MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Joint Meeting with Building Authority
August 11, 2004
Michael Gray, Chairperson, called the meeting of the Bay County Library System Board of Trustees to order at 12:06 p.m. on August 11, 2004 in the County Commission Chambers, Bay County Building.
Present: James Davison, Michael Gray, Ella Jane Martini, and Howard Wetters arrived at 12:20 p.m.
Excused: Derald Adcock
Others: Kevin Ayala, Trish Burns, Stephanie Corona, Steve List, Fred Martini,
Steve Neavling, Rick Pabalis, Mark Paulus, Bob Redmond, Eileen Schulz,
Deb Stone, Andrea Szymanski, and Curt Welch
MINUTES
Michael Gray noted a correction on page 1 of the regular board minutes for July 14, 2004, under the Sage Branch Library Discussion. The Exterior total cost should read: $42,999.
Motion by J. Davison, seconded by E. J. Martini, to approved the minutes from the July 14, 2004 noon board meeting. To approve with the discussed correction, the minutes from the July 14, 2004 evening board meeting. Motion Carried.
OPEN TO THE PUBLIC
There was no public input.
LIBRARY IMPROVEMENT PROJECT
Construction Manager – Mark Paulus: Skanska USA
Monthly Report – Mark Paulus reported that he is meeting with Steve List next Wednesday to review the final issues on the punch list for the Auburn Branch Library. The first, second and third floors of the Sage Branch Library have been completed. The work on the lower level of the Sage Branch Library began last week and it is anticipated to take approximately two months to complete. The punch list for the Pinconning Branch Library is near completion. Steve List will do a walk-through next week with the C.M to review punch list items. The work for Central Library has begun; Jefferson Street has been closed off; fencing has been erected around the site; asbestos abatement has been completed; and demolition of the buildings West of Jefferson Street has begun. Demolition for the Old Jail began yesterday. The South Side Branch Library project is on hold.
M. Gray asked for an update on the condition of the conduit in the Sage Branch basement. The conduit has become rusty due to the water that collected in the basement and it was discussed at a previous meeting Skanska would look into a solution. M. Paulus responded that he would meet with Steve List to discuss the best solution and report back to trustees within the next two weeks.
Architect – Curt Welch, Fishbeck Thompson Carr & Huber
Status Report #26 – Curt Welch reported that work is continuing on the repairs to the Auburn Branch Library roof. Skanska and FTCH are working toward an agreement for the funding of the repairs.
M. Gray asked C. Welch what the status is on the pay applications, referring to the A.I.A. form attached to each of the sub contractor’s invoices. He explained that although this form has an area for FTC&H to sign off on, they are signing only on the form that covers the entire packet of invoices. C. Welch explained the reason is because the subcontractors are hired directly by Skanska, and it is not known by FTC&H any additional work or changes that Skanska has agreed to. Skanska is in a better position to review these packets knowing precisely what is asked of the subcontractor. FTC&H signs off on the AIA form that lists the over all amount for each packet of invoices. He suggested it may only be a matter that Skanska stops using these forms for each subcontractor’s invoice. M. Paulus suggested it could be discussed further at the next progress meeting.
Change Orders
Auburn #5A - $4,500
Auburn #62 - $2,600
Auburn #72 - $1,365
Pinconning #5 - $1.936
Pinconning #21 - $475
Motion by J. Davison, seconded by E. J. Martini, to receive the change orders as presented. Motion carried.
Howard Wetters arrived at 12:20 p.m.
A.D.A. Furnishings – M. Gray asked that this agenda item be deferred to the next board meeting.
CONSTRUCTION INVOICES – The Building Authority questioned which property the invoice from Wilcox Professional Services refers to. Kevin Ayala responded that it is for the Phase I site assessment on the property located next to the new Pinconning Branch Library. He explained that it is part of the construction project and if the property is sold, the revenue would come back to the construction project account.
James Davison asked if the invoice from Darbee, Bosco and Hammond would be the final invoice from them. M. Gray responded that although K. Ayala is working on a Request for Qualifications, (RFQ), for new legal services, there are other unfinished issues that Darbee, Bosco and Hammond are involved with yet for the library. M. Gray questioned the billing date of 7-21-04, ‘In office conference re FOIA request letter from Wackerly regarding Battery Park’. M. Gray asked K. Ayala to obtain a copy of this letter.
Motion by J. Davison, seconded by E. J. Martini, to approve Construction Invoices, certificate #26, in the amount of $269,046.89. 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.
UNFINISHED BUSINESS
Auburn Branch Library Boiler – After hearing discussion from the Building Authority trustees and Steve List, regarding the operation of the boiler at the Auburn Branch Library, M. Gray requested Skanska and or S. List to contact the contractors involved with the purchase and installation of the boiler at Auburn Branch Library, to explain the process in which the boiler was installed. It was the general consensus of the trustees that if there was no response from them that trustees would exercise their option to hold back the 10% retainage fee from the contractors.
Motion by J. Davison, seconded by E. J. Martini, to adjourn the meeting at 12:47 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary