MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

Joint Meeting with Building Authority

October 12, 2005

Ella Jane Martini, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:05 p.m. on October 12, 2005 in the County Commission Chambers, Bay County Building. 

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

Excused:           Mark Kaplenski and Howard Wetters

Building Authority:        Richard Bukowski, Jim Helminiak, John Pflueger, Gary Phillips, and

Tom Ryder

Others:             Georgianne Adcock, Kevin Ayala, Steve List, Louis Long,

Fred Martini, Fred Paffhausen, Rick Pabalis, Mark Paulus,

Bob Redmond, Eileen Schulz, and Deb Stone

MINUTES

Motion by James Davison, seconded by Derald Adcock, to approve the minutes from the September 14, 2005 Regular Board meeting.  Motion carried.

OPEN TO THE PUBLIC

There was no public input.

LIBRARY IMPROVEMENT PROJECT

Construction Manager – Mark Paulus- Skanska –Monthly report #32 – In addition to Report #32, Mark Paulus added that all exterior stone is now complete and site work is continuing.  On the third floor work is continuing with control wiring; air handling units and smoke dampers.  On the second floor painting is continuing and approximately 90% of the acoustical grid is installed.  The interior glass installation is progressing.  The diffusers and light fixtures will be installed after the ceiling grid is in place on the second floor.  Nearly all of the drywall is complete on the east half of the building.  Painting will begin this week in this area.  The fireplace has been installed and technology rough-in is continuing. 

Insulation work at the Auburn Branch Library will be coordinated with Steve List and will take approximately two weeks.  This work will be done after the Library closes for the evening. 

S. List has ordered replacement plants for those that died at the Auburn Branch Library at a cost of $1,940. 

Change Orders – Alice & Jack Wirt Library - Change Orders #90

Motion by J. Davison, seconded by D. Adcock, to receive change order #90 for the Wirt Library.  Motion carried.

Bulletin #4 – Wirt Library Landscaping – S. List shared he received the pricing for this work yesterday and is recommending that the board approve these items in order to not create delays in the project. He shared that he and M. Paulus will review the pricing as S. List has questions on some of the costs. Some of this work includes installing curbs along Center Avenue; landscaping work that includes a change from 4” to 12” of topsoil in certain areas and sleeving for future irrigation of which S. List needs to discuss further with M. Paulus. 

S. List reviewed the detail of each of these items.  Item 1 of Bulletin #4, change order 93A, is for 120 linear feet of curbing along Center Avenue, he assured the board the approval is to proceed with the work, however he is not satisfied with the cost of this work and will be discussing with the C.M..  Item #2 has not been accepted. Item #3 is a $460 net increase to the construction contingency.  Item #4 has not been accepted.  Item #5 is a net decrease of $18,569 to the landscaping allowance.  Item #6 is for clarification.  Item #7, M. Paulus, explained, is to provide 12” of topsoil and hydroseed in the green belt area from one side of the curb to the other on the northeast parking lot.  S. List added this is a change from 4” to 12” of topsoil.  Item #8 is a quotation of $3,900 to provide sleeves for the future irrigation. 

Bob Redmond stated for clarification that S. List is asking for approval for change orders 93A through 93E and that most of the money will come from the Landscaping allowance or the construction contingency and some of these costs may come in lower than quoted but not higher.  S. List confirmed this; that items 2, 4 & 6 are to be deleted from Bulletin #4. 

Motion by J. Davison, seconded by D. Adcock to approve Items, 1, 3, 5, 7, 8, and 9.  Motion carried.

Bulletin # 5 – Wirt Parking Lot - S. List explained this Bulletin pertains to the parking lot for the Wirt Library.  It has been agreed that what was originally planned for this area cannot be done.  He said that all of Bulletin #5 will be a credit as it is less work than what was originally bid on.  The parking lot will be milled and a new surface added.  The soil underneath this area will not be disturbed.  Trustees did not have a copy of Bulletin #5; however S. List shared an email he received from M. Paulus regarding this, with Library trustees.  B. Redmond shared that he did agree with Bulletin #5.

Motion by J. Davison, seconded by D. Adcock to approve Bulletin # 5.  Motion carried.

Change Order #42 – Auburn – E. J. Martini explained this Change Order is a $500 decrease to the GMP for the Auburn Branch Library and asked for a motion to receive the document.

Motion by J. Davison, seconded by D. Adcock, to receive Change Order #42 for Auburn Branch Library, a credit of $500.  Motion carried.

Alice and Jack Wirt Public Library Masonry Sign – S. List shared that he received the necessary quotes for the granite; noted that this information along with the design of the sign is included in the packet for trustees.  Due to the time frame, he has proceeded with ordering the granite from Huron Granite Works for a cost of $6,956.  There will be an additional cost for erecting this sign on site.  E. J. Martini asked that S. List contact Alice and Jack Wirt to share this information with them. 

Motion by J. Davison, seconded by D. Adcock, to receive the information for the masonry sign at the Alice and Jack Wirt Public Library.  Motion carried.

CONSTRUCTION INVOICES

Letter to the Building Authority – E. J. Martini asked for a motion to receive the letter addressed to the Building Authority, which is included in the packet.

Motion by J. Davison, seconded by D. Adcock, to approve the Construction Invoices, Certificate #40 for $510,924.01.  Motion carried.

Transfer of monies to the County to pay invoices – E. J. Martini asked for a motion to transfer the monies to the County to cover the payment of the construction invoices.

Motion by D. Adcock, seconded by J. Davison, to approve the transfer of $502,522.01.  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. 

UNFINISHED BUSINESS

Auburn Attic Insulation – This was discussed earlier in the agenda.

Sage Branch Library Steps – M. Paulus shared that both the C.M. and architect have investigated the cracks that have formed in the steps at the Sage Branch Library but have not been able to determine why they happened.  It is his recommendation to retain SME, an independent testing agent, to investigate.  They will supply a report on their findings and recommend a solution to correct the problem.  There will be no additional cost to the project.  M. Paulus will have a report for the next joint meeting. 

Motion by J. Davison, seconded by D. Adcock, to adjourn the meeting at 12:38 p.m.  Motion carried.

Respectfully submitted,

____________________________________                        ___________________________

Derald Adcock                                                                         Eileen Schulz

Secretary/Treasurer                                                                  Recording Secretary