everybody in that group. Thank you. So push that donate button. Thank you very much. This is a great project. This is a transformative project for this town. And there's a whole lot of people excited about it. And we can make it happen. Yeah, I just want to throw that this builds on a lot of energy that's being built around town, you know the town council also approved, and we'll again be looking at the parking requests for the North Common. And we've, we're anxious to get additional funds that we're seeking to fix roads around the common as well. So I think people are going to see a lot of investment in downtown we have our new playground at Kendrick Park. And I'm looking we're looking at a lot of investment in the downtown area plus other parts of town Pomeroy Village for instance getting a new intersection there. There's a lot happening in town and it's a real investment in things that matter to our community so there's more to come, we're working on funding sources for all of these things. So it's not on the all on the burdens of the local taxpayers. So a lot of effort being done to seek out grants and substantial grants at that. And, and Sharon any any final words you want to leave our audience with. So not having to do with the building project. I do want to give a shout out to the library staff. Alex, you did a little bit but oh my gosh what they have done and accomplished over this past year has been extraordinary. I mean I happen to think that all town of Amherst employees are awesome, but, but the library employees are especially awesome so just I want to thank all of them. Thank you. Alright, well I don't see any additional questions in our room so I do want to take the chance to say thank you to our special guests, Alex Kent and Sharon for sharing your time with us. We're going to have this up on our community chat playlist on YouTube as well as our social media channel so if you want to share it with friends it will be up there shortly. So thank you all. Have a great day.