MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
REGULAR BOARD MEETING
October 26, 2005
Ella Jane Martini, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:15 p.m. on October 26, 2005 in the County Commission Chambers, Bay County Building.
Roll call present: Derald Adcock, James Davison, Mark Kaplenski, Ella Jane Martini and
Howard Wetters
Other: Georgianne Adcock, Kevin Ayala, Marilyn Kaeckmeister, Steve List,
Fred Martini, Fred Paffhausen, Sheila Pearsons, Beth Rye, and Eileen Schulz
MINUTES
Motion by J. Davison, seconded by D. Adcock, to approve the minutes of September 28, 2005 Regular Board meeting and the September 28, 2005 Closed Session Meeting. Motion carried.
BILLS PAYABLE
Howard Wetters asked on the status of the Change Orders approved at the last board meeting, whether the invoices for those change orders were included with this packet. Kevin Ayala responded they were not; that they would be part of Skanska’s bills that will come to the next joint board meeting held with the Building Authority, on November 9, 2005. H. Wetters explained that he had specifically told Mark Paulus at the last construction meeting, those change orders would not be approved until more information was supplied and trustees along with staff, had an opportunity to review them. H. Wetters pointed out that Skanska disregarded this directive and presented them at the last joint meeting for approval. He explained that this action was a violation of the approval policy that both the Library Board and Building Authority have adopted; further more, after H. Wetters has now reviewed what was approved at that meeting, it appears there is approximately $15,000 of questionable charges included in these change orders. He asked that when the bills associated with those change orders are presented for payment, he would like it brought to his attention along with a detailed explanation of the cost as he does not agree with what they are listed at. Steve List responded that he agrees that the costs are out of line and explained that he will be discussing each of the items in question, with M. Paulus. H. Wetters commented that M. Paulus understood at the Construction meeting, which Library Director Fred Paffhausen and Bob Redmond were at as well, these changes orders were not to be approved until trustees and Library staff had time to review in detail the cost and work of each one of them. In fact, H. Wetters shared that M. Paulus basically was asking for a blank check to cover the cost of these change orders, in which H. Wetters responded he would not approve that; and would not approve any of these change orders until the necessary individuals had an opportunity to review.
However, what did happen is although it had not been placed on the agenda, Skanksa brought the information the day of the meeting asking for approval. H. Wetters stated for the record that as the Building Authority Liaison, had attended the construction meeting in which these change orders had been brought up for discussion, had objected to them being presented to the Library board until they were duly reviewed. Both B. Redmond and M. Paulus were present at this meeting when H. Wetters made the request but ignored it and presented these change orders to Library board trustees without ever mentioning that discussion.
Ella Jane Martini pointed out the trustees that were present at the last joint board meeting were presented with the items at the meeting and approved items 1, 3, 5, 7 and 9; and did not approve 2, 4, 6, or 8.
H. Wetters responded that his point is that there is a policy adopted by both boards for the review of change orders that are to be submitted on the construction project that was completely ignored in this case. After reviewing the change orders that were approved, H. Wetters believes there is at least $15,000 of taxpayers’ money that was spent unnecessarily due to the fact that this policy was circumvented by Skanska and the Building Authority which he believes is inappropriate.
F. Paffhausen asked S. List to reiterate what he had told M. Paulus via a phone call a few days prior to the distribution of the board packet. S. List responded that he had asked F. Paffhausen for direction on these change orders but had not gotten a response. He added that F. Paffhausen agreed with H. Wetters on these change orders. F. Paffhausen added for clarification, that during the phone conversation with M. Paulus, he told him that the change orders would not be going on the agenda for the joint board meeting as they were incomplete and the details were not included.
Jim Davison commented that he was present at the meeting where these change orders were approved. He specifically asked S. List, as he is the Superintendent of Buildings and Grounds, had S. List review every item in each change order to explain them. Those that did not have adequate information, the board did not approve. J. Davison stated that he has confidence in S. List’s judgment and recommendation to approve these change orders. He does the job asked of him by reporting to the board as to what needs to be done on the project.
S. List added that in order to not delay the project this work needed to be done, however it is the cost of some of the work that he does not agree with and assured the board he would be discussing this further with M. Paulus.
H. Wetters reiterated the fact that the policy has an emergency review provision so that in case that trustees cannot get to regular board meetings, there is a way for 4 or 5 trustees to meet, if there is an emergency that needs to be clarified but was not instituted in this circumstance. He now is not aware of what was approved or not approved at the October 12 meeting; but is aware there are huge discrepancies in the documents that were submitted and knows that he specifically at the Construction meeting, where M. Paulus asked for a blank check to be able to spend whatever was needed to get the work done. The fact that he came to the joint board meeting after the he was told these items would not be approved before further review, which this also applies to B. Redmond, is a willful attempt to circumvent the policies and processes that have been established for the expenditure of public funds in this process, is wrong.
Mark Kaplenski stated he is not prepared to discuss this issue as it was not part of the agenda for this evening’s meeting and secondly to say that money walked out the door is strong terminology to use. He believes the best course of action is to meet with Skanska for their input, as they are not present this evening to respond. He does not want to make an accusation that he does not know if it is founded or not founded. M. Kaplenski wants to have the information before him before discussing it.
E. J. Martini suggested that H. Wetter put his complaint in writing to the Library board. She stated that the trustees who were present at the Joint Board meeting, acted in good faith when they approved the items that they did. H. Wetters responded that he would do that; he now has the documentation in hand to do so. He agrees that trustees need to discuss these issues further with Skanska. His point is there are policies in place and no one follows them, there is no point in having them. He repeated again his request that when these items come through to be paid, he would like them brought to his attention.
K. Ayala responded he would do that and added his request would be that as these costs are unclear, that Skanska will re-issue updated documents pertaining to these items.
S. List re-stated, that he recommended the work be done, but did not agree on the cost of these items. He asked H. Wetters to meet with him and M. Paulus when they discuss these issues.
E. J. Martini asked for a point of order stating that the bills H. Wetters is inquiring about will be included in the packet that will be presented at a Joint Building Authority meeting not with those that are presented this evening.
Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented, numbered: 334762-34923 and 4288-4306, for a total payment of $306,756.03. Motion carried.
FINANCIAL REPORT
September 2005 Financial Report
September 2005 Penal Fine Report – K. Ayala reported the Penal Fines for September came in higher than budgeted. He does not see any reason the Library will not hit the projected budgeted through the end of 2005.
Motion by J. Davison, seconded by H. Wetters, to receive the September 2005 Financial Reports and September 2005 Penal Fines. Motion carried.
DIRECTOR’S REPORT
Motion by D. Adcock, seconded by H. Wetters, to receive the Director’s Report. Motion carried.
OPEN TO THE PUBLIC
CORRESPONDENCE
Please Tell Us What You Think – Ben Glowiak
Motion by H. Wetters, seconded by D. Adcock, to receive the correspondence. Motion carried.
LIBRARY CONSTRUCTION PROJECT
Computer Bid Results – K. Ayala reported bids were received for workstations, software and printers that will be installed at the new Alice and Jack Wirt Public Library. This evening staff is asking for approval for the public and staff workstations and the software so that they can be ordered and ready to be installed in time for the opening of the Wirt Library. Staff will finish verifying specifications of the ADA workstations and printers and once complete, will bring a recommendation for approval on these items to the next Library Board meeting. It is being recommended to purchase the workstations from the Dell Corporation and software from Dyntek and Shea PC. He confirmed that this computer equipment is within what has been budgeted; in fact it has come in lower at $950 per workstation compared to $1,500 per workstation that was originally budgeted. It was understood that the cost for the software is for the license and includes all of the Microsoft Office programs. K. Ayala pointed out the Library falls under the educational rate making the price a bit lower as well.
J. Davison asked what the difference is between public and staff computers. Beth Rye responded that on past computer bids, public computers were not ordered with as much memory or other enhanced software as staff computers were. However with this bid, the price difference from Dell was minimal therefore these computers are the same. She pointed out the advantage is they will be easy to swap out if one would need repair for any reason. J. Davison asked if there will be more than one backup for the Library. B. Rye stated that at this time there is only one backup server planned at this time. However, as H. Wetters explained that B.A.I.S.D. has more than one server for a back-up, because of the savings, B. Rye did not see any reason why there could not be an additional back up servers purchased. She shared that along with this price Dell is offering an upgrade to the three year warranty to a gold service warranty for a price of $59 per each computer. B. Rye explained that the Library already has the gold service warranty for other Dell computers and recommends purchasing it for these as well.
M. Kaplenski commented that once again, staff has seemed to have thought everything thoroughly through; able to answer all of trustees’ questions.
Motion by M. Kaplenski, seconded by J. Davison, to approve the recommendation to purchase computers and software from Dell, Dyntek and Shea PC and will include the additional warranty gold service plan for $59/year/computer.
Roll call: D. Adcock – yes; M. Kaplenski – yes; J. Davison – yes; H. Wetters – yes;
E. J. Martini – yes. Motion carried.
COMMITTEE REPORTS
Personnel Committee – J. Davison, Chairperson, announced there is a Personnel Committee meeting scheduled for November 11, 2005 at 1:00 p.m. in the Library Director’s office.
Finance Committee – H, Wetters, Chairperson, shared that plans are being made to hold a Finance Committee soon. He has asked K. Ayala to redo the 20 year budget projection which would include a number of scenarios; substantial cuts in state aid; increased utility costs; loss of the Small Business Tax, and the increase for the Retirement contributions. H. Wetters asked that K. Ayala circulate drafts of these projections to trustees for preparation at the next Finance Committee meeting once one is scheduled.
Millage Renewal Committee – Chairperson, M. Kaplenski, share he is working on assembling a committee and will have a recommendation for board discussion at the next Library board meeting.
OTHER
21 Day Loan Period – F. Paffhausen explained that staff is recommending to change from a 28 and 14 day loan periods, to having one, 21 day loan period for all circulated items. He sees the only disadvantage may be a decrease in revenue earned on DVD and Video rentals as they may not circulate as often. However when the loan period for these rental items were changed from a 7 day to a 14 day period, the revenue from rentals increased. He shared that every library he has worked at had a 21 day loan period. F. Paffhausen explained that because it would affect the Library’s Operating Policy, he recommends having board action to approve the change.
Motion by H. Wetters, seconded by J. Davison, to approve the recommendation of the Library Director and staff, that the loan period be changed from a 28 and 14 day loan period to a 21 day loan period for all circulated items. Motion carried.
ANNOUNCEMENTS
E. J. Martini reminded those present the November Regular Board meeting of the Bay County Library Board of Trustees will be held one week earlier on November 16, 2005 at 5:15 p.m. This is due to the Thanksgiving Holiday.
Motion J. Davison, seconded by D. Adcock, to adjourn the meeting at 5:50 p.m. Motion carried.
_________________________ _______________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary