MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
March 9, 2005
Michael Gray, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at noon on March 9, 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, Stephanie Corona, Scott Frey, Steve List,
Louis Long, Fred Paffhausen, Rick Pabalis, Mark Paulus, Bob Redmond, Eileen Schulz and Deb Stone
MINUTES
Motion by J. Davison, seconded by H. Wetters, to approve the minutes from the February 9, 2005 Regular Board meeting and the February 9, 2005 Closed Session meeting. Motion carried.
OPEN TO THE PUBLIC
There was no public input.
LIBRARY IMPROVEMENT PROJECT
Construction Manager – Mark Paulus-Skanska – The Central Library exterior masonry work is continuing on the project. The third floor slab has been installed; the mezzanine and mechanical rough in has begun. The concrete columns at the front of the building were made this past Monday; the insulation of roofing is scheduled for later in the month. The structural steel contractor is scheduled to be back later in the month to finish the last connection of the building out to the front section of the suspended concrete. Howard Wetters noted for the record that the Bay City Times, in a recent article, mentioned that the first and second floors of the building would be completed in April. H. Wetters corrected this by referencing the document provided to the Bay City Times that specifically stated the second and third floor slabs would be poured, not the completion of the floors as the Bay City Times article implied.
Motion by J. Davison, seconded by H. Wetters, to receive the Construction Manager Monthly Report #25. Motion carried.
Central Library Change Order #002, 10B, 0013 and 0019 – Change order #002 - $3,000; change order 10B - $3,103; change order 0013 - $2,375 and change order 0019 - $831 are all within the authorization limit of the Building Manager. M. Gray questioned the description of work on change order #002, which reads: Revise carpet selections as referenced by the architect’ whether these revised carpet selections are still within the parameters that were approved in design concept. Steve List responded that it is the same carpet originally chosen.
Motion by H. Wetters, seconded by J. Davison, to receive Central Change Order #002, 10B, 0013 and 0019. Motion carried.
Central Library Change Order #006 – M. Gray explained change order #006 for $21,311 is a savings to the project. This change order is to revise the site lighting at Central Library to match the lights at Sage Branch Library.
Motion by J. Davison, seconded by H. Wetters, to approve Central Library Change Order #006 for a savings of $21,311. Motion carried.
Sage Branch Change Order #0012 – Change order #0012 for $1,777. S. List explained this change order has already taken place. This work was done in order to tie the new addition to the existing building.
Motion by H. Wetters, seconded by J. Davison, to receive Sage Branch Change order 0012 for $1,777. Motion carried.
Pinconning Branch Change Order #0019 and #0025 – There was no discussion.
Motion by J. Davison, seconded by H. Wetters, to receive Pinconning Branch change order #0019-$831 and 0025 - $350. Motion carried.
Auburn Branch Boiler Warranty Update – M. Paulus explained that Skanska has received a document from the manufacturer for the boiler at the Auburn Branch, that lists an extended 10 year warranty for material on the following three components of the boiler: the cast iron pressure vessel, burner assembly and the boiler flue. M. Paulus has addressed a letter to the John E. Green Company who installed the boiler, stating that this offer is not accepted as it needs to include a 10 year warranty on labor as well. He will follow up with a phone call later this week to be certain they have received the letter and to discuss this matter.
Punch List Update – M. Paulus stated that all of the physical punch list items at the Auburn Branch Library have been completed and accepted. There is one outstanding item of paperwork that has not yet been completed which Skanska is awaiting the information needed to issue a credit to the project. The punch list for the Sage Branch Library for interior items have been completed. The exterior items will be completed in the spring as well as the correction of the storm line to the leaching basin which needs to repaired. In addition to these items for Sage Branch Library, there is also a credit that needs to be issued on work that was deleted from the project. All interior punch list items for Pinconning Branch Library have been completed with one exterior item, a crack in the sidewalk that will be completed in the spring. J. Davison asked about the status of the Auburn roof and insulation, noting these items are not on the punch list. M. Paulus responded that a meeting is scheduled with Fishbeck, Thompson, Carr & Huber to discuss the duct insulation next Wednesday afternoon and any changes to the specifications will be brought before both boards for their input and if needed, approval. All of the roof vents have been installed. Steve List asked about the runoff from the roof, which causes ice to form on the walkway. He is aware of the background checking Skanska has done to determine whether there are foundation drains to allow for gutter and downspouts to be installed and tied into. Stephanie Corona said that what was designed has been installed and for any additional gutter and downspouts to be installed would need to be discussed with the architects. S. List will contact FTC&H to further discuss this.
ARCHITECT – Curt Welch – FTCH – M. Gray explained that FTC&H indicated there was no additional information to report and excused them from the meeting.
National City Bank property
Liquor License – M. Gray called for a motion to receive these two reports.
Motion by H. Wetters, seconded by J. Davison, to receive the reports for the National City Bank property and Liquor License. Motion carried.
CONSTRUCTION INVOICES – M. Gray requested that the invoice from Bodman, Longley and Dahling in the amount of $1,372.27, be referred to next month’s meeting, as this invoice includes fees related to the discussion regarding the environmental cleanup by Superior Environmental Corporation. M. Gray explained it is not yet known whether the library would be reimbursed for these charges from the County and until that can be determined, is recommending that this invoice be held.
Motion by H. Wetters, seconded by J. Davison, to approve the Construction Invoices, minus the invoice from Bodman Longley and Dahling based on the above discussion. The Construction Invoice packet total $421,638.93, Certificate #33. 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
Assistant Director Position – Trustees directed the position of the Assistant Director to be posted as Trish Burns has accepted the position of Director of the Libraries of Saginaw.
Motion by J. Davison, seconded by H. Wetters, to direct the Bay County Library Director to proceed with filling the Assistant Director’s position based on the job description included in the packet. Motion carried.
Sale of Bay City Branch – Staff is recommending to proceed with the sale of the Bay City Branch. Kevin Ayala offered that the Quality Based Selection could be used to hire a realtor to handle the sale of the building. H. Wetters suggested in an effort to avoid realtor fees, the property could be listed in the newspaper with staff reviewing the bids submitted and reserve the right to accept or reject all bids. He pointed out that if this method was not successful, then at that time, the library could proceed with using the QBS method. Trustees concurred with this suggestion as a first attempt. K. Ayala assured the board this would not violate the library’s Purchasing Policy but he would verify this with legal counsel.
Motion by H. Wetters, seconded by J. Davison, to authorize the staff to proceed with the process of advertising through public notification the sale of the Bay City Branch building. This notification will meet the requirements of the Bay County Library’s Purchasing Policy and that the library has the right to accept or reject any and all bids. Motion carried.
Change March Board Meeting Time – Trustees discussed the need to reschedule the March board meeting from the 23rd to March 30th at 5:15 p.m. due to a conflict in meeting schedules. M. Gray explained that the Bay Area Chamber of Commerce would like to make a presentation of their Ambassador Brick Award to the Bay County Library System at the library’s board meeting and as the Chamber’s meeting is also scheduled for March 23, has suggested the change.
Motion by J. Davison, seconded by H. Wetters, to change the March board meeting from the 23rd to March 30th per discussion. Motion carried.
CLOSED SESSION to consider Potential Property Acquisition or lease of real property: (as provided for under P.A. 267 of 1976)
It was determined there was no need for a Closed Session meeting.
Motion by J. Davison seconded by H. Wetters, to adjourn the meeting at 12:25 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary