MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
April 12, 2006
Ella Jane Martini, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at noon on April 12, 2006 in the Community Room of the Alice and Jack Wirt Public Library.
Present: Derald Adcock, Don Carlyon, James Davison, Mark Kaplenski and
Ella Jane Martini
Building Authority: Richard Bukowski, Richard Charbeneau, Don Goulet, Jim Helminiak, John Pflueger, and Gary Phillips
Others: Kevin Ayala, Tom Haag, Steve List, Mary McManman, Mark Paulus,
Sheila Pearsons, Bob Redmond, Eileen Schulz, Ryan Stanton,
Tom Starkweather, and Deb Stone
New Library Board Trustee - Ella Jane Martini welcomed new Library Board Trustee Don Carlyon. D. Carlyon is completing the term vacated by Howard Wetters. E. J. Martini thanked H. Wetters for his years of service.
MINUTES
Motion by J. Davison, seconded by D. Adcock, to approve the minutes from the March 8, 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 #38 – Mark Paulus reported the Certificate of Occupancy was received on February 9, 2006. Work on the sidewalks and finishing work on the driveway is progressing. He pointed out the bid for the Landscaping work will be presented today for approval; once this is done, work can begin. The delivery of the teen carpeting has been pushed back to May 22, 2006. This is due to set backs from the manufacturer. As stated previously, this work will be done with no expense to the Library and will be done after Library hours so as not to disrupt service. The punch list items are 95% complete; he will update this list after he returns from vacation the week of April 24.
A Design meeting is scheduled for April 19, 2006 to discuss the South Side Branch renovations. Mark Oetting from Skanska will be at that meeting along with Dave Clark from Fishbeck, Thompson, Carr & Huber.
James Davison asked about the cement pad at the East door entrance of Wirt Library, noting that it is deteriorating. Steve List responded it was replaced today with a new concrete pad.
Change Orders Wirt Library -#0062, #0065A, #0069, #0069A, #0073, 0083, #0093B, # 0107, #0115 #0132, #0148, #0150, # 0163, #0168, #0169, #0170, and #0176 – S. List assured the board these change orders all meet with his satisfaction; he has reviewed all of them with Skanska and has approved them.
Motion by J. Davison, seconded by M. Kaplenski, to receive change orders -#0062, #0065A, #0069, #0069A, #0073, #0083, #0093B, # 0107, #0115 #0132, #0148, #0150, #0163,# 0168, #0169, #0170, and #0176. Motion carried.
Net decrease to the construction contingency #0093A - $9,088 – S. List explained this work is for asphalt from the corner of Madison Avenue to the east alley. This curb and gutter work was not part of the scope of the project but since there was new work being done in the front of the building, it was decided to continue the work down Madison Avenue as well.
Motion by J. Davison, seconded by D. Adcock, to approve #0093A - $9,088, net decrease to the construction contingency. Motion carried.
Net decrease to the construction contingency #0117 - $13,661 – This change order is for the exterior doors that did not have the metal security contacts built into them at the factory. These needed to be added to the doors. The panic alarm bars for the doors was not included in the original plans and needed to be added as well.
J. Davison questioned the bond charge of $112 listed under Wm. F. Nelson Electric Inc. invoice. M. Paulus responded that all contractors are required to provide payment performance bonds.
Motion by D. Adcock, seconded by M. Kaplenski, to approve #0117 - $13,661, net decrease to the construction contingency. Motion carried.
Net decrease to the construction contingency #0184 – $1,433 – This change order was replaced by change order #0184 – Revised for $3,537, which was submitted for review at this meeting. It was confirmed that Green Scene Landscaping from Mt. Pleasant, MI was the lowest bidder; one other local company was approximately $10,000 higher for this work. There will be a one year warranty for this work after it is completed. B. Redmond verified the $25,000 pledge from the Bay City Garden Club was not designated for any specific work and that the donation is part of the Capital Campaign Fund. S. List has seen some of the schematic plans from the Garden Club; however they are not yet completed.
Motion by J. Davison, seconded by D. Adcock, to approve #0184 Revised - $3,537 net decrease to the construction contingency. Motion carried.
CONSTRUCTION INVOICES
Construction Invoices -$535,047.99 Certificate #46
Transfer monies to the County to pay invoices - $427,606.00
Motion by D. Adcock, seconded by J. Davison, to approve certificate #46 for $535,047.00 and to approve the transfer of $427,606.00 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
J. Davison asked how much of the remaining construction budget is left for the renovation of the South Side Branch Library. Kevin Ayala responded there is $742,247 – construction; $107,465 – Furnishings; $100,000 – Technology and $20,000 for moving expenses for South Side Branch Library.
Don Carlyon reported there has been a $2,000 donation to the Capital Campaign from Ralph Isackson and in addition the Kantlzer Foundation has pledged an additional $50,000 to their original pledge of $200,000. In addition to these pledges, the Library continues to receive pledges from patrons as they come into use the Library.
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.
OTHER
Title Insurance – B. Redmond shared there is some minimal Title insurance work to be completed on the Wirt Library which may include some legal work.
ANNOUNCEMENT
E. J. Martini thanked Don Goulet for his speech he gave at the Grand Opening of the Alice and Jack Wirt Public Library on April 8, 2006.
E. J. Martini announced there will be a Special Board meeting next Wednesday, April 19, 2006 at 5:15 p.m. to discuss the South Side Branch renovations.
Motion by J. Davison, seconded by D. Adcock, to adjourn the meeting at 12:37 p.m. Motion carried.
Respectfully submitted,
____________________________________ ___________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary