MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

Joint Meeting with Building Authority

March 8, 2006

Ella Jane Martini, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at noon on March 8, 2006 in the County Commission Chambers, Bay County Building. 

Present:                        Derald Adcock, James Davison, Ella Jane Martini and Howard Wetters

Excused:                       Mark Kaplenski

Building Authority:        Richard Bukowski, Don Goulet, Jim Helminiak, John Pflueger,

                                    Gary Phillips and Tom Ryder

Others:                        Georgianne Adcock, Tom Haag, Steve List, Louis Long, Fred Martini,

            Fred Paffhausen, Mark Paulus, Bob Redmond, Eileen Schulz,

            Tom Starkweather and Deb Stone

MINUTES

Motion by J. Davison, seconded by D. Adcock, to approve the minutes from the February 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 #37 – Mark Paulus shared that the Certificate of Occupancy was received on February 9, 2006.  There are five major items remaining for completion; top soil, sidewalks, asphalt coating on the parking lot, teen carpeting to be delivered in April, and being brought to next month’s meeting, the review of the landscape bids.  As of today, this project is 70% complete.  He stated that at the last Construction meeting Steve List and Fred Paffhausen requested from the architects, FTC&H to schedule a meeting to review with them the design for the South Side Branch.  He reminded the board there had been four design scenarios of the South Side Branch and it is the intention these plans will be reviewed again with current material and construction costs factored in.  Ella Jane Martini suggested the board meet first to determine what the plans are for this branch before additional money is spent.  Howard Wetters shared that as he recalled there were concern over how the Bookmobile would be adapted to this space, especially in regards to the turning radius and parking for it.  E. J. Martini asked that F. Paffhausen schedule a meeting with trustees and Skanska to discuss the next steps for this project. 

M. Paulus assured the board the teen carpeting will be installed at no cost to the Library nor will it disrupt Library service.  He stated it would be installed after hours when the Library is closed.  Trustees requested that M. Paulus email the punch list for this project to both boards as what Skanska had done with the other projects.  He determined that most of the punch list items will be completed by the end of the week.  However, the carpeting, as mentioned, has not yet been received.  He stated that this list is mostly for interior work, the punch list for exterior work will be determined once the weather has improved. 

Change Orders Wirt Library -#0063, #0068, #0100, #0123 and #0137 – net decrease to the construction contingency – E. J. Martini pointed out these change orders are all within S. List’s authority for approval.  She asked for a motion to receive them.

Motion by J. Davison, seconded by H. Wetters, to receive change orders #0063, #0068, #0100, #0123 and #0137.  Motion carried.

CONSTRUCTION INVOICES

Construction Invoices -$559,624 Certificate #45

Transfer monies to the County to pay invoices - $297,516.69 – M. Paulus, in response to J. Davison, said that the marked up entries included in the packet of invoices, are due to a timing issue of receiving a clean copy of the invoice after Skanska had reviewed them.

Motion by H. Wetters, seconded by D. Adcock, to approve certificate #45 for $559,624 and to approve the transfer of $297,516.69 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 – D. Adcock asked for an explanation from the Frisbie Moving Company of $125.  He noted the reason states it was charged for moving a statue.  F. Paffhausen explained it was a large statue stored in the basement of the Bay City Branch.  It needed to be moved from there to the third floor at the AJWPL.  This item required special care and a specific type of crate to pack it and move it safely to the third floor of the AJWPL.  F. Paffhausen commented that the Frisbie moving company was outstanding in the work they did for the Library; noting they had to remobilize three times due to conflicts in schedules but did not charge any additional money for this work.

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

UNFINISHED BUSINESS

Sage Branch Library Steps – SME report Mark Paulus – M. Paulus shared from last Wednesday’s discussion with Curt Welch, of Fishbeck, Thompson, Carr & Huber, regarding the cracking of the Sage Branch Library steps, four potential remedies were offered by the architect.  After a detailed review of these options it was determined by Skanska and S. List to move forward with the plan to patch and seal the cracks with epoxy, then cover the patch with an epoxy paint stripe along the edges of the treads and risers.  As these cracks are not in the main foot traffic flow, it would be expected this correction to last 8 – 10 years before resurfacing would be required.  M. Paulus pointed out that it is not anticipated that these cracks will reappear after the epoxy has been applied, as they have not changed in size over the past year.  In response to a question as to who would be responsible for covering the cost for this repair, M. Paulus stated this is a warranty item in respect to the fact the steps should not have cracked and as M. Paulus is estimating the cost will be minimal, assured both boards there would not be a cost to the Library for these repairs.

Jim Davison asked if the Historical Society would need to review these plans.  Bob Redmond commented that he does not believe there needs to be a review.  M. Paulus pointed out this work would most likely not begin until the weather has turned warmer with no concern of the ground freezing. 

H. Wetters suggested that as the work will not begin until April, to defer this motion until the next regular Library board meeting, allowing time for the architects, S. List and Skanska to make a formal recommendation to include the cost of the repairs, color samples of the epoxy intended to be used, etc.

Motion H. Wetters, seconded by J. Davison, to defer the Sage Branch steps discussion to the next Regular Library board meeting.  Motion carried.

OTHER

Building Authority agenda item – Bond Refinancing – H. Wetters asked stated for the record the  bond refinancing being discussed by the Building Authority, does not impact any Library bonds.

NEW BUSINESS

Amended Joint meeting board schedule – location – Trustees discussed changing the location of the noon, joint board meetings to be held in the Alice and Jack Wirt Public Library Community Room. 

Motion by H. Wetters, seconded by J. Davison, to approve the amended Library Board meeting Schedule.  Motion carried.

ANNOUNCEMENT

Auction/Sale of Old furniture – March 11, 2006 – E. J. Martini announced the auction of old furniture will be held at the Bay City Branch building on March 11, 2006.

Motion by J. Davison, seconded by H. Wetters, to adjourn the meeting at 12:40 p.m.  Motion carried.

Respectfully submitted,

____________________________________                        ___________________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                                  Recording Secretary