MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
February 9, 2005
Michael Gray, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at noon. on February 9, 2005 in the County Commission Chambers, Bay County Building.
Present: James Davison, Michael Gray, and Ella Jane Martini and
Howard Wetters (arrived at 12:20 p.m.)
Excused: Derald Adcock
Others: Kevin Ayala, Trish Burns, Stephanie Corona, Scott Frey, Steve List,
Louis Long, Steve Neavling, Pat O’Connor, Fred Paffhausen,
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 January 12, 2005 regular board meeting and the January 12, 2005 Closed Session meeting. Motion carried.
OPEN TO THE PUBLIC
There was no public input.
LIBRARY IMPROVEMENT PROJECT
Construction Manager – Stephanie Corona: Skanska USA – Stephanie Corona gave an update on the Central Library project. Skanska has currently been working with the trades to coordinate the mechanical, electrical and above ceiling coordination to be certain everything fits properly in the ceiling spaces. They have also been coordinating with structural steel as well. Work continues on the masonry work on the exterior; Skanska has tarped the second floor for winter protection in order to heat a portion of the third floor to protect the cement from cracking and this will also allow for the electrical to be roughed in the in mechanical space on the third floor. Scott Frey, the project manager for Central Library, added that the work for the perimeter walls will start soon; these walls will form the exterior shell of the building which will then allow for the roof work to begin in March.
Motion by E. J. Martini, seconded by J. Davison, to receive the Construction Manager Monthly Report #24. Motion carried.
Central Library Change Order #0008 – Steve List confirmed this change order is a $4,474 credit on ceilings and partitions for Central Library. S. Corona explained the change was made to use a 2’ x 2’ acoustic ceiling tile rather than the 2’ x 4’ tile originally planned. This smaller tile is more durable and less expensive to replace tiles when needed.
Motion by J. Davison, seconded by E. J. Martini, to receive Central Change Order #0008.
Motion carried.
Sage Branch Library Change Order #0025, 0061, and 0076 – M. Gray explained these change orders have been approved by S. List and need to be received by the board.
Motion by J. Davison, seconded by E. J. Martini, to receive Sage Branch Library Change Orders #0025, 0061 and 0076. Motion carried.
Punch List Items for Auburn, Pinconning and Sage Branch Library
Motion by J. Davison, seconded by E. J. Martini, to receive the Punch List report for Auburn, Pinconning and Sage Branch Library. Motion carried.
Auburn Boiler Warranty Update – S. Corona shared from last week’s construction meeting there was a request made to include additional warranty items. This request has been passed on to the contractor who in turn has given it to the manufacturer. S. Corona anticipates she will hear back from them within the next two weeks and will update the board at the next joint meeting.
Sage Branch cracks in front steps – S. Corona explained there has been hairline cracks appearing in the corner of every step on the front entrance of the Sage Branch Library. She assured the board this would be looked into this spring when it can be determined whether it is a problem with the design, installation, materials, etc. These steps are under warranty. M. Gray stated that he would expect that after the punch list for Sage Branch Library is completed, the retainage would be held until there is an answer as to why this has happened. S. Corona confirmed that would be done.
Letter regarding underground Utilities – S. Corona explained that Bay City Power and Light did not include any cost for relocating any other utilities on their poles. Skanska asked for additional information from them on what would be required that was not previously included in their quote. S. Corona has received this morning from Bay City Power and Light the additional costs. She has forwarded this information to S. List. They are asking for approximately an additional $6,500 to put the conduit in for the new fiber optics and to relocate the overhead lines that are on their poles. Charter Communications has verbally expressed their opinion, which Skanska has asked for in writing that they would not have additional costs at this time to relocated the overhead lines into the conduit provided by Bay City Power and Light. They understand that it is a forced move and therefore would not charge the library for this additional work. Skanska is asking today for approval on the materials only. Skanska has asked Charter Communications for a price comparison to see if it could be done for less money but they have informed her that if presented with this request, they would ask Bay City Power and Light, duplicating the request Skanska has already made.
This cost would come from the project’s contingency fund. S. Corona added that there was a $3,000 allowance added into the GMP, anticipating there would be some cost from Charter, the balance of $3,500 will then come from the contingency. S. Corona will issue an official proposal for this additional cost.
Steve List asked that he receive the change order for this work as soon as possible.
Motion by J. Davison, seconded by E. J. Martini, to approve the additional cost of $6,500 to bury the utility lines; with $3,000 coming from the construction budget and $3,500 from utility contingency account. Motion carried.
ARCHITECT – Curt Welch – FTCH – Curt Welch asked if there were any questions FTC&H could answer regarding the water damage to the Sage Branch Library on January 23. M. Gray asked that FTC&H would look at the steps at the Sage Branch entrance and the cracking that has occurred. C. Welch assured the board they would but as stated earlier, they would wait until Spring when it can be determined if this cracking was due to the concrete curing or expansion from temperature change this winter.
CONSTRUCTION INVOICES
Motion by E. J. Martini, seconded by J. Davison, to approve the Construction Invoices, Certificate #32 for $726,222.90. 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.
H. Wetters arrived at this time.
UNFINISHED BUSINESS
Environmental Invoices for Central Library – Bob Redmond, Building Authority, recapped from a meeting in October 2004, when Superior Environmental submitted an invoice for removal of contaminated soil at the Central Library site. It was understood at that meeting, the County would pay for the removal from the site; however, since then the County is not willing to do this. B. Redmond explained that he has received another statement from Superior Environmental with interest in excess of $4,000 added on to the unpaid statement for late charge. He asked the library board for direction. M. Gray responded this invoice in question was not part of the library’s board packet and only he saw a copy of this invoice on Monday. Howard Wetters stated it was the library board’s understanding that the Building Authority would take care of this invoice; that the library would not have anything to do with it. B. Redmond concurred with this until it was realized that the opinion of the County’s attorney, Marty Fitzhugh, stated otherwise; that the county would not pay it; that it should be paid from Central Library’s budget, then in turn be reimbursed from the County. H. Wetters suggested this issue be taken up with the County Commissioners for further discussion. He is not in favor of paying this invoice from the project’s budget. He also shared that both the Building Authority and library board have been waiting for the County to process this invoice. M. Gray asked for a motion that this invoice be referred to H. Wetters and B. Redmond to approach the County Commissioners to resolve it. E. J. Martini is in favor of paying the original invoice, but not the interest. M. Gray pointed out that the library board agreed to have this work done based on the understanding that the cost would not be covered by the construction project budget, as the library purchased this property from the County, as if clean. The sale price was set as if clean, based on the appraisal.
Motion by H. Wetters, seconded by J. Davison, to defer this invoice to B. Redmond and H. Wetters, to meet with representatives from the County Commissioners for further discussion. 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 J. Davison, seconded by H. Wetters, to adjourn to Close Session at 12:30 p.m.
Motion carried.
Roll Call: H. Wetters – yes; J. Davison – yes; E. J. Martini – yes; M. Gray – yes.
Returned from Closed Session at 1:00 p.m.
Motion by H. Wetters, seconded by J. Davison, to request that the Building Authority to work with Fred Paffhausen and H. Wetters to proceed as outlined in Closed Session. Motion carried.
Motion by H. Wetters, seconded by J. Davison, to adjourn the meeting at 1:03 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary