Notes

Outline

Patio Proposal Presented at a Special Meeting Friends of the Library in Oxford (FOLIO) April 23, 2008

Patio Proposal Objective: To create temporary additional usable space which can be utilized by the library staff and customers until a permanent solution to space needs can be addressed by construction of a new library facility

Patio Proposal This temporary measure will provide space for programs, especially for children during the summer and warm weather months.  Such programs can get more families involved in the library and build community support for the permanent solution to our space problems – the construction of a new library facility in Oxford.

Patio Proposal Original concept presented to membership on June 27, 2007 Committee was authorized to investigate further to address a variety of concerns, as listed in motion passed without opposition.

Patio Proposal Modifications from original suggestions: 1) WiFi was separated per suggestions at meeting, and later tabled due to cost and technology concerns. 2)  Viability of funding: Corporate sponsorship plan was abandoned in favor of seeking donations of materials and labor.

Patio Proposal Sale of Bricks to Corporate Donors The sale of bricks was investigated by the committee. Double height bricks (8x8) with engraving of the type currently on the bricks would cost $43.00 per brick. Bricks could be sold at a price of $125.00 each. Additional framing required to maintain the brick stripes in the patio design would add an estimated $1,000.00 to the project. Offset would require the sale of 20 bricks. The committee recommends this option be excluded from the project.

Patio Proposal Material to be featured: Inscribed Bricks purchased by supporters of the construction of a new Oxford Library. These bricks have been in storage since 1999. Transportation of Bricks  -  Transportation of bricks from storage to library to be provided by volunteers. All donor bricks will in the future be transported to a permanent location at a new library. The estimated cost of replacing the approximately 400 bricks after the construction of the new library is $208.00

Patio Proposal Will all the bricks purchased by Library Supporters be used? The Patio Proposal assumes that most donors will want their bricks put to use now and later transported to the new library site.  However, in recognition that the bricks were originally purchased for use at a NEW Library, local newspaper publicity will alert donors that they may request their bricks be saved until the new library is built.  Any persons who wish to delay use of their brick may contact the Library Staff, where a master list of requests will be kept.

Proposed Patio Scale drawing

Patio viewed from parking area

Patio view from Library entrance

Patio Viewed from upper parking area

Patio Proposal What Happens when a new Library is built? The patio will remain a patio after our leaving. The railing system will remain. The furniture and bricks will travel with the library to it’s new location. First Selectman Drayton-Rogers will issue a letter stating this.

Patio Costs Site Prep:  Oxford Landscaping has moved the tree and the bench. Public Works has removed the sign for painting. It will be completed in May. Public Works will connect the drain spout to the existing curtain drain at the building’s foundation. Oxford Landscaping has agreed to remove 8 - 10” of soil. Cost:  Zero

Patio Costs Pad Construction:  Changing the design to eliminate the brick stripes allows for volunteer labor to frame the two concrete areas. Four volunteers have come forward, additional volunteers will be sought via newspaper and in-house sign up.  Crushed stone has been offered at no cost by Mark Oczkowski of Earthworks. Excavating. Framing, leveling, pouring and construction of Belgium Block curb at leading edge quoted by P&S Paving. Cost: 3,500.00

Patio Costs Brick Walkway:  Concrete pads make framing unnecessary. Sand aggregate has been offered by Mark Oczkowski at no cost. Volunteer labor will place the bricks. Approximately 6 - 8 people have expressed concern about the bricks use. These bricks will, if desired, be stored for future use. Additional bricks without printing can be purchased at .52 each as needed. Cost:  Zero to negligible (figure $26)

Patio Costs Construction Summary: Total Estimated Cost:  $3,850 (includes 10% over-run)

Proposed Patio Fence & Gates

Patio Fence Fencing  -  A white resin railing system with interior aluminum stiffeners and hardware. Includes two exterior latching ADA compliant gates. Installation provided by Aeroturn LLC at no cost. Cost:  $1,638 from Oxford Paint and Hardware store. (reduced price)

Proposed Patio Furniture

Proposed Patio Game table

Patio Furnishings Furniture  -  Kenneth Lynch & Sons has offered all furniture to include 2-3 36” square tables and multiple benches at no charge. Estimated value of donation $3,000. - $7,000. Cost:  Zero

Patio Proposal Thank You Banner - An all weather Thank You banner for summer long hanging on the fence is highly recommended. Cost:  $150.00

Next Steps Final Vote On Motion To Complete The Patio Project As Outlined. Call Before You Dig. Arrange Drain Spout Hook-up. Safety Fence Installation. Curb Framing and Pour. Site Prep. Order Fence & Furniture.

Further Steps  8.  Framing  9.  Pouring of Concrete 10.  Order Thank You Banner 11.  Fence Installation 12.  Furniture Placement 13.  Banner Hanging 14.  Celebration

Costs Summary Construction Quote $3,500 Add 10%Allowance for Construction overruns $   350 Set-aside to replace donor bricks upon removal $   208 (52 cents for additional needed - guess 50) $     26 Fencing $1,638 Furniture, donated $      0 Thank you Banner $  150 TOTAL, Construction & Furnishing $5,872

Patio Proposal Total Estimated Cost of Project Complete: Less Anonymous Pledge: $1,000 Friends’ Outlay = $4,872 Value of furniture to be moved to new site: $3,000 - $7,000 Value of community support for expanded library programs and facilities: $ Incalcuble

Reasons to Advance The Oxford Board of Selectmen has appointed a site selection committee for the new library. After site selection, it would be at least 2 years before a new building could be expected to be opened. The Library needs space to expand programs NOW.  By expanding programs now, we can build up support for a permanent solution to our space shortage. The Friends of the Library can demonstrate our commitment to library expansion by use of new, unrestricted funds.  We can lead the way for Oxford residents, showing we are willing to put our money into temporary library expansion, before taxpayers are asked to vote their taxes for permanent expansion in the future.

Patio Proposal Potential to reduce costs: $700 If enough volunteer labor is available, we could lower the total costs by $700  doing more of the work ourselves. The motion to advance will authorize up to the maximum projection, but with instructions for the committee to seek savings. If enough volunteers step forward, the lower cost method would be used.

Motion to Advance Motion to allocate up to $ 5,900 for the installation of the proposed patio, based on receipt of $1,000 pledge.  The project is to be under the direction of Betsi Hellman, who will seek additional cost savings whenever feasible.  Treasurer Diane Martines shall verify that costs are as presented and not to exceed 10% for any item. Items requiring revision in excess of 10% must be submitted to executive committee for approval.