MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

Joint Meeting with Building Authority

May 10, 2006

Ella Jane Martini, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at noon on May 10, 2006 in the Community Room of the Alice and Jack Wirt Public Library.

Present: Derald Adcock, Don Carlyon, James Davison, and Ella Jane Martini

Excused: Mark Kaplenski

Building Authority: Richard Bukowski, Richard Charbeneau, Don Goulet, John Pflueger,

Gary Phillips and Tom Ryder

Others: Georgianne Adcock, Kevin Ayala, Linda Heemstra, Deb Holbein,

Mark Paulus, Louis Long, Fred Martini, Bob Redmond, Eileen Schulz,

Deb Stone and Kay Williams

MINUTES

Motion by D. Adcock, seconded by J. Davison, to approve the minutes from the April 12, 2006 Joint Building Authority/Library Board meeting. Motion carried.

OPEN TO THE PUBLIC

There was no public input.

LIBRARY IMPROVEMENT PROJECT

Construction Manager, Mark Paulus- Skanska –Monthly report #39 – Mark Paulus reported on the status of the projects noting that four out of five have been completed. On the Auburn Branch Library attic, it had been discovered there was approximately 16 linear feet of soffit vents that had not been installed. This was taken care of two weeks ago. Regarding the cracks in the steps at the Sage Branch Library, this work began last Thursday and was completed on Monday. The landscaping work for the Wirt Library began yesterday in preparation for the irrigation system to be installed next Monday. The tree planting is scheduled to begin next Tuesday. Approximately 90% of the trees have been picked out by Library staff. The sidewalks have been completed at the Wirt Library along with the final asphalt layer being applied to the parking lot. The teen carpeting is now expected to arrive May 20 and as promised, will be installed with no interruption to Library services. James Davison asked how much additional work is left to be done at the Wirt Library, noting there is only $20,000 left in the contingency. M. Paulus stated he has included the cost of the remaining punch list items in the report; the $20,000 is the remaining balance. M. Paulus added that the repairs done on the Auburn Branch attic and those done on the Sage Branch steps will not be an expense to the owner.

CONSTRUCTION INVOICES

Construction Invoices -$139,895.73 Certificate #47

Transfer monies to the County to pay invoices - $130,283.00

Motion by J. Davison, seconded by D. Adcock, to approve certificate #47 for $139,895.73 and to approve the transfer of $130,283.00 to the County for payment of invoices. Motion carried.

PROJECT FINANCIAL REPORTS

Construction Project Expense Summary

Construction Budget, Estimates and GMP Summary

Capital Campaign Summary Report

Motion by J. Davison, seconded by D. Adcock, to receive the Construction Project Expense Summary; Construction Budget, Estimates and GMP Summary and the Capital Campaign Report. Motion carried.

Survey Work for Wirt Library – Bob Redmond informed both boards the need to have a final survey done for the site of the Alice & Jack Wirt Public Library that will reflect the newly combined parcels of land. This work will be paid for by the Library; B. Redmond will contact Wilcox Engineering to determine that cost.

UNFINISHED BUSINESS

Garden Club Presentation – Landscaping Design – Kay Williams and Deb Holbein from the Bay City Garden Club gave a brief presentation of their plans for the Reading Garden at the Wirt Library. This work has been broken down into a two phase project with funds being raised through various programs of the Garden Club, one being their annual Garden walk throughout Bay City. They presented photos of two sculptures that will be displayed in the garden area. These items are being paid for through the Horak children memorials and from employee donations of the F. P. Horak Company.

Motion by D. Adcock, seconded by J. Davison to approve the Landscaping Design presented by the Bay City Garden Club. Motion carried.

OTHER

United Way meeting – J. Davison stated, there will be a meeting scheduled with representatives from United Way. He said that at a meeting this past February, representatives from United Way had met with former Director, Fred Paffhausen. It was understood at that meeting the United Way displays would be permanently attached to the walls of each Library building. After further investigation it was determined the room is not available for this type of display. However, there may be room to have a free standing display for the material. J. Davison and staff will meet with representatives from United Way to discuss further.

Millage Meeting – J. Davison suggested that as the Millage Renewal Committee is preparing to begin their campaign that the Library board meet with staff before hand to be certain they have the same information to share with patrons. He pointed out it is important for everyone to be aware of what would happen to Library services if the millage renewal does not pass in August. E. J. Martini added that two budgets should be prepared for next year; one reflecting an approved millage renewal and one if it does not.

Motion by J. Davison, seconded by D. Adcock, to adjourn the meeting at 12:35 p.m. Motion carried.

Respectfully submitted,

_______________________________________ ___________________________

Derald Adcock Eileen Schulz

Secretary/Treasurer Recording Secretary