MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

Joint Meeting with Building Authority

June 8, 2005

Ella Jane Martini, Vice Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:07 p.m. on June 8, 2005 in the County Commission Chambers, Bay County Building. 

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

Building Authority:        Richard Bukowski, Rich Charbeneau, Don Goulet, Jim Helminiak,

John Pflueger, and Tom Ryder

Others:             Georgianne Adcock, Kevin Ayala, Stephanie Corona, Scott Frey,

                        Steve List, Louis Long, Fred Paffhausen, Bob Redmond, Eileen Schulz,

                        Bill Smith, and Deb Stone

ANNOUNCEMENT:  Ella Jane Martini announced the resignation of Michael Gray from the Bay County Library Board of Trustees.  She will assume the duties of the Chairperson.

MINUTES

Motion by J. Davison, seconded by H. Wetters, to approve the minutes from the May 11, 2005 Regular Board meeting minutes.  Motion carried.

Motion by J. Davison, seconded by H. Wetters, to approve the minutes from the May 11, 2005 Closed Session minutes.  Motion carried.

OPEN TO THE PUBLIC

There was no public input.

LIBRARY IMPROVEMENT PROJECT

Construction Manager – Scott Frey;- Skanska –Monthly report # 28 – Scott Frey gave a brief update on Central Library.  The east elevation was completed last month on the exterior of the building with the brick veneer and stone masonry work.  On the first floor, the interior masonry, overhead mechanical duct, plumbing and electrical along with the beginning the interior partitioning work.  The second floor has all of the overhead mechanical, electrical work, 95% completed.  This will be completed this month, along with petition framing.  Drywall will also start this month as soon the windows are installed, which is scheduled for the end of June.  On the third floor, workers are connecting all of the mechanical equipment and continuing with the ductwork and gas mains.  Interior petition framing has also begun on the third floor. 

Howard Wetters asked if a meeting has taken place to discuss the sheet metal panels.  S. Frey responded that this meeting did take place last week and during that meeting architects brought in a sample of the metal panels that their design was based on.  It was determined the panels listed in the plan will be used.  FTC&H are reviewing the submittal from C.A.S.S. Sheet Metal. 

Auburn Branch Library

Timeline for Completion of insulation - Mark Paulus explained that with the work that needs to be done, it will be necessary to wait for cooler weather but he assured both boards the work would be completed before winter.

Landscaping Warranty on Trees – M. Paulus reported that Skanska has asked the landscaper to inspect the plants that have died, which are located behind the library.  He shared that these trees were intended to be planted between the residence and parking lot of the library.  There are only a few of these trees, which have adequate exposure of sunshine, that are surviving. 

A meeting will be set up to discuss not only this problem at Auburn, but at the Pinconning Branch as well, as there are some plants that did not survive the winter either. 

It is anticipated this information may be ready by the library’s regular June board meeting, but if not then, will be brought back to the next joint meeting, with the Building Authority and Library Board. 

Sage Branch Library

Insulation of Attic Dormers – M. Paulus shared there were changes in the insulation when the City requested fire protection installed in the dormers at the Sage Branch.  Skanska is currently reviewing the documents to determine why this change was made.  Once this information is reviewed, it will be given to S. List.

Corrective Action on front steps – Last week a solution was given to F. Paffhausen and S. List of a corrective action for the front steps at Sage Branch Library.  A sample will be completed and brought to next week’s construction project meeting and if met with approval, will proceed with the repair of the steps.  J. Davison asked if there will be a cost to the library.  M. Paulus responded that they need to determine first if it is a design or a construction issue and once this is understood, will determine who will pay for the repairs.

Eaves and Downspout Warranty – Steve List shared that this information was included in the packet from a request at last month’s meeting by J. Davison.  After a review of the minutes, he shared that there was no references regarding the gutters and eaves.  He has spoke with staff at Sage Branch Library and understands this has been a long standing problem with ice forming in the eaves.  S. List suggested to install heat tape in the valleys as well, to avoid this problem in the future.

CONSTRUCTION INVOICES

Motion by J. Davison, seconded by D. Adcock, to approve the Construction Invoice packet total $646,120.45, Certificate #36. 

Roll call: D. Adcock – yes, H. Wetters – yes, J. Davison – yes; E. J. Martini – yes. 

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

Bodman Longley Dahling Invoice tabled from April 13, 2005

Superior Environmental Co. Invoice tabled from May 11, 2005 – K. Ayala shared that both of these invoices had been tabled pending further discussion as both pertained to the cleanup at the Central Library site.  Trustees agreed to table further discussion until they return from Closed Session. 

CLOSED SESSION to consider matters exempt from disclosure under attorney/client privilege (as provided for under PA 267 of 1976)

Motion by J. Davison, seconded by D. Adcock, to adjourn for Closed Session at 12:21 p.m. 

Roll call:  D. Adcock – yes; H. Wetters – yes; J. Davison yes; E. J. Martini – yes Motion carried.

Trustees returned to open session at 1:07 p.m.

Motion by H. Wetters, seconded by J. Davison, agree to pay the outstanding invoices that were tabled from the April 13, 2005 meeting and May 11, 2005 meeting, agenda items VIII A. and VIII B., from Bodman Longley Dahling and Superior Environmental.  Motion carried.

Motion by H. Wetters, seconded by J. Davison, agree to pay the invoice from Superior Environmental, dated April 15, 2005 in the amount of $704.91.  Motion carried.

Motion by H. Wetters, seconded by J. Davison, to request the Building Authority to submit copies of paid invoices to the County Corporate Counsel for review per the Buy/Sell Agreement.  Motion carried.

Motion by H. Wetters, seconded by J. Davison, to direct the Library Director and legal Counsel to pursue the matters as discussed in Closed Session.  Motion carried.

Motion by J. Davison, seconded by H. Wetters, to adjourn the meeting at 1:07 p.m.  Motion carried.

Respectfully submitted,

______________________________                        ______________________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                      Recording Secretary