MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
January 12, 2005
Michael Gray, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:15 p.m. on January 12, 2005 in the County Commission Chambers, Bay County Building.
Present: James Davison, Michael Gray, and Howard Wetters
Excused: Derald Adcock and Ella Jane Martini
Others: Kevin Ayala, Trish Burns, Pat Gallagher, Louis Long, Steve Neavling,
Rick Pabalis, Fred Paffhausen, Mark Paulus, Bob Redmond,
Eileen Schulz, Deb Stone and Steve List
MINUTES
Michael Gray requested that the minutes regarding the Battery Park discussion reflect that the Building Authority would request the Bay City Planning Commission to remove portions of Battery Park immediately adjacent to the Central Library from the City’s Master Plan.
Motion by J. Davison, seconded by H. Wetters, to approve the minutes from the December 8, 2004 regular board meeting as amended. Motion carried.
OPEN TO THE PUBLIC
There was no public input.
LIBRARY IMPROVEMENT PROJECT
Construction Manager – Mark Paulus: Skanska USA – Mark Paulus reported that on January 17 a walk through was done on all three buildings to review the remaining punch list items. The Auburn Branch Library had three remaining items, one which has been taken care of and the remaining two that pertain to the cabling will be discussed at the meeting scheduled with Beth McQueen and Clements Electric. The Sage Branch Library’s punch list had 10 items, 9 of which have been already taken care. The one remaining item is for the elimination of bi-fold doors of which the library will receive a credit. There are two punch list items remaining for Pinconning Branch Library, one to be completed this week and the other next week. On the Central Library site the following items have been completed in December: underground utilities, concrete foundations, structural steel, steel joists and deck. The masonry work that began at the end of December will be continued through January; the masonry for the exterior, the block back-up will be started on the south elevation and progress to the east elevation. The South Side Branch project is on hold. Howard Wetters asked whether the old roof section on the Auburn Library Branch had been removed to allow for adequate ventilation. M. Paulus responded that it will be taken care of in the next few weeks.
Sage Change Orders – M. Gray brought to the attention of the Building Authority the two change orders for Sage Branch Library which are included in the Library Board’s packet. Change order #0061 is for $6,954 and change order #0075 is for $15,156, which he understands is to install the wiring to provide power to the automatic door openers.
Steve List explained change order #0061 is for the ornamental fencing around the condenser units, a request from the Architectural Review Committee. S. List is recommending this change order for approval.
Sage Change Order #0075 - $15,156 - Regarding change order #0075 for $15,156, S. List explained that he received the change order on December 20, 2004. After review of the blueprints he realized that the automatic door openers had been omitted from the blueprints, an oversight by the architects. He listed the breakdown of the change order noting that the charges from Ted’s Electric and Gerace Construction appear to be in line with the work that was done; however, the invoice from Central Ceiling & Partition, an amount of $4,486 for drywall repair of a 6’ x 8’ vestibule, does not. After further review of the time tickets from Central Ceiling and Partition, it was noted that all time spent was for time and material for fixing holes and gouges in staircases made by other trades. After this discussion trustees were in agreement to refer discussion for the Director and Superintendent of Buildings and Grounds to discuss with Skanska and FTC&H and report back.
Motion by H. Wetters, seconded by J. Davison, to refer Sage change order #0075 to the Building Superintendent, Director and Construction Manager to resolve the issues discussed. Motion carried.
Motion by H. Wetters, seconded by J. Davison, to approve Sage Change Order #0061 for $6,954. Motion carried.
Confirmation letter for Utility Relocation Pricing – H. Wetters explained that the library had originally asked for additional electrical lines to be buried; in addition to this request the City wanted to bury the lines across Madison and to Washington Avenue and back to the Central Library site. The library objected to the additional cost to the construction budget noting that bond money can only be spent on library property. A meeting took place with Bay City Power and Light to discuss this issue. The City is in agreement to only bury the electrical lines in the East alley and along the back of the Central Library site. The quote for this work is in line with the cost for burying the lines in the West alley.
Motion by H. Wetters, seconded by J. Davison, to approve the pricing for the utility relocation for the electrical lines for $56,762 as stated in the December 28, 2004 letter from Mark Prevost. This payment will come from the Central Library contingency. Motion carried.
CONSTRUCTION INVOICES – M. Gray stated that neither the Building Authority nor the Library Board of Trustees had pay applications from Skanska as they were not submitted in time for delivery of the board packets. As a result of the time delay to approve these pay applications it is understood there would not be any interest charged to the project as these pay applications were delayed by FTC&H. M. Gray asked for clarification on the Sage Branch Library phone bill that was submitted and whether it should be paid from the construction project budget. K. Ayala responded that it is the last phone bill for Sage Branch Library while they were opened at the Bay City Mall.
Motion by J. Davison, seconded by H. Wetters, to approve the Construction Invoices. Motion carried.
PROJECT FINANCIAL REPORTS
Construction Project Expense Summary
Construction Budget, Estimates and GMP Summary
Capital Campaign Summary Report
Motion by H. Wetters, seconded by J. Davison, to receive the Construction Project Expense Summary; Construction Budget, Estimates and GMP Summary and the Capital Campaign Report. Motion carried.
UNFINISHED BUSINESS
Punch List Items for Auburn, Pinconning and Sage Branch Library
Motion by H. Wetters, seconded by J. Davison, to refer the Punch List items to the next joint, Library Board/Building Authority meeting. Motion carried.
Auburn Boiler Warranty update – Bob Redmond commented briefly on the warranties. The Auburn Boiler Warranty discussion was deferred to the next joint, Library Board/Building Authority meeting.
Sage Branch Library Front Steps Update – Steve List explained that the front steps of the Sage Branch Library, on both the east and west sides of the entrance, have cracks in the corners of each step. This issue is being looked into. Trustees asked that further discussion be deferred to the next joint meeting.
Motion by H. Wetters, seconded by J. Davison, to refer the discussion on both the Auburn Boiler and Sage Branch Library front steps to the next Library Board/Building Authority meeting. Motion carried.
CLOSED SESSION to consider Potential Property Acquisition or lease of real property: (as provided for under P.A. 267 of 1976)
Motion by H. Wetters, seconded by J. Davison, to adjourn to Close Session at 12:45 p.m.
Motion carried.
Returned from Closed Session at 12:50 p.m.
Motion by H. Wetters, seconded by J. Davison, to allow staff to take direction consistent with the acquisition of property as was discussed in Closed Session. Motion carried.
Motion by J. Davison, seconded by H. Wetters, to adjourn the meeting at 12:56 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary