 Fabulous. So welcome everybody to the April 12 meeting of the Jones Library Building Committee. We are meeting virtually pursuant to chapter 20 of the acts of 2021 and this meeting is being recorded. We have four members of the public in attendance and thanks to them for coming. So the first order is just a call to order and to get you to verbally acknowledge that you're present so I will know that you can be heard Sean. Yes. Anika. Yes. Thank you Sharon. Here. Christine. Here. Paul Backelman present. Thank you. And I see that Alex Lopez is joining us. So Alex, can you hear us? Yep. Thank you very much. And I'm Austin, Sarah. Okay, the first item is the approval of minutes from March 29. And those minutes I take it are now available to us. If you haven't had a chance to look at them. Is there a motion to approve the minutes? So moved. Thank you Paul. Is there a second? Second. Okay. Is there any. Need to revise change. Take a minute if you haven't had a chance to look at them. Minutes from the 29th of March. Okay. Are we ready to go on the minutes? Okay. I'm going to ask you to again, signify your approval of the minutes. Sean. Yes. Anika. Yes. Thank you. Anika Sharon. Yes. Thank you. Paul. Yes. Christine. Yes. And Alex Lopez. And Austin votes. Yes. And Angie. Thank you so much for the preparation of the minutes. Next item in number three. Is the financial update, Sean. Sure. So we sent out the designer contract after the last meeting. It is with the designers now, and we. Expected it'll be signed. Maybe today, maybe tomorrow. And so we've been in contact with them just to suit the statuses, but the last update is that they're reviewing it now. So hopefully between now and the next meeting, we will have that fully executed and the designers will be with us at the next meeting. And I guess the other update is we are. We met with our financial advisor on the financing for this project. We're moving forward as if we're going to borrow this June. And so the, the policies of that is it going to locks in an interest rate gives us a, you know, a number we can count on. And kind of mitigates against future risk of interest rates rising. So we're in that process now, it'll be a lot of work to get it all together, but our treasure will take care of a lot of that work. And we'll update this committee on, on when that's finalized. That's great. Thank you. So on there's an item. Which I think is going to be a standard part of our agenda review and approval of invoices. And I wonder, is there anything to say that isn't straightforward about what that will entail? So I think at this early phase, and I'll just tell you what we do with the school building committee at this early phase, the invoices will be pretty straightforward in terms of, you know, we have contracts that there will be sort of a regular billing rhythm to the, to how those contracts work. And so what we're proposing is that when we have invoices, we will bring them to the committee. Our OPM or the designers here can explain, you know, what was done, answer any questions and then the committee will vote on it. At some point as we move into construction phase, invoices get a little bit more complicated and you know, there may be things like change orders and those types of things. At that point, we might want to consider some sort of. Subcommittee or some, some other process to review those more complicated invoices and bring back, you know, sort of a summary to the committee. But this early phase, I think they're straightforward enough for the whole committee can just review them and approve them together. Great. Thank you. Paul or Colliers, do you want to add anything about the invoice process? No, I think what Sean recommends is perfect. Great. And, and awesome. So we do have one invoice. That I'll pull up on the screen that we can. Review with the committee today. Great. Yeah. Thank you, Sean. Are we doing it now? Sorry. Are we at that? Yeah. Yeah, we are. Sorry. Sorry. Sorry at the school building committee. It's always at the very end. So. We want to pay the bills right up front. All right. Let me share the screen. And so this first invoice is from Colliers. It's for services rendered through the end of February. As I talked about, there's sort of a rhythm to the different phases of the project and how much will be billed each month. And I'll turn it over to, to Ken or Craig, if they want to just explain sort of what, maybe give an overview of the types of services that were performed for this invoice. Thank you. Sure thing. Actually, um, can you on, uh, I'll kick this over to you since I believe you, you're more familiar with this, but yeah, future meetings. I'll be the one reviewing these with you guys. Sure. So as you can see that this is broken out by, by the various phases of the project right now. So we've got the design phase, which is going to be essentially encompassing the next year or so. Of timing and then the bid phase, which is typically two or three months worth of fee. And then we get into the construction phase, which you see is, uh, is again, an uptick in the, in the dollars per per month. And that's because there will be a, obviously more individuals involved in the product during instruction phase and, and, um, you know, more boots on the ground during the day, um, overseeing the construction of the project. And then we get into the occupancy and closeout phase, which is a, again, reduced, a reduced amount of oversight. Cause we're just looking to just complete the project. Close out, get close out documents into the, into the owners, um, possession and, um, and do the final closeout with the MBLC. So we're in design phase right now. So a lot of the work that's happened over the past couple of months, um, is really centered around, um, getting the design team on board, doing the contract negotiations with the cut with the cut, with the design team, getting back up to speed, et cetera. So that's, that's really what's, uh, what's been happening, um, over the last, uh, last month or so. Great. And all of this, just to add to that, all of this ties to, um, the contract proposal that we executed with them. So that, um, uh, sorry, let me go back to the invoice. There it is. So this total bottom line is the subtotal of the amount that we, um, that we actually executed agreement for. So this invoice is for $10,978. Am I reading it correctly for one month's work? Correct. That's correct. Okay. So, uh, Sean, just so I'll be able to see folks give you that. Thanks. So questions about the, first of all, Sean, would you just clarify for me, uh, what we are asking the billing committee to do is to approve the payment of those invoices. So that it then goes through your, the town process. Is that right? Yeah. So I'll maybe for today, I'll make a motion to authorize this first invoice and I'll second, and then the rest of the committee will, will give their vote. Great. And that'll be the process we follow. Great. So why don't you, why don't you move it and then we'll get a second and then we'll have a discussion if there's any. Discussion Sean. So I move that the committee approved the colliers invoice for, uh, services provided through February 28th of 2022. Second. Thank you very much. Okay. Any questions or discussion of the invoice? So I just want to mention, you know, we think it's important to bring these invoices to the committee itself as opposed. I mean, some committees will delegate it to the finance director, somebody just to approve them. But with the school building committee in this one, we feel that this is such an important project that we want the committee to be well aware of what the finances are. As we move forward through this process. Great. I appreciate it. I think it also makes it a little more transparent to the public. How it's going. I appreciate that. Okay. Any other questions or thoughts about the invoice? I appreciate the transparency as well. Thank you. Thank you. Okay. Let's vote on approval of the, um, of the invoice. Uh, Sean. Yes. Yes. Yes. Yes. Yes. Yes. Yes. Yes. Yes. Yes. Yes. And Austin votes. Yes. And thank you to colleagues for the work that you've, um, that you have already, um, that you've already done. And Sean, thanks for. Helping us through the invoice approval. Okay. Thank you. So item is number four on the list. And that's a report from Colliers. Yes. Thank you, Austin. Um, so the first thing I want to talk a little bit about is the schedule. Now that we have a fine gold Alexander on board, we can start, um, the phase that's called schematic design. So that phase is, um, mostly them confirming their assumptions from, you know, previous, um, phases, um, phases that have been recommended working with the design subcommittee. Um, that'll be about two months. So it'll be a little bit of a sprint. So we'll do that. Starting now mid April through mid June. Uh, after that, we move on to their two more design phases. Um, which are a little more intensive. So that's a design development. That'll be about five months. So I'll take us through November sometime around November of 2022. And then we move into construction documentation, which is a very intensive phase. That'll be about six months long. And that'll bring us through spring, say May of 2023. At that point, um, we've got a set of documents that we'll be able to put out to bid. So, um, bid phase, we assume it's going to take about 14 weeks. Um, so you call that in about three months. Um, the idea being that we should, we're anticipating construction to start sometime around August of 2023. Uh, we're assuming 18 months of construction. So, uh, that will put us substantially complete in January of 2025. So just towing over the line into 2025. Um, FAA schedule and their contract is a little more aggressive. Um, in those design phases. So there's going to be a little reconciliation between. Colliers recommended schedule and what they've put in there. So, um, I'm hoping that for next meeting, I'll be able to reconcile that with them and present this information to you guys in a nice graphic. So we'll have a, uh, a graphic schedule that we can kind of follow along and see how we're making progress. Um, and so that's, that's my hope is for next meeting. I'll have that for you guys. Great. And so let's just pause a second. Sean. Sorry about that. Um, Craig, when you do the schedule, um, could you know where the milestone, where the milestones would be hit? Um, just, I want to see if, you know, we're still on track to hit one per, per year. Um, or if, you know, if there's going to be some, you know, gray areas where we might not hit it in that year. You talking about the reimbursement? Yeah. Yeah, the ramp, the MBLC milestone, the different actions that we have to hit. Yep. We'll, we'll, we'll include that. Okay. Okay. Uh, any other questions about the project schedule? So I want to ask a question, uh, Xander and, uh, Anika and Alex Lefebvre and I around the, of the outreach subcommittee. And, uh, we have hope, hoping to have an outreach event on the first of May. Uh, I'm just, I wonder if you can help us think about the outreach process in relationship to the schedule that you just, um, that you just outlined. There's not a lot of time for getting public input into the revision of the schematics. Given what that schedule is, there will be time for public, uh, significant public input into design development. But I just wonder if you can just help us think about. Uh, assure us that the public input when it comes is going to be, uh, I don't know, is this a word impactful? That's, that's actually the perfect word. Okay. Yes. So, uh, something I've been working with, um, the design subcommittee and the outreach subcommittee, and a little bit with FAA is coming up, uh, with that list or parameters of what the public input, um, will likely have the most impact on. Um, and so it's a series of questions, a series of statements, um, to help kind of inform everybody. Um, and so the things that the public. Uh, won't be able to modify, uh, with their commentary are things like, you know, the, the, the cost of the project, the, the square footage of the project, the, the rooms that we have in the library, all those things that, you know, the outward appearance of the library, those are things that are already been, um, committed to, uh, the MBLC, um, and other entities. Um, and so, um, some of the things that have been influenced is our, maybe some of the amenities that are happening in various spaces inside the, um, library, the sort of the feel of the library. Um, they'll be able to sort of identify what types of activities. Uh, they would encourage them to come to the library more. Um, things like that. And so those are, those are items that don't necessarily have to be decided. By the end of schematic design, um, or by the end of the day, um, or by the end of the day, and by the end of the day, you know, the design design development, whether during design development, that'll be a perfect time to be, you know, the designers can be looking at, you know, the interior finishes at that time. Um, and really fleshing out what each space has to offer. Um, so the public commentary can certainly come during design development. And still have, uh, be in time to make it into the design and into the eventual project. Um, any other questions about the project's schedule? I just wanted to follow up on your question, Austin. Um, because I think it's a great one. Just for clarity. Uh, what I just heard is. That public comment will be impactful on activities and actions, but not on the physical construction of the building. Is that right? Correct. Uh, yes, Sandra. That, that is, That's accurate there are certain things that are already in a way set. Another one that I didn't mention before but it's like a good examples is like the sustainability goals. You know that's something that is has been has been already determined and public comment may have a little bit of sway, but won't necessarily much of an impact as say, you know the look and feel of the interior spaces. Well suppose a member of the public has particularly insightful ideas about how to meet sustainability goals. It's certainly something that could. Yeah, that could, you know, come into play so like, if those ideas, and that's, I think, why awesome we we talked about last meeting, not limiting them, not limiting those comments too much. I had said oh, we should know, give some, you know, real hard parameter, actually I'm sorry I said the opposite I said, we should let all this information flow in, and then sort of decide what to do with it. So we're giving some parameters so that the public knows sort of where their comments will be most impactful, but yes there I think we should allow, or we should welcome comments of all types, so that we can, you know, consider them, or you guys can consider them, because you're right. I think the ideas come from, you know, unexpected places. I think one of the important things to understand is that a lot of what we cannot at this point modify a lot of the programmatic elements that the MVLC has already approved and and based the grant on, we really can't go in and modify those at this point. There's certain adjacencies that they are sacrosanct to them as well that we want to be mindful of. So to Craig's point, we'll absolutely take all the comments in and address each of those accordingly based on all the different criteria that needs to that it needs to be able to meet in order to be able to be brought into the project so we'll compare that against what the MVLC's needs and desires are etc. And weigh those accordingly. It's one thing to talk about that the paint finishes but it's another thing to start talking about adjacencies and things of that nature of the MVLC will definitely have an opinion on and their opinion honestly at this point is, is pretty important. I just want to make sure that we are all on the same page and I thought Craig last time you put us on the same page but I'm afraid a little bit. So, we welcome any and all public comment about any aspect of the library with the acknowledgement that some aspects are going to be difficult or impossible to change but I thought Craig your point last time was, let's hear it all. Given that we know that they're going to be some limits. So, and what I've understood you to say is hearing it all will be timely throughout the revision of the schematics and divine design development. That's correct. Okay, and then once we get to the caveat is once we get to construction documents at that point. Additional comment will have very will, it won't be practical to have much of an effect, because the design team is focused on basically documenting translating all the ideas that have come up and been accepted by the library building committee, and then in the design and then translating it into construction documents that the contractors will then bid on. So yeah the window is really schematic design design development to have the most impact. Great. Anika. Yes, this has been helpful and also aligned with the language that we are and will be using for the May 1 outreach event where, you know, we're letting people know this is, you know, all ideas are welcome on the table and in addition to kind of like a dream area and a dream board will also have a section that can better define the parameters around what is and what is not possible. So this was, it was helpful to add that. Thank you. Thank you, Anika. Yeah, I think I really appreciate the work that's going into helping define those parameters because I, I think it's a lovely sentiment that we're going to hear all ideas I think the danger is where there is tension of folks having felt excluded from the conversation previously, hearing all ideas with no plan to act on them can feel performative. And this should be a library that is functional in how it not only serves the public but reflects the public's voice in its construction. So I don't want that to become theatrical instead of genuine. And so if I'm hearing this correctly, it sounds like this is a really good fire under the backside of the outreach committee because the most input that can be acted on is really in these first two months before the design stage is over, correct? I think I would say over the next six months is when the comments will be most impactful. Great. Okay, thanks. Thanks, Alex. Okay, any other question or comments on the schedule? All right, and then Craig, we have an item on the interim location. Is there anything to report on interim location? Sure. Nothing really new. There is a budget line item for the interim location. I think it's $500,000. The window of time when the interim location will be needed will be a little bit before construction and then all through construction until the very end until that new or renovated building is available for you guys to move in. And so the big idea is we'll be taking that money and spreading it out, hopefully finding a place that has where the budget lines up with sort of the rent that they'll be looking for. And there'll be a bunch of logistics having to do with moving in and moving out, kind of getting set up that we can help you guys with. Ken, was there anything else that we want to talk about? Yeah, just understanding what that, again, what the size of the collection that's going to want to be relocated is going to be the programmatic elements. Are we going to have, you know, a children's room, teen room, where are all those different programmatic elements that are going to need to happen in that temporary location. Obviously, location is going to be very key, especially for the MBLC. They're going to want to know that it's, you know, that we've got public transportation and adequate parking and all that good stuff as well. And then we'll have to start looking at along with the design team, what the accessibility is of the building, the structural capacity of the building for the stacks and things of that nature that are extremely heavy. So it'll, once we've got it kind of shortlisted down to a few different locations, we're going to have to look at each of those with the due diligence required to make sure that it's a satisfactory area for us to be able to put a temporary location in. Thank you. Questions about the interim location issues. I don't have a question about this I have a question about cost estimation. At what point will you be doing a new cost estimation to bring us up to 2022 figures. So we have to. We've already given that request made that request with the cost estimator. They gave a small fee for sort of bringing that up to speed. And I think that was coming. It's within a week or two like it. It should be in our hands, pretty soon. So, before the next meeting, presumably around the next meeting. Yep. All right, great. Any other question for colliers. Thank you, Ken. Thank you, Craig. Okay, next is a subcommittee reports. The first report is from the design subcommittee. Christine. I have nothing to report. We have not met since March 4, I think. But as you can see at the bottom of the agenda, our next meeting is this Friday at 9am. Great. This Christine, I just wonder, Sean colliers will do you think we'll have a return from FAA in advance of that meeting, or it's still not sure. Okay, good. Thank you. So we don't know whether we'll hear yet back from FAA, but hopefully in advance of that meeting. When you say return, you mean the contract signed in advance of the meeting on Friday or our next building committee. In advance of the meeting on Friday. We're just waiting, right? Yeah, the one thing I'll say is when they do sign it, we can turn it around very quickly on our side because it's electronic signatures and we can process that very quickly. So, we know that they've got it in their hands and they're viewing it now, so it shouldn't take long. It's two pages. It's not a lot. I mean, it's two pages of contract language plus their proposal. So it shouldn't take long to review. Okay. Is it the committee's expectation that FAA would be an attendance at Friday's meeting? Christine. It is my belief that they will, but maybe Craig can give some more. We're including them and we have emails. Angela has gotten the emails from them who was going to attend to Craig. Yes, I believe they are intending on coming to the Friday's meeting, at least remotely, because it's remote meeting, it's easy, but I will confirm that with them. Correct me to be a benefit to have them there. So to get those design design discussions going for real. Right. Christine. That's that's it. Hopefully they'll be there. Hopefully they'll be there. We'll still have stuff to go over. Thank you, Christine. Next is the outreach committee. Alex is not present. Anika, do you want to talk a little bit about the outreach conversations? Sure. So the flyers are circulating and the volunteers and participants are coming in. We're gathering folks. So far, I mean, well, as we know for people who have seen the flyers coming out, we've got Sammy the owl is it a nice spring update. And is out there we so the English version is there we have just finalized Portuguese Japanese and then Spanish and Chinese will follow if not today tomorrow. Definitely, you know, then out out on the field. We're reaching out to people who run both sides of the event. You know, some names that will be joining us participating with tables we have Deborah Bridges we have make gauge. Dr. Melkar Shabazz we have Michelle Miller and the ear miller I mean it's really shaping up. Alex actually reached out to leave Terry Johnson as well who I think was on the heavy side of saying no to the libraries that we you know we may even need to include a couple of folks that were for the library. We're having a balance and also you know really focusing on, you know, people who community members who were not involved and you know the, the previous five years or they haven't been here reintroducing and just, you know, getting out there. I actually attended there was an event that the progressive coalition of hammers had which was at Hazel's restaurant and restaurant for us all to support. And where Melkar Shabazz talked about this outreach event as well and just really encouraging people that this would be the time to come and you know have your ideas and vision heard and really just you know meet people and get people excited about the project. So, you know, for the most part everyone has just really embraced this and, even as I'm checking now I can see that there are a few other emails of folks who are excited to, to join us on the first as well. So, yes, I believe that that's where we are so far and we're still pushing along to make this you know, the most fabulous event that we can. Thank you any good thanks for your work on it so far Christine. Thank you for that subcommittee. Is there a way that where can I find these posters or announcements or communication about when these meetings will be. Oh, so we should definitely make sure, you know, excuse me that at least everyone here absolutely has the pliers. And in terms of the for the meetings we are listed. Excuse me I believe I'm not sure that our next meeting is posted as of yet excuse me if it is. I'm not sure that it'll be next week but we can certainly get this information. Oh, we also let me say one other thing we met with the community participation officers. And they were incredibly helpful and you know we're really going to be coordinating with them they'll be looking out. So I think for just different events that are going on summer all summer long to make sure that you know where appropriate will have presence and, you know, reaching out is especially to events and areas neighborhoods that, you know, we haven't had a presence in. I think, you know, really between the community that we have which is really they're really being helpful to reach out to their networks and in partnership with the community participation officers that we're looking like we're in good shape. I feel good about it much better than a couple weeks ago I'm feeling the action now. Thank you. Alex did you want to say anything about the outreach effort outreach committee. Any other questions or thoughts about outreach. All right, and again thank you to Anika and Alex and Xander Alex, and Xander for the work that they're doing I think the event on the first is going to be just a great start for us. Item number six is correspondence. I don't think we have any correspondence that you need to address. We have seven topics non anticipated by the chair. Anything that's come up in the last 48 hours. Okay, item number eight we have five members of the public, this is opportunity for public comment. If you would remember the public you're interested in make comment if you would raise your hand or otherwise signify that would be great. I see no public comment again thanks to the members of the public for attending. Item number nine is adjournment. Mr. Bachman do I hear a motion to adjourn. Yes, you do. I move to adjourn. Ready to go. Is there a second? All right, let's vote. Mr. Bachman. Yes. Sharon. Yes. Anika. Yes. Christine. Yes. Xander. Yes. Sean. Yes. Austin vote. Yes. Thank you very much. Appreciate all the work and we'll see you soon. Thank you all. Thank you. Good night. Bye bye.