MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
November 10, 2004
Michael Gray, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:07 p.m. on November 10, 2004 in the County Commission Chambers, Bay County Building.
Present: James Davison, Michael Gray and Ella Jane Martini
Excused: Derald Adcock and Howard Wetters
Others: Kevin Ayala, Trish Burns, Stephanie Corona, Pat Gallagher, Louis Long,
Fred Martini, Rick Pabalis, Fred Paffhausen, Mark Paulus, Bob Redmond,
Eileen Schulz, Deb Stone, and Curt Welch
MINUTES
Motion by J. Davison, seconded by E. J. Martini, to approve the minutes from the October 6, 2004 special board meeting and the October 13, 2004 regular meeting. Motion carried
OPEN TO THE PUBLIC
There was no public input.
LIBRARY IMPROVEMENT PROJECT
Construction Manager – Stephanie Corona: Skanska USA
Monthly Report – The Auburn Branch Library is complete. Stephanie Corona noted that Pat Gallagher and Curt Welch from FTC&H discovered a few areas in the Auburn attic that will need additional insulation. This will be taken care of by next week. The Sage Branch Library opened on November 8. The fence for the condensing unit will be installed tomorrow. There are temporary handrail guards installed in order to be granted a temporary Certificate of Occupancy. The Pinconning Branch Library is open; the CM is addressing several remaining punch list items. Steel construction will begin next Wednesday for the Central Library. The South Side Branch Library project is on hold at this time.
Change Orders
Michael Gray explained the following change orders have been approved by Steve List and the Building Authority. These change orders are included as information only. Sage Branch Change Order Numbers 72, 86, 91 and 92. Pinconning Branch Change Order Numbers 14, 17A, 20A, and 24.
Motion by J. Davison, seconded by E. J. Martini, to receive Sage Change Order No’s 72, 86, 91, and 92. Pinconning Branch Change Order Numbers 14, 17A, 20A and 24. Motion carried.
Sage Change Orders No’s 0078-$35,172.00 – This change order is to change the exterior handrail system and ramps to a steel handrail system with architectural spindles. It will include handrails along the ramp, both stairs, front steps, and on both sides of the front doors. M. Gray explained there had been discussion over an alternate option that would include using glass instead of the spindles. It is his belief the glass option would be difficult to keep clean and professional looking for Sage’s front entrance of the library. Stephanie Corona understands this request is from the Architectural Review Committee who wanted to see and additional handrail system that would prohibit a small child from fitting through the handrail openings. The requirement states that any incline that is more than 30” high, requires handrails that will not allow for this to happen. Skanska has looked at both options; a laminated glass, which would create a maintenance issue or using architectural spindles. Both options were presented to the ARC, of which they chose using architectural spindles. She explained there is a base bid of where handrails must be placed and an alternate bid which includes where additional spindles should be added to balance out the appearance of the front entrance. Change order 0078 includes the handrails needed and additional ones to balance out the appearance of the entrance. Responding to the question of whether funding is available, Kevin Ayala assured the board that the cost of this change order can come from the overall contingency for the library construction project. Currently there is approximately $235,000 in the overall project contingency.
Motion by J. Davison, seconded by E. J. Martini, to approve change order 0078 for $35,172. Motion carried.
Pinconning Change Order #0001A-$7,593.00 – S. Corona explained change order 0001A is to remove the unsuitable soil from the parking lot at the Pinconning Branch Library. This cost had not been considered at the time the parking lot had been paved.
Pinconning Change Order #0011A for $3,472.00 – This change order was to insulate the duct work in the attic space, not previously quoted by Skanksa. This was to insure there would not be the same problems with ice build up as there was at the Auburn Branch Library.
Pinconning Change Order #0013 - $6,272.00 – S. Corona explained the downspout connections to the storm system had been overlooked by Skanska. She explained this cost would come from their contingency for the project.
Pinconning Change Order #0022-$1,190.00 – This change order is to cover the cost for exchanging the sink bowls in the Coffee Area, Open Office and Staff Room to an A.D.A. compliant shallow bowl. M. Gray shared that he would agree to cover the cost for this change order but intends to discuss this with the architect at a later time. He pointed out he does not understand how this A.D.A. requirement was overlooked to begin with.
Motion by J. Davison, seconded by E. J. Martini, to approve the Pinconning Change Orders Number: 0001A - $7,593; 0011A - $3,472; 0013 - $6,272 and 0022 - $1,190. Motion carried.
Architect – Dave Clark: Fishbeck Thompson Carr & Huber
Curt Welch had no update at this time.
CONSTRUCTION INVOICES – Bob Redmond asked that the invoice from Superior Environmental be held until the review by corporate counsel has been completed. In addition he asked that the pay applications from Skanska be approved but to hold the checks until waivers of liens are received from the subcontractors.
M. Gray questioned if there were any issues with the transfer of the liquor license. B. Redmond responded there was a change in how the license was transferred; that it cannot be transferred to the buyer until their building is complete.
M. Gray asked for the invoices to be approved subject to the stipulations stated by Bob Redmond.
Motion by J. Davison, seconded by E. J. Martini, to approve Certificate #29 - $894,868.47, subject to the stipulations stated by Bob Redmond. Motion carried.
PROJECT FINANCIAL REPORTS
Construction Project Expense Summary
Construction Budget, Estimates and GMP Summary
Capital Campaign Summary Report
Motion by E. J. Martini, seconded by J. Davison, to receive the Construction Project Expense Summary; Construction Budget, Estimates and GMP Summary and the Capital Campaign Report. Motion carried.
ANNOUNCEMENTS
Sage Branch Grand Opening - M. Gray announced the grand opening for Sage Branch will be held this evening at 5:00 p.m. He invited all to attend.
Press Release – Citizens for the Public Trust – E. J. Martini shared she is of the opinion that the questions asked in this press release have been answered several times by trustees and does not believe they need to be answered again. Trustees concurred with her.
Motion by J. Davison, seconded by E. J. Martini, to adjourn the meeting at 12:30 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary