Welcome everyone. This is the regular meeting of the library building committee of December 4, 2025 and we are meeting at the South Yarmouth Library and this is a hybrid meeting. So we have some attendees
remotely and we'll take a roll call of those present here. Tom Pendleton >> here [clears throat] >> Susan Ba >> present >> Doris >> here. >> Okay. Judy Paris Tarburn chair and
present. So, we have a full committee and our first order of business is just housekeeping and our minutes from November 20. >> So, could I have a motion on this, please?
>> Move to accept the minutes to November. >> I have one added just a minor one on page >> Oh, I need a second. >> Second. >> Thanks, Lisa. Okay. Discussion. Um, page two in the first paragraph, the square footage is not $25,000, but it's
>> 25. That's a good number. >> That's all I >> That was anybody else. >> Okay. So, we have a motion to accept the
minutes and now we need it as corrected. Motion to accept as corrected. >> Second. >> Okay, we're going to do a roll call. That's Darcis McBurn. >> Hi, >> Susan B. I [clears throat] [laughter]
>> Vicky Janetto >> and Tom >> Pendleton. Okay. All right. Great. so we can get to our business. And first item is public comment. And do we have anything
tonight? Okay, great. >> Um, our next item is just a review of the planning board meeting last night just so everyone knew what happened. But you're all there, so that that's the reason I put that there in case someone
wasn't. Hi, Ma. Hey everybody, how are you? >> How are you doing? >> Uh so the takeaway I got was that there was a lot of support from the planning board uh that we needed to
get our ducks in a row and make sure we had good solid uh number information before we go to the into the town meeting process. was a really good idea. Uh,
and I I was very just I don't know kind of surprised by the what can we do for you comment. So that was that was very >> the planning board's very generous. >> They're very good to their their stitches.
>> It was very it was a very nice meeting. Want to add anything? No, I thought it was uh >> I thought you and Matt did a great job and I thought like Susan says the planning board and I'm new to the planning board. I find them very receptive to to
>> the one thing I would like to emphasize of the comments from um from Will about about the clarity of the budget and the competition you all are going to be in >> um in the spring when it comes to funding. Um, so that's how important
that's going to be that citizens even though you made a point of saying we're the first one on the list, it is not a prioritized list. So it just means we're just first on the list >> chronologically. >> Right. Right. So you'll be in competition with a lot of we will be in
competition with a lot of of um health and safety programs. uh and you you've all lived in town. So most of you and you know how um receptive people are about and and of
course the school budget how difficult it is for people to you know work their way through at some point someone's going to say you know we're beyond as we're beyond our bonding capacity and just hope that we fall above that line. >> Um so that will be and the numbers are
very very important. So the the clearer and the number is and what you're getting for that number will be very very important >> and the transparency. >> Yeah,
>> transparency. So um along those lines, I was digging around trying to find the original award that we got in January 2025 and all I could find was the official announcement. It's like an announcement
from NBLC saying these are the communities that got it. I think you've all seen that and we're on that list and then it explains that we're good to go if we get through this next session and then it had the weight list
communities after that. So, I sent an email to Amy um Fergleti, the assistant town manager, asking if she could get her hands on whatever was provided to us that time just to
know, you know, what what other information was in there [clears throat] >> beyond this date of December submission of the program. So like what's next and what
else was in that letter? Um because the select board has asked us to appear on December 16 and I'm not clear whether they need to act on anything like they need to
approve the submission or you know underwrite anyway. Um so that would be important to know. Dorcas, do you have any insight into that? >> Um, well, that's what we're planning on doing on the 16th basically is to
approve it. Um, I can I I can also assure you that one of the discussion points is going to be once again to reinforce and this will be for us to do on our side and also we think critically important before town meeting is to
reinforce that West Jarm will remain open. that will not be closed because we we feel very strongly that you know from what we saw come in in uh June that if we don't you know they made it 100% clear
to us and we heard that you know that West Jas needs to stay. So in order to encourage this passing a town meeting, we have to be sure that folks know out there that this does not a vote for this does not close,
>> right? Because I think you know I think then not only I I can tell you any select board members feel that that would be the death note for this that we did. >> Is Mindy um I have a question. So on I reviewed the November 20th meeting and
at that point in time Mark said no official vote was needed. >> Do we need an official vote? >> Probably not. But the select board is basically asking for um you know given that we're the select board given that you're going to be putting it in on
December 31st. We'd like to have an opportunity >> to see the finished product before it goes in. and the last one that we saw was was previous to that. In answer to your question, actually, we could resend
the submission. Not that I think we're going to go to that extreme, but you know, like we could say, well, we're not going to we're pulling the grant, not going to do it at all. That's basically where the select board might come in, but they're not going to. I mean I I do think that u having had the reassurances
that there's no financial commitment at this point it will be dependent upon what is presented at town meeting >> and um you know what the people have to say >> but we do feel very strongly especially in light of our previous library board
meeting I mean uh library building committee meeting that once again we have to reinforce that West Jarmath will remain as a branch functioning branch of the town. >> That would be a statement from the
select that's going to be coming that's going to be coming Judy at the same time. Yes. >> Because and that that's why I kind of >> quieted Mark at the last meeting was because of the fact that it was not on our agenda. So we should not have been speaking about it to begin.
>> So we will talk about it on the 16th. >> I have one question. When you say the final what you I I don't know how you word but you said you want to see the final submission. >> What can you clarify what you're looking for in the final submission?
>> We want to see 25,000 square feet not suddenly 27,000 square feet. >> You know the parking I think you're not going to have you may not have resolved for the board meeting on the 16th. Right. But what we do want to see I think is a firm communic
footage and the basic layout. >> Right. Okay. >> Right. >> Okay. So, welcome Matt. Um, so the other thing with the appearance before the select board on December 16 is that
materials have to be submitted by December 11. um so that it's posted which brings that deadline uh to just a week from today. So that that's tight um >> for us to have the program and the
commitment on the square footage. I'm not talking about parking. >> No, but before you just said that, my understanding was we would need all of that. And so that's a great relief to hear because Mark Frills isn't available
to meet with um Matt and the team until the week of December 15. >> So if we if even if some of those parking issues get resolved there, um then we're in that same
situation of providing information. you know, here we are. We have this information like we did the last time where we're running in with, you know, here here was the assessment that was done Monday and here
we are Tuesday, you know, thinking that, well, we're getting it. I feel I feel like I'm always out of breath, you know, here it is. Here it is. And that would be the exact same thing. So if you're thinking
that the board will be understanding the fact that the parking is not resolved, then >> I I strongly feel that. Yeah, I I I think we all know that's basically in the heart hands of Mark Re. It's with building commissioner and I
think we're all feeling very comfortable with keeping it in his hands. So no, it's just >> because there have been some variations on size and program content, >> we want to make sure about that. >> Okay,
>> that that's the piece that we really want to hear about and will be discussed. I don't think they really care about parking. >> [laughter] >> I don't I don't I mean I don't think >> I mean I know the parking is critical but you know they know that that resides
with the building and fire and the fire access. >> Okay. >> Does anybody on the Zoom have any questions about >> Well, I was just going to go there. [laughter] You're a mind reader. Okay. So, um Matt, I know you came in in the middle of
that. We were just going over what happened last night and then we kind of slid into the presentation for the select board on the 16th and Dorcas was representing the board's um requirements
for that. Do you have anything to add to that? >> Um no. I mean they need material by the 11th. We'll have by the 11th what we have on the 11th. I mean, I think we're we're pretty far along with the plan. I
don't foresee any substantive changes. There may be a couple of tweaks here and there, but I I think basically the plan that we present tonight is the plan that for all intents and purposes is going to be going to the to the NBLC. The the square footage isn't going to move around anymore.
We're we've tightened things up as much as we can at this point. Um and the you know the similarly the parking the park irrespective of and you know we obviously we want to have the conversation with Mark grills um we want
to do whatever we can to you know do what's right for the town at the same time that site can handle about 168 spaces and that's it. And that's that's what we're proposing and we're showing how we can lay that out in a way that works for the school and for the
library. We can't we can't create more space. We can't, you know, so there's a limit. Um and I I think that's ultimately going to drive that decision, I have to imagine. Um, so, you know, we want to have that conversation, but the
site plan that we'll present to everybody tonight, which is the one we shared last night with the with the planning board, is sort of maxing out parking on that site um and and tries to do it in a way that that um that serves both buildings equally.
>> So, I you know, we we'll we're obviously happy to come before the select board. Um, we welcome their feedback and their comments. There's obviously very little time between that meeting and the submission. So if there are requests or
recommendations that require a lot of extra work that you know we we don't have a lot of time to accomplish that. We'll have about a week um before we need to submit things. So we're trying to get everything submitted before everybody takes off for the holidays.
So >> I feel pretty comfortable, Matt, in telling you that I don't think that the select board is going to be coming in with recommendations of changes. I think they just want to >> where we stand. >> Okay. >> There was concern when I raised with
them the idea of 27,000 square feet. So I think hearing that 25,000 square feet is, you know, going to be um very reassuring to the board. >> Okay. Good. >> Uh yeah. And I I think just from the
reaction the last time we were before the select board uh I wouldn't expect strong uh change recommendations from them. I think they were very >> right. I'm not I'm not expecting it and we certainly I haven't heard any
conversation from any member of the board in that direction. So >> okay that's reassuring. I [clears throat] mean, I I do think um that going to the select board and ha having this meeting and hopefully coming out of that meeting with the support of
the select board. Obviously, there's no vote or anything, but it's um or at least I don't think there is. But coming out of that meeting with support, having that be a televised meeting where people see that the select board hopefully is supportive of the project, I think puts us in um in a good position going into
Springtown meeting next year. The more town agencies that get behind this project, the better I think in terms of outreach. >> Matt, I don't know if you were in on the meeting when I talked about West Yarmouth or did you come in? >> I I I joined just as you were kind of
finishing that, so I didn't hear the gist of it. Basically what I was saying, you know, is once again what you're going to be hearing on the 16th is the reaffirmation from the board that the West Yarmouth uh location is not going away, that it will be continuing. And we
feel strongly that in our support um it's going to be important to let the public know that you know like that it's going to be important for them to know West is going nowhere. it it will continue uh okay library I and we feel
that if we weren't making that affirmation that in essence we would be killing this project before town meetings. So >> okay, >> we'll be on as you say the television will be on and we'll be saying you know
those very things and then it's up to us board when we start to get ready for town meeting to lay that seed once again and you know assist with that support. That's where right >> is going to come into play.
>> Okay. And I'm trying to find out if we need a select board vote uh for the admission but submission permission. Um anyway for that process
>> well when the original grant was sent in did the did the board approve the submission? >> Yes. >> Yes. then they may then they may want to they may want to do some sort of even if it's a pro for >> then it may be required but I thought
right they did vote to so there may be a requirement they vote on any >> and I think what Dorcas was saying before was they want to do it >> like a proform even if it's not required but I'm still working on whether it's required or not >> and we'll see [clears throat]
>> Julie I'm meeting with >> I'm sorry David >> that's okay I'm meeting with Andrea Tor >> oh Right. >> We're going to go over the whole process kind of from here. So, >> wonderful. And she can probably answer that off the top of her head. >> She can.
>> Okay. So, if you let me know, that would be great. Reassuring. >> Matt, just for a press point of reference too for you, I'm the one chairing the board meeting on the 16th. So, we will be talking. >> Okay. Great.
>> All right. So, uh, anything else on that on last night? All right, let's move on. Now, I'm going to ask Matt and Ma what sequence you want to do this. I had put program thinking uh the program
decisions and I know there's been a ton of conversation going on would be reflected in that conversation and then go to the bigger site conversation. But the sequence is up to you. I I mean
it it doesn't matter to us. I have uh I'm going to share my screen and I have a presentation that actually put site plan first just to get it out of the way, but I'm happy to to skip ahead to building planning and program first if you'd rather do that.
>> No, just like >> Yeah, just go. >> Okay. All right. Can everybody see my screen? >> Uh is this big enough for everybody? Is that better? That's great.
>> Okay. Uh there we go. All right. So, uh as probably most of you know, because many of you were there last night, um we have a new site plan from our landscape
architect that accommodates 10 foot wide spaces. Um as we learned from our site plan review meeting, it's an increased quantity of parking. It moves drop off closer to the front entrance. It still um addresses drop off
for the school. Um the parking counts, you know, I won't get into the the zoning piece of it, which is still a question. That's what we want to talk through with Mark, but um the general approach is the same. We're we're showing uh preserving the 19 spaces to
the west of the MacArthur School, closing off the existing driveway on the north side of MacArthur School, coming around the south side onto the property, um and either looping around the school
drop off, which has um six spaces right at the drop off, a number of which are accessible spaces, or continuing to the library drop off. Um, as I mentioned, this drop off now has been pushed, I think, about as close as we feel
comfortable moving it towards the building. That's that's pretty close now. Um, and then um and then obviously circulation through the rest of the parking. This accommodates 131 spaces. 48 of those are
replicating the 48 spaces that exist today on the east side of MacArthur. And so that means we're adding 83 new spaces. Um if we go through the MBLC parking requirements, one space for every 400 gross square feet, we're at 64
spaces. We need to add four accessible spaces to that and 12 staff spaces. So that brings us to a total of 80 spaces that the MBLC would would want to see in our submission. We're providing 83. We've also indicated a couple of areas
here and here where we can get some expansion. Um if if we wanted to max this out, we would get another 38 spaces. So we'd be at 169 total spaces on this on this property. Um >> yeah,
>> Matt, can you can you delineate where the accessible spots will be? Maybe I'm just not seeing it. They yeah, they're not showing up. Um, for some reason in the latest plan that we got from um from our landscape architect, the spaces
themselves are not showing up, but there are accessible spaces here for the school. There are accessible spaces here and here for the library. Um, it's possible. We've also talked with our landscape architect about just including
at least a couple of spaces here. We're calling this future expansion, but we might actually build out a few accessible spaces which would put the accessible spaces a little bit closer. Um, so that's something that we've kind of gone back and forth with them and I'm I'm sort of inclined to to add those
into this plan. We were trying to keep as much of this kind of clean uh open space, but I I think having those spaces here would be would be helpful. Okay. >> Thank you.
Um, quickly in terms of fire access, and we touched on this last night, we've created a fire lane here, which runs between the MacArthur School and the library along the south side of the uh, children's wing. We have another fire lane that comes in from Route 28 at the
top of the page here. And from a firetruck location here, here, or here in the parking lot. And there's it's easy for a firet truck to maneuver around the parking lot. From those three locations, we're within 250 ft of hose
length to any point in the building. So, we feel like we satisfy the um the requirement that was stated in the site plan review meeting. Um this fire lane does not come any deeper than is shown because we can't go more than 150 ft
um and then have the truck be able to back out. So, so there's 150 ft maximum length for a firet truck to pull straight in and then back straight out. So, this this is where that 150 ft ends. Um, in this case, we're bringing the
fire lane all the way with the expectation that the fire truck could drive across the entry plaza uh and then out through the parking lot. So, we there's a there's a way to get the parking or sorry, the fire truck to make a loop uh from that fire lane over to
parking and out. Um so, you know, I think we've accommodated everything that we need to in terms of vehicular circulation, emergency vehicle access. Um we've created pedestrian access from Route 28 along the west side of the
adult wing. Um, we're showing a path here now. You'll see that in the renderings. Um, so we'll have two ways for pedestrians to get onto the site. One would be the sidewalk along the access drive that would then tie into this sidewalk that gets you to the entry
plaza. The other would be coming from uh the kind of northern end of of the site straight in. Uh, and that would bring you to doors that would bring you into the lobby. Um and so either side you still have the circulation desk there
monitoring who's coming and going. Um any questions about the site >> on that fire lane coming from the access road that'll be somewhat gated. So people we just can't drive in on that fire lane side. Correct.
>> So the the way it's drawn here is there's a narrow paved pathway which is really a will look like a pedestrian path. it'll look like a sidewalk. The fire lane is actually these two red lines. I don't know if you can see them well on the screen.
>> Um, but that gets you the the 20ft width that you need for the fire lane. And the thought was that that is a reinforced stabilized turf that you can drive on. Um, so that it it doesn't look like a road. There's no confusion that somebody
thinks they can pull in there to pull up to the library. It looks like a sidewalk. So I don't know that we need a gate there. Gate adds some complications as you can imagine. Um so we're trying to sort of through visual cues make it
very clear that this is a pedestrian way but in an emergency it also doubles as a fire lane. >> Okay. >> Any other questions about site? >> Indeed. How far away is the fire lane from the children's wing?
Um, I would say from the red line to the building is probably I don't know 6 to 8 ft something like that less than 10 ft. Um, >> so
so is there still going to be availability to have an outside play space for the kids? >> Yeah, I mean there's room here and th this retaining wall can can move too. It's not This isn't fixed in place, but
but there's space here which is directly outside. I don't know if you can see the kind of ghosted underneath. This is the uh story hour room. So, if you imagine, you know, a room of equal size outside, there's there's plenty of room directly
outside of that storytime room to get outdoor access. >> Okay, wonderful. Thank you. Okay, anybody else? Okay, thank you.
>> Okay, so moving on to the plan. This is where we were at our last meeting uh on November 20th. We were we had shrunk down from 27,000 to 26,000. Um but we were still bigger than I think
people were comfortable with. So, as you all remember, um the suggestion was made to eliminate one of the two meeting rooms, which we have now done. Uh and I'll let Ma and Libby talk through um the other plan changes, but this
represents now the plan as it currently stands. We're at 25,400. Um so about a 700 square foot reduction from where we were. there's still I think room to tighten things up you know
in subsequent phases and generally what happens as we get more detailed in planning you know later in schematic design and in design development things tend to tighten up a little bit more so I I suspect that there's probably 100 or
200 square feet here or there that we could probably squeeze out of this beyond this number but this is this is about as close as we feel we can get at this point. Um, Ma or Libby, I don't know if you want to talk about any of
the specific changes we've made here. >> Sure, I can. Um, so when we eliminated the multi-purpose room, the classroom got just a little bit bigger to accommodate some a better circulation inside the room, but just by
about 50 square ft. Um, you can see directly below with the storage room and AV room that can service both the classroom and the auditorium. Directly above the auditorium is a kitchenet which we're not showing now but could have access um via the corridor. Those
were all comments that came from the MBLC and the book drop is now directly above that which it's separated from the auditorium so we definitely won't have any auditory issues um when people are using the auditorium space. The after hours entry is right above that which is
actually you know if within a good distance of the original entry but because we have lost that um that multi-purpose room and reoriented the classroom in a horizontal rather than vertical direction it's basically shortened that entire wing by about
correct me if I'm wrong Libby I think about 25 ft. Um, so which means that also the the drop off can get a little bit closer to the entry. So that whole area has shrunk which is a little bit helpful for that issue of having to walk
too far. Um, most of the staff um and back of house bathroom area has remained mostly the same. We've we've shrunk a little bit of the circulation in the staff wing to give it back to some some um some folks like technical services to
give them a little bit of more generous space. And we've we've had to grow um utilities to a certain extent to um make space for mechanical suite that we we hadn't originally planned for. So, it's mostly the same. It's just a little bit of reorganization, a little a square
footage here and there. Um, as you look at the lobby, uh, we reoriented the way that the friends is laid out so that as you step through the vestibule, you sort of have a straight shot to the circulation desk and looking down the adult wing directly to your west, you
have an open friends um, friends book sale area and then the back of house friends storage zone is is right directly next to it. And part of what this did is if you remember from the previous plan um the lobby was a
little bit more constricted um as you sort of had a small internal vestibule zone um between the lobby and the children's wing. We've eliminated that to make it feel more spacious and um have better views to the outdoor paved
area and the depression. So again, most of the children's and teens, it's it's mostly unchanged with the exception that in order to reorient the friends rooms, that um group study room is now tucked behind the work room. So we'll want some feedback from you,
Mindy, on that. Um we know that there's less visibility from the um the YA service desk in this location, but uh we think this works best in plan. So we'll want to talk to you about that. It's still a full glazed wall looking into um
that room and also we've we've opened up the wall from youth um the teens area to circulation. So there's also better visibility from the desk. Um the only other change really is that the story hour which just grew just a tiny bit.
Um, so it's about 800 square ft right now to give you good circulation to make sure those eight tables can fit comfortably. Um, and then moving up into adults. Um, again, the the circulation desk has oriented itself a little bit differently
just to um service both the children's wing and the adults wing. Um we did also remove um per the staff's um suggestion one of the large the group study rooms that was um for four people. So we still
have the six uh individual study rooms that are um on either side of the reference librarian's office and the reference desk has now been relocated from it was on the west side of the building. It's now on the east side so that it can
directly butt into the librarian uh office and then it it has direct views into the meeting rooms um on either end and the study rooms are behind it. Um I think we're still waiting on some feedback from David and Joe whether this
orientation still makes good sense for the staff and uh it does. Okay, great. Um and eliminating that one um study room allowed us to pull down the periodicals
wall make that grow a little bit. And um it's we we've been asked by the MLC to flip those two things. Um we didn't hear any feedback from you on that as well, David, but they they asked us to put the meeting room at the end of the building with um the periodicals between the desk
and um the meeting room. If that makes sense to you, we'll make that change as well. >> Okay, David, >> I um we actually all of us have talked about this and I um >> I just get a chance to send it to you.
I'll have that for you tomorrow. I'm meeting I'm tomorrow morning. So after we talk, I should have that to you by like late morning as to like where we landed on all that stuff. So >> Okay, sounds great.
Um, am I missing anything, Libby, that we didn't talk about? >> I think the only thing is since the last plan, we've also added the admin suite in the staff offices. Um, so the director's office is no longer directly
adjacent to the lobby and um the adult wing. Um, but you kind of enter through this suite instead. Administrative offices. Could could you >> because that's
>> just what's in there. The dark blue. >> Yeah. So >> directly Yeah. directly as you enter is an administrative office who's also serving as the point person to anyone in those administrative um suites. Then there's the assistant director and then
the director's office. Um directly below the director's office is the staff break room. Uh to the left is a staff workspace which is accommodates four desks. Um and then directly below is that workroom area um adjacent to the
tech services and then the circulation librarian has uh visibility to the circulation desk. >> Thank you. Another thing to mention as it relates to space needs is we've we've been
having conversations with our mechanical, electrical, plumbing, and fire protection engineers. Um, and you know, it's it's early and so we have thoughts about the type of mechanical system that would work here,
but no decisions have been made yet. And I think part of what will help you as a group make those decisions is cost. And so what we typically do um at a schematic or even conceptual level estimate is we price a couple of different systems. We talk about the
pros and cons of each of those systems um and then we make a decision. And so what we're trying to do now is provide enough space to keep us nimble in terms of our ability to accommodate any one of those three systems. And just to quickly
explain what those three are, there's a um an airto-air um cooled heat pump uh called a VRF variable refrigerant flow system. Um we've used that now on I think every
library that we have built, maybe with the exception of Belmont, I'm not sure. Um it's a very efficient all electric system. Um and and all of the three systems that we're considering are all electric. We want this to be a fossil
fuel-free building. Um so so the VRF system, it's a it's a great system. It's um efficient. It's been around for for a few decades. Um it's uh operationally we've had good success with it. The
other nice thing about it is it does not take up very much room in the building. Um, it does rely on some outdoor condensing units, but we've got plenty of room between the east side of the building and the property line to accommodate that kind of equipment. Um,
this, as I said, the space needs are quite light, I guess, for that system. Um, the disadvantage of that system is that it is hot air, hot, hot and cold air only. Um, it's not there's no hot water associated with that system. And
so when we think about some of the perimeter spaces, especially where we have some larger windows, we generally provide supplemental heat in those areas. And typically that supplemental heat is by way of radiant um hot water
uh either in a trench or a pedestal unit. Um and so you with the VRF system, you have to add a small separate dedicated electric boiler to handle that that loop of of hot water. So, that's the kind of um that's the cheapest and
least uh the the one that requires the least space. The other two require more space inside the building and we've tried to accommodate those in this plan and those are a air and water um all electric heat
pump system. So it uh like the one that I just explained, but it also is able to provide hot water as part of that system. So it's a little bit more flexible. It's a little bit more expensive. Um but it does provide the ability to create hot water and deal with um
perimeter heating. It would also be possible. We were talking about um the story hour room for instance, wanting potentially to consider radiant heat in that floor because you've got kids on the floor all the time in the winter. It might be nice to have that uh be a
radiant floor, possibly the entire um children's reading room. So, that system would allow you to easily accommodate those kinds of needs. The third system that we are going to recommend pricing is a geothermal system. It's the most expensive. Um, I forget how many wells
they were estimating we would need. Mik, I don't know if you remember, but at $30,000 a well, call it 25 wells, you know. It's a >> Libby, do you remember? >> 25 25 >> 25. Yeah. So, it it's an expensive
system. Um but it's all electric and um your utility bills are are very low because it's you're relying on the um the earth's temperature to provide heating and cooling. Um all of those systems pair very well with solar roof
mounted solar which we are um definitely planning for. We obviously need to talk about whether that's going to be part of the the construction project or if it's going to happen after. Um, but at a minimum it's a solar ready building and so any solar is going to help offset any
one of those three systems. So I mention it because we don't need to make a decision about it yet. Um, that decision doesn't need to happen until after the uh the grant review and successful town
meeting. Um but it does relate to square footage in the building and depending on the decision that we make we might see some further reduction in building size uh based on that. So that's that's as I said before there are things like that
that affect the the overall square footage um and we may find that there are opportunities to tighten it up further. Uh any questions about the plan? >> Does it look it? >> No. >> Okay.
Uh so moving on. So we've we've updated the massing now that we have a plan that has sort of settled down. Um we've adjusted the the exterior massing. Um you have noticed that the community wing and adult wing have straightened out. So
this is now the proposed building on the site. This is representative of the parking that was in the site plan that you saw. Uh so here's the drop off area for the school. Here's the drop off area for the library. Uh entry plaza building
entry. This is the children's wing. Community wing and adult wing are now in a single volume under a single roof. That roof extends out to capture the the staff spaces and utility areas. It's a very simple roof form um shed roof. One
change that we made was we we connected instead of having the children's wing be a kind of independent volume with the lobby being a sort of low flat thing in between these these three taller volumes. We combined adults and
community into a single uh continuous roof. We combined the children into a single flat roof and then we the height and add the area room uh
which is really the the large area that is the kind of open collection and reading area. Uh so the story hour room is here. Um, this this roof that's tipping up here is over the kind of larger space. So, that would be exposed
to structure. Everything else in here is lower ceiling. Um, we think we could do exposed structure in the teen room and in the story hour room, but we wouldn't have it in spaces like the the, you know, storage uh staff offices, the um
sensory room, things like that. So, we felt like that there was some efficiency there and it helped us simplify some of the geometries. Um, so that's the aerial view. We have an updated entry view from parking. >> Sorry, is there a question? Yep.
>> Yes. Can you go back to the last slide? >> Yep. >> Okay. Vicki. >> Oh, Vicki has no voice. She was wondering if you could point out the fire lane and how that relates to >> that was close to the children's.
>> So the fire lane actually isn't drawn here. There would be a sidewalk that runs from this cur and we actually don't even need this curb cut. I don't think um there would be a sidewalk that runs here. Let me try and draw it in.
Uh give me one second. terrible at drawing straight lines and zoom, so forgive me. But there would be a sidewalk that basically runs like this. And the fire lane would be, you know, sort of a wider space
on either side of that sidewalk. But that that's about where the fire lane the other fire lane, and this this tree is not in the right place, but the other fire lane is here. So you would be able to pull in from Route 28 and then back out again. Um, this is the connection that I was
talking about from uh there there should be a sidewalk here. It doesn't show up in the model, but there's actually a sidewalk that runs along the south side of 28 um and actually turns into the access road, comes back, turns and stops about here.
So, we would connect this sidewalk with the sidewalk from Route 28. Um, so there's connection there and two ways to get in. This this connection here would get you all the way at grade back to the
entrance to the lobby. Circ desk is here. So whether you're coming in from parking or from the street, you arrive at the same central location. >> All right. So you weren't seeing it because it wasn't there. Okay. >> Thank you.
>> Yep. So this is the entry view. Hasn't changed dramatically from what you have seen so far. Uh we're obviously we're seeing the community wing and the the main meeting room in the foreground. Covered entry porch back to building
entry. This is the lobby here. Um the friends book sale area is to the left of the entry vestibule. Uh and then the children's wing to the left. Uh this is a closer up view as you're walking along the entry porch getting
close to the to the front doors of the building. Friends book sale room uh to the left and you're seeing all the way through uh to the opposite side. >> I have a question there. >> Yeah. >> So, okay. So, this dark area, there's a
door right there along the, you know, under the covered porch. >> Okay. >> Yeah. And that's the one >> hallway by the book drop or >> Yes,
>> you're talking about this door. >> This door is the off hours access for the meeting room. >> Okay. So, does the auditorium room have an exit door in the room?
Uh it will because although it doesn't show up in the plan I don't think but it will have a secondary access or egress point because the occupancy is greater than 50. Um >> so people will be able to exit that room
through that door but it would not be a door that people can go through into the building. >> Okay, understood. >> Thank you. Uh so coming into the building, this is the the lobby and again these are pretty
basic underdeveloped but you got a general sense of the the scale and relationship. So we're seeing through the circ desk is to the right. Entrance is behind you. Teen room is is here that you're seeing through the glass. Uh the
study room is is at the back corner. Staff position is here. So, you can actually probably see from this staff desk over to the CIRC desk. Uh, this door is getting you into the uh youth services wing. Uh, both young adults and
um and children. Uh there's access out to a reading terrace just outside the lobby. And then you're looking down the length of the adult wing. Uh study rooms and everything are on the right hand side. You're seeing the glass here into those rooms.
I don't know why it keeps doing that. Uh, sorry. Uh, this is a view down at the end of the adult wing. So, you're in the the seating area in the non-fiction section. Uh, this is the one area where we have
seven high shelves, uh, which is at the far end of of that wing. Um, and you're looking out, you're looking west out towards the, um, that central green space. And then in the children's room, this is what I was mentioning before where the
ceiling is flat as you go through the wing, but when you come into the main children's space, that ceiling tips up and you get a you get more headroom and it's a a more spacious um room with views out uh outside the story hour
room. You can see on the left, uh, Mindy, there's a door here that you can see on the far side that gets you directly out to outdoor space, which would be just directly adjacent to that space. Um, and you're seeing the staff desk here.
>> Uh, updated view from 28. This is missing, as you heard last night, from one of the planning board members, the sidewalk and the guardrail. um probably one or two of the less attractive things along that side of 28 which we will ultimately get into this
image. But uh the the real takeaway here is that you know we're trying to create now a connection across 28 and into the site um along that uh western face of the adult wing. Uh the children's wing has shortened up from the last version
of this that you saw which is based on a much earlier concept plan. So things have have kind of tightened up from then. Um evening shot in that same location. And this is the view from uh kind of
down in the middle of the site looking back. Uh children's wing in the foreground, adult wing uh at the back and evening shot. And that's that's where we are.
>> Wow. Any questions? >> I just have a question about alignment with the program study and all those square footages and that sort of stuff.
Um, so are we there? Are we aligned with the program study >> when you you're talking about the program document that the the building program? >> Yes.
Yeah, I mean we've [snorts] probably more than any other project that we are working on currently, we've made quite a few changes to that original program as as you all know. um you know,
three discussions with the NBLC and David and his staff, but I I think I mean, David, Ma, you you've been the ones dealing with this more, but it sounds like we're we're need to be in terms of the program.
>> Yeah, I'll change my question then. Um, so you made modifications. Some of it was because information wasn't accurate. I think a chunk was because the information wasn't accurate. So when you
revised the program now, are you in line with the revised programs? That's that's what I want to know. Not the original one. >> Yeah, understood. Marica, do you want to feel that one? You're in a better
position than I am. >> Um, this is a complicated question because we've gone through several levels of revision. So, it's it's hard to say what we're I'm not sure there's anything we're aligning with per se. Um, as as you mentioned, the the original
program document was so problematic um that we can't we can't really hold on to square footages or even quantities or seat counts that were in that original document because it was so problematic. So,
>> okay. Um, we I think we're aligned with pretty much, you know, it sounds like we're getting some further edits from um, David and the staff tomorrow. I think we're pretty close. Um, we I think we've covered all the areas that we need
to include. I think right now we're just talking about small shifts that have to do with um, adjacencies and things like that. Um, they're not major changes. I think we're really close to the the seat count, square footages, desks, things
like that that we need to accommodate. Does that answer the question or am I still missing it a little bit? >> No, no, I think you're answering it well. I'm trying to anticipate questions from the public, which will be, well, you paid for this study and then now
you're doing something different. Uh so we have to say that professionally the staff and uh you at the architectural firm came together and recognized that there were
some inaccuracies or there was some information that may not fulfill the needs of the community because I think there was I know there was I'm understanding that oh this size
was recommended just based on our population and we I hope we corrected that the last time you know because that was a comment we heard well so for a town our size we're supposed to have this much and it's like well it wasn't
just the size of our town it's what programs we want to provide. Um, so I just wanted to be able to be clear, >> David. >> Well, I I was just gonna say that we um obviously we left the we meaning the
team and our team here kind of left with a mandate >> to get the building closer to 25 because we were at 26 and some odd, you know, we said. So obviously the program document was kind of 258. Um and we had certain discussions around shelving and other
lot of other things that we had concerns and so this came out of quite a bit of work with everybody here and >> you know Andrea and Maria and I think so I mean I think we at this point feel like
>> um we were trying to be respectful of the committee's wishes on the size of the building and try to create something based on what we already had that seemed to meet all the needs that that we felt, you know, we had. Um, acknowledging that
certain things like the amount of shelving were not going to be able to be accommodated without substantially revising the building, which was not the mandate. The mandate was to make it smaller. So, I think we've kind of struck a balance that we all can live
with. Um, and so I think that's kind of where where we sit right now. >> Okay. So, um >> I I just want to be able to represent that clearly to the public. Okay. >> So, I think you have that's lovely. Thank you.
One one other thing and Judy this doesn't this makes no difference to the public I don't think and it doesn't relate to your question but as we're talking about the plan and I made this point last night and I I I just want to make sure I guess that David and the staff understand this that this is a
final plan for this submission right but it is a conceptual level plan and we still have you know schematic design development thing there there's still room to tweak things. So, if it isn't 100% perfect, there's still time to make
it perfect. Um, so just, you know, if there are things that you guys are still kind of ringing your hands over that you should know that there is time to continue to work on things beyond this MBLC submission. Um, we feel like we've we've accommodated everything that we
need to. Um, in terms of alignment, Judy, I would say it's in alignment with the staff's needs, the MBLC's expectations, and the program. And we we had to kind of sync those things up. Um, but it but it it now all three of those things, I think, align uh in this plan.
And so, we've got everything in there that we need. Um, we can always work on relationships between spaces and efficiencies, but um, but the as I said, there's there's room for further refinement as we move into subsequent
phases of this project. >> No, I think that's a great answer. Thank you. Um, can I just ask David >> with your typewritten uh notes um that you're talking about that you have to give them? You're not really seeing any changes to what we're looking at here.
You like we're still you're not going to come back with whatever the notes were that you said you had to talk to Matt about. Oh, no, no, it's um it was more uh as Ma mentioned, Andrea from the BLC looked over these plans and had a number
of specific questions um about, you know, things like the location of the teen study room and um you know, certain things like that and whether she wanted to know whether we thought that that those things made sense. So, we've kind
of talked about it. I think we're all going to like sleep on it and then tomorrow morning I'm going to talk to her about, you know, midm morning and by then just kind of relay the message and then share all that with um you know, with Matt and Ma and Libby. So I I don't there's not it's all kind of detail
stuff. It's not, you know, like like the the thing about flipping the um these two rooms, you know, and that was one of her ideas. Why? >> She thinks that it would give us a it would make it easier to see into this room. I don't I don't particularly I
don't think any of us feel like that's >> major issue. >> No. Um >> especially since that end is the is the is the depression almost unless heading towards Luke 28. So there's not it's not like people going to be staring in at you anyway. >> Right. I mean, one thing that I will say that I don't know if if anybody mentioned was that one change is that
this is now a closed room and the thought was that um given that periodicals as a format, >> nobody really knows what they're how much longer they'll be around in the long run. >> Yeah, >> that may become more of a quiet reading room. Um so
>> that was a suggestion that she had made um that I think makes a lot of sense because it it's we can use that room in a lot of different ways. So, um, >> anyway. >> Yes.
Okay. Thank you, Doris. Um, uh, is Jen in the waiting room or anything? >> I think she is in the waiting room. Um, but I assume you are asking about the outreach updates.
>> Yes. as well. I want wanted to know if yes, we need to go on to that next uh item, right, Tim? >> I can certainly speak to it. Oh, here comes Jen, too. >> Hi, Jen.
>> So, what what we have so far is we have a town website that's being renovated. I think that's the right word. And that's kind of underway. I don't know what status that is. >> We heard last night December 16th,
>> right? >> Everything's happening on December 16th. Okay, that's the day that >> that's the date that I think William said it was going to go live. >> Okay, so we have that going on. We have
what our existing information sites which I was poking around on again today. And then we have the concern of getting basic concern of getting accurate information to the public. And then we'll have the
additional concern of fundraising activities. And I think we just need to know that we can't be involved in that. So that's kind of off the table. we can't be um Accenture can't be because
you're an employee of you're a contractor with the town and so that's just off the table. Um so >> so we would not be able to help with the fundraising effort in terms of getting foundation in kind of the legal side of
things. We would not be able to assist in any way. >> That's my understanding from town clerk. Have you done that before for um public agencies for for excuse me municipalities?
>> I will ask off top of my head >> our colleagues but um not I mean we've supported um where we can I I don't know as we've led anything fundraising wise we can you
know garner ideas. I actually reached out to um one of the women that was in I think I might have mentioned her a long time ago. One of the women that was very very involved in our town in Weimoth when we built a new library and I was trying to kind of pick her brain a
little bit about what did you guys do for fundraising for the library. Um so I'm still waiting to hear back from her but maybe she'll have some good ideas for us or you know I could ask um the folks in Canton. And I know the folks in Canton did the the bricks, you know, with the names for for outside and they
raised about $30,000, which is I mean, you know, it's not going to build the whole new library, but it's something. Um, so there's different ideas, you know, maybe we can at least support in that sense of coming up with ideas, but I will ask our um our
director's group if we have helped with that before in any municipalities. >> Okay. Yeah. My understanding is that anybody connected with the town is not eligible. Did you understand that?
>> Yeah. Um we did have a training here in the town um you know for uh yeah committee members and and chairs. So, okay. >> I have I actually have a thing in my
email waiting for me to go through and do some of my p because I'm on a couple of committees in Weimoth um town committees. It's waiting for me to do my, you know, compliance seminar for 30 minutes or whatever. So, maybe there's something in there about
that, too. >> All righty. So, um as far as other opportunities for, uh website development, what did what have you come up with? or what do you have for this conversation?
>> I don't think we go ahead. >> We we do not have anything for this right here right now. But in this call, we have been working with the woman on our end who's going to we have a meeting set up on Monday where we're going to be kind of giving that, you know, we're giving her all the information she
needs, kind of getting everything rolling. like Monday will be kind of the true kickoff if you will in our end of you know getting that website up and running. Um I I would hope you know I think it would be a bit of a ambitious goal to have everything up and running
by the end of the year. Um but if it is not up and running by the end of the year very early into the new year. Um >> and have you um connected with Lorie Sullivan at the town of Yarmouth? >> Have reached out. I've not heard back. I
will follow up with her um and [clears throat] see if we can get we'll definitely need in you know want her guidance on you know what logos we're using what you know we want to make sure that we are representing the town in the correct manner. Um so so I'll definitely
reach back out to her. Uh but again like I said I I think that it's going to be a couple week process of getting everything up and running. So, if we don't have everything on Monday, I don't think that's um to say the end of the world of us getting started. I think there's a lot of other background and um
information that needs to um you know, start getting put together. Um so, I will reach out to lawyer again and see if we can get a meeting on the books with her to um get her two cents and get all the information she has to offer. >> Okay. I I just want to clarify, you
know, that we are not authorized to add anything to your workload that has to come from um either Bob or Amy. So, I'm not sure if this was in your original contract and where that all
stands. So, if it wasn't um then anything additional, you know, just because we say yeah, yeah, yeah, doesn't mean um go. >> It's a go. [laughter] >> Yeah. We'll go back again. We'll definitely have a conversation with Amy. I know Jen
has been putting together the proposal um you know with like kind of formal formality of kind of changing our original agreement. But the way that we are looking at it right now is that we have been under billing our current projections. So we would not be increasing our proposal by any means. We
would be able to incorporate it within the original fee. So again, on our end, we don't have any issue with incorporating this scope of work with the already agreed upon amount that we have. Um, so again, we we are certainly keeping Amy in the loop. We've had the conversations with her um last week when
we kind of started getting the conversation. So we will continue to keep her in the loop and, you know, with her Bob through her and make sure that we have all of our, you know, tees crossed, eyes dotted. >> Yeah. Then Bob did what that meeting that we had what was it maybe a month
ago or so Bob did say yes we want to go ahead with this. I understand completely it has to be in writing but he did say to proceed with doing this website. [snorts] So, yes, I actually have a an an
amendment to the a proposal for amendment to task order number two, which is for the library um to get this put under that current task order with basically the the money that as Tim was
saying, we haven't expended the entire it was 82,000. So, we have not used all of that. We will not use all of that by the end of December. So, it's not an increase to our original $82,000 cost. The other thing that I'm working on, and
I know that Matt is working on, is both of our contracts end December 31st, and we have to get them up for the next steps. >> Okay.
>> So, you're working on those independently, but also with who? At town hall? with Amy. >> Amy is Yeah, we had a Tim and I had a meeting with Amy last t the Tuesday before Thanksgiving and we were kind of giving her the whole rundown of our on
call contract but also the task order number two for the library and we were specifically asking who are we supposed to be working with? Who are we sending these things to? Is it you know is it you? Is it Bob? Is it LBC? Is it
everybody? Um, so I think what I will I'm addressing it to her, but I will CC you just so that everybody's in the loop on it. >> Thank you. >> Does that make sense? >> Yes. Yes. Um, David, did you have something you wanted to add in?
>> No, I I was just going to say I think um Amy and I met uh a couple of times this week and I think pretty much, you know, most of it's going to go through her and to a lesser degree through me. So, I would just make sure that you really Yeah. >> She's really going to be the point
person, at least for now, I think, moving forward. Um, she's kind of going to take over that role. >> It makes sense because it was, you know, it was Bill. Um, right when Bill was there. So, and then when Bill left, it kind of was like, woo, who are we supposed to be talking to? So, now that
she's there, I I feel like confident in the fact that she's the point of contact. So, [snorts] >> and that she's going to be doing all the financial or at least >> leazing with all the financial people on on that. >> Yeah.
>> All right. Good. I like that clarity. >> Um, okay. Anybody else on that? >> Okay. So, then I I had updates from town hall because I was not sure if Amy was going to be here. I think she's
alternating between here and Mark because we're at the same time, same stage. Um, so skip over that then future steps and our upcoming meetings.
>> Yeah. So with this appearance before this select board >> getting in uh how do we see this going? Here we are on
the 4th meeting on the 11th which is also the date for things to be submitted and then we'll be appearing before the select board on the 16. I guess I'd ask Judy, why are you meeting on the 11th?
Do you really need to meet? >> Well, that you probably >> I don't know. >> They may be busy. Well, >> certainly they couldn't be participating last minute materials >> if needed. So, it was not >> right. It was as needed, right? Yes. All
right. So, anyone up there feeling that you need the December 11th meeting for a presentation of any changes that would be coming? No, >> no, >> no. We'll do like the last minute
speaking of like >> Yeah. As long as it doesn't have an a monetary impact. >> It's not It's not It's not a significant change. >> No, it does. >> Right. Okay. So, everyone can delete that from their calendars, erase it from
>> daytimer. Well, I just want Hey, >> and >> the 16th. >> And we have the 16th. >> What? >> That we don't have the agenda yet. >> I'm sure put us on at like 10 o'clock. >> Yeah.
>> Bring snacks. [laughter] >> Keep your blood sugar up. >> Um, >> okay. >> Is that it? the 18th. >> Wow. No. So, we don't have to meet on
the 18th. >> No. >> Wow. Does that sound good to you folks? >> Absolutely. >> January to be determined. >> Yes. Yes. We'll see you next year. Okay. Anything else for the good of the order?
>> Well, thank you all. This has been u a lot of work. Thank you all for your uh attention to detail and I will take a motion to close the meeting. >> So move second
>> and I'm not going to do a roll call this. All in favorain. >> Motion carries. >> Bye guys. >> Good night. >> Thank you. Too big.