MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

Joint Meeting with Building Authority

July 13, 2005

Ella Jane Martini, Vice Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:00 p.m. on July 13, 2005 in the County Commission Chambers, Bay County Building. 

Present:            Derald Adcock, James Davison, Mark Kaplenski, Ella Jane Martini, and

Howard Wetters

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

John Pflueger, Gary Phillips, and Tom Ryder

Others:             Kevin Ayala, Stephanie Corona, Scott Frey, Steve List, Louis Long, Fred Martini,

Steve Neavling, Fred Paffhausen, Bob Redmond, Eileen Schulz, and Deb Stone

LIBRARY BOARD TRUSTEES – Ella Jane Martini introduced newly appointed board trustee Mark Kaplenski and announced the reappointment of Derald Adcock.  M. Kaplenski was appointed at the July 12, 2005 County Commission meeting to fulfill the remainder of Michael Gray’s five year term.  D. Adcock was reappointed for a five year term.

MINUTES

Motion by J. Davison, seconded by H. Wetters, to approve the minutes from the June 8, 2005 Regular Board meeting.  Motion carried.

Motion by J. Davison, seconded by D. Adcock, to approve the minutes from the June 8, 2005 Closed Session meeting.  Motion carried.

OPEN TO THE PUBLIC

There was no public input.

LIBRARY IMPROVEMENT PROJECT

Construction Manager – Stephanie Corona and Scott Frey - Skanska –Monthly report # 29 – Stephanie Corona reported that the project is on budget and actually behind in expenditures for the contingency.  Scott Frey reported on the construction progress of the building; Masonry is complete on three sides of the building with the north side remaining; windows are following the same process with closing up work on the windows on the southwest section of the building.  Work is continuing on installing the metal roof; the site utility work will resume at the end of the month.  On the first floor all overhead, mechanical, electrical and fire suppression is approximately 50% complete along with all interior masonry walls being complete on the first floor.  On the second floor drywall work is 60% installed.  On the third floor interior walls are being framed in along with drywall being installed.  There is 90% of the electrical work installed as well.  By mid August there will be permanent power to the building and workers can start testing equipment.  The project is on schedule with a completion of the construction scheduled for December.

Change Orders - Wirt Library - #0039, #0047, #0048, #0052, #0060 and #0061 – These change orders are all within the authorization of Building and Grounds Superintendent Steve List. 

Motion by H. Wetters, seconded by J. Davison, to receive Change Orders for the Wirt Library #0039, #0047, #0048, #0052, #0060 and #0061.  Motion carried.

Change Order Wirt Library #0065 - $6,612 – Change Order #0065 is above the $5,000 authorization of S. List.  This change order is a credit to the GMP. 

Motion by J. Davison, seconded by H. Wetters, to receive change order #0065, for $6,612, a credit to the GMP.  Motion carried.

Change Orders – Sage Library – 0048; 0049A; 0077; 0080A – These Change Orders are within the authorization of S. List.

Motion by H. Wetters, seconded by J. Davison, to receive change orders: 0048; 0049A; 0077; 0080A.  Motion carried.

Sage Branch Library

Eaves and Downspout Warranty – S. List explained that both he and Skanska agree this work is not covered by the warranty.  Quotes have been solicited for the repair of this work with the lowest quote from U. S. Sheet Metal for $1,350.  S. List spoke with Ted’s Electric about installing an additional heat trace system further up on the roof where the first system was installed to avoid additional accumulation.  S. List is recommending to use Ted’s Electric as they installed the original heat trace system and are aware of the correct amperage and how much can be added onto the existing system.  The quote from Ted’s Electric is for $3,994 to extend the heat trace up into the Northeast and Northwest valleys.  The total for the work comes to $5,344; $1,350 would come from a miscellaneous account of the library and the balance of $3,994, to come from the overall construction contingency.  Kevin Ayala assured the board that trustees could vote to suspend the purchasing policy in order to request this particular vendor to do the work. 

Motion by H. Wetters, seconded by D. Adcock, to repair the gutters at Sage Branch Library; $1,350 come from the Bay County Library System’s miscellaneous account and the $3,994 come from project construction contingency and ask to waive the purchasing policy because there is a pre existing vendor who installed the first system.  Motion carried.

Auburn Branch Library

Landscaping Warranty on Trees – S. Corona explained there were Arborvitae plants that did not survive the winter but did last through the warranty period, therefore are not covered.  After talking with the landscaper it was determined there simply is not adequate irrigation for these plants to survive in the location that they were placed in as they are in competition for rainwater from nearby trees and other vegetation.  S. Corona added that originally these plants were not meant to be planted in this area but it was determined the need for some type of barrier was needed to reduced the glare of headlights on the neighbor’s homes that face the parking lot.  It was suggested that a type of ornamental grass be planted or some type of shrub to take the place of the Arborvitae.  S. Corona commented that other plants aside from the Arborvitaes also died that were planted there.  S. List will talk with landscapers and bring back a recommendation to the next meeting as to what could be planted in the area and survive. 

Bulletin #2 – As a result from a light study done on the Pinconning, Sage and Auburn Branch Libraries, where it was determined additional lighting was needed; the lighting plan for the Wirt Library was reviewed as well.  Staff is recommending additional lights for areas that in the original plan did not show adequate lighting, and also to change out the can lighting meant for the special features that are no longer going to be part of the library.  Staff is recommending the can lighting to be replaced with fluorescent tube lights to give more lighting in the area and to give more flexibility in using this area.  The initial cost estimate for this change was at $28,014, including material and labor, however S. List is looking into this as he does not believe some of the costs listed for labor are necessary.  Approval is needed today for purchasing only the lights in order to place the order and have them ready to be installed as the construction of the building is at the point where they would need to be installed.  Staff is asking for board approval to purchase the additional lighting at a cost of $13,036.10.  Staff will be meeting with Skanska to discuss the estimated labor cost for installing these light fixtures and will bring this information back for board discussion and approval. 

Motion by J. Davison, seconded by D. Adcock, to approve Bulletin #2 for $13,036.10 for materials.  A report on the labor will be brought back in two weeks at the regular board meeting for further discussion.  Motion carried.

Wirt Library Progress Report – This was discussed earlier in the agenda.

Wirt Library Furniture Fixture and Equipment. – E. J. Martini stated the budget for the Furniture Fixture and Equipment for the Wirt Library was set at $1,058,080; after review by Staff of the F.F.&E. material and installation cost has come in at $1,040,931.  The remaining balance, $17,149, will be held in contingency. 

Motion by H. Wetters, seconded by J. Davison, to approve the F. F. & E. as presented

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

CONSTRUCTION INVOICES

Motion by H. Wetters, seconded by J. Davison, to approve the Construction Invoice packet total $915,427.32, Certificate 37. 

Roll call: D. Adcock – yes, H. Wetters – yes, J. Davison – yes; M. Kaplenski – 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

Building Authority Liaison – The Building Authority announced Richard Bukowski will no longer act as Building Authority liaison due to the fact that both boards meet every second Wednesday of the month where construction progress is discussed.  The Bay County Library Board of trustees thanked R. Bukowski for attending the Library Board meetings and for his input. 

NEW BUSINESS

County Commissioner – E. J. Martini asked for a motion to approve a letter be sent to the Bay County Board of Commissioners stating the Library Board’s full cooperation into the matter of legal fees being charged to the library project. 

Motion by H. Wetters, seconded by J. Davison, to send a letter to the Bay County Board of Commissioners, stating the cooperation of the Library board and to request notification of all meetings.  To authorize Director, Fred Paffhausen, and a board trustee to attend these meetings.  Motion carried.

OTHER

Finance Committee appointment – E. J. Martini appointed Mark Kaplenski to the Finance Committee to replace Michael Gray.

Motion by J. Davison, seconded by D. Adcock, to adjourn the meeting at 1:10 p.m.  Motion carried.

Respectfully submitted,

______________________________                        ______________________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                      Recording Secretary