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HomeMy WebLinkAboutMinutes 1991SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT MEMBERS PRESENT: PRESIDING OFFICIAL: STAFF PRESENT: OTHERS PRESENT: MINUTES DRAFT NOT APPROVED Wednesday, February 13, 1991 3rd Floor Conference Room 7.30 P.M. CIVIC CENTER Aid. Collens, Feldman, :Morton, and Rainey Aid. Collens, Chair Lindwall, Wright, Anderson, and Gottschalk Cappo, Kepler, Weise, and Wolin APPROVAL OF MAY 17. 1990 MINUTES Ald. Morton moved approval of the May 17, 1990 minutes. Seconded by Aid. Feldman. tics. Lindwall noted that the square foot costs in the first sentence of the second paragraph under Review of Cost Estimates should read $119 and $100 per square foot respectively. Mr. Wright also noted that the list of Library Board members and staff present was incorrect. The '.lay l7th minutes should have included the following individuals: Cappo, Kepler, Wolin, Brackett, Weise, Allen, Wright, Anderson &- Gottschalk, with these amendments, the motion to approve the May 17th minutes carried. No Nays. REVIEW" OF LIBRARY PROJECT SCHEDULE Ms. Lindwall distributed and reviewed a revised project schedule outlining the major tasks and timeline for the library project. Mr. Wright explained that the fpcus groups listed under Design Development represented opportunities for more extensive dialogue with groups identified during last year's public hearing, and were not duplications of the public hearing. Ms. Cappo indicated that the materials prepared by these special interest groups had been very helpful. Special Committee on the Main Library Minutes - February 13, 1991 Page Two Aid. ,Morton asked for clarification concerning who would be meeting with the architect to review City building code and design requirements. It was explained that this was a technical staff function that would involve the Building, Traffic Engineering and Engineering Departments. Aid. Collens noted that she anticipated that decisions concerning project coordination and construction management would be taken to the Administration and Public Works Committee for discussion and action. Aid. Rainey stated that she was particularly interested in making sure that the City had an experienced construction management consultant who could help us evaluate construction bids. Ald. Feldman stated that liv felt That construction management is critical for this project and that we need to start looking for a qualified individual or firm now. Aid. Feldman stated his belief that we should have Ft construction consultant involved throughout the design development phase, as well as during Construction. Aid. Collens agreed that an outside construction consultant would be rxtremely valuable during design development. Mr. Wright noted that we have a file started of firms interested in prov;ding construction management services. Aid. Collens noted that she also had information on a construction management firm that she would pass on to staff. It was the consensus of the Committee, that staff should be instructed to begin developing a list of construction management firms and an RFP to be sent to these firms so that this issue could be brought to the City Council as soon as possible. Aid. Morton asked for clarification concerning the planning for operation of the library during construction. Mr. 'Fright explained that the library staff, Library Board, Traffic Engineer and other appropriate staff would work out the details of an operation and service plan as soon as we had a schematic design and phased construction plan. REMAINING WORK PROGRAM OF SPECIAL COMMITTEE Aid. Collens called the Committee's attention to the staff memorandum outlining the remaining issues related to the design competition. The first question concerned whether the Board and Committee wanted to meet informally with the jury the evening of Sunday April 7th in order to express Evanston's concerns and desires for t`e new library. It was agreed that this was a good idea. Nis. Cappo agreed to plan the event. Aid. Collens stated that the Committee needed to pick its juror for the competition, so that there would be sufficient tine for the sponsor jurors to educate themselves as to how to evaluate the entries that would be considered by the jury. Aid. Rainey moved that Aid. Collens be appointed as the Special Committee juror in view of her service as chairman of the Special Committee. Seconded by :old. Morton. '.lotion carried unanimously. Mr. Wright announced that he would begin working on an orientation session for the Evanston- Jurors. The Committee then discussed how the public announcement of the winners should be handled. Ms. Cappo stated that following completion of jury deliberations, the winners would be notified by telegram and phone, and that letters would be sent to all competitors announcing the results of the competition. OF Special Committee on the Main Library Minutes - February 13, 1991 Page Three Ald. Collens noted that staff had suggested presentation of the winning design at the April 22nd City Council meeting and asked for discussion. This meeting would be the first regular meeting after the jury deliberations and it was felt that there would be a good audience with both the incoming and outgoing. aldermen present. Aid. Rainey stated that she was not in favor of the April 22nd date because she didn't want to have two major events competing for attention on the same night. his. Cappo questioned whether it was possible to hold off public announcement of the winner for so long after completion of jury deliberations. She also felt that the presentation of the winning design deserved a meeting of its own. Aid. Collens suggested calling for a special City Council meeting on April 15th for presentation of the winning design. Ald. Feldman stated that he felt that presentation of the winning competition design should be a community event. Aid. Rainey stated that the winning design should be nicely displayed and that the "unveiling" should be a dramatic event. It was agreed that the Committee would call for a Special Meeting of the City Council at 8:00 p.m. on April 15, 1991 for the purpose of presentation of the winning library competition designs. Ms. Cappo reported that the Evanston Art Center would like to sponsor an exhibition of the library competition entries beginning April 26th. The exhibition would be open for about a month and would be free of charge. tits. Cappo indicated that the Library Board and Art Center had discussed the possibility of hosting a preview party on April 25th as a fundraising event for the new library. 11s. Cappo asked if the Committee felt that this would be appropriate. It was the consensus of the Committee that it was appropriate for the Library board to sponsor a preview party as a fundraiser, since the exhibit itself would be open to the public without charge. A motion to send a report to the City Council reflecting the decisions which had been made this evening carried. No nays. Other Business Aid. Collens stated that the Budget Policy Committee was scheduled to discuss the library project with Chamber of Commerce representatives on February 20th. Library Board and Staff indicated that they would be present. Ms. Cappo presented blue Evanston Library book bags to members of the Special Committee and thanked the Committee for its work on behalf of the Library project. Library Board members stated that they appreciated the thoughtful consideration of all of the issues involved in the project, and felt that the Library project would be a much better one because of the Committee's involvement. Where being no further business the meeting was adjourned at 9:30 p.m. STAFF:. DATE: 7Y28130