MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
October 13, 2004
Michael Gray, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:10 p.m. on October 13, 2004 in the County Commission Chambers, Bay County Building.
Present: Derald Adcock, Michael Gray, Ella Jane Martini and Howard Wetters
Excused: James Davison
Others: Georgianne Adcock, Kevin Ayala, Trish Burns, Stephanie Corona,
Brian Elder, Pat Gallagher, Steve List, Fred Martini, Rick Pabalis,
Fred Paffhausen, Mark Paulus, Andrea Samanski, Eileen Schulz, Deb Stone and Curt Welch
MINUTES
Motion by H. Wetters, seconded by E. J. Martini, to approve the minutes from the August 31, 2004 special board meeting and the September 8, 2004 regular meeting. Motion carried.
ANNOUNCEMENT
Michael Gray welcomed Fred Paffhausen on his first day as the new director for the Bay County Library System.
OPEN TO THE PUBLIC
There was no public input.
LIBRARY IMPROVEMENT PROJECT
Construction Manager – Mark Paulus: Skanska USA – Mark Paulus stated the warranty items for the Auburn Branch Library are near completion. The work has been finished on the basement at the Sage Branch Library; punch list items are being completed. The Certificate of Occupancy has been issued for the Pinconning Branch Library and the remaining punch list items are being addressed. The demolition of the old jail has been completed for the Central Library site. Unsuitable bearing soil was found beneath the old jail; this soil is now being removed. Work scheduled for October: utility relocation in the west alley; continued work on the foundations and steel is to be delivered. The South Side Branch design documents are being developed.
Howard Wetters stated it was his understanding that the low voltage utility lines would be buried but noted that this has not happened yet. M. Paulus responded he will review the power plan and meet with Steve List to discuss this.
M. Gray asked M. Paulus to comment on the status of the Auburn Branch Library roof. M. Paulus responded that the roof vents have been installed; soffit vents were on back order and are due by next week; it is anticipated work will be completed by the end of October.
Architect – Curt Welch, Fishbeck Thompson Carr & Huber
Status Report – C. Welch did not have anything to report.
CONSTRUCTION INVOICES – M. Gray explained trustees have before them two separate packets of invoices; one which is included in the library board packet and one that was delivered on Tuesday of this week that consists of the pay applications for Skanska’s subcontractors. These pay applications did not meet the deadline for packets. M. Gray asked trustees for their input. H. Wetters pointed out the deadlines for the invoices have been in place and known to all parties and questioned why they should be paid. He added that the reason for the deadline is to allow adequate time for review of the invoices. If it is decided to pay them this time it should be made clear that it is done with reluctance and if the deadline is missed again, they will not be paid. M. Gray pointed out that these invoices are from Skanska who in turn need to pay their subcontractors. M. Gray understands they were submitted to the architect on time by Skanska and therefore not Skanksa’s fault that they were not submitted on time. If the library decides to not approve these pay applications it will cause a problem for Skanska with their subcontractors and might possibly incur interest cost for the library. With this in mind trustees were in concurrence to pay both packets of invoices.
Motion by H. Wetters, seconded by D. Adcock, to approve both packets of invoices, amending the total amount for certificate #28 to $635,604.42. This is approved based on that all parties understand that invoices must be submitted by the deadline for the packets and if they are not, most likely they would wait for payment. Motion carried.
PROJECT FINANCIAL REPORTS
Construction Project Expense Summary
Construction Budget, Estimates and GMP Summary
Capital Campaign Summary Report
Motion by D. Adcock, seconded by E. J. Martini, to receive the Construction Project Expense Summary; Construction Budget, Estimates and GMP Summary and the Capital Campaign Report. Motion carried.
NEW BUSINESS
Naming Opportunities List – M. Gray referred to the list of naming opportunities and understands there is a concern whether some of the items listed comply with the Americans with Disabilities Act. He suggested these items be referred to the A.D.A. coordinator for his review. Trish Burns requested alternate item 7, Granite Countertops, be removed from the list as it was added in error.
Motion by H. Wetters, seconded by D. Adcock, to direct the A.D.A. coordinator to review the naming opportunities to assure they meet the requirements of the ADA. Motion carried.
OTHER
Sage Branch Library re-opening – M. Gray shared that the plans to re-open Sage Branch Library are coming along and a tentative date of November 10, 2004 is set for the dedication.
ANNOUNCEMENTS – M. Gray announced the Grand Opening for Pinconning Branch Library is set for October 20, 2004 at 5:00 p.m.
Motion by H. Wetters, seconded by D. Adcock, to adjourn the meeting at 12:27 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary